ABBYY PDF Transformer 3 User Manual

ABBYY

Version 3.0 User’s Guide

PDF Transformer

ABBYY® PDF Transformer 3.0 User’s Guide

Information in this document is subject to change without notice and does not bear any commitment on the part of ABBYY. The software described in this document is supplied under a license agreement. The software may only be used or copied in strict accordance with the terms of the agreement. It is a breach of the "On legal protection of software and databases" law of the Russian Federation and of international law to copy the software onto any medium unless specifically allowed in the license agreement or nondisclosure agreements. No part of this document may be reproduced or transmitted in any form or by any means, electronic or other, for any purpose, without the express written permission of ABBYY.

Adobe, Acrobat, the Adobe Logo, the Acrobat Logo and the Adobe PDF logo, Adobe PDF Library are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States and/or other countries.

ABBYY, the ABBYY logo, ABBYY PDF Transformer, ADRT are either registered trademarks or trademarks of ABBYY Software Ltd.

Microsoft, Outlook, Excel, PowerPoint, Windows Vista, Windows are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries.

All other trademarks are the property of their respective owners.

ABBYY® PDF Transformer 3.0 User’s Guide

Contents

Introducing ABBYY PDF Transformer 3.0......................................................................... 4

What Is ABBYY PDF Transformer 3.0?............................................................................... 5

What's New in ABBYY PDF Transformer 3.0...................................................................... 6

Converting PDF Documents ............................................................................................. 7

Converting PDF Documents in ABBYY PDF Transformer 3.0....................................................................................................................................7

Converting PDF Documents from within Microsoft Office Applications.......................................................................................................... 8

Converting PDF Files from Windows Explorer .....................................................................................................................................................................9

Additional Conversion Options......................................................................................................................................................................................................10

Extracting Text and Pictures from PDF Documents.......................................................................................................................................................11

PDF and PDF/A Conversion Features........................................................................................................................................................................................ 11

Redaction Tool............................................................................................................................................................................................................................................11

Adding Stamps............................................................................................................................................................................................................................................ 12

Bates Stamping........................................................................................................................................................................................................................................... 14

Improving Conversion Results........................................................................................................................................................................................................16

Converting Documents Written in More Than One Language............................................................................................................................... 22

Working with Texts in Hebrew, Chinese, Japanese, and Thai ......................................... 23

Installing Additional Languages......................................................................................................................................................................................................23

Recommended Fonts.............................................................................................................................................................................................................................23

PDF Conversion Window................................................................................................................................................................................................................... 24

Creating PDF Documents ............................................................................................... 25

Creating PDF Documents in ABBYY PDF Transformer 3.0.......................................................................................................................................25

Creating PDF Documents from within Microsoft Office Applications.............................................................................................................. 26

Creating PDF Documents from Windows Explorer........................................................................................................................................................ 27

Creating PDF Documents from within Other Applications.......................................................................................................................................28

Appending a File to a PDF Document....................................................................................................................................................................................... 28

Combining Multiple Files into a Single PDF Document............................................................................................................................................... 29

Activating and Registering ABBYY PDF Transformer 3.0 ................................................ 33

ABBYY PDF Transformer 3.0 Activation..................................................................................................................................................................................33

ABBYY PDF Transformer 3.0 Registration............................................................................................................................................................................. 33

Appendix........................................................................................................................ 35

How to Buy an ABBYY Product.....................................................................................................................................................................................................35

About ABBYY...............................................................................................................................................................................................................................................35

ABBYY Offices and Technical Support Contacts...............................................................................................................................................................36

Supported Formats..................................................................................................................................................................................................................................37

Interface Language...................................................................................................................................................................................................................................37

Current Date and Time in Stamps and Bates Stamps..................................................................................................................................................... 38

Glossary............................................................................................................................................................................................................................................................ 40

Keyboard Shortcuts.................................................................................................................................................................................................................................41

Using ABBYY PDF Transformer 3.0 Help................................................................................................................................................................................43

System Requirements.............................................................................................................................................................................................................................45

Technical Support .......................................................................................................... 46

ABBYY® PDF Transformer 3.0 User’s Guide

Introducing ABBYY PDF Transformer 3.0

This section provides an overview of ABBYY PDF Transformer 3.0 and its features.

Section Contents

● What Is ABBYY PDF Transformer 3.0?

● What's New in ABBYY PDF Transformer 3.0

ABBYY® PDF Transformer 3.0 User’s Guide

What Is ABBYY PDF Transformer 3.0?

ABBYY PDF Transformer 3.0 is an intuitive and easy–to–use tool which allows users to easily and quickly convert, create, edit, and protect any type of PDF document. Based on ABBYY's award–winning OCR technology and new ADRT technology, ABBYY PDF Transformer provides sophisticated PDF conversion which accurately turns PDF files into full–formatted, editable documents in 184 languages. PDF conversion and creation is fast and easy and can be accessed immediately from within Microsoft Office applications. The intuitive interface will guide you through the conversion steps. ABBYY PDF Transformer 3.0 comes complete with a set of advanced features for business users, such as the ability to combine multiple files into one PDF document, the ability to add stamps or Bates stamps, and a redaction tool for removing sensitive information. Featuring superior compression and PDF/A support, ABBYY PDF Transformer optimizes the size of your PDF files for long–term archiving.

ABBYY PDF Transformer 3.0 features

PDF conversion

● ABBYY PDF Transformer is built on world–renowned Optical Character Recognition (OCR), which makes ABBYY PDF Transformer the most versatile solution capable of converting all types of PDF files into various editable formats, preserving their original formatting.

● Integration with Microsoft Office allows you to convert PDF files directly from within Microsoft Word or Microsoft Excel.

● When converting PDF files, ABBYY PDF Transformer 3.0 automatically detects Internet links, e–mail addresses, headers, and

footers and recreates them in output documents.

PDF creation

● ABBYY PDF Transformer 3.0 allows you to convert various editable formats into PDF. You can also protect your PDF files from

● You can select a PDF saving mode depending on how you are planning to use your document: send it by e–mail, print it out in

● ABBYY PDF Transformer 3.0 allows you to save output files to disk or send them as e–mail attachments.

● You can now create a PDF document from multiple files of different formats.

unauthorized access.

high quality, or save it to an electronic document archive.

The program's flexible settings and ease of use allow you to:

● speed up PDF conversion by converting only selected pages or areas

● improve conversion quality by specifying the languages used in the PDF document and the areas to convert

● greatly reduce the size of the output PDF document

● protect PDF files you create from unauthorized access

ABBYY® PDF Transformer 3.0 User’s Guide

What's New in ABBYY PDF Transformer 3.0

Proprietary ADRT technology

ABBYY PDF Transformer 3.0 uses ABBYY's latest groundbreaking Adaptive Document Recognition Technology (ADRT). Now the program analyzes and processes documents in their entirety rather than separate pages. This approach preserves the logical organization of the document, retaining not only the original text and columns, but also the headers, footers, fonts, styles, footnotes, and the numbered captions of tables and pictures. The resulting electronic version can be easily edited and re–used.

Matching fonts and styles

Significant changes have been made to the font recognition module, which now identifies the fonts used in the original document and finds the best matches from the set of fonts installed on your computer.

Multi–language conversion

ABBYY PDF Transformer 3.0 can convert texts in 184 languages, including Chinese, Japanese, Thai, and Hebrew. ABBYY PDF Transformer 3.0 no longer requires you to manually select the language for your documents prior to starting OCR. The program uses advanced algorithms to detect the languages used.

PDF/A, DOCX, and XLSX support

● PDF/A Now you can save your documents in PDF/A, a commonly used format for long–term document storage in archives and libraries.

● DOCX and XLSX ABBYY PDF Transformer 3.0 integrates with Microsoft Office 2007, allowing you to convert PDF documents to DOCX and XLSX formats and create PDF documents from DOCX and XLSX files.

You must have the corresponding Microsoft Office 2007 application installed on your computer in order to work with DOCX and XLSX files.

New PDF compression format

When saving to PDF, ABBYY PDF Transformer 3.0 uses an improved compression algorithm based on Mixed Raster Content (MRC) technology, which produces smaller files without any loss in quality.

PDF redaction tool

Now you can easily edit out unwanted text fragments or pictures before publishing a PDF document, obscuring them with black rectangles in the output file.

Stamps

ABBYY PDF Transformer 3.0 allows you to place stamps on your PDF documents just as if they were printed on paper.

Bates stamping

You can Bates–stamp your documents both when converting to editable formats and when creating PDF documents, making archive searches much easier.

ABBYY® PDF Transformer 3.0 User’s Guide

Converting PDF Documents

ABBYY PDF Transformer 3.0 is an easy–to–use tool for converting entire PDF documents or only selected pages into editable formats. The document conversion process is shown below:

If there are too many errors in the resulting document, make sure you have selected the right conversion options and try drawing the text, picture, and table areas manually. For more information, see the “Improving Conversion Results” section.

This section provides detailed instructions for converting PDF documents from within Microsoft Office applications, offers advice on selecting optimal conversion options, and provides tips on how to improve conversion results.

Chapter Contents

● Converting PDF Documents in ABBYY PDF Transformer 3.0

● Converting PDF Documents from within Microsoft Office Applications

● Converting PDF Files from Windows Explorer

● Additional Conversion Options

● Extracting Text and Pictures from PDF Documents

● PDF and PDF/A Conversion Features

● Improving Conversion Results

● PDF Conversion Window

Converting PDF Documents in ABBYY PDF Transformer 3.0

ABBYY PDF Transformer 3.0 allows you to convert any PDF documents into editable formats. The appearance and properties of the output document are determined by the conversion options selected.

To convert a PDF document:

1. Run ABBYY PDF Transformer 3.0 (Start>Programs>ABBYY PDF Transformer 3.0>Convert PDF File To...).

2. Click the Open PDF button.

3. In the dialog box that opens, select the file to convert.

ABBYY® PDF Transformer 3.0 User’s Guide

If the PDF document is password–protected, the program will ask you for the password.

4. Select an output format.

5. Check the PDF conversion options:

● File name

By default, the document will be saved in the source folder and will have the name of the source document. To select a different folder or change the name of the file, click Change…

● PDF document languages

By default, the program will automatically select the language from the languages most commonly used on the computer. To change the document language, click More languages… in the PDF Document Languages drop–down list.

We do not recommend using more than three languages at a time. Using more than three languages may result in more errors in the text of the output file.

● Additional options

You can select additional conversion options if necessary.

To revert to default settings, select Reset to Defaults in Help>Settings.

6. Click Convert to start conversion.

To convert individual pages, in the Pages window select the pages you wish to convert and then select Convert Selected Pages from the shortcut menu. Hold down the SHIFT or CTRL key to select more than one page.

The program may display warnings during the conversion process. To open a page for which a warning message has been issued, simply click the page number.

The output document will be saved into the selected format and opened in the corresponding application.

For a description of the interface elements, see PDF Conversion window.

If the look of the output document differs very much from the original, try altering the conversion options and/or selecting text, table, and picture areas manually. For more information, see the “Improving Conversion Results” section.

Converting PDF Documents from within Microsoft Office Applications

When you install ABBYY PDF Transformer 3.0, the setup program integrates it with Windows Explorer and with Microsoft Office. As a result, ABBYY PDF Transformer 3.0 buttons appear in Microsoft Word, Microsoft Excel, and Microsoft Outlook. You can convert PDF documents directly from Microsoft Office applications.

ABBYY® PDF Transformer 3.0 User’s Guide

To convert a PDF file from within a Microsoft Office application:

1. Run the Microsoft Office application.

2. Click the Convert PDF button on the toolbar.

ABBYY PDF Transformer 3.0 will be launched.

3. Select the file you wish to convert.

If the PDF document is password–protected, the program will ask you for the password.

4. Check the conversion settings in ABBYY PDF Transformer 3.0.

● In Microsoft Outlook, select an output format.

● In Microsoft Word, select whether you wish to create a new Microsoft Word document or add the converted text into the

currently open Microsoft Word document after the cursor.

In Microsoft Excel, a PDF file is always converted into a new Excel document.

5. Click Convert to start conversion.

The program may display warnings during the conversion process. To open a page for which a warning message has been issued, simply click the page number.

The output document will be saved into the selected format and opened in the corresponding application.

If the ABBYY PDF Transformer 3.0 button doesn't appear on the toolbar of the Microsoft Office application...

● Rightclick on the toolbar and select the ABBYY PDF Transformer 3.0 item from the shortcut menu.

If the ABBYY PDF Transformer 3.0 item does not appear from the shortcut menu, ABBYY PDF Transformer was not integrated with Microsoft Office applications during setup.

To integrate ABBYY PDF Transformer 3.0 with a Microsoft Office application after installation:

1. Go to Start>Settings>Control Panel and doubleclick Add or Remove Programs.

In Microsoft Windows Vista, this command is called Programs and Features.

2. In the list of installed programs, select ABBYY PDF Transformer 3.0 and click Change.

3. Follow the instructions of the setup program.

Converting PDF Files from Windows Explorer

When you install ABBYY PDF Transformer 3.0, an ABBYY PDF Transformer 3.0 item will be added to the shortcut menu that appears when you right–click on a PDF file in Windows Explorer, allowing you to convert files with a mouse click.

To convert one or more PDF files from Windows Explorer:

1. In Windows Explorer, select one or more files to convert.

2. On the shortcut menu, select ABBYY PDF Transformer 3.0 and then select the desired action:

● Open in Microsoft Word to convert the PDF file and open it in Microsoft Word

ABBYY® PDF Transformer 3.0 User’s Guide

● Open in Microsoft Excel to converts the PDF file and open it in Microsoft Excel

● Convert into Searchable PDF to convert the PDF file into searchable PDF so you can carry out full–text searches and open

in a PDF viewing application

● Open the Apply Bates Stamping item and select the desired stamping profile

● Convert with Custom Settings to launch ABBYY PDF Transformer 3.0 so that you can select conversion options or select

text, table, and picture areas manually

The actions actually available depend on the number of selected files.

If the PDF document is password–protected, the program will ask you for the password.

Each document will be converted into a separate file and opened in the corresponding application.

The program may display warnings during the conversion process. To open a page for which a warning message has been issued, simply click the page number.

If there is no ABBYY PDF Transformer command on the shortcut menu...

If there is no ABBYY PDF Transformer 3.0 command on the shortcut menu, you chose not to integrate the program with Windows Explorer during setup.

This feature is unavailable on 64–bit platforms.

To integrate ABBYY PDF Transformer 3.0 with Windows Explorer:

1. Go to Start>Settings>Control Panel and doubleclick Add or Remove Programs.

In Microsoft Windows Vista, this command is called Programs and Features.

2. In the list of installed programs, select ABBYY PDF Transformer 3.0 and click Change.

3. Follow the instructions of the setup program.

Additional Conversion Options

Additional conversion options are available in the Advanced Options group. The options actually available in this group depend on the output format you selected.

DOC, DOCX, RTF, WordML, HTML

Depending on how you are planning to use your electronic document, select the best option below:

● Original layout

This mode creates an output document which looks exactly like the original.

● Text flow

This mode retains the text of the original, but some of its formatting will be lost. The output document will retain paragraphs and fonts, but will not retain columns, exact locations of objects, or spacing.

● Keep pictures

This mode retains the pictures of the original document. If the source PDF file contains a large number of pictures, the size of the output file may be fairly large. Clear the Keep pictures option to reduce file size.

XLS, XLSX

● Ignore text outside tables

The output XLS file will only retain the tables of the original PDF file. The rest of the text will not be converted.

● Convert numeric values to numbers

The numeric values contained in the PDF files will be converted to Microsoft Excel numbers.

Searchable PDF

● Use MRC compression

Select this option to retain the visual quality of the text and pictures in a highly compressed document.

ABBYY® PDF Transformer 3.0 User’s Guide

● Enable Bates stamping

Select this option if you would like an index to be built for your document.

PDF/A

● Enable Bates stamping

Select this option if you would like an index to be built for your document.

Extracting Text and Pictures from PDF Documents

With ABBYY PDF Transformer 3.0 you can:

● select areas on pages of a PDF document and save them as images via a shortcut menu;

● extract text fragments from a PDF document.

To extract a picture from a PDF document:

1. On your PDF document, select an area of type Picture.

2. Right–click on the area and select Copy Picture from the shortcut menu.

3. Paste the copied picture into the application of your choice.

To extract a text fragment:

1. Right–click on the desired area of type Text and select Copy Text from the shortcut menu.

2. Paste the copied text into an application of your choice.

You can create a new area manually or run automated page analysis.

To run automated analysis, do one of the following:

● select the tool on the toolbar

● press Ctrl+F

● in the Pages window, select Show Areas from the shortcut menu

PDF and PDF/A Conversion Features

When converting to PDF and PDF/A formats, you can edit out confidential information, index your document for further searches, and add stamps to your document.

● Redaction tool

● Adding stamps

● Bates stamping

Redaction Tool

With ABBYY PDF Transformer 3.0, you can easily edit out confidential information before publishing your PDF document. You can permanently wipe out both text and pictures from your document.

Data can only be edited out when converting to searchable PDF. If you edit out unwanted text or images in this mode and then switch to any other conversion mode, the data will not be obscured with a black rectangle.

To edit out unwanted information from a PDF document

ABBYY® PDF Transformer 3.0 User’s Guide

1. Select the

2. With your mouse cursor, draw a rectangle around the area you wish to edit out.

3. The marked areas will appear as black rectangles in the output document.

Moving a redacted area

● Use the tool to select a redacted area and then move the area with your mouse.

Changing the size of a redacted area

1. Click anywhere in the area to make it active.

2. Position the mouse cursor on a border of the area (the shape of the cursor changes to a doubleheaded arrow).

3. Holding down the left mouse button, drag the border in the desired direction.

4. Release the mouse button.

tool.

If you position the mouse cursor in the corner of a redacted area, dragging the mouse will change both vertical and horizontal borders simultaneously.

Deleting a redacted area

● Select the redacted area you wish to delete and then press DEL.

● Select the redacted area you wish to delete and then select Delete Area from the shortcut menu.

Adding Stamps

Now ABBYY PDF Transformer 3.0 allows you add stamps to PDF documents as if they were printed on paper. For example, you can place the stamp "Approved" anywhere on a PDF page.

Stamps can only be added when converting to searchable PDF. If you add stamps in this mode and then switch to any other conversion mode, the stamps will not appear.

To place a stamp on a PDF page:

1. Select the tool and place a stamp anywhere you need.

2. Double–click on the stamp.

3. In the window that appears, select the desired options:

● Stamp text Type the text of the stamp here. Your stamps may contain the date and/or time of the stamp. For more information, see Current Date and Time in Stamps and Bates Stamps.

● Font Select font type, size, and color.

ABBYY® PDF Transformer 3.0 User’s Guide

● Add border Select this option if you wish your stamp to be enclosed in a frame.

4. You can save the stamp as a template.

Click Save Stamp Template…, provide a name for the template, and click Save.

5. Click OK.

You can add a stamp based on a previously saved template:

1. Click on the arrow next to the tool and select the desired stamp template.

2. Place the stamp anywhere you like on the page.

Moving a stamp

● Use the tool to select the stamp and then drag the stamp with your mouse.

Changing the size of a stamp

1. Click on the stamp to make it active.

2. Position the mouse cursor on a border of the stamp.

3. Holding down the left mouse button, drag the border in the desired direction

4. Release the mouse button.

If you position the mouse cursor in the corner of a stamp area, dragging the mouse will change both vertical and horizontal borders simultaneously.

Changing stamp parameters

● Doubleclick on the stamp and specify the desired parameters.

● Select the stamp whose parameters you wish to change, select Stamp Properties from the shortcut menu, and specify the desired

parameters.

Deleting a stamp

● Select the stamp you wish to delete and then press DEL.

● Select the stamp you wish to delete and then select Delete Stamp from the shortcut menu

Creating a stamp template There are several methods available to create a stamp template:

1. Doubleclick on a stamp.

2. Select Save Stamp Template…

3. Provide a name for the template and click Save.

1. Click on the arrow next to the tool and then click Create New Stamp Template.

2. Specify the desired stamp parameters and click OK.

ABBYY® PDF Transformer 3.0 User’s Guide

1. Click on the arrow next to the

2. Do one of the following:

● Click New to create a new template

● Click Copy to copy an existing template

3. Specify the desired stamp parameters and click OK.

You can create a maximum of 20 stamp templates.

Changing a stamp template

1. Click on the arrow next to the tool and then click Manage Stamp Templates

2. Select the desired template and click Edit.

3. Make the necessary changes and click OK.

Deleting a stamp template

1. Click on the arrow next to the tool and then click Manage Stamp Templates

2. Select the template you wish to delete and click Delete.

tool and then click Manage Stamp Templates

Bates Stamping

With ABBYY PDF Transformer 3.0, you can Bates–stamp your documents when converting to searchable PDF and PDF/A. Bates stamping makes archive searches much easier.

If you Bates–stamp a document for the first time:

1. In Advanced options, select Enable Bates stamping.

2. In the window that opens, in the Profile name field, type a name for your newly created profile.

3. Specify Bates stamping options:

● Parameters Select one or more options:

● Add number

You can add a unique number to each page in the document or to the entire document. Numbering will start from the number you specify. When processing more than one document, the numbering will continue. By default, numbering starts from 0001 and numbers are added to documents, not to pages. To change the default value, click Set number

● Add date

The Bates stamp text will include the date on which your PDF document was created.

● Add time

The Bates stamp text will include the time when your PDF document was created.

● Add page number

The Bates stamp text will include the number of the page of your PDF document.

+ 32 hidden pages

ABBYY PDF Transformer 3 User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

Introducing ABBYY PDF Transformer 3.0

What Is ABBYY PDF Transformer 3.0?

ABBYY PDF Transformer 3.0 features

The program's flexible settings and ease of use allow you to:

What's New in ABBYY PDF Transformer 3.0

Proprietary ADRT technology

Matching fonts and styles

Multi–language conversion

PDF/A, DOCX, and XLSX support

New PDF compression format

PDF redaction tool

Stamps

Bates stamping

Converting PDF Documents

Converting PDF Documents in ABBYY PDF Transformer 3.0

Converting PDF Documents from within Microsoft Office Applications

Converting PDF Files from Windows Explorer

Additional Conversion Options

Extracting Text and Pictures from PDF Documents

PDF and PDF/A Conversion Features

Redaction Tool

Adding Stamps

Bates Stamping