Adobe Acrobat XI User Manual
ADOBE® ACROBAT ® XI HELP
Legal notices
Legal notices
For legal notices, see http://help.adobe.com/en_US/legalnotices/index.html.
Last updated 1/14/2015
Contents
Chapter 1: What's new
What’s new in Acrobat XI . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .1
Chapter 2: Workspace
Workspace basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9
Viewing PDFs and viewing preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
How to use Acrobat XI on touch devices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Keyboard shortcuts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Navigating PDF pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Adjusting PDF views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Display PDF in browser | Acrobat, Reader XI . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Flash Player needed | Acrobat, Reader XI . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Grids, guides, and measurements in PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Working with online accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Updating Acrobat and using Adobe Digital Editions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Opening PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Asian, Cyrillic, and right-to-lefttext in PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
Acrobat in Mac OS | Acrobat Pro . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Acrobat in Mac OS | Acrobat Pro . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Adjusting PDF views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Asian, Cyrillic, and right-to-lefttext in PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Display PDF in browser | Acrobat, Reader XI . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Flash Player needed | Acrobat, Reader XI . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Grids, guides, and measurements in PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Keyboard shortcuts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
Navigating PDF pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
Opening PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
Updating Acrobat and using Adobe Digital Editions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
Viewing PDFs and viewing preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90
Working with online accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98
Workspace basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99
iii
Chapter 3: Creating PDFs
Create PDFs with Acrobat . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110
How to create mobile-ready PDF files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113
How to work with files in the cloud . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114
Create PDFs with PDFMaker (Windows) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114
Scan documents to PDF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128
Creating PDFs with Acrobat Distiller . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134
Adobe PDF conversion settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137
Overview of PDF creation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151
Using the Adobe PDF printer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153
Last updated 1/14/2015
ACROBAT XI
Content s
PDF fonts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157
Converting web pages to PDF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159
Chapter 4: Editing PDFs
Edit text in PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165
How to edit text in a PDF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170
How to edit images in PDF files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170
Rotate, move, delete, and renumber PDF pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170
How to edit a scanned PDF file . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177
Edit images or objects in a PDF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177
Setting up PDFs for a presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 179
PDFs converted to web pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182
PDF properties and metadata . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183
PDF layers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186
PDF articles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191
Page thumbnails and bookmarks inPDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 193
Optimizing PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 198
Links and attachments in PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203
Geospatial PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208
Applying actions and scripts to PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 212
Action wizard (Acrobat Pro) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 215
Create guided actions to automate repetitive tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 218
iv
Chapter 5: Forms
Filling in PDF forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 219
Adding form fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 225
Where has the Typewriter Tool gone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 225
How to create forms in FormsCentral desktop app . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 225
How to create EchoSign-aware forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 225
How to post forms online with FormsCentral (Acrobat Pro) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 225
How to analyze data in FormsCentral . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 225
How to distribute existing PDF forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 226
Collecting and managing PDF form data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 226
PDF forms basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228
Setting action buttons in PDF forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 230
Publishing interactive PDF web forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 235
PDF form field properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 237
PDF form field basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 247
PDF barcode form fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 252
Creating and distributing PDF forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 256
About Forms Tracker . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 262
Chapter 6: Combining files
Combine files into single PDF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 263
How to manipulate pages in Acrobat . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 263
Add headers, footers, and Bates numbering to PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 263
Rotate, move, delete, and renumber PDF pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 267
Last updated 1/14/2015
ACROBAT XI
Content s
Crop PDF pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 274
Create and customize PDF Portfolios . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 275
Working with component files in a PDF Portfolio . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 279
Publish and share PDF Portfolios . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 281
Overview of PDF Portfolios . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 283
Combine or merge files into single PDF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 290
Add watermarks to PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 293
Add backgrounds to PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 295
Chapter 7: Reviews and commenting
Mark up text with edits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 298
Preparing for a PDF review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 300
Commenting in PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 303
Starting a PDF review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 313
Sharing PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 315
Participating in a PDF review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 317
Adding a stamp to a PDF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 320
Tracking and managing PDF reviews . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 323
Managing comments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 327
Importing and exporting comments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 332
Approval workflows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 335
How to use webmail in Acrobat . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 337
How to work with comment tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 338
v
Chapter 8: Saving and exporting PDFs
Saving PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 339
File format options for PDF export . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 341
Convert or export PDFs to other file formats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 345
Reusing PDF content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 348
How to work with SharePoint and Office 365 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 351
Chapter 9: Security
Enhanced security setting for PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 352
Securing PDFs with passwords . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 353
Opening secured PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 358
Setting up security policies for PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 358
Security warnings when a PDF opens . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 364
Securing PDFs with certificates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 366
Securing PDFs with Adobe LiveCycle Rights Management ES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 371
Removing sensitive content from PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 371
Protected View feature for PDFs (Windows only) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 377
Overview of security in Acrobat and PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 379
JavaScripts in PDFs as a security risk . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 379
Digital IDs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 380
Choosing a security method for PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 384
Attachments as security risks in Reader and Acrobat . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 386
Last updated 1/14/2015
ACROBAT XI
Content s
Allow or block links to the Internet in PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 387
Password protect PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 388
Chapter 10: Electronic signatures
Signing PDFs with Adobe EchoSign Electronic Signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 389
Validating digital signatures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 393
Manage trusted identities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 401
Certificate-based signatures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 403
Sign documents electronically . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 409
Validating certificate-based signatures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 409
Chapter 11: Printing
Basic PDF printing tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 411
Print Booklets and PDF Portfolios . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 419
Advanced PDF print settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 421
Printing color PDFs (Acrobat Pro) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 428
Printing PDFs in custom sizes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 432
Chapter 12: Accessibility, tags, and reflow
Create and verify PDF accessibility (Acrobat Pro) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 434
Touch Up Reading Order tool for PDFs (Acrobat Pro) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 449
Reading PDFs with reflow and accessibility features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 456
Editing document structure withthe Content and Tags panels (Acrobat Pro) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 463
Creating accessible PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 471
Accessibility features in PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 476
vi
Chapter 13: Searching and indexing
Searching PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 479
Creating PDF indexes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 485
Chapter 14: Multimedia and 3D models
Setting 3D views in PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 490
Playing video, audio, and multimedia formats in PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 492
Measuring 3D objects in PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 494
Interacting with 3D models . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 497
Displaying 3D models in PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 504
Commenting on 3D designs in PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 508
Adding multimedia to PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 510
Adding 3D models to PDFs (Acrobat Pro) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 513
Add comments to videos (Acrobat Pro) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 516
Chapter 15: Print production tools (Acrobat Pro)
Print production tools overview(Acrobat Pro) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 517
Printer marks and hairlines (Acrobat Pro) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 518
Previewing output (Acrobat Pro) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 520
Transparency flattening (Acrobat Pro) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 524
Color conversion and ink management (Acrobat Pro) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 529
Trapping color (Acrobat Pro) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 534
Last updated 1/14/2015
ACROBAT XI
Content s
Chapter 16: Preflight (Acrobat Pro)
Viewing preflight results, objects, and resources (Acrobat Pro) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 542
Preflight reports (Acrobat Pro) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 545
Preflight profiles (Acrobat Pro) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 547
PDF/X-, PDF/A-, and PDF/E-compliant files (Acrobat Pro) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 552
Output intents in PDFs (Acrobat Pro) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 554
Correcting problem areas with the Preflight tool (Acrobat Pro) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 555
Automating document analysis with droplets or preflight actions (Acrobat Pro) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 559
Analyzing documents with the Preflight tool (Acrobat Pro) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 561
Advanced preflight inspections (Acrobat Pro) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 564
Additional checks in the Preflight tool (Acrobat Pro) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 566
Chapter 17: Color management
Working with color profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 572
Understanding color management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 575
Keeping colors consistent . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 577
Color settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 579
Color-managing documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 581
vii
Last updated 1/14/2015
Chapter 1: What's new
What’s new in Acrobat XI
Edit PDFs
Edit text and images
Correct, update, and enhance PDFs using a new point-and-click interface. Add or replace content or images. Change
fonts and typeface size, adjust alignment, or add superscripts or subscripts. Easily flip, rotate, crop, or resize images.
Choose Tools > Content Editing > Edit Text & Images. Outlines identify the text and images you can edit. Select the
text or images you want to edit. Type new text or set options in the Format panel
1
For more information, watch How to edit text in a PDF file and How to edit images in PDF files, or see Edit text in
PDFsor Edit images or objects in a PDF.
Last updated 1/14/2015
What's new
Reflow text on a page
Reflow paragraph text on a page by inserting new text or resizing a paragraph with a simple drag. The text in the
paragraph automatically reflows to accommodate the edited content. Choose Tools > Content Editing > Edit Text &
Images to outline the text boxes. Then click where you want to insert text. To resize the text box, place the pointer over
a selection handle. When the cursor changes to the Resize pointer
information, see Move, rotate, or resize a text box.
, drag the handle to resize. For more
Find and replace
Find and Replace text throughout your document. Replace misspelled, incorrect, or outdated words or phrases using
the enhanced Find tool. Choose Edit > Find to open the Find dialog box. Click Replace With to expose the Replace With
text box. Type the text you want to find and enter the replacement text. Click Next to locate the first instance of the
word or phrase, or click Replace to automatically find and replace the first instance.
2
Rearrange pages
Rearrange, insert, rotate, or delete pages in the improved Page Thumbnails panel. Use the zoom slider to adjust the size
of thumbnails. Easily drag-and-drop pages from one location to another.
Last updated 1/14/2015
What's new
For more information, watch How to manipulate pages in Acrobat.
Improved Action Wizard
Simplify routine, multistep tasks using the Action Wizard. Stop, restart, skip, or rerun tasks as needed. Acrobat includes
several actions to automate common tasks, such as archiving, redacting sensitive content, and optimizing for the web.
You can easily customize these actions or set up your own. The Action Wizard lets you run Actions on documents
stored locally or hosted in online repositories, such as SharePoint or Office 365. Choose Tools > Action Wizard to
create, start, or import an action.
For more information, watch How to create and share Actions, or see Action Wizard.
Create and distribute forms
FormsCentral desktop application
Create new PDF forms in minutes with the included Adobe FormsCentral desktop application. Easily customize
templates or start from scratch using the intuitive drag-and-drop form editor. Choose from a wide range of predesigned
form templates to create fillable PDF forms. To open the FormsCentral desktop application, choose Tools > Forms >
Create. In the Create Form dialog box, choose From Scratch Or Template.
3
For more information, watch How to create forms in FormsCentral desktop app, or see Create forms from scratch or
templates (Acrobat Pro).
Last updated 1/14/2015
What's new
Distribute and collect form data online
With the Adobe FormsCentral subscription service, you can post forms on the web that users can complete online.
Monitor response data in real time with easy-to-understand tables and charts in FormsCentral. Share and publish
summary reports and customize charts for your needs. Export data to a spreadsheet for further analysis.
For more information, watch How to distribute PDF and web forms and How to analyze data in FormsCentral, or see
Distribute forms and View re s p onses .
Create EchoSign-aware forms
Create EchoSign-ready forms within Acrobat to speed signing processes. Easily drag and drop EchoSign form fields,
such as signatures or initials, configure the fields, and then send for signature with EchoSign.
For more information, watch How to create EchoSign-aware forms , or see Create Forms for EchoSign .
Create and combine PDFs
Thumbnail preview for combining files
Use the new thumbnail view to preview and rearrange pages before merging them into a single PDF. Drag-and-drop
fi les and e mai ls dire ctl y into the dia log box . Ex pan d mult ipa ge docum ents to vie w al l it s pa ges. To co mbine file s, c hoo se
Create > Combine Files Into a Single PDF.
4
A Plus sign to display all pages in a document B Thumbnail and list view buttons C Slider to resize thumbnails D Undo and Redo buttons
E
Remove Selected Items button
For more information on combining files, see Merging files into a single PDF.
Microsoft Office 2010
(Windows) Create PDF files with one click from select Microsoft Office 2010 applications for Windows, including 64bit versions of Word, Excel, PowerPoint, and Outlook. Now with enhanced create-and-send options.
For more information, watch Convert Word, Excel, or PowerPoint Files to PDF, or See Convert Microsoft Word,
PowerPoint, and Excel files to PDF.
Working with documents in the cloud
Seamlessly store and retrieve documents from cloud repositories, such as Acrobat.com, Office 365, and SharePoint.
Each Open and Save dialog box includes an option to open or save from an online account.
For more information, watch How to work with files in the cloud and How to work with SharePoint and Office 365.
Last updated 1/14/2015
What's new
Sign and distribute for signatures
Sign PDFs where you want, how you want
Place your signature anywhere on a PDF. Choose from a typewritten or hand-drawn appearance, or import an image
of your signature. Choose Sign > Place Signature.
For more information, watch Sign PDF files electronically, or see Signing PDFs with Adobe EchoSign Electronic
Signature.
5
Send and track signatures with Adobe EchoSign service
Send documents for signature approval with the Adobe EchoSign online subscription service. Easily keep track of the
signing process. Recipients can sign without downloading a plug-in or creating an EchoSign account.
Long-term validation and ECC-based credentials
Embed long-term validation information automatically when using certificate signatures. Use certificate signatures
that support elliptic curve cryptography (ECC) based credentials.
Customize your tools and workspace
Create tool sets
Quickly access the tools and commands you use most with tool sets. Tool sets let you define the tools and panels you
need for different types of tasks, such as creating forms, commenting, or preparing legal documents. Group tools in the
toolbar and customize the task panes to include just the panels you need for each task. To get started, click Customize
> Create New Tool Set in the toolbar. For more information, see
Tool Se t s.
Last updated 1/14/2015
What's new
6
Undock the Comments List
Detach the Comments List from the Comments pane. Resize and reposition the Comments List to streamline your
workflow. Choose Comment > Comments List. Then from the Options menu
Undock Comment List. Acrobat remembers the size and position the next time you undock it.
in the Comments List, choose
Touch mode for tablet and mobile devices
Touch mode makes it easier to use Acrobat and Reader on touch devices. Toolbar buttons, panels, and menus shift apart
slightly to accommodate selecting with your fingers. The Touch reading mode optimizes viewing and supports most
common gestures. Acrobat and Reader automatically switch to Touch mode when on a touch-enabled device. You can
display a toolbar button to toggle Touch mode on and off. Choose View > Show/Hide > Toolbar Items > Touch Mode.
For more information, watch How to use Acrobat XI on touch devices, or see Touch mode for tablet and mobile devices.
Protect PDFs
Delete sensitive information
Permanently delete sensitive information from PDF files. Use redaction tools to delete specific text and illustrations.
(Acrob at Pro) Easily sanit ize do cuments by f inding and d eleti ng hidden data w ith a single cli ck. To ac cess t he re daction
tools, choose Tools > Protection.
Last updated 1/14/2015
What's new
For more information, watch Remove and Redact Sensitive Information from PDF Files, or see Removing sensitive
content from PDFs.
Add password protection
Prevent others from editing your PDF files without being a security expert. The new Restrict Editing tool lets you add
a password to a PDF. Choose Tools > Protection > Restrict Editing.
For more information, watch Protect PDF Files with Passwords and Permissions, or see Securing PDFs with passwords.
Add passwords when creating PDFs in Microsoft Office
Add password protection to PDFs while creating them from within Microsoft Word, Excel, Outlook, or PowerPoint.
The Protect PDF options helps prevent others from editing your PDF files.
Make PDFs accessible (Acrobat Pro only)
Guided action to create accessible PDFs
Create accessible PDFs for people with disabilities using the Make Accessible guided action. Make Accessible walks you
through the most important steps for making PDFs accessible, then validates the results using the Full Check
Accessibility Checker.
7
For more information, watch Create Accessible PDF Files for People with Disabilities, or see Make PDFs accessible .
Last updated 1/14/2015
What's new
Validate the accessibility of a PDF
The Full Check option steps through your PDF to see if it conforms to accessibility standards, such as PDF/UA and
WCAG 2.0. Choose which accessibility issues to analyze and review the results in the Accessibility Checker panel or in
a PDF report. For more information, see
Check Accessibility of PDFs .
Export formats and options
PDF to PowerPoint
(Acrobat Pro) Convert PDF files to fully editable Microsoft PowerPoint files. The PowerPoint files retain the formatting
and layout of the PDF. Easily edit or update bulleted text, tables, objects, master layouts, transitions, and speaker notes.
Select File > Save As Other > Microsoft PowerPoint Presentation.
For more information, watch Convert PDF Files to Microsoft Word, Excel, or PowerPoint.
PDF to HTML web pages
Turn PDF files into single or multiple web pages, complete with editable style elements for quick reformatting. Select
File > Save As Other > HTML Web Page.
8
Export PDF selections
Export selected parts of a file to Microsoft PowerPoint format (Acrobat Pro), as well as Word, Excel, or HTML. Select
any combination of text, images, and tables in your PDF document, then choose an export format from the File > Save
As Other menu.
Last updated 1/14/2015
Chapter 2: Workspace
Workspace basics
Workspace overview
Adobe Acrobat XI opens in two different ways: as a stand-alone application, and in a web browser. The associated work
areas differ in small but important ways.
The menu bar and two toolbars are visible at the top of the work area. The work area for the stand-alone application
includes a document pane, a navigation pane, and a group of task panes on the right side. The document pane displays
Adobe® PDFs. The navigation pane on the left side helps you browse through the PDF and perform other options on
PDF files. Toolbars near the top of the window provide other controls that you can use to work with PDFs.
9
When you open a PDF inside a web browser, the toolbars, navigation pane, and task panes are not available. You can
display those items by clicking the Acrobat icon
window.
in the semi-transparent floating toolbar near the bottom of the
Last updated 1/14/2015
Workspace
10
A Menu bar B To olbars C Navigation pane (Bookmarks panel displayed) D Document pane E Task panes
Note: Some, but not all, PDFs appear with a document message bar. PDF Portfolios appear with a specialized work area.
Welcome Screen
The Welcome Screen is a window in the document pane that appears when no document is open. You can quickly
access the recently opened files, open a file, and launch some commonly used workflows with a single click.
Last updated 1/14/2015
Workspace
Note: In Mac OS, you can turn off the Welcome Screen by setting a preference. Choose Acrobat/Reader > Preferences. In
the Categories on the left, click General. In the Application Startup section, deselect Show Welcome Screen. There is no
similar option in Windows.
11
Menus and context menus
Ordinarily, it’s a good idea to keep the Acrobat menus visible so that they are available as you work. It is possible to hide
them, using the View > Show/Hide > Menu Bar command. However, the only way to display and use them again is by
pressing F9 (Windows) or Shift+Command+M (Mac OS).
Unlike the menus that appear at the top of your screen, context-sensitive menus display commands related to the active
tool or selection. You can use context menus as a quick way to choose commonly used commands. For example, when
you right-click the toolbar area, that context menu displays the same commands as the View > Show/Hide > Toolbar
Items menu.
1 Position the pointer over the document, object, or panel.
2 Click the right mouse button.
Note: (Mac OS) If you don’t have a two-button mouse, you can display a context menu by pressing the Control key as you
click with the mouse.
To ol b ar s
The default toolbars—Quick Tools and Common Tools—contain commonly used tools and commands for working
with PDFs. Most available tools are included in the Tools pane at the right side of the window. You can add tools to the
toolbars for easy access.
The toolbars also include the Create button . Click the arrow to the right of the Create button to display a menu of
commands related to creating PDFs.
Last updated 1/14/2015
Workspace
A Create button B Quick Tools toolbar C Common Tools toolbar D Page Navigation commands E Select & Zoom commands F Page Display
commands
Position the pointer over a tool to see a description of the tool. All tools are identified by name in the View > Tools menu
and View > Show/Hide > Toolbar Items menu.
Quick tools
You can add tools you use frequently from the Tools and Comment panes to the Quick Tools toolbar.
1 In the Quick Tools toolbar, click the Customize Quick Tools button .
2 Do any of the following:
• To add a tool, select it in the left pane and click the Up Arrow icon.
• To remove a tool, select its icon and click the Delete icon.
• To change a tool’s position in the toolbar, select its icon and click either .or ..
12
• To add a vertical line to separate groups of tools in the toolbar, click .
To quickly add a tool from the Tools or Comment pane, drag the tool’s grabber bar to the location you want on the Quick
Tools toolbar. You can also right-click the tool and select Add to Quick Tools.
Common Tools
You can add tools to the Common Tools toolbar.
1 Right-click an empty space in the toolbar.
2 Select a tool from the menu.
3 To remove a tool from the toolbar, right-click the tool and deselect it from the menu.
Last updated 1/14/2015
Workspace
Hide and show toolbars
When your work does not involve using the tools in a toolbar, you can close the toolbar to tidy up the work area. If
several PDFs are open, you can customize the toolbars for each PDF independently. The different customized states
persist as you switch between PDFs.
• To hid e al l to o lb a r s, c h oo s e Vi ew > Show / Hid e > To olb a r Item s > Hi d e To o lba r s.
• To return toolbars to their default configuration, choose View > Show/Hide > Toolbar Items > Reset Toolbars.
If you have hidden all the toolbars, you can show them again by pressing F8.
Select a tool
By default, the Select tool is active when Acrobat opens, because it is the most versatile tool.
❖ Do one of the following:
• Select a tool in a toolbar.
• Choose View > Show/Hide > Toolbar Items > [toolbar name] > [tool].
Switch temporarily to the Zoom In or Hand tool
You can use these tools temporarily, without deselecting the current tool.
13
• 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.
Task panes
Most commands are now organized into the Tools, Sign, and Comment task panes on the right side of the application
window. Most tools are now located in these task panes. Click Tools, Sign, or Comment to display the respective task
panels.
You can customize which panels appear in the Tools and Comment panes.
❖ Do any of the following:
• To toggle a panel’s visibility, click the Show Or Hide Panels icon in the upper-right corner of the task pane,
and click a panel. A check mark indicates that the panel is visible.
• To open a panel and add it to the Tools pane, choose View > Tools and select a panel.
• To keep panels open as you select them, choose Allow Multiple Panels Open in the Show Or Hide Panels menu.
By default, an open panel closes when you open a different panel.
Tool sets
Quickly access the tools and commands you use most with tool sets. Tool sets let you define the tools and panels you
need for different types of tasks, such as creating forms, commenting, or preparing legal documents. Group tools in the
toolbar and customize the task panes to include just the panels you need for each task. You can share tool sets with
others and download tool sets directly from AcrobatUsers.com
Last updated 1/14/2015
Workspace
Create a tool set
1 Choose Customize > Create New Tool Set.
2 To cus t omi z e t h e Q u ick Tool s Too l bar, d o any of t he f oll o wi n g :
• To add a tool to the toolbar, click the panel on the left, select the tool, and click the Add To Toolbar icon.
• To remove a tool from the toolbar set, select its icon, and click the Delete icon.
• To change a tool’s position in the toolbar, select its icon, and click either the move left .or move right
.icon.
14
• To add a vertical line to separate groups of tools in the toolbar, click the Add Vertical Line icon.
Last updated 1/14/2015
Workspace
15
A Arrange or delete tools in Quick Tools Toolbar B Add custom panels, instructions, or divider line between tools C Rename, arrange, or
delete tools or panels D
3 To customize the Tools pane, do any of the following:
Add to Quick Tools Toolbar above or Custom Tools pane on right
• To add a panel to the Custom Tools pane, click the panel on the left, and then click the Add To Tools Pane
icon.
• To create your own panel, click the Add Panel icon on the right. Give the panel a name, and click Save.
• To add a tool to a panel, select the panel on the right, select the tool on the left, and click the Add To Tools Pane
icon.
• To remove a tool from a panel, select its icon and click the Delete icon.
• To change the position of a tool or panel, select it on the right, and click the Up or Down Arrow icons.
• To add a horizontal line to separate groups of tools, click the Add Divider icon.
• To edit instructions or panel name, select it, and click the Edit icon.
4 When your tool set is complete, click Save, type its name, and click Save again.
Last updated 1/14/2015
Workspace
Edit, delete, rename, or share tool sets
Use the Manage Tool Sets dialog box to edit, rename, copy, delete, rearrange, or share tool sets. You can specify the order
the tool sets appear in the Customize menu by moving them up or down in the list. You can share tool sets with your
workgroup using the Import and Export options.
• Choose Customize > Manage Tool Sets.
Navigation pane
The navigation pane is an area of the workspace that can display different navigation panels. Various functional tools
can appear in the navigation pane. For example, the Page Thumbnails panel contains thumbnail images of each page;
clicking a thumbnail opens that page in the document.
When you open a PDF, the nav igat ion pa ne is clo sed by default. Buttons along the left side of th e wor k are a provide easy
access to various panels, such as the Page Thumbnails button
is open but empty (no PDF is open), the navigation pane is unavailable.
Show or hide the navigation pane
1 To open the navigation pane, do one of the following:
• Click any panel button on the left side of the work area to open that panel.
• Choose View > Show/Hide > Navigation Panes > Show Navigation Pane.
2 To close the navigation pane, do one of the following:
and the Bookmarks panel button . When Acrobat
16
• Click the button for the currently open panel in the navigation pane.
• Choose View > Show/Hide > Navigation Panes > Hide Navigation Pane.
Note: The creator of the PDF can control the contents of some navigation panels and may make them empty.
Change the display area for navigation panels
All navigation panels, such as Bookmarks, appear in a column on the left side of the work area.
• To change the width of the navigation pane, drag its right border.
• To view a different panel, on the left side of the navigation pane, select the button for the panel
Options in a navigation panel
All navigation panels have an options menu in the upper-left corner. The commands available in these menus
vary.
Some panels also contain other buttons that affect the items in the panel. Again, these buttons vary among the different
panels, and some panels have none.
Last updated 1/14/2015
Workspace
17
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 signing or review, a PDF with special rights or security restrictions, or a PDF
that is compliant with PDF/A standards. The document message bar appears immediately below the toolbar area. To
show or hide the document message bar, click its button
depending on the type of message bar.
Look on the document message bar for instructions on how to proceed and for any special buttons associated with the
task. The bar is color coded: purple for forms, yellow for reviews or security alerts, and blue for certified PDFs, PDF
Portfolios, or PDFs with password security or document restrictions.
on the left side of the work area. The button varies
Last updated 1/14/2015
Workspace
Set preferences
Many program settings are specified in the Preferences dialog box, including settings for display, tools, conversion,
signatures, and performance. Once you set preferences, they remain in effect until you change them.
Choose Edit > Preferences (Windows) or Acrobat/Adobe Reader > Preferences (Mac OS).
1 Under Categories, select the type of preference you want to change.
Restore (re-create) preferences
18
Restore the Acrobat Preferences folder (Windows)
Restore the Acrobat Preferences folder to eliminate problems that damaged preferences cause. Most preference
problems are caused by these file-based preferences, although most Acrobat preferences are stored within the registry.
Note: This solution removes custom settings for Collaboration, JavaScripts, Security, Stamps, Color Management, Auto Fill,
Web Capture, an d Up d a t e r.
1 Quit Acrobat.
2 In Windows Explorer, go to the Preferences folder:
• (Windows 7/Vista) C:\Users\[username]\AppData\Roaming\Adobe\Acrobat\[version]
• (XP) C:\Documents and Settings\[username]\Application Data\Adobe\Acrobat\[version]
3 Move the Preferences folder to another location (for example, C:\Temp).
4 Restart Acrobat.
If the problem recurs after you restore the Acrobat Preferences folder, then the problem isn’t related to the Preferences
folder. To restore custom settings, drag the folder you moved in step 2 back to its original location. Then click Yes To
All to replace the new Preferences folder.
Restore the Acrobat preferences files (Mac OS)
Restore the Acrobat preferences files to eliminate problems caused by a damaged preferences file.
Note: Re-creating the Acrobat preferences files restores settings to their defaults.
1 Quit Acrobat.
2 Drag the following files from the Users/[Username]/Library/Preferences folder to the Desktop:
• Acrobat WebCapture Cookies
• com.adobe.Acrobat.Pro.plist or com.adobe.Acrobat.Pro_x86_9.0.plist
• Acrobat Distiller Prefs and com.adobe.Acrobat.Pro.plist (if you are troubleshooting an issue with Distiller)
Last updated 1/14/2015
Workspace
• The Acrobat folder, which contains preferences for forms (MRUFormsList), collaboration (OfflineDocs), and
color settings (AcrobatColor Settings.csf)
3 Restart Acrobat
If the problem recurs after you restore the Acrobat preferences files, then the problem isn’t related to preferences files.
To restore custom settings, drag the files you moved in step 2 back to their original location. Then click OK to the alert
“A newer item named ‘[filename]’ already exists in this location. Do you want to replace it with the older one you're
moving?”
More Help topics
PDF Portfolio window overview
Keys for selecting tools
View PDFs in Read mode
Security warnings
Enhanced security
Filling in forms
Commenting
19
Viewing PDFs and viewing preferences
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.
Note: The Organizer and Organizer-related commands are not available in Acrobat X and later.
View PDFs in Read mode
When you’re reading a document, you can hide all the toolbars and task panes to maximize the viewing area on your
screen.
The basic reading controls, such as page navigation and zoom, appear in a semi-transparent floating toolbar near the
bottom of the window.
• To open Read mode, choose View > Read Mode, or click the Read Mode button in the upper-right corner of the
toolbar.
• To restore the work area to its previous view, choose View > Read Mode again. You can also click the close button
in the floating toolbar.
Note: Read mode is the default viewing mode when you open a PDF in a web browser.
Last updated 1/14/2015
Workspace
View PDFs in Full Screen mode
In Full Screen mode, only the document appears; the menu bar, toolbars, task panes, and window controls are hidden.
A PDF creator can set a PDF to open in Full Screen mode, or you can set the view yourself. Full Screen mode is often
used for presentations, sometimes with automatic page advancement and transitions.
The pointer remains active in Full Screen mode so that you can click links and open notes. There are two ways to
advance through a PDF in Full Screen mode. You can use keyboard shortcuts for navigational and magnification
commands, and you can set a Full Screen preference to display Full Screen navigation buttons that you click to change
pages or exit Full Screen mode.
Set the Full Screen navigation bar preference
1 In the Preferences dialog box under Categories, select Full Screen.
2 Select Show Navigation Bar, then click OK.
3 Select View > Full Screen Mode.
The Full Screen navigation bar contains Previous Page , Next Page , and Close Full Screen View buttons. These
buttons appear in the lower-left corner of the work area.
20
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.
Choose View > Full Screen Mode.
1 Do any of the following:
• To go to the next page, press the Enter, Page Down, or Right Arrow key.
• To go to the previous page, press Shift+Enter, Page Up, or the Left Arrow key.
2 To close Full Screen mode, press Ctrl+L or Esc. (Escape Key Exits must be selected in the Full Screen preferences.)
To show a Full Screen tool in the Common Tools toolbar, right-click the toolbar area and choose Page Display > Full
Screen Mode. Then click the Full Screen tool to switch to Full Screen mode.
Touch mode for tablet and mobile devices
Touch mode makes it easier to use Acrobat and Reader on touch devices. Toolbar buttons, panels, and menus shift apart
slightly to accommodate selecting with your fingers. The Touch reading mode optimizes viewing and supports most
common gestures. Acrobat and Reader automatically switch to Touch mode when on a touch-enabled device. You can
add a Touch mode toggle button to the toolbar or change the default preference setting for Touch mode.
Display Touch mode button on toolbar
You can display a toolbar button to toggle Touch mode on and off.
❖ Choose View > Show/Hide > Toolbar Items > Touch Mode.
Set Touch Mode preference
You can set how Acrobat enters Touch mode, if at all, for touch enabled-devices.
1 Choose Edit > Preferences (Windows) or Acrobat/Adobe Reader > Preferences (Mac OS).
Last updated 1/14/2015
Workspace
2 Under Categories, select General.
3 In Basic Tools, choose the desired default setting from the Touch Mode menu.
Change the PDF/A viewing mode
PDF/A is an ISO standard for long-term archiving and preservation of electronic documents. Documents you scan to
PDF are PDF/A-compliant. You can specify whether you want to view documents in this viewing mode.
When you open a PDF/A compliant document in PDF/A viewing mode, the document is opened in Read mode to
prevent modification. A message is displayed in the document message bar. You will be unable to make changes and
add annotations to the document. If you turn off PDF/A mode, you can edit the document.
1 In the Preferences dialog box under Categories, select Documents.
2 Choose an option for View Documents In PDF/A Mode: Never, or Only For PDF/A Documents.
You can switch in or out of PDF/A viewing mode by changing this preference setting.
For a video on working with PDF/A files, see www.adobe.com/go/learn_acr_pdfa_en.
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 prints at the true
width.
21
Choose View > Show/Hide > Rulers & Grids > Line Weights. To turn off Line Weights view, choose View > Show/Hide
> Rulers & Grids > Line Weights again.
Note: You cannot turn off Line Weights view when viewing PDFs within a web browser.
Compare a revised PDF to an earlier version (Acrobat Pro)
Use the Compare Documents feature to show the differences between two versions of a PDF. You can customize many
options for displaying the compare results. For a video on comparing PDFs, see
www.adobe.com/go/lrvid_011_acrx_en. (Video applies to both Acrobat X and Acrobat XI.)
1 Choose View > Compare Documents.
2 Specify the two documents to compare. If one or both of the documents is in a PDF Portfolio, select the PDF
Portfolio. Under Package Item, select the component PDF.
3 As needed, specify the page ranges in the documents to compare in the First Page and Last Page boxes.
4 Select the Document Description that best describes the documents you are comparing, and click OK.
Once the two documents are analyzed, a results document appears with the Compare panel open. The new
document is shown with annotations indicating the changes. The first page shows a summary of the comparison
results.
5 From the Compare panel, do any of the following:
• To hide the annotations that display changes, click Hide Results.
• To specify the display options for compare results, click Show Options. You can specify the type of changes to
display, and the color scheme and opacity of the annotations. To return to the page thumbnails, click Hide
Options.
Last updated 1/14/2015
Workspace
• To show each of the documents in its own window, from the options menu , choose Show Documents Tiled
or Show Documents Side By Side. To synchronize the relevant pages while showing the documents in their own
windows, from the options menu, choose Synchronize Pages.
• Click a page thumbnail to go directly to that page. To change the size of the page thumbnails, from the options
menu, choose Thumbnail Size > [option].
• Drag the splitter bar at the bottom of the Compare panel up to show thumbnails of the old document. Click a
thumbnail from the old document to open it in a new window.
Document Description options
Reports, Spreadsheets, Magazine Layouts Compares the content as one continuous text body, from end to end.
Presentation Decks, Drawings Or Illustrations Looks at each slide or page as a mini-document, and matches ones that
are similar. Then compares the content of each matching document. Identifies documents that have moved, such as
slides in presentation.
Scanned Documents Creates an image capture of each scanned page and compares pixels. Looks at each scanned page
and matches ones that are similar. Also identifies pages that are in a different order. This option is useful for comparing
images or architectural drawings.
Compare Text Only Use this option with any document type. This option is designed for comparing text in large
documents (250 pages or more). This option also compares text between documents that have background artwork on
each page, which slows processing.
22
• With either the reports or presentation options selected, the Compare Text Only option identifies only the text
differences between two documents.
• With Scanned Documents selected, the text is compared separately from the graphics, and then the results are
combined. In documents containing magazine advertisements that have text on top of background image art, a
reflowed passage is compared in text-only mode. The artwork is compared separately in the background. The
differences (both text and line art and images) are combined into a single results document.
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, Page Display, and 3D & Multimedia.
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.
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.
Last updated 1/14/2015
Workspace
Allow Documents To Hide The Menu Bar, Toolbars, And Window Controls Allows the PDF to determine whether the
menu bar, toolbar, and window controls are hidden when the PDF is opened.
Documents In Recently Used List Sets the maximum number of documents listed in the File menu.
Save Settings
Automatically Save Document Changes To Temporary File Every _ Minutes Determines how often Acrobat
automatically saves changes to an open document.
Save As Optimizes For Fast Web View Restructures a PDF document for page-at-a-time downloading from web
servers.
PDF/A View Mode
View Documents In PDF/A Mode Specifies when to use this viewing mode: Never, or Only For PDF/A Documents.
Hidden Information
Searches the PDF for items that may not be apparent, such as metadata, file attachments, comments, and hidden text
and layers. The search results appear in a dialog box, and you can remove any type of item that appears there.
Remove Hidden Information When Closing Document (Not selected by default.)
Remove Hidden Information When Sending Document By Email (Not selected by default.)
23
Redaction
Adjust Filename When Saving Applied Redaction Marks Specifies a prefix or suffix to use when saving a file to which
redaction marks have been applied.
Choose Localization For Search and Redact Patterns Specifies which installed language version of Acrobat to use for
the patterns. For example, if you installed both the English and German versions, then you can choose either language
for the patterns. The Patterns option appears in the Search and Redaction dialog boxes.
Full Screen preferences
Full Screen Setup
Current Document Only Specifies whether 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.
Last updated 1/14/2015
Loading...