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

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Using
ADOBE ® ACROBAT ® X STANDARD
Last updated 10/11/2011
Legal noticesLegal notices
For legal notices, see http://help.adobe.com/en_US/legalnotices/index.html.
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Last updated 10/11/2011
Contents
Chapter 1: What’s new
What’s new (Acrobat 10.1) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
What’s new (Acrobat X) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Chapter 2: Workspace
Workspace basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Opening and viewing PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Navigating PDF pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Adjusting PDF views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Grids, guides, and measurements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Maintaining the software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 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 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Scan documents to PDF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Using the Adobe PDF printer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Creating PDFs with PDFMaker (Windows) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Converting web pages to PDF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Creating PDFs with Acrobat Distiller . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Adobe PDF conversion settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
Fonts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
Chapter 4: PDF Portfolios and combined PDFs
PDF Portfolios . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
Other options for combining files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
Adding unifying page elements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
Rearranging pages in a PDF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98
Chapter 5: Saving and exporting PDFs
Saving PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103
Exporting PDFs to other file formats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105
Reusing PDF content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110
Chapter 6: Collaboration
File sharing and real-time collaboration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114
Preparing for a PDF review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117
Starting a review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120
Participating in a PDF review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122
Tracking and managing PDF reviews . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125
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Commenting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129
Managing comments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142
Importing and exporting comments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146
Approval workflows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148
Chapter 7: Forms
Forms basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151
Creating and distributing forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153
Form fields behavior . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166
Setting action buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176
Publishing interactive web forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180
Collecting and managing form data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182
Filling in forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185
Chapter 8: Security
Application security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191
Content security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 197
Chapter 9: Digital signatures
About digital signatures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 222
Comparing ink signatures with digital signatures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223
Setting up signing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223
Setting up signature validation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228
Signing PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 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 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 246
Creating accessible PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 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 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 280
Layers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 284
Actions and scripting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 286
Using Geospatial PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 289
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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 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 317
Keeping colors consistent . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 319
Color-managing imported images . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 322
Color-managing documents for online viewing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 322
Proofing colors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 323
Color-managing documents when printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 324
Working with color profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 325
Color settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 328
Chapter 15: Printing
Basic printing tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 332
Other ways to print PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 336
Printing custom sizes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 338
Advanced print settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 339
Chapter 16: Keyboard shortcuts
Keyboard shortcuts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 341
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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
Tools pane, open the pane and click the options menu
in the upper-right corner. Choose a deselected panel from
the list. (The Tools pane replaces the Tasks toolbar in Acrobat 9.)
Adding tools to the Tools pane
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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.
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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
Acrobat 9 task menu Acrobat X menu bar Acrobat 9 Advanced menu
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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.
Work area as it appears in Acrobat
A. Menu bar B. Toolbars C. Navigation pane (Bookmarks panel displayed) D. Document pane E. Task panes
A
D
B
C
E
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When you open a PDF inside a web browser, the toolbars, navigation pane, and task panes are not available. You can
display those items by clicking the Acrobat icon
in the semi-transparent floating toolbar near the bottom of the
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.
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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.
1Position the pointer over the document, object, or panel.
2Click the right mouse button.
Note: (Mac OS) If you don’t have a two-button mouse, you can display a context menu by pressing the Control key as you
click with the mouse.
Toolbars
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 to display a menu of
commands related to creating PDFs.
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.
1In the Quick Tools toolbar, click the Customize Quick Tools button .
2Do any of the following:
To add a tool, select it in the left pane and click .
C
DEF
B
A
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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.
1Right-click an empty space in the toolbar.
2Select a tool from the menu.
3To remove a tool from the toolbar, right-click the tool and deselect it from the menu.
Hide and show toolbars
When your work does not involve using the tools in a toolbar, you can close the toolbar to tidy up the work area. If
several PDFs are open, you can customize the toolbars for each PDF independently. The different customized states
persist as you switch between PDFs.
To hide all toolbars, choose View > Show/Hide > Toolbar Items > Hide Toolbars.
To return toolbars to their default configuration, choose View > Show/Hide > Toolbar Items > Reset Toolbars.
If you have hidden all the toolbars, you can show them again by pressing F8.
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.
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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
easy access to various panels, such as the Page Thumbnails button
and the Bookmarks panel button . When
Acrobat is open but empty (no PDF is open), the navigation pane is unavailable.
1To open the navigation pane, do one of the following:
Click any panel button on the left side of the work area to open that panel.
Choose View > Show/Hide > Navigation Panes > Show Navigation Pane.
2To 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.
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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
toolbar area. To show or hide the document message bar, click its button
on the left side of the work area.
Look on the document message bar for instructions on how to proceed and for any special buttons associated with the
task. The bar is color coded: purple for forms, yellow for reviews 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
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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.
1Choose Edit > Preferences (Windows) or Acrobat/Adobe Reader > Preferences (Mac OS).
2Under Categories, select the type of preference you want to change.
Restore (re-create) preferences
Restore the Acrobat Preferences folder (Windows)
Restore the Acrobat Preferences folder to eliminate problems that damaged preferences cause. Most preference
problems are caused by these file-based preferences, although most Acrobat preferences are stored within the registry.
Note: This solution removes custom settings for Collaboration, JavaScripts, Security, Stamps, Color Management, Auto
Fill, Web Capture, and Updater.
1Quit Acrobat.
2In Windows Explorer, go to the Preferences folder:
(Windows 7/Vista) C:\Users\[username]\AppData\Roaming\Adobe\Acrobat\[version]
(XP) C:\Documents and Settings\[username]\Application Data\Adobe\Acrobat\[version]
3Move the Preferences folder to another location (for example, C:\Temp).
4Restart Acrobat.
If the problem recurs after you restore the Acrobat Preferences folder, then the problem 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.
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Restore the Acrobat preferences files (Mac OS)
Restore the Acrobat preferences files to eliminate problems caused by a damaged preferences file.
Note: Re-creating the Acrobat preferences files restores settings to their defaults.
1Quit Acrobat.
2Drag the following files from the Users/[Username]/Library/Preferences folder to the Desktop:
Acrobat 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)
3Restart Acrobat
If the problem recurs after you restore the Acrobat preferences files, then the problem isn’t related to preferences files.
To restore custom settings, drag the files you moved in step 2 back to their original location. Then click OK to the alert
“A newer item named ‘[filename]’ already exists in this location. Do you want to replace it with the older one you're
moving?”
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.
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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.
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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
1In the Preferences dialog box under Categories, select Full Screen.
2Select Show Navigation Bar, then click OK.
3Select View > Full Screen Mode.
The Full Screen navigation bar contains Previous Page , Next Page , and Close Full Screen View buttons. These
buttons appear in the lower-left corner of the work area.
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Read a document in Full Screen mode
If the Full Screen navigation bar is not shown, you can use keyboard shortcuts to navigate through a PDF.
Note: If you have two monitors installed, the Full Screen mode of a page sometimes appears on only one of the monitors.
To page through the document, click the screen displaying the page in Full Screen mode.
1Choose View > Full Screen Mode.
2Do 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.
3To 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.
1In the Preferences dialog box under Categories, select Documents.
2Choose an option for View Documents In PDF/A Mode: Never, or Only For PDF/A Documents.
You can switch in or out of PDF/A viewing mode by changing this preference setting.
For a video on working with PDF/A files, see www.adobe.com/go/learn_acr_pdfa_en.
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.
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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.
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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.
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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
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Page Display preferences
Default Layout And Zoom
Page Layout Sets the page layout used for scrolling when you first open a document. The default setting is Automatic.
The Page Layout setting in File > Properties > Initial View overrides this value.
Zoom Sets the magnification level for PDF documents when they are first opened. The default setting is Automatic.
The Magnification setting in File > Properties > Initial View overrides this value.
Note: Two conditions can affect page layout and zoom. 1) Someone has already set an individual PDF to a different 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.
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Use Overprint Preview Specifies whether Overprint Preview mode is on only for PDF/X files, never on, always on, or
set automatically. When set to Automatic, if a document contains overprints, then Overprint Preview mode is
activated. The Overprint Preview mode lets you see (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:
1Choose File > Save As > PDF.
2In the File Name field, enter the filename along with the complete URL of the SharePoint repository.
3Click 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.
1To 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.
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In Acrobat or Reader, choose File > Open and specify the URL or complete UNC path of the PDF file.
2A 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.
1Choose File > SharePoint Server > Discard Check Out.
2A confirmation message appears. Click OK.
Note: You cannot edit a document offline.
Prepare document properties
You can specify the document’s SharePoint properties from within Acrobat or Reader.
1Choose File > SharePoint Server > Prepare Document Properties.
2Double-click the property to edit. The Edit dialog box appears. Enter a value and click OK.
Check in
When you complete your edits, you can check the file into the SharePoint server. Other users can see the changes. If
versioning is enabled, SharePoint also manages version history for the file.
1Choose File > SharePoint Server > Check In. The Check In dialog box appears.
2If version numbering is enabled, the version information appears. Choose major version, minor version, or
overwrite current version.
3Enter the Version Comments.
4Optionally, 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.
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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 pop-
up display.
Type the page number to replace the one currently displayed in the Page Navigation toolbar, and press Enter.
Note: If the document page numbers are different from the actual page position in the PDF file, the page’s position within
the file appears in parentheses after the assigned page number in the Page Navigation toolbar. For example, if you assign
numbering for a file that is an 18-page chapter to begin with page 223, the number shown when the first page is active is
223
(1 of 18). You can turn off logical page numbers in the Page Display preferences. See Renumber pages” on page 101
(Acrobat only) and Preferences for viewing PDFs” on page 14.
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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.
Bookmarks panel
A. Bookmarks button B. Click to display bookmark options menu. C. Expanded bookmark
1Click the Bookmarks button, or choose View > Show/Hide > Navigation Panes > Bookmarks.
2To jump to a topic, click the bookmark. Expand or collapse bookmark contents, as needed.
Note: Depending on how the bookmark was defined, clicking it may not take you to that location but perform some 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.
1Click the Page Thumbnails button or choose View > Show/Hide > Navigation Panes > Page Thumbnails to display
the Page Thumbnails panel.
2To 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.
1Choose View > Page Display > Automatically Scroll.
2Press Esc to stop scrolling.
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Retrace your viewing path
You can find PDF pages that you viewed earlier by retracing your viewing path. 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.
1Choose View > Page Navigation > Previous View.
2To continue seeing another part of your path, do either of the following:
Repeat step 1.
Choose View > Page Navigation > Next View.
Note: You can make the Previous View button and Next View button available in the toolbar area by right-
clicking the Page Navigation toolbar and choosing them on the context menu, or choosing Show All Tools.
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.
1Choose the Select tool.
2Position the pointer over the linked area on the page until the pointer changes to the hand with a pointing finger.
A plus sign (+) or a w appears within the hand if the link points to the web. Then click the link.
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
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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
1Click the Hand tool on the Common Tools toolbar.
2Choose 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.
3Double-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.
4With 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.
5At the end of the article, click in the article again.
The previous page view is restored, and the pointer changes to the End Article pointer .
Exit a thread before the end of the article
1Make sure that the Hand tool is selected.
2Shift+Ctrl-click the page.
The previous page view is restored.
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.
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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.
A B C D FE G H I J
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Drag the Marquee Zoom tool to define the area of the page that you want to fill the document pane. (View >
Zoom > Marquee Zoom)
Drag the 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
1Choose View > Zoom > Pan & Zoom, or click the Pan & Zoom tool in the Common Tools toolbar.
2Do any of the following:
Drag the handles of the box in the Pan & Zoom window to change the document magnification.
Drag the center of the box to pan across the area you want to see.
Click the navigation buttons to move to a different page.
Enter a value in the zoom text box, or click the plus or minus buttons to increase or decrease the
magnification by preset levels.
Change the magnification with the Loupe tool
1Choose View > Zoom> Loupe Tool.
2Click 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.
3To 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
1Click the Page Thumbnails button in the navigation pane on the left side of the window.
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2Locate the thumbnail for the page. Then position the pointer over the lower-right corner of the page-view box until
the pointer changes into a double-headed arrow.
3Drag the corner of the box to reduce or expand the view of the page.
4As needed, move the pointer over the zoom box frame within the thumbnail until it changes into a Hand icon. Then
drag the frame to see a different area of the page in the document pane.
A page-view box in a page thumbnail indicates the area of the page currently showing in the document pane.
Change the default magnification
1In the Preferences dialog box under Categories, select Page Display.
2Open the Zoom pop-up menu and choose a default magnification level.
Display off-screen areas of a magnified page
When you zoom in to a high magnification, you may be able to see only part of a page. You can shift the view to show
other areas of the page without changing the magnification level.
Do either of the following:
Use the vertical scroll bars to move up and down the pages or the horizontal scroll bars to move across the page.
Select the Hand tool in the Common Tools toolbar and drag to move the page, as if moving a piece of paper on a
table.
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.
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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.)
1In the Preferences dialog box under Categories, select Page Display.
2Open the Page Layout menu and choose Automatic, Single Page, Single Page Continuous, Two-Up, or Two-Up
Continuous.
Note: The PDF opens with the page layout specified in Preferences unless a different page layout is specified in Document
Properties (File > Properties > Initial View). The Document Properties setting overrides the Preferences setting. If using
Document Properties, be sure to save and close the document for the change to take effect. Acrobat users can change the
initial view, unless security settings prevent changes. Reader users cannot change the initial view.
More Help topics
Opening and viewing PDFs” on page 11
View document properties” on page 280
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Use split-window view
You can view a PDF with the document pane divided into two panes (Split command) or four panes (Spreadsheet Split
command).
With Split view, you can scroll, change the magnification level, or turn to a different page in the active pane without
affecting the other pane.
The Spreadsheet Split view is useful if you want to keep column headings and row labels visible while scrolling through
a large spreadsheet or table. In this mode, changing the magnification in one pane changes the magnification in all
panes. Also, scrolling is coordinated between the panes: scrolling a pane horizontally also scrolls the pane above or
below it; scrolling vertically also scrolls the pane to the left or right of that pane.
1Start creating the type of split view you want:
To split the view into two panes, choose Window > Split, or drag the gray box above the vertical scroll bar.
To split the view into four panes with synchronized scrolling and zoom levels, choose Window > Spreadsheet Split.
2Drag the splitter bars up, down, left, or right to resize the panes, as needed.
3Adjust the zoom level, as needed:
In Split view, click a pane to make it active, and change the zoom level for that pane only.
In Spreadsheet Split view, adjust the zoom level to change the displays in all four panes.
4Scroll, as needed:
In Split view, click a pane to make it active, and scroll to change that pane only.
In Spreadsheet Split view, click a pane, and scroll vertically to change the views in the active pane and the pane
beside it. Scroll horizontally to change the views in the active pane and the pane above or below it.
5To restore single-pane view, choose Window > Remove Split.
View a document in multiple windows
You can create multiple windows for the same document using the New Window command. New windows have the
same size, magnification, and layout as the original window and open at the same page and on top of the original
window. When you open a new window, Acrobat adds the suffix 1 to the original filename and assigns the suffix 2 to
the new window. You can open multiple windows with the suffix incrementing with each new window. Closing a
window causes the remaining open windows to be renumbered sequentially; that is, if you have five windows open and
you close the third window that you opened, the windows are renumbered with the suffixes 1 to 4.
Note: This feature is not available when PDFs are viewed in a browser.
Open a new window
Select Window > New Window.
Close a window
Click the close box in the window. You are prompted to save any changes. Closing a window does not close a
document if more than one window is open.
Close all windows for a document
Choose File > Close. You are prompted to save any changes before each window is closed.
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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
1In the Preferences dialog box under Categories, select Units & Guides.
2To change grid settings, do any of the following:
To change the spacing between grid lines, enter a value for Width 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
1Choose View > Show/Hide > Rulers & Grids > Rulers.
2Do one of the following:
Drag down from the horizontal ruler to create a horizontal guide, or drag 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.
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Change guide colors
1In the Preferences dialog box under Categories, select Units & Guides.
2Click the Guide Color square and choose a new color from the Color pop-up menu.
Measure the height, width, or area of objects
Use the measuring tools to measure distances and areas of objects in PDF documents. The measuring tools are useful
for showing the distances and areas associated with objects in a form or computer-aided design (CAD) drawing. You
can also use these tools to measure certain areas of a document before sending it to a professional printer. The
measuring tools are available to 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.
Measuring tools
A. Measuring toolbar B. Object being measured C. Measurement Info panel
1Choose Tools > Analyze> Measuring Tool.
2To 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.
3While 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.
A
C
B
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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.
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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
1Choose View > Show/Hide > Cursor Coordinates.
2Move the mouse pointer to view x and y coordinates.
Change the Cursor Coordinates measurement units
1In the Preferences dialog box under Categories, select Units & Guides.
2Choose a different unit of measurement from the Page & Ruler Units 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
1Choose Edit > Preferences (Windows) or Acrobat/Adobe Reader > Preferences (Mac OS).
2From the Categories on the left, select Updater.
3In 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.
1In the Preferences dialog box under Categories, select Security.
2In the Security Settings, select Load Security Settings From A Server.
3Type the server address in the URL field.
4Select how often you want to check for security updates.
5Select 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.
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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.
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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.
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Hebrew, Arabic, Thai, and Vietnamese language PDFs
Acrobat supports the entry and display of Thai and Vietnamese text. In Windows only, Arabic and Hebrew are also
supported. By default, Right-To-Left Language Options is enabled under Arabic and Hebrew regional settings (in
Windows).
Enable right-to-left languages
Enabling right-to-left language options displays the user interface elements for controlling paragraph direction, digit
style, and ligature. When this option is selected, you can specify the writing direction (left-to-right or right-to-left) and
type of digits (Western or Arabic-Indic) used for creating and filling out certain form fields, adding digital signatures,
and creating text box markups.
Enable Right-To-Left Language Options is enabled by default under Arabic and Hebrew regional settings.
1In the Preferences dialog box under Categories, select International.
2Select Enable Right-To-Left Language Options.
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Chapter 3: Creating PDFs
Adobe® PDF is the solution of choice for capturing robust information from any application on any computer system.
You can create PDFs from 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.
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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.
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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
1In 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.
3Optionally, 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.
4Click 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.
5When the new PDF opens, choose File > Save or File > Save As; then select a name and location for the PDF.
When naming a PDF that’s intended for electronic distribution, limit the filename to eight characters (with no spaces)
and include the .pdf extension. This action ensures that email programs or network servers don’t truncate the filename
and that the PDF opens as expected.
More Help topics
View PDFMaker conversion settings” on page 53
PDF Portfolios and combined PDFs” on page 83
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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.
1Select the icons of one or more files.
2Drag 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.
3Save the PDF.
(Windows only) You can also right-click a file in Windows Explorer and choose Convert to Adobe PDF.
Convert clipboard content to PDF
You can create PDFs from text and images that you copy from applications on Mac OS or Windows.
1Capture content in the Clipboard:
Use the copy command in the applications.
Press the PrintScreen key (Windows)
Use the Grab utility (Applications > Utilities > Grab), and choose Edit > Copy to place the content on the clipboard.
(Mac OS)
2In 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.
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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.
1In Adobe® Acrobat® X Standard, close any open documents.
2Do 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
are, or you can use the Edit Document Text tool
to correct them.
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.
1Do 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.
2In the Find option, choose OCR Suspects.
3Compare 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.
4Review 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).
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(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.
1In the Preferences dialog box under Categories, select Documents.
2On 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.
1Open the PDF.
2Choose File > Save As. Select the same filename and location.
3When 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
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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)
1Choose File > Create > PDF from Scanner > Autodetect Color Mode.
2If 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)
1Choose File > Create > PDF from Scanner > [document preset].
2If 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
1In Acrobat, do one of the following:
(Windows) Choose File > Create > PDF from Scanner > Custom Scan.
(Mac OS) Choose File > Create > PDF from Scanner.
2Select 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.
3If prompted to scan more pages, select Scan More Pages, Scan Reverse Sides, or Scan Is Complete, and click OK.
Optimize a scanned PDF
1Open a PDF created from a scanned document.
2Choose Tools > Document Processing > Optimize Scanned PDF.
3Select options in the Optimize Scanned PDF dialog box, and click OK.
Configure scanning presets (Windows)
1Choose File > Create > PDF from Scanner > Configure Presets.
2In the Configure Presets dialog box, select a preset: Autodetect Color Mode, Black & White Document, Grayscale
Document, Color Document, or Color Image.
3Adjust the settings as needed.
4Click 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.
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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.
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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.
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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
1Open the scanned PDF.
2Choose Tools > Recognize Text > In This File.
3In the Recognize Text dialog box, select an option under Pages.
4Optionally, click Edit to open the Recognize Text - General Settings dialog box, and specify the options as needed.
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Recognize text in multiple documents
1In Acrobat, choose Tools > Recognize Text > In Multiple Files.
2In the Recognize Text dialog box, click Add Files, and choose Add Files, Add Folders, or Add Open Files. Then
select the files or folder.
3In the Output Options dialog box, specify a target folder for output files, and filename preferences.
4In 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 higher-
resolution 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)
1Open the file in its authoring application, and choose File > Print.
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2Choose Adobe PDF from the printers menu.
3Click 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.)
4In 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.
1Open the file in its authoring application, and choose File > Print.
2Choose Save As Adobe PDF from the PDF menu at the bottom of the dialog box.
3For 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.
4For After PDF Creation, specify whether to open the PDF.
5Click Continue.
6Select 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.
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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
1Open the Printers window from the Start menu, and right-click the Adobe PDF printer.
2Choose Properties.
3Click the tabs, and select options as needed.
Reassign the port that the Adobe PDF printer uses
1Quit Distiller if it is running, and allow all queued jobs to the Adobe PDF printer to complete.
2Open the Printers window from the Start menu.
3Right-click the Adobe PDF printer, and choose Properties.
4Click the Ports tab, and then click Add Port.
5Select Adobe PDF Port (Windows XP) or Adobe PDF Port Monitor (Vista/Windows 7) from the list of available
port types, and click New Port.
6Select a local folder for PDF output files, and click OK. Then click Close to quit the Printer Ports dialog box.
7In the Adobe PDF Properties dialog box, click Apply, and then click OK.
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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
1Quit Distiller if it is running, and allow a few minutes for all queued jobs to Adobe PDF to complete.
2Open the Printers window from the Start menu.
3Right-click the Adobe PDF printer, and choose Properties.
4Click the Ports tab.
5Select the default port, Documents, and click Apply.
6Select the port to delete, click Delete Port, and then click Yes to confirm the deletion.
7Select 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)
1Do 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.)
2In the Adobe PDF Settings tab, click the Add button next to the Adobe PDF Page Size menu.
3Specify 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)
1In an authoring application such as Adobe InDesign, choose File > Page Setup.
2In the Paper Size pop-up menu, select Manage Custom Sizes.
3Click the + button.
4Specify the name, height, width, and margins. The unit of measurement depends on the system language.
Use the custom page size
1Choose File > Print.
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2Click the Page Setup button.
3Select 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:
1Do one of the following:
(Outlook 2007) Choose Tools > Trust Center.
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(Other Office 2007 applications) Click the Office button, and then click the [Application] Options button, where
[Application] is the Office application name. For example, in Word, the button name is Word Options.
(Office 2010 applications) Click the File tab, and then click Option.
2Click Add-Ins on the left side of the dialog box.
3Do 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.
4Select PDFMOutlook or Acrobat PDFMaker Office COM Addin and click OK.
5Restart 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.
1Open the file in the application used to create it.
2Click the Convert To Adobe PDF button on the Acrobat PDFMaker toolbar.
For Microsoft Office 2007 or 2010 applications, such as Word, Excel, PowerPoint, and Access, click the Create PDF
button
on the Acrobat ribbon.
3Enter a filename and location for the PDF, and click Save.
Create a PDF as an email attachment
1Open the file in the application used to create it.
2Choose 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
Attach To Email button
on the Acrobat ribbon.
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)
1In 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.
2Select a file to attach, and click Open.
Convert files to a secured PDF and attach it to an email message (Outlook)
1In the Outlook email Message window, click the Attach As Secured Adobe PDF button .
Note: The Attach As Secured Adobe PDF button appears only after you’ve configured an Adobe LiveCycle® Rights
Management Server using the Tools > Protection > More Protection > Security Settings dialog box.
2Click Browse, select a file to convert, and click Open.
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3Specify the users that can open the PDF, and then click OK:
To specify only users that receive the PDF, select Restrict Access Only To People In This 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.
4If 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
1Open the file in the application used to create it.
2Click the Convert To Adobe PDF And Send For Review button on the Acrobat PDFMaker toolbar, or (if
available) choose Adobe PDF > Convert To Adobe PDF And Send For Review.
For Microsoft Office 2007 or 2010 applications such as Word, Excel, PowerPoint, and Access, click the Create And
Send For Review button
on the Acrobat ribbon.
3When the Identity Setup dialog box appears, enter the appropriate information about yourself, and click Complete.
4Follow the directions in the wizard that appears, as described in “Start an email-based review” 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.
1Open a PDFMaker-enabled application (such as Word or Excel).
2Do one of the following:
(Lotus Notes) Choose Actions > Change Adobe PDF Conversion Settings.
(Office 2007 or 2010 applications) In the Acrobat 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.
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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 1-
a: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
1Open a file in Excel.
2Optionally, select the cells to convert.
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3Do one of the following:
(Office 2003 or earlier) From the Adobe PDF menu, select one of the Convert To Adobe PDF options.
(Office 2007 or 2010) From the Acrobat ribbon, select one of the Create options.
4In the Acrobat PDFMaker dialog box, select a Conversion Range, then click Convert To PDF.
5In the Save Adobe PDF File As dialog box, specify a filename and location for the PDF.
6Optionally, click the Options button to change the conversion settings.
7Click Save to create the PDF.
Convert Word and PowerPoint files to PDF
1Open a file in Word or PowerPoint.
2Optionally, select objects and text (Word) or slides (PowerPoint), as needed.
3Do one of the following:
(Office 2003 or earlier) From the Adobe PDF menu, select one of the Convert To Adobe PDF options.
(Office 2007 or 2010) From the Acrobat ribbon, select Create PDF, Create And Attach to Email, or Create And Send
For Review.
4In the Save Adobe PDF File As dialog box, specify a filename and location for the PDF.
5Optionally, click the Options button to change the conversion settings.
6Select a Page Range (Word) or Slide Range (PowerPoint). The Selection option is available only if you have selected
content in the file.
7Click OK, then click Save to create the PDF.
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
1Do one of the following:
(Outlook) Choose Adobe PDF > Change Conversion Settings.
(Lotus Notes) Choose Actions > Change Adobe PDF Conversion Settings.
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2Do one of the following:
To convert and merge email messages into a PDF as sequential pages of one document, deselect Output Adobe PDF
Portfolio When Creating A New PDF File.
To assemble converted email messages as components of a PDF Portfolio, select Output Adobe PDF Portfolio
When Creating A New PDF File.
Convert an open email message to PDF (Outlook)
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
1In Outlook or Lotus Notes, select the individual email messages.
2Do one of the following:
(Outlook) Choose Adobe PDF > Convert Selected Messages > Create New PDF.
(Lotus Notes) Choose Actions > Convert Selected Messages To Adobe PDF.
3In the Save Adobe PDF As dialog box, select a location, type a filename, and click Save.
Add email messages or folders to an existing PDF
1In Outlook or Lotus Notes, select the individual email messages or folders.
2Do one of the following:
(Outlook) Choose Adobe PDF > Convert Selected Messages > Append To Existing PDF, or Adobe PDF > Convert
Selected Folders > Append To Existing PDF.
Note: If you have already created one or more PDF Portfolios, you can choose from recently created PDF Portfolios in
addition to the Append To Existing PDF option.
(Lotus Notes) Choose Actions > Append Selected Message(s) To Existing Adobe PDF, or Actions > Append
Selected Folder(s) To Existing Adobe PDF.
3Locate and select the PDF or PDF Portfolio to which you want to add the converted emails, and click Open.
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.
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Convert email folders to a new PDF
PDFMaker can convert multiple folders to PDF in one procedure. It is not necessary to select the folders at the
beginning of the process because you can select them in a dialog box that appears automatically.
1Do one of the following:
(Outlook) Choose Adobe PDF > Convert Selected Folders > Create New PDF.
(Lotus Notes) Choose Actions > Convert Selected Folder(s) To Adobe PDF.
2In the Convert Folder(s) To PDF dialog box, select the folders. Then select or deselect the Convert This Folder And
All Sub Folders option.
3In the Save Adobe PDF File As, select a location and name for the PDF Portfolio.
When the conversion is complete, the new PDF opens in Acrobat.
Set up automatic email archiving
1Do one of the following:
(Outlook) Choose Adobe PDF > Setup Automatic Archival.
(Lotus Notes) Choose Actions > Setup Automatic Archival.
2On the Automatic Archival tab of the Acrobat PDFMaker dialog box, select Enable Automatic Archival. Then select
options for Frequency and the time of day at which automatic archiving occurs.
3Select other options, according to your needs:
Maintain Log Of Archival Creates a record of each archiving session.
Choose File Specifies the name and location of the archiving log.
Embed Index For Faster Search Creates an index that you can search to find specific words or characters instead of
having to search each individual document.
4Click Add, and select the email folders and subfolders. Then select or deselect the Convert This Folder And All Sub
Folders option, as preferred, and click OK.
5
In the Save PDF Archive File As dialog box, select a name and location for the archived email PDF. Then click Open.
6Review the settings and the archive folder names listed in the Acrobat PDFMaker dialog box, and do any of the
following:
To add other email folders to the list, click Add and select the folder.
To remove folders from the list, select the folders and click Delete.
To change an archive file, select any folder name from the list, click Change Archive File, and specify the name and
location.
To start archiving email immediately, click Run Archival Now.
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 PDF-
creation process.
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Note: For information on setting up files for the Word Mail Merge feature, see Microsoft Office Word Help.
1In Microsoft Word, open the template that you have created as the basis of your mail merge, or create the file using
the Word Mail Merge toolbar and Mail Merge wizard, as needed.
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.
2Do 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.
3In the Acrobat PDFMaker - Mail Merge dialog box, select the options you want:
To specify which records in the data file will be imported into the merged files, select All or Current, or enter a range
of pages by typing in the From and To boxes.
To name the PDF that will be created, type in the Specify PDF File Name box.
Note: The PDF will be named using this text plus a series of numbers. For example, if you type JulyLetter in the Specify
PDF File Name box, the mail-merged PDFs might appear as JulyLetter_0000123, JulyLetter_0000124,
JulyLetter_0000125, and so forth.
4For Automatically Send Adobe PDF Files By Email, do one of the following:
To create and save merged PDFs for printing or sending later in email, leave the option 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.
5When the Browse For Folder dialog box appears, navigate to the location you want to use and click OK.
Status indicators appear as PDFMaker generates the individual PDFs, which takes an amount of time that is
proportional to the complexity of the merge and the number of PDFs you create.
6If you selected Automatically Send Adobe PDF Files By Email, a dialog box appears asking for your email profile.
Enter the appropriate information and click OK.
When the job 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.
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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.
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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.
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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 and Styles
indicate the element types.
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.
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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
1In Internet Explorer or Firefox, go to the web page.
2Using 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
1Drag the pointer to select text and images on a web page.
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2Right-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.
1On the Adobe PDF toolbar, click Select .
2As 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.
3Proceed with conversion as usual.
4To 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
1Choose File > Create > PDF from Web Page.
2Enter the complete path to the web page, or click Browse and locate an HTML file.
3To 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.
4If 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.
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Stay On Same Server Downloads only web pages stored on the same server.
5Click Settings, change the selected options in the Web Page Conversion Settings dialog box as needed, and click OK.
6Click Create.
Note: You can view PDF pages while they are downloading; however, you cannot modify a page until the download
process is complete.
7If 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.
1Open the existing PDF in Acrobat (the PDF to which you want to append a web page).
2Choose Tools > Document Processing > Web Capture > Add To PDF From Web Page.
3Enter 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
1Open the previously converted PDF in Acrobat. If necessary, scroll to the page containing links to the pages you
want to add.
2Do 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
1Open the previously converted PDF in Acrobat. If necessary, scroll to the page containing a web link you want to
convert.
2Right-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.
1Open the previously converted PDF in Acrobat. If necessary, scroll to the page containing links to the pages you
want to copy.
2Right-click the web link and choose Copy Link Location.
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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.
1Do 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.
2On 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.
3On 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.
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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.
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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
1In Distiller, select an Adobe PDF settings file from the Default Settings pop-up menu.
2(Optional) Choose Settings > Security and select an encryption level.
3Open 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.
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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.)
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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
1Do 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.
2Choose 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.
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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.
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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
1Do 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.
Adobe PDF Settings dialog box (Windows)
A. Predefined Adobe PDF settings B. Options panel
2Select panels one at a time, and make changes as needed.
3Save 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
1In Acrobat Distiller, choose Settings > Remove Adobe PDF Settings.
2Select the custom file and click Remove.
3Repeat step 2 as needed, and then click Cancel to close the Remove Adobe PDF Settings dialog box.
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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.
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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.
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.
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
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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 device-
dependent 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.
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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.
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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.
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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.
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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.
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.
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
3.0 and Acrobat Reader 3.0 and
later.
PDFs can be opened with Acrobat
3.0 and Acrobat Reader 3.0 and
later. However, features specific
to later versions 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
colorants is supported.
DeviceN color space with up to 31
colorants is supported.
Multibyte fonts can be
embedded. (Distiller converts the
fonts when embedding.)
Multibyte fonts can be
embedded.
Multibyte fonts can be
embedded.
Multibyte fonts can be
embedded.
40-bit RC4 security supported. 128-bit RC4 security supported. 128-bit RC4 security supported. 128-bit RC4 and 128-bit AES
(Advanced Encryption Standard)
security supported.
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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.
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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.
A
CD
Sales Plan
Kahili Mountain Coffee
B
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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
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/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.
1Use any application to create a one-page document with the font.
2Create a PDF from the document.
3Open the PDF in Acrobat, and choose File > Properties > Fonts.
4Write 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.
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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 non-
PDF 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
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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.
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.
AD
C
B
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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 mini-
navigator, scroll bar, or Next
and Previous buttons.
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.
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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
(component files) appear alphabetically. To hide
or show the mini-navigator, click the double arrow below the
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
thumbnail image. Click the Information icon
on the card to view file details. Click the close button to return to the
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
A B
C D
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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.
1Right-click in the PDF Portfolio window and choose Edit Portfolio.
2Do 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.
1Do 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.
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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.
2If 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.
3Edit 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
on the card to edit the Display Name on the back
of the card. (In Details view, Display Name is a column.)
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
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Other options for combining files
Create merged PDFs
In a merged PDF, converted documents flow into a single PDF as sequential pages.
1Choose File > Create > Combine Files Into A Single PDF.
If a PDF is currently open, it appears in the list of included files.
2From 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 right-
click 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.
3As 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.
4Click Options to specify conversion settings.
5Specify 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.
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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
1Open the PDF that serves as the basis of the combined file.
2Choose Tools > Pages > Insert From File.
3Select the PDF.
4In 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.
5To 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.
1Open 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).
2Open the PDF that serves as the basis of the combined file.
3Choose Tools > Pages > More Insert Options > Insert From Clipboard.
4In 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.
5To 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.
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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 even-
numbered 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
1Choose Tools > Pages > Header & Footer > Add Header & Footer.
2As 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.
3Type 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.
4To 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.
5Examine 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)
1Choose Tools > Pages > Header & Footer > Add Header & Footer.
2In 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.
3Follow 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.
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4In 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
1Select one or more component PDFs in a PDF Portfolio.
2Follow 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.
1Open a single PDF.
2Choose Tools > Pages > Header & Footer > Update.
3Change the settings as needed.
Add another header and footer
1Open a single PDF, or select one component PDF in a PDF Portfolio.
2Choose 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.
3Type 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.
4Select new formatting options, as preferred, again noticing the updating in the preview.
Replace all headers and footers
1Open a single PDF.
2Choose Tools > Pages > Header & Footer > Add Header & Footer, and then click Replace Existing in the message
that appears.
3Specify 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.
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Before and after adding a background
Add, replace, or edit a background, with an open document
1Choose 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.
3Specify 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.
4Adjust 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)
1Choose Tools > Pages > Background > Add Background.
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2In 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.
3Click OK to close the Add Background dialog box.
4Follow 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.
5In 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
1Select one or more component PDFs in a PDF Portfolio.
2Follow 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.
1Open a single PDF.
2Choose Tools > Pages > Background > Update.
3Click 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
1Open a single PDF, or select one or more component PDFs in a PDF Portfolio.
2Choose Tools > Pages > Background > Add Background/Replace.
3Click 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.
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Before and after adding a watermark
Add or replace a watermark, with an open document
1Choose 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.
3Specify 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.
4To 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).
5Adjust the appearance and position of the watermark, as needed.
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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)
1Choose Tools > Pages > Watermark > Add Watermark.
2In 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.
3Click OK to close the Add Watermark dialog box.
4Follow 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.
5In 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
1Select one or more component PDFs in a PDF Portfolio.
2Follow the steps in the procedure for adding or replacing a watermark with a document open.
Update a watermark
1Open a single PDF.
2Choose Tools > Pages > Watermark > Update.
3Make 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.
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Cropping does not reduce file size because information is merely hidden, not discarded.
Crop empty areas around page content
1Choose Tools > Pages > Crop.
2Under Margin Controls, select Remove White Margins.
Crop one or more pages
1Choose Tools > Pages > Crop.
2Adjust values for the Margin Controls.
3As needed, specify Page Range settings.
Crop a page with the Crop tool
1Choose Tools > Pages > Crop.
2Drag 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.
3Double-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.
1Open the Set Page Boxes dialog box by choosing Crop Pages from the options menu in the Page Thumbnails
panel of the navigation pane.
2Reset the margins to the original dimensions.
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Rearranging pages in a PDF
Rotate a page
You can rotate all or selected pages in a document. Rotation is based on 90° increments.
1Open 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.
2For Direction, select the amount and direction of the rotations: Counterclockwise 90 Degrees, Clockwise 90
Degrees, or 180 Degrees.
3For Pages, specify whether all pages, a selection of pages, or a range of pages are to be rotated.
4From 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.
1Open the PDF in Acrobat and choose Tools > Pages > Extract.
2Specify the range of pages to extract.
3In 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.
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Split one or more PDFs, with an open document
1Open the PDF and choose Tools > Pages > Split Document.
2In 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.
3To 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)
1Choose Tools > Pages > Split Document.
2Click Add Files, and choose Add Files, Add Folders. Select the files or folder, and then click OK.
3Follow 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
1Click the Page Thumbnails button in the Navigation pane to open the Page Thumbnails panel, and select one or
more page thumbnails.
2Do 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
1Open both PDFs, and display them side by side.
2Open the Page Thumbnails panels for both PDFs.
3Drag the page thumbnail into the Page Thumbnails panel of the target PDF. The page is copied into the document,
and the pages are renumbered.
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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.
1Choose Tools > Pages > Delete.
2Enter 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
1In the Page Thumbnails panel, select a page or group of pages.
2Choose Delete Pages from the Page Thumbnails panel options menu , and click OK.
Replace the contents of a page
1Open the PDF that contains the pages you want to replace.
2Choose Tools > Pages > Replace.
3Select the document containing the replacement pages, and click Select.
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4Under Original, enter the pages to be replaced in the original document.
5Under 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
1Open the PDF that contains the pages you want to replace, and then open the PDF that contains the replacement
pages.
2In 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.
3Ctrl+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, 2-
3, 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.
1Click the Page Thumbnails button to open the Page Thumbnails panel, and choose Number Pages from the options
menu.
2Specify a page range. (Selected refers to pages selected in the Page Thumbnails panel.)
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3Select 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
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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.
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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
1In the Preferences dialog box under Categories, select Documents.
2Select 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
1Start Acrobat or open the file you were working on last.
2When prompted, click Yes to open the autosave file or files. If multiple files were open, Acrobat opens all of the files
for you.
3Save 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 subset-
embeds 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.
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Note: Reducing the file size of a digitally signed document removes the signature.
1Open a single PDF, or select one or more PDFs in a PDF Portfolio.
2Choose File > Save As > Reduced Size PDF.
3Select 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
1Choose File > Save As > [Type] > [version], and choose a file format.
2Click 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.
3Click 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.)
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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.
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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.
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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 color-
separated) 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 Plug-
ins/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.
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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.
1Choose File > Save As > [Type] > [version], and choose a file format.
2Click 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
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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.
1Choose Tools > Document Processing > Export All Images.
2In the Export All Images As dialog box, choose a file format for the images.
By default, exported image files use the source filename.
3Click Settings.
4In the Export All Images As Settings dialog box, select the file settings, color management, and conversion settings
for the file type.
5For Exclude Images Smaller Than, select the smallest size of image to be extracted. Select No Limit to extract all
images.
6Click 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.
1Use the Select tool and mark the content to save.
2Right-click on the selected content and choose Export Selection As.
3Select 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.
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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
1Using 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.
2Drag 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
1Choose View > Page Display > Single Page View.
2Do 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
1Click the Select tool , and press Ctrl (Windows) or Command (Mac OS). The pointer changes to .
2Drag the pointer and draw a rectangle to select a part of the page.
Copy selected text
1Use the Select tool to select any amount of text on the page.
2Copy 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.
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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.
1For 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.
2Click the Select tool .
3Press 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)
4Right-click the selection, and choose Export Selection As and specify a file name.
5Depending 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.
1Using 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.
2Copy 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.
1Select the Snapshot tool by choosing Edit > Take a Snapshot.
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2Do 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.
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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.
1To open the Share task pane, do one of the following:
Choose File > Share Files Using SendNow Online.
Click the Share task pane button.
2In the Share task pane, choose Use Adobe SendNow Online.
3Click Select Files, and select a file to upload. If a document is open, Acrobat adds it by default.
4Click the To field. The Subject and Message fields appear.
5Enter 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.
7Click Send Link.
8If 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.
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Share files by email
You can share many file types, not just PDF files.
1To open the Share task pane, do one of the following:
Choose File > Attach to Email.
Click the Share task pane button.
2In the Share task pane, choose Attach To Email.
3If a document is open, Acrobat adds it by default. Else, click Add File, and select a file.
4Click Attach. Acrobat creates an email using your default email application.
5Enter the email addresses, subject, and message.
6Click 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
1Choose Comment > Review > Collaborate Live.
2If prompted, select or browse to the PDF, and click Next.
3If prompted, enter your Adobe ID and password, or create an ID if you don’t have one.
4On 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
1In 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.
2If prompted, sign in as a guest or with your Adobe ID and password.
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3While 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 , choose Share My Screen.
To save the chat history, from the options menu , 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.
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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.
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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.
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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.
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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.
1Choose 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.
2If prompted, specify a PDF.
3Choose 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.
4On 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.
5Click 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.
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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.)
1Choose Comment > Review > Send for Email Review.
2If prompted, enter information in the Identity Setup dialog box.
3Specify 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.
4Specify 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.
5Preview 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.
1After 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.
2If 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.
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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
1In your email application, open the PDF by clicking the URL or double-clicking the attachment (PDF or FDF).
2Do 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.
3Save the file to a location that you can find easily, such as the desktop.
4Add 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.)
5Do 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 .
6Submit your comments by clicking Publish Comments or Send Comments To Review Initiator in the document
message bar.
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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.
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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.
1Choose File > Attach To Email.
2In the Share pane, choose Attach to Email, and click Attach.
3In 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.
1Open the PDF that contains comments.
2Do 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.
1Do one of the following:
In Acrobat, choose Comment > Review > Track Reviews.
In Reader, choose View > Tracker.
2In the Tracker, double-click the PDF.
3Add new comments or edit existing comments. To delete a comment, select it and press Delete. (You can delete
only comments that you made.)
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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.
4Click 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.
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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
1In 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.
2Select 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