Adobe Using Acrobat 9 Standard 9.0 Instruction Manual En

User Manual: adobe Acrobat - 9.0 Standard - Instruction Manual Free User Guide for Adobe Acrobat Reader Software, Manual

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Contents
Chapter 1: Getting started
Chapter 2: Workspace
Chapter 3: Creating PDFs
Chapter 4: PDF Portfolios and combined PDFs
Chapter 5: Saving and exporting PDFs
Chapter 6: Collaboration
Chapter 7: Forms
Chapter 8: Security
Chapter 9: Digital signatures
Chapter 10: Accessibility, tags, and reflow
Chapter 11: Editing PDFs
Chapter 12: Searching and indexing
- Searching PDFs
- Creating PDF indexes
  - Create and manage an index in a PDF
    - Add an index to a PDF
    - Update or remove the embedded index in a PDF
Chapter 13: Multimedia and 3D models
- Multimedia in PDFs
- Interacting with 3D models
Chapter 14: Color management
Chapter 15: Printing
Chapter 16: Keyboard shortcuts
- Keyboard shortcuts
Index
- Numerics
- A
- B
- C
- D
- E
- F
- G
- H
- I
- J
- K
- L
- M
- N
- O
- P
- Q
- R
- S
- T
- U
- V
- W
- X
- Z

USING ADOBE

ACROBAT 9 STANDARD

Last updated 9/30/2011

Using Adobe® Acrobat® 9 Standard for Windows®

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incorporated by reference.

iii

Last updated 9/30/2011

Contents

Chapter 1: Getting started

Activation and registration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Help and support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Services, downloads, and extras . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

What’s new . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Getting started tutorials . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Chapter 2: Workspace

Work area basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Customizing the work area . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Viewing PDF pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Adjusting PDF views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Grids, guides, and measurements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Organizer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Maintaining the software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

Non-English languages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Acrobat in Mac OS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

Chapter 3: Creating PDFs

Overview of creating PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Creating simple PDFs with Acrobat . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Scan documents to PDF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

Using the Adobe PDF printer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

Creating PDFs with PDFMaker (Windows) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

Converting web pages to PDF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

Creating PDFs with Acrobat Distiller . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85

Adobe PDF conversion settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87

Fonts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100

Chapter 4: PDF Portfolios and combined PDFs

Combining files into a PDF Portfolio . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102

Other options for combining files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107

Adding unifying page elements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109

Rearranging pages in a PDF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117

Chapter 5: Saving and exporting PDFs

Saving PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122

Exporting PDFs to other file formats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124

Reusing PDF content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129

Chapter 6: Collaboration

File sharing and real-time collaboration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132

Preparing for a PDF review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135

Starting a review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138

USING ACROBAT 9 STANDARD

Contents

Last updated 9/30/2011

Participating in a PDF review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140

Tracking and managing PDF reviews . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143

Commenting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146

Managing comments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160

Importing and exporting comments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164

Approval workflows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166

Chapter 7: Forms

Forms basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169

Creating and distributing forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171

Form fields behavior . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183

Setting action buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 193

Publishing interactive web forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 197

Collecting and managing form data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 200

Filling in forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202

Chapter 8: Security

Opening secured documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208

Choosing a security method . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 214

Securing documents with passwords . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 216

Securing documents with certificates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 218

Securing documents with Adobe LiveCycle Rights Management ES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 225

Setting up security policies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 226

Creating or obtaining digital IDs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 232

Removing sensitive content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 236

Chapter 9: Digital signatures

Digital signatures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238

Signing PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 241

Validating signatures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 246

Chapter 10: Accessibility, tags, and reflow

Accessibility features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 251

Checking the accessibility of PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 253

Reading PDFs with reflow and accessibility features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 255

Creating accessible PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 262

Making existing PDFs accessible . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 266

Chapter 11: Editing PDFs

Page thumbnails and bookmarks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 268

Links and attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 273

Actions and scripting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 278

Converted web pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 280

Articles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 281

Editing text and objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 284

Setting up a presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 289

Document properties and metadata . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 292

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Layers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 296

Using Geospatial PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 298

Chapter 12: Searching and indexing

Searching PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 302

Creating PDF indexes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 308

Chapter 13: Multimedia and 3D models

Multimedia in PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 309

Interacting with 3D models . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 311

Chapter 14: Color management

Understanding color management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 327

Keeping colors consistent . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 329

Color-managing imported images . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 332

Color-managing documents for online viewing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 334

Proofing colors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 335

Color-managing documents when printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 336

Working with color profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 338

Color settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 342

Chapter 15: Printing

Basic printing tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 348

Other ways to print PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 352

Printing custom sizes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 354

Advanced print settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 355

Chapter 16: Keyboard shortcuts

Keyboard shortcuts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 358

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Chapter 1: Getting started

Before you begin working with your software, take a few moments to read an overview of activation and the many

resources available to you. You have access to instructional videos, plug-ins, templates, user communities, seminars,

tutorials, RSS feeds, and much more.

Activation and registration

License activation (Windows)

During the installation process, your Adobe software may attempt to contact Adobe to complete the license activation

process. No personal data is transmitted. For more information on product activation, visit the Adobe website at

www.adobe.com/go/activation.

A single-user retail license activation supports two computers. For example, you can install the product on a desktop

computer at work and on a laptop computer at home. If you want to install the software on a third computer, you must

first deactivate it on one of the other two computers. Choose Help

> Deactivate.

If you are using Acrobat with Creative Suite 4 and you get an error message about expired licensing, see the technote

http://kb2.adobe.com/cps/405/kb405970.html.

For more information about activation and deactivation, see the service note

http://kb2.adobe.com/cps/100/1008779.html.

❖To register, follow the onscreen instructions in the Registration dialog box, which appears after you install and

activate the software.

If you postpone registration, you can register at any time by choosing Help > Registration.

Adobe Product Improvement Program (Windows)

After you have used your Adobe software a certain number of times, a dialog box will appear, asking you whether you

would like to participate in the Adobe Product Improvement Program.

If you choose to participate, data about your use of Adobe software will be sent to Adobe. No personal information is

recorded or sent. The Adobe Product Improvement Program only collects information about the features and tools

you use in the software and how often.

You can opt in to or opt out of the program at any time:

•To participate, choose Help > Improvement Program Options and click Yes.

•To stop participating, choose Help > Improvement Program Options and click No, Thank You.

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Adobe Customization Wizard

Adobe Customization Wizard 9 helps IT professionals take greater control of enterprise-wide deployments of

Adobe®

Acrobat® 9 Standard and Adobe Reader®. With it, you can customize the installer and application features

before deployment. The Customization Wizard is a free downloadable utility. Providing a graphical interface to the

Windows Installer for Acrobat, the Customization Wizard enables IT administrators to:

•Optimize the behavior of the installer by including silent installation, pre-serialization, restart, multilingual, and

custom setup choices.

•Customize key application preferences—turn off automatic updates, add and set default job options, and customize

collaboration and security settings.

•Help prevent users from modifying certain preferences.

Read Me

The installation disc may contain a Read Me file for your software. Open the file to read important information about

topics such as the following:

•System requirements

•Installation (including uninstalling the software)

•Activation and registration

•Customer support

•Legal notices

Help and support

Community Help

Community Help is an integrated environment on adobe.com that gives you access to community-generated content

moderated by Adobe and industry experts. Comments from users help guide you to an answer.

Community Help draws on a number of resources, including:

•Videos, tutorials, tips and techniques, blogs, articles, and examples for designers and developers.

•Complete online product Help, which is updated regularly by the Adobe documentation team.

•All other content on Adobe.com, including knowledgebase articles, downloads and updates, Developer

Connection, and more.

Use the help search field in your product’s Help interface to access Community Help directly, or go to

www.adobe.com/support/acrobat to access the product Help and Support page, a portal to all of the Community Help

content for your product.

The sites searched by the default Community Help search engine are hand-selected and reviewed for quality by Adobe

and Adobe Community Experts. Adobe experts also work to ensure that the top search results include a mixture of

different kinds of content, including results from online product Help.

For more information on using Community Help, see http://help.adobe.com/en_US/CommunityHelp/.

For a video overview of Community Help, see www.adobe.com/go/lrvid4117_xp.

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Product Help

Adobe provides a comprehensive user guide for Acrobat as online product Help and PDF. Topics from online product

Help are included in your results whenever you search Community Help.

If you want to consult or search online product Help only, you can access it by clicking the product Help link in the

upper-right corner of the Help and Support page. Be sure to select the This Help System Only option on the Help page

before you do your search.

The Help menu within the product opens local Help, a subset of the content available in online product Help. Because

local Help is not as complete or up-to-date as online product Help, Adobe recommends that you use the PDF version

of product Help if you want to stay off-line. A downloadable PDF of complete product Help is available from two

places:

•The product’s Help and Support page (upper-right corner of the page)

•Web Help (top of the Help interface)

For more information on accessing product help, see http://help.adobe.com/en_US/CommunityHelp/.

Support resources

Visit the Adobe Support website at www.adobe.com/support to learn about free and paid technical support options.

Services, downloads, and extras

You can enhance your product by integrating a variety of services, plug-ins, and extensions in your product. You can

also download samples and other assets to help you get your work done.

Adobe creative online services

Adobe® Creative Suite® 4 includes new online features that bring the power of the web to your desktop. Use these

features to connect with the community, collaborate, and get more from your Adobe tools. Powerful creative online

services let you complete tasks ranging from color matching to data conferencing. The services seamlessly integrate

with desktop applications so you can quickly enhance existing workflows. Some services offer full or partial

functionality when you’re offline too.

Visit Adobe.com to learn more about available services. Some Creative Suite 4 applications include these initial

offerings:

Kuler™ panel Quickly create, share, and explore color themes online.

Adobe® ConnectNow Collaborate with dispersed working teams over the web, sharing voice, data, and multimedia.

Resource Central Instantly access tutorials, sample files, and extensions for Adobe digital video applications.

Adobe Exchange

Visit the Adobe Exchange at www.adobe.com/go/exchange to download samples as well as thousands of plug-ins and

extensions from Adobe and third-party developers. The plug-ins and extensions can help you automate tasks,

customize workflows, create specialized professional effects, and more.

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Adobe downloads

Visit www.adobe.com/go/downloads to find free updates, tryouts, and other useful software.

Adobe Labs

Adobe Labs at www.adobe.com/go/labs gives you the opportunity to experience and evaluate new and emerging

technologies and products from Adobe. At Adobe Labs, you have access to resources such as these:

•Prerelease software and technologies

•Code samples and best practices to accelerate your learning

•Early versions of product and technical documentation

•Forums, wiki-based content, and other collaborative resources to help you interact with like-minded users.

Adobe Labs fosters a collaborative software development process. In this environment, customers quickly become

productive with new products and technologies. Adobe Labs is also a forum for early feedback. The Adobe

development teams use this feedback to create software that meets the needs and expectations of the community.

Adobe TV

Visit Adobe TV at http://tv.adobe.com to view instructional and inspirational videos.

Extras

The installation disc contains a variety of extras to help you make the most of your Adobe software. Some extras are

installed on your computer during the setup process; others are located on the disc.

To view the extras installed during the setup process, navigate to the application folder on your computer.

•Windows®: [startup drive]\Program Files\Adobe\[Adobe application]

•Mac OS®: [startup drive]/Applications/[Adobe application]

To view the extras on the disc, navigate to the Goodies folder in your language folder on the disc. Example:

• /English/Goodies/

What’s new

PDF creation, editing, and searching

Unify a wide range of content into a PDF Portfolio Combine documents, drawings, email, and spreadsheets into a

single, compressed PDF Portfolio. Use professionally designed templates that can be branded with your logo and

include descriptions to guide recipients through the contents.

Convert paper documents to PDF New optical character recognition (OCR) technology and support for a broader

range of scanners improves searchability and appearance of the scanned documents. See “Scan a paper document to

PDF” on page 59.

Convert web pages to PDF Improved web capture allows you to convert complete web pages or just the portions you

want, including or excluding rich and interactive media. PDF versions of web pages are easy to print, archive, mark

up, and share. See “Converting web pages to PDF” on page 80.

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Convert documents from new versions of Lotus Notes and AutoCAD Acrobat now supports Lotus Notes 8.5. Acrobat

Pro and Acrobat Pro Extended now support Autodesk AutoCAD 2009.

Search across multiple PDFs Enhanced functionality enables you to search multiple PDF files in the same folder to

help you quickly find the information you need.

Collaboration

Use Acrobat.com for shared reviews Participants download the file from Acrobat.com, and add comments or data

using Acrobat or Adobe Reader. When finished, participants publish comments or submit responses to Acrobat.com.

When using Acrobat.com for shared reviews, you can also allow reviewers to open and share the PDF in a live chat

session. See “Starting a review” on page 138.

Collaborating in online meetings Use Adobe ConnectNow, a personal web-conference tool, to conduct real-time

meetings on your desktop. Attendees join the meeting by logging into a web-based meeting space from their own

computers. In a ConnectNow online meeting, you can share your desktop, use live chat, share online whiteboards, and

use many other collaboration features. See “Collaborate in online meetings” on page 134.

Use Acrobat.com to upload and share large documents From Acrobat or Reader, you can create your own user

account on Acrobat.com. Use Acrobat.com to upload and share most document types, and to share PDFs or your

desktop in online meetings. See “Share documents with others” on page 132.

Forms

Easily create and edit electronic forms (Windows) Use the new Forms Wizard to convert Microsoft® Word and Excel

documents or scanned paper into PDF forms. Form fields are automatically recognized and converted to fillable fields.

Quickly add, edit, and name form fields. Use the Tracker to see when forms have been completed and who has

completed them. See “Create forms using Acrobat” on page 173.

Collect and export form data Easily collect user data and export the data to a spreadsheet for analysis and reporting.

See “Collecting and managing form data” on page 200.

Track forms Use the Tracker to see when forms have been completed and who has completed them. See “About Forms

Tracker” on page 202.

Create and distribute online forms Create and distribute online forms using your web browser and the Adobe

FormsCentral service. Recipients fill out these forms using any Internet-connected device. See “Create online forms

using FormsCentral” on page 173.

Digital signatures

Long-term signature validation enhancements Embed the certificate chain, revocation status, and timestamp after

signature creation. Allow valid, but expired timestamps to be used. See “Establish long-term signature validation” on

page 247.

Create ink signatures Add a simple handwritten signature on a page. See “Sign a PDF” on page 242.

Getting started tutorials

The step-by-step tutorials in this section help you get started with Acrobat 9. You’ll learn how to create PDFs using

PDFMaker; share documents with colleagues for review and discussion; create interactive, electronic forms; assemble

documents of various formats into a single PDF Portfolio; and securely sign documents digitally.

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For more tutorials and videos about all that you can do with Acrobat, see the following online resources:

•Exploring key features of Acrobat 9: www.adobe.com/go/learn_acr_portfolio_std_en

•What is Acrobat?: www.adobe.com/go/lrvid4200_a9

•Introducing Acrobat 9: www.adobe.com/go/lrvid4081_a9

•Using multiple applications in a business workflow: www.adobe.com/go/lrvid4204_a9

Create PDF

Creating PDFs using Acrobat PDFMaker (Windows)

Convert your business documents to Adobe PDF with a single click. Acrobat PDFMaker simplifies the process of

converting documents to PDF in several business applications, including Microsoft Office applications and Lotus

Notes. When you install Acrobat, it adds PDFMaker controls to compatible applications automatically.

1Create your document.

Create and finalize the document in the authoring application that supports PDFMaker. Save the document.

Document in an application that converts to Adobe PDF

2Select PDF conversion settings.

In the authoring application, choose Adobe PDF > Change Conversion Settings. If you’re using Lotus Notes, choose

Actions > Change Adobe PDF Conversion Settings. If you’re using a Microsoft Office 2007 application, click

Preferences in the Acrobat ribbon.

In the PDFMaker Settings area of the Acrobat PDFMaker dialog box, choose the appropriate PDF preset from the

Conversion Settings menu. The PDF preset determines file compression, image resolution, whether fonts are

embedded, and other PDF conversion settings. If you are preparing a document for professional printing, use the

High Quality Print or Press Quality preset. If you are preparing a document for online viewing, choose Small File

Size. The Standard default setting is appropriate for many business uses and desktop printing.

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Settings for creating PDFs

Once you’ve selected conversion settings, those settings are used every time you create a PDF from that application

until you change the settings.

3Select application settings.

In the Application Settings area of the dialog box, select whether to include bookmarks, hyperlinks, accessibility

features, and other options. Click the application tab (for example, the Word tab) to see options that are specific to

your application. In Word, for example, you can convert footnotes and links. In Visio (supported in Acrobat 9 Pro

Extended and Acrobat 9 Pro), you can flatten layers. Click OK to close the Acrobat PDFMaker dialog box.

Application-specific settings for creating PDFs

4Create the PDF.

Click the Convert To Adobe PDF button on the Acrobat PDFMaker toolbar or, in Microsoft Office 2007, click the

Create PDF button on the Acrobat ribbon. You can automatically email the PDF or send it out for a review, using

other commands in the Adobe PDF menu.

When prompted, enter a name and location for the PDF. Depending on the application you’re using and your

settings, prompts may appear allowing you to select other options when you create the PDF.

You can also convert web pages to PDF directly using Internet Explorer. To convert, visit a website in the Internet

Explorer browser, and then click the Convert button in the toolbar.

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Collaborate

Initiating a shared review

In a shared review, all participants can view and respond to comments. It’s a great way to let reviewers resolve

conflicting opinions, identify areas for research, and develop creative solutions during the review process. You can

host a shared review on a network folder, WebDAV folder, SharePoint workspace, or on Acrobat.com, a new secure

web-based service. All you need is Acrobat, a PDF, and a free Adobe ID to get started.

1Prepare the PDF.

Save the PDF you want participants to review. If you want to call attention to particular questions or topics for

discussion, add comments to the PDF.

2Send the PDF for a shared review.

Choose Comments > Send For Shared Review. Acrobat opens the Send For Shared Review wizard. You can share

any document that can be modified with comments. If a document has security settings that do not allow

comments, Acrobat notifies you.

3Select a method for collecting comments.

Choose how you want to post the PDF and collect comments from reviewers. Choose Automatically Download &

Track Comments With Acrobat.com if you want to use Acrobat.com to share the review. Choose Automatically

Collect Comments On My Own Internal Server to use a network server, a WebDAV server, or a SharePoint

workspace.

The Send For Shared Review wizard guides you through different ways to manage comments.

If you’re hosting the PDF on your own server, select the type of server and enter its path. If you’re hosting the PDF

on Acrobat.com, enter your Adobe ID. If you don’t have an Adobe ID, click Create Adobe ID to create one within

Acrobat.

4Invite reviewers.

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Enter the email addresses for the people you want to invite to the review, or select the addresses from your email

address book. Then, customize the message for reviewers. Set a review deadline. After the deadline, commenting

tools will no longer be available on the shared review server. If you’re using Acrobat 9 Pro Extended or Acrobat 9

Pro, then Adobe Reader users can participate in the shared review.

Preparing the review invitation

5Send the PDF.

Click Send to post the PDF to the server and send email invitations to the review participants. Acrobat saves a copy

of the shared review file in the same location, with the word “_review” appended to it.

Once you’ve started a shared review, you can read and reply to comments on the shared review server. You can also

read all the comments after the review is over. Use Tracker, within Acrobat, to see who has commented, send email

reminders to reviewers, or change the deadline.

Enabling live collaboration

You can review a PDF live, online, with one or more colleagues using Acrobat.com. The live collaboration feature lets

you share pages, so that all viewers are seeing the same thing at the same time. Use the live chat window to discuss the

document you’re viewing. You can invite anyone with Acrobat 9 or Reader 9 to participate in live collaboration.

Note: The live collaboration feature is not available in all languages.

1Prepare the document.

Create and save the document you want to discuss in live collaboration. If it’s not already a PDF, convert it to PDF

using Adobe PDF printer, Acrobat PDFMaker (Windows), or the Create PDF commands in Acrobat.

Open the PDF you want to discuss in Acrobat.

2Start collaboration.

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Choose File > Collaborate > Send & Collaborate Live. Log on to Acrobat.com, if prompted. If you don’t have an

Adobe ID, create one.

Use the Send and Collaborate Live wizard to start a live chat session.

3Invite participants.

Enter the email addresses of the colleagues you want to collaborate with, placing a semicolon or return between

addresses. You can also add email addresses from the address book of your email application, such as Microsoft

Outlook.

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Preparing the collaboration invitation

Edit the subject and message to customize the email invitation for your collaboration. To post the document to

Acrobat.com, select Store File On Acrobat.com And Send A Link To Recipients. Select a level of access to determine

who can access the document from Acrobat.com. If you don’t select Store File On Acrobat.com, Acrobat sends the

document to participants as an attachment.

The Collaborate Live navigation pane opens in the document.

4Wait for other participants.

To share pages or chat online, at least one other person must join you. Using Acrobat 9 or Reader 9, participants

can join by clicking the PDF attachment or clicking the URL in the invitation. After participants log in with their

Adobe ID and password or join as a guest, they can double-click the PDF to open it.

Watching participants join the session

5Share pages.

After at least one other person joins the live collaboration session, you can synchronize page views so that everyone

participating sees the same page view. To share pages, click the Start Page Sharing button. When you want to stop

page sharing, click Stop Page Sharing.

6Chat online.

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To discuss the document, type chat messages in the box at the bottom of the Collaborate Live navigation pane. Click

the color box to choose a color for your chat text. To save the chat history, choose Save Chat from the options menu

in the navigation pane.

Send instant messages to attendees.

Forms

Creating an interactive form

You can convert any form into an interactive form that users can fill out and return electronically. Start with a paper

form you’ve scanned or a form document you’ve created in any application.

1Create the PDF.

You can scan a paper form directly into Acrobat (choose File > Create PDF > From Scanner). You can also convert

any electronic document to PDF using Acrobat PDFMaker, the Adobe PDF printer, or the Create PDF commands

in Acrobat.

2Use the Form wizard to automatically create form fields.

Choose Forms > Start Form Wizard. Follow the onscreen instructions in the wizard, and click OK to close the

Welcome To Form Editing Mode dialog box. When you run the wizard, Acrobat analyzes the document and

automatically creates electronic form fields.

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The Create Or Edit Form wizard creates form fields automatically.

3Evaluate the form fields Acrobat created.

Acrobat lists the form fields it created in the Fields pane. Scroll through the document to see whether Acrobat

missed any fields or created any extra fields. To delete a field, select it in the Fields pane and press Delete.

Acrobat missed fields for the Yes and No radio buttons.

4Add and edit form fields as needed.

Add form fields where you need them. You can add text fields, check boxes, list boxes, combo boxes, radio buttons,

action buttons, digital signature fields, and even barcodes to the PDF. Select the type of form field from the Add

New Field list in the Forms toolbar, and then click where you want the field to appear. Give each new field a unique

and descriptive name. The name doesn’t appear on the form that users see, but it identifies the field if you work

with the data in databases or spreadsheets.

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Click Show All Properties in the field name dialog box if you want to make other changes. You can change the field

appearance, set a text field to accept multiple lines of text, create a label for users, or set other properties. To edit a

field, make sure you’re in Form mode, and then double-click the field. (To switch to Form mode, choose Forms >

Add Or Edit Fields.) To preview the form, click Preview in the Forms toolbar.

Editing form fields

5Save the form.

Be sure to save the form with all the fields you’ve added. Choose File > Save As to save the form with a different

name, so that your original static document remains intact.

PDF Portfolios

Creating a PDF Portfolio

Quickly pull together all the files for a project into a single, coherent PDF Portfolio. These files can include text

documents, email messages, spreadsheets, CAD drawings, PowerPoint presentations, videos, PDFs, and more. You

don’t have to convert the component documents to PDF, and you can edit each component independently without

affecting anything else in the PDF Portfolio.

1Create the PDF Portfolio file.

In Acrobat, choose File > Create PDF Portfolio. The PDF Portfolio toolbar appears below the menu bar; Acrobat

displays this toolbar whenever you open a PDF Portfolio. In Acrobat 9 Pro and Acrobat 9 Pro Extended, the Edit

PDF Portfolio pane is open on the right side of the window.

2Add files to the PDF Portfolio.

Choose Modify > Add Files in the PDF Portfolio toolbar. Navigate to the files you want to include. Select a file, and

click Open. Shift-select to add multiple contiguous files; press Ctrl to select multiple files in any order.

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Selecting files for a PDF Portfolio

When you add a file to the PDF Portfolio, a copy of the original document is included. If the document isn’t a PDF,

anyone who receives the PDF Portfolio may have to install the native application to preview that particular

document. For example, if you include a PowerPoint presentation, someone viewing your PDF Portfolio must have

Office installed to view that component.

3Publish the PDF Portfolio.

When you’ve completed your PDF Portfolio, you can share it through email or on Acrobat.com, a secure web-based

service. You can burn it to a CD or DVD, or distribute it as you would share any other PDF.

First, choose File > Save Portfolio. From the share menu in the PDF Portfolio toolbar, choose Email to send the

PDF Portfolio as an email attachment. You can also share it on Acrobat.com, which is especially useful if the PDF

Portfolio file size is too large for many email servers. From the share menu, choose Share Portfolio On Acrobat.com,

and then log on to Acrobat.com.

Security

Signing a document electronically

Like a handwritten signature, a digital signature is uniquely yours. Acrobat includes features to keep your digital

signature secure. Unlike traditional signatures, digital signatures can contain additional information, such as the date

and time of signature and the reason for signing. Just as you developed your own signature style early in life, you can

add your own flair to your signature appearance, as well.

1Obtain a digital ID.

If you don’t already have a digital ID, create a self-signed digital ID in Acrobat. A self-signed digital ID includes an

encrypted private key for signing or decrypting documents. It also includes a public key in a certificate used to

validate signatures and encrypt documents.

To create a self-signed digital ID, choose Advanced > Security Settings. Select Digital IDs on the left, and then click

the Add ID button in the toolbar. Select A New Digital ID I Want To Create Now, and continue through the wizard.

Type the personal information for your digital ID, including your name. When you certify or sign a document, the

name appears in the Signatures panel and in the signature field. Name your digital ID and create a password for it

that contains at least six characters, with no punctuation marks or special characters. Click Finish. Make a backup

copy of your digital ID file, in case the original is lost or damaged.

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Personal information for the digital ID

2Create an appearance for your digital signature.

Your digital signature can be simple or complex. It can look like a handwritten signature or a typed name. It can

contain a company logo, include the date and time you signed, and state a reason for signing. You can create

multiple signature appearances for different uses; select one each time you sign a document. If you want to include

an image of your signature, scan your signature and save it as a PDF.

To create an appearance, choose Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS). Select Security

on the left, and then click New in the Digital Signatures section. Give the signature appearance a short, descriptive

title that you’ll recognize when you’re signing a document. Select options, including whether you want to include

an imported graphic, such as a scanned signature. As you make changes, your edited signature appears in the

preview window. Click OK.

Use Security preferences to customize how your signature appears.

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If you selected Reason, click Advanced Preferences, and, in the Creation pane, select Show Reasons When Signing.

If you selected Location, select Show Location And Contact Information When Signing.

3Review the document carefully.

Before you sign any document, physically or electronically, make sure that you know what you are signing and

where all the signature fields are. Because dynamic content might alter the appearance of the PDF and mislead you,

view the document in Preview Document mode before signing. To use Preview Document mode, open the

Preferences dialog box and select Security on the left; then, select View Documents In Preview Document Mode

When Signing.

Check each page of a document for signature fields. You may need to sign a document in more than one place. Each

signature field is unique, so your signature won’t automatically be copied from one field to the other signature fields

in the document.

4Sign the PDF.

To sign the document, click the signature field. If no signature field exists, choose Sign > Place Signature from the

Tasks toolbar and draw a signature field on the page.

If you’ve set Acrobat to display documents in Preview Document mode before signing, a document message bar

reports whether any dynamic content exists in the document. When you’ve reviewed the document, click Sign

Document in the document message bar to proceed.

Choose a signature appearance when signing a document.

In the Sign Document dialog box, select an appearance, and then add any information it requires, such as the

location or the reason for signing. Enter a password if your digital ID requires it. Click Sign. Give the document a

new name so that you can change the original PDF without invalidating the signature, and click Save.

When you apply a digital signature, Acrobat embeds an encrypted message digest in the PDF. Acrobat also embeds

the details from your certificate and a version of the document at the time it was signed.

5Distribute your certificate.

To verify your digital ID, others who view your document must have the public certificate from your digital ID. To

send your certificate, choose Advanced > Security Settings, and select Digital IDs on the left. Expand the list, select

the digital ID you want to share, and click Export. Follow the onscreen instructions to email your certificate as an

FDF file to someone or to save the certificate as a different file type.

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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.

Work area basics

View the work area

Adobe® Acrobat® 9 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 work area for the stand-alone application includes a document pane and a navigation pane. The document pane

displays Adobe® PDFs. The navigation pane on the left side helps you browse through the PDF. Toolbars near the top

of the window provide other controls that you can use to work with PDFs.

Work area as it appears in Acrobat

A. Menu bar B. Toolbars C. Navigation pane (Bookmarks panel displayed) D. Document pane

When you open a PDF inside a web browser, the toolbars, navigation pane, and document pane are available. To access

commands in the menu bar, download the PDF and open it in Acrobat or Adobe Reader.

Note: Some, but not all, PDFs appear with a document message bar. PDF Portfolios appear with a specialized work area.

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More Help topics

“View the PDF Portfolio work area” on page 103

“Document message bar” on page 20

Opening PDFs

You can open a PDF in many ways: from within the Acrobat application, from your email application, from your file

system, or on a network from within a web browser. The initial view of the PDF depends on how its creator set the

document properties. For example, a document may open at a particular page or magnification.

Some PDFs are restricted and open only after you enter a password provided to you by the PDF owner. If a document

is encrypted, you may need the permission of its creator to open it. In the case of some restricted or certified

documents, you may be prevented from printing a file or copying information to another application. If you have

trouble opening a PDF or can’t use certain features, contact its author or owner.

If a document is set to open in Full Screen mode, the toolbar, command bar, menu bar, and window controls are not

visible. You can quit Full Screen mode by pressing Ctrl+L.

More Help topics

“Defining initial view as Full Screen mode” on page 289

“View the PDF Portfolio work area” on page 103

“Opening secured documents” on page 208

Select another tool

By default, the Select tool is active when Acrobat opens, because it is the most versatile tool.

Specialized tools, such as those for zooming in or adding review comments, are available in toolbars and in the Tools

menus.

More Help topics

“Keys for selecting tools” on page 358

Select a tool

❖Do one of the following:

•Select a tool in a toolbar.

•Choose Tools > [toolbar name] > [tool].

Switch temporarily to the Zoom In or Hand tool

You can use these tools temporarily, without deselecting the current tool.

•To select the Hand tool temporarily, hold down the spacebar.

•To select the Zoom In tool temporarily, hold down Ctrl+spacebar.

When you release the keys, Acrobat reverts to the previously active tool.

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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 or PDFs

with password security or document restrictions.

Document message bar for a form

Document message bar for a security alert

More Help topics

“Security alerts” on page 208

“Enhanced security” on page 210

“Filling in forms” on page 202

“Commenting” on page 146

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 > Preferences (Mac OS).

2Under Categories, select the type of preference you want to change.

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Re-create preferences

Re-create the Acrobat Preferences folder (Windows)

Re-create the Acrobat Preferences folder to eliminate problems that damaged preferences cause. Most preference

problems are caused by these file-based preferences, although most Acrobat preferences are stored within the registry.

Note: This solution removes custom settings for Collaboration, JavaScripts, Security, Stamps, Color Management, Auto

Fill, Web Capture, and Updater.

1Quit Acrobat.

2In Windows Explorer, go to the folder C:\Users\Username\AppData\Local\Adobe\Acrobat\[version], and move

the Preferences folder to another location (for example, C:\Temp).

3Restart Acrobat.

If the problem recurs after you re-create the Acrobat Preferences folder, then the problem isn’t related to the

Preferences folder. To restore custom settings, drag the folder you moved in step 2 back to its original location. Then

click Yes To All to replace the new Preferences folder.

Re-create the Acrobat preferences files (Mac OS)

You can re-create the Acrobat preferences files to eliminate problems caused by a damaged preferences file.

Note: Re-creating the Acrobat preferences files restores settings to their defaults.

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 re-create the Acrobat preferences files, then the problem isn’t related to preferences

files. To restore custom settings, drag the files you moved in step 2 back to their original location. Then click OK to the

alert “A newer item named ‘[filename]’ already exists in this location. Do you want to replace it with the older one

you're moving?”

Customizing the work area

Displaying menus

Ordinarily, it’s a good idea to keep the Acrobat menus visible so that they are available as you work. It is possible to

hide them, using the View > Menu Bar command. However, the only way to display and use them again is by pressing

F9/Shift+Command+M.

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Acrobat also has numerous context-sensitive menus. These menus appear when you right-click an element in the work

area or PDF that has such a menu associated with it. A context menu displays commands that relate to the item or area

that you clicked. For example, when you right-click the toolbar area, that context menu displays the same commands

as the View > Toolbars menu.

Note: The menu bar appears only if Acrobat is open as a stand-alone application. If Acrobat is open within the browser,

only the browser application menu appears at the top of the window. However, context menus are available in both cases.

About toolbars

Toolbars reduce clutter in the work area by arranging tools in task-related groups. For example, the Page Display

toolbar includes buttons for changing how many pages you can see at a time in the document window. The Comment

& Markup toolbar contains tools for reviewing and annotating a PDF.

Any toolbar can float or be docked. Docked toolbars appear in the toolbar area. Floating toolbars appear as

independent panels that you can move anywhere in the work area.

Each toolbar has a grabber bar, which is a vertical gray stripe at the left end of the toolbar.

•When you position the pointer over a grabber bar, a tool tip displays the name of the associated toolbar.

•When you drag a grabber bar, the toolbar moves. You can drag toolbars off the toolbar area (so that they float), dock

them in the toolbar area, or rearrange them in the toolbar area.

Some toolbars appear by default and some are hidden.

Acrobat toolbars open by default

A. Tasks toolbar B. File toolbar C. Page Navigation toolbar D. Select & Zoom toolbar E. Page Display toolbar F. Find toolbar

Adobe Reader® toolbars open by default

A. File toolbar B. Page Navigation toolbar C. Select & Zoom toolbar D. Page Display toolbar E. Find toolbar

Each of the buttons in the Tasks toolbar is associated with a menu of commands. Click the arrow to the right of

the button name to open the menu. For example, click the arrow next to the Collaborate button to display a menu

of commands related to collaboration tasks.

Position the pointer over a tool to see a description of the tool. Position the pointer over the grabber bar on the left edge

of a toolbar to see its name. All tools are identified by name in the More Tools dialog box (Tools > Customize

Toolbars).

More Help topics

“Customizing the work area” on page 21

“Displaying menus” on page 21

FC D E

B C

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Display and arrange toolbars

When your work does not involve using the tools in a toolbar, you can close the toolbar to tidy up the work area. For

example, if you are not adding review comments to a PDF, there’s no need to have the Comment & Markup toolbar open.

When you need easy access to a toolbar that is hidden by default, you can open it. This toolbar appears as a floating

panel, which you can move or dock in the toolbar area.

Note: If several PDFs are open, you can customize the toolbars for each PDF independently. The different customized

states persist as you switch between PDFs.

More Help topics

“Open or close reading mode” on page 31

Show or hide toolbars

•To open a toolbar, choose View > Toolbars > [toolbar name]. A check mark next to the toolbar name indicates that

the toolbar is displayed.

•To hide all toolbars, choose View > Toolbars > Hide Toolbars.

•To change a toolbar that is either shown or hidden, right-click the toolbar area, and choose the toolbar you want to

show or hide.

•To change the visibility of several toolbars, choose Tools > Customize Toolbars or View > Toolbars > More Tools.

Then, select and deselect toolbars. (Check marks by the toolbar names indicate which ones are currently visible.)

Note: Whether a new toolbar opens as a floating toolbar or docked in the toolbar area depends on its default position or

where it appeared in your previous configuration of the work area, if any.

Move toolbars

•To rearrange the docked toolbars, use the toolbar grabber bars to drag them from one position to another.

•To move a floating toolbar, drag it by its title bar or grabber bar to another location in the work area.

•To float a docked toolbar, drag it by its grabber bar from the toolbar area.

Use the title bar to move a section of tools from the toolbar area.

•To dock a floating toolbar, drag it by its title bar or grabber bar to the toolbar area.

•To move all floating toolbars to the toolbar area, choose View > Toolbars > Dock Toolbars.

Rows may be added to or removed from the toolbar area as you move the toolbars in and out.

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Return toolbars to their default configuration

❖Choose View > Toolbars > Reset Toolbars.

Lock or unlock the toolbar area

Locking the toolbars prevents any rearrangement of the toolbar area, so all grabber bars disappear when the toolbar

area is locked. Locking does not affect the positions of any floating toolbars.

❖Choose View > Toolbars > Lock Toolbars.

Select the command a second time to unlock the toolbar area.

Note: When the toolbar area is locked, you can still move floating toolbars by dragging them by their title bars. However,

you can’t dock them unless you unlock the toolbar area.

Show and hide toolbar elements

You can alter the display within an individual toolbar to keep just the tools you need available with a minimum of

wasted space. You can also show and hide tool labels.

Show or hide individual tools

Acrobat includes more tools and more toolbars than the set that appears by default. You can customize the toolbars so

that the tools you use most often appear in the toolbar area.

❖Do any of the following:

•Right-click the toolbar, and select a tool that you want to display or deselect a tool that is already displayed if you

want to hide it.

•Right-click any toolbar and choose More Tools. Then select individual tools and toolbars that you want to display,

and deselect those that you want to hide.

Note: A selected tool appears in the toolbar area only if its toolbar is also selected in the More Tools dialog box.

Show or hide tool labels

The default view shows labels for some toolbar buttons. You can show labels for all buttons to help you as you learn to

use Acrobat, or you can hide all tool labels to save space in the toolbar area.

❖Choose View > Toolbars > Button Labels > [option].

Note: Tool labels are turned off selectively when space in the toolbar area becomes limited.

Review properties for tools and objects

The Properties toolbar provides easy access to the properties for many tools and objects such as links, comments, form

fields, media clips, and bookmarks. For example, if you select the Note tool, the Properties toolbar displays the current

default properties for that tool. If you select a note in the document, the Properties toolbar displays properties for that note.

You can use the Properties toolbar to change many of the settings that appear there. A few items only provide

information and cannot be edited.

Like all toolbars, the Properties toolbar can float or be docked in the toolbar area. The Properties toolbar is different

in that it doesn’t contain tools and can’t be customized to hide options.

1Choose View > Toolbars > Properties Bar.

2Select the object or tool that you want to review.

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3Change properties for the selected item, as desired.

If you want to change object properties other than those listed in the Properties toolbar, right-click the object, and

choose Properties.

Show or hide the navigation pane

The navigation pane is an area of the work space that can display different navigation panels. Typically, these panels

act like a table of contents, with items you can click to jump to a specific place in the document. For example, the Pages

panel contains thumbnail images of each page; clicking a thumbnail opens that page in the document.

When you open a PDF, the navigation pane is closed by default, but buttons along the left side of the work area provide

easy access to various panels, such as the Pages panel 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 > Navigation Panels > 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 > Navigation Panels > Hide Navigation Pane.

Note: The creator of the PDF can control the contents of some navigation panels and may make them empty.

Adjust navigation panels

Like toolbars, navigation panels can be docked in the navigation pane, or they can float anywhere in the work area. You

can hide or close panels you don’t need and open the ones you do. You can also adjust the width of the navigation pane.

Change the display area for navigation panels

•To change the width of the navigation pane, drag its right border.

•To collapse a floating panel without closing it, click the tab name at the top of the window. Click the tab name again

to restore the panel to its full size.

Change the orientation of a docked navigation panel

By default, some panels, such as Bookmarks, appear in a column on the left side of the work area. Others, such as the

Comments panel, appear horizontally across the bottom of the document pane. You can change the orientation of any

panel to either vertical or horizontal by dragging the button for that panel, which appears on the left side of the work area.

•To orient the panel vertically, drag its button to the upper part of the navigation pane, near the buttons of other

vertically oriented panels.

•To orient the panel horizontally, drag its button to the lower part of the navigation pane, near the buttons of other

horizontally oriented panels.

In either case, a gray frame highlights the entire panel buttons area. If you release the mouse button before the area is

highlighted, the panel will float above the work area. If that happens, try again by dragging the panel tab into the upper

or lower part of the button area.

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View a different panel in the navigation pane

By default, only a selected set of panel buttons appears on the left side of the work area. Other panels are included in

the View menu and may open as floating panels rather than in the navigation pane. However, you can dock the panel

in the navigation pane later.

❖Do one of the following:

•On the left side of the navigation pane, select the button for the panel.

•Choose View > Navigation Panels > [panel name].

Dock or float navigation panels

•To float a panel that is docked in the navigation pane, drag the panel button into the document pane.

•To dock a floating panel, drag the tab to the navigation pane.

•To group two floating panels, drag the tab of one panel into the other floating panel.

Options in a navigation panel

All navigation panels have an options menu in the upper-left corner. The commands available in these menus vary.

Some panels also contain other buttons that affect the items in the panel. Again, these vary among the different panels,

and some panels have none.

Viewing PDF pages

Open a PDF

You can open a PDF from within the Acrobat application, from the desktop, or from within certain other applications.

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Open a PDF in the application

❖Start Acrobat and do one of the following:

•Choose File > Open, or click the Open button in the toolbar. In the Open dialog box, select one or more

filenames, and click Open. PDF documents usually have the extension .pdf.

•Choose File > Organizer > [collection name] > [PDF filename].

•Choose File > History > [time period] > [PDF filename].

If more than one document is open, you can switch between documents by choosing the document name from the

Window menu. In Windows, a button for each open document appears in the Windows taskbar. Click this button to

move between open documents.

Open a PDF from the desktop or within another application

❖Do one of the following:

•To open a PDF attached to an email message, open the message and double-click the PDF icon.

•To open a PDF linked to an open web page, click the PDF file link. The PDF usually opens in the web browser.

•Double-click the PDF File icon in your file system.

Note: In Mac OS, you may not be able to open a PDF created in Windows by double-clicking the icon. Instead, choose

File > Open With > Acrobat.

Opening pages in a PDF

Depending on the PDF you open, you may need to move forward through multiple pages, see different parts of the

page, or change the magnification. There are many ways to navigate, but the following items are commonly used:

Note: If you do not see these items, choose View > Toolbars > Reset Toolbars.

Next and Previous The Next Page and Previous Page buttons appear in the Page Navigation toolbar. The text

box next to them is also interactive, so you can type a page number and press Enter to go directly to that page.

Scroll bars Vertical and horizontal scroll bars appear to the right and bottom of the document pane whenever the view

does not show the entire document. Click the arrows or drag to view other pages or different areas of the page.

Select & Zoom toolbar This toolbar contains buttons and controls for changing the page magnification.

Pages panel The Pages button on the left side of the work area opens the navigation pane to the Pages panel, which

displays thumbnail images of each page. Click a page thumbnail to open that page in the document pane.

More Help topics

“Retrace your viewing path” on page 30

“Adjust page magnification” on page 37

Page through a document

There are many ways to turn pages in a PDF. Many people use the buttons on the Page Navigation toolbar, but you

can also use arrow keys, scroll bars, and other features to move forward and backward through a multipage PDF.

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The Page Navigation toolbar opens by default. The default toolbar contains frequently used tools: the Next Page ,

Previous Page , and Page Number. Like all toolbars, the Page Navigation toolbar can be hidden and reopened by

choosing it in the Toolbars menu under the View menu. You can display additional tools on the Page Navigation

toolbar by right-clicking the toolbar and choosing an individual tool, Show All Tools, or More Tools and then selecting

and deselecting tools in the dialog box.

More Help topics

“About bookmarks” on page 269

“About page thumbnails” on page 268

“Set the page layout and orientation” on page 40

Move through a PDF

❖Do one of the following:

•Click the Previous Page or Next Page button on the toolbar.

•Choose View > Go To > [location].

•Choose View > Go To > Page, 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 120

(Acrobat only) and “Preferences for viewing PDFs” on page 33.

Jump to bookmarked pages

Bookmarks provide a table of contents and usually represent the chapters and sections in a document. Bookmarks

appear in the navigation pane.

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Bookmarks panel

A. Bookmarks button B. Click to display bookmark options menu. C. Expanded bookmark

1Click the Bookmarks button, or choose View > Navigation Panels > 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 Pages panel to change

the display of pages and to go to other pages. The red page-view box in the page thumbnail indicates which area of the

page appears. You can resize this box to change the zoom percentage.

1Click the Pages button or choose View > Navigation Panels > Pages to display the Pages 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 > 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 > Go To > Previous View.

2To continue seeing another part of your path, do either of the following:

•Repeat step 1.

•Choose View > Go To > Next View.

Note: You can make the Previous View button and Go To Next View button available in the toolbar area by

right-clicking the Page Navigation toolbar and choosing them on the context menu, or choosing Show All Tools.

Change the PDF/A viewing mode

PDF/A is an ISO standard for PDFs. Documents you scan to PDF are PDF/A-compliant. You can specify whether you

want to view documents in this viewing mode.

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 again.

Navigate with links

Links can take you to another location in the current document, to other PDF documents, or to websites. Clicking a

link can also open file attachments and play 3D content, movies, and sound clips. To play these media clips, you must

have the appropriate hardware and software installed.

The person who created the PDF document determines what links look like in the PDF.

Note: Unless a link was created in Acrobat using the Link tool, you must have the 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 273

“Multimedia preferences” on page 309

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.

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More Help topics

“Open, save, or delete an attachment” on page 277

Open or close reading mode

The reading mode view hides everything in the work area except the document and the menu bar.

❖Choose View > Reading Mode.

Choosing Reading Mode again restores the work area to its previous view, with the same navigation buttons and

toolbar displays.

View PDFs in Full Screen mode

In Full Screen mode, PDF pages fill the entire screen; the menu bar, toolbars, and window controls are hidden. A PDF

creator can set a PDF to open in Full Screen mode, or you can set the view yourself. Full Screen mode is often used for

presentations, sometimes with automatic page advancement and transitions.

The pointer remains active in Full Screen mode so that you can click links and open notes. There are two ways to

advance through a PDF in Full Screen mode: You can use keyboard shortcuts for navigational and magnification

commands, and you can set a Full Screen preference to display Full Screen navigation buttons that you click to change

pages or exit Full Screen mode.

More Help topics

“Preferences for viewing PDFs” on page 33

“Setting up a presentation” on page 289

Set the Full Screen navigation bar preference

1In the Preferences dialog box under Categories, select Full Screen.

2Select Show Navigation Bar, then click OK.

3Select View > Full Screen Mode.

The Full Screen navigation bar contains Previous Page , Next Page , and Close Full Screen View buttons.

These buttons appear in the lower-left corner of the work area.

Read a document in Full Screen mode

If the Full Screen navigation bar is not shown, you can use keyboard shortcuts to navigate through a PDF.

Note: If you have two monitors installed, the Full Screen mode of a page sometimes appears on only one of the monitors.

To page through the document, click the screen displaying the page in Full Screen mode.

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 Page Display toolbar, right-click the Page Display toolbar and choose Full Screen

Mode. Then click the Full Screen tool to switch to Full Screen mode.

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Viewing PDFs in a web browser

You can view PDFs in a supported web browser, or you can set your Internet preferences to open linked or downloaded

PDF files in a separate Acrobat window. If you open PDFs in Acrobat outside the browser, you cannot use Fast Web

Viewing, form submittal in a browser, or search highlighting on the web.

Because keyboard commands may be mapped to the web browser, some Acrobat shortcuts may not be available.

Similarly, you may need to use the tools and commands in the Acrobat toolbar rather than the browser toolbar or

menu bar. For example, to print a PDF document, use the Print button in the Acrobat toolbar rather than the Print

command in the browser. (In Microsoft Internet Explorer, you can choose File > Print, Edit > Copy, and Edit > Find

on the Internet Explorer toolbar.)

Note: Having multiple versions of Acrobat or Adobe Reader installed on the same computer can prevent you from viewing

PDFs in a web browser. Examples include Acrobat 8 with Adobe Reader 9, or Acrobat 7 with Reader 8, and so on. Try

deselecting the Display PDF In Browser option in Internet Preferences in one program, and selecting the option in the

other program. For more information about coexisting installations, see the Tech Note at

http://kb2.adobe.com/cps/333/333223.html.

Internet preferences

Display PDF In Browser Displays any PDF opened from the web in the browser window. If this option is not selected,

PDFs open in a separate Acrobat window. On Mac OS, if you have installed both Reader and Acrobat, you can select

which application and which version to use.

Note: If Reader is installed on your system and you subsequently install Acrobat, Safari continues to use Reader to open

PDFs in your browser. Use this option to configure Safari to use Acrobat.

Allow Fast Web View Downloads PDFs for viewing on the web one page at a time. If this option is not selected, the

entire PDF downloads before it is displayed. If you want the entire PDF to continue downloading in the background

while you view the first page of requested information, also select Allow Speculative Downloading In The Background.

Allow Speculative Downloading In The Background Allows a PDF to continue downloading from the web, even after

the first requested page appears. Downloading in the background stops when any other task, such as paging through

the document, is initiated in Acrobat.

Connection Speed Choose a connection speed from the menu. This setting is also used by the multimedia plug-in.

Internet Settings [or Network Settings] Click to open the Internet or network connection dialog box or panel for your

computer. For more information, consult your operating system Help, your Internet service provider, or your local

network administrator.

Read articles

In PDFs, articles are optional electronic threads that the PDF author may define within that PDF. Articles lead readers

through the PDF content, jumping over pages or areas of the page that are not included in the article, in the same way

that you might skim through a traditional newspaper or magazine, following one specific story and ignoring the rest.

When you read an article, the page view may zoom in or out so that the current part of the article fills the screen.

More Help topics

“Articles” on page 281

Open and navigate an article thread

1Choose Tools > Select & Zoom > Hand Tool, or click the Hand Tool on the Select & Zoom toolbar.

2Choose View > Navigation Panels > Articles to open the Articles panel.

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Note: You cannot open the Articles panel if you are viewing the PDF inside a 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.

Preferences for viewing PDFs

The Preferences dialog box defines a default page layout and customizes your application in many other ways. For

viewing PDFs, examine the preferences options for Documents, General, Multimedia, and Page Display.

The preferences settings control how the application behaves whenever you use it; they are not associated with any

particular PDF document.

Note: If you install any third-party plug-ins, set these preferences using the Third-Party Preferences menu item.

More Help topics

“3D preferences” on page 323

“Multimedia preferences” on page 309

“Setting accessibility preferences” on page 255

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.

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Documents In Recently Used List Sets the maximum number of documents listed in the File menu.

Remember Files In Organizer History For Specifies how long PDF files remain in the History list.

Save Settings

Automatically Save Document Changes To Temporary File Every _ Minutes Determines how often Acrobat

automatically saves changes to an open document.

Save As Optimizes For Fast Web View Restructures a PDF document for page-at-a-time downloading from web

servers.

PDF/A View Mode

View Documents In PDF/A Mode Specifies when to use this viewing mode: Never, or Only For PDF/A Documents.

Examine Document

Examine Document Examines the PDF for items that may not be apparent, such as metadata, file attachments,

comments, and hidden text and layers. The examination results appear in a dialog box, and you can remove any type

of item that appears there.

•Examine Document When Closing Document (Not selected by default.)

•Examine Document When Sending Document By Email (Not selected by default.)

Adjust Filename When Applying Redaction Marks Specifies a prefix or suffix to use when saving a file to which

redaction marks have been applied.

Full Screen preferences

Full Screen Setup

Current Document Only Specifies whether or not the display is limited to a single PDF.

Fill Screen With One Page At A Time Sets the page view to the maximum screen coverage by a single page.

Alert When Document Requests Full Screen Displays a message before going into Full Screen mode. Selecting this

option overrides a previous selection of Do Not Show This Message Again in that message.

Which Monitor To Use Specifies the monitor on which full-screen display appears (for users with multiple-monitor

configurations).

Full Screen Navigation

Escape Key Exits Lets you exit Full Screen mode by pressing the Esc key. If this option is not selected, you can exit by

pressing Ctrl+L.

Show Navigation Bar Shows a minimal navigation toolbar regardless of the document settings.

Left Click To Go Forward One Page; Right Click To Go Back One Page Lets you page through an Adobe PDF document

by clicking the mouse. You can also page through a document by pressing Return, Shift-Return (to go backward), or

the arrow keys.

Loop After Last Page Lets you page through a PDF document continuously, returning to the first page after the last.

This option is typically used for setting up kiosk displays.

Advance Every _ Seconds Specifies whether to advance automatically from page to page every set number of seconds.

You can page through a document using mouse or keyboard commands even if automatic paging is selected.

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Full Screen Appearance

Background Color Specifies the window’s background color in Full Screen mode. You can select a color from the color

palette to customize the background color.

Mouse Cursor Specifies whether to show or hide the pointer when Full Screen mode is in operation.

Full Screen Transitions

Ignore All Transitions Removes transition effects from presentations that you view in Full Screen mode.

Default Transition Specifies the transition effect to display when you switch pages in Full Screen mode and no

transition effect has been set for the document.

Direction Determines the flow of the selected default transition on the screen, such as Down, Left, Horizontal, and so

forth. The available options vary according to the transition. If no directional options affect the selected default

transition, this option is not available.

Navigation Controls Direction Mimics the user’s progress through the presentation, such as transitioning from top to

bottom when the user proceeds to the next page and from bottom to top when the user backtracks to the previous page.

Available only for transitions with directional options.

General preferences

Basic Tools

Use Single Key Accelerators To Access Tools Enables you to select tools with a single keystroke. This option is

unselected by default.

Create Links From URLs Specifies whether links that weren’t created with Acrobat are automatically identified in the

PDF document and become clickable links.

Make Hand Tool Select Text & Images Enables the Hand tool to function as the Select tool when it hovers over text in

an Adobe PDF.

Make Hand Tool Read Articles Changes the appearance of the Hand tool pointer when over an article thread. Upon the

first click, the article zooms to fill the document pane horizontally; subsequent clicks follow the thread of the article.

Make Hand Tool Use Mouse-wheel Zooming Changes the action of the mouse wheel from scrolling to zooming.

Make Select Tool Select Images Before Text Changes the order in which the Select tool selects.

Use Fixed Resolution For Snapshot Tool Images Sets the resolution used to copy an image captured with the Snapshot

tool.

Warnings

Do Not Show Edit Warnings Disables warning boxes that would normally appear when you delete items such as links,

pages, page thumbnails, and bookmarks.

Reset All Warnings Restores default settings for warnings.

Show Page Thumbnails In Print Dialog Controls the print preview display in the Print dialog box. Deselecting this

option speeds up the preview.

Emit Passthrough PostScript When Printing Enables Adobe® PostScript® XObjects in the PDF file to be emitted when

that PDF file is printed to a PostScript printer.

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Application Startup

Show Splash Screen Determines whether the application startup screen appears each time the application starts.

Use Only Certified Plug-Ins Ensures that only Adobe-certified third-party plug-ins are loaded. The notation Currently

in Certified Mode indicates either Yes or No depending on its status.

Check 2D Graphics Accelerator (Windows only) (Appears only if your computer hardware supports 2D graphics

acceleration.) When selected, allows hardware acceleration usage when the first document is opened. When

deselected, hardware acceleration usage starts after the first document is opened. This option can slow startup time, so

it is unselected by default.

Note: This option is available only when the option Use 2D Graphics Acceleration in the Page Display preferences is

selected.

More Help topics

“Change updating preferences” on page 51

Page Display preferences

Default Layout And Zoom

Page Layout Sets the page layout used for scrolling when you first open a document. The default setting is Automatic.

The page layout setting in File > Properties > Initial View overrides the page layout setting in Preferences.

Zoom Sets the magnification level for PDF documents when they are first opened. This value overrides document

settings. The default setting is Automatic.

Resolution

Use System Setting Uses the system settings for monitor resolution.

Custom Resolution Sets the monitor resolution.

Rendering

Smooth Text Specifies the type of text-smoothing to apply.

Smooth Line Art Applies smoothing to remove abrupt angles in lines.

Smooth Images Applies smoothing to minimize abrupt changes in images.

Use Local Fonts Specifies whether the application uses or ignores local fonts installed on your system. When

deselected, substitute fonts are used for any font not embedded in the PDF. If a font cannot be substituted, the text

appears as bullets and an error message appears.

Enhance Thin Lines When selected, clarifies thin lines in the display to make them more visible.

Use Page Cache Places the next page in a buffer before the current page is viewed to reduce the time required to page

through a document.

Use 2D Graphics Acceleration (Windows only) (Appears only if your computer hardware supports 2D graphics

acceleration.) Speeds up zooming, scrolling, and redrawing of page content, and speeds the rendering and

manipulation of 2D PDF content. This option is selected by default.

Note: If this option is not available in the Page Display preferences, you may need to update your GPU card driver to

enable this hardware feature. Contact your card vendor or computer manufacturer for an updated driver.

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Page Content And Information

Show Large Images Displays large images. If your system is slow to display image-intensive pages, deselect this option.

Use Smooth Zooming (Windows only) When deselected, turns off animation effects, which improves performance.

Show Art, Trim, & Bleed Boxes Displays any art, trim, or bleed boxes defined for a document.

Show Transparency Grid Displays the grid behind transparent objects.

Use Logical Page Numbers Enables the Number Pages command for matching the position of the page in the PDF to

the number printed on the page. A page number, followed by the page position in parentheses, appears in the Page

Navigation toolbar and in the Go To Page and Print dialog boxes. For example, i (1 of 1) if the printed number of the

first page is i. If this option is not selected, pages are numbered with arabic numbers starting at 1. Selecting this option

helps prevent unexpected behavior when clicking Back or Go Back in your web browser.

Always Show Document Page Size Displays the page measurements beside the horizontal scroll bar.

Use Overprint Preview Specifies whether Overprint Preview mode is on only for PDF/X files, never on, always on, or

set automatically. When set to Automatic, if a document contains overprints, then Overprint Preview mode is

activated. The Overprint Preview mode lets you see (on-screen) the effects of ink aliasing in the printed output. For

example, a printer or service provider could create an ink alias if a document contains two similar spot colors and only

one is required.

Reference XObjects View Mode

Show Reference XObject Targets Specifies the type of documents in which reference XObjects can be viewed.

Location Of Referenced Files (Optional) Specifies a location for the referenced documents.

Adjusting PDF views

Adjust page magnification

Tools on the Select & Zoom toolbar can change the magnification of PDF documents. Only some of these tools appear

on the default view of the toolbar. You can see all the tools by right-clicking the Select & Zoom toolbar and choosing

either individual tools, Show All Tools, or More Tools and then selecting individual tools.

All zoom tools

A. Marquee Zoom tool B. Dynamic Zoom tool C. Zoom Out button D. Zoom In button E. Zoom Value menu button F. Actual Size button

G. Fit Width button H. Fit Page button I. Pan & Zoom Window tool J. Loupe tool

•The Marquee Zoom tool works in a few different ways. You can use it to drag a rectangle around a portion of the

page that you want to fill the viewing area. Or, simply clicking the Marquee Zoom tool increases the magnification

by one preset level, centering on the point where you clicked. To decrease the magnification by one preset level,

Ctrl-click the Marquee Zoom tool.

•The Dynamic Zoom tool zooms in when you drag it up the page and it zooms out when you drag down. If you use

a mouse wheel, this tool zooms in when you roll forward and zooms out when you roll backward.

• Zoom In and Zoom Out buttons change the document magnification by preset levels.

•The Zoom Value option changes the page view according to a percentage you type in or select from a pop-up menu.

A B C D FE G H I J

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•Actual Size displays the page at 100% magnification.

•Fit Width adjusts the magnification so that the PDF fills the document pane horizontally.

•Fit Page adjusts the magnification so that one page fills the document pane vertically.

•The Pan & Zoom Window tool adjusts the magnification and position of the view area to match the area in an

adjustable rectangle in the Pan & Zoom window’s thumbnail view of the page.

•The Loupe Tool window displays a magnified portion of the PDF that matches the area in an adjustable rectangle

on the document pane.

Resize a page to fit the window

•To resize the page to fit entirely in the document pane, choose View > Zoom > Fit Page.

•To resize the page to fit the width of the window, choose View > Zoom > Fit Width. Part of the page may be out of

view.

•To resize the page to fit the height of the window, choose View > Zoom > Fit Height. Part of the page may be out

of view.

•To resize the page so that its text and images fit the width of the window, choose View > Zoom > Fit Visible. Part

of the page may be out of view.

To see keyboard shortcuts for resizing the document, open the View menu.

Show a page at actual size

❖Choose View > Zoom > Actual Size.

The actual size for a PDF page is typically 100%, but the document may have been set to another magnification level

when it was created.

Change the magnification with zoom tools

❖Do one of the following:

•Click the Zoom In button or the Zoom Out button in the toolbar.

•Enter a magnification percentage in the Select & Zoom toolbar, either by typing or choosing from the pop-up

menu.

•Drag the Marquee Zoom tool to define the area of the page that you want to fill the document pane.

•Drag the Dynamic Zoom tool up to increase the magnification and down to decrease magnification.

When the Marquee Zoom tool is selected, you can Ctrl-click or Ctrl-drag to zoom out. Holding down Shift switches

temporarily from the Marquee Zoom tool to the Dynamic Zoom tool.

Change the magnification with the Pan & Zoom Window tool

1Choose Tools > Select & Zoom > Pan & Zoom Window, or select the Pan & Zoom Window tool on the Select

& Zoom 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.

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•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 Tools > Select & Zoom> Loupe, or select the Loupe tool on the Select & Zoom toolbar, if it is displayed.

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 Pages button on the left side of the window to view the page thumbnails.

2Locate the thumbnail for the current page. Then position the pointer over the lower-right corner of the page-view

box until the pointer changes into a double-headed arrow.

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.

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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 Select & Zoom toolbar, or choose Tools > Select & Zoom > Hand Tool, and drag to move

the page, as if moving a piece of paper on a table.

More Help topics

“About PDF layers” on page 296

Set the page layout and orientation

Changing the page layout is especially useful when you want to zoom out to get an overview of the document layout.

You can use the following page layouts when viewing PDF documents:

Single Page Displays one page at a time, with no portion on other pages visible.

Single Page Continuous Displays pages in a continuous vertical column that is one page wide.

Two-Up Displays each two-page spread with no portion of other pages visible.

Two-Up Continuous Displays facing pages side by side in a continuous vertical column.

If a document has more than two pages, you can ensure that the first page appears alone on the right side of the

document pane. Select either Two-Up or Two-Up Continuous. Also select View > Page Display > Show Cover Page

During Two-Up.

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Single Page, Single Page Continuous, Two-Up, Two-Up Continuous page layouts

Set the page layout of an open PDF

•To see only one page at a time, choose View > Page Display > Single Page.

•To see two pages at a time, side by side, choose View > Page Display > Two-Up.

•To scroll down continuously through one page after another, choose View > Page Display > Single Page

Continuous.

•To scroll down continuously through two pages at a time, choose View > Page Display > Two-Up Continuous.

•To display the first page of a multipage document alone on the right side, first specify either the Two-Up or Two-

Up Continuous option. Then choose View > Page Display > Show Cover Page During Two-Up.

You can also display buttons for each of these options in the Display Pages toolbar by choosing View > Toolbars >

More Tools, and selecting them in the More Tools dialog box.

Note: In Single Page layout, choosing Edit > Select All selects all text on the current page. In other layouts, Select All selects

all text in the PDF.

Rotate the page view

You can change the view of a page in 90° increments. This changes the view of the page, not its actual orientation. You

can’t save this change.

❖Choose View > Rotate View > Clockwise or Counterclockwise, or click the Rotate Clockwise button or the

Rotate Counterclockwise button in the toolbar.

Note: To save the rotation with the document, choose Document > Rotate Pages.

Change the default page layout (initial view)

You specify the default initial view settings in the Preferences dialog box. (See “Set preferences” on page 20.)

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 PDFs” on page 19

“View document properties” on page 292

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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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Display PDFs in Line Weights view

The Line Weights view displays lines with the weights defined in the PDF. When Line Weights view is off, it applies a

constant stroke width (1 pixel) to lines, regardless of zoom. When you print the document, the stroke will print at the

true width.

❖Choose View > Line Weights. To turn off Line Weights view, choose View > Line Weights again.

Note: You cannot turn off Line Weights view when viewing PDFs within a web browser.

Grids, guides, and measurements

View grids

Use grids to accurately line up text and objects in a document. When turned on, the grid is visible over the document.

The Snap To Grid option aligns an object with the nearest grid line when you move the object.

View or hide the grid

❖Choose View > Grid. A check mark appears next to the command name when the grid is displayed.

Turn the Snap To Grid option on or off

❖Choose View > Snap To Grid. A check mark appears next to the command name when the option is turned on.

Change the grid appearance

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 > 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.

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Show or hide guides

❖Choose View > Guides.

Move or delete ruler guides

❖Click the guide to select it, and then drag it to a new location, or press Delete. To delete all guides, right-click in the

ruler area and choose Clear All Guides or Clear Guides On Page.

Change guide colors

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 > Analysis > 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 .

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•To snap the measurement to the endpoint of a line, select Snap To Endpoints .

•To snap the measurement to the midpoint of a line, select Snap To Midpoints .

•To snap the measurement to the intersection of multiple lines, select Snap To Intersections .

•To constrain the measurement lines to increments of 45º, hold down the Shift key.

•To discontinue a measurement, right-click and choose Cancel Measurement.

•To delete a measurement markup, click it with the Measurement Tool and press Delete.

More Help topics

“Change the look of your comments” on page 149

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 >

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.

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Default Leader Length (Distance Tool only) Specifies the length of the line leader that appears on one side of the

measurement points.

Default Leader Extension Above Line (Distance Tool only) Specifies the length of the leader extension that appears

above the measurement line.

Default Leader Offset From Line Points (Distance Tool only) Specifies the amount of blank space that appears between

the measurement points and the leader.

2D Snap Settings Specify snap behavior. Sensitivity indicates how close the pointer must be to the item being snapped

to. Snap Hint Color specifies the color of the snap line that appears when you hold the pointer over the object.

View cursor coordinates

The Cursor Coordinates show the coordinate position of the pointer within the document pane. The position

numbering begins in the upper-left corner of the document. Cursor Coordinates also shows the width and height of a

selected object as you resize it.

View x and y coordinates

1Choose View > 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.

Organizer

Organizer window overview

Organizer helps you find PDFs that you’ve previously opened and PDFs that you’ve organized into collections and

favorites. With Organizer, you can see thumbnail images of PDF pages to quickly identify files. Use Organizer to

organize related PDFs without changing their location in your file structure. You can also use Organizer to quickly

browse, find, and sort PDFs that you recently viewed.

The Organizer and Organizer-related commands are available in the File menu. After you select one or more files

within the Organizer, you can start one of several different tasks using the buttons above the file list.

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Organizer window in Windows

A. Categories pane B. Files pane C. Pages pane

Categories pane

The categories pane of the Organizer window is divided vertically into sections that contain categories. These items

can help you locate and organize PDFs that reside on your computer, on a network, and on the web.

History Contains subcategories that list all the PDFs that you’ve opened during a specified period of time. You can’t

change the subcategory names or manually add PDFs to the History, which is updated each time you open a PDF and

as time passes. You can, however, clear the entire history by using the Clear History button in the files pane. You can

also specify the maximum length of the file history or turn it off. Open the Preferences dialog box and under

Documents, select a value for Remember Files In Organizer History For.

My Computer Lists the hard drives and folders in their current hierarchy. This category is especially useful if you know

where a particular PDF resides.

Favorite Places Lists any folders, network locations, and web directories that you’ve specified as favorite destinations.

This category functions like bookmarks or favorite destinations used for quick access in a web browser. In this case,

however, the destinations are folders or hard drives that contain PDFs. You can add or remove destinations from the

Favorite Places list, but you can’t edit the destination names.

Collections Contains collection folders that list all PDFs that you’ve associated with each particular collection folder.

Each collection folder can point to multiple PDFs no matter where each PDF is located. For example, a single collection

folder can list PDFs that are located in different folders on your computer, on a network, and on the web. You can

change each collection folder name, add new collection folders, and add PDFs to each collection folder.

Note: Collections and PDF Portfolios both involve multiple PDFs, but in different ways. A PDF Portfolio is itself a PDF

file that can be composed of multiple files and that exists in a folder on your computer. For example, you can attach a

PDF Portfolio to an email message. Collections are more like reminders that help you find related files that are stored in

different locations on your computer.

ABC

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Files pane

The files pane in the Organizer window lists the PDFs that are within the subcategory or folder selected in the

categories pane; each PDF listing shows the filename, modification date, page number, file size, location, and a

thumbnail image of the first page. You can sort the list by filename, metadata information, number of pages, file size,

modification date, and date last opened.

Use the buttons at the top of the Organizer window to open, print, email, or combine one or more selected PDFs; in

addition, you can send a selected PDF for review or approval.

Pages pane

The pages pane of the Organizer window displays thumbnails for every page of all PDF files that are selected in the files

pane. The Zoom slider and buttons at the bottom of the pages pane let you adjust the size of the page thumbnails.

Selecting a PDF (left) reveals a thumbnail for each page in the pages pane (right).

Adjust the Organizer window

You can make changes to your view of the Organizer.

More Help topics

“Other options for combining files” on page 107

“Starting a review” on page 138

Display the Organizer window

❖Choose File > Organizer > Open Organizer.

It isn’t necessary to open the Organizer window if you want to open a PDF in a collection, create a new collection, add

an open PDF to a collection, or open a PDF from your history of opened PDFs. Choose File > Organizer or File >

History to access commands that let you do all of these things.

Resize the Organizer and its panes

•To resize a pane relative to the other panes, drag the vertical bar that separates two panes.

•To resize the Organizer window, drag the left, right, or bottom edge of the window.

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Sort the files pane list

1If necessary, select a subcategory or folder in the categories pane to display PDFs in the files pane.

2In the files pane, do any of the following:

•To sort the list of PDF files according to a particular property, choose a property from the Sort By menu.

•To change the sorting direction, click the Ascending Sort Order button or the Descending Sort Order button

to the right of the Sort By menu.

•To view the location of the selected PDFs, right-click, and choose Show In Windows Explorer.

Organize PDF collections

You can manage PDF collections in the Organizer window.

Add a PDF to a collection

❖Do any of the following:

•Right-click the collection, choose Add Files, select one or more PDFs, and click Add.

•Right-click the PDF in the files pane, and choose Add To A Collection > [collection name].

•Drag a PDF from the Desktop or a folder to the collection in the categories pane.

•After selecting a subcategory in the History, My Computer, or Favorite Places category, drag a PDF from the files

pane to the desired collection.

•In Acrobat, open the PDF and choose File > Organizer > Add To A Collection. Then either select the collection to

which you want to add the PDF or click New Collection, type a name, and click Create.

You can open any PDF from a collection by using the Open button in the Organizer window or by choosing the

PDF filename from a submenu directly in Acrobat. To open a PDF from a collection in Acrobat, choose Collections >

[collection name] > [PDF filename] from either the File > Organizer submenu or the Organizer menu

in the File

toolbar.

Edit the collection folders

•To rename a collection, right-click the collection name, choose Rename Collection, and then type the new name.

•To delete a collection, right-click the collection name, choose Delete Collection, and then click Yes in the

confirmation dialog box. The PDF files within the collection aren’t deleted from their original locations.

•To create a new collection, click the Create A New Collection button in the Organizer window. Or, in Acrobat,

choose File > Organizer > Create A New Collection. Type a name for the collection.

Move a PDF to a different collection

❖To move a PDF from one collection to another, select the collection that contains the PDF, right-click the PDF file

in the files pane, and choose Move To Collection > [collection name].

Remove a PDF from a collection

❖To remove a PDF from a collection, select the collection, click the PDF in the files pane, and press Delete.

Organize PDFs with the Favorite Places category

1To add an existing folder or hard drive to the category, click the Add A Favorite Place button , select a folder or

hard drive, and click OK.

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2To remove a folder or hard drive from the list of Favorite Places, right-click the item, and choose Remove [folder

name] From Favorite Places.

Expand views in the Categories pane

Items in the Categories pane can be expanded and collapsed so that you can see more of the structure. When you select

a date category, folder, or collection, all PDFs in that item are listed in the pages pane.

Expand an Organizer category

1Click the icon to the left of the category or folder.

2Select a subcategory or folder under a main category.

Expand the file structure

❖Select a folder in the My Computer category. All PDFs in that folder are listed in the files pane.

Start a task from the Organizer files pane

1Select a subcategory or folder under a main category in the categories pane to display PDFs in the files pane.

2Select one or more files.

3To perform an action on the selected PDF files, click one of the task buttons at the top of the Organizer window:

•To open, print, or email the PDF files, use the buttons above the files pane.

•To start combining PDF files into a single PDF file, click the Combine Files button and follow the instructions in

the wizard.

•To start a review, select the PDF and choose Send For Review > Send For Shared Review or Send For Review >

Attach For Email Review.

More Help topics

“Other options for combining files” on page 107

“Starting a review” on page 138

Erase the history of opened PDFs

1Select a History subcategory in the categories pane.

2Click Clear History in the files pane.

Maintaining the software

Updating the software

Acrobat application files and components can be updated in a variety of ways. Some updates are available when you

open a PDF that triggers the updating process automatically. For example, if you open a form that uses Asian-language

fonts, you are asked whether you want to download the fonts. Other updates are available only from the Help menu,

and must be installed manually. Some updates are available both automatically and manually.

Depending on your preferences settings, updates are downloaded in the background.

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Manually update the software

❖Choose Help > Check For Updates, and follow any on-screen instructions.

Change updating preferences

1In the Preferences dialog box under Categories, select Updater.

2In 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.

Manage plug-ins

Plug-ins add more functionality, but they also increase the memory needed. To minimize memory requirements, you

may want to install only the plug-ins that you use. To load a plug-in correctly, you must place it in the plug-ins folder.

You can temporarily disable plug-ins when starting your software.

Disable a plug-in

1Do one of the following:

•(Windows) Open the plug_ins folder (Program Files\Adobe\Acrobat 9.0\Acrobat\plug_ins).

•(Mac OS) Control-click the application icon, and choose Show Package Contents. Then double-click the Contents

folder and open the Plug-ins folder.

•(UNIX) Move the plug-in out of [location of install]/Adobe/Reader9.0/Reader/plug_ins.

2Select the plug-ins you do not want to load, and move them out of the folder. Some of the plug-ins may be in folders

nested inside the plug-ins folder.

Disable all plug-ins temporarily

❖Press the Shift key immediately after starting Acrobat.

Adobe Digital Editions

Use the free Adobe® Digital Editions software to read and organize eBooks and other publications. Digital Editions is

a separate web-based rich internet application (RIA) that replaces the eBooks features in previous versions of Acrobat.

When you install Digital Editions, your existing bookshelf items are automatically imported and available within the

new Digital Editions bookshelf experience. You can also manually import individual PDFs into your Digital Editions

bookshelf.

Note: When you open an eBook for the first time, the Digital Editions software is automatically installed on your

computer.

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For more information about Adobe Digital Editions and to download the software, see

www.adobe.com/go/learn_acr_digital_en.

Non-English languages

Asian language PDFs

You can use Acrobat to view, search, and print PDF documents that contain Asian text (Traditional and Simplified

Chinese, Japanese, and Korean). You can also use these languages when you fill in forms, add comments, and apply

digital signatures.

Almost all of the Acrobat features are supported for Traditional and Simplified Chinese, Japanese, and Korean text if

you install the respective Asian language font packs.

In Acrobat in Windows, you must install the Asian language support files by using the custom installation and

selecting the Asian Language Support options under Create Adobe PDF and View Adobe PDF.

PDFMaker and the Adobe PDF printer automatically embed most Asian fonts in your file when creating PDF files.

You can control whether Asian fonts are embedded.

In Windows, you may be able to view and print files that contain Asian languages without having the necessary Asian

language support installed on your system. If you try to open a PDF file for which language support is required, you

are automatically prompted to install the required fonts.

Cyrillic, Central European, and Eastern European language PDFs

You can work with Adobe PDF files that contain Cyrillic text (including Bulgarian and Russian), Central European

text, and Eastern European text (including Czech, Hungarian, and Polish) if the fonts are embedded in the PDF files.

If the fonts are embedded, you can view and print the files on any system. Fonts do not need to be embedded to use

the Search feature.

Note: If you open a PDF file in which form fields or text boxes contain these languages but the fonts are not embedded

and are not installed on your system, choosing Help > Check For Updates Now automatically prompts you to download

and install the necessary fonts.

Hebrew, Arabic, Thai, and Vietnamese language PDFs

Acrobat supports the entry and display of Thai and Vietnamese text. In Windows only, Arabic and Hebrew are also

supported. By default, Right-To-Left Language Options is enabled under Arabic and Hebrew regional settings (in

Windows).

Enable right-to-left languages

Enabling right-to-left language options displays the user interface elements for controlling paragraph direction, digit

style, and ligature. When this option is selected, you can specify the writing direction (left-to-right or right-to-left) and

type of digits (Western or Arabic-Indic) used for creating and filling out certain form fields, adding digital signatures,

and creating text box markups.

Enable Right-To-Left Language Options is enabled by default under Arabic and Hebrew regional settings.

1In the Preferences dialog box under Categories, select International.

2Select Enable Right-To-Left Language Options.

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Acrobat in Mac OS

Generally, Acrobat works the same for Windows and Mac OS. Some exceptions are noted throughout Help. In

addition, be aware of the following differences:

Common keyboard actions and functions

Open the Preferences dialog box

To open the Preferences dialog box in Mac OS, choose Acrobat > Preferences.

Expand a nested list

Items such as bookmarks sometimes appear in nested lists that can be expanded or collapsed. To expand a list in Mac

OS, click the right-pointing triangle to the left of the icon. Click the down-pointing triangle to collapse the list. To

expand or collapse all items in a multilevel list, Option-click the triangle.

PDFMaker

PDFMaker is not available for Mac OS. However, you can still create PDFs from many business applications using the

File > Print command. In the Print dialog box, choose Adobe PDF from the Printer menu.

More Help topics

“Keyboard shortcuts” on page 358

Windows Mac OS

Right-click Control-click

Alt Option

Ctrl+[character]Command+[character]

Ctrl-click Option-click

Ctrl-drag Option-drag

My Computer [disk name]

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Chapter 3: Creating PDFs

Adobe® PDF is the solution of choice for capturing robust information from any application on any computer system.

You can create PDFs from blank pages, document files, websites, scanned paper documents, and clipboard content.

Overview of creating PDFs

What’s the best way to create a PDF?

You create a PDF by converting other documents and resources to Portable Document Format. You can usually choose

from several PDF creation methods, depending on the type of file you start with and your requirements for the PDF.

You can create PDFs from documents printed on paper, Microsoft Word documents, InDesign® files, and digital

images, to name just a few examples. Different types of sources have different tools available for PDF conversion. In

many applications, you can create PDFs by selecting the Adobe PDF printer in the Print dialog box.

If a file is open in its authoring application (such as a spreadsheet that is open in Microsoft Excel), you can usually

convert the file to PDF without opening Adobe®

Acrobat® 9 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.

For more information about creating PDFs, see these resources:

•Acrobat user community forums: acrobatusers.com/forums/aucbb/.

•Creating cohesive PDFs: www.adobe.com/cfusion/designcenter/search.cfm?product=Acrobat&go=Go.

•Creating PDFs on a Mac or Windows: www.performancegraphics.com/Pages/howtof.html.

•Adobe PDF in Creative Workflows: www.adobe.com/designcenter/creativesuite/articles/cs3ip_pdfworkflows.pdf.

More Help topics

“Create a PDF from a blank page” on page 57

PDF creation methods by file type

Refer to the following lists to determine the methods available for the different types of files.

Most files

These methods can be used for documents and images in almost all file formats.

Create PDF menu Within Acrobat, by choosing From File.

Adobe PDF printer Within most applications, in the Print dialog box.

Drag and drop On the desktop or from a folder.

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Context menu On the desktop or in a folder, by right-clicking.

Paper documents

Requires a scanner and a hard copy of the document.

Create PDF menu Within Acrobat, by choosing From Scanner. Or, for previously scanned paper documents, by

choosing From File.

Document menu Within Acrobat, by choosing Scan To PDF.

Microsoft Office documents

PDFMaker (Windows only) Within the authoring application, in the Acrobat PDFMaker toolbar and on the Adobe

PDF menu. For Microsoft Office 2007 applications, in the Acrobat ribbon.

Adobe PDF printer Within the authoring application, in the Print dialog box.

Drag and drop (Windows only) On the desktop or from a folder.

Context menu (Windows only) On the desktop or in a folder, by right-clicking.

Email messages

PDFMaker (Windows only) Within Microsoft Outlook or Lotus Notes, by clicking Acrobat PDFMaker toolbar buttons.

Or by choosing commands in the Adobe PDF menu (Outlook) or the Actions menu (Lotus Notes).

Adobe PDF printer Within the email application, in the Print dialog box. Creates a PDF (not a PDF Portfolio).

Context menu (Outlook 2007 only) On an email folder or selection of messages, by right-clicking.

Web pages

Create PDF menu Within Acrobat, by choosing From Web Page.

PDFMaker (Windows only) Within Internet Explorer or when editing in a web-authoring application that supports

PDFMaker, such as Word. Also, in the Acrobat PDFMaker toolbar and on the Adobe PDF menu.

Adobe PDF printer Within Internet Explorer or when editing in a web-authoring application, such as Word; in the

Print dialog box.

Drag and drop On the desktop or from a folder, dragging the HTML file.

Context menu (HTML files) On the desktop or in a folder, by right-clicking the HTML file.

Content copied on the clipboard

Create PDF menu Within Acrobat, by choosing From Clipboard (Windows, all content) or From Clipboard Image

(Mac OS, screen shots only).

PostScript and EPS files

Drag and drop On the desktop or from a folder, by dragging to the Acrobat Distiller icon or into the Acrobat Distiller®

window.

Double-clicking (PostScript® files only) On the desktop or in a folder.

Open command Within Acrobat Distiller, in the File menu.

Create PDF menu Within Acrobat, by choosing From File.

Adobe PDF printer Within the authoring application, in the Print dialog box.

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Context menu On the desktop or in a folder, by right-clicking.

Balancing PDF file size and quality

You can select various settings to ensure that your PDF has the best balance between file size, resolution, conformity

to specific standards, and other factors. Which settings you select depends on your goals for the PDF that you are

creating. For example, a PDF intended for high-quality commercial printing requires different settings than a PDF

intended only for on-screen viewing and quick downloading over the Internet.

Once selected, these settings apply across PDFMaker, Acrobat, and Acrobat Distiller. However, some settings are

limited to specific contexts or file types. For example, PDFMaker options can vary among the different types of

Microsoft Office applications.

For convenience, you can select one of the conversion presets available in Acrobat. You can also create, define, save,

and reuse custom presets that are uniquely suited to your purposes.

For scanned documents, you can choose from several scanning presets that are optimized for scanning documents and

images in color or black and white. You can modify these presets, or use your own custom scanning settings.

More Help topics

“Adobe PDF conversion settings” on page 87

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.

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 71

“PDF Portfolios and combined PDFs” on page 102

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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 Create PDF.

Convert clipboard content to PDF (Windows)

You can create PDFs from text and images that you copy from any application.

1Capture content in the Clipboard, either by using the Copy command in any application, or by pressing the

PrintScreen key.

2In Acrobat, choose File > Create PDF > From Clipboard.

Note: The From Clipboard command appears only when content is copied to the Clipboard. If the Clipboard is empty,

the command does not appear.

Convert screen captures to PDF (Mac OS)

In Mac OS, you can create PDFs from screen captures.

❖Do one of the following:

•In Acrobat choose File > Create PDF > [From Screen Capture, From Window Capture, or From Selection Capture].

•Use the Grab utility (Applications > Utilities > Grab) to capture a screen image, and choose Edit > Copy to copy

the image to the clipboard. Then start Acrobat and choose File > Create PDF > From Clipboard Image.

Note: The From Clipboard Image command appears only when an image is copied to the clipboard. If the clipboard is

empty or if you have copied text to the clipboard, the command does not appear.

Create a PDF from a blank page

With the PDF Editor feature, you can create a PDF from a blank page rather than beginning with a file, a clipboard

image, or scanning.

This process can be useful for creating relatively small PDFs of up to about 20 pages. For longer, more complex, or

heavily formatted documents, it’s better to create the source document in an application that offers more layout and

formatting options, such as Adobe InDesign or Microsoft Word.

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Note: The PDF Editor can make changes in text only with PDFs created from blank pages. To add a blank page to a PDF

created by another method, create a blank document in another application and convert that file to PDF. Then import

the blank file into the existing PDF.

Create and add text to a new, blank PDF

1Choose File > Create PDF > From Blank Page.

2Begin typing text to add to the page.

3Add any formatting to the text by selecting it and selecting options in the New Document toolbar.

4As needed, select other tools and options.

5Choose File > Save, and select a name and location for the PDF file.

Note: When the page is filled with text, the PDF Editor automatically adds a new blank page to the document.

Edit text in a PDF created from a blank page

1Choose File > Open, and locate and select a PDF created with PDF Editor (that is, one created from a blank page).

2Choose Document > Resume Editing.

3Add text and formatting as needed.

Prevent changes in PDF Editor

You can freeze the text you have added to PDFs created from a blank page. This prevents anyone from adding or

changing the text. There is no Undo for this process.

1Choose Document > Prevent Further Edits.

2In the message that appears, click Prevent Further Edits to confirm your choice. Or, click Keep Text Editable if you

want to continue adding or editing text with the PDF Editor.

3In the Save As dialog box, select a new name and location for the file, or leave the original name and location

selected to replace the original file with the uneditable version.

Preferences for the PDF Editor

The PDF Editor preferences are available in the Preferences dialog box under New Document.

Font Specifies the font family to use by default for typing on a new, blank page.

Size Specifies the size of the default font.

Default Margins Specifies the measurements of the insets from the edges of the page: Left, Right, Top, and Bottom.

Size (under Default Page) Specifies the standard paper size, such as Letter, Tabloid, A4, and so on.

Orientation Specifies whether the longer side of the page runs horizontally (Landscape) or vertically (Portrait).

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).

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Verify that an existing PDF is enabled for Fast Web View

❖Do one of the following:

•Open the PDF in Acrobat, and choose File > Properties. Look in the lower right area of the Description panel of the

dialog box for the Fast Web View setting (Yes or No).

•(Windows only) Right-click the PDF file icon and choose Properties. Click the PDF tab and look near the bottom

of the panel for the Fast Web View setting (Yes or No).

Verify the Fast Web View Preferences setting

Follow this procedure to make sure that you have Acrobat set up to enable Fast Web View during the PDF creation

process.

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. In Windows XP and

Windows Vista, Acrobat supports TWAIN scanner drivers and Windows Image Acquisition (WIA) drivers. You can

also scan paper forms in a way that converts them into interactive PDF forms. .

In Windows, when you create a PDF from a scanner, you can choose a scanning preset that best matches the type of

document you are scanning. (The available presets are Black & White Document, Grayscale Document, Color

Document, and Color Image). You can also scan using custom settings, and you can adjust the settings in the scanning

presets.

Note: Preset scanning is available only for scanner drivers that support Hide Scanner’s Native Interface mode. The

scanning presets are not available in Mac OS.

In Windows, if a WIA driver is installed for your scanner, you can use the Scan button on your scanner to create a

PDF. Press the Scan button, and then in Windows, choose Adobe Acrobat from the list of registered applications.

Then, in the Acrobat Scan dialog box, select a scanner and a document preset or Custom Scan.

After you scan a document to PDF, you can apply security settings using one of the security or batch processing

methods in Acrobat, or using JavaScript. For more information on using JavaScript, see the documents at

www.learn.adobe.com/wiki/display/security/Document+Library.

For more information on scanning, see these resources:

•Troubelshooting scanning and OCR: www.acrobatusers.com/tutorials/troubleshoot-scanning-and-ocr

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•Scanning and OCR: /www.acrobatusers.com/monthly_topic/2009/01

•How to extract active text from an image: www.peachpit.com/articles/article.aspx?p=1272051

More Help topics

“Choosing a security method” on page 214

“Creating and distributing forms” on page 171

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 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 or Scan Is Complete, and click OK.

Optimize a scanned PDF

1Open a PDF created from a scanned document.

2Choose Document > Optimize Scanned PDF.

3Select options in the dialog box, and click OK.

The options available in the Optimized Scanned PDF dialog box also appear in the Optimization Options dialog box,

which are described in detail under that heading in this topic.

Configure scanning presets (Windows)

1Choose File > Create PDF > From Scanner > Configure Presets.

2In the Configure Presets dialog box, select a preset: Black & White Document, Grayscale Document, Color

Document, or Color Image.

3Adjust the settings as needed.

4Click Save to save the preset, and then click OK.

Scanning options

Scanner Select an installed scanner. You must have the manufacturer scanning software installed on your computer.

In Windows only, click the Options button to specify scanner options.

Sides Specify single or double-sided scanning. If you select Both Sides and the settings of the scanner are for only one

side, the scanner setting overrides the Acrobat settings.

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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 (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

scanning every page.

New PDF Document Creates a new PDF. This option is not available in the Configure Presets dialog box.

Multiple Files Creates multiple files from multiple paper documents. Click More Options, and specify whether to

create a PDF Portfolio of the files, the number of pages for each file, and a filename prefix. These options are not

available in the Configure Presets dialog box.

Append To Existing File Or Portfolio Adds the converted scan to an existing PDF or PDF Portfolio. This option is not

available in the Configure Presets dialog box.

Small Size/High Quality Drag the slider to set the balance point between file size and quality. Click Options to

customize optimization with specific settings for file compression and filtering.

Make Searchable (Run OCR) Select this option to convert text images in the PDF to searchable and selectable text. This

option applies optical character recognition (OCR) and font and page recognition to the text images and converts them

to normal text. When selected, this option also adds tags to the document, which improves accessibility for disabled

users. Click Options to specify settings in the Recognize Text - Settings dialog box. See “Recognize text in scanned

documents” on page 63.

Make PDF/A Compliant Select this option to make the PDF conform to ISO standards for PDF/A-1b. When selected,

only Searchable Image (Exact) is available in the Recognize Text - Settings dialog box for the PDF Output Style option.

Add Metadata When selected, the Document Properties dialog box appears after scanning. In the Document

Properties dialog box, you can add metadata, or information about the scanned document, to the PDF file. If you are

creating multiple files, you can enter common metadata for all of the files.

Scanner Options dialog box

Data Transfer Method Native Mode transfers in the default mode for your scanner. Memory Mode is automatically

selected for scanning in resolutions over 600 dots per inch (dpi).

User Interface The Hide Scanner’s Native Interface option bypasses the windows and dialog boxes provided by the

scanner manufacturer. Instead, scanning from Acrobat opens the Custom Scan dialog box.

Invert Black And White Images This option creates positive images from black-and-white negatives, for example.

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Optimization Options dialog box

The Optimization Options dialog box for image settings controls how scanned images are filtered and compressed for

the PDF. Default settings are suitable for a wide range of document pages, but you may want to customize settings for

higher-quality images, smaller file sizes, or scanning issues.

Automatic Applies default settings to balance file size and quality at a moderate level.

•Aggressive Applies settings that minimize file size. In some cases, selecting this option may visibly affect the quality

of the scanned PDF.

Custom Settings Makes additional settings available under Compression and Filtering and disables the Aggressive

setting under Automatic. If you select Custom Settings, the Color/Grayscale or Monochrome settings are available,

depending on the option you selected in the Acrobat Scan dialog box.

Color/Grayscale settings When scanning color or grayscale pages, select one of the following:

•Lossless Does not apply compression or filters—such as Deskew, Background Removal, and so forth—to scanned

pages.

•Adaptive Divides each page into black-and-white, grayscale, and color regions and chooses a representation that

preserves appearance while highly compressing each type of content. The recommended scanning resolutions are 300

dots per inch (dpi) for grayscale and RGB input, or 600 dpi for black-and-white input.

•JPEG Applies JPEG compression to the entire grayscale or RGB input page.

Note: The scanner uses either the selected Color/Grayscale option or the selected Monochrome option. Which one is used

depends on the settings you select in the Acrobat Scan dialog box or in the scanner’s TWAIN interface, which may open

after you click Scan in the Acrobat Scan dialog box. (By default, the scanner application dialog box does not open.)

Monochrome When scanning black-and-white or monotone images, select one of the following:

•JBIG2 Applies the JBIG2 compression method to black-and-white input pages. Settings of 0.95 or higher use the

lossless method; at lower settings, text is highly compressed. Text pages typically are 60% smaller than CCITT Group

4 compressed pages, but processing is slow. Compatible with Acrobat 5.0 (PDF 1.4) and later.

Note: For compatibility with Acrobat 4.0, use a compression method other than JBIG2.

•Adaptive (As described under Color/Grayscale settings.)

•CCITT Group 4 Applies CCITT Group 4 compression to black-and-white input page images. This fast, lossless

compression method is compatible with Acrobat 3.0 (PDF 1.2) and later.

Deskew Rotates any page that is not square with the sides of the scanner bed, to make the PDF page align vertically.

Choose Automatic or Off.

Background Removal Whitens nearly white areas of grayscale and color input (not black-and-white input).

For best results, calibrate your scanner’s contrast and brightness settings so that a scan of a normal black-and-white

page has dark gray or black text and a white background. Then, Off or Low should produce good results. If scanning

off-white paper or newsprint, use Medium or High to clean up the page.

Edge Shadow Removal Removes dark streaks that occur at the edges of scanned pages, where the paper edge shadows

the scanner light. Choose Off, Cautious, or Aggressive.

Despeckle Removes isolated black marks in black-and-white page content. Low uses a basic peephole filter. Medium

and High use both a peephole filter and a large area filter that removes larger spots farther from nearby features.

Descreen Removes halftone dot structure, which can reduce JPEG compression, cause moire patterns, and make text

difficult to recognize. Suitable for 200–400-dpi grayscale or RGB input or, for Adaptive compression, 400–600-dpi

black-and-white input. The Automatic setting (recommended) applies the filter for 300 dpi or higher grayscale and

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RGB input. Select Off when scanning a page with no pictures or filled areas, or when scanning at a resolution higher

than the effective range.

Halo Removal When On (recommended), removes excess color at high-contrast edges, which may have been

introduced during either printing or scanning. This filter is used only on color input pages.

Scanning tips

•Acrobat scanning accepts images between 10 dpi and 3000 dpi. If you select Searchable Image or ClearScan for PDF

Output Style, input resolution of 72 dpi or higher is required, and input resolution higher than 600 dpi is

downsampled to 600 dpi or lower.

•To apply lossless compression to a scanned image, select one of these options under the Compression section in the

Optimization Options dialog box: CCITT Group 4 for monochrome images, or Lossless for color or grayscale

images. If this image is appended to a PDF document, and the file is saved by Save, the scanned image remains

uncompressed. If the PDF document is saved using Save As, the scanned image may be compressed.

•For most pages, black-and-white scanning at 300 dpi produces text best suited for conversion. At 150 dpi, OCR

accuracy is slightly lower, and more font-recognition errors occur; at 400 dpi and higher resolution, processing

slows and compressed pages are bigger. If a page has many unrecognized words or very small text (9 points or

smaller), try scanning at higher resolution. Scan in black and white whenever possible.

•When Recognize Text Using OCR is disabled, full 10-to-3000 dpi resolution range may be used, but the

recommended resolution is 72 and higher dpi. For Adaptive compression, 300 dpi is recommended for grayscale

or RGB input, or 600 dpi for black-and-white input.

•Pages scanned in 24-bit color, 300 dpi, at 8-1/2–by-11 in. (21.59-by-27.94 cm) result in large images (25 MB) before

compression. Your system may require 50 MB of virtual memory or more to scan the image. At 600 dpi, both

scanning and processing typically are about four times slower than at 300 dpi.

•Avoid dithering or halftone scanner settings. These settings can improve the appearance of photographs, but they

make it difficult to recognize text.

•For text printed on colored paper, try increasing the brightness and contrast by about 10%. If your scanner has

color-filtering capability, consider using a filter or lamp that drops out the background color. Or if the text isn’t

crisp or drops out, try adjusting scanner contrast and brightness to clarify the scan.

•If your scanner has a manual brightness control, adjust it so that characters are clean and well formed. If characters

are touching, use a higher (brighter) setting. If characters are separated, use a lower (darker) setting.

Recognize text in scanned documents

You can use Acrobat to recognize text in previously scanned documents that have already been converted to PDF.

Optical character recognition (OCR) software enables you to search, correct, and copy the text in a scanned PDF. To

apply OCR to a PDF, the original scanner resolution must have been set at 72 dpi or higher.

Note: Scanning at 300 dpi produces the best text for conversion. At 150 dpi, OCR accuracy is slightly lower.

More Help topics

“Adding unifying page elements” on page 109

Recognize text in a single document

1Open the scanned PDF.

2Choose Document > OCR Text Recognition > Recognize Text Using OCR.

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3In the Recognize Text dialog box, select an option under Pages.

4Optionally, click Edit to open the Recognize Text - Settings dialog box, and specify the options as needed.

Recognize text in multiple documents

1In Acrobat, choose Document > OCR Text Recognition > Recognize Text In Multiple Files Using OCR.

2In the Paper Capture Multiple Files dialog box, click Add Files, and choose Add Files, Add Folders, or Add Open

Files. Then select the files or folder.

3In the Output Options dialog box, specify a target folder for output files, filename preferences, and an output

format.

4In the Recognize Text - Settings dialog box, specify the options, and then click OK.

Recognize text in component PDFs in a PDF Portfolio

1Select one or more scanned PDFs in a PDF Portfolio.

2Choose Document > OCR Text Recognition > Recognize Text Using OCR.

3Specify the options in the Recognize Text - Settings dialog box.

Recognize Text - Settings dialog box

Primary OCR Language Specifies the language for the OCR engine to use to identify the characters.

PDF Output Style

Determines the type of PDF to produce. All options require an input resolution of 72 dpi or higher

(recommended). All formats apply OCR and font and page recognition to the text images and convert them to normal text.

•Searchable Image Ensures that text is searchable and selectable. This option keeps the original image, deskews it as

needed, and places an invisible text layer over it. The selection for Downsample Images in this same dialog box

determines whether the image is downsampled and to what extent.

•Searchable Image (Exact) Ensures that text is searchable and selectable. This option keeps the original image and

places an invisible text layer over it. Recommended for cases requiring maximum fidelity to the original image.

•ClearScan Converts the fonts in the document to custom fonts that closely approximate the original. These fonts

preserve the page background using a low-resolution copy. To be able to edit text in PDFs created using ClearScan,

replace the custom fonts with fonts that you have on your computer. For more information, see “Replace custom fonts

with local fonts” on page 285.

Downsample Images Decreases the number of pixels in color, grayscale, and monochrome images after OCR is

complete. Choose the degree of downsampling to apply. Higher-numbered options do less downsampling, producing

higher-resolution PDFs.

More Help topics

“Replace custom fonts with local fonts” on page 285

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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 262

“Creating PDFs with PDFMaker (Windows)” on page 69

Create a PDF using the Print command (Windows)

1Open the file in its authoring application, and choose File > Print.

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: By default, your PDF is saved in the folder specified in the printer port. The default location is My Documents. The

filename and destination are controlled by the Prompt For Adobe PDF Filename setting in the dialog box.

Create a PDF using the Print command (Mac OS X)

The method for creating PDFs using the Print command changed in Mac OS v10.6 Snow Leopard with Acrobat 9.1

and later. The following procedure describes the method in both Snow Leopard and earlier versions of Mac OS X.

1Open the file in its authoring application, and choose File > Print.

2Do one of the following, depending on which version of Mac OS X you are using:

•(Mac OS X v10.6 Snow Leopard) Choose Save As Adobe PDF from the PDF menu at the bottom of the dialog box.

•(Mac OS X v10.5 and earlier) Choose Adobe PDF from the Printer menu. Then choose PDF Options from the pop-

up menu beneath the Presets menu (it may show Copies & Pages by default).

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 Print.

6Select a name and location for your PDF, and click Save.

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Note: By default, your PDF is saved with the same filename and a .pdf extension.

For more information on Save As Adobe PDF in Snow Leopard, see the TechNote at

http://kb2.adobe.com/cps/509/cpsid_50981.html. This TechNote also includes how to remove the Adobe PDF printer

from the Printer list.

Adobe PDF printing preferences (Windows)

Printing preferences apply to all applications that use the Adobe PDF printer, unless you change the settings in an

authoring application by using the Page Setup, Document Setup, or Print menu.

Note: The dialog box for setting printing preferences is named Adobe PDF Printing Preferences, Adobe PDF Printing

Defaults, or Adobe PDF Document Properties, depending on how you access it.

To access printing preferences:

•Open the Printers window from the Start menu. Right-click the Adobe PDF printer, and choose Printing

Preferences.

•In an authoring application such as Adobe InDesign, choose File > Print. Select Adobe PDF as the printer, and click

the Properties (or Preferences) button. (In some applications, you may need to click Setup in the Print dialog box

to access the list of printers, and then click Properties or Preferences to customize the Adobe PDF settings.)

PDF-specific options appear on the Adobe PDF Settings tab. The Paper Quality tab and Layout tab contain other

familiar options for the paper source, printer ink, page orientation, and number of pages per sheet.

Note: Printing Preferences are different from printer Properties. The Preferences include Adobe PDF-specific options for

the conversion process; the Properties dialog box contains tabs of options that are available for any type of printer.

Adobe PDF Conversion Settings Select a predefined set of options from the Default Settings menu or click Edit to view

or change the settings in the Adobe PDF Settings dialog box.

Adobe PDF Security To add security to the PDF, choose one of the following options, or click Edit to view or change

the security settings:

•Reconfirm Security For Each Job Opens the Adobe PDF - Security dialog box each time you create a PDF using the

Adobe PDF printer. Specify settings in the dialog box.

•Use The Last Known Security Settings Uses the same security settings that were used the last time a PDF was

created using the Adobe PDF printer on your computer.

Adobe PDF Output Folder Choose an output folder for the converted PDF, or click Browse to add or change the output

folder. Choose Prompt For Adobe PDF Filename to specify a location and filename at conversion time.

Adobe PDF Page Size menu Select a custom page size that you have defined.

View Adobe PDF Results Automatically starts Acrobat and displays the converted document immediately.

Add Document Information Includes information such as the filename and date and time of creation.

Rely On System Fonts Only; Do Not Use Document Fonts Deselect this option to download fonts when creating the

PDF. All your fonts will be available in the PDF, but it will take longer to create it. Leave this option selected if you are

working with Asian-language documents.

Delete Log Files For Successful Jobs Automatically deletes the log files unless the job fails.

Ask To Replace Existing PDF File

Warns you when you are about to overwrite an existing PDF with a file of the same name.

More Help topics

“Create and use a custom page size” on page 68

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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 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.

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.

Configure the Adobe PDF printer (Mac OS v10.5 and earlier)

In Mac OS, you must configure the Adobe PDF printer in three places: Distiller, your authoring application’s Page

Setup menu, and your authoring application’s Print dialog box.

1In Distiller, specify the Adobe PDF settings, font locations, and security.

2In an authoring application such as Adobe InDesign, choose File > Page Setup.

3Select Adobe PDF 9.0 from the Format For menu.

4Specify the paper size, orientation, and scale as necessary.

5In your authoring application, choose File > Print, and select Adobe PDF 9.0 from the Printer menu.

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6In the pop-up menu below the Presets menu, choose PDF Options, and set any of the following options:

•Select a set of predefined conversion settings from the Adobe PDF Settings menu if you want to override default

settings. Default settings are the settings currently defined in Distiller.

•Specify whether to open the converted files in Acrobat in the After PDF Creation menu.

7Specify print settings as desired in the other menus available in the pop-up menu below the Presets menu.

Create and use a custom page size

It’s important to distinguish between page size (as defined in the source application’s Document Setup dialog box for

your document) and paper size (the sheet of paper, piece of film, or area of the printing plate you’ll print on). Your

page size might be U.S. Letter (8-1/2-by-11 in. or 21.59-by-27.94 cm), but you might need to print on a larger piece of

paper or film to accommodate any printer’s marks or the bleed area. To ensure that your document prints as expected,

set up your page size in both the source application and the printer.

The list of paper sizes available to Acrobat comes from the PPD file (PostScript printers) or from the printer driver

(non-PostScript printers). If the printer and PPD file you’ve chosen for PostScript printing support custom paper sizes,

you see a Custom option in the Paper Size menu. For printers capable of producing very large print areas, Acrobat

supports pages as large as 15,000,000 in. (38,100,000 cm) by 15,000,000 in. (38,100,000 cm).

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 Setup.

2Select the new custom page size from the Paper Size menu.

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Creating PDFs with PDFMaker (Windows)

About Acrobat PDFMaker

PDFMaker is an Acrobat feature that operates within many business applications, such as Microsoft Office

applications, AutoCAD, and Lotus Notes. When you install Acrobat, PDFMaker controls appear in the work area of

the authoring application.

Note: Some PDFMaker features are not available in certain versions of the authoring applications. For a comparison

chart, see Version Compatibility of Acrobat PDFMakers.

Using PDFMaker within an authoring application is a simple, one-click procedure. It involves clicking an Acrobat

PDFMaker toolbar button or choosing a command on the Adobe PDF menu. It is not necessary to open Acrobat.

Convert a file to PDF using PDFMaker

In Windows, Acrobat installs both an Acrobat PDFMaker toolbar and an Adobe PDF menu in many popular

authoring applications. You can use either the toolbar buttons or the Adobe PDF menu (the Action menu in Lotus

Notes) to create PDFs, but the menu also provides access to conversion settings. Although many of the conversion

options are common to all authoring applications, a few are application-specific.

For Microsoft Office 2007 applications such as Word, Excel, PowerPoint, and Access, the options for creating PDFs

are available from the Acrobat ribbon.

Note: If you don’t see the PDF toolbar buttons in an application, you must show or activate the PDF toolbar. For other

troubleshooting issues, see the TechNote http://kb2.adobe.com/cps/333/333235.html.

More Help topics

“Customize Adobe PDF settings” on page 89

“Create PDFs from Word mail merges” on page 76

Show or activate PDFMaker in Microsoft Office and Lotus Notes

If the PDF toolbar buttons don’t appear in your Microsoft Office or Lotus Notes application, use one of the following

methods to show or activate PDFMaker.

For Lotus Notes 7 or earlier, choose File > Preferences > Toolbar Preferences, click Toolbars, and select the Visible

option for Acrobat PDFMaker 9.0.

For Lotus Notes 8 or later, choose File > Preferences. In the dialog box that appears, choose Toolbar > Toolbars, and

select the Visible option for Acrobat PDFMaker 9.0.

For Office 2003 or earlier, choose View > Toolbars > Acrobat PDFMaker 9.0.

For Office 2007, follow these steps:

1Do one of the following:

•(Outlook) Choose Tools > Trust Center.

•(Other Office applications) Click the Office button, and then click the [Application] Options button, where

[Application] is the Office application name. For example, in Word, the button name is Word Options.

2Click Add-Ins on the left side of the dialog box.

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3Do one of the following:

•If PDFMOutlook or Acrobat PDFMaker Office COM 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 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 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.

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 Advanced > Security Settings menu.

2Click Browse, select a file to convert, and click Open.

3Specify the users that can open the PDF, and then click OK:

•To specify only users that receive the PDF, select Restrict Access Only To People In This 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.

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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 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 139.

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 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 87

“Application-specific PDFMaker settings” on page 77

Settings tab of the Conversion Settings

The settings available for PDFMaker depend on the application in which you’re using PDFMaker.

Conversion Settings Specifies the standard by which the PDF will be optimized. When you choose an item in the

menu, a description of that preset appears immediately below it.

View Adobe PDF Result Opens the converted document directly into Acrobat. (Exception: when you choose Convert

To Adobe PDF And Email.)

Prompt For Adobe PDF File Name Lets you enter a custom filename for the resulting PDF. Deselect this option to save

the file in the same folder as the source file, using the same name but with a .pdf extension.

Convert Document Information Adds document information from the Properties dialog box of the source file. This

setting overrides the printer preferences and settings in the Advanced panel of the Adobe PDF Settings dialog box.

Note: The Advanced Settings button opens the Adobe PDF Settings dialog box, which contains many additional

conversion options. These conversion settings apply to all Acrobat features that create PDFs, such as Acrobat Distiller,

PDFMaker, and the Acrobat application itself.

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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 71

“Application-specific PDFMaker settings” on page 77

Convert Excel files to PDF

1Open a file in Excel.

2Optionally, select the cells to convert.

3Do one of the following:

•(Office 2003 or earlier) From the Adobe PDF menu, select one of the Convert To Adobe PDF options.

•(Office 2007) 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.

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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) 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.

For a video on archiving emails as PDFs in a PDF Portfolio, see http://www.acrobatusers.com/tutorials/archiving-

emails-pdf-microsoft-outlook.

More Help topics

“Application-specific PDFMaker settings” on page 77

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.

Migrate old Outlook PDF archives to PDF Portfolios

It’s a good idea to migrate old PDF email archives to PDF Portfolios for the following reasons: to facilitate sorting and

other functions, and to make it possible to add new email messages to those archives.

In PDF Portfolios, each email message is converted as a component PDF. You can then sort the messages by message

folder, sender, subject line, date, size, or attachments. Also, you can create custom categories and sort by those

categories.

If you open email archives created with Acrobat 7.0 or earlier, you must create an archive and append the selected

messages to the new archive. A wizard guides you through the process.

1Open Outlook.

2Choose Adobe PDF > Upgrade Acrobat 7 PDF Archive.

3If a message appears, click Yes to continue the migration process.

4Locate and select the old PDF archive, and click Open.

5Select a location and name for the migrated PDF Portfolio, and click Save. (The default naming adds _Portfolio to

the existing filename, such as renaming an archive called Inbox.pdf as Inbox_Portfolio.pdf.)

When the conversion process is complete and the Creating Adobe PDF dialog box closes, the new archive opens in

Acrobat.

Set up automatic email archiving

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.

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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.

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.

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, July

Letter_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.

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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.

PDFs from Microsoft Project, Publisher, and Access

There are specific differences to be aware of when you create PDFs from files authored in these applications:

Microsoft Project You can create PDFs of only the currently selected view. Views designated as nonprintable in Project

cannot be converted to PDF.

Note: Converting Project files requires Acrobat Pro or Acrobat Pro Extended.

Microsoft Publisher PDFs converted from Microsoft Publisher support crop marks, links, bookmarks, spot colors,

transparency, bleed marks, printing bleed marks, and CMYK color conversion.

Microsoft Access When creating PDFs from Access files, the process can involve two additional steps:

•You must select the object in the Access file to be created as a PDF before using the PDFMaker button or command.

•You can choose Adobe PDF > Convert Multiple Reports To Single Adobe PDF. For Access 2007, click Acrobat and

then click Convert Multiple Reports. You can select individual reports that you want to include, and click Add

Report(s). When all of the reports that you want to convert appear in the Reports In Adobe PDF list, click Convert

to start creating the PDF.

Note: When you convert an Access file to PDF, Access tables, queries, forms, and reports are converted.

Application-specific PDFMaker settings

The conversion settings available in one PDFMaker-enabled application may be different from those settings you

would encounter within a different application.

Some PDFMaker settings are common to several or most applications. Some options are unique to a specific

application.

More Help topics

“Adobe PDF conversion settings” on page 87

“Convert web pages to PDF in Internet Explorer (Windows)” on page 80

“Convert Microsoft Word, PowerPoint, and Excel files to PDF” on page 72

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.

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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 33.

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 any linked audio-video file to an FLV file and embeds it in the PDF.

Preserve Animation (PowerPoint 2002 and 2003 only) Converts any animation effects in the PowerPoint file to

equivalent animations in the PDF. This option is not available in PowerPoint 2007.

Preserve Slide Transitions Converts PowerPoint slide transition effects to PDF transition effects.

Convert Hidden Slides To PDF Pages Converts any PowerPoint slides that are not seen in the usual playing of the

presentation to PDF pages.

Convert Speaker Notes Converts any speaker notes for the PowerPoint presentation into Text notes in the PDF.

Use PowerPoint Printer Settings (PowerPoint 2002 and 2003 only) Uses the same printer settings in the PDF as in the

original file. This option is not available in PowerPoint 2007.

Email-specific options on the Settings tab

The following options appear when you open the PDFMaker settings from within Microsoft Outlook or Lotus Notes.

Compatibility Sets the compatibility level of the PDF. Use the most recent version (in this case, version 1.7 ADBE-3)

to include all the latest features and functionality. If you’re creating PDFs that are distributed widely, choose an earlier

level to ensure that all users can view and print the document.

Attachments Indicates whether all files attached to email messages are included in the PDF.

Output Adobe PDF Portfolio When Creating A New PDF File When selected, always converts individual messages as

component files of a PDF Portfolio. When deselected, merges individual messages as separate pages of a PDF.

Do Not Include Folder Name Information When selected, excludes mail folder names from PDFs.

Embed Index For Faster Search Creates an embedded index, which speeds up searches, especially when you convert

large numbers of email messages or message folders.

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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.

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.

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•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.

Note: To convert Chinese, Japanese, and Korean (CJK) language web pages to PDF on a Roman (Western) system in

Windows, you must have installed the CJK language support files while installing Acrobat. Also, it is preferable to select

an appropriate encoding from the HTML conversion settings.

Convert web pages to PDF in Internet Explorer (Windows)

When you install Acrobat, Internet Explorer (version 6.0 and later) gains an Adobe PDF toolbar. Using the commands

on this toolbar, you can convert the currently displayed web page to PDF in various ways: You can convert the entire

web page or selected areas of it; you can create a new PDF or append the converted web page to an existing PDF. The

Adobe PDF toolbar menu also contains commands that initiate further actions after conversion, such as attaching the

new PDF to a new email message or printing it.

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A menu on the PDF toolbar provides easy conversion and print capabilities.

More Help topics

“Web page conversion options” on page 83

Convert a web page to PDF

1In Internet Explorer, 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 in Internet Explorer, choose View > Toolbars > Adobe PDF.

•To create a PDF from the currently open web page, choose Convert Web Page To PDF. Then select a location, type

a filename, and click Save.

•To add a PDF of the currently open web page to another PDF, choose Add Web Page To Existing PDF. Then locate

and select the existing PDF, and click Save.

•To create and print a PDF from the currently open web page, choose Print Web Page. When the conversion is

complete and the Print dialog box opens, specify options and click OK.

•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.

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

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.

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Convert a linked web page to PDF

❖In the open web page, right-click the linked text and choose one of the following:

•To add the linked web page to an existing PDF, choose Append Link Target To Existing PDF. Then locate and select

the existing PDF, and click Save.

•To convert the linked web page to a new PDF, choose Convert Link Target To Adobe PDF.

Note: The right-click menu also includes the options Append To Existing PDF and Convert To Adobe PDF. If you select

either of these options, the currently open web page, not the selected link, is converted.

Convert web pages to PDF in Acrobat

Although you can convert an open web page to PDF from Internet Explorer, you get additional options when you run

the conversion from Acrobat. For example, you can include an entire website in the PDF or just some levels of a

website.

More Help topics

“Asian language PDFs” on page 52

“Web page conversion options” on page 83

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.

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 Advanced > Web Capture > Bring Status Dialogs To

Foreground to see the dialog box again.

Add an unlinked web page to an existing PDF

Use this procedure to append pages to a writable PDF. If the original PDF is read-only, the result will be a new PDF

rather than new pages in the existing PDF.

1Open the existing PDF in Acrobat (the PDF to which you want to append a web page).

2Choose Advanced > Web Capture > Create PDF From/Append Web Page.

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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 Advanced > Web Capture > View Web Links. The dialog box lists all the links on the current page or on

the tagged bookmark’s pages. Select the linked pages to add. Click Properties to set the download options, as

needed, and then click Download.

•Choose Advanced > Web Capture > Append All Links On Page.

Note: After pages have been converted, links to these pages change to internal links, and clicking a link takes you to the

PDF page, rather than to the original HTML page on the web.

Convert a linked web page to a new PDF

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, 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.

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, 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 and Acrobat.

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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.

Input Encoding Lets you specify the following options:

•Default Encoding Sets the input encoding of the file text from a menu of operating systems and alphabets.

•Always Ignores any encoding that is specified in the HTML source file and uses the selection shown in the Default

Encoding option.

•When Page Doesn’t Specify Encoding Uses the selection shown in the Default Encoding option only if the HTML

source file does not specify a type of encoding.

Language Specific Font Settings

Use these settings to change the language script, body text typeface, and base typeface size.

Default Colors Sets the default colors for text, page backgrounds, and web links. Click the color button to open a

palette and select the color. To use these colors in the PDF, select Force These Settings For All Pages. When this option

is unselected, the default colors are applied only for pages that don't have a specified color scheme.

Multimedia Content Determines whether to disable multimedia capture, embed multimedia files when possible, or

link to multimedia (such as SWF files) by URL.

Retain Page Background Specifies whether to display colors and tiled images in page backgrounds and colors in table

cells. If options are deselected, converted web pages sometimes look different than they do in a web browser, but are

easier to read when printed.

Convert Images Includes images in the conversion to PDF.

Underline Links Underlines textual web links on the pages.

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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.

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 from Acrobat, choose Advanced > Print Production > Acrobat Distiller.

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.

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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.

•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.)

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Guidelines for creating PostScript files

If you want to fine-tune the creation of the PDF with Distiller parameters or pdfmark operators, first create a

PostScript file and then convert that file to PDF. For more information about the Adobe Acrobat 9 SDK, see the

Acrobat Developer Center at www.adobe.com/go/learn_acr_devcenter_en (English only).

In authoring applications such as Adobe InDesign, use the Print command with the Adobe PDF printer to convert a

file to PostScript. The Print dialog boxes can vary from application to application. For instructions on creating a

PostScript file from your specific application, see the application documentation.

Keep in mind the following guidelines when creating PostScript files:

•Use PostScript Language Level 3 whenever possible to take advantage of the most advanced features of PostScript.

•Use the Adobe PDF printer as your PostScript printer.

•(Windows) Send the fonts used in the document.

•Give a PostScript file the same name as the original document, but with the extension .ps. (Some applications use

a .prn extension instead.)

•Use color and custom page sizes that are available with the Acrobat Distiller PPD file. Other PPD files may cause

inappropriate colors, fonts, or page sizes in the PDF.

•Send PostScript files as 8-bit binary data when using FTP to transfer the files between computers, especially if the

platforms are different. This action prevents converting line feeds to carriage returns or vice versa.

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 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 and Pro Extended.

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Typically, the Extras and Settings folders for default settings are found in (Windows) Documents and Settings/All

Users/Application Data/Adobe/Adobe PDF, (Vista) ProgramData/Adobe/Adobe PDF, or (Mac

OS)

Library/Application Support/Adobe PDF. The default settings files installed with Distiller are Read Only and Hidden.

The custom settings are found in (Windows) Documents and Settings/[username]/Application Data/Adobe/Adobe

PDF/Settings, (Vista) Users/[username]/AppData/Roaming/Adobe/Adobe PDF/Settings, or (Mac OS)

Users/[username]/Library/Application Support/Adobe/Adobe PDF/Settings.

Some presets are not available in some Creative Suite applications.

Review your PDF settings periodically. The settings do not automatically revert to the default settings. Applications

and utilities that create PDFs use the last set of PDF settings defined or selected.

High Quality Print Creates PDFs for quality printing on desktop printers and proofing devices. This preset uses PDF

1.4, downsamples color and grayscale images to 300 ppi and monochrome images to 1200 ppi. It also embeds subsets

of all fonts, leaves color unchanged, and does not flatten transparency (for file types capable of transparency). These

PDFs can be opened in Acrobat 5.0 and Acrobat Reader

5.0 and later.

Oversized Pages (Acrobat Pro and Pro Extended) Creates PDFs suitable for viewing and printing of engineering

drawings larger than 200 x 200 in. (508 x 508 cm). These PDFs can be opened in Acrobat and Reader 7.0 and later.

PDF/A-1b: 2005 (CMYK and RGB) Used for long-term preservation (archival) of electronic documents. PDF/A-1b uses

PDF

1.4 and converts all colors to either CMYK or RGB, depending on which standard you choose. These PDFs can

be opened in Acrobat and Reader versions 5.0 and later.

PDF/X-1a (2001 and 2003) (Acrobat Pro and Pro Extended) PDF/X-1a requires all fonts to be embedded, the

appropriate PDF bounding boxes to be specified, and color to appear as CMYK, spot colors, or both. Compliant files

must contain information describing the printing condition for which they are prepared. PDF files created with

PDF/X-1a compliance can be opened in Acrobat 4.0 and Acrobat Reader 4.0 and later.

PDF/X-1a uses PDF 1.3, downsamples color and grayscale images to 300 ppi and monochrome images to 1200 ppi. It

embeds subsets of all fonts, creates untagged PDFs, and flattens transparency using the High Resolution setting.

Note: (Acrobat Pro and Pro Extended) The PDF/X1-a:2003 and PDF/X-3 (2003) presets are placed on your computer

during installation. However, they aren’t available until you move them from the Extras folder to the Settings folder.

PDF/X-4 (2007) (Acrobat Pro and Pro Extended) This preset is based on PDF 1.4, which includes support for live

transparency. PDF/X-4 has the same color-management and International Color Consortium (ICC) color

specifications as PDF/X-3. You can create PDF/X-4-compliant files directly with Creative Suite 3 applications

(Illustrator, InDesign, and Photoshop). In Acrobat 9, use the Preflight feature to convert PDFs to PDF/X-4 DRAFT.

PDF files created with PDF/X-4 compliance can be opened in Acrobat 7.0 and Reader 7.0 and later.

Press Quality Creates PDF files for high-quality print production (for example, for digital printing or for color

separations to an imagesetter or platesetter). However, it does not create files that are PDF/X compliant. In this case,

the quality of the content is the highest consideration. The objective is to maintain all the information in a PDF

file

that a commercial printer or print service provider requires to print the document correctly. This set of options uses

PDF 1.4, converts colors to CMYK, and downsamples color and grayscale images to 300 ppi and monochrome images

to 1200 ppi. It embeds subsets of all fonts and preserves transparency (for file types capable of transparency).

These PDF files can be opened in Acrobat 5.0 and Acrobat Reader 5.0 and later.

Note: Before creating a PDF file to send to a commercial printer or print service provider, find out what output resolution

and other settings are required. Or, ask for a .joboptions file with the recommended settings. You sometimes must

customize the Adobe PDF settings for a particular provider and then provide a .joboptions file of your own.

Rich Content PDF (Acrobat Pro and Pro Extended) Creates accessible PDF files that include tags, hyperlinks,

bookmarks, interactive elements, and layers. This set of options uses PDF 1.6 and embeds subsets of all fonts. It also

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optimizes files for byte serving. These PDF files can be opened in Acrobat and Reader 7.0 and later. (The Rich Content

PDF preset is in the Extras folder.)

Note: This preset was called eBook in earlier versions of some applications.

Smallest File Size Creates PDF files for displaying on the web or an intranet, or for distribution through an email

system. This set of options uses compression, downsampling, and a relatively low image resolution. It converts all

colors to sRGB, and (for Adobe Acrobat Distiller-based conversions) does not embed fonts. It also optimizes files for

byte serving.

These PDF files can be opened in Acrobat and Reader 6.0 and later.

Standard Creates PDF files to be printed to desktop printers or digital copiers, published on a CD, or sent to a client

as a publishing proof. This set of options uses compression and downsampling to keep the file size down. However, it

also embeds subsets of all (allowed) fonts used in the file, converts all colors to sRGB, and prints to a medium

resolution. Windows font subsets are not embedded by default. PDF files created with this settings file can be opened

in Acrobat and Reader 6.0 and later.

Customize Adobe PDF settings

You may want to create custom conversion settings for certain jobs or output devices. The selections you make

determine such things as whether the document fonts are embedded and subsetted at 100%, how vector objects and

images are compressed and/or sampled, and whether the resulting PDF includes high-end printing information such

as OPI (Open Prepress Interface) comments. Default settings files cannot be modified, but can be duplicated to help

create new settings files.

Note: If the PDF is intended for high-end printing, ask your service provider for their custom .joboptions file with the

recommended output resolution and other settings. This way, the PDF you give them will have characteristics optimized

for your print workflow.

Create a custom Adobe PDF settings file

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.

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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.

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 101

General panel options

Use this panel to select a version of Acrobat for file compatibility and other file and device settings.

Compatibility Sets the compatibility level of the PDF. Use the most recent version (in this case, version 1.7 E) to

include all the latest features and functionality. If you’re creating PDFs that will be distributed widely, choose an earlier

level, to ensure that all users can view and print the document.

Object Level Compression Compresses structural information (such as bookmarks, accessibility, and

noncompressible objects), making this information neither visible or usable in Acrobat 5.0 or Reader 5.0. Tags Only

compresses structural information; Off applies no compression.

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Auto-Rotate Pages Automatically rotates pages according to the direction of text.

•Collectively By File Rotates all pages to match the orientation of the majority of text in the document.

•Individually Rotates each page based on the orientation of the text on that page.

•Off Prevents pages from rotating.

Note: If Process DSC Comments is selected in the Advanced panel and if %%Viewing Orientation comments are included,

these comments take precedence in determining page orientation.

Binding Specifies whether to display a PDF with left side or right side binding. The Binding setting affects the

appearance of pages in the Two-Up Continuous view and the appearance of thumbnails side by side.

Resolution Use for PostScript files to emulate resolutions based on the printer they are printing to. Permitted values

range from 72 to 4000. Use the default setting unless you plan to print the PDF on a specific printer while emulating

the resolution defined in the original PostScript file.

Note: Increasing the resolution setting increases file size and may slightly increase the time required to process some files.

Pages Specifies which pages to convert to PDF.

Embed Thumbnails Embeds a thumbnail preview for each page in the PDF, increasing the file size. Deselect this setting

when users of Acrobat 5.0 and later will view and print the PDF; these versions generate thumbnails dynamically each

time you click the Pages panel of a PDF.

Optimize For Fast Web View Restructures the file for faster access (page-at-a-time downloading, or byte serving) from

web servers. This option compresses text and line art, overriding compression selections on the Images panel.

Default Page Size Specifies the page size to use when one is not specified in the original file. EPS files give a bounding

box size, not a page size.

Images panel options

The options in the Images panel specify compression and resampling for color, grayscale, and monochrome images.

You may want to experiment with these options to find an appropriate balance between file size and image quality.

The resolution setting for color and grayscale images should be 1.5 to 2 times the line screen ruling at which the file

will be printed. The resolution for monochrome images should be the same as the output device, but be aware that

saving a monochrome image at a resolution higher than 1500 dpi increases the file size without noticeably improving

image quality. Images that will be magnified, such as maps, may require higher resolutions.

Note: Resampling monochrome images can have unexpected viewing results, such as no image display. If this happens,

turn off resampling and convert the file again. This problem is most likely to occur with subsampling, and least likely with

bicubic downsampling.

The following table shows common types of printers and their resolution measured in dpi, their default screen ruling

measured in lines per inch (lpi), and a resampling resolution for images measured in pixels per inch (ppi). For example,

if you were printing to a 600-dpi laser printer, you would enter 170 for the resolution at which to resample images.

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Downsample (Off) Reduces image resolutions that exceed the For Images Above value to the resolution of the output

device by combining pixels in a sample area of the image to make one larger pixel.

Average Downsampling To Averages the pixels in a sample area and replaces the entire area with the average pixel

color at the specified resolution.

Subsampling To Replaces an entire area with a pixel selected from that sample area, at the specified resolution. Causes

faster conversion time than downsampling, but resulting images are less smooth and continuous.

Bicubic Downsampling To Uses a weighted average, instead of a simple average (as in downsampling) to determine

pixel color. This method is slowest but produces the smoothest tonal gradations.

Compression/Image Quality Applies compression to color, grayscale, and monochrome images. For color and

grayscale images, also sets the image quality.

Anti-Alias To Gray Smooths jagged edges in monochrome images. Choose 2 bit, 4 bit, or 8 bit to specify 4, 16, or 256

levels of gray. (Anti-aliasing may cause small type or thin lines to look blurry.)

Note: Compression of text and line art is always on. To turn it off, set the appropriate Distiller parameter. For details, see

the SDK information on the Acrobat Developer Center at www.adobe.com/go/learn_acr_devcenter_en (PDF, English

only).

Policy Opens the Image Policy dialog box, where you can set processing options for Color, Grayscale, and

Monochrome images that are less than the resolutions you specify. For each type of image, enter a resolution value,

and then choose Ignore, Warn And Continue, or Cancel Job.

Fonts panel options

The Fonts options specify which fonts to embed in a PDF, and whether to embed a subset of characters used in the

PDF. You can embed OpenType®, TrueType, and PostScript fonts. Fonts that have license restrictions are listed with

a lock icon

. If you select a font that has a license restriction, the nature of the restriction is described in the Adobe

PDF Options dialog box.

Note: When you combine PDF files that have the same font subset, Acrobat attempts to combine the font subsets.

Embed All Fonts Embeds all fonts used in the file. Font embedding is required for PDF/X compliance.

Embed OpenType Fonts Embeds all OpenType fonts used in the file, and maintains OpenType font information for

advanced line layout. This option is available only if either Acrobat 7.0 (PDF 1.6) or Acrobat 8 (PDF 1.7) is selected

from the Compatibility menu in the General panel.

Subset Embedded Fonts When Percent Of Characters Used Is Less Than Specifies a threshold percentage if you want to

embed only a subset of the fonts. For example, if the threshold is 35, and fewer than 35% of the characters are used,

Distiller embeds only those characters.

When Embedding Fails Specifies how Distiller responds if it cannot find a font to embed when processing a file.

Always Embed To embed only certain fonts, move them into the Always Embed list. Make sure that Embed All Fonts

is not selected.

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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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.

•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.

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Acrobat shares four rendering intents (Perceptual, Saturation, Relative Colorimetric, and Absolute Colorimetric) with

other Creative Suite applications.

Acrobat also includes a rendering intent called Preserve, which indicates that the intent is specified in the output device

rather than in the PDF. In many output devices, Relative Colorimetric is the default intent.

Note: In all cases, intents may be ignored or overridden by color management operations that occur subsequent to the

creation of the PDF file.

Working Spaces For all Color Management Policies values other than Leave Color Unchanged, choose a working

space to specify which ICC profiles are used for defining and calibrating the grayscale, RGB, and CMYK color spaces

in distilled PDFs.

•Gray Choose a profile to define the color space of all grayscale images in files. The default ICC profile for gray

images is Adobe Gray - 20% Dot Gain. Choose None to prevent grayscale images from being converted.

•RGB Choose a profile to define the color space of all RGB images in files. The default, sRGB IEC61966-2.1, is

recognized by many output devices. Choose None to prevent RGB images from being converted.

•CMYK Choose a profile to define the color space of all CMYK images in files. The default is U.S. Web Coated

(SWOP) v2. Choose None to prevent CMYK images from being converted.

Note: Choosing None for all three working spaces has the same effect as selecting the option Leave Color Unchanged.

You can add ICC profiles (such as ones provided by your print service bureau) by placing them in the ICCProfiles

folder in the Common folder, the Windows\System\Color folder (Windows), or the System Folder/ColorSync folder

(Mac OS).

Preserve CMYK Values For Calibrated CMYK Color Spaces When selected, device-independent CMYK values are

treated as device-dependent (DeviceCMYK) values, device-independent color spaces are discarded, and PDF/X-1a

files use the Convert All Colors To CMYK value. When deselected, device-independent color spaces convert to CMYK,

provided that Color Management Policies is set to Convert All Colors To CMYK.

Preserve Under Color Removal And Black Generation Retains these settings if they exist in the PostScript file. Black

generation calculates the amount of black to use when reproducing a color. Undercolor removal (UCR) reduces cyan,

magenta, and yellow to compensate for black generation. Because UCR uses less ink, it’s suitable for uncoated stock.

When Transfer Functions Are Found Specifies how to handle transfer functions in PDFs. Transfer functions are used

for artistic effect and to correct for the characteristics of a specific output device.

•Remove Deletes any applied transfer functions. Applied transfer functions should be removed, unless the PDF is

to be output to the same device that the source PostScript file was created for.

•Preserve Retains the transfer functions traditionally used to compensate for dot gain or dot loss that may occur

when an image is transferred to film. Dot gain or loss occurs when the ink dots that make up a printed image are larger

or smaller than in the halftone screen.

•Apply Applies the transfer function, changing the colors in the file but doesn’t keep it. This method is useful for

creating color effects in a file.

Preserve Halftone Information Retains any halftone information in files. Halftone information is intended for use

with a particular output device.

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Advanced panel options

The Advanced options specify which Document Structuring Conventions (DSC) comments to keep in a PDF and how

to set other options that affect the conversion from PostScript. In a PostScript file, DSC comments contain information

about the file (such as the originating application, the creation date, and the page orientation) and provide structure

for page descriptions in the file (such as beginning and ending statements for a prologue section). DSC comments can

be useful when your document is going to print or press.

For more information, see the documents on the Adobe PDF Technology Center at

www.adobe.com/go/learn_acr_pdftechnology_en (PDF, English only).

Note: The ASCII Format option has been removed from Distiller, but is still available as a Distiller parameter.

Allow PostScript File To Override Adobe PDF Settings Uses settings stored in a PostScript file rather than the current

PDF settings file. For more information about customizing PDF settings, see the SDK information on the Acrobat

Developer Center at www.adobe.com/go/learn_acr_devcenter_en (PDF, English only).

Allow PostScript XObjects PostScript XObjects store fragments of PostScript code to be used when a PDF is printed

on a PostScript printer. Use only in controlled workflows where there is no other option. Available when the Standard

or Smallest File Size is selected from the Default Settings menu.

Convert Gradients To Smooth Shades Converts blends to smooth shades for Acrobat 4.0 and later, improving quality

and reducing file size of PDFs. Distiller converts gradients from Adobe Illustrator, Adobe InDesign, Adobe FreeHand®,

CorelDraw, QuarkXPress, and Microsoft PowerPoint.

Convert Smooth Lines To Curves Reduces the amount of control points used to build curves in CAD drawings, which

results in smaller PDFs and faster on-screen rendering.

Preserve Level 2 Copypage Semantics Uses the copypage operator defined in PostScript Level 2 rather than in

Language Level 3 PostScript. If you have a PostScript file and select this option, a copypage operator copies the page.

If this option is not selected, the equivalent of a showpage operation is executed, except that the graphics state is not

reinitialized.

Preserve Overprint Settings Retains any overprint settings in files being converted to PDF. Overprint settings create

color by printing one ink on top of another ink.

Overprinting Default Is Nonzero Overprinting Prevents overprinted objects with zero CMYK values from knocking

out CMYK objects beneath them.

Save Adobe PDF Settings Inside PDF File Embeds the settings file (.joboptions) used to create the PDF as an

attachment. (To view the settings file, choose View > Navigation Panels > Attachments in Acrobat.)

Save Original JPEG Image In PDF If Possible Processes compressed JPEG images (images that are already compressed

using DCT encoding) without recompressing them. When deselected, performance improves because only

decompression, not recompression, occurs.

Save Portable Job Ticket Inside PDF File Preserves a PostScript job ticket in a PDF. Job tickets describe the PostScript

file and can be used later in a workflow or for printing the

PDF.

Use Prologue.ps and Epilogue.ps Sends a prologue and epilogue file with each job. These files can be used to add

custom PostScript code that you want to have executed at the beginning or end of every PostScript job being converted.

Sample Prologue.ps and Epilogue.ps files are located in (Windows) /Documents and Settings/All Users/Application

Data/Adobe/Adobe PDF/Distiller/Data, (Vista) /Users/All Users/Adobe/Adobe PDF/Distiller/Data, or (Mac

OS)/Library/Application Support/Adobe/Adobe PDF/Distiller/Data.

In Windows Explorer, the Application Data folder is typically hidden; to make it visible, choose Tools > Folder Options,

click the View tab, and select Show Hidden Files And Folders. Or, you can type the path into the Address text box.

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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 9.

When Not Compliant Specifies whether to create the PDF if the PostScript file does not comply with the requirements

of the standard.

•Continue Creates a PDF even if the PostScript file doesn’t meet the PDF/X requirements and notes these problems

in the report.

•Cancel Job Creates a PDF only if the PostScript file meets the PDF/X requirements of the selected report options,

and is otherwise valid.

PDF compatibility levels

When you create PDFs, you decide which PDF version to use. You can change the PDF version by switching to a

different preset or choosing a compatibility option when you save as PDF or edit a PDF preset.

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Generally, unless there’s a specific need for backward compatibility, use the most recent version (in this case, version

1.7). The latest version includes all the newest features and functionality. However, if you’re creating documents that

will be distributed widely, consider choosing Acrobat 6.0 (PDF 1.5) or Acrobat 7.0 (PDF 1.6). Using one of these

versions ensures that all users can view and print the document.

The following table compares some of the functionality in PDFs created using the different compatibility settings.

Share custom PDF settings

You can save and reuse your own Adobe PDF preset definitions. You can also share a custom preset by sending a copy

of the resulting file to other users. Those users can then add it to the Distiller applications installed on their own

computers.

Note: PDF settings files have the extension .joboptions. Custom preset files are stored in (Windows) Documents and

Settings/[username]/Application Data/Adobe/Adobe PDF/Settings, (Vista)

Users/[username]/AppData/Roaming/Adobe/Adobe PDF/Settings, or (Mac

OS) User/[username]/Library/Application

Support/Adobe/Adobe PDF/Settings.

❖To add a custom PDF settings file to the menu, do one of the following:

•Drag the .joboptions file onto the Distiller window.

Acrobat 4.0 (PDF 1.3) Acrobat 5.0 (PDF 1.4) Acrobat 6.0 (PDF 1.5) Acrobat 7.0 (PDF 1.6), and

Acrobat 8 and Acrobat 9

(PDF 1.7)

PDFs can be opened with

Acrobat 3.0 and Acrobat

Reader 3.0 and later.

PDFs can be opened with

Acrobat 3.0 and Acrobat

Reader 3.0 and later.

However, features specific

to later versions are

sometimes lost or not

viewable.

Most PDFs can be opened

with Acrobat 4.0 and

Acrobat Reader 4.0 and

later. However, features

specific to later versions are

sometimes lost or not

viewable.

Most PDFs can be opened

with Acrobat 4.0 and

Acrobat Reader 4.0 and

later. However, features

specific to later versions are

sometimes lost or not

viewable.

Cannot contain artwork

that uses live transparency

effects. Any transparency

must be flattened before

converting to PDF 1.3.

Supports the use of live

transparency in artwork.

(The Acrobat Distiller

feature flattens

transparency.)

Supports the use of live

transparency in artwork.

(The Acrobat Distiller

feature flattens

transparency.)

Supports the use of live

transparency in artwork.

(The Acrobat Distiller

feature flattens

transparency.)

Layers are not supported. Layers are not supported. Preserves layers when

creating PDFs from

applications that support

the generation of layered

PDF documents, such as

Illustrator CS and later or

InDesign CS and later.

Preserves layers when

creating PDFs from

applications that support

the generation of layered

PDF documents, such as

Illustrator CS and later or

InDesign CS and later.

DeviceN color space with

eight colorants is

supported.

DeviceN color space with

eight colorants is

supported.

DeviceN color space with

up to 31 colorants is

supported.

DeviceN color space with

up to 31 colorants is

supported.

Multibyte fonts can be

embedded. (Distiller

converts the fonts when

embedding.)

Multibyte fonts can be

embedded.

Multibyte fonts can be

embedded.

Multibyte fonts can be

embedded.

40-bit RC4 security

supported.

128-bit RC4 security

supported.

128-bit RC4 security

supported.

128-bit RC4 and 128-bit

AES (Advanced Encryption

Standard) security

supported.

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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.

Sales Plan

Kahili Mountain Coffee

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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. For more information, see the forum post at

www.acrobatusers.com/forums/aucbb/viewtopic.php?pid=52774#p52774.

Accessing and embedding fonts using Distiller

When converting a PostScript file to PDF, Distiller needs access to the file’s fonts to insert the appropriate information

in the PDF. Distiller first searches the PostScript file for Type 1, TrueType, and OpenType fonts. If the font isn’t

embedded in the PostScript file, Distiller searches additional font folders. Distiller searches the following font folders

in Windows:

•/Resource/Font in the Acrobat folder

•/Windows/Fonts

Distiller searches the following font folders in Mac OS:

•/Resource/Font in the Acrobat folder

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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. 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

In Adobe® Acrobat® 9 Standard, you can easily create complex Adobe PDFs that include different types of files. You

can package multiple files of various types into a PDF Portfolio, in which each file appears separately and has its own

pagination. You can also convert and merge multiple files into a single merged PDF, in which converted documents

flow into the PDF as sequential pages.

It’s also easy to make changes in a complex PDF so that it contains just the information you want. You can make these

changes in an orderly, unified, and efficient document that serves your needs.

Combining files into a PDF Portfolio

About PDF Portfolios

A PDF Portfolio contains multiple files assembled into an integrated PDF unit. The files in a PDF Portfolio can be in

different formats and created in different applications. For example, suppose you have a project that includes text

documents, email messages, spreadsheets, CAD drawings, and PowerPoint presentations. You could combine all of

these documents into a PDF Portfolio. The original files retain their individual identities but are assembled into one

PDF Portfolio file. Users can open, read, edit, and format each component file independently of the other component

files in the PDF Portfolio.

Create a PDF Portfolio by using the File > Create PDF Portfolio command. In Windows, the Acrobat PDFMaker in

Outlook and Lotus Notes can create PDF Portfolios when you convert email messages.

Note: Adobe Reader® users cannot create PDF Portfolios or edit the layout, colors, headers, and so on.

Depending on the circumstances, PDF Portfolios offer several advantages over merging multiple files into a single PDF:

Adding and deleting

Add or remove files easily, without having to find and select all the pages that originated in that file.

Previewing Quickly preview component files without having to open them in their native applications.

Editing Change individual files within the PDF Portfolio without affecting the other files. For example, you can

renumber pages in one document without renumbering other documents in the PDF Portfolio. You can also edit 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.

Sorting Sort component files by categories that you can add to, delete, hide, and customize. Simply click a column

name to sort the list.

Printing Print all the PDFs in a PDF Portfolio, or selected component PDFs.

Searching Search one or all files in a PDF Portfolio. You can even search non-PDF component files.

Incorporating other formats Add non-PDF files to an existing PDF Portfolio without converting them to PDF.

Independence from source files The source files of a PDF Portfolio—even existing files you add to the PDF Portfolio—

are not changed when you create a PDF Portfolio. Changes you make to the component files within a PDF Portfolio

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do not change the original files from which you created the PDF Portfolio. You can move a PDF Portfolio anywhere

on your computer or network without any risk of losing or disconnecting its components.

Reuse Include the same file in multiple PDF Portfolios.

Note: PDF Portfolios are different from collections that you create in the Acrobat Organizer. Organizer collections are

simply tools that help you find related PDFs, regardless of where they are stored in the folder structure on your computer.

PDF Portfolios are actual PDF files, each of which is stored in a single location on your computer. Also, PDFs attached to

other PDFs do not offer the same benefits as PDF Portfolios.

For videos on PDF Portfolios, see the following resources:

•Getting started tutorial: “PDF Portfolios” on page 14

•Creating and securing PDF Portfolios: www.adobe.com/go/lrvid4201_a9

•Creating a business PDF Portfolio: www.adobe.com/go/lrvid4204_a9

•Articles, tutorials, and tips about PDF Portfolios: http://acrobatusers.com/

•PDF Portfolio gallery: www.acrobatusers.com/gallery/pdf_portfolio_gallery/

•Filtering form response files:

http://www.acrobatusers.com/tutorials/2008/06/a9video_understanding_form_tracker

•Filtering Outlook messages: http://www.acrobatusers.com/tutorials/archiving-emails-pdf-microsoft-outlook

More Help topics

“View the PDF Portfolio work area” on page 103

“Print PDFs in a PDF Portfolio” on page 353

“Search a PDF Portfolio” on page 304

View the PDF Portfolio work area

The work area for PDF Portfolios includes the following features:

PDF Portfolio toolbar Located immediately below the menu. Look here for PDF Portfolio viewing options, publishing

options, a Modify menu with PDF Portfolio editing and security commands, and a search tool.

List of component documents and folders Located below the PDF Portfolio toolbar. The list of component documents

and folders can be displayed in various layouts as well as in File Details view.

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PDF Portfolio work area

A. PDF Portfolio toolbar B. Component folders and documents

More Help topics

“Search a PDF Portfolio” on page 304

View and edit components of a PDF Portfolio

You can sort and preview component files in a PDF Portfolio, as well as open, edit, and save component files in their

native application. Some file types require that you install the native application on your computer.

PDF Portfolios created in Acrobat 9 can be opened in Acrobat 8 and Reader 8. However, the following PDF Portfolio

features are not available in Acrobat 8 and Reader 8:

•Welcome page

•Header

•Layouts

•Color schemes

•Custom columns in File Details view

•Folders. All files inside the folders are available, but the folders do not appear.

•File previewing

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View file details

When you open a PDF Portfolio, the component files are arranged in a layout specified by the PDF Portfolio author.

To view a detailed list of the component files, in the PDF Portfolio toolbar, click the File Details button . To return

to the original view, click the Home button .

Sort, filter, and change the order of files or folders

By default, the initial order of files in the PDF Portfolio corresponds to the filename of the component files in the PDF

Portfolio. You can use the File Details view to change the initial sort.

1In the PDF Portfolio toolbar, click the File Details button , if necessary.

2Do one of the following:

•To sort by ascending and descending order, click a column name. Click it a second time to reverse the order.

•To sort by the values in a specific column, choose the column from the Initial Sort menu.

•To change the order of the columns in File Details view, drag a column name to a different location.

•To specify the order in which files appear when the PDF Portfolio is initially opened, select a column name from

the Initial Sort menu. Then click the button for ascending or descending order. Initial Sort affects Home view as

well as File Details view.

•(Acrobat Pro and Acrobat Pro Extended) To customize the initial order of files or folders, add a new column,

specify a data type, and enter a value for each document. (For example, create a column named My Sort and specify

Number as the data type. Then enter 1 for the first document, 2 for the second, and so on.) You can then specify

this as the Initial Sort order. You can also use the Description column to customize the sort order. Double-click in

the Description column next to each file or folder and type a value. Then sort by Description.

The sorting order remains in place for only the current session, or until you change the sorting. The next time you

open the PDF Portfolio, it appears in the specified initial sort order.

If the PDF Portfolio contains form response files or Outlook messages, you can filter the content according to different

criteria. For more information, see these videos:

•http://www.acrobatusers.com/tutorials/2008/06/a9video_understanding_form_tracker

•http://www.acrobatusers.com/tutorials/archiving-emails-pdf-microsoft-outlook

Preview component files in a PDF Portfolio

You can preview many types of files within a PDF Portfolio. Previewing is useful when you want to view, but not

change, the contents of a file.

From the PDF Portfolio Home view or File Details view, double-click a file. If necessary, click the Preview button .

2To preview component files one by one, click the Next File and Previous File buttons.

When a component file is open in the PDF Portfolio previewer, a previewing toolbar appears below the PDF Portfolio

toolbar. The type of file that is being previewed determines which tools are available.

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:

•From the PDF Portfolio Home view or File Details view, right-click the file, and choose Open File In Native

Application (for non-PDFs) or Open File (for PDFs).

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•From previewing mode, click the Open button in the previewing toolbar.

If a confirmation dialog box appears, select Open This File or Always Allow Opening Files Of This Type, and click OK.

3Edit the file as needed, and then save the file.

Create and edit PDF Portfolios

It’s easy to create a PDF Portfolio and add files to it. You can create folders within your PDF Portfolio, delete

component files and folders, edit component filenames, and add and edit descriptions of component files.

More Help topics

“Convert email messages to PDFs” on page 73

“Save a PDF” on page 122

“Adobe PDF conversion settings” on page 87

Create a PDF Portfolio

❖Choose File > Create PDF Portfolio.

Add files to a PDF Portfolio

❖From an open PDF Portfolio, do one of the following:

•Choose File > Modify PDF Portfolio > Add Files, and select one or more files.

•Choose File > Modify PDF Portfolio > Add Existing Folder, and select a folder.

•On the desktop or from a folder, drag any files or folders into the PDF Portfolio work area.

Create a folder in a PDF Portfolio

❖Choose File > Modify PDF Portfolio > Create New Folder.

Remove files and folders from a PDF Portfolio

❖Select one or more files or folders in the PDF Portfolio and press Delete.

If you delete a folder, all of the files within it are deleted from the PDF Portfolio.

Edit component filenames and descriptions in a PDF Portfolio

•To edit the name of a component file, click to select the file, and then click in the filename to show the insertion

point. Then enter a new filename.

•To edit the description on a component file, select the file, and then click the description area. (In Home view, the

description area is below the filename; in File Details view, it is a column in the file list.) Then enter a description.

More Help topics

“View and edit components of a PDF Portfolio” on page 104

Extract component files in a PDF Portfolio

❖Select one or more files, and then choose File > Save Files From Portfolio.

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Share PDF Portfolios

Share a PDF Portfolio with others either by sending it in an email or by uploading it on Acrobat.com, a free, secure

web service.

Email a PDF Portfolio

❖From the share menu in the PDF Portfolio toolbar, choose Email.

Share a PDF Portfolio on Acrobat.com

1From the share menu in the PDF Portfolio toolbar, choose Share Portfolio On Acrobat.com.

2If prompted, enter your Adobe ID and password, or create an ID if you don’t have one.

3As needed, click Share More Files to add additional files. You can share many types of files on Acrobat.com, not

just PDF files.

4In the email screen, do the following and then click Send:

•Enter the email addresses of the recipients. Click the To or Cc buttons to select email addresses from a Lotus Notes

or Microsoft Outlook address book. Insert a semicolon or a return between each address.

•Customize the email subject and message as needed. To use the default email message, click Reset Default Message.

•Choose an option from the Access Level menu to specify who can open and download the file.

Acrobat uploads the files you specified on Acrobat.com, and send the recipients an email with a link to the files.

Other functions enabled in PDF Portfolios

These commands are available for component files in PDF Portfolios:

Extend Forms Fill-In & Save In Adobe Reader Enables Reader users to save form data and digitally sign component

PDFs. For more information, see “Enable Reader users to save form data” on page 174.

Reduce File Size Reduces the file size of component PDFs. For more information, see “Reduce file size by saving” on

page 123.

Secure Portfolio With Password Adds document security to a PDF Portfolio or to component PDFs within a PDF

Portfolio. For more information, see “Securing documents with passwords” on page 216.

Note: Other security features are also available for PDF Portfolios and component files in PDF Portfolios. For more

information, see “Security” on page 208.

OCR Enables you to search, correct, and copy the text in scanned component PDFs. For more information, see

“Recognize text in scanned documents” on page 63.

Add unifying page elements Adds, updates, and removes headers, footers, Bates numbers, backgrounds, and

watermarks to component PDFs. For more information, see “Adding unifying page elements” on page 109.

Print Prints component documents. For more information, see “Print PDFs in a PDF Portfolio” on page 353.

Other options for combining files

In addition to the options listed here, you can combine content from two pages into one. See Donna Baker’s tutorial

at Combining Page Content in Acrobat 9 Pro.

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Create merged PDFs

In a merged PDF, converted documents flow into a single PDF as sequential pages.

1Choose File > Combine > Merge Files Into A Single PDF.

If a PDF is currently open, it appears in the list of included files.

2In the upper-right corner of the Combine Files dialog box, make sure that Single PDF is selected.

3From 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.

4As 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.

5Click Options to specify conversion settings.

6Specify 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 73

“Adobe PDF conversion settings” on page 87

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.

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.

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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 Document > Insert Pages > From File (Windows), or Document > Insert Pages (Mac OS).

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 a PDF by dragging the file icon directly into position in the Pages panel of the open

PDF.

Insert a clipboard selection into a PDF (Windows)

You can insert one or more pages of selected content copied from any application into an existing PDF.

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).

2Open the PDF that you want to serve as the basis of the combined file, and choose Document > Insert Pages > From

Clipboard.

3In 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.

4To leave the original PDF intact as a separate file, choose Save As, and type a new name for the merged PDF.

Placing PDFs as linked files in other documents

You can incorporate PDFs into other types of files that support Object Linking and Embedding (OLE), such as

InDesign® or Word files. These files are called OLE container documents. Later, if you make changes to the original

PDF, the OLE features in the container application can update the embedded file in the container document, reflecting

your changes to the original PDF.

❖Do one of the following:

•Choose the OLE container application’s Insert Object command or Insert Hyperlink command.

•(Windows) In Acrobat, choose Edit > Copy File To Clipboard, and then choose the Paste Special command in the

container application.

Adding unifying page elements

Add and edit headers and footers

A header and footer present consistent information in the page margins throughout a PDF. For example, the

information could be a date, automatic page numbering, the title of the overall document, or name of the author. You

can add headers and footers to one or more PDFs, including component PDFs in a PDF Portfolio.

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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 Document > Header & Footer > Add.

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

1Choose Document > Header & Footer > Add.

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.

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.

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Update the headers and footers

Updating applies to the most recently added header and footer set.

1Open a single PDF.

2Choose Document > 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 Document > Header & Footer > Add, 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 Document > Header & Footer > Add, 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 Document > Header & Footer

> Remove.

•To remove headers and footers from multiple PDFs, close any open documents and choose Document > Header &

Footer > Remove. In the dialog box, click Add Files, choose Add Files, and select the files. Click OK, and then in

the Output Options dialog box, specify your folder and filename preferences.

Note: This process applies only to headers and footers added in Acrobat 7.0 or later.

Add 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 Document > Background > Add/Replace.

Note: If a message appears, telling you that the current document already has a background, click Replace Background.

If you apply the new background to a limited range of pages, the old background remains unchanged on pages outside

that range.

2(Optional) To apply the background selectively to individual pages, click Page Range Options. Then specify a page

range and choose a Subset option, as needed.

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

1Choose Document > Background > Add/Replace.

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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 Document > 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 Document > Background > Add/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 Document >

Background > Remove.

•To remove a background from multiple PDFs, close any open PDFs and choose Document > Background >

Remove. In the dialog box, click Add Files, choose Add Files or Add Open Files, and then select the files. Click OK,

and then in the Output Options dialog box, specify your folder and filename preferences.

Add and edit watermarks

A watermark is text or an image that appears either in front of or behind existing document content, like a stamp. For

example, you could apply a “Confidential” watermark to pages with sensitive information. You can add multiple

watermarks to one or more PDFs, but each watermark must be added separately. You can specify the page or range of

pages on which each watermark appears.

Note: Unlike a stamp, a watermark is integrated into PDF pages as a fixed element. A stamp is a type of PDF comment,

which others reading the PDF can open to display a text annotation, move, change, or delete.

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Before and after adding a watermark

Add or replace a watermark, with an open document

1Choose Document > Watermark > Add.

2(Optional) To apply the watermark selectively to individual pages, click Page Range Options. Then specify a page

range and choose a Subset option, as needed.

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

1Choose Document > Watermark > Add.

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 Document > 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 Document >

Watermark > Remove.

•To remove watermarks from multiple PDFs, close any open PDFs and choose Document > Watermark > Remove.

In the dialog box that appears, click Add Files, choose Add Files, and then select the files. Click OK, and then in the

Output Options dialog box, specify your folder and filename preferences.

Crop pages

The Crop Pages dialog box is where you can adjust the visible page area. This can help you create consistency within

a PDF composed of pages of different sizes.

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Cropping does not reduce file size because information is merely hidden, not discarded.

Crop empty areas around page content

1Choose Document > Crop Pages.

2Under Margin Controls, select Remove White Margins.

Crop one or more pages

1Choose Document > Crop Pages.

2Adjust values for the Margin Controls.

3As needed, specify Page Range settings.

Crop a page with the Crop tool

1Choose Tools > Advanced Editing > Crop Tool.

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 Crop Pages dialog box opens, indicating the margin measurements of the cropping rectangle and the page to be

cropped. You can override these settings or apply other options by making new selections in the dialog box before

clicking OK.

Crop Pages dialog box settings

The Crop Pages options specify a selection of options for cropping pages.

The 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 Crop Pages dialog box by choosing one of the following:

•Document > Crop Pages.

•Crop Pages from the options menu on the Pages panel.

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 Document > Rotate Pages.

•From the options menu on the Pages panel, 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 Document > Extract Pages.

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

“Extract component files in a PDF Portfolio” on page 106

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 Document > 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

1Choose Document > 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 to copy or move pages within a document, and copy pages between documents.

When you drag a page thumbnail in a Pages panel, a bar appears near other thumbnails, indicating the position in

which it will appear in the PDF. This bar appears at the bottom or top when the thumbnails are in a single column, or

to the left or right if more than one column of thumbnails is displayed.

Note: Tagged bookmarks affect the order that reading devices follow, such as devices for the visually impaired. Tagged

bookmarks do not change the sequence of pages in a PDF.

More Help topics

“Insert one PDF into another” on page 109

“About tags, accessibility, reading order, and reflow” on page 253

Move or copy a page within a PDF, using page thumbnails

1Click the Pages button to open the Pages 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 Pages panels for both PDFs.

3Drag the page thumbnail into the Pages 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 Document > Delete Pages.

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 Pages panel, select a page or group of pages.

2Choose Delete Pages from the Pages panel options menu , and click OK.

Delete material associated with a tagged bookmark

1In the Bookmarks panel, click the tagged bookmark for the material you want to delete. Shift-click to select multiple

bookmarks.

2Choose Delete Page(s) from the options menu. The tagged bookmark and its associated page are deleted from the

document.

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Replace the contents of a page

1Open the PDF that contains the pages you want to replace.

2Choose Document > Replace Pages.

3Select the document containing the replacement pages, and click Select.

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 Pages button to open the Pages panel, and choose Number Pages from the options menu.

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2Specify a page range. (Selected refers to pages selected in the Pages panel.)

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 109

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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.

•In Reader, choose File > Save A Copy or Save As Text.

•To save a copy of a PDF Portfolio, choose File > Save Portfolio As.

If you are viewing a PDF in a web browser, the Adobe® Acrobat® 9 Standard File menu is not available. Use the Save

button in the Acrobat toolbar to save the PDF.

More Help topics

“Filling in forms” on page 202

“Participating in a PDF review” on page 140

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 (Document > Extract Pages).

You must save the document to enable automatic saving of changes.

•A document displayed in a web browser or incorporated into a container document that supports Object Linking

and Embedding (OLE). This document appears outside the default file system and cannot support automatic

saving.

Recover lost changes

To prevent lost changes after an unexpected interruption, the Autosave feature must be enabled, which is the default

setting.

Set up automatic saving

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 Document > Reduce File Size.

3Select the version compatibility that you need.

If you’re certain that all your users use Acrobat 9 or Adobe Reader 9, limiting compatibility to the latest version can

further reduce file size.

Note: If you select Acrobat 4.0 And Later, and the document contains transparency, the 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 56

Exporting PDFs to other file formats

Exporting PDFs

You can export or convert one or more PDFs to several different file formats, and then open and use those files in other

applications. The available formats include both text and image formats. To make a PDF compatible with earlier

versions of Adobe Acrobat and Reader, you can resave the PDF to an earlier PDF version.

When you save a PDF in an image format, each page is saved as a separate file.

Note: You cannot export PDF Portfolios, or PDFs within them, to other file formats.

Export a single PDF

1With the PDF open, do one of the following:

•Choose File > Export, and choose a file format.

•Choose File > Save As, and choose a file format from the Save As Type menu.

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.

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Export multiple PDFs

Note: When you export multiple PDFs, conversion settings are not available during the procedure. Before you export

multiple PDFs, you can specify conversion settings from the Preferences dialog box in the Convert From PDF panel. Under

Converting From PDF, select Microsoft Word Document, and then click Edit Settings.

1Choose File > Export > Export Multiple Files.

2Click Add Files, choose Add Files or Add Open Files, and select the files.

3Click OK to close the Add Files dialog box.

4In the Output Options dialog box, specify a folder, filename preferences, and a file output format.

File format options

When you export PDFs to different file formats using the Save As command, each file format includes unique

conversion settings.

If you want to use the same settings every time you convert PDFs to a particular format, specify those settings in the

Preferences dialog box. In the Convert From PDF panel, select a file format from the list and click Edit Settings. (Click

the Default button at any time to revert to the default settings.)

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.

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 356

HTML or XML options

When you export a PDF file to HTML or XML format, any images in PDF are converted to JPEG format.

Encoding Refers to the binary values, based on international standards, used to represent the text characters. UTF-8

is a Unicode representation of characters using one or more 8-bit bytes per character; UTF-16 represents characters

using 16-bit bytes. ISO-Latin-1 is an 8-bit representation of characters that is a superset of ASCII. UCS-4 is a Universal

Character Set coded in 4 octets. HTML/ASCII is a 7-bit representation of characters developed by ANSI.

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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.

Note: Tags are applied only as part of the conversion process and are discarded after the conversion. This is not a method

for creating tagged PDFs from legacy files.

Generate Images Controls how images are converted. Converted image files are referenced from within XML and

HTML documents.

Use Sub-Folder Specifies the folder in which to store generated images. The default is Images.

Use Prefix Specifies the prefix added to the image file names if you have several versions of the same image file. File

names assigned to images have the format filename_img_#.

Output Format Specifies the final format. The default is JPG.

Downsample To Downsamples image files to the specified resolution. If you do not select this option, image files have

the same resolution as in the source file. Image files are never upsampled.

JPEG and JPEG 2000 options

If your PDF contains a collection of images, you can export them individually as JPEG, PNG, or TIFF files by choosing

Advanced > Document Processing > Export All Images.

Note that the options available depend on whether you are exporting a document to JPEG or JPEG 2000.

Grayscale/Color Specifies a compression setting that balances file size with image quality. The smaller the file, the

lesser the image quality.

Tile Size Divides the image being compressed into tiles of the given size. (If the image height or width is not an even

multiple of the tile size, partial tiles are used on the edges.) Image data for each tile is individually compressed and can

be individually decompressed. The default value of 256 is recommended. This option is available only for JPEG 2000

format.

Format Determines how the file is displayed. Available only for JPEG format.

•Baseline (Standard) Displays the image when it has fully downloaded. This JPEG format is recognizable to most

web browsers.

•Baseline (Optimized) Optimizes color quality of the image and produces smaller file sizes but is not supported by

all web browsers.

•Progressive (3 scans-5 scans) Downloads the image first as a low-resolution image, with incremental quality

improvements as downloading continues.

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.

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Colorspace/Resolution Specifies a color space and resolution for the output file. You can let Acrobat determine these

settings automatically. To convert color images in the file to shades of gray, choose Grayscale.

Note: Higher resolutions, such as 2400 pixels per inch (ppi), are suitable only for small page sizes (up to 6.826 inches or

173.380 millimeters).

PNG options

PNG format is useful for images that will be used on the web.

Interlace Specifies if the image is interlaced. None creates an image that displays in a web browser only after

downloading is complete. Adam7 creates an image that displays low-resolution versions in a browser while the full

image file is downloading. Adam7 can make downloading time seem shorter and assures viewers that downloading is

in progress; however, it increases file size.

Filter Lets you select a filtering algorithm.

•None Compresses the image without a filter. Recommended for indexed-color and bitmap-mode images.

•Sub Optimizes the compression of images with even horizontal patterns or blends.

•Up Optimizes the compression of images with even vertical patterns.

•Average Optimizes the compression of low-level noise by averaging the color values of adjacent pixels.

•Paeth Optimizes the compression of low-level noise by reassigning adjacent color values.

•Adaptive Applies the filtering algorithm—Sub, Up, Average, or Paeth—best suited for the image. Select Adaptive

if you are unsure of which filter to use.

RGB/CMYK/Grayscale Specifies the type of color management for the output file and whether to embed an ICC profile.

Colorspace/Resolution Specifies a color space and resolution for the output file. You can let Acrobat determine these

settings automatically. To convert color images in the file to shades of gray, choose Grayscale.

Note: Higher resolutions, such as 2400 ppi, are suitable only for small page sizes (up to 6.826 inches or 173.380

millimeters).

TIFF options

TIFF is a flexible bitmap image format supported by virtually all paint, image-editing, and page-layout applications.

Resolution is determined automatically.

Monochrome Specifies a compression format. CCITTG4 is the default and generally produces the smallest file size.

ZIP compression also produces a small file.

Note: Some applications cannot open TIFF files that are saved with JPEG or ZIP compression. In these cases, LZW

compression is recommended.

RGB/CMYK/Grayscale/Other Specifies the type of color management for the output file.

Colorspace/Resolution Specifies a color space and resolution for the output file. You can let Acrobat determine these

settings automatically. To convert color images in the file to shades of gray, choose Grayscale.

Note: Higher resolutions, such as 2400 ppi, are suitable only for small page sizes (up to 6.826 inches or 173.380

millimeters).

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Convert PDFs to Word, RTF, or other text formats

Use the Export command to convert a PDF to Microsoft Word format, or Rich Text Format (RTF), a standard for

exchanging content between text-editing applications. Images in the PDF are saved by default in JPEG format. The text

file you obtain when you export a PDF to Word or RTF is not equivalent to the source file in the authoring application.

Some coding information may be lost in the conversion.

You can also export a PDF to plain text or accessible text. Accessible text follows the reading order preference selected

in the Reading preferences, and includes comments and form fields in its output. Accessible text also includes some

formatting, such as line breaks. Any alternate text in the document tags is used in place of images and figures. Plain

text follows the structure order of text in the document and ignores all artifacts and figure elements in the conversion.

Hard hyphens are preserved, and soft hyphens are removed.

1Choose File > Export, and then choose a text format: Microsoft Word Document, Rich Text Format, or Text

(Accessible or Plain).

2Click Settings, select the options you want, click OK, and click Save.

Word and RTF options

(For a list of plain text options, see the options for HTML and XML.)

Layout Settings Specifies how to interpret the layout of the document. The Retain Flowing Text option preserves the

flow of the text, but does not necessarily preserve the layout. This setting is useful if you export a document with a

complex layout, such as multiple columns, and you want to retain the text flow for easy editing. The Retain Page Layout

option preserves the layout of the document, but the resulting file sometimes has more text boxes.

Regenerate Tags To Optimize Layout If The Document Is Already Tagged When saving a PDF to Word or RTF,

Acrobat uses any existing tags to generate the output layout. If the tags in a PDF do not represent the logical structure

of the document, the resulting layout is not necessarily optimal. When this option is selected, Acrobat removes the

existing tags and then adds new tags to the document before exporting it.

Include Comments Preserves PDF comments.

Include Images Includes images in the final output. The default image format is JPEG.

Output Format Specifies the image format. Select JPEG or PNG, and then select the color space and resolution

options.

Use Colorspace Specifies the color space. Choose Color or Grayscale, or let the color space be determined

automatically.

Change Resolution Downsamples images. If you do not select this option, images are created at the same resolution

as in the PDF.

Downsample To Specifies the resolution for downsampling images. Images are never upsampled.

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 Advanced > 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.

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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.

Reusing PDF content

Select and copy text

The Select tool lets you select horizontal and vertical text or columns of text in a PDF. You can use the Copy and

Paste commands to copy the selected text into another application. Note the following:

•If you’re unable to select text, the text may be part of an image. In Acrobat, to export image text to text that can be

selected, choose Document > OCR Text Recognition > Recognize Text Using OCR.

•If the Cut, Copy, and Paste commands are unavailable when you select text, the author of the PDF may have set

restrictions against copying text.

•If the text you copy uses a font that isn’t available on your system, the font will be substituted with a close match or

a default font.

Select text by dragging from an insertion point to an end point (left) or by dragging diagonally over text (right).

More Help topics

“Open secured PDFs” on page 212

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.

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.

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Note: If you choose any other page layout, all the text in the document is selected.

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.

Convert tables to spreadsheets

You convert tables to Excel by copying and pasting the content to a file.

1For scanned documents, choose Document > OCR Text Recognition > Recognize Text Using OCR. This command

converts the scanned images to text. The quality of your original scan affects how well you can copy and paste the

text.

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 > Single Page Continuous)

4Right-click the selection, and choose one of the following options:

Copy As Table Preserves formatting when you copy the table to Excel. In Excel, use the Paste Special command and

select XML Spreadsheet.

Save As Table Lets you paste the table to a new file.

Open Table In Spreadsheet Opens the table in a CSV-compliant application, such as Excel.

To copy a table in RTF, drag the selected table into an open document in the target application.

Copy images

Use the Select tool to copy and paste individual images from a PDF to the clipboard (Windows only), to another

application, or to a file.

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.

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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 128

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 Tools > Select & Zoom.

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.

You can save all the images from a PDF. See “Export images to another format” on page 128. 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 view and reply to the comments of other

reviewers.

From Adobe® Acrobat® 9 Standard, you can create your own user account on Acrobat.com. Use Acrobat.com to

upload and share most document types, and to share PDFs or your desktop in online meetings. The Acrobat.com

services are available directly from Acrobat.

Note: Acrobat.com is not available in all languages.

File sharing and real-time collaboration

Upload documents to Acrobat.com

You can upload many file types to Acrobat.com, not just PDF files.

1Choose File > Collaborate > Upload Documents To Acrobat.com.

2If prompted, enter your Adobe ID and password, or create an ID if you don’t have one.

3Click Upload More Files to add additional files.

4Click Upload.

Share documents with others

You can share many file types on Acrobat.com, not just PDF files.

1Choose File > Collaborate > Share Documents On Acrobat.com.

2If prompted, enter your Adobe ID and password, or create an ID if you don’t have one.

3As needed, click Share More Files to add additional files.

4On the email screen, do the following, and then click Send:

•Enter email addresses of your invitees. Click the To or Cc buttons to select email addresses from your email

application address book. Insert a semicolon or a return between each address.

•Preview and edit the email subject and message as needed. Your custom message is saved and appears the next time

you share a document. To use the default email message, click Reset Default Message.

•Choose an option from the Access Level menu to specify who can download the file.

Acrobat uploads the files and emails your recipients with a link to the files.

Create and edit a collaborative document

Use Adobe Buzzword to create documents and edit them simultaneously with others. With Buzzword, you can create a

document from virtually any computer on the web, share it with colleagues, and review and revise it as a team. Buzzword

runs from Adobe secure servers, and your documents are stored there, so they are always available on the web.

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Note: Buzzword is not available in all languages.

1Choose File > Collaborate > Create Buzzword Document.

2If prompted, enter your Adobe ID and password, or create an ID if you don’t have one.

3Choose Document > New.

Once you create a document, you can invite others to collaborate, either as coauthors, reviewers, or readers. For more

information, in Buzzword, choose Help > Buzzword Help.

Collaborate with others in a PDF

Use Collaborate Live to review a PDF with one or more remote users in an online session. In a Collaborate Live session,

the participants view a document with a live chat window. When sharing pages, the document page and magnification

is shared with all participants, so that everyone sees the same part of a document.

Acrobat 9 is required to initiate a Collaborate Live session. Acrobat 9 or Adobe Reader® 9 is required to participate in

a Collaborate Live session.

For a video on live collaboration, see www.adobe.com/go/lrvid4202_a9.

Initiate a Collaborate Live session

1Choose File > Collaborate > Send & 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 between each address. Click the To or Cc

buttons to select email addresses from your email application address book.

•Preview and edit the email subject and message as needed. To use the default email message, click Reset Default

Message.

•To conduct the collaboration session on Acrobat.com, select Store File On Acrobat.com And Send A Link To

Recipients. To send the file as an attachment to the recipients, leave this option unchecked.

•If you are conducting the collaboration session on Acrobat.com, choose an option from the Access Level menu to

specify who can download the file.

The Collaborate Live navigation pane opens in the document. Once at least one participant joins the session, you can

share pages and chat online.

Participate in a Collaborate Live session

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.

Collaborate in online meetings

Adobe ConnectNow is a personal web-conference tool that you can use to conduct real-time meetings on your

desktop. Attendees join the meeting by logging in to a web-based meeting space from their own computers. In a

ConnectNow online meeting, you can share your desktop, use live chat, share online whiteboards, and use many other

collaboration features.

Note: Adobe ConnectNow is not available in all languages.

Start a meeting

1Choose File > Collaborate > Share My Screen.

2If prompted, enter your Adobe ID and password, or create an ID if you don’t have one.

Once you are in your meeting room, you can invite participants. When other attendees have joined your meeting

room, you can share your computer screen, chat with attendees, take notes, and use other meeting features. For more

information, in the meeting room, choose Help > Adobe ConnectNow Help.

Attend a meeting

1Click the meeting URL in the email invitation, or type the Meeting URL in the address box of a browser.

2Type your Adobe ID and password, or log in as a guest.

Once you are in the meeting room, you can chat with attendees, take notes, and use many other meeting features. For

more information, in the meeting room, choose Help > Adobe ConnectNow Help.

Acrobat.com preferences

To change your Acrobat.com account settings, open the Preferences dialog box, and under Categories, select

Acrobat.com.

Email Address, Password Specifies your Adobe ID and password. To save your Adobe ID and password in the

preferences, click Remember Me.

Manage Account Click to view and manage your account settings.

Change Password Click to clear your currently saved password and specify a new one.

Always Connect When Opening Documents Enabled For Live Collaboration If this option and the Remember Me

option are both selected, you are connected automatically when you open a PDF enabled for live collaboration. If this

option is unselected, you are prompted to sign in when you open a document enabled for live collaboration.

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Copy Me When I Send An Email Invitation Using Acrobat.com When selected, sends you a copy of your initiating email

for shared documents, Collaborate Live sessions, shared reviews, and form distributions.

Preparing for a PDF review

About managed PDF reviews

In a managed review, you use a wizard to set up your review, specify the document location, and invite participants.

You don’t have to import comments, enable commenting for Reader users, or manually track reviewer responses.

Note: Acrobat Pro or Acrobat Pro Extended is required to enable commenting for Reader users in managed reviews.

Acrobat includes two types of managed reviews: shared and email-based reviews. Each type of review has a wizard that

helps you distribute a PDF with special tools and instructions to reviewers.

The Tracker tracks all managed reviews. Tracker provides access to the PDF file and information about the review and

its participants. Review initiators can change review deadlines, add reviewers, and end reviews from Tracker. Tracker

lets participants know when new comments are available, when deadlines are changed, and when reviewers are added,

even when Acrobat is closed. It also provides information about server error states.

Note: Managed reviews cannot be conducted for PDF Portfolios.

Shared reviews

Shared reviews are the most collaborative form of review because participants can read and reply to the comments of

other participants. Comments from participants are stored in a repository on Acrobat.com or on an internal server.

Acrobat synchronizes comments at regular intervals to download all the latest changes. Reviewers are notified of new

comments as they are added, and can see and reply to comments made by other reviewers.

In a shared review, recipients can easily join the review, share their comments, track their reviews, and get regular updates.

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Note: Acrobat 9 is required to initiate shared reviews on Acrobat.com. Acrobat 9 or Reader 9 is required to participate in

shared reviews on Acrobat.com. For shared reviews that are not on Acrobat.com, Acrobat 8 or higher, or Reader 8 or

higher is required to view other reviewer comments. Reviewers using earlier versions of Acrobat must send their comments

in email.

Email-based reviews

Email-based reviews are ideal when reviewers either don’t have access to a common server or don’t require a

collaborative approach to reviewing documents.

In an email-based review, the initiator sends a PDF to reviewers as an email attachment. Reviewers add their comments

and return the document by using the Send Comments button in the Comment & Markup toolbar or the document

message bar. When receiving these comments, the initiator can merge them into their copy of the PDF.

The primary limitation to email-based reviews is that participants can’t view other comments during the review.

Initiators can view comments only after receiving them.

Note: Acrobat 6.0 or later or Reader 7.0 or later is required to participate in an email-based review.

In an email-based review, participants send their comments to the initiator, who merges the comments into the master copy of the PDF.

Choosing a distribution option for reviews and forms

Acrobat provides several distribution options in the Send For Shared Review and Distribute Form wizard. When

choosing an option, consider the security needs for the distributed file, what servers or websites your recipients can

use to download the file, and how you want to receive comments or form data.

Acrobat.com

Acrobat.com is a free, secure web service that works with Acrobat. Participants download a file from Acrobat.com, and

add comments or forms data using Acrobat. When finished, participants publish comments or submit secure form

responses to Acrobat.com. Form responses are also stored on your hard drive as they are returned. When using

Acrobat.com, you can also allow reviewers or form submitters to open and share the PDF in a live chat session.

For an alternate workflow where initiators host documents on Acrobat.com, but recipients use email attachments, try

Patti Sokol’s Acrobat.com for comment/review and forms distribution.

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Internal server

You can use your own internal server location if your recipients work behind a firewall and all have access to a common

server. The server can be a network folder, Microsoft SharePoint workspace (Windows only), or a web server folder.

You can include a link to your distributed PDF or send it as an attachment in an email message. For reviews, published

comments are uploaded to the server. For forms, responses are stored on your hard drive as they are returned.

Note: Web server folders are not available for form distribution.

When you specify your own server, the wizard prompts you to save a profile with the server location and the

distribution options you chose. The next time you distribute a PDF, the saved profile is available as an option in the

wizard.

The Distribute Forms wizard has an option for sending a form as an email attachment. You can send the form using

your own email client, or use the wizard to create an email message in which the form file is attached. Once your

recipients fill out and submit the form, the responses are returned to your mailbox. Each response is copied into a PDF

Portfolio responses file, which you can organize and export to a spreadsheet.

The email attachment option is not available in the Send For Shared Review wizard. To start the wizard for an email-

based review, choose Comments > Attach For Email Review.

Select an email application for reviews

You need an email application and a mail server connection for email-based reviews and to send comments. Acrobat

supports most email applications. If more than one email application is installed on your system, Acrobat might not

start the preferred application when it sends a PDF as an attachment. To specify which application starts, do one of the

following:

•(Windows) Double-click Internet Options in the Control Panel. In the Internet Properties dialog box, select the

Programs tab, and then select the preferred email application. Restart Acrobat for the changes to take effect.

•(Windows) Change the MAPI settings in your email application. Acrobat and Reader use the Messaging

Application Program Interface (MAPI) to communicate with your email application. Most email applications

come with MAPI settings to handle this communication. For more information on configuring your email

applications, see the email application’s Help.

•(Mac OS) In Mail, choose Mail > Preferences, select General, and then choose the preferred email application from

the Default Email Reader menu. Restart Acrobat for the changes to take effect. If your application isn’t listed,

choose Select from the menu and browse to the location. If you select an application that isn’t listed in the Default

Email Reader menu, Acrobat may not support it.

Specify a server

If you distribute a PDF using your own server location, you can specify a network folder, a Windows server running

Microsoft SharePoint Services, or a web server folder. Participants must have read and write access to the server you

specify. Ask your network administrator to provide a suitable server location for storing comments. No additional

software is required to set up a server.

Note: Web server folders are not available for form distribution.

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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. All participants

must have read and write access to the Document Library folder within the specified workspace. WebDAV servers

(web servers that use the WebDAV protocol) are best used only if you have reviewers that are outside a firewall or local

area network.

Starting a review

Start a shared review

The shared PDF that you send includes the Comment & Markup toolbar and instructions in the document message bar.

1Choose Comments > Send For Shared Review.

You can also start a shared review directly from other applications that use PDFMaker, such as Microsoft Word.

Choose Adobe PDF > Convert To Adobe PDF And Send For Review. For Office 2007 applications, choose Acrobat >

Create And Send For Review.

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 136.) Then follow the on-screen instructions.

4On the email screen, specify the following settings as needed:

Delivery Method Click to specify a different delivery and collection method than what is currently selected.

To, Cc Enter the email addresses of your reviewers. Insert a semicolon or a return between each address. Click the To

or Cc button to select email addresses from your email application address book.

Subject, Message Preview and edit the email subject and message as needed. Any changes you make are saved and

appear the next time you send a document for review. To use the default email message, click Reset Default Message.

Access Level (Acrobat.com only) Specifies who can download the file from Acrobat.com. You can limit access to only

the recipients of your email, or allow open access to anyone who knows the URL.

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.

A copy of the shared review file, named [original filename]_review.pdf, is created in the same folder as the original file

you specified for the review.

For a video on starting a shared review, see www.adobe.com/go/lrvid4202_a9.

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More Help topics

“Save the PDF with comments” on page 144

“Acrobat.com preferences” on page 134

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 137.)

1Choose Comments > Attach 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 so that they’re in one

location.

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: If you didn’t initiate the review and you receive comments that you want to forward to the initiator, merge these

comments into your copy of the PDF and then send them (see “Send comments in email” on page 142). If you’ve already

sent your comments, the initiator will receive 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, you may receive a Forms Data Format (FDF) attachment. When opened, an

FDF file configures your review settings and opens the PDF in Acrobat.

PDFs in a review have special features, including commenting tools and a document message bar with instructions.

Use the commenting tools to add comments to the PDF and then submit them, either by publishing comments to a

comment server where others can see them, or by sending comments as an email attachment to the review initiator.

Note: If you receive a PDF that doesn’t include special features, add your comments using tools from the Comment &

Markup toolbar, save the PDF, and then send it back. (See “Commenting and markup tools overview” on page 146.)

To review the PDF later, reopen it from the Tracker to ensure that your comments are added to the tracked copy of

the PDF, and that the initiator receives your comments. If you don’t send or publish your comments right away, save

the PDF before you close it to avoid losing your comments. Until the initiator receives your comments, they appear

only in your local copy of the PDF and aren’t visible to other reviewers.

If you review a PDF using Acrobat 8 or earlier, or Reader 8 or earlier, some features may not be available.

More Help topics

“Reply to comments” on page 161

“Rejoin a review” on page 142

“Save the PDF with comments” on page 144

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 & Markup toolbar. To delete a comment, select it and press

Delete. (You can delete only 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 doing one of the following:

•In Acrobat, choose Comments > Publish Comments or Send Comments To Review Initiator.

•In Reader, choose Document > Comments > Publish Comments or Send Comments To Review Initiator.

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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 that are available in the document message bar depend on how the initiator set up the review and whether

you can access the comment server. Similar options may also appear in the Comment & Markup toolbar.

For information about the different types of reviews, see “About managed PDF reviews” on page 135.

Check For New Comments Prompts Acrobat to synchronize comments between the comment server and the local

hard drive. If you don’t click this button, Acrobat checks for new comments every 10 minutes.

Merge Comments Copies the comments in the open PDF to your copy. This option is available only for PDFs you

receive from reviewers in email-based reviews.

Publish Comments Available only in shared reviews. Uploads your new comments to the comment server. This button

is disabled if the review has ended.

Save An Archive Copy Available only in shared reviews, when a review has ended. Saves a copy of the document with

review comments to your hard drive.

Send Comments Creates an email message addressed to the review initiator that contains the commented PDF as an

attachment. This option is always available for reviewers in email-based reviews. It appears in shared reviews if the

reviewer has chosen to work offline or if an attempt to connect to the comment server has failed.

Status An icon that displays the connected state of the comment server. The icon appears as the last attempt successful

icon , the last attempt unsuccessful icon , or the attempting to connect icon . If clicked, a menu with

additional options appears. Review Tracker opens the Tracker. Save As Archive Copy saves a copy of the PDF that is

no longer connected to the review. Work Offline lets you work in offline mode, where you can make comments but

cannot publish them until you switch back to online mode. To switch to online mode, click Reconnect To Server.

Check for newly published comments

When you participate in a shared review, published comments on your local hard drive are synchronized with the

comments on the server. You are notified when new comments are available. Because synchronization continues after

the PDF is closed, you’ll continue to receive notifications.

Messages in the notification area inform you when new reviewers join the review, when updates occur (multiple

reviews), when deadlines change, and when synchronization attempts fail. They also inform you when a new broadcast

subscription is added in the Tracker. You can change how often messages appear and how often comments are

synchronized, and you can manually trigger the synchronization process.

To view new comments in a shared review, you must have access to Acrobat.com or be able to connect to the network

where the comment server is located. If you can’t connect, check the server status in the Tracker to determine the cause

of the problem.

❖Do one of the following:

•In Acrobat, choose Comments > Check For New Comments.

•In Reader, choose Document > Comments > Check For New Comments.

•Click the Check For New Comments button in the document message bar.

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Send comments in email

If you review a PDF offline or outside of a firewall, or if you lose your connection to the comment server, you may need

to send your comments in an email message.

1Choose File > Attach To Email.

2Enter the address for the initiator, and click Send.

Note: If the PDF exceeds the 5 MB file-size limit, you’re prompted to send your comments in a smaller Forms Data Format

(FDF) file, which the initiator can import. To adjust the limit, open the Preferences dialog box, select Reviewing, and then

enter the new value for Send Comments As FDF For Files Greater Than [#] MB.

Publish comments from other reviewers

When you participate in a review, you may receive comments from other reviewers. If a reviewer can’t access the

comment server, they may send you their comments. If you solicited feedback from individuals who weren’t initially

invited to the review, they may return a copy of the review PDF to you with their comments. By taking ownership of

the comments, you can share them with everyone in the review.

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.”

•Click Yes when asked if you want to merge comments, or click Merge Comments in the document message bar and

then click Send Comments. Add email addresses for other reviewers, as needed, and then click Send.

•In Acrobat, open a copy of the PDF, choose Comments > Import Comments, and select a file with comments from

reviewers. Add email addresses for other reviewers, as needed, and then click Send.

•In Reader, open a copy of the PDF, choose Document > Comments > Import Comments, and select a file with

comments from reviewers. Add email addresses for other reviewers, as needed, and then click Send.

Only new or edited comments are published or sent.

Rejoin a review

Use the Tracker to reopen PDFs in an active review. If you received a PDF attachment with an email message and

didn’t save it the first time you opened it, reopen the PDF from your email application. Only PDFs that you’ve saved

appear in the Tracker.

1Do one of the following:

•In Acrobat, choose Comments > Track Reviews.

•In Reader, choose View > Tracker.

2In the Tracker, double-click the PDF.

3Add new comments or edit existing comments. If you need to delete a comment, select it, and press Delete. (You

can delete only comments that you made.)

Deleted comments are removed from the online PDF the next time comments are synchronized. If you delete

comments that you sent in an earlier email message, they aren’t deleted in the initiator’s document.

4Submit your new comments by doing one of the following:

•Click Publish Comments in the document message bar.

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•Click Send Comments or Send And Receive Comments in the Comment & Markup toolbar.

Only new or edited comments are published or sent.

More Help topics

“Save the PDF with comments” on page 144

Tracking and managing PDF reviews

Tracker overview

Use the Tracker to manage document reviews and distributed forms, view the status of review and form servers, and

manage web broadcast subscriptions (known as RSS feeds). To open the Tracker from Acrobat, choose Comments >

Track Reviews. To open the Tracker from Reader, choose View > Tracker.

Use the Tracker to manage reviews, forms, and web broadcast subscriptions (RSS feeds). Left panel has links to review files, forms, server status

messages, and RSS feeds. Right panel shows details for item selected in left panel.

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 202.

Server Status

The Server Status shows the state of all servers being used for reviews and distributed forms. The check mark icon

next to the server name indicates that the last synchronization attempt was successful. The warning icon indicates

that the last synchronization attempt was unsuccessful. The warning icon indicates that the server is disconnected

from the network, has problems writing data to the disk, or has some other problem. Contact your network

administrator for assistance.

RSS

You can use the Tracker to subscribe to web content that uses the RSS (Really Simple Syndication) format, such as news

feeds and music channels. RSS format is compatible with XML and RDF formats.

Track reviewed PDFs

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

You can save a copy of the review PDF that contains all the comments that reviewers have published or that you’ve

imported (merged).

If the PDF is in a shared review, you can save an archive copy. The copy is no longer connected to the shared review,

and you can edit both content and comments in it.

If you want to create a copy of a shared PDF to distribute to others, use the Save As command. The resulting file will

include all comments that were published up to that point, and it can be moved, copied, or renamed without affecting

its connection to the review or to the comment server.

❖To save a copy of a review PDF with all the comments, open the file, and then do one of the following:

•For a shared review, choose File > Save As Archive Copy, or click the Status button in the document message bar

and choose Save As Archive Copy.

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•For an email-based review, choose File > Save As to save a new copy of the PDF. This most recently saved version

is now the tracked PDF. The old version is the archive copy.

Invite additional reviewers

If you’re the review initiator, you can invite others to participate in the review. If you’re a reviewer and want other

people to participate, ask the review initiator to invite them. That way, the initiator can automatically track all

participants and receive notification when their comments are received.

1In the Tracker, select the PDF, and then click Add Reviewers on the right.

2Specify the email addresses of the reviewers to be added, change the message as needed, and then send the message.

Additional reviewers appear with other participants in the right pane of the Tracker.

Add or change a deadline

A review initiator can add or change a deadline in an existing review.

1In the Tracker, select the PDF, and do one of the following:

•If the review has no deadline, click Add Deadline.

•If the review has a deadline, click Change Deadline.

2Click Review Deadline, change the deadline as needed, and click OK.

3Change the email recipients, subject, and message as needed, and then click Send.

End a review

A review initiator can end an existing review. Once a review has ended, participants cannot publish comments to the

server. You can change the review deadline later if you want to restart the review.

❖In the Tracker, select the PDF and click End Review.

Start a shared review with the same reviewers from an existing review

1In the Tracker, select a PDF and click Start New Review With Same Reviewers.

2Follow the steps for starting a shared review.

More Help topics

“Start a shared review” on page 138

Send a message

During a review, you may want to contact other reviewers or send them a reminder of their approaching deadline.

1In the Tracker, select the PDF, and click Email All Reviewers.

2In the email message, make changes as needed to the To and Subject boxes or in the body of the email message, and

then click Send.

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Update your profile

Your comments identify you as the author by displaying your name—the name you provided when you joined or

started a review, or your system login. You can change the author name and other profile information at any time. If

you do, your updated profile appears only in new comments; existing comments aren’t affected.

Update your review profile

1In the Preferences dialog box under Categories, select Commenting.

2Deselect Always Use Log-In Name For Author Name.

3Select Identity from the list on the left.

4Edit your profile, making sure to include the email address that you’ll use for reviews. Click OK.

Update your profile for a shared review

1In the Preferences dialog box under Categories, select Identity.

2Edit your profile, making sure to include a valid email address, and click OK.

Subscribe to web broadcast services

1Click the RSS button on the left side of the Tracker.

Note: If the RSS button doesn’t appear in Tracker, open the Preferences dialog box in Acrobat and select Tracker. Select

Enable RSS Feeds In Tracker, and click OK. Then close and reopen Tracker.

2Click Subscribe To RSS Feed, and then enter a web address in the URL box.

Tracker preferences

To specify settings for Tracker, in the Preferences dialog box under Categories, select Tracker.

Automatically Check For New Comments And Form Data Specifies how often comments are synchronized. To disable

automatic synchronization, move the slider to the far right until the value Never appears.

Suspend The Check For New Comments And Form Data Specifies how long after review or form inactivity to stop

checking for comments or new form data.

Remove Custom Server Locations To remove a server profile, select it from the list and click Remove Server Profile.

Notifications Specifies where Tracker notifications appear.

Enable RSS Feeds In Tracker When selected, an RSS category appears on the left side of the Tracker, and you can

subscribe to RSS feeds from within the Tracker.

Commenting

Commenting and markup tools overview

Note: In Reader, commenting tools are available only in PDFs that have commenting enabled. PDFs in a review workflow

typically include commenting rights.

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You use commenting and markup tools (View > Toolbars > Comment & Markup) to add comments. Comments are

notes and drawings that communicate ideas or provide feedback for PDFs. You can type a text message using the Sticky

Note tool, or you can use a drawing tool to add a line, circle, or other shape and then type a message in the associated

pop-up note. Text-editing tools let you add editing marks to indicate changes you want in the source document. Most

commenting and markup tools don’t appear in the toolbar until you add them.

Note: If you open a PDF in a browser for a shared review that has ended, the commenting tools are unavailable.

Most comments include two parts: the icon, or markup, that appears on the page, and the text message that appears in

a pop-up note when you click or double-click the icon or place the pointer over the icon.

After you add a comment, it stays selected until you click elsewhere on the page. A selected comment is highlighted by

a blue halo to help you find the markup on the page. A wireframe with selection handles appears so you can adjust the

size and shape.

Comment & Markup toolbar

A. Sticky Note tool B. Text Edits tool C. Stamp tool and menu D. Highlight Text tool E. Callout tool F. Text Box tool G. Cloud tool H. Arrow

tool I. Line tool J. Rectangle tool K. Oval tool L. Pencil tool M. Show menu

Types of comments in a PDF

A. Stamp B. Text edit C. Comment rollover (tool tip) D. Sticky note

For more information about using Acrobat commenting tools, see these resources:

•Commenting tools: www.layersmagazine.com/acrobat-comments.html

•Collaboration and Commenting forum: acrobatusers.com/forums/aucbb/

•Video on using commenting tools: www.adobe.com/go/lrvid4202_a9

•Annotating a PDF File: www.uwec.edu/Help/acrobat8.htm

A B C D E F G H I J K L M

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More Help topics

“Show and hide toolbar elements” on page 24

“Comment on 3D designs” on page 324

Show the Comment & Markup toolbar

The Comment & Markup toolbar doesn’t appear by default, except when you open a PDF in a managed review

workflow.

❖Choose View > Toolbars > Comment & Markup.

To add or remove tools for this toolbar, choose Tools > Customize Toolbars.

Select a commenting or markup tool

❖Choose Tools > Comment & Markup > [tool].

Note: After you make an initial comment, the tool changes back to the Select tool so that you can move, resize, or edit

your comment. (The Pencil, Highlight Text, and Line tools stay selected.)

Keep a commenting tool selected

You can add multiple comments without reselecting the tool.

1Select the tool you want to use (but don’t use it yet).

2Choose View > Toolbars > Properties Bar.

3Select Keep Tool Selected.

Commenting preferences

Commenting preferences affect both the appearance of and the way you view comments and markups in PDFs.

Note: Because comments can be placed anywhere within the document frame, you may need to scroll or zoom out to see

comments that are located off the page.

In the Preferences dialog box under Categories, select Commenting.

Font, Font Size In Windows, you can determine the font and the size of text in pop-up notes. In Mac OS, you can select

only Large, Medium, or Small settings for the font. This setting applies to all new and existing comments.

Pop-up Opacity Determines the opacity of comment pop-up notes in values from 1-100. When a pop-up note is open

but not selected, an opacity value of 100 makes the note opaque, while lower values make it more transparent.

Enable Text Indicators And Tooltips Shows a tool tip containing the author name, comment status, and two lines of

the text when you place the pointer over a comment that includes a pop-up note. Selected by default.

Print Notes And Pop-ups Specifies that pop-up notes associated with comments, and icons for note, audio, and file

attachments, print exactly as they appear on the page.

Instead of selecting this option, you can print comment text in various layouts by choosing File > Print, and clicking

Summarize Comments.

Show Lines Connecting Comment Markups To Their Pop-ups On Mouse Rollover When you place the pointer over a

comment markup (such as a highlight or a note icon), the shaded connector line between the comment and the open

pop-up note appears. Selected by default.

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Ensure That Pop-ups Are Visible As The Document Is Scrolled As you scroll a PDF, the pop-up notes on a given page

shift to stay in view within the document pane. Selected by default.

Automatically Open Comment Pop-ups For Comments Other Than Notes A pop-up note appears when you create a

new comment using a drawing tool, the Stamp tool, or the Pencil tool.

Hide Comment Pop-ups When Comments List Is Open Helps reduce screen clutter when a page includes many

comments. Selected by default.

Automatically Open Pop-ups On Mouse Rollover When you place the pointer over a comment of any type, including

drawing markups and stamps, the pop-up note opens.

Always Use Log-in Name For Author Name Determines which name appears in the pop-up note you create. If this

option is selected, the Login Name in the Identity panel of the Preferences dialog box is used. If this option isn’t

selected, the default name you specify for Author in a comment properties dialog box is used. Selected by default.

Create New Pop-ups Aligned To The Edge Of The Document Aligns pop-up notes with the right side of the document

window, regardless of where the comment markup (such as a note icon or highlighting comment) is added. If this

option is deselected, the pop-up note appears next to the comment markup. Selected by default.

Copy Encircled Text Into Drawing Comment Pop-Ups Copies text that you circle using the drawing tools in the pop-up

note associated with the drawing markup.

Copy Selected Text Into Highlight, Cross-Out, And Underline Comment Pop-ups Copies selected text to the pop-up

note associated with text editing comments, such as those created by the Highlight Text tool.

Change the look of your comments

Note: In Reader, commenting tools are available only in PDFs that have commenting enabled. PDFs in a review workflow

typically include commenting rights.

You can change the color and appearance of comments or markups before or after you create them. You can set the

new look as the default appearance for that tool.

Note: To change how your name appears in comments, open the Preferences dialog box, select Commenting, and then

deselect Always Use Log-in Name For Author Name. This option isn’t available in Reader.

Properties toolbar

A. With note icon selected B. With pop-up text selected

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Change a comment’s look and set it as the default

1After you create a comment, choose Properties from the Options menu of the pop-up note.

2In the Properties dialog box, do any of the following, and then click Close:

•Click the Appearance tab to change such options as the color and type of icon used. The type of comment selected

determines which options are available.

•Click the General tab to change the name of the author and subject of the comment.

•Click the Review History tab to see the history of changes people have made to the status of a comment during a

review.

•Select Locked at the bottom of the Properties dialog box to prevent the comment from being edited or deleted.

•Select Make Properties Default at the bottom of the Properties dialog box to apply these properties to all subsequent

comments of this type.

Set the default look for a tool

1In the Comment & Markup toolbar, right-click the tool you want to use, and choose Tool Default Properties.

Note: If the tool you want doesn’t appear in the Comment & Markup toolbar, right-click the toolbar, and select the tool.

2Set the properties as desired, and click OK.

All comments you create using this tool will display the properties you set. Existing comments aren’t affected, nor is

the appearance of text in pop-up notes.

Add a sticky note

Note: In Reader, commenting tools are available only in PDFs that have commenting enabled. PDFs in a review workflow

typically include commenting rights.

The most common type of comment is the sticky note. A sticky note has a note icon that appears on the page and a

pop-up note for your text message. You can add a sticky note anywhere on the page or in the document area.

Use the Sticky Note tool to add a text message in a pop-up note.

A. Comment & Markup toolbar B. Sticky Note tool C. Close button D. Options menu E. Text message

Add a sticky note comment

1Do one of the following:

•In Acrobat, choose Comments > Add Sticky Note.

•In Reader, choose Document > Comments > Add Sticky Note.

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•Select the Sticky Note tool in the Comment & Markup toolbar, and either click where you want to place the

note, or drag to create a custom-sized note.

2Type text in the pop-up note. You can also use the Select tool to copy and paste text from a PDF into the note.

Note: If you close the pop-up note, your text remains.

Edit a sticky note comment

1Click or double-click the note icon.

2Make changes, as needed:

•To resize the pop-up note, drag the lower-left or lower-right corner.

•To change the text formatting, choose View > Toolbars > Properties Bar, select the text, and then select the property

you want in the toolbar.

Use the Commenting panel in the Preferences dialog box to change the font size, default pop-up behavior, and other

settings for creating and viewing comments. The Commenting panel isn’t available in Reader.

When you’re finished, click the minimize button in the upper-right corner of the pop-up note, or click outside the pop-

up note.

Delete a sticky note

1Select the Sticky Note tool , the Hand tool , or the Select tool .

2 Select the note icon, and press Delete.

Alternatively, double-click the note icon and choose Delete from the Options menu of the pop-up note.

Mark up text with edits

Note: In Reader, commenting tools are available only in PDFs that have commenting enabled. PDFs in a review workflow

typically include commenting rights.

You can use text edit comments in a PDF to indicate where text should be edited in the source file. Text edit comments

do not change the actual text in the PDF. Instead, they indicate which text should be deleted, inserted, or replaced in

the source file from which the PDF was created.

You can use the Select tool or the Text Edits tool to add most types of text edits. Select text with the Select tool or Text

Edits tool, then right-click to open a menu of text editing options.

In Acrobat for Windows, you can export text edits directly to the Microsoft Word document that the PDF is based on

to revise the source document. To use this feature, you must use PDFMaker in Word to create the PDF. Before you

export your text edits, make sure that insertion comments use the exact text, including spaces and paragraph returns,

that you want to add. If you add extra instructional words (such as “Add the following:”), these words will have to be

deleted manually from the Word document.

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Replace Text option

A. Selected text is struck out. B. New text is added to a linked pop-up note.

More Help topics

“Export comments to Word (Windows)” on page 165

Replace text

1Use the Select tool, or select the Text Edits tool from the Comment & Markup toolbar.

2Select the text.

3Right-click and choose Replace Text, and then do one of the following:

•Type the text to be inserted or added. This text appears in a pop-up note. Any selected text is crossed out. The

insertion caret

appears.

•To indicate that a new paragraph should be added, close the pop-up note without adding text. The paragraph

insertion caret

appears.

Add a note to a text edit

1Using the Select tool or the Text Edits tool from the Comment & Markup toolbar, right-click a text edit.

2Select Open Pop-Up Note from the menu.

3Type your note in the pop-up note.

Show inserted text

1Select the Text Edits tool from the Comment & Markup toolbar.

2Click between the words or characters where you want to insert text.

3Do any of the following:

•Type the text you want to insert.

•To indicate that a new paragraph should be added, press Enter, and then close the pop-up note without adding text.

The paragraph insertion caret

appears.

•To indicate that a space should be added, press the spacebar, and then close the pop-up note without adding text.

The space insertion caret

appears.

You can also indicate text edits by using the Select tool to select text, right-click the selected text, and then choose

Replace Text (Comment).

Delete inserted text

1In the Comment & Markup toolbar, choose the Text Edits tool .

A B

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2Select the text, and then press Backspace or Delete, or right-click and choose Cross Out Text from the menu.

Delete text markups

If markup comments are stacked, delete the comments in the Comments list: Click the Comments button in the

navigation pane to open the Comments list, select the comment, and press Delete.

❖Select the markup and press Delete.

Highlight, cross out, or underline text

Note: In Reader, commenting tools are available only in PDFs that have commenting enabled. PDFs in a review workflow

typically include commenting rights.

You can use the Highlight Text tool, Cross-Out Text tool, and the Underline Text tool to add comments by themselves

or in conjunction with notes. The Cross-Out Text tool and the Underline Text tool don’t appear in the Comment &

Markup toolbar, by default.

You can add a highlight with a note or you can cross out text by selecting the text using the Select tool or Text Edits

tool, right-clicking, and then choosing that option from the menu that appears. However, if you’re marking up a lot of

text, the specialized tools are faster and easier to use.

1Choose Tools > Comment & Markups, and select the Highlight Text tool , the Cross Out Text tool , or the

Underline Text tool .

Note: If you want to apply more than one comment using the Cross-Out Text tool or the Underline Text tool, choose

View

> Toolbars > Properties Bar, and select Keep Tool Selected in the Properties toolbar after you select the tool. The

Highlight Text tool stays selected after you make the first comment.

2Drag from the beginning of the text you want to mark up. Ctrl-drag to mark up a rectangular area of text. This is

especially useful when marking up text in a column.

3(Optional) To add a note, double-click the markup to add text in a pop-up note.

Stamp a document

Note: In Reader, commenting tools are available only in PDFs that have commenting enabled. PDFs in a review workflow

typically include commenting rights.

You apply a stamp to a PDF in much the same way you apply a rubber stamp to a paper document. You can choose

from a list of predefined stamps, or you can create your own stamps. Dynamic stamps obtain information from your

system and from the Identity panel of the Preferences dialog box, allowing you to indicate name, date, and time

information on the stamp.

The Stamp tool appears in the Comment & Markup toolbar, by default.

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Stamp tool categories

A. Dynamic stamp B. Sign Here stamp C. Standard Business stamp D. Custom stamp

Open the Stamps palette

❖Do one of the following:

•Choose Tools > Comment & Markup > Stamps > Show Stamps Palette.

•In the Comment & Markup toolbar, click the arrow next to the Stamp tool and choose Show Stamps Palette.

Apply a stamp

1Select a stamp by doing one of the following:

•Click the Stamp tool. The most recently used stamp is selected.

•In the Stamps Palette, choose a category from the menu, and then select a stamp.

2Click the document page where you want to place the stamp, or drag a rectangle to define the size and placement

of the stamp.

3If you haven’t provided a name in the Identity preferences, the Identity Setup dialog box prompts you to do so.

Change a stamp’s location or appearance

❖Using the Select tool or the Hand tool, do any of the following:

•To move a stamp, drag it to a new location.

•To resize a stamp, click it, and then drag a corner handle.

•To rotate a stamp, click it, move the pointer over the handle at the top of the stamp, and drag when the rotate stamp

icon

appears.

•To delete a stamp, right-click the stamp and choose Delete.

•To change the stamp’s opacity or the color of its pop-up note, right-click the stamp, and choose Properties. In the

Appearance tab, set the opacity or color.

Move a stamp to the favorites list

1Using the Select tool or the Hand tool, select a stamp markup on the page.

2In the Comment & Markup toolbar, click the Stamp tool and choose Favorites > Add Current Stamp To Favorites.

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Create a custom stamp

You can create custom stamps from a number of different formats, including (but not limited to) PDF, JPEG, bitmap,

Adobe® Illustrator® (AI), Adobe® Photoshop® (PSD), and Autodesk AutoCAD (DWT, DWG) files. In Reader, create

Custom stamp allows only PDF format.

Note: To add an image to a PDF one time only, simply paste the image into the document. Pasted images have the same

characteristics as other stamp comments; each includes a pop-up note and editable properties.

1Choose Tools > Comment & Markup > Stamps > Show Stamps Palette.

2Click Import, and select the file.

3If the file has more than one page, scroll to the page you want, and then click OK.

4Choose a category from the menu or type a new category name, name the custom stamp, and then click OK.

Change the name or category for a custom stamp

1Choose Tools > Comment & Markup > Stamps > Show Stamps Palette.

2Choose the stamp category, right-click the stamp, and choose Edit.

3Edit the category or name of the stamp, or replace the image, and then click OK.

Delete a custom stamp

You can delete only the custom stamps that you created, not the predefined stamps. When you delete a stamp, the

stamp is removed from the Stamp tool menu, but the stamp file isn’t deleted.

1Choose Tools > Comment & Markup > Stamps > Show Stamps Palette.

2Choose the stamp category from the menu, right-click the custom stamp, and choose Delete.

Delete a custom stamp category

1Choose Tools > Comment & Markup > Stamps > Manage Stamps.

2Select the category you want to delete, and then click Delete.

Note: Deleting all stamps in a custom stamp category deletes the custom stamp category.

Add a line, arrow, or shape

Note: In Reader, drawing tools are available only in PDFs that have commenting enabled. PDFs in a review workflow

typically include commenting rights.

When selecting a drawing tool, consider the effect you want.

1Choose Tools > Comment & Markup, and select a drawing tool:

•The Rectangle tool , the Oval tool , the Arrow tool , and the Line tool let you create simple shapes.

•The Cloud tool and Polygon tool create closed shapes with multiple segments. The Polygon Line tool

creates open shapes with multiple segments.

•The Pencil tool creates free-form drawings, and the Pencil Eraser tool removes the pencil markups.

To specify the line width, color, and other properties before you draw, right-click the drawing tool, choose Properties,

and set the desired options in the Properties dialog box.

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2Draw in the PDF:

•To create a cloud or polygon shape, click to create the start point, move the pointer, and click to create each

segment. To finish drawing the shape, click the start point, or right-click and choose Complete from the menu.

Double-click to end a polygon line.

•To draw a line, arrow, or rectangle, either drag across the area where you want the markup to appear, or click twice:

once to create the start point and once to create the end point.

•To draw a square or circle, or to draw a line that’s horizontal, vertical, or at a 45° angle, press Shift while you draw.

•To draw free-form lines using the Pencil tool , drag where you want to begin drawing. You can release the mouse

button, move the pointer to a new location, and continue drawing. To erase parts of the drawing, select the Pencil

Eraser tool

and drag across the areas of the drawing that you want to remove.

3To edit or resize the markup, select it and drag one of the handles to make your adjustments.

4To add a pop-up note to the markup, select the Hand tool, and double-click the markup.

5(Optional) Click the close button in the pop-up note. A note icon appears to the right of the markup to indicate the

presence of text in the pop-up note.

Note: To delete a drawing markup, select it and press Delete.

Group and ungroup markups

You can group two or more markups so that your comments function as a single comment. You might group markups

temporarily to move them to a new location or to modify their properties rather than editing each one individually.

Grouping also helps to distinguish your markups from other reviewers’ markups in a document review.

Note: You cannot group text edit markups.

Group markups

1Using the Select tool or the Hand tool, select a markup.

2Ctrl-click/Command-click to select the markups you want to group.

3Right-click within the selection, and choose Group.

Ungroup markups

❖Right-click the grouped selection, and choose Ungroup.

Add comments in a text box or callout

Note: In Reader, commenting tools are available only in PDFs that have commenting enabled. PDFs in a review workflow

typically include commenting rights.

You can use the Text Box tool to create a box that contains text. You can position it anywhere on the page and

adjust it to any size. A text box remains visible on the document page; it doesn’t close like a pop-up note.

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Another way to add a text box is simply to paste copied text into the PDF. Text font and size are based on the system

default settings.

Note: You can add comments to Japanese, Chinese, and Korean text with the Text Box tool, but you must have the Asian-

language resource files installed. Text boxes allow for horizontal text only.

You can use the Callout tool to create a callout text box. Callout text boxes are especially useful when you want to

single out—but not obscure—a particular area of a document. Callout text boxes have three parts: a text box, a knee

line, and an end-point line. You can resize each part by dragging a handle. The knee line can be resized in one direction

only; horizontal knee lines can be resized horizontally only; vertical knee lines can be resized vertically only. The text

box expands vertically as you type so that all text remains visible.

You can move the text box bar itself or together with the end-point line. The text box moves around a stationary anchor

point—the arrow on the end-point line—which is created when you first click in the PDF. You can modify the color

and appearance of the text box and add arrows or leaders to the end-point line.

Add a text box

1Choose Tools > Comment & Markup > Text Box Tool .

2Click in the PDF.

3Choose View > Toolbars > Properties Bar, and set the color, alignment, and font attributes for the text.

4Type the text.

Text wraps automatically when it reaches the right edge of the box.

5(Optional) To make further changes to the text box:

•Using the Select tool or the Text Box tool, click an edge of the text box to select it, and then drag a corner to resize

it. Use the Properties toolbar to change the border and fill options.

•Double-click the text box to edit the text or change the text attributes. Drag across text to select it, and then select

options from the Properties toolbar.

6To delete the text box, select it, and then press Delete.

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You can also paste a block of text by selecting and copying the text in any application, selecting the Hand tool in

Acrobat, and choosing Edit > Paste.

Add a callout

1Choose Tools > Comment & Markup > Callout tool .

2Click once to set the location of the end point, and click again to set the location of the text box.

3Choose View > Toolbars > Properties Bar, and select the color, alignment, and font attributes for the text.

4Type the text.

Text wraps automatically when it reaches the right edge of the box.

5(Optional) To make further changes to the text box:

•To resize the callout, select it and drag any of the handles that appear.

•To move the text box, click inside the box and drag it.

•To move the entire callout, click either the end-point line or an edge of the text box, and drag it.

•To change the color, opacity, or line characteristics, use the Select tool to right-click the callout, choose Properties,

and select the options you want.

Add an audio comment

Note: In Reader, commenting tools are available only in PDFs that have commenting enabled. PDFs in a review workflow

typically include commenting rights.

You can use the Record Audio Comment tool to add a prerecorded WAV or AIFF file as a comment or to record and

place an audio comment in a document. Audio attachments appear in the Comments list and can be played back on

any platform. However, the appropriate hardware and software for playing audio files must be installed.

The Record Audio Comment tool doesn’t appear in the Comment & Markup toolbar by default. However, you can

add it by choosing Tools

> Customize Toolbars.

More Help topics

“Change the look of your comments” on page 149

Add a prerecorded audio comment

1Choose Tools > Comment & Markup > Record Audio Comment and then click in the PDF where you want to place

the audio comment.

2Click Browse (Windows) or Choose (Mac OS), and select the audio file you want to add.

(Optional) To hear the audio comment, click the Play button . When you’re finished, click Stop and then click OK.

4Specify options in the Properties dialog box, and then click OK.

Record an audio comment

1Choose Tools > Comment & Markup > Record Audio Comment tool and then click in the PDF where you want

to place the audio comment.

2In the dialog box that appears, click the Record button and then speak into the microphone. When you’ve

finished recording, click the Stop button , and then click OK.

3Specify options in the Properties dialog box, and then click OK.

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Add comments in a file attachment

Note: In Reader, commenting tools are available only in PDFs that have commenting enabled. PDFs in a review workflow

typically include commenting rights.

Use the Attach A File As A Comment tool to embed a file at a selected location in a PDF, so that the reader can open

it for viewing. By adding attachments as a comment, you can reference longer documents that can’t easily be pasted

into a pop-up note or text box. If you move the PDF to a new location, the embedded file automatically goes with it.

To view an attachment, the reader must have an application installed that can open the attachment.

Important: Be sure to use the Attach A File As A Comment tool in the Comment & Markup toolbar when attaching files

for a document review. Document-level file attachments that you attach using the paper clip icon (Attach A File tool)

from the File toolbar aren’t tracked with other comments in a review workflow and may cause your attached comments

to be lost.

1Choose Tools > Comment & Markup > Attach A File As A Comment Tool .

2Click in the PDF where you want to place the attachment.

3Select the file that you want to attach, and then click Select. If you’re attaching a PDF, you can highlight areas of

interest in the file using comments.

4In the File Attachment Properties dialog box, select the settings for the file icon that appears in the PDF.

The comment attachment appears in the Attachments tab with a page number indicating its location.

Note: To delete the attachment, right-click the attached comment icon, and choose Delete.

Paste images as comments

Note: In Reader, commenting tools are available only in PDFs that have commenting enabled. PDFs in a review workflow

typically include commenting rights.

You can use the Paste Clipboard Image As Stamp tool to add images to a PDF. You can copy most image formats from

drawing and image-editing applications, such as Adobe Photoshop and Adobe Illustrator. If you want to add the image

to PDFs repeatedly, create a custom stamp of the image.

Note: The Paste Clipboard Image As Stamp tool isn’t available until you copy an image.

1Copy an image by doing one of the following:

•In Acrobat, choose Tools > Select & Zoom > Snapshot Tool , and select an image from a PDF.

•In another application, select an image and choose Edit > Copy.

2Open a PDF.

3Choose Tools > Comment & Markup > Stamps > Paste Clipboard Image As Stamp Tool.

4Click in the PDF where you want the image to appear.

5Do any of the following:

•To move the image, drag it.

•To resize the image, select it and then drag one of its handles. Press the Shift key when resizing the image to

maintain the original proportions.

•To change the image properties, right-click it and choose Properties.

•To delete the image, right-click it and choose Delete.

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More Help topics

“Copy images” on page 130

Managing comments

View comments

The Comments list displays all the comments in a PDF, and it provides a toolbar with common options, such as

sorting, filtering, deleting, and replying to comments.

The Comments button in the navigation pane opens the Comments list.

Open the Comments list

1Do one of the following:

•In Acrobat, choose Comments > Show Comments List.

•In Reader, choose Document > Comments > Show Comments List.

•Click the Comments button in the navigation pane.

2Using the options at the top of the Comments list, do any of the following:

•Expand or collapse the comments. Click Expand All or Collapse All in the Comments List toolbar. To expand or

collapse individual comments, click the plus and minus signs next to the comment.

•Browse through the comments. Click a comment in the list, or click the Next button or the Previous button

to go to the next or previous comment. (These buttons are unavailable if no comment is selected.) The page on

which the selected comment is located appears in the document pane, and the selected comment scrolls into view.

To go to the page where another comment is located, simply click the comment in the list.

Sort comments

You can sort comments in the Comments list by author, page, type, date, color, checked state, or status by person. In

a thread of replies, only the first message is sorted, and the reply messages are sorted in the same category as the first

message in the thread.

1Click the Comments button in the navigation pane.

2Choose an option from the Sort By menu in the Comments list.

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Show or hide comments

You can hide or show comments based on type, reviewer (author), status, or checked state. Hiding comments is also

called filtering. Filtering affects the appearance of comments in both the document window and the Comments list.

When you print or summarize comments, you can specify whether hidden comments are printed or summarized.

When you hide a note comment that has been replied to, all other replies in the thread are hidden as well.

Note: In an email-based review, hidden comments aren’t included when you send the comments to the initiator.

❖From the Show menu in the Comments list, do one of the following:

•To show all comments, choose Show All Comments.

•To hide all comments, choose Hide All Comments.

•To filter comments, choose the categories that you want to appear. For example, if you want only note comments

that you haven’t checked to appear, choose Show By Type

> Notes so that only the note comments appear, and then

choose Show By Checked State

> Unchecked so that only unchecked note comments appear.

•To reverse a filter, choose the All command for hidden categories. For example, if you filtered comments so that

only those by a certain reviewer appear, choose Show

> Show By Reviewer > All Reviewers.

Reply to comments

Note: In Reader, commenting features are available only in PDFs that have commenting enabled. PDFs in a review

workflow typically include commenting rights.

Replies to comments are especially useful in shared reviews, when participants can read each other’s comments. They

can also be used by review initiators to let reviewers know how their suggestions are being implemented. When one or

more reviewers reply to a comment, the set of replies is called a thread. All replies in a thread appear in the pop-up

note and in the Comments list. Replies are indented below the original comment. The number of replies that a

comment has received appears in a box when you place the pointer over the comment.

Replies appear directly below the comment, in the pop-up note and in the Comments list.

A. Reply heading B. Options menu C. Reply option in Options menu

Reply in the pop-up note

1Open the pop-up note for the comment.

ABC

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2Choose Reply from the Options menu.

3Type your reply in the box that appears.

Reply in the Comments list

1Click the Comments button in the navigation pane.

2Select a comment in the Comments list.

3Click the Reply button .

4Type your reply in the box that appears.

Delete a reply

If you delete a comment that’s been replied to, only the comment is deleted. Any replies remain in the PDF, but they

are no longer part of a thread. These replies may be difficult to view in the PDF because they are stacked. You may want

to view them in the Comments list.

❖In the pop-up note, right-click the reply and choose Delete This Reply.

Set a status or check mark

Note: In Reader, commenting features are available only in PDFs that have commenting enabled. PDFs in a review

workflow typically include commenting rights.

Statuses and check marks are useful for keeping track of comments that you’ve read or that require further action. In

Windows, you can use a status or a check mark to indicate which comments you want to export to a Word document.

By setting the review status, you can show or hide a group of comments and let review participants know how you are

going to handle the comment. Once the review status is set, you cannot remove the review status display from the

comment in the Comments list, even if you change the review status to None. Check marks are for your personal use

and do not appear when others view the PDF unless you change the status of comments.

Set a status

1Select the comment in the Comments list, click the Set Status button , and choose an option.

The review status appears in the comment along with the name of who set the review status. If another reviewer sets

the review status for that comment, both reviewers’ names and review statuses appear in the Comments list.

2To view a comment’s history of changes, right-click the note icon, markup, or title bar of a pop-up note, and then

choose Properties. Click the Review History tab.

Flag comments with a check mark

❖In the Comments list, click the check box next to a comment so that the check mark icon appears.

Print a comment summary

Summarizing comments is a convenient way to get a synopsis of all the comments associated with a PDF. When you

summarize comments, you can either create a new PDF with comments that you can print, or you can print the

summary directly. The summary is neither associated with nor linked to the PDF that the comments are derived from.

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Page layout options for comment summaries

A. Document and comments with connector lines on single page B. Document and comments with connector lines on separate pages

C. Comments only D. Document and comments with sequence numbers

By default, Acrobat prints PDFs with any stamps that were applied. For the greatest control over how comments are

printed, choose Comments

> Print With Comments Summary.

1Filter the comments to show only those you want in the summary. (In the Comments list, click the Show button

and choose the categories of comments you want to show.)

2For the greatest control over how comments are printed, choose Comments > Print With Comments Summary.

Alternatively, to create a separate PDF of the comments, choose Comments

> Summarize Comments.

3In the Summarize Options dialog box, do the following:

•Choose a layout for the document and comments. The layout determines available options.

•Choose how to sort the comments.

•Specify a page range and choose whether to include pages without comments.

•Select whether you want all comments to appear in the summary or only the comments that currently appear.

4Click Print Comment Summary or Create PDF Of Comments Summary.

Find a comment

Locate a comment in the Comments list by searching for a particular word or phrase.

1Click the Comments button in the navigation pane to display the Comments list.

2Click the Search Comments button in the Comments List toolbar.

3In the Search window, specify the word or phrase you want to search for, and then click Search Comments.

More Help topics

“Search features overview” on page 302

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Delete comments

You cannot delete other reviewers’ comments in a shared review, nor can you delete locked comments. If you add

comments to a PDF and then publish your comments, you can’t delete those comments.

To delete all of the comments in a PDF, use the Examine Document feature. The Examine Document feature isn’t

available in Reader.

More Help topics

“Examine a PDF for hidden content” on page 237

Delete a comment

❖Do one of the following:

•Select the comment and press Delete.

•In the Comments list, select the comments you want to delete, and then click the trash icon .

Note: Before pressing the Delete key, make sure that the comment is selected.

Unlock a comment

1Right-click the comment and choose Properties.

2Deselect Locked.

Spell-check all text in comments

You can spell-check the text you add in note comments and form fields. However, you cannot spell-check the text in

the underlying PDF.

1Choose Edit > Check Spelling > In Comments, Fields, & Editable Text. If the PDF is open in a browser, make sure

that the Edit toolbar is open, and click the Spell Check button

2Click Start.

3To change a word, do one of the following:

•Edit the selected word. To undo your change, click Undo Edit. To accept your change, click Change.

•Double-click a suggested correction.

•Select a suggested correction and then click Change. Click Change All to replace every instance of the unrecognized

word with the suggested correction.

Importing and exporting comments

Import Comments

Note: In Reader, commenting features are available only in PDFs that have commenting enabled. PDFs in a review

workflow typically include commenting rights.

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Comments can be imported from a PDF document. You can also import comments from a Forms Data Format (FDF)

file or an XFDF file, which is an XML-based FDF file. You cannot open and view FDF files or XFDF files on their own.

1In the document that you want to receive comments, do one of the following:

•In Acrobat, choose Comments > Import Comments.

•In Reader, choose Document > Comments > Import Comments.

2Choose All Files (*.*) from the menu. If you know the file format of the comments you want to import, choose it.

3Double-click the name of the document with the comments.

The comment positioning matches that of the file from which they were imported. If comments appear out of place,

the source and recipient PDF documents are likely different. For example, if you import comments from a ten-page

document to a two-page document, only comments from the first two pages appear.

Export comments

Note: In Reader, commenting features are available only in PDFs that have commenting enabled. PDFs in a review

workflow typically include commenting rights.

If you add comments to a PDF that isn’t part of a managed review, you may need to export your comments to send

them to someone, or you may need to import comments you receive. (PDFs in a managed review workflow include

special options that let you send or publish your comments, rather than export them.)

When you export comments, you create a Forms Data Format (FDF) file that contains only comments. Consequently,

FDF files are usually smaller than PDFs. You or another reviewer can then import the comments from the FDF file

into the original PDF.

Export comments to a data file

1In the PDF, do one of the following:

•In Acrobat, choose Comments > Export Comments To Data File.

•In Reader, choose Document > Comments > Export Comments To Data File.

2Name the file and choose Acrobat FDF Files (*.fdf) or Acrobat XFDF Files (*.xfdf) for the file type.

3Specify a location for the file, and then click Save.

Export selected comments

Note: Exporting selected comments isn’t available in Reader.

1In the Comments list, select the comments you want to export.

2From the options menu in the Comments list, choose Export Selected Comments.

3Name the file and choose Acrobat FDF Files (*.fdf) or Acrobat XFDF Files (*.xfdf) for the file type.

4Specify a location for the file, and then click Save.

Export comments to Word (Windows)

In some instances, reviewers make comments in a PDF that was created from a Microsoft Word document. You can

revise the original Word document by exporting these comments from the PDF. For example, text that has been

inserted, crossed out, or replaced using the text edit tools in the PDF can be deleted or transferred directly to the source

Word document. Formatting added to comments (for example, boldface text) is lost during this process and must be

added to the Word document manually.

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To revise a Word document using comments, you must create a tagged PDF from the Word document. Before you

transfer text edits from the PDF, remove any extra words or information and then merge them to one PDF (if you have

comments from multiple reviewers). If you plan to import comments more than once, you may want to make a copy

of the Word document before you import the comments or comments may not be imported correctly.

1Do one of the following:

•Choose Comments > Export Comments To Word.

•In Word, open the source document, and then choose Acrobat Comments > Import Comments From Acrobat. For

Word 2007, click Acrobat, and then choose Acrobat Comments

> Import Comments From Acrobat.

2Read the instructions, and click OK.

3In the Import Comments From Adobe Acrobat dialog box, select the PDF and Word files, select from the following

options, and click Continue:

All Comments Imports all comments.

All Comments With Checkmarks Imports only those comments marked with check marks.

Text Edits Only: Insertions, Deletions, And Replaces Imports only those comments that you’ve added using the text

edit commands in the Comment & Markup toolbar.

Apply Custom Filters To Comments Imports only comments that you specify by author, type, or status.

Turn Track Changes On Before Importing Comments Shows the changes made by the imported comments in Word.

4(Optional) If you imported text edits, click Integrate Text Edits in the Successful Import dialog box to review and

apply each edit individually. For each edit, select one of the following options:

Apply Makes the change in the document and deletes the comment bubble. If a comment appears to be empty, you

may want to integrate it to see if it’s a space or a paragraph return.

Discard Rejects the edit and deletes the comment bubble.

Next Skips to the next text edit. Text edits that are skipped or not integrated appear as bubbles in the Word document.

Apply All Remaining Integrates all remaining text edits and deletes the comment bubbles.

Undo Last Undoes the last text edit, including any manual changes.

5Delete comment bubbles that appear in the Word document:

•Right-click the comment bubble and choose Delete Comment.

•Choose Acrobat Comments > Delete All Comments In Document. For Word 2007, this option is on the Acrobat

ribbon.

Approval workflows

About approval workflows

In Acrobat (Traditional Chinese, Simplified Chinese, Japanese, and Korean only), you can send PDFs as email

attachments for others to approve. When participants open an approval request in Acrobat (all languages), they can

approve the PDF by adding a digital identity stamp. Then, they can send the PDF to other approvers, or return the PDF

to the initiator and other appropriate participants. The initiator can track progress by choosing to be notified each time

the PDF is approved. The workflow ends when the last participant adds the final approval. If a PDF isn’t approved, the

approval workflow must be reinitiated.

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Participate in an approval workflow

If you’re invited to participate in an approval workflow, you receive an email message that provides step-by-step

instructions for approving the attached PDF. When you open the PDF, the Stamps palette opens and the document

message bar appears at the top of the PDF. If your version of Acrobat is earlier than 7.0, you’re prompted to download

the latest version of Reader.

You can select any of the digital identity stamps in the Stamps palette to approve the document. A digital identity

stamp contains identity information that you provide, such as name, title, organization, and email address. You can

use an identity stamp in place of a signature. When you apply a stamp, it becomes part of the document page content.

You can delete your own stamp during the approval process; however, once the approval process is completed, your

stamp is locked. You can’t move or delete stamps from other participants.

You can also reject documents that don’t meet your standards.

In addition to adding digital stamps to a PDF, you can add other types of comments, including note comments, text

edits, custom stamps, and file attachments.

More Help topics

“Create a custom stamp” on page 155

“Commenting and markup tools overview” on page 146

“Select an email application for reviews” on page 137

Approve a PDF

1Open the PDF attachment in the approval invitation email message.

Note: If you haven’t added identity information to the stamp, you’re prompted to do so.

2Select a stamp from the Stamps palette. (To view all stamps, scroll or drag a corner to resize the window.)

3Click the document to apply your approval stamp.

Note: To delete a digital identity stamp that you’ve applied, select it and press Delete. If you select Print, Save A Copy, or

Email during the approval process, you can’t delete your stamp.

4Do one of the following:

•To send the document to the next approver, click the Approve button in the document message bar. In the Send

To Next Approver dialog box, type the email address for the next approver in the To box, add addresses for other

recipients as appropriate, and click Send.

•To complete the approval process, click the Final Approval button in the document message bar. In the Complete

Final Approval dialog box, specify whether to send an approval notification from the Final Approval Method menu.

If you send a notification, type an email address in the To box, add addresses for other recipients as appropriate,

and click Send. If you don’t send a notification, click Complete.

If the Notify Initiator Of Approval Status Via Email option is selected, a separate email notification appears, addressed

to the initiator. Click Send to send this notification.

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PDFs in an approval workflow present instructions and tools.

5Save the PDF.

Important: If you use the Email button in the toolbar to send the PDF, the PDF is no longer part of the workflow, and

approval options aren’t available to the recipient of that email message.

Reject a PDF

If the PDF you received in an approval request doesn’t meet the requirements for approval, use the options in the

document message bar to reject the document and return it to the initiator. If a PDF is rejected, the approval workflow

must be reinitiated.

1Open the PDF attachment in the approval invitation email message.

2Click the Reject button in the document message bar.

3In the Reject And Send Notification dialog box, type the email address for the initiator in the To box. If the Notify

Initiator Of Approval Status Via Email option is selected, a separate email message is sent to the approval initiator.

Click Send.

4Click Send in the email message that appears.

Add or change identity information for a digital stamp

1From the Stamp menu, choose Show Stamps Palette.

2 In the Stamps palette, select Digital Identity Stamps, right-click your stamp, and choose Edit Identity.

3In the Identity Setup dialog box, type or edit your name, title, company name, department, and email address, and

click Complete.

You can also change your identity information from the Preferences dialog box. Under Categories, select Identity.

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Chapter 7: Forms

You can fill in forms using either Adobe® Acrobat® 9 Standard or the free Adobe Reader®. You can create static or

interactive forms in Acrobat or Adobe LiveCycle® Designer ES (included with Acrobat Pro or Acrobat Pro Extended

for Microsoft® Windows®). Interactive forms streamline the process of filling in and collecting data.

Forms basics

About forms

You can use Acrobat to create forms using one of the following methods:

•Convert an existing electronic document (for example an Adobe PDF, Microsoft Word, or Excel document) to a

PDF form.

Note: In Mac OS, you can only create a form using an existing PDF file.

•Scan a paper form to convert it to a PDF form.

•Create a form from scratch or from a template using LiveCycle Designer ES. This option is only available if you have

Designer ES or Acrobat Pro or Acrobat Pro Extended for Windows.

Note: You can create or edit XML forms in Designer ES but not in Acrobat.

After you convert an existing document to a PDF form, you can add fields to it to convert it to an interactive form.

An interactive form can be filled out on a computer and submitted through an Internet or local network connection.

For more information about forms, see these resources:

•How to lay out form fields on a grid: acrobat.timhuff.net/

•Articles, tutorials, and tips about forms: http://acrobatusers.com/

•Forms gallery: http://acrobatusers.com/gallery/forms_gallery/

About LiveCycle Designer ES

Designer ES is a graphical form design tool that contains advanced features and controls for creating advanced forms.

A stand-alone application, Designer ES is included with Acrobat Pro or Acrobat Pro Extended for Windows. You can

also purchase it separately. You can use Designer ES to create dynamic forms that adapt to accommodate varying

amounts of data, or to user interaction. For example, you can create a form that calculates the proceeds of stock sales.

As the user enters names of stocks and quantities in the Sell field, it expands to accept the user entries. When the user

enters number to be sold, the Net Proceeds field is updated automatically. You can also use Designer ES to create forms

that support industry-specific XML schema and data.

If you have Acrobat 8 or later, you can use the Distribute wizard of Designer ES to send PDF forms to multiple

recipients. The wizard is available from the File menu in Designer ES. The wizard certifies the identity of the form

originator and encrypts the data that the recipients submit. It also adds usage rights to the form so that recipients can

save the form in Adobe Reader.

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Use Designer ES when you want to extend basic form capabilities in Acrobat. For example, a Designer ES form can

include Image Object fields so that you can easily add graphics to a form. Consider using Designer ES for these tasks:

•Create forms from scratch or from the predesigned layouts in the build-in templates that you edit and customize.

•Create dynamic forms.

•Add graphics, such as photographs.

•Add barcode collections.

•Create forms in formats that Designer ES can convert to HTML, especially if you intend to post the interactive form

on a website for people to fill in and submit from within a browser.

•Integrate PDF forms into existing workflows by binding forms to XML schemas, XML sample data files, databases,

and web services.

•Use scripting objects.

You must use Designer ES to edit any forms that were opened and saved in Designer ES, even if the form was originally

created in Acrobat.

Forms preferences

Set forms preferences to control various aspects of your interaction with form fields.

Choose Edit > Preferences (Windows) or Acrobat/Adobe Reader > Preferences (Mac OS). In the Preferences dialog

box, select Forms on the left. The forms preferences are organized in three sections: General, Highlight Color, and

Auto-Complete.

Note: The forms preferences apply to the way the application handles open forms as you work. The preferences aren’t

saved with the PDF forms themselves.

More Help topics

“Auto-Complete forms (interactive forms only)” on page 205

General

Automatically Calculate Field Values Automatically performs all field calculations upon user entry.

Note: The setting for this option only applies to your current session.

Show Focus Rectangle Indicates which form field currently has the focus.

Show Text Field Overflow Indicator Displays a plus sign (+) in text fields that exceed the bounds specified when the

fields were created.

Always Hide Forms Document Message Bar Hides the forms document message bar by default whenever a PDF form

is opened in Adobe Reader unless the document message bar has a Submit Form button. If the message bar has a

Submit Form button, you can’t hide the message bar.

Show Field Preview When Creating Or Editing Form Fields Displays the appearance of a form field when you create or

edit forms.

Manage Barcode Parameters Opens a dialog box with a list of barcode items (including the Parameter Set Name,

Symbology, and Built-in status for each item). Includes New, Edit, Delete, Import, and Export buttons for working

with new or selected parameter sets.

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Highlight Color

Show Border Hover Color For Fields Displays a black outline around a form field when you place the pointer over it.

Fields Highlight Color Opens a color picker for selecting the color of highlighted form fields. The highlight appears

when the Highlight Fields button

on the document message bar is clicked.

Required Fields Highlight Color Opens a color picker for selecting the border color of form fields that must be filled

in. The border appears for required form fields when the Highlight Fields button is selected or after you attempt to

submit the form.

Auto-Complete

Auto-Complete menu Displays three options for Auto-Complete: Off, Basic, or Advanced.

Remember Numerical Data Suggests your previously entered numerical entries when you type the same first character

into a similar field. When deselected, Auto-Complete offers suggestions only for text entries. (Available only when

Basic or Advanced is selected.)

Edit Entry List Displays current entries stored in the Auto-Complete memory. You can select and delete any entries

that you don’t want to keep for filling in future forms. (This option isn’t available if no entries are in the memory.)

Creating and distributing forms

About form elements

After you determine what information you want to receive from users, you can match information types with

appropriate form elements.

•For text and numeric data that the user will type, design the form to use text fields or combo boxes.

•For a single choice from a limited number of options, use radio buttons, a list box, or a combo box.

•For a limited number of options from which the user can select none, one, or more items, use check boxes, or use

a list box and set the form field properties to allow multiple selections.

•For actions, such as opening a file, playing a sound or video, submitting form data, and so forth, use buttons.

•For added security, add a digital signature field that verifies the user’s identity.

You can also make changes to individual form field properties, making it even easier and more foolproof for users

filling in the PDF form.

A PDF form created with Acrobat can contain the following types of elements:

Barcodes Encode the input from selected fields and display it as a visual pattern that can be interpreted by decoding

software or hardware (available separately).

Buttons Initiate a change on the user’s computer, such as opening a file, playing a sound, or submitting data to a web

server. These buttons can be customized with images, text, and visual changes triggered by mouse actions.

Note: Action buttons have a different purpose than radio buttons, which represent data choices made by the user.

Check boxes Present yes-or-no choices for individual items. If the form contains multiple check boxes, the user can

typically select as many or few of these as wanted.

Combo boxes Let the user either choose an item from a pop-up menu or type a value.

Digital signature field Lets the user electronically sign a PDF document with a digital signature.

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Document message bar Displays automatically generated information about the PDF form and can display action

buttons and other options. The document message bar informs Reader users about their usage rights for the form. It

also specifies if a form is certified or has signature fields and allows users to highlight fields. If the form doesn’t have a

submit button, a Submit Form button is added to the document message bar to allow the users to submit the form.

Note: If form recipients are using older versions of Acrobat or Reader, the document message bar may not be visible or

may contain different information.

List boxes Display a list of options the user can select.

Note: You can set a form field property that enables the user to Shift-click to select multiple items on the list.

Radio buttons Present a group of choices from which the user can select only one item. All radio buttons with the same

name work together as a group.

Text fields Let the user type text, such as name, address, or phone number.

Adobe Acrobat PDF form

A. Digital signature field B. Combo box C. Text fields D. Forms document message bar E. Check boxes F. Radio buttons G. List box

H. Buttons

More Help topics

“Setting action buttons” on page 193

“Enable Reader users to save form data” on page 174

ABC

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Create forms using Acrobat

You can convert an existing electronic document (for example, a Word, Excel, or PDF document) or scan a paper

document to a PDF form, and then add interactive form fields to the form.

Note: When you convert a document to an Acrobat form, Acrobat detects the form fields in the document. You need to

examine the document carefully to verify that Acrobat detected the correct fields.

You can create forms from an existing electronic document (for example, a Word, PDF, or Excel document) or scan a

paper form into a PDF form. To create a form from scratch or from a template, you need to have Acrobat Pro or

Acrobat Pro Extended for Windows or Designer ES.

1Choose Forms > Start Form Wizard.

2Do one of the following, and then follow the on-screen instructions.

•To convert an existing electronic document (for example, Word or PDF) to a PDF form, select An Existing

Electronic Document.

Note: If you don’t want to use the wizard, you can open the file, and then choose Forms > Add Or Edit Fields to convert

a PDF document to an Acrobat form.

•To scan a paper form and convert it to a PDF form, select A Paper Form.

Note: To create an Acrobat form from scratch, first create a blank PDF by choosing File > Create PDF > From Blank

Page, and then use the Start Form Wizard to convert the PDF to an Acrobat form.

Create online forms using FormsCentral

Note: This feature is available in Acrobat 10.0.1 and 9.4.2.

Adobe FormsCentral is an online service—accessible through a web browser—for creating and distributing online

forms and surveys. You distribute the link, and then Adobe hosts the form, and collects and compiles the responses.

Recipients need only a web browser and any Internet-connected device, including a tablet or smartphone, to fill in

forms created using FormsCentral.

1Choose File > Create > PDF Form Or Online Form to start the FormsCentral wizard.

2Under Form Using Adobe FormsCentral, Select the option Create Or Edit A Form Using The Online Application.

Note: You can click the FormsCentral.adobe.com link directly below the option to skip the rest of the wizard and go

directly to the service. Once you sign up for an account or sign in with an existing Adobe ID account, you can start

creating online forms using your web browser.

3Click Next.

4On the Create Or Edit Form dialog box, do one of the following.

•Click the View More link to show additional form templates available in the FormsCentral service. Then sign

up for an account or sign in with an existing Adobe ID account.

•Click Launch to open a web browser to access the FormsCentral service.

5Enter your Adobe ID and password, or sign up for a free account.

Adobe FormsCentral starts, and you can begin creating a form from scratch or from a template. For detailed

instructions, click the Help menu in the upper-right corner of the window and choose FormsCentral Help.

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Enable Reader users to save form data

Ordinarily, Reader users can’t save filled-in copies of forms that they complete. However, you can extend rights to

users of Reader 8 and later so they can do so. In Acrobat Pro and Pro Extended, these rights also include the ability to

add comments, use the Typewriter tool, and digitally sign the PDF.

1Open a single PDF, or preview a component PDF in a PDF Portfolio.

2If you are editing the form, click Close Form Editing in the upper-right corner of the form.

3Do one of the following:

•(Acrobat Pro and Pro Extended) Choose Advanced > Extend Features In Adobe Reader.

•(Acrobat Standard only) Choose Advanced > Extend Forms Fill-In & Save In Adobe Reader.

Note: These extended privileges are limited to the current PDF. When you create a different PDF form, you must

perform this task again to enable Reader users to save their own filled-in copies of that PDF.

If you don’t want recipients to overwrite the blank form template by saving form data, do not extend rights in the

copy you send to them.

For troubleshooting tips on Reader-enabling forms, see this TechNote.

Limitations on saving filled-in forms locally

Acrobat Standard, Acrobat Pro, and Acrobat Pro Extended each allow Adobe Reader 8 or later users to fill in and save

PDF forms locally. The use of the Reader Extensions capability for local saving of PDF forms (called extended

documents) is limited in two ways:

Number of deployed extended documents An Acrobat Standard, Acrobat Pro, or Acrobat Pro Extended customer

can send an extended document to an unlimited number of recipients for them to fill in. For example, an Acrobat

customer can post an empty form template on a web page that allows users to fill in and save PDF forms locally. An

unlimited number of people can access the template. However, the Acrobat customer can collect only 500 responses

from the filled-in form. This limitation includes both hardcopy (paper form submission) and electronic

representations of the filled-in form.

Number of recipients of the extended document An Acrobat Standard, Acrobat Pro, or Acrobat Pro Extended

customer can send an extended document to no more than 500 unique recipients. For example, an Acrobat customer

belongs to an organization with 500 people or less. The Acrobat customer can send an unlimited number of copies of

the extended document to those 500 recipients and collect unlimited responses from the filled-in form.

Both limitations apply per entity/company, and multiple users in an entity cannot abuse this feature. Obtaining

additional licenses to use Acrobat Standard, Acrobat Pro, and Acrobat Pro Extended does not increase the above

restrictions. For example, five Acrobat Standard 9 users in a company cannot send out the same extended document

to receive and extract data collectively more than 500 times.

Acrobat Standard, Acrobat Pro, and Acrobat Pro Extended include technology that can enable PDF documents with

certain features by using a digital credential. This credential is located within the Software (“Key”). You agree not to

access, attempt to access, control, disable, remove, distribute the Key for any purpose.

Adding JavaScript to forms

The JavaScript language lets you create interactive web pages. Adobe has enhanced JavaScript so that you can easily

integrate interactivity into PDF forms. The most common uses for JavaScript in Acrobat forms are formatting,

calculating, validating data, and assigning an action. In Windows, you can also configure Adobe PDF forms to connect

directly to databases using Open Database Connection (ODBC). For more information, see the JavaScript™ for

Acrobat® API Reference on www.adobe.com/go/learn_acr_javascript_en (PDF, English only).

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Note: If you’re creating dynamic forms, keep in mind that Reader doesn’t support some custom JavaScripts, so the form

may not function properly when viewed in Reader unless additional usage rights are added to the PDF.

You can use the Acrobat Software Development Kit (SDK) to customize Acrobat. For more information on this SDK,

see the Acrobat Developer Center at www.adobe.com/go/learn_acr_devcenter_en (English only).

Create form fields

In Acrobat, you create a form field by choosing one of the form tools. For each field type, you can set a variety of

options through the form field Properties dialog box.

Note: In Windows, you can use Designer ES to edit forms that were created in Acrobat. However, Acrobat can’t edit form

fields that have been opened and saved in Designer ES.

More Help topics

“Form fields behavior” on page 183

Create a new form field

1After you convert your document to a PDF form, choose Forms > Add or Edit Fields.

2Do one of the following:

•Click Add New Field, and then select a tool.

•Choose Forms > Form Tools, and then select a form tool.

•Right-click the page and select a tool.

Your cursor becomes a crosshair.

3On the page, click where you want to add the field to create a field with the default size. To create a field using a

custom size, drag a rectangle to define the size of the field.

4In the Field Name box, type the name of the field and specify if you want the field to be a required field. Choose a

name that is relevant and descriptive to make organizing and collecting the data easier.

5To display the Properties dialog box and modify any other field properties, click Show All Properties.

Note: If you have selected the Keep Tool Selected option in the forms toolbar (visible when you select Add New Field >

Show Tools On Toolbar), the Field Name box doesn’t appear after adding a field. Each time you click the page, a new field

is added to the form. To exit this mode, press the Esc key or click the Select Object Tool button . To modify the

properties of the field, double-click the field.

6To test your form, click the Preview button . Previewing a form allows you to view the form the same way the

form recipients will and gives you a chance to verify the form. If you are previewing a form, you can click the Edit

Layout button to go back to the edit mode.

Lay out form fields on a grid

You can use grids to help position form fields precisely on a page. You can define the grid spacing, color, and position.

You can also choose whether to have the boundaries of a form field snap to grid lines when you’re editing the form

field. Grid lines don’t print.

1Choose View > Grid.

2To make form fields snap to the nearest grid lines when you create or move them, choose View > Snap To Grid.

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Copy a form field

You can create copies of a form field on a single page of a PDF form. You can also copy a form field and paste it onto

other pages. When you create duplicate form fields, replicas of the original field are added to one or more other pages.

They are always in the same position on each page as the original. Both copies and duplicates can be dragged to

different locations on a page, but not from one page to another.

Both copies and duplicates are created with the same name as the original form field. Copies and duplicates pasted

using the Place Multiple Fields command also have a number appended. All form fields with the same basic name share

the same user data and action properties. Consequently, when a user adds or edits a response to a copy or duplicate

field, the response appears in all fields with the same basic name.

If you change the properties of any one of multiple versions of a form field with the same basic name, those changes

affect only that copy of the form field. The exception is when you change an Actions listing if the trigger isn’t a mouse

action.

If you want to prevent a duplicate or copied form field from reacting in unison with the original field to user-entered

responses, change the name of the new form field.

Create a copy of a form field

❖Select the form field, and do one of the following:

•To copy the form field to the center of the current view, choose Edit > Copy, and then choose Edit > Paste.

•To copy the form field and move it to another location on the page, Ctrl-drag it.

To constrain the vertical or horizontal movement as you drag, press and hold Shift.

Create multiple copies of a form field on a page

1Do one of the following:

•Right-click the form field and choose Place Multiple Fields.

•Select the form field and choose Forms > Edit Fields > Place Multiple Fields.

2In the Create Multiple Copies Of Fields dialog box, select Preview, and move the dialog box as needed so that you

can see the original field and the copies on the form page.

3Make the selections you want to apply:

•To change the number of copies being created, enter different values in the Copy Selected Fields Down and Copy

Selected Fields Across options.

•To change the dimensions of the original field and all the copies, enter different values in the Change Width and

Change Height options.

•To move the original field and all the copies, click the Up, Down, Left, and Right buttons.

Duplicate a form field across multiple pages

1Select the form field that you want to duplicate.

2Choose Forms > Edit Fields > Duplicate.

Note: The Duplicate command isn’t available for forms with only one page.

3Do one of the following:

•To duplicate the form field on every page in the form, select All, and click OK.

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•To duplicate the form field on a limited range of pages, click the From button, and type the start and ending pages

on which you want the form field to appear.

Note: Including or not including the page on which the form field originally appears doesn’t affect the duplication process.

Including that page won’t create a second copy on top of the original one, and not including it won’t remove the original

form field.

Select multiple form fields

Selecting multiple form fields is the first step for several tasks, such as creating copies, aligning form fields, and

adjusting the spacing between form fields.

❖If necessary, choose Forms > Add or Edit Fields, and then do any of the following:

•To select all form fields of all types, choose Edit > Select All.

•To select a range of form fields, click the first form field in the range, and then Shift-click the last form field. All

form fields between the two form fields are selected.

•To select individual form fields in different parts of the PDF page, Ctrl-click each form field.

•

To select all form fields in an area of the page, use the Select Object tool to drag a selection marquee around the area.

•To deselect an individual form field, Ctrl-click that field.

The field that is highlighted in dark blue and displays the border handles is the anchor. When you select multiple form

fields by clicking, the last field selected is the anchor. When you use a marquee, the form field that was created first is

the anchor. If you Ctrl-click to deselect the anchor, the form field located in the upper left of the selection becomes the

new anchor form field.

Resize and arrange form fields

After you create form fields, you can rearrange, resize, or move them to give the page a cleaner, more professional look.

To make adjustments in the layout of form fields, make sure that you are in editing mode (choose Forms > Add or Edit

Fields).

Resize a form field

1Select the Select Object tool.

2Select the form field that you want to resize.

3Do any of the following:

•To resize the field manually, click to select the form field, and then drag a border handle. Hold Shift and drag a

corner handle to maintain the current aspect ratio of the form field.

•To resize the field by one pixel, press Ctrl+Arrow key; to resize the fields by ten pixels, press Ctrl+Shift+Arrow key.

Resize multiple form fields to match a selected form field

1Select all the form fields that you want to resize.

2Right-click the form field that you want the other selected form fields to match. Choose Set Fields To Same Size,

and then select one of the following:

Height Adjusts the heights without changing the widths.

Width Adjusts the widths without changing the heights.

Both Adjust all widths and heights to match.

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Move individual form fields

You can move form fields by simply dragging them. For greater precision in less time, you can use special features that

align them with each other, adjust the spacing between them, and center them on the page.

1Using the Select Object tool, select one or more form fields that you want to move.

2Do one of the following:

•To move to an approximate location, drag the selected form fields to the new location.

To constrain movement to a horizontal or vertical direction, begin dragging, and then press Shift while continuing to

drag the selection.

•To move either horizontally or vertically in small increments, press the arrow keys to nudge the selected form field

into position.

•To move the form field to the exact center of a page, choose Edit > Cut, navigate to the desired page, and then

choose Edit

> Paste.

Note: Fields are placed in the center of the page only the first time they’re pasted. Additional pasted fields are offset from

the previously pasted field.

Align and center multiple form fields

1Select two or more form fields that you want to align.

2Right-click the field to which you want to align the other fields. Choose Align, Distribute Or Center, and then

choose a command as follows:

•To align a column of fields, choose Align Left, Right, or Vertical. They align respectively to the left edge, right edge,

or vertical axis (center) of the anchor form field.

•To align a row of fields, choose Align Top, Bottom, or Horizontally. They align respectively to the top edge, bottom

edge, or horizontal axis (center) of the anchor form field.

•To center the fields, choose Center Vertically, Horizontally, or Both.

Note: When you right-click one of the selected fields, it shows the border handles, indicating that it’s the anchor form field.

The Align menu commands move the other selected form fields to line up with the edges of the anchor form field.

Adjust the spacing between form fields

In the context of laying out form fields on a page, distributing means to give a group of form fields uniform spacing,

measured from the centers of adjacent fields. The Distribute commands take precedence over the Snap To Grid

command.

1Select the form fields that you want to adjust.

2Right-click any one of the selected form fields, and do one of the following:

•To distribute the fields evenly between the topmost and bottommost fields, choose Align, Distribute Or Center >

Distribute Vertically.

•To distribute the fields evenly between the leftmost and rightmost fields, choose Align, Distribute Or Center >

Distribute Horizontally.

Note: The Distribute Form button in the Forms toolbar has a different function: Use that button to send your form to

others, who fill in the information and return the data to you.

Delete a form field

1In the Fields panel or the page view, select the form fields that you want to delete.

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2Press Delete, or choose Edit > Delete.

About barcodes

Barcode fields translate a user’s form entries into a visual pattern that can be scanned, interpreted, and incorporated

into a database. Barcodes are helpful when users submit the form on paper or by fax.

The advantages of using barcodes are that they save time, eliminate the need for responses to be manually read and

recorded, and bypass data-entry errors that can occur.

A typical barcode workflow includes the following phases:

•The form author makes sure that Automatically Calculate Field Values is selected in the forms preferences, and

then creates the form in Acrobat, setting up all the other fields as usual.

•The form author adds the barcode field to the form, setting up the barcode so that it captures the needed data.

•The form author enables the form for Reader users (if the author wants to allow Reader users to save their own

filled-in copy of the form or if it contains certain barcode fields).

•The form author distributes the form to other users.

•Users fill in the form on their computers and submit it electronically or print a copy and deliver the copy to the

form distributor.

•The received barcode data is interpreted in one of the following ways, and can then be reviewed, sorted, and used

by the form receiver:

Forms faxed to a fax server The form receiver can use Adobe Acrobat Capture® to collect TIFF images from the fax

server and place them in an Adobe LiveCycle Barcoded Forms Decoder watched folder, if the receiver owns those

products.

Forms delivered on paper The form receiver can scan paper forms and then use an application such as LiveCycle

Barcoded Forms Decoder to decode the barcodes within those forms.

Note: Acrobat Capture and LiveCycle Barcoded Forms Decoder are standalone products appropriate for enterprise

workflows and are sold separately from Acrobat.

Design tips for barcodes

Issues that affect how you design and place barcodes include usability and space. As an example, the barcode size can

also limit the amount of data that can be encoded. For the best results, follow these guidelines.

•Position the barcode so that it’s unlikely to get folded when placed in an envelope, and position it far enough from

the edges of the page so that it won’t get clipped off during printing or faxing.

•Position it so that it can be easily seen and scanned. If a handheld scanner will be used, avoid barcodes wider than

4 inches (10.3 cm). Tall, narrow barcodes generally work best in this case. Also, avoid compressing the contents of

the barcode when using a handheld scanner.

•Make sure that the size of the barcode can accommodate the amount of data to encode. If the barcode area is too

small, it turns a solid gray. Be sure to test a completed form before distributing it to make sure that the barcode area

is large enough.

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Create, test, and edit barcode fields

One of the ways in which you can improve a PDF form barcode is by creating custom scripts. Writing such scripts

requires a basic competency with JavaScript and a familiarity with Acrobat-specific JavaScript. For more information,

see Developing Acrobat® Applications Using JavaScript™ on www.adobe.com/go/learn_acr_javascript_en (PDF, English

only). For information about basic JavaScript, refer to any of the many resources available on that subject.

After inserting a barcode of maximum size, changing the cell size or decode condition may cause the barcode to cross

the page borders. Avoid this behavior by selecting the appropriate cell size and decode conditions for the barcode.

More Help topics

“Manage custom barcode settings” on page 192

“Value tab for form field properties” on page 191

“Options tab for form field properties” on page 185

Add a barcode field

1Open the form in Acrobat, open the Preferences dialog box, and select Forms on the left. Then select Automatically

Calculate Field Values.

2Select Forms > Add or Edit Form Field.

3Click the Barcode tool in the Forms toolbar, or choose Forms > Form Tools > Barcode.

Drag a rectangle to define the barcode area, and then double-click the barcode field to open the Properties dialog box.

5In the Value tab, do one of the following:

•Select Encode Using, and then select a format (XML or Tab Delimited). Click the Pick button and select the fields

that you want to be encoded in the barcode field. If you don’t want to include the field names in the barcode data,

deselect Include Field Names.

•Select Custom Calculation Script, click Edit, and then enter your custom JavaScript code in the JavaScript Editor

dialog box.

6In the Options tab, do all of the following:

•Select a Symbology option: PDF417, QR Code, or Data Matrix.

•Select Compress Data Before Encoding To Barcode if you want to apply this compression. Do not select this option

if a handheld scanner is used to capture data from returned forms.

•In Decode Condition, choose the type of hardware to process returned forms: Handheld Barcode Scanner, Fax

Server, Document Scanner, or Custom.

•If necessary, click Custom and enter values for X Dimension, Y/X Ratio, and Error Correction Level.

7Make any other changes in the General and Actions tabs. Then close the Barcode Field Properties dialog box.

JavaScript code is generated automatically to encode the selected fields in the XML or Tab Delimited format. The

Barcode Field Properties dialog box closes, and the barcode for which you specified values appears on the form.

Note: If you add a new field to a form after you have created the barcode, it is not automatically included in the data for

existing barcodes. However, you can manually include additional data fields in the barcode.

Test a barcode field

1Choose Forms > Close Form Editing, or click the Preview button in the Forms toolbar.

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2Fill in the form. Use sample data that represents the maximum amount of information for each field or that you

expect users to enter.

3If the barcode field is dimmed, follow either the procedure for resizing the barcode field or for adjusting the content

data. (See the following tasks.)

4Make sure that the barcode field area is large enough to contain all of the incoming data. Choose Forms > Clear

Form to remove the sample data.

5Select File > Save.

The barcode form field is now ready for distribution.

Include additional data fields in the barcode

1If you are not in the edit mode, choose Forms > Add Or Edit Fields.

2Double-click the barcode field.

3In the Value tab, do one of the following:

•If Encode Using is selected, click Pick, and select additional form fields to be encoded.

•If Custom Calculation Script is selected, click Edit, and write additional JavaScript to include the additional fields.

After including new data fields in the barcode, be sure that the barcode area is large enough by testing sample data. If the

barcode area is dimmed, adjust the barcode size or text field properties so that the data content fits into the barcode area.

Adjust data content to fit in a barcode field

1To edit the barcode properties so that it can accommodate more data, double-click the barcode field, and do any of

the following:

•In the Options tab, click the Custom button and enter lower values for Error Correction Level and Y/X Ratio.

•In the Options tab, select Compress Data Before Encoding To Barcode, but only if you are using an Adobe software

decoder (available separately).

•In the Value tab, select Tab Delimited rather than XML as the data-encoding format. XML requires more barcode

area to encode information than Tab Delimited does.

•In the Options tab, select a different Symbology option.

•In the Value tab, click the Pick button, and deselect any fields that don’t need encoding. For example, don’t include

fields with redundant information.

•In the Value tab, enter a custom script that converts user-entered text to either all lowercase or all uppercase

characters during the encoding process.

Note: The National Association of Computerized Tax Processors (NACTP) guidelines, used by the United States Internal

Revenue Service and state tax agencies, recommend using all uppercase characters for 2D barcode data.

2To minimize the amount of barcode area for containing the data, double-click the barcode field, and in the Value

tab, write a custom script that restricts data to alphanumeric characters and to a single case. (Text that is either all

uppercase or all lowercase requires less barcode area than the same text written in a mixture of uppercase and

lowercase characters.)

Consider creating additional barcode fields in the form and mapping different data to each barcode field.

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Set form field navigation

If a PDF document doesn’t have a specified tab order, the default tabbing order is based on the document structure

unless the user has deselected the Tab Order option in the Accessibility preferences.

You can change the tabbing order after you create the fields. If you are in form editing mode, you can order the tabs

by document structure (default), row, or column. You can also choose the order manually by dragging and dropping

fields in the Fields panel. If you are not in the editing mode, you can change the page properties to order the tabs by

row or column. However, you can’t customize the tab order manually.

More Help topics

“Create forms using Acrobat” on page 173

“Make Adobe PDF forms accessible” on page 266

Set tabbing order in edit mode

1If you are not in form editing mode, choose Forms > Add Or Edit Fields.

2In the Fields navigation panel on the left, make sure that you have selected Sort > Tab Order.

3(Optional) To view the tabbing order for the fields, choose Forms > Edit Fields > Show Tab Numbers.

4Select a Tab Order option:

Default Tab Order Tabs based on the document structure, and follows the order that is set up in the tagging.

Order Tabs By Row Tabs from the upper-left field, moving first left to right and then down, one row at a time.

Order Tabs By Column Tabs from the upper-left field, moving first from top to bottom and then across from left to

right, one column at a time.

Order Tabs Manually Allows you to drag and drop a field where you want it within the Fields navigation panel. You

can only move one field at a time. You can’t move a field to a different page, a radio button to another group, or a field

to a radio button.

Set tabbing order in Page Properties

1If you are in editing mode, click Close Form Editing to exit the mode.

2Click the Pages button or choose View > Navigation Panels > Pages to open the Pages panel.

3Select one or more page icons, and choose Page Properties in the Pages panel Options menu.

4Select a Tab Order option:

Use Row Order Tabs from the upper-left field, moving first left to right and then down, one row at a time.

Use Column Order Tabs from the upper-left field, moving first from top to bottom and then across from left to right,

one column at a time.

Use Document Structure For forms with tagged fields, follows the order set up in the tagging.

Unspecified Uses the existing sequence.

Distribute (send) forms to recipients

After you create a form, you choose a method for sending it to recipients.

1Choose Forms > Distribute Form.

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2A series of messages might appear, depending on the conditions Acrobat detects in your form. Respond to the on-

screen instructions as needed, and save the form.

3If you are planning to use your own server location, specify a network folder or a Windows server running

Microsoft SharePoint workspace. For more information, see “Specify a server” on page 137.

4In the Distribute Form wizard, select an option for distributing the form. For more information, see “Choosing a

distribution option for reviews and forms” on page 136.

5Click Next and follow the on-screen instructions for distributing the form.

6If you choose to collect responses in your email inbox, do one of the following:

•Select the option Collect Name & Email from Recipients To Provide Optimal Tracking. The system prompts

recipients to provide their name and email address when they submit the form. This guarantees that in Tracker,

you see exactly who has and hasn't replied, and when.

•Deselect the option if you want to receive anonymous submissions, or you don't care about that level of tracking.

You can also have the responses sent to someone else. See Patti Sokol’s Return Acrobat form to...not the sender.

Note: If you don’t know the email addresses of your recipients, enter your own email address. The system sends you a link

to the form, which you can email to recipients as desired.

For tutorials and videos on creating and distributing forms, see these resources:

•Complete forms workflow: http://tv.adobe.com/#vi+f1495v1626

•Form Submit/E-mail Demystified: http://www.acrobatusers.com/tutorials/form-submit-e-mail-demystified

•Distribute forms using Acrobat.com: http://www.layersmagazine.com/distributing-forms-with-acrobatcom.html

•Acrobat.com for comment/review and forms distribution: http://www.sokolconsulting.com/blog/?p=29

Form fields behavior

About form field properties

How a form field behaves is determined by settings in the Properties dialog box for that individual field. You can set

properties that apply formatting, determine how the form field information relates to other form fields, impose

limitations on what the user can enter in the form field, trigger custom scripts, and so forth.

You can set a variety of properties for an Acrobat form field, depending on the form field type. The properties for each

type of form field are selected on a series of tabs. When you change a property, it is applied as soon as you select another

property or press Enter.

All types of form fields have a General tab and an Actions tab. Other tabs appear only in specific types of form fields.

The Options tab appears for most form field types but the options available are unique to each type of form field.

Two items are available on every tab. If you select one on any tab, a check mark will appear, and the option will be

checked on all tabs. These are:

Locked When selected, prevents any further changes to any form field properties.

Close Closes the form field Properties dialog box. If you are changing the properties of multiple fields, you can leave

the Properties dialog box open. Click on each field to change its properties.

Note: If you select Locked on any tab, it locks all options for the field, not just the options on that tab.

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More Help topics

“Setting action buttons” on page 193

Modify form field properties

You can access Acrobat form field properties only when you are in editing mode (by choosing Forms > Add Or Edit

Fields). You can change the properties for multiple form fields at a time.

1Open the Properties dialog box using one of the following methods:

•To edit a single form field, double-click it or right-click it and choose Properties.

•To edit multiple form fields, select the fields that you want to edit, right-click one of the selected fields, and choose

Properties.

2Change the properties on each of the available tabs, as needed.

The property is changed as soon as you select another property or press Enter.

3Click Close to close the Properties dialog box.

If you select form fields that have different property values, some options in the Properties dialog box are not available.

Otherwise, changes to the available options are applied to all selected form fields.

To avoid accidental changes to the form field, select Locked in the lower-left corner of the Properties dialog box before

you close it. To unlock, click the option again.

More Help topics

“Setting action buttons” on page 193

General tab for form field properties

The General tab appears for all types of form fields and includes the following options:

Name Specifies the unique name of the selected form field.

Tooltip Displays text that the hesitant user may find helpful in filling in the form field. Tooltips appear when the

pointer hovers briefly over the form field.

Form Field Specifies whether the form field can be seen, either on screen or in print. The choices are: Visible, Hidden,

Visible But Doesn’t Print, and Hidden But Printable.

Orientation Rotates the form field by 0, 90, 180, or 270 Degrees

Read Only Prevents the user from changing the form field content.

Required Forces the user to fill in the selected form field. If the user attempts to submit the form while a required field

is blank, an error message appears and the empty required form field is highlighted.

Appearance tab for form field properties

Appearance properties determine how the form field looks on the page. The Appearance tab appears for all types of

form fields except barcodes, and includes the following options:

Border Color Opens a color picker in which you can select a color swatch for the frame surrounding the field. To leave

the field without a frame, select No Color.

Line Thickness Specifies the width of the frame surrounding the form field: Thin, Medium, or Thick.

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Fill Color Opens a color picker in which you can select a color swatch for the background behind the field. To leave

the field uncolored, select No Color.

Note: A Fill Color choice other than No Color will block any images on the PDF page that are behind the form field.

Line Style Alters the appearance of the frame. Select Solid, Dashed, Beveled, Inset, or Underline.

Font Size Sets the size of user-entered text or of the selection marker for radio buttons and check boxes. The choices

include Auto, various preset values, and typing in a different value. If you select Auto for a text field, as the user types,

the font size changes to fit the text in the box.

Text Color Opens a color picker in which you can select a color swatch for the text or selection marker.

Font Lists the fonts available on your computer. This option is not available for form fields that do not display text.

Note: The Enable Right-To-Left Language Options in the International panel of the Preferences dialog box affects what

appears in the Appearance tab of the Properties dialog box. When that preference is selected, the Appearance tab includes

options for changing the digit style and text direction for text fields, combo boxes, and list boxes.

Options tab for form field properties

The options available on this tab change according to the type of form field selected. The Options tab appears for all

form field types except digital signatures.

Barcode

The Options tab for barcode field properties contains the following:

Symbology Includes the PDF417, QR Code, and Data Matrix barcode types.

Note: If your organization processes forms by multiple methods, select the method that accommodates the lowest quality

barcode images. For example, if forms will be returned by fax and mail, choose Fax Server as the decode condition to

ensure high read rates on all forms.

Compress Data Before Encoding To Barcode Specifies that data will be compressed before it is encoded. Data is

compressed with the Flate compression method. Compressed data usually requires less storage space in the barcode,

allowing more data to be stored. In general, select this option if you will use the Acrobat barcode forms decoder to

interpret the returned data. Do not select this option if you will use a handheld barcode scanner, because most of these

cannot decode compressed data.

Decode Condition The preset decode conditions represent recommended starting points that you can adjust by

clicking the Custom button.

Custom Opens a dialog box in which you can select custom processing parameters that are best for your specific

scanning and faxing hardware. (The available options vary according to barcode types.)

•X Dimension Width, in mils (1 mil = 0.001 inch or 0.0254mm), of the cell.

•Y/X Ratio Height/width ratio of the cell. For example, for a data cell that is twice as high as it is wide, enter 2.

(Available only for PDF417 barcodes.)

Note: If you are planning to decode the barcode using a handheld laser scanner, avoid creating barcodes wider than 4

inches (10.2 cm). Taller and narrower barcodes generally work better with handheld scanners. Barcode height and width

will not be an issue if you are using an Adobe barcode decoder (available separately).

•Error Correction Level Corresponds to the level of data redundancy that is added to the barcode to correct any

potential decoding errors. Higher levels provide more redundancy and a more robust barcode that will generate more

successful decode results. However, higher levels will also result in a larger barcode and a reduced ability to encode

user-supplied or form structure data into the barcode. A more robust barcode can reduce problems created by pen

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marks, poor print quality, degradation caused by fax transmission, or folds in the document. This option is available

for PDF417 and QR Code barcodes.

Manage Barcode Parameters Enables you to save your custom barcode selections in a file. You can then export the file

and make it available to other form authors in your organization.

Check boxes

Check Box Style Specifies the shape of the marker that appears inside the check box when the user selects it: Check (the

default), Circle, Cross, Diamond, Square, or Star. This property does not alter the shape of the check box itself.

Note: The size of the marker inside the check box is determined by the size of the font you specify in the Appearance tab.

Export Value Specifies a value to represent the item if the data will be exported. If left blank, the entry for Name in the

General tab is used as the export value.

Check Box Is Checked By Default Shows the check box selected unless the user deselects it.

For a technique on setting up your source document for automatic checkboxes, see Bill Carberry’s How To Have the

Acrobat Form Wizard Automatically Create Check Boxes.

Combo box and list box

For either combo boxes or list boxes, you use the Options tab to create a list of items from which the user selects.

Although most of the properties on this tab are common to both these types of form fields, a few are exclusive to one

type or the other.

Item Accepts the text that you type for options that you want to appear in the menu for the field.

Add Moves the current entry in Item to the Item List.

Export Value Where you type in a value to represent the item if the data will be exported. If left blank, the entry for

Name in the General tab is used as the export value.

Item List Displays the choices that will be available in the list.

Note: The highlighted item in the Item List box appears as the default selected item in the combo box or list box field. To

change the default item, highlight another item from the list.

Up and Down buttons Change the order in which the items are listed in the combo-box list. These buttons are not

available if Sort Items is selected.

Delete Removes the selected item from the list.

Sort Items Arranges the listed items numerically and alphabetically. A numerical sort (if applicable) is performed

before an alphabetical sort.

Allow User To Enter Custom Text (Combo boxes only) Enables users to enter a value other than the ones in the list.

Check Spelling (Combo boxes only) Checks the spelling of user-entered text. This option is available only if Allow

User To Enter Custom Text is selected.

Multiple Selection (List boxes only) Enables users to choose more than one item in the list.

Commit Selected Value Immediately Saves the value as soon as the user selects it. If this option is not selected, the value

is saved only when the user tabs out of the current field or clicks another form field. For list boxes only, this option is

not available if Multiple Selection is selected.

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Radio buttons

Create a group of radio buttons if you want the user to select only one choice among a set of choices. All of the radio

buttons in a group share the same Name but each button has a different Button Value.

Button Style Specifies the shape of the marker that appears inside the button when the user selects it: Check, Circle

(the default), Cross, Diamond, Square, or Star. This property does not alter the shape of the radio button itself.

Button Value Identifies the radio button and differentiates it from other radio buttons that share the same Name value.

Button Is Checked By Default Sets the selection state of the button when the user first opens the form.

Buttons With The Same Name And Value Are Selected In Unison Allows single-click selection of multiple related radio

buttons. For example, if the user selects a radio button that has the same field name and export value as another, both

radio buttons are selected.

Text Fields

Text fields accept user input, which can be alphabetic characters, numbers, or both.

Alignment Aligns the text left, right, or center within the field.

Default Value Specifies the text that appears until the user overwrites it by typing in the field. Enter the default value

by typing in this option.

Multi-line Allows more than a single-line entry in the text field.

Scroll Long Text Compensates for text that extends beyond the boundaries of the text field.

Allow Rich Text Formatting Allows users to apply styling information to the text, such as bold or italic. This might be

useful in certain text fields where such styling information is important to the meaning of the text, such as an essay.

Limit Of Characters Allows entries of up to the number of characters you specify.

Note: If you entered a default value, that value is clipped to this limit.

Password Displays the user-entered text as a series of asterisks (*). This option is available only if Check Spelling is

deselected.

Field Is Used For File Selection Allows the user to enter a file path as the field’s value when a file is submitted along

with the form. This option is available only when Scroll Long Text is the only selected option in the Options tab.

Check Spelling Checks the spelling of user-entered text.

Comb Of Characters Spreads the user-entered text evenly across the width of the text field. If a border color is specified

in the Appearance tab, each character entered in the field is separated by lines of that color. This option is available

only when no other check box is selected.

Text fields with and without the Comb property

A. Four text fields with a border color, using the Comb property B. Text field without the Comb property

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Actions tab for form field properties

Actions properties specify any actions that you want to associate with the form field, such as jumping to a specific page

or playing a media clip. The Actions tab appears for all types of form fields and includes the following options:

Select Trigger Specifies the user action that initiates an action: Mouse Up, Mouse Down, Mouse Enter, Mouse Exit,

On Focus, or On Blur.

Select Action Specifies the event that occurs when the user triggers the action: Execute A Menu Item, Go To A

3D/Multimedia View, Go To A Page View; Import Form Data, Multimedia Operation (Acrobat 9 and later), Open A

File, Open A Web Link, Play A Sound, Play Media (Acrobat 5 Compatible), Play Media (Acrobat 6 And Later

Compatible), Read An Article, Reset A Form, Run A JavaScript, Set Layer Visibility, Show/Hide A Field, and Submit

A Form.

Add Opens a window for the selected action.

Actions Displays the list of triggers and actions that you’ve defined.

Up and down buttons Change the order in which the selected action appears listed under the trigger. (Available only

when you have defined multiple actions for the same trigger.)

Edit Opens a dialog box with specific options for the selected action.

Delete Removes the selected action or trigger-action pair.

Calculate tab for form field properties

The Calculate tab appears in the Properties dialog boxes for only text fields and combo boxes. Use these options to

perform mathematical operations on existing form field entries and display the result.

Value Is Not Calculated Select this if you want the user to type.

Value Is The Select this to make further options available:

•Pop-up menu Lists the mathematical functions to apply to the selected fields. Choose Sum to add the values entered

in the selected fields, Product to multiply them, Average, Minimum, or Maximum.

•Pick Opens a dialog box with a list of the available fields in the form that you select to add or deselect to remove

from the calculation.

Simplified Field Notation Uses JavaScript with field names and simple arithmetic signs. The Edit button opens a dialog

box in which you can write, edit, and add scripts.

Custom Calculation Script Displays any custom scripts you have added for calculations. The Edit button opens a dialog

box in which you can write and add new JavaScripts.

Set the calculation order of form fields

When you define two or more calculations in a form, the order in which they are carried out is the order in which you

defined the calculations. In some cases, you may need to modify the calculation order to obtain correct results.

For example, if you wanted to use the result obtained from calculating two form fields to calculate the value of a third

form field, the first two form fields must be calculated together first to obtain the correct final results.

1Choose Forms > Edit Fields > Set Field Calculation Order.

The Calculate Fields dialog box displays all calculable fields in your form and the order in which the calculations are

performed.

2To change the field calculation order, select the field from the list, and then click the Up or Down button as needed.

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Acrobat automatically performs all assigned field calculations when you are creating and testing your form fields. For

convenience while you work, you can turn off automatic calculation in the forms preferences.

Signed tab for form field properties

The Signed tab is available only in the Digital Signature Properties dialog box. Selections made here determine what

happens when the user applies a digital signature to the form.

Nothing Happens When Signed This is the default.

Mark As Read-Only

Prevents further changes to the digitally signed form, according to the selection in the pop-up menu:

•All Fields Prevents any changes to any form field.

•All Fields Except These Allows changes only to the form fields you select by clicking the Pick button and selecting

check boxes for the fields that you want the user to be able to edit after signing.

•Just These Fields Prevents changes in only the form fields you pick.

This Script Executes When Field Is Signed Activates a custom JavaScript when the user digitally signs the form. Use the

Edit button to change or create a new JavaScript action.

More Help topics

“Adding JavaScript to forms” on page 174

Format tab for form field properties

The Format tab appears in the Properties dialog box for only text form fields or combo box form fields. The options

that are available depend on your selection in the Select Format Category pop-up menu.

None

No additional options are available. The input in a text or combo box with this property does not require any specific

formatting.

Number

Automatically imposes the selected formatting options on numeric data entries.

Decimal Places Sets the number of digits that appear to the right of the decimal point.

Separator Style Sets the placement of commas and periods.

Currency Symbol Sets the type of currency, such as Euros, Dollars, or Yen.

Negative Number Style Sets how negative numbers are displayed. You can choose Show Parentheses, Use Red Text,

neither, or both.

Percentage

Automatically imposes the selected formatting options on numeric data expressed as a percentage.

Decimal Places Sets the number of digits that appear to the right of the decimal point

Separator Style Sets the placement of commas and periods.

Date

List includes one-, two-, and four-digit variations where d stands for the day, m stands for month, and y stands for year.

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Time

List includes display variations where h stands for the hour on a 12-hour clock, H stands for the hour on a 24-hour

clock, MM stands for minutes, ss stands for the seconds, and tt stands for AM or PM.

Special

Zip Code For a five-digit U.S. postal code.

Zip Code + 4 For a nine-digit U.S. postal code.

Phone Number For a ten-digit telephone number.

Social Security Number For a nine-digit U.S. Social Security Number. Hyphens are inserted automatically after the

third and fifth digits.

Arbitrary Mask Changes the format category to Custom and makes another text field available, in which you can type

a custom format. Use this option to specify which types of characters the user can enter in any given position, and how

the data displays in the field.

•A Accepts only letters (A–Z, a–z).

•X Accepts spaces and most printable characters, including all characters available on a standard keyboard and

ANSI characters in the ranges of 32–126 and 128–255.

•O The letter “O” accepts alphanumeric characters (A–Z, a–z, and 0–9).

•9 Accepts only numeric characters (0–9).

For example, a mask setting of AAA--p#999 accepts the input BOE--p#767. A mask setting of OOOOO@XXX accepts

the input vad12@3Up.

Example of an Arbitrary Mask entry

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Custom

Makes additional options available to form designers who want to write their own JavaScripts for formatting and

keystrokes. For example, a custom script could define a new currency format or limit the user entry to specific

keystroke characters.

Custom Format Script Displays any custom scripts you have added for formats. The Edit button opens a dialog box in

which you can write and add new scripts.

Custom Keystroke Script Displays any custom scripts you have added to validate keystrokes. The Edit button opens a

dialog box in which you can write and add new scripts.

To get the JavaScript for Acrobat API Reference, see the Acrobat Developer Center at

www.adobe.com/go/learn_acr_javascript_en (PDF, English only).

Validation tab for form field properties

The Validation tab appears only in the Text Field Properties and Combo Box Properties dialog boxes. Validation

properties restrict entries to specified ranges, values, or characters, ensuring that users enter the appropriate data for

a specified form field.

Field Value Is Not Validated Turns off validation.

Field Value Is In Range Sets a numeric range for form fields using values you enter in either as a number or a

percentage.

Run Custom Validation Script Validates by a JavaScript that you create or provide.

More Help topics

“Adding JavaScript to forms” on page 174

Value tab for form field properties

The Value tab appears for barcode form fields only.

Encode Using Activates these options:

•XML Encodes the data into the barcode in standard XFDF format. JavaScript script is automatically generated.

•Tab Delimited Encodes the fields into the barcode as tab-delimited values. JavaScript script is automatically

generated. If the form is configured to output the data in individual XFDF or XDP files, the data must be in a tab-

delimited format with the field names in the first line. This option is also useful if you want to fit more data into a

barcode or if you intend to copy the data into database or spreadsheet tables.

•Pick Opens a dialog box in which you select which user data fields will be encoded in the barcode for you to

retrieve.

•Include Field Names (Available only when Tab Delimited encoding is selected.) Encodes field names as the first

line of the barcode contents. The values are encoded under them.

Custom Calculation Script Displays the default script. Click the Edit button to open the JavaScript Editor dialog box,

in which you can write custom calculation scripts for your barcode.

Reference To published Form Shows the path to the PDF form. You can edit this by typing in the URL to the published

form. Later, you can re-create a digital version of the completed form by merging the form template with an instance

of user-supplied data. You can also maintain the relationship between a specific form template and its related barcode

data files. When you encode a barcode using XML values, the URL reference is encoded into the barcode and is

displayed on the form, below the barcode.

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A type of barcode, with the URL reference below

Manage custom barcode settings

You can save, reuse, and share a set of custom settings for barcode parameters, to apply them when you create new

barcode form fields. You can make further adjustments to your custom parameter sets after you define them.

All of these processes begin by opening the barcode form field properties dialog box. To open the properties dialog

box, double-click the barcode field.

More Help topics

“Create, test, and edit barcode fields” on page 180

“About barcodes” on page 179

Create a new barcode parameters set

1In the Barcode Field Properties dialog box, click the Options tab, and then click Manage Barcode Parameters.

2Select the existing parameter set that you want to use as the basis of the new set, and click New.

3Type a name in the Name box and a description in the Description box.

4Select options for Symbology, X Dimension, Y/X Ratio, and Error Correction Level, and then click OK.

The newly defined parameter set appears in the list in the Manage Barcode Parameters dialog box, and all the buttons

on the right side of the dialog box become available. The new definition also appears in the Decode Condition menu

in the Options tab of the Barcode Field Properties dialog box.

Edit or delete a set of custom barcode parameters

1In the Barcode Field Properties dialog box, click the Options tab, and then click Manage Barcode Parameters.

2Select a custom parameter set from the list.

3Choose the appropriate action:

•Click Edit and make the changes to the settings; then click OK.

•Click Delete. Confirm the deletion in the message that appears by clicking OK.

Export or import a set of custom barcode parameters

1In the Barcode Field Properties dialog box, click the Options tab, and then click Manage Barcode Parameters.

2Choose the appropriate action:

•Select a barcode parameter set from the list and click Export. Select a location and file name for the file that has the

file name extension .bps.

•Click Import, and navigate to and select the BPS file that you want to import.

http://www.adobe.com/formscatalog/thisform.pdf

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Redefine form field property defaults

After you change properties for a specific type of form field, you can set those properties as the default set for that type.

For example, you can create a check box, change its properties, and then save the properties as the default values.

1If necessary, choose Forms > Add Or Edit Fields to go to form-editing mode.

2Right-click the form field for which you have already changed properties, and choose Use Current Properties As

New Defaults.

Note: Changing the default properties does not change the settings for existing form fields of that type. The new defaults

apply only to new fields that you create.

Setting action buttons

About buttons

Buttons are most commonly associated with forms, but you can add them to any document. Buttons can open a file,

play a sound or movie clip, submit data to a web server, and much more. When deciding on how to initiate an action,

remember that buttons offer the following capabilities that links and bookmarks do not:

•A button can activate a single action or a series of actions.

•A button can change appearance in response to mouse actions.

•A button can be easily copied across many pages.

•Mouse actions can activate different button actions. For example, Mouse Down (a click), Mouse Up (releasing after

a click), Mouse Enter (moving the pointer over the button), and Mouse

Exit (moving the pointer away from the

button) can all start a different action for the same button.

Buttons are an easy, intuitive way to let users initiate an action in PDF documents. Buttons can have a combination

of labels and icons to lead users through a series of actions or events by changing as the mouse is moved. For

example, you can create buttons with “Play,” “Pause,” and “Stop” labels and appropriate icons. Then you can set

actions for these buttons to play, pause, and stop a movie clip. You can select any combination of mouse behaviors

for a button and specify any combination of actions for a mouse behavior.

Add a button to an Acrobat PDF form

1Make sure you are in edit mode by selecting Forms > Add Or Edit Fields, and then select Button from the Add New

Field list. Your curser becomes a cross hair.

2On the page, click where you want to add the button to create a button with the default size. For a custom size

button, drag a rectangle to define the size of the button.

3Double-click the button field, and then specify a name, tool tip text, and other common properties.

4Click the Appearance tab, and then specify options to determine the button appearance on the page. Remember, if

you select a background color, you are not able to see through to any images behind the button. The text options

affect the label you specify in the Options tab, not the button name in the General tab.

Note: If Enable Right-To-Left Language Options is selected in the International panel of the Preferences dialog box, the

Appearance tab includes options for changing the digit style and text direction for buttons.

5Click the Options tab, and select options to determine how labels and icons appear on the button.

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6Click the Actions tab. Specify options to determine what happens when the button is clicked, such as jumping to a

different page or playing a media clip.

7Click Close.

If you’re creating a set of buttons, you can snap the object to grid lines or guides.

Add a submit button

When you distribute a form, Acrobat automatically checks the form. If it doesn’t find a submit button, it adds a Submit

Form button to the document message bar. Users can click the Submit Form button to send completed forms back to you.

If you don’t plan to use the Submit Form button created by Acrobat, you can add a custom submit button to your form.

1Using the Button tool, create a button. Double-click the button and set options in the General and Options tabs.

2In the Options tab, choose an option in the Layout menu for the button label, icon image, or both. Do one or both

of the following:

•Type text in the Label box to identify the button as a submit button.

•Click Choose Icon and either type the path to an image file or click Browse and locate the image file you want to use.

3In the Actions tab, choose Submit A Form on the Select Action menu, and then click Add.

4In the Enter A URL For This Link box, do one of the following:

•To collect form data on a server, type the location. For example, http://www.[domain]/[folder]/[subfolder]/ for an

Internet address or \\[server]\[folder]\[subfolder]\ for a location on a local network.

•To collect form data as attachments to email, type mailto: followed by the email address. For example,

mailto:nobody@adobe.com.

5Select options for Export Format, Field Selection, and Date Options, and click OK.

Note: If the data returns in FDF or XFDF format, the server URL must end with the #FDF suffix—for example,

http://myserver/cgi-bin/myscript#FDF.

Submit Form Selections options

The following options are available in the Submit Forms Selections dialog box:

FDF Returns the user input without sending back the underlying PDF file. You can select options to include Field Data,

Comments, and Incremental Changes To The PDF.

Note: Selecting the option for incremental changes is useful for receiving digital signatures in a way that is easily read and

reconstructed by a server.

HTML Returns the form in hypertext markup language.

XFDF Returns the user input as an XML file. You can include Comments with the field data or just the field data.

PDF Returns the entire PDF file with the user input.

Field Selection Specifies what fields are returned. To receive only some of the completed field data, select Only These,

click Select Fields, and select which fields to include or exclude in the Field Selection dialog box.

For example, you might use this to exclude some calculated or duplicate fields that appear in the form for the user’s

benefit but which do not add new information.

Date Options Standardizes the format for dates that the user enters.

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Making buttons change appearance

A button can have a label, an icon, or both. You can change how the button appears in each mouse state (Up, Down,

and Rollover). For example, you could create a button that has a “Home” label until the pointer is moved over the

button, when it might have a “Click to return to Home page” label.

Button layouts

A. Label only B. Icon only C. Icon top, label bottom D. Label top, icon bottom E. Icon left, label right F. Label left, icon right G. Label over

icon

You can make button icons from any file format that Acrobat can display, including PDF, JPEG, GIF, and other image

formats. For whichever format you select, the entire page is used, so if you want to use only a portion of a page as an

icon, you need to crop the image or page before carrying out this procedure. The smallest allowable PDF page size is

1-by-1 inch (2.54-by-2.54 cm). If you want the icon to appear smaller than 1-by-1 inch, scale it to fit the size of the box

drawn with the button tool. Clicking Advanced in the Options tab of the Button Properties dialog box lets you

determine how a button icon is scaled to fit inside a button.

Edit a button

❖Select the Button field, and then do any of the following:

•To edit the properties for the button field, double-click the button.

•To change the appearance of buttons, use the appearance options in the Appearance tab of the Button Properties

dialog box.

•To align, center, or distribute the button with other form fields, or to resize or duplicate the button, right-click the

button, and then choose an option from the context menu.

More Help topics

“Scale and position buttons” on page 196

Specify Acrobat button display properties

1Make sure you are in edit mode by selecting Forms > Add Or Edit Fields, and then click the Select Object tool .

2Double-click an existing button, and then click the Options tab in the Button Properties dialog box.

3For Layout, choose the type of label display you want. (For information on scaling button icons, see the next

procedure.)

4For Behavior, specify the display of the button when clicked.

5To define the label or icon that appears on the button, do the following:

•If a label option is selected from the Layout menu, type the text in the Label box.

•If an icon option is selected from the Layout menu, click Choose Icon, click Browse, and select the file. (Click Clear

to remove the selected icon.)

Button Behavior options

None Keeps the appearance of the button the same.

ABE

DF G

Kahili Kahili

Kahili

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Push Specifies appearances for the Up, Down, and Rollover states of the mouse. Select an option under State, and then

specify a label or icon option:

Up Determines what the button looks like when the mouse button isn’t clicked.

Down Determines what the button looks like when the mouse is clicked on the button, but before it’s released.

Rollover Determines what the button looks like when the pointer is held over the button.

Outline Highlights the button border.

Invert Reverses the dark and light shades of the button.

Scale and position buttons

1Make sure you are in edit mode by selecting Forms > Add Or Edit Fields, and then click the Select Object tool .

2Double-click an existing button to open the Button Properties dialog box.

3Click the Options tab, select one of the icon options from the Layout menu, and then click Advanced.

Note: The Advanced button isn’t available if you choose Label Only from the Layout menu.

4Select an option from the When To Scale menu:

Always Scales the icon as defined regardless of its size in relation to the button size.

Never Preserves the original size of the icon; the button border crops the icon if it doesn’t fit. If Never is selected, scale

options aren’t available.

Icon Is Too Big Scales the icon as defined only if it is larger than the button.

Icon Is Too Small Scales the icon as defined only if it is smaller than the button.

5From the Scale menu, select whether to scale the icon proportionally. If the icon is scaled nonproportionally, it may

be skewed.

6To make sure that either the top and bottom or left and right sides of the icon are flush against the button edges,

select Fit To Bounds.

7To define where the icon is placed inside the button, drag the slider arrows. Icon placement is defined according to

the percentage of space preserved between the icon and the left field boundary, and between the icon and the

bottom field boundary. The default setting (50, 50) places the icon in the middle of a field. You can click Reset at

any time to revert to the default placement setting.

8Click OK, and then click Close.

Hide an Acrobat button except during rollover

In some cases, you may want the button area to be invisible until the pointer moves over it. By alternately showing and

hiding a button, you can create interesting visual effects in a document. For example, when you move a pointer over a

city on a map, a detail map of the city could be displayed, and the detail map could disappear when the pointer moves

away from the city.

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Showing and hiding icons

A. Pointer not over button area B. Pointer enters button area C. Pointer exits button area

1Using the Button tool , drag across the area where you want the pop-up button to appear. For example, if the

PDF file contains a map of France, drag across the area where you want a detailed map of Paris to pop up.

2Double-click the button.

3Click the Options tab, and choose Icon Only from the Layout menu.

4Choose Push from the Behavior menu, and then choose Rollover from the State list.

5Click Choose Icon, and then click Browse. Select the file type from the File Of Type, navigate to the location of the

image file, and then double-click the file. In this example, you would select a map of Paris. Click OK to accept the

previewed image as the button.

6Click the Appearance tab. If needed, deselect Border Color and Fill Color, and then click Close.

7If you are in the edit mode, click Preview. The image field you defined appears as the pointer rolls over the button

area and disappears when it exits.

If you want the image to be larger than the rollover area, or if you want the image to be in a different location than

the image button that pops up, use the Show/Hide A Field action. First, you specify an icon for the button that will be

shown and hidden. Next, you create a second button that acts as a hot spot when the mouse rolls over it. You do not assign

an icon for the appearance of the second button. Instead, you use the Actions tab to show the first button when the pointer

enters the second button, and hide the first button when the pointer exits.

Publishing interactive web forms

About web forms

PDF forms can be useful for submitting and collecting information over the web. This is done by providing several

button actions that perform functions similar to some HTML scripting macros. You must have a Common Gateway

Interface (CGI) application on the web server to collect and route the data to a database. Any existing CGI application

that collects data from forms (in HTML, FDF, or XML format) can be used.

Before you make your forms web-ready, make sure that your form-field names match those set in the CGI application.

Important: CGI scripts must be built outside Acrobat, and their creation is not covered by the Adobe Acrobat product.

Add submit functionality

Use the Submit A Form action to send form data to an email address or to a web server by specifying a URL. You can

also use the submit button to send other files back to a server or database. For example, you can attach scanned images

or files to a form. The files are submitted along with the rest of the form data when you click the Submit button.

If your PDF form contains an email-based submit button, you can use the Distribute Form workflow to facilitate

distributing the form to others.

1Select Forms > Add Or Edit Fields, then select Button from the Add New Field list, and create a button.

ABC

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2Double-click the button to open the Button Properties dialog box.

3Click the Actions tab, and select Mouse Up from the Select Trigger menu.

4Select Submit A Form from the Select Action menu, and then click Add.

5In the Submit Form Selections dialog box, type an entry in Enter A URL For This Link:

•To send the form data to a web server, enter the destination URL.

•To send the form data to an email address, enter mailto: followed by the email address. For example, type

mailto:nobody@adobe.com.

6Make additional changes to the available options, and then click OK to close the dialog box.

7Change settings on other tabs in the Button Properties dialog box as needed, and then click Close.

Submit Form Selections options

FDF Exports as an FDF file. You can select one or more of the available options: user-entered data, comments, and

incremental changes to the PDF file. The Incremental Changes To The PDF option is useful for exporting a digital

signature in a way a server can easily read and reconstruct.

Note: If the server returns data to the user in FDF or XFDF format, the server’s URL must end with the #FDF suffix—for

example, http://myserver/cgi-bin/myscript#FDF.

HTML Exports as an HTML file.

XFDF Exports as an XML file. You can choose to export the form fields data, comments, or both.

PDF The Complete Document Exports the entire PDF file that is your form. Although this creates a larger file than the

FDF option, it is useful for preserving digital signatures.

Note: If the users that fill in the PDF form are using Adobe Reader, you must choose either FDF or XFDF for the Export

Format option.

All Fields Exports all form fields even if the form fields do not contain values.

Only These Exports only the form fields you specify by clicking Select Fields and indicating which form fields to

include and whether you want to include empty fields.

Convert Date To Standard Format

Exports all form dates in a single format, regardless of how they are entered in the form.

Add a Reset Form button

A Reset Form button clears any data a user has already entered in the form. It is like the Forms > Clear Form feature,

which is available to you when you create and edit Acrobat forms. However, you can set up your reset button so that

it clears only specific fields.

1Select Forms > Add Or Edit Fields, then select the Button tool from the Add New Field list, and create a button.

2Double-click the button to open the Button Properties dialog box.

3Click the Actions tab, and select Mouse Up from the Select Trigger menu.

4Select Reset A Form from the Select Action menu, and then click Add.

5In the Reset A Form dialog box, do one of the following and then click OK:

•Click individual check boxes to select or deselect the fields that you want to be reset by the button.

•Select All.

The list in the Actions tab now shows Reset A Form nested under the Mouse Up action.

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As needed, you can open other tabs in the Button Properties dialog box and apply other types of properties to the

button.

More Help topics

“Form fields behavior” on page 183

Add an Import Data button

Use the Import Form Data action to enable users to fill out common form fields, such as name and email address, with

data imported from another form. Users can also use the Import Data button to populate common form fields with

their personal profile information. Only form fields that match are updated. The fields that do not match are ignored.

Before you create an Import Form Data action, set up a form with common information form fields from which to

export the data.

Note: The Import Form Data action searches for the data file from which to import data in different locations in Windows

than on Mac

OS. In Windows, the Import Form Data action searches the Acrobat or Adobe Reader folder, the current

folder, the System folder, the Windows folder, My Documents\Adobe\Acrobat, and the folders that are in the PATH

statement. On Mac

OS, the Import Form Data action searches the Acrobat or Adobe Reader folder and the System

Preferences folder.

1Select Forms > Add Or Edit Fields, then select Button from the Add New Field list, and create a button.

2Double-click the button to open the Button Properties dialog box.

3Click the Actions tab, and select Mouse Up from the Select Trigger menu.

4Select Import Form Data from the Select Action menu, and then click Add.

5Locate and select an FDF file, and click Select.

6Click another tab in the Button Properties dialog box to continue defining properties for the button, or click Close.

More Help topics

“Manage form data files” on page 201

“Add a button to an Acrobat PDF form” on page 193

CGI export values

An export value is the information sent to a CGI application to identify a user-selected form field. You need to define

an export value only if both of the following are true:

•The data is collected electronically in a database over a company intranet or the web.

•The data is different from the item designated by the form field, or the form field is a radio button.

When defining export values, keep the following guidelines in mind:

•Use the default export value (Yes) to indicate that a check box or radio button has been selected.

•Enter an export value for combo boxes or list boxes only if you want the value to be different from the item listed—

for example, to match the name of the form field in a database. The item selected in the combo box or list box is

used as the export value unless a different export value is explicitly entered in the Properties dialog box.

•Related radio buttons must have exactly the same form field name but different export values. This ensures that the

radio buttons toggle and that the correct values will be collected in the database.

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Collecting and managing form data

When you distribute a form, Acrobat automatically creates a PDF Portfolio for collecting the data submitted by users.

By default, this file is saved in the same folder as the original form and is named filename_responses. You can use this

file to compile returned forms.

Collect user data

1After a user submits a form, open the returned form.

2In the Add Completed Form To Responses File dialog box, select one of the following:

Add To An Existing Responses File Compiles the data in the response file that was created when you used the

Distribute Form wizard to send out the form. (If necessary, click Browse and locate the response file.)

Create A New Responses File Creates a new response file, using the name and location you specify.

The response file opens after you click OK. Each returned form added to the response file appears as a component file

of a PDF Portfolio.

Compile form data

1In Acrobat, choose Forms > Compile Returned Forms.

2In the Compile Data dialog box, do one of the following to select a PDF response file:

•Click Browse, and then locate and select the response file.

•Type the path to the response file.

3Click Add File, and navigate to the returned form.

4Repeat the previous step as many times as necessary to add more returned forms.

After you click OK, the data from the selected forms is added to the response file. Each returned form appears as a

component file of a PDF Portfolio.

Add user data to an existing response file

1In Acrobat, open the response file.

2In the left navigation panel, click Add.

3In the Add Returned Forms dialog box, click Add File. Then locate and select the returned forms, and click Open.

4Repeat the previous step to add any returned forms in other folders. When finished, click OK.

When you finish, each added PDF form appears as a component file of the PDF Portfolio.

Export user data from a response file

Use this process to save all the entries in a PDF Portfolio response file to a spreadsheet or XML file.

1In Acrobat, open the response file and select the data to export.

2In the left navigation panel, click Export.

3In the Select Folder To Save File dialog box, specify a name, location, and file format (CSV or XML) for the form

data, and click Save.

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Manage form data files

You can move the answers on a PDF form to and from other file formats that preserve all the data in much less space

than a full PDF.

Import form data

In some workflow scenarios, individuals submit filled-in forms as data-only files rather than as complete PDF files.

These files are not PDFs, but use another file format, such as FDF or XML. You can view the data submitted by an

individual recipient in the context of the PDF by opening the original file and importing the information in the data

file.

1In Acrobat, open the PDF form into which you want to import data.

2Choose Forms > Clear Form.

Note: When you import data from another file into a PDF form, the imported data replaces any information that

appeared previously in the individual form fields. However, if the imported data file contains one or more blank form

fields, importing will not clear the original data.

3Choose Forms > Manage Form Data > Import Data.

4In the Select File Containing Form Data dialog box, select a format in File Of Type corresponding to the data file

you want to import. Then locate and select that file, and click Select.

Note: Some formats are available only for specific types of PDF forms, depending on the application used to create the

form, such as Acrobat or Designer ES. Data you import from a text file (.txt) must be formatted in tab-delimited rows

that form columns.

Export form data

You can save the information in a completed PDF form as a data file in another file format. Later, you can reuse the

data to fill in the form again or another form with the same fields and field names.

1In Acrobat, open the completed form file.

2Choose Forms > Manage Form Data > Export Data.

3In the Export Form Data As dialog box, select the format in which you want to save the form data (FDF, XFDF,

XML, or TXT). Then select a location and filename, and click Save.

Note: Some file formats are available only for specific types of PDF forms, depending on how the form was created.

Merge exported data files to a spreadsheet

If you want to compile data from forms that are not already in a data set, use the following process.

1Choose Forms > Manage Form Data > Merge Data Files Into Spreadsheet.

2In the Export Data From Multiple Forms dialog box, click Add Files.

3In the Select file Containing Form Data dialog box, select a file format option in File Of Type option (Acrobat Form

Data Files or All Files). Then locate the form files that you want to merge into the spreadsheet, select them, and click

Select.

4Repeat the previous step to add form data files that are in other locations, as needed.

5Click Export. Then select a folder and filename for the spreadsheet, and click Save.

6In the Export Progress dialog box, click either View File Now to open the spreadsheet file or Close Dialog to return

to Acrobat.

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Note: When returned forms are in a response file, the most efficient way to export the information into a spreadsheet is

to use the Export Data button in the left navigation panel for the PDF Portfolio response file.

About Forms Tracker

Use Tracker to manage the forms that you have distributed or received. Tracker allows you to view and edit the

location of the response file, track which recipients have responded, add more recipients, email all recipients, and view

the responses for a form.

Track forms

1Choose Forms > Track Forms.

2In the left navigation panel, expand Forms.

3Select a form and do one of the following:

•To view all responses for a form, click View Responses.

•To modify the location of the response file, in Responses File Location, click Edit File Location.

•To view the original form, click Open Original Form.

•To send the form to more recipients, click Add Recipients.

For a video on using the Forms Tracker to collect and track responses, see

http://www.acrobatusers.com/tutorials/2008/06/a9video_understanding_form_tracker.

More Help topics

“Tracker overview” on page 143

“Distribute (send) forms to recipients” on page 182

Filling in forms

Is the form fillable?

Not all forms are fillable. Sometimes form creators don’t convert their PDFs to interactive fillable forms. Or, they

intentionally design a form that you can fill in only by hand. These non-interactive forms are called flat forms.

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Fillable forms visually differ from flat forms

A. Typewriter tool lets you type in flat forms. Here, the tool is available in purple message bar. B. Typewriter tool available in Tools menu.

C. Typewriter tool available from floating toolbar. D. Save form, then open in Acrobat and choose Typewriter tool in Tools menu. E. Purple

message bar indicates presence of fillable fields. F. When clicked, shows where fillable fields exist.

Flat fillable A flat form does not have interactive fields. However, you can use the Typewriter tool to type information

over blank form fields, and then print a copy of the completed form. In the free Reader, you can use the Typewriter

tool only if the creator of the form enabled it. You cannot enable the Typewriter tool from within Reader.

Flat form in browser (no Typewriter tool) If the purple message bar or Typewriter toolbar isn’t displayed, you cannot

fill in the form online. Save the form and open it directly in Acrobat. Then use the Typewriter tool to fill in the form.

Interactive fillable An interactive fillable form contains fields that you can select or fill in. In an interactive form, the

pointer changes to a different icon, depending the field. For example, the Hand

tool changes to an I-beam when

you can type text into the form field.

Fill in flat forms

The Typewriter tool provides a simple solution for filling out forms without interactive fields, called flat forms. The

text you add with the Typewriter tool is a form of commenting, and appears in the Comments list (Comments > Show

Comments List).

Note: Reader users can use the Typewriter tool only if the creator of the form enabled the use of the Typewriter tool for

that form.

1Choose Tools > Typewriter > Typewriter.

2Click a blank form field and type.

3(Optional) Choose Tools > Typewriter > Show Typewriter Toolbar. Double-click to select typed text. Then use

these tools to change the color, size, or position of the typed text. For more information about the Typewriter tool

and toolbar, see “Add text using the Typewriter tool” on page 287.

Flat form in browser (no Typewriter tool)Flat llable forms (three variations)

Interactive llable form

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4When finished, print a copy of the completed form.

Fill in flat forms in a browser

A common way to view a PDF form is in a web browser, for example, when you click a link on a website. If the form

does not contain interactive fields, you can use the Typewriter tool to fill out the form. Some forms open with the

Typewriter toolbar displayed. But with others, you must first save the form, then open it directly in Acrobat.

Note: You cannot electronically submit a form that you filled out using the Typewriter tool. You can print a copy of the

completed form.

If the Typewriter toolbar is displayed, click the Typewriter tool. Then click the page and start typing. For more

information, see “Fill in flat forms” on page 203.

If you don’t see the Typewriter toolbar and you can’t select or type in the fields, save the PDF to your computer. (Click

the Save icon

in the upper-left corner of the PDF form.) Open the PDF form in Acrobat, and choose Tools >

Typewriter > Typewriter.

Note: Reader users can use the Typewriter tool only if the creator of the form enabled the use of the Typewriter tool for

that form.

Fill in interactive forms

Some text fields are dynamic, meaning that they automatically resize to accommodate the amount of data you enter

and can span across pages.

1If necessary, select either the Hand tool or the Select tool.

2(Optional) To make form fields easier to identify, click the Highlight Fields button on the document message

bar. Form fields appear with a colored background (light blue by default), and all required form fields are outlined

in another color (red by default).

3Click to select options, such as radio buttons. Click inside a text field to type.

4Press Tab to move forward or Shift+Tab to move backward. For more choices, see “Options for moving among

form fields” on page 204.

5When finished, click the submit button to either send the data to a server or create an email to send the data. The

submit button can appear in the purple message bar at the top of the form or in the form content.

For troubleshooting tips on completing forms, see Troubleshooting forms.

Options for moving among form fields

Key Result

Tab or Shift+Tab Accepts typing and moves to next field

Up/Left Arrow Selects previous radio button in a group

Down/Right

Arrow

Selects next radio button

Esc Reject and deselect form field.

Esc (press twice) Exits Full Screen mode

Enter or Return

(single-line text

field)

Accepts typing and deselects field

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Auto-Complete forms (interactive forms only)

The Auto-Complete feature stores any entries that you type in an interactive form field. Auto-Complete then suggests

or even automatically enters responses that match your typing in other form fields. The suggestions appear in a pop-

up menu, from which you can select a match. The Auto-Complete feature is off by default, so you must enable it in the

forms preferences if you want to use it.

To remove an entry from the Auto-Complete memory, such as a misspelled entry that you found and corrected later,

edit the list in the preferences.

Enable the Auto-Complete option

1Choose Edit > Preferences (Windows) or Acrobat/Adobe Reader > Preferences (Mac OS).

2Select Forms on the left.

3Under Auto-Complete, choose Basic or Advanced from the menu.

4Select Remember Numerical Data if you want the Auto-Complete memory to store numbers that you type into

forms.

When you select an option in the Auto-Complete menu, a description of how it affects the Auto-Complete behavior

appears in the text area below.

Delete an entry from the Auto-Complete memory

1Open the Preferences dialog box.

2Select Forms on the left.

3Click Edit Entry List.

In the Auto-Complete Entry List dialog box, do one of the following, and then click Yes in the confirmation dialog box:

•To remove all of the entries, click Remove All.

•To remove some of the entries, select the entries and click Remove. (Shift-click to select multiple adjacent entries;

Ctrl-click to select multiple nonadjacent entries.)

Change flat forms to fillable

You can change a flat form to fillable by either using the Form wizard or by simply enabling the Typewriter tool. Unlike

Acrobat, Reader does not provide the Typewriter tool unless you explicitly enable it in the PDF.

Acrobat users can always use the Typewriter tool to fill in flat forms. Reader users can use the Typewriter tool only if

the creator of the form enabled the use of the Typewriter tool for that form.

Interactive form To create an interactive form, use the Form wizard. See “Create forms using Acrobat” on page 173.

Enter or Return

(multiline text

field)

Creates paragraph return in same form field

Enter or Return

(check box)

Turns check box on or off

Enter (keypad) Accepts typing and deselects current form

field

Key Result

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Flat form To enable the Typewriter tool, choose Tools > Typewriter > Enable Typewriter Tool In Adobe Reader. This

option displays the Typewriter toolbar in a purple message bar when the form is opened in either Acrobat or Reader.

If the form is opened in a browser, the Typewriter toolbar appears instead.

The Typewriter tool is enabled for the current form only. When you create a different form, redo this task to enable

Reader users to use the Typewriter tool.

Save forms

•To save the completed form, choose File > Save As and rename the file.

•To allow Reader users to save the data they typed, choose Advanced > Extend Forms Fill In & Save in Adobe Reader.

For limitations on saving filled-in forms locally, see “Enable Reader users to save form data” on page 174.

Print forms

1Click the Print button , or choose File > Print.

2Choose a printer from the menu at the top of the Print dialog box.

3In the Comments And Forms menu in the upper-right area of the Print dialog box, choose one of the following,

and then click OK:

•(Interactive or flat form) To print the form and the typed entries, choose Document. This option prints text

you’ve typed using the Typewriter tool.

•(Interactive or flat form) To print the form, the typed entries, and any comments on the form, choose Document

And Markups. This option prints text you’ve typed using the Typewriter tool.

•(Interactive form only) To print only the typed entries and not the form itself, choose Form Fields Only.

Clear forms

Clear a form in a browser

❖Do either of the following:

•Select the reset form button, if one exists. You cannot undo this action.

•Quit the browser, and start again.

Note: Clicking the web browser’s Reload or Refresh button, the Back or Go Back button, or following a link to another

page may not completely clear the form.

Clear unsaved form entries

❖Choose File > Revert.

Sample forms

Patti Sokol, of Sokol Consulting, created two sample forms to show the differences between a flat form and an

interactive form. Click here to see a flat form. Notice that you cannot type in the fields of a flat form. Click here to see

an interactive form. You can highlight the fields and type in them.

Be sure to read the information in the top text box of each sample form. Then move your cursor over the fields to see

what actions are available. You can also print and save the forms to your computer.

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More Help topics

“Forms preferences” on page 170

“Add text using the Typewriter tool” on page 287

“Create forms using Acrobat” on page 173

“Enable Reader users to save form data” on page 174

“Export form data” on page 201

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Chapter 8: Security

You can use passwords to restrict users from opening, printing, and editing Adobe PDFs. You can use a certificate to

encrypt PDFs so that only an approved list of users can open them. If you want to save security settings for later use,

you can create a security policy that stores security settings.

Opening secured documents

Security alerts

Acrobat® and Reader® alert you when a PDF tries to complete a restricted action from an untrusted location or file.

These potentially risky actions can damage your computer and data. The type of alert depends on the action and your

version of Acrobat or Reader. Most alerts appear in the yellow document message bar below the toolbars. If available,

the message includes user options to override the restricted action.

Security alert with user overrides

Enterprise administrators can fine-tune security settings for their Acrobat and Reader users by disabling features. In

this case, user overrides are not available.

Security alert without user overrides

Some product features assign trust through their own panel, for example, the Trust Manager for URL access or

Multimedia Trust (Legacy) for playing embedded multimedia. For features affected when enhanced security is

enabled, you can selectively allow restricted actions by using a method described in “Bypassing enhanced security

restrictions” on page 210.

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Security alerts are displayed in the following situations.

Blacklisted JavaScript

Adobe uses a blacklist to specify vulnerable JavaScript APIs that could leave your program open to malicious attacks.

Adobe modifies the blacklist via Acrobat and Reader patches whenever new vulnerable JavaScript APIs are discovered,

or when vulnerabilities are fixed. Enterprise administrators can prevent additional JavaScript APIs from running in

their environment.

If a PDF tries to access a blacklisted JavaScript, a message appears in the yellow document message bar below the

toolbar area. The type of message depends on your version of Acrobat or Reader, recent updates from Adobe, and any

fine-tuning by enterprise administrators.

For more information about the situations that trigger JavaScript warnings, see the TechNote at

http://go.adobe.com/kb/ts_cpsid_50432_en-us.

For more information about blacklisted JavaScripts, see the TechNote at http://go.adobe.com/kb/ts_cpsid_50431_en-us.

Security settings update

Adobe periodically distributes certificates to be used as trust anchors for signature workflows. These downloads are

important to ensure that digitally signed PDFs from trusted sources maintain their trusted status. If you receive an

update from an unknown source, verify that it is from a web address that you trust before proceeding. Updates from

untrusted websites can create vulnerabilities on your computer.

Access to unknown or untrusted websites

An alert helps prevent PDFs from connecting to malicious websites. The alert is displayed when a PDF tries to connect

to a site in these situations:

•The site is not on your list of trusted sites in Trust Manager.

•The PDF or the website is not listed as a privileged location in the Security (Enhanced) preferences.

Before allowing the connection, look carefully at the URL to ensure that it is an appropriate link. To find out why the

PDF is trying to contact the Internet, contact your system administrator or the PDF creator.

Enhanced security warnings

With enhanced security enabled, Acrobat and Reader alert you when a document attempts any of several potentially

risky actions. You can selectively allow these restricted actions by using an appropriate method from the list in

“Bypassing enhanced security restrictions” on page 210.

Important: Acrobat and Reader 9.3 and 8.2 enable enhanced security by default. Adobe recommends that you enable

enhanced security if it is not already enabled, and that you bypass restrictions only for trusted content.

Cross-domain access Enhanced security prevents a PDF in one host domain from communicating with another

domain. This action prevents a PDF from getting malicious data from an untrusted source. When a PDF attempts

cross-domain access, Acrobat and Reader automatically attempt to load a policy file from that domain. If the domain

of the document that is attempting to access the data is included in the policy file, then the data is automatically

accessible.

Note: This action is different from displaying or browsing HTML pages, images, or other web content, which is allowed.

Loading or running JavaScript Acrobat and Reader block JavaScript operations when the scripts are blacklisted or

originate from an external source.

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Inserting data into PDFs and forms An alert notifies you when an untrusted source attempts to add data into a PDF

form by using an FDF file, for example. Although this data-injection feature can streamline workflows in your

organization, it can also be used to add malicious data into a PDF.

Silent printing Silent printing is printing to a file or printer without any confirmation from you. It is a potential

security risk because a malicious file can silently print multiple times to your printer, wasting printer resources. It can

also prevent other documents from printing by keeping the printer busy.

Contact your system administrator to determine when to allow silent printing.

More Help topics

“Enhanced security” on page 210

“Document message bar” on page 20

“Play multimedia” on page 309

“Multimedia Trust preferences” on page 310

Enhanced security

PDFs have evolved from static pages to complex documents with features such as interactive forms, multimedia

content, scripting, and other capabilities. These features leave PDFs vulnerable to malicious scripts or actions that can

damage your computer or steal data. Enhanced security allows you to protect your computer against these threats by

blocking actions or selectively permitting them for locations and files that you trust.

When enhanced security is enabled and a PDF tries to complete a restricted action from an untrusted location or file,

a security alert appears. The type of alert depends on the action and your version of Acrobat or Reader. (See “Security

alerts” on page 208.)

Important: Acrobat and Reader 9.3 and 8.2 enable enhanced security by default. Adobe recommends that you enable

enhanced security if it is not already enabled, and that you bypass restrictions only for trusted content.

For a detailed list of restricted actions when enhanced security is enabled, see the enhanced security warnings at

“Security alerts” on page 208.

For technical details about enhanced security, written primarily for administrators, see the documents at

www.adobe.com/go/learn_acr_appsecurity_en.

Enable enhanced security

1In the Preferences dialog box, select Security (Enhanced) from the Categories on the left.

2Select the Enable Enhanced Security option.

Note: Acrobat and Reader 9.3 and 8.2 enable enhanced security by default.

Bypassing enhanced security restrictions

With enhanced security enabled, only the files, folders, and locations that have been trusted are exempt from enhanced

security’s restrictions. You can specify trusted locations and files in several ways, depending on the action the PDF is

attempting to complete.

•Use the privileged locations feature in the enhanced security dialog box to trust files, folders, and host domains

(root URLs).

•Configure Internet access using the Trust Manager. (See “Trust Manager preferences” on page 211.)

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•For certified PDFs, trust the signer’s certificate for privileged network operations, such as networking, printing, and

file access. (See “Set the trust level of a certificate” on page 223.)

•Control cross-domain access using a server-based policy file. (See the Cross Domain Security document at

www.adobe.com/go/learn_acr_appsecurity_en.)

Specify privileged locations for trusted content

Enhanced security provides a way to specify locations for trusted content. These privileged locations can be single files,

folders, or root URLs (host domains). Content that resides in a privileged location is trusted. For example, enhanced

security normally blocks PDFs from loading data from unknown websites. If you add the data’s origin (its host

domain) to your list of privileged locations, Acrobat and Reader allow loading the data. For details, see the Enhanced

Security document at www.adobe.com/go/learn_acr_appsecurity_en.

1With enhanced security enabled, select the type of location to add to the Privileged Locations section in the

Enhanced Security pane:

•Files Select this option if you only have one or two files from a location that you want to add. If you have many files

you know you can trust, it can be more practical to place them into one privileged PDF folder.

•Folders If you have many files that you trust, it can be more practical to place them into one privileged PDF folder.

•Host Enter the name of the root URL only. For example, you can enter www.adobe.com, but not

www.adobe.com/products. To only allow higher privileges for files accessed from secure connections, select the

option for Secure Connections Only (https:).

2Click OK to complete the task.

Restrict URLs and attachments in PDFs

Acrobat and Reader warn you any time you try to open a URL (website) or a file attachment that uses a disallowed file

type. URLs and disallowed file types are potentially dangerous because they can transfer or run programs, macros, or

viruses that can damage your computer. Examples of disallowed file types include .exe and .zip files.

You can allow your product to contact specific websites by adding those URLs to your list of allowed websites in the

Trust Manager preferences. Or, you can allow all URLs. In the Trust Manager preferences, click Change Settings on

the right to see a list of trusted and blocked sites to edit. Remove any URLs you no longer want to visit. To open file

attachments in your product, respond to a prompt by indicating that you always allow files of that type. The file type

is then added to a list stored in the registry. To restrict a file type that you permitted in the past, reset this list to its

default settings in the Trust Manager preferences. You can assign additional trust in the Enhanced Security

preferences.

Note: Acrobat and Reader also alert you when a PDF attempts to complete other potentially risky actions. (See “Security

alerts” on page 208 and “Enhanced security” on page 210.)

Trust Manager preferences

To open the Trust Manager preferences, open the Preferences dialog box, and select Trust Manager on the left.

Allow Opening Of Non-PDF File Attachments With External Applications When selected, allows file attachments to

start external applications when you open the files. You must have the external applications to open the files.

Note: For security reasons, certain file types (such as .zip and .exe files) cannot be saved or opened with Acrobat. Acrobat

products maintain a registry/plist-level black and white list of file types that can be saved and opened with Acrobat. You

cannot change this list by using the Acrobat interface. The only way to change the list is by manually editing the registry,

which is not recommended. Although Acrobat allows you to attach files that cannot be saved or opened from the program,

this practice is also not recommended.

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Restore Default List Of Allowed And Disallowed File Attachment Types Removes saved settings you chose for opening

attachments. For example, if you chose to always open TMP attachments when prompted, TMP appears in the list of

allowed file attachment types. By clicking Restore, you remove TMP from the list. The Restore button is available only

if you changed the attachment defaults.

Change Settings (Internet Access From PDF Files Outside The Web Browser) When clicked, lets you specify the default

behavior for accessing the Internet from PDFs. To restrict access to only the URLs you specify, select Let Me Specify

A List Of Allowed And Blocked Web Sites (the default). To allow access to all URLs, select Allow All websites. To

restrict access with all URLs in PDFs, select Block All Web Sites.

Note: If the options in the Manage Internet Access dialog box are dimmed, select Let Me Specify A List Of Allowed And

Blocked Web Sites. If options are still dimmed, your product could be under an administrator’s control with those

restrictions in place.

To specify a list of allowed and blocked websites, type each URL in the box, and click Allow or Block. Then, specify the

default behavior for Acrobat for websites that are not in the list.

Note: If you open a protected PDF and receive a prompt to allow or block a URL, select Remember My Action For This

Site. This reply adds the URL to this list.

Load Trusted Root Certificates From An Adobe Server Allows Acrobat to automatically download trust settings from

an Adobe server.

Ask Before Installing When selected, prompts the user when new root certificates are downloaded from Adobe. Click

Update Now to check for and install new root certificates immediately.

Open secured PDFs

Documents can be secured in several ways. To view the security settings of a document, open the Security tab of the

Document Properties dialog box. If you have trouble opening a PDF, or if you’re restricted from using certain features,

contact the author of the PDF.

Password protection A password-protected PDF either requires a password to open or a password to change or

remove restricted operations. If a document has restricted features, any tools and options related to those features are

dimmed.

Restricted If a document is restricted, encrypted, or has a special status, the Security Settings icon appears to the

left of the document. Click the icon to display the Security Settings pane to see which features are restricted.

Digitally signed When a document is digitally signed, the digital signature status appears in the document message

bar above the document. A digital signature helps assure the recipient that the document content is valid.

Certified Certifying a document assures recipients that the document is authentic. Certifying signatures also include

information to allow or disallow particular actions, such as filling in forms and modifying the document. A document

with a valid certificate displays a Blue Ribbon icon . When you submit a certified form, you are assured that it is

going back to the valid author.

More Help topics

“Digital signatures” on page 238

“Securing documents with passwords” on page 216

“Certificate security” on page 218

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Sign a document

When a document is sent to you that requires your signature, you can sign it with an existing digital ID. Or, create a

new digital ID for that document.

1Open the document and do one of the following:

•If the document has a signature field, click the field and continue to step 4.

•Click the Sign toolbar button , and then click Sign Document.

2Read the information in the dialog box, and then click OK.

3Drag your mouse to create a space for the signature.

4To create a new digital ID for this document, select New ID from the Sign As menu. For help creating an ID, see

the related information.

5In the Sign Document dialog box, complete the signature as follows:

Password Type the password associated with the digital ID.

Appearance Select to change what information is displayed in the signature, such as the date and time.

Lock Document After Signing If this option is available, select it only if you are the last recipient to sign the document.

Selecting this option locks all fields, including the signature field.

More Help topics

“Create a new digital ID” on page 233

Certify a document

By signing a document, you allow recipients to verify that the signed document actually came from you. Your digital

ID is part of the signature, which establishes your identity. You can create your own digital ID (called a self-signed ID)

or get a certificate from a certificate authority (an organization that issues certificates).

You can certify a document with or without a visible signature. Document recipients see a Blue Ribbon icon above

the document, which signifies that it has been certified.

1Open the document you want to certify with a digital signature.

2Choose Advanced > Sign & Certify > Certify With Visible Signature or Certify Without Visible Signature. Or, click

the Sign icon in the taskbar, and then click Certify With Visible Signature or Certify Without Visible Signature.

3Read the information in the dialog boxes and click OK to each one.

4If you select Certify With Visible Signature, drag your mouse to create a signature field as described in the previous

dialog box. If you do not have a digital ID, the Add A Digital ID dialog box is displayed. Otherwise, the Certify

Document dialog box is displayed.

Password Type the password associated with the digital ID.

Appearance Select an existing appearance or select Create New Appearance to select the information to be displayed

in the Signature field.

Permitted Actions After Certifying Select specific actions to allow in the document.

5Click Sign, and then save the document.

When recipients open the document, they can open the signature panel to view the signature, and display the signature

properties.

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Choosing a security method

Choosing which type of security to use

By adding security to documents, you can limit viewing, editing, printing, and other options to only the specified users.

You can choose if you want the users to have the required password, a digital ID, or access to Adobe LiveCycle® Rights

Management ES.

Acrobat provides different security methods with which to specify document authenticity, encryption, and permission

settings. You can encrypt all or part of a document and limit user actions. For example, you can restrict users to only

typing in fields in a form or prevent them from printing a PDF.

Password security Use passwords to restrict opening, editing, and printing PDFs. Password security provides a simple

way to share documents among users where sharing passwords is possible or when high levels of backward

compatibility is required. Password security policies do not require specifying any document recipients.

You set password protection either for all contents or only on file attachments. PDF envelopes enable you to attach

encrypted files to an unencrypted PDF envelope.

Certificate security Certificate security provides a high level of security and eliminates the need for password sharing.

It also allows assigning different permissions to different users whose identities can be verified and managed.

Adobe LiveCycle Rights Management ES security Use Adobe LiveCycle Rights Management ES to apply a policy to

documents without the need for digital signatures and certificates. The policy contains the list of recipients and their

individual set of permissions.

Security policies

If you often apply the same security settings to PDFs, consider creating a security policy to simplify your workflow.

Different policies are useful for accommodating different requirements.

Envelope policy You can secure multiple documents by embedding them in a PDF envelope. Envelopes can be

encrypted to prevent unauthorized users from accessing the contents and certified to provide proof of origin.

Authorized recipients can open the envelope and extract the files to view them.

LiveCycle Rights Management ES policy Adobe LiveCycle Rights Management ES policies are stored on a server, and

users must have access to the server to use them. Creating these policies requires specifying the document recipients

from a list on Adobe LiveCycle Rights Management ES.

Password and certificate policies Save your password or certificate settings and reuse them to encrypt PDFs without

setting up the password or certificate for each instance.

Protection required: Action:

Require a password to open a

PDF, or copy or print its contents

Choose Encrypt With Password from the Secure button

in the Tasks toolbar. For a PDF Portfolio, choose File >

Modify PDF Portfolio > Secure Portfolio.

If your company is signed up, you can also use Adobe

LiveCycle Rights Management ES to secure documents.

Indicate that you approve of the

PDF content

Sign and certify the PDF. You must obtain a digital ID to

add digital signatures.

For Asian languages, you can add an approval stamp.

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For more information on using security features, see these resources:

•Legal professionals: http://blogs.adobe.com/acrolaw/

•PDF Portfolios: www.adobe.com/go/lrvid4201_a9

More Help topics

“Removing sensitive content” on page 236

“Setting up security policies” on page 226

Choosing security methods within FIPS mode (Windows)

Acrobat and Reader provide a FIPS mode to restrict data protection to Federal Information Processing Standard

(FIPS). FIPS mode uses FIPS 140-2 approved algorithms using the RSA BSAFE Crypto Micro Edition (ME) 2.1.0.3

cryptographic module.

The following security options aren’t available in FIPS mode:

•Applying password-based security policies to documents. You can use public key certificates or Adobe LiveCycle

Rights Management ES to secure the document, but you cannot use password encryption to secure the document.

•Creating self-signed certificates. To create a self-signed digital ID, it must be saved to the Windows certificate store.

You cannot create a self-signed digital ID that is saved to a file.

•RC4 encryption. A PDF file can only be encrypted by using the AES encryption algorithm when in FIPS mode.

•MD5 or RIPEMD160 digest methods. In FIPS mode, only the SHA-1 and SHA-2 families of digest algorithms can

be used when creating a digital signature.

In FIPS mode, you can open and view documents that are protected with algorithms that are not FIPS compliant.

However, you can’t save any changes to the document using password security. To apply security policies to the

document, use either public key certificates or Adobe LiveCycle Rights Management ES.

FIPS mode is configured in the Windows registry by a system administrator. For more information, see Document

Security User Guide For Adobe Acrobat and Adobe Reader (PDF) at www.adobe.com/go/learn_acr_security_en.

Prevent forms from being

tampered with

Use LiveCycle Designer to secure forms and create

locking signature fields. See the Adobe LiveCycle

Designer Help.

Send secure file attachments via

Use security envelopes.

Allow only the people you

specify to view a PDF

Choose Encrypt With Certificate from the Secure button

in the Tasks toolbar, or apply security using Adobe

LiveCycle Rights Management ES. You must have

certificates for users who can view the documents.

Protection required: Action:

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Securing documents with passwords

Add password security

You can limit access to a PDF by setting passwords and by restricting certain features, such as printing and editing.

Passwords cannot be added to a document if it is already signed or certified. Two types of passwords are available:

Document open password With a document open password (also known as a user password), users must type in the

password you specify to open the PDF.

Permissions password When you set only a permissions password (also known as a master password), recipients don’t

need a password to open the document. However, they must type the permissions password to set or change the

restricted features.

If the PDF is secured with both types of passwords, it can be opened with either password. However, only the

permissions password allows the user to change the restricted features. Because of the added security, setting both

types of passwords is often beneficial.

All Adobe products enforce the restrictions set by the permissions password. However, if third-party products do not

support or respect these settings, document recipients are able to bypass some or all of the restrictions you set.

Important: If you forget a password, there’s no way to recover it from the PDF. Consider keeping a backup copy of the

PDF that isn’t password-protected.

1Do one of the following:

•In a single PDF or component PDF in a PDF Portfolio, open the PDF and choose Advanced > Security > Encrypt

With Password. (You can also choose File > Properties and select the Security tab.)

•In a PDF Portfolio, open the PDF Portfolio and choose File > Modify PDF Portfolio > Secure Portfolio. In the

Security Method menu, select Password Security.

Note: If these options are unavailable, it’s either because the document or PDF Portfolio already includes security settings,

or the PDF was created in LiveCycle Designer ES.

2If you receive a prompt, click Yes to change the security.

3Select a compatibility level. This option sets the encryption level and key size.

Encryption algorithm and key size are version specific. Ensure that your encryption level is equal to or lower than the

recipients’ version of Acrobat or Reader.

4Select the document components to encrypt.

To allow the document contents to be searched, leave the metadata unencrypted. To create security envelopes, use

Encrypt Only File Attachments.

5Select the type of password to add, and then type the password in the corresponding field. If you are setting a

permissions password, determine the level of access.

6To allow recipients to copy PDF content to another document, select Enable Copying Of Text, Images, And Other

Content.

7Click OK. At the prompt to confirm each password, retype the appropriate password in the box and click OK.

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Password security options

You can set the following options when you create a PDF or when you apply password protection to a PDF. Options

vary depending on the Compatibility setting. Security options are not available for PDF/X standards or presets.

Compatibility Sets the type of encryption for opening a password-protected document. The Acrobat 3 And Later

option uses a low encryption level (40-bit RC4), while the other options use a high encryption level (128-bit RC4 or

AES). Acrobat 6.0 And Later lets you enable metadata for searching. Acrobat 9.0 And Later encrypts the document

using the AES encryption algorithm with a 256-bit key size.

People using an earlier version of Acrobat cannot open a PDF document with a higher compatibility setting. For

example, if you select the Acrobat

9 And Later option, the document cannot be opened in Acrobat 8.0 or earlier.

Encrypt All Document Contents Select this option to encrypt the document and the document metadata. If this option

is selected, search engines cannot access the document metadata.

Encrypt All Document Contents Except Metadata Select this option to encrypt the contents of a document but still

allow search engines access to the document metadata. This option is available when you select a compatibility to

Acrobat 6.0 and later.

Encrypt Only File Attachments Select this option to require a password for opening file attachments. However, users

can open the PDF without a password. Use this setting for security envelopes. This option is available when you set

compatibility for Acrobat 7.0 and later.

Require A Password To Open The Document Select this option to require users to type the password you specify to

open the document. This option is unavailable if Encrypt Only File Attachments is selected.

Document Open Password Specify the password that users must type to open the PDF file.

Note: If you forget a password, there is no way to recover it from the document. It’s a good idea to store passwords in a

separate secure location in case you forget them.

Restrict Editing And Printing Of The Document Restricts access to the PDF file’s security settings. If the file is opened

in Acrobat, the user can view the file but must enter the specified Permissions password to change the security and

permissions settings. If the file is opened in Illustrator®, Photoshop®, or InDesign®, the user must enter the Permissions

password. It is not possible to open the file in a view-only mode.

Change Permissions Password Specify a password that is required to change the permissions settings. This option is

available only if the previous option is selected.

Printing Allowed Specifies the level of printing that users are allowed for the PDF document.

•None Prevents users from printing the document.

•Low Resolution (150 dpi) Lets users print at no higher than 150-dpi resolution. Printing can be slower because each

page is printed as a bitmap image. This option is available only if the Compatibility option is set to Acrobat 5.0 Or

Later.

•High Resolution Lets users print at any resolution, directing high-quality vector output to PostScript® and other

printers that support advanced high-quality printing features.

Changes Allowed Defines which editing actions are allowed in the PDF document.

•None Prevents users from changing the document that are listed in the Changes Allowed menu, such as filling in

form fields and adding comments.

•Inserting, Deleting, And Rotating Pages Lets users insert, delete, and rotate pages, and create bookmarks and

thumbnails. This option is only available for high (128-bit RC4 or AES) encryption.

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•Filling In Form Fields And Signing Existing Signature Fields Lets users fill in forms and add digital signatures. This

option doesn’t allow them to add comments or create form fields. This option is only available for high (128-bit RC4

or AES) encryption.

•Commenting, Filling In Form Fields, And Signing Existing Signature Fields Lets users add comments and digital

signatures, and fill in forms. This option doesn’t allow users to move page objects or create form fields.

•Any Except Extracting Pages Lets users edit the document, create and fill in form fields, and add comments and

digital signatures.

Enable Copying Of Text, Images, And Other Content Lets users select and copy the contents of a PDF.

Enable Text Access For Screen Reader Devices For The Visually Impaired Lets visually impaired users read the

document with screen readers, but doesn’t allow users to copy or extract the contents. This option is available only for

high (128-bit RC4 or AES) encryption.

Remove password security

You can remove security from an open PDF if you have the permissions to do so. If the PDF is secured with a server-

based security policy, only the policy author or a server administrator can change it.

1In the open PDF, do one of the following:

•Select Advanced > Security > Remove Security.

•In the Security tab of the Document Properties dialog box, choose No Security from the Security Method menu.

2Your options vary depending on the type of password security attached to the document:

•If the document only had Document Open password, click OK to remove it from the document.

•If the document had a permissions password, type it in the Enter Password box, and then click OK. Click OK again

to confirm the action.

Securing documents with certificates

Certificate security

Use certificates to encrypt documents and to verify a digital signature. A digital signature assures recipients that the

document came from you. Encryption ensures that only the intended recipient can view the contents. A certificate

stores the public key component of a digital ID.

When you secure a PDF using a certificate, you specify the recipients and define the file access level for each recipient

or group. For example, you can allow one group to sign and fill forms and allow another to edit text or remove pages.

You can choose certificates from your list of trusted identities, from files on disk, from an LDAP server, or from the

Windows certificate store (Windows only). Always include your own certificate in the recipient list so that you are later

able to open the document.

Note: If possible, encrypt documents using certificates from third-party digital IDs. If the certificate is lost or stolen, the

issuing authority can replace it. If a self-signed digital ID is deleted, all PDFs that were encrypted using the certificate from

that ID are forever inaccessible.

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Encrypt a PDF with a certificate

1For a single PDF or a component PDF in a PDF Portfolio, open the PDF. For a PDF Portfolio, open the PDF

Portfolio and choose View > Portfolio > Cover Sheet.

2Choose Advanced > Security > Encrypt With Certificate or click the Secure button in the Tasks toolbar, and

choose Encrypt With Certificate.

3At the prompt, click Yes.

4In the Certificate Security Settings dialog box, select the document components to encrypt.

5From the Encryption Algorithm menu, choose a rate of encryption, and then click Next.

The encryption algorithm and key size are version specific. Recipients must have the corresponding version (or later)

of Acrobat or Reader to decrypt and read the document.

•If you select 128-bit AES, recipients must have Adobe Acrobat 7.0 or later or Adobe Reader 7.0 or later to open the

document.

•If you select 256-bit AES, Adobe Acrobat 9 or later or Adobe Reader 9 or later is required to open the document.

6Create a recipient list for the encrypted PDF. Always include your own certificate in the recipient list so that you

are later able to open the document.

•Click Search to locate identities in a directory server or in your list of trusted identities.

•Click Browse to locate the file that contains certificates of trusted identities.

•To set printing and editing restrictions for the document, select recipients from the list, and then click Permissions.

7Click Next to review your settings, and then click Finish.

When a recipient opens the PDF, the security settings you specified for that person are used.

More Help topics

“About digital IDs” on page 232

“Get certificates from other users” on page 220

“About PDF Portfolios” on page 102

Change or remove encryption from a PDF

You can change or remove security settings from PDF files that you’ve encrypted.

Change encryption settings

1Do one of the following:

•For a single PDF or a component PDF in a PDF Portfolio, open the PDF.

•For a PDF Portfolio, open the PDF Portfolio and choose View > Portfolio > Cover Sheet.

2Select Advanced > Security > Show Security Properties.

3Click Change Settings.

4Do any of the following, and then click Next.

•To encrypt different document components, select that option.

•To change the encryption algorithm, choose it from the menu.

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5Do any of the following:

•To check a trusted identity, select the recipient, and then click Details.

•To remove recipients, select one or more recipients, and then click Remove. Do not remove your own certificate

unless you do not want access to the file using that certificate.

•To change permissions of recipients, select one or more recipients, and then click Permissions.

6Click Next, and then click Finish. Click OK to close the Document Properties dialog box, and save the document

to apply your changes.

Remove encryption settings

1Do one of the following:

•For a single PDF or a component PDF in a PDF Portfolio, open the PDF.

•For a PDF Portfolio, open the PDF Portfolio and choose View > Portfolio > Cover Sheet.

2Select Advanced > Security > Remove Security.

If prompted, type the permissions password. If you don’t know the permissions password, contact the author of the PDF.

Sharing certificates with others

Businesses that use certificates for secure workflows often store certificates on a directory server that participants can

search to expand their list of trusted identities.

When you receive a certificate from someone, you can add it to your list of trusted identities. You can set your trust

settings to trust all digital signatures and certified documents created with a specific certificate. You can also import

certificates from a certificate store, such as the Windows certificate store. A certificate store often contains numerous

certificates issued by different certification authorities.

For complete information on sharing certificates, see Document Security User Guide For Adobe Acrobat and Adobe

Reader (PDF) at www.adobe.com/go/learn_acr_security_en.

Note: Third-party security providers usually validate identities by using proprietary methods. Or, they integrate their

validation methods with Acrobat. If you use a third-party security provider, see the documentation for the third-party

provider.

More Help topics

“Export security settings” on page 231

Get certificates from other users

Certificates that you receive from others are stored in a list of trusted identities. This list is like an address book and

enables you to validate the signatures of these users on any documents you receive from them.

More Help topics

“Encrypt a PDF with a certificate” on page 219

Request a certificate from another user

1Do one of the following:

•In Acrobat, choose Advanced > Manage Trusted Identities.

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•In Reader, choose Document > Manage Trusted Identities.

2Click Request Contact.

3Type your name, email address, and contact information.

4To allow other users to add your certificate to their list of trusted identities, select Include My Certificates.

5Select either Email Request or Save Request As A File. Then click Next.

6Select the digital ID file to use, and then click Select.

7Do one of the following:

•If the Compose Email dialog box appears, type the email address of the person you’re requesting a certificate from,

and click Email. Send the email message that appears, with the attached certificate, in the default email application.

•If the Export Data As dialog box appears, specify a name and location for the file, click Save, and then click OK.

Add a certificate from email

When a contact sends a certificate to you in email, it is displayed as an FDF file attachment.

1 Double-click the email attachment, and then click Set Contact Trust in the dialog box that appears.

2On the Trust tab of the Import Contact Settings dialog box, select trust options.

•Select Use This Certificate As A Trusted Root only if it is required to validate a digital signature. Once you make a

certificate a trust anchor, you prevent revocation checking on it (or any certificate in the chain).

•To allow actions that can be a security risk, click Certified Documents, and then select the options you want to

allow:

Dynamic Content Includes FLV and SWF files as well as external links.

Embedded High Privilege JavaScript Trusts embedded scripts.

Privileged System Operations Includes networking, printing, and file access

3Click OK to view the import details, and then click OK again.

Add a certificate from a digital signature in a PDF

You can safely add a certificate to your trusted identities from a signed PDF by first verifying the fingerprint with the

originator or the certificate.

1Open the PDF containing the self-signed signature.

2Open the signature panel, and select the certificate in the Signatures panel.

3On the Options menu, click Show Signature Properties, and then click Show Certificate.

4If the certificate is self-signed, contact the originator of the certificate to confirm that the fingerprint values on the

Details tab are correct. Trust the certificate only if the values match the values of the originator.

5Click the Trust tab, click Add To Trusted Identities, and click OK.

6In the Import Contact Settings dialog box, specify trust options, and click OK.

Import a certificate

If you have a certificate that is already in your file system, you can import it into Acrobat for use with PDF files. To

import certificates, find out where they are stored (the filename and path).

1Do one of the following:

•In Acrobat, choose Advanced > Manage Trusted Identities.

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•In Reader, choose Document > Manage Trusted Identities.

2In the Display menu, select Contacts, and then click Add Contacts.

3Do any of the following:

•If Windows certificate digital IDs are allowed, select the appropriate directory and group.

•If your organization has configured an identity search directory, click Search to locate certificates.

•Click Browse, select the certificate file, and click Open.

4Select the added certificate in the Contacts list to add it to the Certificates list. Select the certificate in the Certificates

list, and click Details.

5If the certificate is self-signed, contact the originator of the certificate to confirm that the fingerprint values on the

Details tab are correct. Trust the certificate only if the values match the values of the originator.

6Click Trust, specify trust options, and click OK.

Set up Acrobat to search the Windows certificate store (Windows only)

1In the Security preferences, click Advanced Preferences.

2Click the Windows Integration tab, and select Enable Searching The Windows Certificate Store For Certificates

Other Than Yours. Select the desired options, and click OK twice.

Trusting certificates from the Windows certificate store is not recommended.

Import certificates using the Windows Certificate Wizard (Windows only)

If you use the Windows certificate store to organize your certificates, you can import certificates using a wizard in

Windows Explorer. To import certificates, find out where they are stored (the filename and path).

1In Windows Explorer, right-click the certificate file and choose Install PFX.

2Follow the onscreen instructions to add the certificate to the Windows certificate store.

3If you’re prompted to validate the certificate before installing it, note the MD5 digest and SHA1 digest values

(fingerprint). Contact the originator of the certificate to confirm that the values are correct. Trust the certificate

only if the values are correct. Click OK.

Associate a certificate with a contact

If you have a contact that is not associated with a certificate or you want to change the certificate associated with a

contact, follow these steps. A contact must have at least one valid certificate to exchange encrypted PDFs.

1Do one of the following:

•In Acrobat, choose Advanced > Manage Trusted Identities.

•In Reader, choose Document > Manage Trusted Identities.

2Select the contact, and click Details.

3Click Associate Certificate.

4Select a certificate, and click OK. Click OK again.

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Verify information on a certificate

The Certificate Viewer dialog box provides user attributes and other information about a certificate. When others

import your certificate, they often want to check your fingerprint information against the information they receive with

the certificate. (The fingerprint refers to the MD5 digest and SHA1 digest values.) You can check certificate

information for your own digital ID files or for ID files that you import.

For more information about verifying certificates, see Digital Signature User Guide for Adobe Acrobat and Adobe

Reader (PDF) at www.adobe.com/go/learn_acr_security_en.

The Certificate Viewer dialog box provides the following information:

•The certificate validation period

•The intended use of the certificate

•Certificate data, such as the serial number and public key method

You can also check if the certificate authority has revoked the certificate. Certificates are typically revoked when an

employee leaves the company or when security is compromised in some way.

Verify your own certificate

1Do one of the following:

•In Acrobat, choose Advanced > Security Settings.

•In Reader, choose Document > Security Settings.

2Select your digital ID, and then click Certificate Details .

Verify information on the certificate of a contact

1Do one of the following:

•In Acrobat, choose Advanced > Manage Trusted Identities.

•In Reader, choose Document > Manage Trusted Identities.

2Select the contact, and click Details.

3Select the certificate name, and click Show Certificate.

Set the trust level of a certificate

In Acrobat or Reader, the signature of a certified or signed document is valid if you and the signer have a trust

relationship. The trust level of the certificate indicates which actions you trust the signer for.

You can change the trust settings of certificates to allow or disallow specific actions. For example, you can change the

settings to enable the dynamic content and embedded JavaScript within the certified document.

For more information, see Digital Signature User Guide for Adobe Acrobat and Adobe Reader (PDF) at

www.adobe.com/go/learn_acr_security_en.

1Do one of the following:

•In Acrobat, choose Advanced > Manage Trusted Identities.

•In Reader, choose Document > Manage Trusted Identities.

2Select a contact, and click Details.

3Select the certificate name, and click Edit Trust.

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4In the Trust tab, select any of the following items to trust this certificate for:

Use This Certificate As A Trusted Root Trusts signatures created directly by this certificate. The root certificate is the

originating authority in a chain of certificate authorities that issued the certificate. By trusting the root certificate, you

trust all certificates issued by that certificate authority.

Signed Documents Or Data Acknowledges the identity of the signer.

Certified Documents Trusts documents in which the author has certified the document with a signature. You trust the

signer for certifying documents, and you accept actions that the certified document takes.

When Certified Documents is selected, the following options are available:

Dynamic Content Allows movies, sound, and other dynamic elements to play in a certified document.

Embedded High Privilege JavaScript Allows privileged JavaScript embedded in PDF files to run. JavaScript files can be

used in malicious ways. It is prudent to select this option only when necessary on certificates you trust.

Privileged System Operations Allows documents to use system operations, such as networking, printing, and file

access.

Note: Only allow Embedded High Privilege JavaScript and Privileged System Operations for sources who you trust and

work with closely, such as your employer or service provider.

5Click OK twice, and then click Close.

Delete a certificate from trusted identities

1Do one of the following:

•In Acrobat, choose Advanced > Manage Trusted Identities.

•In Reader, choose Document > Manage Trusted Identities.

2Choose Certificates from the Display menu.

3Select the certificate, and click Delete.

Use directory servers to store user certificates

Directory servers are commonly used as centralized repositories of identities within an organization. As such, the

server acts as an ideal location to store user certificates in enterprises that use certificate encryption. Directory servers

help you locate certificates from network servers, including LDAP (Lightweight Directory Access Protocol) servers.

After you locate a certificate, you can add it to your list of trusted identities so that you don’t have to look it up again.

By developing a storage area for trusted certificates, you or a member of your workgroup can facilitate the use of

encryption in the workgroup.

For more information about directory servers, see Digital Signature User Guide for Adobe Acrobat and Adobe Reader

(PDF) at www.adobe.com/go/learn_acr_security_en.

Import directory server settings (Windows only)

You import directory server settings from an FDF file. Make sure that you trust the provider of the FDF file before

opening it.

1To open the FDF, double-click it, or do one of the following:

•In Acrobat, choose Advanced > Security Settings.

•In Reader, choose Document > Security Settings.

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2Select Directory Servers on the left, and then click Import. Select the FDF file, and click Open.

3If the FDF file is signed, click the Signature Properties button to check the current signature status.

4Click Import Search Directory Settings.

5Click OK if prompted to confirm your choice.

The directory server appears in the Security Settings dialog box.

Export directory server settings (Windows only)

Although it is preferable to export security settings, you can export directory settings as a Form Data Format (FDF)

file. Use the FDF file to configure the directory server on another computer.

1Open the Preferences dialog box, click Identity, and enter your name, organization, and email address to create

your profile.

2Do one of the following:

•In Acrobat, choose Advanced > Security Settings.

•In Reader, choose Document > Security Settings.

3Select Directory Servers on the left, and then select one or more servers on the right.

4Click Export, select a destination, and click Next.

5To prove that the file came from you, click Sign, add your signature, and then click Next.

6Do one of the following:

•To save the file, specify a name and location for it, and click Save.

•To send the file as an email attachment, type an email address in the To box, click Next, and then click Finish.

More Help topics

“Export security settings” on page 231

Securing documents with Adobe LiveCycle Rights

Management ES

Adobe LiveCycle Rights Management ES

Adobe LiveCycle Rights Management ES is a server-based security system that provides dynamic control over PDFs.

Adobe LiveCycle Rights Management ES can be configured to run with LDAP, ADS, and other enterprise systems.

Policies provided by Adobe LiveCycle Rights Management ES are stored on the server and can be refreshed from the

server. Users connect to Adobe LiveCycle Rights Management ES to work with these policies.

Security policies are stored on a server running Adobe LiveCycle Rights Management ES, but the PDFs are not. In

some situations, users are required to connect to the server to open or continue to use PDFs to which a security policy

is applied. For information on configuring Adobe LiveCycle Rights Management ES, click Help on the Adobe

LiveCycle Rights Management ES website after you log in to your account.

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Connect to Adobe LiveCycle Rights Management ES

1Choose Advanced > Security Settings.

2Click Adobe LiveCycle Rights Management Servers on the left.

3Click the New button .

4Type a name in the Name box and the URL in the Server Name box. Add the port number and click Connect To

This Server.

5Type the user name and password for your account, and click OK.

View Adobe LiveCycle Rights Management ES policies

1Click the Secure button in the Tasks toolbar, and choose Adobe LiveCycle Rights Management > Manage My

Account.

The Adobe LiveCycle Rights Management page opens in your web browser.

2If prompted, type your user name and password, and click Login.

3Click the Policies link on the page.

For more information on using Adobe LiveCycle Rights Management, click the Help link in the upper right corner.

Setting up security policies

Types of security policies

If you often apply the same security settings to multiple PDFs, you can save your settings as a policy that you can reuse.

Security policies save time while ensuring a more consistently secure workflow. Creating policies for password and

certificate security lets you reuse the same security settings for any number of PDFs. Two kinds of security policies are

available:

•Organizational policies are especially useful if you want others to have access to PDFs for a limited time. Adobe

LiveCycle Rights Management ES policies are stored on a server, and users must have access to the server to use

them. Creating these policies requires specifying the document recipients from a list on Adobe LiveCycle Rights

Management ES. Adobe LiveCycle Rights Management ES controls access to PDFs and auditing events as defined

by the security policy. You can use Adobe LiveCycle Rights Management ES if your company has licensed the

software and made it available to you.

•User policies are policies created and applied by individuals. If you apply the same security settings to numerous

documents, you can save time by creating a user policy. Then, apply the user policy to documents. User policies for

passwords and public key certificates are stored on your local computer. With access to Adobe LiveCycle Rights

Management ES, you can create a user policy that’s stored on Adobe LiveCycle Rights Management ES. That policy

is available only to you.

How organizational policies are authenticated

In addition to reusing security settings, policies stored on Adobe LiveCycle Rights Management ES enable you to

expire and revoke documents (no matter how many copies were created or distributed). You can also maintain

accountability by auditing users who open protected documents.

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Security policies

A. Policies are stored on server. B. Policies are applied to a PDF. C. Users can open, edit, and print a document only if permitted by policy.

Setting up server-based security policies involves four main stages:

Configure the Adobe LiveCycle Rights Management ES The system administrator of your company or group usually

configures Adobe LiveCycle Rights Management ES, manages accounts, and sets up organizational policies. For more

information on configuring Adobe LiveCycle Rights Management ES, see the Adobe website.

Publish a document with a security policy An author creates a PDF and applies a policy stored on Adobe LiveCycle

Rights Management ES to the PDF. The server generates a license and unique encryption key for the PDF. Acrobat

embeds the license in the PDF and encrypts it using the encryption key. The author or administrator can use this

license to track and audit the PDF.

View a document with a policy applied When users try to open the secure PDF in Acrobat 9 (or Reader 9), they must

authenticate their identities. If the user is granted access to the PDF, the PDF is decrypted and opens with whatever

permissions are specified in the policy.

Administer events and modify access By logging in to an Adobe LiveCycle Rights Management ES account, the author

or administrator can track events and change access to policy-secured PDFs. Administrators can view all PDF and

system events, modify configuration settings, and change access to policy-secured PDFs.

Create a user security policy

User policies can use passwords, certificates, or Adobe LiveCycle Rights Management ES to authenticate documents.

The policies for password and certificate security can be stored on a local computer. Security policies created by using

Adobe LiveCycle Rights Management ES are stored on a server, so you can audit actions and change security settings

dynamically. You can use Adobe LiveCycle Rights Management ES if your company has licensed the software and

made it available to you.

More Help topics

“Securing documents with certificates” on page 218

“Securing documents with passwords” on page 216

“Securing documents with Adobe LiveCycle Rights Management ES” on page 225

Create a password policy

1In Acrobat, choose Advanced > Security > Manage Security Policies.

2Click New.

3Select Use Passwords, and then click Next.

AB C

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4Type a name and description for the policy, do one of the following, and then click Next:

•To specify passwords and restrictions whenever you apply this policy to a document, clear the Save Passwords With

The Policy option.

•To save passwords and restriction settings with the policy, select Save Passwords With The Policy.

5Specify a compatibility setting and password options. If you selected Save Passwords With The Policy, specify the

password and restrictions. Click OK.

6Review the policy details, click Finish, and then click Close.

Create a certificate policy

1In Acrobat, choose Advanced > Security > Manage Security Policies.

2Click New.

3Select Use Public Key Certificates, and then click Next.

4Type a name and description for the policy, and specify the document components to encrypt.

Certificates must be current and have key usage that allows for encryption.

5Determine how to enforce the policy:

•To create a policy that is associated with individual recipients, do not select Ask For Recipients When Applying This

Policy.

•To create a policy that is associated with individual documents, select Ask For Recipients When Applying This

Policy.

Select an encryption algorithm from the menu that is compatible with the recipients’ version of Acrobat, and click Next.

7Do one of the following:

•If you selected Ask For Recipients When Applying This Policy, review the policy settings and then click Finish.

•If you did not select Ask For Recipients When Applying This Policy, specify recipients by selecting digital IDs

(including your digital ID). Then click Next.

8Click Finish.

Creating policies for secure file attachments

You can add security to one or more documents by embedding them in an security envelope and sending it as an email

attachment. This method is especially useful if you want to send a secure file attachment without encrypting the files.

You can embed the documents as file attachments in a security envelope, encrypt the security envelope, and send it to

the recipients. When the recipients open the envelope, they can extract the file attachments and save them. The saved

files are identical to the original file attachments and are no longer encrypted when saved.

For example, when you send confidential documents, including non-PDF files, you only want the recipient to view the

documents. You can embed these documents as attachments in a security envelope, encrypt the security envelope, and

then email the envelope. Anyone can open the envelope, view its cover page, and even view a list of the contents of that

envelope. However, only the recipient can view the embedded attachments and extract them to read.

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Embed file attachments in security envelopes for secure transit.

1Click the Secure button in the Tasks toolbar, and choose Create Security Envelope.

2Click Add File To Send, select the documents you want to attach, and then click Open. Click Next.

3Select an envelope template and click Next.

4Select a delivery method, and click Next.

5If an envelope policy has been created, select it or select New Policy, and then follow the steps to create a policy.

6Review the information and click Finish.

7For some policies, you are asked to type the information you want to be displayed on the envelope. Enter enough

information to allow recipients to know who sent the envelope.

8Complete the security information (password, certificate, or policy).

9When the envelope is displayed, type the names of the recipients, and then click either the Save or Mail icon in the

toolbar.

If you click the mail icon, your default mail program opens with the security envelope as an attachment. Type the email

addresses of the recipients, and send the email.

More Help topics

“Apply security policies to PDFs” on page 230

Create a user security policy with Adobe LiveCycle Rights Management ES

If you have access to Adobe LiveCycle Rights Management ES, you can restrict document access and rights of

individuals registered with the server. When you create a user policy using Adobe LiveCycle Rights Management ES,

you’re redirected to the Adobe LiveCycle Rights Management ES web page.

1Do one of the following:

•For a single PDF or a component PDF in a PDF Portfolio, open the PDF.

•For a PDF Portfolio, open the PDF Portfolio and choose View > Portfolio > Cover Sheet.

2Choose Advanced > Security > Manage Security Policies.

3Click New.

4Select Use The Adobe LiveCycle Rights Management, and click Next.

5On the Adobe LiveCycle Rights Management web page, click Policies, and then click New.

6Type a name and description, set the validity period, and any other options.

7Select the users or groups, set permissions for them, and click OK.

8Specify the document components you want to encrypt, and whether you want a watermark.

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9When you’re done, click Save at the top of the page.

Apply security policies to PDFs

You can apply either an organization policy or a user policy to a PDF. To apply a server policy to a document, connect

to Adobe LiveCycle Rights Management ES. Adobe LiveCycle Rights Management security policies must be stored on

a server, but PDFs to which the policies are applied need not be. You can apply policies to PDFs using Acrobat, server-

side batch sequences, or other applications, such as Microsoft Outlook.

Only the policy administrator can edit or remove organizational policies. For details on editing security policies, click

the Secure button in the Tasks toolbar, and choose Adobe LiveCycle Rights Management > Manage My Account. Then

click Help in the upper-right corner.

More Help topics

“Securing documents with Adobe LiveCycle Rights Management ES” on page 225

Apply a security policy to a PDF

1Do one of the following:

•For a single PDF or a component PDF in a PDF Portfolio, open the PDF.

•For a PDF Portfolio, open the PDF Portfolio and choose View > Portfolio > Cover Sheet.

2If you are using a server policy, click the Secure button in the Tasks toolbar. Then choose Adobe LiveCycle

Rights Management > Refresh Security Policies.

Refreshing security policies ensures that you get the most up-to-date server policies.

3Choose Advanced > Security > Manage Security Policies. Select a policy, and then click Apply To Document.

In the Secure menu, you can identify organizational policies by the Enterprise Policy icon , and user policies by the

Personal Policy icon .

Apply a policy to attachments in Outlook

You can send different types of files as secure PDF attachments in Microsoft Outlook. This option is available only if

Adobe LiveCycle Rights Management ES is set up and available in Acrobat.

1In Outlook, choose File > New > Mail Message.

2In the toolbar, click the Attach As Secured Adobe PDF button .

3Select the file you want to attach by typing the file path or by clicking Browse.

4Specify how you want to secure the document, and click OK.

The file is converted to PDF and encrypted using the security method you choose.

5Complete the email message, and then click Send.

Remove a user security policy from a PDF

You can remove a security policy from a PDF if you have appropriate permissions. In general, a document owner can

remove a security policy from a PDF.

1Do one of the following:

•For a single PDF or a component PDF in a PDF Portfolio, open the PDF.

•For a PDF Portfolio, open the PDF Portfolio and choose View > Portfolio > Cover Sheet.

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2Select Advanced > Security > Remove Security.

Export security settings

1Choose Advanced > Security > Export Security Settings.

2Choose which groups of settings you want to share and click OK.

3Review and modify the security settings as needed, and then click Export.

4Select the method to use to encrypt the security settings (if desired), and then click OK.

5Certify the file.

Copy, edit, or delete a policy

1Choose Advanced > Security > Manage Security Policies.

2From the Show menu, choose whether you want to display all policies that you have access to, user policies that

you’ve created, or organizational policies.

3Select a policy, and then use the options you want:

Note: Options to edit or delete organizational policies aren’t available unless you have administrator rights to Adobe

LiveCycle Rights Management ES. Changes to these policies can be made only on Adobe LiveCycle Rights Management

ES, which opens automatically when you select an option.

Copy Use to create a policy that’s based on the settings of an existing policy.

Edit Editing a user policy that is stored on a local computer affects only documents to which the policy is applied after

the policy is edited. For user policies stored on a server, you can edit the permission settings and other options. This

option isn’t available for organizational policies.

Delete This option usually is not available for organizational policies.

Favorite This option adds the selected policy to the Secure menu in the Tasks toolbar, and to the Advanced > Security

menu. You can apply the Favorite option to multiple policies. Use this option to make a policy easier to get to.

A star appears next to a favorite policy. (To remove a policy from the favorites, click Favorite again.)

Revoke a policy-protected PDF

To restrict access to a policy-protected PDF that you made available to a group of users, you can revoke the document.

1Do one of the following:

•For a single PDF or a component PDF in a PDF Portfolio, open the PDF and log in to Adobe LiveCycle Rights

Management ES.

•For a PDF Portfolio, open the PDF Portfolio, log in to Adobe LiveCycle Rights Management, and choose View >

Portfolio > Cover Sheet.

2Choose Advanced > Security > Adobe LiveCycle Rights Management > Revoke Document.

3From the menu on the web page, choose an option that explains why you’re revoking the document or type a

message. If you’re replacing the revoked document, type the URL location of the new document.

4Click OK to save your changes.

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Creating or obtaining digital IDs

About digital IDs

Digital IDs include a private key that you safeguard and a public key (certificate) that you share.

A digital ID is like a driver’s license or passport. It proves your identity to people and institutions that you

communicate with electronically. A digital ID usually contains your name and email address, the name of the company

that issued your digital ID, a serial number, and an expiration date.

Digital IDs contain two keys: the public key locks, or encrypts, data; the private key unlocks, or decrypts, that data.

When you sign PDF documents, you use the private key to apply your digital signature. You distribute the certificate

that contains your public key and other identifying information to those who need to validate your signature, verify

your identity, or encrypt information for you. Only your private key can unlock information that was encrypted using

your certificate, so be sure to store your digital ID in a safe place.

You must have a digital ID to sign, certify, and apply certificate encryption to PDFs. You can get a digital ID from a

third-party provider, or you can create a self-signed digital ID. Self-signed digital IDs may be adequate for many

situations. However, to prove your identity in most business transactions, you may need a digital ID from a trusted

third-party provider, called a certificate authority. Because the certificate authority is responsible for verifying your

identity to others, choose one that is trusted by major companies doing business on the Internet. See the Adobe website

for information about Adobe security partners that offer digital IDs and other security solutions.

You can have multiple digital IDs that you use for different purposes, particularly if you sign documents in different

roles or using different certification methods. Digital IDs are usually password protected and can be stored on your

computer in PKCS #12 file format, on a smart card or hardware token, in the Windows certificate store, or on a signing

server (for roaming IDs). Acrobat includes a default signature handler that can access digital IDs from any of these

following locations. (You must register the digital ID in Acrobat for it to be available for use.)

More Help topics

“Sharing certificates with others” on page 220

“Smart cards and hardware tokens” on page 234

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Register your digital ID in Acrobat before you can use it. If you have a digital ID file that doesn’t appear in your list of

digital IDs, you can search for the missing digital ID file. Then, add it to the list. You can identify digital ID files by

their filename extensions. For PKCS #12 files, the extension is .pfx in Windows and .p12 in Mac OS. You need the

digital ID password (if any) to complete this task.

1Do one of the following:

•In Acrobat, choose Advanced > Security Settings.

•In Reader, choose Document > Security Settings.

2Select Digital IDs on the left.

3Click the Add ID button .

4Select My Existing Digital ID From and choose one of the following options:

A File Select this option if you obtained a digital ID as an electronic file. Follow the prompts to select the digital ID file,

type your password, and add the digital ID to the list.

A Roaming Digital ID Stored On A Server Select this option to use a digital ID that’s stored on a signing server. When

prompted, type the server name and URL where the roaming ID is located.

A Device Connected To This Computer Select this option if you have a security token or hardware token connected to

your computer.

5Click Next, and follow the onscreen instructions to register your digital ID.

Create a new digital ID

If you’re not using a third-party digital ID, you can create a self-signed digital ID. When you create a new digital ID,

it stores an encrypted private key for signing or decrypting documents and a public key contained in a certificate. Use

the certificate to validate signatures and encrypt documents.

1Do one of the following:

•In Acrobat, choose Advanced > Security Settings.

•In Reader, choose Document > Security Settings.

2Select Digital IDs on the left, and then click the Add ID button .

3Select A New Digital ID I Want To Create Now, and click Next.

4Specify where to store the digital ID, and click Next.

New PKCS#12 Digital ID File Stores the information in a file that you can send to others. This file has a .pfx extension

in Windows and .p12 in Mac OS. The files can be used interchangeably between operating systems. If you move a file

from one operating system to another, Acrobat still recognizes it.

Windows Certificate Store (Windows only) Stores the digital ID where other Windows applications can also retrieve it.

5Type a name, email address, and other personal information for your digital ID. When you certify or sign a

document, the name appears in the Signatures panel and in the Signature field.

6(Optional) To use Unicode values for extended characters, select Enable Unicode Support, and then specify

Unicode values in the appropriate boxes.

7Choose an option from the Key Algorithm menu. The 2048-bit RSA option offers more security than 1024-bit RSA,

but 1024-bit RSA is more universally compatible.

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8From the Use Digital ID For menu, choose whether you want to use the digital ID for signatures, data encryption,

or both. Click Finish.

You can export and send your certificate file to contacts who can use it to validate your signature.

Important: Make a backup copy of your digital ID file. If your digital ID file is lost or corrupted, or if you forget your

password, you cannot use that profile to add or validate signatures.

Set up a roaming ID account

A roaming ID is a digital ID that is stored on a server and can be downloaded—at the subscriber’s request—to the

roaming subscriber’s location. You must have a working Internet connection to access a roaming ID and an account

from an organization that supplies roaming digital IDs.

1Do one of the following:

•In Acrobat, choose Advanced > Security Settings.

•In Reader, choose Document > Security Settings.

2Expand Digital IDs on the left, select Roaming ID Accounts, and click Add Account.

3Type the name and URL for the roaming ID server, and click Next.

4Type the user name and password you’ve been assigned or follow the directions to create an account. Click Next,

and then click Finish.

5Select your roaming ID to use it, or click Logout.

When you perform a task that uses your roaming ID, you’re automatically logged in to the roaming ID server if your

authentication assertion hasn’t expired.

Smart cards and hardware tokens

A smart card looks like a credit card and stores your digital ID on an embedded microprocessor chip. You can use the

digital ID on a smart card to sign and decrypt documents on devices that include a smart card reader.

Similarly, a security hardware token is a small, keychain-sized device that you can use to store digital IDs and

authentication data. You can access your digital ID by connecting the token to a USB port on your computer or mobile

device. Some smart card readers include a keypad for typing a personal identification number (PIN).

If you store your digital ID on a smart card or hardware token, specify that information when you sign or certify

documents.

More Help topics

“Register a digital ID” on page 233

Specify the default digital ID

To avoid being prompted to select a digital ID each time your sign or certify a PDF, you can select a default digital ID.

1Do one of the following:

•In Acrobat, choose Advanced > Security Settings.

•In Reader, choose Document > Security Settings.

2Click Digital IDs on the left, and then select the digital ID you want to use as the default.

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3Click the Usage Options button , and choose a task for which you want the digital ID as the default. To specify

the digital ID as the default for two tasks, click the Usage Options button again and select a second option.

A check mark appears next to selected options. If you select only the signing option, the Sign icon appears next to

the digital ID. If you select only the encryption option, the Lock icon appears. If you select only the certifying

option, or if you select the signing and certifying options, the Blue Ribbon icon appears.

To clear a default digital ID, repeat these steps, and deselect the usage options you selected.

Change the password and timeout for a digital ID

Passwords and timeouts can be set for PKCS #12 IDs. If the PKCS #12 ID contains multiple IDs, configure the

password and timeout at the file level.

Note: Self-signed digital IDs expire in five years. After the expiration date, you can use the ID to open, but not sign or

encrypt, a document.

1Do one of the following:

•In Acrobat, choose Advanced > Security Settings.

•In Reader, choose Document > Security Settings.

2Expand Digital IDs on the left, select Digital ID Files, and then select a digital ID on the right.

3Click the Change Password button. Type the old password and a new password. Confirm the new password, and

then click OK.

4With the ID still selected, click the Password Timeout button.

5Specify how often you want to be prompted for a password:

Always Prompts you each time you use the digital ID.

After Lets you specify an interval.

Once Per Session Prompts you once each time you open Acrobat.

Never You’re never prompted for a password.

6Type the password, and click OK.

Be sure to back up your password in a secure place. If you lose your password, either create a new self-signed digital

ID and delete the old one, or purchase one from a third-party provider.

Delete your digital ID

When you delete a digital ID in Acrobat, you delete the actual PKCS #12 file that contains both the private key and the

certificate. Before you delete your digital ID, make sure that it isn’t in use by other programs or required by any

documents for decrypting.

Note: You can delete only self-signed digital IDs that you created in Acrobat.

1Do one of the following:

•In Acrobat, choose Advanced > Security Settings.

•In Reader, choose Document > Security Settings.

2Select Digital IDs on the left, and then select the digital ID to remove.

3Click Remove ID, and then click OK.

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More Help topics

“Delete a certificate from trusted identities” on page 224

Protecting digital IDs

By protecting your digital IDs, you can prevent unauthorized use of your private keys for signing or decrypting

confidential documents. Make sure that you have a procedure in place in the event your digital ID is lost or stolen.

How to protect your digital IDs

When private keys are stored on hardware tokens, smart cards, and other hardware devices that are password- or PIN-

protected, use a strong password or PIN. Never divulge your password to others. If you must write down your

password, store it in a secure location. Contact your system administrator for guidelines on choosing a strong

password. Keep your password strong by following these rules: use eight or more characters; mix uppercase and

lowercase letters with numbers and special characters; choose a password that is difficult to guess or hack, but that you

can remember without having to write it down; do not use a correctly spelled word in any language, as they are subject

to “dictionary attacks” that can crack these passwords in minutes; change your password on a regular basis; contact

your system administrator for guidelines on choosing a strong password.

To protect private keys stored in P12/PFX files, use a strong password and set your password timeout options

appropriately. If using a P12 file to store private keys that you use for signing, use the default setting for password

timeout option so that your password is always required. If using your P12 file to store private keys that are used to

decrypt documents, make a backup copy of your private key or P12 file so that you can open encrypted documents if

you lose your keys.

The mechanisms used to protect private keys stored in the Windows certificate store vary depending on what company

has provided the storage. Contact the provider to determine how to back up and protect these keys from unauthorized

access. In general, use the strongest authentication mechanism available and create a strong password or PIN when

possible.

What to do if a digital ID is lost or stolen

If your digital ID was issued by a certificate authority, immediately notify the certificate authority and request the

revocation of your certificate. You should also stop using your private key.

If your digital ID was self-issued, destroy the private key and notify anyone to whom you sent the corresponding public

key (certificate).

Removing sensitive content

Preparing PDFs for distribution

Before you distribute a PDF, you may want to examine the document for sensitive content or private information that

can trace the document to you. Such information may be hidden or not immediately apparent. For example, if you

created the PDF, the document metadata likely lists your name as the author.

You may also want to remove content that can inadvertently change and modify the document’s appearance.

JavaScript, actions, and form fields are types of content that are subject to change. If your document doesn’t require

these items, remove them before you distribute the document. You can use the Examine Document command to find

and remove hidden content from a PDF.

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Examine a PDF for hidden content

Use the Examine Document feature to find and remove content from a document that you don’t want, such as hidden

text, metadata, comments, and attachments.

If you want to examine every PDF for hidden content before you close it or send it in email, specify that option in the

Documents preferences using the Preferences dialog box.

1Choose Document > Examine Document.

If items are found, they are listed in the Examine Document panel with a selected check box beside each item.

2Make sure that the check boxes are selected only for the items that you want to remove from the document:

Metadata Metadata includes information about the document and its contents, such as the author’s name, keywords,

and copyright information, that can be used by search utilities. To view metadata, choose File > Properties.

File Attachments Files of any format can be attached to the PDF as an attachment. To view attachments, choose View

> Navigation Panel > Attachments.

Annotations And Comments This item includes all comments that were added to the PDF using the comment and

markup tools, including files attached as comments. To view comments, choose View > Navigation Panel >

Comments.

Form Fields This item includes form fields (including signature fields), and all actions and calculations associated with

form fields. If you remove this item, all form fields are flattened and can no longer be filled out, edited, or signed.

Hidden Text This item indicates text in the PDF that is either transparent, covered up by other content, or the same

color as the background. To view hidden text, click Preview. Click the double-arrow buttons to navigate pages that

contain hidden text, and select options to show hidden text, visible text, or both.

Hidden Layers PDFs can contain multiple layers that can be shown or hidden. Removing hidden layers removes these

layers from the PDF and flattens remaining layers into a single layer. To view layers, choose View > Navigation Panel

> Layers.

Bookmarks Bookmarks are links with representational text that open specific pages in the PDF. To view bookmarks,

choose View > Navigation Panel > Bookmarks.

Embedded Search Index An embedded search index speeds up searches in the file. To determine if the PDF contains

a search index, choose Advanced > Document Processing > Manage Embedded Index. Removing indexes decreases

file size but increases search time for the PDF.

Deleted Hidden Page And Image Content PDFs sometimes retain content that has been removed and which is no

longer visible, such as cropped or deleted pages, or deleted images.

3Click Remove to delete selected items from the file, and click OK.

Note: When you remove checked items, additional items are automatically removed from the document: digital

signatures; document information added by third-party plug-ins and applications; and special features that enable Adobe

Reader users to review, sign, and fill in PDF documents.

4Choose File > Save, and specify a filename and location. If you don’t want to overwrite the original file, save the file

to a different name, location, or both.

The selected content is permanently removed when you save the file. If you close the file without saving it, you must

repeat this process, making sure to save the file.

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Chapter 9: Digital signatures

You use a digital signature much like a handwritten signature—to approve documents. A digital signature verifies your

identity and may include a photo, an image of your handwritten signature, or other personal details that you choose.

Document authors can attest to the contents of their documents by adding a certifying signature.

Digital signatures

About digital signatures

A digital signature, like a conventional handwritten signature, identifies the person signing a document. Unlike a

handwritten signature, a digital signature is difficult to forge because it contains encrypted information that is unique

to the signer and easily verified.

Most digital signatures are referred to as approval signatures. Signatures that certify an Adobe® PDF are called certifying

signatures. Only the first person to sign a PDF (most often, the author) can add a certifying signature. A certifying

signature attests to the contents of the document. It also allows the signer to specify the types of changes allowed for

the document to remain certified. Changes to the document are shown in the Signatures panel.

To sign a document, you must obtain a digital ID or create a self-signed digital ID in Adobe Acrobat®. The digital ID

contains a private key and a certificate (or public key). The private key is used to add the digital signature, and the

certificate that you share with people who use it to validate your signature.

When you apply a digital signature, Acrobat uses a hashing algorithm to generate a message digest, which it encrypts

using your private key. Acrobat embeds the encrypted message digest in the PDF, along with details from your

certificate, an image of your signature, and a version of the document at the time it was signed.

Note: For the latest information about digital signatures, choose Help > Online Support > Knowledgebase to open the

Adobe Acrobat support page on the Adobe website. Then search for “digital signatures.”

Digital signature in a PDF form

For articles on digital signatures, see these resources:

•Digital Signatures in PDF and Acrobat: www.acrobatusers.com/tutorials/digital-signatures-pdf-acrobat

•Migrating and Sharing Security Settings: www.adobe.com/devnet/acrobat/pdfs/sharing_security_settings_90.pdf

•Adobe Acrobat 9 Digital Signatures, Changes, and Improvements (PDF):

www.adobe.com/devnet/reader/articles/reader_compatibility.html

More Help topics

“About digital IDs” on page 232

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Create the signature appearance

You can set the appearance of your digital signature by selecting options in the Security section of the Preferences

dialog box. For example, you can include an image of your handwritten signature, a company logo, or a photograph.

You can also create alternate signature appearances that you use for different purposes. For some, you can provide a

greater level of detail.

A signature appearance can also include information that helps others verify your signature, such as reason for signing,

contact information, and more. Set these options by using the Preferences dialog box. By selecting these preferences,

you add options to the Sign Document dialog box that appears each time you sign a PDF:

Signature formats

A. Text signature B. Graphic signature

1(Optional) If you want to include an image of your handwritten signature in the digital signature, scan your

signature, and save it as an image file. Place the image in a document by itself, and convert the document to PDF.

2Right-click the signature field and select Sign Document or Certify With Visible Signature.

You can also create an appearance using the Security section of the Preferences dialog box. In the Appearance section,

select one of the available options or click New to create an appearance.

3From the Appearance menu in the Sign dialog box, select Create New Appearance.

4In the Configure Signature Appearance dialog box, type a title for the signature appearance. When you sign a

document, you select the signature appearance by its title, so use a short, descriptive title.

5For Configure Graphic, choose an option:

No Graphic Displays only the default digital signature icon and other information specified in the Configure Text

section.

Imported Graphic Displays an image with your digital signature. Select this option to include an image of your

handwritten signature. To import the image file, click File, click Browse, and then select the image file.

Name Displays only the default digital signature icon and your name as it appears in your digital ID file.

6For Configure Text, select the options that you want to appear in the signature. Distinguished Name shows the user

attributes defined in your digital ID, including your name, organization, and country.

7For Text Properties, specify the writing direction and type of digits used, and then click OK.

(Optional) If the dialog box includes the Additional Signature Information section, specify the reason for signing the

document, the location, and your contact information. These options are only available if you selected them using

the Advanced Preferences section of the Preferences dialog box (Security > Advanced Preferences > Creation tab).

For more information, see Adobe Acrobat 9 Digital Signature Appearances (PDF) at

www.adobe.com/go/learn_acr_security_en.

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More Help topics

“Enable right-to-left languages” on page 52

Set signing preferences

1Open the Preferences dialog box, and then select Security on the left.

2Click Advanced Preferences, and then click the Creation tab.

3(Optional) If you are planning to use a third party plug-in as your default signing method, make sure it is installed.

Choose the default method for signing documents.

4Select any of the following:

Include Signature’s Revocation Status When Signing Embeds information about whether your certificate is valid or

has been revoked (required for signature validation). This option speeds the validation process by not having to go

online to determine whether the certificate has been revoked. This option is selected by default.

Show Reasons When Signing Adds your reason for signing to the signature field. When you sign a PDF, a menu

appears in the Sign Document dialog box. From this menu, you can select the option that best describes your reason

for signing the PDF.

Show Location And Contact Information When Signing Adds your location information to the signature field. Contact

information appears in the Signer tab of the Signature Properties dialog box. When you sign a PDF, text boxes appear

in the Sign Document dialog box where you can type this information.

Enable Reviewing Of Document Warnings Analyzes documents in a signing workflow for content that can change the

document appearance. It then provides an option in the Sign Document dialog box to review this content. Specify

Always, Never, or When Certifying A Document. Available options depend on the Prevent Signing Until Document

Warnings Are Reviewed setting.

Prevent Signing Until Document Warnings Are Reviewed Enable this option to require the signer to review document

warnings before signing or certifying a document. Specify Always, Never, or When Certifying A Document.

Add a timestamp to signatures

You can include the date and time you signed the document as part of your signature. Timestamps are easier to verify

when they’re associated with a timestamp authority’s trusted certificate. Including a timestamp helps to establish

exactly when you signed the document and reduces the chances of an invalid signature. You can obtain a timestamp

from a third-party timestamp authority or from the certificate authority that issued your digital ID.

Timestamps appear in the signature field and in the Signature Properties dialog box. If a timestamp server is

configured, that timestamp appears in the Date/Time tab of the Signature Properties dialog box. If no timestamp server

is configured, the signatures field displays the local time of the computer at the moment of signing.

Note: If you did not embed a timestamp when you signed the document, you can add one later to your signature. (See

“Establish long-term signature validation” on page 247.) A timestamp applied after signing a document uses the time

provided by the timestamp server.

Configure a timestamp server

To configure a timestamp server, you need the server name and URL, a Forms Data Format (FDF) file that contains

the server settings, or a security settings file that contains the timestamp server information.

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If you have a security settings file, install it and don’t use the following instructions for configuring a server. Make sure

that you obtained the security settings file from a source that you trust. Don’t install it without checking with your

system administration or IT department.

1Do one of the following:

•In Acrobat, choose Advanced > Security Settings.

•In Reader, choose Document > Security Settings.

2Select Time Stamp Servers on the left.

3Do one of the following:

•If you have an FDF file with the timestamp server settings, click the Import button . Select the FDF file, and click

Open.

•If you have a URL for the timestamp server, click the New button . Type a name, and then type the server URL.

Specify whether the server requires a user name and password, and then click OK.

Set a timestamp server as the default

If you have two or more timestamp servers configured, you can set one of them as the default.

Note: Before you set a timestamp server as the default, you may want to check if the timestamp authorities charge a usage fee.

1Do one of the following:

•In Acrobat, choose Advanced > Security Settings.

•In Reader, choose Document > Security Settings.

2Select the timestamp server, and click the Set Default button .

3Click OK to confirm your selection.

More Help topics

“Validate a timestamp certificate” on page 249

About graphics tablet signatures

You can sign PDFs using graphics tablets and other input devices. To sign using these devices, you can apply an ink

signature from within Acrobat, or use third-party software that provides additional functionality. Digital signature

providers, such as Silanis and the Communication Intelligence Corporation (CIC), provide this capability in an

Acrobat supported plug-in. These plug-ins may limit your access of certain encryption features in Acrobat. For more

information about third-party providers, visit the Adobe website.

Signing PDFs

Before you sign a PDF

You can expedite the signing process and optimize your results by making the following preparations in advance:

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Note: Some situations require using particular digital IDs for signing. For example, a corporation or government agency

can require individuals to use only digital IDs issued by that agency to sign official documents. Find out about the digital

signature policies of your organization to determine the proper source of your digital ID.

•Obtain a digital ID, or create a self-signed digital ID in Acrobat.

Note: You cannot create self-signed digital IDs from within FIPS mode.

•Set the default signing method.

•Create an appearance for your digital signature. For information about creating an appearance, see “Create the

signature appearance” on page 239.

•Use Preview Document mode to suppress any dynamic content that can alter the appearance of the document and

mislead you into signing an unsuitable document. For information about using the Preview Document mode, see

“Sign in Preview Document mode” on page 244.

•Review all the pages in a document before you sign. Documents can contain signature fields on multiple pages.

For a quick look at how to create a digital signature, see “Creating a Digital ID Profile in Acrobat 9” at

www.peachpit.com/articles/article.aspx?p=1272552.

More Help topics

“About digital IDs” on page 232

Sign a PDF

You can sign a PDF to indicate your approval using either a digital signature or ink signature. Digital signatures can

be used to sign a PDF more than once and by more than one person. When you sign a document, your digital signature

appears in the signature field. The appearance of the signature depends on options you choose. The actual information

for your digital signature is embedded in the PDF.

In Acrobat, the first person to sign a document (typically the document author) can add a certifying signature to

restrict changes to the document.

An ink signature is a handwritten mark on the page, similar to a free-form drawing you make with the Pencil tool in

the Comment & Markup Toolbar. Ink signatures do not provide the advanced functionality available with digital

signatures. Unlike a digital signature, an ink signature does not use a digital ID; therefore, it is impossible to verify the

identity of the signer. A digital signature can be verified as valid and can become invalid in response to document

changes. But an ink signature carries no validity state and does not warn of document changes. Ink signatures do not

appear in the Signatures pane of the document.

Note: To allow Reader users to sign documents using either type of signature, choose Advanced > Extend Features in

Adobe Reader.

Sign a PDF with a digital signature

For best results, use Preview Document mode to add your signature. See

“Sign in Preview Document mode

” on page 244.

1Click the signature field, or do one of the following:

•In Acrobat, choose Advanced > Sign & Certify > Sign Document.

•In Reader, choose Document > Sign > Sign Document.

•Click the Sign button in the Tasks toolbar and choose Sign Document.

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2If the document doesn’t have any existing signature fields, you’re prompted to draw a signature field for your

signature.

3If you haven’t specified a digital ID, you’re prompted to find or create a self-signed one.

Using self-signed certificates is not recommended for activities that require a high level of assurance about the identity

of the signer.

In the Sign Document dialog box, choose a digital ID from the Sign As menu. To create a new digital ID, select New ID.

5To create an appearance for your signature or to use an existing appearance, use the Appearance menu. If you have

not created an appearance or you want to create one for this signature, choose Create New Appearance.

6If the seed value and document rules allow locking, you can choose to Lock Document After Signing. If you select

this option, no further changes to any form fields or addition of visible signatures are allowed.

Note: The Lock Document After Signing option is not available if there are additional unsigned signature fields or if the

document is managed with Adobe LiveCycle® Workflow server.

7If you selected advanced digital signature preferences, do any of the following based on the options you selected in

the Preferences dialog box:

For information about the advanced digital signature preferences, see “Create the signature appearance” on page 239.

•Choose a reason for signing the document.

•Type your location and contact information.

•Review any document warnings about content that may impact signing.

8If your digital ID requires a password, type it in the Password box.

Note: Some digital IDs are configured to ask for a password or other user authentication after you click the Sign button.

9Click Sign, and specify a filename for saving the signed document, and click Save. It is a good idea to save it as a

different file so that you can keep the original unsigned document. If you are signing from within Reader, use the

Submit button to submit the signed document to a server after it is signed.

Sign a PDF with an ink signature

Ink signatures use the default color of Pencil tool markups. To change the color of the signature, right-click the Pencil

tool in the Comment & Markup Toolbar. Then choose Tool Default Properties, and change the color in the

Appearance tab.

1To sign a PDF with an ink signature, do one of the following:

•In Acrobat, choose Advanced > Sign & Certify > Apply Ink Signature.

•In Reader, choose Document > Sign > Apply Ink Signature. (This command is available only if the PDF creator

enabled digital signature and commenting rights.)

•Click the Sign button in the Tasks toolbar and choose Apply Ink Signature.

The cursor changes to a cross-hairs.

2Click where you want to sign and draw your signature.

3To include the signature with the document, save the PDF.

Note: You cannot add an ink signature to a PDF created in LiveCycle Designer ES or the LiveCycle Form Server. PDFs

created from those sources do not allow comments and markups.

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For best results, use the Preview Document feature when you sign documents. This feature analyzes the document for

content that may alter the appearance of the document. It then suppresses that content, allowing you to view and sign

the document in a static and secure state.

The Preview Document feature can help you find out if the document contains any dynamic content or external

dependencies. It can also help you find out if the document contains any constructs such as form fields, multimedia,

or JavaScript that could affect its appearance. After reviewing the report, you can contact the author of the document

about the problems listed in the report.

You can also use Preview Document mode outside a signing workflow to check the integrity of a document.

Sign a PDF in Preview Document mode

1Open the Preferences dialog box, and select Security on the left.

2Select View Documents In Preview Document Mode When Signing, and click OK.

3In the PDF, click the signature field, or click the Sign button in the Tasks toolbar and choose Sign Document.

The document message bar appears with the compliance status and options.

4(Optional) Click View Report in the document message bar (if available) and select each item in the list to show

details. When you’re done, close the PDF Signature Report dialog box.

5If you’re satisfied with the compliance status of the document, click Sign Document in the document message bar,

and add your digital signature.

6Save the PDF using a different name than the original, and close the document without making any further changes.

Before you certify a PDF

Document authors can improve document integrity and ensure that their documents remain certified by addressing

the following issues before they certify PDFs:

•Disable or remove content that could modify the document or compromise its integrity, such as JavaScripts,

actions, or embedded media.

•Certify or sign a PDF only after you make final changes to it. If you make changes or resave the PDF after you sign

it, you may compromise the validity of your signature or the document’s certified status.

More Help topics

“Examine a PDF for hidden content” on page 237

Certify a PDF

When you certify a PDF, you indicate that you approve of its contents. You also specify the types of changes that are

permitted for the document to remain certified. For example, suppose that a government agency creates a form with

signature fields. When the form is complete, the agency certifies the document, allowing users to change only form

fields and sign the document. Users can fill in the form and sign the document, but if they remove pages or add

comments, the document doesn’t retain its certified status.

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You can apply a certifying signature only if the PDF doesn’t already contain any other signatures. Certifying signatures

can be visible or invisible. A blue ribbon icon

in the Signatures panel indicates a valid certifying signature. A digital

ID is required to add the certifying digital signature.

1Click the Sign button in the Tasks toolbar and choose one of the following options:

•Certify With Visible Signature.

•Certify Without Visible Signature. If you choose this option, your signature appears only in the Signatures panel.

2Click OK in the Save As Certified Document dialog box.

If you are certifying with Visible signatures, you can place the signature in an existing signature field or create a field

for the signature. Follow the directions in the prompts to choose a location.

3If you’re adding a visible signature, draw the signature field on the page.

Note: If you enabled View Documents In Preview Document Mode When Signing in the Security Preferences, click Sign

Document in the document message bar.

4Follow the on-screen instructions to select a digital ID, if prompted.

Specify a default ID to avoid being prompted each time you sign a PDF.

5In the Certify Document dialog box, specify the permitted changes, type your password or PIN for your digital ID,

and then click Sign.

Note: Some digital IDs are configured to ask for a password or other user authentication after you click the Sign button.

6Save the PDF using a different filename than the original file, and then close the document without making

additional changes. It is a good idea to save it as a different file so that you can keep the original unsigned document.

More Help topics

“Specify the default digital ID” on page 234

“About digital signatures” on page 238

Clear or remove a digital signature

❖Do one of the following:

•To remove a signature, right-click the signature field and choose Clear Signature.

•To remove all signatures in a PDF, choose Clear All Signature Fields from the Options menu in the Signatures

panel.

You cannot remove a signature unless you are the one who placed it and you have the digital ID for signing it installed.

To delete the signature field in Acrobat, choose Tools > Advanced Editing > Select Object Tool, select the signature

field, and press the Delete key.

Customizing signature properties using seed values

Seed values offer additional control to document authors by letting them specify which choices a user can make when

signing a document. By applying seed values to signature fields in unsigned PDFs, authors can customize options, and

automate tasks. They can also specify signature requirements for items such as certificates and timestamp servers. For

more information about customizing signatures using seed values, see the Digital Signature User Guide (PDF) available

at www.adobe.com/go/learn_acr_security_en.

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Validating signatures

Checking the validity of a signature

When signatures are validated, an icon appears in the document message bar to indicate the signature status. Further

details about the status appear in the Signatures panel and in the Signature Properties dialog box.

Third-party signature handlers can provide alternate methods of validating signatures. Check the documentation

included with your third-party digital ID.

Important: To ensure that signatures are valid when you open a PDF and that all verification details appear with the

signature, set your verification preferences in advance. (See “Set signature verification preferences” on page 247.)

If the signature status is unknown or unverified, validate the signature manually to determine the problem and

possible solution. If the signature status is invalid, contact the signer about the problem.

For more information about signature warnings and valid and invalid signatures, see the Digital Signature User Guide

(PDF) at www.adobe.com/go/learn_acr_security_en.

More Help topics

“Verify information on a certificate” on page 223

“Get certificates from other users” on page 220

Validate a signature manually

You can assess the validity of a digital signature by checking the signature properties.

1Set your signature verification preferences. For more information, see “Set signature verification preferences” on

page 247.

2Open the PDF containing the signature, right-click the signature, and then choose Validate Signature. The

Signature Validation Status describes the validity of the signature.

3Click Signature Properties, and do the following:

•If the status is unknown, click the Signer tab, and then click Show Certificate to view the details of the certificate. If

you’re working with self-signed digital IDs, confirm that the certificate details are valid. If the certificate isn’t valid,

request a valid certificate from the signer. Click OK.

•Click the Date/Time tab to verify the timestamp, if needed.

•Click the Legal tab to learn more about the legal restrictions of the signature. In the Legal tab, click View Document

Integrity Properties to check if it contains items that could alter its appearance.

If the document was modified after it was signed, check the signed version of the document and compare it to the

current version.

More Help topics

“Validate a timestamp certificate” on page 249

“Sign in Preview Document mode” on page 244

“View previous versions of a signed document” on page 249

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Establish long-term signature validation

Long-term signature validation allows you to check the validity of a signature long after the document was signed. To

achieve long-term validation, all the required elements for signature validation must be embedded in the signed PDF.

Embedding these elements can occur when the document is signed, or after signature creation.

Without certain information added to the PDF, a signature can be validated for only a limited time. This limitation

occurs because certificates related to the signature eventually expire or are revoked. Once a certificate expires, the

issuing authority is no longer responsible for providing revocation status on that certificate. Without conforming

revocation status, the signature cannot be validated.

The required elements for establishing the validity of a signature include the signing certificate chain, certificate

revocation status, and possibly a timestamp. If all the required elements are available and embedded at signing, the

signature can be validated without going to outside resources for validation information. Acrobat and Reader can

embed all the required elements, as long as the elements are available. The PDF creator must enable usage rights for

Reader users (Advanced > Extend Features In Adobe Reader).

Note: Embedding timestamp information requires a properly configured timestamp server. In addition, the signature

validation time must be set to Secure Time (Preferences > Security > Advanced Preferences > Verification tab).

More Help topics

“Validate a timestamp certificate” on page 249

“Configure a timestamp server” on page 240

“Set signing preferences” on page 240

Add verification information at signing

1Make sure that your computer can connect to the appropriate network resources.

2Check that the preference Include Signature’s Revocation Status When Signing is still selected. (Preferences >

Security > Advanced Preferences > Creation tab.) This preference is selected by default.

3Sign the PDF.

If all the elements of the certificate chain are available, the information is added to the PDF automatically. If a

timestamp server has been configured, the timestamp is also added.

Add verification information after signing

In some workflows, signature validation information is unavailable at signing, but can be obtained later. For example,

suppose a company official signs a contract using a laptop while traveling by air. The computer cannot communicate

with the Internet to obtain timestamping and revocation information to add to the signature. Later, when Internet

access becomes available, anyone who validates the signature can add this information to the PDF. All subsequent

signature validations can also use this information.

1Make sure that your computer can connect to the appropriate network resources, and then right-click the signature

in the PDF.

2Choose Add Verification Information.

The command is unavailable if the signature is invalid, or signed with a self-signed certificate.

Set signature verification preferences

1Open the Preferences dialog box, and select Security on the left.

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2To automatically validate all signatures in a PDF when you open the document, select Verify Signatures When The

Document Is Opened. This option is selected by default.

3Click Advanced Preferences, and then click the Verification tab.

4Select verification options.

5(Windows only) Click the Windows Integration tab, and specify whether you can import identities from the

Windows Certificates feature into the list of trusted identities. In addition, specify whether to trust all root

certificates in the Windows Certificates feature when validating signatures and when validating certified

documents. Selecting these options can compromise security.

Note: It is not recommended to trust all root certificates in the Windows Certificate feature. Many certificates that are

distributed with Windows are designed for purposes other than establishing trusted identities.

Verification options

When Verifying These options specify methods that determine which plug-in to choose when verifying a signature.

The appropriate plug-in is often selected automatically. Contact your system administrator about specific plug-in

requirements for validating signatures.

Require Certificate Revocation Checking To Succeed Whenever Possible During Signature Verification Checks

certificates against a list of excluded certificates during validation. This option is selected by default. If you deselect this

option, the revocation status for approval signatures is ignored. The revocation status is always checked for certifying

signatures.

Verify Signatures Using Select an option to specify how to check the digital signature for validity. You can check by

the current time, by the time set by a timestamp server when the signature was signed (the default), or by the time the

signature was created.

Use Expired Timestamps The validation process uses the secure time provided by the timestamp or embedded in the

signature, even if the signature’s certificate has expired. This option is selected by default. Deselecting this option

allows discarding of expired timestamps.

Signatures panel overview

The Signatures panel displays information about each signature in the current document and the change history of the

document since the first signature. Each signature has an icon identifying its verification status. Verification details are

listed beneath each signature and can be viewed by expanding the signature. The Signatures panel also provides

information about the time the document was signed, and trust and signer details.

Verify signatures in the Signatures panel.

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Display the Signatures panel

❖Choose View > Navigation Panels > Signatures, or click the Signature Panel button in the document message bar.

You can right-click a signature field in the Signatures panel to do most signature-related tasks, including adding,

clearing, and validating signatures. In some cases, however, the signature field becomes locked after you sign it.

Validate a timestamp certificate

Review the Validity summary section of the Signature Properties dialog box for the validity status of a timestamp

certificate. The summary might display one of the following messages:

Signature date/time are from the clock on the signer's computer The time is based on the local time on the signer’s

computer.

Signature is timestamped The signer used a timestamp server and your settings indicate that you have a trust

relationship with that timestamp server.

Signature is timestamped but the timestamp could not be verified You may need to establish a trust relationship with

the timestamp server. You can establish a trust relationship using the following instruction, but first you need to make

sure you are familiar with the timestamp server and trust it. Check with your system administrator.

To validate a signature that contains a timestamp, you must obtain the certificate for the timestamp server and add it

to your list of trusted identities. Otherwise, the timestamp appears as unverified, and you must validate the timestamp

manually.

1Click the Signatures button in the navigation pane, select the signature, and choose Validate Signature from the

options menu .

2Click the Signature Properties button in the Signature Validation Status dialog box.

3In the Signature Properties dialog box, click the Date/Time tab to view the timestamp authority, and then click the

Show Certificate button. (This button appears in the Date/Time tab only if the signer used a timestamp server.)

4In the Certificate Viewer, click the Trust tab to determine if the timestamp certificate is trusted. If it isn’t trusted

but you do trust it, click Add To Trusted Identities. If a certificate for the timestamp server isn’t listed, request one

from the signer.

More Help topics

“Securing documents with certificates” on page 218

View previous versions of a signed document

Each time a document is signed, a signed version of the PDF is saved with the PDF. Each version is saved as append-

only and the original cannot be modified. All signatures and their corresponding versions can be accessed from the

Signatures panel.

In the Signatures panel, select and expand the signature, and choose View Signed Version from the option menu .

The previous version opens in a new PDF, with the version information and the name of the signer in the title bar.

2To return to the original document, choose the document name from the Window menu.

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Compare versions of a signed document

After a document is signed, you can display a list of the changes made to the document after the last version.

1In the Signatures panel, select the signature.

2Choose Compare Signed Version To Current Version from the Option menu .

3When you’re done, close the temporary document.

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Chapter 10: Accessibility, tags, and reflow

Accessibility features assist people with disabilities—such as mobility impairments, blindness, and low vision—in their

use of Adobe®

Acrobat® 9 Standard and Adobe PDFs.

Accessibility features

About accessibility features

A document or application is accessible if it can be used by people with disabilities—such as mobility impairments,

blindness, and low vision. Accessibility features in Adobe Acrobat, Adobe Reader®, and Adobe Portable Document

Format (PDF) enable people with disabilities to use PDF documents, with or without screen readers, screen

magnifiers, and braille printers.

Making PDFs accessible tends to benefit all users. For example, the document structure that enables a screen reader to

read a PDF out loud also enables a mobile device to reflow and display the document on a small screen. Similarly, the

preset tab order of an accessible PDF form helps all users—not just users with mobility impairments—fill the form

more easily.

Accessibility features in Acrobat and Reader fall into two broad categories: features to make the reading of PDF

documents more accessible and features to create accessible PDF documents. To create accessible PDF documents, use

Acrobat, not Reader.

Features for accessible reading of PDFs

•Preferences and commands to optimize output for assistive software and devices, such as saving as accessible text

for a braille printer

•Preferences and commands to make navigation of PDFs more accessible, such as automatic scrolling and opening

PDFs to the last page read

•Accessibility Setup Assistant for easy setting of most preferences related to accessibility

•Keyboard alternates to mouse actions

•Reflow capability to display PDF text in large type and to temporarily present a multicolumn PDF in a single, easy-

to-read column.

•Read Out Loud text-to-speech conversion

•Support for screen readers and screen magnifiers

Features for creating accessible PDFs

•Creation of tagged PDFs from authoring applications

•Conversion of untagged PDFs to tagged PDFs

•Security setting that allows screen readers to access text while preventing users from copying, printing, editing, and

extracting text

•Ability to add text to scanned pages to improve accessibility

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Acrobat Standard provides some functionality for making existing PDFs accessible. Acrobat Pro and Acrobat Pro

Extended enable you to perform tasks—such as editing reading order or editing document structure tags—that are

necessary to make some PDF documents and forms accessible.

For more information about accessibility features, see these online resources:

•Acrobat 9 accessibility, overview, new features, and FAQ: www.adobe.com/accessibility/products/acrobat/

•Information and news about accessibility in Adobe products: blogs.adobe.com/accessibility/pdf/

•Creating accessible PDF documents: www.adobe.com/accessibility

•General accessibility tips: acrobatusers.com/forums/aucbb/

About accessible PDFs

Accessible PDFs have the following characteristics.

Searchable text

A document that consists of scanned images of text is inherently inaccessible because the content of the document is

images, not searchable text. Assistive software cannot read or extract the words, users cannot select or edit the text, and

you cannot manipulate the PDF for accessibility. Convert the scanned images of text to searchable text using optical

character recognition (OCR) before you can use other accessibility features with the document.

Fonts that allow characters to be extracted to text

The fonts in an accessible PDF must contain enough information for Acrobat to extract all of the characters to text for

purposes other than displaying text on the screen. Acrobat extracts characters to Unicode text when you read a PDF

with a screen reader or the Read Out Loud feature. Acrobat also extracts characters to Unicode when you save as text

for a braille printer. This extraction fails if Acrobat cannot determine how to map the font to Unicode characters.

Reading order and document structure tags

To read a document’s text and present it in a way that makes sense to the user, a screen reader or other text-to-speech

tool requires a structured document. Document structure tags in a PDF define the reading order and identify headings,

paragraphs, sections, tables, and other page elements.

Interactive form fields

Some PDFs contain forms that a person is to fill out using a computer. To be accessible, form fields must be

interactive—meaning that a user must be able to enter values into the form fields.

Navigational aids

Navigational aids in a PDF—such as links, bookmarks, headings, a table of contents, and a preset tab order for form

fields—assist all users in understanding the document without reading completely through it. Bookmarks are

especially useful and can be created from document headings.

Document language

Specifying the document language in a PDF enables some screen readers to switch to the appropriate language.

Security that doesn’t interfere with assistive software

Some authors of PDFs restrict users from printing, copying, extracting, adding comments to, or editing text. The text

of an accessible PDF must be available to a screen reader. You can use Acrobat to ensure that security settings don’t

interfere with the ability of the screen reader to convert the on-screen text to speech.

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For more information about PDF accessibility, see www.webaim.org/techniques/acrobat/.

More Help topics

“Recognize text in scanned documents” on page 63

“Set the document language” on page 267

“Prevent security settings from interfering with screen readers” on page 267

“Keys for accessibility” on page 362

About tags, accessibility, reading order, and reflow

PDF tags are similar in many ways to XML tags. PDF tags indicate document structure: which text is a heading, which

content makes up a section, which text is a bookmark, and so on. A logical structure tree of tags represents the

organizational structure of the document. Thus tags can indicate the precise reading order and improve navigation—

particularly for longer, more complex documents—without changing the appearance of the PDF.

Assistive software determines how to present and interpret the content of the document by using the logical structure

tree. Most assistive software depends on document structure tags to determine the appropriate reading order of text

and to convey the meaning of images and other content in an alternate format, such as sound. An untagged document

does not have structure information, and Acrobat must infer a structure based on the Reading Order preference

setting. This situation often results in page items being read in the wrong order or not at all.

Reflowing a document for viewing on the small screen of a mobile device relies on these same document structure tags.

Often, Acrobat tags PDFs when you create them. To determine whether a PDF contains tags, choose File > Properties,

and look at the Tagged PDF value in the Advanced pane of the Description tab.

More Help topics

“Reading PDFs with reflow and accessibility features” on page 255

“Accessibility preferences” on page 255

“Creating accessible PDFs” on page 262

“Making existing PDFs accessible” on page 266

Checking the accessibility of PDFs

About accessibility checkers

Of course, the best way to test the accessibility of a document is to attempt to use the document with the tools that your

readers will use. However, even if you don’t have a screen reader or braille printer, you can still use any of several

methods provided by Acrobat for checking the accessibility of a PDF.

•Use Quick Check to check for document structure tags, searchable text, and appropriate security settings for

accessibility. This method is often the best way to check for accessibility before attempting to use a PDF.

•Use Reflow view to quickly check reading order.

•Use Read Out Loud to experience the document as it will be experienced by readers who use this text-to-speech

conversion tool.

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•Save the document as accessible text and then read the saved text file in a word-processing application to experience

the document as it will be experienced by readers who use a braille printer.

Note: The accessibility checker tools can help to identify areas of documents that may be in conflict with the Adobe

interpretation of the accessibility guidelines referenced in the application and its documentation. However, these tools

don’t check documents against all accessibility criteria, including those in such referenced guidelines, and Adobe doesn’t

warrant that documents comply with any specific guidelines or regulations.

More Help topics

“Reading a PDF with a screen reader” on page 260

“Reflow a PDF” on page 259

“Read a PDF with Read Out Loud” on page 260

“Save as accessible text for a braille printer” on page 259

Check accessibility with Quick Check

Use Quick Check to examine a PDF to see if it has searchable text, document structure tags, and appropriate security

settings to make it accessible.

❖Choose Advanced > Accessibility > Quick Check.

If the document is unstructured, a message may appear, suggesting that you change reading order preferences.

More Help topics

“Setting accessibility preferences” on page 255

Accessibility Quick Check results

“This document has logical structure but it is not a Tagged PDF. Some accessibility information may be missing.”

Quick Check has found an underlying document structure in the document, so Acrobat will use the available

document structure to control the reading order, rather than analyzing the document itself. However, this untagged

document structure might be incomplete or unreliable, so assistive software and the accessibility features in Acrobat

(such as the Read Out Loud and the Save As Text features) may not read the page properly. If the reading order of the

page seems to be wrong, select Override The Reading Order In Tagged Documents in the Reading panel of the

Preferences dialog box.

“This document is not structured, so the reading order may not be correct. Try different reading orders using the

Reading Preferences panel.” Quick Check has found no underlying document structure that Acrobat can use for

reading order. Acrobat will analyze the reading order of the document using the current analysis method set in the

Reading Order preference, but this PDF might not be read correctly by screen readers. If the reading order seems

wrong, select a different option for Reading Order in the Reading panel of the Preferences dialog box.

“No accessibility problems were detected in this quick check. Choose the Full Check command to check more

thoroughly.” Quick Check has found that the PDF contains searchable text, is tagged, has an underlying document

structure, and has no security settings that prohibit access for screen readers. To check for other types of accessibility

problems that may be present in the PDF, use Full Check.

“This document’s security settings prevent access by screen readers.” Quick Check has found that the PDF has

security settings that interfere with screen readers’ ability to extract text for conversion to speech. You may be able to

use a screen reader with this document if your assistive technology product is registered with Adobe as a Trusted

Agent. Contact your assistive technology product vendor.

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“This document appears to contain no text. It may be a scanned image.” Quick Check has found that the PDF

contains no searchable text, probably because the document consists entirely of one or more scanned images. This

means that screen readers, Read Out Loud, Reflow view, and most other accessibility features—which rely on text as

input—will not work with this document.

Reading PDFs with reflow and accessibility features

Setting accessibility preferences

Acrobat provides several preferences that help make the reading of PDFs more accessible for visually impaired and

motion-impaired users. These preferences control how PDFs appear on the screen and how they are read by a screen

reader.

Most preferences related to accessibility are available through the Accessibility Setup Assistant, which provides on-

screen instructions for setting these preferences. Some preferences that affect accessibility aren’t available through the

Accessibility Setup Assistant including preferences in the Reading, Forms, and Multimedia categories. You can set all

preferences in the Preferences dialog box.

The names shown for some preferences in the Accessibility Setup Assistant are different from the names for the same

preferences shown in the Preferences dialog box. Acrobat Help uses the names shown in the Preferences dialog box.

For more information about accessibility features, see www.adobe.com/accessibility.

Set accessibility preferences with the Accessibility Setup Assistant

1Start the Accessibility Setup Assistant by doing one of the following:

•Choose Advanced > Accessibility > Setup Assistant.

•(Windows only) Start Acrobat for the first time while a screen reader or screen magnifier is running.

2Choose the option that is appropriate for your assistive software and devices.

The assistant presents only preferences that are appropriate for your assistive software and devices, according to the

option that you choose.

3Follow the on-screen instructions. If you click Cancel at any point, Acrobat uses default settings for the preferences

set by the assistant (not recommended).

Set accessibility preferences with the Preferences dialog box

❖

Set preferences as appropriate for your assistive software and devices in various panels of the Preferences dialog box.

Accessibility preferences

Accessibility preferences in Accessibility panel

Replace Document Colors When this preference is selected, you can choose from a list of contrasting color

combinations for text and background, or you can create your own. These settings correspond to the Use High

Contrast Colors For Document Text option in the Accessibility Setup Assistant.

Always Use Page Layout Style Corresponds to the Override Page Layout Style option in the Accessibility Setup

Assistant.

Always Use Zoom Setting Corresponds to the Override Document Zoom option in the Accessibility Setup Assistant.

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Use Document Structure For Tab Order When No Explicit Tab Order Is Specified Improves navigation of form fields

and links in documents that don’t specify a tab order.

Always Display The Keyboard Selection Cursor Select this option if you use a screen magnifier. This preference

corresponds to the Always Display The Keyboard Selection Cursor option in the Accessibility Setup Assistant.

Always Use The System Selection Color When selected, the default selection color (blue) is overridden with a color

that the system specifies.

Always Show Portfolios In Platform Control When selected, shows PDF Portfolio components in a platform control

arrangement, which is more accessible.

Accessibility preferences in Documents panel

Automatically Save Document Changes To Temporary File When deselected, this preference disables the auto-save

action. Each time a PDF is saved, the screen reader or magnifier must reload the document. This preference

corresponds to the Disable Document Auto-Save option in the Accessibility Setup Assistant.

Accessibility preferences in Forms panel

Fields Highlight Color and Required Fields Highlight Color These preferences specify what colors will be used to

highlight fillable form fields. They correspond to the Field Highlight Color and Required Field Highlight Color options

in the Accessibility Setup Assistant.

Auto-Complete Enables Acrobat to automatically offer to complete some entries in form fields so that filling form

fields requires fewer keystrokes. This preference doesn’t correspond to an option in the Accessibility Setup Assistant.

Accessibility preferences in Internet panel

Display PDF In Browser Causes PDFs linked to from web pages to open in the web browser instead of a separate

Acrobat window. Deselect this preference for greater control when navigating a document in a screen reader. This

preference corresponds to the Display PDF Documents In The Web Browser option in the Accessibility Setup

Assistant.

Accessibility preferences in Multimedia panel

•Show Subtitles When Available

•Play Dubbed Audio When Available

•Show Supplemental Text Captions When Available

•Show Audio Description (Or Video Description, Or Descriptive Video) When Available

These preferences don’t correspond to any options in the Accessibility Setup Assistant.

Accessibility preferences in Page Display panel

Zoom Sets the on-screen magnification of documents and allows low-vision readers to read reflowed PDFs more

easily. This preference corresponds to the Override Document Zoom option in the Accessibility Setup Assistant.

Smooth Text Controls anti-aliasing of text. To disable smoothing of text and make text sharper and easier to read with

a screen magnifier, choose None. This preference corresponds to the Disable Text Smoothing option in the

Accessibility Setup Assistant.

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Accessibility preferences in Reading panel

Reading Order Specifies the reading order of documents. The reading order preferences also appear in the

Accessibility Setup Assistant.

•Infer Reading Order From Document (Recommended) Interprets the reading order of untagged documents by

using an advanced method of structure-inference layout analysis.

•Left-To-Right, Top-To-Bottom Reading Order Delivers the text according to its placement on the page, reading

from left to right and then top to bottom. This method is faster than Infer Reading Order From Document. This

method analyzes text only; form fields are ignored and tables aren’t recognized as such.

•Use Reading Order In Raw Print Stream Delivers text in the order in which it was recorded in the print stream. This

method is faster than Infer Reading Order From Document. This method analyzes text only; form fields are ignored

and tables aren’t recognized as such.

Override The Reading Order In Tagged Documents Uses the reading order specified in the Reading preferences

instead of that specified by the tag structure of the document. Use this preference only when you encounter problems

in poorly tagged PDFs. This preference corresponds to the Override The Reading Order In Tagged Documents option

in the Accessibility Setup Assistant.

Page Vs Document This preference determines how much of a document is delivered to a screen reader at a time. If a

PDF isn’t tagged, Acrobat may analyze the document and attempt to infer its structure and reading order, which can

take a long time for a long document. You may want to set Acrobat to deliver only the currently visible page so that it

analyzes only a small piece of the document at a time. This consideration will vary depending on the size and

complexity of the document and on the features of the screen reader. When Acrobat delivers information to a screen

reader, screen magnifier, or other assistive software, it loads information into a memory buffer that is directly available

to the assistive software. The amount of information that is delivered to the memory buffer can affect how long

Acrobat takes to perform tasks, such as opening the document, advancing to the next page, changing views, and

carrying out commands.

•Only Read The Currently Visible Pages This option is usually best when you use a screen magnifier. It improves

performance by eliminating the need for the software to process parts of the document that aren’t visible. When

Acrobat sends only the currently visible pages of a PDF to the memory buffer, the assistive technology has access to

those pages only. It cannot go to another page until the next page is visible and Acrobat has sent the page information

to the memory buffer. Therefore, if this option is selected, you must use the navigation features of Acrobat, not those

of the assistive technology, to navigate from page to page in the document. You should also set the Default Page Layout

option in preferences to Single Page if you choose to have Acrobat send only the currently visible pages to the assistive

technology. Because Acrobat sends page information about all visible pages, the assistive technology receives

information about pages that may be only partially visible (such as the bottom of one page or the top of the next), as

well as those pages that are completely visible. If you use a page display setting other than Single Page, such as

Continuous, and then you display the next page, the technology may not correctly track which portion of a previous

page it has already read aloud. For instructions on setting the default page layout to Single Page, see “Preferences for

viewing PDFs” on page 33.

This option corresponds to the Only Read The Currently Visible Pages option in the Accessibility Setup Assistant.

•Read The Entire Document This option can be best if you use a screen reader that has its own navigation and search

tools and that is more familiar to you than the tools in Acrobat. This option corresponds to the Read The Entire

Document At Once option in the Accessibility Setup Assistant.

•For Large Documents, Only Read The Currently Visible Pages This option is selected by default and is usually best

if you use a screen reader with long or complex PDFs. It allows Acrobat to deliver an entire small document but revert

to page-by-page delivery for large documents. This preference corresponds to the For Large Documents, Only Read

The Currently Visible Pages option in the Accessibility Setup Assistant.

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Confirm Before Tagging Documents When selected, lets the user confirm the options that will be used before Acrobat

prepares an untagged document for reading. Tagging can be a time-consuming procedure, especially for larger

documents. This preference corresponds to the Confirm Before Tagging Documents option in the Accessibility Setup

Assistant.

Read Out Loud Options Set preferences in this section to control volume, speed, and pitch of the voice used for Read

Out Loud. You can choose to use the default voice or any of the voices provided by your operating system. You can

also use the up and down arrows to read blocks of text. These preferences do not have corresponding options in the

Accessibility Setup Assistant.

Navigate and control the application with the keyboard

You can navigate by using the keyboard instead of the mouse. Several keyboard access features are available in Mac

OS; see the documentation for your operating system for details. In Windows, some of the keyboard shortcuts used to

navigate in Acrobat differ from the keyboard shortcuts used in other Windows applications.

When you open Acrobat within a web browser, keyboard commands are mapped to the web browser first.

Consequently, some keyboard shortcuts are not available in Acrobat or are available only after you shift the focus to

the PDF.

For information about accessibility features, see www.adobe.com/accessibility.

More Help topics

“Keys for navigating a PDF” on page 359

“Keys for selecting tools” on page 358

“Keys for working with comments” on page 358

“Keys for general navigating” on page 360

“Keys for working with navigation panels” on page 360

“Keys for navigating the Help window” on page 361

“Keys for accessibility” on page 362

Enable single-key accelerators

You can select some tools and perform some actions with single-key accelerators. Most keyboard shortcuts in Acrobat

don’t require that you enable single-key accelerators.

❖In the Preferences dialog box under Categories, select General, and then select Use Single-Key Accelerators To

Access Tools.

Note: Some screen readers do not work with Acrobat single-key accelerators.

Scroll automatically

The automatic scrolling feature makes it easier to scan through long PDFs, especially reflowed documents. You can

scroll through pages without using keystrokes or mouse actions.

1Choose View > Automatically Scroll.

2Do any of the following:

•To change the scrolling speed to a specific speed, press a number key (9 for fastest, 0 for slowest).

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•To increase or decrease the scrolling speed, press the Up Arrow or Down Arrow key, depending on the direction

of scrolling.

•To reverse the direction of scrolling, press the minus sign (-) key.

•To jump to the next or previous page, press the Left Arrow or Right Arrow key.

To stop automatic scrolling, press Esc or choose View > Automatically Scroll again.

Save as accessible text for a braille printer

Note: This document uses the term “braille printer” to refer to any device that is used to convert accessible text to a form

that can be used by a person with blindness or low vision.

You can save a PDF as accessible text to print on a braille printer. Accessible text can be imported and printed out as

formatted grade 1 or 2 braille documents by using a braille translation application. See the documentation included

with the braille translator for more information.

A text version of a PDF contains no images or multimedia objects, although the text version of an accessible PDF

contains alternate text descriptions for such objects if they have been provided.

1Choose File > Save As.

2Choose Text (Accessible) from the Save As Type (Windows) or Format (Mac OS) menu.

In Acrobat, if you are saving the file for further braille processing, you can also choose .doc or .rtf.

Reflow a PDF

You can reflow a PDF to temporarily present it as a single column that is the width of the document pane. This reflow

view can make the document easier to read on a mobile device or magnified on a standard monitor, without scrolling

horizontally to read the text.

You cannot save, edit, or print a document while it is in Reflow view.

In most cases, only readable text appears in the reflow view. Text that doesn’t reflow includes forms, comments, digital

signature fields, and page artifacts, such as page numbers, headers, and footers. Pages that contain both readable text

and form or digital signature fields don’t reflow. Vertical text reflows horizontally.

Acrobat temporarily tags an untagged document before reflowing it. As an author, you can optimize your PDFs for

reflow by tagging them yourself. Tagging ensures that text blocks reflow and that content follows the appropriate

sequences, so readers can follow a story that spans different pages and columns without other stories interrupting the

flow.

To quickly check the reading order of a document, view it in Reflow view.

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Headings and columns (left) reflow in a logical reading order (right).

Reflow a tagged PDF

❖Choose View > Zoom > Reflow.

If the Page Display setting is Two-Up before you choose Reflow view, the Page Display setting automatically becomes

Single Page when the document is reflowed. If the Page Display setting is Two-Up Continuous before you choose

Reflow view, the Page Display setting automatically becomes Continuous when the document is reflowed.

Return to unreflowed view

❖When in Reflow view, choose View > Zoom > Reflow.

Reading a PDF with a screen reader

Acrobat supports assistive software and devices—such as screen readers and screen magnifiers—that enable visually

impaired users to interact with computer applications. When assistive software and devices are in use, Acrobat adds

temporary tags to open PDFs to improve their readability. Use the Accessibility Setup Assistant to improve how

Acrobat interacts with the types of assistive software and devices that you use. When using a screen reader, you can

change your reading settings for the current document by choosing Advanced > Accessibility > Change Reading

Options.

See the documentation for your assistive software or device. Or, contact the vendor for more information about system

requirements, compatibility requirements, and instructions for using this software or device with Acrobat.

For more information about using screen readers, see www.adobe.com/accessibility/pdfs/accessing-pdf-sr.pdf.

Read a PDF with Read Out Loud

The Read Out Loud feature reads aloud the text in a PDF, including the text in comments and alternate text

descriptions for images and fillable fields. In tagged PDFs, content is read in the order in which it appears in the

document’s logical structure tree. In untagged documents, the reading order is inferred, unless a reading order has

been specified in the Reading preferences.

Read Out Loud uses the available voices installed on your system. If you have SAPI 4 or SAPI 5 voices installed from

text-to-speech or language applications, you can choose them to read your PDFs.

Note: Read Out Loud isn’t a screen reader, and some operating systems may not support it.

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Activate or deactivate Read Out Loud

You must activate Read Out Loud before you can use it. You can deactivate Read Out Loud to free system resources

and improve performance of other operations.

❖Do one of the following:

•Choose View > Read Out Loud > Activate Read Out Loud.

•Choose View > Read Out Loud > Deactivate Read Out Loud.

You can also use the Select Tool to locate text. Activate Read Out Loud, and then choose Tools > Select Tool. Use the

up/down and left/right arrow keys to navigate through the document. You can hear where the Select Tool has been

placed, such as a heading or paragraph.

Read a PDF with Read Out Loud

1Navigate to the page that you want to read.

2Do one of the following:

•Choose View > Read Out Loud > Read This Page Only.

•Choose View > Read Out Loud > Read To End Of Document.

Read PDF form fields out loud

1In the Reading panel of the Preferences dialog box, select Read Form Fields in the Read Out Loud Options section.

2In the PDF form, press Tab to select the first form field.

3Make entries and selections as needed, and then press Tab to move to the next field, repeating this step until the

form is completed. Acrobat reads the state of selected check boxes and radio buttons.

Note: Read Out Loud does not echo your keystrokes. To hear what you have typed, use a screen reader.

Interrupt reading out loud

❖Do one of the following:

•Choose View > Read Out Loud > Pause.

•Choose View > Read Out Loud > Resume.

•Choose View > Read Out Loud > Stop.

About operating system accessibility tools

Accessibility tools in Windows

Windows 2000, XP, and Vista operating systems have built-in tools that provide increased or alternate access to

information on the computer screen. Narrator is a light version of a screen reader. Magnifier is a screen magnification tool.

For more information on the accessibility tools in the Windows 2000, XP, or Vista operating systems, see the Microsoft

accessibility website.

Accessibility tools in Mac OS

Mac OS X has built-in tools that provide increased or alternate access to information on the computer screen.

For more information on the accessibility tools in the Mac OS X operating system, see the Apple® Inc. accessibility

website.

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Creating accessible PDFs

Workflow for creating accessible PDFs

At a high level, the process of creating accessible PDFs consists of a few basic stages:

1Consider accessibility before you convert a document to PDF.

2As needed, add fillable form fields and descriptions, and set the tab order.

3Add other accessibility features to the PDF.

4Tag the PDF.

5Evaluate the PDF and repair tagging problems.

These stages are presented in an order that suits most needs. However, you can perform tasks in a different order or

iterate between some of the stages. In all cases, first examine the document, determine its intended purpose, and use

that analysis to determine the workflow that you apply.

For more information about creating accessible PDFs, see these online resources:

•Guide to creating accessible PDFs, General Services Administration:

www.section508.gov/docs/PDFGuidanceForGovernment.pdf

•Acrobat plug-in for creating Section 508-compliant PDFs:

www.commonlook.com/documents/english/cl_adobe_home.asp

•Best practices: amp.ssbbartgroup.com

Consider accessibility before you convert a document to PDF

Whenever possible, think about accessibility when you create the source files in an authoring application, such as a

word-processing or page-layout application.

Typical tasks in the authoring application include adding alternate text to graphics, optimizing tables, and applying

paragraph styles or other document-structure features that can be converted to tags. For more information, see

“Creating a tagged PDF from an authoring application” on page 263.

Add fillable form fields and descriptions, and set the tab order

If your PDF includes form fields, use Advanced > Accessibility > Run Form Field Recognition to detect form fields and

make them interactive (fillable).

Use the Forms tools to create fillable form fields, such as buttons, check boxes, pop-up menus, and text boxes. When

you create a field, type a description in the Tooltip box in the Properties dialog box for that field. Screen readers read

this text aloud to the user. For more information, see “Create form fields” on page 175.

For information on setting the tab order to use document structure, see “Set form field navigation” on page 182.

Add other accessibility features to the PDF

This stage includes setting the document language, making sure that security settings don’t interfere with screen

readers, and adding bookmarks. For more information, see “Set the document language” on page 267, “Prevent

security settings from interfering with screen readers” on page 267, and “About bookmarks” on page 269.

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Tag the PDF

Improve the accessibility of PDFs by adding tags in Acrobat. If a PDF doesn’t contain tags, Acrobat attempts to tag it

automatically when users read or reflow it, and the results may be disappointing. With a tagged PDF, the logical

structure tree sends the contents to a screen reader or other assistive software or hardware in an appropriate order.

For best results, tag a document when converting it to PDF from an authoring application. Examples of these

applications include Adobe FrameMaker®, Adobe InDesign®, Microsoft Word, or OpenOffice Writer. If you do not

have access to an authoring application that can generate a tagged PDF, you can tag a PDF any time by using Acrobat.

Tagging during conversion to PDF requires an authoring application that supports tagging in PDF. Tagging during

conversion enables the authoring application to draw from the paragraph styles or other structural information of the

source document to produce a logical structure tree. The logical structure tree reflects an accurate reading order and

appropriate levels of tags. This tagging can more readily interpret the structure of complex layouts, such as embedded

sidebars, closely spaced columns, irregular text alignment, and tables. Tagging during conversion can also properly tag

the links, cross-references, bookmarks, and alternate text (when available) that are in the file.

To tag a PDF in Acrobat, use the Add Tags To Document command. This command works on any untagged PDF,

such as one created with Adobe PDF Printer. Acrobat analyzes the content of the PDF to interpret the individual page

elements, their hierarchical structure, and the intended reading order of each page. Then, it builds a tag tree that

reflects that information. It also creates tags for any links, cross-references, and bookmarks that you added to the

document in Acrobat.

The Add Tags To Document command adequately tags most standard layouts. However, it cannot always correctly

interpret the structure and reading order of complex page elements. These elements include closely spaced columns,

irregular text alignment, nonfillable form fields, and tables that don’t have borders. Tagging these pages by using the

Add Tags To Document command can result in improperly combined elements or out-of-sequence tags. These issues

cause reading order problems in the PDF.

Create a tagged PDF from a web page

A PDF that you create from a web page is only as accessible as the HTML source that it is based on. For example, if the

web page relies on tables for its layout design, the HTML code for the table may not flow in the same logical reading

order as a tagged PDF would require, even though the HTML code is sufficiently structured to display all the elements

correctly in a browser.

To produce the most accessible PDFs from web pages you create, first establish a logical reading order in their HTML

code. For best results, employ the Web Content Accessibility Guidelines that are published by the World Wide Web

Consortium (W3C). For more information, see the guidelines on the W3C website.

1Do one of the following:

•In Acrobat, choose File > Create PDF > From Web Page, enter the web page address, and then click Settings.

•In Microsoft Internet Explorer, in the Adobe PDF toolbar, click the down arrow on the Convert button and choose

Preferences.

2In the General tab, select Create PDF Tags, and then click OK.

3Specify any other options as appropriate, and then click Create.

Creating a tagged PDF from an authoring application

In most cases, you create tagged PDFs from within an authoring application, such as Adobe FrameMaker®, Adobe

InDesign, or Microsoft Word. Creating tags in the authoring application generally provides better results than adding

tags in Acrobat.

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PDFMaker provides conversion settings that let you create tagged PDFs in Microsoft Excel, PowerPoint, and Word.

For more information about creating accessible PDFs, see www.adobe.com/accessibility.

For more information, see the documentation for your authoring application.

About tags in combined PDFs

You can combine multiple files from different applications in one operation to create a single PDF. For example, you

can combine word-processing files with slide presentations, spreadsheets, and web pages. Choose File > Create PDF >

Merge Files Into A Single PDF.

During conversion, Acrobat opens each authoring application, creates a tagged PDF, and assembles these PDFs into a

single tagged PDF.

The conversion process doesn’t always correctly interpret the document structure for the combined PDF, because the

files being assembled often use different formats. Use Acrobat Pro or Acrobat Pro Extended to create an accessible PDF

from multiple documents.

When you combine multiple PDFs into one tagged PDF, it is a good idea to retag the combined document. Combining

tagged and untagged PDFs results in a partially tagged PDF that isn’t accessible to people with disabilities. Some

users—such as those using screen readers—will be unaware of the pages that don’t have tags. If you start with a mix of

tagged and untagged PDFs, tag the untagged files before proceeding. If the PDFs are all untagged, add tags to the

combined PDF after you finish inserting, replacing, and deleting pages.

When you insert, replace, or delete pages, Acrobat accepts existing tags into the tag tree of the consolidated PDF in the

following manner:

•When you insert pages into a PDF, Acrobat adds the tags (if any) for the new pages to the end of the tag tree. This

order occurs even if you insert the new pages at the beginning or the middle of the document.

•When you replace pages in a PDF, Acrobat adds the tags (if any) from the incoming pages to the end of the tag tree.

This order occurs even if you replace pages at the beginning or the middle of the document. Acrobat retains the

tags (if any) for the replaced pages.

•When you delete pages from a PDF, Acrobat retains the tags (if any) of the deleted pages.

Pages whose tags are out of order in the logical structure tree can cause problems for screen readers. Screen readers

read tags in sequence down the tree, and possibly do not reach the tags for an inserted page until the end of the tree.

To fix this problem, use Acrobat Pro or Acrobat Pro Extended to rearrange the tag tree. Place large groups of tags in

the same reading order as the pages themselves. To avoid this step, plan on inserting pages to the end of a PDF, building

the document from front to back in sequence. For example, if you create a title page PDF separately from the content,

add the content PDF to the title page PDF, even though the content document is larger. This approach places the tags

for the content after the tags for the title page. The tags won’t need to be rearranged later in Acrobat Pro or Acrobat

Pro Extended.

The tags that remain from a deleted or replaced page don’t connect to any content in the document. Essentially, they

are large pieces of empty tag tree sections. These unneeded tags increase the file size of the document, slow down screen

readers, and can make screen readers present confusing results. For best results, make tagging the last step in the

conversion process. Use Acrobat Pro or Acrobat Pro Extended to delete the tags of deleted pages from the tag tree.

For more information, see “Create merged PDFs” on page 108.

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About tools for creating accessible PDF forms

Adobe offers several tools for the creation of accessible PDF forms:

Acrobat Pro, Acrobat Pro Extended, Acrobat Standard Use one of these applications to open untagged or tagged PDF

forms (except PDF forms that are created from LiveCycle Designer) to add fillable form fields, such as text boxes, check

boxes, and buttons. Then use the application’s other tools to make the form accessible. Add descriptions to form fields,

tag untagged forms, set the set tab order, manipulate tags, and perform the other PDF accessibility tasks.

LiveCycle Designer (Available in Acrobat Pro and Acrobat Pro Extended) Use this product to design and build new

forms or to import untagged PDF forms and make their form fields fillable and accessible. You can deploy forms in

tagged PDF, XML, and other formats from LiveCycle Designer. Once you create or edit an Acrobat form in LiveCycle

Designer, it becomes a LiveCycle Designer file. It is no longer a PDF that you can edit or manipulate in Acrobat. Both

Acrobat and Reader can open and read PDF forms that you create from LiveCycle Designer. These PDF forms,

however, don’t include permissions to modify the file. Therefore, use LiveCycle Designer only for PDFs that are

intended to contain only form-based information. Don’t use it to add form fields to a document that combines pages

of narrative with an occasional page that has form fields. In this case, use Acrobat Pro or Acrobat Pro Extended to add

the form fields. Then complete the accessibility tasks for the rest of the document content.

Authoring applications Most authoring applications that you can use to design forms don’t retain their fillable form

fields when you convert the files to PDF. Use the forms tools in Acrobat Pro or Acrobat Pro Extended to add fillable

form fields. Moreover, if you tag the form during conversion to PDF, the authoring application can generate

inappropriate tags for the text labels of the form fields. In a complex form, for example, the text labels for all the fields

can run together into a single line. Screen readers can’t interpret these fields as individual labels. Such reading order

problems can require time-consuming work in Acrobat Pro or Acrobat Pro Extended to split the labels apart. In this

case, producing an untagged PDF form from the authoring application is sometimes the better course. You can then

use the Forms tools in Acrobat Pro or Acrobat Pro Extended to add fillable form fields before you tag the entire

document. Some forms are straightforward enough that you can produce a tagged PDF from the authoring

application. Then perform light touchup in Acrobat Pro or Acrobat Pro Extended after you add the fillable form fields.

Workflow for creating accessible PDF forms

Using Acrobat, you can open untagged and tagged PDF forms, add fillable form fields, add field descriptions and

alternate text, set the tab order, and tag the forms (if they aren’t already tagged). You can also edit the tags of any tagged

PDF form by using the TouchUp Reading Order tool or the tag tree.

1. Design the form for accessibility.

Forms tend to have relatively complex layouts compared to documents that have a simple, single-column structure.

The success that an application has in analyzing and tagging a form depends largely on the original formatting and

layout of a document, and the types of fields that it uses.

When you design a form, include headings, instructions, and fields in which users are to enter data. At a minimum,

give each field a label. Also add special instructions for fields that need them. Use graphics tools to draw lines and

boxes—don’t use characters, such as underscores and vertical bars, because these text characters can confuse screen

readers.

Adding descriptions to form fields enables screen readers to identify the fields to users. Users hear the description read

aloud when they tab to the field. Write descriptions that are terse but complete. For example, the description “First

name” is appropriate for a first-name field. Don’t use instructions (such as “Enter first name”) as a description.

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2. Set and test the tab order of a form.

The tab order for form fields enables people with disabilities to use a keyboard to move from field to field in a logical

order. In PDF forms, set the tab order to Use Document Structure. You can test the tab order of a form by using the

following keyboard commands:

•Tab to move focus to the next field

•Shift+Tab to move focus to the previous field

•Spacebar to select options

•Arrow keys to select options or list items

3. Tag the PDF form and correct tagging issues.

If the PDF form is already tagged, use the TouchUp Reading Order tool in Acrobat to tag each form field. This tool

also enables you to fix any reading order problems of the text labels for the form fields. For example, you may need to

split merged lines of fields into individual fields.

More Help topics

“Set form field navigation” on page 182

Making existing PDFs accessible

Add tags to an existing PDF

Creating a tagged document directly from an authoring application is the best way to make PDFs accessible. However,

if a PDF was created without tags, you can add them using Add Tags To Document.

1Open the PDF.

2Choose Advanced > Accessibility > Add Tags To Document.

Note: The Add Tags To Document command removes any tags that were in the document before the command was run.

Make Adobe PDF forms accessible

You can make form fields accessible to vision- and motion-challenged users by adding tags to the PDF and by properly

structuring it. In addition, you can use the tool tip form field property to provide the user with information about the

field or to provide instructions. For example, using the tool tip property value, the screen reader could say “Your

name.” Without the tool tip property, a screen reader simply names the type of form field.

1If necessary, choose Forms > Add or Edit Fields, and make sure that the Select Object tool is selected.

2Double-click a selected form field to open the Properties window.

3In the General tab, type a description into the tool tip box.

Note: If you use Designer ES for creating your form, you must run the screen reader before opening the form in Acrobat

in order to display accessibility tags with a flowable layout in Acrobat.

More Help topics

“Accessibility features” on page 251

“Create forms using Acrobat” on page 173

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Set the document language

Setting the document language in a PDF enables some screen readers to switch to the appropriate language. You can

set the document language for an entire document with Acrobat Pro, Acrobat Pro Extended, or Acrobat Standard. You

can set the document language for specific portions of a multilanguage document with Acrobat Pro or Acrobat Pro

Extended.

•To set the language for an entire document, choose File > Properties. Then select a language from the Language

menu in the Reading Options area of the Advanced tab.

•To set the language for an entire document to a language not in the Language menu, choose File > Properties. Then

enter the ISO 639 code for the language in the Language field in the Reading Options area of the Advanced tab. For

more information about ISO 639, see www.loc.gov/standards.

Prevent security settings from interfering with screen readers

A document author can specify that no part of an accessible PDF is to be copied, printed, extracted, commented on,

or edited. This setting could interfere with a screen reader’s ability to read the document, because screen readers must

be able to copy or extract the document’s text in order to convert it to speech.

To maintain document security while allowing screen readers access to text, use one of the following settings:

•For low-encryption-level security, select Enable Copying Of Text, Images, And Other Content in the Password

Security - Settings dialog box.

•For high-encryption-level security, select Enable Text Access For Screen Reader Devices For The Visually Impaired

in the Password Security - Settings dialog box. This option overrides the document’s security settings only for the

purpose of giving assistive software, such as screen readers, access to the content.

If your assistive technology product is registered with Adobe as a Trusted Agent, you can read PDFs that might be

inaccessible to another assistive technology product. Acrobat recognizes when a screen reader or other product is a

Trusted Agent and overrides security settings that would typically limit access to the content for accessibility purposes.

However, the security settings remain in effect for all other purposes, such as to prevent printing, copying, extracting,

commenting, or editing text.

More Help topics

“Securing documents with passwords” on page 216

About watermarks and screen readers

You can add a watermark to a tagged PDF without also adding it to the tag tree. Not having the watermark appear in

the tag tree is helpful for people who are using screen readers, because they won’t hear the watermark read as document

content.

The best way to add a watermark that doesn’t interfere with screen readers is to insert an untagged PDF of the

watermark into a tagged PDF.

More Help topics

“Add and edit watermarks” on page 113

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Chapter 11: Editing PDFs

It’s a fact that Adobe® PDF is unlike other document formats, in which you can freely copy, paste, and move text and

images on a page. Instead, consider a PDF as a snapshot of your original file. Use Adobe®

Acrobat® 9 Standard to touch

up and enhance the file for readability and distribution, and reserve more substantial revisions for your source

application.

Page thumbnails and bookmarks

About page thumbnails

Page thumbnails are miniature previews of the pages in a document. You can use page thumbnails to jump quickly to

a selected page or to adjust the view of the page.

In Adobe Reader®, when you move a page thumbnail, you move the corresponding page.

In Acrobat, when you move, copy, or delete a page thumbnail, you move, copy, or delete the corresponding page.

If you do not see page thumbnails in the navigation pane, try using F4 to open the navigation pane. Or choose View

> Navigation Panels > Pages to show page thumbnails.

Create page thumbnails

Page thumbnails increase file size, so Acrobat does not create them automatically.

Note: Acrobat no longer supports embedding and unembedding page thumbnails. However, Acrobat Distiller® provides

an alternate method of embedding page thumbnails.

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More Help topics

“PostScript options” on page 356

Create page thumbnails

❖Click the Pages button on the left.

Page thumbnails appear in the navigation pane. This process may require several seconds, particularly in larger

documents. The drawing of page thumbnails may pause if you interact with the application during this process.

Resize page thumbnails

❖In the Pages panel, choose Reduce Page Thumbnails or Enlarge Page Thumbnails from the options menu . Page

thumbnails revert to their default size if you close and reopen the PDF.

Define the tabbing order

In the Pages panel, you can set the order in which a user tabs through form fields, links, and comments for each page.

1Click the Pages button on the left.

2Select a page thumbnail, and choose Page Properties from the options menu .

3In the Page Properties dialog box, click Tab Order, and select the tab order:

Use Row Order Moves through rows from left to right, or right to left for pages with a right-to-left binding.

Use Column Order Moves through columns from left to right and from top to bottom, or right to left for pages with a

right-to-left binding.

Use Document Structure Moves in the order specified by the authoring application.

Note: For structured documents—PDFs that were created from desktop publishing applications or that contain tags—it’s

best to select the Use Document Structure option to match the intention of the authoring application.

If the document was created in an earlier version of Acrobat, the tab order is Unspecified by default. With this setting,

form fields are tabbed through first, followed by links and then comments ordered by row.

About bookmarks

A bookmark is a type of link with representative text in the Bookmarks panel in the navigation pane. Each bookmark

goes to a different view or page in the document. Bookmarks are generated automatically during PDF creation from

the table-of-contents entries of documents created by most desktop publishing programs. These bookmarks are often

tagged and can be used to make edits in the PDF.

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Initially, a bookmark displays the page that was in view when the bookmark was created, which is the bookmark’s

destination. In Acrobat, you can set bookmark destinations as you create each bookmark. However, it is sometimes

easier to create a group of bookmarks, and then set the destinations later.

In Acrobat, you can use bookmarks to mark a place in the PDF to which you want to return, or to jump to a destination

in the PDF, another document, or a web page. Bookmarks can also perform actions, such as executing a menu item or

submitting a form.

For more information on creating bookmarks, see these online resources:

•Creating bookmarks in Adobe Acrobat: http://www.sokolconsulting.com/swf/abt_bkmks/index.htm

•Bookmarks and initial view options in Acrobat 9: http://www.sokolconsulting.com/pdfs/tips/abt9_bkmrks.pdf

•Bookmarks in Acrobat: www.adobepress.com/articles/index.asp?st=41891

•Using Acrobat bookmarks: www.abanet.org/lpm/lpt/articles/att10051.html

•PDF bookmark options: www.acrobatusers.com/articles/2007/02/bookmark_options/index.php

Note: An Acrobat user can add bookmarks to a document only if the security settings allow it.

Bookmarks act as a table of contents for some PDFs.

More Help topics

“About tags, accessibility, reading order, and reflow” on page 253

Create a bookmark

1Open the page where you want the bookmark to link to, and adjust the view settings.

2Use the Select tool to create the bookmark:

•To bookmark a single image, click in the image, or drag a rectangle around the image.

•To bookmark a portion of an image, drag a rectangle around the portion.

•To bookmark selected text, drag to select it. The selected text becomes the label of the new bookmark. You can edit

the label.

3Click the Bookmarks button, and select the bookmark under which you want to place the new bookmark. If you

don’t select a bookmark, the new bookmark is automatically added at the end of the list.

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4Choose New Bookmark from the options menu .

5Type or edit the name of the new bookmark.

Edit a bookmark

In Acrobat, you can change a bookmark’s attributes at any time.

More Help topics

“Action types” on page 279

Rename a bookmark

❖Select the bookmark in the Bookmarks panel, choose Rename Bookmark in the options menu , and type the new

bookmark name.

Wrap text in a long bookmark

❖Click the Bookmarks button, and choose Wrap Long Bookmarks from the options menu .

All the text of long bookmarks shows regardless of the width of the navigation pane. (This option is on when checked,

and off when not checked.)

Change the text appearance of a bookmark

You can change the appearance of a bookmark to draw attention to it.

1In the Bookmarks panel, select one or more bookmarks.

2(Acrobat only) To change the color and style of the text, choose View > Toolbars > Properties Bar.

After you have defined a bookmark’s appearance, you can reuse the appearance settings. To do this, select the

bookmark and from the options menu , choose Use Current Appearance As New Default.

3To change the font size, from the options menu , choose Text Size > [size].

Change a bookmark’s destination

1In the Bookmarks panel, select the bookmark.

2In the document pane, move to the location you want to specify as the new destination.

3If necessary, adjust the view magnification.

4Choose Set Bookmark Destination in the options menu .

Add an action to a bookmark

1In the Bookmarks panel, select a bookmark.

2From the options menu , choose Properties.

3In the Bookmark Properties dialog box, click Actions.

4Choose an action from the Select Action menu, and click Add.

Delete a bookmark

❖In the Bookmarks panel, select a bookmark or range of bookmarks, and then press Delete.

Important: Deleting a bookmark deletes any bookmarks that are subordinate to it. Deleting a bookmark does not delete

any document text.

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Create a bookmark hierarchy

You can nest a list of bookmarks to show a relationship between topics. Nesting creates a parent/child relationship.

You can expand and collapse this hierarchical list as desired.

Nest one or more bookmarks

1Select the bookmark or range of bookmarks you want to nest.

2Drag the icon or icons directly underneath the parent bookmark icon. The Line icon shows the position of

the icon or icons.

The bookmark is nested; however, the actual page remains in its original location in the document.

Nesting a bookmark (left), and the result (right)

Move bookmarks out of a nested position

1Select the bookmark or range of bookmarks you want to move.

2Move the selection by doing one of the following:

•Drag the icon or icons, positioning the arrow directly under the label of the parent bookmark.

•Choose Cut from the options menu , select the parent bookmark, and then choose Paste Under Selected

Bookmark from the options menu.

Moving a bookmark out of its nested position (left), and the result (right)

Expand or collapse all top-level bookmarks

❖From the options menu , choose Expand Top-Level Bookmarks or Collapse Top-Level Bookmarks.

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Add tagged bookmarks

Tagged bookmarks give you greater control over page content than do regular bookmarks. Because tagged bookmarks

use the underlying structural information of the document elements (for example, heading levels, paragraphs, table

titles), you can use them to edit the document, such as rearranging their corresponding pages in the PDF, or deleting

pages. If you move or delete a parent tagged bookmark, its children tagged bookmarks are moved or deleted along with it.

Many desktop publishing applications, such as Adobe InDesign® and Microsoft Word, create structured documents.

When you convert these documents to PDF, the structure is converted to tags, which support the addition of tagged

bookmarks. Converted web pages typically include tagged bookmarks.

If your document doesn’t include tags, you can always add them in Acrobat.

1In the Bookmarks panel, choose New Bookmarks From Structure from the options menu . (If this option isn’t

available, the document isn’t structured.)

2Select the structure elements you want specified as tagged bookmarks. Ctrl-click to add to the selection.

The tagged bookmarks are nested under a new, untitled bookmark.

More Help topics

“Links and bookmarks in web pages” on page 280

Links and attachments

Create a link

Links let you jump to other locations in the same document, to other electronic documents including attachments, or

to websites. You can use links to initiate actions or to ensure that your reader has immediate access to related

information. You can also add actions to play a sound or movie file.

More Help topics

“Destinations” on page 275

Create a link using the Link tool

1Choose Tools > Advanced Editing > Link Tool, or select the Link tool in the Advanced Editing toolbar.

The pointer becomes a cross hair, and any existing links in the document, including invisible links, are temporarily

visible.

2Drag a rectangle where you want to create a link. This is the area in which the link is active.

3In the Create Link dialog box, choose the options you want for the link appearance.

4Select one of the following link actions:

Go To A Page View Click Next to set the page number and view magnification you want in the current document or in

another document (such as a file attachment), and then click Set Link.

Open A File Select the destination file and click Select. If the file is a PDF, specify how the document should open (for

example in a new window or within an existing window), and then click OK.

Note: If the filename is too long to fit in the text box, the middle of the name is truncated.

Open A Web Page Provide the URL of the destination web page.

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Custom Link Click Next to open the Link Properties dialog box. In this dialog box, you can set any action, such as

reading an article, or executing a menu command, to be associated with the link.

Create a link using the Select tool or Snapshot tool

1Using the Select tool or the Snapshot tool (Tools > Select & Zoom), drag to select the text or image from

which you want to create a link.

2Right-click the selection, and choose Create Link.

3Select the options you want in the Create Link dialog box.

Note: The Custom Link option is not available for links created from selected text.

Edit a link

You can edit a link at any time. You can change its hotspot area or associated link action, delete or resize the link

rectangle, or change the destination of the link. Changing the properties of an existing link affects only the currently

selected link. If a link isn’t selected, the properties will apply to the next link you create.

You can change the properties of several links at once if you drag a rectangle to select them using the Link tool or the

Select Object tool.

Move or resize a link rectangle

1Select the Link tool or the Select Object tool , and then move the pointer over the link rectangle so that the

handles appear.

2Do one of the following:

•To move the link rectangle, drag it.

•To resize the link rectangle, drag any corner point.

Change the appearance of a link

1Select the Link tool and double-click the link rectangle.

2In the Appearance tab of the Link Properties dialog box, choose a color, line thickness, and line style for the link.

3Select a highlight style for when the link is selected:

None Doesn’t change the appearance of the link.

Invert Changes the link’s color to its opposite.

Outline Changes the link’s outline color to its opposite.

Inset Creates the appearance of an embossed rectangle.

Note: The Link Type, Color, and Line Style options are not available if Invisible is selected for Appearance.

4Select Invisible Rectangle for Link Type if you don’t want users to see the link in the PDF. An invisible link is useful

if the link is over an image.

5Select the Locked option if you want to prevent users from accidentally changing your settings.

6To test the link, select the Hand tool.

Note: The link properties in the Create Link dialog box apply to all new links that you create until you change the

properties. To reuse the appearance settings for a link, right-click the link whose properties you want to use as the default,

and choose Use Current Appearance As New Default.

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Edit a link action

1Select the Link tool and double-click the link rectangle.

2In the Actions tab of the Link Properties dialog box, select the listed action you want to change, and click Edit.

Delete a link

1Select the Link tool or the Select Object tool .

2Select the link rectangle you want to delete.

3Choose Edit > Delete, or press the Delete key.

Create web links from URLs

You can automatically create links in a PDF from all URLs or from URLs on selected pages. When selected, the Create

Links From URLs setting in the General preferences generates active links from text in all PDFs that you open.

Create web links

1Choose Advanced > Document Processing > Create Links From URLs.

2In the Create Web Links dialog box, select All to create links from all URLs in the document, or select From and

enter a page range to create links on selected pages.

Remove all web links

❖Choose Advanced > Document Processing > Remove All Links.

Link to a file attachment

You can direct users to a PDF attachment by creating a link in the parent PDF document that jumps to the attachment.

Note: Don’t confuse file attachments with files that can be opened from a link. Linked documents may be stored in

different locations; file attachments are always saved with the PDF.

1Open a PDF that contains a PDF file attachment.

2Go to where you want to create a link. If that location is in the file attachment, click the Attachments button in the

navigation pane, select the file attachment, and click Open.

3Choose Tools > Advanced Editing > Link Tool, or select the Link tool in the Advanced Editing toolbar.

4Select the area for the link.

5In the Create Link dialog box, set the link appearance, select Go To A Page View, and then click Next.

6Set the page number and view magnification you want, either in the parent PDF document or in the file attachment,

and then click Set Link.

Destinations

A destination is the end point of a link and is represented by text in the Destinations panel. Destinations enable you to

set navigation paths across a collection of PDFs. Linking to a destination is recommended when linking across

documents because, unlike a link to a page, a link to a destination is not affected by the addition or deletion of pages

within the target document.

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View and manage destinations

Manage destinations from the Destinations panel in the navigation pane.

View destinations

❖Choose View > Navigation Panels > Destinations. All destinations are automatically scanned.

Sort the destinations list

❖Do one of the following:

•To sort destination names alphabetically, click the Name label at the top of the Destinations panel.

•To sort destinations by page number, click the Page label at the top of the Destinations panel.

Change or delete a destination

❖In the Destinations panel, right-click the destination, and choose a command:

•To move to the target location, choose Go To Destination.

•To delete the destination, choose Delete.

•To reset the target of the destination to the page displayed, choose Set Destination.

•To give the destination a different name, choose Rename.

Create and link a destination

You can create a link to a destination in the same or another PDF.

1In the target document (destination), choose View > Navigation Panels > Destinations. If the document already

includes a destination that you want to link to, skip to step 5.

2Navigate to the location where you want to create a destination, and set the desired view.

3In the Destinations panel, choose New Destination from the options menu , and name the destination.

4Save the target document.

5In the source document (where you want to create the link), choose Tools > Advanced Editing > Link tool , and

drag a rectangle to specify a location for the link.

6In the Create Link dialog box, set the link appearance, select Go To A Page View, and then click Next.

7In the target document, in the Destinations panel, double-click the destination.

8Save the source document.

Add an attachment

You can attach PDFs and other types of files to a PDF. If you move the PDF to a new location, the attachments move

with it. Attachments may include links to or from the parent document or to other attachments.

Don’t confuse attached comments with file attachments. A file attached as a comment appear in the page with a File

Attachment icon or Sound Attachment icon, and in the Comments List with other comments. (See “Add comments

in a file attachment” on page 159.)

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Use the Attachments panel to add, delete, or view attachments.

1Choose Document > Attach A File.

2In the Add Files dialog box, select the file you want to attach, and click Open.

Important: If you attach EXE, VBS, or ZIP file formats, Acrobat warns you that it won’t open the file once attached

because the format is associated with malicious programs, macros, and viruses that can damage your computer.

3To make the attachment viewable in Acrobat 5.0 or earlier, do one of the following:

•Choose View > Navigation Panels > Attachments, and select Show Attachments By Default from the options menu

(selected by default).

•Choose File > Properties, click the Initial View tab, choose Attachments Panel And Page from the Navigation Tab

menu, and click OK.

4Save the PDF.

5(Optional) To add a description to the attachment that helps differentiate between similar files in the Attachments

panel, select the attached file, and from the options menu , choose Edit Description. Edit the text of the

description, and then save the file.

Open, save, or delete an attachment

You can open a PDF attachment and make changes to it—if you have permissions—and your changes are applied to

the PDF attachment.

For other types of file attachments, you have an option of opening or saving the file. Opening the file starts the

application that handles the file format of the attachment—you must have that application to open the attachment.

Any changes you make are not applied to the attachment. Instead, save changes to the file, and then reattach it to the

PDF document.

Note: Acrobat does not open EXE, VBS, and ZIP file formats because these formats are associated with malicious

programs, macros, and viruses that can damage your computer.

Open an attachment

❖In the Attachments panel, select the attachment, and then choose Open Attachment from the options menu .

Save an attachment

❖In the Attachments panel, select one or more attachments, and then choose Save Attachment from the options

menu .

If you selected a single attachment, you have the option to rename the file.

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Delete an attachment

❖In the Attachments panel, select an attachment, and then choose Delete Attachment from the options menu .

Search in attachments

When searching for specific words or phrases, you can include attached PDFs as well as several other file types in the

search. Windows users can search Microsoft Office documents (such as .doc, .xls, and .ppt), AutoCAD drawing file

formats (.dwg and .dwf), HTML files, and Rich Text Format (.rtf) files. Mac OS users can search Microsoft Word

(.doc), HTML, and .rtf files. Search results from attachments appear in the Results list beneath the attachment filename

and icon. Attachments in other formats are ignored by the search engine.

Note: To enable Microsoft and AutoCAD file searches, the IFilters appropriate to the file types must be installed. IFilters

are typically installed with their applications, but can also be downloaded from product websites.

Search attachments from the Attachments panel

1In the Attachments panel, choose Search Attachments from the options menu .

2In the Search window, type the word or phrase that you want to search for, select the results option you want, and

then click Search Attachments.

Search attachments from the Search window

1Choose Edit > Search.

2Type the word or phrase that you want to search for, and select the results option you want.

3Click Use Advanced Search Options at the bottom of the window, and then select Include Attachments.

Actions and scripting

About Actions

You can cause an action to occur when a bookmark or link is clicked, or when a page is viewed. For example, you can

use links and bookmarks to jump to different locations in a document, execute commands from a menu, and perform

other actions. Actions are set in the Properties dialog box.

For bookmarks or links, you specify an action that occurs when the bookmark or link is clicked. For other items, such

as pages, media clips and form fields, you define a trigger that causes the action to occur and then define the action

itself. You can add multiple actions to one trigger.

The Locked option prevents the appearance and actions associated with an object from being accidentally changed.

Add an action

1Do one of the following:

•Using the Hand tool, right-click the bookmark or page thumbnail, and choose Properties.

•Using the Select Object tool, double-click the link, media clip, or form field, and choose Properties.

2Click the Actions tab.

3From the Select Action menu, select the action type to occur, and then click Add. You can add multiple actions;

actions execute in the order that they appear in the Actions list box.

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4(Optional) Select an action in the Actions tab, and use the buttons to reorder, edit, or delete the action.

5Close the window to accept the actions.

Add actions with page thumbnails

To enhance the interactive quality of a document, you can specify actions, such as changing the zoom value, to occur

when a page is opened or closed.

1Click the Pages button on the left.

2Select the page thumbnail corresponding to the page, and choose Page Properties from the options menu .

3Click the Actions tab.

4From the Select Trigger menu, choose Page Open to set an action when the page opens, or choose Page Close to set

an action when the page closes.

5Choose an action from the Select Action menu, and click Add.

6Specify the options for the action, and click OK. The options available depend on the action selected.

7To create a series of actions, choose another action from the menu, and click Add again. Use the Up and Down

buttons to arrange the actions in the order you want them to occur.

Note: If you set an action that switches to Full Screen view on Page Open or Page Close, the next time the same page opens

or closes, Full Screen view is turned on.

Action types

You can assign the following actions to links, bookmarks, pages, media clips, and form fields:

Execute A Menu Item Executes a specified menu command as the action.

Go To A 3D/Multimedia View Jumps to the specified 3D view.

Go To A Page View Jumps to the specified destination in the current document or in another document.

Import Form Data Brings in form data from another file, and places it in the active form.

Multimedia Operation (Acrobat 9 And Later) Executes a specified action for a multimedia object in the file (such as

playing a sound file). The multimedia object must be added to the file before you can specify an action for it.

Open A File Launches and opens a file. If you are distributing a PDF file with a link to another file, the reader needs

the native application of that linked file to open it successfully. (You may need to add opening preferences for the target

file.)

Open A Web Link Jumps to the specified destination on the Internet. You can use http, ftp, and mailto protocols to

define your link.

Play A Sound Plays the specified sound file. The sound is embedded into the PDF document in a cross-platform

format.

Play Media (Acrobat 5 Compatible) Plays the specified QuickTime or AVI movie that was created as Acrobat 5-

compatible. The specified movie must be embedded in a PDF document.

Play Media (Acrobat 6 And Later Compatible) Plays a specified movie that was created as Acrobat 6-compatible. The

specified movie must be embedded in a PDF document.

Read An Article Follows an article thread in the active document or in another PDF document.

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Reset A Form Clears previously entered data in a form. You can control the fields that are reset with the Select Fields

dialog box.

Run A JavaScript Runs the specified JavaScript.

Set Layer Visibility Determines which layer settings are active. Before you add this action, specify the appropriate layer

settings.

Show/Hide A Field Toggles between showing and hiding a field in a PDF document. This option is especially useful in

form fields. For example, if you want an object to pop up whenever the pointer is over a button, you can set an action

that shows a field on the Mouse Enter trigger and hides a field on Mouse Exit.

Submit A Form Sends the form data to the specified URL.

Trigger types

Triggers determine how actions are activated in media clips, pages, and form fields. For example, you can specify a

movie or sound clip to play when a page is opened or closed. The available options depend on the specified page

element.

About JavaScript in Acrobat

The JavaScript language was developed by Netscape Communications as a means to create interactive web pages more

easily. Adobe has enhanced JavaScript so that you can easily integrate this level of interactivity into your PDF

documents.

You can invoke JavaScript code using actions associated with bookmarks, links, and pages. The Set Document Actions

command lets you create document-level JavaScript actions that apply to the entire document. For example, selecting

Document Did Save runs the JavaScript after a document is saved.

Acrobat Pro or Acrobat Pro Extended is required to use JavaScript with forms and batch sequences.

To learn how to create JavaScript scripts, download the JavaScript manuals from the Adobe website. Developing

Acrobat® Applications Using JavaScript™ contains background information and tutorials, and the JavaScript™ for

Acrobat® API Reference contains detailed reference information. These and other JavaScript resources are located on

the Adobe website.

Converted web pages

Links and bookmarks in web pages

You can work with a PDF document created from web pages the same way you work with any other PDF. Depending

on how you configured Acrobat, clicking a link on a converted web page adds the page for that link to the end of the

PDF, if it isn’t already included.

Note: Remember that one web page can become multiple PDF pages. A web page is a single topic (or URL) from a website

and is often one continuous HTML page. When you convert a web page to PDF, it may be divided into multiple standard-

size PDF pages.

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When you first create a PDF from web pages, tagged bookmarks are generated if Create Bookmarks is selected in the

Web Page Conversion Settings dialog box. A standard (untagged) bookmark representing the web server appears at

the top of the Bookmarks tab. Under that bookmark is a tagged bookmark for each web page downloaded; the tagged

bookmark’s name comes from the page’s HTML title or the URL, if no title is present. Tagged web bookmarks are

initially all at the same level, but you can rearrange them and nest them in family groups to help keep track of the

hierarchy of material on the web pages.

If Create PDF Tags is selected when you create a PDF from web pages, structure information that corresponds to the

HTML structure of the original pages is stored in the PDF. You can use this information to add tagged bookmarks to

the file for paragraphs and other items that have HTML elements.

More Help topics

“About bookmarks” on page 269

Get information on converted web pages

You can display a dialog box with the current page’s URL, title, date and time downloaded, and other information.

❖Choose Advanced > Web Capture > Page Info.

Compare converted pages with current web pages

❖To open a page or web link, do one of the following:

•To open the current page in a web browser, choose Advanced > Web Capture > Open Page In Web Browser.

•To open the bookmarked page, right-click a tagged bookmark, and choose Open Page In Web Browser.

•To open a linked page, right-click a link in the PDF version of the web page, and choose Open Web Link In Browser.

The browser opens in a new application window to the page you specify.

Articles

About articles

Many traditional print documents, such as magazines and newspapers, arrange text in multiple columns. Stories flow

from column to column and sometimes across several pages. While the format is effective for printed material, this

type of structure can be difficult to follow on-screen because of the scrolling and zooming required.

The article feature enables you to guide readers through material presented in multiple columns and across a series of

pages.

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The flow of an article thread. The user reads through text A, skips text B and C, and moves on to text A again.

Define articles

You create an article by defining a series of boxes around the content in the order in which you want the content read.

The navigational path you define for an article is known as the article thread. You create a thread connecting the

various boxes, unifying them into a continuous text flow.

Most desktop publishing programs allow you to generate article threads automatically as you convert the files to

Adobe PDF. If the file you’re viewing has articles, you can show the names of the articles on a tab and navigate easily

through them.

1Choose Tools > Advanced Editing > Article Tool, or select the Article tool in the Advanced Editing toolbar. The

pointer appears as a cross-hair pointer in the document window.

2Drag a rectangle to define the first article box. An article box appears around the enclosed text, and the pointer

changes to the article pointer.

Each article box you create has a label that consists of the article number and its sequence within the article. For

example, the first box for the first article is labeled 1-1, the second box 1-2, and so on. The boxes for the second article

in the same document are labeled 2-1, 2-2, 2-3, and so on.

3Go to the next part of the document you want to include in the article, and draw a rectangle around that text. Repeat

until you have defined the entire article.

Note: To resize or move an article box, you must first end the article.

4To end the article, press Enter.

5In the Article Properties dialog box, enter the article title, subject, author, and any keywords to describe the article,

and click OK.

View and edit an article

Use the Article tool to create, display, and make changes to an article box in the PDF document.

View articles on the page

❖Choose Tools > Advanced Editing > Article Tool.

View articles in the PDF

1Choose View > Navigation Panels > Articles.

Note: The Articles panel is a floating panel; it is not docked in the navigation pane by default. Drag the Articles panel to

the navigation pane to dock it with the other panels.

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2To read an article, double-click it, or select the article and choose Read Article from the options menu in the

Articles panel.

The first line of the article appears in the upper left corner.

3To hide the Articles panel after the article opens, select Hide After Use in the options menu of the Articles panel.

Delete an article or article box

❖In the Articles panel, do one of the following:

•To delete the entire article, select the article in the Articles panel, and press the Delete key.

•To delete only one box from an article, right-click the box, and choose Delete. In the warning message, select Box.

If you select Article, the entire article is deleted.

The remaining articles or article boxes are automatically renumbered.

Insert an article box into an article thread

1In the Document window, select the article box that you want the new article box to follow.

2Click the plus sign (+) at the bottom of the selected box, and click OK when prompted to drag and create a new

article box.

An example of selecting an article with the Article tool

3Draw a new article box. The new box is inserted into the article flow, and all following boxes are renumbered.

Move or resize an article box

❖Using the Article tool, select the article box, and do one of the following:

•To move the box, drag it to the new location.

•To resize the box, drag a center handle to change only height or width, or drag a corner handle to change both

dimensions.

An example of resizing an article box

Edit article properties

1Using the Article tool, select the article box that you want to edit.

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2Right-click the box, and choose Properties.

3Change the information in the Articles Properties dialog box, and click OK.

Combine two articles

1In the document pane, select any article box in the article you want to be read first.

Select the plus sign (+) at the bottom of the article box, and click OK to dismiss the prompt to create a new article box.

3Ctrl-click an article box you want to be read next. The second article is appended to the end of the first article. All

article boxes in the piece are renumbered automatically.

Editing text and objects

Choosing a tool

A common misconception about PDF documents is that they should behave like any other document that contains

images and text, letting you freely move or edit items on a page. A PDF is like a snapshot of your original document.

You can perform minor touch-ups, but if your PDF requires substantial revision, it’s easier to make changes to the

source document and regenerate the PDF.

For editing text and objects, choose from the tools in the Advanced Editing toolbar. To insert editing marks in a PDF

to indicate your changes to the original document, see “Mark up text with edits” on page 151.

The TouchUp Text tool lets you add to and replace existing text if the fonts used are available on the system. If the

fonts aren’t available, you can change only the appearance of existing text. However, you can add new blocks of text

using the TouchUp Text tool. To wrap text on a line during editing, select Enable Text Word Wrapping in the Touchup

Preferences. The Typewriter tool also lets you create new text, but provides fewer options to modify new text than the

TouchUp Text tool.

Note: Using the TouchUp Text tool may affect how the document reflows, which can make the document less accessible

to the visually impaired.

The Select Object tool provides basic editing capabilities for most objects. You can modify the size, page location, and

properties of images, links, fields, and multimedia objects. You can make these same changes with the tool used to

create the object.

Editing text with the TouchUp Text tool

Edit text

You can insert or replace text only if the font used for that text is installed on your system. If the font isn’t installed on

your system but is embedded or subsetted in the PDF, you can make changes only to color, word spacing, character

spacing, baseline offset, or font size.

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You can edit text on rotated lines in the same way as on horizontal lines, and you can edit text using vertical fonts in

the same way as text using horizontal fonts. The baseline offset or shift for vertical fonts is left and right, instead of up

and down for horizontal fonts.

Note: Editing and saving a digitally signed PDF invalidates the signature.

Edit text using the TouchUp Text tool

The TouchUp Text tool works best when editing only a few characters. For more extensive editing, make changes in

the original document (if available), and then recreate the PDF.

If the original document is unavailable, try exporting the PDF to Word (File > Export > Microsoft Word Document).

For more information, see “Convert PDFs to Word, RTF, or other text formats” on page 128.

1Choose Tools > Advanced Editing > TouchUp Text Tool, or select the TouchUp Text tool in the Advanced

Editing toolbar.

2Click in the text you want to edit. A bounding box outlines the selectable text. If a bounding box doesn’t appear,

choose Document > OCR Text Recognition > Recognize Text Using OCR. For details, see “Recognize text in

scanned documents” on page 63.

3Select the text you want to edit:

•Choose Edit > Select All to select all the text in the bounding box.

•Drag to select characters, spaces, words, or a line.

4Edit the text by doing one of the following:

•Type new text to replace the selected text.

•Press Delete, or choose Edit > Delete to remove the text.

•Choose Edit > Copy to copy the selected text.

•Right-click the text and choose the appropriate option.

Note: If you can’t edit the text, see “Replace custom fonts with local fonts” on page 285.

5Click outside the selection to deselect it and start over.

Replace custom fonts with local fonts

Documents scanned to PDF using the ClearScan option in Acrobat can’t be edited until you replace the fonts. During

the conversion to PDF, ClearScan converts the fonts in the document to custom fonts. To edit the scanned text, replace

the custom fonts with fonts that you have on your computer. These fonts are also called system or local fonts.

1Use the TouchUp Text tool to select the text you want to edit.

2Right-click the selected text, and choose Properties. Make sure the Text tab opens.

3Open the Font menu, and select a font below the line that closely matches the custom font.

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Replace custom fonts (A) with local fonts (B).

4In the Font Size menu, select a size that closely matches the custom font.

5Leave the other properties in the Text tab as they are.

Edit text attributes

1Select the TouchUp Text tool.

2Click in the text you want to edit.

3Right-click the text, and choose Properties.

4In the TouchUp Properties dialog box, click the Text tab. You can change any of the following text attributes:

Font Changes the font used by the selected text to the font you specify. You can select any font installed on your system

or fully embedded in the PDF document. Document fonts are listed at the top; system fonts are listed below.

Font Size Changes the font size to the size (in points) that you specify.

Character Spacing Inserts uniform spacing between two or more characters in selected text.

Word Spacing Inserts uniform spacing between two or more words in selected text.

Horizontal Scaling Specifies the proportion between the height and the width of the type.

Baseline Offset Offsets the text from the baseline. The baseline is the line on which the type rests.

Fill Specifies the fill color.

Stroke Specifies the stroke color.

Stroke Width Specifies the width of the stroke.

Note: For legal reasons, you must have purchased a font and have it installed on your system to revise text using that font.

Add new text

You can add or insert new text into a PDF using any of the fonts installed on the system.

1Select the TouchUp Text tool.

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2Ctrl-click where you want to add text.

3In the New Font dialog box, select the font and mode you want, and click OK.

4Type the new text.

5To change the font size and other attributes, select the text, right-click, and choose Properties.

Note: Editing and saving a digitally signed PDF invalidates the signature.

More Help topics

“Replace custom fonts with local fonts” on page 285

“Edit text attributes” on page 286

Add text using the Typewriter tool

Use the Typewriter tool to type text anywhere on a PDF page. Organizations sometimes provide PDF versions of their

paper forms without interactive form fields. The Typewriter tool provides a simple solution for filling out such forms.

The Typewriter tool is like the Text Box tool, but includes a different set of default properties.

Note: Reader users can use the Typewriter tool if the document author enables use of the Typewriter tool for that PDF.

1Choose Tools > Typewriter > Show Typewriter Toolbar, and then click the Typewriter button.

2Click where you want to type, and then begin typing. Press Enter to add a second line.

Note: If a blue text box appears, double-click it to get the I-beam so you can enter text.

3To change the text properties, select the text, and then use any of the following tools in the Typewriter toolbar:

•To change the text size, click the Decrease Text Size button or the Increase Text Size button. Or choose a typeface

size from the pop-up menu.

•To change the line spacing (leading), click the Decrease Line Spacing button or the Increase Line Spacing button.

•Choose a color from the Text Color pop-up menu.

•Choose a typeface from the typeface pop-up menu.

4To move or resize Typewriter text block, select the Select tool, click a Typewriter text block, and drag the text block

or one of its corners.

5To edit the text again, select the Typewriter tool, and then double-click the Typewriter text.

Note: Editing and saving a digitally signed PDF invalidates the signature.

More Help topics

“Filling in forms” on page 202

Embed fonts using the TouchUp Text tool

Embedding fonts ensures that your PDF uses the same fonts as the original document, no matter where you open the

PDF or what fonts are installed on that system.

1Choose Tools > Advanced Editing > TouchUp Text Tool.

2Click the text containing the font embedding or subsetting to edit. A paragraph of text is enclosed in a bounding

box. You can select text within the paragraph by dragging.

3Right-click the text, and choose Properties.

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4In the TouchUp Properties dialog box, click the Text tab to display the font name and font properties as well as

embedding and subset capabilities.

5To see a list of all the fonts, scroll through the Font menu. Document fonts are listed first. Your system fonts are

listed below the document fonts.

6Choose a font from the Font menu, check the permissions to determine which options are available for that font,

and then select an embedding option. The permissions determine which embedding options are available:

Can Embed Font You can select both the Embed and Subset options. To embed the entire font rather than a subset,

make sure that Subset is not selected.

Can Embed Font For Print And Preview Only You can only subset-embed the font. You can embed the font for print

and preview but not for editing.

Cannot Embed Font Both the Embed and Subset options are unavailable.

No System Font Available Both the Embed and Subset options are unavailable.

Note: Editing and saving a digitally signed PDF invalidates the signature.

More Help topics

“Fonts” on page 100

Move or edit an object

A selected object usually shows a bounding box. Selection handles appear when the pointer is over the object. When

the pointer is over a locked object, no selection handles appear. When you select multiple objects, the last object you

select becomes the anchor and appears red; the others appear blue. The anchor object remains stationary during

alignment operations.

To make another object in the selection the anchor object, Ctrl-click the new target object twice, once to remove the

object from the selection, and once to add it back to the selection. As the last object added to the selection, it becomes

the anchor object.

When objects of the same type are selected and the selection covers multiple pages, you can change the appearance of

the objects but not move them.

When you edit a text box, the entire text box is selected. You must use the TouchUp Text tool to edit individual

characters and words.

Use the Select Object tool to select and move objects such as form fields and links.

Select an object

1Select one or more objects:

•Click the object with the Select Object tool , or with the tool you used to create the object.

•Right-click the object and choose Select All from the context menu. If the Select Object tool is active and the

document uses single-page layout, all objects on the current page are selected. If the document is in any other page

layout, all objects in the document are selected. If a tool in the Advanced Editing toolbar is active, all objects of that

type in the document are selected.

•Drag to create a rectangle around the desired objects. If the Select Object tool is active, all objects within the

rectangle are selected. If an Advanced Editing tool is active, press Ctrl as you drag; all objects of the tool type within

the rectangle are selected.

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2(Optional) Add one or more objects to the current selection:

•Ctrl-click an object.

•Shift-click to add a range of objects. (The Select Object tool includes all objects when you Shift-click.) Using Shift

selects all items that lie within the rectangular bounding box formed by all items in the selection (including the item

that was just added).

Move an object

1Click the object with the Select Object tool or with the tool used to create it.

2Move the image or object:

•Drag the object to the desired location. Objects cannot be dragged to a different page (you can cut and paste them

to a new page instead). Shift-drag the object to constrain movement up or down, or right or left.

•Right-click the image and choose an option to move the image on the page.

Resize an object

1Click the object with the Select Object tool or with the tool used to create it.

2Drag a handle of the object. Shift-drag the handle to retain the original aspect ratio.

Setting up a presentation

Defining initial view as Full Screen mode

Full Screen mode is a property you can set for PDFs used for presentations. In Full Screen mode, PDF pages fill the

entire screen, and the Acrobat menu bar, toolbar, and window controls are hidden. You can also set other opening

views, so that your documents or collections of documents open to a consistent view. In either case, you can add page

transitions to enhance the visual effect as the viewer pages through the document.

To control how you navigate a PDF (for example, advancing pages automatically), use the options in the Full Screen

panel of the Preferences dialog box. These preferences are specific to a system—not a PDF document—and affect all

PDFs that you open on that system. Therefore, if you set up your presentation on a system you control, you can control

these preferences.

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Use the Full Screen button (circled) to view and navigate PDFs as a slide show.

Define an initial view

When a user opens your PDF document or PDF Portfolio, they see the initial view of the PDF. You can set the initial

view to the magnification level, page, and page layout that you want. If your PDF is a presentation, you can set the

initial view to Full Screen mode. In Acrobat Pro or Pro Extended, you can create batch sequences to change default

settings for multiple documents.

After you define the initial view of the PDF, you can add page transitions to selected pages or the entire document.

Acrobat supports page transitions and bullet fly-ins from PowerPoint.

More Help topics

“View document properties” on page 292

“Set the page layout and orientation” on page 40

Define the initial view

1Choose File > Properties.

2In the Document Properties dialog box, click Initial View.

3Select the options you want, and then click OK. You have to save and reopen the file to see the effects.

Define the initial view as Full Screen mode

When setting the initial view of a PDF to Full Screen mode, you must define how the document opens.

1Choose File > Properties.

2In the Document Properties dialog box, select Initial View.

3For best results, do the following:

•Choose Page Only from the Navigation Tab menu.

•Choose Single Page from the Page Layout menu.

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•Set Open To Page to the page on which you want to start the presentation.

4Select Open In Full Screen Mode to open the document without the menu bar, toolbar, or window controls

displayed. Click OK. (You have to save and reopen the file to see the effects.)

Note: Users can exit Full Screen mode by pressing Esc if their preferences are set this way. However, in Full Screen mode,

users cannot apply commands and select tools unless they know the keyboard shortcuts. You may want to set up page

actions in the document to provide this functionality.

Initial View options for document properties

The Initial View options in the Document Properties are organized into three areas: Layout And Magnification,

Window Options, and User Interface Options.

Layout And Magnification Determines the appearance of the document.

•Navigation Tab Determines which panels are displayed in the navigation pane.

•Page Layout Determines how document pages are arranged.

•Magnification Sets the zoom level the document will appear at when opened. Default uses the magnification set by

the user.

•Open To Page Specifies the page that appears when the document opens.

Note: Setting Default for the Magnification and Page Layout options uses the individual users’ settings in the Page

Display preferences.

Window Options Determine how the window adjusts in the screen area when a user opens the document. These

options apply to the document window itself in relationship to the screen area of the user’s monitor.

•Resize Window To Initial Page Adjusts the document window to fit snugly around the opening page, according to

the options that you selected under Document Options.

•Center Window On Screen Positions the window in the center of the screen area.

•Open In Full Screen Mode Maximizes the document window and displays the document without the menu bar,

toolbar, or window controls.

•Show File Name Shows the filename in the title bar of the window.

•Show Document Title Shows the document title in the title bar of the window. The document title is obtained from

the Description panel of the Document Properties dialog box.

User Interface Options Determine which parts of the interface—the menu bar, the toolbars, and the window

controls—are hidden.

Note: If you hide the menu bar and toolbars, users cannot apply commands and select tools unless they know the keyboard

shortcuts. You may want to set up page actions that temporarily hide interface controls while the page is in view. (See

“Add actions with page thumbnails” on page 279.)

Add page transitions

You can create an interesting effect that occurs each time a page advances by using page transitions.

1Do one of the following:

•Choose Advanced > Document Processing > Page Transitions.

•In the Pages panel, select the page thumbnails you want to apply transitions to, and choose Page Transitions from

the options menu .

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2In the Set Transitions dialog box, choose a transition effect from the Transition menu. These transition effects are

the same as those set in the Full Screen preferences.

3Choose the direction in which the transition effect occurs. Available options depend on the transition.

4Choose the speed of the transition effect.

5Select Auto Flip, and enter the number of seconds between automatic page turning. If you do not select this option,

the user turns pages using keyboard commands or the mouse.

6Select the Page Range you want to apply transitions to.

Note: If users select Ignore All Transitions in the Full Screen preferences, they do not see the page transitions.

Document properties and metadata

View document properties

When you view a PDF, you can get information about it, such as the title, the fonts used, and security settings. Some

of this information is set by the person who created the document, and some is generated automatically.

In Acrobat, you can change any information that can be set by the document creator, unless the file has been saved

with security settings that prevent changes.

1Choose File > Properties.

2Click a tab in the Document Properties dialog box.

More Help topics

“Choosing a security method” on page 214

“Create print presets” on page 351

Document Properties

Description Shows basic information about the document. The title, author, subject, and keywords may have been set

by the person who created the document in the source application, such as Word or InDesign, or by the person who

created the PDF. You can search for these description items to find particular documents. The Keywords section can

be particularly useful for narrowing searches.

Note that many search engines use the title to describe the document in their search results list. If a PDF does not have

a title, the filename appears in the results list instead. A file’s title is not necessarily the same as its filename.

The Advanced area shows the PDF version, the page size, number of pages, whether the document is tagged, and if it’s

enabled for Fast Web View. (The size of the first page is reported in PDFs or PDF Portfolios that contain multiple page

sizes.) This information is generated automatically and cannot be modified.

Security Describes what changes and functionality are allowed within the PDF. If a password, certificate, or security

policy has been applied to the PDF, the method is listed here.

Fonts Lists the fonts and the font types used in the original document, and the fonts, font types, and encoding used to

display the original fonts.

If substitute fonts are used and you aren’t satisfied with their appearance, you may want to install the original fonts on

your system or ask the document creator to re-create the document with the original fonts embedded in it.

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Initial View (Acrobat only) Describes how the PDF appears when it’s opened. This includes the initial window size, the

opening page number and magnification level, and whether bookmarks, thumbnails, the toolbar, and the menu bar

are displayed. You can change any of these settings to control how the document appears the next time it is opened.

You can also create JavaScript that runs when a page is viewed, a document is opened, and more.

Custom (Acrobat only) Lets you add document properties to your document.

Advanced Lists PDF settings, print dialog presets, and reading options for the document.

In the PDF settings for Acrobat, you can set a base Uniform Resource Locator (URL) for web links in the document.

Specifying a base URL makes it easy for you to manage web links to other websites. If the URL to the other site changes,

you can simply edit the base URL and not have to edit each individual web link that refers to that site. The base URL

is not used if a link contains a complete URL address.

You can also associate a catalog index file (PDX) with the PDF. When the PDF is searched with the Search PDF

window, all of the PDFs that are indexed by the specified PDX file are also searched.

You can include prepress information, such as trapping, for the document. You can define print presets for a

document, which prepopulate the Print dialog box with document-specific values. You can also set reading options

that determine how the PDF is read by a screen reader or other assistive device.

Add a description to Document Properties

You can add keywords to the document properties of a PDF that other people might use in a search utility to locate the PDF.

1Choose File > Properties.

2Click the Description tab, and type the author’s name, subject, and keywords.

3(Optional) Click Additional Metadata to add other descriptive information, such as copyright information.

Create document properties

You can add custom document properties that store specific types of metadata, such as the version number or

company name, in a PDF. Properties you create appear in the Document Properties dialog box. Properties you create

must have unique names that do not appear in the other tabs in the Document Properties dialog box.

1Choose File > Properties, and then select Custom.

2To add a property, type the name and value, and then click Add.

3To change the properties, do any of the following, and then click OK:

•To edit a property, select it, change the Value, and then click Change.

•To delete a property, select it and click Delete.

To change the name of a custom property, delete the property and create a new custom property with the name you want.

Edit document metadata

PDF documents created in Acrobat 5.0 or later contain document metadata in XML format. Metadata includes

information about the document and its contents, such as the author’s name, keywords, and copyright information,

that can be used by search utilities. The document metadata contains (but is not limited to) information that also

appears in the Description tab of the Document Properties dialog box. Document metadata can be extended and

modified using third-party products.

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The Extensible Metadata Platform (XMP) provides Adobe applications with a common XML framework that

standardizes the creation, processing, and interchange of document metadata across publishing workflows. You can

save and import the document metadata XML source code in XMP format, making it easy to share metadata among

different documents. You can also save document metadata to a metadata template that you can reuse in Acrobat.

View document metadata

1Choose File > Properties, and click the Additional Metadata button in the Description tab.

2Click Advanced to display all the metadata embedded in the document. (Metadata is displayed by schema—that is,

in predefined groups of related information.) Display or hide the information in schemas by schema name. If a

schema doesn’t have a recognized name, it is listed as Unknown. The XML name space is contained in parentheses

after the schema name.

Edit or append document metadata

1Choose File > Properties, click the Description tab, and then click Additional Metadata.

2Select Advanced from the list on the left.

3To edit the metadata, do any of the following, and then click OK.

•To add previously saved information, click Append, select an XMP or FFO file, and click Open.

•To add new information and replace the current metadata with information stored in an XMP file, click Replace,

select a saved XMP or FFO file, and click Open. New properties are added, existing properties that are also specified

in the new file are replaced, and existing properties that are not in the replacement file remain in the metadata.

•To delete an XML schema, select it and click Delete.

•To append the current metadata with metadata from a template, hold down Ctrl (Windows) or Command (Mac

OS) and choose a template name from the dialog box menu in the upper right corner.

Note: You must save a metadata template before you can import metadata from a template.

•To replace the current metadata with a template of metadata, choose a template file (XMP) from the dialog box

menu in the upper right corner.

Save metadata as a template or file

1Choose File > Properties, click the Description tab, and then click Additional Metadata.

2Select Advanced from the list on the left.

3Save the document metadata, and then click OK:

•To save the metadata to an external file, click Save and name the file. The metadata is stored as a file in XMP format.

(To use the saved metadata in another PDF, open the document and use these instructions to replace or append

metadata in the document.)

•To save the metadata as a template, choose Save Metadata Template from the dialog box menu in the upper right

corner, and name the file.

View object data and metadata

You can view the metadata information of certain objects, tags, and images within a PDF. You can edit and export

metadata for Visio objects only.

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Use the Object Data tool to view object grouping and object data.

More Help topics

“Find text in multiple PDFs” on page 303

View and edit Visio object metadata

1Choose Tools > Analysis > Object Data Tool.

2Double-click an object on the page to show its metadata.

The Model Tree opens and shows a hierarchical list of all structural elements. The selected object’s metadata appears

as editable properties and values at the bottom of the Model Tree.

The selected object is highlighted on the page. Use the Highlight Color menu at the top of the Model Tree to choose a

different color.

3To edit the metadata, type in the boxes at the bottom of the Model Tree.

4To export object metadata, from the options menu, choose Export As XML > Whole Tree to export all objects in

the Model Tree, or choose Export As XML > Current Node to export only the selected object and its children. Name

and save the file.

Export Visio object metadata

1Choose Tools > Analysis > Object Data Tool.

2Double-click an object on the page to show its metadata.

3From the options menu , choose one of the following:

•Choose Export As XML > Whole Tree to export all objects.

•Choose Export As XML > Current Node to export only the selected object and its children.

4Name and save the file.

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Layers

About PDF layers

You can view, navigate, and print layered content in PDFs created from applications such as InDesign, AutoCAD, and

Visio.

You can control the display of layers using the default and initial state settings. For example, you can hide a layer

containing a copyright notice whenever a document is displayed on screen, while ensuring that the layer always prints.

For a video on working with layers, see www.adobe.com/go/lrvid4082_a9.

Show or hide layers

Information can be stored on different layers of a PDF. The layers that appear in the PDF are based on the layers

created in the original application. Use the Layers panel to examine layers and show or hide the content associated with

each layer. Items on locked layers cannot be hidden.

Some layers may be organized into nested groups with a parent layer. Other layers may be in groups with no parent

layer.

Note: A Lock icon in the Layers panel indicates that a layer is for information only. The visibility of a locked layer cannot

be changed.

Layers panel

A. Eye icon indicates a displayed layer B. Locked layer C. Hidden layer D. Nested layer group E. Layer group

1Choose View > Navigation Panels > Layers.

2To hide a layer, click the eye icon. To show a hidden layer, click the empty box. (A layer is visible when the eye icon

is present, and hidden when the eye icon is absent. This setting temporarily overrides the settings in the Layer

Properties dialog box.)

Note: In a nested layer group, if the parent layer is hidden, the nested layers are automatically hidden as well. If the parent

layer is visible, nested layers can be made visible or hidden.

3From the options menu , choose one of the following:

List Layers For All Pages Shows every layer across every page of the document.

List Layers For Visible Pages Shows layers only on the currently visible pages.

Reset To Initial Visibility Resets layers to their default state.

Apply Print Overrides Displays layers according to the Print settings in the Layer Properties dialog box (Prints When

Visible, Never Prints, Always Prints).

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Apply Export Overrides Displays layers according to the Export settings in the Layer Properties dialog box (Exports

When Visible, Never Exports, Always Exports).

Apply Layer Overrides Displays all layers. This option affects all optional content in the PDF, even layers that are not

listed in the Layers panel. All layers are visible, regardless of the settings in the Layer Properties dialog box. You cannot

change layer visibility using the eye icon until you deselect this command. When you edit layer properties in the Layer

Properties dialog box, changes are not effective until you choose Reset To Initial Visibility in the options menu.

(Changes to the layer name are the exception; they are effective immediately.)

Note: You cannot save the view of a layered PDF by using the eye icon in the Layers panel to show and hide layers. When

you save the file, the visibility of the layers automatically reverts to the initial visibility state.

Reorder layers

You can reorder individual layers in the Layers pane. This action is useful if you want to change the order of layers in

the list, or move a layer from one layer group to another.

Note: You cannot reorder locked layers, and you cannot reorder layers in nested layer groups.

1In the Layers navigation panel, select a layer.

2While holding down the Alt key, drag the layer to the new location.

Delete an empty layer group

❖In the Layers navigation panel, select an empty layer and press Delete.

Add layer navigation

You can add links and destinations to layers, allowing you to change the view of a document when the user clicks a

bookmark or link.

Note: In general, changes to layer visibility made using the eye icon in the Layers panel are not recorded in the Navigation

toolbar.

Associate layer visibility with bookmarks

1Set the required layer properties, visibility, and magnification level for the target PDF layer in the document pane.

2Click the Bookmarks button, and choose New Bookmark from the options menu .

3Select the new bookmark, and choose Properties from the options menu .

4In the Bookmark Properties dialog box, click the Actions tab.

5For Select Action, choose Set Layer Visibility, click Add, and then click OK.

6Select the bookmark label in the Bookmarks panel, and name the bookmark.

Associate layer visibility with a link destination

1Set the required layer properties for the destination in the document pane.

2Choose View > Navigation Panels > Destinations.

The Destinations panel appears in a floating panel. You can add it to the other panels by dragging it to the navigation

pane. If the panel is collapsed, click the Destinations button to expand it.

3Choose New Destination from the options menu , and name the destination.

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4Select the Link tool , and drag in the document pane to create a link. (Because content is added to all layers, it

doesn’t matter that you are apparently creating the link on the target layer. The link works from any layer.)

5In the Create Link dialog box, select Custom Link and click Next.

6Click the Appearance tab in the Link Properties dialog box, and set the appearance of the link.

7Click the Actions tab in the Link Properties dialog box, choose Set Layer Visibility, and click Add.

8Close the dialog boxes.

You can test the link by changing the layer settings, selecting the Hand tool, and clicking the link.

Editing layered content

You can select or copy content in a layered PDF document using the Select tool or the Snapshot tool. (In Reader, the

PDF must include usage rights.) In Acrobat, you can edit content using a touchup tool. These tools recognize and select

any content that is visible, regardless of whether the content is on a selected layer.

In Acrobat, if the content that you edit or delete is associated with one layer, the content of the layer reflects the change.

If the content that you edit or delete is associated with more than one layer, the content in all the layers reflects the

change. For example, if you want to change a title and byline that appear on the same line on the first page of a

document, and the title and byline are on two different visible layers, editing the content on one layer changes the

content on both layers.

You can add content, such as review comments, stamps, or form fields, to layered documents just as you would to any

other PDF document. However, the content is not added to a specific layer, even if that layer is selected when the

content is added. Rather, the content is added to the entire document.

In Acrobat, you can use the Merge Files Into A Single PDF command to combine PDF documents that contain layers.

The layers for each document are grouped under a separate heading in the Layers panel of the navigation pane. You

expand and collapse the group by clicking the icon in the title bar for the group.

More Help topics

“Move or edit an object” on page 288

Using Geospatial PDFs

About geospatial PDFs

A geospatial PDF contains information that is required to georeference location data. When geospatial data is

imported into a PDF, Acrobat retains the geospatial coordinates. With the coordinates, you can view and interact with

the PDF to find and mark location data.

Geospatial data can be either vector or raster based or a combination of both. After you import geospatial data into

Acrobat, you can use the data in a variety of ways:

•Find and mark location coordinates.

•Measure distance, perimeter, and area.

•Change the coordinate system and measurement units.

•Copy location coordinates to the clipboard, and then use them to show locations in several web mapping services.

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Interact with geospatial PDFs

When you open a geospatially enabled PDF, you can find locations, measure distances, and add location markers. You

can also copy coordinates to the clipboard for use with a web mapping service.

View the geospatial measuring tools by choosing Tools > Analysis > Show Analysis Toolbar.

Use the Geospatial Location tool to perform these tasks:

•View latitude and longitude while the cursor is over an area containing geospatial information.

•Mark a location with a geospatial annotation.

•Search for a location in a document.

More Help topics

“Commenting and markup tools overview” on page 146

“Measure the height, width, or area of objects” on page 44

Find map locations

1Open a geospatial PDF and choose Tools > Analysis > Geospatial Location tool .

2Right-click inside the map, and then click Find A Location.

3Type the latitude and longitude values (degrees, minutes, seconds, or decimal) in the two text boxes, and click Find.

If at least one location is available, the location is highlighted with a blue square and the page is centered on the

highlighted location.

4If the PDF includes more than one map, click the Next or Previous button to view additional results, if any. Multiple

locations are available in several situations:

•When a document contains multiple maps (for example, if a PDF contains a smaller map within a larger map, such

as a city within a map of a state or country). When you search for a location within the city, Acrobat finds it in both

the larger map and the city map.

•When a document contains multiple pages of a map (for example, if page one is a map of a country and page two

is a map of a state or city within the country).

5(Optional) To add a comment (such as a place name or address), click the location marker, and then add the

information in the comment box.

6To end the search, right-click inside the map. Then select Hide Location Search, to remove the search boxes.

Mark geospatial locations

1Open a geospatial PDF and choose Tools > Analysis > Geospatial Location Tool .

2Move the mouse pointer over the document to view latitude and longitude values of areas that contain geospatial

information. Right-click inside the map, and then do one of the following:

•To find a location, click Find A Location. Type the latitude and longitude values, and click Find.

•To mark a location with geospatial information, click Mark Location.

3(Optional) To add a comment (such as a place name or address), click the location marker, and then add the

information in the comment box.

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Measure distance, perimeter, and area on maps

When you open a geospatial PDF, the Acrobat measuring tools read the geospatial information and measure distance

and area instead of page or object dimensions. Use the measurement tools to calculate distance, perimeter, and area

on any geospatially enabled PDF. As you move the mouse pointer over content in the document, snap markers are

shown that indicate that you are on a path or path end point. You can also see the latitude and longitude of your cursor

location when the mouse pointer is over geospatial content.

1Choose Tools > Analysis > Measuring Tool .

2In the Measurement Tool display, select a measurement type: Distance , Area , or Perimeter .

3Select a snap-to option:

•Snap to paths

•Snap to end points

•Snap to midpoints

•Snap to intersections

4Do one of the following:

•If you are using the Distance tool, click where you want to start the measurement, and then drag to the end point

and click again. The distance is displayed in the lower-right corner.

•If you are using the Perimeter tool, click the map in one corner of the perimeter, and then drag to each corner. Click

at each corner and then double-click at the end point. The information window displays the perimeter size.

•If you are using the Area tool, click the map at one corner of the area, and then drag to another corner. Click before

changing directions. Double-click at the end to display the total area.

5To finish the measurement, right-click and select Complete Measurement. Or, select Cancel Measurement.

Copy location coordinates to the clipboard for use with a web mapping service

After you find a location on a geospatial PDF, you can copy the coordinates to the clipboard. From the clipboard, you

can paste the data into a web mapping service that reads latitude and longitude coordinates.

1Choose Tools > Analysis > Geospatial Location Tool , and then right-click the location on the map.

2Click Copy Coordinates To Clipboard.

Acrobat copies the data in this format: latitude then longitude, separated by a space. Paste the data into the address bar

of a web mapping service that can interpret the location data.

Change measurement units within a document

To change the type of measurement units, right-click inside the map with the Measuring tool and choose Distance Unit

or Area Unit. Then select a measurement type.

Change geospatial measuring preferences

You can change the measurement units for all geospatial PDFs in the Preferences dialog box. Click Measuring (Geo)

from the Categories section.

Enable Measurement Markup Adds a label to a geospatial measurement. When Enable Measurement Markup is

selected, choose Use Label, and then type a label for measurements.

Snap Settings Select the path parts to which you want measurements to snap to.

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Display Value As Determines how latitude and longitude values are calculated. Choose Decimal to display latitude

and longitude as a decimal fraction. Choose Degrees, Minutes, Seconds to divide each degree of longitude into 60

minutes, each of which is divided into 60 seconds.

Display Direction As Choose between Signed and Named. Named direction displays an N (north) or S (south) next to

the Latitude, and an E (east) and W (west) for Longitude.

Always Display Latitude And Longitude As WGS 1984 Select to ensure that latitude and longitude use the current

standard reference frame for earth (World Geodetic System 1984). For older maps that were drawn with an earlier grid

(such as NAD 1927), you can deselect this option to see the original values. When an older map is registered in its

native coordinates, coordinate positions can be different from current standards used in GPS devices and web

mapping services.

Use Default Distance Unit Select the measurement unit to use.

Use Default Area Unit Area can be measured using a different unit from distance.

Don’t Show Transparency Layer In GeoTIFF And JPEG 2000 Images Raster image formats include a transparency layer

that you can choose to remove.

Export location and measurement markups

You can export geospatial location and measurement data to an FDF file. Each geospatial annotation has a GPTS entry.

The entry corresponds to the latitude and longitude for each of the annotation points. The types of information that

can be exported include the following:

•Marked locations entered by using the Geospatial Location tool

•Distance, perimeter (compound distance), and area measurements entered by using the Measurement tool over

geospatial content

Geospatial data can be exported by using either the Comments menu or the Comments pane.

•From the Comments menu, choose Comments > Export Comments To Data File.

•Open the Comments pane, choose Options > Export Comments To Data File.

To export a subset of the comments, select the comments, and then choose Options > Export Selected Comments.

Then, type the filename and click Save. The FDF file is saved.

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Chapter 12: Searching and indexing

You have lots of control and lots of possibilities for running effective and efficient searches in Adobe® Acrobat®

Standard. A search can be broad or narrow, including many different kinds of data and covering multiple Adobe PDFs.

Searching PDFs

Search features overview

You run searches to find specific items in PDFs. You can run a simple search, looking for a search term within in a

single file, or you can run a more complex search, looking for various kinds of data in one or more PDFs.

You can run a search using either the Search window or the Find toolbar. In either case, Acrobat searches the PDF

body text, layers, form fields, and digital signatures. You can also include bookmarks and comments in the search.

The Search window offers more options and more kinds of searches than the Find toolbar. When you use the Search

window, object data and image XIF (extended image file format) metadata are also searched. For searches across

multiple PDFs, Acrobat also looks at document properties and XMP metadata, and it searches indexed structure tags

when searching a PDF index. If some of the PDFs you search have attached PDFs, you can include the attachments in

the search.

Note: PDFs can have multiple layers. If the search results include an occurrence on a hidden layer, selecting that

occurrence displays an alert that asks if you want to make that layer visible.

More Help topics

“Show or hide layers” on page 296

“Examine a PDF for hidden content” on page 237

Access the search features

Where you start your search depends on the type of search you want to run. Use the Find toolbar for a quick search of

the current PDF. Use the Search window to look for words or document properties across multiple PDFs, use advanced

search options, and search PDF indexes.

Display the Find toolbar

❖By default, the Find toolbar is already open. If it is closed, you can open it by choosing Edit > Find.

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Open the Search window

❖Do one of the following:

•Choose Edit > Search.

•On the Find toolbar, click the arrow and choose Open Full Acrobat Search.

Search appears as a separate window that you can move, resize, minimize, or arrange partially or completely behind

the PDF window.

Arrange the PDF document window and Search window

❖In the Search window, click Arrange Windows.

Acrobat resizes and arranges the two windows side by side so that together they almost fill the entire screen.

Note: Clicking the Arrange Windows button a second time resizes the document window but leaves the Search window

unchanged. If you want to make the Search window larger or smaller, drag the corner or edge, as you would to resize any

window on your operating system.

Find text in a PDF

The Find toolbar searches the currently open PDF.

1Type the text you want to search for in the text box on the Find toolbar.

2(Optional) Click the arrow next to the text box and choose one or more of the following:

Whole Words Only Finds only occurrences of the complete word you type in the text box. For example, if you search

for the word stick, the words tick and sticky aren’t found.

Case-Sensitive Finds only occurrences of the words that match the capitalization you type. For example, if you search

for the word Web, the words web and WEB aren’t found.

Include Bookmarks Also searches the text in the Bookmarks panel.

Include Comments Also searches the text of any comments.

3Press Enter.

Acrobat jumps to the first instance of the search term, which appears highlighted.

4Press Enter repeatedly to go to the next instances of the search term.

Find text in multiple PDFs

The Search window enables you to look for search terms in multiple PDFs. For example, you can search across all PDFs

in a specific location or all files in an open PDF Portfolio.

Note: If documents are encrypted (have security applied to them), you cannot search them as part of a multiple-document

search. Open those documents first and search them one at a time. However, documents encrypted as Adobe Digital

Editions are an exception and can be searched as part of a multiple-document search.

1Open Acrobat on your desktop (not in a web browser).

2Do one of the following.

•In the Find toolbar, type the search text, and then choose Open Full Acrobat Search from the pop-up menu.

•In the Search window, type the search text.

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3In the Search window, select All PDF Documents In. From the pop-up menu directly below this option, choose

Browse For Location.

4Select the location, either on your computer or on a network, and click OK.

5To specify additional search criteria, click Use Advanced Search Options, and specify the options.

6Click Search.

During a search, you can click a result or use keyboard shortcuts to navigate the results without interrupting the

search. Clicking the Stop button under the search-progress bar cancels further searching and limits the results to the

occurrences already found. It doesn’t close the Search window or delete the Results list. To see more results, run a new

search.

Search a PDF Portfolio

In a PDF Portfolio, you can search component PDF files as well as several other file types. Windows users can search

Microsoft Office documents (such as .doc, .xls, and .ppt), AutoCAD drawing file formats (.dwg and .dwf), HTML files,

and Rich Text Format (.rtf) files. Mac OS users can search Microsoft Word (.doc), HTML, and .rtf files.

Note: To enable Microsoft and AutoCAD file searches, the IFilters appropriate to the file types must be installed. IFilters

are typically installed with their applications, but can also be downloaded from product websites.

1Open the PDF Portfolio in Acrobat on your desktop (not in a web browser).

2In the Search box on the PDF Portfolio toolbar, type the search text.

3To specify additional search criteria, open the pop-up menu, and specify the options.

The search results show all files where the text was found. For PDF files, expand the list to see the results in context.

Click a search result to go to the location of the text in the PDF. For other types of files, click Open to open and search

the file.

More Help topics

“About PDF Portfolios” on page 102

“View and edit components of a PDF Portfolio” on page 104

Review search results

After you run a search from the Search window, the results appear in page order, nested under the names of each

searched document. Each item listed includes a few words of context (if applicable) and an icon that indicates the type

of occurrence.

Jump to a specific instance in the search results (single PDFs only)

1If necessary, expand the search results. Then select an instance in the results to view it in the PDF.

2To view other instances, do any of the following:

•Click another instance in the results.

•Choose Edit > Search Results, and then choose Next Result or Previous Result.

Sort instances in the search results

❖Select an option from the Sort By menu near the bottom of the Search window. Results can be sorted by Relevance

Ranking, Date Modified, Filename, or Location.

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Icons shown with search results

The icon next to an instance of the search results indicates the search area in which the instance appears. Selecting an

icon has the following effect:

Document icon Makes the document active in the document window. Expand the list to show the individual

search results within that document.

(General) Search Result icon In PDFs, jumps to that instance of the search term, usually in the body text of the

PDF. The instance of the search term is highlighted in the document.

Non-PDF Search Result icon [ ] In non-PDF files, opens the file; or if opening of that file type is restricted, opens a

message dialog box.

Bookmark icon Opens the Bookmarks panel and highlights the instances of the search terms.

Comments icon Opens the Comments panel and highlights the instances of the search terms.

Layer icon May open a message indicating that the layer is hidden and asking if you want to make it visible.

Attachment icon Opens a file that is attached to the searched parent PDF and shows the highlighted instances of

the search terms.

Advanced Search Options

By default, the Search window displays basic search options. Click Use Advanced Search Options near the bottom of

the window to display additional options. To restore the basic options, click Use Basic Search Options near the bottom

of the window.

You can set a preference so that advanced search options always appear in the Search window. In the Preferences

dialog box under Categories, select Search.

Return Results Containing Restricts your search results according to the option you choose:

•Match Exact Word Or Phrase Searches for the entire string of characters, including spaces, in the same order in

which they appear in the text box.

•Match Any Of The Words Searches for any instances of at least one of the words typed. For example, if you search

for each of, the results include any instances in which one or both of the two words appear: each, of, each of, or of each.

•Match All Of The Words Searches for instances that contain all your search words, but not necessarily in the order

you type them. Available only for a search of multiple PDFs or index definition files.

•Boolean Query Uses the Boolean operators that you type with the search words into the What Word Or Phrase

Would You Like To Search For box. Available only for searching multiple PDFs or PDF indexes.

Note: You cannot run wildcard searches using asterisks (*) or question marks (?) when searching PDF indexes.

Look In Restricts the search to the current PDF, all of a currently open PDF Portfolio (if applicable), an index, or a

location on your computer. If you choose to search an index, a location, or a PDF Portfolio, additional options appear

under Use These Additional Criteria.

Use These Additional Criteria (text options) Includes the basic search options plus four additional options:

•Proximity Searches for two or more words that are separated by no more than a specified number of words, as set

in the Search preferences. Available only for a search of multiple documents or index definition files, and when Match

All Of The Words is selected.

•Stemming Finds words that contain part (the stem) of the specified search word. For example, a search for opening

finds instances of open, opened, opens, and openly. This option applies to single words and phrases when you search

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the current PDF, a folder, or an index created with Acrobat 6.0 or later. Wildcard characters (*, ?) aren’t permitted in

stemming searches. Stemming isn’t available if either Whole Words Only or Case-Sensitive is selected.

•Include Bookmarks Searches the text of any bookmarks, as viewed in the Bookmarks panel.

•Include Comments Searches the text of any comments added to the PDF, as viewed in the Comments panel.

•Include Attachments Searches files that are attached to the current PDF or other attached PDFs (up to two levels

deep).

Use These Additional Criteria (document properties) Appears only for searches across multiple PDFs or PDF indexes.

You can select multiple property-modifier-value combinations and apply them to searches. This setting does not apply

to non-PDF files inside PDF Portfolios.

Note: You can search by document properties alone by using document property options in combination with a search

for specific text.

•Check box Applies the criteria set in the three connected options to the search. (The check box is selected

automatically when you enter information in any of the three options for that set. After you enter options, deselecting

the check box doesn’t clear the entries; they just aren’t applied to the search.)

•First menu (property) Indicates the document characteristic to search for. The available options include Date

Created, Date Modified, Author, Title, Subject, Filename, Keywords, Bookmarks, Comments, JPEG Images, XMP

Metadata, and Object Data.

•Second menu (modifier) Indicates the level of matching. If the first menu selection is a date, the available options

in the second menu are Is Exactly, Is Before, Is After, Is Not. Otherwise, the available options are Contains and Does

Not Contain.

•Third box (value or text) Indicates the information to be matched, which you type in. If the first menu selection is

a date, you can click the arrow to open a calendar that you can navigate to find and select the date you want.

Boolean operators

Commonly used Boolean operators include the following:

AND Use between two words to find documents that contain both terms, in any order. For example, type paris AND

france to identify documents that contain both paris and france. Searches with AND and no other Boolean operators

produce the same results as selecting the All Of The Words option.

NOT Use before a search term to exclude any documents that contain that term. For example, type NOT kentucky to

find all documents that don’t contain the word kentucky. Or, type paris NOT kentucky to find all documents that

contain the word paris but not the word kentucky.

OR Use to search for all instances of either term. For example, type email OR e-mail to find all documents with

occurrences of either spelling. Searches with OR and no other Boolean operators produce the same results as selecting

the Any Of The Words option.

^ (exclusive OR) Use to search for all instances that have either term but not both. For example, type cat ^ dog to find

all documents with occurrences of either cat or dog but not both cat and dog.

( ) Use parentheses to specify the order of evaluation of terms. For example, type white AND (whale OR ahab) to find

all documents that contain either white and whale or white and ahab. (The query processor performs an OR query on

whale and ahab and then performs an AND query on those results with white.

To learn more about Boolean queries, syntax, and other Boolean operators that you can use in your searches, refer to

any standard text, website, or other resource with complete Boolean information.

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Search index files of cataloged PDFs

A full-text index is created when someone uses Acrobat to define a catalog of PDFs. You can search that index rather

than running a full-text search of each individual PDF in the catalog. An index search produces a results list with links

to the occurrences of the indexed documents.

Note: To search a PDF index, you must open Acrobat as a stand-alone application, not within your web browser.

In Mac OS, indexes created with some older versions of Acrobat are not compatible with the Acrobat 9 Search feature.

If you have upgraded recently, update the index before using Acrobat 9 to search.

1Choose Edit > Search.

2Type the search text, and then click Use Advanced Search Options.

3For Look In, choose Select Index.

4Select an index from the list, or click Add and add an index. Repeat as needed.

Note: To read file data about a selected index, click Info. To exclude an index from the search, select it and click Remove.

Click OK to close the Index Selection dialog box, and then choose Currently Selected Indexes from the Look In menu.

6Proceed with your search as usual.

Note: Selecting the Match Whole Word Only option when searching indexes significantly reduces the time taken to return

results.

More Help topics

“Search features preferences” on page 307

Search features preferences

In the Preferences dialog box under Categories, select Search.

Ignore Asian Character Width Finds both half-width and full-width instances of the Asian language characters in the

search text.

Ignore Diacritics And Accents Finds the search terms with any variation of the alphabetical characters. For example,

typing cafe finds both cafe and café. Likewise, typing café finds both versions. If this option isn’t selected, typing cafe

doesn’t find café, and vice versa.

Always Use Advanced Search Options Makes the advanced options available in the Search window, in addition to the

basic options.

Show Document Title In Search Results Displays document titles in search results. If a document does not have a title,

displays the filename. When unselected, displays filenames in search results.

Enable Search Highlights From External Highlight Server Enables highlighted search results when using an external

server, such as a web-based search mechanism.

Maximum Number Of Documents Returned In Results Limits the search results in the Search PDF window to a specific

number of documents. The default value is 500, but you can enter any number from 1 to 10,000.

Range Of Words For Proximity Searches Limits the search results to those in which the number of words between the

search terms isn’t greater than the number you specify. Accepts a range from 1 to 10,000.

Enable Fast Find Generates a cache of information from any PDF that you search. This cache reduces subsequent

search times for that PDF.

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Maximum Cache Size Limits the temporary cache of search information for the Fast Find option to the specified size

in megabytes (between 5 and 100,000). The default setting is 100.

Purge Cache Contents Deletes the Fast Find option’s entire temporary cache of search information.

Creating PDF indexes

Create and manage an index in a PDF

You can reduce the time required to search a long PDF by embedding an index of the words in the document. Acrobat

can search the index much faster than it can search the document. The embedded index is included in distributed or

shared copies of the PDF. Users search PDFs with embedded indexes exactly as they search those without embedded

indexes; no extra steps are required.

For more information on using indexes for faster PDF searches, see Seneca Design & Training tips at

w.ww.senecadesign.com/designgeek/acrobat.html.

Add an index to a PDF

1With the document open in Acrobat, choose Advanced > Document Processing > Manage Embedded Index.

2In the Manage Embedded Index dialog box, click Embed Index.

3Read the messages that appear, and click OK.

Note: In Outlook and Lotus Notes, you have the option of embedding an index when you convert email messages or

folders to PDF. This is especially recommended for folders containing many email messages.

Update or remove the embedded index in a PDF

1Choose Advanced > Document Processing > Manage Embedded Index.

2Click either Update Index or Remove Index.

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Chapter 13: Multimedia and 3D models

The possibilities for Adobe PDFs extend to the richness of multimedia communication. PDFs can include video clips,

digital audio, interactive content, and 3D models that readers can move, turn, zoom in on, and examine part by part.

Multimedia in PDFs

Play multimedia

PDFs can include many types of multimedia files, including (but not limited to) Flash®, QuickTime, mp3, MPEG, and

Windows® Media files. You can play these files on a page or activate them from a link, bookmark, form field, or page

action. Each multimedia file includes a play area from which the media can be activated. The play area typically appears

on the PDF page as an image or a rectangle, but can also be invisible.

Any computer that has Adobe Reader® can play these files.

•Media files created in Flash (FLV format)

•Media files that comply with the H.264 standard for video compression

Media files in other formats require the necessary hardware and software to play.

To help protect your computer from viruses, Acrobat asks you if you want to play multimedia files from unverified

sources. You can change this default behavior in the Multimedia Trust preferences.

❖Using the Hand tool or the Select tool, click the play area of the video or sound file. When the pointer is positioned

over the play area, it changes to the play mode icon

More Help topics

“Security alerts” on page 208

Multimedia preferences

Two types of PDF files require you to set multimedia preferences:

•PDF files created in Acrobat 8 and earlier

•PDF files created in Acrobat 9 and later in which the multimedia files were added by using the legacy placement

method

These files require you to identify an additional media player with which to run the multimedia.

Open the Preferences dialog box, and then select Multimedia (Legacy) from the left side of the dialog box.

Player Options Choose the format in which you want to run legacy media content: QuickTime, Flash, Windows

Media, or Windows built-in player.

Accessibility Options Specify if you want special features (if available) to appear when media plays, such as subtitles

and dubbed audio. Specify the preferred language for the media, in case multiple languages are available.

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Multimedia Trust preferences

Multimedia files within PDFs sometimes need additional resources to play. For example, some files require resources

from the Internet, such as a multimedia player. You can set trust settings to determine whether multimedia content is

allowed to use external resources.

•To set trust settings for playing content created with Acrobat 9, use Trust Manager preferences.

•To set trust settings for playing content created with earlier versions of Acrobat, use Multimedia Trust (Legacy)

preferences.

Both of these settings are available in the Preferences dialog box.

More Help topics

“Restrict URLs and attachments in PDFs” on page 211

Multimedia Trust (Legacy)

In Multimedia Trust preferences, you can specify whether to play embedded multimedia files in trusted or nontrusted

PDF documents. A trusted document is a document that you or an author you trust has approved. By setting your

permissions to play multimedia only in trusted documents, you can prevent programs, macros, and viruses from

potentially damaging your computer.

The list of trusted documents and authors is stored internally and can’t be viewed. If you add a certified document to

the list, both the document and the certificate of the author are added to the list of trusted documents. All documents

that this author certified are trusted. (Trusted documents also include PDFs from authors in your list of trusted

identities.)

In the Preferences dialog box, select Multimedia Trust (Legacy) from the Categories.

Display Permissions For Choose to set permissions for either trusted documents or other (nontrusted) documents.

Allow Multimedia Operations Select this option to allow media clips to be played. When selected, you can change the

permission settings for a particular player and enable options that determine the appearance of the media during

playback.

Change Permission For Selected Multimedia Player To Select the player from the list, and then choose one of the

following options from the menu:

•Always Allows the player to be used without prompting.

•Never Prevents the player from being used.

•Prompt Asks the user whether the player can be used. If you select this option and allow the player to play the

media in a particular document, that document becomes trusted.

Allow Playback Options Three playback options enable you to control how the video is displayed.

•Allow Playback In A Floating Window With No Title Bars Select this option to run the video without a title bar. The

result is that no title or close buttons are displayed.

•Allow Document To Set Title Text In A Floating Playback Window Select this option to display a title bar when the

video plays back in a floating window. To edit the text in the title bar, double-click the video with the Select Object

Tool (Tools > Advanced Editing > Select Object Tool). Select Edit Rendition, and then on the Playback Location tab,

select Show Title Bar. Add the title bar text in the Title text field.

•Allow Playback In Full-Screen Window This option automatically plays the video in full screen mode when it is

played back. Full screen display can conflict with end-user security settings.

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Clear Your List Of Trusted Documents Deletes the current list of trusted documents and authors. Use this option to

prevent media from playing in documents that were previously trusted documents or created by trusted authors. This

option is available only when a PDF that contains multimedia is open.

Interacting with 3D models

Displaying 3D models

In Acrobat, you can view and interact with high-quality 3D content created in professional 3D CAD or 3D modeling

programs and embedded in PDFs. For example, you can hide and show parts of a 3D model, remove a cover to look

inside, and turn parts around as if holding them in your hands.

A 3D model initially appears as a two-dimensional preview image. Clicking the 3D model with the Hand or Select tool

enables (or activates) the model, opens the 3D toolbar, and plays any animation.

Selected 3D object

A. Model Tree B. 3D toolbar C. 3D object

Note: Creating and editing PDFs from 3D models requires Acrobat Pro Extended. Acrobat Pro users can add 3D models

to PDFs.

3D toolbar overview

The 3D toolbar appears after you click the 3D model with the Hand tool. This action activates the 3D model and plays

animations that are set to play when the file is enabled. The 3D toolbar always appears in the area above the upper-left

corner of the 3D model and cannot be moved. A small arrow appears to the right of the Rotate tool, which you can

click to either hide or expand the toolbar.

You can use the 3D toolbar to zoom in and out, rotate, and pan across the object. Use the Model Tree to hide or isolate

parts, or make parts transparent.

You manipulate a 3D model by selecting and dragging various 3D navigation tools. When you navigate in 3D, it helps

to think of it as viewing the stationary 3D model from a camera’s perspective. You can rotate, pan (move up, down, or

side-to-side), and zoom in or out.

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Note: You can hide the toolbar by right-clicking the 3D model and choosing Tools > Hide Toolbar. To show the toolbar,

choose Show Toolbar from the same context menu. This option isn’t available in Adobe Reader.

3D navigation tools

Rotate Turns 3D objects around relative to the screen. How the objects move depends on the starting view, where

you start dragging, and the direction in which you drag.

Note: You can also use the Hand tool to rotate an object. Ensure that Enable 3D Selection For The Hand Tool is selected

in the 3D panel of the Preferences dialog box.

Spin Turns a 3D model in parallel to two fixed axes in the 3D model, the x axis and the z axis.

Pan Moves the model vertically and horizontally only. You can also pan with the Hand tool: Ctrl-drag.

Zoom Moves you toward, or away from, objects in the scene when you drag vertically. You can also zoom with the

Hand tool by holding down Shift as you drag.

Walk

Pivots horizontally around the scene when you drag horizontally. Moves forward or backward in the scene

when you drag vertically; maintains a constant elevation level, regardless of how you drag. The Walk tool is especially

useful for architectural 3D models. To change the walking speed, change the default display units in the Preferences (3D).

Note: The Walk tool is available when you select the Preferences setting that consolidates tools or when you right-click

the 3D model and choose Tools > Walk.

Fly Navigates through a model while maintaining the surface orientation. Right-click and drag inside the 3D

window. The Fly tool moves more slowly the closer you move toward an object. Drag the mouse pointer right or left

to turn.

To rotate the camera view, click the left mouse button inside the 3D window and drag to turn the camera view. To

return to the starting camera direction, move the mouse back to the initial click point.

Use the mouse scroll wheel to move rapidly backward and forward along the camera view direction. This is useful if

you get lost within a model or fly into the surface.

Camera properties Defines the camera angle, alignment, and other properties that define the lens through which

a 3D model is viewed. Camera properties are components of views but are set independently.

3D Measurement Tool Measures part sizes and distances in the 3D model.

3D toolbar view controls

Default View Returns to a preset zoom, pan, rotation, and projection mode of the 3D model. Use the Options

menu in the View pane of the Model Tree to set a different view as the default. Or use the Manage Views command

on the 3D toolbar Views menu to set a different view as the default.

If an object ever moves out of your view, you have, in essence, turned your camera away from the object. Click the

Default View icon on the 3D toolbar to move the object back into view.

Views menu Lists any views defined for the current 3D model.

Toggle Model Tree Opens and hides the Model Tree.

Play/Pause Animation Plays or pauses any JavaScript-enabled animation. The Play/Pause Animation pop-up

menu opens a slider that you can drag back and forth to move to different times in the animation sequence.

Use Orthographic/Perspective Projection Toggles between displaying perspective and orthographic projection of

the 3D object.

Model Render Mode menu Determines how the 3D shape appears. For an illustrated guide, see “Examples of model

rendering modes” on page 313.

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Enable Extra Lighting menu Lists the different lighting effects that are available to enhance the illumination of the 3D

object. Experiment to get the visual effects you want.

Background Color Opens the color picker, which you can use to select a different color for the space surrounding the

3D object.

Toggle Cross Section Shows and hides cross sections of the object. Click the pop-up menu to open the Cross Section

Properties dialog box. For more information, see “Create cross sections” on page 317.

Add Multimedia/3D Comment Enables you to add a sticky note to any part of the 3D model. The note stays with

the view. See “Comment on 3D designs” on page 324.

Examples of model rendering modes

The model rendering modes include combinations of factors that affect the appearance of the 3D object. The

illustration below shows a simple object rendered in each of the available modes.

Model rendering modes

A. Solid B. Transparent Bounding Box C. Transparent D. Solid Wireframe E. Illustration F. Solid Outline G. Shaded Illustration

H. Bounding Box I. Transparent Bounding Box Outline J. Wireframe K. Shaded Wireframe L. Transparent Wireframe M. Hidden

Wireframe N. Vertices O. Shaded Vertices

ABCD

EFGH

IJKL

MNO

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Change rendering mode, lighting, projection, and background

The model rendering mode determines the surface appearance of the 3D model. The default rendering mode is usually

solid, but you can also choose another rendering mode. You can also change the lighting of the 3D model as well as

the background.

Changing the appearance of the 3D model

A. Default appearance B. Wireframe rendering mode C. Colored lighting D. Different background color

❖Use items on the 3D toolbar to make any of these changes:

•To change the rendering mode, choose an option from the Model Render Mode pop-up menu .

•To view an orthographic projection, click the Use Orthographic Projection button . An orthographic projection

effectively removes a dimension, preserving the size ratio between objects but giving the 3D model a less realistic

appearance. Click the button again to use perspective projection.

•To turn lighting on or off or to change lighting, choose an option from the Enable Extra Lighting pop-up menu .

•To change the background color, click the arrow next to the Background Color swatch and choose a color.

Note: Model rendering modes, lighting schemes, and background color options are also available by right-clicking the 3D

model, and then clicking Viewing Options. Model rendering modes also appear under the Options menu on the Model Tree.

More Help topics

“Examples of model rendering modes” on page 313

Model Tree overview

The Model Tree appears in the navigation pane on the left side of the work area. You can also open the Model Tree by

clicking the Toggle Model Tree button on the 3D toolbar. Or, right-click the 3D model and choose Show Model Tree.

Note: Using the Model Tree requires version 7.0.7 or later of either Acrobat or Adobe Reader. Users with earlier versions

can interact with 3D models but not with the Model Tree.

The Model Tree has three panes, each of which displays a specific type of information or controls.

Structure pane The topmost pane shows the tree structure of the 3D object. For example, a 3D object depicting a car

has separate groups of objects (called nodes) for the chassis, engine, and wheels. In this pane, you can move through

the hierarchy and select, isolate, or hide various parts.

Product Manufacturing Information (PMI) appears as a group of items on the same hierarchical level as its related

object or assembly.

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View pane The middle pane lists the views that have been defined for the 3D object. When you change a view, click

one of the listed views to return the 3D model to a saved state. See “Set 3D views” on page 322.

You can also add to and edit views in the View pane. For example, after you isolate and rotate a part, you can save that

particular view, including the camera angle, background, lighting, and other attributes. This feature is not available for

Adobe Reader.

Object Data pane The lower pane displays other information, including properties and metadata, if any, about the

object or part. You cannot edit this information for 3D objects in Acrobat.

Model Tree

A. 3D object hierarchy B. Saved views C. Part or object information

Note: To change the default behavior for the Model Tree, open the Preferences dialog box and under Categories, select 3D

and Multimedia. Then choose an option from the Open Model Tree On 3D Activation menu.

The author of the PDF can set up a 3D model in the conversion settings so that clicking it automatically displays the

Model Tree.

Hide, isolate, and change the appearance of parts

Some 3D models are composed of individual parts. You can use the Model Tree to hide or isolate parts, zoom in to

parts, or make parts transparent. Parts that show in the 3D model appear in the tree with a check mark next to them.

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Manipulating parts

A. Selected part B. Hidden part C. Isolated part D. Transparent part

1In the 3D model, use the Hand tool to click the part you want to manipulate. If a preference setting prevents you

from using the Hand tool, select the part in the Model Tree list.

2From the Options menu in the top pane of the Model Tree, choose any of the following:

Note: The items that appear on the Options menu depend on whether the 3D model is composed of just one part or

multiple parts. Many of these options are also available by right-clicking a part in the 3D model.

Model Render Mode Changes the surface appearance of the entire 3D model according to the item you choose from

the submenu: Transparent Bounding Box, Solid, Transparent, Solid Wireframe, and so on.

Show All Parts Displays the entire 3D model.

Fit Visible Displays all visible parts and centers them in the view.

Show Physical Properties

Displays the surface area and volume (if available) in the Object Data pane of the Model Tree.

Display Bounding Box Displays the box that encloses the 3D object or selected parts of the model.

Set Bounding Box Color Changes the color of the bounding box. Choose this option, select a color, and then click OK.

Hide Displays the model without showing the selected parts. You can also select and deselect check boxes in the top

pane of the Model Tree to hide and show different parts.

Isolate Displays only the selected part, hiding all others.

Isolate Part Displays the geometry, the Product Manufacturing Information (PMI), and all views (including PMI

views) for the isolated part only. Views and information for all other parts are hidden or deselected. Changes occur in

the Model Tree as well. In the Structure pane (top), only the isolated part is selected. The structure of the other parts

is available but deselected. The View pane (middle) lists only the views that have been defined for the isolated part,

including PMI views. If you click a view, you see only the PMI for that view in the document pane. (To view the PMI

for the isolated part, make sure 3D PMI is selected in the Structure pane.) The View pane hides views related to the

assembly or other parts, including custom views created in Acrobat. You can add parts to the view by selecting them

in the Model Tree. You can also use the Hide/Show commands in the options menu of the Model Tree. To cancel the

isolated part, do any of the following:

•Select another part with the Isolate Part command.

•Select the top assembly in the Model Tree.

•Select the Home View button.

Zoom To Part Changes the center focus from the entire 3D model to the selected parts. This setting is especially useful

for rotating a part, allowing the rotation to occur around the center focus of the part rather than around the entire

model.

Part Render Mode Displays all of the rendering modes that are available for the part. The rendering mode changes the

appearance of the 3D model according to the rendering mode you choose.

ABCD

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Transparent Displays a see-through version of the selected part.

Export As XML Creates a separate XML file of either Whole Tree or Current Node of the 3D model.

Export As CSV Creates a separate file in CSV format that contains all of the model data. You can export the data from

the whole Model Tree or a selected node. The file can be opened in any program that supports CSV formatting, such

as Microsoft Excel.

Note: If the 3D model includes Product Manufacturing Information (PMI), options for showing and hiding the PMI are

available on this menu.

Create cross sections

Displaying a cross section of a 3D model is like cutting it in half and looking inside. Use the Cross Section Controls

dialog box to adjust the alignment, offset, and tilt of the cutting plane.

Before and after cross section

1Click the Toggle Cross Section icon on the 3D toolbar to turn on or off the cross section.

2(Optional) Click the arrow next to the Toggle Cross Section icon, and choose Cross Section Properties, which opens

the Cross Section Properties dialog box. Then do any of the following:

•Change settings under Alignment, Display Settings, and Position And Orientation.

•Click the Save Section View button to save the current cross-sectional view. (The saved view will appear on the

Views menu in the 3D toolbar and in the View pane of the Model Tree with a default name, SectionView[n].)

Cross-section properties

Changes you make here are applied immediately. To see these changes, make sure that the Cross Section Properties

dialog box does not block your view of the active 3D model. The Cross Section Properties dialog box remains on top

if you focus or interact with the underlying PDF. To close it, click the Close button in the upper-right corner.

Enable Cross Section When selected, makes the other options available.

Alignment Determines the axis (x, y, or z) to which the cross-section aligns.

Align To Face Cuts the cross-section on a plane defined by the surface of any face that you then click in the 3D model.

(The dialog box is dimmed until you click the face of a model part.)

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Align To 3 Points Cuts the cross-section on a plane defined by any three points that you click the 3D model. (The

dialog box is dimmed until you click three points of a model.)

Show Intersections Indicates where the cutting plane slices the 3D model by adding a colored outline. Click the color

swatch if you want to select a different color.

Show Cutting Plane Displays the two-dimensional field that cuts the 3D model. Click the color swatch to select a

different color, and enter a different percentage to change the opacity of the plane.

Ignore Selected Parts Removes the selected parts from the cross-section view.

Show Transparent Displays parts that are not part of the cross-section.

Cutting Plane Opacity Defines the transparency level of the cutting plane.

Align Camera With Cutting Plane Rotates the 3D model so that it is level with the cutting plane.

Offset Determines how much of the 3D model is sliced. Drag the slider left or right, or change the percentage.

To understand how each axis divides the 3D model, select an axis and then drag the Offset slider back and forth.

Observe the changes in the embedded 3D model.

Flip Reverses the cross-section. For example, if the top half of the model is cut off, click Flip to display the top half and

cut off the bottom half.

Tilt sliders Determine the angles between the cutting plane and the axes. Drag the sliders left or right, or change the

percentages.

Save Section View Opens the View Properties dialog box in which you can select the display properties to save with

the view. After you select the properties to save, the cross-sectional view is added to the list of views in the 3D toolbar

and the Model Tree. The saved view is given a default name, SectionView[n].

Display properties that you choose not to save revert to the setting of the previous view. For example, if you do not

save the background color, the cross-section view retains the background color of the previously displayed view.

Measure 3D objects

Use the 3D Measurement Tool to measure 3D models. You can create measurements between combinations of points

or edges of the 3D model. As you move the pointer over the 3D model, specific points and edges are highlighted. The

3D Measurement Tool supports four types of measurements: perpendicular distance between two straight edges,

linear distance between two points, the radius of circular edges, and the angle between two edges (or three points).

You can associate 3D measurements with specific views. If the default view is active when a measurement is added, a

new measurement view is created. This view is added to the view hierarchy in the Model Tree. The measurement is

associated with that view only. The measurement shows up as a child of the view.

You can also display comments while taking measurements. These comments (also called measurement markups) are

preserved after the document is closed.

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3D measurement display

1Click a 3D model in a PDF to enable it.

2Click the 3D Measurement Tool icon on the 3D toolbar. (If the 3D toolbar view is set for consolidated tools,

select the 3D Measurement tool from the pop-up menu next to the Navigation tool.)

3Select the options you want in the Snap Enables and Measurement Types areas of the 3D Measurement Tool palette.

Right-click the model background, and change the options as needed. Leave the 3D Measurement Tool palette open.

5Measure the 3D model:

•To measure the distance between two positions on the 3D model, click to set a start point. Then move the pointer

to another location or an edge.

•To measure the circumference of a round shape, move the pointer to the edge of the shape so that a circle appears,

and click once.

•To create and set an annotation on the measurement, right-click the object background and select Change Markup

Label. Type a markup label. Measure the 3D model as described previously. Click to set the end point for the

measurement, and then click a third time to set the location of the measurement and label.

•To save a measurement as a comment, select the Hand tool, right-click the measurement, and click Convert To

Comment.

•To discontinue a measurement, right-click and choose Cancel Measurement.

•To delete a measurement markup, click it with the 3D Measurement Tool and press Delete.

Note: To learn how to rotate, pan, zoom, and snap while you measure, right-click the model and choose 3D Measurement

Navigation Tips.

Snap Enables options in the 3D Measurement Tool palette

3D Snap To Edge Endpoints Snaps to the entire edge.

3D Snap To Linear Edges Snaps to a straight-line segment of an edge.

3D Snap To Radial Edges Snaps to a circumference.

3D Snap To Silhouettes Snaps to the apparent edge of a part, such as the side of a cylinder.

3D Snap To Planar Faces Snaps to the geometric plane making up a face of the part.

Measurement Types options in the 3D Measurement Tool palette

3D Point To Point Measurement Measures the distance between two positions on the 3D model. Click to set a start

point, and then click another location to set an end point or edge.

3D Perpendicular Dimension Measures the distance between two edges taken at a right angle to the starting edge.

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3D Radial Dimension Measures the radius at the location clicked.

3D Angle Measurement Measures the angle between two edges.

Units and markup options

To use the Units and Markup measurement tools, select the 3D Measurement Tool, and then right-click inside the

model.

Define Model Units Select to change the measurement units.

Enable Coordinate Display Displays or hides the coordinates of the mouse pointer location in the Measurement Info

Window.

Change Markup Label Type the text that you want to appear with the measurement, both in the 3D model area and in

the Comments panel. (Not available if Measurement Markup is not selected.)

Disable Measurement Markup Select when you want to take measurements in a model, but not add them to the

document. The measurements are only visible while the current measurement is active. If you start another

measurement or change tools, the markup disappears.

Don’t Snap To 3D Content Disables the ability to snap the insertion point to a likely target. Select this option to

improve performance when you are working with a large model. Return to Snap To 3D Content to ensure precise

measurement in 3D objects.

3D Measurement Navigation Tips Opens a dialog box that lists the keyboard shortcuts for several navigation shorts.

You can use these shortcuts while you are measuring.

Preferences Opens the Measuring (3D) Preferences dialog box.

Hide/Show Measurement Info Window The Measurement Info Window displays the Units And Markup settings for

the model. Select to remove the window from the model window.

Hide/Show Measurement Toolbar Removes/displays the 3D Measurement Tool palette.

Measuring preferences

Change the 3D Measuring preferences to determine how 3D data is measured. These options appear in the Measuring

(3D) panel of the Preferences dialog box.

Note: In Adobe Reader, these preferences apply to PDFs that have commenting enabled.

Use Scales And Units From Model (When Present) Displays measurements based on the model units, if present,

generated from the original 3D model. Deselect this option to specify the units of measurements manually. This setting

can be changed in the 3D Measurement Tool palette.

Use Default Display Unit Uses units of measurement that you specify here rather than the measurement units in the

3D model.

Significant Digits To Display Specifies the maximum number of digits in the measurement number.

3D Measuring Line Color Specifies the color of the line that appears when you click or drag to measure an object.

Measure Feedback Size Sets the text size for the measurement display.

Angular Measurements Shown In Specifies units as either degrees or radians.

Circular Measurements Shown As Designates whether the diameter or radius is measured for circular parts.

Show Circle For Radial Measurements Displays the circumference associated with the radial measurement.

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3D Snap Settings Turns on snap and specifies whether points, arcs, edges, silhouette edges, or faces are snapped to.

Sensitivity indicates how close the pointer must be to the item being snapped to. For Snap Hint Color, specify the color

of the snap line that appears when you hold the pointer over the 3D object.

Change camera properties

Camera properties define the precise angle and positioning for a view of an object. Camera properties make up a

camera view, which can be used both between views and between files.

1On the 3D toolbar, click the Camera Properties icon .

If you don’t see the icon, click the arrow next to the navigation tool on the left side of the 3D toolbar.

In the Camera Properties dialog box, click Save As to name a new camera view, or select an existing view from the menu.

3Move the Camera Properties dialog box so that you can see the 3D model. Select a camera alignment:

•Select Target to align the camera properties only to the target position.

•Select Camera And Target to align the camera properties to both the camera direction and the target position.

4Select the type of alignment:

Select Model After you select this option, click a 3D model in the document. The Camera Properties dialog box shows

the current camera position.

•If Target is selected, the new position of the camera target is the center of the selected model.

•If Camera And Target is selected, the position of the camera target is the center of the selected model. The camera

is aligned to the selected model.

Select Face After you select this option, click a face of the 3D model in the document. The Camera Properties dialog

box shows the current camera position.

•If Target is selected, the new position of the camera target is the center of the selected face.

•If Camera And Target is selected, the position of the camera target is the center of the selected face. The camera is

aligned to this face.

Select 3 Points After you select this option, select three points on the same or different models in the document. The

Camera Properties dialog box shows the current camera position.

•If Target is selected, the new position of the camera target is the center of the three selected points.

•If Camera and Target is selected, the camera target is the center of the three selected points. The camera position is

aligned to the plan composed by the three selected points.

5In the Position section, select Angle Units to change the X, Y, and Z values to Azimuth, Altitude, and Distance.

These values enable you to manipulate the camera by azimuth (distance) and altitude (X axis), and to zoom using

the distance value.

6Move the sliders in the Camera and Target positions to the desired location.

7To change the focal angle of the camera, drag the Field Of View slider to the desired degree.

8To change the roll angle of the camera, drag the Roll slider to the desired degree.

9Click Save Camera View to save the settings and add the view to the Model Tree.

The view is added to the Model Tree with the default name of CameraView[n], with [n] being an incremental number.

You can rename the camera view in the Views list.

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Set 3D views

The default view of a 3D model lets you quickly revert to a starting point at any time as you interact with the model. A

default view is different from a preview, which determines what the 3D model looks like when it’s not activated. The

list of all available views for the 3D model appears in the Views menu on the 3D toolbar and in the View pane of the

Model Tree.

You can also create additional views of the 3D model in Acrobat that let you quickly navigate the 3D content as you

want (such as top, bottom, left, right, inside, outside, exploded, or assembled). A view can include lighting, camera

position, rendering mode, the Model Tree state, and transparency and cross section settings. Custom views can include

precise camera properties.

You can link views to bookmarks in the Bookmarks panel, or you can use the Go To 3D View action to link views to

buttons and links that you create on the page.

Create a custom view

1With the Hand tool, click the 3D model to enable it.

2Use the Rotate, Pan, and Zoom tools in the 3D toolbar to change the view.

3In the View Properties dialog box, select the display settings to include in the view.

Properties that are not selected use the settings that were last displayed. For example, if Background Color is not

selected, the background color of the view remains the same as the background that was previously displayed.

The view is listed as NewView in the View pane of the Model Tree. Select it to rename it.

Display a view

❖Use these methods to change the view, as appropriate:

•From the 3D toolbar, select the view from the Views pop-up menu.

•In the Model Tree, click the view name.

•Click the Default View icon .

Change the default view

❖In the View pane of the Model Tree, do one of the following:

•Select a view, and then choose Set As Default View from the Options menu.

•Right-click a view, and then choose Set As Default View.

Add a 3D view to a bookmark or link

This process requires a 3D model with one or more defined views, which you can create. You can associate the view

with an existing bookmark or link, or you can create a new one for this purpose.

1Do one of the following:

•To create a new bookmark, click the New Bookmark button at the top of the Bookmarks panel, and type a new

name for the bookmark. Then, right-click it and choose Properties.

•To create a new link, choose Tools > Advanced Editing > Link Tool, and drag to create a link rectangle anywhere

on the page. Then, under Link Action, in the Create Link dialog box, select Custom Link, and click Next.

•To link a view to an existing bookmark or link, right-click the bookmark or link, and choose Properties.

2In the Properties dialog box, click the Actions tab.

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3From the Select Action menu, choose Go To A 3D/Multimedia View, and then click Add.

4In the Select A 3D View dialog box, select the 3D annotation for the 3D model from the list on the left, and then

select a view option on the right:

Current View Matches the 3D rotation, pan, and zoom characteristics that are active in your document at the time you

create the link or bookmark, whether or not this view is listed on the Model Tree as a defined view.

First View Changes to the view that appears at the top of the list in the Model Tree.

Last View Changes to the view definition that appears at the bottom of the list in the Model Tree.

Previous View Moves up the Model Tree list of defined views, one view at a time.

Next View Moves down the Model Tree list of defined views, one view at a time.

Named View Changes to the defined view that you select from the list appearing below this option.

5(Optional) To make a bookmark or link also jump to a specific page and page view, choose Go To A Page View on

the Selection Action menu, and click Add. Then use the scroll bars and zoom tools to adjust the page view before

you click the Set Link button. When finished, click Close in the Properties dialog box.

Delete a 3D view

❖Do one of the following:

•On the 3D toolbar, open the Views pop-up menu and choose Manage Views. Select the views you want to remove,

and click Delete View.

•In the View pane of the Model Tree panel, select the views you want to remove. From within the View pane, either

click the Delete button

or click the Options button and choose Delete View.

3D preferences

In the 3D & Multimedia panel of the Preferences dialog box, you can determine whether the 3D toolbar and Model

Tree are displayed by default. You can also specify a default renderer and determine whether animations are allowed.

Preferred Renderer Specifies the rendering engine used to affect both performance and quality, so it’s important to

select the appropriate renderer. Depending on your system, you can change your render engine. If you select a

DirectX® or OpenGL option, all rendering takes place using the graphics chip on the video adapter. If Software is

selected, rendering takes more time, but the performance is often more consistent with the model rendering of the

originating application.

Enable Hardware Rendering For Legacy Video Cards Forces the use of a hardware accelerator for even video adapters

that do not support a pixel shader.

Enable Double-Sided Rendering Some model parts have two sides. To save time and space, you can deselect this

option to render only the side facing the user. If the user looks inside a part rendered with only one side, the back side

would be invisible.

Preferred 3D PMI Rendering Mode Specifies the PMI mode to use for rendering. You can select one of the following

options:

Use Content Setting—The rendering of the PMI uses the setting of each PMI to decide whether it uses the Z-buffer.

Always Render 3D PMI In Front Of Model—The rendering of the PMI ignores the Z-buffer regardless of the setting

in the file.

Always Render 3D PMI Using Z-buffer—The rendering of the PMI always turns on Z-buffer regardless of the setting

in the file.

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Open Model Tree On 3D Activation Determines whether the Model Tree is displayed when the 3D model is activated.

Choose Use Annotation’s Setting to use whichever setting the author used when adding the 3D model to the PDF.

Default Toolbar State Determines whether the 3D toolbar is shown or hidden when a 3D model is activated. Choose

Use Annotation’s Setting to use whichever setting the author used when adding the 3D model to the PDF.

Enable Selection For The Hand Tool Lets the user select and highlight parts of the 3D model using the Hand tool. If this

option is not selected, use the Object Data tool (Tools > Analysis > Object Data Tool) to select the object.

Consolidate Tools On The 3D Toolbar Selecting this option places the manipulation and navigation tools under the

Rotate tool, thereby shortening the 3D toolbar.

Enable View Transitions Some 3D models include animated transitions between views. Deselect this option if you

want to prevent this 3D animation.

Show 3D Orientation Axis Turns on or off an in-scene display of an axis that indicates the current orientation of the

3D scene.

Optimization Scheme For Low Framerate Specifies what happens to animations of complex models when the

framerate becomes low. None does not compromise the visuals and leaves the framerate low. Bounding Box shows the

three-dimensional planes enclosing the parts instead of the parts themselves, which keeps the framerate high. Drop

Objects does not show some parts of the model, which keeps the framerate high.

Framerate Threshold Sets the minimum framerate, either by dragging the slider or entering a number in the value box.

If the framerate drops below that number of frames per second, the Optimization Scheme For Low Framerate option

goes into effect.

Comment on 3D designs

Comments added to a 3D object are associated with specific views that are defined when the comments are added. If

the view is changed—for example, if the 3D object is rotated or moved—the comments are no longer visible.

You have three ways to add comments to a 3D object:

•Using the 3D Comment Tool on the 3D toolbar to add comments to specific parts of a 3D model.

•Using the Comments and Markup toolbar to add a variety of comment types to a 3D view.

•Converting a 3D measurement into a comment.

Note: Adding comments to 3D model views requires version 7.0.7 or later of Acrobat or Reader.

When the view of a 3D object is changed, any comment associated with that object disappears (right).

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If you don’t want a comment to be associated with a 3D view, add the comment outside the 3D object area.

More Help topics

“Commenting” on page 146

Add a 3D Comment to an object

Comments created by using the 3D Comment Tool are like measurements in that they are associated with a specific

part of the 3D geometry. When you add 3D comments to the default view of a model, a new view, called

3DCommentView is created. 3D comments added to other views are listed as components of that view in the Model

Tree. You can edit and remove 3D comments the same way to edit and remove measurements.

1Click the Add 3D Comment tool on the 3D toolbar.

2Select a part of the model you want to add a 3D comment to.

3In the Enter Comment String dialog box, type your comment.

Add comments from the Comment & Markup toolbar

When you add comments by using the tools on the Comment & Markup toolbar, a new view is created in the Model

Tree called CommentView.

Note: Adobe Reader users can add comments to a PDF if the document author enables commenting for that PDF.

1Display the Comment & Markup toolbar (Tools > Comment & Markup > Show Comment & Markup Toolbar).

2Select a commenting tool, and then click inside the 3D object area.

3Click inside the 3D object area to create a comment. A new view definition is also created in the Model Tree with

a default name such as “CommentView1.”

4To add more comments, do one of the following:

•To create an additional comment in a view, make sure that the commenting view you want is selected in the Model

Tree. Then click inside the 3D object area.

•To create an additional comment in a new commenting view, make sure that no commenting view is selected in the

Model Tree,. Then click inside the 3D object area.

Note: If you delete one of these automatically generated commenting views, the associated comments are still available.

You can view and select them in the Comments panel or in the Model Tree, where they are listed under the views. Selecting

a comment switches the 3D model to the same viewing configuration it had when the comment was added.

Convert 3D measurements to comments

Individual measurements can be converted to comments, so that they can be reviewed and annotated like other types

of comments.

1In the View pane of the Model Tree, right-click the plus sign next to the measurement view to display the list of

individual measurements.

2Right-click a measurement name and click Convert To Comment.

Display comments for a 3D object

1Do one of the following:

•In the Model Tree, select a view that contains comments.

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•Click the Comments button or choose View > Navigation Panels > Comments.

•In the View pane of the Model Tree, click Options and choose List Comments.

2Double-click a comment to open its comment window.

3Repeat steps 1 and 2 to see other comments associated with other views.

When you select a comment, the 3D model appears in the same view it was in when the comment was added.

Run a JavaScript

If a separate JavaScript file is associated with the 3D model PDF, you can activate it.

1Open the PDF in Acrobat.

2Click the 3D model with the Hand tool to enable it, and then right-click the 3D model and choose Run A JavaScript.

3Find the JavaScript file you want to add, and click Open.

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Chapter 14: Color management

Understanding color management

Why colors sometimes don’t match

No device in a publishing system is capable of reproducing the full range of colors viewable to the human eye. Each

device operates within a specific color space that can produce a certain range, or

gamut, of colors.

A color model determines the relationship between values, and the color space defines the absolute meaning of those

values as colors. Some color models (such as CIE L*a*b) have a fixed color space because they relate directly to the way

humans perceive color. These models are described as being device-independent. Other color models (RGB, HSL, HSB,

CMYK, and so forth) can have many different color spaces. Because these models vary with each associated color space

or device, they are described as being device-dependent.

Because of these varying color spaces, colors can shift in appearance as you transfer documents between different

devices. Color variations can result from differences in image sources; the way software applications define color; print

media (newsprint paper reproduces a smaller gamut than magazine-quality paper); and other natural variations, such

as manufacturing differences in monitors or monitor age.

Color gamuts of various devices and documents

A. Lab color space B. Documents (working space) C. Devices

What is a color management system?

Color-matching problems result from various devices and software using different color spaces. One solution is to

have a system that interprets and translates color accurately between devices. A color management system (CMS)

compares the color space in which a color was created to the color space in which the same color will be output, and

makes the necessary adjustments to represent the color as consistently as possible among different devices.

A color management system translates colors with the help of color profiles. A profile is a mathematical description of

a device’s color space. For example, a scanner profile tells a color management system how your scanner “sees” colors.

Adobe color management uses ICC profiles, a format defined by the International Color Consortium (ICC) as a cross-

platform standard.

CMYK

RGB

A B

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Because no single color-translation method is ideal for all types of graphics, a color management system provides a

choice of rendering intents, or translation methods, so that you can apply a method appropriate to a particular graphics

element. For example, a color translation method that preserves correct relationships among colors in a wildlife

photograph may alter the colors in a logo containing flat tints of color.

Note: Don’t confuse color management with color correction. A color management system won’t correct an image that

was saved with tonal or color balance problems. It provides an environment where you can evaluate images reliably in

the context of your final output.

More Help topics

“About color profiles” on page 338

“About rendering intents” on page 346

Do you need color management?

Without a color management system, your color specifications are device-dependent. You might not need color

management if your production process is tightly controlled for one medium only. For example, you or your print

service provider can tailor CMYK images and specify color values for a known, specific set of printing conditions.

The value of color management increases when you have more variables in your production process. Color

management is recommended if you anticipate reusing color graphics for print and online media, using various kinds

of devices within a single medium (such as different printing presses), or if you manage multiple workstations.

You will benefit from a color management system if you need to accomplish any of the following:

•Get predictable and consistent color output on multiple output devices including color separations, your desktop

printer, and your monitor. Color management is especially useful for adjusting color for devices with a relatively

limited gamut, such as a four-color process printing press.

•Accurately soft-proof (preview) a color document on your monitor by making it simulate a specific output device.

(Soft-proofing is subject to the limitations of monitor display, and other factors such as room lighting conditions.)

•Accurately evaluate and consistently incorporate color graphics from many different sources if they also use color

management, and even in some cases if they don’t.

•Send color documents to different output devices and media without having to manually adjust colors in

documents or original graphics. This is valuable when creating images that will eventually be used both in print and

online.

•Print color correctly to an unknown color output device; for example, you could store a document online for

consistently reproducible on-demand color printing anywhere in the world.

Creating a viewing environment for color management

Your work environment influences how you see color on your monitor and on printed output. For best results, control

the colors and light in your work environment by doing the following:

•View your documents in an environment that provides a consistent light level and color temperature. For example,

the color characteristics of sunlight change throughout the day and alter the way colors appear on your screen, so

keep shades closed or work in a windowless room. To eliminate the blue-green cast from fluorescent lighting, you

can install D50 (5000° Kelvin) lighting. You can also view printed documents using a D50 lightbox.

•View your document in a room with neutral-colored walls and ceiling. A room’s color can affect the perception of

both monitor color and printed color. The best color for a viewing room is neutral gray. Also, the color of your

clothing reflecting off the glass of your monitor may affect the appearance of colors on-screen.

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•Remove colorful background patterns on your monitor desktop. Busy or bright patterns surrounding a document

interfere with accurate color perception. Set your desktop to display neutral grays only.

•View document proofs in the real-world conditions under which your audience will see the final piece. For

example, you might want to see how a housewares catalog looks under the incandescent light bulbs used in homes,

or view an office furniture catalog under the fluorescent lighting used in offices. However, always make final color

judgements under the lighting conditions specified by the legal requirements for contract proofs in your country.

Keeping colors consistent

About color management in Adobe applications

Adobe color management helps you maintain the appearance of colors as you bring images in from external sources,

edit documents and transfer them between Adobe applications, and output your finished compositions. This system

is based on conventions developed by the International Color Consortium, a group responsible for standardizing

profile formats and procedures so that consistent and accurate color can be achieved throughout a workflow.

By default, color management is turned on in color-managed Adobe applications. If you purchased the Adobe Creative

Suite, color settings are synchronized across applications to provide consistent display for RGB and CMYK colors.

This means that colors look the same no matter which application you view them in.

Color settings for Adobe Creative Suite are synchronized in a central location through Adobe Bridge.

If you decide to change the default settings, easy-to-use presets let you configure Adobe color management to match

common output conditions. You can also customize color settings to meet the demands of your particular color

workflow.

Keep in mind that the kinds of images you work with and your output requirements influence how you use color

management. For example, there are different color-consistency issues for an RGB photo printing workflow, a CMYK

commercial printing workflow, a mixed RGB/CMYK digital printing workflow, and an Internet publishing workflow.

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Basic steps for producing consistent color

1. Consult with your production partners (if you have any) to ensure that all aspects of your color management

workflow integrate seamlessly with theirs.

Discuss how the color workflow will be integrated with your workgroups and service providers, how software and

hardware will be configured for integration into the color management system, and at what level color management

will be implemented. (See “Do you need color management?” on page 328.)

2. Calibrate and profile your monitor.

A monitor profile is the first profile you should create. Seeing accurate color is essential if you are making creative

decisions involving the color you specify in your document. (See “Calibrate and profile your monitor” on page 340.)

3. Add color profiles to your system for any input and output devices you plan to use, such as scanners and

printers.

The color management system uses profiles to know how a device produces color and what the actual colors in a

document are. Device profiles are often installed when a device is added to your system. You can also use third-party

software and hardware to create more accurate profiles for specific devices and conditions. If your document will be

commercially printed, contact your service provider to determine the profile for the printing device or press condition.

(See “About color profiles” on page 338 and “Install a color profile” on page 340.)

4. Set up color management in Adobe applications.

The default color settings are sufficient for most users. However, you can change the color settings by doing one of the

following:

•If you use multiple Adobe applications, use Adobe® Bridge CS3 to choose a standard color management

configuration and synchronize color settings across applications before working with documents. (See

“Synchronize color settings across Adobe applications” on page 330.)

•If you use only one Adobe application, or if you want to customize advanced color management options, you can

change color settings for a specific application. (See “Set up color management” on page 331.)

5. (Optional) Preview colors using a soft proof.

After you create a document, you can use a soft proof to preview how colors will look when printed or viewed on a

specific device. (See “Soft-proofing colors” on page 335.)

Note: A soft proof alone doesn’t let you preview how overprinting will look when printed on an offset press. If you work

with documents that contain overprinting, turn on Overprint Preview to accurately preview overprints in a soft proof.

6. Use color management when printing and saving files.

Keeping the appearance of colors consistent across all of the devices in your workflow is the goal of color management.

Leave color management options enabled when printing documents, saving files, and preparing files for online

viewing. (See “Printing with color management” on page 336 and “Color-managing documents for online viewing” on

page 334.)

Synchronize color settings across Adobe applications

If you use Adobe Creative Suite, you can use Adobe Bridge to automatically synchronize color settings across

applications. This synchronization ensures that colors look the same in all color-managed Adobe applications.

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If color settings are not synchronized, a warning message appears at the top of the Color Settings dialog box in each

application. Adobe recommends that you synchronize color settings before you work with new or existing documents.

1Open Bridge.

To open Bridge from a Creative Suite application, choose File > Browse. To open Bridge directly, either choose Adobe

Bridge from the Start menu (Windows) or double-click the Adobe Bridge icon (Mac

OS).

2Choose Edit > Creative Suite Color Settings.

3Select a color setting from the list, and click Apply.

If none of the default settings meet your requirements, select Show Expanded List Of Color Setting Files to view

additional settings. To install a custom settings file, such as a file you received from a print service provider, click Show

Saved Color Settings Files.

Set up color management

1Do one of the following:

•(Illustrator, InDesign, Photoshop) Choose Edit > Color Settings.

•(Acrobat) Select the Color Management category of the Preferences dialog box.

2Select a color setting from the Settings menu, and click OK.

The setting you select determines which color working spaces are used by the application, what happens when you

open and import files with embedded profiles, and how the color management system converts colors. To view a

description of a setting, select the setting and then position the pointer over the setting name. The description appears

at the bottom of the dialog box.

Note: Acrobat color settings are a subset of those used in InDesign, Illustrator, and Photoshop.

In certain situations, such as if your service provider supplies you with a custom output profile, you may need to customize

specific options in the Color Settings dialog box. However, customizing is recommended for advanced users only.

Note: If you work with more than one Adobe application, it is highly recommended that you synchronize your color

settings across applications. (See “Synchronize color settings across Adobe applications” on page 330.)

More Help topics

“Customize color settings” on page 342

Change the appearance of CMYK black (Illustrator, InDesign)

Pure CMYK black (K=100) appears jet black (or rich black) when viewed on-screen, printed to a non-PostScript

desktop printer, or exported to an RGB file format. If you prefer to see the difference between pure black and rich black

as it will appear when printed on a commercial press, you can change the Appearance Of Black preferences. These

preferences do not change the color values in a document.

1Choose Edit > Preferences > Appearance Of Black (Windows) or [application name] > Preferences > Appearance

Of Black (Mac

OS).

2Choose an option for On Screen:

Display All Blacks Accurately Displays pure CMYK black as dark gray. This setting allows you to see the difference

between pure black and rich black.

Display All Blacks As Rich Black Displays pure CMYK black as jet black (RGB=000). This setting makes pure black and

rich black appear the same on-screen.

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3Choose an option for Printing/Exporting:

Output All Blacks Accurately When printing to a non-PostScript desktop printer or exporting to an RGB file format,

outputs pure CMYK black using the color numbers in the document. This setting allows you to see the difference

between pure black and rich black.

Output All Blacks As Rich Black When printing to a non-PostScript desktop printer or exporting to an RGB file format,

outputs pure CMYK black as jet black (RGB=000). This setting makes pure black and rich black appear the same.

Managing process and spot colors

When color management is on, any color you apply or create within a color-managed Adobe application automatically

uses a color profile that corresponds to the document. If you switch color modes, the color management system uses

the appropriate profiles to translate the color to the new color model you choose.

Keep in mind the following guidelines for working with process and spot colors:

•Choose a CMYK working space that matches your CMYK output conditions to ensure that you can accurately

define and view process colors.

•Select colors from a color library. Adobe applications come with several standard color libraries, which you can load

using the Swatches panel menu.

•(Acrobat, Illustrator, and InDesign) Turn on Overprint Preview to get an accurate and consistent preview of spot

colors.

•(Acrobat, Illustrator, and InDesign) Use Lab values (the default) to display predefined spot colors (such as colors

from the TOYO, PANTONE, DIC, and HKS libraries) and convert these colors to process colors. Using Lab values

provides the greatest accuracy and guarantees the consistent display of colors across Creative Suite applications. If

you want the display and output of these colors to match earlier versions of Illustrator or InDesign, use CMYK

equivalent values instead. For instructions on switching between Lab values and CMYK values for spot colors,

search Illustrator or InDesign Help.

Note: Color-managing spot colors provides a close approximation of a spot color on your proofing device and monitor.

However, it is difficult to exactly reproduce a spot color on a monitor or proofing device because many spot color inks exist

outside the gamuts of many of those devices.

Color-managing imported images

Color-managing imported images (Illustrator, InDesign)

How imported images are integrated into a document’s color space depends on whether or not the image has an

embedded profile:

•When you import an image that contains no profile, the Adobe application uses the current document profile to

define the colors in the image.

•When you import an image that contains an embedded profile, color policies in the Color Settings dialog box

determine how the Adobe application handles the profile.

More Help topics

“Color management policy options” on page 345

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Using a safe CMYK workflow

A safe CMYK workflow ensures that CMYK color numbers are preserved all the way to the final output device, as

opposed to being converted by your color management system. This workflow is beneficial if you want to

incrementally adopt color management practices. For example, you can use CMYK profiles to soft-proof and hard-

proof documents without the possibility of unintended color conversions occurring during final output.

Illustrator and InDesign support a safe CMYK workflow by default. As a result, when you open or import a CMYK

image with an embedded profile, the application ignores the profile and preserves the raw color numbers. If you want

your application to adjust color numbers based on an embedded profile, change the CMYK color policy to Preserve

Embedded Profiles in the Color Settings dialog box. You can easily restore the safe CMYK workflow by changing the

CMYK color policy back to Preserve Numbers (Ignore Linked Profiles).

You can override safe CMYK settings when you print a document or save it to Adobe PDF. However, doing so may

cause colors to be reseparated. For example, pure CMYK black objects may be reseparated as rich black. For more

information on color management options for printing and saving PDFs, search in Help.

More Help topics

“Color management policy options” on page 345

Preparing imported graphics for color management

Use the following general guidelines to prepare graphics for being color-managed in Adobe applications:

•Embed an ICC-compliant profile when you save the file. The file formats that support embedded profiles are JPEG,

PDF, PSD (Photoshop), AI (Illustrator), INDD (InDesign), Photoshop EPS, Large Document Format, and TIFF.

•If you plan to reuse a color graphic for multiple final output devices or media, such as for print, video, and the web,

prepare the graphic using RGB or Lab colors whenever possible. If you must save in a color model other than RGB

or Lab, keep a copy of the original graphic. RGB and Lab color models represent larger color gamuts than most

output devices can reproduce, retaining as much color information as possible before being translated to a smaller

output color gamut.

More Help topics

“Embed a color profile” on page 340

View or change profiles for imported bitmap images (InDesign)

InDesign allows you to view, override, or disable profiles for imported bitmap images. This may be necessary when

you are importing an image containing no profile or an incorrectly embedded profile. For example, if the scanner

manufacturer’s default profile was embedded but you have since generated a custom profile, you can assign the newer

profile.

1Do one of the following:

•If the graphic is already in layout, select it and choose Object > Image Color Settings.

•If you’re about to import the graphic, choose File > Place, select Show Import Options, select and open the file, and

then select the Color tab.

2For Profile, choose the source profile to apply to the graphic in your document. If a profile is currently embedded,

the profile name appears at the top of the Profile menu.

3(Optional) Choose a rendering intent, and then click OK. In most cases, it’s best to use the default rendering intent.

Note: You can also view or change profiles for objects in Acrobat.

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More Help topics

“Convert document colors to another profile (Photoshop)” on page 342

Color-managing documents for online viewing

Color management for online viewing is very different from color management for printed media. With printed

media, you have far more control over the appearance of the final document. With online media, your document will

appear on a wide range of possibly uncalibrated monitors and video display systems, significantly limiting your control

over color consistency.

When you color-manage documents that will be viewed exclusively on the web, Adobe recommends that you use the

sRGB color space. sRGB is the default working space for most Adobe color settings, but you can verify that sRGB is

selected in the Color Settings dialog box (Photoshop, Illustrator, InDesign) or the Color Management preferences

(Acrobat). With the working space set to sRGB, any RGB graphics you create will use sRGB as the color space.

When working with images that have an embedded color profile other than sRGB, you should convert the image’s

colors to sRGB before you save the image for use on the web. If you want the application to automatically convert the

colors to sRGB when you open the image, select Convert To Working Space as the RGB color management policy.

(Make sure that your RGB working space is set to sRGB.) In Photoshop and InDesign, you can also manually convert

the colors to sRGB using the Edit

> Convert To Profile command.

Note: In InDesign, the Convert To Profile command only converts colors for native, not placed, objects in the document.

More Help topics

“About color working spaces” on page 343

“Color management policy options” on page 345

Color-managing PDFs for online viewing

When you export PDFs, you can choose to embed profiles. PDFs with embedded profiles reproduce color consistently

in Acrobat 4.0 or later running under a properly configured color management system.

Keep in mind that embedding color profiles increases the size of PDFs. RGB profiles are usually small (around 3 KB);

however, CMYK profiles can range from 0.5 to 2

MB.

More Help topics

“Printing with color management” on page 336

Color-managing HTML documents for online viewing

Many web browsers do not support color management. Of the browsers that do support color management, not all

instances can be considered color-managed because they may be running on systems where the monitors are not

calibrated. In addition, few web pages contain images with embedded profiles. If you manage a highly controlled

environment, such as the intranet of a design studio, you may be able to achieve some degree of HTML color

management for images by equipping everyone with a browser that supports color management and calibrating all

monitors.

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You can approximate how colors will look on uncalibrated monitors by using the sRGB color space. However, because

color reproduction varies among uncalibrated monitors, you still won’t be able to anticipate the true range of potential

display variations.

Proofing colors

Soft-proofing colors

In a traditional publishing workflow, you print a hard proof of your document to preview how its colors will look when

reproduced on a specific output device. In a color-managed workflow, you can use the precision of color profiles to

soft-proof your document directly on the monitor. You can display an on-screen preview of how your document’s

colors will look when reproduced on a particular output device.

Keep in mind that the reliability of the soft proof depends upon the quality of your monitor, the profiles of your

monitor and output devices, and the ambient lighting conditions of your work environment.

Note: A soft proof alone doesn’t let you preview how overprinting will look when printed on an offset press. If you work

with documents that contain overprinting, turn on Overprint Preview to accurately preview overprints in a soft proof.

Using a soft proof to preview the final output of a document on your monitor

A. Document is created in its working color space. B. Document’s color values are translated to color space of chosen proof profile (usually the

output device’s profile). C. Monitor displays proof profile’s interpretation of document’s color values.

Soft-proof colors

1Choose View > Proof Setup, and do one of the following:

•Choose a preset that corresponds to the output condition you want to simulate.

•Choose Custom (Photoshop and InDesign) or Customize (Illustrator) to create a custom proof setup for a specific

output condition. This option is recommended for the most accurate preview of your final printed piece.

2Choose View > Proof Colors to toggle the soft-proof display on and off. When soft proofing is on, a check mark

appears next to the Proof Colors command, and the name of the proof preset or profile appears at the top of the

document window.

To compare the colors in the original image and the colors in the soft proof, open the document in a new window before

you set up the soft proof.

Soft-proof presets

Working CMYK Creates a soft proof of colors using the current CMYK working space as defined in the Color Settings

dialog box.

Document CMYK (InDesign) Creates a soft proof of colors using the document’s CMYK profile.

Working Cyan Plate, Working Magenta Plate, Working Yellow Plate, Working Black Plate, or Working CMY Plates

(Photoshop) Creates a soft proof of specific CMYK ink colors using the current CMYK working space.

AB C

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Macintosh RGB or Windows RGB (Photoshop and Illustrator) Creates a soft proof of colors in an image using either a

standard Mac

OS or Windows monitor as the proof profile space to simulate. Both options assume that the simulated

device will display your document without using color management. Neither option is available for Lab or CMYK

documents.

Monitor RGB (Photoshop and Illustrator) Creates a soft proof of colors in an RGB document using your current

monitor color space as the proof profile space. This option assumes that the simulated device will display your

document without using color management. This option is unavailable for Lab and CMYK documents.

Custom soft-proof options

Device To Simulate Specifies the color profile of the device for which you want to create the proof. The usefulness of

the chosen profile depends on how accurately it describes the device’s behavior. Often, custom profiles for specific

paper and printer combinations create the most accurate soft proof.

Preserve CMYK Numbers or Preserve RGB Numbers Simulates how the colors will appear without being converted to

the color space of the output device. This option is most useful when you are following a safe CMYK workflow.

Rendering Intent (Photoshop and Illustrator) When the Preserve Numbers option is deselected, specifies a rendering

intent for converting colors to the device you are trying to simulate.

Use Black Point Compensation (Photoshop) Ensures that the shadow detail in the image is preserved by simulating the

full dynamic range of the output device. Select this option if you plan to use black point compensation when printing

(which is recommended in most situations).

Simulate Paper Color Simulates the dingy white of real paper, according to the proof profile. Not all profiles support

this option.

Simulate Black Ink Simulates the dark gray you really get instead of a solid black on many printers, according to the

proof profile. Not all profiles support this option.

In Photoshop, if you want the custom proof setup to be the default proof setup for documents, close all document

windows before choosing the View > Proof Setup > Custom command.

Save or load a custom proof setup (Photoshop, InDesign)

1Choose View > Proof Setup > Custom.

2Do either of the following:

•To save a custom proof setup, click Save. To ensure that the new preset appears in the View > Proof Setup menu,

save the preset in the default location.

•To load a custom proof setup, click Load.

Color-managing documents when printing

Printing with color management

Color management options for printing let you specify how you want Adobe applications to handle the outgoing

image data so the printer will print colors consistent with what you see on your monitor. Your options for printing

color-managed documents depend on the Adobe application you use, as well as the output device you select. In

general, you have the following choices for handling colors during printing:

•Let the printer determine colors.

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•Let the application determine colors.

•(Photoshop and InDesign) Do not use color management. In this workflow, no color conversion occurs. You may

also need to turn off color management in your printer driver. This method is useful primarily for printing test

targets or generating custom profiles.

Letting the printer determine colors when printing

In this workflow, the application does no color conversion, but sends all necessary conversion information to the

output device. This method is especially convenient when printing to inkjet photo printers, because each combination

of paper type, printing resolution, and additional printing parameters (such as high-speed printing) requires a

different profile. Most new inkjet photo printers come with fairly accurate profiles built into the driver, so letting the

printer select the right profile saves time and alleviates mistakes. This method is also recommended if you are not

familiar with color management.

If you choose this method, it is very important that you set up printing options and turn on color management in your

printer driver. Search Help for additional instructions.

If you select a PostScript printer, you can take advantage of PostScript color management. PostScript color

management makes it possible to perform color composite output or color separations at the raster image processor

(RIP)—a process called in-RIP separations—so that a program need only specify parameters for separation and let the

device calculate the final color values. PostScript color-managed output workflows require an output device that

supports PostScript color management using PostScript Level 2 version 2017 or later, or PostScript Lanuage Level 3.

Letting the application determine colors when printing

In this workflow, the application does all the color conversion, generating color data specific to one output device. The

application uses the assigned color profiles to convert colors to the output device’s gamut, and sends the resulting

values to the output device. The accuracy of this method depends on the accuracy of the printer profile you select. Use

this workflow when you have custom ICC profiles for each specific printer, ink, and paper combination.

If you choose this option, it is very important that you disable color management in your printer driver. Letting the

application and the printer driver simultaneously manage colors during printing results in unpredictable color. Search

Help for additional instructions.

Obtaining custom profiles for desktop printers

If the output profiles that come with your printer don’t produce satisfactory results, you obtain custom profiles in the

following ways:

•Purchase a profile for your type of printer and paper. This is usually the easiest and least expensive method.

•Purchase a profile for your specific printer and paper. This method involves printing a profiling target on your

printer and paper, and providing that target to a company that will create a specific profile. This is more expensive

than purchasing a standard profile, but can provide better results because it compensates for any manufacturing

variations in printers.

•Create your own profile using a scanner-based system. This method involves using profile-creation software and

your own flatbed scanner to scan the profiling target. It can provide excellent results for matte surface papers, but

not glossy papers. (Glossy papers tend to have fluorescent brighteners in them that look different to a scanner than

they do in room light.)

•Create your own profile using a hardware profile-creation tool. This method is expensive but can provide the best

results. A good hardware tool can create an accurate profile even with glossy papers.

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•Tweak a profile created using one of the previous methods with profile-editing software. This software can be

complex to use, but it lets you correct problems with a profile or simply adjust a profile to produce results more to

your taste.

More Help topics

“Install a color profile” on page 340

Working with color profiles

About color profiles

Precise, consistent color management requires accurate ICC-compliant profiles of all of your color devices. For

example, without an accurate scanner profile, a perfectly scanned image may appear incorrect in another program,

simply due to any difference between the scanner and the program displaying the image. This misleading

representation may cause you to make unnecessary, time-wasting, and potentially damaging “corrections” to an

already satisfactory image. With an accurate profile, a program importing the image can correct for any device

differences and display a scan’s actual colors.

A color management system uses the following kinds of profiles:

Monitor profiles Describe how the monitor is currently reproducing color. This is the first profile you should create

because viewing color accurately on your monitor allows for critical color decisions in the design process. If what you

see on your monitor is not representative of the actual colors in your document, you will not be able to maintain color

consistency.

Input device profiles Describe what colors an input device is capable of capturing or scanning. If your digital camera

offers a choice of profiles, Adobe recommends that you select Adobe RGB. Otherwise, use sRGB (which is the default

for most cameras). Advanced users may also consider using different profiles for different light sources. For scanner

profiles, some photographers create separate profiles for each type or brand of film scanned on a scanner.

Output device profiles Describe the color space of output devices like desktop printers or a printing press. The color

management system uses output device profiles to properly map the colors in a document to the colors within the

gamut of an output device’s color space. The output profile should also take into consideration specific printing

conditions, such as the type of paper and ink. For example, glossy paper is capable of displaying a different range of

colors than matte paper.

Most printer drivers come with built-in color profiles. It’s a good idea to try these profiles before you invest in custom

profiles.

Document profiles Define the specific RGB or CMYK color space of a document. By assigning, or tagging, a document

with a profile, the application provides a definition of actual color appearances in the document. For example, R=127,

G=12, B=107 is just a set of numbers that different devices will display differently. But when tagged with the Adobe

RGB color space, these numbers specify an actual color or wavelength of light–in this case, a specific color of purple.

When color management is on, Adobe applications automatically assign new documents a profile based on Working

Space options in the Color Settings dialog box. Documents without assigned profiles are known as untagged and

contain only raw color numbers. When working with untagged documents, Adobe applications use the current

working space profile to display and edit colors.

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Managing color with profiles

A. Profiles describe the color spaces of the input device and the document. B. Using the profiles’ descriptions, the color management system

identifies the document’s actual colors. C. The monitor’s profile tells the color management system how to translate the document’s numeric

values to the monitor’s color space. D. Using the output device’s profile, the color management system translates the document’s numeric values

to the color values of the output device so the correct appearance of colors is printed.

More Help topics

“Calibrate and profile your monitor” on page 340

“Letting the printer determine colors when printing” on page 337

“Obtaining custom profiles for desktop printers” on page 337

“About color working spaces” on page 343

About monitor calibration and characterization

Profiling software can both calibrate and characterize your monitor. Calibrating your monitor brings it into

compliance with a predefined standard—for example, adjusting your monitor so that it displays color using the

graphics arts standard white point color temperature of 5000°

K (Kelvin). Characterizing your monitor simply creates

a profile that describes how the monitor is currently reproducing color.

Monitor calibration involves adjusting the following video settings:

Brightness and contrast The overall level and range, respectively, of display intensity. These parameters work just as

they do on a television. A monitor calibration utility helps you set an optimum brightness and contrast range for

calibration.

Gamma The brightness of the midtone values. The values produced by a monitor from black to white are nonlinear—

if you graph the values, they form a curve, not a straight line. Gamma defines the value of that curve halfway between

black and white.

Phosphors The substances that CRT monitors use to emit light. Different phosphors have different color

characteristics.

White point The color and intensity of the brightest white the monitor can reproduce.

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Calibrate and profile your monitor

When you calibrate your monitor, you are adjusting it so it conforms to a known specification. Once your monitor is

calibrated, the profiling utility lets you save a color profile. The profile describes the color behavior of the monitor—

what colors can or cannot be displayed on the monitor and how the numeric color values in an image must be

converted so that colors are displayed accurately.

1Make sure your monitor has been turned on for at least a half hour. This gives it sufficient time to warm up and

produce more consistent output.

2Make sure your monitor is displaying thousands of colors or more. Ideally, make sure it is displaying millions of

colors or 24-bit or higher.

3Remove colorful background patterns on your monitor desktop and set your desktop to display neutral grays. Busy

patterns or bright colors surrounding a document interfere with accurate color perception.

4Do one of the following to calibrate and profile your monitor:

•In Windows, install and use a monitor calibration utility.

•In Mac OS, use the Calibrate utility, located on the System Preferences/Displays/Color tab.

•For the best results, use third-party software and measuring devices. In general, using a measuring device such as a

colorimeter along with software can create more accurate profiles because an instrument can measure the colors

displayed on a monitor far more accurately than the human eye.

Note: Monitor performance changes and declines over time; recalibrate and profile your monitor every month or so. If

you find it difficult or impossible to calibrate your monitor to a standard, it may be too old and faded.

Most profiling software automatically assigns the new profile as the default monitor profile. For instructions on how

to manually assign the monitor profile, refer to the Help system for your operating system.

Install a color profile

Color profiles are often installed when a device is added to your system. The accuracy of these profiles (often called

generic profiles or canned profiles) varies from manufacturer to manufacturer. You can also obtain device profiles from

your service provider, download profiles from the web, or create custom profiles using professional profiling

equipment.

•In Windows, right-click a profile and select Install Profile. Alternatively, copy the profiles into the

WINDOWS\system32\spool\drivers\color folder.

•In Mac OS, copy profiles into the /Library/ColorSync/Profiles folder or the

/Users/[username]/Library/ColorSync/Profiles folder.

After installing color profiles, be sure to restart Adobe applications.

More Help topics

“Obtaining custom profiles for desktop printers” on page 337

Embed a color profile

To embed a color profile in a document you created in Illustrator, InDesign, or Photoshop, you must save or export

the document in a format that supports ICC profiles.

1Save or export the document in one of the following file formats: Adobe PDF, PSD (Photoshop), AI (Illustrator),

INDD (InDesign), JPEG, Photoshop EPS, Large Document Format, or TIFF.

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2Select the option for embedding ICC profiles. The exact name and location of this option varies between

applications. Search Adobe Help for additional instructions.

Embed a color profile (Acrobat)

You can embed a color profile in an object or an entire PDF. Acrobat attaches the appropriate profile, as specified in

the Convert Colors dialog box, to the selected color space in the PDF. For more information, see the color conversion

topics in Acrobat Help.

Changing the color profile for a document

There are very few situations that require you to change the color profile for a document. This is because your

application automatically assigns the color profile based on the settings you select in the Color Settings dialog box. The

only times you should manually change a color profile are when preparing a document for a different output

destination or correcting a policy behavior that you no longer want implemented in the document. Changing the

profile is recommended for advanced users only.

You can change the color profile for a document in the following ways:

•Assign a new profile. The color numbers in the document remain the same, but the new profile may dramatically

change the appearance of the colors as displayed on your monitor.

•Remove the profile so that the document is no longer color-managed.

•(Acrobat, Photoshop and InDesign) Convert the colors in the document to the color space of a different profile.

The color numbers are shifted in an effort to preserve the original color appearances.

Assign or remove a color profile (Illustrator, Photoshop)

1Choose Edit > Assign Profile.

2Select an option, and click OK:

Don’t Color Manage This Document Removes the existing profile from the document. Select this option only if you are

sure that you do not want to color-manage the document. After you remove the profile from a document, the

appearance of colors is defined by the application’s working space profiles.

Working [color model: working space] Assigns the working space profile to the document.

Profile Lets you select a different profile. The application assigns the new profile to the document without converting

colors to the profile space. This may dramatically change the appearance of the colors as displayed on your monitor.

More Help topics

“Changing the color profile for a document” on page 341

Assign or remove a color profile (InDesign)

1Choose Edit > Assign Profiles.

2For RGB Profile and CMYK Profile, select one of the following:

Discard (Use Current Working Space) Removes the existing profile from the document. Select this option only if you

are sure that you do not want to color-manage the document. After you remove the profile from a document, the

appearance of colors is defined by the application’s working space profiles, and you can no longer embed a profile in

the document.

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Assign Current Working Space [working space] Assigns the working space profile to the document.

Assign Profile Lets you select a different profile. The application assigns the new profile to the document without

converting colors to the profile space. This may dramatically change the appearance of the colors as displayed on your

monitor.

3Choose a rendering intent for each type of graphic in your document. For each graphic type, you can choose one

of the four standard intents, or the Use Color Settings Intent, which uses the rendering intent currently specified in

the Color Settings dialog box. For more information on rendering intents, search in Help.

The graphic types include the following:

Solid Color Intent Sets the rendering intent for all vector art (solid areas of color) in InDesign native objects.

Default Image Intent Sets the default rendering intent for bitmap images placed in InDesign. You can still override this

setting on an image-by-image basis.

After-Blending Intent Sets the rendering intent to the proofing or final color space for colors that result from

transparency interactions on the page. Use this option when your document includes transparent objects.

4To preview the effects of the new profile assignment in the document, select Preview, and then click OK.

More Help topics

“Changing the color profile for a document” on page 341

“View or change profiles for imported bitmap images (InDesign)” on page 333

Convert document colors to another profile (Photoshop)

1Choose Edit > Convert To Profile.

2Under Destination Space, choose the color profile to which you want to convert the document’s colors. The

document will be converted to and tagged with this new profile.

3Under Conversion Options, specify a color management engine, a rendering intent, and black point and dither

options (if available). (See “Color conversion options” on page 345.)

4To flatten all layers of the document onto a single layer upon conversion, select Flatten Image.

5To preview the effects of the conversion in the document, select Preview.

More Help topics

“Changing the color profile for a document” on page 341

Color settings

Customize color settings

For most color-managed workflows, it is best to use a preset color setting that has been tested by Adobe Systems.

Changing specific options is recommended only if you are knowledgeable about color management and very confident

about the changes you make.

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After you customize options, you can save them as a preset. Saving color settings ensures that you can reuse them and

share them with other users or applications.

•To save color settings as a preset, click Save in the Color Settings dialog box. To ensure that the application displays

the setting name in the Color Settings dialog box, save the file in the default location. If you save the file to a different

location, you must load the file before you can select the setting.

•To load a color settings preset that’s not saved in the standard location, click Load in the Color Settings dialog box,

select the file you want to load, and click Open.

Note: In Acrobat, you cannot save customized color settings. To share customized color settings with Acrobat, you must

create the file in InDesign, Illustrator, or Photoshop, and then save it in the default Settings folder. It will then be available

in the Color Management category of the Preferences dialog box. You can also add settings manually to the default

Settings folder.

About color working spaces

A working space is an intermediate color space used to define and edit color in Adobe applications. Each color model

has a working space profile associated with it. You can choose working space profiles in the Color Settings dialog box.

A working space profile acts as the source profile for newly created documents that use the associated color model. For

example, if Adobe RGB (1998) is the current RGB working space profile, each new RGB document that you create will

use colors within the Adobe RGB (1998) gamut. Working spaces also determine the appearance of colors in untagged

documents.

If you open a document embedded with a color profile that doesn’t match the working space profile, the application

uses a color management policy to determine how to handle the color data. In most cases, the default policy is to

preserve the embedded profile.

More Help topics

“About missing and mismatched color profiles” on page 344

“Color management policy options” on page 345

Working space options

To display working space options in Photoshop, Illustrator and InDesign, choose Edit > Color Settings. In Acrobat,

select the Color Management category of the Preferences dialog box.

To view a description of any profile, select the profile and then position the pointer over the profile name. The

description appears at the bottom of the dialog box.

RGB Determines the RGB color space of the application. In general, it’s best to choose Adobe RGB or sRGB, rather

than the profile for a specific device (such as a monitor profile).

sRGB is recommended when you prepare images for the web, because it defines the color space of the standard

monitor used to view images on the web. sRGB is also a good choice when you work with images from consumer-level

digital cameras, because most of these cameras use sRGB as their default color space.

Adobe RGB is recommended when you prepare documents for print, because Adobe RGB’s gamut includes some

printable colors (cyans and blues in particular) that can’t be defined using sRGB. Adobe RGB is also a good choice

when working with images from professional-level digital cameras, because most of these cameras use Adobe RGB as

their default color space.

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CMYK Determines the CMYK color space of the application. All CMYK working spaces are device-dependent,

meaning that they are based on actual ink and paper combinations. The CMYK working spaces Adobe supplies are

based on standard commercial print conditions.

Gray (Photoshop) or Grayscale (Acrobat) Determines the grayscale color space of the application.

Spot (Photoshop) Specifies the dot gain to use when displaying spot color channels and duotones.

Note: In Acrobat, you can use the color space in an embedded output intent instead of a document color space for viewing

and printing. For more information on output intents, see Acrobat Help.

Adobe applications ship with a standard set of working space profiles that have been recommended and tested by

Adobe Systems for most color management workflows. By default, only these profiles appear in the working space

menus. To display additional color profiles that you have installed on your system, select Advanced Mode (Illustrator

and InDesign) or More Options (Photoshop). A color profile must be bi-directional (that is, contain specifications for

translating both into and out of color spaces) in order to appear in the working space menus.

Note: In Photoshop, you can create custom working space profiles. However, Adobe recommends that you use a standard

working space profile rather than create a custom profile. For more information, see the Photoshop support

knowledgebase at www.adobe.com/support/products/photoshop.html.

About missing and mismatched color profiles

For a newly created document, the color workflow usually operates seamlessly: Unless specified otherwise, the

document uses the working space profile associated with its color mode for creating and editing colors.

However, some existing documents may not use the working space profile that you have specified, and some existing

documents may not be color-managed. It is common to encounter the following exceptions to your color-managed

workflow:

•You might open a document or import color data (for example, by copying and pasting or dragging and dropping)

from a document that is not tagged with a profile. This is often the case when you open a document created in an

application that either does not support color management or has color management turned off.

•You might open a document or import color data from a document that is tagged with a profile different from the

current working space. This may be the case when you open a document that was created using different color

management settings, or scanned and tagged with a scanner profile.

In either case, the application uses a color management policy to decide how to handle the color data in the document.

If the profile is missing or does not match the working space, the application may display a warning message,

depending on options you set in the Color Settings dialog box. Profile warnings are turned off by default, but you can

turn them on to ensure the appropriate color management of documents on a case-by-case basis. The warning

messages vary between applications, but in general you have the following options:

•(Recommended) Leave the document or imported color data as it is. For example, you can choose to use the

embedded profile (if one exists), leave the document without a color profile (if one doesn’t exist), or preserve the

numbers in pasted color data.

•Adjust the document or imported color data. For example, when opening a document with a missing color profile,

you can choose to assign the current working space profile or a different profile. When opening a document with

a mismatched color profile, you can choose to discard the profile or convert the colors to the current working space.

When importing color data, you can choose to convert the colors to the current working space in order to preserve

their appearance.

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Color management policy options

A color management policy determines how the application handles color data when you open a document or import

an image. You can choose different policies for RGB and CMYK images, and you can specify when you want warning

messages to appear. To display color management policy options, choose Edit

> Color Settings.

To view a description of a policy, select the policy and then position the pointer over the policy name. The description

appears at the bottom of the dialog box.

RGB, CMYK, And Gray Specifies a policy to follow when bringing colors into the current working space (either by

opening files or importing images into the current document). (The Grayscale option is available for Photoshop only.)

Choose from the following options:

•Preserve Embedded Profiles Always preserves embedded color profiles when opening files. This is the

recommended option for most workflows because it provides consistent color management. One exception is if you’re

concerned about preserving CMYK numbers, in which case you should select Preserve Numbers (Ignore Linked

Profiles) instead.

•Convert To Working Space Converts colors to the current working space profile when opening files and importing

images. Select this option if you want to force all colors to use a single profile (the current working space profile).

•Preserve Numbers (Ignore Linked Profiles) This option is available in InDesign and Illustrator for CMYK.

Preserves color numbers when opening files and importing images, but still allows you to use color management to

view colors accurately in Adobe applications. Select this option if you want to use a safe CMYK workflow. In InDesign,

you can override this policy on a per-object basis by choosing Object

> Image Color Settings.

•Off Ignores embedded color profiles when opening files and importing images, and does not assign the working

space profile to new documents. Select this option if you want to discard any color metadata provided by the original

document creator.

Profile Mismatches: Ask When Opening Displays a message whenever you open a document tagged with a profile

other than the current working space. You will be given the option to override the policy’s default behavior. Select this

option if you want to ensure the appropriate color management of documents on a case-by-case basis.

Profile Mismatches: Ask When Pasting Displays a message whenever color profile mismatches occur as colors are

imported into a document through pasting or dragging-and-dropping. You will be given the option to override the

policy’s default behavior. Select this option if you want to ensure the appropriate color management of pasted colors

on a case-by-case basis.

Missing Profiles: Ask When Opening Displays a message whenever you open an untagged document. You will be given

the option to override the policy’s default behavior. Select this option if you want to ensure the appropriate color

management of documents on a case-by-case basis.

Color conversion options

Color conversion options let you control how the application handles the colors in a document as it moves from one

color space to another. Changing these options is recommended only if you are knowledgeable about color

management and very confident about the changes you make. To display conversion options, choose Edit

> Color

Settings, and select Advanced Mode (Illustrator and InDesign) or More Options (Photoshop). In Acrobat, select the

Color Management category of the Preferences dialog box.

Engine Specifies the Color Management Module (CMM) used to map the gamut of one color space to the gamut of

another. For most users, the default Adobe (ACE) engine fulfills all conversion needs.

To view a description of an engine or intent option, select the option and then position the pointer over the option

name. The description appears at the bottom of the dialog box.

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Intent (Photoshop, Illustrator, InDesign) Specifies the rendering intent used to translate one color space to another.

Differences between rendering intents are apparent only when you print a document or convert it to a different

working space.

Use Black Point Compensation Ensures that the shadow detail in the image is preserved by simulating the full dynamic

range of the output device. Select this option if you plan to use black point compensation when printing (which is

recommended in most situations).

Use Dither (Photoshop) Controls whether to dither colors when converting 8-bit-per-channel images between color

spaces. When the Use Dither option is selected, Photoshop mixes colors in the destination color space to simulate a

missing color that existed in the source space. Although dithering helps to reduce the blocky or banded appearance of

an image, it may also result in larger file sizes when images are compressed for web use.

About rendering intents

A rendering intent determines how a color management system handles color conversion from one color space to

another. Different rendering intents use different rules to determine how the source colors are adjusted; for example,

colors that fall inside the destination gamut may remain unchanged, or they may be adjusted to preserve the original

range of visual relationships when translated to a smaller destination gamut. The result of choosing a rendering intent

depends on the graphical content of documents and on the profiles used to specify color spaces. Some profiles produce

identical results for different rendering intents.

In general, it is best to use the default rendering intent for the selected color setting, which has been tested by Adobe

Systems to meet industry standards. For example, if you choose a color setting for North America or Europe, the

default rendering intent is Relative Colorimetric. If you choose a color setting for Japan, the default rendering intent is

Perceptual.

You can select a rendering intent when you set color conversion options for the color management system, soft-proof

colors, and print artwork:

Perceptual Aims to preserve the visual relationship between colors so it’s perceived as natural to the human eye, even

though the color values themselves may change. This intent is suitable for photographic images with lots of out-of-

gamut colors. This is the standard rendering intent for the Japanese printing industry.

Saturation Tries to produce vivid colors in an image at the expense of color accuracy. This rendering intent is suitable

for business graphics like graphs or charts, where bright saturated colors are more important than the exact

relationship between colors.

Relative Colorimetric Compares the extreme highlight of the source color space to that of the destination color space

and shifts all colors accordingly. Out-of-gamut colors are shifted to the closest reproducible color in the destination

color space. Relative Colorimetric preserves more of the original colors in an image than Perceptual. This is the

standard rendering intent for printing in North America and Europe.

Absolute Colorimetric Leaves colors that fall inside the destination gamut unchanged. Out-of-gamut colors are

clipped. No scaling of colors to destination white point is performed. This intent aims to maintain color accuracy at

the expense of preserving relationships between colors and is suitable for proofing to simulate the output of a

particular device. This intent is particularly useful for previewing how paper color affects printed colors.

Advanced controls in Photoshop

In Photoshop you display advanced controls for managing color by choosing Edit > Color Settings and selecting More

Options.

Desaturate Monitor Colors By Determines whether to desaturate colors by the specified amount when displayed on

the monitor. When selected, this option can aid in visualizing the full range of color spaces with gamuts larger than

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that of the monitor. However, this causes a mismatch between the monitor display and the output. When the option

is deselected, distinct colors in the image may display as a single color.

Blend RGB Colors Using Gamma Controls how RGB colors blend together to produce composite data (for example,

when you blend or paint layers using Normal mode). When the option is selected, RGB colors are blended in the color

space corresponding to the specified gamma. A gamma of 1.00 is considered “colorimetrically correct” and should

result in the fewest edge artifacts. When the option is deselected, RGB colors are blended directly in the document’s

color space.

Note: When you select Blend RGB Colors Using Gamma, layered documents will look different when displayed in other

applications than they do in Photoshop.

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Chapter 15: Printing

Whether you send a quick draft to an inkjet or laser printer, provide a multicolored document to an outside service

provider, or print a complex technical document with custom page sizes, you can set options in the Print dialog box

to ensure that the finished document appears as intended.

For more information on printing, see these resources:

•Forums on printing and prepress: acrobatusers.com/forums/aucbb/

•Adobe Print Resource Center: www.adobe.com/go/print_resource

Basic printing tasks

Print a PDF

If the desired printing option is in the Print dialog box, set it there rather than through the printer driver. The

computer you wish to print an Adobe® PDF from must be connected either to a local, shared, or network printer and

be configured to use that printer.

1Make sure that you’ve installed the correct printer driver for your printer.

2Choose File > Print Setup to choose a paper size, page orientation, and other general printing options. The options

vary with different printers and drivers. See your printer driver documentation for details.

3To print comments, such as sticky notes, in the Preferences dialog box, choose Commenting and select Print Notes

And Pop-ups.

4Click the Print button , or choose File > Print.

5Choose a printer from the menu at the top of the Print dialog box.

6Set additional printer driver options in your operating system.

7To print comments or forms, select an option from the Comments And Forms pop-up menu.

8Indicate which pages you want to print, and then click OK.

To troubleshoot printing problems, click the Printing Tips button at the bottom of the Print dialog box.

Options in the Print dialog box

Most of the options in the Adobe Acrobat® Print dialog box are the same for other applications, however there will be

some minor variations that are operating system specific.

Comments And Forms Specifies which visible content prints.

•Document Prints the document contents and form fields.

•Document And Markups Prints document contents, form fields, and comments.

•Document And Stamps Prints the document, form fields, and stamps, but no other markups, such as note

comments and pencil lines.

•Form Fields Only Prints interactive form fields but doesn’t print document contents.

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Current View/Selected Graphic Prints the page area (including text, comments, and so on) that is visible in the current

view. The option name changes depending on whether you have no pages selected (Current View), a page or pages

selected (Selected Pages), or an area on a page selected using the Snapshot tool (Selected Graphic).

Current Page Prints the page that is visible in the current view.

Pages Specifies the range of pages to print in the open PDF. Separate numbers in a range by using a hyphen, and

separate multiple pages or ranges by using commas or spaces. If the Use Logical Page Numbers option is selected in

Page Display Preferences, you can enter numbers that match the numbering printed on the pages using roman

numerals or actual page numbers. For example, if the first page of a document is numbered iii, you can enter iii or 1

to print that page. Selecting Odd Pages Only or Even Pages Only affects which pages in a range print. For example, in

a range that includes 2, 7–10 with Even Pages Only selected, only pages 2, 8, and 10 will print.

To print from a specific page to the end of the document, enter the page with a hyphen. For example, “11-” prints page

11 to the last page of the document.

Subset Choose All Pages In Range, or choose Odd Pages Only or Even Pages Only to print only those pages within

the specified range.

Reverse Pages Prints pages in reverse order. If page ranges are entered, the pages print opposite of the order in which

they were entered. For example, if the Pages box shows 3–5, 7–10, selecting Reverse Pages prints pages 10–7, and then

5–3.

Page Scaling Reduces, enlarges, or divides pages when printing.

•None Prints the upper left or center of a page (if auto-rotated and centered) without scaling. Pages or selections

that don’t fit on the paper are cropped.

•Fit To Printable Area Reduces or enlarges each page to fit the printable area of the currently selected paper size. For

PostScript® printers, the PPD determines the printable area of the paper.

•Shrink To Printable Area Shrinks large pages to fit the currently selected paper size but doesn’t enlarge small pages.

If an area is selected and is larger than the printable area of the currently selected paper, it’s scaled to fit the printable

area. This option is always active during N-up printing.l

•Tile Large Pages Applies tiling to pages that are larger than the selected paper size at the specified scale. These

pages are mapped to multiple sheets of paper. If this option is selected, you can also specify settings for Tile Scale,

Overlap, Cut Marks, and Labels.

•Tile All Pages Applies tiling to all pages, regardless of size. However, only the pages that are larger than the selected

paper size at the specified scale are mapped to multiple sheets of paper. If this option is selected, you can also specify

settings for Tile Scale, Overlap, Cut Marks, and Labels.

•Multiple Pages Per Sheet Enables N-up printing, where multiple pages print on the same sheet of paper. If this

option is selected, you can also specify settings for Pages Per Sheet, Page Order, Print Page Border, and Auto-Rotate

Pages.

Note: N-up printing in Acrobat is independent of the N-up printing features of printer drivers. The Acrobat print settings

don’t reflect the N-up settings of the printer drivers. Select N-up printing either in Acrobat or in the printer driver, but

not both.

•Booklet Printing Prints multiple pages on the same sheet of paper in the order required to read correctly when

folded. The printer must support duplex printing (printing on both sides of the sheet). Acrobat automatically enables

duplex printing, if available, for booklet printing.

Pages Per Sheet Prints a predefined number of pages, or a custom number (up to 99), horizontally and vertically

during N-up printing. If you select a predefined number from the menu, Acrobat automatically selects the best paper

orientation.

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Page Order Defines how the pages are ordered on paper during N-up printing. Horizontal places pages from left to

right, top to bottom. Horizontal Reversed places pages from right to left, top to bottom. Vertical places pages top to

bottom, left to right. Vertical Reversed places pages top to bottom, right to left. Both reversed options are suitable for

Asian-language documents.

Print Page Border Draws the crop box (the page boundary of PDF pages) during N-up printing.

Auto-Rotate And Center Automatically selects the page orientation that best matches the content and paper. For

example, a spreadsheet could print horizontally, while a newsletter could print vertically. The Auto-Rotate And Center

option overrides the orientation selected in Print Setup.

Choose Paper Source By PDF Page Size (Windows) Uses the PDF page size to determine the output tray rather than

the page setup option. This option is useful for printing PDFs that contain multiple page sizes on printers that have

different-sized output trays.

Print To File (Windows) Creates a device-dependent PostScript file of the document. The resulting file contains code

for enabling and controlling specific device features, making it less compatible with devices other than the target

device. For better results when creating PostScript files, use the Save As PostScript command. The Save As PostScript

command isn’t available in Adobe Reader®.

Note: You don’t need to have a PostScript printer to create a PostScript file.

Printing Tips If you’re connected to the Internet, this option connects to the Adobe website for information on how

to troubleshoot printing problems.

Advanced Opens one or more panels for setting additional printing options.

Summarize Comments Creates a separate, printable PDF of the comments in a document. This option is unavailable

when you print from a web browser or print multiple documents in PDF Portfolios. See “Print a comment summary”

on page 162.

More Help topics

“Downloading Asian fonts to a printer” on page 356

“Create print presets” on page 351

Print a portion of a page

1Choose Tools > Select & Zoom > Snapshot Tool.

2Drag around the area you want to print.

Acrobat copies the selected area to the clipboard.

3Choose File > Print to print the selection.

Print layers

Normally, when you print a PDF that contains layers, just the content that is visible on-screen is printed. However, the

creator of a layered PDF can specify that some layered content, such as watermarks or confidential information, must

(or must not) print, regardless of its visibility on-screen. If the document is designed to print differently from how it

currently appears on-screen, a message may appear in the Print dialog box. The Preview image in the Print dialog box

always shows the page as it will print.

Note: To work with layers in Acrobat, convert the source document to PDF using a preset that preserves layers, such as

Acrobat 6 (PDF 1.5) or later.

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View how layers print

1Click the Layers icon in the navigation panel.

2Choose Apply Print Overrides from the Options menu.

Note: Depending on the visibility settings specified when the PDF was created, Apply Print Overrides may be unavailable

in the Options menu.

Change print settings for a layer

1Click the Layers icon in the navigation panel.

2Expand the layers area, select a layer, and then select Layer Properties from the Options menu.

3In the Layer Properties dialog box, choose one of the following from the Print pop-up menu:

Always Prints Forces the layer to print.

Never Prints Forces the layer not to print.

Prints When Visible Matches printed output to on-screen visibility.

Create print presets

A PDF can contain a set of print presets, a group of document-specific values that is used to set basic print options. By

creating a print preset for a document, you can avoid manually setting certain options in the Print dialog box each time

you print the document. It’s best to define print settings for a PDF at the time that you create it, but print presets

provide a means to add basic print settings to a PDF at any time.

1Choose File > Properties, and click the Advanced tab.

2In the Print Dialog Presets section, set options and click OK.

The next time you open the Print dialog box, the values will be set to the print preset values. These settings are also

used when you print individual documents in a PDF Portfolio.

Note: To retain a print preset for a PDF, you must save the PDF after creating the print preset.

Print Dialog Presets

Page Scaling Prepopulates the Page Scaling option in the Print dialog box with the option you choose:

•Default Uses the application default setting, which is Shrink To Printable Area.

•None Prevents automatic scaling to fit the printable area. This setting is useful for preserving the scale of page

content in engineering documents, or for ensuring that documents print at a particular point size to be legal.

DuplexMode For best results, the selected printer should support duplex printing if you select a duplex option.

•Simplex Prints on one side of the paper.

•Duplex Flip Long Edge Prints on both sides of the paper; the paper flips along the long edge.

•Duplex Flip Short Edge Prints on both sides of the paper; the paper flips along the short edge.

Paper Source By Page Size Selects the option by the same name in the Print dialog box. Uses the PDF page size to

determine the output tray rather than the page setup option. This option is useful for printing PDFs that contain

multiple page sizes on printers that have different-sized output trays.

Print Page Range Prepopulates the Pages box in the Print Range section of the Print dialog box with the page ranges

you enter here. This setting is useful in a workflow where documents include both instruction pages and legal pages.

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For example, if pages 1–2 represent instructions for filling out a form, and pages 3–5 represent the form, you can set

up your print job to print multiple copies of only the form.

Number Of Copies Prepopulates the Copies box in the Print dialog box. Choose a number from 2 to 5, or choose

Default to use the application default, which is one copy. This limitation prevents multiple unwanted copies from

being printed.

Other ways to print PDFs

About booklets

Booklets are documents with multiple pages arranged on sheets of paper that, when folded, present the correct page

order. You can create 2-up saddle-stitched booklets, where two side-by-side-pages, printed on both sides, are folded

once and fastened along the fold. The first page prints on the same printed sheet as the last page, the second page on

the same sheet as the second-to-last page, and so on. Each page is automatically centered on the sheet, and large pages

are scaled (shrunk) to fit the printable area. When you collate, fold, and staple the double-sided pages, the result is a

single book with correct pagination.

To print booklets, your printer must support either automatic or manual duplex printing (printing on both sides of the

paper). Manual duplex printing requires two separate printing passes: one to print the front side, and another to print

the back side. To find out whether your printer supports duplex printing, check the printer manual, contact the printer

manufacturer, or click the Properties button in the Print dialog box and look for options that mention two-sided or

duplex printing.

Pages arranged in PDF (top), pages arranged in booklet layout (bottom), and pages printed and folded into new booklet

Print a booklet

1Choose File > Print and select the printer.

2Under Page Handling, choose Booklet Printing from the Page Scaling menu.

3In the Print Range area, specify which pages to print:

•To print pages from front to back, select All.

•To divide a large booklet into smaller groupings, select Pages and specify a page range for the first grouping. Print

each page range separately.

•To print certain pages on a different paper or paper stock, specify those pages using the Sheets From/To option.

Click the Properties button and select the correct paper tray and any other options as necessary.

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4Choose additional page handling options. The Preview image changes as you specify options.

Booklet Subset Determines which sides of the paper print. Choose Both Sides to automatically print both sides of the

paper (your printer must support automatic duplex printing). Choose Front Side Only to print all pages that appear

on the front side of the paper. After these pages print, flip them, choose File > Print again, and choose Back Side Only.

Depending on the printer model, you might have to turn and reorder the pages to print the back sides.

To prevent others in a shared printing environment from printing on your pages before you print the back side,

consider printing the back side pages using a different paper tray.

Auto-Rotate Pages Automatically rotates each page for the best fit in the printable area.

Sheets From Specifies the first and last sheet to print. Acrobat determines which sheets must print to accommodate

the print job. For example, if you have a 16-page document, then sheets 1 through 4 print.

Binding Determines the orientation for the binding. Choose Left for text read left-to-right; choose Left (Tall) for paper

folded on the long side, where the printable area is long and narrow. Choose Right for text read right-to-left or for

Asian-style vertical reading; choose Right (Tall) for paper folded on the long side.

Compare Right binding with Right (Tall).

Print PDFs in a PDF Portfolio

A PDF Portfolio contains multiple documents wrapped in one PDF. You can print the component PDFs in a PDF

Portfolio individually or together. Documents print in alphabetical order.

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To rename a file or change the order of files within a PDF portfolio, use the File Details view. See “View and edit

components of a PDF Portfolio” on page 104.

1Open the PDF Portfolio. To print only certain PDFs, select those PDFs.

2Choose File > Print, and then choose one of the following:

All PDF Files Prints all the PDFs in the PDF Portfolio.

Selected PDF Files Prints the selected PDFs. This option is available only when multiple files are selected in the list of

component documents.

3Choose applicable printing options, and click OK.

Note: You must use the native application to print any component file that is not a PDF. To open a component file in its

native application, right-click the file and choose Open File In Native Application. (The native application must be

installed for you to open the file.)

More Help topics

“About PDF Portfolios” on page 102

Print from the Bookmarks tab

You can print the pages associated with bookmarks directly from the Bookmarks tab. Bookmarks appear in a

hierarchy, with parent bookmarks and child (dependent) bookmarks. If you print a parent bookmark, all page content

associated with child-level bookmarks also print.

Not all bookmarks display page content, and therefore cannot be printed. For example, some bookmarks open a file

or play a sound. If you select a mix of printable and nonprintable bookmarks, the nonprintable bookmarks are ignored.

Note: Bookmarks made from tagged content always display page content because the tagged content represents printable

elements in the document structure, such as headings and figures.

1Open a PDF with bookmarks. If necessary, choose View > Navigation Panels > Bookmarks so the bookmarks

appear in the navigation pane.

2Select one or more bookmarks, and then right-click the selection.

3Choose Print Page(s) from the menu.

More Help topics

“About bookmarks” on page 269

“Add tagged bookmarks” on page 273

Printing custom sizes

Print an oversized document

Although you can create a PDF file as large as 15,000,000 inches (38,100,000 cm) in either direction, most desktop

printers cannot print such large pages. To print an oversized document on your desktop printer, you can print each

page in pieces, called tiles, and then trim and assemble those pieces.

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You can also increase the scale of a standard-sized document and print it on multiple pages.

1Choose File > Print.

2From the Page Scaling menu, choose Tile All Pages if all pages of the document are oversized. If some of the pages

are standard-sized, choose Tile Large Pages.

3(Optional) Set any of these options, referring to the Preview image to check the output results:

Tile Scale Adjusts the scaling. The scaling affects how the sections of the PDF page map to the physical sheet.

Overlap Specifies the minimum amount of duplicated information you want printed on each tile for ease in assembly.

The Overlap option uses the unit of measure specified for the document. The value should be greater than the

minimum nonprinting margins for the printer. You can specify up to half the size of the shortest side of the document

page to overlap. For example, tiles for a page that measures 11-by-17 inches (279.4mm-by-431.8mm) can overlap up

to 5.5 inches (139.7mm).

Labels Includes the PDF name, date of printing, and tile coordinate on every sheet. For example, Page 1 (1,1) means

row 1, column 1 of the first page. Tile coordinates are used for reassembling the tiles.

Cut Marks Prints marks on each corner of a tiled page for ease of assembly. Use this option in conjunction with the

Overlap option. When you specify an overlapping edge and then superimpose those edges, you can use the cut marks

to line up the tiles.

Scale a document for printing

To print an oversized PDF on paper that has smaller dimensions, you can scale the document’s width and height to fit.

1Choose File > Print.

2From the Page Scaling menu, choose Fit To Printable Area or Shrink To Printable Area.

Note: If you don’t see a Page Scaling menu, click the arrow next to the Printer menu to expose more controls in the Print

dialog box.

For more information about scaling documents for printing, see the “Page scaling” section of “Printing tips” document

on the Adobe website.

Advanced print settings

About advanced print settings

If normal print settings don’t produce the results you expect, you may need to specify options in the Advanced Print

Setup dialog box. For example, if your printed output doesn’t match the document’s on-screen appearance, you may

need to try printing the document as an image (PostScript printers only). Or, if a PDF uses fonts that aren’t embedded,

you must download the fonts to the printer when you print the document.

Set advanced print options

The Advanced Print Setup dialog box is available for PostScript and non-PostScript printers.

1In the Print dialog box, click Advanced.

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To learn more about an option, select it. A description appears at the bottom of the dialog box.

2Set options for PostScript printers, and then click OK.

Note: Acrobat sets the PostScript level automatically, based on the selected printer.

PostScript options

Use the PostScript Options panel of the Advanced Print Setup dialog box to set options for a particular PostScript

printer. These options include how to handle nonresident printer fonts and whether to download Asian fonts. If a PDF

contains device-dependent settings, such as halftones and transfer functions, these settings can be sent in the

PostScript output to override the default settings in the printer. To use these options, you must be connected to a

PostScript printer or have a PostScript printer driver installed with a PPD file selected.

Font And Resource Policy Specifies how fonts and resources in the document are sent to a printer when those fonts

and resources aren’t present on the printer.

•Send At Start Downloads all fonts and resources at the start of the print job. The fonts and resources remain on the

printer until the job has finished printing. This option is the fastest but uses the most printer memory.

•Send By Range Downloads fonts and resources before printing the first page that uses them, and then discards

them when they are no longer needed. This option uses less printer memory. However, if a PostScript processor

reorders the pages later in the workflow, the font downloading can be incorrect, resulting in missing fonts. This option

does not work with some printers.

•Send For Each Page Downloads all fonts and resources for a given page before the page prints, and then discards

the fonts when the page has finished printing. This option uses the least printer memory.

Language Specifies the level of PostScript to generate for the pages. Choose the level of PostScript appropriate for your

printer.

Download Asian Fonts Prints documents with Asian fonts that aren’t installed on the printer or embedded in the PDF.

The Asian fonts must be present on the system.

Convert TrueType To Type 1 Converts TrueType fonts to PostScript fonts for PostScript file. Some older PostScript

output devices require this conversion.

Emit CIDFontType2 As CIDFontType2 (PS Version 2015 And Greater) Preserves hinting information in the original

font when printing. If unselected, CIDFontType2 fonts are converted to CIDFontType0 fonts, which are compatible

with a wider range of printers. This option is available for PostScript 3 and PostScript Level 2 (PostScript version 2015

and later) output devices.

Print As Image Prints pages as bitmap images. Select this option if normal printing doesn’t produce the desired results,

and specify a resolution. This option is available only for PostScript printers.

Downloading Asian fonts to a printer

Select the Download Asian Fonts option in the Advanced Print Setup dialog box if you want to print a PDF with Asian

fonts that aren’t installed on the printer or embedded in the document. Embedded fonts are downloaded whether or

not this option is selected. You can use this option with a PostScript Level 2 or higher printer. To make Asian fonts

available for downloading to a printer, be sure you have downloaded the fonts to your computer using the Custom or

Complete installation option during installation of Acrobat.

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If Download Asian Fonts is not selected, the PDF prints correctly only if the referenced fonts are installed on the

printer. If the printer has similar fonts, the printer substitutes those. If there are no suitable fonts on the printer,

Courier is used for the text.

If Download Asian Fonts does not produce the results you want, print the PDF as a bitmap image. Printing a document

as an image may take longer than using a substituted printer font.

Note: Some fonts cannot be downloaded to a printer, either because the font is a bitmap or because font embedding is

restricted in that document. In these cases, a substitute font is used for printing, and the printed output may not match

the screen display.

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Chapter 16: Keyboard shortcuts

This section lists common shortcuts for moving around a document.

Keyboard shortcuts

Keys for selecting tools

To enable single-key shortcuts, open the Preferences dialog box, and under General, select the Use Single-Key

Accelerators To Access Tools option.

Keys for working with comments

To enable single-key shortcuts, select the Use Single-Key Accelerators To Access Tools option in General preferences.

Tool Windows/UNIX action Mac OS action

Hand tool H H

Temporarily select Hand tool Spacebar Spacebar

Select tool V V

Snapshot tool G G

Marquee Zoom tool Z Z

Cycle through zoom tools: Marquee

Zoom, Dynamic Zoom, Loupe

Shift+Z Shift+Z

Temporarily select Dynamic Zoom tool

(when Marquee Zoom tool is selected)

Shift Shift

Temporarily zoom out (when Marquee

Zoom tool is selected)

Ctrl Option

Temporarily select Zoom In tool Ctrl+spacebar Spacebar+Command

Select Object tool R R

Object Data tool O O

Article tool A A

Crop tool C C

Link tool L L

TouchUp Text tool T T

Measuring tool B B

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Keys for navigating a PDF

Result Windows/UNIX Action Mac OS Action

Sticky Note tool S S

Text Edits tool E E

Stamp tool K K

Current highlighting tool U U

Cycle through highlighting tools:

Highlighter, Underline Text, Cross Out

Text

Shift+U (Windows only) Shift+U

Arrow tool D D

Cycle through drawing markup tools:

Arrow, Line, Rectangle, Oval, Polygon

Line, Polygon, Pencil Tool, Eraser Tool

Shift+D (Windows only) Shift+D

Text Box tool X X

Attach file as comment J J

Cycle through attach tools: Attach File,

Record Audio Comment

Shift+J Shift+J

Move focus to comment Tab Tab

Move focus to next comment Shift+Tab Shift+Tab

Open pop-up note for comment that has

focus

Enter Return

Result Windows/UNIX Action Mac OS Action

Previous screen Page Up or Shift+Enter Page Up or Shift+Return

Next screen Page Down or Enter Page Down or Return

First page Home or Shift+Ctrl+Page Up or

Shift+Ctrl+Up Arrow

Home or Shift+Command+Up

Arrow

Last page End or Shift+Ctrl+Page Down or

Shift+Ctrl+Down Arrow

End or Shift+Command+Down

Arrow

Previous page Left Arrow or Ctrl+Page Up Left Arrow or Command+Page Up

Next page Right Arrow or Ctrl+Page Down Right Arrow or Command+Page

Down

Previous open document Ctrl+F6 (UNIX) Command+F6

Next open document Shift+Ctrl+F6 (UNIX) Shift+Command+F6

Scroll up Up Arrow Up Arrow

Scroll down Down Arrow Down Arrow

Scroll (when Hand tool is selected) Spacebar Spacebar

Zoom in Ctrl+equal sign Command+equal sign

Zoom out Ctrl+hyphen Command+hyphen

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Keys for general navigating

Keys for working with navigation panels

Result Windows/UNIX Action Mac OS Action

Move focus to menus (Windows, UNIX);

expand first menu item (UNIX)

F10 Control+F2

Move focus to toolbar in browser and

application

Shift+F8 Shift+F8

Move to next open document (when

focus is on document pane)

Ctrl+F6 Command+F6

Move to previous open document (when

focus is on document pane)

Ctrl+Shift+F6 Command+Shift+F6

Close current document Ctrl+F4 Command+F4

Close all open documents Not available Command+Option+W

Move focus to next comment, link, or

form field in the document pane

Tab Tab

Move focus to document pane F5 F5

Move focus to previous comment, link, or

form field in the document pane

Shift+Tab Shift+Tab

Activate selected tool, item (such as a

movie clip or bookmark), or command

Spacebar or Enter Spacebar or Return

Open context menu Shift+F10 Control+click

Close context menu F10 Esc

Return to Hand tool or Select tool Esc Esc

Move focus to next tab in a tabbed dialog

box

Ctrl+Tab Not available

Move to next search result and highlight

it in the document

F3 F3

Search previous document (with Search

results displaying multiple files)

Alt+Shift+Left Arrow (Windows

only)

Command+Shift+Left Arrow

Search next document (with Search

results displaying multiple files)

Alt+Shift+Right Arrow (Windows

only)

Command+Shift+Right Arrow

Select text (with Select tool selected) Shift+arrow keys Shift+arrow keys

Select next word or deselect previous

word (with Select tool selected)

Shift+Ctrl+Right Arrow or Left

Arrow

Not available

Result Windows/UNIX Action Mac OS Action

Open and move focus to navigation pane Ctrl+Shift+F5 Command+Shift+F5

Move focus among the document,

message bar, and navigation panels

F6 F6

Move focus to previous pane or panel Shift+F6 Shift+F6

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Keys for navigating the Help window

Move among the elements of the active

navigation panel

Tab Tab

Move to previous or next navigation

panel and make it active (when focus is on

the panel button)

Up Arrow or Down Arrow Up Arrow or Down Arrow

Move to next navigation panel and make

it active (when focus is anywhere in the

navigation pane)

Ctrl+Tab Not available

Expand the current bookmark (focus on

Bookmarks panel)

Right Arrow or Shift+plus sign Right Arrow or Shift+plus sign

Collapse the current bookmark (focus on

Bookmarks panel)

Left Arrow or minus sign Left Arrow or minus sign

Expand all bookmarks Shift+* Shift+*

Collapse selected bookmark Forward Slash (/) Forward Slash (/)

Move focus to next item in a navigation

panel

Down Arrow Down Arrow

Move focus to previous item in a

navigation panel

Up Arrow Up Arrow

Result Windows/UNIX Action Mac OS Action

Open Help window F1 F1 or Command+?

Close Help window Ctrl+W (Windows only) or Alt+F4 Command+W

Move back to previously opened topic Alt+Left Arrow Command+Left Arrow

Move forward to next topic Alt+Right Arrow Command+Right Arrow

Move to next pane Ctrl+Tab See Help for your default browser

Move to previous pane Shift+Ctrl+Tab See Help for your default browser

Move focus to the next link within a pane Tab Not available

Move focus to the previous link within a

pane

Shift+Tab Not available

Activate highlighted link Enter Not available

Print Help topic Ctrl+P Command+P

Result Windows/UNIX Action Mac OS Action

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Keys for accessibility

Result Windows Action Mac OS Action

Quick Check tool Shift+Ctrl+6 Shift+Command+6

Change reading settings for the current

document

Shift+Ctrl+5 Shift+Command+5

Reflow a tagged PDF, and return to

unreflowed view

Ctrl+4 Command+4

Activate and deactivate Read Out Loud Shift+Ctrl+Y Shift+Command+Y

Read only the current page out loud Shift+Ctrl+V Shift+Command+V

Read out loud from the current page to

the end of the document

Shift+Ctrl+B Shift+Command+B

Pause reading out loud Shift+Ctrl+C Shift+Command+C

Stop reading out loud Shift+Ctrl+E Shift+Command+E

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Index

Numerics

3D content

3D preferences 323

bookmarking views 322

commenting 324

cross sections 317

defined views 322

interacting with 311

JavaScripts 326

measuring 318

Model Tree 314

viewing 313, 314, 315, 322

3D measurements

convert to comments 325

3D toolbar 311

absolute colorimetric intent 93

accelerators, single-key 258

accessibility

automatic scrolling 258

bookmarks 252

checking 253

creating forms 265

creating PDFs 262

elements of 252

fonts 252

forms 266

keyboard shortcuts 258

language 252, 267

preferences 255

Quick Check 254

Read Out Loud 260

reading order 253

searchable text 252

security 252, 267

tags 253

web pages 263

Accessibility Setup Assistant 255

accessible text

about 259

compared to plain text 128

Acrobat Distiller

about 85

naming files 86

settings 86, 87, 89

Acrobat Self-Sign Security. See Default

Certificate Security

Acrobat. See Adobe Acrobat

Acrobat.com

about 132

preferences 134

sharing files on 132

sharing PDF Portfolios on 107

uploading documents to 132

using for forms distribution 136

using in shared reviews 136

actions

adding to links 278

adding to media clips 280

adding to pages 279

mouse 193

opening 279

page opening and closing 279

types of 279

activation of software 1

Actual Size command 38

Add Tags To Document 266

Adobe Acrobat

comparing versions 96

compatibility with earlier versions 124

version compatibility 78, 90, 124

Adobe Bridge

Creative Suite color settings 329, 330

Adobe ConnectNow 134

Adobe Digital Editions 51

Adobe Exchange 3

Adobe PDF conversion settings 87

Adobe PDF options

Advanced settings 95

color options 93

Font settings 92

overriding 98

settings 89

Adobe PDF printer

creating custom page sizes 68

creating PDF 65

printing preferences 66

setting properties 67

Adobe PDF settings. See Adobe PDF options

Adobe Photoshop

resampling and compressing images

with 98

Adobe Policy Server (APS) 225

Adobe Product Improvement Program 1

Adobe RGB color space 343

Advanced Adobe PDF options 95

Advanced Search Options pane 305

Allow Layer State to Be Set by User

Information option 33

Allow PostScript File To Override Job

Options 98

alternate text, in document conversion 128

Analysis toolbar 299

analyzing 3D models. See measuring

angles, measuring 318

Apply Print Overrides option 351

approving PDFs

about 166

approval workflow 167

signing 242

Arabic language 52

Area tool 44

Arrow tool 155

arrows

creating 155

deleting 156

art boxes 37, 115

Article tool 282

articles

about 281

changing 282

navigating 32

reading 279

setting properties 284

Articles panel 33

articles, scrolling 33

Asian fonts, downloading 356, 357

Asian language PDFs 52

Asian text

adding comments in 157

converting to PDF (Windows) 52

converting web pages to PDF 80

364USING ACROBAT 9 STANDARD

Index

Last updated 9/30/2011

embedding 52

printing as bitmap images 52

width only versions 101

Assign Profile command 341

assistive technology, and AutoSave 123

Attach File As Comment tool 159

Attach For Email Review command 139

attaching

files to PDFs 159

sound 158

source files 77

attachments

searching 302

securing 228

audio clips. See media clips

author

name on comments 149

searching by 305

Auto-Complete

about 205

preferences 170

Automatically Scroll

about 258

command 29

autosave

about 123

file 123

preferences 34

saving 123

background

adding 111

downloading 32

removing 113

background, in 3D models 314

Background Removal option 62

bicubic downsampling 92

black generation 94

black point compensation 346

bleed boxes 37, 115

bleeds

page size and 68

booklet printing 352

bookmarks

for 3D views 322

about 270

accessibility 252

appearance 270

creating 270

creating from web pages 84

deleting 271

destination 270

finding current 28

generating 126

hiding after use 29

in PDF layers 297

managing 270

navigating with 28

printing associated pages 354

searching 302, 305

showing and hiding 28

tagged 273

tagged, organizing web pages 280

Bookmarks panel 29

Bookmarks tab, opening 28

bookshelf 51

Boolean operators

about 305

searching text with 305

braille printers, creating text for 259

Bridge. See Adobe Bridge

browsers. See web browsers

buttons

about 193

editing 195

importing data with 199

labeling 195

labels 24

measuring 44

pop-up effects 196

reset form 198

showing and hiding 24

Submit 197

byte-serving 32

CalRGB color space 93

cascading style sheets 80

CCITT compression filters 98

certificates

automatic download 209

creating 233

directory servers and 224

setting trust levels 223

sharing 220

verifying 223

certified document, multimedia in 310

certifying

checklist 244

documents 244

CGI

applications 197

export values 199

check boxes, as form elements 171

Chinese text

See also Asian text

adding comments in 157

Chinese, traditional and simplified 52

CID fonts Type 2, preserving hinting

information 356

Circle tool. See Oval tool

circles

creating 155

deleting 156

CMYK

color profiles 94

color space, converting images to 93

Collections, organizing PDFs 47

color

See also Asian text

Adobe PDF settings 92

changing 286

downloading Asian 52

embedding and substitution, PDFs 100

embedding in PDFs 100

embedding with TouchUp Text tool 287

for comments 148

getting information on 292

in PDFs 100

listed in document properties 292

PostScript names 101

subsetting 92

substituting 101

footers

adding 109

adding during web conversion 84

deleting 111

editing 111

form actions

resetting 280

showing fields 280

submitting 280

form fields

See also Asian text

adding comments in 157

JavaScript

with 3D content 326

in forms 174

running a JavaScript action 280

support, Web Capture 80

joboptions file, default location 90

JPEG 2000

transparency layer 300

JPEG compression 98

JPEG images

searching by 305

jumping to pages 279

keyboard commands 32, 258

keyboard shortcuts

exiting Full Screen view 33

single key accelerators 33

keywords, searching by 305

Korean language PDFs 52

Korean text

See also Asian text

adding comments in 157

labels, showing and hiding 24

language

accessibility 252

change in video 309

right-to-left 52

support 52

Last Page button 28

Layer Properties option 351

layers

about 296

adding content 298

locked 296

navigating 297

printing 296

reordering 297

searching 302

viewing 296

Layers command 351

lighting, 3D models 314

line art

compressing 92

defined 98

Line tool 155

Line Weights view 43

lines

creating 155

deleting 156

lining up objects, guides 43

Link tool 273

linked files, color management

considerations 332

links

to 3D views 322

adding actions 278

creating 274

deleting 275

editing 274, 275

underlining 84

working with 273

list boxes, about form elements 172

live collaboration, about 133

LiveCycle Designer, creating PDFs 265

loading XMP metadata 294

location data

copy to clipboard 300

exporting 301

Locked option

actions 278

locking

comments 150

documents for security 216

PDF layers 296

toolbars 24

long-term signature validation 247

lossy and lossless compression 99

lost work, recovering 123

Lotus Notes, display PDFMaker in 69

Loupe tool 39

magnifying views 37

Adobe Using Acrobat 9 Standard 9.0 Instruction Manual En

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