Transcript Using Adobe Acrobat 7.0 - Colorado State University

Using Adobe Acrobat 7.0
Colorado State University
Cooperative Extension
Technology Unit
Basics
What is Adobe Acrobat?, Navigating in
Adobe Reader, Using Full Screen mode
in Adobe Reader
What is Adobe Acrobat?
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Creates .pdf files
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pdf = Portable Document Format
Used to distribute forms and documents in a standardized
format
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Can be read by free (and widely distributed) Adobe reader
Security tools:
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Restrict who can see the document
Digitally sign/certify documents
Restrict printing (no printing, or low resolution only)
Restrict text/images from editing, copying and pasting
Particularly useful for web and email
What is Adobe Acrobat (con’t)?
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Original document is authored in another format,
then converted
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Office apps: Word, Wordperfect, PowerPoint,
Excel, Outlook
Graphics: .bmp, .gif, .jpeg, .ng, .eps, .psd
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.html (single web page, or entire web sites)
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Convert your own .html (to preview site for client)
Pull sites directly off the web by typing web address
into Acrobat
Combine multiple documents (and multiple
document types) into one .pdf document
3 types of Acrobat
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Adobe Reader
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Adobe Acrobat (standard)
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Converts most office applications and graphics to .pdf
Supports some multimedia, downloads websites
About $45 at CSU Software Cellar
Adobe Acrobat Pro
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Formerly called Acrobat Reader
Free, widely distributed
Can read .pdfs, but not create
If you offer .pdfs, always offer the link to the free reader as well
(www.adobe.com – logo found there as well for an image link)
Interactive forms (buttons, checkboxes, text fields)
Supports more multimedia
MS Visio, MS Project, AutoCAD, Mac pict format
About $69 at CSU Software Cellar
Navigating in Adobe Reader
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Navigation tools in Reader:
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Bookmark and page tabs at left side
Page toolbar at bottom
Zoom toolbar at top
Single/Continuous/Facing options at lower right
Full Screen View for presentation (lower left)
Scrollbars
Hand tool (drag doc from page to page)
Good idea to preview a doc in Reader, NOT
Acrobat, to get a sense of what the enduser will see
Full Screen View in Adobe Reader
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Mimics basic PowerPoint presentation
Add limited transitions and auto-timing
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In Acrobat:
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Page tab>Options>Page Transitions
Set Effect, speed of effect
Auto-flip to create a self timed show
All pages, or a range
Hit Full Screen button to play
slideshow
Creating a .pdf
Converting Microsoft Office documents,
non-Office documents, images, multiple
documents, websites
Converting Microsoft Office Documents
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Acrobat will add PDFMaker to your toolbar upon
installation (unless you decline)
Three buttons:
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If you don’t see PDFMaker:
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Create .pdf
Create .pdf and email
Create .pdf and Send for Review
R-click near toolbars and check PDFMaker toolbar
If no PDFMaker toolbar option: Help>About…>Disabled
Items>Choose Acrobat>Enable button
PDF Conversion Settings
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After install, should
see “Adobe PDF”
menu listed
Same 3 options as
toolbar, and a fourth:
“Change Conversion
Settings”
Each MS Office
Application has
similar - not identical
- set of Conversion
Settings
PDF Conversion Settings (con’t)
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These 4 are common to most MS Office Apps
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Attach Source File to PDF
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Adds source file (e.g. Word, Excel) to .pdf as an attachment
Nice option, but obviously increases file size
Add Bookmarks to PDF
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Good option for PPoint and Excel
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Can seem a little haphazard in Word
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Links in native app. a better “look and feel” than adding them in
Acrobat
Enable Accessibility and Reflow with Tagged PDF
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Creates a bookmark for each Heading and/or Style
Often easier to create Word bookmarks in Acrobat
Add Links to PDF
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Adds bookmark for each slide/sheet in document
Allows re-flowed text for PDAs, text-to-speech, etc.
Only downside is a larger file size
Converting Word to PDF
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Conversion settings specific to Word
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Word Tab
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Bookmarks tab
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Convert displayed comments to notes
Convert cross-references, TOC to links
Convert footnote/endnote links
Choose which headings and styles convert to
bookmarks
A good choice IF your are already working with styles
and headings to denote sections
Otherwise, do it in Acrobat
Creating Bookmarks in Word
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Assign a heading to
every section in doc that
require a bookmark
You can convert text to a
heading quickly using the
Format painter
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Apply style to text once,
select text, click Format
Painter TWICE
Go through document
selecting text – it will
convert to that heading
Converting PowerPoint to PDF
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Conversion settings specific to PowerPoint
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Save Slide Transitions
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Save Animations
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Slide-sorter view – you can “hide” slides to avoid deleting them
PDF Layout based on PowerPoint printer settings
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Applies to video, sound, images
Make sure and test! Lots of tweaking required for this!
Convert hidden slides
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Only saves simple ones – best to add after the fact
Only need them in Full Screen mode
Convert multimedia to PDF multimedia
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Only saves simple ones – best to add after the fact
Only need them in Full Screen mode
Important for printing Notes page, Handouts
After settings set, set printer to Adobe PDF
Converting Excel to PDF
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Conversion settings specific to Excel:
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Convert Entire Workbook is an option in the
Adobe PDF menu
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Convert comments to notes
Fit worksheet to single page (grayed out if
Convert Entire Workbook is selected)
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Each worksheet has a bookmark
Good option if doc is likely to be printed (as Excel
worksheets can be hard to print and show all
rows/columns)
Converting Publisher to PDF
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Specific to Publisher
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Preserve Spot Color
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Print Crop Marks
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For .gif, .png, .tiff
These are options for high-end printers
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Color extending beyond edge to allow for variations in cutting
Preserve Transparency
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Where paper is cut
Allow Bleeds
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All black and white except for chosen spot colors
If you are using a professional printer, call and ask them
what they require
Converting Access to PDF
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Specific to Access
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Only 2 options in Conversion Settings:
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Tables can only be converted one at a time
Multiple reports can be converted
simultaneously
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Attach source file
Create bookmarks
Adobe PDF menu>Convert multiple reports to
single PDF
Combining Multiple Access Reports
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Pretty simple – add reports from left column to
right column, arrange, Convert to PDF
Converting Outlook to PDF
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Good way to archive emails
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Can also combine emails with other
documents
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Includes attachments
4 bookmarks created, sorting emails by date,
sender, subject, folders
Include email exchanges discussing document
along with document itself
Select messages or folders to archive, then
convert
Converting non-MS Office documents
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Two methods:
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Open document in native application
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Open Adobe Acrobat
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File>Print>Choose Adobe PDF as printer
It won’t print the file, merely convert
Good for Photoshop, Wordperfect, etc.
Works for Office Apps too
Create PDF>From File
Browse to the file
Combining documents
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Open Acrobat
Create PDF>From Multiple Documents
Can be a mix of document formats (VERY handy)
Browse to files, select, arrange, click OK
Converting Images
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.jpeg, .gif, .png, .tiff, .bmp, .eps
Don’t need a native application, because
there is none
Open Acrobat
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Create PDF>From File>Browse to image
Create PDF>From Multiple Files>Browse to
images and create a montage that can work as a
slideshow in Full Screen Mode
Converting websites to PDF
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Convert either existing website, or html
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Second option a good way to preview a website
for client without actually publishing the site to a
server
Open Acrobat
Create PDF>From Website
Type in URL or browse to .html file
The Convert Website Dialogue Box
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Get entire site
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3 ways to limit download
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Rarely a good idea unless it
is small and self contained
(i.e. no links to other sites)
Get only 1 or 2 levels
Stay on same path (will
remain within root folder)
Stay on same server (will go
outside root folder but only
convert links to sites on
same server)
Converting Websites: Helpful Hints
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If you need to capture large
sections of a sprawling site or
one that links to many other
places, capture small sections
or individual pages and pull
them together with Create
PDF>Multiple files
Use the Settings button, Page
Layout tab to size and scale
large web pages
Links in document still active for
downloaded pages
Converting a website: 3 examples
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Create PDF>From Website
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http://www.ext.colostate.edu
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http://www.radon.org/
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Good example of a “Get Entire Site” candidate
Only links are to meaningful docs related to Radon
Includes slideshow downloaded intact
Browse to kiddos/kiddos.htm
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Good example of a large, sprawling site – “Get Entire Site” would be
downloading for days
1 level gets you only the current page
2 levels pull ALL the links from this page, including navigation buttons
at top (65 pages total)
Stay On Same Path/Server not very useful as most links are ON this
path (SOSP gives a 47 page doc)
Converted from local site, not from server
Adding Navigation Aids
Creating Bookmarks, Links, and
Hotspots
Adding bookmarks
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Often easier to add Bookmarks in Acrobat rather
than native application
Not just a navigation tool – also shows structure of
document at a glance
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Go to page you want to bookmark
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Choose view (width, height, zoom in to specific object)
Bookmarks pane>New Bookmark icon
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Use Table of Contents as guide
Name bookmark
Drag up or down in order
Drag under and to the right to nest it within a larger
bookmark
Adding Bookmarks (con’t)
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Set view of page for bookmark - Fit Width or
Height, zoom in to a specific feature
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Often looks nice to have first page at fit width, ret
of doc at fir height
Drag bookmarks around after creation to set
order
Nest bookmarks within other bookmarks by
dragging child under and just to the right of
parent
Bookmark Options
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Options button
allows:
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Change text size
Wrap long
bookmarks
Use Properties to
change color and
style (bold, italics,
bold and italics)
Adding text links
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Unlike bookmarks, MS Office does better
looking links than Acrobat
If possible, create links in native application
If not:
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Bring up document in Acrobat
Choose Select tool and select text
R-Click (away from markup options icon) and
choose Create Link
Adding text links (con’t)
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Type: visible rectangle
Style: underline
Highlight style will add a
basic behavior
Action: open a web page
(though you can link to
other docs, or spots in
this doc)
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“Next” takes you to URL
box
For email, mailto: followed
by address
Hotspot and Image links
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Same process, just
use the Snapshot tool
instead of select
A visible rectangle and
some type of link
behavior is wise, to let
the end user know
there is a link
Adding attachments, comments
and mark-up, touching up text
Attachments, Attaching a File as
Comment, Adding Comments and Markup, Sending Documents for Review,
Touching Up Text
Attachments
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Most basic attachment is the source file
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To add any other docs as an attachment,
click the paper clip and browse to the file
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Add automatically in Conversion Settings
To view, click the Attachments tab, doc will appear
in the Attachments pane
Attach a File As Comment
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Helps the end-user know there is an
attachment, and allows you to comment on
the attachment
Click the pulldown arrow to the right of the
paper clip icon, and choose the paper clip
with comment balloon
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Cursor will become crosshair
Click where you want comment to appear
Dialogue box will appear
Attach a File as Comment (con’t)
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Choose graph,
paperclip, pushpin,
comment balloon
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Choose color and opacity
General tab allows you
to add author’s name
and a description
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Rollover shows author and
description
Click the icon, or use
attachment tab to open
attachment
Adding Comments - Notes
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Click “Comments and
Markup”, Commenting
Toolbar will appear
Note tool to add a text
comment
Click-and-drag to define size
of text box
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Type in your text, Close box
Select, then Options>Properties
will allow you to choose icon,
color, author’s name, etc.
Rollover of icon reveals
comment
Adding Comments – Text Edits
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Click Text Edit button
To Insert text:
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To Delete text:
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Select text, hit Delete
Text is crossed out
To Replace text:
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Click between where you want to insert, start typing
Carat appears, rollover reveals inserted text
Select text, start typing
Text is crossed-out, carat appears, rollover reveals
replacement text
Adding Comments – Stamp Tool
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Click Stamp tool
You’ll be prompted for identity info (which you can
skip)
Cursor turns into a little stamp icon (first time) or the
last stamp used
Pull-down at right allows you to choose a stamp in
several categories: Dynamic (date, time, author),
Sign here, Standard business, Custom
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Custom requires an image – Acrobat will size it
Click where you want stamp to appear on document
Adding Comments – Highlighting and
Attach File as Comment tools
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Highlighting tool
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Attach File as Comment tool
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Highlights text
Click highlight button, Select text to highlight
Pulldown allows underline and cross-out highlight options
Previously discussed in slide 41
Pull-down allows Record Audio Comment
Click it, Click on Document, Sound recorder appears
Click Red circular button to record, black Rectangle to stop
Choose icon, add author and description (will show in
rollover)
Adding Comments – Show Comments
Tool
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If there a lot of comments,
you can sort (or hide) using
the Show button
Hide all, or sort by:
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Type, Reviewer, Status,
Checked state
All comments will be
shown by clicking the
Comments tab at the left
Markup Toolbar – Callout Tool
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Click Comments and Mark-up Pulldown,
choose Show Drawing Markup Toolbar
Click callout tool, click where in document
you want arrow to END (in the example, just
below picture)
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Type text into text box
You can resize textbox, end point and “elbow” of
arrow after the fact using sizing boxes
Markup Toolbar – Cloud Tool
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Click Cloud tool
Draw a polygon by selecting multiple
points in document
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Make sure you finish the polygon by
returning to your starting point
Acrobat will draw a cloud around polygon
R-Click, choose properties, Add note to
add a comment inside
Best use is for highlighting a section of a
graphic
Markup Toolbar – Arrow and Drawing
Tools
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Arrow tool is default tool, but pulldown gives
you rectangles, ovals, lines, polygons,
freehand pencil and pencil eraser
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Work similarly to standard Microsoft Office
drawing tools
Good for graphics, so you can circle, point to, and
outline areas for review (and comment with notes
tool)
Right-click>Open Pop-Up Note to add comment
Markup Toolbar – Dimensioning Tool,
Text Box Tool
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Dimensioning tool
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Good for graphics
Click and drag for arrow endpoints
Type text next
Text box tool
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Click-and-Drag to define box, then type in text
Right-click>Properties to change fill color, line
size, opacity, etc.
Sending Documents for Review
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Third button over on PDFMaker suite of
buttons
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In Acrobat menu, use the Send For Review button
Allows you to email a PDF to multiple
recipients for review
If they have Adobe Reader 7 or later, it will
temporarily turn on Commenting and Markup
for them to comment on that doc alone
They don’t have to buy Acrobat
Sending Documents for Review (con’t)
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Choose
document for
Review
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Invite reviewers
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Type in email
addresses or use
Address Book
button if you
have Outlook
Sending Documents for Review (con’t)
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Customize review options
button allows:
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Auto-generated email
subject and message
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Choose reply email
address(es)
Turn on Markup
By default, allows Adobe
Reader to participate in review
Use this window to customize
subject and message
Editing PDF Documents
Touching Up Text and Objects, Working
with Pages, Working with Thumbnails
Touch-Up Text and Objects Tools
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VERY COOL!
You can change text in PDF after the fact
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Tools>Advanced Editing>Touch Up Text Tool
Click where in doc you want to edit text
Make text changes, save document
You can move and edit graphics after the fact
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Tools>Advanced Editing>Touch Up Objects Tool
Click and Drag to define object
Drag to move
Right-click>Edit Object to bring it up in Photoshop or other
Image editor
Must first choose Image editor in Acrobat
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Edit>Preferences>Touch-Up>Browse to Image Editor
Editing Pages
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Use Pages tab at left
Options button at top allows:
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Inserting, extracting, replacing, deleting
Cropping, rotating, transitions
Page numbering
Printing
Embedding, reducing, enlarging
thumbnails
Properties: tab order, actions
Editing Pages (con’t)
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Inserting
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Extracting
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Deletes a page range, replaces those
pages with another document (or section
of document)
Deleting
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Pulls a page range out of entire
document
Replacing
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Options>Insert Pages
Browse to File to Insert
Choose where (before or after, which
page)
Deletes a page range within document
Editing Pages – Cropping
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Cropping best done
in native application
Cropping dialogue
box is huge
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May need to adjust
dpi if the whole
screen doesn’t show
R-click on
background>
Properties>Settings
tab>Advanced
button>DPI setting
Editing Pages - Cropping (con’t)
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Use Top, Bottom, Left, Right
to adjust crop (result will
show in preview)
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Constrain proportions will keep
proportions intact
Choose standard paper
sizes or create a custom one
Work with just one page or
range of pages
Editing Pages - Rotating
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Rotate pages
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Choose direction, page
range
Can choose only even
or odd, only landscape
or portrait
Editing Pages - Numbering
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Page Numbering
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Important to make sure Acrobat’s
page numbering matches page
numbering in original document
Combining docs, replacing pages
can mess with numbering
Choose range, numbering style,
prefix before number, starting
number
Can extend numbering from
previous section
Editing pages - Thumbnails
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Embedding thumbnails increases file size (2K
per thumbnail), but they don’t have to load
every time you bring up the doc
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Large documents will take several seconds to
dynamically load thumbnail images on the fly
every time doc is opened
Embed, Remove, Reduce, Enlarge from
Options menu
Optimizing documents
For web, print, CD, email
Optimizing for Print and CD
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For documents disseminated via print and CD
(where file size is not an issue) set Image Quality to
High or Maximum
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For high-end commercial printers
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Adobe PDF>Change Conversion Settings> Settings
tab>Advanced Settings button
Choose Image at left
Set all 3 Image Quality pulldowns to high or maximum
Turn off Downsampling and Compression
Call and ask them (2400 dpi is common)
Adobe PDF>Change Conversion Settings> Settings
tab>Advanced Settings button
Choose General at left, set DPI to recommended level
Optimizing for the Web and email
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For web or email, file size IS an issue
Several ways to lower file size
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In MS app, Adobe PDF>Change Conversion
Settings> Settings tab>Advanced Settings button
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In Acrobat, File>Reduce File size
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Choose Image at left
Set image quality pulldowns to low
Choose compatibility: the later versions of Acrobat will
allow greater file reduction
Optimizing for the Web and email (con’t)
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In MS Office apps
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For graphic intensive docs
Bring up Picture toolbar
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Choose Compress
Choose All pictures, Web/screen
Check Compress pictures, Delete
cropped pictures (if applicable)
A handy tip, Acrobat or not
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R-click in toolbar area, choose
Picture
Particularly useful for PPoints on
the web
Creating Acrobat forms and
gathering data
Using Adobe Designer to create forms,
Gathering and compiling data
Acrobat Forms
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Pro version only
EASY no-database way to post a form on the web
and gather data from it
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Post form
They have option of printing/mailing or emailing
Emailed data can be compiled automatically by Acrobat
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Tutorial is available on the web:
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Saved in Excel format
Mailed data can be added by hand
http://www.ext.colostate.edu/acrobat_forms/
Creating the Form
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Open Acrobat
Advanced>Forms>Create New Form or Forms button>Create
New Form
Acrobat Designer (which is bundled with Acrobat Pro) opens,
New Form assistant opens
Step 1 – choose base document
 You can import an existing Word .doc or PDF, choose a Adobe
template, or build it from scratch
 Lots of text?
 Create it in Word, import it
 If you have problems with Word, convert it into a PDF and
import that
 When importing PDF, “Maintain Editability” is a good choice
Creating the Form (con’t)
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Step 2 - Choose page size,
orientation
Step 3 - Choose Return
method
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1 – Fill, then submit via email
2 – Fill, then submit via mail, or
print and mail in
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Gives end user most options
3 – Filled electronically, then
printed and mailed
4 – Printed, filled manually,
mailed
Step 4 – Give return email
address for data
Using Designer
Document pane
Preview tab
Print and Submit by
Email buttons
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Library
Object palette
Using Designer (con’t)
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Document pane
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Text is inside blue boxes – click inside to work with text
Drag field types from Library into Document pane to create
answers for each question
Library
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Field types:
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Each field has a space to type in answer text
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Text only (question text, answer text)
Radio buttons (single answer questions)
Checkboxes (multiple answer questions)
Text fields (open end questions)
Numeric fields (dates, phone numbers)
Or, do answer text with Text only field
Using Designer (con’t)

Preview tab


Check on your work periodically by clicking the preview tab
and seeing what final result will look like
Objects palette

Click on objects (radio boxes, text fields, submit buttons) in
document pane to manipulate properties


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Give questions descriptive names (e.g. “q1”, “fname”) rather
than default name (e.g. “radiobuttonlist”)
Give each answer choice distinct values (yes=1, no=2,
9=don’t know)
Using Designer (con’t)



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Radio buttons (single choice) should
have same name (e.g. q3) and different
values (e.g. 1=dolphin, 2=flounder)
Checkboxes (multiple choices allowed)
should have different names (e.g. q4-1,
q4-2), with an on value of 1, an off
value of 0
Designer is pretty good about
recognizing when answer choices are
part of the same question, and
assigning values automatically
Collecting the Data


When “Submit by Email”button is clicked,
data will be sent in an email as an .xml
attachment (poll.xml)
Save all attachments in the same folder


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RENAME FILE each time (e.g. poll1.xml,
poll2.xml, etc.) so you aren’t overwriting files
Save mailed forms to be hand entered after
emailed data is compiled
Compiling the Data

Open Acrobat


File>Form Data>Create
Spreadsheet From Data
Files
Browse to folder
containing .xml files
from emails



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Use Shift button to pull
in multiple files
Click Export
Results will show up in
MS Excel Format
Security
Document security settings, Digital IDs,
Digital signatures, Digital certification
Security Settings – Simple password

Password to open


In native application (Word, PowerPoint):




74
Can be set before or after
Adobe PDF>Change Conversion Settings>Security tab
Check checkbox, type in the password
WRITE IT DOWN!
Make sure ALL end-users have Reader 5.0 or higher, as
well as the password
Security Settings – Simple password (con’t)




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Can also be done in Acrobat
File>Document Properties>Security tab
Choose “Password Security” as Security
Method
Check “Require a Password…” checkbox,
type in password
Security Settings – Password for
permissions


You can password restrict changes to
document, printing of document, cutting and
pasting
In native application:

76
Adobe PDF>Change Conversion Settings
>Security tab
Security Settings – Password for
permissions (con’t)


Pulldown options for printing:
Pulldown options for editing:

Copy-and-pasting content can be restricted by
keeping option “Enable copying...” Unchecked

“Enable Text access for screen readers…” should
always be checked to be compliant with accessibility
regulations
77
Security Settings – Password for
permissions (con’t)




As with a simple password, password for
permissions can also be done in Acrobat
File>Document Properties>Security tab
Choose “Password Security” as Security Method
Check “Restrict Editing…” Permissions checkbox,
type in password

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Remaining steps same as in MS Office application
Certificate Security and Digital IDs



Certifies you approve of the document and that no
changes have occurred since your approval
Encrypts content
It can be a self-signed Certificate or a third party
Certificate



Two steps:


79
Third party more secure
You’ll have to pay
Create a Digital ID
Create Security Certificate
Creating a Digital ID

In Acrobat



Choose kind of certificate

80
Advanced>Security Settings>Digital IDs>Add ID
Wizard will take you through process
In most cases, self-signed will suffice
Creating a Digital ID (con’t)

Choose ID storage


81
1st option more
friendly to non-MS
apps
Enter profile info
Creating a Digital ID (con’t)

82
Choose file location and password
Signing a document


Confirms you have reviewed the document
and it has not been changed since signing
Two types:



Simple signing



83
Simple signing
Certified signature
Sign button>Sign this document
Choose “Invisible” or “Create Sign field”
If “Create Sign field” click-and-drag to define
space where signature goes
Signing a document (con’t)





Choose which ID (if
more than one)
Confirm password
Give reason for signing
from dropdown
A good idea to click
“View Digital ID” to
preview appearance
“Show Options” button
will allow you to
manipulate appearance

84
A good idea, particularly if
you have a graphic or logo
Signing a document (con’t)



85
After clicking Show
Options, click New or
Edit
Choose Imported
graphic, use File
button to browse to
logo
Use Configure Text
checkboxes to add and
remove signature
components (date,
reason, etc.)
Signing a document (con’t)



Click Sign and Save or Sign
and Save As for different file
name
Signature appears on document
Click Signature tab at left

86
Signature data appears in
Signature pane
Certified Signature



Same process (Sign button>Sign this document),
except choose “Certify Document” on first screen of
wizard
Choose Allowed actions (no changes, fill-in forms
only, comments and fill in forms only)
Option of showing certification on document

87
If yes, you’ll click-and-drag to define box for certified
signature
Certified Signature (con’t)

Certified Signature
will show on
document (if you
chose that option)

Will show in
Signature pane upon
clicking Signature tab
at left
88
Certified Documents



89
File>Save as Certified Document
Wizard steps same as Certified Signature
Result:
Certificate Security

Allows you to create a list of “trusted
identities” to send document to



First step: swap Digital IDs



90
Only they can open the document
Can vary security setting for different people on
the list
Advanced>Security Settings
Highlight your digital ID, click Export Certificate
Choose “Email the data to someone” and follow
the steps
Certificate Security (con’t)


Click Secure button>Secure This Document
Choose which policy


91
Restrict document to only be read by people on
trusted identities list
Restrict opening and editing only
Certificate Security (con’t)

92
Choose to encrypt all, all but metadata (will
allow search engines to know general
content), or attachments only
Certificate Security (con’t)



93
Choose which people
on your trusted
identities list are to
see the document
Browse to folder
where you saved other
people’s Digital IDs
Select specific
identities and click
Permissions to specify
different security
settings for different
people