Adobe Using Acrobat X Standard User Guide En
User Manual: adobe Acrobat - X Standard - User Guide Free User Guide for Adobe Acrobat Reader Software, Manual
Open the PDF directly: View PDF 
.
Page Count: 352
| Download | |
| Open PDF In Browser | View PDF |
Using ADOBE ® ACROBAT ® X STANDARD For legal notices, see http://help.adobe.com/en_US/legalnotices/index.html. Legal notices Last updated 10/11/2011 iii Contents Chapter 1: What’s new What’s new (Acrobat 10.1) What’s new (Acrobat X) ............................................................................................. 1 ................................................................................................ 1 Chapter 2: Workspace Workspace basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Opening and viewing PDFs Navigating PDF pages Adjusting PDF views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 Grids, guides, and measurements Maintaining the software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33 Activation and registration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34 Adobe Product Improvement Program . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34 Services and downloads . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35 Non-English languages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35 Chapter 3: Creating PDFs Overview of creating PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 Creating simple PDFs with Acrobat Scan documents to PDF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42 Using the Adobe PDF printer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47 Creating PDFs with PDFMaker (Windows) Converting web pages to PDF Creating PDFs with Acrobat Distiller Adobe PDF conversion settings Fonts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81 Chapter 4: PDF Portfolios and combined PDFs PDF Portfolios . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83 Other options for combining files Adding unifying page elements Rearranging pages in a PDF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98 Chapter 5: Saving and exporting PDFs Saving PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103 Exporting PDFs to other file formats Reusing PDF content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110 Chapter 6: Collaboration File sharing and real-time collaboration Preparing for a PDF review Starting a review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120 Participating in a PDF review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122 Tracking and managing PDF reviews . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125 Last updated 10/11/2011 iv USING ACROBAT X STANDARD Contents Commenting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129 Managing comments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142 Importing and exporting comments Approval workflows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148 Chapter 7: Forms Forms basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151 Creating and distributing forms Form fields behavior . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166 Setting action buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176 Publishing interactive web forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180 Collecting and managing form data Filling in forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185 Chapter 8: Security Application security Content security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 197 Chapter 9: Digital signatures About digital signatures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 222 Comparing ink signatures with digital signatures Setting up signing Setting up signature validation Signing PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 229 Validating signatures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 234 Manage trusted identities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 239 Chapter 10: Accessibility, tags, and reflow Accessibility features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 242 Checking the accessibility of PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 245 Reading PDFs with reflow and accessibility features Creating accessible PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 246 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 253 Making existing PDFs accessible . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 257 Chapter 11: Editing PDFs Page thumbnails and bookmarks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 259 Links and attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 264 Converted web pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 269 Articles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 270 Text and objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 272 Setting up a presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 277 Document properties and metadata Layers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 280 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 284 Actions and scripting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 286 Using Geospatial PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 289 Last updated 10/11/2011 v USING ACROBAT X STANDARD Contents Chapter 12: Searching and indexing Searching PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 292 Creating PDF indexes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 298 Chapter 13: Multimedia and 3D models Multimedia in PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 299 Interacting with 3D models . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 301 Chapter 14: Color management Understanding color management Keeping colors consistent . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 317 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 319 Color-managing imported images . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 322 Color-managing documents for online viewing Proofing colors Color-managing documents when printing Working with color profiles Color settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 322 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 323 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 324 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 325 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 328 Chapter 15: Printing Basic printing tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 332 Other ways to print PDFs Printing custom sizes Advanced print settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 336 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 338 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 339 Chapter 16: Keyboard shortcuts Keyboard shortcuts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 341 Last updated 10/11/2011 1 Chapter 1: What’s new What’s new (Acrobat 10.1) New browser, platform, and PDFMaker support (Windows) Browser support View PDFs in Microsoft Internet Explorer 9, Mozilla Firefox 4, and Google Chrome. Web page conversion Convert web pages to Adobe PDF from Firefox 4. 64-bit Office support Convert Microsoft Office 64-bit documents to Adobe PDF using the Acrobat PDFMaker feature. Protected View (Windows) View PDFs originating from potentially unsafe locations in a restricted environment, called a sandbox. In Protected View, PDF functionality is limited to basic navigation. See “Protected View (Windows only)” on page 192. Create online forms Use FormsCentral to create, test, and distribute forms, and then collect data from them. See “Create online forms using FormsCentral” on page 155. What’s new (Acrobat X) Usability and productivity Streamlined user interface A streamlined, simplified user interface displays the most commonly used tools, depending on the task at hand. The Tools pane on the right side of the window organizes the tools into task-related groups. By default, only the most commonly used tools appear. To add other groups of tools (called panels) to the in the upper-right corner. Choose a deselected panel from Tools pane, open the pane and click the options menu the list. (The Tools pane replaces the Tasks toolbar in Acrobat 9.) Adding tools to the Tools pane Last updated 10/11/2011 2 USING ACROBAT X STANDARD What’s new You can also access the desktop tools you use most by adding individual items to the customizable Quick Tools toolbar. (The Quick Tools toolbar replaces the floating toolbars in Acrobat 9.) See “Workspace basics” on page 4. Streamlined commenting process Access mark-up tools and view comments from a single, unified Annotations panel. A read or unread indicator shows which comments you have read and which you have not. Find comments quickly using the new Filter Comments feature. See “Managing comments” on page 142. Read mode Optimize your screen for reading and presentation of PDFs. Menus and panels disappear and a semi- transparent floating toolbar appears for navigation as needed. See “View PDFs in Read mode” on page 13. Scanning enhancements Scan paper documents into PDF and automatically recognize text with improved optical character recognition (OCR). Text can be copied for reuse in authoring applications or exported into Word and Excel formats. Reduce file sizes by up to 50%, improve image fidelity, and scan a combination of color and monochrome documents together with automatic color detection. See “Scan a paper document to PDF” on page 42. Search enhancements Find and save a search, then export the search results to a PDF file or to a spreadsheet. See “Searching PDFs” on page 292. PDF creation and sharing PDF Portfolios View PDF Portfolios in newly designed layouts, visual themes, and color palettes. Digitally sign child documents within a PDF Portfolio. Accessibility support in File mode. See “PDF Portfolios” on page 83. Microsoft Windows 7 and Office 2010 Create PDF files from within the most popular Office 2010 applications, as well as specialized applications such as Microsoft Project and Visio. See “Convert Microsoft Word, PowerPoint, and Excel files to PDF” on page 54. Mozilla Firefox support Convert web pages to PDF, keeping all links intact. See “Convert web pages to PDF in Internet Explorer and Firefox (Windows)” on page 62. PDF conversion to Excel and Word Save PDF files as Microsoft Word documents and Excel spreadsheets, retaining the layout, fonts, formatting, and tables. See “Convert PDFs to Word, RTF, spreadsheets or other formats” on page 109. Password strength meter Create better passwords with the password strength meter. See “Add password security” on page 200 Online forms creation and distribution Create and distribute online forms using your web browser and the Adobe FormsCentral service. Recipients fill out these forms using any Internet-connected device. See “Create online forms using FormsCentral” on page 155. Document sharing and storing Send and store large documents using services at Acrobat.com. Use online Workspaces at Acrobat.com to store and share a set of documents with individuals or teams outside your organization. See “File sharing and real-time collaboration” on page 114. Where’s my Acrobat 9 tool? Most Acrobat 9 menus have moved to a corresponding panel in the Tools, Comment, or Share pane. Last updated 10/11/2011 3 USING ACROBAT X STANDARD What’s new Acrobat 9 task menu Acrobat 9 Advanced menu Acrobat X menu bar Acrobat 9 menu commands and tools map to panels in the Acrobat X task panes. To add all the panels to the Tools pane, click the options menu under the Share pane and choose a deselected panel from the list. Excerpted from “Adobe Acrobat X Classroom in a Book,” published by Adobe Press. Copyright 2011. Here are a few additional command locations. Acrobat 9 Acrobat X Document > Optimize Scanned PDF Tools > Document Processing > Optimize Scanned PDF Document > OCR Text Recognition Tools > Recognize Text Document > Examine Document Tools > Protection > Remove Hidden Information Document > Attach a File Tools > Content > Attach a File Tools > Select & Zoom > Snapshot Tool Edit > Take A Snapshot Tools > Typewriter Tools > Content > Add or Edit Text Box Tools > Analysis Tools > Analyze Tools > Advanced Editing Tools > Content Tools > Advanced Editing > Article Tool Tools > Document Processing > Add Article Box Advanced > Web Capture Tools > Document Processing > Web Capture Advanced > PDF Optimizer File > Save As > Optimized PDF Advanced > Extend Features in Adobe Reader File > Save As > Reader Extended PDF Last updated 10/11/2011 4 Chapter 2: Workspace As you get acquainted with your product, make setting up your work environment a priority. The more you learn about its potential, the better you can take advantage of its features, tools, and options. There’s much more to the application than you see at first glance. Various hidden tools, preferences, and options can enhance your experience and give you greater control over how your work area is arranged and displayed. Workspace basics Workspace overview Adobe® Acrobat® X Standard opens in two different ways: as a stand-alone application, and in a web browser. The associated work areas differ in small but important ways. The menu bar and two toolbars are visible at the top of the work area. The work area for the stand-alone application includes a document pane, a navigation pane, and a group of task panes 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. A B E C D Work area as it appears in Acrobat A. Menu bar B. Toolbars C. Navigation pane (Bookmarks panel displayed) D. Document pane E. Task panes Last updated 10/11/2011 5 USING ACROBAT X STANDARD Workspace When you open a PDF inside a web browser, the toolbars, navigation pane, and task panes are not available. You can in the semi-transparent floating toolbar near the bottom of the display those items by clicking the Acrobat icon window. Note: Some, but not all, PDFs appear with a document message bar. PDF Portfolios appear with a specialized work area. For videos on the Acrobat interface, see the following resources: • Getting around the Acrobat X interface: www.adobe.com/go/learn_acr_10_interface_en • Getting Started in Acrobat X: www.adobe.com/go/lrvid_002_acrx_en More Help topics “Toolbars” on page 6 “Task panes” on page 8 “Document message bar” on page 9 “PDF Portfolio window overview” on page 84 Welcome Screen The Welcome Screen is a window in the document pane that appears when no document is open. You can quickly access the recently opened files, open a file, and launch some commonly used workflows with a single click. Acrobat X Welcome Screen Note: In Mac OS, you can turn off the Welcome Screen by setting a preference. Choose Acrobat/Reader > Preferences. In the Categories on the left, click General. In the Application Startup section, deselect Show Welcome Screen. There is no similar option in Windows. Last updated 10/11/2011 6 USING ACROBAT X STANDARD Workspace Menus and context menus Ordinarily, it’s a good idea to keep the Acrobat menus visible so that they are available as you work. It is possible to hide them, using the View > 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 Items menu. 1 Position the pointer over the document, object, or panel. 2 Click 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 The default toolbars—Quick Tools and Common Tools—contain commonly used tools and commands for working with PDFs. Most available tools are included in the Tools pane at the right side of the window. You can add tools to the toolbars for easy access. The toolbars also include the Create button. Click the arrow to the right of the Create button commands related to creating PDFs. to display a menu of B A C D E F Toolbars open by default A. Create button B. Quick Tools toolbar C. Common Tools toolbar D. Page Navigation commands E. Select & Zoom commands F. Page Display commands Position the pointer over a tool to see a description of the tool. All tools are identified by name in the View > Tools menu and View > Show/Hide > Toolbar Items menu. More Help topics “Task panes” on page 8 “Menus and context menus” on page 6 “Keys for selecting tools” on page 341 “View PDFs in Read mode” on page 13 Quick tools You can add tools you use frequently from the Tools and Comment panes to the Quick Tools toolbar. 1 In the Quick Tools toolbar, click the Customize Quick Tools button 2 Do any of the following: • To add a tool, select it in the left pane and click . Last updated 10/11/2011 . 7 USING ACROBAT X STANDARD Workspace • To remove a tool, select it in the right pane and click . • To change a tool’s position in the toolbar, select a tool in the right pane and click the Up or Down Arrow. • To add a vertical line to separate groups of tools in the toolbar, click . To quickly add a tool from the Tools or Comment pane, drag the tool’s grabber bar to the location you want on the Quick Tools toolbar. You can also right-click the tool and select Add to Quick Tools. Dragging a tool to the Quick Tools toolbar Common Tools You can add tools to the Common Tools toolbar. 1 Right-click an empty space in the toolbar. 2 Select a tool from the menu. 3 To 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. 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]. Switch temporarily to the Zoom In or Hand tool You can use these tools temporarily, without deselecting the current tool. • To select the Hand tool temporarily, hold down the spacebar. Last updated 10/11/2011 8 USING ACROBAT X STANDARD Workspace • To select the Zoom In tool temporarily, hold down Ctrl+spacebar. When you release the keys, Acrobat reverts to the previously active tool. Task panes Most commands are now organized into the Tools, Comment, and Share task panes on the right side of the application window. Most tools are now located in these task panes. Click Tools, Comment, or Share to display the respective task panels. For a visual reference of where Acrobat 9 tools and commands are located in Acrobat X, see “Where’s my Acrobat 9 tool?” on page 2. You can customize which panels appear in the Tools and Comment panes. ❖ Do any of the following: • To toggle a panel’s visibility, click the Show Or Hide Panels icon in the upper-right corner of the task pane, and click a panel. A check mark indicates that the panel is visible. • To open a panel and add it to the Tools pane, choose View > Tools and select a panel. • To keep panels open as you select them, choose Allow Multiple Panels Open in the Show Or Hide Panels menu. By default, an open panel closes when you open a different panel. Show or hide the navigation pane 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, but buttons along the left side of the work area provide and the Bookmarks panel button . When easy access to various panels, such as the Page Thumbnails button Acrobat is open but empty (no PDF is open), the navigation pane is unavailable. 1 To open the navigation pane, do one of the following: • Click any panel button on the left side of the work area to open that panel. • Choose View > Show/Hide > Navigation Panes > Show Navigation Pane. 2 To close the navigation pane, do one of the following: • Click the button for the currently open panel in the navigation pane. • Choose View > Show/Hide > Navigation Panes > Hide 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 Options in a navigation panel All navigation panels have an options menu in the upper-left corner. The commands available in these menus vary. Last updated 10/11/2011 9 USING ACROBAT X STANDARD Workspace Some panels also contain other buttons that affect the items in the panel. Again, these vary among the different panels, and some panels have none. Navigation panels and options menu Document message bar The document message bar appears only in certain types of PDFs. Typically, you see this area when you open a PDF form, a PDF that has been sent to you for review, a PDF with special rights or security restrictions, or a PDF that is compliant with PDF/A, PDF/E, or PDF/X standards. The document message bar appears immediately below the on the left side of the work area. toolbar area. To show or hide the document message bar, click its button Look on the document message bar for instructions on how to proceed and for any special buttons associated with the task. The bar is color coded: purple for forms, yellow for reviews or security alerts, and blue for certified PDFs, PDF Portfolios, or PDFs with password security or document restrictions. Document message bar for a form Document message bar for a security alert Last updated 10/11/2011 10 USING ACROBAT X STANDARD Workspace Document message bar for a certified PDF Portfolio More Help topics “Security warnings” on page 195 “Enhanced security” on page 191 “Filling in forms” on page 185 “Commenting” on page 129 Set preferences Many program settings are specified in the Preferences dialog box, including settings for display, tools, conversion, and performance. Once you set preferences, they remain in effect until you change them. 1 Choose Edit > Preferences (Windows) or Acrobat/Adobe Reader > Preferences (Mac OS). 2 Under 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. 1 Quit Acrobat. 2 In Windows Explorer, go to the Preferences folder: • (Windows 7/Vista) C:\Users\[username]\AppData\Roaming\Adobe\Acrobat\[version] • (XP) C:\Documents and Settings\[username]\Application Data\Adobe\Acrobat\[version] 3 Move the Preferences folder to another location (for example, C:\Temp). 4 Restart Acrobat. If the problem recurs after you restore the Acrobat Preferences folder, then the problem isn’t related to the Preferences folder. To restore custom settings, drag the folder you moved in step 2 back to its original location. Then click Yes To All to replace the new Preferences folder. Last updated 10/11/2011 11 USING ACROBAT X STANDARD Workspace 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. 1 Quit Acrobat. 2 Drag the following files from the Users/[Username]/Library/Preferences folder to the Desktop: • Acrobat WebCapture Cookies • com.adobe.Acrobat.Pro.plist or com.adobe.Acrobat.Pro_x86_9.0.plist • Acrobat Distiller Prefs and com.adobe.Acrobat.Pro.plist (if you are troubleshooting an issue with Distiller) • The Acrobat folder, which contains preferences for forms (MRUFormsList), collaboration (OfflineDocs), and color settings (AcrobatColor Settings.csf) 3 Restart Acrobat If the problem recurs after you 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?” Opening and viewing PDFs You can open a PDF in many ways: from within the Acrobat application, from your email application, from your file system, or on a network from within a web browser. The initial view of the PDF depends on how its creator set the document properties. For example, a document may open at a particular page or magnification. More Help topics “Defining initial view as Full Screen mode” on page 277 “PDF Portfolio window overview” on page 84 “Opening secured documents” on page 198 “View PDFs in Read mode” on page 13 “General preferences” on page 16 Opening PDFs Open a PDF in the application ❖ Start Acrobat and do one of the following: • Open a file from the Getting Started window. You can open a recent file or click the Open button to locate a file. • Choose File > Open, or click the Open File button in the toolbar. In the Open dialog box, select one or more filenames, and click Open. PDF documents usually have the extension .pdf. If more than one document is open, you can switch between documents by choosing the document name from the Window menu. In Windows, a button for each open document appears in the Windows taskbar. Click this button to move between open documents. Last updated 10/11/2011 12 USING ACROBAT X STANDARD Workspace Open a PDF from the desktop or within another application ❖ Do one of the following: • To open a PDF attached to an email message, open the message and double-click the PDF icon. • To open a PDF linked to an open web page, click the PDF file link. The PDF usually opens in the web browser. • Double-click the PDF file icon in your file system. Note: In Mac OS, you may not be able to open a PDF created in Windows by double-clicking the icon. Instead, choose File > Open With > Acrobat. Open a PDF in a web browser PDFs open in a web browser in Read mode, without the menus, panes, or toolbars visible. Near the bottom of the window, a semi-transparent 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/Reader > 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 in a web browser. See the Select Default PDF Handler in General preferences. About viewing PDFs in a web browser You can view PDFs in a supported web browser. You can also set your Internet preferences to open linked or downloaded PDF files in a separate Acrobat window. If you open PDFs in Acrobat outside the browser, you cannot use Fast Web Viewing, form submittal in a browser. 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 can prevent you from viewing PDFs in a web browser. Examples include Acrobat 8 with Adobe Reader 9, or Acrobat 7 with Reader 8, and so on. Try deselecting the Display PDF In Browser option in Internet Preferences in one program, and selecting the option in the other program. For more information about coexisting installations, see this TechNote. Internet preferences Display PDF In Browser Displays any PDF opened from the web in the browser window. If this option is not selected, PDFs open in a separate Acrobat window. If you have installed both Reader and Acrobat, you can select which application and which version to use. Note: If Reader is installed on your system and you later install Acrobat, Safari continues to use Reader to open PDFs in your browser. Use this option to configure Safari to use Acrobat. 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. Last updated 10/11/2011 13 USING ACROBAT X STANDARD Workspace Internet Settings [or Network Settings] Click to open the Internet or network connection dialog box or panel for your computer. For more information, consult your operating system Help, your Internet service provider, or your local network administrator. Viewing PDFs View PDFs in Read mode 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. Read mode with semi-transparent floating toolbar More Help topics “Open a PDF in a web browser” on page 12 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. More Help topics “Preferences for viewing PDFs” on page 14 “Setting up a presentation” on page 277 Set the Full Screen navigation bar preference 1 In the Preferences dialog box under Categories, select Full Screen. 2 Select Show Navigation Bar, then click OK. 3 Select View > Full Screen Mode. The Full Screen navigation bar contains Previous Page , Next Page buttons appear in the lower-left corner of the work area. , and Close Full Screen View Last updated 10/11/2011 buttons. These 14 USING ACROBAT X STANDARD Workspace Read a document in Full Screen mode If the Full Screen navigation bar is not shown, you can use keyboard shortcuts to navigate through a PDF. Note: If you have two monitors installed, the Full Screen mode of a page sometimes appears on only one of the monitors. To page through the document, click the screen displaying the page in Full Screen mode. 1 Choose View > Full Screen Mode. 2 Do any of the following: • To go to the next page, press the Enter, Page Down, or Right Arrow key. • To go to the previous page, press Shift+Enter, Page Up, or the Left Arrow key. 3 To close Full Screen mode, press Ctrl+L or Esc. (Escape Key Exits must be selected in the Full Screen preferences.) To show a Full Screen tool in the 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. 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. 1 In the Preferences dialog box under Categories, select Documents. 2 Choose an option for View Documents In PDF/A Mode: Never, or Only For PDF/A Documents. You can switch in or out of PDF/A viewing mode by changing this preference setting. For a video on working with PDF/A files, see www.adobe.com/go/learn_acr_pdfa_en. More Help topics “About PDF/X, PDF/E, and PDF/A standards” on page 70 Display PDFs in Line Weights view The Line Weights view displays lines with the weights defined in the PDF. When Line Weights view is off, it applies a constant stroke width (1 pixel) to lines, regardless of zoom. When you print the document, the stroke will print at the true width. ❖ Choose View > 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. Preferences for viewing PDFs The Preferences dialog box defines a default page layout and customizes your application in many other ways. For viewing PDFs, examine the preferences options for Documents, General, Multimedia, and Page Display. The preferences settings control how the application behaves whenever you use it; they are not associated with any particular PDF document. Note: If you install any third-party plug-ins, set these preferences using the Third-Party Preferences menu item. Last updated 10/11/2011 15 USING ACROBAT X STANDARD Workspace More Help topics “3D preferences” on page 313 “Multimedia preferences” on page 299 “Setting accessibility preferences” on page 246 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. Save As Optimizes For Fast Web View Restructures a PDF document for page-at-a-time downloading from web servers. PDF/A View Mode View Documents In PDF/A Mode Specifies when to use this viewing mode: Never, or Only For PDF/A Documents. 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. Last updated 10/11/2011 16 USING ACROBAT X STANDARD Workspace Full Screen preferences Full Screen Setup Current Document Only Specifies whether or not the display is limited to a single PDF. Fill Screen With One Page At A Time Sets the page view to the maximum screen coverage by a single page. Alert When Document Requests Full Screen Displays a message before going into Full Screen mode. Selecting this option overrides a previous selection of Do Not Show This Message Again in that message. Which Monitor To Use Specifies the monitor on which full-screen display appears (for users with multiple-monitor configurations). Full Screen Navigation Escape Key Exits Lets you exit Full Screen mode by pressing the Esc key. If this option is not selected, you can exit by pressing Ctrl+L. Show Navigation Bar Shows a minimal navigation toolbar regardless of the document settings. Left Click To Go Forward One Page; Right Click To Go Back One Page Lets you page through an Adobe PDF document by clicking the mouse. You can also page through a document by pressing Return, Shift-Return (to go backward), or the arrow keys. Loop After Last Page Lets you page through a PDF document continuously, returning to the first page after the last. This option is typically used for setting up kiosk displays. Advance Every _ Seconds Specifies whether to advance automatically from page to page every set number of seconds. You can page through a document using mouse or keyboard commands even if automatic paging is selected. Full Screen Appearance Background Color Specifies the window’s background color in Full Screen mode. You can select a color from the color palette to customize the background color. Mouse Cursor Specifies whether to show or hide the pointer when Full Screen mode is in operation. Full Screen Transitions Ignore All Transitions Removes transition effects from presentations that you view in Full Screen mode. Default Transition Specifies the transition effect to display when you switch pages in Full Screen mode and no transition effect has been set for the document. Direction Determines the flow of the selected default transition on the screen, such as Down, Left, Horizontal, and so forth. The available options vary according to the transition. If no directional options affect the selected default transition, this option is not available. Navigation Controls Direction Mimics the user’s progress through the presentation, such as transitioning from top to bottom when the user proceeds to the next page and from bottom to top when the user backtracks to the previous page. Available only for transitions with directional options. General preferences Basic Tools Use Single Key Accelerators To Access Tools Enables you to select tools with a single keystroke. This option is unselected by default. Last updated 10/11/2011 17 USING ACROBAT X STANDARD Workspace Create Links From URLs Specifies whether links that weren’t created with Acrobat are automatically identified in the PDF document and become clickable links. Make Hand Tool Select Text & Images Enables the Hand tool to function as the Select tool when it hovers over text in an Adobe PDF. Make Hand Tool Read Articles Changes the appearance of the Hand tool pointer when over an article thread. Upon the first click, the article zooms to fill the document pane horizontally; subsequent clicks follow the thread of the article. Make Hand Tool Use Mouse-wheel Zooming Changes the action of the mouse wheel from scrolling to zooming. Make Select Tool Select Images Before Text Changes the order in which the Select tool selects. Use Fixed Resolution For Snapshot Tool Images Sets the resolution used to copy an image captured with the Snapshot tool. Warnings Do Not Show Edit Warnings Disables warning boxes that would normally appear when you delete items such as links, pages, page thumbnails, and bookmarks. Reset All Warnings Restores default settings for warnings. Messages From Adobe 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 Determines whether the application startup screen appears each time the application starts. Use Only Certified Plug-Ins Ensures that only Adobe-certified third-party plug-ins are loaded. The notation Currently in Certified Mode indicates either Yes or No depending on its status. Check 2D Graphics Accelerator (Windows only) (Appears only if your computer hardware supports 2D graphics acceleration.) When selected, allows hardware acceleration usage when the first document is opened. When deselected, hardware acceleration usage starts after the first document is opened. This option can slow startup time, so it is unselected by default. Note: This option is available only when the option Use 2D Graphics Acceleration in the Page Display preferences is selected. Select Default PDF Handler (Windows only) Specifies which PDF application is used to open PDFs in a web browser or the Windows shell (by double-clicking a PDF on the desktop, for example). This setting applies if you have multiple versions of Acrobat or Adobe Reader or both installed on your computer. For example, if you choose Reader X, PDFs open in Protected Mode--a secure, confined environment for viewing PDFs. More Help topics “Change updating preferences” on page 33 Last updated 10/11/2011 18 USING ACROBAT X STANDARD Workspace 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 intial 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 helps prevent unexpected behavior when clicking Back or Go Back in your web browser. Always Show Document Page Size Displays the page measurements beside the horizontal scroll bar. Last updated 10/11/2011 19 USING ACROBAT X STANDARD Workspace Use Overprint Preview Specifies whether Overprint Preview mode is on only for PDF/X files, never on, always on, or set automatically. When set to Automatic, if a document contains overprints, then Overprint Preview mode is activated. The Overprint Preview mode lets you see (on-screen) the effects of ink aliasing in the printed output. For example, a printer or service provider could create an ink alias if a document contains two similar spot colors and only one is required. Reference XObjects View Mode Show Reference XObject Targets Specifies the type of documents in which reference XObjects can be viewed. Location Of Referenced Files (Optional) Specifies a location for the referenced documents. Organizer The Organizer and Organizer-related commands are not available in Acrobat X and later. Working with files in Microsoft SharePoint (Windows) About SharePoint and PDF Microsoft SharePoint is a document management and collaboration platform that helps you manage, share, and publish information within your enterprise. You can work on PDF files hosted on the SharePoint portal either through the SharePoint web interface using Internet Explorer, or directly in Adobe Acrobat or Adobe Reader. See video on Using SharePoint with Acrobat X for a quick demo. Note: Your SharePoint administrator must configure the SharePoint server to enable editing of PDF documents. See this TechNote for details. Access PDF files in a SharePoint repository You can access PDF files in a SharePoint repository in several ways. In Internet Explorer, navigate to a PDF on your SharePoint web portal, and click the PDF. The PDF opens using an Active X control. You can also use the Acrobat Open and Save dialog boxes with the following options: • URL of the repository; for example, http://mysharepointserver/mysite/mydoclib • Complete UNC path; for example, \\mysharepointserver\mysite\mydoclib • Mapped network drives For example, to save files to the SharePoint repository: 1 Choose File > Save As > PDF. 2 In the File Name field, enter the filename along with the complete URL of the SharePoint repository. 3 Click Save. Check out a file 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. 1 To check out a PDF file, do one of the following: • Using Internet Explorer, navigate to the PDF file on the SharePoint portal and click on the document, or choose Edit Document from the file pop-up menu. Last updated 10/11/2011 20 USING ACROBAT X STANDARD Workspace • In Acrobat or Reader, choose File > Open and specify the URL or complete UNC path of the PDF file. 2 A dialog box displays the file name and location. Click one of the following: • Check Out and Open • Open, to open the file without checking it out Note: If you are required to sign in to the SharePoint server, enter your user name and password when prompted. Cancel checkout You can discard the checked-out version of a PDF file if you don’t want to save your changes. 1 Choose File > SharePoint Server > Discard Check Out. 2 A 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 or Reader. 1 Choose File > SharePoint Server > Prepare Document Properties. 2 Double-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. 1 Choose File > SharePoint Server > Check In. The Check In dialog box appears. 2 If version numbering is enabled, the version information appears. Choose major version, minor version, or overwrite current version. 3 Enter the Version Comments. 4 Optionally, enable Keep the Document Checked Out After Checking In This Version and click OK. 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. 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. Last updated 10/11/2011 21 USING ACROBAT X STANDARD Workspace 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. More Help topics “Retrace your viewing path” on page 23 “Adjust page magnification” on page 24 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. More Help topics “About bookmarks” on page 260 “About page thumbnails” on page 259 “Set the page layout and orientation” on page 27 “Retrace your viewing path” on page 23 Move through a PDF ❖ Do one of the following: • Click the Previous Page or Next Page button on 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. Jump to a specific page ❖ Do one of the following: • From Single Page or Two-Up page display view, drag the vertical scroll bar until the page appears in the small popup display. • Type the page number to replace the one currently displayed in the Page Navigation toolbar, and press Enter. Note: If the document page numbers are different from the actual page position in the PDF file, the page’s position within the file appears in parentheses after the assigned page number in the Page Navigation toolbar. For example, if you assign numbering for a file that is an 18-page chapter to begin with page 223, the number shown when the first page is active is 223 (1 of 18). You can turn off logical page numbers in the Page Display preferences. See “Renumber pages” on page 101 (Acrobat only) and “Preferences for viewing PDFs” on page 14. Last updated 10/11/2011 22 USING ACROBAT X STANDARD Workspace Jump to bookmarked pages Bookmarks provide a table of contents and usually represent the chapters and sections in a document. Bookmarks appear in the navigation pane. B A C Bookmarks panel A. Bookmarks button B. Click to display bookmark options menu. C. Expanded bookmark 1 Click the Bookmarks button, or choose View > Show/Hide > Navigation Panes > Bookmarks. 2 To jump to a topic, click the bookmark. Expand or collapse bookmark contents, as needed. Note: Depending on how the bookmark was defined, clicking it may not take you to that location but perform some other action instead. If the list of bookmarks disappears when you click a bookmark, click the Bookmarks button to display the list again. If you want to hide the Bookmarks button after you click a bookmark, select Hide After Use from the options menu. Use page thumbnails to jump to specific pages 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. 1 Click the Page Thumbnails button or choose View > Show/Hide > Navigation Panes > Page Thumbnails to display the Page Thumbnails panel. 2 To jump to another page, click its thumbnail. Automatically scroll through a document Automatic scrolling advances your view of the PDF at a steady rate, moving vertically down the document. If you interrupt the process by using the scroll bars to move back or forward to another page or position, automatic scrolling continues from that point forward. At the end of the PDF, automatic scrolling stops and does not begin again until you choose automatic scrolling again. 1 Choose View > Page Display > Automatically Scroll. 2 Press Esc to stop scrolling. Last updated 10/11/2011 23 USING ACROBAT X STANDARD Workspace Retrace your viewing path You can find PDF pages that you viewed earlier by retracing your viewing path. It’s helpful to understand the difference between previous and next pages and previous and next views. In the case of pages, previous and next refer to the two adjacent pages, before and after the currently active page. In the case of views, previous and next refer to your viewing history. For example, if you jump forward and backward in a document, your viewing history retraces those steps, showing you the pages you viewed in the reverse order that you viewed them. 1 Choose View > Page Navigation > Previous View. 2 To 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 rightclicking the Page Navigation toolbar and choosing them on the context menu, or choosing Show All Tools. Navigate with links Links can take you to another location in the current document, to other PDF documents, or to websites. Clicking a link can also open file attachments and play 3D content, movies, and sound clips. To play these media clips, you must have the appropriate hardware and software installed. The person who created the PDF document determines what links look like in the PDF. Note: Unless a link was created in Acrobat using the Link tool, you must have the Create Links From URLs option selected in the General preferences for a link to work correctly. 1 Choose the Select tool. 2 Position the pointer over the linked area on the page until the pointer changes to the hand with a pointing finger. A plus sign (+) or a w appears within the hand if the link points to the web. Then click the link. More Help topics “Links and attachments” on page 264 “Multimedia preferences” on page 299 PDFs with file attachments If you open a PDF that has one or more attached files, the Attachments panel automatically opens, listing the attached files. You can open these files for viewing, edit the attachments, and save your changes, as permitted by the document authors. If you move the PDF to a new location, the attachments automatically move with it. More Help topics “Open, save, or delete an attachment” on page 268 “Attachments” on page 194 Last updated 10/11/2011 24 USING ACROBAT X STANDARD Workspace Article threads In PDFs, articles are optional electronic threads that the PDF author may define within that PDF. Articles lead readers through the PDF content, jumping over pages or areas of the page that are not included in the article, in the same way that you might skim through a traditional newspaper or magazine, following one specific story and ignoring the rest. When you read an article, the page view may zoom in or out so that the current part of the article fills the screen. More Help topics “Articles” on page 270 Open and navigate an article thread 1 Click the Hand tool on the Common Tools toolbar. 2 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. 3 Double-click the Article icon to go to the beginning of that article. The icon changes to the Follow Article pointer . Note: If the Articles panel is blank, then the author has not defined any article threads for this PDF. 4 With the article thread open, do any of the following: • To scroll through the article one pane at a time, press Enter or click in the article. • To scroll backward through the article one pane at a time, Shift-click in the article, or press Shift+Enter. • To go to the beginning of the article, Ctrl-click within the article. 5 At the end of the article, click in the article again. The previous page view is restored, and the pointer changes to the End Article pointer . Exit a thread before the end of the article 1 Make sure that the Hand tool is selected. 2 Shift+Ctrl-click the page. The previous page view is restored. Adjusting PDF views Adjust page magnification Tools on the Select & Zoom toolbar can change the magnification of PDF documents. Only some of these tools appear on the default view of the toolbar. You can see all the tools by right-clicking the Select & Zoom toolbar and choosing either individual tools, Show All Select & Zoom Tools. Last updated 10/11/2011 25 USING ACROBAT X STANDARD Workspace A B C D E F G H I J All zoom tools A. Marquee Zoom tool B. Dynamic Zoom tool C. Zoom Out button D. Zoom In button E. Zoom Value menu button F. Actual Size button G. Fit Width button H. 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 Dynamic Zoom tool zooms in when you drag it up the page and it zooms out when you drag down. If you use a mouse wheel, this tool zooms in when you roll forward and zooms out when you roll backward. • Zoom In and Zoom Out buttons change the document magnification by preset levels. • The Zoom Value option changes the page view according to a percentage you type in or select from a pop-up menu. • Actual Size displays the page at 100% magnification. • Fit Width adjusts the magnification so that the PDF fills the document pane horizontally. • 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 menu. Last updated 10/11/2011 26 USING ACROBAT X STANDARD Workspace • 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 Dynamic Zoom tool (also called Continuous 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 1 Choose View > Zoom > Pan & Zoom, or click the Pan & Zoom tool in the Common Tools toolbar. 2 Do any of the following: • Drag the handles of the box in the Pan & Zoom window to change the document magnification. • Drag the center of the box to pan across the area you want to see. • Click the navigation buttons to move to a different page. • Enter a value in the zoom text box, or click the plus or minus buttons to increase or decrease the magnification by preset levels. Change the magnification with the Loupe tool 1 Choose View > Zoom> Loupe Tool. 2 Click the area of the document you want to view in closer detail. A rectangle appears in the document, corresponding to the area shown in the Loupe Tool window. You can drag or resize the rectangle to change the Loupe tool view. 3 To change the magnification of the Loupe tool, do any of the following: • Drag the slider. • Click the plus or minus buttons. • Enter a value in the zoom text box. Use the Loupe tool to view a magnified area of the document. Note: You can change the color of the Loupe tool rectangle, click the Line Color pop-up menu in the lower-right corner of the Loupe Tool window, and select a new color. Change the magnification by using a page thumbnail 1 Click the Page Thumbnails button in the navigation pane on the left side of the window. Last updated 10/11/2011 27 USING ACROBAT X STANDARD Workspace 2 Locate 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. 3 Drag the corner of the box to reduce or expand the view of the page. 4 As needed, move the pointer over the zoom box frame within the thumbnail until it changes into a Hand icon. Then drag the frame to see a different area of the page in the document pane. A page-view box in a page thumbnail indicates the area of the page currently showing in the document pane. Change the default magnification 1 In the Preferences dialog box under Categories, select Page Display. 2 Open the Zoom pop-up menu and choose a default magnification level. Display off-screen areas of a magnified page When you zoom in to a high magnification, you may be able to see only part of a page. You can shift the view to show other areas of the page without changing the magnification level. ❖ Do either of the following: • Use the vertical scroll bars to move up and down the pages or the horizontal scroll bars to move across the page. • Select the Hand tool in the Common Tools toolbar and drag to move the page, as if moving a piece of paper on a table. More Help topics “About PDF layers” on page 284 Set the page layout and orientation Changing the page layout is especially useful when you want to zoom out to get an overview of the document layout. You can use the following page layouts when viewing PDF documents: Single Page 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. Last updated 10/11/2011 28 USING ACROBAT X STANDARD Workspace 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. Single Page View, Enable Scrolling, Two Page View, Two Page Scrolling layouts Set the page layout of an open PDF • To see only one page at a time, choose View > Page Display > Single Page View. • To see two pages at a time, side by side, choose View > Page Display > Two Page View. • To scroll down continuously through one page after another, choose View > Page Display > Enable Scrolling. • To scroll down continuously through two pages at a time, choose View > Page Display > Two Page Scrolling. • To display the first page of a multipage document alone on the right side, first specify either the Two Page View or Two Page Scrolling option. Then choose View > Page Display > Show Cover Page In Two Page View. 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° 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 can’t 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” on page 10.) 1 In the Preferences dialog box under Categories, select Page Display. 2 Open the Page Layout menu and choose Automatic, Single Page, Single Page Continuous, Two-Up, or Two-Up Continuous. Note: The PDF opens with the page layout specified in Preferences unless a different page layout is specified in Document Properties (File > Properties > Initial View). The Document Properties setting overrides the Preferences setting. If using Document Properties, be sure to save and close the document for the change to take effect. Acrobat users can change the initial view, unless security settings prevent changes. Reader users cannot change the initial view. More Help topics “Opening and viewing PDFs” on page 11 “View document properties” on page 280 Last updated 10/11/2011 29 USING ACROBAT X STANDARD Workspace Use split-window view You can view a PDF with the document pane divided into two panes (Split command) or four panes (Spreadsheet Split command). With Split view, you can scroll, change the magnification level, or turn to a different page in the active pane without affecting the other pane. The Spreadsheet Split view is useful if you want to keep column headings and row labels visible while scrolling through a large spreadsheet or table. In this mode, changing the magnification in one pane changes the magnification in all panes. Also, scrolling is coordinated between the panes: scrolling a pane horizontally also scrolls the pane above or below it; scrolling vertically also scrolls the pane to the left or right of that pane. 1 Start creating the type of split view you want: • To split the view into two panes, choose Window > Split, or drag the gray box above the vertical scroll bar. • To split the view into four panes with synchronized scrolling and zoom levels, choose Window > Spreadsheet Split. 2 Drag the splitter bars up, down, left, or right to resize the panes, as needed. 3 Adjust the zoom level, as needed: • In Split view, click a pane to make it active, and change the zoom level for that pane only. • In Spreadsheet Split view, adjust the zoom level to change the displays in all four panes. 4 Scroll, as needed: • In Split view, click a pane to make it active, and scroll to change that pane only. • In Spreadsheet Split view, click a pane, and scroll vertically to change the views in the active pane and the pane beside it. Scroll horizontally to change the views in the active pane and the pane above or below it. 5 To restore single-pane view, choose Window > Remove Split. View a document in multiple windows You can create multiple windows for the same document using the New Window command. New windows have the same size, magnification, and layout as the original window and open at the same page and on top of the original window. When you open a new window, Acrobat adds the suffix 1 to the original filename and assigns the suffix 2 to the new window. You can open multiple windows with the suffix incrementing with each new window. Closing a window causes the remaining open windows to be renumbered sequentially; that is, if you have five windows open and you close the third window that you opened, the windows are renumbered with the suffixes 1 to 4. Note: This feature is not available when PDFs are viewed in a browser. Open a new window ❖ Select Window > New Window. Close a window ❖ Click the close box in the window. You are prompted to save any changes. Closing a window does not close a document if more than one window is open. Close all windows for a document ❖ Choose File > Close. You are prompted to save any changes before each window is closed. Last updated 10/11/2011 30 USING ACROBAT X STANDARD Workspace Grids, guides, and measurements View grids Use grids to accurately line up text and objects in a document. When turned on, the grid is visible over the document. The Snap To Grid option aligns an object with the nearest grid line when you move the object. View or hide the grid ❖ Choose View > 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 1 In the Preferences dialog box under Categories, select Units & Guides. 2 To change grid settings, do any of the following: • To change the spacing between grid lines, enter a value for Width Between Lines and Height Between Lines. • To change the origin of the grid, enter a value for Grid Offset From Left Edge and Grid Offset From Top Edge. • To change the number of subdivisions within each grid square, enter a value for Subdivisions. Subdivision lines are lighter than grid lines. • To change the color of the grid lines, click the Grid Line Color square and choose a new color from the Color panel. Create ruler guides Horizontal and vertical rulers let you check the size of objects in your documents. You can also create guides in your document, which are especially useful for lining up objects, such as form fields. You can change the unit of measurement and color used in the ruler. Create new ruler guides 1 Choose View > Show/Hide > Rulers & Grids > Rulers. 2 Do one of the following: • Drag down from the horizontal ruler to create a horizontal guide, or drag to the right of the vertical ruler to create a vertical guide. • Double-click a location on the horizontal ruler to create a vertical guide, or double-click a location on the vertical ruler to create a horizontal guide. Show or hide guides ❖ Choose View > Show/Hide > Rulers & Grids > Guides. Move or delete ruler guides ❖ Click the guide to select it, and then drag it to a new location, or press Delete. To delete all guides, right-click in the ruler area and choose Clear All Guides or Clear Guides On Page. Last updated 10/11/2011 31 USING ACROBAT X STANDARD Workspace Change guide colors 1 In the Preferences dialog box under Categories, select Units & Guides. 2 Click the Guide Color square and choose a new color from the Color pop-up menu. Measure the height, width, or area of objects Use the measuring tools to measure distances and areas of objects in PDF documents. The measuring tools are useful for showing the distances and areas associated with objects in a form or computer-aided design (CAD) drawing. You can also use these tools to measure certain areas of a document before sending it to a professional printer. The measuring tools are available to Reader users only if the PDF creator enables measuring functionality. When you use a measuring tool, the Measurement Info panel shows information about the measurement, such as current measurement, delta values, and scale ratio. A B C Measuring tools A. Measuring toolbar B. Object being measured C. Measurement Info panel 1 Choose Tools > Analyze> Measuring Tool. 2 To measure areas of your PDF document, select any of the following measurement types: • Select the Distance tool to measure the distance between two points. Click the first point, move the pointer to the second point, and click again. • Select the Perimeter tool to measure a set of distances between multiple points. Click each point you want to measure. Then, double-click the last point. • Select the Area tool to measure the area within the line segments that you draw. Click each point you want to measure. After you have clicked at least two points, click the first point to complete the area measurement. 3 While measuring objects, do any of the following: • To snap the measurement to the end of a line, select Snap To Paths . • To snap the measurement to the endpoint of a line, select Snap To Endpoints . • To snap the measurement to the midpoint of a line, select Snap To Midpoints . • To snap the measurement to the intersection of multiple lines, select Snap To Intersections • To constrain the measurement lines to increments of 45º, hold down the Shift key. • To discontinue a measurement, right-click and choose Cancel Measurement. • To delete a measurement markup, click it with the Measurement Tool and press Delete. Last updated 10/11/2011 32 USING ACROBAT X STANDARD Workspace More Help topics “Change the look of your comments” on page 131 Measuring tool options Use the right-click menu to set measuring tool options. Change Scale Ratio Change the scaling ratio (such as 3:2) and unit of measurement on the drawing areas. Change Markup Label Add or change text that appears with the measurement. 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 Reader, Measuring preferences apply to PDFs that have commenting enabled. Use Scales And Units From Document (When Present) When enabled, measurements based on the units generated from the original document, if present, are used. Deselect this option to specify the units of measurements manually. Use Orthographic Lines When enabled, measurement lines are orthographic only. Measuring Line Color Specifies the color or the line that appears while drawing. Enable Measurement Markup When enabled, the measurement lines you draw are added to the PDF. When disabled, the measurement lines disappear when you measure another object or select another tool. You can use the default measurement labels or specify your own label. Use Default Leader Length (Distance Tool only) When deselected, each time you draw a distance measurement, you move the mouse to determine the leader length. Default Line Ending (Distance Tool only) Specifies the appearance of the line endings in distance measurements. Caption Style (Distance Tool only) Specifies whether the distance measurement caption is Inside or on Top of the measurement line. Default Leader Length (Distance Tool only) Specifies the length of the line leader that appears on one side of the measurement points. Default Leader Extension Above Line (Distance Tool only) Specifies the length of the leader extension that appears above the measurement line. Default Leader Offset From Line Points (Distance Tool only) Specifies the amount of blank space that appears between the measurement points and the leader. 2D Snap Settings Specify snap behavior. Sensitivity indicates how close the pointer must be to the item being snapped to. Snap Hint Color specifies the color of the snap line that appears when you hold the pointer over the object. Last updated 10/11/2011 33 USING ACROBAT X STANDARD Workspace View cursor coordinates The Cursor Coordinates show the coordinate position of the pointer within the document pane. The position numbering begins in the upper-left corner of the document. Cursor Coordinates also shows the width and height of a selected object as you resize it. View x and y coordinates 1 Choose View > Show/Hide > Cursor Coordinates. 2 Move the mouse pointer to view x and y coordinates. Change the Cursor Coordinates measurement units 1 In the Preferences dialog box under Categories, select Units & Guides. 2 Choose a different unit of measurement from the Page & Ruler Units menu. Maintaining the software Updating the software Acrobat application files and components can be updated in a variety of ways. Some updates are available when you open a PDF that triggers the updating process automatically. For example, if you open a form that uses Asian-language fonts, you are asked whether you want to download the fonts. Other updates are available only from the Help menu, and must be installed manually. Some updates are available both automatically and manually. Manually update the software ❖ Choose Help > Check For Updates, and follow any on-screen instructions. Change updating preferences 1 Choose Edit > Preferences (Windows) or Acrobat/Adobe Reader > Preferences (Mac OS). 2 From the Categories on the left, select Updater. 3 In the Check For Updates section, select an option for installing updates. Manage security settings If your organization uses server-based security policies, you can set up Acrobat to regularly check for updates to these policies. Server-based security is set up by an administrator who provides the URL from which to get security updates. 1 In the Preferences dialog box under Categories, select Security. 2 In the Security Settings, select Load Security Settings From A Server. 3 Type the server address in the URL field. 4 Select how often you want to check for security updates. 5 Select Ask Before Installing to receive notification before the server is checked for policy updates. Adobe Digital Editions Use the free Adobe® Digital Editions software to read and organize eBooks and other publications. Digital Editions is a separate web-based rich internet application (RIA) that replaces the eBooks features in previous versions of Acrobat. Last updated 10/11/2011 34 USING ACROBAT X STANDARD Workspace When you install Digital Editions, your existing bookshelf items are automatically imported and available within the new Digital Editions bookshelf experience. You can also manually import individual PDFs into your Digital Editions bookshelf. Note: When you open an eBook for the first time, the Digital Editions software is automatically installed on your computer. For more information about Adobe Digital Editions and to download the software, see www.adobe.com/go/learn_acr_digital_en. Activation and registration Help with installation For help with installation issues, see Acrobat Help and Support at www.adobe.com/go/acrobat_support. License activation During the installation process, your Adobe software contacts Adobe to complete the license activation process. No personal data is transmitted. For more information on product activation, visit the Adobe website at www.adobe.com/go/activation. A single-user retail license activation supports two computers. For example, you can install the product on a desktop computer at work and on a laptop computer at home. If you want to install the software on a third computer, first deactivate it on one of the other two computers. Choose Help > Deactivate. Register Register your product to receive complimentary installation support, notifications of updates, and other services. ❖ To register, enter your Adobe ID when prompted when you install or launch the software. If you choose to skip entering your Adobe ID during installation or launch, you can register at any time by choosing Help > Product Registration. Adobe Product Improvement Program After you have used your Adobe software a certain number of times, a dialog box appears, asking whether you want to participate in the Adobe Product Improvement Program. If you choose to participate, data about your use of Adobe software is sent to Adobe. No personal information is recorded or sent. The Adobe Product Improvement Program only collects information about the features and tools that you use in the software and how often you use them. You can opt in to or opt out of the program at any time: • To participate, choose Help > Product Improvement Program and click Yes, Participate. • To stop participating, choose Help > Product Improvement Program and click No, Thank You. Adobe provides more information about the Product Improvement Program in a frequently asked questions (FAQ) list on the Adobe website. Last updated 10/11/2011 35 USING ACROBAT X STANDARD Workspace Services and downloads Adobe Exchange Visit the Adobe Exchange at www.adobe.com/go/exchange to download samples as well as thousands of plug-ins and extensions from Adobe and third-party developers. The plug-ins and extensions can help you automate tasks, customize workflows, create specialized professional effects, and more. Adobe downloads Visit www.adobe.com/go/downloads to find free updates, tryouts, and other useful software. Adobe Labs Adobe Labs at www.adobe.com/go/labs gives you the opportunity to experience and evaluate new and emerging technologies and products from Adobe. Non-English languages Asian language PDFs You can use Acrobat to view, search, and print PDF documents that contain Asian text (Traditional and Simplified Chinese, Japanese, and Korean). You can also use these languages when you fill in forms, add comments, and apply digital signatures. Almost all of the Acrobat features are supported for Traditional and Simplified Chinese, Japanese, and Korean text if you install the respective Asian language font packs. In Acrobat in Windows, you must install the Asian language support files by using the custom installation and selecting the Asian Language Support options under Create Adobe PDF and View Adobe PDF. PDFMaker and the Adobe PDF printer automatically embed most Asian fonts in your file when creating PDF files. You can control whether Asian fonts are embedded. In Windows, you may be able to view and print files that contain Asian languages without having the necessary Asian language support installed on your system. If you try to open a PDF file for which language support is required, you are automatically prompted to install the required fonts. Cyrillic, Central European, and Eastern European language PDFs You can work with Adobe PDF files that contain Cyrillic text (including Bulgarian and Russian), Central European text, and Eastern European text (including Czech, Hungarian, and Polish) if the fonts are embedded in the PDF files. If the fonts are embedded, you can view and print the files on any system. Fonts do not need to be embedded to use the Search feature. Note: If you open a PDF file in which form fields or text boxes contain these languages but the fonts are not embedded and are not installed on your system, choosing Help > Check For Updates Now automatically prompts you to download and install the necessary fonts. Last updated 10/11/2011 36 USING ACROBAT X STANDARD Workspace Hebrew, Arabic, Thai, and Vietnamese language PDFs Acrobat supports the entry and display of Thai and Vietnamese text. In Windows only, Arabic and Hebrew are also supported. By default, Right-To-Left Language Options is enabled under Arabic and Hebrew regional settings (in Windows). Enable right-to-left languages Enabling right-to-left language options displays the user interface elements for controlling paragraph direction, digit style, and ligature. When this option is selected, you can specify the writing direction (left-to-right or right-to-left) and type of digits (Western or Arabic-Indic) used for creating and filling out certain form fields, adding digital signatures, and creating text box markups. Enable Right-To-Left Language Options is enabled by default under Arabic and Hebrew regional settings. 1 In the Preferences dialog box under Categories, select International. 2 Select Enable Right-To-Left Language Options. Last updated 10/11/2011 37 Chapter 3: Creating PDFs Adobe® PDF is the solution of choice for capturing robust information from any application on any computer system. You can create PDFs from document files, websites, scanned paper documents, and clipboard content. Overview of creating PDFs What’s the best way to create a PDF? You create a PDF by converting other documents and resources to Portable Document Format. You can usually choose from several PDF creation methods, depending on the type of file you start with and your requirements for the PDF. You can create PDFs from documents printed on paper, Microsoft Word documents, InDesign® files, and digital images, to name just a few examples. Different types of sources have different tools available for PDF conversion. In many applications, you can create PDFs by selecting the Adobe PDF printer in the Print dialog box. If a file is open in its authoring application (such as a spreadsheet that is open in Microsoft Excel), you can usually convert the file to PDF without opening Adobe® Acrobat® X Standard. Similarly, if Acrobat is already open, you don’t have to open the authoring application to convert a file to PDF. Every PDF strikes a balance between efficiency (small file size) and quality (such as resolution and color). When that balance is critical to your task, you’ll want to use a method that includes access to various conversion options. For example, you can drag and drop files on the Acrobat icon to create PDFs. In this case, Acrobat applies the most recently used conversion settings without providing access to those settings. If you want more control over the process, you’ll want to use another method. Additional resources • Adobe PDF in Creative Workflows: www.adobe.com/designcenter/creativesuite/articles/cs3ip_pdfworkflows.pdf. • Acrobat user community forums: acrobatusers.com/forum/pdf-creation. PDF creation methods by file type Refer to the following lists to determine the methods available for the different types of files. Most files These methods can be used for documents and images in almost all file formats. Create menu Within Acrobat, by choosing PDF from File. Adobe PDF printer Within most applications, in the Print dialog box. Drag and drop On the desktop or from a folder. Context menu On the desktop or in a folder, by right-clicking. Last updated 10/11/2011 38 USING ACROBAT X STANDARD Creating PDFs Paper documents Requires a scanner and a hard copy of the document. Create menu Within Acrobat, by choosing PDF from Scanner. Or, for previously scanned paper documents, by choosing PDF from File. Microsoft Office documents PDFMaker (Windows only) Within the authoring application, in the Acrobat PDFMaker toolbar and on the Adobe PDF menu. For Microsoft Office 2007 or later applications, in the Acrobat ribbon. Save As Adobe PDF (Mac OS) Within the authoring application, choose File > Save As, and select Adobe PDF as the format. Adobe PDF printer (Windows only) Within the authoring application, in the Print dialog box. Drag and drop (Windows only) On the desktop or from a folder. Context menu (Windows only) On the desktop or in a folder, by right-clicking. Email messages PDFMaker (Windows only) Within Microsoft Outlook or Lotus Notes, by clicking Acrobat PDFMaker toolbar buttons. Or by choosing commands in the Adobe PDF menu (Outlook) or the Actions menu (Lotus Notes). Adobe PDF printer Within the email application, in the Print dialog box. Creates a PDF (not a PDF Portfolio). Context menu (Outlook 2007 or later) On an email folder or selection of messages, by right-clicking. Web pages Create menu Within Acrobat, by choosing PDF from Web Page. PDFMaker (Windows only) Within Internet Explorer or Firefox, or when editing in a web-authoring application that supports PDFMaker, such as Word. Also, in the Acrobat PDFMaker toolbar and on the Adobe PDF menu. Adobe PDF printer Within a web browser or when editing in a web-authoring application, such as Word; in the Print dialog box. Drag and drop On the desktop or from a folder, dragging the HTML file. Context menu (HTML files) On the desktop or in a folder, by right-clicking the HTML file. Content copied on the clipboard Create menu Within Acrobat, by choosing PDF from Clipboard. PostScript and EPS files Drag and drop On the desktop or from a folder, by dragging to the Acrobat Distiller icon or into the Acrobat Distiller® window. Double-clicking (PostScript® files only) On the desktop or in a folder. Open command Within Acrobat Distiller, in the File menu. Create menu Within Acrobat, by choosing PDF from File. Context menu On the desktop or in a folder, by right-clicking. Last updated 10/11/2011 39 USING ACROBAT X STANDARD Creating PDFs Balancing PDF file size and quality You can select various settings to ensure that your PDF has the best balance between file size, resolution, conformity to specific standards, and other factors. Which settings you select depends on your goals for the PDF that you are creating. For example, a PDF intended for high-quality commercial printing requires different settings than a PDF intended only for on-screen viewing and quick downloading over the Internet. Once selected, these settings apply across PDFMaker, Acrobat, and Acrobat Distiller. However, some settings are limited to specific contexts or file types. For example, PDFMaker options can vary among the different types of Microsoft Office applications. For convenience, you can select one of the conversion presets available in Acrobat. You can also create, define, save, and reuse custom presets that are uniquely suited to your purposes. For scanned documents, you can choose from Autodetect Color Mode or several scanning presets that are optimized for scanning documents and images in color or black and white. You can modify these presets, or use your own custom scanning settings. More Help topics “Adobe PDF conversion settings” on page 69 Creating simple PDFs with Acrobat Convert a file to PDF using Acrobat 1 In Acrobat, do one of the following: • Choose File > Create > PDF From File. • In the toolbar, click the Create button and choose PDF From File. 2 In the Open dialog box, select the file. You can browse all file types or select a specific type from the Files Of Type menu. 3 Optionally, click Settings to change the conversion options. The options available vary depending on the file type. Note: The Settings button is unavailable if you choose All Files as the file type or if no conversion settings are available for the selected file type. 4 Click Open to convert the file to a PDF. Depending on the type of file being converted, the authoring application opens automatically or a progress dialog box appears. If the file is in an unsupported format, a message appears, telling you that the file cannot be converted to PDF. 5 When the new PDF opens, choose File > Save or File > Save As; then select a name and location for the PDF. When naming a PDF that’s intended for electronic distribution, limit the filename to eight characters (with no spaces) and include the .pdf extension. This action ensures that email programs or network servers don’t truncate the filename and that the PDF opens as expected. More Help topics “View PDFMaker conversion settings” on page 53 “PDF Portfolios and combined PDFs” on page 83 Last updated 10/11/2011 40 USING ACROBAT X STANDARD Creating PDFs Drag and drop to create PDFs This method is best reserved for small, simple files, such as small image files and plain text files, when the balance between file size and output quality is not important. You can use this technique with many other types of files, but you won’t have the opportunity to adjust any conversion settings during the process. 1 Select the icons of one or more files. 2 Drag the file icons onto the Acrobat application icon. Or (Windows only) drag the files into the open Acrobat window. If a message appears saying that the file could not be opened in Acrobat, then that file type cannot be converted to PDF by the drag-and-drop method. Use one of the other conversion methods for that file. Note: You can also convert PostScript and EPS files to PDF by dragging them onto the Acrobat Distiller window or the Distiller application icon. 3 Save the PDF. (Windows only) You can also right-click a file in Windows Explorer and choose 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. 1 Capture 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) 2 In Acrobat, choose File > Create > PDF from Clipboard. Note: The PDF from Clipboard command appears only when content is copied to the Clipboard. If the Clipboard is empty, the command is disabled. Convert screen captures to PDF (Mac OS) In Mac OS, you can create PDFs from screen captures. ❖ Do one of the following: • In Acrobat choose File > Create > PDF [From Screen Capture, From Window Capture, or From Selection Capture]. • Use the Grab utility (Applications > Utilities > Grab) to capture a screen image, and choose Edit > Copy to copy the image to the clipboard. Then start Acrobat and choose File > Create > PDF From Clipboard. Note: The PDF From Clipboard command appears when an image or text is copied to the clipboard. If the clipboard is empty, the command is not available. Create a PDF from a blank page You can create a PDF from a blank page rather than beginning with a file, a clipboard image, or scanning. Last updated 10/11/2011 41 USING ACROBAT X STANDARD Creating PDFs This process can be useful for creating a one-page PDFs. 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. 1 In Adobe® Acrobat® X Standard, close any open documents. 2 Do one of the following: • (Windows) Choose Tools > Pages > More Insert Options > Insert Blank Page. • (Mac OS) Press Command+Shift+Q. A blank single-page PDF is created. Using Insert Blank Page command again adds another page to the existing PDF. Correct OCR text in PDFs When you run OCR on a scanned output, Acrobat analyzes bitmaps of text and substitutes words and characters for those bitmap areas. If the ideal substitution is uncertain, Acrobat marks the word as suspect. Suspects appear in the PDF as the original bitmap of the word, but the text is included on an invisible layer behind the bitmap of the word. This method makes the word searchable even though it is displayed as a bitmap. You can accept these suspects as they to correct them. are, or you can use the Edit Document Text tool Note: If you try to select text in a scanned PDF that does not have OCR applied, or try to perform a Read Out Loud operation on an image file, Acrobat asks if you want to run OCR. If you click OK, the Recognize Text dialog box opens and you can select options, which are described in detail under the previous topic. 1 Do one of the following: • Choose Tools > Recognize Text > Find All Suspects. All suspect words on the page are enclosed in boxes. Click any suspect word to show the suspect text in the Find Element dialog box. • Choose Tools > Recognize Text > Find First Suspect. Note: If you close the Find Element window before correcting all suspect words, you can return to the process by choosing Tools > Recognize Text > Find First Suspect, or by clicking any suspect word with the Edit Document Text tool. 2 In the Find option, choose OCR Suspects. 3 Compare the word in the Suspect text box with the actual word in the scanned document. To correct an OCR suspect, click on the highlighted object in the document and type in the new text. If the suspect was incorrectly identified as text, click the Not Text button. 4 Review and correct the remaining suspect words, and then close the Find Element dialog box. Enable Fast Web View in a PDF Fast Web View restructures a PDF document for page-at-a-time downloading (byte-serving) from web servers. With Fast Web View, the web server sends only the requested page, rather than the entire PDF. This option is especially important with large documents that can take a long time to download from a server. Check with your webmaster to make sure that the web server software you use supports page-at-a-time downloading. To ensure that the PDF documents on your website appear in older browsers, you can also create HTML links (versus ASP scripts or the POST method) to the PDF documents and use relatively short path names (256 characters or fewer). Verify that an existing PDF is enabled for Fast Web View ❖ Do one of the following: • Open the PDF in Acrobat, and choose File > Properties. Look in the lower right area of the Description panel of the dialog box for the Fast Web View setting (Yes or No). Last updated 10/11/2011 42 USING ACROBAT X STANDARD Creating PDFs • (Windows only) Right-click the PDF file icon and choose Properties. Click the PDF tab and look near the bottom of the panel for the Fast Web View setting (Yes or No). Verify the Fast Web View Preferences setting Follow this procedure to make sure that you have Acrobat set up to enable Fast Web View during the PDF creation process. 1 In the Preferences dialog box under Categories, select Documents. 2 On the right side of the dialog box, under Save Settings, make sure that Save As Optimizes For Fast Web View is selected, and click OK. Enable Fast Web View for an existing PDF Use this procedure after you have verified your Fast Web View Preferences setting and checked the PDF properties to be sure that the file is not already enabled for Fast Web View. 1 Open the PDF. 2 Choose File > Save As. Select the same filename and location. 3 When a message appears asking if you want to overwrite the existing file, click OK. Scan documents to PDF Scan a paper document to PDF You can create a PDF file directly from a paper document, using your scanner and Acrobat. On Windows, Acrobat supports TWAIN scanner drivers and Windows Image Acquisition (WIA) drivers. In Windows, you can either use the Autodetect color mode and let Acrobat determine the paper document’s content type, or use other presets (Black & White Document, Grayscale Document, Color Image, and Color Document) based on your judgement. You can configure the scanning presets or use the Custom Scan option to scan with the settings of your choice. Note: Preset scanning is available only for scanner drivers that support Hide Scanner’s Native Interface mode. The scanning presets are not available on Mac OS. In Windows, if a WIA driver is installed for your scanner, you can use the Scan button on your scanner to create a PDF. Press the Scan button, and then in Windows, choose Adobe Acrobat from the list of registered applications. Then, in the Acrobat Scan dialog box, select a scanner and a document preset or Custom Scan. After you scan a document to PDF, you can apply security settings using one of the security or batch processing methods in Acrobat, or using JavaScript. For more information see the documents at learn.adobe.com/wiki/display/security/Document+Library. For more information on scanning, see these resources: • See a video on how to convert a scanned document into a PDF: www.adobe.com/go/lrvid_024_acrx_en • Troubleshooting scanning and OCR: www.acrobatusers.com/tutorials/troubleshoot-scanning-and-ocr • How to edit a scanned PDF: www.adobe.com/go/learn_acr_edit_scans_en • How to extract active text from an image: www.peachpit.com/articles/article.aspx?p=1272051 Last updated 10/11/2011 43 USING ACROBAT X STANDARD Creating PDFs More Help topics “Choosing a security method” on page 198 “About Actions” on page 286 “Creating and distributing forms” on page 153 Scan a paper document to PDF using a Autodetect Color Mode (Windows) 1 Choose File > Create > PDF from Scanner > Autodetect Color Mode. 2 If prompted to scan more pages, select Scan More Pages, Scan Reverse Sides, or Scan Is Complete, and click OK. Scan a paper document to PDF using a preset (Windows) 1 Choose File > Create > PDF from Scanner > [document preset]. 2 If prompted to scan more pages, select Scan More Pages, Scan Reverse Sides, or Scan Is Complete, and click OK. Scan a paper document to PDF without presets 1 In Acrobat, do one of the following: • (Windows) Choose File > Create > PDF from Scanner > Custom Scan. • (Mac OS) Choose File > Create > PDF from Scanner. 2 Select scanning options in the Scan dialog box, as needed, and then click Scan. Note: If you specify that you want to use the native scanner user interface instead of the Acrobat user interface, other windows or dialog boxes appear. Consult the scanner documentation information on available options. In Mac OS, the scanner user interface is always shown. 3 If prompted to scan more pages, select Scan More Pages, Scan Reverse Sides, or Scan Is Complete, and click OK. Optimize a scanned PDF 1 Open a PDF created from a scanned document. 2 Choose Tools > Document Processing > Optimize Scanned PDF. 3 Select options in the Optimize Scanned PDF dialog box, and click OK. Configure scanning presets (Windows) 1 Choose File > Create > PDF from Scanner > Configure Presets. 2 In the Configure Presets dialog box, select a preset: Autodetect Color Mode, Black & White Document, Grayscale Document, Color Document, or Color Image. 3 Adjust the settings as needed. 4 Click Save to save the preset, and then click Close. Scanning options Scanner Select an installed scanner. You must have the manufacturer scanning software installed on your computer. In Windows only, click the Options button to specify scanner options. Presets Select a preset to modify. Sides Specify single or double-sided scanning. If you select Both Sides and the settings of the scanner are for only one side, the scanner setting overrides the Acrobat settings. Last updated 10/11/2011 44 USING ACROBAT X STANDARD Creating PDFs Note: You can scan both sides of pages even on scanners that do not themselves support two-sided scanning. When Both Sides is selected, a dialog box appears after the first sides are scanned. You can then reverse the original paper documents in the tray, and select the Scan Reverse Side (Put Reverse Of Sheets) option in that dialog box. This method produces a PDF with all pages in the proper sequence. Color Mode (Windows only) Select a basic color mode (Autodetect, Color, Black and White, or Grayscale) supported by your scanner. This option is enabled if your Scanner Options are set to use the Acrobat scanning dialog box instead of the scanner application. Resolution (Windows only) Select a resolution supported by your scanner. This option is enabled if your Scanner Options are set to use the Acrobat scanning dialog box instead of the scanner application. Note: If you select a Color Mode or Resolution option not supported by your scanner, a message appears and your scanner application window opens. Select different options in the scanner application window. Paper Size (Windows only) Select a paper size or specify a custom width and height. Prompt For Scanning More Pages When selected, a dialog box prompting you to scan additional pages appears after every scanning session. New PDF Document Creates a new PDF. This option is not available in the Configure Presets dialog box. Multiple Files Creates multiple files from multiple paper documents. Click More Options, and specify whether to create a PDF Portfolio of the files, the number of pages for each file, and a filename prefix. These options are not available in the Configure Presets dialog box. Append To Existing File Or Portfolio Adds the converted scan to an existing PDF or PDF Portfolio. This option is not available in the Configure Presets dialog box. Optimize Scanned PDF Select this option to run the optimization process on the PDF. This option is used to compresses and filter the images in the scanned PDF. Small Size/High Quality Drag the slider to set the balance point between file size and quality. Click Options to customize optimization with specific settings for file compression and filtering. Make Searchable (Run OCR) Select this option to convert text images in the PDF to searchable and selectable text. This option applies optical character recognition (OCR) and font and page recognition to the text images. Click Options to specify settings in the Recognize Text - Settings dialog box. See “Recognize text in scanned documents” on page 46. Make PDF/A Compliant Select this option to make the PDF conform to ISO standards for PDF/A-1b. When selected, only Searchable Image is available in the Recognize Text - Settings dialog box for the PDF Output Style option. Add Metadata When selected, the Document Properties dialog box appears after scanning. In the Document Properties dialog box, you can add metadata, or information about the scanned document, to the PDF file. If you are creating multiple files, you can enter common metadata for all of the files. Scanner Options dialog box Data Transfer Method Native Mode transfers in the default mode for your scanner. Memory Mode is automatically selected for scanning in resolutions over 600 dots per inch (dpi). User Interface The Hide Scanner’s Native Interface option bypasses the windows and dialog boxes provided by the scanner manufacturer. Instead, scanning starts directly with the settings specified in the Custom Scan settings. Invert Black And White Images This option creates positive images from black-and-white negatives, for example. Last updated 10/11/2011 45 USING ACROBAT X STANDARD Creating PDFs Optimize Scanned PDF dialog box The Optimize Scanned PDF dialog box controls the image settings of how scanned images are filtered and compressed for the PDF. Default settings are suitable for a wide range of document pages, but you may want to customize settings for higher-quality images, smaller file sizes, or scanning issues. Apply Adaptive Compression Divides each page into black-and-white, grayscale, and color regions and chooses a representation that preserves appearance while highly compressing each type of content. The recommended scanning resolutions are 300 dots per inch (dpi) for grayscale and RGB input, or 600 dpi for black-and-white input. Color/Grayscale settings When scanning color or grayscale pages, select one of the following: • JPEG2000 Applies JPEG2000 compression to the colored image content. (This setting is not recommended when creating PDF/A files. Use JPEG instead.) • ZIP Applies ZIP compression to the colored image content. • JPEG Applies JPEG compression to the colored image content. Note: The scanner uses either the selected Color/Grayscale option or the selected Monochrome option. Which one is used depends on the settings you select in the Acrobat Scan dialog box or in the scanner’s TWAIN interface, which may open after you click Scan in the Acrobat Scan dialog box. (By default, the scanner application dialog box does not open.) Monochrome When scanning black-and-white or monotone images, select one of the following: • JBIG2 (Lossless) & JBIG2(Lossy) Applies the JBIG2 compression method to black-and-white input pages. Highest quality levels use the lossless method; at lower settings, text is highly compressed. Text pages typically are 60% smaller than CCITT Group 4 compressed pages, but processing is slow. Compatible with Acrobat 5.0 (PDF 1.4) and later. Note: For compatibility with Acrobat 4.0, use a compression method other than JBIG2. • CCITT Group 4 Applies CCITT Group 4 compression to black-and-white input page images. This fast, lossless compression method is compatible with Acrobat 3.0 (PDF 1.2) and later. Small Size/High Quality Sets the balance point between file size and quality. Deskew Rotates any page that is not square with the sides of the scanner bed, to make the PDF page align vertically. Choose On or Off. Background Removal Whitens nearly white areas of grayscale and color input (not black-and-white input). For best results, calibrate your scanner’s contrast and brightness settings so that a scan of a normal black-and-white page has dark gray or black text and a white background. Then, Off or Low should produce good results. If scanning off-white paper or newsprint, use Medium or High to clean up the page. Descreen Removes halftone dot structure, which can reduce JPEG compression, cause moire patterns, and make text difficult to recognize. Suitable for 200–400-dpi grayscale or RGB input or, for Adaptive compression, 400–600-dpi black-and-white input. The On setting (recommended) applies the filter for 300 dpi or higher grayscale and RGB input. Select Off when scanning a page with no pictures or filled areas, or when scanning at a resolution higher than the effective range. Text Sharpening Sharpens the text of the scanned PDF file. The default value of low is suitable for most documents. Increase it if the quality of the printed document is low and the text is unclear. Scanning tips • Acrobat scanning accepts images between 10 dpi and 3000 dpi. If you select Searchable Image or ClearScan for PDF Output Style, input resolution of 72 dpi or higher is required, and input resolution higher than 600 dpi is downsampled to 600 dpi or lower. Last updated 10/11/2011 46 USING ACROBAT X STANDARD Creating PDFs • To apply lossless compression to a scanned image, select one of these options under the Optimization Options in the Optimize Scanned PDF dialog box: CCITT Group 4 for monochrome images, or Lossless for color or grayscale images. If this image is appended to a PDF document, and the file is saved by Save, the scanned image remains uncompressed. If the PDF document is saved using Save As, the scanned image may be compressed. • For most pages, black-and-white scanning at 300 dpi produces text best suited for conversion. At 150 dpi, OCR accuracy is slightly lower, and more font-recognition errors occur; at 400 dpi and higher resolution, processing slows and compressed pages are bigger. If a page has many unrecognized words or very small text (9 points or smaller), try scanning at higher resolution. Scan in black and white whenever possible. • When Recognize Text Using OCR is disabled, full 10-to-3000 dpi resolution range may be used, but the recommended resolution is 72 and higher dpi. For Adaptive compression, 300 dpi is recommended for grayscale or RGB input, or 600 dpi for black-and-white input. • Pages scanned in 24-bit color, 300 dpi, at 8-1/2–by-11 in. (21.59-by-27.94 cm) result in large images (25 MB) before compression. Your system may require 50 MB of virtual memory or more to scan the image. At 600 dpi, both scanning and processing typically are about four times slower than at 300 dpi. • Avoid dithering or halftone scanner settings. These settings can improve the appearance of photographs, but they make it difficult to recognize text. • For text printed on colored paper, try increasing the brightness and contrast by about 10%. If your scanner has color-filtering capability, consider using a filter or lamp that drops out the background color. Or if the text isn’t crisp or drops out, try adjusting scanner contrast and brightness to clarify the scan. • If your scanner has a manual brightness control, adjust it so that characters are clean and well formed. If characters are touching, use a higher (brighter) setting. If characters are separated, use a lower (darker) setting. Recognize text in scanned documents You can use Acrobat to recognize text in previously scanned documents that have already been converted to PDF. Optical character recognition (OCR) software enables you to search, correct, and copy the text in a scanned PDF. To apply OCR to a PDF, the original scanner resolution must have been set at 72 dpi or higher. For more information on text recognition, see these videos: • Recognizing Text in Scanned PDF Documents: www.adobe.com/go/lrvid_025_acrx_en • How to Edit a Scanned PDF: www.adobe.com/go/learn_acr_edit_scans_en Note: Scanning at 300 dpi produces the best text for conversion. At 150 dpi, OCR accuracy is slightly lower. More Help topics “Adding unifying page elements” on page 91 Converting Scanned PDF Files to Other File Formats Recognize text in a single document 1 Open the scanned PDF. 2 Choose Tools > Recognize Text > In This File. 3 In the Recognize Text dialog box, select an option under Pages. 4 Optionally, click Edit to open the Recognize Text - General Settings dialog box, and specify the options as needed. Last updated 10/11/2011 47 USING ACROBAT X STANDARD Creating PDFs Recognize text in multiple documents 1 In Acrobat, choose Tools > Recognize Text > In Multiple Files. 2 In the Recognize Text dialog box, click Add Files, and choose Add Files, Add Folders, or Add Open Files. Then select the files or folder. 3 In the Output Options dialog box, specify a target folder for output files, and filename preferences. 4 In the Recognize Text - General Settings dialog box, specify the options, and then click OK. Recognize Text - General Settings dialog box Primary OCR Language Specifies the language for the OCR engine to use to identify the characters. PDF Output Style Determines the type of PDF to produce. All options require an input resolution of 72 dpi or higher (recommended). All formats apply OCR and font and page recognition to the text images and convert them to normal text. • Searchable Image Ensures that text is searchable and selectable. This option keeps the original image, deskews it as needed, and places an invisible text layer over it. The selection for Downsample Images in this same dialog box determines whether the image is downsampled and to what extent. • Searchable Image (Exact) Ensures that text is searchable and selectable. This option keeps the original image and places an invisible text layer over it. Recommended for cases requiring maximum fidelity to the original image. • ClearScan Synthesizes a new Type 3 font that closely approximates the original, and preserves the page background using a low-resolution copy. Downsample To Decreases the number of pixels in color, grayscale, and monochrome images after OCR is complete. Choose the degree of downsampling to apply. Higher-numbered options do less downsampling, producing higherresolution PDFs. Using the Adobe PDF printer Create PDFs by printing to file In many authoring applications, you can use the Print command with the Adobe PDF printer to convert your file to PDF. Your source document is converted to PostScript and fed directly to Distiller for conversion to PDF, without manually starting Distiller. The current Distiller preference settings and Adobe PDF settings are used to convert the file. If you’re working with nonstandard page sizes, create a custom page size. Note: (Windows) For Microsoft Office documents, the Adobe PDF printer does not include some of the features that are available from PDFMaker. For example, you cannot create bookmarks and hyperlinks using the Adobe PDF printer. If you’re creating a PDF from a Microsoft Office document and you want to use these features, use PDFMaker. Note: The Adobe PDF printer creates untagged PDFs. A tagged structure is required for reflowing content to a handheld device and is preferable for producing reliable results with a screen reader. More Help topics “Creating accessible PDFs” on page 253 “Creating PDFs with PDFMaker (Windows)” on page 51 Create a PDF using the Print command (Windows) 1 Open the file in its authoring application, and choose File > Print. Last updated 10/11/2011 48 USING ACROBAT X STANDARD Creating PDFs 2 Choose Adobe PDF from the printers menu. 3 Click the Properties (or Preferences) button to customize the Adobe PDF printer setting. (In some applications, you may need to click Setup in the Print dialog box to open the list of printers, and then click Properties or Preferences.) 4 In the Print dialog box, click OK. Note: Your PDF is saved in the folder specified by the setting of the Adobe PDF Output Folder in the Preferences dialog box; the default location is My Documents. If you specify Prompt For Adobe PDF Filename, then a Save As dialog opens when you print. Create a PDF using the Print command (Mac OS X) The method for creating PDFs using the Print command changed in Mac OS v10.6 Snow Leopard with Acrobat 9.1 and later. The following procedure describes the method in both Snow Leopard and earlier versions of Mac OS X. 1 Open the file in its authoring application, and choose File > Print. 2 Choose Save As Adobe PDF from the PDF menu at the bottom of the dialog box. 3 For Adobe PDF Settings, choose one of the default settings, or customize the settings using Distiller. Any custom settings that you have defined are listed. For most users, the default Adobe PDF conversion settings are adequate. 4 For After PDF Creation, specify whether to open the PDF. 5 Click Continue. 6 Select a name and location for your PDF, and click Save. Note: By default, your PDF is saved with the same filename and a .pdf extension. Adobe PDF printing preferences (Windows) Printing preferences apply to all applications that use the Adobe PDF printer, unless you change the settings in an authoring application by using the Page Setup, Document Setup, or Print menu. Note: The dialog box for setting printing preferences is named Adobe PDF Printing Preferences, Adobe PDF Printing Defaults, or Adobe PDF Document Properties, depending on how you access it. To access printing preferences: • Open the Printers window from the Start menu. Right-click the Adobe PDF printer, and choose Printing Preferences. • In an authoring application such as Adobe InDesign, choose File > Print. Select Adobe PDF as the printer, and click the Properties (or Preferences) button. (In some applications, you may need to click Setup in the Print dialog box to access the list of printers, and then click Properties or Preferences to customize the Adobe PDF settings.) PDF-specific options appear on the Adobe PDF Settings tab. The Paper Quality tab and Layout tab contain other familiar options for the paper source, printer ink, page orientation, and number of pages per sheet. Note: Printing Preferences are different from printer Properties. The Preferences include Adobe PDF-specific options for the conversion process; the Properties dialog box contains tabs of options that are available for any type of printer. Adobe PDF Conversion Settings Select a predefined set of options from the Default Settings menu or click Edit to view or change the settings in the Adobe PDF Settings dialog box. Last updated 10/11/2011 49 USING ACROBAT X STANDARD Creating PDFs Adobe PDF Security To add security to the PDF, choose one of the following options, or click Edit to view or change the security settings: • Reconfirm Security For Each Job Opens the Adobe PDF - Security dialog box each time you create a PDF using the Adobe PDF printer. Specify settings in the dialog box. • Use The Last Known Security Settings Uses the same security settings that were used the last time a PDF was created using the Adobe PDF printer on your computer. Adobe PDF Output Folder Choose an output folder for the converted PDF, or click Browse to add or change the output folder. Choose Prompt For Adobe PDF Filename to specify a location and filename at the time of conversion. Adobe PDF Page Size menu Select a custom page size that you have defined. View Adobe PDF Results Automatically starts Acrobat and displays the converted document immediately. Add Document Information Includes information such as the filename and date and time of creation. Rely On System Fonts Only; Do Not Use Document Fonts Deselect this option to download fonts when creating the PDF. All your fonts will be available in the PDF, but it will take longer to create it. Leave this option selected if you are working with Asian-language documents. Delete Log Files For Successful Jobs Automatically deletes the log files unless the job fails. Ask To Replace Existing PDF File Warns you when you are about to overwrite an existing PDF with a file of the same name. More Help topics “Create and use a custom page size” on page 50 Set Adobe PDF printer properties (Windows) In Windows, you can usually leave the Adobe PDF printer properties unchanged, unless you have configured printer sharing or set security. Note: Printing Properties are different from printer Preferences. The Properties dialog box contains tabs of options that apply to any type of printer; the Preferences include conversion options specifically for the Adobe PDF printer. Set Adobe PDF printer properties 1 Open the Printers window from the Start menu, and right-click the Adobe PDF printer. 2 Choose Properties. 3 Click the tabs, and select options as needed. Reassign the port that the Adobe PDF printer uses 1 Quit Distiller if it is running, and allow all queued jobs to the Adobe PDF printer to complete. 2 Open the Printers window from the Start menu. 3 Right-click the Adobe PDF printer, and choose Properties. 4 Click the Ports tab, and then click Add Port. 5 Select Adobe PDF Port (Windows XP) or Adobe PDF Port Monitor (Vista/Windows 7) from the list of available port types, and click New Port. 6 Select a local folder for PDF output files, and click OK. Then click Close to quit the Printer Ports dialog box. 7 In the Adobe PDF Properties dialog box, click Apply, and then click OK. Last updated 10/11/2011 50 USING ACROBAT X STANDARD Creating PDFs For best results, select a folder on the same system where Distiller is installed. Although remote or network folders are supported, they have limited user access and security issues. Delete a folder and reassign the Adobe PDF printer to the default port 1 Quit Distiller if it is running, and allow a few minutes for all queued jobs to Adobe PDF to complete. 2 Open the Printers window from the Start menu. 3 Right-click the Adobe PDF printer, and choose Properties. 4 Click the Ports tab. 5 Select the default port, Documents, and click Apply. 6 Select the port to delete, click Delete Port, and then click Yes to confirm the deletion. 7 Select the Documents port again and click Close. Create and use a custom page size It’s important to distinguish between page size (as defined in the source application’s Document Setup dialog box for your document) and paper size (the sheet of paper, piece of film, or area of the printing plate you’ll print on). Your page size might be U.S. Letter (8-1/2-by-11 in. or 21.59-by-27.94 cm), but you might need to print on a larger piece of paper or film to accommodate any printer’s marks or the bleed area. To ensure that your document prints as expected, set up your page size in both the source application and the printer. The list of paper sizes available to Acrobat comes from the PPD file (PostScript printers) or from the printer driver (non-PostScript printers). If the printer and PPD file you’ve chosen for PostScript printing support custom paper sizes, you see a Custom option in the Paper Size menu. For printers capable of producing very large print areas, Acrobat supports pages as large as 15,000,000 in. (38,100,000 cm) by 15,000,000 in. (38,100,000 cm). Create a custom page size (Windows) 1 Do one of the following: • Open the Printers or Printer And Faxes window from the Start menu. Right-click the Adobe PDF printer, and choose Printing Preferences. • In an authoring application such as Adobe InDesign, choose File > Print. Select Adobe PDF as the printer, and click the Properties button. (In some applications, you may need to click Setup in the Print dialog box to open the list of printers, and then click Properties or Preferences to customize the Adobe PDF settings.) 2 In the Adobe PDF Settings tab, click the Add button next to the Adobe PDF Page Size menu. 3 Specify the name, width, height, and unit of measurement. Click Add/Modify to add the custom page size name to the Adobe PDF Page Size menu. Create a custom page size (Mac OS) 1 In an authoring application such as Adobe InDesign, choose File > Page Setup. 2 In the Paper Size pop-up menu, select Manage Custom Sizes. 3 Click the + button. 4 Specify the name, height, width, and margins. The unit of measurement depends on the system language. Use the custom page size 1 Choose File > Print. Last updated 10/11/2011 51 USING ACROBAT X STANDARD Creating PDFs 2 Click the Page Setup button. 3 Select the new custom page size from the Paper Size menu. Creating PDFs with PDFMaker (Windows) About Acrobat PDFMaker PDFMaker is an Acrobat feature that operates within many business applications, such as Microsoft Office applications, AutoCAD, and Lotus Notes. When you install Acrobat, PDFMaker controls appear in the work area of the authoring application. Note: Some PDFMaker features are not available in certain versions of the authoring applications. For a comparison chart, see 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. See the video Creating PDF Files from Microsoft Office for more information. For Microsoft Office 2007 and later applications such as Word, Excel, PowerPoint, and Access, the options for creating PDFs are available from the Acrobat ribbon. Note: If you don’t see the PDF toolbar buttons in an application, you must show or activate the PDF toolbar. For other troubleshooting issues, see the TechNote http://kb2.adobe.com/cps/333/333235.html. More Help topics “Customize Adobe PDF settings” on page 70 “Create PDFs from Word mail merges” on page 57 Show or activate PDFMaker in Microsoft Office and Lotus Notes If the PDF toolbar buttons don’t appear in your Microsoft Office or Lotus Notes application, use one of the following methods to show or activate PDFMaker. For Lotus Notes 7 or earlier, choose File > Preferences > Toolbar Preferences, click Toolbars, and select the Visible option for Acrobat PDFMaker. 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: 1 Do one of the following: • (Outlook 2007) Choose Tools > Trust Center. Last updated 10/11/2011 52 USING ACROBAT X STANDARD Creating PDFs • (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. 2 Click Add-Ins on the left side of the dialog box. 3 Do one of the following: • If PDFMOutlook or Acrobat PDFMaker Office COM Addin is not listed, choose COM Add-Ins from the Manage pop-up menu and click Go. • If PDFMOutlook or Acrobat PDFMaker Office COM Addin is listed under Disabled Application Add-ins, select Disabled Items from the Manage pop-up menu and click Go. 4 Select PDFMOutlook or Acrobat PDFMaker Office COM Addin and click OK. 5 Restart the Office application. Convert a file to PDF If you also want to send the PDF for review, see Donna Baker’s One-Step Convert and Send for Review. 1 Open the file in the application used to create it. 2 Click the Convert To Adobe PDF button on the Acrobat PDFMaker toolbar. For Microsoft Office 2007 or 2010 applications, such as Word, Excel, PowerPoint, and Access, click the Create PDF on the Acrobat ribbon. button 3 Enter a filename and location for the PDF, and click Save. Create a PDF as an email attachment 1 Open the file in the application used to create it. 2 Choose Adobe PDF > Convert To Adobe PDF And Email. For Microsoft Office 2007 or 2010 applications, such as Word, Excel, PowerPoint, and Access, click the Create And on the Acrobat ribbon. Attach To Email button When the conversion is finished, a blank message with the new PDF included as an attachment automatically opens in your default email application. You can then address and complete the message and either send it or save it as a draft. Attach a file as PDF (Outlook) 1 In the Outlook email Message window, click the Attach As Adobe PDF button. Note: If the Attach As PDF button isn’t visible, choose Adobe PDF > Change Conversion Settings, and then select Show Attach As Adobe PDF Buttons. This option is not available in Outlook 2007 or later. 2 Select a file to attach, and click Open. Convert files to a secured PDF and attach it to an email message (Outlook) 1 In the Outlook email Message window, click the Attach As Secured Adobe PDF button . Note: The Attach As Secured Adobe PDF button appears only after you’ve configured an Adobe LiveCycle® Rights Management Server using the Tools > Protection > More Protection > Security Settings dialog box. 2 Click Browse, select a file to convert, and click Open. Last updated 10/11/2011 53 USING ACROBAT X STANDARD Creating PDFs 3 Specify the users that can open the PDF, and then click OK: • To specify only users that receive the PDF, select Restrict Access Only To People In This Message’s To:, Cc:, And Bcc: List. In this case, the PDF isn’t secured until you send the email message. • To specify only users that are specified by a security policy, select Restrict Access By Applying The Following Security Policy, and then select a security policy in the list. In this case, the PDF is secured before it is attached to the email message. 4 If prompted, enter your user name and password to log in to the Adobe LiveCycle Rights Management Server. Create a PDF and send it for review 1 Open the file in the application used to create it. 2 Click the Convert To Adobe PDF And Send For Review button on the Acrobat PDFMaker toolbar, or (if available) choose Adobe PDF > Convert To Adobe PDF And Send For Review. For Microsoft Office 2007 or 2010 applications such as Word, Excel, PowerPoint, and Access, click the Create And on the Acrobat ribbon. Send For Review button 3 When the Identity Setup dialog box appears, enter the appropriate information about yourself, and click Complete. 4 Follow the directions in the wizard that appears, as described in “Start an email-based review” on page 121. View PDFMaker conversion settings PDFMaker conversion settings vary according to file types. For example, the options available for PowerPoint files aren’t the same as the options available for Outlook files. Once you’ve selected conversion settings, those choices apply to all subsequent PDFs you create from that file type. It’s a good idea to review the settings occasionally. 1 Open a PDFMaker-enabled application (such as Word or Excel). 2 Do one of the following: • (Lotus Notes) Choose Actions > Change Adobe PDF Conversion Settings. • (Office 2007 or 2010 applications) In the Acrobat ribbon, click Preferences. • (All other applications) Choose Adobe PDF > Change Conversion Settings. 3 (Optional) To revert to the original default settings, click Restore Defaults on the Settings tab. More Help topics “Adobe PDF conversion settings” on page 69 “Application-specific PDFMaker settings” on page 58 Settings tab of the Conversion Settings The settings available for PDFMaker depend on the application in which you’re using PDFMaker. Conversion Settings Specifies the standard by which the PDF will be optimized. When you choose an item in the menu, a description of that preset appears immediately below it. View Adobe PDF Result Opens the converted document directly into Acrobat. (Exception: when you choose Convert To Adobe PDF And Email.) Prompt For Adobe PDF File Name Lets you enter a custom filename for the resulting PDF. Deselect this option to save the file in the same folder as the source file, using the same name but with a .pdf extension. Last updated 10/11/2011 54 USING ACROBAT X STANDARD Creating PDFs Convert Document Information Adds document information from the Properties dialog box of the source file. This setting overrides the printer preferences and settings in the Advanced panel of the Adobe PDF Settings dialog box. Note: The Advanced Settings button opens the Adobe PDF Settings dialog box, which contains many additional conversion options. These conversion settings apply to all Acrobat features that create PDFs, such as Acrobat Distiller, PDFMaker, and the Acrobat application itself. Create PDF/A Compliant PDF File Creates the PDF so that it conforms to this ISO standard for long-term preservation of electronic documents. (In the Microsoft Publisher application alone, PDFMaker does not support the PDF/A standard.) Note: When Conversion Settings are opened from within Word, Excel, or PowerPoint, this option specifies PDF/A 1a:2005. When opened from within Access, it specifies PDF/A 1-b:2005. Security tab of the Conversion Settings The settings available for PDFMaker depend on the application in which you’re using PDFMaker. Require A Password To Open The Document When selected, makes the Document Open Password option available, where you enter a password that users must use to open the document. Restrict Editing And Printing Of The Document When selected, makes the other Permissions options available. Change Permissions Password Specifies a password you set that users must use in order to do any allowable printing or editing. Printing Allowed Specifies whether users who use the Permissions Password can print the document and at what resolution. Changes Allowed Specifies what kind of changes users who use the Permissions Password can make. Enable Copying Of Text, Images, And Other Contents Prevents or allows users from copying from the PDF. Enable Text Access For Screen Reader Devices For The Visually Impaired Prevents or allows screen reader devices to read text. (Selected by default.) Enable Plaintext Metadata Specifies whether the search engine can read the document metadata. Available only when the PDF-compatibility is set to Acrobat 6.0 (PDF 1.5) or later. 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. For tips on converting Word documents to PDFs, see Troubleshooting PDF-creation issues in Microsoft Word at www.acrobatusers.com/tutorials/troubleshooting-pdf-creation-issues-microsoft-word. More Help topics “View PDFMaker conversion settings” on page 53 “Application-specific PDFMaker settings” on page 58 Convert Excel files to PDF 1 Open a file in Excel. 2 Optionally, select the cells to convert. Last updated 10/11/2011 55 USING ACROBAT X STANDARD Creating PDFs 3 Do one of the following: • (Office 2003 or earlier) From the Adobe PDF menu, select one of the Convert To Adobe PDF options. • (Office 2007 or 2010) From the Acrobat ribbon, select one of the Create options. 4 In the Acrobat PDFMaker dialog box, select a Conversion Range, then click Convert To PDF. 5 In the Save Adobe PDF File As dialog box, specify a filename and location for the PDF. 6 Optionally, click the Options button to change the conversion settings. 7 Click Save to create the PDF. Convert Word and PowerPoint files to PDF 1 Open a file in Word or PowerPoint. 2 Optionally, select objects and text (Word) or slides (PowerPoint), as needed. 3 Do one of the following: • (Office 2003 or earlier) From the Adobe PDF menu, select one of the Convert To Adobe PDF options. • (Office 2007 or 2010) From the Acrobat ribbon, select Create PDF, Create And Attach to Email, or Create And Send For Review. 4 In the Save Adobe PDF File As dialog box, specify a filename and location for the PDF. 5 Optionally, click the Options button to change the conversion settings. 6 Select a Page Range (Word) or Slide Range (PowerPoint). The Selection option is available only if you have selected content in the file. 7 Click OK, then click Save to create the PDF. 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. More Help topics “Application-specific PDFMaker settings” on page 58 Specify whether email messages become merged PDFs or PDF Portfolios 1 Do one of the following: • (Outlook) Choose Adobe PDF > Change Conversion Settings. • (Lotus Notes) Choose Actions > Change Adobe PDF Conversion Settings. Last updated 10/11/2011 56 USING ACROBAT X STANDARD Creating PDFs 2 Do one of the following: • To convert and merge email messages into a PDF as sequential pages of one document, deselect Output Adobe PDF Portfolio When Creating A New PDF File. • To assemble converted email messages as components of a PDF Portfolio, select Output Adobe PDF Portfolio When Creating A New PDF File. Convert an open email message to PDF (Outlook) ❖ Choose Adobe PDF > Convert To Adobe PDF. You can also convert a different file to PDF from within an open Outlook email message if the Attach As Adobe PDF toolbar is shown. Clicking this button opens a series of dialog boxes for selecting and saving the new PDF and also starts Acrobat, if it is not already running. The resulting PDF is attached to the open email message. Convert email messages to a new PDF 1 In Outlook or Lotus Notes, select the individual email messages. 2 Do one of the following: • (Outlook) Choose Adobe PDF > Convert Selected Messages > Create New PDF. • (Lotus Notes) Choose Actions > Convert Selected Messages To Adobe PDF. 3 In the Save Adobe PDF As dialog box, select a location, type a filename, and click Save. Add email messages or folders to an existing PDF 1 In Outlook or Lotus Notes, select the individual email messages or folders. 2 Do one of the following: • (Outlook) Choose Adobe PDF > Convert Selected Messages > Append To Existing PDF, or Adobe PDF > Convert Selected Folders > Append To Existing PDF. Note: If you have already created one or more PDF Portfolios, you can choose from recently created PDF Portfolios in addition to the Append To Existing PDF option. • (Lotus Notes) Choose Actions > Append Selected Message(s) To Existing Adobe PDF, or Actions > Append Selected Folder(s) To Existing Adobe PDF. 3 Locate and select the PDF or PDF Portfolio to which you want to add the converted emails, and click Open. Important: Do not type a new name for the PDF. If you do, a warning message appears telling you that the PDF was not found. Click OK, and select a PDF without changing its name. 4 (Outlook only) If a message appears, alerting you that the existing PDF was created using an earlier version of PDFMaker, do one of the following: • To create a PDF Portfolio from the original PDF archive, click Yes, and select a name and location for the new archive. (The default name adds _Portfolio to the original PDF filename.) When the conversion is complete and the Creating Adobe PDF dialog box closes, the new archive opens in Acrobat. • Click No to cancel the process. Note: For PDF Portfolios of email converted or migrated in Acrobat 8 or later, only new messages—that is, messages that are not already part of the PDF Portfolio—are appended. Last updated 10/11/2011 57 USING ACROBAT X STANDARD Creating PDFs Convert email folders to a new PDF PDFMaker can convert multiple folders to PDF in one procedure. It is not necessary to select the folders at the beginning of the process because you can select them in a dialog box that appears automatically. 1 Do one of the following: • (Outlook) Choose Adobe PDF > Convert Selected Folders > Create New PDF. • (Lotus Notes) Choose Actions > Convert Selected Folder(s) To Adobe PDF. 2 In the Convert Folder(s) To PDF dialog box, select the folders. Then select or deselect the Convert This Folder And All Sub Folders option. 3 In the Save Adobe PDF File As, select a location and name for the PDF Portfolio. When the conversion is complete, the new PDF opens in Acrobat. Set up automatic email archiving 1 Do one of the following: • (Outlook) Choose Adobe PDF > Setup Automatic Archival. • (Lotus Notes) Choose Actions > Setup Automatic Archival. 2 On the Automatic Archival tab of the Acrobat PDFMaker dialog box, select Enable Automatic Archival. Then select options for Frequency and the time of day at which automatic archiving occurs. 3 Select other options, according to your needs: Maintain Log Of Archival Creates a record of each archiving session. Choose File Specifies the name and location of the archiving log. Embed Index For Faster Search Creates an index that you can search to find specific words or characters instead of having to search each individual document. 4 Click Add, and select the email folders and subfolders. Then select or deselect the Convert This Folder And All Sub Folders option, as preferred, and click OK. 5 In the Save PDF Archive File As dialog box, select a name and location for the archived email PDF. Then click Open. 6 Review the settings and the archive folder names listed in the Acrobat PDFMaker dialog box, and do any of the following: • To add other email folders to the list, click Add and select the folder. • To remove folders from the list, select the folders and click Delete. • To change an archive file, select any folder name from the list, click Change Archive File, and specify the name and location. • To start archiving email immediately, click Run Archival Now. Create PDFs from Word mail merges Mail merges from Word generate documents like form letters—for one common example—which are personalized with information like the names and addresses of the individuals to whom they will be sent. With Acrobat PDFMaker, you can save steps by using a Word mail merge document and corresponding data file to output mail merges directly to PDF. You can even set up PDFMaker to attach those PDFs to email messages that are generated during the PDFcreation process. Last updated 10/11/2011 58 USING ACROBAT X STANDARD Creating PDFs Note: For information on setting up files for the Word Mail Merge feature, see Microsoft Office Word Help. 1 In Microsoft Word, open the template that you have created as the basis of your mail merge, or create the file using the Word Mail Merge toolbar and Mail Merge wizard, as needed. Important: Do not complete the mail merge in Word. Instead, set up and preview the mail merge as usual, so that you can verify that the merge will work correctly. 2 Do one of the following: • Choose Adobe PDF > Mail Merge To Adobe PDF. • Click the Mail Merge To Adobe PDF button on the Mail Merge toolbar (View > Toolbars > Mail Merge). • (Word 2007) From the Acrobat ribbon, click Mail Merge. 3 In the Acrobat PDFMaker - Mail Merge dialog box, select the options you want: • To specify which records in the data file will be imported into the merged files, select All or Current, or enter a range of pages by typing in the From and To boxes. • To name the PDF that will be created, type in the Specify PDF File Name box. Note: The PDF will be named using this text plus a series of numbers. For example, if you type JulyLetter in the Specify PDF File Name box, the mail-merged PDFs might appear as JulyLetter_0000123, JulyLetter_0000124, JulyLetter_0000125, and so forth. 4 For Automatically Send Adobe PDF Files By Email, do one of the following: • To create and save merged PDFs for printing or sending later in email, leave the option unselected, and click OK. • To create merged PDFs and attach each one to an email message to the appropriate recipient, select this check box, and fill in the other Email options. 5 When the Browse For Folder dialog box appears, navigate to the location you want to use and click OK. Status indicators appear as PDFMaker generates the individual PDFs, which takes an amount of time that is proportional to the complexity of the merge and the number of PDFs you create. 6 If you selected Automatically Send Adobe PDF Files By Email, a dialog box appears asking for your email profile. Enter the appropriate information and click OK. When the job is finished, a message appears, telling you that the process was successful. Email options for PDF mail merges To Use the pop-up menu to select the field or column in the associated data file that contains the email addresses in each individual’s record. Subject Line Type the text that you want to appear in the subject line of each message. Message Type to add or edit text that you want to appear in the body of the email messages. Application-specific PDFMaker settings The conversion settings available in one PDFMaker-enabled application may be different from those settings you would encounter within a different application. Some PDFMaker settings are common to several or most applications. Some options are unique to a specific application. Last updated 10/11/2011 59 USING ACROBAT X STANDARD Creating PDFs More Help topics “Adobe PDF conversion settings” on page 69 “Convert web pages to PDF in Internet Explorer and Firefox (Windows)” on page 62 “Convert Microsoft Word, PowerPoint, and Excel files to PDF” on page 54 Settings tab options available from within most applications The following settings appear on the Settings tab available from within most PDFMaker-enabled applications. Attach Source File Includes the document being converted as an attachment to the PDF. Create Bookmarks Converts certain elements in original Office documents to PDF bookmarks: Word headings, Excel worksheet names, or PowerPoint titles. Selecting this option overrides any settings on the Bookmarks tab of the Conversion Settings dialog box. Note: In Microsoft Publisher 2003 documents, PDFMaker includes Publisher headings as bookmarks in the PDF. PDFMaker does not support the conversion of Publisher 2002 bookmarks, links, transparency, or crop marks and bleed marks. Add Links Includes active links and hypertext in the PDF. Note: If this option is deselected, but the recipient of the PDF has the Create Links From URLs preference selected, URLs in the PDF are still active. For more information, see “Preferences for viewing PDFs” on page 14. Enable Accessibility And Reflow With Tagged Adobe PDF Embeds tags in the PDF. Excel-specific options on the Settings tab Convert Comments Converts user-created Excel comments to notes and lists them in the Acrobat Comments panel. Fit Worksheet To A Single Page Adjusts the size of each worksheet so that all the entries on that worksheet appear on the same page of the PDF. Fit To Paper Width Adjusts the width of each worksheet so that all the columns on that worksheet appear on one page in the PDF. Prompt For Selecting Excel Sheets Opens a dialog box at the beginning of the file conversion process. In this dialog box, you can specify which worksheets are included in the PDF and the order in which the sheets appear in the PDF. PowerPoint-specific options on the Settings tab Convert Multimedia Converts linked audio-video files to an FLV file and embeds it in the PDF. Preserve Animation (PowerPoint 2003 only) Converts any animation effects in the PowerPoint file to equivalent animations in the PDF. This option is not available in PowerPoint 2007 or later. Preserve Slide Transitions Converts PowerPoint slide transition effects to PDF transition effects. Convert Hidden Slides To PDF Pages Converts any PowerPoint slides that are not seen in the usual playing of the presentation to PDF pages. Convert Speaker Notes Converts any speaker notes for the PowerPoint presentation into Text notes in the PDF. Use PowerPoint Printer Settings (PowerPoint 2003 only) Uses the same printer settings in the PDF as in the original file. This option is not available in PowerPoint 2007 or later. Last updated 10/11/2011 60 USING ACROBAT X STANDARD Creating PDFs Email-specific options on the Settings tab The following options appear when you open the PDFMaker settings from within Microsoft Outlook or Lotus Notes. Compatibility Sets the compatibility level of the PDF. Use the most recent version (in this case, version 1.7 ADBE-3) to include all the latest features and functionality. If you’re creating PDFs that are distributed widely, choose an earlier level to ensure that all users can view and print the document. Attachments Indicates whether all files attached to email messages are included in the PDF. Output Adobe PDF Portfolio When Creating A New PDF File When selected, always converts individual messages as component files of a PDF Portfolio. When deselected, merges individual messages as separate pages of a PDF. Do Not Include Folder Name Information When selected, excludes mail folder names from PDFs. Embed Index For Faster Search Creates an embedded index, which speeds up searches, especially when you convert large numbers of email messages or message folders. Block Download Of External Content When selected, prevents the downloading of any external Internet content, such as images, CSS, and JavaScript. Page Layout options Specifies page properties, like the properties found in the Print dialog box: page dimensions, orientation, and margins. Show This Number Of Recent Archives (Outlook only) When converting email messages and folders, the Adobe PDF > [Convert Selected Messages and Convert Selected Folders] menus can list recently created PDFs to append. This option specifies the maximum number of PDFs to list in the menus. Show “Attach As Adobe PDF” Buttons If selected, the Attach As Adobe PDF button appears in the Outlook email message window. Word tab settings (Microsoft Word) Convert Displayed Comments To Notes In Adobe PDF Changes any Word comment entries to PDF comments. If the currently open Word document contains comments, more options appear in the Comments list on this tab: • Reviewer Lists the names of reviewers who have entered comments in the current Word document. • Include When deselected, does not include the comments in the PDF. • Notes Open Specifies whether the PDF comment windows automatically open or are closed for that reviewer’s comments. • Color Shows the color for that reviewer’s comment icons. Clicking the color icon repeatedly cycles through a limited set of available colors. • # Of Comments Shows the number of comments that the reviewer made. Convert Cross-References And Table Of Contents To Links (Word 2002 and 2003 only) Enables one-click navigation of these elements in the new PDF. This option is not available in Word 2007. Convert Footnote And Endnote Links Integrates these into the PDF. Enable Advanced Tagging Integrates this into the PDF. For tips on converting Word documents to PDFs, see Troubleshooting PDF-creation issues in Microsoft Word at www.acrobatusers.com/tutorials/troubleshooting-pdf-creation-issues-microsoft-word. Bookmarks tab settings (Microsoft Word) The options you specify on this tab determine which items are converted into PDF bookmarks in the PDF. Last updated 10/11/2011 61 USING ACROBAT X STANDARD Creating PDFs Important: To include bookmarks in the conversion process, the Add Bookmarks To Adobe PDF option on the Settings tab must be selected. If you deselect that option, it overrides any options you select on this tab and no bookmarks are created. Convert Word Headings To Bookmarks Selects all the headings in the Elements list for conversion to PDF bookmarks. Convert Word Styles To Bookmarks Selects all the text styles in the Elements list for conversion to PDF bookmarks. (Unselected by default.) Convert Word Bookmarks Converts any user-created Word bookmarks to PDF bookmarks. Element list Specifies which Word headings and styles are converted to PDF bookmarks. • Element Lists the names of all available Word headings and styles. The icons for Headings indicate the element types. and Styles • Type Also indicates whether the element is a heading or style in the Word document. • Bookmark Displays X’s, indicating whether individual elements are converted to PDF bookmarks. Clicking an individual Bookmark option changes the selection status for that element. • Level Specifies where the element fits in the hierarchy structure of the PDF Bookmarks panel. Clicking an individual Level number opens a menu that you can use to change the value. Note: When some but not all of the available Word headings and styles are selected for conversion to PDF bookmarks, the marker in the corresponding check boxes at the top of the tab change. If all elements of the type are selected, a check mark appears. If only some of the elements of that type are selected, a colored square appears. Otherwise, the check box is empty. Converting web pages to PDF Web pages and PDFs The core of a web page is a file written in Hypertext Markup Language (HTML). Typically, the HTML file includes associations with other files that either appear on the web page or govern how it looks or works. When you convert a web page to PDF, the HTML file and all associated files—such as JPEG images, Adobe FLA files, cascading style sheets, text files, image maps, and forms—are included in the conversion process. The resulting PDF behaves much like the original web page. For example, the images, links, image maps, and most media files appear and function normally within the PDF. (Animated GIF files appear as still images, showing the last frame of the animation.) Also, the PDF functions like any other PDF. For example, you can navigate through the file by scrolling or using bookmarks; users can add comments to it; you can add security, form fields, and other features that enhance it. In preparing to convert web pages to PDF, consider the following factors, which affect how you approach the conversion process: • How much do you want to convert? If you want to convert only selected areas of the currently open web page, use PDFMaker from within Internet Explorer. If you want to convert several levels or all of a multipage website to PDF, work within Acrobat. • Do you want to create a new PDF from the web pages or to append the converted pages to an existing PDF? You can do both in either Acrobat or Internet Explorer, but you choose different buttons or commands to accomplish these things. Last updated 10/11/2011 62 USING ACROBAT X STANDARD Creating PDFs Note: To convert Chinese, Japanese, and Korean (CJK) language web pages to PDF on a Roman (Western) system in Windows, you must have installed the CJK language support files while installing Acrobat. Also, it is preferable to select an appropriate encoding from the HTML conversion settings. Convert web pages to PDF in Internet Explorer and Firefox (Windows) Acrobat installs an Adobe PDF toolbar in Internet Explorer (version 7.0 or later) and Firefox (version 3.5 or later). Using the commands on this toolbar, you can convert the currently displayed web page to PDF in various ways. For example, you can convert the entire web page or selected areas of it. Or, you can create a PDF or append the converted web page to an existing PDF. The toolbar has additional commands that initiate further actions after conversion, such as attaching the new PDF to a new email message or printing it. A menu on the PDF toolbar provides easy conversion and print capabilities. See the video Creating PDF Files from a Web Browser for additional information. More Help topics “Web page conversion options” on page 65 Convert a web page to PDF 1 In Internet Explorer or Firefox, go to the web page. 2 Using the Convert menu on the Adobe PDF toolbar, do one of the following: Note: If you don’t see the Adobe PDF toolbar, choose View > Toolbars > Adobe PDF (Internet Explorer) or View > Toolbars > Adobe Acrobat - Create PDF (Firefox). • To create a PDF from the currently open web page, choose Convert Web Page To PDF. Then select a location, type a filename, and click Save. • To add a PDF of the currently open web page to another PDF, choose Add Web Page To Existing PDF. Then locate and select the existing PDF, and click Save. • To create and print a PDF from the currently open web page, choose Print Web Page. When the conversion is complete and the Print dialog box opens, specify options and click OK. • To create a PDF from the currently open web page and attach it to a blank email message, choose Convert Web Page And Email. Then specify a location and filename for the PDF, and click Save. Type the appropriate information in the email message that opens after the conversion is complete. • For any of these options, to open the output PDF after conversion, select View Adobe PDF Results. Convert part of a web page to PDF 1 Drag the pointer to select text and images on a web page. Last updated 10/11/2011 63 USING ACROBAT X STANDARD Creating PDFs 2 Right-click on the selected content and choose one of the following: • To create a new PDF, choose Convert To Adobe PDF. Then select a name and location for the PDF. • To append the selected content to another PDF, choose Append To Existing PDF. Then locate and select the PDF to which the selection will be added. Convert selected areas in a web page to PDF (Internet Explorer only) You can use the Select option to select specific areas on a web page to convert. You can use this option to convert meaningful content on a web page and omit unwanted content, such as advertisements. 1 On the Adobe PDF toolbar, click Select . 2 As you move the pointer around the web page, a red dotted line indicates areas of the web page that you can select. Click the areas to convert. Selected areas appear in blue boxes. To deselect an area, click it again. 3 Proceed with conversion as usual. 4 To deselect all areas and exit Select mode, click Select again. Convert a linked web page to PDF ❖ In the open web page, right-click the linked text and choose one of the following: • To add the linked web page to an existing PDF, choose Append Link Target To Existing PDF. Then locate and select the existing PDF, and click Save. • To convert the linked web page to a new PDF, choose Convert Link Target To Adobe PDF. Note: The right-click menu also includes the options Append To Existing PDF and Convert To Adobe PDF. If you select either of these options, the currently open web page, not the selected link, is converted. Convert web pages to PDF in Acrobat Although you can convert an open web page to PDF from Internet Explorer or Firefox, you get additional options when you run the conversion from Acrobat. For example, you can include an entire website in the PDF or just some levels of a website. More Help topics “Asian language PDFs” on page 35 “Web page conversion options” on page 65 Convert a web page to PDF 1 Choose File > Create > PDF from Web Page. 2 Enter the complete path to the web page, or click Browse and locate an HTML file. 3 To change the number of levels in the website to convert, expand Capture Multiple Levels. Enter the number of levels to include, or select Get Entire Site to include all levels from the website. Note: Some websites have hundreds or even thousands of pages. Converting a large website can make your system slow and unresponsive, and can even use up available hard drive space and memory, causing a system crash. It’s a good idea to begin by downloading one level of pages and then go through them to find particular links to download. 4 If Get Only N Level(s) is selected, select one or both of the following options: Stay On Same Path Downloads only web pages subordinate to the specified URL. Last updated 10/11/2011 64 USING ACROBAT X STANDARD Creating PDFs Stay On Same Server Downloads only web pages stored on the same server. 5 Click Settings, change the selected options in the Web Page Conversion Settings dialog box as needed, and click OK. 6 Click Create. Note: You can view PDF pages while they are downloading; however, you cannot modify a page until the download process is complete. 7 If you closed the Download Status dialog box, choose Tools > Document Processing > Web Capture > Bring Status Dialogs To Foreground to see the dialog box again. Add an unlinked web page to an existing PDF Use this procedure to append pages to a writable PDF. If the original PDF is read-only, the result will be a new PDF rather than new pages in the existing PDF. 1 Open the existing PDF in Acrobat (the PDF to which you want to append a web page). 2 Choose Tools > Document Processing > Web Capture > Add To PDF From Web Page. 3 Enter the URL to the web page you want to append and select options, as described for converting web pages to PDF, and then click Create. Add a linked web page to an existing PDF 1 Open the previously converted PDF in Acrobat. If necessary, scroll to the page containing links to the pages you want to add. 2 Do one of the following: • Right-click the web link, and choose Append To Document. • Choose Tools > Document Processing > Web Capture > View Web Links. The dialog box lists all the links on the current page or on the tagged bookmark’s pages. Select the linked pages to add. Click Properties to set the download options, as needed, and then click Download. • Choose Tools > Document Processing > Web Capture > Append All Links On Page. Note: After pages have been converted, links to these pages change to internal links, and clicking a link takes you to the PDF page, rather than to the original HTML page on the web. Convert a linked web page to a new PDF 1 Open the previously converted PDF in Acrobat. If necessary, scroll to the page containing a web link you want to convert. 2 Right-click the web link, and choose Open Weblink As New Document. Note: In Windows, you can also convert a linked page from a web page displayed in Internet Explorer or Firefox, using a similar right-click command. Copy the URL of a web link Use this procedure to copy the path for a web link to the clipboard, to use it for other purposes. 1 Open the previously converted PDF in Acrobat. If necessary, scroll to the page containing links to the pages you want to copy. 2 Right-click the web link and choose Copy Link Location. Last updated 10/11/2011 65 USING ACROBAT X STANDARD Creating PDFs Change web page conversion options The settings for converting web pages to PDF apply to the conversion process. The settings changes do not affect existing PDFs. 1 Do one of the following: • From Internet Explorer or Firefox, in the Adobe PDF toolbar, choose Convert > Preferences. • From Acrobat, choose File > Create > PDF from Web Page, and then click Settings. 2 On the General tab, select options under Conversion Settings and PDF Settings, as needed. Click the Settings button to see additional options for the selected File Type. 3 On the Page Layout tab, select options for page size, orientation, and scaling, as needed. Web page conversion options The Web Page Conversion Settings dialog box is available from within Internet Explorer, Firefox, and Acrobat. General tab Conversion Settings Specifies the conversion settings for HTML and Text. Choose a file type and click Settings to select the font properties and other characteristics. Create Bookmarks Creates a tagged bookmark for each converted web page using the page title (HTML Title element) as the bookmark name. If the page has no title, the URL is used as the bookmark name. Create PDF Tags Stores a structure in the PDF that corresponds to the HTML structure of the web pages. This structure lets you create tagged bookmarks for paragraphs, list elements, and other items that use HTML elements. Place Headers And Footers On New Page Places a header and footer on every page. Headers show the web page title, or if no title is available, the web page URL or file path. Footers show the web page URL or file path, and the date and time of the download. Page Layout tab The Page Layout options specify a selection of page sizes and options for width, height, margin measurements, and page orientation. The Scaling options are as follows: Scale Wide Contents To Fit Page Rescales the contents of a page, if necessary, to fit the width of the page. If this option is not selected, the paper size adjusts to fit the contents of the page, if necessary. Switch To Landscape If Scaled Smaller Than Changes the page orientation to landscape if the new version of a page is less than the specified percentage of the original size. Available only if you selected portrait orientation. HTML Conversion Settings This dialog box opens when you select HTML on the General tab of the Web Page Conversion Settings dialog box and then click the Settings button. Default Encoding Lets you specify the following options: • Default Encoding Sets the input encoding of the file text from a menu of operating systems and alphabets. • Always Ignores any encoding that is specified in the HTML source file and uses the selection shown in the Default Encoding option. Last updated 10/11/2011 66 USING ACROBAT X STANDARD Creating PDFs • When Page Doesn’t Specify Encoding Uses the selection shown in the Default Encoding option only if the HTML source file does not specify a type of encoding. Language Specific Font Settings Use these settings to change the language script, body text typeface, and base typeface size. Default Colors Sets the default colors for text, page backgrounds, and web links. Click the color button to open a palette and select the color. To use these colors in the PDF, select Force These Settings For All Pages. When this option is unselected, the default colors are applied only for pages that don't have a specified color scheme. Multimedia Content Determines whether to disable multimedia capture, embed multimedia files when possible, or link to multimedia (such as SWF files) by URL. Retain Page Background Specifies whether to display colors and tiled images in page backgrounds and colors in table cells. If options are deselected, converted web pages sometimes look different than they do in a web browser, but are easier to read when printed. Convert Images Includes images in the conversion to PDF. Underline Links Underlines textual web links on the pages. Text Settings Input Encoding Sets the input encoding of the text for a file. Language Specific Font Settings Use these settings to change the language script, body text typeface, and base typeface size. Default Colors Sets the default colors for text and page backgrounds. Click the color button to open a palette, and select the color. Wrap Lines At Margin Inserts a soft return when the text reaches the edge of the text area on the page. Creating PDFs with Acrobat Distiller Acrobat Distiller overview In Acrobat Distiller, you can select settings used to convert documents to PDFs, security options, and font information. You also use the Acrobat Distiller window to monitor the jobs you’ve lined up for PDF conversion. Last updated 10/11/2011 67 USING ACROBAT X STANDARD Creating PDFs A B C D E F Acrobat Distiller main window (Windows) A. Menus B. Adobe PDF settings files C. Files in job queue D. Failed job E. Context menu F. Status window To start Acrobat Distiller, choose Adobe Acrobat Distiller X from the Start menu. Manage the conversion queue Distiller lets you queue PostScript files that you create in authoring applications and then monitor them throughout the PDF conversion process. Queue a PostScript file 1 In Distiller, select an Adobe PDF settings file from the Default Settings pop-up menu. 2 (Optional) Choose Settings > Security and select an encryption level. 3 Open the PostScript file and start the conversion process, using either method: • Choose File > Open, select a PostScript file, and click Open. • Drag one or more PostScript files from the desktop to the Acrobat Distiller window. Click Pause before doing step 3 if you want to review the queue before Distiller starts converting the files. Change the queue during processing Do any of the following: • To temporarily stop processing the current job, click Pause. • To resume processing the current job, click Resume. Last updated 10/11/2011 68 USING ACROBAT X STANDARD Creating PDFs • To delete files from the queue, click Cancel Job. Cancel Jobs deletes all files from the queue that are not yet successfully completed. Or (Windows only), select and right-click individual files in the job queue and choose Cancel Job(s) to delete only those files. • (Windows only) To open the folder where the selected files are, right-click the job queue and choose Explore. • (Windows only) To open the selected PDF in Acrobat, a browser, or Reader, right-click the job queue and choose View. Or, double-click the PDF to open it in Acrobat. Save a history of the job queue (Windows) ❖ Right-click the job queue, and choose Save List. Distiller saves and opens the history as a PDF. Clear the queue Remove all paused and successfully converted files from the list: • (Windows) Right-click the job queue, and choose Clear History. • (Mac OS) Click the Clear List button above the queue. Distiller preferences The Distiller preferences control global Distiller settings. You set Distiller preferences by choosing File > Preferences (Windows) or Distiller > Preferences (Mac OS). (Windows) Notify When Windows TEMP Folder Is Nearly Full Warns you if available hard disk space is less than 1 MB. Required hard disk space is often double the size of the PostScript file being processed. Ask For PDF File Destination Lets you specify the name and location for files when using drag-and-drop or the Print command. Ask To Replace Existing PDF File Warns you if you are about to overwrite an existing PDF. View PDF When Using Distiller Automatically opens the converted PDF. Delete Log Files For Successful Jobs Creates a log file (named messages.log) only if there are messages from interpreting the PostScript file or if a PostScript error occurs. (Log files for failed jobs are always created.) Guidelines for creating PostScript files If you want to fine-tune the creation of the PDF with Distiller parameters or pdfmark operators, first create a PostScript file and then convert that file to PDF. For more information about the Adobe Acrobat X SDK, see the Acrobat Developer Center at www.adobe.com/go/learn_acr_devcenter_en (English only). In authoring applications such as Adobe InDesign, use the Print command with the Adobe PDF printer to convert a file to PostScript. The Print dialog boxes can vary from application to application. For instructions on creating a PostScript file from your specific application, see the application documentation. Keep in mind the following guidelines when creating PostScript files: • Use PostScript Language Level 3 whenever possible to take advantage of the most advanced features of PostScript. • Use the Adobe PDF printer as your PostScript printer. • (Windows) Send the fonts used in the document. • Give a PostScript file the same name as the original document, but with the extension .ps. (Some applications use a .prn extension instead.) Last updated 10/11/2011 69 USING ACROBAT X STANDARD Creating PDFs • Use color and custom page sizes that are available with the Acrobat Distiller PPD file. Other PPD files may cause inappropriate colors, fonts, or page sizes in the PDF. • Send PostScript files as 8-bit binary data when using FTP to transfer the files between computers, especially if the platforms are different. This action prevents converting line feeds to carriage returns or vice versa. Adobe PDF conversion settings Choose an Adobe PDF preset for converting files 1 Do one of the following: • Start Acrobat Distiller. • In an Adobe Creative Suite® application, choose File > Print, select Adobe PDF as the target printer, and click Properties. • (Windows) In Office 2007 or later applications, choose Acrobat > Preferences. • (Windows) In another authoring application or utility, choose Adobe PDF > Change Conversion Settings. 2 Choose a preset from the Default Settings (or Conversion Settings) menu. Adobe PDF presets A PDF preset is a group of settings that affect the process of creating a PDF. These settings are designed to balance file size with quality, depending on how the PDF are used. Most predefined presets are shared across Adobe Creative Suite applications, including InDesign, Illustrator, Photoshop, and Acrobat. You can also create and share custom presets for your unique output requirements. A saved PDF preset file has the suffix .joboptions. A few of the following presets are not available until you move them from the Extras folder (where they installed by default) to the Settings folder for custom settings. Important: Acrobat Standard does not include the Extras folder. The presets installed in the Extras folder are only available in Acrobat Pro. Typically, the Extras and Settings folders for default settings are found at the following locations. • (Windows XP) Documents and Settings/All Users/Application Data/Adobe/Adobe PDF • (Vista or Windows 7) ProgramData/Adobe/Adobe/Adobe PDF The default settings files installed with Distiller are Read Only and Hidden. The custom settings are found in the following locations: • (Windows XP) Documents and Settings/[username]/Application Data/Adobe/Adobe PDF/Settings • (Vista or Windows 7) Users/[username]/AppData/Roaming/Adobe/Adobe PDF/Settings Some presets are not available in some Creative Suite applications. Review your PDF settings periodically. The settings do not automatically revert to the default settings. Applications and utilities that create PDFs use the last set of PDF settings defined or selected. High Quality Print Creates PDFs for quality printing on desktop printers and proofing devices. This preset uses PDF 1.4, downsamples color and grayscale images to 300 ppi and monochrome images to 1200 ppi. It also embeds subsets of all fonts, leaves color unchanged, and does not flatten transparency (for file types capable of transparency). These PDFs can be opened in Acrobat 5.0 and Acrobat Reader 5.0 and later. Last updated 10/11/2011 70 USING ACROBAT X STANDARD Creating PDFs PDF/A-1b: 2005 (CMYK and RGB) Used for long-term preservation (archival) of electronic documents. PDF/A-1b uses PDF 1.4 and converts all colors to either CMYK or RGB, depending on which standard you choose. These PDFs can be opened in Acrobat and Reader versions 5.0 and later. Press Quality Creates PDF files for high-quality print production (for example, for digital printing or for color separations to an imagesetter or platesetter). However, it does not create files that are PDF/X compliant. In this case, the quality of the content is the highest consideration. The objective is to maintain all the information in a PDF file that a commercial printer or print service provider requires to print the document correctly. This set of options uses PDF 1.4, converts colors to CMYK, and downsamples color and grayscale images to 300 ppi and monochrome images to 1200 ppi. It embeds subsets of all fonts and preserves transparency (for file types capable of transparency). These PDF files can be opened in Acrobat 5.0 and Acrobat Reader 5.0 and later. Note: Before creating a PDF file to send to a commercial printer or print service provider, find out what output resolution and other settings are required. Or, ask for a .joboptions file with the recommended settings. You sometimes must customize the Adobe PDF settings for a particular provider and then provide a .joboptions file of your own. Smallest File Size Creates PDF files for displaying on the web or an intranet, or for distribution through an email system. This set of options uses compression, downsampling, and a relatively low image resolution. It converts all colors to sRGB, and (for Adobe Acrobat Distiller-based conversions) does not embed fonts. It also optimizes files for byte serving. These PDF files can be opened in Acrobat and Reader 6.0 and later. Standard Creates PDF files to be printed to desktop printers or digital copiers, published on a CD, or sent to a client as a publishing proof. This set of options uses compression and downsampling to keep the file size down. However, it also embeds subsets of all (allowed) fonts used in the file, converts all colors to sRGB, and prints to a medium resolution. Windows font subsets are not embedded by default. PDF files created with this settings file can be opened in Acrobat and Reader 6.0 and later. About PDF/X, PDF/E, and PDF/A standards PDF/X, PDF/E, and PDF/A standards are defined by the International Organization for Standardization (ISO). PDF/X standards apply to graphic content exchange; PDF/E standards apply to the interactive exchange of engineering documents; PDF/A standards apply to long-term archiving of electronic documents. During PDF conversion, the file that is being processed is checked against the specified standard. If the PDF does not meet the selected ISO standard, you are prompted to either cancel the conversion or create a non-compliant file. The most widely used standards for a print publishing workflow are several PDF/X formats: PDF/X-1a, PDF/X-3, and (in 2008) PDF/X-4. The most widely used standards for PDF archiving are PDF/A-1a and PDF/A-1b (for less stringent requirements). Currently, the only version of PDF/E is PDF/E-1. For more information on PDF/X, PDF/E, and PDF/A, see the ISO and AIIM websites. For details on creating and working with PDF/A files, see www.adobe.com/go/learn_acr_pdfa_en. Customize Adobe PDF settings You may want to create custom conversion settings for certain jobs or output devices. The selections you make determine such things as whether the document fonts are embedded and subsetted at 100%, how vector objects and images are compressed and/or sampled, and whether the resulting PDF includes high-end printing information such as OPI (Open Prepress Interface) comments. Default settings files cannot be modified, but can be duplicated to help create new settings files. Last updated 10/11/2011 71 USING ACROBAT X STANDARD Creating PDFs Note: If the PDF is intended for high-end printing, ask your service provider for their custom .joboptions file with the recommended output resolution and other settings. This way, the PDF you give them will have characteristics optimized for your print workflow. Create a custom Adobe PDF settings file 1 Do one of the following: • In Acrobat Distiller, select one of the predefined sets of options from the Default Settings menu to use as a starting point, and then choose Settings > Edit Adobe PDF Settings. • In authoring applications or utilities, select Adobe PDF as the target printer—typically in the Page Setup or Print dialog boxes—and click Properties. • (Windows) In the Acrobat PDFMaker dialog box, click Advanced Settings in the Settings tab. Note: In Windows, you can switch to a different preset from within the Adobe PDF Settings dialog box. To do this, select Show All Settings at the bottom left and then select a preset from the list on the left. A B Adobe PDF Settings dialog box (Windows) A. Predefined Adobe PDF settings B. Options panel 2 Select panels one at a time, and make changes as needed. 3 Save your customized preset in one of the following ways: • Click OK to save a duplicate of the custom preset file, which will automatically be renamed. For example, if you edit the Press Quality preset, your first customized version appears as Press Quality (1). • Click Save As, type a new descriptive name for the file, and click Save. The custom file is saved in (Windows) /Documents and Settings/[user name]/Application Data/Adobe/Adobe PDF/Settings, (Vista) User/[user name]/AppData/Roaming/Adobe/Adobe PDF/Settings, or (Mac OS) Users/[user name]/Library/Application Support/Adobe/PDF/Settings. Delete custom Adobe PDF settings files 1 In Acrobat Distiller, choose Settings > Remove Adobe PDF Settings. 2 Select the custom file and click Remove. 3 Repeat step 2 as needed, and then click Cancel to close the Remove Adobe PDF Settings dialog box. Last updated 10/11/2011 72 USING ACROBAT X STANDARD Creating PDFs Adobe PDF settings The Adobe PDF Settings dialog box in Acrobat Distiller contains panels of options that you can select to customize your PDF output. More Help topics “Find PostScript font names” on page 82 General panel options Use this panel to select a version of Acrobat for file compatibility and other file and device settings. Compatibility Sets the compatibility level of the PDF. Use the most recent version (in this case, version 1.7) to include all the latest features and functionality. If you’re creating PDFs that will be distributed widely, choose an earlier level, to ensure that all users can view and print the document. Object Level Compression Compresses structural information (such as bookmarks, accessibility, and noncompressible objects), making this information neither visible or usable in Acrobat 5.0 or Reader 5.0. Tags Only compresses structural information; Off applies no compression. Auto-Rotate Pages Automatically rotates pages according to the direction of text. • Collectively By File Rotates all pages to match the orientation of the majority of text in the document. • Individually Rotates each page based on the orientation of the text on that page. • Off Prevents pages from rotating. Note: If Process DSC Comments is selected in the Advanced panel and if %%Viewing Orientation comments are included, these comments take precedence in determining page orientation. Binding Specifies whether to display a PDF with left side or right side binding. The Binding setting affects the appearance of pages in the Two-Up Continuous view and the appearance of thumbnails side by side. Resolution Use for PostScript files to emulate resolutions based on the printer they are printing to. Permitted values range from 72 to 4000. Use the default setting unless you plan to print the PDF on a specific printer while emulating the resolution defined in the original PostScript file. Note: Increasing the resolution setting increases file size and may slightly increase the time required to process some files. Pages Specifies which pages to convert to PDF. Embed Thumbnails Embeds a thumbnail preview for each page in the PDF, increasing the file size. Deselect this setting when users of Acrobat 5.0 and later will view and print the PDF; these versions generate thumbnails dynamically each time you click the Pages panel of a PDF. Optimize For Fast Web View Restructures the file for faster access (page-at-a-time downloading, or byte serving) from web servers. This option compresses text and line art, overriding compression selections on the Images panel. Default Page Size Specifies the page size to use when one is not specified in the original file. EPS files give a bounding box size, not a page size. Images panel options The options in the Images panel specify compression and resampling for color, grayscale, and monochrome images. You may want to experiment with these options to find an appropriate balance between file size and image quality. Last updated 10/11/2011 73 USING ACROBAT X STANDARD Creating PDFs The resolution setting for color and grayscale images should be 1.5 to 2 times the line screen ruling at which the file will be printed. The resolution for monochrome images should be the same as the output device, but be aware that saving a monochrome image at a resolution higher than 1500 dpi increases the file size without noticeably improving image quality. Images that will be magnified, such as maps, may require higher resolutions. Note: Resampling monochrome images can have unexpected viewing results, such as no image display. If this happens, turn off resampling and convert the file again. This problem is most likely to occur with subsampling, and least likely with bicubic downsampling. The following table shows common types of printers and their resolution measured in dpi, their default screen ruling measured in lines per inch (lpi), and a resampling resolution for images measured in pixels per inch (ppi). For example, if you were printing to a 600-dpi laser printer, you would enter 170 for the resolution at which to resample images. Printer resolution Default line screen Image resolution 300 dpi (laser printer) 60 lpi 120 ppi 600 dpi (laser printer) 85 lpi 170 ppi 1200 dpi (imagesetter) 120 lpi 240 ppi 2400 dpi (imagesetter) 150 lpi 300 ppi Downsample (Off) Reduces image resolutions that exceed the For Images Above value to the resolution of the output device by combining pixels in a sample area of the image to make one larger pixel. Average Downsampling To Averages the pixels in a sample area and replaces the entire area with the average pixel color at the specified resolution. Subsampling To Replaces an entire area with a pixel selected from that sample area, at the specified resolution. Causes faster conversion time than downsampling, but resulting images are less smooth and continuous. Bicubic Downsampling To Uses a weighted average, instead of a simple average (as in downsampling) to determine pixel color. This method is slowest but produces the smoothest tonal gradations. Compression/Image Quality Applies compression to color, grayscale, and monochrome images. For color and grayscale images, also sets the image quality. Anti-Alias To Gray Smooths jagged edges in monochrome images. Choose 2 bit, 4 bit, or 8 bit to specify 4, 16, or 256 levels of gray. (Anti-aliasing may cause small type or thin lines to look blurry.) Note: Compression of text and line art is always on. To turn it off, set the appropriate Distiller parameter. For details, see the SDK information on the Acrobat Developer Center at www.adobe.com/go/learn_acr_devcenter_en (PDF, English only). Policy Opens the Image Policy dialog box, where you can set processing options for Color, Grayscale, and Monochrome images that are less than the resolutions you specify. For each type of image, enter a resolution value, and then choose Ignore, Warn And Continue, or Cancel Job. Fonts panel options The Fonts options specify which fonts to embed in a PDF, and whether to embed a subset of characters used in the PDF. You can embed OpenType®, TrueType, and PostScript fonts. Fonts that have license restrictions are listed with a lock icon . If you select a font that has a license restriction, the nature of the restriction is described in the Adobe PDF Options dialog box. Note: When you combine PDF files that have the same font subset, Acrobat attempts to combine the font subsets. Embed All Fonts Embeds all fonts used in the file. Font embedding is required for PDF/X compliance. Last updated 10/11/2011 74 USING ACROBAT X STANDARD Creating PDFs Embed OpenType Fonts Embeds all OpenType fonts used in the file, and maintains OpenType font information for advanced line layout. This option is available only if either Acrobat 7.0 (PDF 1.6) or Acrobat 8 (PDF 1.7) is selected from the Compatibility menu in the General panel. Subset Embedded Fonts When Percent Of Characters Used Is Less Than Specifies a threshold percentage if you want to embed only a subset of the fonts. For example, if the threshold is 35, and fewer than 35% of the characters are used, Distiller embeds only those characters. When Embedding Fails Specifies how Distiller responds if it cannot find a font to embed when processing a file. Always Embed To embed only certain fonts, move them into the Always Embed list. Make sure that Embed All Fonts is not selected. Never Embed Move fonts that you do not want to embed to this list. If necessary, choose a different font folder from the pop-up menu to display the font in the font list. Note: Fonts that have license restrictions are listed with a lock icon. If you select a font with a license restriction, the nature of the restriction is described in the Adobe PDF Options dialog box. Add Name If the font you want is not in a font folder, click Add Name. Enter the name of the font, select Always Embed List (or Never Embed List), and click Add. Note: A TrueType font can contain a setting added by the font designer that prevents the font from being embedded in PDF files. Remove Removes a font from the Always Embed or Never Embed list. This action doesn’t remove the font from your system; it removes the reference to the font from the list. Note: Acrobat does not include the Times, Helvetica, and ZapfDingbats fonts. If you want PDF recipients to view and print these fonts in PDFs that you create, embed the fonts. Color panel options Whether you’re using color management information in the PostScript file, using Distiller CSFs, or defining custom settings, you set all color management information for Distiller on the Color panel of the Adobe PDF Settings dialog box. Settings File Lists color settings, including those used in graphics applications. The None setting lets you edit the Color Management Policies and Working Spaces settings. Color Management Policies Specifies how Distiller converts unmanaged color in a PostScript file when you don’t use a Distiller color settings file. This menu is available when None is selected in the Settings File menu. Note: Color Management Policies values may affect a PDF differently depending on the compatibility setting you choose in the General panel. • Leave Color Unchanged Leaves device-dependent colors unchanged and preserves device-independent colors as the nearest possible equivalent. This is a useful option for print shops that have calibrated their devices, have used that information to specify color in the file, and are only outputting to those devices. • Tag (Or Convert) Everything For Color Management Tags color objects with an ICC profile and calibrates colors, making them device-independent in PDFs compatible with Acrobat 4.0 (PDF 1.3) and later. Converts devicedependent color spaces in images (RGB, Grayscale, and CMYK) to device-independent color spaces (CalRGB, CalGray, and Cie L*a*b) in Acrobat 3.0 (PDF 1.2) compatible PDFs. • Tag (Or Convert) Only Images For Color Management Tags ICC profiles in images only (not text or vector objects), which prevents black text from undergoing any color shift when distilling Acrobat 4.0 (PDF 1.3) compatible PDFs. Converts device-dependent color spaces in images (RGB, Grayscale, and CMYK) to device-independent color spaces (CalRGB, CalGray, and Lab) in Acrobat 3.0 (PDF 1.2) compatible PDFs. Last updated 10/11/2011 75 USING ACROBAT X STANDARD Creating PDFs • Convert All Colors To sRGB (or Convert Everything To CalRGB) Calibrates color, making it device-independent. Converts CMYK and RGB images to sRGB in PDFs compatible with Acrobat 4.0 (PDF 1.3) or later. Converts CMYK and RGB images to calibrated RGB (CalRGB) in Acrobat 3.0 (PDF 1.2) compatible PDFs. Recommended for PDFs that will be used on-screen or with low-resolution printers. • Convert All Colors To CMYK Converts color spaces to DeviceGray or DeviceCMYK according to the options specified in the Working Spaces menu. All Working Spaces must be specified. Document Rendering Intent Choose a method to map colors between color spaces. The result of any particular method depends on the profiles of the color spaces. For example, some profiles produce identical results with different methods. Acrobat shares four rendering intents (Perceptual, Saturation, Relative Colorimetric, and Absolute Colorimetric) with other Creative Suite applications. Acrobat also includes a rendering intent called Preserve, which indicates that the intent is specified in the output device rather than in the PDF. In many output devices, Relative Colorimetric is the default intent. Note: In all cases, intents may be ignored or overridden by color management operations that occur subsequent to the creation of the PDF file. Working Spaces For all Color Management Policies values other than Leave Color Unchanged, choose a working space to specify which ICC profiles are used for defining and calibrating the grayscale, RGB, and CMYK color spaces in distilled PDFs. • Gray Choose a profile to define the color space of all grayscale images in files. The default ICC profile for gray images is Adobe Gray - 20% Dot Gain. Choose None to prevent grayscale images from being converted. • RGB Choose a profile to define the color space of all RGB images in files. The default, sRGB IEC61966-2.1, is recognized by many output devices. Choose None to prevent RGB images from being converted. • CMYK Choose a profile to define the color space of all CMYK images in files. The default is U.S. Web Coated (SWOP) v2. Choose None to prevent CMYK images from being converted. Note: Choosing None for all three working spaces has the same effect as selecting the option Leave Color Unchanged. You can add ICC profiles (such as ones provided by your print service bureau) by placing them in the ICCProfiles folder in the Common folder, the Windows\System\Color folder (Windows), or the System Folder/ColorSync folder (Mac OS). Preserve CMYK Values For Calibrated CMYK Color Spaces When selected, device-independent CMYK values are treated as device-dependent (DeviceCMYK) values, device-independent color spaces are discarded, and PDF/X-1a files use the Convert All Colors To CMYK value. When deselected, device-independent color spaces convert to CMYK, provided that Color Management Policies is set to Convert All Colors To CMYK. Preserve Under Color Removal And Black Generation Retains these settings if they exist in the PostScript file. Black generation calculates the amount of black to use when reproducing a color. Undercolor removal (UCR) reduces cyan, magenta, and yellow to compensate for black generation. Because UCR uses less ink, it’s suitable for uncoated stock. When Transfer Functions Are Found Specifies how to handle transfer functions in PDFs. Transfer functions are used for artistic effect and to correct for the characteristics of a specific output device. • Remove Deletes any applied transfer functions. Applied transfer functions should be removed, unless the PDF is to be output to the same device that the source PostScript file was created for. • Preserve Retains the transfer functions traditionally used to compensate for dot gain or dot loss that may occur when an image is transferred to film. Dot gain or loss occurs when the ink dots that make up a printed image are larger or smaller than in the halftone screen. Last updated 10/11/2011 76 USING ACROBAT X STANDARD Creating PDFs • Apply Applies the transfer function, changing the colors in the file but doesn’t keep it. This method is useful for creating color effects in a file. Preserve Halftone Information Retains any halftone information in files. Halftone information is intended for use with a particular output device. Advanced panel options The Advanced options specify which Document Structuring Conventions (DSC) comments to keep in a PDF and how to set other options that affect the conversion from PostScript. In a PostScript file, DSC comments contain information about the file (such as the originating application, the creation date, and the page orientation) and provide structure for page descriptions in the file (such as beginning and ending statements for a prologue section). DSC comments can be useful when your document is going to print or press. For more information, see the documents on the Adobe PDF Technology Center at www.adobe.com/go/learn_acr_pdftechnology_en (PDF, English only). Note: The ASCII Format option has been removed from Distiller, but is still available as a Distiller parameter. Allow PostScript File To Override Adobe PDF Settings Uses settings stored in a PostScript file rather than the current PDF settings file. For more information about customizing PDF settings, see the SDK information on the Acrobat Developer Center at www.adobe.com/go/learn_acr_devcenter_en (PDF, English only). Allow PostScript XObjects PostScript XObjects store fragments of PostScript code to be used when a PDF is printed on a PostScript printer. Use only in controlled workflows where there is no other option. Available when the Standard or Smallest File Size is selected from the Default Settings menu. Convert Gradients To Smooth Shades Converts blends to smooth shades for Acrobat 4.0 and later, improving quality and reducing file size of PDFs. Distiller converts gradients from Adobe Illustrator, Adobe InDesign, Adobe FreeHand®, CorelDraw, QuarkXPress, and Microsoft PowerPoint. Convert Smooth Lines To Curves Reduces the amount of control points used to build curves in CAD drawings, which results in smaller PDFs and faster on-screen rendering. Preserve Level 2 Copypage Semantics Uses the copypage operator defined in PostScript Level 2 rather than in Language Level 3 PostScript. If you have a PostScript file and select this option, a copypage operator copies the page. If this option is not selected, the equivalent of a showpage operation is executed, except that the graphics state is not reinitialized. Preserve Overprint Settings Retains any overprint settings in files being converted to PDF. Overprint settings create color by printing one ink on top of another ink. Overprinting Default Is Nonzero Overprinting Prevents overprinted objects with zero CMYK values from knocking out CMYK objects beneath them. Save Adobe PDF Settings Inside PDF File Embeds the settings file (.joboptions) used to create the PDF as an attachment. (To view the settings file, choose View > Show/Hide > Navigation Panes > Attachments in Acrobat.) Save Original JPEG Image In PDF If Possible Processes compressed JPEG images (images that are already compressed using DCT encoding) without recompressing them. When deselected, performance improves because only decompression, not recompression, occurs. Save Portable Job Ticket Inside PDF File Preserves a PostScript job ticket in a PDF. Job tickets describe the PostScript file and can be used later in a workflow or for printing the PDF. Use Prologue.ps and Epilogue.ps Sends a prologue and epilogue file with each job. These files can be used to add custom PostScript code that you want to have executed at the beginning or end of every PostScript job being converted. Last updated 10/11/2011 77 USING ACROBAT X STANDARD Creating PDFs Sample Prologue.ps and Epilogue.ps files are located in (Windows) /Documents and Settings/All Users/Application Data/Adobe/Adobe PDF/Distiller/Data, (Vista) /Users/All Users/Adobe/Adobe PDF/Distiller/Data, or (Mac OS)/Library/Application Support/Adobe/Adobe PDF/Distiller/Data. In Windows Explorer, the Application Data folder is typically hidden; to make it visible, choose Tools > Folder Options, click the View tab, and select Show Hidden Files And Folders. Or, you can type the path into the Address text box. Note: Distiller processes prologue and epilogue files only if both files are present and located properly. The two files must be used together. Process DSC Comments Maintains DSC information from a PostScript file. • Log DSC Warnings Displays warning messages about problematic DSC comments during processing and adds them to a log file. • Preserve EPS Information From DSC Retains information for an EPS file, such as the originating application and creation date. • Preserve OPI Comments Retains information needed to replace a For Placement Only (FPO) image or comment with the high-resolution image located on servers that support Open Prepress Interface (OPI) versions 1.3 and 2.0. For more information, see the OPI 2.0 specification at www.adobe.com/go/learn_acr_opi2spec_en (PDF, English only). • Preserve Document Information From DSC Retains document properties, such as the title, creation date, and time, in the PDF. • Resize Page And Center Artwork For EPS Files Centers an EPS image and resizes the page to fit closely around the image. If deselected, the page is sized and centered based on the upper left corner of the upper left object and lower right corner of the lower right object on the page. This option applies only to jobs that consist of a single EPS file. Standards panel options By using Standards options, you can check document content in the PostScript file to make sure it meets standard PDF/X1-a, PDF/X-3, or PDF/A criteria before creating the PDF. For PDF/X-compliant files, you can also require that the PostScript file meet additional criteria by selecting options in the Standards panel. The availability of options depends on the standard you select. You can also create a PDF/X file from a compliant PDF by using the Preflight feature in Acrobat. PDF/X-compliant Complies with the PDF/X standard for high-resolution print production. Note: PDFMaker, the conversion method used to convert Microsoft Word and other application files to PDF, does not create PDF/X-compliant files. PDF/A-compliant Complies with the PDF/A standard for archival documents. Compliance Standard Produces a report that indicates whether the file complies with the standard you select, and if not, what problems were encountered. The .log file appears at the bottom of the dialog box. Note: PDFs that complied with both PDF/X-1a and PDF/X-3 standards in Acrobat 6.0 default to PDF/X-1a in Acrobat X. When Not Compliant Specifies whether to create the PDF if the PostScript file does not comply with the requirements of the standard. • Continue Creates a PDF even if the PostScript file doesn’t meet the PDF/X requirements and notes these problems in the report. • Cancel Job Creates a PDF only if the PostScript file meets the PDF/X requirements of the selected report options, and is otherwise valid. Last updated 10/11/2011 78 USING ACROBAT X STANDARD Creating PDFs PDF compatibility levels When you create PDFs, you need to decide which PDF version to use. You can change the PDF version by switching to a different preset or choosing a compatibility option when you save as PDF or edit a PDF preset. Generally speaking, unless there’s a specific need for backward compatibility, you should use the most recent version (in this case version 1.7). The latest version will include all the newest features and functionality. However, if you’re creating documents that will be distributed widely, consider choosing Acrobat 5.0 (PDF 1.4) or Acrobat 6.0 (PDF 1.5) to ensure that all users can view and print the document. The following table compares some of the functionality in PDFs created using the different compatibility settings. Note: Acrobat 8.0 and 9.0 also use PDF 1.7. Acrobat 3.0 (PDF 1.3) Acrobat 5.0 (PDF 1.4) Acrobat 6.0 (PDF 1.5) Acrobat 7.0 (PDF 1.6) and Acrobat X (PDF 1.7) PDFs can be opened with Acrobat PDFs can be opened with Acrobat 3.0 and Acrobat Reader 3.0 and 3.0 and Acrobat Reader 3.0 and later. later. However, features specific to later versions may be lost or not viewable. Most PDFs can be opened with Acrobat 4.0 and Acrobat Reader 4.0 and later. However, features specific to later versions may be lost or not viewable. Most PDFs can be opened with Acrobat 4.0 and Acrobat Reader 4.0 and later. However, features specific to later versions may be lost or not viewable. Cannot contain artwork that uses live transparency effects. Any transparency must be flattened prior to converting to PDF 1.3. Supports the use of live transparency in artwork. (The Acrobat Distiller feature flattens transparency.) Supports the use of live transparency in artwork. (The Acrobat Distiller feature flattens transparency.) Supports the use of live transparency in artwork. (The Acrobat Distiller feature flattens transparency.) Layers are not supported. Layers are not supported. Preserves layers when creating PDFs from applications that support the generation of layered PDF documents, such as Illustrator CS and later or InDesign CS and later. Preserves layers when creating PDFs from applications that support the generation of layered PDF documents, such as Illustrator CS and later or InDesign CS and later. DeviceN color space with 8 colorants is supported. DeviceN color space with 8 colorants is supported. DeviceN color space with up to 31 DeviceN color space with up to 31 colorants is supported. colorants is supported. Multibyte fonts can be Multibyte fonts can be embedded. (Distiller converts the embedded. fonts when embedding.) Multibyte fonts can be embedded. Multibyte fonts can be embedded. 40-bit RC4 security supported. 128-bit RC4 security supported. 128-bit RC4 and 128-bit AES (Advanced Encryption Standard) security supported. 128-bit RC4 security supported. Share custom PDF settings You can save and reuse your own Adobe PDF preset definitions. You can also share a custom preset by sending a copy of the resulting file to other users. Those users can then add it to the Distiller applications installed on their own computers. PDF settings files have the extension .joboptions. Custom preset files are stored in the following locations. • (Windows XP) Documents and Settings/[username]/Application Data/Adobe/Adobe PDF/Settings • (Vista/Windows 7) Users/[username]/AppData/Roaming/Adobe/Adobe PDF/Settings ❖ To add a custom PDF settings file to the menu, do one of the following: • Drag the .joboptions file onto the Distiller window. Last updated 10/11/2011 79 USING ACROBAT X STANDARD Creating PDFs • In Acrobat Distiller, choose Settings > Add Adobe PDF Settings, browse to the copied .joboptions file, select it, and click Open. The settings file appears as the selected option in the Default Settings menu. Compressing and downsampling images When converting PostScript files to PDF, you can compress vector objects (such as text and line art) and compress and downsample images. Line art is described with a mathematical equation and is usually created with a drawing program such as Adobe Illustrator. Images—whether color, monochrome, or grayscale—are described as pixels and are created with applications like Adobe Photoshop or by scanning. Monochrome images include most black-and-white illustrations made by paint programs and any images scanned with an image depth of 1 bit. When you downsample (or decrease the number of pixels), information is deleted from the image. With Distiller, you specify an interpolation method—average downsampling, bicubic downsampling, or subsampling—to determine how pixels are deleted. Depending on the settings you choose, compression and downsampling can significantly reduce the size of a PDF with little or no loss of detail and precision. When Distiller processes a file, it normally applies the compression settings to images throughout the file. However, you can assign different compression and downsampling methods to individual images. Varying the compression and downsampling methods within a PDF Before you create a PDF, you can take various approaches to applying different compression and downsampling options to the individual images that will go into that PDF: • Use Adobe Photoshop to resample and compress existing image files before using Distiller. When you are ready to create the PDF in Distiller, be careful to deselect the compression and downsampling or subsampling options. • Create separate PostScript files for each part of the document that you want to process differently, and use different compression options to distill each part. Then use Distiller to merge the files into a single PDF. • When you create color, grayscale, and monochrome images in an art application (such as Adobe Photoshop), select the compression and downsampling settings that you want when you save each image from within that application. • Insert Distiller parameters before images in a PostScript file. You can use this technique to process every image in a document differently. This technique is the most difficult, because it requires knowledge of PostScript programming. For more information on using parameters, see the SDK documentation on the Acrobat Developer Center at www.adobe.com/go/learn_acr_devcenter_en (English only). Note: To apply the inserted Distiller parameters, select Allow PostScript File To Override Adobe PDF Settings on the Advanced panel of the Adobe PDF Settings dialog box in Distiller. This option overrides settings you selected in the Adobe PDF dialog box. Compression methods Distiller applies ZIP compression to text and line art, ZIP or JPEG compression to color and grayscale images, and ZIP, CCITT Group 3 or 4, or Run Length compression to monochrome images. Last updated 10/11/2011 80 USING ACROBAT X STANDARD Creating PDFs A B Sales Plan Kahili Mountain Coffee C D Suitable compression methods for different art types A. ZIP B. JPEG C. CCITT D. Run Length You can choose from the following compression methods: ZIP Works well on images with large areas of single colors or repeating patterns, and for black-and-white images that contain repeating patterns. Acrobat supports only 8-bit ZIP compression, which is lossless; that is, data is not removed to reduce file size, so image quality is not affected. Note: Adobe implementation of the ZIP filter is derived from the zlib package of Jean-loup Gailly and Mark Adler, whose generous assistance we gratefully acknowledge. JPEG Suitable for grayscale or color images, such as continuous-tone photographs. JPEG is lossy, which means that it removes image data and may reduce image quality; however, it attempts to reduce file size with the minimum loss of information. Because JPEG compression eliminates data, it can achieve much smaller file sizes than ZIP compression. CCITT Available only for monochrome bitmap images. CCITT (Consultative Committee on International Telegraphy and Telephony) compression is appropriate for black-and-white images and any images scanned with an image depth of 1 bit. Group 4 is a general-purpose method that produces good compression for most monochrome images. Group 3, used by most fax machines, compresses monochrome images one row at a time. Run Length Produces the best results for images that contain large areas of solid white or black. Last updated 10/11/2011 81 USING ACROBAT X STANDARD Creating PDFs Fonts Font embedding and substitution A font can be embedded only if it contains a setting by the font vendor that permits it to be embedded. Embedding prevents font substitution when readers view or print the file, and ensures that readers see the text in its original font. Embedding increases file size only slightly, unless the document uses CID fonts. a font format commonly used for Asian languages. You can embed or substitute fonts in Acrobat or when you export an InDesign document to PDF. You can embed the entire font, or just a subset of the characters used in the file. Subsetting ensures that your fonts and font metrics are used at print time by creating a custom font name. That way, for example, your version of Adobe Garamond®, not your service provider’s version, can always be used by the service provider for viewing and printing. Type 1 and TrueType fonts can be embedded if they are included in the PostScript file, or are available in one of the font locations that Distiller monitors and are not restricted from embedding. When a font cannot be embedded because of the font vendor’s settings, and someone who opens or prints a PDF does not have access to the original font, a Multiple Master typeface is temporarily substituted: AdobeSerifMM for a missing serif font, and AdobeSansMM for a missing sans serif font. The Multiple Master typeface can stretch or condense to fit, to ensure that line and page breaks in the original document are maintained. The substitution cannot always match the shape of the original characters, however, especially if the characters are unconventional ones, such as script typefaces. Note: For Asian text, Acrobat uses fonts from the installed Asian language kit or from similar fonts on the user’s system. Fonts from some languages or with unknown encodings cannot be substituted; in these cases, the text appears as bullets in the file. If characters are unconventional (left), the substitution font will not match (right). If you have difficulty copying and pasting text from a PDF, first check if the problem font is embedded (File > Properties > Font tab). For an embedded font, try changing the point where the font is embedded, rather than sending it inside the PostScript file. Distill the PDF without embedding that font. Then open the PDF in Acrobat and embed the font using the Preflight fixup. Accessing and embedding fonts using Distiller When converting a PostScript file to PDF, Distiller needs access to the file’s fonts to insert the appropriate information in the PDF. Distiller first searches the PostScript file for Type 1, TrueType, and OpenType fonts. If the font isn’t embedded in the PostScript file, Distiller searches additional font folders. Distiller searches the following font folders in Windows: • /Resource/Font in the Acrobat folder • /Windows/Fonts Distiller searches the following font folders in Mac OS: • /Resource/Font in the Acrobat folder Last updated 10/11/2011 82 USING ACROBAT X STANDARD Creating PDFs • /Users/[user name]/Library/Fonts • /Library/Fonts • /System/Library/Fonts The Acrobat installation includes width-only versions of many common Chinese, Japanese, and Korean fonts, therefore Distiller can then access these fonts in Acrobat. Make sure that the fonts are available on your computer. (In Windows, choose Complete when you install Acrobat, or choose Custom and select the Asian Language Support option under the View Adobe PDF category. In Mac OS, these fonts are installed automatically.) For information on including fonts in a PostScript file, see the documentation that came with the application and printer driver you use to create PostScript files. Note: Distiller does not support Type 32 fonts. To specify other font folders for Distiller to search, in Acrobat Distiller, choose Settings > Font Locations. Then in the dialog box, click Add to add a font folder. Select Ignore TrueType Versions Of Standard PostScript Fonts to exclude TrueType fonts that have the same name as a font in the PostScript 3 font collection. Note: To provide Distiller with access to a font folder that has been moved, use this dialog box to remove the folder listed in its old location and add it in its new location. Preview PDFs without local fonts You can create a printable preview of your document that substitutes default fonts for any text formatted in fonts that are available on your local computer but are not embedded in the PDF. This preview can help you decide whether to embed those local fonts in the PDF, to achieve the look you want for your document. ❖ In the Preferences dialog box under Categories, select Page Display, and then deselect Use Local Fonts. Note: If a font cannot be substituted, the text appears as bullets, and Acrobat displays an error message. Find PostScript font names If you need to enter a font name manually on the Fonts panel of the Adobe PDF Settings dialog box, you can use a PDF to find the exact spelling of the name. 1 Use any application to create a one-page document with the font. 2 Create a PDF from the document. 3 Open the PDF in Acrobat, and choose File > Properties > Fonts. 4 Write down the name of the font, using the exact spelling, capitalization, and hyphenation of the name as it appears in the Font Info dialog box. Last updated 10/11/2011 83 Chapter 4: PDF Portfolios and combined PDFs PDF Portfolios About PDF Portfolios A PDF Portfolio contains multiple files assembled into an integrated PDF unit. The files in a PDF Portfolio can be in a wide range of file types created in different applications. For example, a PDF Portfolio can include text documents, e-mail messages, spreadsheets, CAD drawings, and PowerPoint presentations. The original files retain their individual identities but are assembled into one PDF Portfolio file. You can open, read, edit, and format each component file independently of the other component files in the PDF Portfolio. Note: Acrobat Standard and Adobe Reader® users cannot create PDF Portfolios or edit the layout, colors, headers, and so on. Depending on the circumstances, PDF Portfolios offer several advantages over merging multiple files into a single PDF: Adding and deleting Add or remove files easily, without having to find and select all the pages that originated in that file. Previewing Quickly preview component files without having to open them in their native applications. Editing Change individual files within the PDF Portfolio without affecting the other files. For example, you can renumber pages in one document without renumbering other documents in the PDF Portfolio. You can also edit nonPDF files in their native applications from within a PDF Portfolio. Any changes you make are saved to the file within the PDF Portfolio. Distribution Share a PDF Portfolio with others and be sure that they are getting all the component parts. Publish a PDF Portfolio on a website for others to view. Sorting Sort component files by categories that you can add to, delete, hide, and customize. Simply click a column name to sort the list. Reordering Drag files to change their order. You can then define the new order as the initial sort order—the order in which files appear when someone opens the PDF Portfolio. Printing Print all the PDFs in a PDF Portfolio, or selected component PDFs. Searching Search one or all files in a PDF Portfolio. You can even search non-PDF component files. Incorporating other formats Add non-PDF files to an existing PDF Portfolio without converting them to PDF. Independence from source files The source files of a PDF Portfolio—even existing files you add to the PDF Portfolio— are not changed when you create a PDF Portfolio. Changes you make to the component files within a PDF Portfolio do not change the original files from which you created the PDF Portfolio. You can move a PDF Portfolio anywhere on your computer or network without any risk of losing or disconnecting its components. Reuse Include the same file in multiple PDF Portfolios. Additional resources For videos on PDF Portfolios, see the following resources: • What is a PDF Portfolio?: www.adobe.com/go/lrvid_021_acrx_en • Working in PDF Portfolios: www.adobe.com/go/lrvid_023_acrx_en Last updated 10/11/2011 84 USING ACROBAT X STANDARD PDF Portfolios and combined PDFs • Articles, tutorials, and tips about PDF Portfolios: acrobatusers.com • How to customize your PDF Portfolio: www.adobe.com/go/lrvid_022_acrx_en. • PDF Portfolio gallery: www.acrobatusers.com/gallery/pdf_portfolio_gallery • Filtering form response files: www.acrobatusers.com/tutorials/2008/06/a9video_understanding_form_tracker • Filtering Outlook messages: www.acrobatusers.com/tutorials/archiving-emails-pdf-microsoft-outlook More Help topics “Print PDFs in a PDF Portfolio” on page 337 “Search a PDF Portfolio” on page 294 PDF Portfolio window overview You preview PDF Portfolios, and work with component files using various elements, such as toolbars and windows. A D B C PDF Portfolio in Click-Through layout A. PDF Portfolio toolbar B. Card representing component file C. Component files and folders in mini-navigator preview D. Share pane for sharing the PDF Portfolio • The PDF Portfolio toolbar is located immediately below the menu. Look here for PDF Portfolio viewing options, a search tool, and buttons for common tasks, such as printing and saving. Last updated 10/11/2011 85 USING ACROBAT X STANDARD PDF Portfolios and combined PDFs • Cards represent each component file in the PDF Portfolio. Click the Show Info View icon on the card to view information about the file on the back of the card. • The mini-navigator is the row of cards across the bottom of the PDF Portfolio window in Click-Through, Linear, and Wave layouts. By default, the cards are displayed alphabetically. • The Share pane includes options for sharing the PDF Portfolio with others. • Layout (Preview mode) shows the PDF Portfolio in any of several views, depending on the design or type of file or layout specified by the author. For information about each type of preview, see “Preview modes” on page 85. • Files mode shows the file details in a list. You can click a column name to sort by ascending and descending order. To return to the original view, click the Layout button. A PDF Portfolio is accessible when it opens in Files mode. This mode provides a better reading experience for people with disabilities—such as mobility impairments, blindness, and low vision. To open all PDF Portfolios in Files mode, open the Preferences dialog box by choosing Edit > Preferences (Windows). In Acrobat Pro only, choose Acrobat > Preferences (Mac OS). Under Categories, select Accessibility, and then select Show Portfolios In Files Mode. • Edit mode allows you to modify the file information, reorder files, convert files to PDF, reduce file size, and show, hide, and sort columns. To open Edit mode, right-click and choose Edit Portfolio. Scroll through component files Depending on the layout, you can scroll through component files in various ways. Some layouts include a miniand Previous buttons. navigator, scroll bar, or Next More Help topics “Search a PDF Portfolio” on page 294 Preview modes You can preview the component files in several different ways. In Preview mode, you can preview images and pages, play video and SWF files, and view information about a file. You can extract (move) a file to your computer. You can also open a file in its native application (if installed on your computer). To return to the original view, click the Layout button. The Share pane is available with options for sharing the PDF Portfolio with others. Last updated 10/11/2011 86 USING ACROBAT X STANDARD PDF Portfolios and combined PDFs A B C D Viewing a PDF Portfolio in different Preview modes A. Mini-navigator preview B. Card preview C. Full preview D. Platform preview Mini-navigator preview The row of cards across the bottom of the PDF Portfolio window. By default, the cards or show the mini-navigator, click the double arrow below the (component files) appear alphabetically. To hide card. In Preview mode, the mini-navigator appears in Click-Through layout only. In Edit mode, the mini-navigator appears in Wave and Linear layouts. Card preview A visual representation of each component file (piece of content) added to a PDF Portfolio. A thumbnail image, where possible, appears on the card. Metadata, or details about the file, are available on the back of the on the card to view file details. Click the close button to return to the thumbnail image. Click the Information icon thumbnail image. Cards also indicate whether a component file is open in another application or being edited. Full preview A larger visual representation of the file, with other content visible behind the preview. These file types open in Full preview when you double-click the card: PDFs with no security added, Word documents, and images. FLV files open in Full preview when you double-click the card in the mini-navigator. Move the pointer over the bottom of the file in Full preview to see a semi-transparent floating toolbar with buttons to interact with the file. To return to the original view, click the close button in the upper-right corner of the preview. Platform preview A full-size preview within the PDF Portfolio window. The navigation pane appears so you have access to page thumbnails, bookmarks, signatures, and layers. These file types open in Platform preview when you double-click the card: SWF files and HTML files. To open other file types in Platform preview, such as e-mail Last updated 10/11/2011 87 USING ACROBAT X STANDARD PDF Portfolios and combined PDFs portfolios, form response files, and secured PDFs, choose View > Portfolio > Preview File. To close Platform preview, click the close button in the upper-left corner or press Esc. Switch between Preview mode and Edit mode Right-click in the PDF Portfolio window and choose Preview Portfolio or Edit Portfolio. Additional resources For videos on customizing a PDF Portfolio, see the following resources: • How to Customize a PDF Portfolio: www.adobe.com/go/lrvid_022_acrx_en. • How to Create a PDF Portfolio: www.adobe.com/go/learn_acr_portfolio_create_en. Working with component files in a PDF Portfolio You can sort and preview component files in a PDF Portfolio, as well as open, edit, and save component files in their native application. Some file types require that you install the native application on your computer. View files in a list In Preview mode, click the Files button in the PDF Portfolio toolbar. To sort file details by ascending and descending order, click a column name. Click it a second time to reverse the order. Add files and folders to a PDF Portfolio You can add files and folders to an existing PDF Portfolio in either Layout (Preview) mode or Files mode. 1 Right-click in the PDF Portfolio window and choose Edit Portfolio. 2 Do any of the following: • To add a folder, right-click and choose Create Folder. • To add files from your computer, drag any files or folders into the PDF Portfolio workspace or onto a folder. • To move files to a different folder, drag them. For best performance, keep the total number of component files at 15 or less, and the total size of all component files under 50 MB. Remove files and folders from a PDF Portfolio If you delete a folder, all of the files within it are deleted from the PDF Portfolio. ❖ In Edit mode, select one or more files or folders in the PDF Portfolio and press Delete. Or click the Delete File icon on the card, if available. Open, edit, and save component files You can open, edit, and save a component file in its native application, as long as the application is installed on your computer. Any changes that you make to component files do not affect the original files outside your PDF Portfolio. 1 Do one of the following: • In Preview mode, right-click/Control-click the file, and choose Open File In Native Application (for non-PDFs) or Open File (for PDFs). • In Edit mode, double-click the file. Last updated 10/11/2011 88 USING ACROBAT X STANDARD PDF Portfolios and combined PDFs Note: The component file opens in a separate window. If you’re viewing the PDF Portfolio in a browser, the file opens in the standalone Acrobat product, outside the browser. 2 If a confirmation dialog box appears, select Open This File or Always Allow Opening Files Of This Type—if you trust the format—and click OK. 3 Edit the file as needed, and then save the file. Edit component filenames and descriptions in a PDF Portfolio ❖ In Edit mode, do any of the following: • To edit the displayed name of a component file, select the file. Then click in the Display Name text box to show the insertion point. You can also click the Show Info View icon of the card. (In Details view, Display Name is a column.) on the card to edit the Display Name on the back • To edit the description of a component file, click the Show Info View icon. Then click in the Description text box to show the insertion point. (In Details view, Description is a column.) Extract component files in a PDF Portfolio You can extract or drag files out of the PDF Portfolio window onto your computer. Extracting does not delete the file from the PDF Portfolio. ❖ Do either of the following: • In Layout mode, click the Extract File icon in the component file. • Select one or more files, and then drag them to your computer. Share PDF Portfolios Share a PDF Portfolio with others by sending the file in an e-mail or by uploading it on Acrobat.com, a secure web service. (See “File sharing and real-time collaboration” on page 114.) Other functions enabled in PDF Portfolios These commands are available for component files in PDF Portfolios: Reduce File Size Reduces the file size of component PDFs. For more information, see “Reduce file size by saving” on page 104. Secure Portfolio With Password Adds document security to a PDF Portfolio or to component PDFs within a PDF Portfolio. To add security to component PDFs, choose File > Portfolio Properties and select the Security tab. For more information, see “Securing documents with passwords” on page 200. To add security to the entire PDF Portfolio, use the Cover Sheet (View > Portfolio > Cover Sheet). For example, you can use the Cover Sheet to sign the PDF Portfolio parent file, or add a password to open the PDF Portfolio. Functionality you specify in the Cover Sheet pertains to the entire collection of component files in the PDF Portfolio. Note: Other security features, including certificate security, are also available for PDF Portfolios and component files. For more information, see “Content security” on page 197. Print Prints component documents. For more information, see “Print PDFs in a PDF Portfolio” on page 337. More Help topics “PDF Portfolios and digital signatures” on page 237 Last updated 10/11/2011 89 USING ACROBAT X STANDARD PDF Portfolios and combined PDFs Other options for combining files Create merged PDFs In a merged PDF, converted documents flow into a single PDF as sequential pages. 1 Choose File > Create > Combine Files Into A Single PDF. If a PDF is currently open, it appears in the list of included files. 2 From the Add Files menu, choose any of the following: • To add individual files, choose Add Files, then select the files. • To add all the files in a folder, choose Add Folders, then select the folder. Note: If the folder contains files that Acrobat does not support for PDF conversion, those files are not added. • To add files that you have combined into PDFs in other sessions, choose Reuse Files. Then select a previously created PDF from the left list, and from the right list, select the component documents. (If you have not used the Combine Files dialog box before, this option is not available.) • To add currently open PDFs, choose Add Open Files, then select the files. In Windows, you can also drag files or folders from the desktop or a folder into the Combine Files dialog box. Or rightclick the selected items and choose Combine Supported Files In Acrobat. If any files are password-protected, one or more messages appear, in which you must enter the correct password. You can add a file more than once. For example, one file could be used for transition pages between other files or a blank file could be used to add blank pages. 3 As needed, do any of the following in the list of files: • To rearrange the order of files on the list, select a file, then drag it or click Move Up or Move Down. • To sort the list, click the column name that you want to sort by. Click again to sort in reverse order. • To convert only part of a multipage source file, double-click the file, or select the file and click the Choose Pages button (see Note). In the Preview, review and select pages, as needed, following the instructions in the dialog box, which vary according to file type, and click OK. Note: The name of the Choose button varies according to file type. For PDFs and Word documents, it is labeled Choose Pages; for PowerPoint files, it is Choose Slides; for Excel files, Choose Sheets. 4 Click Options to specify conversion settings. 5 Specify a file size, and then click Combine Files. A status dialog box shows the progress of the file conversions. Some source applications start and close automatically. More Help topics “Convert email messages to PDFs” on page 55 “Adobe PDF conversion settings” on page 69 File Size settings Smaller File Size Reduces large images to screen resolution and compresses, using low-quality JPEG. Suitable for on- screen display, email, and the Internet. Last updated 10/11/2011 90 USING ACROBAT X STANDARD PDF Portfolios and combined PDFs Note: If any of the source files are already PDFs, the Smaller File Size option applies the Reduce File Size feature to those files. The Reduce File Size feature is not applied if either the Default File Size or Larger File Size option is selected. Default File Size Creates PDFs suitable for reliable viewing and printing of business documents. Larger File Size Applies the High Quality Print conversion preset. Insert one PDF into another 1 Open the PDF that serves as the basis of the combined file. 2 Choose Tools > Pages > Insert From File. 3 Select the PDF. 4 In the Insert Pages dialog box, specify where to insert the document (before or after the first or last page, or a designated page). Click OK. 5 To leave the original PDF intact as a separate file, choose Save As, and type a new name for the merged PDF. You can also add an existing file to an open PDF. Drag the file icon directly into position in the Page Thumbnails panel in the navigation pane. Insert a clipboard selection into a PDF (Windows) You can insert one or more pages of selected content copied from any application into an existing PDF. 1 Open the document containing the content that you want to add. Select the content, and then copy the selection (in most applications, by choosing Edit > Copy File To Clipboard). 2 Open the PDF that serves as the basis of the combined file. 3 Choose Tools > Pages > More Insert Options > Insert From Clipboard. 4 In the Insert Pages dialog box, specify where to insert the selection (before or after the first or last page, or a designated page). Click OK. 5 To leave the original PDF intact as a separate file, choose Save As, and type a new name for the merged PDF. Placing PDFs as linked files in other documents You can incorporate PDFs into other types of files that support Object Linking and Embedding (OLE), such as InDesign® or Word files. These files are called OLE container documents. Later, if you make changes to the original PDF, the OLE features in the container application can update the embedded file in the container document, reflecting your changes to the original PDF. ❖ Do one of the following: • Choose the OLE container application’s Insert Object command or Insert Hyperlink command. • (Windows) In Acrobat, choose Edit > Copy File To Clipboard, and then choose the Paste Special command in the container application. Last updated 10/11/2011 91 USING ACROBAT X STANDARD PDF Portfolios and combined PDFs Adding unifying page elements Add and edit headers and footers A header and footer present consistent information in the page margins throughout a PDF. For example, the information could be a date, automatic page numbering, the title of the overall document, or name of the author. You can add headers and footers to one or more PDFs, including component PDFs in a PDF Portfolio. You can vary the headers and footers within a PDF. For example, you can add a header that displays the page number on the right side of odd-numbered pages, and another header that displays the page number on the left side of evennumbered pages. You can define and save your headers and footers to reuse them later, or you can simply apply a header and footer and forget it. After applying a header and footer, you can edit, replace, or delete it in the PDF. You can also preview headers and footers before applying them and adjust the header and footer margins so that they don’t overlap other page content. Add headers and footers, with an open document 1 Choose Tools > Pages > Header & Footer > Add Header & Footer. 2 As needed, specify the Font and Margin values. The text properties apply to all header and footer entries that are part of this setting definition. You cannot apply different settings to individual header or footer text boxes within the same session in the Add Header And Footer dialog box To prevent overlapping, click the Appearance Options button and select Shrink Document To Avoid Overwriting The Document’s Text And Graphics. To prevent resizing or repositioning when printing the PDF in large format, select Keep Position And Size Of Header/Footer Text Constant When Printing On Different Page Sizes. 3 Type the text in any of the header and footer text boxes. To insert page numbers or the current date, click in a box and then click the corresponding buttons. To select formatting for automatic entries, click Page Number And Date Format. Note: You can combine text with dates and page numbers. You can also add several lines of text to an entry. 4 To specify the pages on which the header and footer appear, click the Page Range Options button. Then specify a page range and choose a Subset option, as needed. 5 Examine the results in the Preview area, using the Preview Page option to see different pages of the PDF. 6 (Optional) To save these header and footer settings for future use, click Save Settings at the top of the dialog box. 7 (Optional) To apply the same settings to additional PDFs, click Apply To Multiple. Click Add Files, choose Add Files or Add Open Files, and select the files. Then in the Output Options dialog box, specify your folder and filename preferences, and click OK. Add headers and footers, with no document open (Windows only) 1 Choose Tools > Pages > Header & Footer > Add Header & Footer. 2 In the dialog box, click Add Files, choose Add Files, then select the files. You can also add files or folders by dragging them into the dialog box. 3 Follow steps 2 through 6 in the procedure for adding headers and footers with an open document. When you have finished setting up your headers and footers, click OK. Last updated 10/11/2011 92 USING ACROBAT X STANDARD PDF Portfolios and combined PDFs 4 In the Output Options dialog box, specify your folder and filename preferences and click OK. Add headers and footers to component PDFs in a PDF Portfolio 1 Select one or more component PDFs in a PDF Portfolio. 2 Follow the steps in the procedure for adding headers and footers with an open document. Update the headers and footers Updating applies to the most recently added header and footer set. 1 Open a single PDF. 2 Choose Tools > Pages > Header & Footer > Update. 3 Change the settings as needed. Add another header and footer 1 Open a single PDF, or select one component PDF in a PDF Portfolio. 2 Choose Tools > Pages > Header & Footer > Add Header & Footer, and then click Add New in the message that appears. The preview shows any existing headers and footers. 3 Type text in the header and footer text boxes to add more headers and footers. As you type, the preview updates the appearance of the complete headers and footers on the page. 4 Select new formatting options, as preferred, again noticing the updating in the preview. Replace all headers and footers 1 Open a single PDF. 2 Choose Tools > Pages > Header & Footer > Add Header & Footer, and then click Replace Existing in the message that appears. 3 Specify the settings, as needed. Note: This process applies only to headers and footers added in Acrobat 7.0 or later. Remove all headers and footers ❖ Do one of the following: • Open a single PDF, or select one component PDF in a PDF Portfolio. Then choose Tools > Pages > Header & Footer > Remove. • To remove headers and footers from multiple PDFs, close any open documents and choose Tools > Pages > Header & Footer > Remove. In the dialog box, click Add Files, choose Add Files, and select the files. Click OK, and then in the Output Options dialog box, specify your folder and filename preferences. Note: This process applies only to headers and footers added in Acrobat 7.0 or later. Add and edit backgrounds A background appears behind text or images on the page. The background can be as simple as a solid color, or you can use an image. You can selectively apply a background to only specific pages or page ranges in one or more PDFs. A PDF supports only one background per page, but the backgrounds can vary from page to page. Last updated 10/11/2011 93 USING ACROBAT X STANDARD PDF Portfolios and combined PDFs Before and after adding a background Add, replace, or edit a background, with an open document 1 Choose Tools > Pages > Background > Add Background. Note: If a message appears, telling you that the current document already has a background, click Replace Background. If you apply the new background to a limited range of pages, the old background remains unchanged on pages outside that range. 2 (Optional) To apply the background selectively to individual pages, click Page Range Options. Then specify a page range and choose a Subset option, as needed. 3 Specify the background: • To reuse a background and background options that you saved in an earlier session, select it from the Saved Settings menu. • To apply a solid color background, select From Color. Then select a color swatch or custom color from the color picker . • To use an image, select File, then select the image file. To select a specific image in a multipage file, enter it in Page Number. Note: Only PDF, JPEG, and BMP files can be used as background images. 4 Adjust the appearance and position of the background, as needed. 5 (Optional) To apply the same background to additional PDFs, click Apply To Multiple. Click Add Files, choose Add Files or Add Open Files, and then select the files. Then in the Output Options dialog box, specify your folder and filename preferences, and click OK. Add, replace, or edit a background, with no document open (Windows only) 1 Choose Tools > Pages > Background > Add Background. Last updated 10/11/2011 94 USING ACROBAT X STANDARD PDF Portfolios and combined PDFs 2 In the dialog box, click Add Files, choose Add Files, and then select the files. You can also add files or folders by dragging them into the dialog box. 3 Click OK to close the Add Background dialog box. 4 Follow steps 2 through 4 in the procedure for adding, replacing, or editing a background with an open document. When you have finished setting up your background, click OK. 5 In the Output Options dialog box, specify your folder and filename preferences and click OK. Add, replace, or edit a background for component PDFs in a PDF Portfolio 1 Select one or more component PDFs in a PDF Portfolio. 2 Follow the steps in the procedure for adding, replacing, or editing a background with an open document. Update a recently edited background image If the original image file that you are using as a background changes, you can update the PDF to show the new version of the image rather than removing the old version and re-adding the new one. 1 Open a single PDF. 2 Choose Tools > Pages > Background > Update. 3 Click OK, or make other changes to the background options and then click OK. Note: This process applies only to backgrounds added in Acrobat 7.0 or later. Remove a background from selected pages 1 Open a single PDF, or select one or more component PDFs in a PDF Portfolio. 2 Choose Tools > Pages > Background > Add Background/Replace. 3 Click Page Range Options, and then specify a page range and choose a Subset option, as needed. Remove a background from all pages ❖ Do one of the following: • Open a single PDF, or select one or more component PDFs in a PDF Portfolio. Then choose Tools > Pages > Background > Remove. • To remove a background from multiple PDFs, close any open PDFs and choose Tools > Pages > Background > Remove. In the dialog box, click Add Files, choose Add Files or Add Open Files, and then select the files. Click OK, and then in the Output Options dialog box, specify your folder and filename preferences. Add and edit watermarks A watermark is text or an image that appears either in front of or behind existing document content, like a stamp. For example, you could apply a “Confidential” watermark to pages with sensitive information. You can add multiple watermarks to one or more PDFs, but each watermark must be added separately. You can specify the page or range of pages on which each watermark appears. Note: Unlike a stamp, a watermark is integrated into PDF pages as a fixed element. A stamp is a type of PDF comment, which others reading the PDF can open to display a text annotation, move, change, or delete. Last updated 10/11/2011 95 USING ACROBAT X STANDARD PDF Portfolios and combined PDFs Before and after adding a watermark Add or replace a watermark, with an open document 1 Choose Tools > Pages > Watermark > Add Watermark. 2 (Optional) To apply the watermark selectively to individual pages, click Page Range Options. Then specify a page range and choose a Subset option, as needed. 3 Specify the watermark: • To reuse a watermark and watermark options that you saved in an earlier session, select it from the Saved Settings menu. • To create a text watermark, select Text, and type the text in the box. Adjust the text formatting options as needed. • To use an image as a watermark, select File. Then click Browse and select the image file. If the file has multiple pages with images, specify the Page Number you want. Note: Only PDF, JPEG, and BMP images can be used as watermarks. 4 To change the size of an image watermark, do one of the following: • To resize the watermark in relation to the original image file size, enter a percentage in the Absolute Scale option (in the Source area of the dialog box). • To resize the watermark in relation to the PDF page dimensions, enter a percentage in the Scale Relative To Target Page (in the Appearance area of the dialog box). 5 Adjust the appearance and position of the watermark, as needed. Last updated 10/11/2011 96 USING ACROBAT X STANDARD PDF Portfolios and combined PDFs 6 (Optional) Click Appearance Options and specify the following options: • To specify when the watermark appears, select or deselect Show When Printing and Show When Displaying On Screen. • To control variations in a PDF with pages of varying sizes, select or deselect Keep Position And Size Of Watermark Text Constant When Printing On Different Page Sizes. 7 (Optional) To apply the same settings to additional PDFs, click Apply To Multiple. Click Add Files, choose Add Files or Add Open Files, and then select the files. Then in the Output Options dialog box, specify your folder and filename preferences, and click OK. Add or replace a watermark, with no document open (Windows only) 1 Choose Tools > Pages > Watermark > Add Watermark. 2 In the dialog box, click Add Files, choose Add Files, and then select the files. You can also add files or folders by dragging them into the dialog box. 3 Click OK to close the Add Watermark dialog box. 4 Follow steps 2 through 6 in the procedure for adding or replacing a watermark with a document open. When you have finished setting up your watermark, click OK. 5 In the Output Options dialog box, specify your folder and filename preferences and click OK. Add or replace a watermark in component PDFs in a PDF Portfolio 1 Select one or more component PDFs in a PDF Portfolio. 2 Follow the steps in the procedure for adding or replacing a watermark with a document open. Update a watermark 1 Open a single PDF. 2 Choose Tools > Pages > Watermark > Update. 3 Make changes to the watermark, and then click OK. Important: If you have multiple watermarks in a PDF, this procedure will update only the first watermark you added and will discard all other watermarks. If you change your mind about updating the watermarks after you have completed this process, immediately choose Edit > Undo Watermark. Remove watermarks ❖ Do one of the following: • Open a single PDF, or select one or more component PDFs in a PDF Portfolio. Then choose Tools > Pages > Watermark > Remove. • To remove watermarks from multiple PDFs, close any open PDFs and choose Tools > Pages > Watermark > Remove. In the dialog box that appears, click Add Files, choose Add Files, and then select the files. Click OK, and then in the Output Options dialog box, specify your folder and filename preferences. Crop pages The Crop Pages dialog box is where you can adjust the visible page area. This can help you create consistency within a PDF composed of pages of different sizes. Last updated 10/11/2011 97 USING ACROBAT X STANDARD PDF Portfolios and combined PDFs Cropping does not reduce file size because information is merely hidden, not discarded. Crop empty areas around page content 1 Choose Tools > Pages > Crop. 2 Under Margin Controls, select Remove White Margins. Crop one or more pages 1 Choose Tools > Pages > Crop. 2 Adjust values for the Margin Controls. 3 As needed, specify Page Range settings. Crop a page with the Crop tool 1 Choose Tools > Pages > Crop. 2 Drag a rectangle on the page you want to crop. If necessary, drag the corner handles of the cropping rectangle until the page is the size you want. 3 Double-click inside the cropping rectangle. The Set Page Boxes dialog box opens, indicating the margin measurements of the cropping rectangle and the page to be cropped. You can override these settings or apply other options by making new selections in the dialog box before clicking OK. Crop Pages dialog box settings The Crop Pages options specify a selection of options for cropping pages. The Margin Control options are as follows: Constrain Proportions Locks the proportions of the crop so that all margins are the same distance. Remove White Margins Crops the page to the artwork boundary. This option is useful for trimming the edges of presentation slides saved as PDFs. Set To Zero Restores the crop margins to zero. Revert To Selection Reverts to the crop margin selected with the Crop tool. Undo cropping Cropping a PDF does not reduce file size because information is merely hidden, not discarded. By resetting the page size, you can restore the page and its content to its original condition. 1 Open the Set Page Boxes dialog box by choosing Crop Pages from the options menu panel of the navigation pane. 2 Reset the margins to the original dimensions. Last updated 10/11/2011 in the Page Thumbnails 98 USING ACROBAT X STANDARD PDF Portfolios and combined PDFs Rearranging pages in a PDF Rotate a page You can rotate all or selected pages in a document. Rotation is based on 90° increments. 1 Open the Rotate Pages dialog box using one of the following methods: • Choose Tools > Pages > Rotate. • From the options menu in the Page Thumbnails panel of the navigation pane, choose Rotate Pages. 2 For Direction, select the amount and direction of the rotations: Counterclockwise 90 Degrees, Clockwise 90 Degrees, or 180 Degrees. 3 For Pages, specify whether all pages, a selection of pages, or a range of pages are to be rotated. 4 From the Rotate menu, specify even pages, odd pages, or both, and select the orientation of pages to be rotated. To temporarily change your view of the page, choose View > Rotate View > Clockwise or Counterclockwise. The original page orientation is restored the next time you open the PDF. Extract pages in a PDF Extraction is the process of reusing selected pages of one PDF in a different PDF. Extracted pages contain not only the content but also all form fields, comments, and links associated with the original page content. You can leave the extracted pages in the original document or remove them during the extraction process— comparable to the familiar processes of cutting-and-pasting or copying-and-pasting, but on the page level. Note: Any bookmarks or article threading associated with pages are not extracted. 1 Open the PDF in Acrobat and choose Tools > Pages > Extract. 2 Specify the range of pages to extract. 3 In the Extract Pages dialog box, do one or more of the following before you click OK: • To remove the extracted pages from the original document, select Delete Pages After Extracting. • To create a single-page PDF for each extracted page, select Extract Pages As Separate Files. • To leave the original pages in the document and create a single PDF that includes all of the extracted pages, leave both check boxes deselected. The extracted pages are placed in a new document named Pages From [original document name]-[n]. Note: The creator of a PDF document can set the security to prevent the extraction of pages. To view the security settings for a document, choose File > Properties, and select Security. More Help topics “Move or copy a page” on page 99 “Extract component files in a PDF Portfolio” on page 88 Splitting PDFs into multiple documents You can split one or more documents into multiple smaller documents. When splitting a document, you can specify the split by maximum number of pages, maximum file size, or by top-level bookmarks. Last updated 10/11/2011 99 USING ACROBAT X STANDARD PDF Portfolios and combined PDFs Split one or more PDFs, with an open document 1 Open the PDF and choose Tools > Pages > Split Document. 2 In the Split Document dialog box, specify the criteria for dividing the document: Number Of Pages Specify the maximum number of pages for each document in the split. File Size Specify the maximum file size for each document in the split. Top-level Bookmarks If the document includes bookmarks, creates one document for every top-level bookmark. 3 To specify a target folder for the split files and filename preferences, click Output Options. Specify the options as needed, and then click OK. 4 (Optional) To apply the same split to multiple documents, click Apply To Multiple. Click Add Files, and choose Add Files, Add Folders, or Add Open Files. Select the files or folder, and then click OK. Split one or more PDFs, with no document open (Windows only) 1 Choose Tools > Pages > Split Document. 2 Click Add Files, and choose Add Files, Add Folders. Select the files or folder, and then click OK. 3 Follow steps 2 and 3 in the procedure for splitting documents with a document open. Move or copy a page You can use page thumbnails in the Navigation pane to copy or move pages within a document, and copy pages between documents. When you drag a page thumbnail in the Page Thumbnails panel of the Navigation pane, a bar appears near other thumbnails, indicating the position in which it will appear in the PDF. This bar appears at the bottom or top when the thumbnails are in a single column, or to the left or right if more than one column of thumbnails is displayed. More Help topics “Insert one PDF into another” on page 90 “About tags, accessibility, reading order, and reflow” on page 244 Move or copy a page within a PDF, using page thumbnails 1 Click the Page Thumbnails button in the Navigation pane to open the Page Thumbnails panel, and select one or more page thumbnails. 2 Do one of the following: • To move a page, drag the page number box of the corresponding page thumbnail or the page thumbnail itself to the new location. A bar appears to show the new position of the page thumbnail. The pages are renumbered. • To copy a page, Ctrl-drag the page thumbnail to a second location. Copy a page between two PDFs, using page thumbnails 1 Open both PDFs, and display them side by side. 2 Open the Page Thumbnails panels for both PDFs. 3 Drag the page thumbnail into the Page Thumbnails panel of the target PDF. The page is copied into the document, and the pages are renumbered. Last updated 10/11/2011 100 USING ACROBAT X STANDARD PDF Portfolios and combined PDFs Delete or replace a page You can replace an entire PDF page with another PDF page. Only the text and images on the original page are replaced. Any interactive elements associated with the original page, such as links and bookmarks, are not affected. Likewise, bookmarks and links that may have been previously associated with the replacement page do not carry over. Comments, however, are carried over and are combined with any existing comments in the document. After you delete or replace pages, it’s a good idea to use the Reduce File Size command to rename and save the restructured document to the smallest possible file size. A page before and after it is replaced. The page’s bookmarks and links remain in the same locations. Delete pages, using the Delete command Note: You cannot undo the Delete command. 1 Choose Tools > Pages > Delete. 2 Enter the page range to be deleted, and click OK. You cannot delete all pages; at least one page must remain in the document. If you select Use Logical Page Numbers in the Page Display panel of the Preferences dialog box, you can enter a page number in parentheses to delete the logical equivalent of the page number. For example, if the first page in the document is numbered i, you can enter (1) in the Delete Pages dialog box, and the page is deleted. Delete pages, using page thumbnails 1 In the Page Thumbnails panel, select a page or group of pages. 2 Choose Delete Pages from the Page Thumbnails panel options menu Replace the contents of a page 1 Open the PDF that contains the pages you want to replace. 2 Choose Tools > Pages > Replace. 3 Select the document containing the replacement pages, and click Select. Last updated 10/11/2011 , and click OK. 101 USING ACROBAT X STANDARD PDF Portfolios and combined PDFs 4 Under Original, enter the pages to be replaced in the original document. 5 Under Replacement, enter the first page of the replacement page range. The last page is calculated based on the number of pages to be replaced in the original document. Replace pages using a page thumbnail 1 Open the PDF that contains the pages you want to replace, and then open the PDF that contains the replacement pages. 2 In the Pages panel of the PDF that contains the replacement pages, select a page or group of pages: • Select the page number boxes of the page thumbnails that you want to use as replacement pages. • Shift-click to select multiple page thumbnails. Ctrl-click to add to the selection. • Drag a rectangle around a group of page thumbnails. 3 Ctrl+Alt+drag the selected page thumbnails onto the Pages panel of the target document. Release the mouse button when the pointer is directly over the page number box of the first page thumbnail you want to replace so that these pages become highlighted. The pages you selected in the first document replace the same number of pages in the second document, starting at the page number you selected to drop the new pages on. Renumber pages The page numbers on the document pages do not always match the page numbers that appear below the page thumbnails and in the Page Navigation toolbar. Pages are numbered with integers, starting with page 1 for the first page of the document. Because some PDFs may contain front matter, such as a copyright page and table of contents, their body pages may not follow the numbering shown in the Page Navigation toolbar. Printed page numbering (top) compared to logical page numbering (bottom) You can number the pages in your document in a variety of ways. You can specify a different numbering style for groups of pages, such as 1, 2, 3, or i, ii, iii, or a, b, c. You can also customize the numbering system by adding a prefix. For example, the numbering for chapter 1 could be 1-1, 1-2, 1-3, and so on, and for chapter 2, it could be 2-1, 2-2, 23, and so on. Using the Number Pages command affects only the page thumbnails on the Pages panel. You can physically add new page numbers to a PDF using the headers and footers feature. 1 Click the Page Thumbnails button to open the Page Thumbnails panel, and choose Number Pages from the options menu. 2 Specify a page range. (Selected refers to pages selected in the Page Thumbnails panel.) Last updated 10/11/2011 102 USING ACROBAT X STANDARD PDF Portfolios and combined PDFs 3 Select one of the following, and then click OK: Begin New Section Starts a new numbering sequence. Choose a style from the pop-up menu, and enter a starting page number for the section. Specify a prefix, if desired. Extend Numbering Used In Preceding Section To Selected Pages Continues the numbering sequence from previous pages without interruption. More Help topics “Add and edit headers and footers” on page 91 Last updated 10/11/2011 103 Chapter 5: Saving and exporting PDFs You can save your changes to an Adobe® PDF or PDF Portfolio in the original PDF or in a copy of the PDF. You can also save individual PDFs to other file formats, including text, XML, HTML, and Microsoft Word. Saving a PDF in text format allows you to use the content with a screen reader, screen magnifier, or other assistive technology. If you don’t have access to the source files that created an Adobe PDF, you can still copy images and text from the PDF to use elsewhere. You can also export the PDF to a reusable format, or export images in a PDF to another format. Adobe Reader® users can save a copy of a PDF or PDF Portfolio if the creator of the document has enabled usage rights. If usage rights are enabled, Reader users can also save comments, entries in form fields, or digital signatures that they have added to a document. If a document has additional or restricted usage rights, the document message bar under the toolbar area describes the assigned restrictions or privileges. Saving PDFs Save a PDF Use this method to save PDFs, including PDF Portfolios, and PDFs in which you have added comments, form field entries, and digital signatures. Reader users can save PDF Portfolios, comment, fill in forms, and use digital signatures only when the PDF creator has extended additional rights to Reader users. Reader users can save files in PDF or .txt format. Note: Saving a digitally signed PDF invalidates the signature. ❖ Do one of the following: • To save changes to the current file, choose File > Save. • To save a copy of a PDF, choose File > Save As > PDF. • In Reader, choose File > Save As > PDF or File > Save As > Text. • To save a copy of a PDF Portfolio, choose File > Save As > PDF Portfolio. If you are viewing a PDF in a web browser, the Adobe® Acrobat® X Standard File menu is not available. Use the Save A Copy button in the Acrobat toolbar to save the PDF. More Help topics “Filling in forms” on page 185 “Participating in a PDF review” on page 122 Recover the last saved version ❖ Choose File > Revert, and then click Revert. Last updated 10/11/2011 104 USING ACROBAT X STANDARD Saving and exporting PDFs About the Autosave feature The Autosave feature guards against losing your work in case of a power failure by incrementally, and at regular intervals, saving file changes to a specified location. The original file is not modified. Instead, Acrobat creates an autosave file of changes, which includes all the changes you made to the open file since the last automatic save. The amount of new information that the autosave file contains depends on how frequently Acrobat saves the autosave file. If you set the autosave interval to 15 minutes, you could lose the last 14 minutes of your work if a problem occurs. Frequent automatic saving prevents loss of data, and is especially useful if you make extensive changes to a document, such as by adding comments. You can apply autosave changes to the original files when you restart Acrobat. When you close, save manually, or revert to the last-saved version of a file, the autosave file is deleted. Note: If you use assistive technology, such as a screen reader, you may want to disable the Autosave feature so that you don’t lose your place when the file is reloaded. The Autosave feature won’t work in the following cases: • A document that has its security changed. You must save the document to re-enable automatic saving of document changes. • A document created using the Web Capture feature or extracted from a larger PDF (Tools > Pages > Extract). You must save the document to enable automatic saving of changes. • A document displayed in a web browser or incorporated into a container document that supports Object Linking and Embedding (OLE). This document appears outside the default file system and cannot support automatic saving. Recover lost changes To prevent lost changes after an unexpected interruption, the Autosave feature must be enabled, which is the default setting. Set up automatic saving 1 In the Preferences dialog box under Categories, select Documents. 2 Select Automatically Save Document Changes To Temporary File Every xx Minutes (1-99), and specify the number of minutes. Recover lost changes after an unexpected shutdown 1 Start Acrobat or open the file you were working on last. 2 When prompted, click Yes to open the autosave file or files. If multiple files were open, Acrobat opens all of the files for you. 3 Save the file or files with the same names as the files you were originally working on. Reduce file size by saving You can sometimes reduce the file size of a PDF simply by using the Save As command. Reducing the size of PDFs improves their performance—particularly when they’re being opened on the web—without altering their appearance. The Reduce File Size command resamples and recompresses images, removes embedded Base-14 fonts, and subsetembeds fonts that were left embedded. It also compresses document structure and cleans up elements such as invalid bookmarks. If the file size is already as small as possible, this command has no effect. Last updated 10/11/2011 105 USING ACROBAT X STANDARD Saving and exporting PDFs Note: Reducing the file size of a digitally signed document removes the signature. 1 Open a single PDF, or select one or more PDFs in a PDF Portfolio. 2 Choose File > Save As > Reduced Size PDF. 3 Select the version compatibility that you need. If you’re certain that all your users use Acrobat X or Adobe Reader X, limiting compatibility to the latest version can further reduce file size. Note: If you select Acrobat 4.0 And Later, and the document contains transparency, the conversion will fail. 4 (Optional) To apply the same settings to multiple files, click Apply To Multiple, and add the files. Click OK, then in the Output Options dialog box, specify your folder and filename preferences. Note: The Apply To Multiple button is not available in PDF Portfolios. More Help topics “Balancing PDF file size and quality” on page 39 Exporting PDFs to other file formats Exporting PDFs You can export or convert one or more PDFs to several different file formats, and then open and use those files in other applications. The available formats include both text and image formats. To make a PDF compatible with earlier versions of Adobe Acrobat and Reader, you can resave the PDF to an earlier PDF version. See video Converting Scanned PDF Files to Other File Formats. When you save a PDF in an image format, each page is saved as a separate file. Note: You cannot export PDF Portfolios, or PDFs within them, to other file formats. Export a single PDF 1 Choose File > Save As > [Type] > [version], and choose a file format. 2 Click Settings to set conversion options. (If the Settings button is unavailable, the format you selected has no options.) Click OK to apply the settings. Conversion settings can also be edited in the Convert From PDF Preferences. Note: These conversion settings are stored separately from the settings used with the Export All Images command. 3 Click Save to export the PDF to the selected file format. By default, the source filename is used with the new extension, and the exported file is saved in the same folder as the source file. File format options When you export PDFs to different file formats using the Save As command, each file format includes unique conversion settings. If you want to use the same settings every time you convert PDFs to a particular format, specify those settings in the Preferences dialog box. In the Convert From PDF panel, select a file format from the list and click Edit Settings. (Click the Default button at any time to revert to the default settings.) Last updated 10/11/2011 106 USING ACROBAT X STANDARD Saving and exporting PDFs More Help topics “Convert PDFs to Word, RTF, spreadsheets or other formats” on page 109 “Export images to another format” on page 110 “Export selections to another format” on page 110 Image conversion settings JPEG and JPEG 2000 options If your PDF contains a collection of images, you can export them individually as JPEG, PNG, or TIFF files by choosing Tools > Document Processing > Export All Images. Note that the options available depend on whether you are exporting a document to JPEG or JPEG 2000. Grayscale/Color Specifies a compression setting that balances file size with image quality. The smaller the file, the lesser the image quality. Tile Size Divides the image being compressed into tiles of the given size. (If the image height or width is not an even multiple of the tile size, partial tiles are used on the edges.) Image data for each tile is individually compressed and can be individually decompressed. The default value of 256 is recommended. This option is available only for JPEG 2000 format. Format Determines how the file is displayed. Available only for JPEG format. • Baseline (Standard) Displays the image when it has fully downloaded. This JPEG format is recognizable to most web browsers. • Baseline (Optimized) Optimizes color quality of the image and produces smaller file sizes but is not supported by all web browsers. • Progressive (3 scans-5 scans) Downloads the image first as a low-resolution image, with incremental quality improvements as downloading continues. RGB/CMYK/Grayscale Specifies the type of color management to be applied to the output file and whether to embed an ICC profile. Note: If you use the Save As or Export All Images command on a PDF that contains JPEG and JPEG 2000 images, and export the content to JPEG or JPEG 2000 format, the resulting image may look different when opened in Acrobat. This can happen if the images have a color profile included at the page level but not inside the image data. In this case, Acrobat cannot bring the page-level color profile into the resulting saved image. Colorspace/Resolution Specifies a color space and resolution for the output file. You can let Acrobat determine these settings automatically. To convert color images in the file to shades of gray, choose Grayscale. Note: Higher resolutions, such as 2400 pixels per inch (ppi), are suitable only for small page sizes (up to 6.826 inches or 173.380 millimeters). PNG options PNG format is useful for images that will be used on the web. Interlace Specifies if the image is interlaced. None creates an image that displays in a web browser only after downloading is complete. Adam7 creates an image that displays low-resolution versions in a browser while the full image file is downloading. Adam7 can make downloading time seem shorter and assures viewers that downloading is in progress; however, it increases file size. Last updated 10/11/2011 107 USING ACROBAT X STANDARD Saving and exporting PDFs Filter Lets you select a filtering algorithm. • None Compresses the image without a filter. Recommended for indexed-color and bitmap-mode images. • Sub Optimizes the compression of images with even horizontal patterns or blends. • Up Optimizes the compression of images with even vertical patterns. • Average Optimizes the compression of low-level noise by averaging the color values of adjacent pixels. • Paeth Optimizes the compression of low-level noise by reassigning adjacent color values. • Adaptive Applies the filtering algorithm—Sub, Up, Average, or Paeth—best suited for the image. Select Adaptive if you are unsure of which filter to use. RGB/Grayscale Specifies the type of color management for the output file and whether to embed an ICC profile. Colorspace/Resolution Specifies a color space and resolution for the output file. You can let Acrobat determine these settings automatically. To convert color images in the file to shades of gray, choose Grayscale. Note: Higher resolutions, such as 2400 ppi, are suitable only for small page sizes (up to 6.826 inches or 173.380 millimeters). TIFF options TIFF is a flexible bitmap image format supported by virtually all paint, image-editing, and page-layout applications. Resolution is determined automatically. Monochrome Specifies a compression format. CCITTG4 is the default and generally produces the smallest file size. ZIP compression also produces a small file. Note: Some applications cannot open TIFF files that are saved with JPEG or ZIP compression. In these cases, LZW compression is recommended. RGB/CMYK/Grayscale/Other Specifies the type of color management for the output file. Colorspace/Resolution Specifies a color space and resolution for the output file. You can let Acrobat determine these settings automatically. To convert color images in the file to shades of gray, choose Grayscale. Note: Higher resolutions, such as 2400 ppi, are suitable only for small page sizes (up to 6.826 inches or 173.380 millimeters). Microsoft Word & RTF options You can export a PDF to Word format (DOCX or DOC) or Rich Text Format (RTF). The following options are available. Retain Flowing Text Specifies that text flow must be retained. Retain Page Layout Specifies that page layout must be retained. Include Comments Exports comments to the output file. Include Images Exports images to the output file. Run OCR if needed Recognizes text if the PDF contains images that contain text. Set Language Specifies the language setting for OCR. Spreadsheet and HTML options Include Images Specifies if images are exported when you export a PDF as HTML. Run OCR if needed Recognizes text if the PDF contains images that contain text. Last updated 10/11/2011 108 USING ACROBAT X STANDARD Saving and exporting PDFs Set Language Specifies the language setting for OCR. PostScript or Encapsulated PostScript (EPS) options You can export a PDF to PostScript® for use in printing and prepress applications. The PostScript file includes full DSC (Document Structuring Conventions) comments and other advanced information preserved by Adobe Acrobat Distiller®. You can also create an EPS file from any PDF for placement or opening in other applications. The options available depend on whether you are converting a document to PostScript or EPS. Printer Description File The PostScript Printer Description (PPD) provides the necessary information to format a PostScript file correctly for a particular output device. Device Independent creates only composite (not colorseparated) PostScript or EPS files. Acrobat Default provides a starting point and reference for creating all types of PostScript and restores all default settings for the conversion. Adobe PDF 7.0 is compatible with most devices. This option is available only for PostScript (PS) format. ASCII or Binary Specifies the output format of image data. Binary output yields smaller files, but not all workflows can accommodate binary output. PostScript Specifies the level of PostScript compatibility. Use Language Level 3 only if the target output device supports it. Language Level 2 is suitable for EPS files that will be placed in another document and color-separated as part of that document. Use Language Level 2 for EPS files that you import into Microsoft applications. Font Inclusion Specifies the fonts to be included in the PostScript. Embedded fonts are taken from the PDF; the referenced fonts are taken from the computer in use. Include Comments Preserves the appearance of comments in the resulting PostScript file. Convert True Type to Type 1 Converts TrueType fonts to Type 1 fonts in the resulting PostScript file. Include Preview Specifies if a TIFF preview is created for the resulting EPS file. This option is not available when saving as PostScript. Page Range Specifies the pages you want to export. When you export files to EPS output, each page in the range is saved as a separate EPS file. More Help topics “PostScript options” on page 340 Text and XML options Encoding Refers to the binary values, based on international standards, used to represent the text characters. UTF-8 is a Unicode representation of characters using one or more 8-bit bytes per character; UTF-16 represents characters using 16-bit bytes. ISO-Latin-1 is an 8-bit representation of characters that is a superset of ASCII. UCS-4 is a Universal Character Set coded in 4 octets. HTML/ASCII is a 7-bit representation of characters developed by ANSI. Use Mapping Table Default uses the default character encoding defined in mapping tables, which appear in the Plugins/SaveAsXML/MappingTables folder. These mapping tables specify many characteristics of how the data is output, including the following default character encodings: UTF-8 (Save as XML or HTML 4.0.1) and HTML/ASCII (Save as HTML 3.2). Generate Bookmarks Generates bookmark links to content for HTML or XML documents. Links are placed at the beginning of the resulting HTML or XML document. Generate Tags For Untagged Files Generates tags for files that are not already tagged, such as PDFs created using Acrobat 4.0 or earlier. If this option is not selected, untagged files are not converted. Last updated 10/11/2011 109 USING ACROBAT X STANDARD Saving and exporting PDFs Note: Tags are applied only as part of the conversion process and are discarded after the conversion. This is not a method for creating tagged PDFs from legacy files. Generate Images Controls how images are converted. Converted image files are referenced from within XML and HTML documents. Use Sub-Folder Specifies the folder in which to store generated images. The default is Images. Use Prefix Specifies the prefix added to the image file names if you have several versions of the same image file. File names assigned to images have the format filename_img_#. Output Format Specifies the final format of images. The default is JPG. Downsample To Downsamples image files to the specified resolution. If you do not select this option, image files have the same resolution as in the source file. Image files are never upsampled. Convert PDFs to Word, RTF, spreadsheets or other formats Use the Save As command to convert a PDF to Microsoft Word format, or Rich Text Format (RTF), a standard for exchanging content between text-editing applications. The file you obtain when you export a PDF to Word or RTF is not equivalent to the source file in the authoring application. Some coding information may be lost in the conversion. You can also export a PDF to plain text or accessible text. Accessible text follows the reading order preference selected in the Reading preferences, and includes comments and form fields in its output. Accessible text also includes some formatting, such as line breaks. Any alternate text in the document tags is used in place of images and figures. Plain text follows the structure order of text in the document and ignores all artifacts and figure elements in the conversion. Hard hyphens are preserved, and soft hyphens are removed. You can also export a PDF to a spreadsheet format for Excel. 1 Choose File > Save As > [Type] > [version], and choose a file format. 2 Click Settings, select the options you want, click OK, and click Save. Additional resources For videos and tutorials on saving PDFs to other formats, see these resources: • Exporting a PDF to Excel: www.acrobatusers.com/tutorials/exporting-pdf-excel • Converting PDF files to other file formats: www.adobe.com/go/lrvid_012_acrx_en • Converting scanned PDF files to other file formats: www.adobe.com/go/lrvid_026_acrx_en • How to save a PDF with Acrobat JavaScript: www.acrobatusers.com/tutorials/how-save-pdf-acrobat-javascript Conversion options You can configure conversion options before you save the file. By default, the conversion options specified under Preferences are used. More Help topics “Microsoft Word & RTF options” on page 107 “Spreadsheet and HTML options” on page 107 “Text and XML options” on page 108 Last updated 10/11/2011 110 USING ACROBAT X STANDARD Saving and exporting PDFs Export images to another format In addition to saving every page (all text, images, and vector objects on a page) to an image format using the File > Save As command, you can export each image in a PDF to an image format. Note: You can export raster images, but not vector objects. 1 Choose Tools > Document Processing > Export All Images. 2 In the Export All Images As dialog box, choose a file format for the images. By default, exported image files use the source filename. 3 Click Settings. 4 In the Export All Images As Settings dialog box, select the file settings, color management, and conversion settings for the file type. 5 For Exclude Images Smaller Than, select the smallest size of image to be extracted. Select No Limit to extract all images. 6 Click OK. In the Export All Images As dialog box, click Save or OK. More Help topics “Image conversion settings” on page 106 Export selections to another format If you need just a part of the PDF file in another format, you don’t need to convert the entire file and then extract the relevant content. You can select parts of a PDF file and save it in one of the supported formats: DOCX, DOC, XLSX, RTF, XML, HTML, or CSV. 1 Use the Select tool and mark the content to save. 2 Right-click on the selected content and choose Export Selection As. 3 Select a format from Save As Type list and click Save. Reusing PDF content Select and copy text The Select tool lets you select horizontal and vertical text or columns of text in a PDF. You can use the Copy, Copy with Formatting, and Paste commands to copy the selected text into another application. Note the following: • If you’re unable to select text, the text may be part of an image. In Acrobat, to export image text to text that can be selected, choose Tools > Recognize Text > In This File. • If the Cut, Copy, Copy with Formatting, and Paste commands are unavailable when you select text, the author of the PDF may have set restrictions against copying text. • If the text you copy uses a font that isn’t available on your system, the font will be substituted with a close match or a default font. Last updated 10/11/2011 111 USING ACROBAT X STANDARD Saving and exporting PDFs Select text by dragging from an insertion point to an end point (left) or by dragging diagonally over text (right). More Help topics “Opening secured documents” on page 198 Select a column of text 1 Using the Select tool , move the pointer toward a column of text. When the pointer changes to a vertical bar with a box superimposed, the Select tool is in column select mode. You can force column select mode by pressing Alt as you drag a rectangle over the column of text. 2 Drag a rectangle over the column of text. To select text in more than one column, drag from the beginning of the text in one column to the end of text you want to select. Select all the text on a page 1 Choose View > Page Display > Single Page View. 2 Do one of the following: • Choose Edit > Select All. • Click four times in the text. This method selects all the text on the page regardless of the page layout. Note: If you choose any other page layout, all the text in the document is selected. Select a part of the page 1 Click the Select tool , and press Ctrl (Windows) or Command (Mac OS). The pointer changes to . 2 Drag the pointer and draw a rectangle to select a part of the page. Copy selected text 1 Use the Select tool to select any amount of text on the page. 2 Copy the text: • Choose Edit > Copy to copy the selected text to another application. • Right-click on the selected text, and then select Copy. • Right-click on the selected text, and then choose Copy With Formatting. This command, which preserves the column layout, appears only if the document is tagged properly. You can paste copied text into comments and bookmarks as well as into documents authored in other applications. Last updated 10/11/2011 112 USING ACROBAT X STANDARD Saving and exporting PDFs Convert selected content to other formats You convert selected content other formats by copying and pasting the content to a file. For example, you can select content and save it as a Word document, Excel spreadsheet, comma separated values. 1 For scanned documents, choose Tools > Recognize Text > In This File. This command converts the scanned images to text. The quality of your original scan affects how well you can copy and paste the text. 2 Click the Select tool . 3 Press Alt as you drag a rectangle over the rows and columns to copy. To select tables that exceed one page, try changing the page display to Single Page Continuous before selecting the tables. (View > Page Display > Enable Scrolling) 4 Right-click the selection, and choose Export Selection As and specify a file name. 5 Depending on the nature of the content, in the Save As Type, choose one of the following: Word Document or Word 97-2003 Saves the content as a Word file. Excel Workbook, XML Spreadsheet, or CSV Saves the content as a table. Rich Text Format or HTML Saves the content as a RTF or HTML file. To copy a table in RTF, drag the selected table into an open document in the target application. Copy images Use the Select tool to copy and paste individual images from a PDF to the clipboard, to another application, or to a file. If you cannot select an image because of overlapping text, open the Preferences dialog box, and under Categories, select General. Then select Make Select Tool Select Images Before Text. 1 Using the Select tool , do one of the following: • To select the entire image, click it or drag a rectangle around it. • To select a portion of an image, hold the pointer over the image until the cross hair icon appears, and then drag a rectangle around the portion. Note: To deselect an image and start over, click outside it. 2 Copy the image: • Choose Edit > Copy, and then choose Edit > Paste to paste the image in an open document in another application. • Right-click the image and choose an option to copy the image to the clipboard or to a new file. • Drag the image into an open document in another application. More Help topics “Export images to another format” on page 110 Take a snapshot of a page You can use the Snapshot tool to copy all selected content (text, images, or both) to the clipboard or to another application. Text and images are copied as an image. 1 Select the Snapshot tool by choosing Edit > Take a Snapshot. Last updated 10/11/2011 113 USING ACROBAT X STANDARD Saving and exporting PDFs 2 Do one of the following: • Click anywhere in the page to capture the entire content displayed on the screen. • Drag a rectangle around the text or images, or a combination of both. • Drag a rectangle within an image to copy just a portion of the image. Colors in the selected area are inverted momentarily to highlight the selection. The selection is copied automatically to the clipboard when you release the mouse button. If a document is open in another application, you can choose Edit > Paste to paste the copied selection directly into the target document. To add the Snapshot tool to the Common Tools toolbar, right-click the toolbar and select Edit > Take Snapshot. The Common Tools toolbar is located to the left of the Tools, Comment, and Share panes. See “Toolbars” on page 6. You can save all the images from a PDF. See “Export images to another format” on page 110. This feature isn’t available in Reader. Last updated 10/11/2011 114 Chapter 6: Collaboration You can conduct reviews for many types of content by distributing an Adobe® PDF version of the source document for others to review. Reviewers add their comments to the PDF using commenting and markup tools. In shared reviews, reviewers can publish their comments in a shared workspace, and they can view and reply to the comments of other reviewers. If you have an Acrobat.com account, you can upload and share most document types. You can create an Acrobat.com account and access these services directly from Acrobat. Note: Acrobat.com is not available in all languages. File sharing and real-time collaboration Share files using Adobe SendNow Online You can upload and share many file types to Acrobat.com, not just PDF files. 1 To open the Share task pane, do one of the following: • Choose File > Share Files Using SendNow Online. • Click the Share task pane button. 2 In the Share task pane, choose Use Adobe SendNow Online. 3 Click Select Files, and select a file to upload. If a document is open, Acrobat adds it by default. 4 Click the To field. The Subject and Message fields appear. 5 Enter email addresses of the recipients. Click the To button to select email addresses from your email application address book. Insert a semicolon or a return after each address. 6 (Optional) Set the Delivery Options: Require Sign In To Access Files To access and download the files, recipients are required to sign in to SendNow with their Adobe ID and password. (If a recipient doesn’t have a SendNow account, they can sign up for a free Adobe SendNow account.) Get Delivery Receipts Receive email notification each time a recipient downloads a file you’ve sent. Limit Download To nn Days Enter the number of days the file is available for download. Deselect this option if you don’t want to limit how long the file is available. 7 Click Send Link. 8 If prompted, enter your Adobe ID and password, or create an ID if you don’t have one. Acrobat uploads the files to Acrobat.com and sends emails to the recipients, with a link to the shared file. You can view and track the sent files by clicking the link that appears in the Completed box in the Share panel. A similar link appears in the confirmation email message that you receive. For a video on how to share files on Acrobat.com see www.adobe.com/go/lrvid_032_acrx_en. Last updated 10/11/2011 115 USING ACROBAT X STANDARD Collaboration Share files by email You can share many file types, not just PDF files. 1 To open the Share task pane, do one of the following: • Choose File > Attach to Email. • Click the Share task pane button. 2 In the Share task pane, choose Attach To Email. 3 If a document is open, Acrobat adds it by default. Else, click Add File, and select a file. 4 Click Attach. Acrobat creates an email using your default email application. 5 Enter the email addresses, subject, and message. 6 Click Send. Collaborate with others in a PDF Use Collaborate Live to review a PDF with one or more remote users in an online session. In a Collaborate Live session, the participants view a document with a live chat window. When a participant shares a document, the page number and magnification are also shared, so that everyone sees the same part of a document. To start a Collaborate Live session, you must have Acrobat X installed. Participants in a Collaborate Live session must have Acrobat X or Adobe Reader® X. Initiate a Collaborate Live session 1 Choose Comment > Review > Collaborate Live. 2 If prompted, select or browse to the PDF, and click Next. 3 If prompted, enter your Adobe ID and password, or create an ID if you don’t have one. 4 On the email screen, do the following, and then click Send: • Enter email addresses of your invitees. Insert a semicolon or a return after each address. Click the To or Cc buttons to select email addresses from your email application address book. • Preview and edit the email subject and message as needed. To use the default message, click Reset Default Message. • To conduct the collaboration session on Acrobat.com, select Store File On Acrobat.com And Send A Link To Recipients. To send the file as an attachment to the recipients, leave this option deselected. • If you are conducting the collaboration session on Acrobat.com, choose an option from the Access Level menu to specify who can download the file. The Collaborate Live navigation pane opens in the document. After at least one participant joins the session, you can share pages and chat online. Participate in a Collaborate Live session 1 In the Collaborate Live email invitation, do one of the following: • If the email contains a PDF attachment, double-click the attachment. • If the email contains a URL, click the URL or type the URL in the address box of a browser. If prompted, log in with your Adobe ID and password. The PDF opens with the Collaborate Live navigation pane open. 2 If prompted, sign in as a guest or with your Adobe ID and password. Last updated 10/11/2011 116 USING ACROBAT X STANDARD Collaboration 3 While participating in a Collaborate Live session, do any of the following as needed: • Type chat messages in the box at the bottom of the pane. Click the color box to choose a different color for your chat text. • To share your pages so that the same page view appears for all participants, click the Start Page Sharing button. During page sharing, the button changes to Stop Page Sharing, and you can stop sharing at any time. • To share your screen in an Adobe ConnectNow meeting, from the options menu • To save the chat history, from the options menu , choose Share My Screen. , choose Save Chat. • To disable live collaboration in a document, from the options menu , choose Disable Chat & Page Sharing In My Copy, or (initiator only) Disable Chat & Page Sharing In All Copies. If you disable live collaboration in all copies, then users cannot log in to a live collaboration session with any copy of the document. Online Services preferences To change your Acrobat.com account settings, open the Preferences dialog box, and under Categories, select Online Services. Email Address (Adobe ID) Specifies your email address associated with your Adobe ID. Sign Out Click to sign out of your Acrobat.com. Manage Account Click to view and manage your account settings. Change Password Click to clear your currently saved password and specify a new one. Use Share pane when sending email attachment When selected, opens the Share pane to send the document by e- mail. When unselected, it creates an email using your default email client. Always Connect When Opening Documents Enabled For Live Collaboration If this option is selected, you are connected automatically when you open a PDF enabled for live collaboration. If this option is deselected, you are prompted to sign in when you open a document enabled for live collaboration. Copy Me When I Send An Email Invitation Using Acrobat.com When selected, sends you a copy of your initiating email for shared documents, Collaborate Live sessions, shared reviews, and form distributions. Create a Buzzword document The feature to create an Adobe Buzzword document directly from Acrobat is not available in Acrobat X and later. If you have an Acrobat.com account, you can create and share Buzzword documents. For more information, see http://acrobat.com. Collaborate in ConnectNow meetings The feature to start a ConnectNow meeting directly from Acrobat is not available in Acrobat X and later. If you have an Acrobat.com account, you can share PDFs and your desktop, and use other collaboration features in ConnectNow meetings. For more information, see http://acrobat.com. Last updated 10/11/2011 117 USING ACROBAT X STANDARD Collaboration Preparing for a PDF review About managed PDF reviews In a managed review, you use a wizard to set up your review, specify the document location, and invite participants. You don’t have to import comments, enable commenting for Reader users, or manually track reviewer responses. Note: You must have Acrobat Pro installed to enable commenting for Reader users in managed reviews. You cannot enable commenting for Reader users using Acrobat Standard. Acrobat includes two types of managed reviews: shared and email-based reviews. Each type of review has a wizard that helps you distribute a PDF with special tools and instructions to reviewers. The Tracker tracks all managed reviews. The Tracker provides access to the PDF file and information about the review and its participants. Review initiators can change review deadlines, add reviewers, and end reviews from the Tracker. The Tracker lets participants know when new comments are available, when deadlines are changed, and when reviewers are added, even when Acrobat is closed. It also provides information about server error states. Note: Managed reviews cannot be conducted for PDF Portfolios. Shared reviews Shared reviews are the most collaborative form of review because participants can read and reply to the comments of other participants. Comments from participants are stored in a repository on Acrobat.com or on an internal server. Acrobat synchronizes comments at regular intervals to download all the latest changes. Reviewers are notified of new comments as they are added, and they can see and reply to comments made by other reviewers. In a shared review, recipients can easily join the review, share their comments, track their reviews, and get regular updates. Last updated 10/11/2011 118 USING ACROBAT X STANDARD Collaboration Note: You must have Acrobat 9 or later installed to initiate shared reviews on Acrobat.com. Participants in shared reviews on Acrobat.com must have Acrobat 9 or Reader 9 or later. For shared reviews that are not on Acrobat.com, reviewers must have Acrobat 8 or later or Reader 8 or later installed to view other reviewer comments. Reviewers using earlier versions of Acrobat must send comments in email. Email-based reviews Email-based reviews are ideal when reviewers either don’t have access to a common server or don’t require a collaborative approach to reviewing documents. In an email-based review, the initiator sends a PDF to reviewers as an email attachment. Reviewers add their comments and return the document by using the Send Comments button in the document message bar. When receiving these comments, the initiator can merge them into their copy of the PDF. The primary limitation to email-based reviews is that participants can’t view other comments during the review. Initiators can view comments only after receiving them. Note: Participants in an email-based review must have Acrobat 6.0 or later or Reader 7.0 or later. In an email-based review, participants send their comments to the initiator, who merges the comments into the master copy of the PDF. Browser-based reviews You can participate in browser-based reviews set up using Adobe LiveCycle ES2. The document opens in the web browser and the document message bar displays the Save and Work Offline buttons. See Adobe LiveCycle documentation for more details. Choosing a distribution option for reviews and forms Acrobat provides several distribution options in the Send For Shared Review and Distribute Form wizard. When you choose an option, consider the security needs for the distributed file, what servers or websites your recipients can use to download the file, and how you want to receive comments or form data. Acrobat.com Acrobat.com is a free, secure web service that works with Acrobat. Participants can download the file from Acrobat.com, and add comments or forms data using Acrobat or Adobe Reader. When finished, participants publish comments or submit secure form responses to Acrobat.com. Form responses are also stored on your hard drive as they are returned. When using Acrobat.com, you can also allow reviewers or form submitters to open and share the PDF in a live chat session. Last updated 10/11/2011 119 USING ACROBAT X STANDARD Collaboration For an alternate workflow where initiators host documents on Acrobat.com, but recipients use email attachments, read Patti Sokol’s article Acrobat.com for comment/review and forms distribution. Internal server You can use your own internal server location if your recipients work behind a firewall and all have access to a common server. The server can be a network folder, a Microsoft SharePoint workspace (Windows only), or a web server folder. You can include a link to your distributed PDF or send it as an attachment in an email message. For reviews, Acrobat uploads published comments to the server. For forms, Acrobat stores responses on your hard drive as they are returned. Note: Web server folders are not available for form distribution. When you specify your own server, the wizard prompts you to save a profile with the server location and the distribution options you chose. The next time you distribute a PDF, the saved profile is available as an option in the wizard. Email The Distribute Forms wizard has an option for sending a form as an email attachment. You can send the form using your own email client. You can also use the wizard to create an email message in which the form file is attached. Once your recipients fill out and submit the form, the responses are returned to your mailbox. Each response is copied into a PDF Portfolio responses file, which you can organize and export to a spreadsheet. The Send for Shared Review wizard lets you either email a link to the pdf, or attach the pdf to the email. Select an email application for reviews You need an email application and a mail server connection for email-based reviews and to send comments. Acrobat supports most email applications. If you have more than one email application installed, you can specify which application starts when Acrobat sends a PDF. Do one of the following: • (Windows) Double-click Internet Options in the Control Panel. In the Internet Properties dialog box, select the Programs tab, and then select the preferred email application. Restart Acrobat to activate the change. • (Windows) Change the MAPI settings in your email application. Acrobat and Reader use the Messaging Application Program Interface (MAPI) to communicate with your email application. Most email applications come with MAPI settings to handle this communication. For more information on configuring your email applications, see the email application’s Help. • (Mac OS) In Mail, choose Mail > Preferences, select General, and then choose the preferred email application from the Default Email Reader menu. Restart Acrobat to activate the change. If your application isn’t listed, choose Select from the menu and browse to the location. If you select an application that isn’t listed in the Default Email Reader menu, Acrobat does not necessarily support it. Specify a server If you distribute a PDF using your own server location, you can specify a network folder, a Windows server running Microsoft SharePoint Services, or a web server folder. Participants must have read and write access to the server you specify. Ask your network administrator to provide a suitable server location for storing comments. No additional software is required to set up a server. Note: Web server folders are not available for form distribution. Last updated 10/11/2011 120 USING ACROBAT X STANDARD Collaboration If all recipients are within a local area network, network folders and SharePoint servers are the best choices for a comment server. Network folders are generally the cheapest and most reliable. To initiate a review on a SharePoint server, the initiator must use Windows. However, participants can use either Windows or Mac OS. WebDAV servers (web servers that use the WebDAV protocol) are best used only if your reviewers are outside a firewall or a local area network. Starting a review Start a shared review The shared PDF that you send includes the Annotation and Drawing markup panels, and instructions in the document message bar. 1 Choose Comment > Review > Send For Shared Review. You can also start a shared review directly from other applications that use PDFMaker, such as Microsoft Word. Choose Adobe PDF > Convert To Adobe PDF And Send For Review. For Office 2007/2010 applications, choose Acrobat > Create And Send For Review. 2 If prompted, specify a PDF. 3 Choose a delivery and collection method. You can use Acrobat.com, your own internal server, or a server profile if you have already created one. (For more information, see “Choosing a distribution option for reviews and forms” on page 118.) Then follow the onscreen instructions. 4 On the email screen, specify the following settings as needed: Delivery Method Click to specify a different delivery and collection method from the one that is currently selected. To, Cc Enter the email addresses of your reviewers. Insert a semicolon or a return after each address. Click the To or Cc button to select email addresses from your email application address book. Subject, Message Preview and edit the email subject and message as needed. Acrobat saves any changes you make and displays them the next time you send a document for review. To use the default email message, click Reset Default Message. Access Level (Acrobat.com only) Specifies who can download the file from Acrobat.com. You can limit access to only the recipients of your email, or you can allow open access to anyone who knows the URL. Review Deadline Click to specify a different date or no deadline. After the review deadline expires, reviewers cannot publish comments. Note: If the review deadline expires while a reviewer has the document open in Acrobat, then the reviewer can publish comments before closing the document. Allow Page View Sharing And Chat Collaboration In This Document (Acrobat.com only) When selected, reviewers can use the Collaborate Live feature to open and share the PDF in a live chat session. 5 Click Send. Acrobat creates a copy of the shared review file, named [original filename]_review.pdf, in the same folder as the original file you specified for the review. Last updated 10/11/2011 121 USING ACROBAT X STANDARD Collaboration More Help topics “Save the PDF with comments” on page 126 “Online Services preferences” on page 116 Start an email-based review When you start an email-based review, you send out a tracked copy of the PDF, enabling you to easily merge comments that you receive. (Form fields in a PDF aren’t fillable during the review.) After initiating a shared review, you can also start an email-based review with the same PDF. Start the review Before you start an email-based review, make sure that your email application is configured to work with Acrobat. (See “Select an email application for reviews” on page 119.) 1 Choose Comment > Review > Send for Email Review. 2 If prompted, enter information in the Identity Setup dialog box. 3 Specify a PDF if it isn’t already open, and then click Next. The PDF that you specify becomes the master file. You’ll merge comments you receive from reviewers into this file. 4 Specify reviewers by typing their email addresses. Insert a semicolon or a return between each address. Click Address Book to select email addresses from your email application address book. 5 Preview and edit the email invitation as needed, and then click Send Invitation. A copy of the PDF is sent to the reviewers as an attachment. When this PDF attachment is opened, it presents commenting tools and instructions. Merge comments After you receive comments from reviewers, you can merge the comments into the master PDF. 1 After a reviewer sends you comments, open the attached file in your email application. If the email application can’t find the original version of the PDF, it prompts you to browse for it. Note: It’s possible to forward comments to the initiator if you didn’t initiate the review. First merge these comments into your copy of the PDF. Then send the comments (see “Send comments in email” on page 124). If you’ve sent your comments already, the initiator receives only new comments. Merged comments retain the original author name. 2 If you initiated the review, the Merge Comments dialog box appears. Select one of the following options: Yes Opens the master copy of the PDF and merges all comments into it. After comments are merged, save the master PDF. No, Open This Copy Only Opens the reviewer’s copy of the PDF with comments. If you select this option, you can still merge comments by choosing Comments > Merge Comments Onto Master PDF. Cancel Closes the reviewer’s PDF that contains comments. You can hide comments that you don’t want to merge by using the Show menu in the Comments list. Save and reopen the PDF, and then select Yes in the Merge PDF dialog box. Last updated 10/11/2011 122 USING ACROBAT X STANDARD Collaboration Participating in a PDF review Review a PDF When you receive an email invitation to a PDF review, the invitation typically includes the PDF as an attachment or provides a URL to the PDF. Alternatively, some invitations include a Forms Data Format (FDF) attachment. When opened, an FDF file configures your review settings and opens the PDF in Acrobat. PDFs in a review have special features, including commenting tools and a document message bar with instructions. Use the commenting tools to add comments to the PDF and then submit them. Either publish the comments to a comment server where others can see them, or send comments as an email attachment to the review initiator. Note: It’s possible to receive a PDF that doesn’t include special features. If so, add your comments using tools from the Annotations and Drawing Markup panels in the Comment pane. Then save the PDF and send it back. (See “Annotations and drawing markup tools overview” on page 129.) To review the PDF later, reopen it from the Tracker. Doing so ensures that your comments are added to the tracked copy of the PDF, and that the initiator receives your comments. If you don’t send or publish your comments right away, save the PDF before you close it to avoid losing your comments. Until the initiator receives your comments, they appear only in your local copy of the PDF and aren’t visible to other reviewers. For a video on the basics of reviewing, see www.adobe.com/go/lrvid_014_acrx_en If you review a PDF using Acrobat 9 or earlier, or Reader 9 or earlier, some features are not available. More Help topics “Reply to comments” on page 143 “Rejoin a review” on page 124 “Save the PDF with comments” on page 126 Join a review 1 In your email application, open the PDF by clicking the URL or double-clicking the attachment (PDF or FDF). 2 Do one or more of the following, if prompted: • Log in to Acrobat.com with your Adobe ID and password. • Click Connect in the Shared Review dialog box. • Click OK in the Welcome To Shared Review window. This window shows the review deadline, participants, whether each reviewer has made any comments, and the comment server location. • Type your name, email address, company name, and job title. 3 Save the file to a location that you can find easily, such as the desktop. 4 Add comments to the PDF using tools in the Comment pane. To delete a comment, select it and press Delete. (You can only delete the comments that you made.) 5 Do all of the following that apply: • If you’re notified that new comments from other reviewers are available, click the message. New comments appear in the PDF. • To find out if new comments are available from other reviewers, click the Check For New Comments button . 6 Submit your comments by clicking Publish Comments or Send Comments To Review Initiator in the document message bar. Last updated 10/11/2011 123 USING ACROBAT X STANDARD Collaboration When you send comments, a PDF containing your comments is sent as an email attachment to the review initiator. When you publish comments, your comments are saved to the comment server. Options in the document message bar The options in the document message bar depend on how the initiator set up the review and whether you can access the comment server. For information about the different types of reviews, see “About managed PDF reviews” on page 117. Check For New Comments Prompts Acrobat to synchronize comments between the comment server and the local hard drive. If you don’t click this button, Acrobat checks for new comments every 10 minutes if the document is open and every hour if the document is closed. Merge Comments Copies the comments in the open PDF to your copy. This option is available only for PDFs you receive from reviewers in email-based reviews. Publish Comments Available only in shared reviews. Uploads your new comments to the comment server. This button is disabled if the review has ended. Save An Archive Copy Available only in shared reviews, when a review has ended. Saves a copy of the document with review comments to your hard drive. Send Comments Creates an email message addressed to the review initiator that contains the commented PDF as an attachment. This option is always available for reviewers in email-based reviews. It appears in shared reviews if the reviewer has chosen to work offline or if an attempt to connect to the comment server has failed. Save & Work Offline Saves the file for you to work offline. This option is available for browser-based reviews set up using Adobe LiveCycle. Send & Receive Synchronizes comments. This option is available for browser-based reviews set up using Adobe LiveCycle. Status An icon that displays the connected state of the comment server. The icon appears as the last attempt successful icon , the last attempt unsuccessful icon , or the attempting to connect icon . If you click the icon, a menu with additional options appears: Track Reviews opens the Tracker; Save As Archive Copy saves a copy of the PDF that is no longer connected to the review; Work Offline lets you work in offline mode, in which you can make comments but cannot publish them until you switch back to online mode. To switch to online mode, click Reconnect To Server. Check for newly published comments When you participate in a shared review, Acrobat synchronizes published comments on your local hard drive with the comments on the server. Acrobat notifies you when new comments are available. Because synchronization continues after the PDF is closed, you’ll continue to receive notifications. Messages in the notification area inform you when new reviewers join the review, when updates occur (multiple reviews), when deadlines change, and when synchronization attempts fail. They also inform you when a new broadcast subscription is added in the Tracker. You can change the frequency of messages and of comment synchronization, and you can manually trigger the synchronization process. To view new comments in a shared review, you must have access to Acrobat.com or be able to connect to the network where the comment server is located. If you can’t connect, check the server status in the Tracker to determine the cause of the problem. ❖ Click the Check For New Comments button in the document message bar. Last updated 10/11/2011 124 USING ACROBAT X STANDARD Collaboration Send comments in email If you review a PDF offline or outside a firewall, or if you lose your connection to the comment server, you can send your comments in an email message. 1 Choose File > Attach To Email. 2 In the Share pane, choose Attach to Email, and click Attach. 3 In the new email that opens, enter the address for the initiator, and click Send. To bypass the Share pane and directly attach the pdf to an email, in the Preferences dialog box, under Categories select Online Services. Then, uncheck Use Share pane to send email attachments. Note: If the PDF exceeds the 5-MB file-size limit, Acrobat prompts you to send your comments in a Forms Data Format (FDF) file. The initiator can import this smaller file. To adjust the limit, open the Preferences dialog box and select Reviewing. Then enter the new value for Send Comments As FDF For Files Greater Than [#] MB. Publish comments from other reviewers When you participate in a review, you can receive comments from other reviewers. For example, if a reviewer can’t access the comment server, the reviewer can send you comments. As another example, suppose that you solicited feedback from people who weren’t initially invited to the review. Those reviewers can return a copy of the review PDF to you with their comments. By taking ownership of the comments, you can share them with everyone in the review. 1 Open the PDF that contains comments. 2 Do one of the following: • Click OK when asked if you want to publish comments for this reviewer. The published comments appear in the PDF. Your name appears in the title bar and the author’s name appears in the body of the comments, preceded by the text “On behalf of.” To hide “On behalf of” text, in the Preferences dialog box under Reviewing, uncheck Show “On Behalf of” text in comment when user takes ownership of comments in a shared review. • Click Yes when asked if you want to merge comments, or click Merge Comments in the document message bar and then click Send Comments. Add email addresses for other reviewers, as needed, and then click Send. • In Acrobat or Reader, open a copy of the PDF and choose Comment > Comments List > Options > Import Data File. Select a file with comments from reviewers. Add email addresses for other reviewers, as needed, and then click Send. Only new or edited comments are published or sent. Rejoin a review Use the Tracker to reopen PDFs in an active review. The Tracker only displays PDFs that you’ve saved. If you didn’t save a PDF the first time you opened it, reopen the PDF from your email application. 1 Do one of the following: • In Acrobat, choose Comment > Review > Track Reviews. • In Reader, choose View > Tracker. 2 In the Tracker, double-click the PDF. 3 Add new comments or edit existing comments. To delete a comment, select it and press Delete. (You can delete only comments that you made.) Last updated 10/11/2011 125 USING ACROBAT X STANDARD Collaboration Acrobat removes deleted comments from the online PDF the next time it synchronizes comments. If you delete comments that you sent in an earlier email message, they aren’t deleted in the initiator’s document. 4 Click Publish Comments in the document message bar. Only new or edited comments are published or sent. More Help topics “Save the PDF with comments” on page 126 Tracking and managing PDF reviews Tracker overview Use the Tracker to manage document reviews and distributed forms, view the status of review and form servers, and manage web broadcast subscriptions (known as RSS feeds). To open the Tracker from Acrobat, choose Comment > Review > Track Reviews. To open the Tracker from Reader, choose View > Tracker. For a video on how to track your review in acrobat see www.adobe.com/go/lrvid_015_acrx_en Use the Tracker to manage reviews, forms, and web broadcast subscriptions (RSS feeds). Left panel has links to review files, forms, server status messages, and RSS feeds. Right panel shows details for item selected in left panel. Latest Updates The Latest Updates panel provides a summary of the latest changes in shared reviews, form files, and servers. If you have no active reviews or forms, this panel provides instructions and links for creating managed reviews, creating forms, and distributing forms. In the Latest Updates panel, you can also turn Tracker notifications on or off inside Acrobat and, for Windows only, in the system tray. Reviews The Tracker shows who’s joined a shared review and how many comments they’ve published. From the Tracker, you can rejoin a review and email the participants. If you’ve initiated reviews, you can add or change deadlines, add reviewers, end a review, and start a new review with existing reviewers. Last updated 10/11/2011 126 USING ACROBAT X STANDARD Collaboration The left side of the Tracker shows all PDF documents in managed reviews. The information pane on the right lists the date and time the PDF was sent and the list of invited reviewers. Links to shared PDFs provide additional information, including the deadline (if set) and the number of comments submitted per reviewer. Deleting a link in the Tracker deletes the PDF and all comments from the server, and permanently ends the review. Forms Use Tracker to manage the forms that you have distributed or received. The Tracker allows you to view and edit the location of the response file, and track which recipients have responded. You can also add more recipients, email all recipients, and view the responses for a form. For more information, see “About Forms Tracker” on page 185. Server Status The Server Status shows the state of all servers being used for reviews and distributed forms. The check mark icon next to the server name indicates that the last synchronization attempt was successful. The warning icon indicates that the last synchronization attempt was unsuccessful. The warning icon indicates that the server is disconnected from the network, has problems writing data to the disk, or has some other problem. Contact your network administrator for assistance. RSS You can use the Tracker to subscribe to web content that uses the RSS (Really Simple Syndication) format, such as news feeds and music channels. RSS format is compatible with XML and RDF formats. Note: If the RSS button doesn’t appear in Tracker, open the Preferences dialog box in Acrobat and select Tracker. Select Enable RSS Feeds In Tracker, and click OK. Then close and reopen Tracker. Track reviewed PDFs 1 In the Tracker, expand the appropriate folder: Sent Lists PDFs in reviews that you initiated. (Not available in Reader.) Joined Contains PDFs in reviews that you’ve received. PDFs appear in this list only after you open them. If you open a PDF from an email attachment and don’t save the PDF, the entry is removed from the Tracker when you close the file. Note: PDFs listed in bold contain one or more of the following updates: comments that you haven’t read yet, a deadline update from the review initiator, and reviewers who have joined the review. 2 Select a PDF. Information specific to the selected PDF review appears on the right. Shared reviews list deadline information, reviewers who have joined the review, and the number of comments. Save the PDF with comments You can save a copy of the review PDF that contains all the comments that reviewers have published or that you’ve imported (merged). If the PDF is in a shared review, you can save an archive copy. The copy is no longer connected to the shared review, and you can edit both content and comments in it. Last updated 10/11/2011 127 USING ACROBAT X STANDARD Collaboration If you want to create a copy of a shared PDF to distribute to others, use the Save As command. The resulting file includes all comments that were published up to that point. It can be moved, copied, or renamed without affecting its connection to the review or to the comment server. ❖ To save a copy of a review PDF with all the comments, open the file, and then do one of the following: • For a shared review, choose File > Save As Archive Copy. Alternatively, click the Status button in the document message bar and choose Save As Archive Copy. • For an email-based review, choose File > Save As to save a new copy of the PDF. This most recently saved version is now the tracked PDF. The old version is the archive copy. Invite additional reviewers If you’re the review initiator, you can invite others to participate in the review. If you’re a reviewer and want other people to participate, ask the review initiator to invite them. That way, the initiator can automatically track all participants and receive notification when their comments are received. 1 In the Tracker, select the PDF under Sent, and then click Add Reviewers on the right. 2 Specify the email addresses of the reviewers whom you want to add. Change the message as needed and then send the message. Additional reviewers appear with other participants in the right pane of the Tracker. Add or change a deadline A review initiator can add or change a deadline in an existing review. 1 In the Tracker, select the PDF, and do one of the following: • If the review has no deadline, click Add Deadline. • If the review has a deadline, click Change Deadline. 2 Click Review Deadline, change the deadline as needed, and click OK. 3 Change the email recipients, subject, and message as needed, and then click Send. End a review A review initiator can end an existing review. Once a review has ended, participants cannot publish comments to the server. You can change the review deadline later if you want to restart the review. ❖ In the Tracker, select the PDF and click End Review. Start a shared review with the same reviewers from an existing review 1 In the Tracker, select a PDF and click Start New Review With Same Reviewers. 2 Follow the steps for starting a shared review. More Help topics “Start a shared review” on page 120 Last updated 10/11/2011 128 USING ACROBAT X STANDARD Collaboration Send a message Sometimes during a review, you want to contact other reviewers or send them a reminder of their approaching deadline. 1 In the Tracker, select the PDF and click Email All Reviewers. 2 In the email message, change the To and Subject boxes or the body of the email message as needed, and then click Send. Update your profile Your comments identify you as the author by displaying your name—the name you provided when you joined or started a review, or your system login. You can change the author name and other profile information at any time. If you do, your updated profile appears only in new comments; existing comments aren’t affected. Update your review profile 1 In the Preferences dialog box under Categories, select Commenting. 2 Deselect Always Use Log-In Name For Author Name. 3 Select Identity from the list on the left. 4 Edit your profile, making sure to include the email address that you’ll use for reviews. Click OK. Update your profile for a shared review 1 In the Preferences dialog box under Categories, select Identity. 2 Edit your profile, making sure to include a valid email address, and click OK. Subscribe to web broadcast services 1 Click the RSS button on the left side of the Tracker. Note: If the RSS button doesn’t appear in Tracker, open the Preferences dialog box in Acrobat and select Tracker. Select Enable RSS Feeds In Tracker, and click OK. Then close and reopen Tracker. 2 Click Subscribe To RSS Feed, and then enter a web address in the URL box. Tracker preferences To specify settings for Tracker, in the Preferences dialog box under Categories, select Tracker. Automatically Check For New Comments And Form Data Specifies how often comments are synchronized. To disable automatic synchronization, move the slider to the far right until the value Never appears. Suspend The Check For New Comments And Form Data Specifies how long after review or form inactivity to stop checking for comments or new form data. Remove Custom Server Locations To remove a server profile, select it from the list and click Remove Server Profile. Notifications Specifies where Tracker notifications appear. Enable RSS Feeds In Tracker When this option is selected, an RSS category appears on the left side of the Tracker. You can subscribe to RSS feeds from within the Tracker. Last updated 10/11/2011 129 USING ACROBAT X STANDARD Collaboration Commenting Annotations and drawing markup tools overview Note: In Reader, complete commenting tools are available only in PDFs that have commenting enabled. PDFs in a review workflow typically include commenting rights. You use annotation and drawing markup tools (Comment pane) to add comments. Comments are notes and drawings that communicate ideas or provide feedback for PDFs. You can type a text message using the Sticky Note tool. Alternatively, you can use a drawing tool to add a line, circle, or other shape and then type a message in the associated pop-up note. Text-editing tools let you add editing marks to indicate changes that you want in the source document. Most commenting and markup tools don’t appear in the toolbar until you add them. Note: If you open a PDF in a browser for a shared review that has ended, the commenting tools are unavailable. Most comments include two parts: the icon, or markup, that appears on the page, and the text message that appears in a pop-up note when you click or double-click the icon or place the pointer over the icon. After you add a comment, it stays selected until you click elsewhere on the page. Acrobat highlights a selected comment with a blue halo to help you find the markup on the page. A wireframe with selection handles appears on drawing markups and stamps, so that you can adjust the size and shape. A B C D E F G H I J Annotations panel A. Add Sticky Note B. Highlight text C. Attach file D. Record audio E. Add Stamp tool and menu F. Insert text at cursor G. Replace text H. Strikethrough I. Underline J. Add note to text A B C D E G H I J K F Drawing Markups panel A. Add text box B. Add text callout C. Draw line D. Draw arrow E. Draw oval F. Draw rectangle G. Draw cloud H. Draw polygon I. Draw connected lines J. Draw free form K. Erase free form Last updated 10/11/2011 130 USING ACROBAT X STANDARD Collaboration A B C D Types of comments in a PDF A. Stamp B. Text edit C. Comment rollover (tool tip) D. Sticky note Additional resources For videos and tutorials on commenting, see these resources: • The Basics of Commenting: www.adobe.com/go/lrvid_013_acrx_en • The Document Review Process: www.peachpit.com/articles/article.aspx?p=1670579&seqNum=4 More Help topics “Comment on 3D designs” on page 314 Show annotations and drawing markup tools Annotations and markup tools don’t appear by default, except when you open a PDF in a managed review workflow. ❖ Click the Comment task pane button, and then click the Annotations or Drawing Markup panels. Select an annotation or drawing markup tool • Choose Comment > Annotations > [tool]. • Choose Comment > Drawing Markups > [tool]. Note: After you make an initial comment, the tool changes back to the Select tool so that you can move, resize, or edit your comment. (The Pencil and Highlight Text tools stay selected.) Keep an annotation tool selected You can add multiple comments without reselecting the tool. 1 Select the tool you want to use (but don’t use it yet). 2 Right-click (Windows) or Control-click (Mac OS) and choose Keep Tool Selected. Commenting preferences Commenting preferences affect both the appearance of and the way you view annotations and markups in PDFs. Last updated 10/11/2011 131 USING ACROBAT X STANDARD Collaboration Note: A reviewer can place comments anywhere within the document frame. As a result, sometimes you need to scroll or zoom out to see comments that are located off the page. In the Preferences dialog box under Categories, select Commenting. Font, Font Size In Windows, you can determine the font and the size of text in pop-up notes. In Mac OS, you can select only Large, Medium, or Small settings for the font. This setting applies to all new and existing comments. Pop-up Opacity Determines the opacity of comment pop-up notes in values from 1 to 100. When a pop-up note is open but not selected, an opacity value of 100 makes the note opaque, while lower values make it more transparent. Enable Text Indicators And Tooltips Shows a tool tip when you place the pointer over a comment that includes a popup note. The tool tip contains the author name, comment status, and two lines of the text. Selected by default. Print Notes And Pop-ups Specifies that pop-up notes associated with comments, and icons for note, audio, and file attachments print exactly as they appear on the page. Instead of selecting this option, you can print comment text in various layouts by choosing File > Print, and clicking Summarize Comments. Show Lines Connecting Comment Markups To Their Pop-ups On Mouse Rollover When you place the pointer over a comment markup (such as a highlight or a note icon), the shaded connector line appears. Selected by default. Ensure That Pop-ups Are Visible As The Document Is Scrolled As you scroll a PDF, the pop-up notes on a given page shift to stay in view within the document pane. Selected by default. Automatically Open Comment Pop-ups For Comments Other Than Notes A pop-up note appears when you create a comment using a drawing tool, the Stamp tool, or the Pencil tool. Hide Comment Pop-ups When Comments List Is Open Helps reduce screen clutter when a page includes many comments. Selected by default. Automatically Open Pop-ups On Mouse Rollover When you place the pointer over a comment of any type, including drawing markups and stamps, the pop-up note opens. Always Use Log-in Name For Author Name Determines which name appears in the pop-up note you create. If this option is selected, the Login Name in the Identity panel of the Preferences dialog box is used. If this option isn’t selected, the default name you specify for Author in a comment properties dialog box is used. Selected by default. Create New Pop-ups Aligned To The Edge Of The Document Aligns pop-up notes with the right side of the document window, regardless of where the comment markup (such as a note icon or highlighting comment) is added. If this option is deselected, the pop-up note appears next to the comment markup. Selected by default. Copy Encircled Text Into Drawing Comment Pop-Ups Copies text that you circle using the drawing tools in the pop-up note associated with the drawing markup. Copy Selected Text Into Highlight, Cross-Out, And Underline Comment Pop-ups Copies selected text to the pop-up note associated with text editing comments, such as those created by the Highlight Text tool. Change the look of your comments Note: In Reader, complete commenting tools are available only in PDFs that have commenting enabled. PDFs in a review workflow typically include commenting rights. You can change the color and appearance of comments or markups before or after you create them. You can set the new look as the default appearance for that tool. Note: To change how your name appears in comments, open the Preferences dialog box, select Commenting, and then deselect Always Use Log-in Name For Author Name. Last updated 10/11/2011 132 USING ACROBAT X STANDARD Collaboration A B Properties A. With note icon selected B. With pop-up text selected Change a comment’s look and set it as the default 1 After you create a comment, choose Properties from the Options menu of the pop-up note. 2 In the Properties dialog box, do any of the following, and then click Close: • Click the Appearance tab to change such options as the color and type of icon used. The type of comment selected determines which options are available. • Click the General tab to change the name of the author and subject of the comment. • Click the Review History tab to see the history of changes people have made to the status of a comment during a review. • Select Locked at the bottom of the Properties dialog box to prevent the comment from being edited or deleted. • Select Make Properties Default at the bottom of the Properties dialog box to apply these properties to all subsequent comments of this type. Set the default look for a tool 1 In Annotations and Drawing Markup panels in the Comment task pane, right-click the tool that you want to use, and choose Tool Default Properties. 2 Set the properties as desired, and click OK. All comments you create using this tool display the properties you set. Existing comments aren’t affected, nor is the appearance of text in pop-up notes. Add a sticky note Note: In Reader, complete commenting tools are available only in PDFs that have commenting enabled. PDFs in a review workflow typically include commenting rights. Last updated 10/11/2011 133 USING ACROBAT X STANDARD Collaboration The most common type of comment is the sticky note. A sticky note has a note icon that appears on the page and a pop-up note for your text message. You can add a sticky note anywhere on the page or in the document area. A B C D E Use the Sticky Note tool to add a text message in a pop-up note. A. Annotations panel B. Sticky Note tool C. Options menu D. Time stamp E. Text message Add a sticky note comment 1 Select the Sticky Note tool in the Annotations panel, and either click where you want to place the note or drag to create a custom-sized note. 2 Type text in the pop-up note. You can also use the Select tool to copy and paste text from a PDF into the note. Note: If you close the pop-up note, your text remains. Edit a sticky note comment 1 Click or double-click the note icon. 2 Make changes, as needed: • To resize the pop-up note, drag the lower-left or lower-right corner. • To change the text formatting, choose View > Show/Hide > Toolbar Items > Properties Bar, select the text, and then select the property you want in the toolbar. Use the Commenting panel in the Preferences dialog box to change the font size, default pop-up behavior, and other settings for creating and viewing comments. When you’re finished, click the minimize button in the upper-right corner of the pop-up note, or click outside the popup note. Delete a sticky note 1 Select the Sticky Note tool 2 , the Hand tool , or the Select tool . Select the note icon, and press Delete. Alternatively, double-click the note icon and choose Delete from the Options menu of the pop-up note. Mark up text with edits Note: In Reader, complete commenting tools are available only in PDFs that have commenting enabled. PDFs in a review workflow typically include commenting rights. You can use text edit comments in a PDF to indicate where text should be edited in the source file. Text edit comments do not change the actual text in the PDF. Instead, they indicate which text should be deleted, inserted, or replaced in the source file from which the PDF was created. Last updated 10/11/2011 134 USING ACROBAT X STANDARD Collaboration Acrobat offers two basic methods to add text edit annotations: pre-select and post-select. Pre-select Use the Select tool to mark the text and then click on a text edit tool. You can also right-click (Windows) or Control-click (Mac OS) on the selected text to open a menu of text editing options. Post-select Click the text edit tool and then select the text. In Acrobat for Windows, you can export text edits directly to the Microsoft Word document that the PDF is based on to revise the source document. To use this feature, you must use PDFMaker in Word to create the PDF. Before you export your text edits, make sure that insertion comments use the exact text, including spaces and paragraph returns, that you want to add. If you add extra instructional words (such as “Add the following:”), these words will have to be deleted manually from the Word document. A B Replace Text option A. Selected text is struck out. B. New text is added to a linked pop-up note. More Help topics “Export comments to Word (Windows)” on page 147 Replace text 1 Select Replace from the Annotations panel. 2 Select the text. Any selected text is crossed out and a pop-up note opens. 3 Do one of the following: • Type the text to be inserted or added. The insertion caret appears. • To indicate that a new paragraph should be added, press Enter, and then close the pop-up note without adding text. The paragraph insertion caret appears. Add a note to a text edit 1 Using the Select tool, right-click a text edit. 2 Select Open Pop-Up Note from the menu. 3 Type your note in the pop-up note. Insert text 1 Select the Insert tool from the Annotations panel. 2 Click between the words or characters where you want to insert text. 3 Do any of the following: • Type the text you want to insert. Last updated 10/11/2011 135 USING ACROBAT X STANDARD Collaboration • To indicate that a new paragraph should be added, press Enter, and then close the pop-up note without adding text. appears. The paragraph insertion caret • To indicate that a space should be added, press the spacebar, and then close the pop-up note without adding text. The space insertion caret appears. You can also indicate text edits by using the Select tool a text edit annotation. to select text, right-click the selected text, and then choose Delete text 1 In the Annotations panel, choose the Strikethrough tool . 2 Select the text to mark for deletion. Delete text markups If markup comments are stacked, delete the comments in the Comments list: Choose Comment > Comments List, select the comment, and press Delete. ❖ Select the markup and press Delete. Highlight, strikethrough, or underline text Note: In Reader only Sticky Note and Highlight tools are available. Other commenting tools are available only in PDFs that have commenting enabled. PDFs in a review workflow typically include commenting rights. You can use the Highlight Text tool, Strikethrough Text tool, and the Underline Text tool to add comments by themselves or in conjunction with notes. You can add a highlight with a note or you can cross out text or underline text by selecting the text using the Select tool, right-clicking, and then choosing that option from the menu that appears. However, if you’re marking up a lot of text, the specialized tools are faster and easier to use. 1 Choose Comment > Annotations, and select the Highlight Text tool Underline Text tool , the Strikethrough Text tool , or the . Note: If you want to apply more than one comment using the Strikeout Text tool or the Underline Text tool, choose Keep Tool Selected from the Options menu after you select the tool. The Highlight Text tool stays selected after you make the first comment. 2 Drag from the beginning of the text you want to mark up. Control-drag to mark up a rectangular area of text. This feature is especially useful when you are marking up text in a column. 3 (Optional) To add a note, double-click the markup and add text in a pop-up note. Stamp a document Note: In Reader only Sticky Note and Highlight tools are available. Other commenting tools are available only in PDFs that have commenting enabled. PDFs in a review workflow typically include commenting rights. You apply a stamp to a PDF in much the same way you apply a rubber stamp to a paper document. You can choose from a list of predefined stamps, or you can create your own stamps. Dynamic stamps obtain information from your computer and from the Identity panel of the Preferences dialog box, allowing you to indicate name, date, and time information on the stamp. The Stamp tool appears in the Annotations panel by default. Last updated 10/11/2011 136 USING ACROBAT X STANDARD Collaboration A B C D Stamp tool categories A. Dynamic stamp B. Sign Here stamp C. Standard business stamp D. Custom stamp For a tutorial on creating dynamic stamps, see Dynamic Stamp Secrets at www.acrobatusers.com/tutorials/2007/02/dynamic_stamp_secrets. Open the Stamps palette ❖ Choose Comment >Annotations > Stamps > Show Stamps Palette. Apply a stamp 1 Select a stamp by doing one of the following: • Click the Stamp tool. The most recently used stamp is selected. • In the Stamps Palette, choose a category from the menu, and then select a stamp. 2 Click the document page where you want to place the stamp, or drag a rectangle to define the size and placement of the stamp. 3 If you haven’t provided a name in the Identity preferences, the Identity Setup dialog box prompts you to do so. Change a stamp’s location or appearance ❖ Using the Select tool or the Hand tool, do any of the following: • To move a stamp, drag it to a new location. • To resize a stamp, click it, and then drag a corner handle. • To rotate a stamp, click it, move the pointer over the handle at the top of the stamp, and drag when the rotate stamp icon appears. • To delete a stamp, right-click the stamp and choose Delete. • To change the stamp’s opacity or the color of its pop-up note, right-click the stamp, and choose Properties. In the Appearance tab, set the opacity or color. Move a stamp to the favorites list 1 Using the Select tool or the Hand tool, select a stamp markup on the page. 2 In the Annotations panel, click the Stamp tool and choose Add Current Stamp To Favorites. Last updated 10/11/2011 137 USING ACROBAT X STANDARD Collaboration Create a custom stamp You can create custom stamps from a number of different formats, including (but not limited to) PDF, JPEG, bitmap, Adobe® Illustrator® (AI), Adobe® Photoshop® (PSD), and Autodesk AutoCAD (DWT, DWG) files. In Reader, create Custom stamp allows only PDF format. Note: To add an image to a PDF one time only, simply paste the image into the document. Pasted images have the same characteristics as other stamp comments; each includes a pop-up note and editable properties. 1 Choose Comment > Annotations > Stamps > Show Stamps Palette. 2 Click Import, and select the file. 3 If the file has more than one page, scroll to the page you want, and then click OK. 4 Choose a category from the menu or type a new category name, name the custom stamp, and then click OK. Change the name or category for a custom stamp 1 Choose Comment > Annotations > Stamps > Show Stamps Palette. 2 Choose the stamp category, right-click the stamp, and choose Edit. 3 Edit the category or name of the stamp, or replace the image, and then click OK. Delete a custom stamp You can delete only the custom stamps that you created, not the predefined stamps. When you delete a stamp, the stamp is removed from the Stamp tool menu, but the stamp file isn’t deleted. 1 Choose Comment > Annotations > Stamps > Show Stamps Palette. 2 Choose the stamp category from the menu, right-click the custom stamp, and choose Delete. Delete a custom stamp category 1 Choose Comment > Annotations > Stamps > Custom Stamps > Manage Stamps. 2 Select the category you want to delete, and then click Delete. Note: Deleting all stamps in a custom stamp category deletes the custom stamp category. Add a line, arrow, or shape Note: In Reader, drawing tools are available only in PDFs that have commenting enabled. PDFs in a review workflow typically include commenting rights. When selecting a drawing tool, consider the effect you want. 1 Choose Comment > Drawing Markups, and select a drawing tool: • The Rectangle tool , the Oval tool , the Arrow tool , and the Line tool let you create simple shapes. • The Cloud tool and Polygon tool create closed shapes with multiple segments. The Polygon Line tool creates open shapes with multiple segments. • The Pencil tool creates free-form drawings, and the Pencil Eraser tool removes the pencil markups. To specify the line width, color, and other properties before you draw, right-click the drawing tool, choose Properties, and set the desired options in the Properties dialog box. Last updated 10/11/2011 138 USING ACROBAT X STANDARD Collaboration 2 Draw in the PDF: • To create a cloud or polygon shape, click to create the start point, move the pointer, and click to create each segment. To finish drawing the shape, click the start point, or right-click and choose Complete from the menu. Double-click to end a polygon line. • To draw a line, arrow, or rectangle, either drag across the area where you want the markup to appear, or click twice: once to create the start point and once to create the end point. • To draw a square or circle, or to draw a line that’s horizontal, vertical, or at a 45° angle, press Shift while you draw. • To draw free-form lines using the Pencil tool , drag where you want to begin drawing. You can release the mouse button, move the pointer to a new location, and continue drawing. To erase parts of the drawing, select the Pencil and drag across the areas of the drawing that you want to remove. Eraser tool 3 To edit or resize the markup, select it and drag one of the handles to make your adjustments. 4 To add a pop-up note to the markup, select the Hand tool, and double-click the markup. 5 (Optional) Click the close button in the pop-up note. A note icon appears to the right of the markup to indicate the presence of text in the pop-up note. Note: To delete a drawing markup, select it and press Delete. Group and ungroup markups You can group two or more markups so that your comments function as a single comment. You might group markups temporarily to move them to a new location or to modify their properties rather than editing each one individually. Grouping also helps to distinguish your markups from other reviewers’ markups in a document review. Note: You cannot group text edit markups. Group markups 1 Using the Select tool or the Hand tool, select a markup. 2 Ctrl-click/Command-click to select the markups you want to group. 3 Right-click within the selection, and choose Group. Ungroup markups ❖ Right-click the grouped selection, and choose Ungroup. Add comments in a text box or callout Note: In Reader, commenting tools are available only in PDFs that have commenting enabled. PDFs in a review workflow typically include commenting rights. You can use the Text Box tool to create a box that contains text. You can position it anywhere on the page and adjust it to any size. A text box remains visible on the document page; it doesn’t close like a pop-up note. Last updated 10/11/2011 139 USING ACROBAT X STANDARD Collaboration Another way to add a text box is simply to paste copied text into the PDF. Text font and size are based on the system default settings. Note: You can add comments to Japanese, Chinese, and Korean text with the Text Box tool, but you must have the Asianlanguage resource files installed. Text boxes allow for horizontal text only. You can use the Callout tool to create a callout text box. Callout text boxes are especially useful when you want to single out—but not obscure—a particular area of a document. Callout text boxes have three parts: a text box, a knee line, and an end-point line. You can resize each part by dragging a handle. The knee line can be resized in one direction only; horizontal knee lines can be resized horizontally only; vertical knee lines can be resized vertically only. The text box expands vertically as you type so that all text remains visible. You can move the text box itself or together with the end-point line. The text box moves around a stationary anchor point—the arrow on the end-point line—which is created when you first click in the PDF. You can modify the color and appearance of the text box and add arrows or leaders to the end-point line. Add a text box 1 Choose Comment > Drawing Markups > Add Text Box . 2 Click in the PDF. 3 Choose View > Show/Hide > Toolbar Items > Properties Bar, and set the color, alignment, and font attributes for the text. 4 Type the text. Text wraps automatically when it reaches the right edge of the box. 5 (Optional) To make further changes to the text box: • Using the Select tool or the Text Box tool, click an edge of the text box to select it, and then drag a corner to resize it. Use the Properties toolbar to change the border and fill options. • Double-click the text box to edit the text or change the text attributes. Drag across text to select it, and then select options from the Properties toolbar. 6 To delete the text box, select it, and then press Delete. Last updated 10/11/2011 140 USING ACROBAT X STANDARD Collaboration You can also paste a block of text by selecting and copying the text in any application, selecting the Hand tool in Acrobat, and choosing Edit > Paste. Add a callout 1 Choose Comment >Drawing Markups > Callout tool . 2 Click once to set the location of the end point, and click again to set the location of the text box. 3 Choose View > Show/Hide > Toolbar Items > Properties Bar, and select the color, alignment, and font attributes for the text. 4 Type the text. Text wraps automatically when it reaches the right edge of the box. 5 (Optional) To make further changes to the text box: • To resize the callout, select it and drag any of the handles that appear. • To move the text box, click inside the box and drag it. • To move the entire callout, click either the end-point line or an edge of the text box, and drag it. • To change the color, opacity, or line characteristics, use the Select tool to right-click the callout, choose Properties, and select the options you want. Add an audio comment Note: In Reader, commenting tools are available only in PDFs that have commenting enabled. PDFs in a review workflow typically include commenting rights. You can use the Record Audio Comment tool to add a prerecorded WAV or AIFF file as a comment or to record and place an audio comment in a document. Audio attachments appear in the Comments list and can be played back on any platform. However, the appropriate hardware and software for playing audio files must be installed. More Help topics “Change the look of your comments” on page 131 Add a prerecorded audio comment 1 Choose Comment > Annotations > Record Audio and then click in the PDF where you want to place the audio comment. 2 Click Browse (Windows) or Choose (Mac OS), and select the audio file you want to add. 3 (Optional) To hear the audio comment, click the Play button . When you’re finished, click Stop and then click OK. 4 Specify options in the Properties dialog box, and then click OK. Record an audio comment 1 Choose Comment > Annotations > Record Audio and then click in the PDF where you want to place the audio comment. 2 In the dialog box that appears, click the Record button finished recording, click the Stop button and then speak into the microphone. When you’ve , and then click OK. 3 Specify options in the Properties dialog box, and then click OK. Last updated 10/11/2011 141 USING ACROBAT X STANDARD Collaboration Add comments in a file attachment Note: In Reader, commenting tools are available only in PDFs that have commenting enabled. PDFs in a review workflow typically include commenting rights. Use the Attach File tool to embed a file at a selected location in a PDF, so that the reader can open it for viewing. By adding attachments as a comment, you can reference longer documents that can’t easily be pasted into a pop-up note or text box. If you move the PDF to a new location, the embedded file automatically goes with it. To view an attachment, the reader must have an application installed that can open the attachment. Important: Be sure to use the Attach tool in the Annotations panel when attaching files for a document review. Document-level file attachments that you attach using the paper clip icon (Attach A File tool) from the Tools > Content panel aren’t tracked with other comments in a review workflow and may cause your attached comments to be lost. 1 Choose Comment > Annotations > Attach File . 2 Click in the PDF where you want to place the attachment. 3 Select the file that you want to attach, and then click Select. If you’re attaching a PDF, you can highlight areas of interest in the file using comments. 4 In the File Attachment Properties dialog box, select the settings for the file icon that appears in the PDF. The comment attachment also appears in the Attachments tab with a page number indicating its location. Note: To delete the attachment, right-click the attached comment icon, and choose Delete. Paste images as comments Note: In Reader, commenting tools are available only in PDFs that have commenting enabled. PDFs in a review workflow typically include commenting rights. You can use the Paste Clipboard Image As Stamp tool to add images to a PDF. You can copy most image formats from drawing and image-editing applications, such as Adobe Photoshop and Adobe Illustrator. If you want to add the image to PDFs repeatedly, create a custom stamp of the image. Note: The Paste Clipboard Image As Stamp tool isn’t available until you copy an image. 1 Copy an image by doing one of the following: • In Acrobat, choose Edit > Take a Snapshot , and select an image from a PDF. • In another application, select an image and choose Edit > Copy. 2 Open a PDF. 3 Choose Comment > Annotations > Stamps > Paste Clipboard Image As Stamp Tool. 4 Click in the PDF where you want the image to appear. 5 Do any of the following: • To move the image, drag it. • To resize the image, select it and then drag one of its handles. Press the Shift key when resizing the image to maintain the original proportions. • To change the image properties, right-click it and choose Properties. • To delete the image, right-click it and choose Delete. More Help topics “Copy images” on page 112 Last updated 10/11/2011 142 USING ACROBAT X STANDARD Collaboration Managing comments View comments The Comments list displays all the comments in a PDF, and it provides a toolbar with common options, such as sorting, filtering, and other Options to work with comments. The Comment task pane contains the Comments list. Open the Comments list 1 Choose Comment > Comments List. 2 Using the Options menu at the top of the Comments list, do any of the following: • Expand or collapse the comments. Click Expand All or Collapse All in the Comments List options menu. To expand or collapse individual comments, click the plus and minus signs next to the comment. • Import and Export comments • Create or Print Comment Summary • Export to Word or AutoCAD • Specify Commenting Preferences. Sort comments You can sort comments in the Comments list by author, page, type, date, checked state, or status by person. In a thread of replies, only the first message is sorted, and the reply messages are sorted in the same category as the first message in the thread. 1 Choose Comment > Comments List. 2 Choose an option from the Sort By menu in the Comments list. Last updated 10/11/2011 143 USING ACROBAT X STANDARD Collaboration Filter comments You can hide or show comments based on type, reviewer (author), status, or checked state. Filtering affects the appearance of comments in both the document window and the Comments list. When you print or summarize comments, you can specify whether hidden comments are printed or summarized. When you hide a note comment that has been replied to, all other replies in the thread are hidden as well. Note: In an email-based review, hidden comments aren’t included when you send the comments to the initiator. ❖ From the Filter comments menu in the Comments list, do one of the following: • To clear all filters, choose Show All Comments. Alternatively, use Ctrl+8 (Windows) or Command+8 (Mac OS). • To hide all comments choose Hide All Comments. Alternatively, use Ctrl+Shift+8 (Windows) or Command+Shift+8 (Mac OS). • To filter comments, choose the categories that you want to appear. For example, if you want only sticky note > Type > Sticky Notes so that only the sticky note comments that you haven’t checked to appear, choose comments appear, and then choose > Checked > Unchecked so that only unchecked sticky note comments appear. • To remove a filter, choose All for hidden categories. For example, if you filtered comments so that only those by a certain reviewer appear, choose > Reviewer > All. • To open all pop-up notes, right-click an annotation and choose Open All Pop Ups. (Only available if the Comments list is closed) • To close all pop-up notes, right-click an annotation and choose Minimize All Pop Ups. (Only available if the Comments list is closed) Reply to comments Note: In Reader, commenting features are available only in PDFs that have commenting enabled. PDFs in a review workflow typically include commenting rights. Replies to comments are especially useful in shared reviews, when participants can read each other’s comments. They can also be used by review initiators to let reviewers know how their suggestions are being implemented. When one or more reviewers reply to a comment, the set of replies is called a thread. The first two replies in a thread appear in the pop-up note. In the Comments list, all replies are displayed. Replies are indented below the original comment. The number of replies that a comment has received appears in a box when you place the pointer over the comment. A B Replies appear directly below the comment, in the pop-up note and in the Comments list. A. Reply heading B. Options menu C. Reply option in Comments List Last updated 10/11/2011 C 144 USING ACROBAT X STANDARD Collaboration Reply in the pop-up note 1 Open the pop-up note for the comment. 2 Choose Reply from the Options menu. 3 Type your reply in the box that appears. Reply in the Comments list 1 Select a comment in the Comments list. 2 Choose Reply from the Options menu. 3 Type your reply in the box that appears. Delete a reply If you delete a comment that’s been replied to, only the comment is deleted. Any replies remain in the PDF, and the thread is maintained. The first reply is promoted to a comment. ❖ In the pop-up note, right-click the reply and choose Delete. Set a status or check mark Note: In Reader, commenting features are available only in PDFs that have commenting enabled. PDFs in a review workflow typically include commenting rights. Statuses and check marks are useful for keeping track of comments that you’ve read or that require further action. In Windows, you can use a status or a check mark to indicate which comments you want to export to a Word document. By setting the review status, you can show or hide a group of comments and let review participants know how you are going to handle the comment. Once the review status is set, you cannot remove the review status display from the comment in the Comments list, even if you change the review status to None. Check marks are for your personal use and do not appear when others view the PDF unless you change the status of comments. Set a status 1 Select the comment in the Comments list and right-click to show the options menu. Then choose an option from the Set Status menu. The review status appears in the comment along with the name of who set the review status. If another reviewer sets the review status for that comment, both reviewers’ names and review statuses appear in the Comments list. 2 To view a comment’s history of changes, right-click the note icon, markup, or title bar of a pop-up note, and then choose Properties. Click the Review History tab. Flag comments with a check mark ❖ Select a comment in the Comments list and then click the check box next to the comment so that the check mark icon appears. Print a comment summary Summarizing comments is a convenient way to get a synopsis of all the comments associated with a PDF. When you summarize comments, you can either create a new PDF with comments that you can print, or you can print the summary directly. The summary is neither associated with nor linked to the PDF that the comments are derived from. Last updated 10/11/2011 145 USING ACROBAT X STANDARD Collaboration A B C D Page layout options for comment summaries A. Document and comments with connector lines on single page B. Document and comments with connector lines on separate pages C. Comments only D. Document and comments with sequence numbers By default, Acrobat prints PDFs with any stamps that were applied. For the greatest control over how comments are > Print With Comments Summary from the Comment list. printed, choose 1 Filter the comments to show only those you want in the summary. (In the Comments list, click Filter Comments and choose the categories of comments you want to show.) 2 For the greatest control over how comments are printed, choose Alternatively, to create a separate PDF of the comments, choose > Print With Comments Summary. > Create Comment Summary. 3 In the Create Comment Summary dialog box, do the following: • Choose a layout for the document and comments. The layout determines available options. • Choose how to sort the comments. • Specify a page range and choose whether to include pages without comments. • Select whether you want all comments to appear in the summary or only the comments that currently appear. 4 Click Create Comment Summary. Find a comment Locate a comment in the Comments list by searching for a particular word or phrase. 1 Choose Comment > Comments List to display the comments list. 2 In the Search field, specify the word or phrase you want to search for. The Comments List displays the comments that match the search criteria; the number of comments is displayed on the panel header. More Help topics “Search features overview” on page 292 Last updated 10/11/2011 146 USING ACROBAT X STANDARD Collaboration Delete comments You cannot delete other reviewers’ comments in a shared review, nor can you delete locked comments. To delete all of the comments in a PDF, choose Tools > Protection > Remove Hidden Information. Then remove comments using the dialog box. This feature is not available in Reader. More Help topics “Find and remove hidden content” on page 220 Delete a comment ❖ Do one of the following: • Select the comment and press Delete. • In the Comments list, select the comments you want to delete, choose Delete from the options menu. Note: Before pressing the Delete key, make sure that the comment is selected. Unlock a comment 1 Right-click the comment and choose Properties. 2 Deselect Locked. Spell-check all text in comments You can spell-check the text you add in note comments and form fields. However, you cannot spell-check the text in the underlying PDF. 1 Choose Edit > Check Spelling > In Comments, Fields, & Editable Text. If the PDF is open in a browser, make sure that the Edit toolbar is open, and click the Spell Check button . 2 Click Start. 3 To change a word, do one of the following: • Edit the selected word. To undo your change, click Undo Edit. To accept your change, click Change. • Double-click a suggested correction. • Select a suggested correction and then click Change. Click Change All to replace every instance of the unrecognized word with the suggested correction. Importing and exporting comments Import Comments Note: In Reader, commenting features are available only in PDFs that have commenting enabled. PDFs in a review workflow typically include commenting rights. Comments can be imported from a PDF document. You can also import comments from a Forms Data Format (FDF) file or an XFDF file, which is an XML-based FDF file. You cannot open and view FDF files or XFDF files on their own. 1 In the document that you want to receive comments, from the Options menu Import Data file. Last updated 10/11/2011 in the Comments List choose 147 USING ACROBAT X STANDARD Collaboration 2 Choose All Files (*.*) from the menu. If you know the file format of the comments you want to import, choose it. 3 Double-click the name of the document with the comments. The comment positioning matches that of the file from which they were imported. If comments appear out of place, the source and recipient PDF documents are likely different. For example, if you import comments from a ten-page document to a two-page document, only comments from the first two pages appear. Export comments Note: In Reader, commenting features are available only in PDFs that have commenting enabled. PDFs in a review workflow typically include commenting rights. If you add comments to a PDF that isn’t part of a managed review, you may need to export your comments to send them to someone, or you may need to import comments you receive. (PDFs in a managed review workflow include special options that let you send or publish your comments, rather than export them.) When you export comments, you create a Forms Data Format (FDF) file that contains only comments. Consequently, FDF files are usually smaller than PDFs. You or another reviewer can then import the comments from the FDF file into the original PDF. Export comments to a data file 1 From the options menu in the Comments list, choose Export All To Data File. 2 Name the file and choose Acrobat FDF Files (*.fdf) or Acrobat XFDF Files (*.xfdf) for the file type. 3 Specify a location for the file, and then click Save. Export selected comments Note: Exporting selected comments isn’t available in Reader. 1 In the Comments list, select the comments you want to export. 2 From the options menu in the Comments list, choose Export Selected To Data File. 3 Name the file and choose Acrobat FDF Files (*.fdf) or Acrobat XFDF Files (*.xfdf) for the file type. 4 Specify a location for the file, and then click Save. Export comments to Word (Windows) In some instances, reviewers make comments in a PDF that was created from a Microsoft Word document. You can revise the original Word document by exporting these comments from the PDF. For example, text that has been inserted, crossed out, or replaced using the text edit tools in the PDF can be deleted or transferred directly to the source Word document. Formatting added to comments (for example, boldface text) is lost during this process and must be added to the Word document manually. To revise a Word document using comments, you must create a tagged PDF from the Word document. Before you transfer text edits from the PDF, remove any extra words or information and then merge them to one PDF (if you have comments from multiple reviewers). If you plan to import comments more than once, you may want to make a copy of the Word document before you import the comments or comments may not be imported correctly. 1 Do one of the following: • From the options menu in the Comments List, choose Export To Word. • In Word, open the source document, and then choose Acrobat Comments > Import Comments From Acrobat. For Word 2007, click Acrobat, and then choose Acrobat Comments > Import Comments From Acrobat. Last updated 10/11/2011 148 USING ACROBAT X STANDARD Collaboration 2 Read the instructions, and click OK. 3 In the Import Comments From Adobe Acrobat dialog box, select the PDF and Word files, select from the following options, and click Continue: Take comments from this PDF file Browse to the PDF file that contains the comments. Place comments in this Word file Browse to the Word document o which you want to import comments. All Comments Imports all comments. All Comments With Checkmarks Imports only those comments marked with check marks. Text Edits Only: Insertions, Deletions, And Replaces Imports only those comments that you’ve added using the text edit commands in the Annotations panel. Apply Custom Filters To Comments Imports only comments that you specify by author, type, or status. Turn Track Changes On Before Importing Comments Shows the changes made by the imported comments in Word. 4 (Optional) If you imported text edits, click Integrate Text Edits in the Successful Import dialog box to review and apply each edit individually. For each edit, select one of the following options: Apply Makes the change in the document and deletes the comment bubble. If a comment appears to be empty, you may want to integrate it to see if it’s a space or a paragraph return. Discard Rejects the edit and deletes the comment bubble. Next Skips to the next text edit. Text edits that are skipped or not integrated appear as bubbles in the Word document. Apply All Remaining Integrates all remaining text edits and deletes the comment bubbles. Undo Last Undoes the last text edit, including any manual changes. 5 Delete comment bubbles that appear in the Word document: • Right-click the comment bubble and choose Delete Comment. • Choose Acrobat Comments > Delete All Comments In Document. For Word 2007 and later, this option is on the Acrobat ribbon. Approval workflows About approval workflows Acrobat users (Traditional Chinese, Simplified Chinese, Japanese, and Korean only), can send PDFs as email attachments for others to approve. When participants open an approval request in Acrobat (all languages), they can approve the PDF by adding a digital identity stamp. Then, they can send the PDF to other approvers, or return the PDF to the initiator and other appropriate participants. The initiator can track progress by choosing to be notified each time the PDF is approved. The workflow ends when the last participant adds the final approval. If a PDF isn’t approved, the approval workflow must be reinitiated. Participate in an approval workflow If you’re invited to participate in an approval workflow, you receive an email message that provides step-by-step instructions for approving the attached PDF. When you open the PDF, the Stamps palette opens and the document message bar appears at the top of the PDF. If your version of Acrobat is earlier than 7.0, you’re prompted to download the latest version of Reader. Last updated 10/11/2011 149 USING ACROBAT X STANDARD Collaboration You can select any of the digital identity stamps in the Stamps palette to approve the document. A digital identity stamp contains identity information that you provide, such as name, title, organization, and email address. You can use an identity stamp in place of a signature. When you apply a stamp, it becomes part of the document page content. You can delete your own stamp during the approval process; however, once the approval process is completed, your stamp is locked. You can’t move or delete stamps from other participants. You can also reject documents that don’t meet your standards. In addition to adding digital stamps to a PDF, you can add other types of comments, including note comments, text edits, custom stamps, and file attachments. More Help topics “Create a custom stamp” on page 137 “Annotations and drawing markup tools overview” on page 129 “Select an email application for reviews” on page 119 Approve a PDF 1 Open the PDF attachment in the approval invitation email message. Note: If you haven’t added identity information to the stamp, you’re prompted to do so. 2 Select a stamp from the Stamps palette. (To view all stamps, scroll or drag a corner to resize the window.) 3 Click the document to apply your approval stamp. Note: To delete a digital identity stamp that you’ve applied, select it and press Delete. If you select Print, Save A Copy, or Email during the approval process, you can’t delete your stamp. 4 Do one of the following: • To send the document to the next approver, click the Approve button in the document message bar. In the Send To Next Approver dialog box, type the email address for the next approver in the To box, add addresses for other recipients as appropriate, and click Send. • To complete the approval process, click the Final Approval button in the document message bar. In the Complete Final Approval dialog box, specify whether to send an approval notification from the Final Approval Method menu. If you send a notification, type an email address in the To box, add addresses for other recipients as appropriate, and click Send. If you don’t send a notification, click Complete. If the Notify Initiator Of Approval Status Via Email option is selected, a separate email notification appears, addressed to the initiator. Click Send to send this notification. 5 Save the PDF. Important: If you use the Email button in the toolbar to send the PDF, the PDF is no longer part of the workflow, and approval options aren’t available to the recipient of that email message. Reject a PDF If the PDF you received in an approval request doesn’t meet the requirements for approval, use the options in the document message bar to reject the document and return it to the initiator. If a PDF is rejected, the approval workflow must be reinitiated. 1 Open the PDF attachment in the approval invitation email message. 2 Click the Reject button in the document message bar. Last updated 10/11/2011 150 USING ACROBAT X STANDARD Collaboration 3 In the Reject And Send Notification dialog box, type the email address for the initiator in the To box. If the Notify Initiator Of Approval Status Via Email option is selected, a separate email message is sent to the approval initiator. Click Send. 4 Click Send in the email message that appears. Add or change identity information for a digital stamp 1 From the Stamp menu in the Annotations panel, choose Show Stamps Palette. 2 In the Stamps palette, select Digital Identity Stamps, right-click your stamp, and choose Edit Identity. 3 In the Identity Setup dialog box, type or edit your name, title, company name, department, and email address, and click Complete. You can also change your identity information from the Preferences dialog box. Under Categories, select Identity. Last updated 10/11/2011 151 Chapter 7: Forms You can fill in forms using either Adobe® Acrobat® X Standard or the free Adobe Reader®. You can create static or interactive forms in Acrobat or Adobe LiveCycle® Designer ES2 (included with Acrobat Pro for Microsoft® Windows®). Interactive forms streamline the process of filling in and collecting data. Forms basics About forms You can use Acrobat to create forms using one of the following methods: • Convert an existing electronic document (for example an Adobe PDF, Microsoft Word, or Excel document) to a PDF form. Note: In Mac OS, you can only create a form using an existing PDF file. • Scan a paper form to convert it to a PDF form. Note: You can create or edit XML forms in Designer ES2 but not in Acrobat. After you convert an existing document to a PDF form, you can add fields to it to convert it to an interactive form. An interactive form can be filled out on a computer and submitted through an Internet or local network connection. Additional resources For more information about forms, see these resources: • Articles, tutorials, and tips about forms: http://acrobatusers.com/ • Forms gallery: http://acrobatusers.com/gallery/forms • For a video on creating simple forms: www.adobe.com/go/lrvid_017_acrx_en More Help topics “Create online forms using FormsCentral” on page 155 About LiveCycle Designer ES2 (Windows only) Designer ES2 is a graphical form design tool that contains advanced features and controls for creating advanced forms. Designer ES2 is included with Acrobat Pro for Windows. You can use Designer ES2 to create dynamic forms that adapt to accommodate varying amounts of data, or to user interaction. For example, you can create a form that calculates the proceeds of stock sales. As the user enters names of stocks and quantities in the Sell field, it expands to accept the user entries. When the user enters number to be sold, the Net Proceeds field is updated automatically. You can also use Designer ES2 to create forms that support industry-specific XML schema and data. If you have Acrobat X or later, you can use the Distribute wizard of Designer ES2 to send PDF forms to multiple recipients. The wizard is available from the File menu in Designer ES2. The wizard certifies the identity of the form originator and encrypts the data that the recipients submit. It also adds usage rights to the form so that recipients can save the form in Adobe Reader. Last updated 10/11/2011 152 USING ACROBAT X STANDARD Forms Use Designer ES2 when you want to extend basic form capabilities in Acrobat. For example, a Designer ES2 form can include Image Object fields so that you can easily add graphics to a form. Consider using Designer ES for these tasks: • Create forms from scratch or from the predesigned layouts in the build-in templates that you edit and customize. • Create dynamic forms. • Add graphics, such as photographs. • Add barcode collections. • Create forms in formats that Designer ES2 can convert to HTML, especially if you intend to post the interactive form on a website for people to fill in and submit from within a browser. • Integrate PDF forms into existing workflows by binding forms to XML schemas, XML sample data files, databases, and web services. • Use scripting objects. You must use Designer ES2 to edit any forms that were opened and saved in Designer ES2, even if the form was originally created in Acrobat. Note: When creating forms in Designer ES2, do not specify an Edit pattern if you want only numeric values (such as dates and decimals) to be entered. Forms preferences Set forms preferences to control various aspects of your interaction with form fields. In the Preferences dialog box, select Forms on the left. The forms preferences are organized in three sections: General, Highlight Color, and Auto-Complete. Note: The forms preferences apply to the way the application handles open forms as you work. The preferences aren’t saved with the PDF forms themselves. More Help topics “Auto-Complete forms (interactive forms only)” on page 188 General Automatically Calculate Field Values Automatically performs all field calculations upon user entry. Note: The setting for this option only applies to your current session. Show Focus Rectangle Indicates which form field currently has the focus. Show Text Field Overflow Indicator Displays a plus sign (+) in text fields that exceed the bounds specified when the fields were created. Always Hide Forms Document Message Bar Hides the forms document message bar by default whenever a PDF form is opened in Adobe Reader unless the document message bar has a Submit Form button. If the message bar has a Submit Form button, you can’t hide the message bar. Show Field Preview When Creating Or Editing Form Fields Displays the appearance of a form field when you create or edit forms. Manage Barcode Parameters Opens a dialog box with a list of barcode items (including the Parameter Set Name, Symbology, and Built-in status for each item). Includes New, Edit, Delete, Import, and Export buttons for working with new or selected parameter sets. Last updated 10/11/2011 153 USING ACROBAT X STANDARD Forms Highlight Color Show Border Hover Color For Fields Displays a black outline around a form field when you place the pointer over it. Fields Highlight Color Opens a color picker for selecting the color of highlighted form fields. The highlight appears when the Highlight Existing Fields button on the document message bar is clicked. Required Fields Highlight Color Opens a color picker for selecting the border color of form fields that must be filled in. The border appears for required form fields when the Highlight Existing Fields button is selected or after you attempt to submit the form. Auto-Complete Auto-Complete menu Displays three options for Auto-Complete: Off, Basic, or Advanced. Remember Numerical Data Suggests your previously entered numerical entries when you type the same first character into a similar field. When deselected, Auto-Complete offers suggestions only for text entries. (Available only when Basic or Advanced is selected.) Edit Entry List Displays current entries stored in the Auto-Complete memory. You can select and delete any entries that you don’t want to keep for filling in future forms. (This option isn’t available if no entries are in the memory.) Creating and distributing forms About form elements After you determine what information you want to receive from users, you can match information types with appropriate form elements. • For text and numeric data that the user will type, design the form to use text fields or dropdown list boxes. • For a single choice from a limited number of options, use radio buttons, a list box, or a dropdown list. • For a limited number of options from which the user can select none, one, or more items, use check boxes, or use a list box and set the form field properties to allow multiple selections. • For actions, such as opening a file, playing a sound or video, submitting form data, and so forth, use buttons. • For added security, add a digital signature field that verifies the user’s identity. You can also make changes to individual form field properties, making it even easier and more foolproof for users filling in the PDF form. A PDF form created with Acrobat can contain the following types of elements: Barcodes Encode the input from selected fields and display it as a visual pattern that can be interpreted by decoding software or hardware (available separately). Buttons Initiate a change on the user’s computer, such as opening a file, playing a sound, or submitting data to a web server. These buttons can be customized with images, text, and visual changes triggered by mouse actions. Note: Action buttons have a different purpose than radio buttons, which represent data choices made by the user. Check boxes Present yes-or-no choices for individual items. If the form contains multiple check boxes, the user can typically select as many or few of these as wanted. Digital signature field Lets the user electronically sign a PDF document with a digital signature. Document message bar Displays automatically generated information about the PDF form and can display action buttons and other options. The document message bar informs Reader users about their usage rights for the form. It Last updated 10/11/2011 154 USING ACROBAT X STANDARD Forms also specifies if a form is certified or has signature fields and allows users to highlight fields. If the form doesn’t have a submit button, a Submit Form button is added to the document message bar to allow the users to submit the form. Note: If form recipients are using older versions of Acrobat or Reader, the document message bar may not be visible or may contain different information. Dropdown list Let the user either choose an item from a pop-up menu or type a value. Note: You can set a form field property that enables the user to enter a custom value. List boxes Display a list of options the user can select. Note: You can set a form field property that enables the user to Shift-click to select multiple items on the list. Radio buttons Present a group of choices from which the user can select only one item. All radio buttons with the same name work together as a group. Text fields Let the user type text, such as name, address, or phone number. D E F G H A B C Adobe Acrobat PDF form A. Digital signature field B. Dropdown list box C. Text fields D. Forms document message bar E. Check boxes F. Radio buttons G. List box H. Buttons More Help topics “Setting action buttons” on page 176 “Enable Reader users to save form data” on page 156 Last updated 10/11/2011 155 USING ACROBAT X STANDARD Forms Create forms using Acrobat You can convert an existing electronic document (for example, a Word, Excel, or PDF document) or scan a paper document to a PDF form, and then add interactive form fields to the form. Note: When you convert a document to an Acrobat form, Acrobat detects the form fields in the document. You need to examine the document carefully to verify that Acrobat detected the correct fields. You can create forms from an existing electronic document (for example, a Word, PDF, or Excel document) or scan a paper form into a PDF form. 1 Choose File > Create > PDF Form. 2 Do one of the following, and then follow the on-screen instructions. • To convert an existing electronic document (for example, Word or PDF) to a PDF form, select Use The Current Document or Browse to a file. Note: If you don’t want to use the wizard, you can open the file, and then choose Tools > Forms > Edit to convert a PDF document to an Acrobat form. Acrobat detects the document type, converts it to PDF, and detects and creates fields. • To scan a paper form and convert it to a PDF form, select Scan a Paper Form. Acrobat creates the form and opens it in the form edit mode. The Forms task pane displays the options that you’ll need to edit the form. To create a form from scratch, in Acrobat choose Tools > Pages > More Insert Options > Insert Blank Page, and then choose Tools > Forms > Edit. For tutorials and videos on creating forms, see these resources: • Bill Carberry’s technique on setting up your source document for automatic checkboxes: How to have the Acrobat Form Wizard automatically create check boxes • Creating simple forms: www.adobe.com/go/lrvid_017_acrx_en Create online forms using FormsCentral Note: This feature is available in Acrobat 10.0.1 and 9.4.2 and later. Adobe FormsCentral is an online service—accessible through a web browser—for creating and distributing online forms and surveys. You distribute the link, and then Adobe hosts the form, and collects and compiles the responses. Recipients need only a web browser and any Internet-connected device, including a tablet or smartphone, to fill in forms created using FormsCentral. 1 Do one of the following to start the FormsCentral wizard: • Choose File > Create > PDF Form Or Online Form. • In the Tools pane on the right, open the Forms panel and select Create. 2 Select the option Create Or Edit A Form Using The Online Application. Note: You can click the FormsCentral.adobe.com link below this option to skip the rest of the wizard and go directly to the service. Once you sign up for an account or sign in with an existing Adobe ID account, you can start creating online forms using your web browser. 3 Click Next. 4 On the Create Or Edit Form dialog box, do one of the following. • Click the View More link to show additional form templates available in the FormsCentral service. Then sign up for an account or sign in with an existing Adobe ID account. Last updated 10/11/2011 156 USING ACROBAT X STANDARD Forms • Click Launch to open a web browser to access the FormsCentral service. 5 Enter your Adobe ID and password, or sign up for a free account. Adobe FormsCentral starts, and you can begin creating a form from scratch or from a template. For detailed instructions, click the Help menu in the upper-right corner of the window and choose FormsCentral Help. Additional resources For videos about Adobe FormsCentral, see these resources: • Create a form using FormsCentral: www.adobe.com/go/learn_acr_formscentral_create_en • Distribute a form and manage responses using FormsCentral: www.adobe.com/go/learn_acr_formscentral_distribute_en Enable Reader users to save form data Ordinarily, Reader users can’t save filled-in copies of forms that they complete. However, you can extend rights to users of Reader 8 and later so they can do so. If you have Acrobat Pro, you can include additional capabilities for Reader users. 1 Open a single PDF, or preview a component PDF in a PDF Portfolio. 2 If you are editing the form, click Close Form Editing in Forms task pane. 3 Enable Reader users to do any of the following: • Save data in interactive or fillable forms (File > Save As > Reader Extended PDF > Enable Adding Text In Documents). • (Acrobat Pro) Type in non-fillable forms (File > Save As > Reader Extended PDF > Enable Additional Features. • (Acrobat Pro) Add comments or digitally sign PDFs (File > Save As > Reader Extended PDF > Enable Additional Features). Note: Acrobat users can type in non-fillable forms, add comments, and digitally sign PDFs without requiring special rights. These extended privileges are limited to the current PDF. When you create a different PDF form, complete this task again to enable Reader users to save their own filled-in copies of that PDF. If you don’t want recipients to overwrite the blank form template by saving form data, do not extend rights in the copy you send to them. For troubleshooting tips on Reader-enabling forms, see this TechNote. Limitations on saving filled-in forms locally Acrobat Standard and Acrobat Pro, each allow Adobe Reader 8 or later users to fill in and save PDF forms locally. The use of the Reader Extensions capability for local saving of PDF forms (called extended documents) is limited in two ways: Number of deployed extended documents An Acrobat Standard or Acrobat Pro customer can send an extended document to an unlimited number of recipients for them to fill in. For example, an Acrobat customer can post an empty form template on a web page that allows users to fill in and save PDF forms locally. An unlimited number of people can access the template. However, the Acrobat customer can collect only 500 responses from the filled-in form. This limitation includes both hardcopy (paper form submission) and electronic representations of the filled-in form. Number of recipients of the extended document An Acrobat Standard or Acrobat Pro customer can send an extended document to no more than 500 unique recipients. For example, an Acrobat customer belongs to an organization with Last updated 10/11/2011 157 USING ACROBAT X STANDARD Forms 500 people or less. The Acrobat customer can send an unlimited number of copies of the extended document to those 500 recipients and collect unlimited responses from the filled-in form. Both limitations apply per entity/company, and multiple users in an entity cannot abuse this feature. Obtaining additional licenses to use Acrobat does not increase the above restrictions. For example, five Acrobat Standard 9 users in a company cannot send out the same extended document to receive and extract data collectively more than 500 times. Acrobat Standard and Acrobat Pro include technology that can enable PDF documents with certain features by using a digital credential. This credential is located within the Software (“Key”). You agree not to access, attempt to access, control, disable, remove, distribute the Key for any purpose. Adding JavaScript to forms The JavaScript language lets you create interactive web pages. Adobe has enhanced JavaScript so that you can easily integrate interactivity into PDF forms. The most common uses for JavaScript in Acrobat forms are formatting, calculating, validating data, and assigning an action. In Windows, you can also configure Adobe PDF forms to connect directly to databases using Open Database Connection (ODBC). Note: If you’re creating dynamic forms, keep in mind that Reader doesn’t support some custom JavaScripts, so the form may not function properly when viewed in Reader unless additional usage rights are added to the PDF. Additional resources For more information on Acrobat JavaScript, see these resources: • JavaScript™ for Acrobat® API Reference to add interactivity to PDF forms: www.adobe.com/go/learn_acr_javascript_en (PDF, English only) • Acrobat Software Development Kit (SDK) to customize Acrobat: www.adobe.com/go/learn_acr_devcenter_en (English only) • File paths in Acrobat JavaScript: www.acrobatusers.com/tutorials/file-paths-acrobat-javascript Create form fields In Acrobat, you create a form field by choosing one of the form tools. For each field type, you can set a variety of options through the form field Properties dialog box. Note: In Windows, you can use Designer ES2 to edit forms that were created in Acrobat. However, Acrobat can’t edit form fields that have been opened and saved in Designer ES2. More Help topics “Form fields behavior” on page 166 Open form editing mode The form editing mode displays the Form task pane. Using the options in the Forms task pane you can add new fields, edit existing fields, and perform other form related tasks. • If you created a new form, it opens in Form editing mode by default. • For existing forms, choose Tools > Forms > Edit The form now displays in Form editing mode, and the Forms task pane is opened. Last updated 10/11/2011 158 USING ACROBAT X STANDARD Forms Create a new form field 1 After you convert your document to a PDF form, open the Forms task pane if it is not already open. 2 Do one of the following: • Click Tasks > Add New Field, and then select a tool. • Choose a form field from the Quick Access toolbar. • Right-click the page and select a tool. Your cursor becomes a crosshair, and displays a preview of the field. 3 On the page, click where you want to add the field to create a field with the default size. To create a field using a custom size, drag a rectangle to define the size of the field. 4 In the Field Name box, type the name of the field and specify if you want the field to be a required field. Choose a name that is relevant and descriptive to make organizing and collecting the data easier. 5 To display the Properties dialog box and modify any other field properties, click All Properties. Note: If you have selected the Keep Tool Selected option in the forms toolbar (visible in the form editing mode), the Field Name box doesn’t appear after adding a field. Each time you click the page, a new field is added to the form. To exit this mode, press the Esc key or click the Select Object Tool button . To modify the properties of the field, double-click the field. 6 To test your form, click the Preview button. Previewing a form allows you to view the form the same way the form recipients will and gives you a chance to verify the form. If you are previewing a form, you can click the Edit button to go back to the edit mode. Lay out form fields on a grid You can use grids to help position form fields precisely on a page. You can define the grid spacing, color, and position. You can also choose whether to have the boundaries of a form field snap to grid lines when you’re editing the form field. Grid lines don’t print. 1 Choose View > Show/Hide > Rulers & Grids > Grid. 2 To make form fields snap to the nearest grid lines when you create or move them, choose View > Show/Hide > Rulers & Grids > Snap To Grid. Copy a form field You can create copies of a form field on a single page of a PDF form. You can also copy a form field and paste it onto other pages. When you create duplicate form fields, replicas of the original field are added to one or more other pages. The duplicate fields are always in the same position on each page as the original. Both copies and duplicates can be dragged to different locations on a page, but not from one page to another. Both copies and duplicates are created with the same basic name as the original form field. Copies and duplicates pasted using the Place Multiple Fields command also have a number appended. All form fields with the same basic name share the same user data and action properties. Consequently, when a user adds or edits a response to a copy or duplicate field, the response appears in all fields with the same basic name. If you change the properties of any one of multiple versions of a form field with the same basic name, those changes affect only that copy of the form field. The exception is when you change an Actions listing if the trigger isn’t a mouse action. If you want to prevent a duplicate or copied form field from reacting in unison with the original field to user-entered responses, change the name of the new form field. Last updated 10/11/2011 159 USING ACROBAT X STANDARD Forms Create a copy of a form field ❖ Select the form field, and do one of the following: • To copy the form field to the center of the current view, choose Edit > Copy, and then choose Edit > Paste. • To copy the form field and move it to another location on the page, Ctrl-drag it. To constrain the vertical or horizontal movement as you drag, press and hold Shift. Create multiple copies of a form field on a page 1 Do one of the following: • Right-click the form field and choose Place Multiple Fields. • Select the form field and choose Forms > Tasks> Other Tasks > Edit Fields > Place Multiple Fields. 2 In the Create Multiple Copies Of Fields dialog box, select Preview, and move the dialog box as needed so that you can see the original field and the copies on the form page. 3 Make the selections you want to apply: • To change the number of copies being created, enter different values in the Copy Selected Fields Down and Copy Selected Fields Across options. • To change the dimensions of the original field and all the copies, enter different values in the Change Width and Change Height options. • To move the original field and all the copies, click the Up, Down, Left, and Right buttons. Duplicate a form field across multiple pages 1 Do one of the following: • Right-click the form field and choose Duplicate. • Select the form field and choose Forms > Tasks> Other Tasks > Edit Fields > Duplicate. Note: The Duplicate command isn’t available for forms with only one page. 2 Do one of the following: • To duplicate the form field on every page in the form, select All, and click OK. • To duplicate the form field on a limited range of pages, click the From button, and type the start and ending pages on which you want the form field to appear. Note: Including or not including the page on which the form field originally appears doesn’t affect the duplication process. Including that page won’t create a second copy on top of the original one, and not including it won’t remove the original form field. Select multiple form fields Selecting multiple form fields is the first step for several tasks, such as creating copies, aligning form fields, and adjusting the spacing between form fields. ❖ If necessary, choose Tools > Forms > Edit, and then do any of the following: • To select all form fields of all types, choose Edit > Select All. • To select a range of form fields, click the first form field in the range, and then Shift-click the last form field. All form fields between the two form fields are selected. Last updated 10/11/2011 160 USING ACROBAT X STANDARD Forms • To select individual form fields in different parts of the PDF page, Ctrl-click each form field. • To select all form fields in an area of the page, use the Select Object tool to drag a selection marquee around the area. • To deselect an individual form field, Ctrl-click that field. The field that is highlighted in dark blue and displays the border handles is the anchor. When you select multiple form fields by clicking, the last field selected is the anchor. When you use a marquee, the form field that was created first is the anchor. If you Ctrl-click to deselect the anchor, the form field located in the upper left of the selection becomes the new anchor form field. Resize and arrange form fields After you create form fields, you can rearrange, resize, or move them to give the page a cleaner, more professional look. To make adjustments in the layout of form fields, make sure that you are in editing mode (choose Tools > Forms > Edit). Resize a form field 1 Select the Select Object tool. 2 Select the form field that you want to resize. 3 Do any of the following: • To resize the field manually, click to select the form field, and then drag a border handle. Hold Shift and drag a corner handle to maintain the current aspect ratio of the form field. • To resize the field by one pixel, press Ctrl+Arrow key; to resize the fields by ten pixels, press Ctrl+Shift+Arrow key. Resize multiple form fields to match a selected form field 1 Select all the form fields that you want to resize. 2 Right-click the form field that you want the other selected form fields to match. Choose Set Fields To Same Size, and then select one of the following: Height Adjusts the heights without changing the widths. Width Adjusts the widths without changing the heights. Both Adjust all widths and heights to match. Move individual form fields You can move form fields by simply dragging them. For greater precision in less time, you can use special features that align them with each other, adjust the spacing between them, and center them on the page. 1 Using the Select Object tool, select one or more form fields that you want to move. 2 Do one of the following: • To move to an approximate location, drag the selected form fields to the new location. To constrain movement to a horizontal or vertical direction, begin dragging, and then press Shift while continuing to drag the selection. • To move either horizontally or vertically in small increments, press the arrow keys to nudge the selected form field into position. • To move the form field to the exact center of a page, choose Edit > Cut, navigate to the desired page, and then choose Edit > Paste. Last updated 10/11/2011 161 USING ACROBAT X STANDARD Forms Note: Fields are placed in the center of the page only the first time they’re pasted. Additional pasted fields are offset from the previously pasted field. Align and center multiple form fields 1 Select two or more form fields that you want to align. 2 Right-click the field to which you want to align the other fields. Choose Align, Distribute Or Center, and then choose a command as follows: • To align a column of fields, choose Align Left, Right, or Vertical. They align respectively to the left edge, right edge, or vertical axis (center) of the anchor form field. • To align a row of fields, choose Align Top, Bottom, or Horizontally. They align respectively to the top edge, bottom edge, or horizontal axis (center) of the anchor form field. • To center the fields, choose Center Vertically, Horizontally, or Both. Note: When you right-click one of the selected fields, it shows the border handles, indicating that it’s the anchor form field. The Align menu commands move the other selected form fields to line up with the edges of the anchor form field. Adjust the spacing between form fields In the context of laying out form fields on a page, distributing means to give a group of form fields uniform spacing, measured from the centers of adjacent fields. The Distribute commands take precedence over the Snap To Grid command. 1 Select the form fields that you want to adjust. 2 Right-click any one of the selected form fields, and do one of the following: • To distribute the fields evenly between the topmost and bottommost fields, choose Align, Distribute Or Center > Distribute Vertically. • To distribute the fields evenly between the leftmost and rightmost fields, choose Align, Distribute Or Center > Distribute Horizontally. Note: The Distribute command in Tools > Forms has a different function. Use that command to send your form to others, who fill in the information and return the data to you. Delete a form field 1 In the Fields panel or the page view, select the form fields that you want to delete. 2 Press Delete, or choose Edit > Delete. About barcodes Barcode fields translate a user’s form entries into a visual pattern that can be scanned, interpreted, and incorporated into a database. Barcodes are helpful when users submit the form on paper or by fax. The advantages of using barcodes are that they save time, eliminate the need for responses to be manually read and recorded, and bypass data-entry errors that can occur. A typical barcode workflow includes the following phases: • The form author makes sure that Automatically Calculate Field Values is selected in the forms preferences, and then creates the form in Acrobat, setting up all the other fields as usual. • The form author adds the barcode field to the form, setting up the barcode so that it captures the needed data. Last updated 10/11/2011 162 USING ACROBAT X STANDARD Forms • The form author enables the form for Reader users (if the author wants to allow Reader users to save their own filled-in copy of the form or if it contains certain barcode fields). • The form author distributes the form to other users. • Users fill in the form on their computers and submit it electronically or print a copy and deliver the copy to the form distributor. • The received barcode data is interpreted in one of the following ways, and can then be reviewed, sorted, and used by the form receiver: Forms faxed to a fax server The form receiver can use Adobe Acrobat Capture® to collect TIFF images from the fax server and place them in an Adobe LiveCycle Barcoded Forms Decoder watched folder, if the receiver owns those products. Forms delivered on paper The form receiver can scan paper forms and then use an application such as LiveCycle Barcoded Forms Decoder to decode the barcodes within those forms. Note: Acrobat Capture and LiveCycle Barcoded Forms Decoder are standalone products appropriate for enterprise workflows and are sold separately from Acrobat. Design tips for barcodes Issues that affect how you design and place barcodes include usability and space. As an example, the barcode size can also limit the amount of data that can be encoded. For the best results, follow these guidelines. • Position the barcode so that it’s unlikely to get folded when placed in an envelope, and position it far enough from the edges of the page so that it won’t get clipped off during printing or faxing. • Position it so that it can be easily seen and scanned. If a handheld scanner will be used, avoid barcodes wider than 4 inches (10.3 cm). Tall, narrow barcodes generally work best in this case. Also, avoid compressing the contents of the barcode when using a handheld scanner. • Make sure that the size of the barcode can accommodate the amount of data to encode. If the barcode area is too small, it turns a solid gray. Be sure to test a completed form before distributing it to make sure that the barcode area is large enough. Create, test, and edit barcode fields One of the ways in which you can improve a PDF form barcode is by creating custom scripts. Writing such scripts requires a basic competency with JavaScript and a familiarity with Acrobat-specific JavaScript. For more information, see Developing Acrobat® Applications Using JavaScript™ on www.adobe.com/go/learn_acr_javascript_en (PDF, English only). For information about basic JavaScript, refer to any of the many resources available on that subject. After inserting a barcode of maximum size, changing the cell size or decode condition may cause the barcode to cross the page borders. Avoid this behavior by selecting the appropriate cell size and decode conditions for the barcode. More Help topics “Manage custom barcode settings” on page 174 “Value tab for form field properties” on page 174 “Options tab for form field properties” on page 168 Add a barcode field 1 Open the form in Acrobat, open the Preferences dialog box, and select Forms on the left. Then select Automatically Calculate Field Values. Last updated 10/11/2011 163 USING ACROBAT X STANDARD Forms 2 Select Tools > Forms > Edit. 3 Click the Barcode tool in the quick access bar, or choose Forms > Tasks > Add new Field > Barcode. 4 Drag a rectangle to define the barcode area, and then double-click the barcode field to open the Properties dialog box. 5 In the Value tab, do one of the following: • Select Encode Using, and then select a format (XML or Tab Delimited). Click the Pick button and select the fields that you want to be encoded in the barcode field. If you don’t want to include the field names in the barcode data, deselect Include Field Names. • Select Custom Calculation Script, click Edit, and then enter your custom JavaScript code in the JavaScript Editor dialog box. 6 In the Options tab, do all of the following: • Select a Symbology option: PDF417, QR Code, or Data Matrix. • Select Compress Data Before Encoding To Barcode if you want to apply this compression. Do not select this option if a handheld scanner is used to capture data from returned forms. • In Decode Condition, choose the type of hardware to process returned forms: Handheld Barcode Scanner, Fax Server, Document Scanner, or Custom. • If necessary, click Custom and enter values for X Dimension, Y/X Ratio, and Error Correction Level. 7 Make any other changes in the General and Actions tabs. Then close the Barcode Field Properties dialog box. JavaScript code is generated automatically to encode the selected fields in the XML or Tab Delimited format. The Barcode Field Properties dialog box closes, and the barcode for which you specified values appears on the form. Note: If you add a new field to a form after you have created the barcode, it is not automatically included in the data for existing barcodes. However, you can manually include additional data fields in the barcode. Test a barcode field 1 Choose Forms >Tasks > Close Form Editing, or click the Preview button in the Forms toolbar. 2 Fill in the form. Use sample data that represents the maximum amount of information for each field or that you expect users to enter. 3 If the barcode field is dimmed, follow either the procedure for resizing the barcode field or for adjusting the content data. (See the following tasks.) 4 Make sure that the barcode field area is large enough to contain all of the incoming data. Choose Forms > Clear Form to remove the sample data. 5 Select File > Save. The barcode form field is now ready for distribution. Include additional data fields in the barcode 1 If you are not in the edit mode, choose Tools > Forms > Edit. 2 Double-click the barcode field. 3 In the Value tab, do one of the following: • If Encode Using is selected, click Pick, and select additional form fields to be encoded. • If Custom Calculation Script is selected, click Edit, and write additional JavaScript to include the additional fields. After including new data fields in the barcode, be sure that the barcode area is large enough by testing sample data. If the barcode area is dimmed, adjust the barcode size or text field properties so that the data content fits into the barcode area. Last updated 10/11/2011 164 USING ACROBAT X STANDARD Forms Adjust data content to fit in a barcode field 1 To edit the barcode properties so that it can accommodate more data, double-click the barcode field, and do any of the following: • In the Options tab, click the Custom button and enter lower values for Error Correction Level and Y/X Ratio. • In the Options tab, select Compress Data Before Encoding To Barcode, but only if you are using an Adobe software decoder (available separately). • In the Value tab, select Tab Delimited rather than XML as the data-encoding format. XML requires more barcode area to encode information than Tab Delimited does. • In the Options tab, select a different Symbology option. • In the Value tab, click the Pick button, and deselect any fields that don’t need encoding. For example, don’t include fields with redundant information. • In the Value tab, enter a custom script that converts user-entered text to either all lowercase or all uppercase characters during the encoding process. Note: The National Association of Computerized Tax Processors (NACTP) guidelines, used by the United States Internal Revenue Service and state tax agencies, recommend using all uppercase characters for 2D barcode data. 2 To minimize the amount of barcode area for containing the data, double-click the barcode field, and in the Value tab, write a custom script that restricts data to alphanumeric characters and to a single case. (Text that is either all uppercase or all lowercase requires less barcode area than the same text written in a mixture of uppercase and lowercase characters.) Consider creating additional barcode fields in the form and mapping different data to each barcode field. Set form field navigation If a PDF document doesn’t have a specified tab order, the default tabbing order is based on the document structure unless the user has deselected the Tab Order option in the Accessibility preferences. You can change the tabbing order after you create the fields. If you are in form editing mode, you can order the tabs by document structure (default), row, or column. You can also choose the order manually by dragging and dropping fields in the Fields panel. If you are not in the editing mode, you can change the page properties to order the tabs by row or column. However, you can’t customize the tab order manually. More Help topics “Create forms using Acrobat” on page 155 “Make Adobe PDF forms accessible” on page 257 Set tabbing order in edit mode 1 If you are not in form editing mode, choose Tools > Forms > Edit. The Forms task pane opens. 2 In the Fields panel on the right, make sure that you have selected Sort By > Tab Order. 3 (Optional) To view the tabbing order for the fields, choose Forms > Tasks > Other Tasks > Edit Fields > Show Tab Numbers. 4 Select a Tab Order option: Order Tabs By Structure Tabs based on the document structure, and follows the order that is set up in the tagging. Order Tabs By Row Tabs from the upper-left field, moving first left to right and then down, one row at a time. Last updated 10/11/2011 165 USING ACROBAT X STANDARD Forms Order Tabs By Column Tabs from the upper-left field, moving first from top to bottom and then across from left to right, one column at a time. Order Tabs Manually Allows you to drag and drop a field where you want it within the Fields panel. You can only move one field at a time. You can’t move a field to a different page, a radio button to another group, or a field to a radio button. Order Tabs Unspecified Specifies that no tab order is specified. The tab order is determined by the settings in the page properties. Set tabbing order in Page Properties 1 If you are in editing mode, click Close Form Editing to exit the mode. 2 Click the Page Thumbnails button or choose View > Show/Hide > Navigation Panes > Page Thumbnails to open the Page Thumbnails panel. 3 Select one or more page icons, and choose Page Properties in the Options menu of the Page Thumbnails panel. 4 Select a Tab Order option: Use Row Order Tabs from the upper-left field, moving first left to right and then down, one row at a time. Use Column Order Tabs from the upper-left field, moving first from top to bottom and then across from left to right, one column at a time. Use Document Structure For forms with tagged fields, follows the order set up in the tagging. Unspecified Uses the existing sequence. Distribute (send) forms to recipients After you create a form, you choose a method for sending it to recipients. 1 Choose Tools > Forms > Distribute. 2 A series of messages might appear, depending on the conditions Acrobat detects in your form. Respond to the on- screen instructions as needed, and save the form. 3 Choose a distribution and collection method: • Automatically download and organize responses with Acrobat.com • Manually collect responses in my email inbox. • Automatically collect responses on my own internal server. For more information, see “Specify a server” on page 119. In the Distribute Form wizard, select an option for distributing the form. For more information, see “Choosing a distribution option for reviews and forms” on page 118. 4 Click Next and follow the on-screen instructions for distributing the form. 5 If you choose to collect responses in your email inbox, do one of the following: • Enter the email addresses separated with a semi-colon, or click the To button to select email addresses from your address book. • Edit the default message. • Select the option Collect Name & Email from Recipients To Provide Optimal Tracking. The system prompts recipients to provide their name and email address when they submit the form. This guarantees that in Tracker, you see exactly who has and hasn't replied, and when. Last updated 10/11/2011 166 USING ACROBAT X STANDARD Forms • Deselect the option if you want to receive anonymous submissions, or you don't care about that level of tracking. You can also have the responses sent to someone else; see Patti Sokol’s Return Acrobat form to...not the sender. Note: If you don’t know the email addresses of your recipients, enter your own email address. The system sends you a link to the form, which you can email to recipients as desired. • How to send a PDF form: www.adobe.com/go/lrvid_018_acrx_en. • Complete forms workflow: tv.adobe.com/#vi+f1495v1626 • Form Submit/E-mail Demystified: www.acrobatusers.com/tutorials/form-submit-e-mail-demystified • Distribute forms using Acrobat.com: www.layersmagazine.com/distributing-forms-with-acrobatcom.html • Acrobat.com for comment/review and forms distribution: www.sokolconsulting.com/blog/?p=29 Form fields behavior About form field properties How a form field behaves is determined by settings in the Properties dialog box for that individual field. You can set properties that apply formatting, determine how the form field information relates to other form fields, impose limitations on what the user can enter in the form field, trigger custom scripts, and so forth. You can set a variety of properties for an Acrobat form field, depending on the form field type. The properties for each type of form field are selected on a series of tabs. When you change a property, it is applied as soon as you select another property or press Enter. All types of form fields have a General tab and an Actions tab. Other tabs appear only in specific types of form fields. The Options tab appears for most form field types but the options available are unique to each type of form field. Two items are available on every tab. If you select one on any tab, a check mark will appear, and the option will be checked on all tabs. These are: Locked When selected, prevents any further changes to any form field properties. Close Closes the form field Properties dialog box. If you are changing the properties of multiple fields, you can leave the Properties dialog box open. Click on each field to change its properties. Note: If you select Locked on any tab, it locks all options for the field, not just the options on that tab. More Help topics “Setting action buttons” on page 176 Modify form field properties You can access Acrobat form field properties only when you are in editing mode (by choosing Tools > Forms > Edit). You can change the properties for multiple form fields at a time. 1 Open the Properties dialog box using one of the following methods: • To edit a single form field, double-click it or right-click it and choose Properties. • To edit multiple form fields, select the fields that you want to edit, right-click one of the selected fields, and choose Properties. 2 Change the properties on each of the available tabs, as needed. Last updated 10/11/2011 167 USING ACROBAT X STANDARD Forms The property is changed as soon as you select another property or press Enter. 3 Click Close to close the Properties dialog box. If you select form fields that have different property values, some options in the Properties dialog box are not available. Otherwise, changes to the available options are applied to all selected form fields. To avoid accidental changes to the form field, select Locked in the lower-left corner of the Properties dialog box before you close it. To unlock, click the option again. More Help topics “Setting action buttons” on page 176 General tab for form field properties The General tab appears for all types of form fields and includes the following options: Name Specifies the unique name of the selected form field. Tooltip Displays text that the hesitant user may find helpful in filling in the form field. Tooltips appear when the pointer hovers briefly over the form field. Form Field Specifies whether the form field can be seen, either on screen or in print. The choices are: Visible, Hidden, Visible But Doesn’t Print, and Hidden But Printable. Orientation Rotates the form field by 0, 90, 180, or 270 Degrees Read Only Prevents the user from changing the form field content. Required Forces the user to fill in the selected form field. If the user attempts to submit the form while a required field is blank, an error message appears and the empty required form field is highlighted. Appearance tab for form field properties Appearance properties determine how the form field looks on the page. The Appearance tab appears for all types of form fields except barcodes, and includes the following options: Border Color Opens a color picker in which you can select a color swatch for the frame surrounding the field. To leave the field without a frame, select No Color. Line Thickness Specifies the width of the frame surrounding the form field: Thin, Medium, or Thick. Fill Color Opens a color picker in which you can select a color swatch for the background behind the field. To leave the field uncolored, select No Color. Note: A Fill Color choice other than No Color will block any images on the PDF page that are behind the form field. Line Style Alters the appearance of the frame. Select Solid, Dashed, Beveled, Inset, or Underline. Font Size Sets the size of user-entered text or of the selection marker for radio buttons and check boxes. The choices include Auto, various preset values, and typing in a different value. If you select Auto for a text field, as the user types, the font size changes to fit the text in the box. Text Color Opens a color picker in which you can select a color swatch for the text or selection marker. Font Lists the fonts available on your computer. This option is not available for form fields that do not display text. Note: The Enable Right-To-Left Language Options in the International panel of the Preferences dialog box affects what appears in the Appearance tab of the Properties dialog box. When that preference is selected, the Appearance tab includes options for changing the digit style and text direction for text fields, dropdown list boxes, and list boxes. Last updated 10/11/2011 168 USING ACROBAT X STANDARD Forms Options tab for form field properties The options available on this tab change according to the type of form field selected. The Options tab appears for all form field types except digital signatures. Barcode The Options tab for barcode field properties contains the following: Symbology Includes the PDF417, QR Code, and Data Matrix barcode types. Note: If your organization processes forms by multiple methods, select the method that accommodates the lowest quality barcode images. For example, if forms will be returned by fax and mail, choose Fax Server as the decode condition to ensure high read rates on all forms. Compress Data Before Encoding To Barcode Specifies that data will be compressed before it is encoded. Data is compressed with the Flate compression method. Compressed data usually requires less storage space in the barcode, allowing more data to be stored. In general, select this option if you will use the Acrobat barcode forms decoder to interpret the returned data. Do not select this option if you will use a handheld barcode scanner, because most of these cannot decode compressed data. Decode Condition The preset decode conditions represent recommended starting points that you can adjust by clicking the Custom button. Custom Opens a dialog box in which you can select custom processing parameters that are best for your specific scanning and faxing hardware. (The available options vary according to barcode types.) • X Dimension Width, in mils (1 mil = 0.001 inch or 0.0254mm), of the cell. • Y/X Ratio Height/width ratio of the cell. For example, for a data cell that is twice as high as it is wide, enter 2. (Available only for PDF417 barcodes.) Note: If you are planning to decode the barcode using a handheld laser scanner, avoid creating barcodes wider than 4 inches (10.2 cm). Taller and narrower barcodes generally work better with handheld scanners. Barcode height and width will not be an issue if you are using an Adobe barcode decoder (available separately). • Error Correction Level Corresponds to the level of data redundancy that is added to the barcode to correct any potential decoding errors. Higher levels provide more redundancy and a more robust barcode that will generate more successful decode results. However, higher levels will also result in a larger barcode and a reduced ability to encode user-supplied or form structure data into the barcode. A more robust barcode can reduce problems created by pen marks, poor print quality, degradation caused by fax transmission, or folds in the document. This option is available for PDF417 and QR Code barcodes. Manage Barcode Parameters Enables you to save your custom barcode selections in a file. You can then export the file and make it available to other form authors in your organization. Check boxes Check Box Style Specifies the shape of the marker that appears inside the check box when the user selects it: Check (the default), Circle, Cross, Diamond, Square, or Star. This property does not alter the shape of the check box itself. Note: The size of the marker inside the check box is determined by the size of the font you specify in the Appearance tab. Export Value Specifies a value to represent the item if the data will be exported. If left blank, the entry for Name in the General tab is used as the export value. Check Box Is Checked By Default Shows the check box selected unless the user deselects it. Last updated 10/11/2011 169 USING ACROBAT X STANDARD Forms Dropdown and list box For either dropdown boxes or list boxes, you use the Options tab to create a list of items from which the user selects. Although most of the properties on this tab are common to both these types of form fields, a few are exclusive to one type or the other. Item Accepts the text that you type for options that you want to appear in the menu for the field. Add Moves the current entry in Item to the Item List. Export Value Where you type in a value to represent the item if the data will be exported. If left blank, the entry for Name in the General tab is used as the export value. Item List Displays the choices that will be available in the list. Note: The highlighted item in the Item List box appears as the default selected item in the dropdown box or list box field. To change the default item, highlight another item from the list. Up and Down buttons Change the order in which the items are listed in the dropdown list. These buttons are not available if Sort Items is selected. Delete Removes the selected item from the list. Sort Items Arranges the listed items numerically and alphabetically. A numerical sort (if applicable) is performed before an alphabetical sort. Allow User To Enter Custom Text (Dropdown only) Enables users to enter a value other than the ones in the list. Check Spelling (Dropdown only) Checks the spelling of user-entered text. This option is applicable only if Allow User To Enter Custom Text is selected. Multiple Selection (List boxes only) Enables users to choose more than one item in the list. Commit Selected Value Immediately Saves the value as soon as the user selects it. If this option is not selected, the value is saved only when the user tabs out of the current field or clicks another form field. For list boxes only, this option is not available if Multiple Selection is selected. Radio buttons Create a group of radio buttons if you want the user to select only one choice among a set of choices. All of the radio buttons in a group share the same Name but each button has a different Button Value. Button Style Specifies the shape of the marker that appears inside the button when the user selects it: Check, Circle (the default), Cross, Diamond, Square, or Star. This property does not alter the shape of the radio button itself. Radio Button Choice Identifies the radio button and differentiates it from other radio buttons that share the same Name value. Button Is Checked By Default Sets the selection state of the button when the user first opens the form. Buttons With The Same Name And Content Are Selected In Unison Allows single-click selection of multiple related radio buttons. For example, if the user selects a radio button that has the same field name and selected content as another, both radio buttons are selected. Text Fields Text fields accept user input, which can be alphabetic characters, numbers, or both. Alignment Aligns the text left, right, or center within the field. Default Value Specifies the text that appears until the user overwrites it by typing in the field. Enter the default value by typing in this option. Last updated 10/11/2011 170 USING ACROBAT X STANDARD Forms Multi-line Allows more than a single-line entry in the text field. Scroll Long Text Compensates for text that extends beyond the boundaries of the text field. Allow Rich Text Formatting Allows users to apply styling information to the text, such as bold or italic. This might be useful in certain text fields where such styling information is important to the meaning of the text, such as an essay. Limit Of Characters Allows entries of up to the number of characters you specify. Note: If you entered a default value, that value is clipped to this limit. Password Displays the user-entered text as a series of asterisks (*). This option is available only if Check Spelling is deselected. Field Is Used For File Selection Allows the user to enter a file path as the field’s value when a file is submitted along with the form. This option is available only when Scroll Long Text is the only selected option in the Options tab. Check Spelling Checks the spelling of user-entered text. Comb Of Characters Spreads the user-entered text evenly across the width of the text field. If a border color is specified in the Appearance tab, each character entered in the field is separated by lines of that color. This option is available only when no other check box is selected. A B Text fields with and without the Comb property A. Four text fields with a border color, using the Comb property B. Text field without the Comb property Actions tab for form field properties Actions properties specify any actions that you want to associate with the form field, such as jumping to a specific page or playing a media clip. The Actions tab appears for all types of form fields and includes the following options: Select Trigger Specifies the user action that initiates an action: Mouse Up, Mouse Down, Mouse Enter, Mouse Exit, On Focus, or On Blur. Select Action Specifies the event that occurs when the user triggers the action: Execute A Menu Item, Go To A 3D/Multimedia View, Go To A Page View; Import Form Data, Multimedia Operation (Acrobat 9 and later), Open A File, Open A Web Link, Play A Sound, Play Media (Acrobat 5 Compatible), Play Media (Acrobat 6 And Later Compatible), Read An Article, Reset A Form, Run A JavaScript, Set Layer Visibility, Show/Hide A Field, and Submit A Form. Add Opens a window for the selected action. Actions Displays the list of triggers and actions that you’ve defined. Up and down buttons Change the order in which the selected action appears listed under the trigger. (Available only when you have defined multiple actions for the same trigger.) Edit Opens a dialog box with specific options for the selected action. Delete Removes the selected action or trigger-action pair. Last updated 10/11/2011 171 USING ACROBAT X STANDARD Forms Calculate tab for form field properties The Calculate tab appears in the Properties dialog boxes for only text fields and dropdown boxes. Use these options to perform mathematical operations on existing form field entries and display the result. Value Is Not Calculated Select this if you want the user to type. Value Is The Select this to make further options available: • Pop-up menu Lists the mathematical functions to apply to the selected fields. Choose Sum to add the values entered in the selected fields, Product to multiply them, Average, Minimum, or Maximum. • Pick Opens a dialog box with a list of the available fields in the form that you select to add or deselect to remove from the calculation. Simplified Field Notation Uses JavaScript with field names and simple arithmetic signs. The Edit button opens a dialog box in which you can write, edit, and add scripts. Note: Field names are case-sensitive. Custom Calculation Script Displays any custom scripts you have added for calculations. The Edit button opens a dialog box in which you can write and add new JavaScripts. Set the calculation order of form fields When you define two or more calculations in a form, the order in which they are carried out is the order in which you defined the calculations. In some cases, you may need to modify the calculation order to obtain correct results. For example, if you wanted to use the result obtained from calculating two form fields to calculate the value of a third form field, the first two form fields must be calculated together first to obtain the correct final results. 1 Choose Forms > Tasks > Other Tasks > Edit Fields > Set Field Calculation Order. The Calculate Fields dialog box displays all calculable fields in your form and the order in which the calculations are performed. 2 To change the field calculation order, select the field from the list, and then click the Up or Down button as needed. Acrobat automatically performs all assigned field calculations when you are creating and testing your form fields. For convenience while you work, you can turn off automatic calculation in the forms preferences. Signed tab for form field properties The Signed tab is available only in the Digital Signature Properties dialog box. Selections made here determine what happens when the user applies a digital signature to the form. Nothing Happens When Signed This is the default. Mark As Read-Only Prevents further changes to the digitally signed form, according to the selection in the pop-up menu: • All Fields Prevents any changes to any form field. • All Fields Except These Allows changes only to the form fields you select by clicking the Pick button and selecting check boxes for the fields that you want the user to be able to edit after signing. • Just These Fields Prevents changes in only the form fields you pick. This Script Executes When Field Is Signed Activates a custom JavaScript when the user digitally signs the form. Use the Edit button to change or create a new JavaScript action. Last updated 10/11/2011 172 USING ACROBAT X STANDARD Forms More Help topics “Adding JavaScript to forms” on page 157 Format tab for form field properties The Format tab appears in the Properties dialog box for only text form fields or dropdown form fields. The options that are available depend on your selection in the Select Format Category pop-up menu. The Example of Current Format field displays a live preview of the settings. None No additional options are available. The input in a text or dropdown box with this property does not require any specific formatting. Number Automatically imposes the selected formatting options on numeric data entries. Decimal Places Sets the number of digits that appear to the right of the decimal point. Separator Style Sets the placement of commas and periods. Currency Symbol Sets the type of currency, such as Euros, Dollars, or Yen. Symbol Location Sets the location of the currency symbol in relation to the number. This field is enabled if a currency symbol is selected. Negative Number Style Sets how negative numbers are displayed. You can choose Show Parentheses, Use Red Text, neither, or both. Percentage Automatically imposes the selected formatting options on numeric data expressed as a percentage. Decimal Places Sets the number of digits that appear to the right of the decimal point Separator Style Sets the placement of commas and periods. Date List includes one-, two-, and four-digit variations where d stands for the day, m stands for month, and y stands for year. Time List includes display variations where h stands for the hour on a 12-hour clock, H stands for the hour on a 24-hour clock, MM stands for minutes, ss stands for the seconds, and tt stands for AM or PM. Special Zip Code For a five-digit U.S. postal code. Zip Code + 4 For a nine-digit U.S. postal code. Phone Number For a ten-digit telephone number. Social Security Number For a nine-digit U.S. Social Security Number. Hyphens are inserted automatically after the third and fifth digits. Last updated 10/11/2011 173 USING ACROBAT X STANDARD Forms Arbitrary Mask Changes the format category to Custom and makes another text field available, in which you can type a custom format. Use this option to specify which types of characters the user can enter in any given position, and how the data displays in the field. • A Accepts only letters (A–Z, a-z). • X Accepts spaces and most printable characters, including all characters available on a standard keyboard and ANSI characters in the ranges of 32–126 and 128–255. • O The letter “O” accepts alphanumeric characters (A–Z, a-z, and 0–9). • 9 Accepts only numeric characters (0–9). For example, a mask setting of AAA--p#999 accepts the input BOE--p#767. A mask setting of OOOOO@XXX accepts the input vad12@3Up. Example of an Arbitrary Mask entry Custom Makes additional options available to form designers who want to write their own JavaScripts for formatting and keystrokes. For example, a custom script could define a new currency format or limit the user entry to specific keystroke characters. Custom Format Script Displays any custom scripts you have added for formats. The Edit button opens a dialog box in which you can write and add new scripts. Custom Keystroke Script Displays any custom scripts you have added to validate keystrokes. The Edit button opens a dialog box in which you can write and add new scripts. To get the JavaScript for Acrobat API Reference, see the Acrobat Developer Center at www.adobe.com/go/learn_acr_javascript_en (PDF, English only). Last updated 10/11/2011 174 USING ACROBAT X STANDARD Forms Validation tab for form field properties The Validation tab appears only in the Text Field Properties and Dropdown box Properties dialog boxes. Validation properties restrict entries to specified ranges, values, or characters, ensuring that users enter the appropriate data for a specified form field. Field Value Is Not Validated Turns off validation. Field Value Is In Range Sets a numeric range for form fields using values you enter in either as a number or a percentage. Run Custom Validation Script Validates by a JavaScript that you create or provide. More Help topics “Adding JavaScript to forms” on page 157 Value tab for form field properties The Value tab appears for barcode form fields only. Encode Using Activates these options: • XML Encodes the data into the barcode in standard XFDF format. JavaScript script is automatically generated. • Tab Delimited Encodes the fields into the barcode as tab-delimited values. JavaScript script is automatically generated. If the form is configured to output the data in individual XFDF or XDP files, the data must be in a tabdelimited format with the field names in the first line. This option is also useful if you want to fit more data into a barcode or if you intend to copy the data into database or spreadsheet tables. • Pick Opens a dialog box in which you select which user data fields will be encoded in the barcode for you to retrieve. • Include Field Names (Available only when Tab Delimited encoding is selected.) Encodes field names as the first line of the barcode contents. The values are encoded under them. Custom Calculation Script Displays the default script. Click the Edit button to open the JavaScript Editor dialog box, in which you can write custom calculation scripts for your barcode. Reference To published Form Shows the path to the PDF form. You can edit this by typing in the URL to the published form. Later, you can re-create a digital version of the completed form by merging the form template with an instance of user-supplied data. You can also maintain the relationship between a specific form template and its related barcode data files. When you encode a barcode using XML values, the URL reference is encoded into the barcode and is displayed on the form, below the barcode. http://www.adobe.com/formscatalog/thisform.pdf A type of barcode, with the URL reference below Manage custom barcode settings You can save, reuse, and share a set of custom settings for barcode parameters, to apply them when you create new barcode form fields. You can make further adjustments to your custom parameter sets after you define them. All of these processes begin by opening the barcode form field properties dialog box. To open the properties dialog box, double-click the barcode field. Last updated 10/11/2011 175 USING ACROBAT X STANDARD Forms More Help topics “Create, test, and edit barcode fields” on page 162 “About barcodes” on page 161 Create a new barcode parameters set 1 In the Barcode Field Properties dialog box, click the Options tab, and then click Manage Barcode Parameters. 2 Select the existing parameter set that you want to use as the basis of the new set, and click New. 3 Type a name in the Name box and a description in the Description box. 4 Select options for Symbology, X Dimension, Y/X Ratio, and Error Correction Level, and then click OK. The newly defined parameter set appears in the list in the Manage Barcode Parameters dialog box, and all the buttons on the right side of the dialog box become available. The new definition also appears in the Decode Condition menu in the Options tab of the Barcode Field Properties dialog box. Edit or delete a set of custom barcode parameters 1 In the Barcode Field Properties dialog box, click the Options tab, and then click Manage Barcode Parameters. 2 Select a custom parameter set from the list. 3 Choose the appropriate action: • Click Edit and make the changes to the settings; then click OK. • Click Delete. Confirm the deletion in the message that appears by clicking OK. Export or import a set of custom barcode parameters 1 In the Barcode Field Properties dialog box, click the Options tab, and then click Manage Barcode Parameters. 2 Choose the appropriate action: • Select a barcode parameter set from the list and click Export. Select a location and file name for the file that has the file name extension .bps. • Click Import, and navigate to and select the BPS file that you want to import. Redefine form field property defaults After you change properties for a specific type of form field, you can set those properties as the default set for that type. For example, you can create a check box, change its properties, and then save the properties as the default values. 1 If necessary, choose Tools > Forms > Edit to go to form-editing mode. 2 Right-click the form field for which you have already changed properties, and choose Use Current Properties As New Defaults. Note: Changing the default properties does not change the settings for existing form fields of that type. The new defaults apply only to new fields that you create. Last updated 10/11/2011 176 USING ACROBAT X STANDARD Forms Setting action buttons About buttons Buttons are most commonly associated with forms, but you can add them to any document. Buttons can open a file, play a sound or movie clip, submit data to a web server, and much more. When deciding on how to initiate an action, remember that buttons offer the following capabilities that links and bookmarks do not: • A button can activate a single action or a series of actions. • A button can change appearance in response to mouse actions. • A button can be easily copied across many pages. • Mouse actions can activate different button actions. For example, Mouse Down (a click), Mouse Up (releasing after a click), Mouse Enter (moving the pointer over the button), and Mouse Exit (moving the pointer away from the button) can all start a different action for the same button. Buttons are an easy, intuitive way to let users initiate an action in PDF documents. Buttons can have a combination of labels and icons to lead users through a series of actions or events by changing as the mouse is moved. For example, you can create buttons with “Play,” “Pause,” and “Stop” labels and appropriate icons. Then you can set actions for these buttons to play, pause, and stop a movie clip. You can select any combination of mouse behaviors for a button and specify any combination of actions for a mouse behavior. Add a button to an Acrobat PDF form 1 Make sure you are in edit mode by selecting Tools > Forms > Edit, and then select Button from the Add New Field list. Your curser becomes a cross hair. 2 On the page, click where you want to add the button to create a button with the default size. For a custom size button, drag a rectangle to define the size of the button. 3 Double-click the button field, and then specify a name, tool tip text, and other common properties. 4 Click the Appearance tab, and then specify options to determine the button appearance on the page. Remember, if you select a background color, you are not able to see through to any images behind the button. The text options affect the label you specify in the Options tab, not the button name in the General tab. Note: If Enable Right-To-Left Language Options is selected in the International panel of the Preferences dialog box, the Appearance tab includes options for changing the digit style and text direction for buttons. 5 Click the Options tab, and select options to determine how labels and icons appear on the button. 6 Click the Actions tab. Specify options to determine what happens when the button is clicked, such as jumping to a different page or playing a media clip. 7 Click Close. If you’re creating a set of buttons, you can snap the object to grid lines or guides. Add a submit button When you distribute a form, Acrobat automatically checks the form. If it doesn’t find a submit button, it adds a Submit Form button to the document message bar. Users can click the Submit Form button to send completed forms back to you. If you don’t plan to use the Submit Form button created by Acrobat, you can add a custom submit button to your form. 1 Using the Button tool, create a button. Double-click the button and set options in the General and Options tabs. Last updated 10/11/2011 177 USING ACROBAT X STANDARD Forms 2 In the Options tab, choose an option in the Layout menu for the button label, icon image, or both. Do one or both of the following: • Type text in the Label box to identify the button as a submit button. • Click Choose Icon and either type the path to an image file or click Browse and locate the image file you want to use. 3 In the Actions tab, choose Submit A Form on the Select Action menu, and then click Add. 4 In the Submit Form Selections dialog box, do one of the following: • To collect form data on a server, type the location in the Enter a URL for this link. For example, http://www.[domain]/[folder]/[subfolder]/ for an Internet address or \\[server]\[folder]\[subfolder]\ for a location on a local network. • To collect form data as attachments to email, type mailto: followed by the email address. For example, mailto:nobody@adobe.com. 5 Select options for Export Format, Field Selection, and Date Options, and click OK. Note: If the data returns in FDF or XFDF format, the server URL must end with the #FDF suffix—for example, http://myserver/cgi-bin/myscript#FDF. Submit Form Selections options The following options are available in the Submit Forms Selections dialog box: Enter a URL for this link Specifies the URL to collect the form data. FDF Returns the user input without sending back the underlying PDF file. You can select options to include Field Data, Comments, and Incremental Changes To The PDF. Note: Selecting the option for incremental changes is useful for receiving digital signatures in a way that is easily read and reconstructed by a server. HTML Returns the form in Hypertext Markup Language. XFDF Returns the user input as an XML file. You can include Comments with the field data or just the field data. PDF Returns the entire PDF file with the user input. Field Selection Specifies what fields are returned. To receive only some of the completed field data, select Only These, click Select Fields, and select which fields to include or exclude in the Field Selection dialog box. For example, you might use this to exclude some calculated or duplicate fields that appear in the form for the user’s benefit but which do not add new information. Date Options Standardizes the format for dates that the user enters. Making buttons change appearance A button can have a label, an icon, or both. You can change how the button appears in each mouse state (Up, Down, and Rollover). For example, you could create a button that has a “Home” label until the pointer is moved over the button, when it might have a “Click to return to home page” label. Last updated 10/11/2011 178 USING ACROBAT X STANDARD Forms Kahili Kahili Kahili Kahili A B C D Kahili Kahili E F G Button layouts A. Label only B. Icon only C. Icon top, label bottom D. Label top, icon bottom E. Icon left, label right F. Label left, icon right G. Label over icon You can make button icons from any file format that Acrobat can display, including PDF, JPEG, GIF, and other image formats. For whichever format you select, the entire page is used, so if you want to use only a portion of a page as an icon, you need to crop the image or page before carrying out this procedure. The smallest allowable PDF page size is 1-by-1 inch (2.54-by-2.54 cm). If you want the icon to appear smaller than 1-by-1 inch, scale it to fit the size of the box drawn with the button tool. Clicking Advanced in the Options tab of the Button Properties dialog box lets you determine how a button icon is scaled to fit inside a button. Edit a button ❖ Select the Button field, and then do any of the following: • To edit the properties for the button field, double-click the button. • To change the appearance of buttons, use the appearance options in the Appearance tab of the Button Properties dialog box. • To align, center, or distribute the button with other form fields, or to resize or duplicate the button, right-click the button, and then choose an option from the context menu. More Help topics “Scale and position buttons” on page 179 Specify Acrobat button display properties 1 Make sure you are in edit mode by selecting Tools > Forms > Edit, and then click the Select Object tool . 2 Double-click an existing button, and then click the Options tab in the Button Properties dialog box. 3 For Layout, choose the type of label display you want. (For information on scaling button icons, see the next procedure.) 4 For Behavior, specify the display of the button when clicked. 5 To define the label or icon that appears on the button, do the following: • If a label option is selected from the Layout menu, type the text in the Label box. • If an icon option is selected from the Layout menu, click Choose Icon, click Browse, and select the file. (Click Clear to remove the selected icon.) Button Behavior options None Keeps the appearance of the button the same. Push Specifies appearances for the Up, Down, and Rollover states of the mouse. Select an option under State, and then specify a label or icon option: Up Determines what the button looks like when the mouse button isn’t clicked. Down Determines what the button looks like when the mouse is clicked on the button, but before it’s released. Last updated 10/11/2011 179 USING ACROBAT X STANDARD Forms Rollover Determines what the button looks like when the pointer is held over the button. Outline Highlights the button border. Invert Reverses the dark and light shades of the button. Scale and position buttons 1 Make sure you are in edit mode by selecting Tools > Forms > Edit, and then click the Select Object tool . 2 Double-click an existing button to open the Button Properties dialog box. 3 Click the Options tab, select one of the icon options from the Layout menu, and then click Advanced. Note: The Advanced button isn’t available if you choose Label Only from the Layout menu. 4 Select an option from the When To Scale menu: Always Scales the icon as defined regardless of its size in relation to the button size. Never Preserves the original size of the icon; the button border crops the icon if it doesn’t fit. If Never is selected, scale options aren’t available. Icon Is Too Big Scales the icon as defined only if it is larger than the button. Icon Is Too Small Scales the icon as defined only if it is smaller than the button. 5 From the Scale menu, select whether to scale the icon proportionally. If the icon is scaled nonproportionally, it may be skewed. 6 To make sure that either the top and bottom or left and right sides of the icon are flush against the button edges, select Fit To Bounds. 7 To define where the icon is placed inside the button, drag the slider arrows. Icon placement is defined according to the percentage of space preserved between the icon and the left field boundary, and between the icon and the bottom field boundary. The default setting (50, 50) places the icon in the middle of a field. You can click Reset at any time to revert to the default placement setting. 8 Click OK, and then click Close. Hide an Acrobat button except during rollover In some cases, you may want the button area to be invisible until the pointer moves over it. By alternately showing and hiding a button, you can create interesting visual effects in a document. For example, when you move a pointer over a city on a map, a detail map of the city could be displayed, and the detail map could disappear when the pointer moves away from the city. A B C Showing and hiding icons A. Pointer not over button area B. Pointer enters button area C. Pointer exits button area 1 Using the Button tool , drag across the area where you want the pop-up button to appear. For example, if the PDF file contains a map of France, drag across the area where you want a detailed map of Paris to pop up. 2 Double-click the button. 3 Click the Options tab, and choose Icon Only from the Layout menu. Last updated 10/11/2011 180 USING ACROBAT X STANDARD Forms 4 Choose Push from the Behavior menu, and then choose Rollover from the State list. 5 Click Choose Icon, and then click Browse. Select the file type from the File Of Type, navigate to the location of the image file, and then double-click the file. In this example, you would select a map of Paris. Click OK to accept the previewed image as the button. 6 Click the Appearance tab. If needed, deselect Border Color and Fill Color, and then click Close. 7 If you are in the edit mode, click Preview. The image field you defined appears as the pointer rolls over the button area and disappears when it exits. If you want the image to be larger than the rollover area, or if you want the image to be in a different location than the image button that pops up, use the Show/Hide A Field action. First, you specify an icon for the button that will be shown and hidden. Next, you create a second button that acts as a hot spot when the mouse rolls over it. You do not assign an icon for the appearance of the second button. Instead, you use the Actions tab to show the first button when the pointer enters the second button, and hide the first button when the pointer exits. Publishing interactive web forms About web forms PDF forms can be useful for submitting and collecting information over the web. This is done by providing several button actions that perform functions similar to some HTML scripting macros. You must have a Common Gateway Interface (CGI) application on the web server to collect and route the data to a database. Any existing CGI application that collects data from forms (in HTML, FDF, or XML format) can be used. Before you make your forms web-ready, make sure that your form-field names match those set in the CGI application. Important: CGI scripts must be built outside Acrobat, and their creation is not covered by the Adobe Acrobat product. Add submit functionality Use the Submit A Form action to send form data to an email address or to a web server by specifying a URL. You can also use the submit button to send other files back to a server or database. For example, you can attach scanned images or files to a form. The files are submitted along with the rest of the form data when you click the Submit button. If your PDF form contains an email-based submit button, you can use the Distribute workflow to facilitate distributing the form to others. 1 Select Tools > Forms > Edit, then select Button from the Add New Field list, and create a button. 2 Double-click the button to open the Button Properties dialog box. 3 Click the Actions tab, and select Mouse Up from the Select Trigger menu. 4 Select Submit A Form from the Select Action menu, and then click Add. 5 In the Submit Form Selections dialog box, type an entry in Enter A URL For This Link: • To send the form data to a web server, enter the destination URL. • To send the form data to an email address, enter mailto: followed by the email address. For example, type mailto:nobody@adobe.com. 6 Make additional changes to the available options, and then click OK to close the dialog box. 7 Change settings on other tabs in the Button Properties dialog box as needed, and then click Close. Last updated 10/11/2011 181 USING ACROBAT X STANDARD Forms Submit Form Selections options FDF Exports as an FDF file. You can select one or more of the available options: user-entered data, comments, and incremental changes to the PDF file. The Incremental Changes To The PDF option is useful for exporting a digital signature in a way a server can easily read and reconstruct. Note: If the server returns data to the user in FDF or XFDF format, the server’s URL must end with the #FDF suffix—for example, http://myserver/cgi-bin/myscript#FDF. HTML Exports as an HTML file. XFDF Exports as an XML file. You can choose to export the form fields data, comments, or both. PDF The Complete Document Exports the entire PDF file that is your form. Although this creates a larger file than the FDF option, it is useful for preserving digital signatures. Note: If the users that fill in the PDF form are using Adobe Reader, you must choose either FDF or XFDF for the Export Format option. All Fields Exports all form fields even if the form fields do not contain values. Only These Exports only the form fields you specify by clicking Select Fields and indicating which form fields to include and whether you want to include empty fields. Convert Date To Standard Format Exports all form dates in a single format, regardless of how they are entered in the form. Add a Reset Form button A Reset Form button clears any data a user has already entered in the form. It is like the Tools > Forms > Clear Form feature, which is available to you when you create and edit Acrobat forms. However, you can set up your reset button so that it clears only specific fields. 1 Select Tools > Forms > Edit, then select the Button tool from the Add New Field list, and create a button. 2 Double-click the button to open the Button Properties dialog box. 3 Click the Actions tab, and select Mouse Up from the Select Trigger menu. 4 Select Reset A Form from the Select Action menu, and then click Add. 5 In the Reset A Form dialog box, do one of the following and then click OK: • Click individual check boxes to select or deselect the fields that you want to be reset by the button. • Select All. The list in the Actions tab now shows Reset A Form nested under the Mouse Up action. As needed, you can open other tabs in the Button Properties dialog box and apply other types of properties to the button. More Help topics “Form fields behavior” on page 166 Last updated 10/11/2011 182 USING ACROBAT X STANDARD Forms Add an Import Data button Use the Import Form Data action to enable users to fill out common form fields, such as name and email address, with data imported from another form. Users can also use the Import Data button to populate common form fields with their personal profile information. Only form fields that match are updated. The fields that do not match are ignored. Before you create an Import Form Data action, set up a form with common information form fields from which to export the data. Note: The Import Form Data action searches for the data file from which to import data in different locations in Windows than on Mac OS. In Windows, the Import Form Data action searches the Acrobat or Adobe Reader folder, the current folder, the System folder, the Windows folder, My Documents\Adobe\Acrobat, and the folders that are in the PATH statement. On Mac OS, the Import Form Data action searches the Acrobat or Adobe Reader folder and the System Preferences folder. 1 Select Tools > Forms > Edit, then select Button from the Add New Field list, and create a button. 2 Double-click the button to open the Button Properties dialog box. 3 Click the Actions tab, and select Mouse Up from the Select Trigger menu. 4 Select Import Form Data from the Select Action menu, and then click Add. 5 Locate and select an FDF file, and click Open. 6 Click another tab in the Button Properties dialog box to continue defining properties for the button, or click Close. More Help topics “Manage form data files” on page 184 “Add a button to an Acrobat PDF form” on page 176 CGI export values An export value is the information sent to a CGI application to identify a user-selected form field. You need to define an export value only if both of the following are true: • The data is collected electronically in a database over a company intranet or the web. • The data is different from the item designated by the form field, or the form field is a radio button. When defining export values, keep the following guidelines in mind: • Use the default export value (Yes) to indicate that a check box or radio button has been selected. • Enter an export value for dropdown lists boxes or list boxes only if you want the value to be different from the item listed—for example, to match the name of the form field in a database. The item selected in the dropdown list box or list box is used as the export value unless a different export value is explicitly entered in the Properties dialog box. • Related radio buttons must have exactly the same form field name but different export values. This ensures that the radio buttons toggle and that the correct values will be collected in the database. Collecting and managing form data When you distribute a form, Acrobat automatically creates a PDF Portfolio for collecting the data submitted by users. By default, this file is saved in the same folder as the original form and is named filename_responses. You can use this file to compile returned forms. Last updated 10/11/2011 183 USING ACROBAT X STANDARD Forms Collect data from Acrobat.com If you are using Acrobat.com to automatically download and organize form data, the response file periodically checks on Acrobat.com and downloads data for new submitted forms. To manually check for responses on Acrobat.com 1 Open the response file. 2 Click Update to check for new responses. The response file can connect to Acrobat.com even it is moved to a different computer. Collect user data 1 After a user submits a form, open the returned form. 2 In the Add Completed Form To Responses File dialog box, select one of the following: Add To An Existing Responses File Compiles the data in the response file that was created when you used the Distribute Form wizard to send out the form. (If necessary, click Browse and locate the response file.) Create A New Responses File Creates a new response file, using the name and location you specify. The response file opens after you click OK. Each returned form added to the response file appears as a component file of a PDF Portfolio. Compile form data 1 In Acrobat, choose Tools > Forms > More Form Options > Compile Returned Forms. 2 In the Compile Data dialog box, do one of the following to select a PDF response file: • Click Browse, and then locate and select the response file. • Type the path to the response file. 3 Click Add File, and navigate to the returned form. 4 Repeat the previous step as many times as necessary to add more returned forms. After you click OK, the data from the selected forms is added to the response file. Each returned form appears as a component file of a PDF Portfolio. Add user data to an existing response file 1 In Acrobat, open the response file. 2 In the left navigation panel, click Add. 3 In the Add Returned Forms dialog box, click Add File. Then locate and select the returned forms, and click Open. 4 Repeat the previous step to add any returned forms in other folders. When finished, click OK. When you finish, each added PDF form appears as a component file of the PDF Portfolio. Export user data from a response file Use this process to save all the entries in a PDF Portfolio response file to a spreadsheet or XML file. 1 In Acrobat, open the response file and select the data to export. 2 In the left navigation panel, click Export. Last updated 10/11/2011 184 USING ACROBAT X STANDARD Forms 3 In the Select Folder To Save File dialog box, specify a name, location, and file format (CSV or XML) for the form data, and click Save. Manage form data files You can move the answers on a PDF form to and from other file formats that preserve all the data in much less space than a full PDF. Import form data In some workflow scenarios, individuals submit filled-in forms as data-only files rather than as complete PDF files. These files are not PDFs, but use another file format, such as FDF or XML. You can view the data submitted by an individual recipient in the context of the PDF by opening the original file and importing the information in the data file. 1 In Acrobat, open the PDF form into which you want to import data. 2 Choose Tools > Forms > Clear Form. Note: When you import data from another file into a PDF form, the imported data replaces any information that appeared previously in the individual form fields. However, if the imported data file contains one or more blank form fields, importing will not clear the original data. 3 Choose Tools > Forms > More Form Options > Manage Form Data > Import Data. 4 In the Select File Containing Form Data dialog box, select a format in File Of Type corresponding to the data file you want to import. Then locate and select that file, and click Open. Note: Some formats are available only for specific types of PDF forms, depending on the application used to create the form, such as Acrobat or Designer ES2. Data you import from a text file (.txt) must be formatted in tab-delimited rows that form columns. Export file data You can save the information in a completed PDF form as a data file in another file format. Later, you can reuse the data to fill in the form again or another form with the same fields and field names. 1 In Acrobat, open the completed form file. 2 Choose Tools > Forms > More Form Options > Manage Form Data > Export Data. 3 In the Export Form Data As dialog box, select the format in which you want to save the form data (FDF, XFDF, XML, or TXT). Then select a location and filename, and click Save. Note: Some file formats are available only for specific types of PDF forms, depending on how the form was created. Merge exported data files to a spreadsheet If you want to compile data from forms that are not already in a data set, use the following process. 1 Choose Tools > Forms > More Form Options > Manage Form Data > Merge Data Files Into Spreadsheet. 2 In the Export Data From Multiple Forms dialog box, click Add Files. 3 In the Select file Containing Form Data dialog box, select a file format option in File Of Type option (Acrobat Form Data Files or All Files). Then locate the form files that you want to merge into the spreadsheet, select them, and click Open. 4 Repeat the previous step to add form data files that are in other locations, as needed. 5 Click Export. Then select a folder and filename for the spreadsheet, and click Save. Last updated 10/11/2011 185 USING ACROBAT X STANDARD Forms 6 In the Export Progress dialog box, click either View File Now to open the spreadsheet file or Close Dialog to return to Acrobat. Note: When returned forms are in a response file, the most efficient way to export the information into a spreadsheet is to use the Export Data button in the left navigation panel for the PDF Portfolio response file. About Forms Tracker Use Tracker to manage the forms that you have distributed or received. Tracker allows you to view and edit the location of the response file, track which recipients have responded, add more recipients, email all recipients, and view the responses for a form. Track forms 1 Choose Tools > Forms > Track. 2 In the left navigation panel, expand Forms. 3 Select a form and do one of the following: • To view all responses for a form, click View Responses. • To modify the location of the response file, in Responses File Location, click Edit File Location. • To view the original form, click Open Original Form. • To send the form to more recipients, click Add Recipients. More Help topics “Tracker overview” on page 125 “Distribute (send) forms to recipients” on page 165 Filling in forms Is the form fillable? Not all forms are fillable. Sometimes form creators don’t convert their PDFs to interactive fillable forms. Or, they intentionally design a form that you can fill in only by hand. These non-interactive forms are called flat forms. Last updated 10/11/2011 186 USING ACROBAT X STANDARD Forms Flat fillable forms (three variations) Flat form in browser (no Typewriter tool) A D Interactive fillable form B F E C Fillable forms visually differ from flat forms A. Typewriter tool lets you type in flat forms. Here, the tool is available in purple message bar. B. Typewriter tool available in Tools menu. C. Typewriter tool available from floating toolbar. D. Save form, then open in Acrobat and choose Typewriter tool in Tools menu. E. Purple message bar indicates presence of fillable fields. F. When clicked, shows where fillable fields exist. Flat fillable A flat form does not have interactive fields. However, you can use the Typewriter tool to type information over blank form fields, and then print a copy of the completed form. In the free Reader, you can use the Typewriter tool only if the creator of the form enabled it. You cannot enable the Typewriter tool from within Reader. Flat form in browser (no Typewriter tool) If the purple message bar or Typewriter toolbar isn’t displayed, you cannot fill in the form online. Save the form and open it directly in Acrobat. Then use the Typewriter tool to fill in the form. Interactive fillable An interactive fillable form contains fields that you can select or fill in. In an interactive form, the pointer changes to a different icon, depending the field. For example, the Hand you can type text into the form field. tool changes to an I-beam when Fill in flat forms The Typewriter tool provides a simple solution for filling out forms without interactive fields, called flat forms. The text you add with the Typewriter tool is a form of commenting, and appears in the Comments List (Comment > Comments List). Note: Reader users can use the Typewriter tool only if the creator of the form enabled the use of the Typewriter tool for that form. 1 Choose Tools > Content > Add Or Edit Text Box to open the Typewriter toolbar. 2 Click the Typewriter button. Last updated 10/11/2011 187 USING ACROBAT X STANDARD Forms 3 Click a blank form field and type. 4 (Optional) Use the tools in the Typewriter toolbar to change the size or position of the typed text. For more information about the Typewriter tool and toolbar, see “Add text using Add Or Edit Text Box (Typewriter tool)” on page 275. 5 When finished, print a copy of the completed form. Fill in flat forms in a browser A common way to view a PDF form is in a web browser, for example, when you click a link on a website. If the form does not contain interactive fields, you can use the Typewriter tool to fill out the form. Some forms open with the Typewriter toolbar displayed. But with others, you must first save the form, then open it directly in Acrobat. Note: You cannot electronically submit a form that you filled out using the Typewriter tool. You can print a copy of the completed form. If the Typewriter toolbar is displayed, click the Typewriter tool. Then click the page and start typing. For more information, see “Fill in flat forms” on page 186. If you close the Typewriter toolbar, roll your cursor near the bottom of the form and click the Acrobat icon in the semi-transparent floating toolbar. The Typewriter toolbar reappears. If you close the Typewriter toolbar again, roll down to the floating toolbar and click the Read Mode button . Then click the Acrobat icon again. If you don’t see the Typewriter toolbar and you can’t select or type in the fields, save the PDF to your computer. (Roll in the semi-transparent floating toolbar.) Open your cursor near the bottom of the form and click the Save icon the PDF form in Acrobat, and choose Tools > Content > Add Or Edit Text Box. Note: Reader users can use the Typewriter tool only if the creator of the form enabled the use of the Typewriter tool for that form. Fill in interactive forms Some text fields are dynamic, meaning that they automatically resize to accommodate the amount of data you enter and can span across pages. 1 If necessary, select either the Hand tool or the Select tool. 2 (Optional) To make form fields easier to identify, click the Highlight Fields button on the document message bar. Form fields appear with a colored background (light blue by default), and all required form fields are outlined in another color (red by default). 3 Click to select options, such as radio buttons. Click inside a text field to type. 4 Press Tab to move forward or Shift+Tab to move backward. For more choices, see “Options for moving among form fields” on page 188. 5 When finished, click the submit button to either send the data to a server or create an email to send the data. The submit button can appear in the purple message bar at the top of the form or in the form content. For troubleshooting tips on completing forms, see Troubleshooting forms. Last updated 10/11/2011 188 USING ACROBAT X STANDARD Forms Options for moving among form fields Key Result Tab or Shift+Tab Accepts typing and moves to next field Up/Left Arrow Selects previous radio button in a group Down/Right Arrow Selects next radio button Esc Reject and deselect form field. Esc (press twice) Exits Full Screen mode Enter or Return (single-line text field) Accepts typing and deselects field Enter or Return (multiline text field) Creates paragraph return in same form field Enter or Return (check box) Turns check box on or off Enter (keypad) Accepts typing and deselects current form field Auto-Complete forms (interactive forms only) The Auto-Complete feature stores any entries that you type in an interactive form field. Auto-Complete then suggests or even automatically enters responses that match your typing in other form fields. The suggestions appear in a popup menu, from which you can select a match. The Auto-Complete feature is off by default, so you must enable it in the forms preferences if you want to use it. To remove an entry from the Auto-Complete memory, such as a misspelled entry that you found and corrected later, edit the list in the preferences. Enable the Auto-Complete option 1 Choose Edit > Preferences (Windows) or Acrobat/Adobe Reader > Preferences (Mac OS). 2 Select Forms on the left. 3 Under Auto-Complete, choose Basic or Advanced from the menu. 4 Select Remember Numerical Data if you want the Auto-Complete memory to store numbers that you type into forms. When you select an option in the Auto-Complete menu, a description of how it affects the Auto-Complete behavior appears in the text area below. Delete an entry from the Auto-Complete memory 1 Open the Preferences dialog box. 2 Select Forms on the left. 3 Click Edit Entry List. 4 In the Auto-Complete Entry List dialog box, do one of the following, and then click Yes in the confirmation dialog box: • To remove all of the entries, click Remove All. Last updated 10/11/2011 189 USING ACROBAT X STANDARD Forms • To remove some of the entries, select the entries and click Remove. (Shift-click to select multiple adjacent entries; Ctrl-click to select multiple nonadjacent entries.) Save forms • To save the completed form, choose File > Save As and rename the file. • To remove extended Reader features, choose File > Save A Copy. • To allow Reader users to save the data they typed, choose File > Save As > Reader Extended PDF > Enable Additional Features. For limitations on saving filled-in forms locally, see “Enable Reader users to save form data” on page 156 Print forms 1 Click the Print button , or choose File > Print. 2 Choose a printer from the menu at the top of the Print dialog box. 3 In the Comments And Forms menu in the upper-right area of the Print dialog box, choose one of the following, and then click OK: • (Interactive or flat form) To print the form and the typed entries, choose Document. This option prints text you’ve typed using the Typewriter tool. • (Interactive or flat form) To print the form, the typed entries, and any comments on the form, choose Document And Markups. This option prints text you’ve typed using the Typewriter tool. • (Interactive form only) To print only the typed entries and not the form itself, choose Form Fields Only. Clear forms Clear a form in a browser ❖ Do either of the following: • Select the reset form button, if one exists. You cannot undo this action. • Quit the browser, and start again. Note: Clicking the web browser’s Reload or Refresh button, the Back or Go Back button, or following a link to another page may not completely clear the form. Clear unsaved form entries ❖ Choose File > Revert. Sample forms Patti Sokol, of Sokol Consulting, created two sample forms to show the differences between a flat form and an interactive form. Click here to see a flat form. Notice that you cannot type in the fields of a flat form. Click here to see an interactive form. You can highlight the fields and type in them. Be sure to read the information in the top text box of each sample form. Then move your cursor over the fields to see what actions are available. You can also print and save the forms to your computer. Last updated 10/11/2011 190 USING ACROBAT X STANDARD Forms More Help topics “Forms preferences” on page 152 “Add text using Add Or Edit Text Box (Typewriter tool)” on page 275 “Create forms using Acrobat” on page 155 “Enable Reader users to save form data” on page 156 “Export file data” on page 184 Last updated 10/11/2011 191 Chapter 8: Security Application security Application (software) security involves customizing Acrobat and Reader security features to protect against vulnerabilities, malicious attacks, and other risks. Advanced users can customize the application via the user interface. Enterprise administrators can also configure the registry. Enhanced security PDFs have evolved from static pages to complex documents with features such as interactive forms, multimedia content, scripting, and other capabilities. These features leave PDFs vulnerable to malicious scripts or actions that can damage your computer or steal data. Enhanced security lets you protect your computer against these threats by blocking or selectively permitting actions for trusted locations and files. When enhanced security is enabled and a PDF tries to complete a restricted action from an untrusted location or file, a security warning appears. The type of warning depends on the action and your version of Acrobat or Reader. (See “Security warnings” on page 195.) For technical details about enhanced security, primarily for administrators, see the documents at www.adobe.com/go/learn_acr_appsecurity_en. Enable enhanced security Acrobat and Reader X, 9.3, and 8.2 enable enhanced security by default. Adobe recommends that you enable enhanced security if it is not already enabled, and that you bypass restrictions only for trusted content. 1 Choose Edit > Preferences (Windows) or Acrobat/Reader > Preferences (Mac OS). 2 From the Categories on the left, select Security (Enhanced). 3 Select the Enable Enhanced Security option. 4 (Optional—Windows only) Select Cross Domain Log File for troubleshooting problems if your workflow involves cross-domain access using a server-based policy file. Bypass enhanced security restrictions With enhanced security enabled, only the files, folders, and locations that have been trusted are exempt from enhanced security’s restrictions. You can specify trusted locations and files in several ways, depending on the action the PDF is attempting to complete. • Use the privileged locations feature in the Enhanced Security panel to trust files, folders, and host domains (root URLs). • Configure Internet access using the Trust Manager. (See “Allow or block links to the Internet in PDFs” on page 193.) • For certified PDFs, trust the signer’s certificate for privileged network operations, such as networking, printing, and file access. (See “Set the trust level of a certificate” on page 229.) • Control cross-domain access using a server-based policy file. (See the Cross Domain Security document at www.adobe.com/go/learn_acr_appsecurity_en.) Last updated 10/11/2011 192 USING ACROBAT X STANDARD Security Specify privileged locations for trusted content Enhanced security provides a way to specify locations for trusted content. These privileged locations can be single files, folders, or host domains (root URLs). Content that resides in a privileged location is trusted. For example, enhanced security normally blocks PDFs from loading data from unknown websites. If you add the data’s origin (its host domain) to your list of privileged locations, Acrobat and Reader allow loading the data. For details, see the Enhanced Security document at www.adobe.com/go/learn_acr_appsecurity_en. 1 Select Edit > Preferences (Windows) or Acrobat/Adobe Reader > Preferences (Mac OS). 2 From the Categories on the left, select Security (Enhanced). 3 Select the Enable Enhanced Security option. 4 Specify a list of locations in the Privileged Locations section, and then click OK. • To trust any sites you already trust in Internet Explorer, select Automatically Trust Sites From My Win OS Security Zones. • To add only one or two PDFs from a location, click Add File. • To create a trusted folder for multiple PDFS, click Add Folder Path. • To allow data to load from a website, enter the name of the root URL. For example, enter www.adobe.com, but not www.adobe.com/products. To trust files from secure connections only, select Secure Connections Only (https:). Protected View (Windows only) Protected View provides an additional level of security. When Protected View in enabled, PDFs are displayed in a restricted environment called a sandbox. This isolation of the PDFs reduces the risk of security breaches in areas outside the sandbox. Adobe strongly recommends that you use Acrobat in Protected View if you are concerned about security, or if you frequently interact with PDFs on the Internet. Note: Adobe Reader includes a similar restricted environment called Protected Mode. For information about Reader Protected Mode, see Reader Help. When Protected View is enabled, only basic navigation is allowed. For example, you can open PDFs, scroll through pages, and click links. You can enable Protected View in a PDF that you view in either stand-alone Acrobat or in a web browser. PDF in stand-alone Acrobat In Protected View, Acrobat displays a warning for a PDF that doesn’t originate from a trusted location. The warning lets you decide whether to trust the document. If you trust the PDF and where it came from, click Enable All Features. The PDF is added to your list of privileged locations and is trusted from then on. PDF in a web browser A PDF in Protected View functions the same in a browser as a Reader-extended PDF that is viewed in Reader. The warning does not appear in the browser. You can find out whether a PDF opened in a browser is in Protected View. Right-click the document in the browser and choose Document Properties. Click the Advanced tab. When Protected View is enabled, the status says Protected Mode: On. Last updated 10/11/2011 193 USING ACROBAT X STANDARD Security Enable or disable Protected View Unlike Protected Mode in Reader, Protected View in Acrobat is off by default. 1 Choose Edit > Preferences. 2 From the categories on the left, select Security (Enhanced). 3 Select the Enable Enhanced Security option. 4 Choose one of the following options: Off Disables Protected View, if you have enabled it. Protected View is off by default. Files From Potentially Unsafe Locations Enables Protected View and displays the warning for all files originating from an untrusted location. Files and locations that you add to the Privileged Locations area of the Enhanced Security panel are exempt from Protected View. All files Enables Protected View in all PDFs that you open in either stand-alone Acrobat or in a browser. Bypass Protected View restrictions Choose any of these options: • Select Off in the Enhanced Security panel of the Security (Enhanced) preferences. • Add files, folders, and locations to the Privileged Locations area of the Enhanced Security panel. (See “Specify privileged locations for trusted content” on page 192.) • Click Enable All Features in the warning. Additional resources For more information on Protected View, see the following resources: • Protected View troubleshooting | Acrobat X: kb2.adob e.com/cps/901/cpsid_90161.html. • Application Security Guide: www.adobe.com/go/learn_acr_appsecurity_en. More Help topics “Enhanced security” on page 191 “Bypass enhanced security restrictions” on page 191 “Specify privileged locations for trusted content” on page 192 Allow or block links to the Internet in PDFs Clicking any link to the Internet poses a potential security risk. Malicious websites can transfer harmful content or silently gather data. If you are concerned about these risks, you can configure Acrobat and Reader to display a warning when a PDF attempts to connect to an Internet site. You can allow Acrobat and Reader to contact selected websites by adding their addresses (URLs) to your list of trusted websites in the Trust Manager preferences. Alternatively, you can allow all URLs. Note: If the options in the Manage Internet Access dialog box are disabled, select Custom Setting. If options are still disabled, your product could be under an administrator’s control with those restrictions in place. 1 Choose Edit > Preferences (Windows) or Acrobat/Adobe Reader > Preferences (Mac OS). 2 From the Categories on the left, select Trust Manager. 3 Click Change Settings to specify the default behavior for accessing the Internet from PDFs. Last updated 10/11/2011 194 USING ACROBAT X STANDARD Security 4 Choose from the following options: • To allow access to all URLs, select Allow PDF Files To Access All Web Sites. • To restrict access to all URLs, select Block PDF Files’ Access To All Web Sites. • To restrict access to only the URLs you specify, select Custom Setting. • To add a website, type its URL in the Host Name text box and click Allow or Block. • To remove a URL you no longer want to visit, select the website in the list and click Delete. • To specify what the program should do with websites not in your custom list, select one of these options: Always Ask, Allow Access, Block Access. For more information, see the Application Security Guide at www.adobe.com/go/learn_acr_appsecurity_en. Note: If you open a protected PDF and receive a prompt to allow or block a URL, select Remember My Action For This Site. This reply adds the URL to this list. Attachments Attachments represent a potential security risk because they can contain malicious content, open other dangerous files, or launch applications. Acrobat and Reader always let you open and save PDF and FDF file attachments. Acrobat and Reader recognize certain files, such as those whose names end in .bin, .exe, and .bat, as threats. You can’t attach such files. Acrobat does allow you to attach files that cannot be saved or opened from Acrobat, such as ZIP files. However, this practice is not recommended. Acrobat and Reader maintain a white list of file types that can be opened or saved, and a black list of file types that cannot. You are allowed to attach file types that are not on either list. However, when you open or save a file of an “unrecognized” type, you see a dialog box asking whether you trust the file type. For details, see the Application Security Guide at www.adobe.com/go/learn_acr_appsecurity_en. Manually add a file type to a black or white list Administrators can modify the black or white list through the registry. Users can manually add a new file type to a black or white list by attaching the file and then trying to open it. 1 Choose Tools > Content > Attach A File. 2 Add a file type that is not in the black or white list. 3 Right-click the file in the Attachments pane on the left and choose Open Attachment. 4 In the Launch Attachment dialog box, select one of the following options, and then click OK: Open This File: Opens the file without changing the registry list. Always Allow Opening Files Of This Type: Adds the file type to the white list and prevents future warnings. Never Allow Opening Files Of This Type: Adds the file type to the black list and does not open it. You can possibly attach a file of this type to a PDF, but you can’t open it. Note: To restrict a file type that you permitted in the past, reset (restore) attachment permissions in the Trust Manager Preferences. Reset (restore) attachment permissions Because the list of allowed and disallowed file attachment types can grow over time, you can reset the lists to their original state. This state can sometimes provide the highest level of security. 1 Choose Edit > Preferences (Windows) or Acrobat/Adobe Reader > Preferences (Mac OS). Last updated 10/11/2011 195 USING ACROBAT X STANDARD Security 2 From the Categories on the left, select Trust Manager. 3 In the PDF Attachments panel, click Restore. The Restore button is available only if you changed the attachment defaults. Allow attachments to start applications The Trust Manager lets you control whether non-PDF attachments can start their associated applications. 1 In the Preferences dialog box, select Trust Manager from the Categories on the left. 2 Select the option Allow Opening Of Non-PDF File Attachments With External Applications. You must have the external applications to open the files. Cross-domain access Enhanced security prevents a PDF in one host domain from communicating with another domain. This action prevents a PDF from getting malicious data from an untrusted source. When a PDF attempts cross-domain access, Acrobat and Reader automatically attempt to load a policy file from that domain. If the domain of the document that is attempting to access the data is included in the policy file, then the data is automatically accessible. For more details, see the Application Security Guide at www.adobe.com/go/learn_acr_appsecurity_en. JavaScript Acrobat and Reader let you adjust application behavior so that JavaScript executes within your desired level of security. This helps restrict application access to JavaScript APIs and isolates workflows that do not require JavaScript APIs. 1 Choose Edit > Preferences (Windows) or Acrobat/Adobe Reader > Preferences (Mac OS). 2 From the Categories on the left, select JavaScript. 3 In the JavaScript Security panel, set options to manage JavaScript: as needed. Enable Acrobat JavaScript Uncheck to disable JavaScript completely or restrict JavaScript through APIs. Enable Menu Items JavaScript Execution Privileges Enables executing JavaScript by clicking menu items. When off, privileged JavaScript calls can be executed through the menu. Executing non-privileged JavaScript calls through menu items is not blocked whether this box is checked or not. Enable Global Object Security Policy Allows JavaScript globally through APIs, or trusts specific documents containing JavaScripts. Alternatively, you can modify your system registry settings to manage JavaScript execution. For details, see the Application Security Guide at www.adobe.com/go/learn_acr_appsecurity_en. Security warnings You sometimes see a warning when you open a PDF. The warning comes in many forms (three are shown below). Last updated 10/11/2011 196 USING ACROBAT X STANDARD Security Security warnings What does the warning mean? The warning is asking whether you trust the people who sent you the PDF or the site in which the PDF is displayed. The warning appears because the PDF content can potentially harm your computer. For example, the warning is displayed for PDFs that can transfer or run programs and macros. It does not necessarily mean that the PDF is harmful. What is the right action to take? Some product features assign trust through their own Preferences panel. For example, the Trust Manager includes options for managing URL access, and Multimedia Trust (Legacy) has options for playing embedded multimedia. For features affected when enhanced security is enabled, you can selectively allow restricted actions by using a method described in “Bypass enhanced security restrictions” on page 191. To open Preferences, choose Edit > Preferences (Windows) or Acrobat/Adobe Reader > Preferences (Mac OS). If you know and trust the sender If you trust the PDF or the company or individual who sent it, click the Options, Allow, or Play button. (The buttons vary depending on the warning.) You can now view the PDF. If you don’t know or trust the sender If you don't trust the PDF or don't know who created it or where it came from, don't click the Options, Allow, or Play button. Acrobat and Adobe Reader continues to block the suspicious content or actions. To hide the warning, click the Close or Cancel button. If you click any of the blocked content, the warning reappears. No Options, Allow, or Play button? If the warning does not contain an Options, Allow, or Play button, your administrator has disabled this feature. You cannot choose to trust or allow this content. Click the Close or Cancel button to hide the warning. You can view the PDF, but you cannot access any of the blocked content. Contact your administrator for more information. Last updated 10/11/2011 197 USING ACROBAT X STANDARD Security When are security warnings displayed? Security warnings can be displayed in the following situations: Blacklisted JavaScript JavaScript is a computer language in widespread use. JavaScript code can be vulnerable to attacks, and JavaScript can be used to open websites. Adobe regularly updates the blacklist with known JavaScript vulnerabilities. If a PDF tries to access blacklisted JavaScript, you see a message in the yellow document bar, at the top. For administrators: • For instructions on how to manage JavaScript execution, see the article “JavaScript” on page 195 • For more information about the situations that trigger JavaScript warnings, see the TechNote at go.adobe.com/kb/ts_cpsid_50432_en-us. • For more information about blacklisted JavaScripts, see the TechNote at go.adobe.com/kb/ts_cpsid_50431_en-us. Security settings updates Adobe periodically distributes certificates for security purposes. These downloads help ensure that digitally signed PDFs from trusted sources maintain their trusted status. If you receive an update from an unknown source, verify that it is from a web address that you trust before proceeding. Updates from untrusted websites can create vulnerabilities on your computer. Accessing stream objects (XObjects) Acrobat and Reader display a warning when a PDF attempts to access external content identified as a stream object. For example, a URL might point to an external image. The silent transmission of data can pose a security risk as Acrobat and Reader communicate with an external source. Inserting data into PDFs and forms A warning appears when an untrusted source attempts to add data to a PDF form. Although this data-injection feature can streamline workflows in your organization, it can also be used to add malicious data into a PDF. Silent printing Silent printing is printing to a file or printer without your confirmation. It is a potential security risk because a malicious file can silently print multiple times to your printer, wasting printer resources. It can also prevent other documents from printing by keeping the printer busy. Contact your system administrator to determine when to allow silent printing. Web links In addition to visible web links in a PDF document, form fields can contain hidden JavaScript that open a page in a browser or silently request data from the Internet. Important: Acrobat and Reader X, 9.3, and 8.2 enable enhanced security by default. Adobe recommends that you enable enhanced security if it is not already enabled, and bypass restrictions only for trusted content. More Help topics “Enhanced security” on page 191 “Document message bar” on page 9 “Play multimedia” on page 299 “Multimedia Trust preferences” on page 300 Content security Content security includes features such as digital signatures, encryption, and permissions that ensure data integrity. Last updated 10/11/2011 198 USING ACROBAT X STANDARD Security Opening secured documents Acrobat and Reader warn you any time you try to open a URL (website) or a file attachment that uses a disallowed file type. URLs and disallowed file types are potentially dangerous because they can transfer or run programs, macros, or viruses that can damage your computer. Examples of disallowed file types include .exe and .zip files. Documents can be secured in several ways. To view the security settings of a document, choose File > Properties in Acrobat or Reader. From the Document Properties dialog box, click the Security tab. If you have trouble opening a PDF, or you’re restricted from using certain features, contact the author of the PDF. Password protected A password-protected PDF either requires a password to open or a password to change or remove restricted operations. If a document has restricted features, tools and options related to those features are dimmed. Certified Certifying a document assures recipients that the document is authentic. Certifying signatures also include information to allow or disallow particular actions, such as filling forms and modifying the document. When you submit a certified form, you are assured that it is going back to the valid author. A document with a valid certificate displays a Blue Ribbon icon . A PDF Portfolio with a valid certificate displays a Signature Badge. A PDF Portfolio with a certifying signature Adobe LiveCycle Rights Management ES configured Adobe LiveCycle Rights Management ES (ALCRMS) lets you manage accounts and configure security policies for your organization. ALCRMS lets you apply a policy to documents without the need for digital signatures and certificates. More Help topics “Digital signatures” on page 222 “Securing documents with passwords” on page 200 “Certificate security” on page 203 Choosing a security method By adding security to documents, you can limit viewing, editing, printing, and other options to only the specified users. Choosing which type of security to use Security features range from relatively simple measures to sophisticated systems adopted by corporations and agencies. Which feature you choose depends on what you want to achieve. Here are some examples: • You want only certain people to view your PDF. The easiest solution is to add a password to the PDF and send it to your intended recipients. (See “Add password security” on page 200.) • You don’t want anyone to print or edit your PDF. You can block printing and editing from the same dialog box that you use to add a password. (See “Add password security” on page 200.) • You want to assure your recipients that the PDF is really from you. The best way is to purchase a digital ID from a certificate authority. Alternatively, you can create a self-signed digital ID if you are communicating with a group that you trust. (See “About digital IDs” on page 215 and “Securing documents with certificates” on page 203.) Last updated 10/11/2011 199 USING ACROBAT X STANDARD Security • You want an organization-wide security solution for PDFs. You can devise a solution specifically for a company handling sensitive data. Some organizations use Adobe LiveCycle Rights Management ES to apply a policy to documents. The policy contains the list of recipients and their individual set of permissions. Individuals can use a policy to apply the same security settings to numerous documents. (See “Securing documents with Adobe LiveCycle Rights Management ES” on page 208.) Security policies A security policy enforces systematic constraints on information flow and exchange within an organization. You can use Adobe LiveCycle Rights Management ES to apply a policy to documents without the need for digital signatures and certificates. If you often apply the same security settings to PDFs, consider creating a security policy to simplify your workflow. Different policies are useful for accommodating different requirements. Envelope policy You can secure multiple documents by embedding them in a PDF envelope. You can encrypt envelopes to prevent unauthorized users from accessing the contents and certify them to provide proof of origin. Authorized recipients can open the envelope and extract the files to view them. LiveCycle Rights Management ES policy Adobe LiveCycle Rights Management ES policies are stored on a server, and users must have access to the server to use them. Creating these policies requires specifying the document recipients from a list on Adobe LiveCycle Rights Management ES. Password and certificate policies Save your password or certificate settings and reuse them to encrypt PDFs without setting up the password or certificate for each instance. Protection required: Action: Require a password to open a Choose Tools > Protection > Encrypt > Encrypt with PDF, or copy or print its contents Password. For a PDF Portfolio, choose View > Portfolio > Cover Sheet. Then choose Tools > Protection > Encrypt > Encrypt With Password. If you don’t see the Protection panel, see the instructions for adding panels at “Task panes” on page 8. If your company is signed up, you can also use Adobe LiveCycle Rights Management ES to secure documents. Indicate that you approve of the PDF content Sign and certify the PDF. You must obtain a digital ID to add digital signatures. Buy a digital ID (see the Adobe website for security partners) or create a self-signed one. See “Create a self-signed digital ID” on page 216. For Asian languages, you can add an approval stamp. Prevent forms from being tampered with Use LiveCycle Designer to secure forms and create locking signature fields. See the Adobe LiveCycle Designer Help. Send secure file attachments via e-mail Use security envelopes. (Tools > Protection > More Protection > Create Security Envelope. Allow only the people you specify to view a PDF Choose Tools > Protection > Encrypt > Encrypt With Certificate, or apply security using Adobe LiveCycle Rights Management ES. You must have certificates for users who can view the documents. If you don’t see the Protection panel, see the instructions for adding panels at “Task panes” on page 8. Additional resources For more information on using security features, see these resources: • Legal professionals: blogs.adobe.com/acrolaw/ Last updated 10/11/2011 200 USING ACROBAT X STANDARD Security • Security Matters blog: blogs.adobe.com/security More Help topics “Removing sensitive content” on page 219 “Setting up security policies” on page 209 Choosing security methods within FIPS mode (Windows) Acrobat and Reader provide a FIPS mode to restrict data protection to Federal Information Processing Standard (FIPS). FIPS mode uses FIPS 140-2 approved algorithms using the RSA BSAFE Crypto-C Micro Edition (ME) 3.0.0.1 cryptographic module. The following security options are not available in FIPS mode: • Applying password-based security policies to documents. You can use public key certificates or Adobe LiveCycle Rights Management ES to secure the document. However, you cannot use password encryption to secure the document. • Creating self-signed certificates. To create a self-signed digital ID, it must be saved to the Windows certificate store. You cannot create a self-signed digital ID that is saved to a file. • RC4 encryption. A PDF file can only be encrypted by using the AES encryption algorithm when in FIPS mode. • MD5 or RIPEMD160 digest methods. In FIPS mode, only the SHA-1 and SHA-2 families of digest algorithms can be used when creating a digital signature. In FIPS mode, you can open and view documents that are protected with algorithms that are not FIPS compliant. However, you can’t save any changes to the document using password security. To apply security policies to the document, use either public key certificates or Adobe LiveCycle Rights Management ES. FIPS mode is configured in the Windows registry by a system administrator. For more information, see Digital Signatures Guide (PDF) at www.adobe.com/go/learn_acr_security_en. Securing documents with passwords Add password security You can limit access to a PDF by setting passwords and by restricting certain features, such as printing and editing. However, you cannot restrict saving copies of a PDF. The copies have the same restrictions as the original PDF. Two types of passwords are available: Document open password With a document open password (also known as a user password), users must type in the password you specify to open the PDF. Permissions password When you set only a permissions password (also known as a master password), recipients don’t need a password to open the document. However, they must type the permissions password to set or change the restricted features. If the PDF is secured with both types of passwords, it can be opened with either password. However, only the permissions password allows the user to change the restricted features. Because of the added security, setting both types of passwords is often beneficial. Note: You cannot add passwords to a signed or certified document. All Adobe products enforce the restrictions set by the permissions password. However, if third-party products do not support these settings, document recipients are able to bypass some or all of the restrictions you set. Last updated 10/11/2011 201 USING ACROBAT X STANDARD Security Important: If you forget a password, you cannot recover it from the PDF. Consider keeping a backup copy of the PDF that isn’t password-protected. 1 Do one of the following: • In a single PDF or component PDF in a PDF Portfolio, open the PDF and choose Tools > Protection > Encrypt > Encrypt with Password. (You can also choose File > Properties and select the Security tab.) If you don’t see the Protection panel, see the instructions for adding panels at “Task panes” on page 8. • In a PDF Portfolio, open the PDF Portfolio and choose View > Portfolio > Cover Sheet. Then choose Tools > Protection > Encrypt > Encrypt With Password. (You can also choose File > Portfolio Properties and select the Security tab.) Note: If these options are unavailable, it’s either because the document or PDF Portfolio already includes security settings, or the PDF was created in LiveCycle Designer ES. 2 If you receive a prompt, click Yes to change the security. 3 Select a compatibility level. This option sets the encryption level and key size. Encryption algorithm and key size are version specific. Ensure that your encryption level is equal to or lower than the recipients’ version of Acrobat or Reader. 4 Select the document components to encrypt. To allow the document contents to be searched, leave the metadata unencrypted. To create security envelopes, use Encrypt Only File Attachments. 5 Select the type of password to add, and then type the password in the corresponding field. For each keystroke, the password strength meter evaluates your password and indicates the password strength using color patterns. If you are setting a permissions password, determine the level of access. Password strength indicator 6 To allow recipients to copy PDF content to another document, select Enable Copying Of Text, Images, And Other Content. 7 Click OK. At the prompt to confirm each password, retype the appropriate password in the box and click OK. Last updated 10/11/2011 202 USING ACROBAT X STANDARD Security Security options You can set the following options when you create a PDF or when you apply password protection to a PDF. Options vary depending on the Compatibility setting. Security options are not available for PDF/X standards or presets. The names of the settings may vary in different applications. Compatibility Sets the type of encryption for opening a password-protected document. If you choose Acrobat 3.0 And Later (PDF 1.3) option, a low-encryption-level security (40-bit RC4) is used. If you choose Acrobat 5.0 And Later (PDF 1.4) or Acrobat 6.0 And Later (PDF 1.5), a high encryption level (128-bit RC4) is used. Choosing Acrobat 7.0 And Later (PDF 1.6) encrypts the document using the AES encryption algorithm with a 128-bit key size. Acrobat X And Later (PDF 1.7) encrypts the document using 256-bit AES. Note: Select Acrobat X And Later to apply 256-bit AES encryption to Acrobat 8 and 9 documents. Be aware that anyone using an earlier version of Acrobat cannot open a PDF document with a higher compatibility setting. For example, if you select the Acrobat X and later option, the document cannot be opened in Acrobat 7 or earlier. Encrypt All Document Contents (Acrobat) Select this option to encrypt the document and the document metadata. If this option is selected, search engines cannot access the document metadata. Encrypt All Document Contents Except Metadata (Acrobat) Select this option to encrypt the contents of a document but still allow search engines access to the document metadata. Encrypt Only File Attachments (Acrobat) Select this option to require a password for opening file attachments. However, users can open the document without a password. Require A Password To Open The Document Select this option to require users to type the password you specify to open the document. This option is unavailable if Encrypt Only File Attachments is selected. Document Open Password Specify the password that users must type to open the PDF file. Note: If you forget a password, there is no way to recover it from the document. It’s a good idea to store passwords in a separate secure location in case you forget them. Restrict Editing And Printing Of The Document Restricts access to the PDF file’s security settings. If the file is opened in Adobe Acrobat, the user can view the file but must enter the specified Permissions password in order to change the file’s Security and Permissions settings. If the file is opened in Illustrator, Photoshop, or InDesign, the user must enter the Permissions password, since it is not possible to open the file in a view-only mode. Change Permissions Password Specify a password that is required to change the permissions settings. This option is available only if the previous option is selected. Printing Allowed Specifies the level of printing that users are allowed for the PDF document. • None Prevents users from printing the document. • Low Resolution (150 dpi) Lets users print at no higher than 150-dpi resolution. Printing may be slower because each page is printed as a bitmap image. This option is available only if the Compatibility option is set to Acrobat 5 (PDF 1.4) or later. • High Resolution Lets users print at any resolution, directing high-quality vector output to PostScript and other printers that support advanced high-quality printing features. Changes Allowed Defines which editing actions are allowed in the PDF document. • None Prevents users from making any changes to the document that are listed in the Changes Allowed menu, such as filling in form fields and adding comments. • Inserting, Deleting, And Rotating Pages Lets users insert, delete, and rotate pages, and create bookmarks and thumbnails. This option is only available for high (128-bit RC4 or AES) encryption. Last updated 10/11/2011 203 USING ACROBAT X STANDARD Security • Filling In Form Fields And Signing Existing Signature Fields Lets users fill in forms and add digital signatures. This option doesn’t allow them to add comments or create form fields. This option is only available for high (128-bit RC4 or AES) encryption. • Commenting, Filling In Form Fields, And Signing Existing Signature Fields Lets users add comments and digital signatures, and fill in forms. This option doesn’t allow users to move page objects or create form fields. • Page Layout, Filling In Form Fields, And Signing Lets users insert, rotate, or delete pages and create bookmarks or thumbnail images, fill out forms, and add digital signatures. This option doesn’t allow them to create form fields. This option is only available for low (40-bit RC4) encryption. • Any Except Extracting Pages Lets users edit the document, create and fill in form fields, and add comments and digital signatures. Enable Copying Of Text, Images, And Other Content Lets users select and copy the contents of a PDF. Enable Text Access For Screen Reader Devices For The Visually Impaired Lets visually impaired users read the document with screen readers, but doesn’t allow users to copy or extract the document’s contents. This option is available only for high (128-bit RC4 or AES) encryption. Enable Plaintext Metadata Encrypts the contents of a document but still allows search engines access to the document metadata. Remove password security You can remove security from an open PDF if you have the permissions to do so. If the PDF is secured with a serverbased security policy, only the policy author or a server administrator can change it. 1 In the open PDF, do one of the following: • Select Tools > Protection > Encrypt > Remove. If you don’t see the Protection panel, see the instructions for adding panels at “Task panes” on page 8. • In the Security tab of the Document Properties dialog box, choose No Security from the Security Method menu. 2 Your options vary depending on the type of password security attached to the document: • If the document only had Document Open password, click OK to remove it from the document. • If the document had a permissions password, type it in the Enter Password box, and then click OK. Click OK again to confirm the action. Securing documents with certificates Certificate security Use certificates to encrypt documents and to verify a digital signature. A digital signature assures recipients that the document came from you. Encryption ensures that only the intended recipient can view the contents. A certificate stores the public key component of a digital ID. For more information about digital IDs, see “Digital IDs” on page 215. When you secure a PDF using a certificate, you specify the recipients and define the file access level for each recipient or group. For example, you can allow one group to sign and fill forms and another to edit text or remove pages. You can choose certificates from your list of trusted identities, files on disk, LDAP server, or the Windows certificate store (Windows only). Always include your certificate in the recipient list so that you can open the document later. Note: If possible, encrypt documents using certificates from third-party digital IDs. If the certificate is lost or stolen, the issuing authority can replace it. If a self-signed digital ID is deleted, all PDFs that were encrypted using the certificate from that ID are inaccessible forever. Last updated 10/11/2011 204 USING ACROBAT X STANDARD Security Encrypt a PDF or PDF Portfolio with a certificate Note: For PDF Portfolios, Action Wizard applies security to the component PDFs but not to the PDF Portfolio itself. To secure the entire PDF Portfolio, apply security to the portfolio’s cover sheet. 1 For a single PDF or a component PDF in a PDF Portfolio, open the PDF. For a PDF Portfolio, open the PDF Portfolio and choose View > Portfolio > Cover Sheet. 2 Choose Tools > Protection > Encrypt > Encrypt with Certificate. If you don’t see the Protection panel, see the instructions for adding panels at “Task panes” on page 8. 3 At the prompt, click Yes. 4 In the Certificate Security Settings dialog box, select the document components to encrypt. 5 From the Encryption Algorithm menu, choose a rate of encryption, and then click Next. The encryption algorithm and key size are version-specific. Recipients must have the corresponding version (or later) of Acrobat or Reader to decrypt and read the document. • If you select 128-bit AES, recipients must have Acrobat 7 or later or Reader 7 or later to open the document. • If you select 256-bit AES, Adobe Acrobat 9 or later or Adobe Reader 9 or later is required to open the document. 6 Create a recipient list for the encrypted PDF. Always include your own certificate in the recipient list so that you are able to open the document later. • Click Search to locate identities in a directory server or in your list of trusted identities. • Click Browse to locate the file that contains certificates of trusted identities. • To set printing and editing restrictions for the document, select recipients from the list, and then click Permissions. 7 Click Next to review your settings, and then click Finish. When a recipient opens the PDF or PDF Portfolio, the security settings you specified for that person are used. More Help topics “About digital IDs” on page 215 “Get certificates from other users” on page 205 “About PDF Portfolios” on page 83 “Signed and certified PDF Portfolios” on page 237 Change encryption settings 1 Do one of the following: • For a single PDF or a component PDF in a PDF Portfolio, open the PDF. • For a PDF Portfolio, open the PDF Portfolio and choose View > Portfolio > Cover Sheet. 2 Select Tools > Protection > More Protection > Security Properties. If you don’t see the Protection panel, see the instructions for adding panels at “Task panes” on page 8. 3 Click Change Settings. 4 Do any of the following, and then click Next. • To encrypt different document components, select that option. • To change the encryption algorithm, choose it from the menu. Last updated 10/11/2011 205 USING ACROBAT X STANDARD Security 5 Do any of the following: • To check a trusted identity, select the recipient, and then click Details. • To remove recipients, select one or more recipients, and then click Remove. Do not remove your own certificate unless you do not want access to the file using that certificate. • To change permissions of recipients, select one or more recipients, and then click Permissions. 6 Click Next, and then click Finish. Click OK to close the Document Properties dialog box, and save the document to apply your changes. Remove encryption settings 1 Do one of the following: • For a single PDF or a component PDF in a PDF Portfolio, open the PDF. • For a PDF Portfolio, open the PDF Portfolio and choose View > Portfolio > Cover Sheet. 2 Select Tools > Protection > Encrypt > Remove. If you don’t see the Protection panel, see the instructions for adding panels at “Task panes” on page 8. 3 If prompted, type the permissions password. If you don’t know the permissions password, contact the author of the PDF. Sharing certificates with others Businesses that use certificates for secure workflows often store certificates on a directory server that participants can search to expand their list of trusted identities. When you receive a certificate from someone, you can add it to your list of trusted identities. You can set your trust settings to trust all digital signatures and certified documents created with a specific certificate. You can also import certificates from a certificate store, such as the Windows certificate store. A certificate store often contains numerous certificates issued by different certification authorities. For complete information on sharing certificates, see the Digital Signatures Guide (PDF) at www.adobe.com/go/learn_acr_security_en. Note: Third-party security providers usually validate identities by using proprietary methods. Or, they integrate their validation methods with Acrobat. If you use a third-party security provider, see the documentation for the third-party provider. More Help topics “Export security settings” on page 214 Get certificates from other users Certificates that you receive from others are stored in a list of trusted identities. This list resembles an address book and enables you to validate the signatures of these users on any documents you receive from them. More Help topics “Encrypt a PDF or PDF Portfolio with a certificate” on page 204 Request a certificate from another user 1 Do one of the following: • In Acrobat, choose Tools > Sign & Certify > More Sign & Certify > Manage Trusted Identities. • In Reader, choose Edit > Protection > Manage Trusted Identities. Last updated 10/11/2011 206 USING ACROBAT X STANDARD Security Note: If you don’t see the Sign & Certify or Protection panel, see the instructions for adding panels at “Task panes” on page 8. 2 Click Request Contact. 3 Type your name, e-mail address, and contact information. 4 To allow other users to add your certificate to their list of trusted identities, select Include My Certificates. 5 Select either Email Request or Save Request As A File. Then click Next. 6 Select the digital ID file to use, and then click Select. 7 Do one of the following: • If the Compose Email dialog box appears, type the e-mail address of the person you’re requesting a certificate from, and click Email. Send the e-mail message that appears, with the attached certificate, in the default e-mail application. • If the Export Data As dialog box appears, specify a name and location for the file, click Save, and then click OK. Add a certificate from e-mail When a contact sends a certificate to you in e-mail, it is displayed as an import/export methodology file attachment. 1 Double-click the e-mail attachment, and then click Set Contact Trust in the dialog box that appears. 2 On the Trust tab of the Import Contact Settings dialog box, select trust options. • Select Use This Certificate As A Trusted Root only if it is required to validate a digital signature. Once you make a certificate a trust anchor, you prevent revocation checking on it (or any certificate in the chain). • To allow actions that can be a security risk, click Certified Documents, and then select the options you want to allow: Dynamic Content Includes FLV and SWF files as well as external links. Embedded High Privilege JavaScript Trusts embedded scripts. Privileged System Operations Includes networking, printing, and file access 3 Click OK to view the import details, and then click OK again. Add a certificate from a digital signature in a PDF You can safely add a certificate to your trusted identities from a signed PDF by first verifying the fingerprint with the originator or the certificate. 1 Open the PDF containing the signature. 2 Open the signature panel, and select the signature in the Signatures panel. 3 On the Options menu, click Show Signature Properties, and then click Show Certificate. 4 If the certificate is self-signed, contact the originator of the certificate to confirm that the fingerprint values on the Details tab are correct. Trust the certificate only if the values match the values of the originator. 5 Click the Trust tab, click Add To Trusted Identities, and click OK. 6 In the Import Contact Settings dialog box, specify trust options, and click OK. Set up Acrobat to search the Windows certificate store (Windows only) 1 In the Security preferences, click Advanced Preferences. Last updated 10/11/2011 207 USING ACROBAT X STANDARD Security 2 Click the Windows Integration tab, and select Enable Searching The Windows Certificate Store For Certificates Other Than Yours. Select the desired options, and click OK twice. Trusting certificates from the Windows certificate store is not recommended. Import certificates using the Windows Certificate Wizard (Windows only) If you use the Windows certificate store to organize your certificates, you can import certificates using a wizard in Windows Explorer. To import certificates, identify the file that contains the certificates, and determine the file location. 1 In Windows Explorer, right-click the certificate file and choose Install PFX. 2 Follow the onscreen instructions to add the certificate to the Windows certificate store. 3 If you are prompted to validate the certificate before installing it, note the MD5 digest and SHA1 digest values (fingerprint). Contact the originator of the certificate to confirm that the values are correct before you trust the certificate. Click OK. Associate a certificate with a contact If you have a contact that is not associated with a certificate, or you want to change the certificate associated with a contact, follow these steps. A contact must have at least one valid certificate to exchange encrypted PDFs. 1 Do one of the following: • In Acrobat, choose Tools > Sign & Certify > More Sign & Certify > Manage Trusted Identities. • In Reader, choose Edit > Protection > Manage Trusted Identities. Note: If you don’t see the Sign & Certify or Protection panel, see the instructions for adding panels at “Task panes” on page 8. 2 Select the contact, and click Details. 3 Click Associate Certificate. 4 Select a certificate, and click OK. Click OK again. Verify information on a certificate The Certificate Viewer dialog box provides user attributes and other information about a certificate. When others import your certificate, they often want to check your fingerprint information against the information they receive with the certificate. (The fingerprint refers to the MD5 digest and SHA1 digest values.) You can check certificate information for your digital ID files or the ID files that you import. For more information about verifying certificates, see the Digital Signatures User Guide (PDF) at www.adobe.com/go/learn_acr_security_en. The Certificate Viewer dialog box provides the following information: • Certificate validation period • Intended use of the certificate • Certificate data, such as the serial number and public key method You can also check if the certificate authority has revoked the certificate. Certificates are typically revoked when an employee leaves the company or when security is compromised in some way. Last updated 10/11/2011 208 USING ACROBAT X STANDARD Security Verify your own certificate 1 Do one of the following: • In Acrobat, choose Tools > Protection > More Protection > Security Settings. • In Reader, choose Edit > Protection > Security Settings. Note: If you don’t see the Protection panel, see the instructions for adding panels at “Task panes” on page 8. 2 Select your digital ID, and then click Certificate Details . Verify information on the certificate of a contact 1 Do one of the following: • In Acrobat, choose Tools > Sign & Certify > More Sign & Certify > Manage Trusted Identities. • In Reader, choose Edit > Protection > Manage Trusted Identities. Note: If you don’t see the Sign & Certify or Protection panel, see the instructions for adding panels at “Task panes” on page 8. 2 Select the contact, and click Details. 3 Select the certificate name, and click Show Certificate. Delete a certificate from trusted identities 1 Do one of the following: • In Acrobat, choose Tools > Sign & Certify > More Sign & Certify > Manage Trusted Identities. • In Reader, choose Edit > Protection > Manage Trusted Identities. Note: If you don’t see the Sign & Certify or Protection panel, see the instructions for adding panels at “Task panes” on page 8. 2 Choose Certificates from the Display menu. 3 Select the certificate, and click Delete. Securing documents with Adobe LiveCycle Rights Management ES Adobe LiveCycle Rights Management ES is a server-based security system that provides dynamic control over PDFs. Adobe LiveCycle Rights Management ES can be configured to run with LDAP, ADS, and other enterprise systems. Policies provided by Adobe LiveCycle Rights Management ES are stored on the server and can be refreshed from the server. Users connect to Adobe LiveCycle Rights Management ES to work with these policies. Adobe LiveCycle Rights Management ES Security policies are stored on a server running Adobe LiveCycle Rights Management ES, but the PDFs are not. In some situations, users are required to connect to the server to open or continue to use PDFs to which a security policy is applied. For information on configuring Adobe LiveCycle Rights Management ES, click Help on the Adobe LiveCycle Rights Management ES website after you log in to your account. Connect to Adobe LiveCycle Rights Management ES 1 Choose Tools > Protection > More Protection > Security Settings. If you don’t see the Protection panel, see the instructions for adding panels at “Task panes” on page 8. 2 Click Adobe LiveCycle Rights Management Servers on the left. Last updated 10/11/2011 209 USING ACROBAT X STANDARD Security 3 Click the New button . 4 Type a name in the Name box and the URL in the Server Name box. Add the port number, and click Connect To This Server. 5 Type the user name and password for your account, and click OK. View Adobe LiveCycle Rights Management ES policies 1 Choose Tools > Protection > More Protection Rights Management > Manage Account. If you don’t see the Protection panel, see the instructions for adding panels at “Task panes” on page 8. The Adobe LiveCycle Rights Management page opens in your web browser. 2 If prompted, type your user name and password, and click Login. 3 Click the Policies link on the page. For more information on using Adobe LiveCycle Rights Management, click the Help link in the upper right corner. Setting up security policies Types of security policies If you often apply the same security settings to multiple PDFs, you can save your settings as a policy that you can reuse. Security policies save time while ensuring a consistently secure workflow. Creating policies for password and certificate security lets you reuse the same security settings for any number of PDFs. Two kinds of security policies are available: • Organizational policies are especially useful if you want others to have access to PDFs for a limited time. Adobe LiveCycle Rights Management ES policies are stored on a server. Users must have access to the server to use these policies. Creating these policies requires specifying the document recipients from a list on Adobe LiveCycle Rights Management ES. Adobe LiveCycle Rights Management ES controls access to PDFs and auditing events as defined by the security policy. You can use Adobe LiveCycle Rights Management ES if your company has licensed the software and made it available to you. • User policies are created and applied by individuals. If you apply the same security settings to numerous documents, you can save time by creating a user policy. Then, apply the user policy to documents. User policies for passwords and public key certificates are stored on your local computer. With access to Adobe LiveCycle Rights Management ES, you can create a user policy that’s stored on Adobe LiveCycle Rights Management ES. That policy is available only to you. How organizational policies are authenticated In addition to reusing security settings, policies stored on Adobe LiveCycle Rights Management ES enable you to expire and revoke documents. You can also maintain accountability by auditing users who open protected documents. Last updated 10/11/2011 210 USING ACROBAT X STANDARD Security A B C Security policies A. Policies are stored on server. B. Policies are applied to a PDF. C. Users can open, edit, and print a document only if permitted by policy. Setting up server-based security policies involves four main stages: Configure the Adobe LiveCycle Rights Management ES The system administrator of your company or group usually configures Adobe LiveCycle Rights Management ES, manages accounts, and sets up organizational policies. For more information on configuring Adobe LiveCycle Rights Management ES, see the Adobe website. Publish a document with a security policy An author creates a PDF and applies a policy stored on Adobe LiveCycle Rights Management ES to the PDF. The server generates a license and unique encryption key for the PDF. Acrobat embeds the license in the PDF and encrypts it using the encryption key. The author or administrator can use this license to track and audit the PDF. View a document with a policy applied When users try to open the secure PDF in Acrobat 9 (or Reader 9), they must authenticate their identities. If the user is granted access to the PDF, the PDF is decrypted and opens with the permissions specified in the policy. Administer events and modify access By logging in to an Adobe LiveCycle Rights Management ES account, the author or administrator can track events and change access to policy-secured PDFs. Administrators can view all PDF and system events, modify configuration settings, and change access to policy-secured PDFs. Create a user security policy User policies can use passwords, certificates, or Adobe LiveCycle Rights Management ES to authenticate documents. The policies for password and certificate security can be stored on a local computer. Security policies created using Adobe LiveCycle Rights Management ES are stored on a server. You can audit actions and change security settings dynamically. You can use Adobe LiveCycle Rights Management ES if your company has licensed the software and made it available to you. More Help topics “Securing documents with certificates” on page 203 “Securing documents with passwords” on page 200 “Securing documents with Adobe LiveCycle Rights Management ES” on page 208 Create a password policy 1 In Acrobat, choose Tools > Protection > Encrypt > Manage. If you don’t see the Protection panel, see the instructions for adding panels at “Task panes” on page 8. 2 Click New. 3 Select Use Passwords, and then click Next. Last updated 10/11/2011 211 USING ACROBAT X STANDARD Security 4 Type a name and description for the policy, do one of the following, and then click Next: • To specify passwords and restrictions whenever you apply this policy to a document, clear the Save Passwords With The Policy option. • To save passwords and restriction settings with the policy, select Save Passwords With The Policy. 5 Specify a compatibility setting and password options. If you selected Save Passwords With The Policy, specify the password and restrictions. Click OK. 6 Review the policy details, click Finish, and then click Close. Create a certificate policy 1 In Acrobat, choose Tools > Protection > Encrypt > Manage. If you don’t see the Protection panel, see the instructions for adding panels at “Task panes” on page 8. 2 Click New. 3 Select Use Public Key Certificates, and then click Next. 4 Type a name and description for the policy, and specify the document components to encrypt. Certificates must be current and have key usage that allows for encryption. 5 Determine how to enforce the policy: • To create a policy that is associated with individual recipients, do not select Ask For Recipients When Applying This Policy. • To create a policy that is associated with individual documents, select Ask For Recipients When Applying This Policy. 6 Select an encryption algorithm from the menu that is compatible with the recipients’ version of Acrobat, and click Next. 7 Do one of the following: • If you selected Ask For Recipients When Applying This Policy, review the policy settings and then click Finish. • If you did not select Ask For Recipients When Applying This Policy, specify recipients by selecting digital IDs (including your digital ID). Then click Next. 8 Click Finish. Creating policies for secure file attachments You can add security to one or more documents by embedding them in a security envelope and sending it as an e-mail attachment. This method is useful if you want to send a secure file attachment without encrypting the files. You can embed the documents as file attachments in a security envelope, and encrypt and send the envelope to the recipients. When the recipients open the envelope, they can extract the file attachments and save them. The saved files are identical to the original file attachments and are no longer encrypted when saved. For example, when you send confidential documents, including non-PDF files, you only want the recipient to view the documents. You can embed these documents as attachments in a security envelope, encrypt the envelope, and send it by e-mail. Anyone can open the envelope, view its cover page, and even view a list of the contents. However, only the recipient can view the embedded attachments and extract them. Last updated 10/11/2011 212 USING ACROBAT X STANDARD Security Embed file attachments in security envelopes for secure transit. 1 Choose Tools > Protection > More Protection > Create Security Envelopes. If you don’t see the Protection panel, see the instructions for adding panels at “Task panes” on page 8. 2 Click Add File To Send, select the documents you want to attach, and then click Open. Click Next. 3 Select an envelope template, and click Next. 4 Select a delivery method, and click Next. 5 If an envelope policy has been created, select it or select New Policy. Then, follow the steps to create a policy. 6 Review the information and click Finish. 7 For some policies, you are asked to type the information you want displayed on the envelope. Enter enough information to allow recipients to identify the sender of the envelope. 8 Complete the security information (password, certificate, or policy). 9 When the envelope is displayed, type the names of the recipients. Then, either click the Save or Mail icon in the toolbar. If you click the Mail icon, your default e-mail program opens with the security envelope as an attachment. Type the email addresses of the recipients, and send the e-mail message. More Help topics “Apply security policies to PDFs” on page 213 Create a user security policy with Adobe LiveCycle Rights Management ES If you have access to Adobe LiveCycle Rights Management ES, you can restrict document access and rights of individuals registered with the server. When you create a user policy using Adobe LiveCycle Rights Management ES, you’re redirected to the Adobe LiveCycle Rights Management ES web page. 1 Do one of the following: • For a single PDF or a component PDF in a PDF Portfolio, open the PDF. • For a PDF Portfolio, open the PDF Portfolio and choose View > Portfolio > Cover Sheet. 2 Choose Tools > Protection > Encrypt > Manage. If you don’t see the Protection panel, see the instructions for adding panels at “Task panes” on page 8. 3 Click New. 4 Select Use The Adobe LiveCycle Rights Management, and click Next. 5 On the Adobe LiveCycle Rights Management web page, click Policies, and then click New. 6 Type a name and description, set the validity period, and any other options. 7 Select the users or groups, set permissions for them, and click OK. Last updated 10/11/2011 213 USING ACROBAT X STANDARD Security 8 Specify the document components you want to encrypt, and whether you want a watermark. 9 When you’re done, click Save at the top of the page. Apply security policies to PDFs You can apply either an organization policy or a user policy to a PDF. To apply a server policy to a document, connect to Adobe LiveCycle Rights Management ES. Adobe LiveCycle Rights Management security policies must be stored on a server, but PDFs to which the policies are applied need not. You can apply policies to PDFs using Acrobat, serverside batch sequences, or other applications, such as Microsoft Outlook. Only the policy administrator can edit or remove organizational policies. For details on editing security policies, choose Tools > Protection > More Protection > Rights Management > Manage Account. Then click Help in the upperright corner. More Help topics “Securing documents with Adobe LiveCycle Rights Management ES” on page 208 Apply a security policy to a PDF 1 Do one of the following: • For a single PDF or a component PDF in a PDF Portfolio, open the PDF. • For a PDF Portfolio, open the PDF Portfolio and choose View > Portfolio > Cover Sheet. 2 If you are using a server policy, choose Tools > Protection > Encrypt > Manage. Select a policy. Choose an Adobe LiveCycle Rights Management policy from the list and then click Refresh. Refreshing security policies ensures that you get the most up-to-date server policies. 3 Choose Tools > Protection > Encrypt > Manage. Select a policy, and then click Apply To Document. If you don’t see the Protection panel, see the instructions for adding panels at “Task panes” on page 8. Apply a policy to attachments in Outlook You can send different types of files as secure PDF attachments in Microsoft Outlook. This option is available only if Adobe LiveCycle Rights Management ES is set up and available in Acrobat. 1 In Outlook, choose File > New > Mail Message. 2 In the toolbar, click the Attach As Secured Adobe PDF button . 3 Select the file you want to attach by typing the file path or by clicking Browse. 4 Specify how you want to secure the document, and click OK. The file is converted to PDF and encrypted using the security method you choose. 5 Complete the e-mail message, and then click Send. Remove a user security policy from a PDF You can remove a security policy from a PDF if you have appropriate permissions. In general, a document owner can remove a security policy from a PDF. 1 Do one of the following: • For a single PDF or a component PDF in a PDF Portfolio, open the PDF. • For a PDF Portfolio, open the PDF Portfolio and choose View > Portfolio > Cover Sheet. Last updated 10/11/2011 214 USING ACROBAT X STANDARD Security 2 Select Tools > Protection > Encrypt > Remove. If you don’t see the Protection panel, see the instructions for adding panels at “Task panes” on page 8. Export security settings 1 Choose Tools > Protection > More Protection > Export Security Settings. If you don’t see the Protection panel, see the instructions for adding panels at “Task panes” on page 8. 2 Choose which groups of settings you want to share and click OK. 3 Review and modify the security settings as needed, and then click Export. 4 Select the method to use to encrypt the security settings (if desired), and then click OK. 5 Certify the file. Copy, edit, or delete a policy 1 Choose Tools > Protection > Encrypt > Manage. If you don’t see the Protection panel, see the instructions for adding panels at “Task panes” on page 8. 2 From the Show menu, choose whether you want to display all policies that you have access to, user policies that you’ve created, or organizational policies. 3 Select a policy, and then use the options you want: Note: Options to edit or delete organizational policies aren’t available unless you have administrator rights to Adobe LiveCycle Rights Management ES. Changes to these policies can be made only on Adobe LiveCycle Rights Management ES, which opens automatically when you select an option. Copy Use to create a policy that’s based on the settings of an existing policy. Edit Editing a user policy that is stored on a local computer affects only documents to which the policy is applied after the policy is edited. For user policies stored on a server, you can edit the permission settings and other options. This option isn’t available for organizational policies. Delete This option is not available usually for organizational policies. Favorite If this option is selected, a star appears next to the policy. To remove a policy from the favorites, click Favorite again. You can apply the Favorite option to multiple policies. Use this option to make a policy easier to retrieve. Revoke a policy-protected PDF To restrict access to a policy-protected PDF that you made available to a group of users, you can revoke the document. 1 Do one of the following: • For a single PDF or a component PDF in a PDF Portfolio, open the PDF and log in to Adobe LiveCycle Rights Management ES. • For a PDF Portfolio, open the PDF Portfolio, log in to Adobe LiveCycle Rights Management, and choose View > Portfolio > Cover Sheet. 2 Choose Tools > Protection > More Protection > Rights Management > Revoke. If you don’t see the Protection panel, see the instructions for adding panels at “Task panes” on page 8. 3 From the menu on the web page, choose an option that explains why you’re revoking the document, or type a message. If you’re replacing the revoked document, type the URL location of the new document. 4 Click OK to save your changes. Last updated 10/11/2011 215 USING ACROBAT X STANDARD Security Digital IDs About digital IDs Digital IDs include a private key that you safeguard and a public key (certificate) that you share. What is a digital ID? A digital ID is like an electronic driver’s license or passport that proves your identity. A digital ID usually contains your name and email address, the name of the organization that issued it, a serial number, and an expiration date. Digital IDs are used for certificate security and digital signatures. Digital IDs contain two keys: the public key locks, or encrypts data; the private key unlocks, or decrypts that data. When you sign PDFs, you use the private key to apply your digital signature. The public key is in a certificate that you distribute to others. For example, you can send the certificate to those who want to validate your signature or identity. Store your digital ID in a safe place, because it contains your private key that others can use to decrypt your information. Why do I need one? You don’t need a digital ID for most of the work you do in PDFs. For example, you don’t need a digital ID to create PDFs, comment on them, and edit them. You need a digital ID to sign a document or encrypt PDFs through a certificate. How do I get one? You can get a digital ID from a third-party provider, or you can create a self-signed digital ID. Self-signed digital IDs Self-signed digital IDs can be adequate for personal use or small-to-medium businesses. Their use should be limited to parties that have established mutual trust. IDs from certificate authorities Most business transactions require a digital ID from a trusted third-party provider, called a certificate authority. Because the certificate authority is responsible for verifying your identity to others, choose one that is trusted by major companies doing business on the Internet. The Adobe website gives the names of Adobe security partners that offer digital IDs and other security solutions. See Adobe Security Partner Community at www.adobe.com/security/partners/index.html. Last updated 10/11/2011 216 USING ACROBAT X STANDARD Security Create a self-signed digital ID Sensitive transactions between businesses generally require an ID from a certificate authority rather than a self-signed one. 1 Do one of the following: • In Acrobat, choose Tools > Sign & Certify > More Sign & Certify > Security Settings. • In Reader, choose Edit > Protection > Security Settings. Note: If you don’t see the Sign & Certify or Protection panel, see the instructions for adding panels at “Task panes” on page 8. 2 Select Digital IDs on the left, and then click the Add ID button . 3 Select the option A New Digital ID I Want To Create Now, and click Next. 4 Specify where to store the digital ID, and click Next. New PKCS#12 Digital ID File Stores the digital ID information in a file, which has the extension .pfx in Windows and .p12 in Mac OS. You can use the files interchangeably between operating systems. If you move a file from one operating system to another, Acrobat still recognizes it. Windows Certificate Store (Windows only) Stores the digital ID to a common location from where other Windows applications can also retrieve it. 5 Type a name, email address, and other personal information for your digital ID. When you certify or sign a document, the name appears in the Signatures panel and in the Signature field. 6 (Optional) To use Unicode values for extended characters, select Enable Unicode Support, and then specify Unicode values in the appropriate boxes. 7 Choose an option from the Key Algorithm menu. The 2048-bit RSA option offers more security than 1024-bit RSA, but 1024-bit RSA is more universally compatible. 8 From the Use Digital ID For menu, choose whether you want to use the digital ID for signatures, data encryption, or both. 9 Type a password for the digital ID file. For each keystroke, the password strength meter evaluates your password and indicates the password strength using color patterns. Reconfirm your password. You can export and send your certificate file to contacts who can use it to validate your signature. Important: Make a backup copy of your digital ID file. If your digital ID file is lost or corrupted, or if you forget your password, you cannot use that profile to add signatures. Register a digital ID To use your digital ID, register your ID with Acrobat or Reader. 1 Do one of the following: • In Acrobat, choose Tools > Protection > More Protection > Security Settings. • In Reader, choose Edit > Protection > Security Settings. Note: If you don’t see the Protection panel, see the instructions for adding panels at “Task panes” on page 8. 2 Select Digital IDs on the left. 3 Click the Add ID button . 4 Select My Existing Digital ID From and choose one of the following options: A File Select this option if you obtained a digital ID as an electronic file. Follow the prompts to select the digital ID file, type your password, and add the digital ID to the list. Last updated 10/11/2011 217 USING ACROBAT X STANDARD Security A Roaming Digital ID Stored On A Server Select this option to use a digital ID that’s stored on a signing server. When prompted, type the server name and URL where the roaming ID is located. A Device Connected To This Computer Select this option if you have a security token or hardware token connected to your computer. 5 Click Next, and follow the onscreen instructions to register your digital ID. Specify the default digital ID To avoid being prompted to select a digital ID each time your sign or certify a PDF, you can select a default digital ID. 1 Do one of the following: • In Acrobat, choose Tools > Protection > More Protection > Security Settings. • In Reader, choose Edit > Protection > Security Settings. Note: If you don’t see the Protection panel, see the instructions for adding panels at “Task panes” on page 8. 2 Click Digital IDs on the left, and then select the digital ID you want to use as the default. 3 Click the Usage Options button , and choose a task for which you want the digital ID as the default. To specify the digital ID as the default for two tasks, click the Usage Options button again and select a second option. A check mark appears next to selected options. If you select only the signing option, the Sign icon appears next to the digital ID. If you select only the encryption option, the Lock icon appears. If you select only the certifying option, or if you select the signing and certifying options, the Blue Ribbon icon appears. To clear a default digital ID, repeat these steps, and deselect the usage options you selected. Change the password and timeout for a digital ID Passwords and timeouts can be set for PKCS #12 IDs. If the PKCS #12 ID contains multiple IDs, configure the password and timeout at the file level. Note: Self-signed digital IDs expire in five years. After the expiration date, you can use the ID to open, but not sign or encrypt, a document. 1 Do one of the following: • In Acrobat, choose Tools > Protection > More Protection > Security Settings. • In Reader, choose Edit > Protection > Security Settings. Note: If you don’t see the Protection panel, see the instructions for adding panels at “Task panes” on page 8. 2 Expand Digital IDs on the left, select Digital ID Files, and then select a digital ID on the right. 3 Click the Change Password button. Type the old password and a new password. For each keystroke, the password strength meter evaluates your password and indicates the password strength using color patterns. Confirm the new password, and then click OK. 4 With the ID still selected, click the Password Timeout button. 5 Specify how often you want to be prompted for a password: Always Prompts you each time you use the digital ID. After Lets you specify an interval. Once Per Session Prompts you once each time you open Acrobat. Never You’re never prompted for a password. Last updated 10/11/2011 218 USING ACROBAT X STANDARD Security 6 Type the password, and click OK. Be sure to back up your password in a secure place. If you lose your password, either create a new self-signed digital ID and delete the old one, or purchase one from a third-party provider. Delete your digital ID When you delete a digital ID in Acrobat, you delete the actual PKCS #12 file that contains both the private key and the certificate. Before you delete your digital ID, ensure that it isn’t in use by other programs or required by any documents for decrypting. Note: You can delete only self-signed digital IDs that you created in Acrobat. A digital ID obtained from another provider cannot be deleted. 1 Do one of the following: • In Acrobat, choose Tools > Protection > More Protection > Security Settings. • In Reader, choose Edit > Protection > Security Settings. Note: If you don’t see the Protection panel, see the instructions for adding panels at “Task panes” on page 8. 2 Select Digital IDs on the left, and then select the digital ID to remove. 3 Click Remove ID, and then click OK. More Help topics “Delete a certificate from trusted identities” on page 208 Protecting digital IDs By protecting your digital IDs, you can prevent unauthorized use of your private keys for signing or decrypting confidential documents. Ensure that you have a procedure in place in the event your digital ID is lost or stolen. How to protect your digital IDs When private keys are stored on hardware tokens, smart cards, and other hardware devices that are password- or PINprotected, use a strong password or PIN. Never divulge your password to others. If you must write down your password, store it in a secure location. Contact your system administrator for guidelines on choosing a strong password. Keep your password strong by following these rules: • Use eight or more characters. • Mix uppercase and lowercase letters with numbers and special characters. • Choose a password that is difficult to guess or hack, but that you can remember without having to write it down. • Do not use a correctly spelled word in any language, as they are subject to “dictionary attacks” that can crack these passwords in minutes. • Change your password on a regular basis. • Contact your system administrator for guidelines on choosing a strong password. To protect private keys stored in P12/PFX files, use a strong password and set your password timeout options appropriately. If using a P12 file to store private keys that you use for signing, use the default setting for password timeout option. This setting ensures that your password is always required. If using your P12 file to store private keys that are used to decrypt documents, make a backup copy of your private key or P12 file. You can use the backed up private key of P12 file to open encrypted documents if you lose your keys. Last updated 10/11/2011 219 USING ACROBAT X STANDARD Security The mechanisms used to protect private keys stored in the Windows certificate store vary depending on the company that has provided the storage. Contact the provider to determine how to back up and protect these keys from unauthorized access. In general, use the strongest authentication mechanism available and create a strong password or PIN when possible. What to do if a digital ID is lost or stolen If your digital ID was issued by a certificate authority, immediately notify the certificate authority and request the revocation of your certificate. In addition, you should not use your private key. If your digital ID was self-issued, destroy the private key and notify anyone to whom you sent the corresponding public key (certificate). Smart cards and hardware tokens A smart card looks like a credit card and stores your digital ID on an embedded microprocessor chip. Use the digital ID on a smart card to sign and decrypt documents on computers that can be connected to a smart card reader. Some smart card readers include a keypad for typing a personal identification number (PIN). Similarly, a security hardware token is a small, keychain-sized device that you can use to store digital IDs and authentication data. You can access your digital ID by connecting the token to a USB port on your computer or mobile device. If you store your digital ID on a smart card or hardware token, connect it to your device to use it for signing documents. More Help topics “Sharing certificates with others” on page 205 “Register a digital ID” on page 216 “About digital signatures” on page 222 “Securing documents with certificates” on page 203 Removing sensitive content Why remove sensitive content? Before you distribute a PDF, you may want to examine the document for sensitive content or private information that can trace the document to you. Such information can be hidden or not immediately apparent. For example, if you created the PDF, the document metadata normally lists your name as the author. You may also want to remove content that can inadvertently change and modify the document’s appearance. JavaScript, actions, and form fields are types of content that are subject to change. Use the Remove Hidden Information feature to find and remove hidden content from a PDF. Use the Black Out & Remove Content tools to remove sensitive images and text that are visible in a PDF. Last updated 10/11/2011 220 USING ACROBAT X STANDARD Security Find and remove hidden content Use the Remove Hidden Information feature to find and remove content from a document that you don’t want, such as hidden text, metadata, comments, and attachments. When you remove items, additional items are automatically removed from the document. Items that are removed include digital signatures, document information added by third-party plug-ins and applications, and special features that enable Adobe Reader users to review, sign, and fill PDF documents. To examine every PDF for hidden content before you close it or send it in e-mail, specify that option in the Documents preferences using the Preferences dialog box. 1 Choose Tools > Protection > Remove Hidden Information. If you don’t see the Protection panel, see the instructions for adding panels at “Task panes” on page 8. If items are found, they are listed in the Remove Hidden Information panel with a selected check box beside each item. 2 Make sure that the check boxes are selected only for the items that you want to remove from the document. (See “Remove Hidden Information options” on page 221.) 3 Click Remove to delete selected items from the file, and click OK. 4 Choose File > Save, and specify a filename and location. If you don’t want to overwrite the original file, save the file to a different name, location, or both. The selected content is permanently removed when you save the file. If you close the file without saving it, repeat this process, making sure to save the file. Last updated 10/11/2011 221 USING ACROBAT X STANDARD Security Remove Hidden Information options Metadata Metadata includes information about the document and its contents, such as the author’s name, keywords, and copyright information, used by search utilities. To view metadata, choose File > Properties. File Attachments Files of any format can be attached to the PDF as an attachment. To view attachments, choose View > Show/Hide > Navigation Panes > Attachments. Bookmarks Bookmarks are links with representational text that open specific pages in the PDF. To view bookmarks, choose View > Show/Hide > Navigation Panes > Bookmarks. Comments And Markups This item includes all comments that were added to the PDF using the comment and markup tools, including files attached as comments. To view comments, choose the Comments pane. Form Fields This item includes form fields (including signature fields), and all actions and calculations associated with form fields. If you remove this item, all form fields are flattened and can no longer be filled out, edited, or signed. Hidden Text This item indicates text in the PDF that is either transparent, covered up by other content, or the same color as the background. Hidden Layers PDFs can contain multiple layers that can be shown or hidden. Removing hidden layers removes these layers from the PDF and flattens remaining layers into a single layer. To view layers, choose View > Show/Hide > Navigation Panes > Layers. Embedded Search Index An embedded search index speeds up searches in the file. To determine if the PDF contains a search index, choose View > Tools > Document Processing > Manage Embedded Index. Removing indexes decreases file size but increases search time for the PDF. Deleted Or Cropped Content PDFs sometimes retain content that has been removed and no longer visible, such as cropped or deleted pages, or deleted images. Links, Actions And JavaScripts This item includes web links, actions added by the Actions wizard, and JavaScripts throughout the document. Overlapping Objects This item includes objects that overlap one another. The objects can be images (composed of pixels), vector graphics (composed of paths), gradients, or patterns. Additional resources For videos and articles on removing sensitive content, see these resources: • Removing Sensitive Information: www.adobe.com/go/lrvid_027_acrx_en • Content Deletion Using Acrobat X: http://tv.adobe.com/watch/i-didnt-know-acrobat-could-do-that-loris-top-10for-acrobat-x/content-deletion/ • Using the redaction tools in legal situations: blogs.adobe.com/acrolaw/ Last updated 10/11/2011 222 Chapter 9: Digital signatures You use a digital signature, much like a handwritten signature, to approve documents. However, unlike a handwritten signature, a digital signature verifies your identity to the recipients. A digital signature serves to protect the integrity and authenticity of a document as of the time it was signed. A digital signature on a PDF document may include a photo, image of your handwritten signature, or other personal details. Document authors can attest to the contents of their documents by adding a certifying signature. About digital signatures A digital signature, like a conventional handwritten signature, identifies the person signing a document. Unlike a handwritten signature, a digital signature is difficult to forge because it contains encrypted information that is unique to the signer. It can be easily verified and informs recipients whether the document was modified after the signer initially signed the document. To sign a document, you must obtain a digital ID or create a self-signed digital ID in Acrobat or Adobe Reader. The digital ID contains a private key and a certificate with a public key and more. The private key is used to create the digital signature. The certificate is a credential that is automatically applied to the signed document. The signature is verified when recipients open the document. When you apply a digital signature, Acrobat uses a hashing algorithm to generate a message digest, which it encrypts using your private key. Acrobat embeds the encrypted message digest in the PDF, certificate details, signature image, and a version of the document when it was signed. Digital signature in a PDF form Additional resources For videos and articles on digital signatures, see these resources: • Using Digital Signatures in a PDF File: www.adobe.com/go/lrvid_029_acrx_en • How to Digitally Sign a Document with Adobe Reader: www.adobe.com/go/lrvid_030_acrx_en • Digital Signatures in PDF and Acrobat: www.acrobatusers.com/tutorials/digital-signatures-pdf-acrobat • Security Matters (Adobe blog): http://blogs.adobe.com/security/ • Content Security Library which contains quick keys, enterprise user guides, and other technical resources: learn.adobe.com/wiki/display/security/Document+Library More Help topics “Digital IDs” on page 215 Last updated 10/11/2011 223 USING ACROBAT X STANDARD Digital signatures Comparing ink signatures with digital signatures You can sign PDFs with ink signatures using graphics tablets and other input devices. An ink signature is a handwritten mark, similar to a free-form drawing you make by choosing Tools > Sign & Certify > Apply Ink Signature in Acrobat. Ink signatures do not provide the advanced functionality available with digital signatures. Unlike a digital signature, an ink signature does not use a digital ID. Therefore, it is not possible to verify the identity of the signer using ink signature. A digital signature can be verified as valid. The digital signature becomes invalid if changes are made to the document after it is signed. An ink signature does not carry any validity state. Moreover, an ink signature does not notify the recipient about changes made to a document after it is signed. Ink signatures do not appear in the Signatures pane of the document. Setting up signing You can expedite the signing process and optimize your results by making the following preparations in advance. Note: Some situations require using particular digital IDs for signing. For example, a corporation or government agency can require individuals to use only digital IDs issued by that agency to sign official documents. Inquire about the digital signature policies of your organization to determine the appropriate source of your digital ID. • Get a digital ID from your own organization, buy a digital ID (see the Adobe website for security partners), or create a self-signed one. See “Create a self-signed digital ID” on page 216. You can’t sign a PDF without a digital id. Note: You cannot create self-signed digital IDs from within FIPS mode. • Set the default signing method. • Create an appearance for your digital signature. (See “Create the signature appearance” on page 224.) • Use Preview Document mode to suppress any dynamic content that can alter the appearance of the document and mislead you into signing an unsuitable document. For information about using the Preview Document mode, see “Sign in Preview Document mode” on page 232. • Review all the pages in a document before you sign. Documents can contain signature fields on multiple pages. • Configure the signing application. Both authors and signers should configure their application environment. (See “Set signing preferences” on page 223.) For details on the full range of configuration options in enterprise settings, see the Digital Signature Guide (PDF) at learn.adobe.com/wiki/display/security/Document+Library. • Choose a signature type. Learn about approval and certification signatures to determine the type you should choose to sign your document. (See “Signature types” on page 230.) Set signing preferences Signing workflow preferences control what you can see and do when the signing dialog box opens. You can allow certain actions, hide and display data fields, and change how content affects the signing process. Setting signing preferences impacts your ability to see what you are signing. For information on the available signing preferences, see “Signing Workflow Preferences” in the Digital Signature Guide (PDF) at www.adobe.com/go/learn_acr_security_en. Last updated 10/11/2011 224 USING ACROBAT X STANDARD Digital signatures Customizing signature workflows using seed values Seed values offer additional control to document authors by letting them specify which choices signers can make when signing a document. By applying seed values to signature fields in unsigned PDFs, authors can customize options and automate tasks. They can also specify signature requirements for items such as certificates and timestamp servers. For more information about customizing signatures using seed values, see the Digital Signature Guide (PDF) at www.adobe.com/go/learn_acr_security_en. Create the signature appearance You determine the look of your digital signature by selecting options in the Security section of the Preferences dialog box. For example, you can include an image of your handwritten signature, a company logo, or a photograph. You can also create different signatures for different purposes. For some, you can provide a greater level of detail. A signature can also include information that helps others verify your signature, such as reason for signing, contact information, and more. A B Signature formats A. Text signature B. Graphic signature 1 (Optional) If you want to include an image of your handwritten signature in the digital signature, scan your signature, and save it as an image file. Place the image in a document by itself, and convert the document to PDF. 2 Right-click the signature field, and select Sign Document or Certify With Visible Signature. You can also create an appearance using the Security section of the Preferences dialog box. In the Appearance section, select one of the available options or click New to create an appearance. 3 From the Appearance menu in the Sign dialog box, select Create New Appearance. 4 In the Configure Signature Appearance dialog box, type a name for the signature you’re creating. When you sign, you select the signature by this name. Therefore, use a short, descriptive title. 5 For Configure Graphic, choose an option: No Graphic Displays only the default digital signature icon and other information specified in the Configure Text section. Imported Graphic Displays an image with your digital signature. Select this option to include an image of your handwritten signature. To import the image file, click File, click Browse, and then select the image file. Name Displays only the default digital signature icon and your name as it appears in your digital ID file. 6 For Configure Text, select the options that you want to appear in the signature. Distinguished Name shows the user attributes defined in your digital ID, including your name, organization, and country. 7 For Text Properties, specify the writing direction and type of digits used, and then click OK. Last updated 10/11/2011 225 USING ACROBAT X STANDARD Digital signatures 8 (Optional) If the dialog box includes the Additional Signature Information section, specify the reason for signing the document, the location, and your contact information. These options are available only if you selected them using the Advanced Preferences section of the Preferences dialog box (Edit > Preferences > Security > Advanced Preferences > Creation tab). More Help topics “Enable right-to-left languages” on page 36 Security settings Security settings control document security by configuring digital IDs, passwords, certificates, and Adobe LiveCycle Rights Management (ALCRM) servers. Content security settings also control features that affect application behavior in signing and certificate security workflows. Set up a roaming ID account A roaming ID is a digital ID that is stored on a server and can be accessed by the subscriber. You must have an Internet connection to access a roaming ID and an account from an organization that supplies roaming digital IDs. 1 Do one of the following: • In Acrobat, choose Tools > Sign & Certify > More Sign & Certify > Security Settings. • In Reader, choose Edit > Protection > Security Settings. Note: If you don’t see the Sign & Certify or Protection panel, see the instructions for adding panels at “Task panes” on page 8 2 Expand Digital IDs on the left, select Roaming ID Accounts, and click Add Account. 3 Type the name and URL for the roaming ID server, and click Next. 4 Type your user name and password or follow the directions to create an account. Click Next, and then click Finish. Once the roaming ID is added, it can be used for signing or encryption. When you perform a task that uses your roaming ID, you’re automatically logged in to the roaming ID server if your authentication assertion hasn’t expired. PKCS#12 modules and tokens You can have multiple digital IDs that you use for different purposes, particularly if you sign documents in different roles or using different certification methods. Digital IDs are usually password protected. They can be stored on your computer in PKCS #12 file format. Digital IDs can also be stored on a smart card, hardware token, or in the Windows certificate store. Roaming IDs can be stored on a server. Acrobat includes a default signature handler that can access digital IDs from various locations. Register the digital ID in Acrobat for it to be available for use. Directory servers Directory servers are commonly used as centralized repositories of identities within an organization. The server acts as an ideal location to store user certificates in enterprises that use certificate encryption. Directory servers let you locate certificates from network servers, including Lightweight Directory Access Protocol (LDAP) servers. After you locate a certificate, you can add it to your list of trusted identities so that you don’t have to look it up again. By developing a storage area for trusted certificates, you or a member of your workgroup can facilitate the use of encryption in the workgroup. For more information about directory servers, see the Digital Signature Guide (PDF) at www.adobe.com/go/learn_acr_security_en. Last updated 10/11/2011 226 USING ACROBAT X STANDARD Digital signatures Import directory server settings (Windows only) You import directory server settings using security import/export methodology or a security settings file. Before, you import settings in a file using import/export methodology, ensure that you trust the file provider before opening it. 1 To open the file, double-click it, or do one of the following: • In Acrobat, choose Tools > Protection > More Protection > Security Settings. • In Reader, choose Edit > Protection > Security Settings. Note: If you don’t see the Protection panel, see the instructions for adding panels at “Task panes” on page 8 2 Select Directory Servers on the left, and then click Import. Select the import/export methodology file, and click Open. 3 If the file is signed, click the Signature Properties button to check the current signature status. 4 Click Import Search Directory Settings. 5 Click OK, if prompted, to confirm your choice. The directory server appears in the Security Settings dialog box. Export directory server settings (Windows only) Although it is preferable to export security settings, you can export directory settings as an import/export methodology file. Use the file to configure the directory server on another computer. 1 Open the Preferences dialog box, click Identity, and enter your name, organization, and e-mail address to create your profile. 2 Do one of the following: • In Acrobat, choose Tools > Protection > More Protection > Security Settings. • In Reader, choose Edit > Protection > Security Settings. Note: If you don’t see the Protection panel, see the instructions for adding panels at “Task panes” on page 8 3 Select Directory Servers on the left, and then select one or more servers on the right. 4 Click Export, select a destination, and click Next. 5 To prove that the file came from you, click Sign, add your signature, and then click Next. 6 Do one of the following: • To save the file, specify its name and location, and click Save. • To send the file as an e-mail attachment, type an e-mail address in the To box, click Next, and then click Finish. More Help topics “Export security settings” on page 214 Add a timestamp to signatures You can include the date and time you signed the document as part of your signature. Timestamps are easier to verify when they are associated with a trusted timestamp authority certificate. A timestamp helps to establish when you signed the document and reduces the chances of an invalid signature. You can obtain a timestamp from a third-party timestamp authority or the certificate authority that issued your digital ID. Timestamps appear in the signature field and in the Signature Properties dialog box. If a timestamp server is configured, the timestamp appears in the Date/Time tab of the Signature Properties dialog box. If no timestamp server is configured, the signatures field displays the local time of the computer at the moment of signing. Last updated 10/11/2011 227 USING ACROBAT X STANDARD Digital signatures Note: If you did not embed a timestamp when you signed the document, you can add one later to your signature. (See “Establish long-term signature validation” on page 238.) A timestamp applied after signing a document uses the time provided by the timestamp server. Configure a timestamp server To configure a timestamp server, you need the server name and the URL, which you can obtain from an administrator or a security settings file. If you have a security settings file, install it and don’t use the following instructions for configuring a server. Ensure that you obtained the security settings file from a trusted source. Don’t install it without checking with your system administration or IT department. 1 Do one of the following: • In Acrobat, choose Tools > Sign & Certify > More Sign & Certify > Security Settings. • In Reader, choose Edit > Protection > Security Settings. Note: If you don’t see the Sign & Certify or Protection panel, see the instructions for adding panels at “Task panes” on page 8 2 Select Time Stamp Servers on the left. 3 Do one of the following: • If you have an import/export methodology file with the timestamp server settings, click the Import button . Select the file, and click Open. • If you have a URL for the timestamp server, click the New button . Type a name, and then type the server URL. Specify whether the server requires a user name and password, and then click OK. Set a timestamp server as the default To be able to use a timestamp server to timestamp signatures, set it as the default server. 1 Do one of the following: • In Acrobat, choose Tools > Sign & Certify > More Sign & Certify > Security Settings. • In Reader, choose Edit > Protection > Security Settings. Note: If you don’t see the Sign & Certify or Protection panel, see the instructions for adding panels at “Task panes” on page 8 2 Select the timestamp server, and click the Set Default button . 3 Click OK to confirm your selection. More Help topics “Validate a timestamp certificate” on page 236 Adobe LiveCycle Rights Management (ALCRM) servers Adobe LiveCycle Rights Management (ALCRM) servers let you define centralized policies to control access to documents. The policies are stored on the ALCRM server. You require server access to use them. ALCRM servers embed user access information in documents. Therefore, specify document recipients in ALCRM policies. Alternatively, let the ALCRM server retrieve the list of recipients from LDAP directories. Use ALCRM servers to set permissions for separate document tasks, for example opening, editing, and printing. You can also define document auditing policies on ALCRM servers. Last updated 10/11/2011 228 USING ACROBAT X STANDARD Digital signatures Setting up signature validation When you receive a signed document, you may want to validate its signature(s) to verify the signer and the signed content. Depending on how you have configured your application, validation may occur automatically. Signature validity is determined by checking the authenticity of the signature’s digital ID certificate status and document integrity: • Authenticity verification confirms that the signer's certificate or its parent certificates exist in the validator’s list of trusted identities. It also confirms whether the signing certificate is valid based on the user's Acrobat or Reader configuration. • Document integrity verification confirms whether the signed content changed after it was signed. If content changes, document integrity verification confirms whether the content changed in a manner permitted by the signer. Set signature verification preferences 1 In Acrobat or Reader, click Edit > Preferences. 2 From the Preferences dialog box, select Security on the left. 3 To automatically validate all signatures in a PDF when you open the document, select Verify Signatures When The Document Is Opened. This option is selected by default. 4 Click Advanced Preferences, and then click the Verification tab. 5 Select verification options. 6 (Windows only) Click the Windows Integration tab, and specify whether you can import identities from the Windows Certificates feature into the list of trusted identities. In addition, specify whether to trust all root certificates in the Windows Certificates feature when validating signatures and certified documents. Selecting these options can compromise security. Note: It is not recommended to trust all root certificates in the Windows Certificate feature. Many certificates that are distributed with Windows are designed for purposes other than establishing trusted identities. Verification options When Verifying These options specify methods that determine which plug-in to choose when verifying a signature. The appropriate plug-in is often selected automatically. Contact your system administrator about specific plug-in requirements for validating signatures. Require Certificate Revocation Checking To Succeed Whenever Possible During Signature Verification Checks certificates against a list of excluded certificates during validation. This option is selected by default. If you deselect this option, the revocation status for approval signatures is ignored. The revocation status is always checked for certifying signatures. Verify Signatures Using Select an option to specify how to check the digital signature for validity. By default, you can check the time based on when the signature was created. Alternatively, check based on the current time or the time set by a timestamp server when the document was signed. Use Expired Timestamps Uses the secure time provided by the timestamp or embedded in the signature, even if the signature’s certificate has expired. This option is selected by default. Deselecting this option allows discarding of expired timestamps. Last updated 10/11/2011 229 USING ACROBAT X STANDARD Digital signatures Set the trust level of a certificate In Acrobat or Reader, the signature of a certified or signed document is valid if you and the signer have a trust relationship. The trust level of the certificate indicates the actions for which you trust the signer. You can change the trust settings of certificates to allow specific actions. For example, you can change the settings to enable the dynamic content and embedded JavaScript within the certified document. 1 Do one of the following: • In Acrobat, choose Tools > Sign & Certify > More Sign & Certify > Manage Trusted Identities. • In Reader, choose Edit > Protection > Manage Trusted Identities. Note: If you don’t see the Sign & Certify or Protection panel, see the instructions for adding panels at “Task panes” on page 8 2 Select a contact, and click Details. 3 Select the certificate name, and click Edit Trust. 4 In the Trust tab, select any of the following items to trust this certificate: Use This Certificate As A Trusted Root A root certificate is the originating authority in a chain of certificate authorities that issued the certificate. By trusting the root certificate, you trust all certificates issued by that certificate authority. Signed Documents Or Data Acknowledges the identity of the signer. Certified Documents Trusts documents in which the author has certified the document with a signature. You trust the signer for certifying documents, and you accept actions that the certified document takes. When this option is selected, the following options are available: • Dynamic content Allows movies, sound, and other dynamic elements to play in a certified document. • Embedded High Privilege JavaScript Allows privileged JavaScript embedded in PDF files to run. JavaScript files can be used in malicious ways. It is prudent to select this option only when necessary on certificates you trust. • Privileged System Operations Allows Internet connections, cross domain scripting, silent printing, external-object references, and import/export methodology operations on certified documents. Note: Only allow Embedded High Privilege JavaScript and Privileged System Operations for sources you trust and work with closely. For example, use these options for your employer or service provider. 5 Click OK twice, and then click Close. For more information, see the Digital Signature Guide (PDF) at www.adobe.com/go/learn_acr_security_en. Signing PDFs You can sign a document to attest to its contents or approve the document. Based on the intent, you use different types of signatures. Last updated 10/11/2011 230 USING ACROBAT X STANDARD Digital signatures Signature types A document can contain certification signatures, approval signatures, or both. The signature type you need depends on the intent of both the author and the signer. Signature types include the following: Certification signature A certification signature provides a higher level of document control than an approval signature. Because it must be the first signature in a document, certification menu options are disabled if another signature is already present. In addition, you can control the types of changes other people may make. Approval signature An Approval signature is a digital signature applied to a document that is not a certification signature. All signatures other than certification signatures are classified as Approval signatures. Both certification and approval signatures comply with data protection standards specified by the European Telecommunications Standards Institute (ETSI). In addition, both signature types comply with the PDF Advanced Electronic Signature (PAdES) standard. Acrobat and Reader provide an option to change the default signing format to a CAdES format. To view this option, go to Edit > Preferences > Security > Advanced Preferences > Creation, and expand Default Signature Signing Format list. This option is compliant with Part 3 of the PAdES standard. The timestamp capability and native support for long-term validation of signatures (introduced in Acrobat 9.1) is in compliance with Part 4 of the PAdES standard. The default signing format, when set up accordingly, is compliant with Part 2 of the PAdES standard. Sign a PDF You can sign a PDF to indicate your approval using either a digital signature or ink signature. Digital signatures can be used to sign a PDF multiple times and by different persons. When you sign a document, your digital signature appears in the signature field. The appearance of the signature depends on options you choose. The actual information for your digital signature is embedded in the PDF. In Acrobat, the first person to sign a document can add a certifying signature to restrict changes to the document. Note: To allow Reader users to sign documents using either type of signature, choose File > Save As > Reader Extended PDF in Acrobat. Then, choose an option from the list. Sign a PDF—Quick steps Signing is essentially a straightforward process. It can be complicated by special requirements, such as creating different signatures for different roles and adding timestamps. But to create an uncomplicated signature, follow these steps. 1 Complete your edits before you sign. Changes made to the document after it is signed can invalidate the signature. 2 Get a digital ID from your own organization, buy a digital ID (see the Adobe website for security partners), or create a self-signed one. See “Create a self-signed digital ID” on page 216. You can’t sign a PDF without a digital id. 3 Drag your pointer to create a space for the signature. 4 Follow the onscreen prompts to finish signing the PDF. Sign with a new digital ID 1 Open the PDF and choose Tools > Sign & Certify > Sign Document. If you don't see the Sign & Certify panel, see the instructions for adding panels at “Task panes” on page 8. 2 If a dialog box appears, read the information and then click OK. 3 Drag your pointer to create a space for the signature. 4 Select A New Digital ID I Want To Create Now from the Add Digital ID dialog box. Last updated 10/11/2011 231 USING ACROBAT X STANDARD Digital signatures 5 In the Add Digital ID dialog box, select a storage location for the digital ID. 6 Type a name, e-mail address, and other personal information for your digital ID. When you certify or sign a document, the name appears in the Signatures panel and in the Signature field. 7 (Optional) To use Unicode values for extended characters, select Enable Unicode Support, and then specify Unicode values in the appropriate boxes. 8 From the Use Digital ID For menu, choose whether you want to use the digital ID for signatures, data encryption, or both. 9 Type a password for the digital ID file. For each keystroke, the password strength meter evaluates your password and indicates the password strength using color patterns. 10 Confirm your password, and click Finish. Sign with an existing digital ID 1 Open the document. 2 Choose Tools > Sign & Certify > Sign Document. If you don't see the Sign & Certify panel, see the instructions for adding panels at “Task panes” on page 8. 3 Click an existing signature field, or drag your pointer to create a space for the signature. 4 In the Sign Document dialog box, complete the signature as follows: Password Type the password associated with the digital ID. Appearance Select to modify the information to be displayed in the signature, for example date and time. Lock Document After Signing If this option is available, select it only if you are the last recipient to sign the document. Selecting this option locks all fields, including the signature field. Sign with EchoSign EchoSign is an online service that lets you quickly sign documents in a web browser, without requiring a digital ID. The service tracks the entire process, showing the person who initiated a document the current signature status. For more information, visit www.echosign.com. To access EchoSign, do any of the following: • In the upper left of the window, click the EchoSign icon <>. • When you start Acrobat, click Get Documents Signed Online from the Acrobat.com Services listed in the center of the Welcome Screen. • If a document is open, choose File > Get Documents Signed Online. Sign with an ink signature Ink signatures use the default color of Pencil tool markups. To change the color of the signature, right-click the Pencil tool in the Drawing Markups panel that appears when you choose Comment > Drawing Markups. Then choose Tool Default Properties, and change the color in the Appearance tab. 1 To sign a PDF with an ink signature, do one of the following: • In Acrobat, choose Tools > Sign & Certify > Apply Ink Signature. If you don't see the Sign & Certify panel, see the instructions for adding panels at “Task panes” on page 8. • In Reader, choose Tools > Extended Features > Apply Ink Signature. (This command is available only if the PDF creator enabled digital signature and commenting rights.) Last updated 10/11/2011 232 USING ACROBAT X STANDARD Digital signatures The cursor changes to a cross-hairs. 2 Click where you want to sign and draw your signature. 3 To include the signature with the document, save the PDF. Note: You cannot add an ink signature to a PDF created in LiveCycle Designer ES or the LiveCycle Forms ES. PDFs created from those sources do not allow comments and markups. Sign in Preview Document mode When document integrity is critical for your signature workflow, use the Preview Document feature to sign documents. This feature analyzes the document for content that may alter the appearance of the document. It then suppresses that content, allowing you to view and sign the document in a static and secure state. The Preview Document feature lets you find out if the document contains any dynamic content or external dependencies. It also lets you find out if the document contains any constructs such as form fields, multimedia, or JavaScript that could affect its appearance. After reviewing the report, you can contact the author of the document about the problems listed in the report. You can also use Preview Document mode outside a signing workflow to check the integrity of a document. 1 Select Edit > Preferences. 2 From the Preferences dialog box, select Security on the left. 3 Select View Documents In Preview Document Mode When Signing, and click OK. 4 In the PDF, click the signature field and choose Sign Document. The document message bar appears with the compliance status and options. 5 (Optional) Click View Report in the document message bar (if available) and select each item in the list to show details. When you’re done, close the PDF Signature Report dialog box. 6 If you’re satisfied with the compliance status of the document, click Sign Document in the document message bar, and add your digital signature. 7 Save the PDF using a different name than the original, and close the document without making any further changes. Certify a PDF When you certify a PDF, you indicate that you approve of its contents. You also specify the types of changes that are permitted for the document to remain certified. For example, suppose that a government agency creates a form with signature fields. When the form is complete, the agency certifies the document, allowing users to change only form fields and sign the document. Users can fill the form and sign the document. However, if they remove pages or add comments, the document doesn’t retain its certified status. You can apply a certifying signature only if the PDF doesn’t already contain any other signatures. Certifying signatures can be visible or invisible. A blue ribbon icon in the Signatures panel indicates a valid certifying signature. A digital ID is required to add the certifying digital signature. 1 Remove content, such as JavaScripts, actions, or embedded media, which may compromise document security. To let other Adobe Reader users sign the document, enable usage rights by choosing File > Save As > Reader Extended PDF in Adobe Acrobat. Last updated 10/11/2011 233 USING ACROBAT X STANDARD Digital signatures 2 Choose Tools > Sign & Certify and then select one of the following options. If you don't see the Sign & Certify panel, see the instructions for adding panels at “Task panes” on page 8. • With Visible Signature. • Without Visible Signature. If you choose this option, your signature appears only in the Signatures panel. 3 Click OK in the Save As Certified Document dialog box. If you are certifying with Visible signatures, you can place the signature in an existing signature field or create a field for the signature. Follow the directions in the prompts to choose a location. 4 If you’re adding a visible signature, draw the signature field on the page. Note: If you enabled View Documents In Preview Document Mode When Signing in the Security Preferences, click Sign Document in the document message bar. 5 Follow the onscreen instructions to select a digital ID, if prompted. Specify a default ID to avoid being prompted each time you sign a PDF. 6 In the Certify Document dialog box, specify the permitted changes, type your password or PIN for your digital ID, and then click Sign. Note: Some digital IDs are configured to ask for a password or other user authentication after you click the Sign button. 7 Save the PDF using a different filename than the original file, and then close the document without making additional changes. It is a good idea to save it as a different file so that you can retain the original unsigned document. More Help topics “Specify the default digital ID” on page 217 “About digital signatures” on page 222 Timestamp a document Acrobat X provides users with the capability to add a document timestamp to a PDF without also requiring an identitybased signature. In this way, the authenticity and existence of a document at a particular time can be asserted. These timestamps are compliant with the timestamp and revocation features described in Part 4 of ETSI 102 778 PDF Advanced Electronic Signatures (PAdES) standard. Reader X users can also timestamp a document if the document includes appropriate Reader Enabling features. For more information on PAdES, see blogs.adobe.com/security/2009/09/eliminating_the_penone_step_at.html To place a document timestamp: 1 Open the document to which you want to add a timestamp. 2 Choose Tools > Sign & Certify > Time Stamp Document. If you don't see the Sign & Certify panel, see the instructions for adding panels at “Task panes” on page 8. 3 In the Choose Default Timestamp Server dialog box, select a default timestamp server from the list, or add a new default timestamp server. 4 Click Next, and then save the document with the timestamp. Last updated 10/11/2011 234 USING ACROBAT X STANDARD Digital signatures Remove a digital signature ❖ Do one of the following: • To remove a signature, right-click the signature field and choose Clear Signature. • To remove all signatures in a PDF, choose Clear All Signature Fields from the options menu in the Signatures panel. You cannot remove a signature unless you are the one who placed it and you have the digital ID for signing it installed. To delete the signature field in Acrobat, choose Tools > Content > Select Object. Then select the signature field and press the Delete key. Additional resources For more information on digital signatures, see these resources: • Adobe Systems Information Assurance initiatives: blogs.adobe.com/security/2009/05/sign_here_getting_started_with.html • Adobe Security Partner Community: www.adobe.com/security/partners/index.html • Creating a Digital ID Profile in Acrobat 9 (Acrobat X user interface is different): www.peachpit.com/articles/article.aspx?p=1272552. Validating signatures Set your verification preferences in advance. This helps ensure that signatures are valid when you open a PDF and verification details appear with the signature. See “Set signature verification preferences” on page 228 for details. When signatures are validated, an icon appears in the document message bar to indicate the signature status. Additional status details appear in the Signatures panel and in the Signature Properties dialog box. Signatures panel overview The Signatures panel displays information about each signature in the current document and the change history of the document since the first signature. Each signature has an icon identifying its verification status. Verification details are listed beneath each signature and can be viewed by expanding the signature. The Signatures panel also provides information about the time the document was signed, and trust and signer details. Last updated 10/11/2011 235 USING ACROBAT X STANDARD Digital signatures Verify signatures in the Signatures panel ❖ Choose View > Show/Hide > Navigation Panes > Signatures, or click the Signature Panel button in the document message bar. You can right-click a signature field in the Signatures panel to do most signature-related tasks, including adding, clearing, and validating signatures. In some cases, however, the signature field becomes locked after you sign it. Validate a signature manually You can assess the validity of a digital signature by checking the signature properties. 1 Set your signature verification preferences. For more information, see “Set signature verification preferences” on page 228. 2 Open the PDF containing the signature, right-click the signature, and then choose Validate Signature. The Signature Validation Status describes the validity of the signature. 3 Click Signature Properties, and do the following: • If the status is unknown, click the Signer tab, and then click Show Certificate to view the details of the certificate. If you’re working with self-signed digital IDs, confirm that the certificate details are valid. If the certificate isn’t valid, request a valid certificate from the signer. Click OK. • Click the Date/Time tab to verify the timestamp, if added. • Click the Legal tab to learn more about the legal restrictions of the signature. In the Legal tab, click View Document Integrity Properties to check if it contains items that could alter its appearance. If the document was modified after it was signed, check the signed version of the document and compare it to the current version. More Help topics “Validate a timestamp certificate” on page 236 “Sign in Preview Document mode” on page 232 “View previous versions of a signed document” on page 236 Last updated 10/11/2011 236 USING ACROBAT X STANDARD Digital signatures Validate a timestamp certificate Review the Validity summary section on the Summary tab of the Signature Properties dialog box for the validity status of a timestamp certificate. The summary might display one of the following messages: Signature date/time are from the clock on the signer's computer The time is based on the local time on the signer’s computer. Signature is timestamped The signer used a timestamp server and your settings indicate that you have a trust relationship with that timestamp server. Signature is timestamped but the timestamp could not be verified Timestamp verification requires obtaining the timestamp server's certificate to your list of trusted identities. Check with your system administrator. Signature is timestamped but the timestamp has expired Acrobat and Reader validate a timestamp based on the current time. This message is displayed if the timestamp signer's certificate expires before the current time. To let Acrobat or Reader accept an expired timestamp, select Use Expired Timestamps from the Digital Signature Advanced Preferences dialog. To display the Digital Signature Advanced Preferences dialog, choose Security from the Categories pane in the Preferences dialog, and then click Advanced Preferences. Acrobat and Reader display an alert message when validating signatures with expired timestamp. To validate a signature that contains a timestamp: 1 Click the Signatures button options menu in the navigation pane, select the signature, and choose Validate Signature from the . 2 Click the Signature Properties button in the Signature Validation Status dialog box. 3 In the Signature Properties dialog box, click the Date/Time tab to view the timestamp authority, and then click the Show Certificate button. This button appears in the Date/Time tab only if the signer used a timestamp server. 4 In the Certificate Viewer, click the Trust tab to determine if the timestamp certificate is trusted. If it isn’t trusted by Acrobat but you trust it, click Add To Trusted Identities. If a certificate for the timestamp server isn’t listed, request one from the signer. More Help topics “Securing documents with certificates” on page 203 View previous versions of a signed document Each time a document is signed, a signed version of the PDF at that time is saved with the PDF. Each version is saved as append-only and the original cannot be modified. All signatures and their corresponding versions can be accessed from the Signatures panel. 1 In the Signatures panel, select and expand the signature, and choose View Signed Version from the option menu The previous version opens in a new PDF, with the version information and the name of the signer in the title bar. 2 To return to the original document, choose the document name from the Window menu. Compare versions of a signed document After a document is signed, you can display a list of the changes made to the document after the last version. 1 In the Signatures panel, select the signature. 2 Choose Compare Signed Version To Current Version from the option menu 3 When you’re done, close the temporary document. Last updated 10/11/2011 . . 237 USING ACROBAT X STANDARD Digital signatures Trust a signer’s certificate Trusting a certificate involves adding it to the user’s trusted identity list in the Trusted Identity Manager and manually setting its trust level. End users often exchange certificates as needed when using certificate security. Alternatively, they add certificates directly from signatures in signed documents and then set trust levels. However, enterprises often require employees to validate the signatures of others without performing any manual task. Acrobat trusts all certificates for signing and certifying that chain up to a trust anchor. Therefore, administrators should preconfigure client installations or let their end users add a trust anchor or anchors. For more information on trusting certificates, see “About digital signatures” on page 222. PDF Portfolios and digital signatures You can sign component PDFs within a PDF Portfolio, or sign the PDF Portfolio as a whole. Signing a component PDF locks the PDF for editing and secures its content. After signing all the component PDFs, you can sign the entire PDF Portfolio to finalize it. Alternatively, you can sign the PDF Portfolio as a whole to lock the content of all component PDFs simultaneously. • To sign a component PDF, see “Signing PDFs” on page 229. The signed PDF is automatically saved to the PDF Portfolio. • To sign a PDF Portfolio as a whole, sign the cover sheet (View > Portfolio > Cover Sheet). Once you sign the PDF Portfolio as a whole, you cannot add signatures to the component documents. However, you can add more signatures to the cover sheet. Digital signatures on attachments to component PDFs You can add signatures to attachments before signing the cover sheet. To apply signatures to attached PDFs, open the PDF in a separate window. Right-click the attachment, and choose Open File from the context menu. To view signatures on the PDF Portfolio, navigate to the cover sheet to view the document message bar and signatures pane. Signed and certified PDF Portfolios A properly signed or certified PDF Portfolio has one or more signatures that approve or certify the PDF Portfolio. In Acrobat X, the details of those signatures appear only in the cover sheet (View > Portfolio > Cover Sheet). In Acrobat 10.1 and later, the most significant signature appears in a Signature Badge in the toolbar. Details of all signatures appear in the cover sheet. The Signature Badge provides a quick way to verify the PDF Portfolio's approval or certification. • To view the name of the organization or person that signed the PDF Portfolio, hover the pointer over the Signature Badge. • To view details about the signature that appears in the Signature Badge, click the Signature Badge. The cover sheet and the Signatures pane on the left open with details. If the PDF Portfolio approval or certification is invalid or has a problem, the Signature Badge shows a warning icon. To view an explanation of the problem, hover the pointer over a Signature Badge with a warning icon. Different warning icons appear for different situations. For a list and explanation of each warning, see the DigSig Admin Guide at www.adobe.com/go/learn_acr_security_en. Last updated 10/11/2011 238 USING ACROBAT X STANDARD Digital signatures More Help topics “Signature types” on page 230 “Securing documents with certificates” on page 203 “Adobe Approved Trust List (AATL)” on page 240 XML data signatures Acrobat and Reader support XML data signatures that are used to sign data in XML Forms Architectures (XFA) forms. The form author provides XML signing, validating, or clearing instructions for form events, such as button click, file save, or submit. XML data signatures conform to the W3C XML-Signature standard. Like PDF digital signatures, XML digital signatures ensure integrity, authentication, and non-repudiation in documents. However, PDF signatures have multiple data verification states. Some states are called when a user alters the PDFsigned content. In contrast, XML signatures only have two data verification states, valid and invalid. The invalid state is called when a user alters the XML-signed content. Checking the validity of a signature If the signature status is unknown or unverified, validate the signature manually to determine the problem and possible solution. If the signature status is invalid, contact the signer about the problem. For more information about signature warnings and valid and invalid signatures, see the Digital Signature Guide (PDF) at www.adobe.com/go/learn_acr_security_en. More Help topics “Verify information on a certificate” on page 207 “Get certificates from other users” on page 205 Establish long-term signature validation Long-term signature validation allows you to check the validity of a signature long after the document was signed. To achieve long-term validation, all the required elements for signature validation must be embedded in the signed PDF. Embedding these elements can occur when the document is signed, or after signature creation. Without certain information added to the PDF, a signature can be validated for only a limited time. This limitation occurs because certificates related to the signature eventually expire or are revoked. Once a certificate expires, the issuing authority is no longer responsible for providing revocation status on that certificate. Without conforming revocation status, the signature cannot be validated. The required elements for establishing the validity of a signature include the signing certificate chain, certificate revocation status, and possibly a timestamp. If the required elements are available and embedded during signing, the signature can be validated requiring external resources for validation. Acrobat and Reader can embed the required elements, if the elements are available. The PDF creator must enable usage rights for Reader users (File > Save As > Reader extended Document). Note: Embedding timestamp information requires an appropriately configured timestamp server. In addition, the signature validation time must be set to Secure Time (Preferences > Security > Advanced Preferences > Verification tab). CDS certificates can add verification information, such as revocation and timestamp into the document without requiring any configuration from the signer. However, the signer must be online to fetch the appropriate information. Last updated 10/11/2011 239 USING ACROBAT X STANDARD Digital signatures More Help topics “Validate a timestamp certificate” on page 236 “Configure a timestamp server” on page 227 “Set signing preferences” on page 223 Add verification information at signing 1 Make sure that your computer can connect to the appropriate network resources. 2 Ensure that the preference Include Signature’s Revocation Status When Signing is still selected. (Preferences > Security > Advanced Preferences > Creation tab.) This preference is selected by default. 3 Sign the PDF. If all the elements of the certificate chain are available, the information is added to the PDF automatically. If a timestamp server has been configured, the timestamp is also added. Add verification information after signing In some workflows, signature validation information is unavailable at signing, but can be obtained later. For example, a company official may sign a contract using a laptop while traveling by air. The computer cannot communicate with the Internet to obtain timestamping and revocation information to add to the signature. When Internet access is available later, anyone who validates the signature can add this information to the PDF. All subsequent signature validations can also use this information. 1 Ensure that your computer can connect to the appropriate network resources, and then right-click the signature in the PDF. 2 Choose Add Verification Information. Information and methods used to include this long term validation (LTV) information in the PDF comply with Part 4 of the ETSI 102 778 PDF Advanced Electronic Signatures (PAdES) standard. For more information, see blogs.adobe.com/security/2009/09/eliminating_the_penone_step_at.html. The command is unavailable if the signature is invalid, or is signed with a self-signed certificate. The command is also unavailable in case the verification time equals the current time. Manage trusted identities A digital ID includes a certificate with a public key and a private key. Participants in signing and certificate security workflows exchange the public part (the certificate) of their digital ID. Once you obtain someone’s certificate and add it to your trusted identities list, you can encrypt documents for them. There may be instances when the certificate does not already chain up to a trust anchor that you have specified. In such cases, you can set the certificate’s trust level so that you can validate the owner’s signature. Understanding what a trusted identity is and how trust levels are set lets you streamline workflows and troubleshoot problems. For example, you can add trusted identities in advance and individually set the trust for each certificate. In enterprise settings, your trusted identities list may be preconfigured. You may also be able to search a directory server for additional certificates. Last updated 10/11/2011 240 USING ACROBAT X STANDARD Digital signatures Import and export a certificate To import a certificate for use in signature validation and certificate security workflows: 1 Do one of the following: • In Acrobat, choose Tools > Sign & Certify > More Sign & Certify > Manage Trusted Identities. • In Reader, choose Edit > Protection > Manage Trusted Identities. Note: If you don't see the Sign & Certify or Protection panel, see the instructions for adding panels at “Task panes” on page 8 2 In the Display menu, select Contacts, and then click Add Contacts. 3 Do any of the following: • If Windows certificate digital IDs are allowed, select the appropriate directory and group. • If your organization has configured an identity search directory, click Search to locate certificates. • Click Browse, select the certificate file, and click Open. 4 Select the added certificate in the Contacts list to add it to the Certificates list. Select the certificate in the Certificates list, and click Details. 5 If the certificate is self-signed, contact the originator of the certificate to confirm that the fingerprint values on the Details tab are correct. Trust the certificate only if the values match the values of the originator. 6 Click Trust, specify trust options, and click OK. You can export a certificate and contact data via e-mail directly from the Trusted Identity Manager. This allows other users to add that data to their trusted identity list. Contact data added in this manner helps expand the number of users that can participate in secure document workflows. See the Digital Signature Guide (PDF) at www.adobe.com/go/learn_acr_security_en for information on exporting certificates. Setting certificate trust You build a list of trusted identities by getting digital ID certificates from signing participants and certificate security workflows. You get this information from a server, file, or a signed document. For signing workflows, you can get this information during the signature validation process. For certificate security workflows involving encryption, request the information in advance. This enables you to encrypt the document with the document recipient’s public key. See the Digital Signature Guide (PDF) at www.adobe.com/go/learn_acr_security_en for more information on setting up certificate trust. Adobe Approved Trust List (AATL) The Adobe Approved Trust List (AATL) allows users to create digital signatures that are trusted whenever the signed document is opened in Acrobat 9 or Reader 9 and later. Both Acrobat and Reader access an Adobe hosted web page to download a list of trusted root digital certificates every 30 days. Any digital signature created with a credential that can trace a relationship back to a certificate on this list is trusted. The trusted root certificates have been verified by Adobe and other authorities to meet specific technical requirements. They represent high assurance identity and signing credentials. The certificates include government and citizen credentials from across the world. In addition, they include credentials from global commercial certificate authorities and qualified certification service providers (CSPs) in Europe. For details about this feature and why it is important for validating a signature, see the AATL web page at www.adobe.com/security/approved-trust-list.html. Last updated 10/11/2011 241 USING ACROBAT X STANDARD Digital signatures AATL is enabled by default. The list downloads when you first open or create a signed document, or access the various security preferences dialogs. You are asked to verify if the automatic update in the AATL is acceptable to you. Click Yes if you want to receive the updates. Note: Check with your administrator if your organization has turned off access to the AATL for some reason. To verify the AATL is enabled: 1 Choose Edit > Preferences (Windows) or Acrobat/Adobe Reader > Preferences. 2 From the Categories on the left, select Trust Manager. 3 Select the option Load Trusted Root Certificates From An Adobe Server. This option allows Acrobat or Reader to automatically download trust settings from an Adobe server. These trust settings ensure that the user or organization associated with the certificate has met the assurance levels of the Adobe Approved Trust List program. 4 Do one of the following: • To be prompted when new root certificates are available from Adobe, select Ask Before Updating. • To download the latest version of the Trust List from Adobe, click Update Now. Last updated 10/11/2011 242 Chapter 10: Accessibility, tags, and reflow Accessibility features assist people with disabilities, such as mobility impairments, blindness, and low vision in their use of Adobe® Acrobat® X Standard and Adobe PDFs. Accessibility features About accessibility features A document or application is accessible if it can be used by people with disabilities, such as mobility impairments, blindness, and low vision. Accessibility features in Adobe Acrobat, Adobe Reader®, and Adobe Portable Document Format (PDF) enable people with disabilities to use PDF documents, with or without screen readers, screen magnifiers, and braille printers. Making PDFs accessible tends to benefit all users. For example, the document structure that enables a screen reader to read a PDF out loud also enables a mobile device to reflow and display the document on a small screen. Similarly, the preset tab order of an accessible PDF form helps all users, not just users with mobility impairments, fill the form more easily. Accessibility features in Acrobat and Reader fall into two broad categories: features to make the reading of PDF documents more accessible and features to create accessible PDF documents. To create accessible PDF documents, use Acrobat, not Reader. Features for accessible reading of PDFs • Preferences and commands to optimize output for assistive software and devices, such as saving as accessible text for a braille printer • Preferences and commands to make navigation of PDFs more accessible, such as automatic scrolling and opening PDFs to the last page read • Accessibility Setup Assistant for easy setting of most preferences related to accessibility • Keyboard alternates to mouse actions • Reflow capability to display PDF text in large type and to temporarily present a multicolumn PDF in a single, easyto-read column. • Read Out Loud text-to-speech conversion • Support for screen readers and screen magnifiers Features for creating accessible PDFs • Creation of tagged PDFs from authoring applications • Conversion of untagged PDFs to tagged PDFs • Security setting that allows screen readers to access text while preventing users from copying, printing, editing, and extracting text • Ability to add text to scanned pages to improve accessibility Last updated 10/11/2011 243 USING ACROBAT X STANDARD Accessibility, tags, and reflow Acrobat Standard provides some functionality for making existing PDFs accessible. Acrobat Pro enables you to perform tasks, such as editing reading order or editing document structure tags that are necessary to make some PDF documents and forms accessible. Additional resources For more information about accessibility features, see these resources: • Acrobat accessibility, overview, new features, and FAQ: www.adobe.com/accessibility/products/acrobat/ • Information and news about accessibility in Adobe products: blogs.adobe.com/accessibility/pdf/ • Creating accessible PDF documents: www.adobe.com/accessibility • General accessibility tips: acrobatusers.com/forums/aucbb/ About accessible PDFs Accessible PDFs have the following characteristics. Searchable text A document that consists of scanned images of text is inherently inaccessible because the content of the document is images, not searchable text. Assistive software cannot read or extract the words, users cannot select or edit the text, and you cannot manipulate the PDF for accessibility. Convert the scanned images of text to searchable text using optical character recognition (OCR) before you can use other accessibility features with the document. Fonts that allow characters to be extracted to text The fonts in an accessible PDF must contain enough information for Acrobat to extract all of the characters to text for purposes other than displaying text on the screen. Acrobat extracts characters to Unicode text when you read a PDF with a screen reader or the Read Out Loud feature. Acrobat also extracts characters to Unicode when you save as text for a braille printer. This extraction fails if Acrobat cannot determine how to map the font to Unicode characters. Reading order and document structure tags To read a document’s text and present it in a way that makes sense to the user, a screen reader or other text-to-speech tool requires a structured document. Document structure tags in a PDF define the reading order and identify headings, paragraphs, sections, tables, and other page elements. Interactive form fields Some PDFs contain forms that a person is to fill out using a computer. To be accessible, form fields must be interactive to let the user enter values into the form fields. Navigational aids Navigational aids in a PDF include links, bookmarks, headings, table of contents, and preset tab order for form fields. Navigational aids assist users in understanding the document without reading completely through it. Bookmarks are especially useful and can be created from document headings. Document language Specifying the document language in a PDF enables some screen readers to switch to the appropriate language. Last updated 10/11/2011 244 USING ACROBAT X STANDARD Accessibility, tags, and reflow Security that doesn’t interfere with assistive software Some PDF authors restrict users from printing, copying, extracting, adding comments, or editing text. The text of an accessible PDF must be available to a screen reader. You can use Acrobat to ensure that security settings don’t interfere with the screen reader’s ability to convert onscreen text to speech. For more information about PDF accessibility, see www.webaim.org/techniques/acrobat/. More Help topics “Recognize text in scanned documents” on page 46 “Set the document language” on page 258 “Prevent security settings from interfering with screen readers” on page 258 “Keys for accessibility” on page 346 About tags, accessibility, reading order, and reflow PDF tags are similar in many ways to XML tags. PDF tags indicate document structure: which text is a heading, which content makes up a section, which text is a bookmark, and so on. A logical structure tree of tags represents the organizational structure of the document. Therefore, tags indicate the reading order and improve navigation, particularly for long, complex documents without changing the PDF appearance. Assistive software determines how to present and interpret the content of the document by using the logical structure tree. Most assistive software depends on document structure tags to determine the appropriate reading order of text. Document structure tags let assistive software convey the meaning of images and other content in an alternate format, such as sound. An untagged document does not have structure information, and Acrobat must infer a structure based on the Reading Order preference setting. This situation often results in page items being read in the wrong order or not at all. Reflowing a document for viewing on the small screen of a mobile device relies on these same document structure tags. Often, Acrobat tags PDFs when you create them. To determine whether a PDF contains tags, choose File > Properties, and look at the Tagged PDF value in the Advanced pane of the Description tab. More Help topics “Reading PDFs with reflow and accessibility features” on page 246 “Accessibility preferences” on page 247 “Creating accessible PDFs” on page 253 “Making existing PDFs accessible” on page 257 Last updated 10/11/2011 245 USING ACROBAT X STANDARD Accessibility, tags, and reflow Checking the accessibility of PDFs About accessibility checkers The best way to test the accessibility of a document is to attempt to use the document with the tools that your readers will use. However, if you don’t have a screen reader or braille printer, use a method provided by Acrobat to check PDF accessibility. • Use Quick Check to check for document structure tags, searchable text, and appropriate security settings for accessibility. This method is often the best way to check for accessibility before attempting to use a PDF. • Use Reflow view to quickly check the reading order. • Use Read Out Loud to experience the document as it will be experienced by readers who use the text-to-speech conversion tool. • Save the document as accessible text and then read the saved text file in a word-processing application. This exercise enables you to emulate the end-user experience of readers who use a braille printer to read the document. Note: The accessibility checker tools can help identify areas of documents that may be in conflict with the Adobe interpretation of the accessibility guidelines. These guidelines may be referenced in the application and its documentation. However, these tools don’t check documents against all accessibility criteria, including those in the referenced guidelines. In addition, Adobe doesn’t warrant that documents comply with any specific guidelines or regulations. More Help topics “Reading a PDF with a screen reader” on page 251 “Reflow a PDF” on page 250 “Read a PDF with Read Out Loud” on page 251 “Save as accessible text for a braille printer” on page 250 Check accessibility with Quick Check Use Quick Check to examine a PDF to see if it has searchable text, document structure tags, and appropriate security settings to make it accessible. ❖ Choose Tools > Recognize Text> In This File. If the document is unstructured, a message may appear, suggesting that you change reading order preferences. More Help topics “Setting accessibility preferences” on page 246 Accessibility Quick Check results “This document has logical structure but it is not a Tagged PDF. Some accessibility information may be missing.” Quick Check has found an underlying document structure in the document, so Acrobat uses the available document structure to control the reading order, rather than analyzing the document itself. However, this untagged document structure might be incomplete or unreliable, so assistive software and the accessibility features in Acrobat (such as the Read Out Loud and the Save As Text features) may not read the page properly. If the reading order of the page seems to be wrong, select Override The Reading Order In Tagged Documents in the Reading panel of the Preferences dialog box. Last updated 10/11/2011 246 USING ACROBAT X STANDARD Accessibility, tags, and reflow “This document is not structured, so the reading order may not be correct. Try different reading orders using the Reading Preferences panel.” Quick Check has found no underlying document structure that Acrobat can use for reading order. Acrobat will analyze the reading order of the document using the current analysis method set in the Reading Order preference, but this PDF might not be read correctly by screen readers. If the reading order seems wrong, select a different option for Reading Order in the Reading panel of the Preferences dialog box. “No accessibility problems were detected in this quick check. Choose the Full Check command to check more thoroughly.” Quick Check has found that the PDF contains searchable text, is tagged, has an underlying document structure, and has no security settings that prohibit access for screen readers. To check for other types of accessibility problems that may be present in the PDF, use Full Check. “This document’s security settings prevent access by screen readers.” Quick Check has found that the PDF has security settings that interfere with screen readers’ ability to extract text for conversion to speech. You may be able to use a screen reader with this document if your assistive technology product is registered with Adobe as a Trusted Agent. Contact your assistive technology product vendor. “This document appears to contain no text. It may be a scanned image.” Quick Check has found that the PDF contains no searchable text, probably because the document consists entirely of one or more scanned images. This means that screen readers, Read Out Loud, Reflow view, and most other accessibility features, which rely on text as input, will not work with this document. Reading PDFs with reflow and accessibility features Setting accessibility preferences Acrobat provides several preferences that help make the reading of PDFs more accessible for visually impaired and motion-impaired users. These preferences control how PDFs appear on the screen and how they are read by a screen reader. Most preferences related to accessibility are available through the Accessibility Setup Assistant, which provides onscreen instructions for setting these preferences. Some preferences that affect accessibility aren’t available through the Accessibility Setup Assistant including preferences in the Reading, Forms, and Multimedia categories. You can set all preferences in the Preferences dialog box. The names shown for some preferences in the Accessibility Setup Assistant are different from the names for the same preferences shown in the Preferences dialog box. Acrobat Help uses the names shown in the Preferences dialog box. For more information about accessibility features, see www.adobe.com/accessibility. Set accessibility preferences with the Accessibility Setup Assistant 1 Start the Accessibility Setup Assistant by doing one of the following: • Choose Tools > Accessibility > Setup Assistant. • (Windows only) Start Acrobat for the first time while a screen reader or screen magnifier is running. 2 Choose the option that is appropriate for your assistive software and devices. The assistant presents only preferences that are appropriate for your assistive software and devices, according to the option that you choose. 3 Follow the on-screen instructions. If you click Cancel at any point, Acrobat uses default settings for the preferences set by the assistant (not recommended). Last updated 10/11/2011 247 USING ACROBAT X STANDARD Accessibility, tags, and reflow Set accessibility preferences with the Preferences dialog box ❖ Set preferences as appropriate for your assistive software and devices in various panels of the Preferences dialog box. Accessibility preferences Accessibility preferences in Accessibility panel Replace Document Colors When this preference is selected, you can choose from a list of contrasting color combinations for text and background, or you can create your own. These settings correspond to the Use High Contrast Colors For Document Text option in the Accessibility Setup Assistant. Always Use Page Layout Style Corresponds to the Override Page Layout Style option in the Accessibility Setup Assistant. Always Use Zoom Setting Corresponds to the Override Document Zoom option in the Accessibility Setup Assistant. Use Document Structure For Tab Order When No Explicit Tab Order Is Specified Improves navigation of form fields and links in documents that don’t specify a tab order. Always Display The Keyboard Selection Cursor Select this option if you use a screen magnifier. This preference corresponds to the Always Display The Keyboard Selection Cursor option in the Accessibility Setup Assistant. Always Use The System Selection Color When selected, the default selection color (blue) is overridden with a color that the system specifies. Show Portfolios In Files Mode When selected, shows PDF Portfolio component files and file details in a list. Files mode provides a better reading experience for people with disabilities, such as mobility impairments, blindness, and low vision. Accessibility preferences in Documents panel Automatically Save Document Changes To Temporary File Every When deselected, this preference disables the autosave action. Each time a PDF is saved, the screen reader or magnifier must reload the document. This preference corresponds to the Disable Document Auto-Save option in the Accessibility Setup Assistant. Accessibility preferences in Forms panel Fields Highlight Color and Required Fields Highlight Color These preferences specify what colors will be used to highlight fillable form fields. They correspond to the Field Highlight Color and Required Field Highlight Color options in the Accessibility Setup Assistant. Auto-Complete Enables Acrobat to automatically offer to complete some entries in form fields so that filling form fields requires fewer keystrokes. This preference doesn’t correspond to an option in the Accessibility Setup Assistant. Accessibility preferences in Internet panel Display PDF In Browser Causes PDFs linked to from web pages to open in the web browser instead of a separate Acrobat window. Deselect this preference for greater control when navigating a document in a screen reader. This preference corresponds to the Display PDF Documents In The Web Browser option in the Accessibility Setup Assistant. Accessibility preferences in Multimedia panel • Show Subtitles When Available • Play Dubbed Audio When Available • Show Supplemental Text Captions When Available Last updated 10/11/2011 248 USING ACROBAT X STANDARD Accessibility, tags, and reflow • Show Audio Description (Or Video Description, Or Descriptive Video) When Available These preferences don’t correspond to any options in the Accessibility Setup Assistant. Accessibility preferences in Page Display panel Zoom Sets the on-screen magnification of documents and allows low-vision readers to read reflowed PDFs more easily. This preference corresponds to the Override Document Zoom option in the Accessibility Setup Assistant. Smooth Text Controls anti-aliasing of text. To disable smoothing of text and make text sharper and easier to read with a screen magnifier, choose None. This preference corresponds to the Disable Text Smoothing option in the Accessibility Setup Assistant. Accessibility preferences in Reading panel Reading Order Specifies the reading order of documents. The reading order preferences also appear in the Accessibility Setup Assistant. • Infer Reading Order From Document (Recommended) Interprets the reading order of untagged documents by using an advanced method of structure-inference layout analysis. • Left-To-Right, Top-To-Bottom Reading Order Delivers the text according to its placement on the page, reading from left to right and then top to bottom. This method is faster than Infer Reading Order From Document. This method analyzes text only; form fields are ignored and tables aren’t recognized as such. • Use Reading Order In Raw Print Stream Delivers text in the order in which it was recorded in the print stream. This method is faster than Infer Reading Order From Document. This method analyzes text only; form fields are ignored and tables aren’t recognized as such. Override The Reading Order In Tagged Documents Uses the reading order specified in the Reading preferences instead of that specified by the tag structure of the document. Use this preference only when you encounter problems in poorly tagged PDFs. This preference corresponds to the Override The Reading Order In Tagged Documents option in the Accessibility Setup Assistant. Page Vs Document This preference determines how much of a document is delivered to a screen reader at a time. If a PDF isn’t tagged, Acrobat may analyze the document and attempt to infer its structure and reading order, which can take a long time for a long document. You may want to set Acrobat to deliver only the currently visible page so that it analyzes only a small piece of the document at a time. This consideration will vary depending on the size and complexity of the document and on the features of the screen reader. When Acrobat delivers information to a screen reader, screen magnifier, or other assistive software, it loads information into a memory buffer that is directly available to the assistive software. The amount of information that is delivered to the memory buffer can affect how long Acrobat takes to perform tasks, such as opening the document, advancing to the next page, changing views, and carrying out commands. • Only Read The Currently Visible Pages This option is usually best when you use a screen magnifier. It improves performance by eliminating the need for the software to process parts of the document that aren’t visible. When Acrobat sends only the currently visible pages of a PDF to the memory buffer, the assistive technology has access to those pages only. It cannot go to another page until the next page is visible and Acrobat has sent the page information to the memory buffer. Therefore, if this option is selected, you must use the navigation features of Acrobat, not those of the assistive technology, to navigate from page to page in the document. You should also set the Default Page Layout option in preferences to Single Page if you choose to have Acrobat send only the currently visible pages to the assistive technology. Because Acrobat sends page information about all visible pages, the assistive technology receives information about pages that may be only partially visible (such as the bottom of one page or the top of the next), as well as those pages that are completely visible. If you use a page display setting other than Single Page, such as Continuous, and then you display the next page, the technology may not correctly track which portion of a previous Last updated 10/11/2011 249 USING ACROBAT X STANDARD Accessibility, tags, and reflow page it has already read aloud. For instructions on setting the default page layout to Single Page, see “Preferences for viewing PDFs” on page 14. This option corresponds to the Only Read The Currently Visible Pages option in the Accessibility Setup Assistant. • Read The Entire Document This option can be best if you use a screen reader that has its own navigation and search tools and that is more familiar to you than the tools in Acrobat. This option corresponds to the Read The Entire Document At Once option in the Accessibility Setup Assistant. • For Large Documents, Only Read The Currently Visible Pages This option is selected by default and is usually best if you use a screen reader with long or complex PDFs. It allows Acrobat to deliver an entire small document but revert to page-by-page delivery for large documents. This preference corresponds to the For Large Documents, Only Read The Currently Visible Pages option in the Accessibility Setup Assistant. Confirm Before Tagging Documents When selected, lets the user confirm the options that will be used before Acrobat prepares an untagged document for reading. Tagging can be a time-consuming procedure, especially for larger documents. This preference corresponds to the Confirm Before Tagging Documents option in the Accessibility Setup Assistant. Read Out Loud Options Set preferences in this section to control volume, speed, and pitch of the voice used for Read Out Loud. You can choose to use the default voice or any of the voices provided by your operating system. You can also use the up and down arrows to read blocks of text. These preferences do not have corresponding options in the Accessibility Setup Assistant. Navigate and control the application with the keyboard You can navigate by using the keyboard instead of the mouse. Several keyboard access features are available in Mac OS; see the documentation for your operating system for details. In Windows, some of the keyboard shortcuts used to navigate in Acrobat differ from the keyboard shortcuts used in other Windows applications. When you open Acrobat within a web browser, keyboard commands are mapped to the web browser first. Consequently, some keyboard shortcuts are not available in Acrobat or are available only after you shift the focus to the PDF. For information about accessibility features, see www.adobe.com/accessibility. More Help topics “Keys for navigating a PDF” on page 342 “Keys for selecting tools” on page 341 “Keys for working with comments” on page 342 “Keys for general navigating” on page 344 “Keys for working with navigation panels” on page 345 “Keys for navigating the Help window” on page 346 “Keys for accessibility” on page 346 Enable single-key accelerators You can select some tools and perform some actions with single-key accelerators. Most keyboard shortcuts in Acrobat don’t require that you enable single-key accelerators. ❖ In the Preferences dialog box under Categories, select General, and then select Use Single-Key Accelerators To Access Tools. Last updated 10/11/2011 250 USING ACROBAT X STANDARD Accessibility, tags, and reflow Note: Some screen readers do not work with Acrobat single-key accelerators. Scroll automatically The automatic scrolling feature makes it easier to scan through long PDFs, especially reflowed documents. You can scroll through pages without using keystrokes or mouse actions. 1 Choose View > Page Display > Automatically Scroll. 2 Do any of the following: • To change the scrolling speed to a specific speed, press a number key (9 for fastest, 0 for slowest). • To increase or decrease the scrolling speed, press the Up Arrow or Down Arrow key, depending on the direction of scrolling. • To reverse the direction of scrolling, press the minus sign (-) key. • To jump to the next or previous page, press the Left Arrow or Right Arrow key. To stop automatic scrolling, press Esc or choose View > Page Display > Automatically Scroll again. Save as accessible text for a braille printer Note: This document uses the term “braille printer” to refer to any device that is used to convert accessible text to a form that can be used by a person with blindness or low vision. You can save a PDF as accessible text to print on a braille printer. Accessible text can be imported and printed out as formatted grade 1 or 2 braille documents by using a braille translation application. See the documentation included with the braille translator for more information. A text version of a PDF contains no images or multimedia objects, although the text version of an accessible PDF contains alternate text descriptions for such objects if they have been provided. ❖ Choose File > Save As > More Options > Text (Accessible). Reflow a PDF You can reflow a PDF to temporarily present it as a single column that is the width of the document pane. This reflow view can make the document easier to read on a mobile device or magnified on a standard monitor, without scrolling horizontally to read the text. You cannot save, edit, or print a document while it is in Reflow view. In most cases, only readable text appears in the reflow view. Text that doesn’t reflow includes forms, comments, digital signature fields, and page artifacts, such as page numbers, headers, and footers. Pages that contain both readable text and form or digital signature fields don’t reflow. Vertical text reflows horizontally. Acrobat temporarily tags an untagged document before reflowing it. As an author, you can optimize your PDFs for reflow by tagging them yourself. Tagging ensures that text blocks reflow and that content follows the appropriate sequences, so readers can follow a story that spans different pages and columns without other stories interrupting the flow. To quickly check the reading order of a document, view it in Reflow view. Last updated 10/11/2011 251 USING ACROBAT X STANDARD Accessibility, tags, and reflow Headings and columns (left) reflow in a logical reading order (right). Reflow a tagged PDF ❖ Choose View > Zoom > Reflow. If the Page Display setting is Two-Up before you choose Reflow view, the Page Display setting automatically becomes Single Page when the document is reflowed. If the Page Display setting is Two-Up Continuous before you choose Reflow view, the Page Display setting automatically becomes Continuous when the document is reflowed. Return to unreflowed view ❖ When in Reflow view, choose View > Zoom > Reflow. Reading a PDF with a screen reader Acrobat supports assistive software and devices, such as screen readers and screen magnifiers, that enable visually impaired users to interact with computer applications. When assistive software and devices are in use, Acrobat adds temporary tags to open PDFs to improve their readability. Use the Accessibility Setup Assistant to improve how Acrobat interacts with the types of assistive software and devices that you use. When using a screen reader, you can change your reading settings for the current document by choosing Tools > Accessibility > Change Reading Options. See the documentation for your assistive software or device. Or, contact the vendor for more information about system requirements, compatibility requirements, and instructions for using this software or device with Acrobat. For more information about using screen readers, see www.adobe.com/accessibility/pdfs/accessing-pdf-sr.pdf. Read a PDF with Read Out Loud The Read Out Loud feature reads aloud the text in a PDF, including the text in comments and alternate text descriptions for images and fillable fields. In tagged PDFs, content is read in the order in which it appears in the document’s logical structure tree. In untagged documents, the reading order is inferred, unless a reading order has been specified in the Reading preferences. Read Out Loud uses the available voices installed on your system. If you have SAPI 4 or SAPI 5 voices installed from text-to-speech or language applications, you can choose them to read your PDFs. Note: Read Out Loud isn’t a screen reader, and some operating systems may not support it. Last updated 10/11/2011 252 USING ACROBAT X STANDARD Accessibility, tags, and reflow Activate or deactivate Read Out Loud You must activate Read Out Loud before you can use it. You can deactivate Read Out Loud to free system resources and improve performance of other operations. ❖ Do one of the following: • Choose View > Read Out Loud > Activate Read Out Loud. • Choose View > Read Out Loud > Deactivate Read Out Loud. You can also use the Select Object tool to locate text. Activate Read Out Loud, and then choose Tools > Content > Select Object. Use the up/down and left/right arrow keys to navigate through the document. You can hear where the Select Object tool has been placed, such as a heading or paragraph. Read a PDF with Read Out Loud 1 Navigate to the page that you want to read. 2 Do one of the following: • Choose View > Read Out Loud > Read This Page Only. • Choose View > Read Out Loud > Read To End Of Document. Read PDF form fields out loud 1 In the Reading panel of the Preferences dialog box, select Read Form Fields in the Read Out Loud Options section. 2 In the PDF form, press Tab to select the first form field. 3 Make entries and selections as needed, and then press Tab to move to the next field, repeating this step until the form is completed. Acrobat reads the state of selected check boxes and radio buttons. Note: Read Out Loud does not echo your keystrokes. To hear what you have typed, use a screen reader. Interrupt reading out loud ❖ Do one of the following: • Choose View > Read Out Loud > Pause. • Choose View > Read Out Loud > Resume. • Choose View > Read Out Loud > Stop. About operating system accessibility tools Accessibility tools in Windows Windows XP, Vista, and Windows 7 operating systems have built-in tools that provide increased or alternate access to information on the computer screen. Narrator is a light version of a screen reader. Magnifier is a screen magnification tool. For more information on the accessibility tools in the Windows XP, Vista, or Windows 7 operating systems, see the Microsoft accessibility website. Accessibility tools in Mac OS Mac OS X has built-in tools that provide increased or alternate access to information on the computer screen. For more information on the accessibility tools in the Mac OS X operating system, see the Apple® Inc. accessibility website. Last updated 10/11/2011 253 USING ACROBAT X STANDARD Accessibility, tags, and reflow Creating accessible PDFs Workflow for creating accessible PDFs At a high level, the process of creating accessible PDFs consists of a few basic stages: 1 Consider accessibility before you convert a document to PDF. 2 As needed, add fillable form fields and descriptions, and set the tab order. 3 Add other accessibility features to the PDF. 4 Tag the PDF. 5 Evaluate the PDF and repair tagging problems. These stages are presented in an order that suits most needs. However, you can perform tasks in a different order or iterate between some of the stages. In all cases, first examine the document, determine its intended purpose, and use that analysis to determine the workflow that you apply. Additional resources For more information about creating accessible PDFs, see these resources: • Guide to creating accessible PDFs, General Services Administration: www.section508.gov/docs/PDFGuidanceForGovernment.pdf • Best practices: amp.ssbbartgroup.com Consider accessibility before you convert a document to PDF Whenever possible, think about accessibility when you create the source files in an authoring application, such as a word-processing or page-layout application. Typical tasks in the authoring application include adding alternate text to graphics, optimizing tables, and applying paragraph styles or other document-structure features that can be converted to tags. For more information, see “Creating a tagged PDF from an authoring application” on page 254. Add fillable form fields and descriptions, and set the tab order If your PDF includes form fields, use Tools > Accessibility > Run Form Field Recognition to detect form fields and make them interactive (fillable). Use the Forms tools to create fillable form fields, such as buttons, check boxes, pop-up menus, and text boxes. When you create a field, type a description in the Tooltip box in the Properties dialog box for that field. Screen readers read this text aloud to the user. For more information, see “Create form fields” on page 157. For information on setting the tab order to use document structure, see “Set form field navigation” on page 164. Add other accessibility features to the PDF This stage includes setting the document language, making sure that security settings don’t interfere with screen readers, and adding bookmarks. For more information, see “Set the document language” on page 258, “Prevent security settings from interfering with screen readers” on page 258, and “About bookmarks” on page 260. Last updated 10/11/2011 254 USING ACROBAT X STANDARD Accessibility, tags, and reflow Tag the PDF Improve the accessibility of PDFs by adding tags in Acrobat. If a PDF doesn’t contain tags, Acrobat attempts to tag it automatically when users read or reflow it, and the results may be disappointing. With a tagged PDF, the logical structure tree sends the contents to a screen reader or other assistive software or hardware in an appropriate order. For best results, tag a document when converting it to PDF from an authoring application. Examples of these applications include Adobe FrameMaker®, Adobe InDesign®, Microsoft Word, or OpenOffice Writer. If you do not have access to an authoring application that can generate a tagged PDF, you can tag a PDF any time by using Acrobat. Tagging during conversion to PDF requires an authoring application that supports tagging in PDF. Tagging during conversion enables the authoring application to draw from the paragraph styles or other structural information of the source document to produce a logical structure tree. The logical structure tree reflects an accurate reading order and appropriate levels of tags. This tagging can more readily interpret the structure of complex layouts, such as embedded sidebars, closely spaced columns, irregular text alignment, and tables. Tagging during conversion can also properly tag the links, cross-references, bookmarks, and alternate text (when available) that are in the file. To tag a PDF in Acrobat, choose Tools > Accessibility > Add Tags To Document. This command works on any untagged PDF, such as one created with Adobe PDF Printer. Acrobat analyzes the content of the PDF to interpret the individual page elements, their hierarchical structure, and the intended reading order of each page. Then, it builds a tag tree that reflects that information. It also creates tags for any links, cross-references, and bookmarks that you added to the document in Acrobat. The Add Tags To Document command adequately tags most standard layouts. However, it cannot always correctly interpret the structure and reading order of complex page elements. These elements include closely spaced columns, irregular text alignment, nonfillable form fields, and tables that don’t have borders. Tagging these pages by using the Add Tags To Document command can result in improperly combined elements or out-of-sequence tags. These issues cause reading order problems in the PDF. Create a tagged PDF from a web page A PDF that you create from a web page is only as accessible as the HTML source that it is based on. For example, if the web page relies on tables for its layout design, the HTML code for the table may not flow in the same logical reading order as a tagged PDF would require, even though the HTML code is sufficiently structured to display all the elements correctly in a browser. To produce the most accessible PDFs from web pages you create, first establish a logical reading order in their HTML code. For best results, employ the Web Content Accessibility Guidelines that are published by the World Wide Web Consortium (W3C). For more information, see the guidelines on the W3C website. 1 Do one of the following: • In Acrobat, choose File > Create > PDF From Web Page, enter the web page address, and then click Settings. • In Microsoft Internet Explorer, in the Adobe PDF toolbar, click the down arrow on the Convert button and choose Preferences. 2 In the General tab, select Create PDF Tags, and then click OK. 3 Specify any other options as appropriate, and then click Create. Creating a tagged PDF from an authoring application In most cases, you create tagged PDFs from within an authoring application, such as Adobe FrameMaker®, Adobe InDesign, or Microsoft Word. Creating tags in the authoring application generally provides better results than adding tags in Acrobat. Last updated 10/11/2011 255 USING ACROBAT X STANDARD Accessibility, tags, and reflow PDFMaker provides conversion settings that let you create tagged PDFs in Microsoft Excel, PowerPoint, and Word. For more information about creating accessible PDFs, see www.adobe.com/accessibility. For more information, see the documentation for your authoring application. About tags in combined PDFs You can combine multiple files from different applications in one operation to create a single PDF. For example, you can combine word-processing files with slide presentations, spreadsheets, and web pages. Choose File > Create > Combine Files Into A Single PDF. During conversion, Acrobat opens each authoring application, creates a tagged PDF, and assembles these PDFs into a single tagged PDF. The conversion process doesn’t always correctly interpret the document structure for the combined PDF, because the files being assembled often use different formats. Use Acrobat Pro to create an accessible PDF from multiple documents. When you combine multiple PDFs into one tagged PDF, it is a good idea to retag the combined document. Combining tagged and untagged PDFs results in a partially tagged PDF that isn’t accessible to people with disabilities. Some users, such as those using screen readers, will be unaware of the pages that don’t have tags. If you start with a mix of tagged and untagged PDFs, tag the untagged files before proceeding. If the PDFs are all untagged, add tags to the combined PDF after you finish inserting, replacing, and deleting pages. When you insert, replace, or delete pages, Acrobat accepts existing tags into the tag tree of the consolidated PDF in the following manner: • When you insert pages into a PDF, Acrobat adds the tags (if any) for the new pages to the end of the tag tree. This order occurs even if you insert the new pages at the beginning or the middle of the document. • When you replace pages in a PDF, Acrobat adds the tags (if any) from the incoming pages to the end of the tag tree. This order occurs even if you replace pages at the beginning or the middle of the document. Acrobat retains the tags (if any) for the replaced pages. • When you delete pages from a PDF, Acrobat retains the tags (if any) of the deleted pages. Pages whose tags are out of order in the logical structure tree can cause problems for screen readers. Screen readers read tags in sequence down the tree, and possibly do not reach the tags for an inserted page until the end of the tree. To fix this problem, use Acrobat Pro to rearrange the tag tree. Place large groups of tags in the same reading order as the pages themselves. To avoid this step, plan on inserting pages to the end of a PDF, building the document from front to back in sequence. For example, if you create a title page PDF separately from the content, add the content PDF to the title page PDF, even though the content document is larger. This approach places the tags for the content after the tags for the title page. The tags won’t need to be rearranged later in Acrobat Pro. The tags that remain from a deleted or replaced page don’t connect to any content in the document. Essentially, they are large pieces of empty tag tree sections. These redundant tags increase the file size of the document, slow down screen readers, and can cause screen readers to give confusing results. For best results, make tagging the last step in the conversion process. Use Acrobat Pro to delete the tags of deleted pages from the tag tree. For more information, see “Create merged PDFs” on page 89. Last updated 10/11/2011 256 USING ACROBAT X STANDARD Accessibility, tags, and reflow About tools for creating accessible PDF forms Adobe offers several tools for the creation of accessible PDF forms: Acrobat Pro, Acrobat Standard Use one of these applications to open untagged or tagged PDF forms (except PDF forms that are created from LiveCycle Designer) to add fillable form fields, such as text boxes, check boxes, and buttons. Then use the application’s other tools to make the form accessible. Add descriptions to form fields, tag untagged forms, set the set tab order, manipulate tags, and perform the other PDF accessibility tasks. LiveCycle Designer (Available in Acrobat Pro) Use this product to design and build new forms or to import untagged PDF forms and make their form fields fillable and accessible. You can deploy forms in tagged PDF, XML, and other formats from LiveCycle Designer. Once you create or edit an Acrobat form in LiveCycle Designer, it becomes a LiveCycle Designer file. It is no longer a PDF that you can edit or manipulate in Acrobat. Both Acrobat and Reader can open and read PDF forms that you create from LiveCycle Designer. These PDF forms, however, don’t include permissions to modify the file. Therefore, use LiveCycle Designer only for PDFs that are intended to contain only form-based information. Don’t use it to add form fields to a document that combines pages of narrative with an occasional page that has form fields. In this case, use Acrobat Pro to add the form fields. Then complete the accessibility tasks for the rest of the document content. Authoring applications Most authoring applications that you can use to design forms don’t retain their fillable form fields when you convert the files to PDF. Use the forms tools in Acrobat Pro to add fillable form fields. Moreover, if you tag the form during conversion to PDF, the authoring application can generate inappropriate tags for the text labels of the form fields. In a complex form, for example, the text labels for all the fields can run together into a single line. Screen readers can’t interpret these fields as individual labels. Such reading order problems can require timeconsuming work in Acrobat Pro to split the labels apart. In this case, producing an untagged PDF form from the authoring application is sometimes the better course. You can then use the Forms tools in Acrobat Pro to add fillable form fields before you tag the entire document. Some forms are straightforward enough that you can produce a tagged PDF from the authoring application. Then perform light touchup in Acrobat Pro after you add the fillable form fields. Workflow for creating accessible PDF forms Using Acrobat, you can open untagged and tagged PDF forms, add fillable form fields, add field descriptions and alternate text, set the tab order, and tag the forms (if they aren’t already tagged). You can also edit the tags of any tagged PDF form by using the TouchUp Reading Order tool or the tag tree. 1. Design the form for accessibility. Forms tend to have relatively complex layouts compared to documents that have a simple, single-column structure. The success that an application has in analyzing and tagging a form depends largely on the original formatting and layout of a document, and the types of fields that it uses. When you design a form, include headings, instructions, and fields in which users are to enter data. At a minimum, give each field a label. Also add special instructions for fields that need them. Use graphics tools to draw lines and boxes. Don’t use characters, such as underscores and vertical bars, because these text characters can confuse screen readers. Adding descriptions to form fields enables screen readers to identify the fields to users. Users hear the description read aloud when they tab to the field. Write descriptions that are terse but complete. For example, the description “First name” is appropriate for a first-name field. Don’t use instructions (such as “Enter first name”) as a description. Last updated 10/11/2011 257 USING ACROBAT X STANDARD Accessibility, tags, and reflow 2. Set and test the tab order of a form. The tab order for form fields enables people with disabilities to use a keyboard to move from field to field in a logical order. In PDF forms, set the tab order to Use Document Structure. You can test the tab order of a form by using the following keyboard commands: • Tab to move focus to the next field • Shift+Tab to move focus to the previous field • Spacebar to select options • Arrow keys to select options or list items 3. Tag the PDF form and correct tagging issues. If the PDF form is already tagged, use the TouchUp Reading Order tool in Acrobat to tag each form field. This tool also enables you to fix any reading order problems of the text labels for the form fields. For example, you may need to split merged lines of fields into individual fields. More Help topics “Set form field navigation” on page 164 Making existing PDFs accessible Add tags to an existing PDF Creating a tagged document directly from an authoring application is the best way to make PDFs accessible. However, if a PDF was created without tags, you can add them using Add Tags To Document. 1 Open the PDF. 2 Choose Tools > Accessibility > Add Tags To Document. Note: The Add Tags To Document command removes any tags that were in the document before the command was run. Make Adobe PDF forms accessible You can make form fields accessible to vision- and motion-challenged users by adding tags to the PDF and by properly structuring it. In addition, you can use the tool tip form field property to provide the user with information about the field or to provide instructions. For example, using the tool tip property value, the screen reader could say “Your name.” Without the tool tip property, a screen reader simply names the type of form field. 1 If necessary, choose Tools > Forms > Edit, and make sure that the Select Object tool is selected. 2 Double-click a selected form field to open the Properties window. 3 In the General tab, type a description into the tool tip box. Note: If you use Designer ES for creating your form, you must run the screen reader before opening the form in Acrobat in order to display accessibility tags with a flowable layout in Acrobat. More Help topics “Accessibility features” on page 242 “Create forms using Acrobat” on page 155 Last updated 10/11/2011 258 USING ACROBAT X STANDARD Accessibility, tags, and reflow Set the document language Setting the document language in a PDF enables some screen readers to switch to the appropriate language. You can set the document language for an entire document with Acrobat Pro or Acrobat Standard. You can set the document language for specific portions of a multi language document with Acrobat Pro. • To set the language for an entire document, choose File > Properties. Then select a language from the Language menu in the Reading Options area of the Advanced tab. • To set the language for an entire document to a language not in the Language menu, choose File > Properties. Then enter the ISO 639 code for the language in the Language field in the Reading Options area of the Advanced tab. For more information about ISO 639, see www.loc.gov/standards. Prevent security settings from interfering with screen readers A document author can specify that no part of an accessible PDF is to be copied, printed, extracted, commented on, or edited. This setting could interfere with a screen reader’s ability to read the document, because screen readers must be able to copy or extract the document’s text in order to convert it to speech. To maintain document security while allowing screen readers access to text, use one of the following settings: • For low-encryption-level security, select Enable Copying Of Text, Images, And Other Content in the Password Security - Settings dialog box. • For high-encryption-level security, select Enable Text Access For Screen Reader Devices For The Visually Impaired in the Password Security - Settings dialog box. This option overrides the document’s security settings only for the purpose of giving assistive software, such as screen readers, access to the content. If your assistive technology product is registered with Adobe as a Trusted Agent, you can read PDFs that might be inaccessible to another assistive technology product. Acrobat recognizes when a screen reader or other product is a Trusted Agent and overrides security settings that would typically limit access to the content for accessibility purposes. However, the security settings remain in effect for all other purposes, such as to prevent printing, copying, extracting, commenting, or editing text. More Help topics “Securing documents with passwords” on page 200 About watermarks and screen readers You can add a watermark to a tagged PDF without adding it to the tag tree. Not having the watermark appear in the tag tree is helpful for people who are using screen readers, because they won’t hear the watermark read as document content. The best way to add a watermark that doesn’t interfere with screen readers is to insert an untagged PDF of the watermark into a tagged PDF. More Help topics “Add and edit watermarks” on page 94 Last updated 10/11/2011 259 Chapter 11: Editing PDFs It’s a fact that Adobe® PDF is unlike other document formats, in which you can freely copy, paste, and move text and images on a page. Instead, consider a PDF as a snapshot of your original file. Use Adobe® Acrobat® X Standard to touch up and enhance the file for readability and distribution, and reserve more substantial revisions for your source application. Page thumbnails and bookmarks About page thumbnails Page thumbnails are miniature previews of the pages in a document. You can use page thumbnails to jump quickly to a selected page or to adjust the view of the page. In Adobe Reader®, when you move a page thumbnail, you move the corresponding page. In Acrobat, when you move, copy, or delete a page thumbnail, you move, copy, or delete the corresponding page. If you do not see page thumbnails in the navigation pane, try using F4 to open the navigation pane. Or choose View > Show/Hide > Navigation Panes > Page Thumbnails. Create page thumbnails Page thumbnails increase file size, so Acrobat does not create them automatically. Note: Acrobat no longer supports embedding and unembedding page thumbnails. However, Acrobat Distiller® provides an alternate method of embedding page thumbnails. Last updated 10/11/2011 260 USING ACROBAT X STANDARD Editing PDFs More Help topics “PostScript options” on page 340 Create page thumbnails ❖ Click the Page Thumbnails button on the left. Page thumbnails appear in the navigation pane. This process may require several seconds, particularly in larger documents. The drawing of page thumbnails may pause if you interact with the application during this process. Resize page thumbnails ❖ In the Page Thumbnails panel, choose Reduce Page Thumbnails or Enlarge Page Thumbnails from the options menu . Page thumbnails revert to their default size if you close and reopen the PDF. Define the tabbing order In the Page Thumbnails panel, you can set the order in which a user tabs through form fields, links, and comments for each page. 1 Click the Page Thumbnails button on the left. 2 Select a page thumbnail, and choose Page Properties from the options menu . 3 In the Page Properties dialog box, click Tab Order, and select the tab order: Use Row Order Moves through rows from left to right, or right to left for pages with a right-to-left binding. Use Column Order Moves through columns from left to right and from top to bottom, or right to left for pages with a right-to-left binding. Use Document Structure Moves in the order specified by the authoring application. Note: For structured documents—PDFs that were created from desktop publishing applications or that contain tags—it’s best to select the Use Document Structure option to match the intention of the authoring application. If the document was created in an earlier version of Acrobat, the tab order is Unspecified by default. With this setting, form fields are tabbed through first, followed by links and then comments ordered by row. About bookmarks A bookmark is a type of link with representative text in the Bookmarks panel in the navigation pane. Each bookmark goes to a different view or page in the document. Bookmarks are generated automatically during PDF creation from the table-of-contents entries of documents created by most desktop publishing programs. These bookmarks are often tagged and can be used to make edits in the PDF. Last updated 10/11/2011 261 USING ACROBAT X STANDARD Editing PDFs Initially, a bookmark displays the page that was in view when the bookmark was created, which is the bookmark’s destination. In Acrobat, you can set bookmark destinations as you create each bookmark. However, it is sometimes easier to create a group of bookmarks, and then set the destinations later. In Acrobat, you can use bookmarks to mark a place in the PDF to which you want to return, or to jump to a destination in the PDF, another document, or a web page. Bookmarks can also perform actions, such as executing a menu item or submitting a form. Note: An Acrobat user can add bookmarks to a document only if the security settings allow it. Bookmarks act as a table of contents for some PDFs. More Help topics “About tags, accessibility, reading order, and reflow” on page 244 Create a bookmark 1 Open the page where you want the bookmark to link to, and adjust the view settings. 2 Use the Select tool to create the bookmark: • To bookmark a single image, click in the image, or drag a rectangle around the image. • To bookmark a portion of an image, drag a rectangle around the portion. • To bookmark selected text, drag to select it. The selected text becomes the label of the new bookmark. You can edit the label. 3 Click the Bookmarks button, and select the bookmark under which you want to place the new bookmark. If you don’t select a bookmark, the new bookmark is automatically added at the end of the list. 4 Choose New Bookmark from the options menu . 5 Type or edit the name of the new bookmark. Edit a bookmark In Acrobat, you can change a bookmark’s attributes at any time. Last updated 10/11/2011 262 USING ACROBAT X STANDARD Editing PDFs More Help topics “Action types” on page 287 Rename a bookmark ❖ Select the bookmark in the Bookmarks panel, choose Rename Bookmark in the options menu , and type the new bookmark name. Wrap text in a long bookmark ❖ Click the Bookmarks button, and choose Wrap Long Bookmarks from the options menu . All the text of long bookmarks shows regardless of the width of the navigation pane. (This option is on when checked, and off when not checked.) Change the text appearance of a bookmark You can change the appearance of a bookmark to draw attention to it. 1 In the Bookmarks panel, select one or more bookmarks. 2 (Acrobat only) To change the color and style of the text, choose View > Show/Hide > Toolbars Items > Properties Bar. After you have defined a bookmark’s appearance, you can reuse the appearance settings. To do this, select the bookmark and from the options menu , choose Use Current Appearance As New Default. 3 To change the font size, from the options menu , choose Text Size > [size]. Change a bookmark’s destination 1 In the Bookmarks panel, select the bookmark. 2 In the document pane, move to the location you want to specify as the new destination. 3 If necessary, adjust the view magnification. 4 Choose Set Bookmark Destination in the options menu . Note: The Set Bookmark Destination option is context sensitive. It appears only when you have an existing bookmark selected. Add an action to a bookmark 1 In the Bookmarks panel, select a bookmark. 2 From the options menu , choose Properties. 3 In the Bookmark Properties dialog box, click Actions. 4 Choose an action from the Select Action menu, and click Add. Delete a bookmark ❖ In the Bookmarks panel, select a bookmark or range of bookmarks, and then press Delete. Important: Deleting a bookmark deletes any bookmarks that are subordinate to it. Deleting a bookmark does not delete any document text. Create a bookmark hierarchy You can nest a list of bookmarks to show a relationship between topics. Nesting creates a parent/child relationship. You can expand and collapse this hierarchical list as desired. Last updated 10/11/2011 263 USING ACROBAT X STANDARD Editing PDFs Nest one or more bookmarks 1 Select the bookmark or range of bookmarks you want to nest. 2 Drag the icon or icons directly underneath the parent bookmark icon. The Line icon shows the position of the icon or icons. The bookmark is nested; however, the actual page remains in its original location in the document. Nesting a bookmark (left), and the result (right) Move bookmarks out of a nested position 1 Select the bookmark or range of bookmarks you want to move. 2 Move the selection by doing one of the following: • Drag the icon or icons, positioning the arrow directly under the label of the parent bookmark. • Choose Cut from the options menu , select the parent bookmark, and then choose Paste Under Selected Bookmark from the options menu. Moving a bookmark out of its nested position (left), and the result (right) Expand or collapse all top-level bookmarks ❖ From the options menu , choose Expand Top-Level Bookmarks or Collapse Top-Level Bookmarks. Add tagged bookmarks Tagged bookmarks give you greater control over page content than do regular bookmarks. Because tagged bookmarks use the underlying structural information of the document elements (for example, heading levels, paragraphs, table titles), you can use them to edit the document, such as rearranging their corresponding pages in the PDF, or deleting pages. If you move or delete a parent tagged bookmark, its children tagged bookmarks are moved or deleted along with it. Many desktop publishing applications, such as Adobe InDesign® and Microsoft Word, create structured documents. When you convert these documents to PDF, the structure is converted to tags, which support the addition of tagged bookmarks. Converted web pages typically include tagged bookmarks. Last updated 10/11/2011 264 USING ACROBAT X STANDARD Editing PDFs If your document doesn’t include tags, you can always add them in Acrobat. 1 In the Bookmarks panel, choose New Bookmarks From Structure from the options menu . (If this option isn’t available, the document isn’t structured.) 2 Select the structure elements you want specified as tagged bookmarks. Ctrl-click to add to the selection. The tagged bookmarks are nested under a new, untitled bookmark. More Help topics “Links and bookmarks in web pages” on page 269 Links and attachments Create a link Links let you jump to other locations in the same document, to other electronic documents including attachments, or to websites. You can use links to initiate actions or to ensure that your reader has immediate access to related information. You can also add actions to play a sound or movie file. More Help topics “Destinations” on page 266 Create a link using the Link tool 1 Choose Tools > Content > Link. The pointer becomes a cross hair, and any existing links in the document, including invisible links, are temporarily visible. 2 Drag a rectangle where you want to create a link. This is the area in which the link is active. 3 In the Create Link dialog box, choose the options you want for the link appearance. 4 Select one of the following link actions: Go To A Page View Click Next to set the page number and view magnification you want in the current document or in another document (such as a file attachment), and then click Set Link. Open A File Select the destination file and click Select. If the file is a PDF, specify how the document should open (for example in a new window or within an existing window), and then click OK. Note: If the filename is too long to fit in the text box, the middle of the name is truncated. Open A Web Page Provide the URL of the destination web page. Custom Link Click Next to open the Link Properties dialog box. In this dialog box, you can set any action, such as reading an article, or executing a menu command, to be associated with the link. Additional resources For tutorials on creating links, see these resources: • Adding links to an Acrobat page: www.peachpit.com/articles/article.aspx?p=1694067&seqNum=2 • Creating hyperlinks in Adobe Acrobat: http://blogs.adobe.com/acrolaw/2010/04/creating-hyperlinks-in-adobeacrobat/ Last updated 10/11/2011 265 USING ACROBAT X STANDARD Editing PDFs Edit a link You can edit a link at any time. You can change its hotspot area or associated link action, delete or resize the link rectangle, or change the destination of the link. Changing the properties of an existing link affects only the currently selected link. If a link isn’t selected, the properties will apply to the next link you create. You can change the properties of several links at once if you drag a rectangle to select them using the Link tool or the Select Object tool. Move or resize a link rectangle 1 Select the Link tool or the Select Object tool , (Tools > Content > Select Object) and then move the pointer over the link rectangle so that the handles appear. 2 Do one of the following: • To move the link rectangle, drag it. • To resize the link rectangle, drag any corner point. Change the appearance of a link 1 Select the Link tool and double-click the link rectangle. 2 In the Appearance tab of the Link Properties dialog box, choose a color, line thickness, and line style for the link. 3 Select a highlight style for when the link is selected: None Doesn’t change the appearance of the link. Invert Changes the link’s color to its opposite. Outline Changes the link’s outline color to its opposite. Inset Creates the appearance of an embossed rectangle. Note: The Link Type, Color, and Line Style options are not available if Invisible is selected for Appearance. 4 Select Invisible Rectangle for Link Type if you don’t want users to see the link in the PDF. An invisible link is useful if the link is over an image. 5 Select the Locked option if you want to prevent users from accidentally changing your settings. 6 To test the link, select the Hand tool. Note: The link properties in the Create Link dialog box apply to all new links that you create until you change the properties. To reuse the appearance settings for a link, right-click the link whose properties you want to use as the default, and choose Use Current Appearance As New Default. Edit a link action 1 Select the Link tool and double-click the link rectangle. 2 In the Actions tab of the Link Properties dialog box, select the listed action you want to change, and click Edit. Delete a link 1 Select the Link tool or the Select Object tool . 2 Select the link rectangle you want to delete. 3 Choose Edit > Delete, or press the Delete key. Last updated 10/11/2011 266 USING ACROBAT X STANDARD Editing PDFs Create web links from URLs You can automatically create links in a PDF from all URLs or from URLs on selected pages. When selected, the Create Links From URLs setting in the General preferences generates active links from text in all PDFs that you open. Create web links 1 Choose Tools > Document Processing > Create Links From URLs. 2 In the Create Web Links dialog box, select All to create links from all URLs in the document, or select From and enter a page range to create links on selected pages. Remove all web links ❖ Choose Tools > Document Processing > Remove All Links. Link to a file attachment You can direct users to a PDF attachment by creating a link in the parent PDF document that jumps to the attachment. Note: Don’t confuse file attachments with files that can be opened from a link. Linked documents may be stored in different locations; file attachments are always saved with the PDF. 1 Open a PDF that contains a PDF file attachment. 2 Go to where you want to create a link. If that location is in the file attachment, click the Attachments button in the navigation pane, select the file attachment, and click Open. 3 Choose Tools > Content > Link, and select the area for the link. 4 In the Create Link dialog box, set the link appearance, select Go To A Page View, and then click Next. 5 Set the page number and view magnification you want, either in the parent PDF document or in the file attachment, and then click Set Link. Destinations A destination is the end point of a link and is represented by text in the Destinations panel. Destinations enable you to set navigation paths across a collection of PDFs. Linking to a destination is recommended when linking across documents because, unlike a link to a page, a link to a destination is not affected by the addition or deletion of pages within the target document. View and manage destinations Manage destinations from the Destinations panel in the navigation pane. View destinations ❖ Choose View > Show/Hide > Navigation Panes > Destinations. All destinations are automatically scanned. Sort the destinations list ❖ Do one of the following: • To sort destination names alphabetically, click the Name label at the top of the Destinations panel. • To sort destinations by page number, click the Page label at the top of the Destinations panel. Last updated 10/11/2011 267 USING ACROBAT X STANDARD Editing PDFs Change or delete a destination ❖ In the Destinations panel, right-click the destination, and choose a command: • To move to the target location, choose Go To Destination. • To delete the destination, choose Delete. • To reset the target of the destination to the page displayed, choose Set Destination. • To give the destination a different name, choose Rename. Create and link a destination You can create a link to a destination in the same or another PDF. 1 In the target document (destination), choose View > Show/Hide > Navigation Panes > Destinations. If the document already includes a destination that you want to link to, skip to step 5. 2 Navigate to the location where you want to create a destination, and set the desired view. 3 In the Destinations panel, choose New Destination from the options menu , and name the destination. 4 Save the target document. 5 In the source document (where you want to create the link), choose Tools > Content > Link , and drag a rectangle to specify a location for the link. 6 In the Create Link dialog box, set the link appearance, select Go To A Page View, and then click Next. 7 In the target document, in the Destinations panel, double-click the destination. 8 Save the source document. Add an attachment You can attach PDFs and other types of files to a PDF. If you move the PDF to a new location, the attachments move with it. Attachments may include links to or from the parent document or to other attachments. Don’t confuse attached comments with file attachments. A file attached as a comment appear in the page with a File Attachment icon or Sound Attachment icon, and in the Comments List with other comments. (See “Add comments in a file attachment” on page 141.) Use the Attachments panel to add, delete, or view attachments. 1 Choose Tools > Content > Attach A File. 2 In the Add Files dialog box, select the file you want to attach, and click Open. Important: If you attach EXE, VBS, or ZIP file formats, Acrobat warns you that it won’t open the file once attached because the format is associated with malicious programs, macros, and viruses that can damage your computer. 3 To make the attachment viewable in Acrobat 5.0 or earlier, do one of the following: • Choose View > Show/Hide > Navigation Panes > Attachments, and select Show Attachments By Default from the options menu (selected by default). Last updated 10/11/2011 268 USING ACROBAT X STANDARD Editing PDFs • Choose File > Properties, click the Initial View tab, choose Attachments Panel And Page from the Navigation Tab menu, and click OK. 4 Save the PDF. 5 (Optional) To add a description to the attachment that helps differentiate between similar files in the Attachments panel, select the attached file, and from the options menu description, and then save the file. , choose Edit Description. Edit the text of the More Help topics “Open, save, or delete an attachment” on page 268 “Attachments” on page 194 Open, save, or delete an attachment You can open a PDF attachment and make changes to it—if you have permissions—and your changes are applied to the PDF attachment. For other types of file attachments, you have an option of opening or saving the file. Opening the file starts the application that handles the file format of the attachment—you must have that application to open the attachment. Any changes you make are not applied to the attachment. Instead, save changes to the file, and then reattach it to the PDF document. Note: Acrobat does not open EXE, VBS, and ZIP file formats because these formats are associated with malicious programs, macros, and viruses that can damage your computer. Open an attachment ❖ In the Attachments panel, select the attachment, and then choose Open Attachment from the options menu . Save an attachment ❖ In the Attachments panel, select one or more attachments, and then choose Save Attachment from the options menu . If you selected a single attachment, you have the option to rename the file. Delete an attachment ❖ In the Attachments panel, select an attachment, and then choose Delete Attachment from the options menu . Search in attachments When searching for specific words or phrases, you can include attached PDFs as well as several other file types in the search. Windows users can search Microsoft Office documents (such as .doc, .xls, and .ppt), AutoCAD drawing file formats (.dwg and .dwf), HTML files, and Rich Text Format (.rtf) files. Mac OS users can search Microsoft Word (.doc), HTML, and .rtf files. Search results from attachments appear in the Results list beneath the attachment filename and icon. Attachments in other formats are ignored by the search engine. Note: To enable Microsoft and AutoCAD file searches, the IFilters appropriate to the file types must be installed. IFilters are typically installed with their applications, but can also be downloaded from product websites. Search attachments from the Attachments panel 1 In the Attachments panel, choose Search Attachments from the options menu Last updated 10/11/2011 . 269 USING ACROBAT X STANDARD Editing PDFs 2 In the Search window, type the word or phrase that you want to search for, select the results option you want, and then click Search Attachments. Search attachments from the Search window 1 Choose Edit > Advanced Search. 2 Type the word or phrase that you want to search for, and select the results option you want. 3 Click Show More Options at the bottom of the window, and then select Include Attachments. Converted web pages Links and bookmarks in web pages You can work with a PDF document created from web pages the same way you work with any other PDF. Depending on how you configured Acrobat, clicking a link on a converted web page adds the page for that link to the end of the PDF, if it isn’t already included. Note: Remember that one web page can become multiple PDF pages. A web page is a single topic (or URL) from a website and is often one continuous HTML page. When you convert a web page to PDF, it may be divided into multiple standardsize PDF pages. When you first create a PDF from web pages, tagged bookmarks are generated if Create Bookmarks is selected in the Web Page Conversion Settings dialog box. A standard (untagged) bookmark representing the web server appears at the top of the Bookmarks tab. Under that bookmark is a tagged bookmark for each web page downloaded; the tagged bookmark’s name comes from the page’s HTML title or the URL, if no title is present. Tagged web bookmarks are initially all at the same level, but you can rearrange them and nest them in family groups to help keep track of the hierarchy of material on the web pages. If Create PDF Tags is selected when you create a PDF from web pages, structure information that corresponds to the HTML structure of the original pages is stored in the PDF. You can use this information to add tagged bookmarks to the file for paragraphs and other items that have HTML elements. More Help topics “About bookmarks” on page 260 Get information on converted web pages You can display a dialog box with the current page’s URL, title, date and time downloaded, and other information. ❖ Choose Tools > Document Processing > Web Capture > Page Info. Compare converted pages with current web pages ❖ To open a page or web link, do one of the following: • To open the current page in a web browser, choose Tools > Document Processing > Web Capture > Open Page In Web Browser. • To open the bookmarked page, right-click a tagged bookmark, and choose Open Page In Web Browser. • To open a linked page, right-click a link in the PDF version of the web page, and choose Open Web Link In Browser. Last updated 10/11/2011 270 USING ACROBAT X STANDARD Editing PDFs The browser opens in a new application window to the page you specify. Articles About articles Many traditional print documents, such as magazines and newspapers, arrange text in multiple columns. Stories flow from column to column and sometimes across several pages. While the format is effective for printed material, this type of structure can be difficult to follow on-screen because of the scrolling and zooming required. The article feature enables you to guide readers through material presented in multiple columns and across a series of pages. A B A 1 C 2 A 3 The flow of an article thread. The user reads through text A, skips text B and C, and moves on to text A again. Define articles You create an article by defining a series of boxes around the content in the order in which you want the content read. The navigational path you define for an article is known as the article thread. You create a thread connecting the various boxes, unifying them into a continuous text flow. Most desktop publishing programs allow you to generate article threads automatically as you convert the files to Adobe PDF. If the file you’re viewing has articles, you can show the names of the articles on a tab and navigate easily through them. 1 Choose Tools > Document Processing > Add Article Box. The pointer appears as a cross-hair pointer in the document window. 2 Drag a rectangle to define the first article box. An article box appears around the enclosed text, and the pointer changes to the article pointer. Each article box you create has a label that consists of the article number and its sequence within the article. For example, the first box for the first article is labeled 1-1, the second box 1-2, and so on. The boxes for the second article in the same document are labeled 2-1, 2-2, 2-3, and so on. 3 Go to the next part of the document you want to include in the article, and draw a rectangle around that text. Repeat until you have defined the entire article. Note: To resize or move an article box, you must first end the article. 4 To end the article, press Enter. Last updated 10/11/2011 271 USING ACROBAT X STANDARD Editing PDFs 5 In the Article Properties dialog box, enter the article title, subject, author, and any keywords to describe the article, and click OK. View and edit an article Use the Article tool to create, display, and make changes to an article box in the PDF document. View articles on the page ❖ Choose Tools > Document Processing > Add Article Box. View articles in the PDF 1 Choose View > Show/Hide > Navigation Panes > Articles. 2 To read an article, double-click it, or select the article and choose Read Article from the options menu in the Articles panel. The first line of the article appears in the upper left corner. 3 To hide the Articles panel after the article opens, select Hide After Use in the options menu of the Articles panel. Delete an article or article box ❖ In the Articles panel, do one of the following: • To delete the entire article, select the article in the Articles panel, and press the Delete key. • To delete only one box from an article, right-click the box, and choose Delete. In the warning message, select Box. If you select Article, the entire article is deleted. The remaining articles or article boxes are automatically renumbered. Insert an article box into an article thread 1 In the Document window, select the article box that you want the new article box to follow. 2 Click the plus sign (+) at the bottom of the selected box, and click OK when prompted to drag and create a new article box. An example of selecting an article with the Article tool 3 Draw a new article box. The new box is inserted into the article flow, and all following boxes are renumbered. Move or resize an article box ❖ Using the Article tool, select the article box, and do one of the following: • To move the box, drag it to the new location. Last updated 10/11/2011 272 USING ACROBAT X STANDARD Editing PDFs • To resize the box, drag a center handle to change only height or width, or drag a corner handle to change both dimensions. An example of resizing an article box Edit article properties 1 Using the Article tool, select the article box that you want to edit. 2 Right-click the box, and choose Properties. 3 Change the information in the Articles Properties dialog box, and click OK. Combine two articles 1 In the document pane, select any article box in the article you want to be read first. 2 Select the plus sign (+) at the bottom of the article box, and click OK to dismiss the prompt to create a new article box. 3 Ctrl-click an article box you want to be read next. The second article is appended to the end of the first article. All article boxes in the piece are renumbered automatically. Text and objects Choosing a tool A common misconception about PDF documents is that they should behave like any other document that contains images and text, letting you freely move or edit items on a page. A PDF is like a snapshot of your original document. You can perform minor touch-ups, but if your PDF requires substantial revision, it’s easier to make changes to the source document and regenerate the PDF. For editing text and objects, choose from the tools in the Tools task pane. To insert editing marks in a PDF to indicate your changes to the original document, see “Mark up text with edits” on page 133. The Edit Document Text tool lets you add to and replace existing text if the fonts used are available on the system. If the fonts aren’t available, you can change only the appearance of existing text. However, you can add new blocks of text using the Edit Document Text tool. To wrap text on a line during editing, select Enable Text Word Wrapping in the Touchup Preferences. Add or Edit Text Box command also lets you create new text, but provides fewer options to modify new text than the Edit Document Text tool. See video The Basics of Editing a PDF Document for a quick overview. Note: Using Edit Document Text may affect how the document reflows, which can make the document less accessible to the visually impaired. Last updated 10/11/2011 273 USING ACROBAT X STANDARD Editing PDFs The Select Object tool provides basic editing capabilities for most objects. You can modify the size, page location, and properties of images, links, fields, and multimedia objects. You can make these same changes with the tool used to create the object. Editing text with the Edit Document Text tool Edit text You can insert or replace text only if the font used for that text is installed on your system. If the font isn’t installed on your system but is embedded or subsetted in the PDF, you can make changes only to color, word spacing, character spacing, baseline offset, or font size. You can edit text on rotated lines in the same way as on horizontal lines, and you can edit text using vertical fonts in the same way as text using horizontal fonts. The baseline offset or shift for vertical fonts is left and right, instead of up and down for horizontal fonts. Note: Editing and saving a digitally signed PDF invalidates the signature. Edit text using the Edit Document Text tool (formerly TouchUp Text) The Edit Document Text tool works best when editing only a few characters. For more extensive editing, make changes in the original document (if available), and then recreate the PDF. If the original document is unavailable, try exporting the PDF to Word. Choose File > Save As > Microsoft Word > [version]. For details, see “Convert PDFs to Word, RTF, spreadsheets or other formats” on page 109. 1 Choose Tools > Content > Edit Document Text. 2 Click in the text you want to edit. A bounding box outlines the selectable text. If a bounding box doesn’t appear, choose Tools > Recognize Text > In This File. For details, see “Recognize text in scanned documents” on page 46. 3 Select the text you want to edit: • Choose Edit > Select All to select all the text in the bounding box. • Drag to select characters, spaces, words, or a line. 4 Edit the text by doing one of the following: • Type new text to replace the selected text. • Press Delete, or choose Edit > Delete to remove the text. • Choose Edit > Copy to copy the selected text. • Right-click/Command-click the text and choose the appropriate option. Note: If you can’t edit the text, see “Replace custom fonts with local fonts” on page 274. 5 Click outside the selection to deselect it and start over. Last updated 10/11/2011 274 USING ACROBAT X STANDARD Editing PDFs Replace custom fonts with local fonts Documents scanned to PDF using the ClearScan option in Acrobat can’t be edited until you replace the fonts. During the conversion to PDF, ClearScan converts the fonts in the document to custom fonts. To edit the scanned text, replace the custom fonts with fonts that you have on your computer. These fonts are called system or local fonts. 1 Use the TouchUp Text tool to select the text you want to edit. 2 Right-click/Command-click the selected text, and choose Properties. Make sure the Text tab opens. 3 Open the Font menu, and select a font below the line that closely matches the custom font. A B Replace custom fonts (A) with local fonts (B). 4 In the Font Size menu, select a size that closely matches the custom font. 5 Leave the other properties in the Text tab as they are. Edit text attributes 1 Select Tools > Content > Edit Document Text. 2 Click in the text you want to edit. 3 Right-click the text, and choose Properties. 4 In the TouchUp Properties dialog box, click the Text tab. You can change any of the following text attributes: Font Changes the font used by the selected text to the font you specify. You can select any font installed on your system or fully embedded in the PDF document. Document fonts are listed at the top; system fonts are listed below. Font Size Changes the font size to the size (in points) that you specify. Character Spacing Inserts uniform spacing between two or more characters in selected text. Word Spacing Inserts uniform spacing between two or more words in selected text. Horizontal Scaling Specifies the proportion between the height and the width of the type. Baseline Offset Offsets the text from the baseline. The baseline is the line on which the type rests. Fill Specifies the fill color. Last updated 10/11/2011 275 USING ACROBAT X STANDARD Editing PDFs Stroke Specifies the stroke color. Stroke Width Specifies the width of the stroke. Note: For legal reasons, you must have purchased a font and have it installed on your system to revise text using that font. Add new text You can add or insert new text into a PDF using any of the fonts installed on the system. 1 Select Tools > Content > Edit Document Text. 2 Ctrl-click where you want to add text. 3 In the New Font dialog box, select the font and mode you want, and click OK. 4 Type the new text. 5 To change the font size and other attributes, select the text, right-click, and choose Properties. Note: Editing and saving a digitally signed PDF invalidates the signature. Add text using Add Or Edit Text Box (Typewriter tool) Use Add Or Edit Text Box (Tools > Content > Edit Text & Objects) to type text anywhere on a PDF page. Organizations sometimes provide PDF versions of their paper forms without interactive form fields. The Add or Edit Text Box tool provides a simple solution for filling out such forms. Note: Reader users can use the Add or Edit Text Box tool if the document author enables its use for that PDF. 1 Choose Tools > Content > Add Or Edit Text Box to open the Typewriter toolbar. 2 Click the Typewriter button. 3 Click where you want to type, and then begin typing. Press Enter to add a second line. Note: If a blue text box appears, double-click it to get the I-beam so you can enter text. 4 To change the text properties, select the text using the Selection tool in the Common Tools toolbar. (You may have to double-click a word to make the text properties available.) Then use any of the following tools in the Typewriter toolbar: • To change the text size, click the Decrease Text Size button or the Increase Text Size button. Or choose a typeface size from the pop-up menu. • To change the line spacing (leading), click the Decrease Line Spacing button or the Increase Line Spacing button. • Choose a color from the Text Color pop-up menu. • Choose a typeface from the typeface pop-up menu. 5 To move or resize Typewriter text block, select the Select tool, click a Typewriter text block, and drag the text block or one of its corners. 6 To edit the text again, select the Typewriter tool, and then double-click the Typewriter text. Note: Editing and saving a digitally signed PDF invalidates the signature. Last updated 10/11/2011 276 USING ACROBAT X STANDARD Editing PDFs Embed fonts using the Edit Document Text tool Embedding fonts ensures that your PDF uses the same fonts as the original document, no matter where you open the PDF or what fonts are installed on that system. 1 Choose Tools > Content > Edit Document Text. 2 Click the text containing the font embedding or subsetting to edit. A paragraph of text is enclosed in a bounding box. You can select text within the paragraph by dragging. 3 Right-click the text, and choose Properties. 4 In the TouchUp Properties dialog box, click the Text tab to display the font name and font properties as well as embedding and subset capabilities. 5 To see a list of all the fonts, scroll through the Font menu. Document fonts are listed first. Your system fonts are listed below the document fonts. 6 Choose a font from the Font menu, check the permissions to determine which options are available for that font, and then select an embedding option. The permissions determine which embedding options are available: Can Embed Font You can select both the Embed and Subset options. To embed the entire font rather than a subset, make sure that Subset is not selected. Can Embed Font For Print And Preview Only You can only subset-embed the font. You can embed the font for print and preview but not for editing. Cannot Embed Font Both the Embed and Subset options are unavailable. No System Font Available Both the Embed and Subset options are unavailable. Note: Editing and saving a digitally signed PDF invalidates the signature. More Help topics “Fonts” on page 81 Working with objects A selected object usually shows a bounding box. Selection handles appear when the pointer is over the object. When the pointer is over a locked object, no selection handles appear. When you select multiple objects, the last object you select becomes the anchor and appears red; the others appear blue. The anchor object remains stationary during alignment operations. To make another object in the selection the anchor object, Ctrl-click the new target object twice, once to remove the object from the selection, and once to add it back to the selection. As the last object added to the selection, it becomes the anchor object. When objects of the same type are selected and the selection covers multiple pages, you can change the appearance of the objects but not move them. Note: Editing and saving a digitally signed PDF invalidates the signature. Select an object 1 Select one or more objects: • Click the object with the Select Object tool , or with the tool you used to create the object. Use the Select Object tool to select and move objects such as form fields and links. Last updated 10/11/2011 277 USING ACROBAT X STANDARD Editing PDFs • Right-click the object and choose Select All from the context menu. If the Select Object tool is active and the document uses single-page layout, all objects on the current page are selected. If the document is in any other page layout, all objects in the document are selected. If a tool in the Content panel is active, all objects of that type in the document are selected. 2 (Optional) Add one or more objects to the current selection: • Ctrl-click an object. • Shift-click to add a range of objects. (The Select Object tool includes all objects when you Shift-click.) Using Shift selects all items that lie within the rectangular bounding box formed by all items in the selection (including the item that was just added). Move an object 1 Click the object with the Select Object tool , or the tool used to create the object. 2 Move the image or object: • Drag the object to the desired location. Objects cannot be dragged to a different page (you can cut and paste them to a new page instead). Shift-drag the object to constrain movement up or down, or right or left. • Right-click the image and choose an option to move the image on the page. Resize an object 1 Click the object with the Select Object tool , or the tool used to create the object. 2 Drag a handle of the object. Shift-drag the handle to retain the original aspect ratio. Setting up a presentation Defining initial view as Full Screen mode Full Screen mode is a property you can set for PDFs used for presentations. In Full Screen mode, PDF pages fill the entire screen, and the Acrobat menu bar, toolbar, and window controls are hidden. You can also set other opening views, so that your documents or collections of documents open to a consistent view. In either case, you can add page transitions to enhance the visual effect as the viewer pages through the document. To control how you navigate a PDF (for example, advancing pages automatically), use the options in the Full Screen panel of the Preferences dialog box. These preferences are specific to a system—not a PDF document—and affect all PDFs that you open on that system. Therefore, if you set up your presentation on a system you control, you can control these preferences. Last updated 10/11/2011 278 USING ACROBAT X STANDARD Editing PDFs Normal view and Full Screen view. Define an initial view When a user opens your PDF document or PDF Portfolio, they see the initial view of the PDF. You can set the initial view to the magnification level, page, and page layout that you want. If your PDF is a presentation, you can set the initial view to Full Screen mode. In Acrobat Pro you can create Action Wizards to change default settings for multiple documents. After you define the initial view of the PDF, you can add page transitions to selected pages or the entire document. Acrobat supports page transitions and bullet fly-ins from PowerPoint. More Help topics “View document properties” on page 280 “Set the page layout and orientation” on page 27 Define the initial view 1 Choose File > Properties. 2 In the Document Properties dialog box, click Initial View. 3 Select the options you want, and then click OK. You have to save and reopen the file to see the effects. Define the initial view as Full Screen mode When setting the initial view of a PDF to Full Screen mode, you must define how the document opens. 1 Choose File > Properties. 2 In the Document Properties dialog box, select Initial View. 3 For best results, do the following: • Choose Page Only from the Navigation Tab menu. Last updated 10/11/2011 279 USING ACROBAT X STANDARD Editing PDFs • Choose Single Page from the Page Layout menu. • Set Open To Page to the page on which you want to start the presentation. 4 Select Open In Full Screen Mode to open the document without the menu bar, toolbar, or window controls displayed. Click OK. (You have to save and reopen the file to see the effects.) Note: Users can exit Full Screen mode by pressing Esc if their preferences are set this way. However, in Full Screen mode, users cannot apply commands and select tools unless they know the keyboard shortcuts. You may want to set up page actions in the document to provide this functionality. Initial View options for document properties The Initial View options in the Document Properties are organized into three areas: Layout And Magnification, Window Options, and User Interface Options. Layout And Magnification Determines the appearance of the document. Note: Two conditions can affect page layout and magnification. 1) Someone has already set an individual PDF to a different intial view in File > Properties. 2) You have the option Restore Last View Settings When Reopening Documents selected in Edit > Preferences > Document category. • Navigation Tab Determines which panels are displayed in the navigation pane. • Page Layout Determines how document pages are arranged. • Magnification Sets the zoom level the document will appear at when opened. Default uses the magnification set by the user. • Open To Page Specifies the page that appears when the document opens. Note: Setting Default for the Magnification and Page Layout options uses the individual users’ settings in the Page Display preferences. Window Options Determine how the window adjusts in the screen area when a user opens the document. These options apply to the document window itself in relationship to the screen area of the user’s monitor. • Resize Window To Initial Page Adjusts the document window to fit snugly around the opening page, according to the options that you selected under Document Options. • Center Window On Screen Positions the window in the center of the screen area. • Open In Full Screen Mode Maximizes the document window and displays the document without the menu bar, toolbar, or window controls. • Show File Name Shows the filename in the title bar of the window. • Show Document Title Shows the document title in the title bar of the window. The document title is obtained from the Description panel of the Document Properties dialog box. User Interface Options Determine which parts of the interface—the menu bar, the toolbars, and the window controls—are hidden. Note: If you hide the menu bar and toolbars, users cannot apply commands and select tools unless they know the keyboard shortcuts. You may want to set up page actions that temporarily hide interface controls while the page is in view. (See “Add actions with page thumbnails” on page 287.) Last updated 10/11/2011 280 USING ACROBAT X STANDARD Editing PDFs Add page transitions You can create an interesting effect that occurs each time a page advances by using page transitions. 1 Do one of the following: • Choose Tools > Document Processing > Page Transitions. • In the Page Thumbnails panel, select the page thumbnails you want to apply transitions to, and choose Page . Transitions from the options menu 2 In the Set Transitions dialog box, choose a transition effect from the Transition menu. These transition effects are the same as those set in the Full Screen preferences. 3 Choose the direction in which the transition effect occurs. Available options depend on the transition. 4 Choose the speed of the transition effect. 5 Select Auto Flip, and enter the number of seconds between automatic page turning. If you do not select this option, the user turns pages using keyboard commands or the mouse. 6 Select the Page Range you want to apply transitions to. Note: If users select Ignore All Transitions in the Full Screen preferences, they do not see the page transitions. Document properties and metadata View document properties When you view a PDF, you can get information about it, such as the title, the fonts used, and security settings. Some of this information is set by the person who created the document, and some is generated automatically. In Acrobat, you can change any information that can be set by the document creator, unless the file has been saved with security settings that prevent changes. 1 Choose File > Properties. 2 Click a tab in the Document Properties dialog box. More Help topics “Choosing a security method” on page 198 “Create print presets” on page 335 Document Properties Description Shows basic information about the document. The title, author, subject, and keywords may have been set by the person who created the document in the source application, such as Word or InDesign, or by the person who created the PDF. You can search for these description items to find particular documents. The Keywords section can be particularly useful for narrowing searches. Note that many search engines use the title to describe the document in their search results list. If a PDF does not have a title, the filename appears in the results list instead. A file’s title is not necessarily the same as its filename. The Advanced area shows the PDF version, the page size, number of pages, whether the document is tagged, and if it’s enabled for Fast Web View. (The size of the first page is reported in PDFs or PDF Portfolios that contain multiple page sizes.) This information is generated automatically and cannot be modified. Last updated 10/11/2011 281 USING ACROBAT X STANDARD Editing PDFs Security Describes what changes and functionality are allowed within the PDF. If a password, certificate, or security policy has been applied to the PDF, the method is listed here. Fonts Lists the fonts and the font types used in the original document, and the fonts, font types, and encoding used to display the original fonts. If substitute fonts are used and you aren’t satisfied with their appearance, you may want to install the original fonts on your system or ask the document creator to re-create the document with the original fonts embedded in it. Initial View (Acrobat only) Describes how the PDF appears when it’s opened. This includes the initial window size, the opening page number and magnification level, and whether bookmarks, thumbnails, the toolbar, and the menu bar are displayed. You can change any of these settings to control how the document appears the next time it is opened. You can also create JavaScript that runs when a page is viewed, a document is opened, and more. Custom (Acrobat only) Lets you add document properties to your document. Advanced Lists PDF settings, print dialog presets, and reading options for the document. In the PDF settings for Acrobat, you can set a base Uniform Resource Locator (URL) for web links in the document. Specifying a base URL makes it easy for you to manage web links to other websites. If the URL to the other site changes, you can simply edit the base URL and not have to edit each individual web link that refers to that site. The base URL is not used if a link contains a complete URL address. You can also associate a catalog index file (PDX) with the PDF. When the PDF is searched with the Search PDF window, all of the PDFs that are indexed by the specified PDX file are also searched. You can include prepress information, such as trapping, for the document. You can define print presets for a document, which prepopulate the Print dialog box with document-specific values. You can also set reading options that determine how the PDF is read by a screen reader or other assistive device. Add a description to Document Properties You can add keywords to the document properties of a PDF that other people might use in a search utility to locate the PDF. 1 Choose File > Properties. 2 Click the Description tab, and type the author’s name, subject, and keywords. 3 (Optional) Click Additional Metadata to add other descriptive information, such as copyright information. Create document properties You can add custom document properties that store specific types of metadata, such as the version number or company name, in a PDF. Properties you create appear in the Document Properties dialog box. Properties you create must have unique names that do not appear in the other tabs in the Document Properties dialog box. 1 Choose File > Properties, and then select Custom. 2 To add a property, type the name and value, and then click Add. 3 To change the properties, do any of the following, and then click OK: • To edit a property, select it, change the Value, and then click Change. • To delete a property, select it and click Delete. To change the name of a custom property, delete the property and create a new custom property with the name you want. Last updated 10/11/2011 282 USING ACROBAT X STANDARD Editing PDFs Edit document metadata PDF documents created in Acrobat 5.0 or later contain document metadata in XML format. Metadata includes information about the document and its contents, such as the author’s name, keywords, and copyright information, that can be used by search utilities. The document metadata contains (but is not limited to) information that also appears in the Description tab of the Document Properties dialog box. Document metadata can be extended and modified using third-party products. The Extensible Metadata Platform (XMP) provides Adobe applications with a common XML framework that standardizes the creation, processing, and interchange of document metadata across publishing workflows. You can save and import the document metadata XML source code in XMP format, making it easy to share metadata among different documents. You can also save document metadata to a metadata template that you can reuse in Acrobat. View document metadata 1 Choose File > Properties, and click the Additional Metadata button in the Description tab. 2 Click Advanced to display all the metadata embedded in the document. (Metadata is displayed by schema—that is, in predefined groups of related information.) Display or hide the information in schemas by schema name. If a schema doesn’t have a recognized name, it is listed as Unknown. The XML name space is contained in parentheses after the schema name. Edit or append document metadata 1 Choose File > Properties, click the Description tab, and then click Additional Metadata. 2 Select Advanced from the list on the left. 3 To edit the metadata, do any of the following, and then click OK. • To add previously saved information, click Append, select an XMP or FFO file, and click Open. • To add new information and replace the current metadata with information stored in an XMP file, click Replace, select a saved XMP or FFO file, and click Open. New properties are added, existing properties that are also specified in the new file are replaced, and existing properties that are not in the replacement file remain in the metadata. • To delete an XML schema, select it and click Delete. • To append the current metadata with metadata from a template, hold down Ctrl (Windows) or Command (Mac OS) and choose a template name from the dialog box menu in the upper right corner. Note: You must save a metadata template before you can import metadata from a template. • To replace the current metadata with a template of metadata, choose a template file (XMP) from the dialog box menu in the upper right corner. Save metadata as a template or file 1 Choose File > Properties, click the Description tab, and then click Additional Metadata. 2 Select Advanced from the list on the left. 3 Save the document metadata, and then click OK: • To save the metadata to an external file, click Save and name the file. The metadata is stored as a file in XMP format. (To use the saved metadata in another PDF, open the document and use these instructions to replace or append metadata in the document.) • To save the metadata as a template, choose Save Metadata Template from the dialog box menu in the upper right corner, and name the file. Last updated 10/11/2011 283 USING ACROBAT X STANDARD Editing PDFs View object data and metadata You can view the metadata information of certain objects, tags, and images within a PDF. You can edit and export metadata for Visio objects only. Use the Object Data tool to view object grouping and object data. More Help topics “Find text in multiple PDFs” on page 293 View and edit Visio object metadata 1 Choose Tools > Analyze > Object Data Tool. 2 Double-click an object on the page to show its metadata. The Model Tree opens and shows a hierarchical list of all structural elements. The selected object’s metadata appears as editable properties and values at the bottom of the Model Tree. The selected object is highlighted on the page. Use the Highlight Color menu at the top of the Model Tree to choose a different color. 3 To edit the metadata, type in the boxes at the bottom of the Model Tree. 4 To export object metadata, from the options menu, choose Export As XML > Whole Tree to export all objects in the Model Tree, or choose Export As XML > Current Node to export only the selected object and its children. Name and save the file. Export Visio object metadata 1 Choose Tools > Analyze > Object Data Tool. 2 Double-click an object on the page to show its metadata. 3 From the options menu , choose one of the following: • Choose Export As XML > Whole Tree to export all objects. • Choose Export As XML > Current Node to export only the selected object and its children. 4 Name and save the file. Last updated 10/11/2011 284 USING ACROBAT X STANDARD Editing PDFs Layers About PDF layers You can view, navigate, and print layered content in PDFs created from applications such as InDesign, AutoCAD, and Visio. You can control the display of layers using the default and initial state settings. For example, you can hide a layer containing a copyright notice whenever a document is displayed on screen, while ensuring that the layer always prints. Show or hide layers Information can be stored on different layers of a PDF. The layers that appear in the PDF are based on the layers created in the original application. Use the Layers panel to examine layers and show or hide the content associated with each layer. Items on locked layers cannot be hidden. Some layers may be organized into nested groups with a parent layer. Other layers may be in groups with no parent layer. Note: A Lock icon in the Layers panel indicates that a layer is for information only. The visibility of a locked layer cannot be changed. A B C Layers panel A. Eye icon indicates a displayed layer B. Locked layer C. Hidden layer 1 Choose View > Show/Hide > Navigation Panes > Layers. 2 To hide a layer, click the eye icon. To show a hidden layer, click the empty box. (A layer is visible when the eye icon is present, and hidden when the eye icon is absent. This setting temporarily overrides the settings in the Layer Properties dialog box.) Note: In a nested layer group, if the parent layer is hidden, the nested layers are automatically hidden as well. If the parent layer is visible, nested layers can be made visible or hidden. 3 From the options menu , choose one of the following: List Layers For All Pages Shows every layer across every page of the document. List Layers For Visible Pages Shows layers only on the currently visible pages. Reset To Initial Visibility Resets layers to their default state. Apply Print Overrides Displays layers according to the Print settings in the Layer Properties dialog box (Prints When Visible, Never Prints, Always Prints). Last updated 10/11/2011 285 USING ACROBAT X STANDARD Editing PDFs Apply Export Overrides Displays layers according to the Export settings in the Layer Properties dialog box (Exports When Visible, Never Exports, Always Exports). Apply Layer Overrides Displays all layers. This option affects all optional content in the PDF, even layers that are not listed in the Layers panel. All layers are visible, regardless of the settings in the Layer Properties dialog box. You cannot change layer visibility using the eye icon until you deselect this command. When you edit layer properties in the Layer Properties dialog box, changes are not effective until you choose Reset To Initial Visibility in the options menu. (Changes to the layer name are the exception; they are effective immediately.) Note: You cannot save the view of a layered PDF by using the eye icon in the Layers panel to show and hide layers. When you save the file, the visibility of the layers automatically reverts to the initial visibility state. Reorder layers You can reorder individual layers in the Layers pane. This action is useful if you want to change the order of layers in the list, or move a layer from one layer group to another. Note: You cannot reorder locked layers, and you cannot reorder layers in nested layer groups. 1 In the Layers navigation panel, select a layer. 2 While holding down the Alt key, drag the layer to the new location. Delete an empty layer group ❖ In the Layers navigation panel, select an empty layer and press Delete. Add layer navigation You can add links and destinations to layers, allowing you to change the view of a document when the user clicks a bookmark or link. Note: In general, changes to layer visibility made using the eye icon in the Layers panel are not recorded in the Navigation toolbar. Associate layer visibility with bookmarks 1 Set the required layer properties, visibility, and magnification level for the target PDF layer in the document pane. 2 Click the Bookmarks button, and choose New Bookmark from the options menu 3 Select the new bookmark, and choose Properties from the options menu . . 4 In the Bookmark Properties dialog box, click the Actions tab. 5 For Select Action, choose Set Layer Visibility, click Add, and then click OK. 6 Select the bookmark label in the Bookmarks panel, and name the bookmark. Associate layer visibility with a link destination 1 Set the required layer properties for the destination in the document pane. 2 Choose View > Show/Hide > Navigation Panes > Destinations. The Destinations pane appears in a floating panel. You can add it to the other panels by dragging it to the navigation pane. If the panel is collapsed, click the Destinations button to expand it. 3 Choose New Destination from the options menu , and name the destination. Last updated 10/11/2011 286 USING ACROBAT X STANDARD Editing PDFs 4 Select the Link tool , and drag in the document pane to create a link. (Because content is added to all layers, it doesn’t matter that you are apparently creating the link on the target layer. The link works from any layer.) 5 In the Create Link dialog box, select Custom Link and click Next. 6 Click the Appearance tab in the Link Properties dialog box, and set the appearance of the link. 7 Click the Actions tab in the Link Properties dialog box, choose Set Layer Visibility, and click Add. 8 Close the dialog boxes. You can test the link by changing the layer settings, selecting the Hand tool, and clicking the link. Editing layered content You can select or copy content in a layered PDF document using the Select tool or the Snapshot tool. (In Reader, the PDF must include usage rights.) In Acrobat, you can edit content using a touchup tool. These tools recognize and select any content that is visible, regardless of whether the content is on a selected layer. In Acrobat, if the content that you edit or delete is associated with one layer, the content of the layer reflects the change. If the content that you edit or delete is associated with more than one layer, the content in all the layers reflects the change. For example, if you want to change a title and byline that appear on the same line on the first page of a document, and the title and byline are on two different visible layers, editing the content on one layer changes the content on both layers. You can add content, such as review comments, stamps, or form fields, to layered documents just as you would to any other PDF document. However, the content is not added to a specific layer, even if that layer is selected when the content is added. Rather, the content is added to the entire document. In Acrobat, you can use the Merge Files Into A Single PDF command to combine PDF documents that contain layers. The layers for each document are grouped under a separate heading in the Layers panel of the navigation pane. You expand and collapse the group by clicking the icon in the title bar for the group. More Help topics “Working with objects” on page 276 Actions and scripting About Actions You can cause an action to occur when a bookmark or link is clicked, or when a page is viewed. For example, you can use links and bookmarks to jump to different locations in a document, execute commands from a menu, and perform other actions. Actions are set in the Properties dialog box. For bookmarks or links, you specify an action that occurs when the bookmark or link is clicked. For other items, such as pages, media clips and form fields, you define a trigger that causes the action to occur and then define the action itself. You can add multiple actions to one trigger. The Locked option prevents the appearance and actions associated with an object from being accidentally changed. Last updated 10/11/2011 287 USING ACROBAT X STANDARD Editing PDFs Add an action 1 Do one of the following: • Using the Hand tool, right-click the bookmark or page thumbnail, and choose Properties. • Using the Select Object tool, double-click the link, media clip, or form field, and choose Properties. 2 Click the Actions tab. 3 From the Select Action menu, select the action type to occur, and then click Add. You can add multiple actions; actions execute in the order that they appear in the Actions list box. 4 (Optional) Select an action in the Actions tab, and use the buttons to reorder, edit, or delete the action. 5 Close the window to accept the actions. Add actions with page thumbnails To enhance the interactive quality of a document, you can specify actions, such as changing the zoom value, to occur when a page is opened or closed. 1 Click the Page Thumbnails button on the left. 2 Select the page thumbnail corresponding to the page, and choose Page Properties from the options menu . 3 Click the Actions tab. 4 From the Select Trigger menu, choose Page Open to set an action when the page opens, or choose Page Close to set an action when the page closes. 5 Choose an action from the Select Action menu, and click Add. 6 Specify the options for the action, and click OK. The options available depend on the action selected. 7 To create a series of actions, choose another action from the menu, and click Add again. Use the Up and Down buttons to arrange the actions in the order you want them to occur. Note: If you set an action that switches to Full Screen view on Page Open or Page Close, the next time the same page opens or closes, Full Screen view is turned on. Action types You can assign the following actions to links, bookmarks, pages, media clips, and form fields: Execute A Menu Item Executes a specified menu command as the action. Go To A 3D/Multimedia View Jumps to the specified 3D view. Go To A Page View Jumps to the specified destination in the current document or in another document. Import Form Data Brings in form data from another file, and places it in the active form. Multimedia Operation (Acrobat 9 And Later) Executes a specified action for a multimedia object in the file (such as playing a sound file). The multimedia object must be added to the file before you can specify an action for it. Open A File Launches and opens a file. If you are distributing a PDF file with a link to another file, the reader needs the native application of that linked file to open it successfully. (You may need to add opening preferences for the target file.) Open A Web Link Jumps to the specified destination on the Internet. You can use http, ftp, and mailto protocols to define your link. Last updated 10/11/2011 288 USING ACROBAT X STANDARD Editing PDFs Play A Sound Plays the specified sound file. The sound is embedded into the PDF document in a cross-platform format. Play Media (Acrobat 5 Compatible) Plays the specified QuickTime or AVI movie that was created as Acrobat 5compatible. The specified movie must be embedded in a PDF document. Play Media (Acrobat 6 And Later Compatible) Plays a specified movie that was created as Acrobat 6-compatible. The specified movie must be embedded in a PDF document. Read An Article Follows an article thread in the active document or in another PDF document. Reset A Form Clears previously entered data in a form. You can control the fields that are reset with the Select Fields dialog box. Run A JavaScript Runs the specified JavaScript. Set Layer Visibility Determines which layer settings are active. Before you add this action, specify the appropriate layer settings. Show/Hide A Field Toggles between showing and hiding a field in a PDF document. This option is especially useful in form fields. For example, if you want an object to pop up whenever the pointer is over a button, you can set an action that shows a field on the Mouse Enter trigger and hides a field on Mouse Exit. Submit A Form Sends the form data to the specified URL. Trigger types Triggers determine how actions are activated in media clips, pages, and form fields. For example, you can specify a movie or sound clip to play when a page is opened or closed. The available options depend on the specified page element. About JavaScript in Acrobat The JavaScript language was developed by Netscape Communications as a means to create interactive web pages more easily. Adobe has enhanced JavaScript so that you can easily integrate this level of interactivity into your PDF documents. You can invoke JavaScript code using actions associated with bookmarks, links, and pages. The Set Document Actions command lets you create document-level JavaScript actions that apply to the entire document. For example, selecting Document Did Save runs the JavaScript after a document is saved. Acrobat Pro is required to use JavaScript with forms and action wizards. To learn how to create JavaScript scripts, download the JavaScript manuals from the Adobe website. Developing Acrobat® Applications Using JavaScript™ contains background information and tutorials, and the JavaScript™ for Acrobat® API Reference contains detailed reference information. These and other JavaScript resources are located on the Adobe website. Last updated 10/11/2011 289 USING ACROBAT X STANDARD Editing PDFs Using Geospatial PDFs About geospatial PDFs A geospatial PDF contains information that is required to georeference location data. When geospatial data is imported into a PDF, Acrobat retains the geospatial coordinates. With the coordinates, you can view and interact with the PDF to find and mark location data. Geospatial data can be either vector or raster based or a combination of both. After you import geospatial data into Acrobat, you can use the data in a variety of ways: • Find and mark location coordinates. • Measure distance, perimeter, and area. • Change the coordinate system and measurement units. • Copy location coordinates to the clipboard, and then use them to show locations in several web mapping services. Interact with geospatial PDFs When you open a geospatially enabled PDF, you can find locations, measure distances, and add location markers. You can also copy coordinates to the clipboard for use with a web mapping service. View the geospatial measuring tools by choosing Tools > Analyze panel. Use the Geospatial Location tool to perform these tasks: • View latitude and longitude while the cursor is over an area containing geospatial information. • Mark a location with a geospatial annotation. • Search for a location in a document. More Help topics “Annotations and drawing markup tools overview” on page 129 “Measure the height, width, or area of objects” on page 31 Find map locations 1 Open a geospatial PDF and choose Tools > Analyze > Geospatial Location tool . 2 Right-click inside the map, and then click Find A Location. 3 Type the latitude and longitude values (degrees, minutes, seconds, or decimal) in the two text boxes, and click Find. If at least one location is available, the location is highlighted with a blue square and the page is centered on the highlighted location. 4 If the PDF includes more than one map, click the Next or Previous button to view additional results, if any. Multiple locations are available in several situations: • When a document contains multiple maps (for example, if a PDF contains a smaller map within a larger map, such as a city within a map of a state or country). When you search for a location within the city, Acrobat finds it in both the larger map and the city map. • When a document contains multiple pages of a map (for example, if page one is a map of a country and page two is a map of a state or city within the country). Last updated 10/11/2011 290 USING ACROBAT X STANDARD Editing PDFs 5 (Optional) To add a comment (such as a place name or address), click the location marker, and then add the information in the comment box. 6 To end the search, right-click inside the map. Then select Hide Location Search, to remove the search boxes. Mark geospatial locations 1 Open a geospatial PDF and choose Tools > Analyze > Geospatial Location Tool . 2 Move the mouse pointer over the document to view latitude and longitude values of areas that contain geospatial information. Right-click inside the map, and then do one of the following: • To find a location, click Find A Location. Type the latitude and longitude values, and click Find. • To mark a location with geospatial information, click Mark Location. 3 (Optional) To add a comment (such as a place name or address), click the location marker, and then add the information in the comment box. Measure distance, perimeter, and area on maps When you open a geospatial PDF, the Acrobat measuring tools read the geospatial information and measure distance and area instead of page or object dimensions. Use the measurement tools to calculate distance, perimeter, and area on any geospatially enabled PDF. As you move the mouse pointer over content in the document, snap markers are shown that indicate that you are on a path or path end point. You can also see the latitude and longitude of your cursor location when the mouse pointer is over geospatial content. 1 Choose Tools > Analyze > Measuring Tool . 2 In the Measurement Tool display, select a measurement type: Distance , Area , or Perimeter . 3 Select a snap-to option: • Snap to paths • Snap to end points • Snap to midpoints • Snap to intersections 4 Do one of the following: • If you are using the Distance tool, click where you want to start the measurement, and then drag to the end point and click again. The distance is displayed in the lower-right corner. • If you are using the Perimeter tool, click the map in one corner of the perimeter, and then drag to each corner. Click at each corner and then double-click at the end point. The information window displays the perimeter size. • If you are using the Area tool, click the map at one corner of the area, and then drag to another corner. Click before changing directions. Double-click at the end to display the total area. 5 To finish the measurement, right-click and select Complete Measurement. Or, select Cancel Measurement. Copy location coordinates to the clipboard for use with a web mapping service After you find a location on a geospatial PDF, you can copy the coordinates to the clipboard. From the clipboard, you can paste the data into a web mapping service that reads latitude and longitude coordinates. 1 Choose Tools > Analyze > Geospatial Location Tool , and then right-click the location on the map and choose Mark Location. 2 Open the location annotation and copy the location information. Last updated 10/11/2011 291 USING ACROBAT X STANDARD Editing PDFs Acrobat copies the data in this format: latitude then longitude, separated by a space. Paste the data into the address bar of a web mapping service that can interpret the location data. Change measurement units within a document To change the type of measurement units, right-click inside the map with the Measuring tool and choose Distance Unit or Area Unit. Then select a measurement type. Change geospatial measuring preferences You can change the measurement units for all geospatial PDFs in the Preferences dialog box. Click Measuring (Geo) from the Categories section. Enable Measurement Markup Adds a label to a geospatial measurement. When Enable Measurement Markup is selected, choose Use Label, and then type a label for measurements. Snap Settings Select the path parts to which you want measurements to snap to. Display Value As Determines how latitude and longitude values are calculated. Choose Decimal to display latitude and longitude as a decimal fraction. Choose Degrees, Minutes, Seconds to divide each degree of longitude into 60 minutes, each of which is divided into 60 seconds. Display Direction As Choose between Signed and Named. Named direction displays an N (north) or S (south) next to the Latitude, and an E (east) and W (west) for Longitude. Always Display Latitude And Longitude As WGS 1984 Select to ensure that latitude and longitude use the current standard reference frame for earth (World Geodetic System 1984). For older maps that were drawn with an earlier grid (such as NAD 1927), you can deselect this option to see the original values. When an older map is registered in its native coordinates, coordinate positions can be different from current standards used in GPS devices and web mapping services. Use Default Distance Unit Select the measurement unit to use. Use Default Area Unit Area can be measured using a different unit from distance. Don’t Show Transparency Layer In GeoTIFF And JPEG 2000 Images Raster image formats include a transparency layer that you can choose to remove. Export location and measurement markups You can export geospatial location and measurement data to an FDF file. Each geospatial annotation has a GPTS entry. The entry corresponds to the latitude and longitude for each of the annotation points. The types of information that can be exported include the following: • Marked locations entered by using the Geospatial Location tool • Distance, perimeter (compound distance), and area measurements entered by using the Measurement tool over geospatial content Geospatial data can be exported by using the Comments List panel. 1 To export all comments, open the Comments List panel and choose Options > Export All To Data File. 2 To export a subset of the comments, select the comments and choose Options > Export Selected To Data File. Type the filename and click Save. The FDF file is saved. Last updated 10/11/2011 292 Chapter 12: Searching and indexing You have lots of control and lots of possibilities for running effective and efficient searches in Adobe® Acrobat® X Standard. A search can be broad or narrow, including many different kinds of data and covering multiple Adobe PDFs. Searching PDFs Search features overview You run searches to find specific items in PDFs. You can run a simple search, looking for a search term within in a single file, or you can run a more complex search, looking for various kinds of data in one or more PDFs. You can run a search using either the Search window or the Find toolbar. In either case, Acrobat searches the PDF body text, layers, form fields, and digital signatures. You can also include bookmarks and comments in the search. Find toolbar and Find options The Search window offers more options and more kinds of searches than the Find toolbar. When you use the Search window, object data and image XIF (extended image file format) metadata are also searched. For searches across multiple PDFs, Acrobat also looks at document properties and XMP metadata, and it searches indexed structure tags when searching a PDF index. If some of the PDFs you search have attached PDFs, you can include the attachments in the search. Note: PDFs can have multiple layers. If the search results include an occurrence on a hidden layer, selecting that occurrence displays an alert that asks if you want to make that layer visible. More Help topics “Show or hide layers” on page 284 “Find and remove hidden content” on page 220 Access the search features Where you start your search depends on the type of search you want to run. Use the Find toolbar for a quick search of the current PDF. Use the Search window to look for words or document properties across multiple PDFs, use advanced search options, and search PDF indexes. Display the Find toolbar ❖ Open it by choosing Edit > Find (Ctrl/Command+F). Last updated 10/11/2011 293 USING ACROBAT X STANDARD Searching and indexing A B C Find A. Find field B. Find Previous C. Find Next Open the Search window ❖ Do one of the following: • Choose Edit > Advanced Search (Shift+Ctrl/Command+F). • On the Find toolbar, click the arrow and choose Open Full Acrobat Search. Search appears as a separate window that you can move, resize, minimize, or arrange partially or completely behind the PDF window. Arrange the PDF document window and Search window ❖ In the Search window, click Arrange Windows. Acrobat resizes and arranges the two windows side by side so that together they almost fill the entire screen. Note: Clicking the Arrange Windows button a second time resizes the document window but leaves the Search window unchanged. If you want to make the Search window larger or smaller, drag the corner or edge, as you would to resize any window on your operating system. Find text in a PDF The Find toolbar searches the currently open PDF. 1 Type the text you want to search for in the text box on the Find toolbar (Edit > Find). 2 (Optional) Click the arrow next to the text box and choose one or more of the following: Whole Words Only Finds only occurrences of the complete word you type in the text box. For example, if you search for the word stick, the words tick and sticky aren’t found. Case-Sensitive Finds only occurrences of the words that match the capitalization you type. For example, if you search for the word Web, the words web and WEB aren’t found. Include Bookmarks Also searches the text in the Bookmarks panel. Include Comments Also searches the text of any comments. 3 Press Enter. Acrobat jumps to the first instance of the search term, which appears highlighted. 4 Press Enter repeatedly to go to the next instances of the search term. Alternatively use the Find Previous and Find Next buttons on the Find window. Find text in multiple PDFs The Search window enables you to look for search terms in multiple PDFs. For example, you can search across all PDFs in a specific location or all files in an open PDF Portfolio. Last updated 10/11/2011 294 USING ACROBAT X STANDARD Searching and indexing Note: If documents are encrypted (have security applied to them), you cannot search them as part of a multiple-document search. Open those documents first and search them one at a time. However, documents encrypted as Adobe Digital Editions are an exception and can be searched as part of a multiple-document search. 1 Open Acrobat on your desktop (not in a web browser). 2 Do one of the following. • In the Find toolbar, type the search text, and then choose Open Full Acrobat Search from the pop-up menu. • In the Search window, type the search text. 3 In the Search window, select All PDF Documents In. From the pop-up menu directly below this option, choose Browse For Location. 4 Select the location, either on your computer or on a network, and click OK. 5 To specify additional search criteria, click Show Advanced Options, and specify the options. 6 Click Search. During a search, you can click a result or use keyboard shortcuts to navigate the results without interrupting the search. Clicking the Stop button under the search-progress bar cancels further searching and limits the results to the occurrences already found. It doesn’t close the Search window or delete the Results list. To see more results, run a new search. Search a PDF Portfolio In a PDF Portfolio, you can search component PDF files as well as several other file types. Windows users can search Microsoft Office documents (such as .doc, .xls, and .ppt), AutoCAD drawing file formats (.dwg and .dwf), HTML files, and Rich Text Format (.rtf) files. Mac OS users can search Microsoft Word (.doc), HTML, and .rtf files. Note: To enable Microsoft and AutoCAD file searches, the IFilters appropriate to the file types must be installed. IFilters are typically installed with their applications, but can also be downloaded from product websites. 1 Open the PDF Portfolio in Acrobat on your desktop (not in a web browser). 2 In the Search box on the PDF Portfolio toolbar, type the search text. 3 To specify additional search criteria, open the pop-up menu, and specify the options. The search results show all files where the text was found. For PDF files, expand the list to see the results in context. Click a search result to go to the location of the text in the PDF. For other types of files, click Open to open and search the file. More Help topics “About PDF Portfolios” on page 83 “Open, edit, and save component files” on page 87 Review search results After you run a search from the Search window, the results appear in page order, nested under the names of each searched document. Each item listed includes a few words of context (if applicable) and an icon that indicates the type of occurrence. Jump to a specific instance in the search results (single PDFs only) 1 If necessary, expand the search results. Then select an instance in the results to view it in the PDF. Last updated 10/11/2011 295 USING ACROBAT X STANDARD Searching and indexing 2 To view other instances, click another instance in the results. Sort instances in the search results ❖ Select an option from the Sort By menu near the bottom of the Search window. Results can be sorted by Relevance Ranking, Date Modified, Filename, or Location. Icons shown with search results The icon next to an instance of the search results indicates the search area in which the instance appears. Selecting an icon has the following effect: Document icon Makes the document active in the document window. Expand the list to show the individual search results within that document. In PDFs, jumps to that instance of the search term, usually in the body text of the PDF. The instance of the search term is highlighted in the document. (General) Search Result icon Non-PDF Search Result or Metadata icon [ ] In non-PDF files, opens the file; or if opening of that file type is restricted, opens a message dialog box. Bookmark icon Opens the Bookmarks panel and highlights the instances of the search terms. Comments icon Opens the Comments panel and highlights the instances of the search terms. Layer icon May open a message indicating that the layer is hidden and asking if you want to make it visible. Attachment icon Opens a file that is attached to the searched parent PDF and shows the highlighted instances of the search terms. Save search results You can save the search results as a PDF or CSV file. For a video see Saving Search Results in Acrobat. ❖ Click and choose Save results to PDF or Save results to CSV. Advanced Search Options By default, the Search window displays basic search options. Click Show More Options near the bottom of the window to display additional options. To restore the basic options, click Show Less Options near the bottom of the window. You can set a preference so that More search options always appear in the Search window. In the Preferences dialog box under Categories, select Search. Look In Restricts the search to the current PDF, all of a currently open PDF Portfolio (if applicable), an index, or a location on your computer. If you choose to search an index, a location, or a PDF Portfolio, additional options appear under Use These Additional Criteria. What word or phrase would you like to search for Enter the text or phrase to search for. Return Results Containing Restricts your search results according to the option you choose: • Match Exact Word Or Phrase Searches for the entire string of characters, including spaces, in the same order in which they appear in the text box. • Match Any Of The Words Searches for any instances of at least one of the words typed. For example, if you search for each of, the results include any instances in which one or both of the two words appear: each, of, each of, or of each. • Match All Of The Words Searches for instances that contain all your search words, but not necessarily in the order you type them. Available only for a search of multiple PDFs or index definition files. Last updated 10/11/2011 296 USING ACROBAT X STANDARD Searching and indexing • Boolean Query Uses the Boolean operators that you type with the search words into the What Word Or Phrase Would You Like To Search For box. Available only for searching multiple PDFs or PDF indexes. Note: You cannot run wildcard searches using asterisks (*) or question marks (?) when searching PDF indexes. Use These Additional Criteria (text options) Includes the basic search options plus four additional options: • Proximity Searches for two or more words that are separated by no more than a specified number of words, as set in the Search preferences. Available only for a search of multiple documents or index definition files, and when Match All Of The Words is selected. • Stemming Finds words that contain part (the stem) of the specified search word. For example, a search for opening finds instances of open, opened, opens, and openly. This option applies to single words and phrases when you search the current PDF, a folder, or an index created with Acrobat 6.0 or later. Wildcard characters (*, ?) aren’t permitted in stemming searches. Stemming isn’t available if either Whole Words Only or Case-Sensitive is selected. • Include Bookmarks Searches the text of any bookmarks, as viewed in the Bookmarks panel. • Include Comments Searches the text of any comments added to the PDF, as viewed in the Comments panel. • Include Attachments Searches files that are attached to the current PDF or other attached PDFs (up to two levels deep). Use These Additional Criteria (document properties) Appears only for searches across multiple PDFs or PDF indexes. You can select multiple property-modifier-value combinations and apply them to searches. This setting does not apply to non-PDF files inside PDF Portfolios. Note: You can search by document properties alone by using document property options in combination with a search for specific text. • Check box Applies the criteria set in the three connected options to the search. (The check box is selected automatically when you enter information in any of the three options for that set. After you enter options, deselecting the check box doesn’t clear the entries; they just aren’t applied to the search.) • First menu (property) Indicates the document characteristic to search for. The available options include Date Created, Date Modified, Author, Title, Subject, Filename, Keywords, Bookmarks, Comments, JPEG Images, XMP Metadata, and Object Data. • Second menu (modifier) Indicates the level of matching. If the first menu selection is a date, the available options in the second menu are Is Exactly, Is Before, Is After, Is Not. Otherwise, the available options are Contains and Does Not Contain. • Third box (value or text) Indicates the information to be matched, which you type in. If the first menu selection is a date, you can click the arrow to open a calendar that you can navigate to find and select the date you want. Boolean operators Commonly used Boolean operators include the following: AND Use between two words to find documents that contain both terms, in any order. For example, type paris AND france to identify documents that contain both paris and france. Searches with AND and no other Boolean operators produce the same results as selecting the All Of The Words option. NOT Use before a search term to exclude any documents that contain that term. For example, type NOT kentucky to find all documents that don’t contain the word kentucky. Or, type paris NOT kentucky to find all documents that contain the word paris but not the word kentucky. Last updated 10/11/2011 297 USING ACROBAT X STANDARD Searching and indexing OR Use to search for all instances of either term. For example, type email OR e-mail to find all documents with occurrences of either spelling. Searches with OR and no other Boolean operators produce the same results as selecting the Any Of The Words option. ^ (exclusive OR) Use to search for all instances that have either term but not both. For example, type cat ^ dog to find all documents with occurrences of either cat or dog but not both cat and dog. ( ) Use parentheses to specify the order of evaluation of terms. For example, type white AND (whale OR ahab) to find all documents that contain either white and whale or white and ahab. (The query processor performs an OR query on whale and ahab and then performs an AND query on those results with white. To learn more about Boolean queries, syntax, and other Boolean operators that you can use in your searches, refer to any standard text, website, or other resource with complete Boolean information. Search index files of cataloged PDFs A full-text index is created when someone uses Acrobat to define a catalog of PDFs. You can search that index rather than running a full-text search of each individual PDF in the catalog. An index search produces a results list with links to the occurrences of the indexed documents. Note: To search a PDF index, you must open Acrobat as a stand-alone application, not within your web browser. In Mac OS, indexes created with some older versions of Acrobat are not compatible with the Acrobat X Search feature. If you have upgraded recently, update the index before using Acrobat X to search. 1 Choose Edit > Advanced Search. 2 Type the search text, and then click Show More Options, near the bottom of the Search window. 3 For Look In, choose Select Index. 4 Select an index from the list, or click Add and add an index. Repeat as needed. Note: To read file data about a selected index, click Info. To exclude an index from the search, select it and click Remove. 5 Click OK to close the Index Selection dialog box, and then choose Currently Selected Indexes from the Look In menu. 6 Proceed with your search as usual. Note: Selecting the Match Whole Word Only option when searching indexes significantly reduces the time taken to return results. More Help topics “Search features preferences” on page 297 Search features preferences In the Preferences dialog box under Categories, select Search. Ignore Asian Character Width Finds both half-width and full-width instances of the Asian language characters in the search text. Ignore Diacritics And Accents Finds the search terms with any variation of the alphabetical characters. For example, typing cafe finds both cafe and café. Likewise, typing café finds both versions. If this option isn’t selected, typing cafe doesn’t find café, and vice versa. Always Show More Options in Advanced Search Shows the additional options available in the Search window, in addition to the basic options. Last updated 10/11/2011 298 USING ACROBAT X STANDARD Searching and indexing Show Document Title In Search Results Displays document titles in search results. If a document does not have a title, displays the filename. When unselected, displays filenames in search results. Maximum Number Of Documents Returned In Results Limits the search results in the Search PDF window to a specific number of documents. The default value is 500, but you can enter any number from 1 to 10,000. Range Of Words For Proximity Searches Limits the search results to those in which the number of words between the search terms isn’t greater than the number you specify. Accepts a range from 1 to 10,000. Enable Fast Find Generates a cache of information from any PDF that you search. This cache reduces subsequent search times for that PDF. Maximum Cache Size Limits the temporary cache of search information for the Fast Find option to the specified size in megabytes (between 5 and 100,000). The default setting is 100. Purge Cache Contents Deletes the Fast Find option’s entire temporary cache of search information. Creating PDF indexes Create and manage an index in a PDF You can reduce the time required to search a long PDF by embedding an index of the words in the document. Acrobat can search the index much faster than it can search the document. The embedded index is included in distributed or shared copies of the PDF. Users search PDFs with embedded indexes exactly as they search those without embedded indexes; no extra steps are required. Add an index to a PDF 1 With the document open in Acrobat, choose Tools > Document Processing > Manage Embedded Index. 2 In the Manage Embedded Index dialog box, click Embed Index. 3 Read the messages that appear, and click OK. Note: In Outlook and Lotus Notes, you have the option of embedding an index when you convert email messages or folders to PDF. This is especially recommended for folders containing many email messages. Update or remove the embedded index in a PDF 1 Choose Tools > Document Processing > Manage Embedded Index. 2 Click either Update Index or Remove Index. Last updated 10/11/2011 299 Chapter 13: Multimedia and 3D models The possibilities for Adobe PDFs extend to the richness of multimedia communication. PDFs can include video clips, digital audio, interactive content, and 3D models that readers can move, turn, zoom in on, and examine part by part. Multimedia in PDFs Play multimedia You can play the following types of multimedia in PDFs created using Adobe Acrobat® or Adobe Reader® X: Interactive multimedia Includes SWF files Video Includes MOV, M4V, 3GP, and 3G2 video files that use H.264 compression. It also includes FLV, F4V, MP3, and MP4 files. You must have H.264 codecs installed on your computer to play files that use H.264 compression. Audio Includes audio files, such as MP3 and MP4 You can play these files on a page or activate them from a link, bookmark, form field, or page action. Each multimedia file includes a play area from which the media can be activated. The play area typically appears on the PDF page as an image or a rectangle, but can also be invisible. Acrobat and Reader also let you play legacy multimedia files created using an earlier version of Acrobat. These include QuickTime, MPEG, ASF, RAM, and Windows® Media files. However, Acrobat and Reader X do not provide a way to create legacy multimedia files. To help protect your computer from viruses, Acrobat asks you if you want to play multimedia files from unverified sources. You can change this default behavior in the Multimedia Trust preferences. ❖ Using the Hand tool or the Select tool, click the play area of the video or sound file. When the pointer is positioned over the play area, it changes to the play mode icon . More Help topics “Security warnings” on page 195 Multimedia preferences Two types of PDF files require you to set multimedia preferences: • PDF files created in Acrobat 8 and earlier • PDF files created in Acrobat X in which the multimedia files were added by using the legacy placement method These files require you to identify an additional media player with which to run the multimedia. Open the Preferences dialog box, and then select Multimedia (Legacy) from the left side of the dialog box. Player Options Choose the format in which you want to run legacy media content: QuickTime, Flash, Windows Media, or Windows built-in player. Accessibility Options Specify if you want special features (if available) to appear when media plays, such as subtitles and dubbed audio. Specify the preferred language for the media, in case multiple languages are available. Last updated 10/11/2011 300 USING ACROBAT X STANDARD Multimedia and 3D models Multimedia Trust preferences Multimedia files within PDFs sometimes need additional resources to play. For example, some files require resources from the Internet, such as a multimedia player. You can set trust settings to determine whether multimedia content is allowed to use external resources. • To set trust settings for playing content created with Acrobat 9, use Trust Manager preferences. • To set trust settings for playing content created with earlier versions of Acrobat, use Multimedia Trust (Legacy) preferences. Both of these settings are available in the Preferences dialog box. More Help topics “Allow or block links to the Internet in PDFs” on page 193 “Attachments” on page 194 Multimedia Trust (Legacy) In Multimedia Trust preferences, you can specify whether to play embedded multimedia files in trusted or non trusted PDF documents. A trusted document is a document that you or an author you trust has approved. By setting your permissions to play multimedia only in trusted documents, you can prevent programs, macros, and viruses from potentially damaging your computer. The list of trusted documents and authors is stored internally and can’t be viewed. If you add a certified document to the list, both the document and the certificate of the author are added to the list of trusted documents. All documents that this author certified are trusted. (Trusted documents also include PDFs from authors in your list of trusted identities.) In the Preferences dialog box, select Multimedia Trust (Legacy) from the Categories. Display Permissions For Choose to set permissions for either trusted documents or other (non trusted) documents. Allow Multimedia Operations Select this option to allow media clips to be played. When selected, you can change the permission settings for a particular player and enable options that determine the appearance of the media during playback. Change Permission For Selected Multimedia Player To Select the player from the list, and then choose one of the following options from the menu: • Always Allows the player to be used without prompting. • Never Prevents the player from being used. • Prompt Asks the user whether the player can be used. If you select this option and allow the player to play the media in a particular document, that document becomes trusted. Allow Playback Options Three playback options enable you to control how the video is displayed. • Allow Playback In A Floating Window With No Title Bars Select this option to run the video without a title bar. The result is that no title or close buttons are displayed. • Allow Document To Set Title Text In A Floating Playback Window Select this option to display a title bar when the video plays back in a floating window. To edit the text in the title bar, double-click the video with the Select Object Tool (Tools > Content > Select Object). Select Edit Rendition, and then on the Playback Location tab, select Show Title Bar. Add the title bar text in the Title text field. • Allow Playback In Full-Screen Window This option automatically plays the video in full screen mode when it is played back. Full screen display can conflict with end-user security settings. Last updated 10/11/2011 301 USING ACROBAT X STANDARD Multimedia and 3D models Clear Your List Of Trusted Documents Deletes the current list of trusted documents and authors. Use this option to prevent media from playing in documents that were previously trusted documents or created by trusted authors. This option is available only when a PDF that contains multimedia is open. Interacting with 3D models Displaying 3D models In Acrobat, you can view and interact with high-quality 3D content created in professional 3D CAD or 3D modeling programs and embedded in PDFs. For example, you can hide and show parts of a 3D model, remove a cover to look inside, and turn parts around as if holding them in your hands. A 3D model initially appears as a two-dimensional preview image. Clicking the 3D model with the Hand or Select tool enables (or activates) the model, opens the 3D toolbar, and plays any animation. A B C Selected 3D object A. Model Tree B. 3D toolbar C. 3D object 3D toolbar overview The 3D toolbar appears after you click the 3D model with the Hand tool. This action activates the 3D model and plays animations that are set to play when the file is enabled. The 3D toolbar always appears in the area above the upper-left corner of the 3D model and cannot be moved. A small arrow appears to the right of the Rotate tool, which you can click to either hide or expand the toolbar. You can use the 3D toolbar to zoom in and out, rotate, and pan across the object. Use the Model Tree to hide or isolate parts, or make parts transparent. You manipulate a 3D model by selecting and dragging various 3D navigation tools. When you navigate in 3D, it helps to think of it as viewing the stationary 3D model from a camera’s perspective. You can rotate, pan (move up, down, or side-to-side), and zoom in or out. 3D navigation tools Turns 3D objects around relative to the screen. How the objects move depends on the starting view, where you start dragging, and the direction in which you drag. Rotate Last updated 10/11/2011 302 USING ACROBAT X STANDARD Multimedia and 3D models Note: You can also use the Hand tool to rotate an object. Ensure that Enable 3D Selection For The Hand Tool is selected in the 3D panel of the Preferences dialog box. Spin Pan Turns a 3D model in parallel to two fixed axes in the 3D model, the x-axis and the z-axis. Moves the model vertically and horizontally only. You can also pan with the Hand tool: Ctrl-drag. Zoom Moves you toward, or away from, objects in the scene when you drag vertically. You can also zoom with the Hand tool by holding down Shift as you drag. Walk Pivots horizontally around the scene when you drag horizontally. Moves forward or backward in the scene when you drag vertically; maintains a constant elevation level, regardless of how you drag. The Walk tool is especially useful for architectural 3D models. To change the walking speed, change the default display units in the Preferences (3D). Note: The Walk tool is available when you select the Preferences setting that consolidates tools or when you right-click the 3D model and choose Tools > Walk. Navigates through a model while maintaining the surface orientation. Right-click and drag inside the 3D window. The Fly tool moves more slowly the closer you move toward an object. Drag the pointer right or left to turn. Fly To rotate the camera view, click the left mouse button inside the 3D window and drag to turn the camera view. To return to the starting camera direction, move the mouse back to the initial click point. Use the mouse scroll wheel to move rapidly backward and forward along the camera view direction. This functionality is useful if you get lost within a model or fly into the surface. Defines the camera angle, alignment, and other properties that define the lens through which a 3D model is viewed. Camera properties are components of views but are set independently. Camera properties Measures part sizes and distances in the 3D model. 3D Measurement Tool 3D toolbar view controls Default View Returns to a preset zoom, pan, rotation, and projection mode of the 3D model. Use the Options menu in the View pane of the Model Tree to set a different view as the default. Or use the Manage Views command on the 3D toolbar Views menu to set a different view as the default. If an object ever moves out of your view, you have, in essence, turned your camera away from the object. Click the Default View icon on the 3D toolbar to move the object back into view. Views menu Lists any views defined for the current 3D model. Toggle Model Tree Opens and hides the Model Tree. Play/Pause Animation Plays or pauses any JavaScript-enabled animation. The Play/Pause Animation pop-up menu opens a slider that you can drag back and forth to move to different times in the animation sequence. Use Orthographic/Perspective Projection Toggles between displaying perspective and orthographic projection of the 3D object. Determines how the 3D shape appears. For an illustrated guide, see “Examples of model rendering modes” on page 303. Model Render Mode menu Enable Extra Lighting menu Lists the different lighting effects that are available to enhance the illumination of the 3D object. Experiment to get the visual effects you want. Background Color Opens the color picker, which you can use to select a different color for the space surrounding the 3D object. Toggle Cross Section Shows and hides cross sections of the object. Click the pop-up menu to open the Cross Section Properties dialog box. For more information, see “Create cross sections” on page 307. Last updated 10/11/2011 303 USING ACROBAT X STANDARD Multimedia and 3D models Add Multimedia/3D Comment Enables you to add a sticky note to any part of the 3D model. The note stays with the view. See “Comment on 3D designs” on page 314. Examples of model rendering modes The model rendering modes include combinations of factors that affect the appearance of the 3D object. The illustration below shows a simple object rendered in each of the available modes. A B C D E F G H I J K L M N O Model rendering modes A. Solid B. Transparent Bounding Box C. Transparent D. Solid Wireframe E. Illustration F. Solid Outline G. Shaded Illustration H. Bounding Box I. Transparent Bounding Box Outline J. Wireframe K. Shaded Wireframe L. Transparent Wireframe M. Hidden Wireframe N. Vertices O. Shaded Vertices Change rendering mode, lighting, projection, and background The model rendering mode determines the surface appearance of the 3D model. The default rendering mode is solid, but you can also choose another rendering mode. You can also change the lighting of the 3D model as well as the background. Last updated 10/11/2011 304 USING ACROBAT X STANDARD Multimedia and 3D models A B C D Changing the appearance of the 3D model A. Default appearance B. Wireframe rendering mode C. Colored lighting D. Different background color ❖ Use items on the 3D toolbar to make any of these changes: • To change the rendering mode, choose an option from the Model Render Mode pop-up menu . • To view an orthographic projection, click the Use Orthographic Projection button . An orthographic projection effectively removes a dimension, preserving the size ratio between objects but giving the 3D model a less realistic appearance. Click the button again to use perspective projection. • To turn lighting on or off or to change lighting, choose an option from the Enable Extra Lighting pop-up menu . • To change the background color, click the arrow next to the Background color swatch and choose a color. Note: Model rendering modes, lighting schemes, and background color options are also available by right-clicking the 3D model, and then clicking Viewing Options. Model rendering modes also appear under the Options menu on the Model Tree. More Help topics “Examples of model rendering modes” on page 303 Model Tree overview The Model Tree appears in the navigation pane on the left side of the work area. You can also open the Model Tree by on the 3D toolbar. Or, right-click the 3D model and choose Show Model Tree. clicking the Toggle Model Tree button Note: Using the Model Tree requires version 7.0.7 or later of either Acrobat or Adobe Reader. Users with earlier versions can interact with 3D models but not with the Model Tree. The Model Tree has three panes, each of which displays a specific type of information or controls. Structure pane The topmost pane shows the tree structure of the 3D object. For example, a 3D object depicting a car has separate groups of objects (called nodes) for the chassis, engine, and wheels. In this pane, you can move through the hierarchy and select, isolate, or hide various parts. Product Manufacturing Information (PMI) appears as a group of items on the same hierarchical level as its related object or assembly. View pane The middle pane lists the views that have been defined for the 3D object. When you change a view, click one of the listed views to return the 3D model to a saved state. See “Set 3D views” on page 312. Last updated 10/11/2011 305 USING ACROBAT X STANDARD Multimedia and 3D models You can also add to and edit views in the View pane. For example, after you isolate and rotate a part, you can save that particular view, including the camera angle, background, lighting, and other attributes. This feature is not available for Adobe Reader. Object Data pane The lower pane displays other information, including properties and metadata, if any, about the object or part. You cannot edit this information for 3D objects in Acrobat. A B C Model Tree A. 3D object hierarchy B. Saved views C. Part or object information Note: To change the default behavior for the Model Tree, open the Preferences dialog box and under Categories, select 3D and Multimedia. Then choose an option from the Open Model Tree On 3D Activation menu. The author of the PDF can set up a 3D model in the conversion settings so that clicking it automatically displays the Model Tree. Hide, isolate, and change the appearance of parts Some 3D models are composed of individual parts. You can use the Model Tree to hide or isolate parts, zoom in to parts, or make parts transparent. Parts that show in the 3D model appear in the tree with a check mark next to them. Last updated 10/11/2011 306 USING ACROBAT X STANDARD Multimedia and 3D models A B C D Manipulating parts A. Selected part B. Hidden part C. Isolated part D. Transparent part 1 In the 3D model, use the Hand tool to click the part you want to manipulate. If a preference setting prevents you from using the Hand tool, select the part in the Model Tree list. 2 From the Options menu in the top pane of the Model Tree, choose any of the following: Note: The items that appear on the Options menu depend on whether the 3D model is composed of just one part or multiple parts. Many of these options are also available by right-clicking a part in the 3D model. Model Render Mode Changes the surface appearance of the entire 3D model according to the item you choose from the submenu: Transparent Bounding Box, Solid, Transparent, Solid Wireframe, and so on. Show All Parts Displays the entire 3D model. Fit Visible Displays all visible parts and centers them in the view. Show Physical Properties Displays the surface area and volume (if available) in the Object Data pane of the Model Tree. Display Bounding Box Displays the box that encloses the 3D object or selected parts of the model. Set Bounding Box Color Changes the color of the bounding box. Choose this option, select a color, and then click OK. Hide Displays the model without showing the selected parts. You can also select and deselect check boxes in the top pane of the Model Tree to hide and show different parts. Isolate Displays only the selected part, hiding all others. Isolate Part Displays the geometry, the Product Manufacturing Information (PMI), and all views (including PMI views) for the isolated part only. Views and information for all other parts are hidden or deselected. Changes occur in the Model Tree as well. In the Structure pane (top), only the isolated part is selected. The structure of the other parts is available but deselected. The View pane (middle) lists only the views that have been defined for the isolated part, including PMI views. If you click a view, you see only the PMI for that view in the document pane. (To view the PMI for the isolated part, make sure 3D PMI is selected in the Structure pane.) The View pane hides views related to the assembly or other parts, including custom views created in Acrobat. You can add parts to the view by selecting them in the Model Tree. You can also use the Hide/Show commands in the options menu of the Model Tree. To cancel the isolated part, do any of the following: • Select another part with the Isolate Part command. • Select the top assembly in the Model Tree. • Select the Home View button. Zoom To Part Changes the center focus from the entire 3D model to the selected parts. This setting is especially useful for rotating a part, allowing the rotation to occur around the center focus of the part rather than around the entire model. Part Render Mode Displays all of the rendering modes that are available for the part. The rendering mode changes the appearance of the 3D model according to the rendering mode you choose. Last updated 10/11/2011 307 USING ACROBAT X STANDARD Multimedia and 3D models Transparent Displays a see-through version of the selected part. Export As XML Creates a separate XML file of either Whole Tree or Current Node of the 3D model. Export As CSV Creates a separate file in CSV format that contains all of the model data. You can export the data from the whole Model Tree or a selected node. The file can be opened in any program that supports CSV formatting, such as Microsoft Excel. Note: If the 3D model includes Product Manufacturing Information (PMI), options for showing and hiding the PMI are available on this menu. Create cross sections Displaying a cross section of a 3D model is like cutting it in half and looking inside. Use the Cross Section Controls dialog box to adjust the alignment, offset, and tilt of the cutting plane. Before and after cross section 1 Click the Toggle Cross Section icon on the 3D toolbar to turn on or off the cross section. 2 (Optional) Click the arrow next to the Toggle Cross Section icon, and choose Cross Section Properties, which opens the Cross Section Properties dialog box. Then do any of the following: • Change settings under Alignment, Display Settings, and Position And Orientation. • Click the Save Section View button to save the current cross-sectional view. (The saved view will appear on the Views menu in the 3D toolbar and in the View pane of the Model Tree with a default name, SectionView[n].) Cross-section properties Changes you make here are applied immediately. To see these changes, make sure that the Cross Section Properties dialog box does not block your view of the active 3D model. The Cross Section Properties dialog box remains on top if you focus or interact with the underlying PDF. To close it, click the Close button in the upper-right corner. Enable Cross Section When selected, makes the other options available. Alignment Determines the axis (x, y, or z) to which the cross-section aligns. Align To Face Cuts the cross-section on a plane defined by the surface of any face that you then click in the 3D model. (The dialog box is dimmed until you click the face of a model part.) Last updated 10/11/2011 308 USING ACROBAT X STANDARD Multimedia and 3D models Align To 3 Points Cuts the cross-section on a plane defined by any three points that you click the 3D model. (The dialog box is dimmed until you click three points of a model.) Show Intersections Indicates where the cutting plane slices the 3D model by adding a colored outline. Click the color swatch if you want to select a different color. Show Cutting Plane Displays the two-dimensional field that cuts the 3D model. Click the color swatch to select a different color, and enter a different percentage to change the opacity of the plane. Ignore Selected Parts Removes the selected parts from the cross-section view. Show Transparent Displays parts that are not part of the cross-section. Cutting Plane Opacity Defines the transparency level of the cutting plane. Align Camera With Cutting Plane Rotates the 3D model so that it is level with the cutting plane. Offset Determines how much of the 3D model is sliced. Drag the slider left or right, or change the percentage. To understand how each axis divides the 3D model, select an axis and then drag the Offset slider back and forth. Observe the changes in the embedded 3D model. Flip Reverses the cross-section. For example, if the top half of the model is cut off, click Flip to display the top half and cut off the bottom half. Tilt sliders Determine the angles between the cutting plane and the axes. Drag the sliders left or right, or change the percentages. Save Section View Opens the View Properties dialog box in which you can select the display properties to save with the view. After you select the properties to save, the cross-sectional view is added to the list of views in the 3D toolbar and the Model Tree. The saved view is given a default name, SectionView[n]. Display properties that you choose not to save revert to the setting of the previous view. For example, if you do not save the background color, the cross-section view retains the background color of the previously displayed view. Measure 3D objects Use the 3D Measurement Tool to measure 3D models. You can create measurements between combinations of points or edges of the 3D model. As you move the pointer over the 3D model, specific points and edges are highlighted. The 3D Measurement Tool supports four types of measurements: perpendicular distance between two straight edges, linear distance between two points, the radius of circular edges, and the angle between two edges (or three points). You can associate 3D measurements with specific views. If the default view is active when a measurement is added, a new measurement view is created. This view is added to the view hierarchy in the Model Tree. The measurement is associated with that view only. The measurement shows up as a child of the view. You can also display comments while taking measurements. These comments (also called measurement markups) are preserved after the document is closed. Last updated 10/11/2011 309 USING ACROBAT X STANDARD Multimedia and 3D models 3D measurement display 1 Click a 3D model in a PDF to enable it. 2 Click the 3D Measurement Tool icon on the 3D toolbar. (If the 3D toolbar view is set for consolidated tools, select the 3D Measurement tool from the pop-up menu next to the Navigation tool.) 3 Select the options you want in the Snap Enables and Measurement Types areas of the 3D Measurement Tool palette. 4 Right-click the model background, and change the options as needed. Leave the 3D Measurement Tool palette open. 5 Measure the 3D model: • To measure the distance between two positions on the 3D model, click to set a start point. Then move the pointer to another location or an edge. • To measure the circumference of a round shape, move the pointer to the edge of the shape so that a circle appears, and click once. • To create and set an annotation on the measurement, right-click the object background and select Change Markup Label. Type a markup label. Measure the 3D model as described previously. Click to set the end point for the measurement, and then click a third time to set the location of the measurement and label. • To save a measurement as a comment, select the Hand tool, right-click the measurement, and click Convert To Comment. • To discontinue a measurement, right-click and choose Cancel Measurement. • To delete a measurement markup, click it with the 3D Measurement Tool and press Delete. Note: To learn how to rotate, pan, zoom, and snap while you measure, right-click the model and choose 3D Measurement Navigation Tips. Snap Enables options in the 3D Measurement Tool palette Snaps to the entire edge. 3D Snap To Edge Endpoints 3D Snap To Linear Edges Snaps to a straight-line segment of an edge. 3D Snap To Radial Edges Snaps to a circumference. 3D Snap To Silhouettes Snaps to the apparent edge of a part, such as the side of a cylinder. 3D Snap To Planar Faces Snaps to the geometric plane making up a face of the part. Measurement Types options in the 3D Measurement Tool palette Measures the distance between two positions on the 3D model. Click to set a start point, and then click another location to set an end point or edge. 3D Point To Point Measurement 3D Perpendicular Dimension Measures the distance between two edges taken at a right angle to the starting edge. Last updated 10/11/2011 310 USING ACROBAT X STANDARD Multimedia and 3D models 3D Radial Dimension 3D Angle Measurement Measures the radius at the location clicked. Measures the angle between two edges. Units and markup options To use the Units and Markup measurement tools, select the 3D Measurement Tool, and then right-click inside the model. Define Model Units Select to change the measurement units. Enable Coordinate Display Displays or hides the coordinates of the mouse pointer location in the Measurement Info Window. Change Markup Label Type the text that you want to appear with the measurement, both in the 3D model area and in the Comments panel. (Not available if Measurement Markup is not selected.) Disable Measurement Markup Select when you want to take measurements in a model, but not add them to the document. The measurements are only visible while the current measurement is active. If you start another measurement or change tools, the markup disappears. Don’t Snap To 3D Content Disables the ability to snap the insertion point to a likely target. Select this option to improve performance when you are working with a large model. Return to Snap To 3D Content to ensure precise measurement in 3D objects. 3D Measurement Navigation Tips Opens a dialog box that lists the keyboard shortcuts for several navigation shorts. You can use these shortcuts while you are measuring. Preferences Opens the Measuring (3D) Preferences dialog box. Hide/Show Measurement Info Window The Measurement Info Window displays the Units And Markup settings for the model. Select to remove the window from the model window. Hide/Show Measurement Toolbar Removes/displays the 3D Measurement Tool palette. Measuring preferences Change the 3D Measuring preferences to determine how 3D data is measured. These options appear in the Measuring (3D) panel of the Preferences dialog box. Note: In Adobe Reader, these preferences apply to PDFs that have commenting enabled. Use Scales And Units From Model (When Present) Displays measurements based on the model units, if present, generated from the original 3D model. Deselect this option to specify the units of measurements manually. This setting can be changed in the 3D Measurement Tool palette. Use Default Display Unit Uses units of measurement that you specify here rather than the measurement units in the 3D model. Significant Digits To Display Specifies the maximum number of digits in the measurement number. 3D Measuring Line Color Specifies the color of the line that appears when you click or drag to measure an object. Measure Feedback Size Sets the text size for the measurement display. Angular Measurements Shown In Specifies units as either degrees or radians. Circular Measurements Shown As Designates whether the diameter or radius is measured for circular parts. Show Circle For Radial Measurements Displays the circumference associated with the radial measurement. Last updated 10/11/2011 311 USING ACROBAT X STANDARD Multimedia and 3D models 3D Snap Settings Turns on snap and specifies whether points, arcs, edges, silhouette edges, or faces are snapped to. Sensitivity indicates how close the pointer must be to the item being snapped to. For Snap Hint Color, specify the color of the snap line that appears when you hold the pointer over the 3D object. Change camera properties Camera properties define the precise angle and positioning for a view of an object. Camera properties make up a camera view, which can be used both between views and between files. 1 On the 3D toolbar, click the Camera Properties icon . If you don’t see the icon, click the arrow next to the navigation tool on the left side of the 3D toolbar. 2 In the Camera Properties dialog box, click Save As to name a new camera view, or select an existing view from the menu. 3 Move the Camera Properties dialog box so that you can see the 3D model. Select a camera alignment: • Select Target to align the camera properties only to the target position. • Select Camera And Target to align the camera properties to both the camera direction and the target position. 4 Select the type of alignment: Select Model After you select this option, click a 3D model in the document. The Camera Properties dialog box shows the current camera position. • If Target is selected, the new position of the camera target is the center of the selected model. • If Camera And Target is selected, the position of the camera target is the center of the selected model. The camera is aligned to the selected model. Select Face After you select this option, click a face of the 3D model in the document. The Camera Properties dialog box shows the current camera position. • If Target is selected, the new position of the camera target is the center of the selected face. • If Camera And Target is selected, the position of the camera target is the center of the selected face. The camera is aligned to this face. Select 3 Points After you select this option, select three points on the same or different models in the document. The Camera Properties dialog box shows the current camera position. • If Target is selected, the new position of the camera target is the center of the three selected points. • If Camera and Target are selected, the camera target is the center of the three selected points. The camera position is aligned to the plan composed by the three selected points. 5 In the Position section, select Angle Units to change the X, Y, and Z values to Azimuth, Altitude, and Distance. These values enable you to manipulate the camera by azimuth (distance) and altitude (X axis), and to zoom using the distance value. 6 Move the sliders in the Camera and Target positions to the desired location. 7 To change the focal angle of the camera, drag the Field Of View slider to the desired degree. 8 To change the roll angle of the camera, drag the Roll slider to the desired degree. 9 Click Save Camera View to save the settings and add the view to the Model Tree. The view is added to the Model Tree with the default name of CameraView[n], with [n] being an incremental number. You can rename the camera view in the Views list. Last updated 10/11/2011 312 USING ACROBAT X STANDARD Multimedia and 3D models Set 3D views The default view of a 3D model lets you quickly revert to a starting point at any time as you interact with the model. A default view is different from a preview, which determines what the 3D model looks like when it’s not activated. The list of all available views for the 3D model appears in the Views menu on the 3D toolbar and in the View pane of the Model Tree. You can also create additional views of the 3D model in Acrobat that let you quickly navigate the 3D content as you want (such as top, bottom, left, right, inside, outside, exploded, or assembled). A view can include lighting, camera position, rendering mode, the Model Tree state, and transparency and cross section settings. Custom views can include precise camera properties. You can link views to bookmarks in the Bookmarks panel, or you can use the Go To 3D View action to link views to buttons and links that you create on the page. Create a custom view 1 With the Hand tool, click the 3D model to enable it. 2 Use the Rotate, Pan, and Zoom tools in the 3D toolbar to change the view. 3 In the View Properties dialog box, select the display settings to include in the view. Properties that are not selected use the settings that were last displayed. For example, if Background Color is not selected, the background color of the view remains the same as the background that was previously displayed. The view is listed as NewView in the View pane of the Model Tree. Select it to rename it. Display a view ❖ Use these methods to change the view, as appropriate: • From the 3D toolbar, select the view from the Views pop-up menu. • In the Model Tree, click the view name. • Click the Default View icon . Change the default view ❖ In the View pane of the Model Tree, do one of the following: • Select a view, and then choose Set As Default View from the Options menu. • Right-click a view, and then choose Set As Default View. Add a 3D view to a bookmark or link This process requires a 3D model with one or more defined views, which you can create. You can associate the view with an existing bookmark or link, or you can create a new one for this purpose. 1 Do one of the following: • To create a new bookmark, click the New Bookmark button at the top of the Bookmarks panel, and type a new name for the bookmark. Then, right-click it and choose Properties. • To create a new link, choose Tools > Content > Link, and drag to create a link rectangle anywhere on the page. Then, under Link Action, in the Create Link dialog box, select Custom Link, and click Next. • To link a view to an existing bookmark or link, right-click the bookmark or link, and choose Properties. 2 In the Properties dialog box, click the Actions tab. Last updated 10/11/2011 313 USING ACROBAT X STANDARD Multimedia and 3D models 3 From the Select Action menu, choose Go To A 3D/Multimedia View, and then click Add. 4 In the Select A 3D View dialog box, select the 3D annotation for the 3D model from the list on the left, and then select a view option on the right: Current View Matches the 3D rotation, pan, and zoom characteristics that are active in your document at the time you create the link or bookmark, whether or not this view is listed on the Model Tree as a defined view. First View Changes to the view that appears at the top of the list in the Model Tree. Last View Changes to the view definition that appears at the bottom of the list in the Model Tree. Previous View Moves up the Model Tree list of defined views, one view at a time. Next View Moves down the Model Tree list of defined views, one view at a time. Named View Changes to the defined view that you select from the list appearing below this option. 5 (Optional) To make a bookmark or link also jump to a specific page and page view, choose Go To A Page View on the Selection Action menu, and click Add. Then use the scroll bars and zoom tools to adjust the page view before you click the Set Link button. When finished, click Close in the Properties dialog box. Delete a 3D view ❖ Do one of the following: • On the 3D toolbar, open the Views pop-up menu and choose Manage Views. Select the views you want to remove, and click Delete View. • In the View pane of the Model Tree panel, select the views you want to remove. From within the View pane, either click the Delete button or click the Options button and choose Delete View. 3D preferences In the 3D & Multimedia panel of the Preferences dialog box, you can determine whether the 3D toolbar and Model Tree are displayed by default. You can also specify a default renderer and determine whether animations are allowed. Preferred Renderer Specifies the rendering engine used to affect both performance and quality, so it’s important to select the appropriate renderer. Depending on your system, you can change your render engine. If you select a DirectX® or OpenGL option, all rendering takes place using the graphics chip on the video adapter. If Software is selected, rendering takes more time, but the performance is often more consistent with the model rendering of the originating application. Enable Hardware Rendering For Legacy Video Cards Forces the use of a hardware accelerator for even video adapters that do not support a pixel shader. Enable Double-Sided Rendering Some model parts have two sides. To save time and space, you can deselect this option to render only the side facing the user. If the user looks inside a part rendered with only one side, the back side would be invisible. Preferred 3D PMI Rendering Mode Specifies the PMI mode to use for rendering. You can select one of the following options: Use Content Setting—The rendering of the PMI uses the setting of each PMI to decide whether it uses the Z-buffer. Always Render 3D PMI In Front Of Model—The rendering of the PMI ignores the Z-buffer regardless of the setting in the file. Always Render 3D PMI Using Z-buffer—The rendering of the PMI always turns on Z-buffer regardless of the setting in the file. Last updated 10/11/2011 314 USING ACROBAT X STANDARD Multimedia and 3D models Open Model Tree On 3D Activation Determines whether the Model Tree is displayed when the 3D model is activated. Choose Use Annotation’s Setting to use whichever setting the author used when adding the 3D model to the PDF. Default Toolbar State Determines whether the 3D toolbar is shown or hidden when a 3D model is activated. Choose Use Annotation’s Setting to use whichever setting the author used when adding the 3D model to the PDF. Enable Selection For The Hand Tool Lets the user select and highlight parts of the 3D model using the Hand tool. If this option is not selected, use the Object Data tool (Tools > Content > Select Object) to select the object. Consolidate Tools On The 3D Toolbar Selecting this option places the manipulation and navigation tools under the Rotate tool, thereby shortening the 3D toolbar. Enable View Transitions Some 3D models include animated transitions between views. Deselect this option if you want to prevent this 3D animation. Show 3D Orientation Axis Turns on or off an in-scene display of an axis that indicates the current orientation of the 3D scene. Optimization Scheme For Low Framerate Specifies what happens to animations of complex models when the framerate becomes low. None does not compromise the visuals and leaves the framerate low. Bounding Box shows the three-dimensional planes enclosing the parts instead of the parts themselves, which keeps the framerate high. Drop Objects does not show some parts of the model, which keeps the framerate high. Framerate Threshold Sets the minimum framerate, either by dragging the slider or entering a number in the value box. If the framerate drops below that number of frames per second, the Optimization Scheme For Low Framerate option goes into effect. Comment on 3D designs Comments added to a 3D object are associated with specific views that are defined when the comments are added. If the view is changed—for example, if the 3D object is rotated or moved—the comments are no longer visible. You have three ways to add comments to a 3D object: • Using the 3D Comment Tool on the 3D toolbar to add comments to specific parts of a 3D model. • Using the Annotations panel in the Comment pane to add a variety of comment types to a 3D view. • Converting a 3D measurement into a comment. Note: Adding comments to 3D model views requires version 7.0.7 or later of Acrobat or Reader. When the view of a 3D object is changed, any comment associated with that object disappears (right). Last updated 10/11/2011 315 USING ACROBAT X STANDARD Multimedia and 3D models If you don’t want a comment to be associated with a 3D view, add the comment outside the 3D object area. More Help topics “Commenting” on page 129 Add a 3D Comment to an object Comments created by using the 3D Comment Tool are like measurements in that they are associated with a specific part of the 3D geometry. When you add 3D comments to the default view of a model, a new view, called 3DCommentView is created. 3D comments added to other views are listed as components of that view in the Model Tree. You can edit and remove 3D comments the same way to edit and remove measurements. 1 Click the Add 3D Comment tool on the 3D toolbar. 2 Select a part of the model you want to add a 3D comment to. 3 In the Enter Comment String dialog box, type your comment. Add comments from the Comment task pane When you add comments by using the tools on the Comment task pane, a new view is created in the Model Tree called CommentView. Note: Adobe Reader users can add comments to a PDF if the document author enables commenting for that PDF. 1 Display the Annotations panel from the Comment task pane. 2 Select a commenting tool, and then click inside the 3D object area. 3 Click inside the 3D object area to create a comment. A new view definition is also created in the Model Tree with a default name such as “CommentView1.” 4 To add more comments, do one of the following: • To create an additional comment in a view, make sure that the commenting view you want is selected in the Model Tree. Then click inside the 3D object area. • To create an additional comment in a new commenting view, make sure that no commenting view is selected in the Model Tree,. Then click inside the 3D object area. Note: If you delete one of these automatically generated commenting views, the associated comments are still available. You can view and select them in the Comments panel or in the Model Tree, where they are listed under the views. Selecting a comment switches the 3D model to the same viewing configuration it had when the comment was added. Convert 3D measurements to comments Individual measurements can be converted to comments, so that they can be reviewed and annotated like other types of comments. 1 In the View pane of the Model Tree, right-click the plus sign next to the measurement view to display the list of individual measurements. 2 Right-click a measurement name and click Convert To Comment. Display comments for a 3D object 1 Do one of the following: • In the Model Tree, select a view that contains comments. Last updated 10/11/2011 316 USING ACROBAT X STANDARD Multimedia and 3D models • Click Comment > Comments List. • In the View pane of the Model Tree, click Options and choose List Comments. 2 Double-click a comment to open its comment window. 3 Repeat steps 1 and 2 to see other comments associated with other views. When you select a comment, the 3D model appears in the same view it was in when the comment was added. Run a JavaScript If a separate JavaScript file is associated with the 3D model PDF, you can activate it. 1 Open the PDF in Acrobat. 2 Click the 3D model with the Hand tool to enable it, and then right-click the 3D model and choose Run A JavaScript. 3 Find the JavaScript file you want to add, and click Open. Last updated 10/11/2011 317 Chapter 14: Color management Understanding color management A color management system reconciles color differences among devices so that you can be reasonably certain of the colors your system ultimately produces. Viewing color accurately allows you to make sound color decisions throughout your workflow, from digital capture through final output. Color management also allows you to create output based on ISO, SWOP, and Japan Color print production standards. Why colors sometimes don’t match No device in a publishing system is capable of reproducing the full range of colors viewable to the human eye. Each device operates within a specific color space that can produce a certain range, or gamut, of colors. A color model determines the relationship between values, and the color space defines the absolute meaning of those values as colors. Some color models (such as CIE L*a*b) have a fixed color space because they relate directly to the way humans perceive color. These models are described as being device-independent. Other color models (RGB, HSL, HSB, CMYK, and so forth) can have many different color spaces. Because these models vary with each associated color space or device, they are described as being device-dependent. Because of these varying color spaces, colors can shift in appearance as you transfer documents between different devices. Color variations can result from differences in image sources; the way software applications define color; print media (newsprint paper reproduces a smaller gamut than magazine-quality paper); and other natural variations, such as manufacturing differences in monitors or monitor age. RGB CMYK A B C Color gamuts of various devices and documents A. Lab color space B. Documents (working space) C. Devices What is a color management system? Color-matching problems result from various devices and software using different color spaces. One solution is to have a system that interprets and translates color accurately between devices. A color management system (CMS) compares the color space in which a color was created to the color space in which the same color will be output, and makes the necessary adjustments to represent the color as consistently as possible among different devices. Last updated 10/11/2011 318 USING ACROBAT X STANDARD Color management A color management system translates colors with the help of color profiles. A profile is a mathematical description of a device’s color space. For example, a scanner profile tells a color management system how your scanner “sees” colors. Adobe color management uses ICC profiles, a format defined by the International Color Consortium (ICC) as a crossplatform standard. Because no single color-translation method is ideal for all types of graphics, a color management system provides a choice of rendering intents, or translation methods, so that you can apply a method appropriate to a particular graphics element. For example, a color translation method that preserves correct relationships among colors in a wildlife photograph may alter the colors in a logo containing flat tints of color. Note: Don’t confuse color management with color correction. A color management system won’t correct an image that was saved with tonal or color balance problems. It provides an environment where you can evaluate images reliably in the context of your final output. More Help topics “About color profiles” on page 325 “About rendering intents” on page 330 Do you need color management? Without a color management system, your color specifications are device-dependent. You might not need color management if your production process is tightly controlled for one medium only. For example, you or your print service provider can tailor CMYK images and specify color values for a known, specific set of printing conditions. The value of color management increases when you have more variables in your production process. Color management is recommended if you anticipate reusing color graphics for print and online media, using various kinds of devices within a single medium (such as different printing presses), or if you manage multiple workstations. You will benefit from a color management system if you need to accomplish any of the following: • Get predictable and consistent color output on multiple output devices including color separations, your desktop printer, and your monitor. Color management is especially useful for adjusting color for devices with a relatively limited gamut, such as a four-color process printing press. • Accurately soft-proof (preview) a color document on your monitor by making it simulate a specific output device. (Soft-proofing is subject to the limitations of monitor display, and other factors such as room lighting conditions.) • Accurately evaluate and consistently incorporate color graphics from many different sources if they also use color management, and even in some cases if they don’t. • Send color documents to different output devices and media without having to manually adjust colors in documents or original graphics. This is valuable when creating images that will eventually be used both in print and online. • Print color correctly to an unknown color output device; for example, you could store a document online for consistently reproducible on-demand color printing anywhere in the world. Last updated 10/11/2011 319 USING ACROBAT X STANDARD Color management Creating a viewing environment for color management Your work environment influences how you see color on your monitor and on printed output. For best results, control the colors and light in your work environment by doing the following: • View your documents in an environment that provides a consistent light level and color temperature. For example, the color characteristics of sunlight change throughout the day and alter the way colors appear on your screen, so keep shades closed or work in a windowless room. To eliminate the blue-green cast from fluorescent lighting, you can install D50 (5000° Kelvin) lighting. You can also view printed documents using a D50 lightbox. • View your document in a room with neutral-colored walls and ceiling. A room’s color can affect the perception of both monitor color and printed color. The best color for a viewing room is neutral gray. Also, the color of your clothing reflecting off the glass of your monitor may affect the appearance of colors on-screen. • Remove colorful background patterns on your monitor desktop. Busy or bright patterns surrounding a document interfere with accurate color perception. Set your desktop to display neutral grays only. • View document proofs in the real-world conditions under which your audience will see the final piece. For example, you might want to see how a housewares catalog looks under the incandescent light bulbs used in homes, or view an office furniture catalog under the fluorescent lighting used in offices. However, always make final color judgements under the lighting conditions specified by the legal requirements for contract proofs in your country. Keeping colors consistent About color management in Adobe applications Adobe color management helps you maintain the appearance of colors as you bring images in from external sources, edit documents and transfer them between Adobe applications, and output your finished compositions. This system is based on conventions developed by the International Color Consortium, a group responsible for standardizing profile formats and procedures so that consistent and accurate color can be achieved throughout a workflow. By default, color management is turned on in color-managed Adobe applications. If you purchased the Adobe Creative Suite, color settings are synchronized across applications to provide consistent display for RGB and CMYK colors. This means that colors look the same no matter which application you view them in. Color settings for Adobe Creative Suite are synchronized in a central location through Adobe Bridge. Last updated 10/11/2011 320 USING ACROBAT X STANDARD Color management If you decide to change the default settings, easy-to-use presets let you configure Adobe color management to match common output conditions. You can also customize color settings to meet the demands of your particular color workflow. Keep in mind that the kinds of images you work with and your output requirements influence how you use color management. For example, there are different color-consistency issues for an RGB photo printing workflow, a CMYK commercial printing workflow, a mixed RGB/CMYK digital printing workflow, and an Internet publishing workflow. Basic steps for producing consistent color 1. Consult with your production partners (if you have any) to ensure that all aspects of your color management workflow integrate seamlessly with theirs. Discuss how the color workflow will be integrated with your workgroups and service providers, how software and hardware will be configured for integration into the color management system, and at what level color management will be implemented. (See “Do you need color management?” on page 318.) 2. Calibrate and profile your monitor. A monitor profile is the first profile you should create. Seeing accurate color is essential if you are making creative decisions involving the color you specify in your document. (See “Calibrate and profile your monitor” on page 327.) 3. Add color profiles to your system for any input and output devices you plan to use, such as scanners and printers. The color management system uses profiles to know how a device produces color and what the actual colors in a document are. Device profiles are often installed when a device is added to your system. You can also use third-party software and hardware to create more accurate profiles for specific devices and conditions. If your document will be commercially printed, contact your service provider to determine the profile for the printing device or press condition. (See “About color profiles” on page 325 and “Install a color profile” on page 328.) 4. Set up color management in Adobe applications. The default color settings are sufficient for most users. However, you can change the color settings by doing one of the following: • If you use multiple Adobe applications, use Adobe® Bridge to choose a standard color management configuration and synchronize color settings across applications before working with documents. (See “Synchronize color settings across Adobe applications” on page 321.) • If you use only one Adobe application, or if you want to customize advanced color management options, you can change color settings for a specific application. (See “Set up color management” on page 321.) 5. (Optional) Preview colors using a soft proof. After you create a document, you can use a soft proof to preview how colors will look when printed or viewed on a specific device. (See “About soft-proofing colors” on page 323.) Note: A soft proof alone doesn’t let you preview how overprinting will look when printed on an offset press. If you work with documents that contain overprinting, turn on Overprint Preview to accurately preview overprints in a soft proof. For Acrobat, the Overprint Preview option is automatically applied. Last updated 10/11/2011 321 USING ACROBAT X STANDARD Color management 6. Use color management when printing and saving files. Keeping the appearance of colors consistent across all of the devices in your workflow is the goal of color management. Leave color management options enabled when printing documents, saving files, and preparing files for online viewing. (See “Printing with color management” on page 324 and “Color-managing documents for online viewing” on page 322.) Synchronize color settings across Adobe applications If you use Adobe Creative Suite, you can use Adobe Bridge to automatically synchronize color settings across applications. This synchronization ensures that colors look the same in all color-managed Adobe applications. If color settings are not synchronized, a warning message appears at the top of the Color Settings dialog box in each application. Adobe recommends that you synchronize color settings before you work with new or existing documents. 1 Open Bridge. To open Bridge from a Creative Suite application, choose File > Browse. To open Bridge directly, either choose Adobe Bridge from the Start menu (Windows) or double-click the Adobe Bridge icon (Mac OS). 2 Choose Edit > Creative Suite Color Settings. 3 Select a color setting from the list, and click Apply. If none of the default settings meet your requirements, select Show Expanded List Of Color Setting Files to view additional settings. To install a custom settings file, such as a file you received from a print service provider, click Show Saved Color Settings Files. Set up color management 1 Select the Color Management category of the Preferences dialog box. 2 Select a color setting from the Settings menu, and click OK. The setting you select determines which color working spaces are used by the application, what happens when you open and import files with embedded profiles, and how the color management system converts colors. To view a description of a setting, select the setting and then position the pointer over the setting name. The description appears at the bottom of the dialog box. Note: Acrobat color settings are a subset of those used in InDesign, Illustrator, and Photoshop. In certain situations, such as if your service provider supplies you with a custom output profile, you may need to customize specific options in the Color Settings dialog box. However, customizing is recommended for advanced users only. Note: If you work with more than one Adobe application, it is highly recommended that you synchronize your color settings across applications. (See “Synchronize color settings across Adobe applications” on page 321.) Managing process and spot colors When color management is on, any color you apply or create within a color-managed Adobe application automatically uses a color profile that corresponds to the document. If you switch color modes, the color management system uses the appropriate profiles to translate the color to the new color model you choose. Keep in mind the following guidelines for working with process and spot colors: • Choose a CMYK working space that matches your CMYK output conditions to ensure that you can accurately define and view process colors. Last updated 10/11/2011 322 USING ACROBAT X STANDARD Color management • Select colors from a color library. Adobe applications come with several standard color libraries, which you can load using the Swatches panel menu. • Use Lab values (the default) to display predefined spot colors (such as colors from the TOYO, PANTONE, DIC, and HKS libraries) and convert these colors to process colors. Using Lab values provides the greatest accuracy and guarantees the consistent display of colors across Creative Suite applications. Note: Color-managing spot colors provides a close approximation of a spot color on your proofing device and monitor. However, it is difficult to exactly reproduce a spot color on a monitor or proofing device because many spot color inks exist outside the gamuts of many of those devices. Color-managing imported images Using a safe CMYK workflow A safe CMYK workflow ensures that CMYK color numbers are preserved all the way to the final output device, as opposed to being converted by your color management system. This workflow is beneficial if you want to incrementally adopt color management practices. For example, you can use CMYK profiles to soft-proof and hardproof documents without the possibility of unintended color conversions occurring during final output. You can override safe CMYK settings when you print a document or save it to Adobe PDF. However, doing so may cause colors to be reseparated. For example, pure CMYK black objects may be reseparated as rich black. For more information on color management options for printing and saving PDFs, search in Help. Preparing imported graphics for color management Use the following general guidelines to prepare graphics for being color-managed in Adobe applications: • Embed an ICC-compliant profile when you save the file. The file formats that support embedded profiles are JPEG, PDF, PSD (Photoshop), AI (Illustrator), INDD (InDesign), Photoshop EPS, Large Document Format, and TIFF. • If you plan to reuse a color graphic for multiple final output devices or media, such as for print, video, and the web, prepare the graphic using RGB or Lab colors whenever possible. If you must save in a color model other than RGB or Lab, keep a copy of the original graphic. RGB and Lab color models represent larger color gamuts than most output devices can reproduce, retaining as much color information as possible before being translated to a smaller output color gamut. More Help topics “Embed a color profile” on page 328 Color-managing documents for online viewing Color-managing documents for online viewing Color management for online viewing is very different from color management for printed media. With printed media, you have far more control over the appearance of the final document. With online media, your document will appear on a wide range of possibly uncalibrated monitors and video display systems, significantly limiting your control over color consistency. Last updated 10/11/2011 323 USING ACROBAT X STANDARD Color management When you color-manage documents that will be viewed exclusively on the web, Adobe recommends that you use the sRGB color space. sRGB is the default working space for most Adobe color settings, but you can verify that sRGB is selected in the Color Management preferences. With the working space set to sRGB, any RGB graphics you create will use sRGB as the color space. When working with images that have an embedded color profile other than sRGB, you should convert the image’s colors to sRGB before you save the image for use on the web. If you want the application to automatically convert the colors to sRGB when you open the image, select Convert To Working Space as the RGB color management policy. (Make sure that your RGB working space is set to sRGB.) More Help topics “About color working spaces” on page 328 Color-managing PDFs for online viewing When you export PDFs, you can choose to embed profiles. PDFs with embedded profiles reproduce color consistently in Acrobat 4.0 or later running under a properly configured color management system. Keep in mind that embedding color profiles increases the size of PDFs. RGB profiles are usually small (around 3 KB); however, CMYK profiles can range from 0.5 to 2 MB. More Help topics “Printing with color management” on page 324 Color-managing HTML documents for online viewing Many web browsers do not support color management. Of the browsers that do support color management, not all instances can be considered color-managed because they may be running on systems where the monitors are not calibrated. In addition, few web pages contain images with embedded profiles. If you manage a highly controlled environment, such as the intranet of a design studio, you may be able to achieve some degree of HTML color management for images by equipping everyone with a browser that supports color management and calibrating all monitors. You can approximate how colors will look on uncalibrated monitors by using the sRGB color space. However, because color reproduction varies among uncalibrated monitors, you still won’t be able to anticipate the true range of potential display variations. Proofing colors About soft-proofing colors In a traditional publishing workflow, you print a hard proof of your document to preview how its colors will look when reproduced on a specific output device. In a color-managed workflow, you can use the precision of color profiles to soft-proof your document directly on the monitor. You can display an on-screen preview of how your document’s colors will look when reproduced on a particular output device. Keep in mind that the reliability of the soft proof depends upon the quality of your monitor, the profiles of your monitor and output devices, and the ambient lighting conditions of your work environment. Last updated 10/11/2011 324 USING ACROBAT X STANDARD Color management Note: A soft proof alone doesn’t let you preview how overprinting will look when printed on an offset press. If you work with documents that contain overprinting, turn on Overprint Preview to accurately preview overprints in a soft proof. In Acrobat, the Overprint Preview option is automatically applied. A B C Using a soft proof to preview the final output of a document on your monitor A. Document is created in its working color space. B. Document’s color values are translated to color space of chosen proof profile (usually the output device’s profile). C. Monitor displays proof profile’s interpretation of document’s color values. Color-managing documents when printing Printing with color management Color management options for printing let you specify how you want Adobe applications to handle the outgoing image data so the printer will print colors consistent with what you see on your monitor. Your options for printing color-managed documents depend on the Adobe application you use, as well as the output device you select. In general, you have the following choices for handling colors during printing: • Let the printer determine colors. • Let the application determine colors. Letting the printer determine colors when printing In this workflow, the application does no color conversion, but sends all necessary conversion information to the output device. This method is especially convenient when printing to inkjet photo printers, because each combination of paper type, printing resolution, and additional printing parameters (such as high-speed printing) requires a different profile. Most new inkjet photo printers come with fairly accurate profiles built into the driver, so letting the printer select the right profile saves time and alleviates mistakes. This method is also recommended if you are not familiar with color management. If you choose this method, it is very important that you set up printing options and turn on color management in your printer driver. Search Help for additional instructions. If you select a PostScript printer, you can take advantage of PostScript color management. PostScript color management makes it possible to perform color composite output or color separations at the raster image processor (RIP)—a process called in-RIP separations—so that a program need only specify parameters for separation and let the device calculate the final color values. PostScript color-managed output workflows require an output device that supports PostScript color management using PostScript Level 2 version 2017 or later, or PostScript Language Level 3. Letting the application determine colors when printing In this workflow, the application does all the color conversion, generating color data specific to one output device. The application uses the assigned color profiles to convert colors to the output device’s gamut, and sends the resulting values to the output device. The accuracy of this method depends on the accuracy of the printer profile you select. Use this workflow when you have custom ICC profiles for each specific printer, ink, and paper combination. Last updated 10/11/2011 325 USING ACROBAT X STANDARD Color management If you choose this option, it is very important that you disable color management in your printer driver. Letting the application and the printer driver simultaneously manage colors during printing results in unpredictable color. Search Help for additional instructions. Obtaining custom profiles for desktop printers If the output profiles that come with your printer don’t produce satisfactory results, you obtain custom profiles in the following ways: • Purchase a profile for your type of printer and paper. This is usually the easiest and least expensive method. • Purchase a profile for your specific printer and paper. This method involves printing a profiling target on your printer and paper, and providing that target to a company that will create a specific profile. This is more expensive than purchasing a standard profile, but can provide better results because it compensates for any manufacturing variations in printers. • Create your own profile using a scanner-based system. This method involves using profile-creation software and your own flatbed scanner to scan the profiling target. It can provide excellent results for matte surface papers, but not glossy papers. (Glossy papers tend to have fluorescent brighteners in them that look different to a scanner than they do in room light.) • Create your own profile using a hardware profile-creation tool. This method is expensive but can provide the best results. A good hardware tool can create an accurate profile even with glossy papers. • Tweak a profile created using one of the previous methods with profile-editing software. This software can be complex to use, but it lets you correct problems with a profile or simply adjust a profile to produce results more to your taste. More Help topics “Install a color profile” on page 328 Working with color profiles About color profiles Precise, consistent color management requires accurate ICC-compliant profiles of all of your color devices. For example, without an accurate scanner profile, a perfectly scanned image may appear incorrect in another program, simply due to any difference between the scanner and the program displaying the image. This misleading representation may cause you to make unnecessary, time-wasting, and potentially damaging “corrections” to an already satisfactory image. With an accurate profile, a program importing the image can correct for any device differences and display a scan’s actual colors. A color management system uses the following kinds of profiles: Monitor profiles Describe how the monitor is currently reproducing color. This is the first profile you should create because viewing color accurately on your monitor allows for critical color decisions in the design process. If what you see on your monitor is not representative of the actual colors in your document, you will not be able to maintain color consistency. Input device profiles Describe what colors an input device is capable of capturing or scanning. If your digital camera offers a choice of profiles, Adobe recommends that you select Adobe RGB. Otherwise, use sRGB (which is the default Last updated 10/11/2011 326 USING ACROBAT X STANDARD Color management for most cameras). Advanced users may also consider using different profiles for different light sources. For scanner profiles, some photographers create separate profiles for each type or brand of film scanned on a scanner. Output device profiles Describe the color space of output devices like desktop printers or a printing press. The color management system uses output device profiles to properly map the colors in a document to the colors within the gamut of an output device’s color space. The output profile should also take into consideration specific printing conditions, such as the type of paper and ink. For example, glossy paper is capable of displaying a different range of colors than matte paper. Most printer drivers come with built-in color profiles. It’s a good idea to try these profiles before you invest in custom profiles. Document profiles Define the specific RGB or CMYK color space of a document. By assigning, or tagging, a document with a profile, the application provides a definition of actual color appearances in the document. For example, R=127, G=12, B=107 is just a set of numbers that different devices will display differently. But when tagged with the Adobe RGB color space, these numbers specify an actual color or wavelength of light—in this case, a specific color of purple. When color management is on, Adobe applications automatically assign new documents a profile based on Working Space options in the Color Settings dialog box. Documents without assigned profiles are known as untagged and contain only raw color numbers. When working with untagged documents, Adobe applications use the current working space profile to display and edit colors. A B C D Managing color with profiles A. Profiles describe the color spaces of the input device and the document. B. Using the profiles’ descriptions, the color management system identifies the document’s actual colors. C. The monitor’s profile tells the color management system how to translate the document’s numeric values to the monitor’s color space. D. Using the output device’s profile, the color management system translates the document’s numeric values to the color values of the output device so the correct appearance of colors is printed. More Help topics “Calibrate and profile your monitor” on page 327 “Letting the printer determine colors when printing” on page 324 “Obtaining custom profiles for desktop printers” on page 325 “About color working spaces” on page 328 Last updated 10/11/2011 327 USING ACROBAT X STANDARD Color management About monitor calibration and characterization Profiling software can both calibrate and characterize your monitor. Calibrating your monitor brings it into compliance with a predefined standard—for example, adjusting your monitor so that it displays color using the graphics arts standard white point color temperature of 5000° K (Kelvin). Characterizing your monitor simply creates a profile that describes how the monitor is currently reproducing color. Monitor calibration involves adjusting the following video settings: Brightness and contrast The overall level and range, respectively, of display intensity. These parameters work just as they do on a television. A monitor calibration utility helps you set an optimum brightness and contrast range for calibration. Gamma The brightness of the midtone values. The values produced by a monitor from black to white are nonlinear— if you graph the values, they form a curve, not a straight line. Gamma defines the value of that curve halfway between black and white. Phosphors The substances that CRT monitors use to emit light. Different phosphors have different color characteristics. White point The color and intensity of the brightest white the monitor can reproduce. Calibrate and profile your monitor When you calibrate your monitor, you are adjusting it so it conforms to a known specification. Once your monitor is calibrated, the profiling utility lets you save a color profile. The profile describes the color behavior of the monitor— what colors can or cannot be displayed on the monitor and how the numeric color values in an image must be converted so that colors are displayed accurately. 1 Make sure your monitor has been turned on for at least a half hour. This gives it sufficient time to warm up and produce more consistent output. 2 Make sure your monitor is displaying thousands of colors or more. Ideally, make sure it is displaying millions of colors or 24-bit or higher. 3 Remove colorful background patterns on your monitor desktop and set your desktop to display neutral grays. Busy patterns or bright colors surrounding a document interfere with accurate color perception. 4 Do one of the following to calibrate and profile your monitor: • In Windows, install and use a monitor calibration utility. • In Mac OS, use the Calibrate utility, located on the System Preferences/Displays/Color tab. • For the best results, use third-party software and measuring devices. In general, using a measuring device such as a colorimeter along with software can create more accurate profiles because an instrument can measure the colors displayed on a monitor far more accurately than the human eye. Note: Monitor performance changes and declines over time; recalibrate and profile your monitor every month or so. If you find it difficult or impossible to calibrate your monitor to a standard, it may be too old and faded. Most profiling software automatically assigns the new profile as the default monitor profile. For instructions on how to manually assign the monitor profile, refer to the Help system for your operating system. Last updated 10/11/2011 328 USING ACROBAT X STANDARD Color management Install a color profile Color profiles are often installed when a device is added to your system. The accuracy of these profiles (often called generic profiles or canned profiles) varies from manufacturer to manufacturer. You can also obtain device profiles from your service provider, download profiles from the web, or create custom profiles using professional profiling equipment. • In Windows, right-click a profile and select Install Profile. Alternatively, copy the profiles into the WINDOWS\system32\spool\drivers\color folder. • In Mac OS, copy profiles into the /Library/ColorSync/Profiles folder or the /Users/[username]/Library/ColorSync/Profiles folder. After installing color profiles, be sure to restart Adobe applications. More Help topics “Obtaining custom profiles for desktop printers” on page 325 Embed a color profile You can embed a color profile in an object or an entire PDF. Acrobat attaches the appropriate profile, as specified in the Convert Colors dialog box, to the selected color space in the PDF. For more information, see the color conversion topics in Acrobat Help. Changing the color profile for a document There are very few situations that require you to change the color profile for a document. This is because your application automatically assigns the color profile based on the settings you select in the Color Settings dialog box. The only times you should manually change a color profile are when preparing a document for a different output destination or correcting a policy behavior that you no longer want implemented in the document. Changing the profile is recommended for advanced users only. You can change the color profile for a document in the following ways: • Assign a new profile. The color numbers in the document remain the same, but the new profile may dramatically change the appearance of the colors as displayed on your monitor. • Remove the profile so that the document is no longer color-managed. • Convert the colors in the document to the color space of a different profile. The color numbers are shifted in an effort to preserve the original color appearances. Color settings About color working spaces A working space is an intermediate color space used to define and edit color in Adobe applications. Each color model has a working space profile associated with it. You can choose working space profiles in the Color Settings dialog box. A working space profile acts as the source profile for newly created documents that use the associated color model. For example, if Adobe RGB (1998) is the current RGB working space profile, each new RGB document that you create will use colors within the Adobe RGB (1998) gamut. Working spaces also determine the appearance of colors in untagged documents. Last updated 10/11/2011 329 USING ACROBAT X STANDARD Color management If you open a document embedded with a color profile that doesn’t match the working space profile, the application uses a color management policy to determine how to handle the color data. In most cases, the default policy is to preserve the embedded profile. More Help topics “About missing and mismatched color profiles” on page 329 Working space options Select the Color Management category of the Preferences dialog box. To view a description of any profile, select the profile and then position the pointer over the profile name. The description appears at the bottom of the dialog box. RGB Determines the RGB color space of the application. In general, it’s best to choose Adobe RGB or sRGB, rather than the profile for a specific device (such as a monitor profile). sRGB is recommended when you prepare images for the web, because it defines the color space of the standard monitor used to view images on the web. sRGB is also a good choice when you work with images from consumer-level digital cameras, because most of these cameras use sRGB as their default color space. Adobe RGB is recommended when you prepare documents for print, because Adobe RGB’s gamut includes some printable colors (cyans and blues in particular) that can’t be defined using sRGB. Adobe RGB is also a good choice when working with images from professional-level digital cameras, because most of these cameras use Adobe RGB as their default color space. CMYK Determines the CMYK color space of the application. All CMYK working spaces are device-dependent, meaning that they are based on actual ink and paper combinations. The CMYK working spaces Adobe supplies are based on standard commercial print conditions. Grayscale Determines the grayscale color space of the application. Note: You can use the color space in an embedded output intent instead of a document color space for viewing and printing. For more information on output intents, see Acrobat Help. Adobe applications ship with a standard set of working space profiles that have been recommended and tested by Adobe Systems for most color management workflows. By default, only these profiles appear in the working space menus. About missing and mismatched color profiles For a newly created document, the color workflow usually operates seamlessly: Unless specified otherwise, the document uses the working space profile associated with its color mode for creating and editing colors. However, some existing documents may not use the working space profile that you have specified, and some existing documents may not be color-managed. It is common to encounter the following exceptions to your color-managed workflow: • You might open a document or import color data (for example, by copying and pasting or dragging and dropping) from a document that is not tagged with a profile. This is often the case when you open a document created in an application that either does not support color management or has color management turned off. • You might open a document or import color data from a document that is tagged with a profile different from the current working space. This may be the case when you open a document that was created using different color management settings, or scanned and tagged with a scanner profile. Last updated 10/11/2011 330 USING ACROBAT X STANDARD Color management In either case, the application uses a color management policy to decide how to handle the color data in the document. If the profile is missing or does not match the working space, the application may display a warning message, depending on options you set in the Color Settings dialog box. Profile warnings are turned off by default, but you can turn them on to ensure the appropriate color management of documents on a case-by-case basis. The warning messages vary between applications, but in general you have the following options: • (Recommended) Leave the document or imported color data as it is. For example, you can choose to use the embedded profile (if one exists), leave the document without a color profile (if one doesn’t exist), or preserve the numbers in pasted color data. • Adjust the document or imported color data. For example, when opening a document with a missing color profile, you can choose to assign the current working space profile or a different profile. When opening a document with a mismatched color profile, you can choose to discard the profile or convert the colors to the current working space. When importing color data, you can choose to convert the colors to the current working space in order to preserve their appearance. Color conversion options Color conversion options let you control how the application handles the colors in a document as it moves from one color space to another. Changing these options is recommended only if you are knowledgeable about color management and very confident about the changes you make. To display conversion options, select the Color Management category of the Preferences dialog box. Engine Specifies the Color Management Module (CMM) used to map the gamut of one color space to the gamut of another. For most users, the default Adobe (ACE) engine fulfills all conversion needs. To view a description of an engine or intent option, select the option and then position the pointer over the option name. The description appears at the bottom of the dialog box. Use Black Point Compensation Ensures that the shadow detail in the image is preserved by simulating the full dynamic range of the output device. Select this option if you plan to use black point compensation when printing (which is recommended in most situations). About rendering intents A rendering intent determines how a color management system handles color conversion from one color space to another. Different rendering intents use different rules to determine how the source colors are adjusted; for example, colors that fall inside the destination gamut may remain unchanged, or they may be adjusted to preserve the original range of visual relationships when translated to a smaller destination gamut. The result of choosing a rendering intent depends on the graphical content of documents and on the profiles used to specify color spaces. Some profiles produce identical results for different rendering intents. In general, it is best to use the default rendering intent for the selected color setting, which has been tested by Adobe Systems to meet industry standards. For example, if you choose a color setting for North America or Europe, the default rendering intent is Relative Colorimetric. If you choose a color setting for Japan, the default rendering intent is Perceptual. You can select a rendering intent when you set color conversion options for the color management system, soft-proof colors, and print artwork: Perceptual Aims to preserve the visual relationship between colors so it’s perceived as natural to the human eye, even though the color values themselves may change. This intent is suitable for photographic images with lots of out-ofgamut colors. This is the standard rendering intent for the Japanese printing industry. Last updated 10/11/2011 331 USING ACROBAT X STANDARD Color management Saturation Tries to produce vivid colors in an image at the expense of color accuracy. This rendering intent is suitable for business graphics like graphs or charts, where bright saturated colors are more important than the exact relationship between colors. Relative Colorimetric Compares the extreme highlight of the source color space to that of the destination color space and shifts all colors accordingly. Out-of-gamut colors are shifted to the closest reproducible color in the destination color space. Relative Colorimetric preserves more of the original colors in an image than Perceptual. This is the standard rendering intent for printing in North America and Europe. Absolute Colorimetric Leaves colors that fall inside the destination gamut unchanged. Out-of-gamut colors are clipped. No scaling of colors to destination white point is performed. This intent aims to maintain color accuracy at the expense of preserving relationships between colors and is suitable for proofing to simulate the output of a particular device. This intent is particularly useful for previewing how paper color affects printed colors. Last updated 10/11/2011 332 Chapter 15: Printing Whether you send a quick draft to an inkjet or laser printer, provide a multicolored document to an outside service provider, or print a complex technical document with custom page sizes, you can set options in the Print dialog box to ensure that the finished document appears as intended. Basic printing tasks Print a PDF If the desired printing option is in the Print dialog box, set it there rather than through the printer driver. The computer you wish to print an Adobe® PDF from must be connected either to a local, shared, or network printer and be configured to use that printer. 1 Make sure that you’ve installed the correct printer driver for your printer. 2 To print comments, such as sticky notes, in the Preferences dialog box, choose Commenting and select Print Notes And Pop-ups. 3 Click the Print button , or choose File > Print. 4 Choose a printer from the menu at the top of the Print dialog box. 5 Click the Page Setup button to choose a paper size, page orientation, and other general printing options. The options vary with different printers and drivers. See your printer driver documentation for details. 6 Set additional printer driver options in your operating system. 7 To print comments or forms, select an option from the Comments And Forms pop-up menu. 8 Indicate which pages you want to print, and then click OK. For tips on basic printing tasks, click the Help button in the upper-right corner of the Print dialog box. Options in the Print dialog box Most of the options in the Adobe Acrobat Print dialog box are the same for other applications, however there will be some minor variations that are operating system specific. Comments And Forms Specifies which visible content prints. • Document Prints the document contents and form fields. • Document And Markups Prints document contents, form fields, and comments. • Document And Stamps Prints the document, form fields, and stamps, but no other markups, such as note comments and pencil lines. • Form Fields Only Prints interactive form fields but doesn’t print document contents. Current View/Selected Graphic Prints the page area (including text, comments, and so on) that is visible in the current view. The option name changes depending on whether you have no pages selected (Current View), a page or pages selected (Selected Pages), or an area on a page selected using the Snapshot tool (Selected Graphic). Current Page Prints the page that is visible in the current view. Last updated 10/11/2011 333 USING ACROBAT X STANDARD Printing Pages Specifies the range of pages to print in the open PDF. Separate numbers in a range by using a hyphen, and separate multiple pages or ranges by using commas or spaces. If the Use Logical Page Numbers option is selected in Page Display Preferences, you can enter numbers that match the numbering printed on the pages using roman numerals or actual page numbers. For example, if the first page of a document is numbered iii, you can enter iii or 1 to print that page. Selecting Odd Pages Only or Even Pages Only affects which pages in a range print. For example, in a range that includes 2, 7–10 with Even Pages Only selected, only pages 2, 8, and 10 will print. To print from a specific page to the end of the document, enter the page with a hyphen. For example, “11-” prints page 11 to the last page of the document. Subset Choose All Pages In Range, or choose Odd Pages Only or Even Pages Only to print only those pages within the specified range. Reverse Pages Prints pages in reverse order. If page ranges are entered, the pages print opposite of the order in which they were entered. For example, if the Pages box shows 3–5, 7–10, selecting Reverse Pages prints pages 10–7, and then 5–3. Page Scaling Reduces, enlarges, or divides pages when printing. • None Prints the upper left or center of a page (if auto-rotated and centered) without scaling. Pages or selections that don’t fit on the paper are cropped. You can set this option as the default using the None print preset. See “Create print presets” on page 335. • Fit To Printable Area Reduces or enlarges each page to fit the printable area of the currently selected paper size. For PostScript® printers, the PPD determines the printable area of the paper. • Shrink To Printable Area Shrinks large pages to fit the currently selected paper size but doesn’t enlarge small pages. If an area is selected and is larger than the printable area of the currently selected paper, it’s scaled to fit the printable area. This option is always active during N-up printing. You can set this option as the default using the Default print preset. See “Create print presets” on page 335. • Tile Large Pages Applies tiling to pages that are larger than the selected paper size at the specified scale. These pages are mapped to multiple sheets of paper. If this option is selected, you can also specify settings for Tile Scale, Overlap, Cut Marks, and Labels. • Tile All Pages Applies tiling to all pages, regardless of size. However, only the pages that are larger than the selected paper size at the specified scale are mapped to multiple sheets of paper. If this option is selected, you can also specify settings for Tile Scale, Overlap, Cut Marks, and Labels. • Multiple Pages Per Sheet Enables N-up printing, where multiple pages print on the same sheet of paper. If this option is selected, you can also specify settings for Pages Per Sheet, Page Order, Print Page Border, and Auto-Rotate Pages. Note: N-up printing in Acrobat is independent of the N-up printing features of printer drivers. The Acrobat print settings don’t reflect the N-up settings of the printer drivers. Select N-up printing either in Acrobat or in the printer driver, but not both. • Booklet Printing Prints multiple pages on the same sheet of paper in the order required to read correctly when folded. The printer must support duplex printing (printing on both sides of the sheet). Acrobat automatically enables duplex printing, if available, for booklet printing. Pages Per Sheet Prints a predefined number of pages, or a custom number (up to 99), horizontally and vertically during N-up printing. If you select a predefined number from the menu, Acrobat automatically selects the best paper orientation. Page Order Defines how the pages are ordered on paper during N-up printing. Horizontal places pages from left to right, top to bottom. Horizontal Reversed places pages from right to left, top to bottom. Vertical places pages top to Last updated 10/11/2011 334 USING ACROBAT X STANDARD Printing bottom, left to right. Vertical Reversed places pages top to bottom, right to left. Both reversed options are suitable for Asian-language documents. Print Page Border Draws the crop box (the page boundary of PDF pages) during N-up printing. Auto-Rotate And Center Automatically selects the page orientation that best matches the content and paper. For example, a spreadsheet could print horizontally, while a newsletter could print vertically. The Auto-Rotate And Center option overrides the orientation selected in Page Setup. Choose Paper Source By PDF Page Size (Windows) Uses the PDF page size to determine the output tray rather than the page setup option. This option is useful for printing PDFs that contain multiple page sizes on printers that have different-sized output trays. Print To File (Windows) Creates a device-dependent PostScript file of the document. The resulting file contains code for enabling and controlling specific device features, making it less compatible with devices other than the target device. For better results when creating PostScript files, use the Save As PostScript command. The Save As PostScript command isn’t available in Adobe Reader®. Note: You don’t need to have a PostScript printer to create a PostScript file. Printing Tips If you’re connected to the Internet, this option connects to the Adobe website for information on how to troubleshoot printing problems. Advanced Opens one or more panels for setting additional printing options. Summarize Comments Creates a separate, printable PDF of the comments in a document. This option is unavailable when you print from a web browser or print multiple documents in PDF Portfolios. See “Print a comment summary” on page 144. Additional resources For more information on printing, see these resources: • Printing tips | Acrobat, Reader: http://kb2.adobe.com/cps/332/332720.html • Forums on printing and prepress: acrobatusers.com/forum/printing-prepress • Adobe Print Resource Center: www.adobe.com/go/print_resource More Help topics “Downloading Asian fonts to a printer” on page 340 “Create print presets” on page 335 Print a portion of a page 1 Choose Edit > Take a snapshot. 2 Drag around the area you want to print. Acrobat copies the selected area to the clipboard. 3 Choose File > Print, and choose Selected Graphic option. Last updated 10/11/2011 335 USING ACROBAT X STANDARD Printing Print Layers Normally, when you print a PDF that contains layers, just the content that is visible on-screen is printed. However, the creator of a layered PDF can specify that some layered content, such as watermarks or confidential information, must (or must not) print, regardless of its visibility on-screen. If the document is designed to print differently from how it currently appears on-screen, a message may appear in the Print dialog box. The Preview image in the Print dialog box always shows the page as it will print. Note: To work with layers in Acrobat, convert the source document to PDF using a preset that preserves layers, such as Acrobat 6 (PDF 1.5) or later. View how layers print 1 Click the layers icon in the navigation panel. 2 Choose Apply Print Overrides from the Options menu. Note: Depending on the visibility settings specified when the PDF was created, Apply Print Overrides may be unavailable in the Options menu. Change print settings for a layer 1 Click the layers icon in the navigation panel. 2 Expand the layers area, select a layer, and then select Layer Properties from the Options menu. 3 In the Layer Properties dialog box, choose one of the following from the Print pop-up menu: Always Prints Forces the layer to print. Never Prints Forces the layer not to print. Prints When Visible Matches printed output to on-screen visibility. Note: In Reader, you can open the Layer Properties dialog box, but you cannot change the settings. Create print presets A PDF can contain a set of print presets, a group of document-specific values that is used to set basic print options. By creating a print preset for a document, you can avoid manually setting certain options in the Print dialog box each time you print the document. It’s best to define print settings for a PDF at the time that you create it, but print presets provide a means to add basic print settings to a PDF at any time. 1 Choose File > Properties, and click the Advanced tab. 2 In the Print Dialog Presets section, set options and click OK. The next time you open the Print dialog box, the values will be set to the print preset values. These settings are also used when you print individual PDFs in a PDF Portfolio. Note: To retain a print preset for a PDF, you must save the PDF after creating the print preset. Print Dialog Presets Page Scaling Prepopulates the Page Scaling menu in the Print dialog box with the option you choose: • Default Uses the application default setting, which is Shrink To Printable Area. • None Prevents automatic scaling to fit the printable area. This setting is useful for preserving the scale of page content in engineering documents, or for ensuring that documents print at a particular point size to be legal. Last updated 10/11/2011 336 USING ACROBAT X STANDARD Printing Note: The Page Scaling menu in the Print dialog box shows additional options, but you cannot prepopulate the dialog box with any of those options. Choose one of those options when you print. DuplexMode For best results, the selected printer should support duplex printing if you select a duplex option. • Simplex Prints on one side of the paper. • Duplex Flip Long Edge Prints on both sides of the paper; the paper flips along the long edge. • Duplex Flip Short Edge Prints on both sides of the paper; the paper flips along the short edge. Paper Source By Page Size Selects the option by the same name in the Print dialog box. Uses the PDF page size to determine the output tray rather than the page setup option. This option is useful for printing PDFs that contain multiple page sizes on printers that have different-sized output trays. Print Page Range Prepopulates the Pages box in the Print Range section of the Print dialog box with the page ranges you enter here. This setting is useful in a workflow where documents include both instruction pages and legal pages. For example, if pages 1–2 represent instructions for filling out a form, and pages 3–5 represent the form, you can set up your print job to print multiple copies of only the form. Number Of Copies Prepopulates the Copies box in the Print dialog box. Choose a number from 2 to 5, or choose Default to use the application default, which is one copy. This limitation prevents multiple unwanted copies from being printed. Other ways to print PDFs About booklets Booklets are documents with multiple pages arranged on sheets of paper that, when folded, present the correct page order. You can create 2-up saddle-stitched booklets, where two side-by-side-pages, printed on both sides, are folded once and fastened along the fold. The first page prints on the same printed sheet as the last page, the second page on the same sheet as the second-to-last page, and so on. Each page is automatically centered on the sheet, and large pages are scaled (shrunk) to fit the printable area. When you collate, fold, and staple the double-sided pages, the result is a single book with correct pagination. To print booklets, your printer must support either automatic or manual duplex printing (printing on both sides of the paper). Manual duplex printing requires two separate printing passes: one to print the front side, and another to print the back side. To find out whether your printer supports duplex printing, check the printer manual, contact the printer manufacturer, or click the Properties button in the Print dialog box and look for options that mention two-sided or duplex printing. Multipage document (left), pages arranged in booklet layout (center), and pages printed and folded into new booklet (right) Last updated 10/11/2011 337 USING ACROBAT X STANDARD Printing Print a booklet 1 Choose File > Print and select the printer. 2 Under Page Handling, choose Booklet Printing from the Page Scaling menu. 3 In the Print Range area, specify which pages to print: • To print pages from front to back, select All. • To divide a large booklet into smaller groupings, select Pages and specify a page range for the first grouping. Print each page range separately. • To print certain pages on a different paper or paper stock, specify those pages using the Sheets From/To option. Click the Properties button and select the correct paper tray and any other options as necessary. 4 Choose additional page handling options. The Preview image changes as you specify options. Booklet Subset Determines which sides of the paper print. Choose Both Sides to automatically print both sides of the paper (your printer must support automatic duplex printing). Choose Front Side Only to print all pages that appear on the front side of the paper. After these pages print, flip them, choose File > Print again, and choose Back Side Only. Depending on the printer model, you might have to turn and reorder the pages to print the back sides. To prevent others in a shared printing environment from printing on your pages before you print the back side, consider printing the back side pages using a different paper tray. Auto-Rotate Pages Automatically rotates each page for the best fit in the printable area. Sheets From Specifies the first and last sheet to print. Acrobat determines which sheets must print to accommodate the print job. For example, if you have a 16-page document, then sheets 1 through 4 print. Binding Determines the orientation for the binding. Choose Left for text read left-to-right; choose Left (Tall) for paper folded on the long side, where the printable area is long and narrow. Choose Right for text read right-to-left or for Asian-style vertical reading; choose Right (Tall) for paper folded on the long side. Compare Right binding with Right (Tall). Print PDFs in a PDF Portfolio A PDF Portfolio contains multiple documents wrapped in one PDF. You can print the component PDFs in a PDF Portfolio individually or together. Documents print in alphabetical order, regardless of the order of files. Last updated 10/11/2011 338 USING ACROBAT X STANDARD Printing To rename a file or change the order of files within a PDF portfolio, use the Details view. See “Working with component files in a PDF Portfolio” on page 87. 1 Open the PDF Portfolio. To print only certain PDFs, select those PDFs. 2 Choose File > Print, and then choose one of the following: All PDF Files Prints all the PDFs in the PDF Portfolio. Selected PDF Files Prints the selected PDFs. This option is available only when multiple files are selected in the list of component documents. 3 Choose applicable printing options, and click OK. Note: You must use the native application to print any component file that is not a PDF. To open a component file in its native application, right-click the file and choose Open File In Native Application. (The native application must be installed for you to open the file.) More Help topics “About PDF Portfolios” on page 83 Print from the Bookmarks tab You can print the pages associated with bookmarks directly from the Bookmarks tab. Bookmarks appear in a hierarchy, with parent bookmarks and child (dependent) bookmarks. If you print a parent bookmark, all page content associated with child-level bookmarks also print. Not all bookmarks display page content, and therefore cannot be printed. For example, some bookmarks open a file or play a sound. If you select a mix of printable and nonprintable bookmarks, the nonprintable bookmarks are ignored. Note: Bookmarks made from tagged content always display page content because the tagged content represents printable elements in the document structure, such as headings and figures. 1 Open a PDF with bookmarks. If necessary, choose View > Show/Hide > Navigation Panes > Bookmarks so the bookmarks appear in the navigation pane. 2 Select one or more bookmarks, and then right-click the selection. 3 Choose Print Page(s) from the menu. More Help topics “About bookmarks” on page 260 “Add tagged bookmarks” on page 263 Printing custom sizes Print an oversized document Although you can create a PDF file as large as 15,000,000 inches (38,100,000 cm) in either direction, most desktop printers cannot print such large pages. To print an oversized document on your desktop printer, you can print each page in pieces, called tiles, and then trim and assemble those pieces. Last updated 10/11/2011 339 USING ACROBAT X STANDARD Printing You can also increase the scale of a standard-sized document and print it on multiple pages. 1 Choose File > Print. 2 From the Page Scaling menu, choose Tile All Pages if all pages of the document are oversized. If some of the pages are standard-sized, choose Tile Large Pages. 3 (Optional) Set any of these options, referring to the Preview image to check the output results: Tile Scale Adjusts the scaling. The scaling affects how the sections of the PDF page map to the physical sheet. Overlap Specifies the minimum amount of duplicated information you want printed on each tile for ease in assembly. The Overlap option uses the unit of measure specified for the document. The value should be greater than the minimum nonprinting margins for the printer. You can specify up to half the size of the shortest side of the document page to overlap. For example, tiles for a page that measures 11-by-17 inches (279.4mm-by-431.8mm) can overlap up to 5.5 inches (139.7mm). Labels Includes the PDF name, date of printing, and tile coordinate on every sheet. For example, Page 1 (1,1) means row 1, column 1 of the first page. Tile coordinates are used for reassembling the tiles. Cut Marks Prints marks on each corner of a tiled page for ease of assembly. Use this option in conjunction with the Overlap option. When you specify an overlapping edge and then superimpose those edges, you can use the cut marks to line up the tiles. Scale a document for printing To print an oversized PDF on paper that has smaller dimensions, you can scale the document’s width and height to fit. 1 Choose File > Print. 2 From the Page Scaling menu, choose Fit To Printable Area or Shrink To Printable Area. Note: If you don’t see a Page Scaling menu, click the arrow next to the Printer menu to expose more controls in the Print dialog box. For more information about scaling documents for printing, see the “Page scaling” section of “Printing tips” document on the Adobe website. Advanced print settings About advanced print settings If normal print settings don’t produce the results you expect, you may need to specify options in the Advanced Print Setup dialog box. For example, if your printed output doesn’t match the document’s on-screen appearance, you may need to try printing the document as an image (PostScript printers only). Or, if a PDF uses fonts that aren’t embedded, you must download the fonts to the printer when you print the document. Set advanced print options The Advanced Print Setup dialog box is available for PostScript and non-PostScript printers. 1 In the Print dialog box, click Advanced. To learn more about an option, select it. A description appears at the bottom of the dialog box. Last updated 10/11/2011 340 USING ACROBAT X STANDARD Printing 2 Set options for PostScript printers, and then click OK. Note: Acrobat sets the PostScript level automatically, based on the selected printer. PostScript options Use the PostScript Options panel of the Advanced Print Setup dialog box to set options for a particular PostScript printer. These options include how to handle nonresident printer fonts and whether to download Asian fonts. If a PDF contains device-dependent settings, such as halftones and transfer functions, these settings can be sent in the PostScript output to override the default settings in the printer. To use these options, you must be connected to a PostScript printer or have a PostScript printer driver installed with a PPD file selected. Font And Resource Policy Specifies how fonts and resources in the document are sent to a printer when those fonts and resources aren’t present on the printer. • Send At Start Downloads all fonts and resources at the start of the print job. The fonts and resources remain on the printer until the job has finished printing. This option is the fastest but uses the most printer memory. • Send By Range Downloads fonts and resources before printing the first page that uses them, and then discards them when they are no longer needed. This option uses less printer memory. However, if a PostScript processor reorders the pages later in the workflow, the font downloading can be incorrect, resulting in missing fonts. This option does not work with some printers. • Send For Each Page Downloads all fonts and resources for a given page before the page prints, and then discards the fonts when the page has finished printing. This option uses the least printer memory. Language Specifies the level of PostScript to generate for the pages. Choose the level of PostScript appropriate for your printer. Download Asian Fonts Prints documents with Asian fonts that aren’t installed on the printer or embedded in the PDF. The Asian fonts must be present on the system. Discolored Background Correction Prevents printing problems like red boxes over graphics, or pages printing mirrored or upside down. These problems can occur when Acrobat or Reader cannot use the default Color Rendering Dictionaries (CRDs) on some PostScript printers. Print As Image Prints pages as bitmap images. Select this option if normal printing doesn’t produce the desired results, and specify a resolution. This option is available only for PostScript printers. Downloading Asian fonts to a printer Select the Download Asian Fonts option in the Advanced Print Setup dialog box if you want to print a PDF with Asian fonts that aren’t installed on the printer or embedded in the document. Embedded fonts are downloaded whether or not this option is selected. You can use this option with a PostScript Level 2 or higher printer. To make Asian fonts available for downloading to a printer, be sure you have downloaded the fonts to your computer using the Custom or Complete installation option during installation of Acrobat. If Download Asian Fonts is not selected, the PDF prints correctly only if the referenced fonts are installed on the printer. If the printer has similar fonts, the printer substitutes those. If there are no suitable fonts on the printer, Courier is used for the text. If Download Asian Fonts does not produce the results you want, print the PDF as a bitmap image. Printing a document as an image may take longer than using a substituted printer font. Note: Some fonts cannot be downloaded to a printer, either because the font is a bitmap or because font embedding is restricted in that document. In these cases, a substitute font is used for printing, and the printed output may not match the screen display. Last updated 10/11/2011 341 Chapter 16: Keyboard shortcuts This section lists common shortcuts for moving around a document. 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 Accelerators To Access Tools option. Tool Windows/UNIX action Mac OS action Hand tool H H Temporarily select Hand tool Spacebar Spacebar Select tool V V Snapshot tool G G 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 Temporarily select Zoom In tool Ctrl+spacebar Spacebar+Command Select Object tool R R Object Data tool O O Article tool A A Crop tool C C Link tool L L Edit Document Text tool (formerly TouchUp Text) T T Measuring tool B B JavaScript Debugger Ctrl+J Command+J Insert Blank Pages tool Shift+Ctrl+Q Shift+Command+Q Insert Files Ctrl+Shift+I Delete pages Ctrl+Shift+D Last updated 10/11/2011 342 USING ACROBAT X STANDARD Keyboard shortcuts Keys for working with comments To enable single-key shortcuts, select the Use Single-Key Accelerators To Access Tools option in General preferences. 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 Arrow tool D D Cycle through drawing markup tools: Arrow, Line, Rectangle, Oval, Polygon Line, Polygon, Pencil Tool, Eraser Tool Shift+D (Windows only) Shift+D Text Box tool X X Attach file as comment J J Cycle through attach tools: Attach File, Record Audio Comment Shift+J Shift+J Move focus to comment Tab Tab Move focus to next comment Shift+Tab Shift+Tab Open pop-up note for comment that has focus Enter Return Keys for navigating a PDF 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 Last updated 10/11/2011 343 USING ACROBAT X STANDARD Keyboard shortcuts Result Windows/UNIX Action Mac OS Action Scroll (when Hand tool is selected) Spacebar Spacebar Zoom in Ctrl+equal sign Command+equal sign Zoom out Ctrl+hyphen Command+hyphen Keys for working with PDF Portfolios These keys are available in the files list of the Details pane. 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 Up Arrow or Down Arrow when in the body of the file list on the left 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, Backspace navigate one level up from within a folder 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 Enter file list representing a subfolder, navigate to a subfolder, or open an attachment in Preview mode. 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 Shift+Up Arrow or Shift+Down selection by adding the next row above or Arrow below the selected row 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 column header Spacebar Spacebar Last updated 10/11/2011 344 USING ACROBAT X STANDARD Keyboard shortcuts Keys for navigating task panes Result Windows Action Mac OS Action Move focus to the next item among Document pane, Task panes, Message bar, and Navigation bar F6 F6 Move focus to the previous item among Document pane, Task panes, message bar, and Navigation 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 within an open Task pane Tab Tab Navigate to the previous panel and panel Shift+Tab control within an open Task pane 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 Spacebar or Enter Left Arrow or Right Arrow Left Arrow or Right Arrow Open the menu and move the focus to Spacebar or Enter the first menu option when focus is on a command with a sub-menu or sub-menu element with a flyout Spacebar or Enter Move the focus back to the parent command button with a sub-menu or sub-menu element with a flyout Esc Esc Run the command in focus Spacebar or Enter Spacebar or Enter Open Pages panel and navigate to command buttons Alt+V+T+P. Press F6 bring focus to panel. Use arrow keys to navigate within panel. Keys for general navigating Result Windows/UNIX Action Mac OS Action Move focus to menus (Windows, UNIX); expand first menu item (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 Last updated 10/11/2011 345 USING ACROBAT X STANDARD Keyboard shortcuts Result Windows/UNIX Action Mac OS Action 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 Shift+Tab form field in the document pane Shift+Tab Activate selected tool, item (such as a movie clip or bookmark), or command Spacebar or Enter Spacebar or Return Open context menu Shift+F10 Control+click Close context menu F10 Esc Return to Hand tool or Select tool Esc Esc Move focus to next tab in a tabbed dialog Ctrl+Tab box 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 Keys for working with navigation panels 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 bar, and navigation panels F6 F6 Move focus to previous pane or panel Shift+F6 Shift+F6 Move among the elements of the active navigation panel Tab Tab Move to previous or next navigation Up Arrow or Down Arrow panel and make it active (when focus is on the panel button) Up Arrow or Down Arrow Move to next navigation panel and make it active (when focus is anywhere in the navigation pane) Not available Ctrl+Tab Last updated 10/11/2011 346 USING ACROBAT X STANDARD Keyboard shortcuts Result Windows/UNIX Action Mac OS Action 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 Keys for navigating the Help window 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 Quick Check tool Shift+Ctrl+6 Shift+Command+6 Change reading settings for the current document Shift+Ctrl+5 Shift+Command+5 Reflow a tagged PDF, and return to 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 Keys for accessibility Last updated 10/11/2011 347 USING ACROBAT X STANDARD Keyboard shortcuts Result Windows Action Mac OS Action 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 Last updated 10/11/2011
Source Exif Data:
File Type : PDF File Type Extension : pdf MIME Type : application/pdf PDF Version : 1.4 Linearized : Yes Tagged PDF : Yes Page Mode : UseOutlines XMP Toolkit : Adobe XMP Core 4.0-c320 44.284297, Mon Apr 16 2007 09:10:35 Format : application/pdf Title : Using Acrobat X Standard Description : Adobe Acrobat X Standard Creator : Adobe Systems Incorporated Create Date : 2011:10:11 22:15:22Z Modify Date : 2011:10:11 22:15:22Z Creator Tool : FrameMaker 8.0 Producer : Acrobat Distiller Server 8.1.0 (Sparc Solaris, Built: 2007-09-07) Document ID : uuid:6697fce4-1dd2-11b2-0a00-001838d80016 Instance ID : uuid:6697fcea-1dd2-11b2-0a00-ffbff278fdb2 Page Count : 352 Subject : Adobe Acrobat X Standard Author : Adobe Systems IncorporatedEXIF Metadata provided by EXIF.tools