Macromedia Acrobat - 4.0 Instruction Manual

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Contents

• Getting Started

• Looking at the Work Area

• Converting Electronic Files to PDF

• Setting Acrobat Distiller Options

• Converting Scanned Documents to PDF

• Converting Web Pages to PDF

• Customizing PDF Navigation

• Working with PDF Documents

• Annotating PDF Documents

• Creating and Using PDF Forms

• Adding Interactive Features

• Indexing Document Collections

• Searching Catalog Indexes

• Distributing Documents in PDF

• Working with Digital Signatures

• Troubleshooting

• Index

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How to use this online guide

The online Adobe Acrobat User Guide provides detailed information on all the Acrobat commands and features for both Windows and Mac OS systems.

Go to the table of contents. Go to the index. Go to the Search command, or choose Edit > Search > Query.

How to print this online guide

Because the pages of this online guide are optimized for online viewing, you may prefer to print them two to a page (two-up). The Acrobat CD also includes a print-on-demand version of this online user guide (AcroHelpForPrint.pdf ) optimized for printing on 8-1/2-by-11 or A4 stock. The print-on-demand version of the user guide is in the Help folder on your CD.

To print pages two up: 1

Choose File > Print Setup (Windows) or File > page Setup (Mac OS).

Follow the instruction for your platform:

■

In Windows, click Options, select 2 up on the paper tab, click OK to return to

the Print Setup dialog box, and click OK again to close it.

■

On a Macintosh, choose 2 Up from the Layout menu and click OK.

Note

: If you can’t perform step 2 in Windows, you may not be using the Adobe PostScript printer driver. In this case, install the Adobe printer driver from the Acrobat CD. See the Getting Started guide for installation instructions.

Choose File > Print.

Indicate the page range.

Click OK (Windows) or Print (Mac OS).

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Getting Started

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Getting Started

Welcome to the Adobe® Acrobat® program—the essential tool for universal document exchange. You can use Acrobat to publish virtually any document in Portable Document Format (PDF). Documents in PDF preserve the exact look and content of the originals, complete with fonts and graphics, and they can be distributed by e-mail or stored on the World Wide Web, an intranet, a ﬁle system, or a CD for other users to view on Microsoft UNIX® platforms.

What’s new in Acrobat 4.0

Version 4.0 of Adobe Acrobat includes many improvements to the interface that streamline your work on PDF ﬁles. A tool bar and command bar give you easy access to both new and familiar Acrobat features, while the status bar provides quick ways to change the on-screen display. Floating palettes with bookmarks, thumbnails, annotations, signatures, articles, and destinations offer enhanced display, navigation, and editing functionality. And in addition to the menu bar at the top of the screen, Acrobat now provides contextsensitive menus with commands related to the item under the pointer.

Windows®, Mac OS, and

Getting Started

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Acrobat 4.0 also includes many new features:

Converting documents to PDF

You can now simply drag and drop many popular ﬁle types to the Acrobat icon or Acrobat window to convert the ﬁles to PDF.

Microsoft Ofﬁce macros

Acrobat installs macros in the Microsoft Ofﬁce applications in Windows so that you can create PDF ﬁles directly from those applications. The PDFMaker macro is installed for Microsoft Word 97, Word 2000, PowerPoint 97, and PowerPoint 2000; it can create PDF ﬁles using Acrobat Distiller

or PDFWriter, and it supports new Acrobat features such as structured bookmarks. The PDFWriter macro works with Microsoft Word 95, PowerPoint 95, Excel 95, Excel 97, and Excel 2000.

Opening documents in Acrobat

With the Open command in Acrobat for Windows, you can now open documents from many popular applications and convert them automatically to PDF.

Opening Web pages

You can download HTML pages from the Web in Acrobat and convert the pages to PDF at the same time. Any links on the pages in PDF retain an association with the Web site so that you can click links to download additional pages quickly.

Web Buy

You can download eBooks, reference works, technical manuals, structured business documents, newspapers, and periodicals, for example, as secure PDF ﬁles that you can unlock to read and search on your personal computer or reading device.

Getting Started

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Distiller job options

Distiller now provides more options for converting documents to PDF. You can use one of three predeﬁned sets of job options to optimize PDF ﬁles for different purposes, and you can customize and save your own sets of job options. The 4.0 job options include the ability to manage color in your documents and even embed ICC proﬁles to maintain accurate color in PDF ﬁles from one ICC-aware application or output device to another.

CMYK color options

With the Prepress dialog box in Acrobat, you can bypass any color management system and preserve the original CMYK and gray values in a PDF document if the ﬁle is to be used to make color plates for printing.

Annotations

Acrobat provides an extensive array of annotation tools for marking up text and attaching notes and commentaries to PDF documents. You can create annotations in text, graphic, and audio formats, and even embed entire ﬁles.

Structured bookmarks

You can use the new structured bookmarks to reorganize or delete content in PDF. Acrobat generates these bookmarks when you create PDF from a Microsoft Word ﬁle or from a Web page. You can also use structured bookmarks generated from Web pages to download additional pages.

Destinations

You can create custom destinations to give other users the ability to navigate to speciﬁc named locations across PDF documents. These links are easier to maintain than links to pages because they are not affected by the addition or deletion of pages in the target document.

Getting Started

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Digital signatures

You can now add a digital signature to the current version of a PDF document in Acrobat. You can also see all the signatures that have been added to the document, check the validity of signatures, and go back to an earlier signed version of a document.

Document comparison

Acrobat can now show you differences between analogous pages in two versions of a PDF document. It marks all differences on the pages, including content revisions and even subtle formatting changes you may not be able to see.

Page renumbering

You can renumber pages in Acrobat in a variety of ways— for example, you can make the PDF numbering match the original document’s numbering.

Text formatting

The table/formatted text select tool allows you to select tables and text in a PDF document and retain the original formatting when you copy (or import) them into other applications. You can specify vertical or horizontal format, the type of text ﬂow, and whether you want ANSI (simple text) or Rich Text Format (RTF).

Support for other languages

You can now create, view, and print PDF documents that have Japanese, Korean, Traditional Chinese, and Simpliﬁed Chinese text, even on a non-native system, as long as you have the proper support ﬁles installed. (The original documents must be authored on a native system.) You can create, view, and print documents that have Cyrillic, Eastern European, and Middle Eastern text on a native system, using the Englishlanguage version of Acrobat.

Getting Started

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About support for Asian languages

In Acrobat 4.0, you can create, view, and print PDF documents that contain Japanese, Korean, Traditional Chinese, and Simpliﬁed Chinese text by installing the Asian support ﬁles. In Windows, install Acrobat with the custom installation, and select the Asian Language Support option. In Mac OS, use the custom installation, and select the Asian Language Kit and the Asian Language Distiller Extensions options.

All of the Acrobat features are supported for Asian-language text, with the following exceptions:

■

In Windows, you can use Distiller to create PDF ﬁles from documents with Asian text on any system, as long as you have the Asian language support ﬁles installed, but you cannot use PDFWriter to create these ﬁles unless you are on a native-language system. In Mac OS, you can use either Distiller or PDFWriter to create ﬁles on any system, as long as you have the Asian Language Kit installed. The original documents must be created on a native system.

■

In Windows, you can use the Web Capture command in Acrobat to download Web pages with Japanese text, and you can use the Open command to convert some types of Japanese documents to PDF. To take advantage of these features, you must have the Acrobat Asian language ﬁles installed on your system. These features are not available for the other Asian languages.

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The Acrobat Catalog tool, the Search command, the Compare Pages, Compare Words, and Compare Words and Fonts commands, and the Paper

Getting Started

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Capture feature are not available for Asian text. The PDFMaker macro is available for Japanese language ﬁles only.

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You can use the text annotation tool to attach comments to Japanese text and the table/formatted text select tool to select Japanese text; these features are not supported for other Asian text. The text markup tools for highlighting, striking through, and underlining are not available for any Asian text.

■

You can create forms that have Japanese text and ﬁll in form ﬁelds with Japanese text. You can also use the digital signature feature in Japanese documents. These features are not available for other Asian text.

Note:

Asian text in bookmarks, annotations, and the Document Info dialog

boxes require support from the operating system to display correctly.

About support for Eastern European and Middle Eastern languages

You can create, view, and print PDF documents in Acrobat 4.0 that contain Cyrillic text (including Bulgarian, Russian, and Ukrainian), Eastern European text (including Czech, Hungarian, and Polish), and Middle Eastern text (Arabic and Hebrew). If the fonts are embedded in the PDF documents, you can view and print the documents on any system. However, you must have the proper (language kit) fonts installed on a system to be able to create the documents, or to view or print them without the fonts being embedded.

Getting Started

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Acrobat creates bookmarks for documents with Cyrillic, Eastern European, and Middle Eastern text, and you can use the text annotation tool to attach comments to the text. You can use the Find command to search for Cyrillic and Eastern European text. Other features in Acrobat 4.0 are not supported for these languages.

Resources for learning Acrobat

Adobe provides documentation and services for learning how to use Acrobat and for solving problems as you work with PDF ﬁles.

Acrobat documentation

The printed and online documentation in the Acrobat package get you up and running with Acrobat and should answer most of your questions:

Adobe Acrobat Getting Started Guide

ments and features in the program, and tells how to install the software on Windows and Mac OS systems. This guide is included in the package in printed form and as the introductory chapter of the online user guide.

Adobe Acrobat User Guide

commands and features, for both Windows and Mac OS systems. This online user guide is designed to be used as a reference tool in your everyday work with Acrobat. To open the user guide, choose Acrobat Guide from the Acrobat Help menu.

Provides detailed information on all Acrobat

Contains information on system require-

Getting Started

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The user guide has a table of contents with links you can click to go to particular chapters and sections. To go to the table of contents, click the First Page button at the top of any page in the guide.

In addition, there are two indexes: a traditional book-type index and a full-text index generated by Acrobat Catalog. To use the traditional index, click Index in the table of contents, or click the index icon at the top of any page. Clicking a term in the traditional index takes you to the main discussion of that subject. To use the full-text index, choose Edit > Search > Query, or click the Search Query button on the Acrobat command bar. When you search for a term in the full-text index, you go to the ﬁrst occurrence of the subject; you can use the Find Again command to go to subsequent occurrences.

The Acrobat CD includes a print-on-demand version of the user guide, with the same material but on larger pages more suitable for printing. You can print pages from the online user guide, but if you’re printing more than a few pages, you’ll ﬁnd it quicker and more efﬁcient to print from the print-on-demand version. The print-on-demand version of the user guide (AcroHelpForPrint.pdf ) is in the Help folder on your Acrobat CD.

Adobe Acrobat Tour

Gives you a quick overview of Acrobat. This online tour uses sample ﬁles to illustrate some of the most important features in the software and includes step-by-step instructions for working with those features yourself. To start the tour, choose Acrobat Tour from the Acrobat Help menu.

Getting Started

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You’ll ﬁnd a print-on-demand version of the tour (AcroTourForPrint.pdf) in the Help folder on your Acrobat CD.

The Adobe Web site

Visit the Adobe Web site for up-to-the minute information on technology related to Acrobat, links to Acrobat plug-ins, product tips, support updates, and much more.

In Acrobat, click the Adobe Web site button , or choose File > Adobe Online. Use the dialog box that appears to update pages from the Web site manually, to conﬁgure how often to update pages automatically, or to set up your proxy service.

In your Web browser, you can go to the main page of the Adobe Web site by entering the URL www.adobe.com.

On the Adobe Web site home page, you can click a country name in the Adobe Sites pop-up menu to choose a language for viewing the site. The exact information in the site may vary from one language version to another.

Classroom in a Book

Classroom in a Book is the ofﬁcial training series for Adobe software developed by experts at Adobe and published by Adobe Press. For information on purchasing

Adobe Acrobat 4.0 Classroom in a Book

, visit the Adobe Web site

(www.adobe.com), or contact your local book distributor.

Getting Started

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Training & Certiﬁcation

The Adobe Training & Certiﬁcation Programs are designed to help Adobe customers improve and promote their product proﬁciency skills. The Adobe Certiﬁed Expert (ACE) program is designed to recognize the high-level skills of expert users. Adobe Certiﬁed Training Providers (ACTP) use only Adobe Certiﬁed Experts to teach Adobe software classes. Available in either ACTP classrooms or on site, the ACE program is the best way to master Adobe products. For Adobe Certiﬁed Training Programs information, visit the Partnering with Adobe Web site at partners.adobe.com.

About the Acrobat package

The Acrobat package includes the Adobe Acrobat CD-ROM,

Getting Started

(a printed copy of this chapter), and a printed registration card.

Adobe Acrobat

The Adobe Acrobat CD contains the following:

■

Adobe Acrobat software for your platform.

■

Adobe Acrobat Reader software for your platform.

■

Adobe PostScript® printer drivers and other utilities you may need.

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An online user guide that provides complete documentation for Acrobat and

its plug-ins.

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An interactive online Tour that takes you through Acrobat, with accompa-

nying sample ﬁles and step-by-step instructions.

Getting Started

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Sample interactive forms and related materials to help you design your own

forms in Acrobat.

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A Security folder with information from vendors who are providing digital

signature capabilities in Acrobat.

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A Software Development Kit (SDK) with libraries, source code, and documen-

tation for developing plug-ins that extend the functionality of Acrobat.

■

Tryout versions of Adobe ﬂagship products.

System requirements

Acrobat requires certain hardware and software components to be able to run properly. (See “Troubleshooting” in the online User Guide for tips on maximizing Acrobat performance and suggestions for reducing memory requirements.)

Windows

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An Intel® i486™ or Pentium® processor-based personal computer (Pentium

recommended).

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Microsoft Windows 95, Windows 98, or Windows NT® 4.0 with Service Pack 3

or later.

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16 MB of RAM for Acrobat on Windows 95 and Windows 98, 24 MB of RAM for

Acrobat on Windows NT (32 MB recommended).

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Getting Started

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32 MB of RAM for the Paper Capture plug-in (64 MB recommended).

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A hard drive with at least 80 MB of available space (150 MB for Asian font

support).

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A CD drive.

Mac OS

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An Apple Power Macintosh computer.

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Apple System Software version 7.5.3 or later for Acrobat. (Version 8.6 or later

is required for Web Capture.)

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6 MB of RAM for Acrobat (12 MB recommended).

■

16 MB of RAM for Distiller or the Paper Capture plug-in (32 MB

recommended).

■

A hard drive with at least 80 MB of available space (150 MB for Asian

font support).

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A CD drive.

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Getting Started

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Registration

Please register your copy of Acrobat so that Adobe can provide you with the highest quality software, offer technical support, and keep you informed of new Acrobat software developments. You can use the enclosed registration card, or register online at the end of the installation process or at a later date. Follow the on-screen instructions to register at the end of the installation process.

To register online at a later date: 1

Follow the instructions for your platform:

■

In Windows, click the Start Menu, choose Programs > Adobe Acrobat 4.0, and

click Register Acrobat 4.0.

■

In Mac OS, open the Adobe Acrobat 4.0 folder, and double-click the Adobe

Registration Utility icon.

Follow the on-screen instructions to complete the registration.

Getting Started

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Installing and starting Acrobat (Windows)

You install the Acrobat program ﬁles from the CD-ROM. Note that you cannot run Acrobat from the CD; you must install the components onto your hard drive and run the software from that drive.

Important:

recommends uninstalling it before installing Acrobat 4.0. See the documentation for the earlier Acrobat version for information on uninstalling.

If you have an earlier version of Acrobat on your system, Adobe

Installing Acrobat (Windows)

In addition to Adobe Acrobat, the Acrobat installer includes the AdobePS™ printer drivers and a set of Distiller PostScript Printer Description (PPD) ﬁles. The PPD ﬁles provide information about the particular printer (such as what fonts are on the printer’s ROM) for the AdobePS driver. Before using Distiller to create PDF ﬁles, you may need to select a PPD ﬁle for the printer you intend to use. (See Chapter 2, “Converting Electronic Files to PDF,” in the online User Guide for details.)

Getting Started

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The default installation in Windows includes macros that allow you to create PDF ﬁles easily in Microsoft Ofﬁce applications. If you have Microsoft Word 97, Word in Microsoft Ofﬁce 2000, PowerPoint 97, or PowerPoint 2000 on your system, the PDFMaker macro is installed. If you have Word 95, PowerPoint 95, Excel 95, Excel 97, or Excel 2000 on your system, the PDFWriter macro is installed.

Note:

The serial number for your copy of the software is located on the printed

registration card.

To install Acrobat (Windows): 1

Restart Windows, and do not start any other applications.

Insert the Adobe Acrobat CD into your CD drive.

In the Adobe Acrobat 4.0 Setup dialog box, click Next whenever you are ready to proceed to the next panel. Follow the on-screen instructions to move past the introduction, to select a country, and to accept the license agreement.

Select the type of installation you want:

■

Typical installs the program ﬁles for Acrobat, Acrobat Catalog, Acrobat Distiller, PDFWriter, PDFMaker, several standard plug-ins, and the online documentation.

■

Compact installs only the Acrobat, Distiller, PDFWriter, and PDFMaker program ﬁles.

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■

Custom lets you specify what components to install. You can include any of the components in the typical installation, plus support for PDF documents with Asian-language text and the accessories QuickTime 3.0 and Photoshop®

5.0 PDF Plug-in.

For a description of any component that can be installed, select Custom, and click Next. Then select the component in the list to see a description of it. You can click Back to return to the panel for selecting a type of installation if you do not intend to continue with the custom installation.

If you want to change the destination folder for the Acrobat ﬁles, click

Browse, and use the browser to locate a folder.

Click Next.

If you selected custom installation, select the components you want to install, and click Next. The dialog box displays the amount of disk space required to install each component and the amount of space available. You can also select a component in the list and click Change to include or remove any item within that component.

Note:

The Acrobat Capture® plug-in requires Acrobat and PDFWriter. If you select the Capture plug-in, you must also select Acrobat Program Files and PDFWriter Program Files or already have them installed.

Enter your name, your organization (optional), and the serial number for

your copy of the program, and then click Next.

Getting Started

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Click Yes to verify the user information.

Click Next to begin the installation. When the process is complete, a message tells you that Acrobat is installed. You can register as part of the installation process, or you can cancel the registration when prompted and register at a later time.

Select Yes, and click Finish to restart your computer.

Conﬁguring Adobe Photoshop and Adobe Illustrator® for image or PDF editing in Acrobat

If you install Adobe Acrobat after installing Adobe Photoshop 5.0, Acrobat will automatically supply Photoshop with a PDF plug-in that enables you to take an image from a PDF document, edit it in Photoshop, save it, and return the image to the PDF document. If you install Photoshop after installing Acrobat, however, you may need to conﬁgure this application manually.

Adobe Illustrator 7 and Illustrator 8 install a PDF plug-in that enables you to take a PDF page from a PDF document, edit it in Illustrator, save it, and return the page to the PDF document. There should be no need to conﬁgure this manually.

Getting Started

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To conﬁgure Adobe Photoshop manually: 1

Copy the Photoshop plug-in ﬁle PDFFormat.8bi from the Program Files\Adobe\Acrobat 4.0\Acrobat folder to the Program Files\Adobe\Photoshop 5.0\Plug-ins\File Formats folder.

Quit Photoshop if it is running. The next time you start Photoshop, it should recognize the plug-in.

Starting Acrobat (Windows)

To use Acrobat, you must have installed the ﬁles from the CD onto your local hard drive. You cannot run Acrobat from your CD-ROM drive.

To start Acrobat (Windows):

Click the Start Menu, choose Programs > Adobe Acrobat 4.0, and click the name of the program you want to start. You can also double-click the Adobe Acrobat icon on your desktop to start the Acrobat program, or double-click a PDF ﬁle icon to start the program with that ﬁle open.

Start the Adobe Acrobat 4.0 program to view, enhance, or create PDF documents. Start Acrobat Catalog to build a searchable index for a collection of PDF documents. Start Acrobat Distiller to customize Distiller job options, change the Distiller preferences, set up watched folders, or convert PostScript ﬁles to PDF.

Getting Started

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To start Acrobat without plug-ins (Windows):

Hold down Shift immediately after starting up the Acrobat program.

Uninstalling Acrobat (Windows)

You can remove all of the Acrobat components installed on your system with the Uninstall utility.

To uninstall Acrobat (Windows):

Click the Start Menu, choose Programs > Adobe Acrobat 4.0, and click Uninstall Adobe Acrobat 4.0. Click Yes to conﬁrm that you want to remove the program.

Installing and starting Acrobat (Mac OS)

You install the Acrobat program ﬁles from the CD-ROM. Note that you cannot run Acrobat from the CD; you must install the components onto your hard drive and run the software from that drive.

Important: If you have an earlier version of Acrobat on your system, Adobe recommends uninstalling it before installing Acrobat 4.0. See the documentation for the earlier Acrobat version for information on uninstalling.

Getting Started

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Installing Acrobat (Mac OS)

In addition to Adobe Acrobat, the Acrobat installer includes the AdobePS™ printer driver and a set of Distiller PostScript Printer Description (PPD) ﬁles. The PPD ﬁles provide information about the particular printer (such as what fonts are on the printer’s ROM) for the AdobePS driver. Before using Distiller to create PDF ﬁles, you may need to select a PPD ﬁle for the printer you intend to use. (See Chapter 2, “Converting Electronic Files to PDF,” in the online User Guide for details.)

Note: The serial number for your copy of the software is located on the printed registration card.

To install Acrobat (Mac OS): 1 Insert the Adobe Acrobat CD into your CD drive. 2 Double-click the Install Adobe Acrobat 4.0 icon. 3 In the Adobe Acrobat Installer dialog box, click Continue to move past

the introduction. 4 Specify the type of installation you want:

■

To use the standard installation, choose Easy Install from the pop-up menu. This installs the program ﬁles for Acrobat, Acrobat Catalog, Acrobat Distiller, PDFWriter, several standard plug-ins, and the online documentation.

Getting Started

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■

To install only particular components, choose Custom Install, and select the components in the list box. You can include any of the components in Easy Install, plus support for PDF documents with Asian-language text (Language Kit).

For a description of any component that can be installed, choose Custom Install to see a list of the components, and click the I button to the right of the component you want in the list.

5 Click Install, and follow the on-screen instructions to complete the installation. When the process is complete, a message tells you that Acrobat is installed. You can register as part of the installation process, or cancel the registration when prompted and do it at a later time.

6 Click Restart to restart your computer.

Installing QuickTime (Mac OS)

You need QuickTime to be able to play QuickTime movies pointed to from PDF ﬁles. QuickTime is installed on most Mac OS computers, but if you need it, you can install it from the Acrobat CD.

To install QuickTime (Mac OS): 1 Insert the Adobe Acrobat CD into your CD drive. 2 Open the QuickTime folder, and open the Readme ﬁle. 3 Follow the installation instructions in the Readme ﬁle.

Getting Started

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Starting Acrobat (Mac OS)

To use Acrobat, you must have installed the ﬁles from the CD onto your local hard drive. You cannot run Acrobat from your CD drive.

To start Acrobat (Mac OS):

Open the Adobe Acrobat 4.0 folder, and double-click the icon for the program you want to start. Or double-click a PDF ﬁle icon to start the program with that ﬁle open.

If you installed Japanese fonts with Acrobat, the ﬁrst time you start Distiller you are asked to process the fonts for use with Distiller. Click OK to allow Distiller to process the fonts. (See Chapter 3, “Setting Acrobat Distiller Options” in the online User Guide for more information.)

To start Acrobat without plug-ins (Mac OS):

Hold down Shift immediately after starting up the Acrobat program.

Getting Started

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Managing plug-ins

Acrobat uses plug-ins to add more functionality. Plug-ins increase the required amount of memory needed to run Acrobat. To minimize the amount of memory needed to run Acrobat, you may want to install only the plug-ins you use with the program. A plug-in must be located in the Acrobat Plug-ins folder to load with Acrobat. If the plug-in is moved to another location, it will not load with the program. Alternatively, you can temporarily disable plug-ins when starting Acrobat.

If you install Acrobat after you install Photoshop, the Acrobat installer will automatically supply Photoshop with a PDF plug-in that enables you to edit an image in a PDF document using Photoshop. With this plug-in, you can edit an image in Photoshop while in the PDF document, save the changes, and automatically return the image to the PDF document for viewing. The Acrobat Installer puts the required Photoshop plug-in in the File Formats folder in your Photoshop application folder. The plug-in ﬁle is named PDFFormat.8bi (Windows) or PDFFormat (Mac OS). If you install Photoshop after you’ve installed Acrobat, you will need to conﬁgure the application manually.

Adobe Illustrator 7.0 and 8.0 automatically install a PDF plug-in that enables you to select a graphic object in a PDF document, edit it in Illustrator, save the changes, and automatically return the image to the PDF document for viewing. There should be no need to conﬁgure this manually.

Getting Started

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To conﬁgure Adobe Photoshop to work with Acrobat: 1 Open Windows Explorer, and locate the Photoshop plug-in in Program Files

> Adobe > Acrobat 4.0 > Acrobat > Photoshop > PDFFormat.8bi. 2 Copy this ﬁle to Program Files > Adobe > Photoshop 5.0 > Plug-ins > File

Formats. 3 Shut down Photoshop if it is currently running. When you restart Photoshop,

it will recognize the new plug-in.

To disable a plug-in: 1 Open the Plug-ins folder in your Acrobat folder. 2 Select the plug-ins you do not want to load. Some of the plug-ins may be in

folders within the Plug-ins folder. 3 Move the selected plug-ins to the Optional folder in the Acrobat folder

(Windows) or the Optional Plug-ins folder in the Acrobat folder (Mac OS).

Getting Started

To temporarily disable all plug-ins:

Hold down the Shift key immediately after starting the Acrobat program.

To increase the processing speed of the Paper Capture plug-in:

Do one of the following:

■

Add more RAM than the required 32 MB minimum.

■

In Windows, have available the required 32 MB of RAM and free disk space

equal to twice the size of the largest uncompressed image you will process.

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Looking at the Work Area

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Looking at the Work Area

You use Acrobat to view and work in PDF documents—both your own documents and documents created by other users. The Acrobat work area provides a powerful set of features for navigating in PDF documents, for adjusting the magniﬁcation and other aspects of your view, for controlling the look of documents when they open, and for customizing interaction with them in many other ways.

Using the work area

The Acrobat work area includes a window with a document pane for viewing PDF documents and a navigation pane with bookmarks, thumbnails, annotations, and so on related to the current document. A menu bar, command bar, tool bar, and status bar around the outside of the window provide everything you need to work with documents.

Looking at the Work Area

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B C

E F

A. Command bar B. Menu bar C. Adobe Online button D. Tool bar E. Navigation pane F. Palette menu G. Status bar H. Document pane I. Document pane menu

Looking at the Work Area

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The buttons and menus in the status bar provide quick ways to change your on-screen display and to navigate through documents.

ABCDEFGH I J

A. Navigation Pane button B. Magniﬁcation level C. Magniﬁcation pop-up menu D. First Page button E. Previous Page button F. Current page G. Next Page button H. Last Page button

I. Page size J. Page Layout pop-up menu

Using commands and tools

The command bar contains buttons for many of the most commonly used commands in Acrobat. The document pane menu contains a smaller group of commands for setting General preferences and for getting information on the current document.

The tool bar contains tools for scrolling and zooming; cropping pages; changing the appearance of text; adding graphics, annotations, and signatures; and making other changes to the current PDF document. A small triangle at the lower right of a tool indicates the presence of hidden tools.

To show or hide the command bar, menu bar, or tool bar:

Do one of the following:

■

To show or hide the command bar, choose Window > Show Command Bar or

Window > Hide Command Bar.

Looking at the Work Area

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■

To hide the menu bar, choose Window > Hide Menu Bar. To show it again,

press F7.

■

To show or hide the tool bar, choose Window > Show Tool Bar or

Window > Hide Tool Bar.

To move the command bar or tool bar over the window (Windows):

Drag the bar by its right or bottom edge or by a separator bar between two groups of icons. You can drag the bar back to its original location to reattach it.

To choose a command from the command bar:

Click the button.

To choose a command from the document pane menu:

Position the pointer over the triangle in the upper right corner of the document pane, hold down the mouse button to open the menu, and drag to the command you want.

To select a tool in the tool bar:

Do one of the following:

■

To select a visible tool, click the tool, or press the letter key shown in the

tool’s tip. (Move the pointer over a tool to see its tip.)

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■

To select a visible tool for only one use, Ctrl-click (Windows) or Option-click (Mac OS) the tool. This works for any tool except zoom, select text, select graphic, crop, movie, and article.

■

To select a hidden tool, hold down the mouse button on the related tool with the triangle until the additional tools appear, and then drag to the tool you want. Or hold down Shift, and press the letter key showing in the tool’s tip to cycle through the group of tools.

Press on a tool with a triangle to open a hidden group of tools.

■

To select the hand tool temporarily, hold down the spacebar. To select the zoom-in tool temporarily, hold down Ctrl-space (Windows) or Command-space (Mac OS). To select zoom-out temporarily, hold down Ctrl-Alt-space (Windows) or Command-Option-space (Mac OS). The tools are selected as long as you hold down the keys.

Using context menus

In addition to menus in ﬁxed locations in the work area, Acrobat provides context-sensitive menus that display commands for the particular item under the pointer.

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To choose a command from a context menu: 1 Position the pointer over an item in the work area, such as a thumbnail,

annotation, bookmark, or document page. 2 Hold down the right mouse button (Windows), or press Control and hold

down the mouse button (Mac OS), until the context menu appears. Then drag to the command you want.

Using palettes

Palettes help you organize and keep track of a document’s bookmarks, thumbnails, signatures, annotations, articles, and destinations. Palettes can be docked inside the navigation pane, or they can ﬂoat in windows over the work area. They can also be grouped with other palettes.

To show or hide the navigation pane:

Click the Navigation Pane button in the status bar, or click the left border of the document pane.

To show or hide a palette:

Choose the palette’s Show or Hide command from the Window menu. The palette appears in the navigation pane or in a ﬂoating window, depending on where the palette was located the last time it was visible.

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To change the display of a palette:

Do the following:

■

To change the width of the navigation pane while it is visible, drag its right border.

■

To bring a palette to the front of its group, click the palette’s tab.

■

To move a palette to another group, drag the palette’s tab to the other group. The other group can be in the navigation pane or in a ﬂoating window. You can drag a palette to an existing group or drag a palette over the document pane to create a new ﬂoating window for it.

Drag the palette’s tab to another group.

■

To move a palette to its own ﬂoating window, drag the palette’s tab to the document pane.

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■

To collapse a ﬂoating palette window to show only the tabs, double-click any tab in the palette. Double-click a tab again to return the window to its full size.

■

To move a ﬂoating palette window, drag it by the title bar.

To choose a command from a palette menu:

Position the pointer over the triangle in the upper right corner of the palette, hold down the mouse button to open the menu, and drag to the command you want.

Press on the triangle in a palette to open a palette menu.

Creating PDF documents

You begin the Acrobat process by converting existing documents or source material to PDF. Acrobat creates a copy of the source material in PDF (it does not alter the original material). The source material can be in a variety of formats:

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Electronic ﬁles from applications To convert an electronic ﬁle to PDF, you can

drag and drop the ﬁle to Acrobat, use the Create PDF command or Acrobat icon in a Microsoft Ofﬁce application, “print” the ﬁle to PDF from another application, or (in Windows) simply open the ﬁle in Acrobat. You can also set a variety of options that precisely control the fonts, colors, compression, and other characteristics of your converted ﬁles. See Chapter 2, Converting

Electronic Files to PDF for details.

Web pages In Acrobat, you can collect one page or all pages from any portion

of a Web site. The Web pages are converted to one PDF document and maintain all the original links. You can click the links to download more pages or to go to a URL on the Web. See Chapter 5, Converting Web Pages to PDF for details.

Printed pages You can run a scanner from Acrobat to convert printed pages to

an image-only form of PDF, which stores a bitmap picture of the pages. If you want to be able to search, index, and correct text on the pages, you can use the Paper Capture feature to turn the ﬁle into a full-text searchable PDF ﬁle. Acrobat performs optical character recognition (OCR) on the pages to convert them from PDF Image Only to searchable PDF Normal. See Chapter 4,

Converting Scanned Documents to PDF for details.

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Image ﬁles Import image ﬁles into Acrobat to convert them to a PDF image.

Acrobat can import many common graphic ﬁle formats, including TIFF, BMP, PCX, GIF, and JPEG. If the imported images have text and if you’d like to make them full-text searchable, use the Paper Capture feature to convert the pages from PDF Image Only to searchable PDF Normal. See Converting image ﬁles to

PDF for details.

Buying PDF documents off the Web

The Web Buy feature lets you buy and download eBooks, reference works, technical manuals, structured business documents, newspapers, and periodicals as PDF ﬁles that have been locked with the Adobe secure PDF technology to protect the copyrights of authors and publishers. Web Buy lets you unlock these ﬁles so that you can read and search them on your personal computer or reading device. A series of Web pages pops up in your browser to guide you through the process.

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Setting your Web Buy preferences

Sellers of electronic documents may require that the use of an electronic document be tied to a particular computer or storage device. You can specify in the Web Buy preferences dialog box what computer or storage device information you are willing to make available to sellers automatically when you purchase a secure PDF document over the Web. An advisory page will pop up in your Web browser if a seller seeks information other than that you have deﬁned in your Web Buy preferences dialog box.

To set your Web Buy preferences: 1 Select File > Preferences > Web Buy. 2 Deﬁne the information you want to make available automatically to a seller:

■

Select Internal computer ID to give the seller your computer ID. You cannot edit your computer ID from this dialog box.

■

Select User Identiﬁer (Logon Name) to give the seller your user ID. You cannot edit your user identiﬁer from this dialog box.

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■

Select Storage Device for Document if you want to lock the PDF document to the default storage device in your computer.

Note: If you lock a document to a portable device such as a Zip cartridge or Jaz drive, the document is portable. If you lock a document to your computer, the document can be read only on that machine.

■

Select the Other Identiﬁer (Windows) or Alternate Identiﬁer (Mac OS) text box to lock the document to a storage device such as a Zip cartridge or a Jaz drive that is visible to your computer. To add a storage device to the Other Identiﬁer (Windows) or Alternate Identiﬁer (Mac OS) text box, be sure the storage device is installed, and then click Refresh (Windows) or Refresh Device List (Mac OS) in the dialog box. All the devices that are visible to your computer are listed in the right panel. Select the required storage device, and click the arrow to copy the storage device to the text box. Select the required text box.

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3 Click OK.

Important: You must set the Certiﬁed plug-ins only option in the General preferences to use the Web Buy feature.

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Reading downloaded PDF ﬁles

When you install the Web Buy plug-in, Acrobat installs Rotate View buttons on the Acrobat command bar. These buttons let you rotate pages clockwise or counterclockwise for easier viewing. Acrobat also installs the Retain View On Close option in the Preferences ﬁle. Select this option if you want your electronic document to open automatically at the last page you were looking at when you closed the document, and at the same view.

To rotate the displayed page:

Click the Rotate View 90

CW button or Rotate View 90o CCW button on the command bar to rotate the displayed page clockwise or counterclockwise, respectively. The page is rotated in 90-degree increments.

To set the Retain View On Close option:

Choose File > Preferences > Retain View On Close. (Your document will open automatically at the same page and view when the option is selected.)

Opening PDF documents

The creator of a PDF document can set the document to open in a variety of ways. For example, a document might open to a particular page number, at a particular magniﬁcation, or with the bookmarks or thumbnails visible.

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If a document is set to open in Full Screen view, the tool bar, command bar, menu bar, and window controls are not visible. You can exit Full Screen view by pressing Escape, if your preferences are set this way, or by pressing Ctrl+L (Windows) or Command+L (Mac OS). For more on this view, see Reading

documents in Full Screen view.

To open a PDF document:

Do one of the following:

■

Click the Open button , or choose File > Open. In the Open dialog box, select the ﬁlename, and click Open. PDF documents usually have the extension .pdf.

■

Choose the document’s ﬁlename from the File menu. The menu lists the four PDF documents you last opened.

■

Double-click the ﬁle icon in your ﬁle system.

Note: On Mac OS, you may not be able to open a PDF document created in Windows by double-clicking the icon. If double-clicking the icon on Mac OS does not open the document, use File > Open in Acrobat to open the document, close the document, and try again. After you’ve used the Open command once on the document, you’ll be able to open the document next time by doubleclicking.

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Adjusting the view of PDF documents

You can change the magniﬁcation level of a PDF document and set a page layout that determines whether you’ll see one page at a time or a continuous ﬂow of pages.

Magnifying and reducing the view

The minimum and maximum zoom levels available depend on the current page size.

If you need to magnify a page to a size larger than the window, use the hand tool to move the page around so that you can view all the areas on it. Moving a PDF page with the hand tool is like moving a piece of paper on a desk with your hand.

To increase magniﬁcation:

Do one of the following:

■

Select the zoom-in tool , and click the page.

■

Select the zoom-in tool, and drag to draw a rectangle, called a marquee, around the area to magnify.

■

Click the Magniﬁcation button in the status bar, and choose a magniﬁcation level.

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To decrease magniﬁcation:

Do one of the following:

■

Select the zoom-out tool , and click the page.

■

Select the zoom-out tool, and drag to draw a marquee the size you want the reduced page to be.

■

Click the Magniﬁcation button in the status bar, and choose a magniﬁcation level.

Note: When the zoom-in tool is selected, you can press Ctrl (Windows) or Option (Mac OS) while clicking or dragging to zoom out instead of in. When the zoom-out tool is selected, press Ctrl or Option to zoom in.

To change the magniﬁcation level using a thumbnail:

Position the pointer over the lower right corner of the red page-view box in the thumbnail until the pointer changes to a double arrow . Then drag the corner of the box to reduce or expand the view of the page.

To resize a page to ﬁt the window:

Do one of the following:

■

To resize the page to ﬁt entirely in the window, click the Fit In Window button

, or choose View > Fit in Window.

■

To resize the page to ﬁt the width of the window, click the Fit Width button

, or choose View > Fit Width. Part of the page may be out of view.

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■

To resize the page so that its text and graphics ﬁt the width of the window, choose View > Fit Visible. Part of the page may be out of view.

To return a page to its actual size:

Click the Actual Size button , or choose View > Actual Size. The actual size for a PDF page is typically 100%, but the document creator may have set it to another magniﬁcation level.

Setting the page layout

You can use three page layouts when viewing PDF documents:

■

Single Page layout displays one page in the document pane at a time.

■

Continuous layout arranges the pages in a continuous vertical column.

■

Continuous - Facing layout arranges the pages side by side. This conﬁguration accommodates a two-page spread display and multiple-page viewing in the window. If a document has more than two pages, the ﬁrst page is displayed on the right to ensure proper display of two-page spreads.

Single Page layout, Continuous layout, Continuous - Facing layout

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In Single Page layout, the Edit > Select All command selects all text on the current page. In Continuous and Continuous - Facing layouts, it selects all text in the PDF document.

To set page layout:

Do one of the following:

■

Click the Page Layout button in the status bar, and choose a page layout.

■

Choose Single Page, Continuous, or Continuous - Facing from the View menu.

To see two-page spreads most efﬁciently, use the Continuous - Facing page

layout, and choose View > Fit Width.

Reading documents in Full Screen view

In Full Screen view, PDF pages ﬁll the entire screen; the menu bar, command bar, tool bar, status bar, and window controls are hidden. A document creator can set a PDF document to open in Full Screen view, or you can set the view for yourself. Full Screen view is often used for presentations, sometimes with automatic page advancement and transitions.

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The pointer remains active in Full Screen view so that you can click links and open notes. You can use keyboard shortcuts for navigational and magniﬁcation commands, even though the menus and tool bar are not visible. You can also set preferences to deﬁne how Full Screen view appears on your system.

To read a document in Full Screen view:

Choose View > Full Screen. Press Return or the Down or Right Arrow key to page through the document. Press Shift-Return or the Up or Left Arrow key to page backward through the document.

Note: If you’re using Mac OS and have two monitors installed, the Full Screen view of a page appears on only one screen. To page through the document, click the screen displaying the page in Full Screen mode.

To exit Full Screen view:

Press Escape, if your Full Screen preferences are deﬁned this way, or press Ctrl+L (Windows) or Command+L (Mac OS).

To set preferences for Full Screen view: 1 Choose File > Preferences > Full Screen. 2 Select the navigation options:

■

Advance Every speciﬁes whether to advance automatically from page to page every set number of seconds. You can page through a document using mouse or keyboard commands even if automatic paging is selected.

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■

Advance On Any Click lets you page through a PDF document by clicking the mouse. If this is not selected, you can 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.

■

Escape Key Exits lets you exit Full Screen view by pressing the Escape key. If this is not selected, you can exit by pressing Ctrl+L (Windows) or Command+L (Mac OS).

3 Choose the appearance options:

■

Background Color speciﬁes the window’s background color. If you choose Custom, the system color palette is displayed. See your computer’s user guide for instructions on setting a custom color.

■

Default Transition speciﬁes the transition effect to display when you switch pages in Full Screen view.

■

Mouse Cursor speciﬁes whether to show or hide the cursor in Full Screen view.

■

Zoom To (Mac OS) selects a monitor to use for Full Screen view when two monitors are installed. You can choose Main (for the monitor with the menu bar), Largest Intersection (for the monitor that displays the largest portion of the document), Deepest (for the monitor with the most colors), Widest (for the

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monitor with the greatest horizontal resolution), Tallest (for the monitor with the greatest vertical resolution), or Largest Area (for the monitor with the most pixels).

4 Click OK.

Navigating in PDF documents

You can navigate in PDF documents by paging through them or by using navigational structures. You can also retrace your steps through documents to return to where you started.

Paging through documents

Acrobat provides buttons, keyboard shortcuts, and menu commands for paging through a PDF document.

Note: If you use the number keys on your keyboard’s number pad, make sure Num Lock is off.

To go to another page:

Do one of the following:

■

To go to the next page, click the Next Page button in the command bar or status bar, press the Right Arrow key, press Ctrl (Windows) or Option (Mac OS) and the Down Arrow key, or choose Document > Next Page.

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■

To go to the previous page, click the Previous Page button in the command bar or status bar, press the Left Arrow key, press Ctrl (Windows) or Option (Mac OS) and the Up Arrow key, or choose Document > Previous Page.

■

To move down one line, press the Down Arrow key.

■

To move up one line, press the Up Arrow key.

Note: The Down and Up Arrow keys move you one line at a time when you are not in Fit in Window view. In Fit in Window view, these keys move you one page at a time.

■

To move down one screenful, press Page Down or Return.

■

To move up one screenful, press Page Up or Shift+Return.

■

To go to the ﬁrst page, click the First Page button in the command bar or status bar, press the Home key, or choose Document > First Page.

■

To go to the last page, click the Last Page button in the command bar or the status bar, press the End key, or choose Document > Last Page.

To jump to a page by its number:

Do one of the following:

■

Select the current page number in the status bar, type the page number to jump to, and press Return.

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If the Use Logical Page Numbers option is selected in General preferences, and if your document’s page numbers are different from the page position in the PDF ﬁle, the page position appears in parentheses in the status bar. For example, if a ﬁrst page is numbered “iii”, the numbering might appear as “iii(1 of

10)”. You can double-click inside the parentheses, edit the page-position number, and press Return to go to that page.

■

Choose Document > Go To Page, type the page number, and click OK. If the Use Logical Page Numbers option is selected in General preferences, and

your document’s page numbers are different from the page position in the PDF ﬁle, you can enter the page-position number in parentheses in Go To Page to go to that page.

■

Drag the vertical scroll bar until the number of the page you want to jump to is displayed.

Browsing with navigational structures

Acrobat offers a wide range of navigational structures to help you move to speciﬁc places in PDF documents:

■

Bookmarks provide a visual table of contents and usually represent the chapters, sections, and other organizational items in a document.

■

Thumbnails provide miniature previews of document pages. You can use thumbnails to edit pages, to change the display of pages, and to go to other

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pages. A red page-view box in a thumbnail indicates the area of the page currently showing in the document pane.

■

Links take you to speciﬁc locations another user (usually the document creator) has deﬁned; these locations can be in the current document, in other electronic ﬁles, or in Web sites. A link usually points to a titled section or other organizational item.

■

Articles are electronic threads that lead you through a document. An article typically begins on one page and continues on another, just as articles do in traditional newspapers and magazines. When you read an article, Acrobat zooms in or out so the current part of the article ﬁlls the screen.

■

Destinations are links that take you to locations a user has deﬁned. Generally, these links go to other documents.

To browse with a bookmark: 1 Show the Bookmarks palette. You may need to choose Window > Show

Bookmarks to open the palette or click the Bookmarks tab to bring the palette to the front of its group.

2 To jump to a topic using its bookmark, click the bookmark’s icon or text in the palette.

Note: Clicking a bookmark might perform an action, such as playing a movie, instead of taking you to another location. It depends on how the bookmark was deﬁned.

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The bookmark for the part of the document currently showing is boldfaced. If the navigation pane disappears when you click a bookmark, the document

creator has activated the Hide After Use command. To show the navigation pane again, click the Show Navigation Pane button on the command bar. Deselect Hide After Use in the navigation pane’s palette menu if you want the navigation pane to remain open after you click a bookmark.

Bookmarks can be subordinate to other bookmarks in their hierarchy; a higher level bookmark in this relationship is the parent, and a lower level bookmark is the child. You can collapse a parent bookmark in the palette to hide all its children. When a parent bookmark is collapsed, it has a plus sign (Windows) or a triangle (Mac OS) next to it. If the bookmark you want to click is hidden in a collapsed parent, click the plus sign or triangle next to the parent to show it.

To select the bookmark for the part of the document showing in the document pane, choose Find Current Bookmark from the Bookmarks palette menu, or click the ﬁnd current bookmark icon at the bottom of the palette. If the bookmark is hidden in a collapsed parent, the parent bookmark is opened so you can see the selected bookmark.

To browse with a thumbnail: 1 Show the Thumbnails palette. You may need to choose Window > Show

Thumbnails to open the palette or click the Thumbnails tab to bring the palette to the front of its group.

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2 Do one of the following:

■

To jump to another page, double-click the page’s thumbnail.

■

To display another part of the current page, position the pointer over the edge of the page-view box in the page’s thumbnail until the pointer changes to a hand tool . Then drag the box to move the view area.

To follow a link: 1 Select the hand tool , a zoom tool, or a selection tool. 2 Position the pointer over the linked area on the page until the pointer

changes to a hand with a pointing ﬁnger . (The hand has a plus sign in it if the links point to the Web.) Then click the link.

Note: Clicking a link might perform an action, such as playing a movie, instead of taking you to another location. It depends on how the link was deﬁned.

To read an article: 1 Do one of the following:

■

Show the Articles palette. Then double-click the article’s icon in the palette to start reading at the beginning of the article.

■

Select the hand tool . Then click in the article to start reading it at that point, or press Ctrl (Windows) or Option (Mac OS) and click anywhere in the article to start reading at the beginning.

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2 The pointer changes to the follow article pointer . Navigate through the article:

■

To go to the next page in the article, press Return or click.

■

To go to the previous page, press Shift-Return, or press Shift and click.

■

To go to the beginning of the article, press Ctrl (Windows) or Option (Mac OS) and click.

■

To exit the article before reaching the end, press Shift-Ctrl (Windows) or Shift-Option (Mac OS) and click.

3 When you reach the end of the article, the pointer changes to the end article pointer . Press Return or click to return to the view displayed before you started reading the article.

To follow a destination: 1 Show the Destinations palette. You may need to choose Window > Show

Destinations to open the palette or click the Destinations tab to bring the palette to the front of its group.

2 Choose Scan Document from the Destinations palette menu, or click the Scan Document button at the bottom of the palette.

3 To change the sort order of names in the palette, do one of the following:

■

Click the Name bar at the top of the Destinations palette to list the destinations alphabetically by name.

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■

Click the Page bar at the top of the Destinations palette to list the destinations by their order in the document.

4 To jump to a topic using its destination, right-click (Windows) or Controlclick (Mac OS) the destination in the palette, and choose Go To Destination from the context menu.

Retracing your viewing path

After you have paged through documents or used navigational structures to move through documents, you can retrace your path back to where you started. You can go 64 steps back in Acrobat, or 32 steps back for documents in external browser windows.

To retrace your viewing path:

Do one or more of the following:

■

To retrace your path within a PDF document, click the Go To Previous View button in the command bar, or choose Document > Go Back for each step back. Or click the Go To Next View button , or choose Document > Go Forward for each step forward.

■

To retrace your viewing path through other PDF documents, choose Document > Go Back Doc for each step back or Document > Go Forward Doc for each step forward. Or hold down Shift, and click the Go Back or Go Forward button. This command opens the other PDF documents if the documents are closed.

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Finding words in PDF documents

You can use the Find command to ﬁnd a complete word or part of a word in the current PDF document. Acrobat looks for the word by reading every word on every page in the ﬁle, including text in form ﬁelds.

If a full-text index has been created for your PDF document, you can search the index for a word rather than using the Find command. A full-text index is an alphabetized list of all the words used in a document or, more typically, in a collection of documents. Searching with an index is much faster than using the Find command, because when Acrobat looks for a word in the index it goes right to the word in the list rather than reading through the documents. See Chapter 12, Searching Catalog Indexes for more information.

To ﬁnd a word using the Find command: 1 Click the Find button , or choose Edit > Find. 2 Enter the text to ﬁnd in the text box. 3 Select search options if necessary:

■

Match Whole Word Only ﬁnds only occurrences of the complete word you enter in the text box. For example, if you search for the word stick, the words tick and sticky will not be highlighted.

■

Match Case ﬁnds only words that contain exactly the same capitalization you enter in the text box.

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■

Find Backwards starts the search from the current page and goes backward through the document.

■

Distinguish Between Full And Half Width Kana ﬁnds only those Kana characters that exactly match the text you enter. This option is available only in the Japanese version of Acrobat.

4 Click Find. Acrobat ﬁnds the next occurrence of the word.

To ﬁnd the next occurrence of the word:

Do one of the following:

■

Choose Edit > Find Again.

■

Reopen the Find dialog box, and click Find Again. (The word must already be in the Find text box.)

Getting information on PDF documents

When you view a PDF document, you can get information on the ﬁle, such as the title, the fonts used, and any security settings. Some of this information is set by the person who created the document, and some is generated by Acrobat. You can change any of the information that can be set by the document creator (unless the ﬁle has been saved with security settings that do not allow you to change the document).

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To get information on the current document:

Choose from the File > Document Info menu or from the document pane menu to open an information dialog box. (You can open only the General, Security, and Font dialog boxes from the document pane menu.)

■

General shows basic information about the document. The title, subject, author, and keywords may have been set by the document creator and can be changed. If you create an index in Acrobat, you can search for these items in Acrobat to ﬁnd particular documents.

Note: Acrobat Catalog and many Web search engines use the title to describe the document in their search results list. If a PDF ﬁle does not have a title, the ﬁlename appears in the results list instead. A ﬁle’s title is not necessarily the same as its ﬁlename.

The binding option affects how the pages are arranged side by side when you view pages using the Continuous - Facing page layout. This is provided so that the arrangement of pages will match the reading direction (left to right or right to left) of text in the document. Right Edge binding is useful for viewing Arabic or Hebrew text or vertical Japanese text. You can change this setting.

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Some information is generated by Acrobat and cannot be modiﬁed. This includes the application that created the original document, the Acrobat utility that produced the PDF ﬁle, the date and time the PDF ﬁle was created and last changed, whether the ﬁle was optimized for online Web viewing, the ﬁle size, and the PDF version number. Acrobat generates this information from comments in the PostScript ﬁle.

■

Open describes the opening view of the PDF document. This includes the initial window size, the opening page number and magniﬁcation level, and whether bookmarks, thumbnails, the tool bar, and the menu bar are displayed. You can change any of these settings to control how the document displays the next time it is opened.

■

Fonts lists the fonts and the font types used in the original document, and the fonts, font types, and encoding used in Acrobat to display the original fonts. Only the fonts viewed in the document so far are listed. To see a list of all fonts used in the entire document, click List All Fonts.

Note: You can look at this dialog box to see what fonts were used in the original document and whether the same fonts are used in Acrobat. If substitute fonts are used and you aren’t satisﬁed with their appearance, you may want to install the original fonts on your system or ask the document creator to recreate the document with the original fonts embedded in it.

■

Security shows whether or not the ﬁle has passwords and describes other security settings.

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■

Prepress gives information about the document that may be helpful in a prepress workﬂow. The Trapping pop-up menu describes whether trapping has been applied to the ﬁle; this information can be used by prepress software to determine whether to apply trapping to the ﬁle at print time. The Print 4 Color setting tells whether four-color ICC proﬁles should be treated as devicedependent CMYK.

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Index gives the name of an autoindex associated with the ﬁle. Opening the ﬁle adds the associated index to the list of indexes that can be searched. The Browse button in this dialog box allows you to mount a different index for the ﬁle.

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Base URL displays the base Uniform Resource Locator (URL) set for Weblinks in the document. Specifying a base URL makes it easy for you to manage Weblinks to other Web sites. If the URL to the other site changes, you can simply edit the base URL and not have to edit each individual Weblink that refers to that site. The base URL is not used if a link already contains a complete URL address.

Printing PDF documents

You can specify a range of pages to print in the Acrobat Print dialog box, or you can specify noncontiguous pages or a particular page area to print before opening the dialog box.

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To print a PDF document: 1 If necessary, do one of the following:

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To select pages to print, click thumbnails in the Thumbnails palette. You can Ctrl-click (Windows) or Command-click (Mac OS) thumbnails to select noncontiguous pages, or Shift-click to select a contiguous range of pages. You can also select a contiguous page range in the Print dialog box.

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To select an area on a page to print, select the graphics select tool , and drag on the page to draw the area you want.

2 Use File > Page Setup to set general printing options. The available options will vary with different printers and drivers. See your printer driver documentation for details.

3 Click the Print button , or choose File > Print. Specify the printer, page range, number of copies, and other options, and click OK. Most of the options are the same as they are for other applications, but note the following:

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Selected Pages Or Selected Graphic (Windows) or Selected Thumbnails/ Graphic (Mac OS) prints only the pages or page area you selected before opening the Print dialog box.

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Page From/To prints a range of pages. In Windows, if the Use Logical Page Numbers option is selected in General preferences, you can enter pageposition numbers in parentheses to print those pages. For example, if the ﬁrst page of a document is numbered “iii”, you can enter (1) to print that page.

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Annotations prints Acrobat annotation graphics on the pages. The annotations are always printed as closed, even if they are open on the pages online.

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Fit To Page scales pages up or down (and if necessary rotates them) to ﬁt the paper size currently installed in your printer. This is not available in most other applications.

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Print As Image (Windows) prints the pages as bitmap images. (In Mac OS, this is set in the Print Method pop-up menu.) You may want to print pages as images if they have too many fonts to print as PostScript or if the pages use non-embedded Asian fonts not available on your system.

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Print Method, in Windows, speciﬁes which level of PostScript to generate for the pages. Choose the level of PostScript appropriate for your printer. In Mac OS, this speciﬁes whether to print using PostScript (without selecting level) or to print pages as bitmap images.

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Force Language Level 3 (Mac OS) prints the pages using LanguageLevel 3 PostScript. Select this option if you’re printing PostScript to a ﬁle rather than to a printer and you want to use LanguageLevel 3 PostScript. (When you send PDF to a printer, let the printer driver specify what level of PostScript to use.) This is available only when you choose PostScript in the Print Method pop-up menu; if you choose PostScript in the menu and do not select this option, PostScript Level 2 is used.

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Download Asian Fonts downloads Asian fonts to a PostScript printer. Select this option if you want to print a PDF document with Asian fonts but do not

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have the fonts installed on the printer and do not have the fonts embedded in the document. (Embedded fonts are downloaded whether or not this option is selected.) You can use this option with a PostScript Level 2 or higher printer, or a Level 1 printer that supports Type 0 font extensions.

Note: Some fonts cannot be downloaded to a printer, either because the font is a bitmap or because embedding of the font is restricted in that document. In these cases, a substitute font is used for printing, and the printed output may not match the screen display exactly. See Previewing substituted fonts for information on seeing what substituted fonts will look like on another system.

If Download Asian Fonts is not selected, the PDF document prints correctly only if the referenced fonts are installed on the printer. If the fonts are not on the printer but the printer has similar fonts, the printer substitutes the similar fonts. If there are no suitable fonts on the printer, Courier is used for the text.

If you have a PostScript Level 1 printer that does not support Type 0 font extensions, or if Download Asian Fonts does not produce the results you want, print the PDF document as a bitmap image. Printing a document as an image may take longer than using a substituted printer font.

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Use Printer Halftone Screens prints halftones using the printer’s halftone screens. If you do not select this option, the halftones are printed using halftone information from the PDF ﬁle.

Note: If Use Printer Halftone Screens is not selected, and if the halftone information sent to the printer from the PDF ﬁle is not appropriate for that printer, the screens may produce “muddy” images.

Setting Acrobat preferences

You can use preferences to deﬁne a default page layout, set an author name for annotations, select a browser for Weblinks, and customize Acrobat in many other ways. General preferences settings are described here. For information on other sets of preferences, see the index.

Note: These preferences control the Acrobat application on your system; they are not associated with a particular document.

To open a preferences dialog box:

Choose a dialog box from the File > Preferences menu.

To set General preferences:

Choose File > Preferences > General, or choose Preferences from the document pane menu. Deﬁne a default page layout, a color management system, and other basic options, and click OK.

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Default Page Layout sets a page layout used for scrolling when you ﬁrst open a document. You can display pages one at a time as you scroll, continuously one above the next, or continuously side by side.

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Page Units speciﬁes a unit of measure for displaying page size in the status bar and in the Crop dialog box.

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Substitution Fonts speciﬁes multiple master fonts that Acrobat uses to substitute for Type 1 and TrueType

™

fonts not available on your computer. If PDF documents do not print because of insufﬁcient printer memory, choose Sans from the Substitution Fonts pop-up menu. If you change this setting, the change takes effect the next time you start Windows or your Macintosh.

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Application Language sets a language for the Acrobat user interface. The pop-up menu shows the languages you installed with Acrobat. If you choose a different language, the change takes effect the next time you start the application.

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Use Greek Text Below displays text below the designated point size as gray lines (or greeked text) to speed display time.

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Smooth Text And Images smooths the edges of text and monochrome images to minimize the contrast between the background and the text or image. This sometimes improves the quality of the display on-screen, especially with larger text sizes.

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Display Large Images displays images larger than 128K. If you do not select this option, a gray box appears in place of a large image. Selecting this option can slow down paging through a document.

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Display Page To Edge prints PDF documents to the edge of the pages. If you do not select this option, pages from PDF documents are printed with a white border, as deﬁned by the printer driver.

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Use Logical Page Numbers allows you to set page numbering in a PDF document using the Document > Number Pages command. You typically do this when you want PDF page numbering to match the numbering printed on the pages. A page’s number, followed by the page position in parentheses, appears in the status bar and in the Go To Page, Delete Pages, and Print dialog boxes. For example, if the ﬁrst page in a document is numbered “i”, it might appear as “i(1 of 10)”. If this option is not selected, Acrobat ignores page numbering information in documents and numbers pages using arabic numbers starting at 1.

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Default Zoom sets the magniﬁcation level for PDF documents when they are ﬁrst opened. This affects only documents that have Default set for their magniﬁcation in Document Info > Open.

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Max “Fit Visible” sets the maximum magniﬁcation level for the Fit Visible view and for viewing articles.

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Color chooses a color management system for interpreting color accurately across devices. See Setting color options for information on how a color

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management system works with an ICC proﬁle tagged to an image in a PDF document.

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Allow Background Downloading allows a PDF document to continue downloading from the Web, even after the ﬁrst requested page displays onscreen in a Netscape Navigator-compatible browser. If you do not select this option, only the requested page downloads to your computer, and other pages are downloaded as you request them.

Note: You will get unexpected results from the Go Back command in your Web browser if you do not select this option. For example, if you link to another document from a partially downloaded PDF document and then want to return to that document by using Go Back, you return to the ﬁrst page of the PDF document, even if you were not on the ﬁrst page. This option should alleviate most cases of unexpected Go Back behavior in your Web browser.

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Display Splash Screen At Startup shows the splash screen each time Acrobat is started.

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Display Open Dialog At Startup shows the Open dialog box each time Acrobat is started.

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Open Cross-Doc Links In Same Window opens linked PDF documents and views in one window to minimize the number of windows open in Acrobat. If you do not select this option, a new window is opened for each new Go To View link. If a linked document is open when a Go To View link to it from

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another document is activated, the document remains open in a separate window.

Note: To override this setting, either selected or deselected, you can press Ctrl (Windows) or Option (Mac OS) when clicking a link.

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Use Page Cache places the next page in a buffer even before you view the page in Acrobat. This reduces the amount of time it takes to page through a document.

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Allow File Open Links warns you of security risks when you open a ﬁle in another application from a link in a PDF document and gives you a chance to cancel the operation. If this option is not selected, links to ﬁles in other applications are disabled.

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Web Browser Integration displays PDF documents in your Web browser when viewing PDF documents on the Web. If you do not select this option, the documents display in Acrobat as a helper application to the Web browser. See

Conﬁguring Web browsers for viewing PDF for more information on viewing

PDF documents on the Web.

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Skip Editing Warnings disables warning boxes when you delete notes, links, pages, thumbnails, bookmarks, and other items in PDF documents.

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Certiﬁed Plug-ins Only loads only Adobe-certiﬁed third-party plug-ins. This option must be selected if you are using the Web Buy feature. If you change this option, you must restart Acrobat by clicking Relaunch in the General Preferences dialog box.

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Viewing PDF documents on the Web

You can view PDF documents that are on the World Wide Web or an intranet using a Web browser. Every document on the Web is identiﬁed by a unique address called a Uniform Resource Locator (URL). When a PDF document is stored on the Web, you can click a URL link to it to open the document in your Web browser. You can also read PDF documents that are embedded in HTML pages on the Web.

Reading PDF documents in a Web browser

PDF documents can display in Web browsers compatible with Netscape Navigator 3.0 (or later) or Internet Explorer 3.0 (or later). The necessary plug-ins are automatically installed when you install Acrobat. For information on getting your browser ready, see Conﬁguring Web browsers for viewing PDF.

When you view a PDF document in a Web browser, all of the Acrobat Reader tools are available in the browser. In Windows, you can click the two small vertical lines (next to the Adobe icon at the left of the tool bar) to minimize or maximize the tool bar.

Note: Many keyboard commands are mapped to the Web browser rather than to Acrobat, so some Acrobat keyboard shortcuts may not be available in the browser window.

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Searching in a Web browser

Some Web search engines index PDF documents as well as HTML documents on Web servers. And some search engines support PDF search highlighting, although not all search engines that support PDF indexing support search highlighting.

If you visit a Web site that uses a search engine that indexes PDF documents, your search results list may include PDF documents. If the Web site uses a search engine that supports PDF search highlighting, and if you open one of the PDF documents in the search results list, the Highlight Next and Highlight Previous buttons activate on the Acrobat command bar in your Web browser. The search term is also highlighted in the document.

To go to the next search hit, click the Highlight Next button. To go to the previous hit, click the Highlight Previous button. These two commands jump across PDF documents, but not across HTML documents.

Reading PDF documents embedded in HTML

HTML pages can include embedded PDF documents. An embedded PDF document normally displays an image of the ﬁrst page of the document in the HTML document. The PDF document can be conﬁgured by the HTML author to display, when clicked, in a separate window. The document displays in a browser window or in an Acrobat window, depending on how you have conﬁgured your browser.

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If an embedded PDF ﬁle is not conﬁgured to open in a separate window, you can interact with the ﬁle in a browser compatible with Internet Explorer, but not one compatible with Netscape Navigator. For example, links would not be active in a PDF ﬁle displayed embedded in HTML in Netscape Navigator, but they would be active in Internet Explorer. For more information, see

Embedding PDF documents in HTML using the <EMBED> tag.

Conﬁguring Web browsers for viewing PDF

You can view PDF documents in Web browsers compatible with Netscape Navigator 3.0 (or later) or Internet Explorer 3.0 (or later). The Web browser you use, the Web server, and several other factors determine how your system handles the PDF documents.

About viewing PDF documents on the Web

Here are four possible scenarios for viewing PDF on the Web:

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The browser supports PDF viewing, the PDF ﬁle is optimized, and the Web server supports page-at-a time downloading (byte-serving), so the PDF ﬁle downloads a page at a time and displays in the Web browser window. This is the fastest scenario possible for viewing PDF documents on the Web.

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The browser supports PDF viewing, but the PDF ﬁle is not optimized or the server does not support byte-serving, so the entire PDF ﬁle downloads to the machine with the browser and then appears within the browser window.

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The browser supports PDF viewing, and PDF ﬁles are embedded in an HTML page. An ActiveX browser such as Internet Explorer supports navigating through the document. Netscape Navigator-compatible browsers can display the PDF document within an HTML page, but require a link to a full-window view for navigation.

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Acrobat or Acrobat Reader is conﬁgured as a helper application for the browser, and the browser may support PDF viewing within the browser window. The entire PDF ﬁle downloads to the machine with the browser, and the Acrobat viewer launches as a separate application and displays the PDF document.

Enabling page-at-a-time downloading

With page-at-a-time downloading (byte-serving), the Web server sends only the requested page of information to the user, not the entire PDF document. As a reader of the PDF document, you do not have to do anything to make this happen; it is communicated in the background between Acrobat and the Web server. If you want the entire PDF document to continue downloading in the background while you view the ﬁrst page of requested information, be sure Allow Background Downloading is selected in the General preferences dialog box (default). For more information, see Setting Acrobat preferences.

If your Web server does not support page-at-a-time downloading, you can use a CGI application to do it.

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Setting up Acrobat as a helper application

If your Web browser does not display PDF documents in the browser window, or if you prefer not to view PDF documents in the Web browser, you can set up Acrobat as a helper application in your browser’s preferences. Then, when you view a PDF document on the Web, Acrobat will start and display the document. When Acrobat works as a helper application, you cannot use page-at-a-time downloading, form submittal in a browser, or search highlighting on the Web, and you cannot view embedded PDF documents.

To set up your Web browser to recognize PDF ﬁles, you must deﬁne a MIME type and a ﬁle type. The ﬁle type should be pdf. The MIME type should be application/pdf. See your browser’s documentation for information on conﬁguring it.

If you are using Netscape Navigator 2.0 or later with Windows or on a Macintosh, and if you want to use Acrobat as a helper application, rename the PDFViewer plug-in or delete it from the Netscape plug-in folder. The plug-in is named nppdf32.dll (Windows) or PDFViewer (Mac OS).

To use Acrobat as a helper application in Windows: 1 Choose File > Preferences > General. 2 Select Web Browser Integration, and click OK.

Note: This is not necessary in Mac OS.

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Installing the Web browser plug-in

Browsers compatible with Netscape Navigator need the nppdf32.dll ﬁle (Windows) or PDFViewer plug-in (Mac OS) to display PDF. When you install Acrobat, this plug-in is automatically installed in the Netscape plug-in folder, if you have Navigator on your system. If you install Navigator after installing Acrobat, or if you’re using another browser compatible with Navigator, you can install this plug-in yourself.

To install the Web browser plug-in (Windows): 1 Open the Browser folder in the Acrobat folder. 2 Copy the nppdf32.dll ﬁle to your Web browser’s plug-ins folder.

To install the Web browser plug-in (Mac OS): 1 Open the Web Browser Plug-in folder in the Acrobat folder. 2 Copy the PDFViewer plug-in to your Web browser’s plug-ins folder.

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Converting Electronic Files to PDF

You can use Acrobat to convert an electronic ﬁle from virtually any application to the Portable Document Format (PDF). Acrobat can use two different utilities—PDFWriter and Acrobat Distiller—to make this conversion for you. In general, PDFWriter converts ﬁles more quickly, but Distiller gives you more control over the process and provides higher quality output.

About the methods of converting ﬁles

Acrobat provides several ways to convert electronic ﬁles to PDF. Use whichever method yields the most suitable PDF output and is most convenient for your situation:

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In the Windows desktop, drag a ﬁle’s icon onto the Acrobat icon or a Distiller icon or into the Acrobat application window. In the Mac OS desktop, drag a ﬁle’s icon onto the PDFWriter icon. See Creating PDF ﬁles with PDFWriter and

Creating PDF ﬁles with Distiller for details.

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In a Microsoft Ofﬁce application in Windows, use a File menu command or an Acrobat icon on the Microsoft tool bar to create a PDF ﬁle from the current document in one quick step. Acrobat installs macros in Microsoft Word, Excel, and PowerPoint on your system to enable this. See Converting ﬁles to PDF in

Microsoft applications (Windows) for details.

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In Mac OS 7.6.1 or later, the AdobePS 8.6 driver lets you create PDF ﬁles (using Distiller) directly from within authoring applications using Create Adobe PDF. See Creating PDF ﬁles with Distiller for details.

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In the Windows version of Acrobat, use the File > Open command to open a ﬁle from another application. Acrobat converts the ﬁle to PDF and opens it in one step. See Creating PDF ﬁles with Distiller for details.

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In an authoring application, use the File > Print command with an Acrobat printer driver to “print” the current document as PDF. See Creating PDF ﬁles

with PDFWriter and Creating PDF ﬁles with Distiller for details.

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In some authoring applications, including Adobe FrameMaker® and Adobe PageMaker

, use a Save or Export command to create a PDF ﬁle from the current document. See the documentation that came with your application for information on converting ﬁles this way.

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Create a PostScript ﬁle from a document, and then use Distiller to convert that ﬁle to PDF. This requires more manual steps than the other methods but gives you better control over the conversion settings. You can also convert PostScript ﬁles to PDF as a batch process and combine multiple PostScript ﬁles into a single PDF ﬁle. See Converting PostScript ﬁles to PDF, Using watched

folders to convert PostScript to PDF, and Combining multiple PostScript ﬁles into one PDF ﬁle for details.

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About the Portable Document Format (PDF)

PDF is a ﬁle format that represents a document in a manner independent of the hardware, operating system, and application software used to create the ﬁle. Adobe Systems developed PDF to enable documents to be transferred and shared across computer platforms. This section gives some background on how PDF works. For more detailed information, see the Portable Document Format Reference Manual, available from the Adobe Web site (www.adobe.com).

You do not need to understand how PDF works to be able to use Acrobat.

Properties of PDF

Here are some highlights of how documents are stored in PDF:

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PDF represents text and graphics by using the imaging model of the PostScript language. Like a PostScript program, a PDF page description draws a page by placing “paint” on selected areas, which allows for device independence and resolution independence.

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PDF ﬁles are extremely portable across diverse hardware and operatingsystem environments. PDF makes use of binary as well as ASCII-encoded data.

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To reduce ﬁle size, PDF supports JPEG, CCITT Group 3, CCITT Group 4, ZIP, and LZW industry-standard compression ﬁlters.

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PDF ﬁles contain information necessary for either displaying embedded fonts or for font substitution. A PDF ﬁle contains a font descriptor for each font used

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in the document. The font descriptor includes the font name, character metrics, and style information. If a font used in a document is available on the computer on which the document is viewed, or if it’s embedded in the PDF ﬁle, it is used. If the font is not available or is not embedded, a special serif or sans serif Multiple Master font is used to simulate the font. This solution applies to Type 1 fonts and to fonts in the TrueType format. Symbol fonts and Expert fonts are automatically embedded or converted to graphics.

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PDF font substitution does not cause documents to reformat. Substitute fonts created from serif and sans serif Multiple Master fonts retain the width and height of the original characters.

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A PDF ﬁle contains a cross-reference table that can be used to locate and directly access pages and other important objects in the ﬁle. Because it uses this cross-reference table (called xref), the time needed to view a given page can be nearly independent of the total number of pages in a document.

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PDF is designed to be extensible; that is, new features can easily be added to the ﬁle format through the plug-in architecture. (Plug-ins are software programs that add functionality to a base program such as Acrobat.)

PDF ﬁle construction

PDF ﬁles are constructed in layers:

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One layer contains the text and image content of the document.

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A second layer contains enhancements, such as bookmarks, hypertext links, and article information.

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A third layer contains basic information about the ﬁle, such as font information and the cross-reference table needed for navigating the PDF ﬁle.

Because of this layered construction, you can replace pages in a PDF ﬁle while retaining established links. When you replace a page, you remove the content layer but not the enhancement layer, so the enhancement information is retained. This reduces the amount of work it takes to maintain the electronic document, because you do not have to recreate the links.

About PDFWriter and Distiller

Acrobat can use either PDFWriter or Distiller to convert your ﬁles to PDF. Both utilities are included in the default Acrobat installation. PDFWriter is a printer driver that converts ﬁles directly to PDF from another software application. Distiller is a tool that converts PostScript ﬁles to PDF, and in many cases it provides higher quality output than PDFWriter. (In some installations, Distiller can also convert the original ﬁle to PostScript and then convert the PostScript to PDF.) PDFWriter is often quicker to use than Distiller.

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Your workﬂow process and the ﬁle’s type and contents may determine which utility is most suitable for your purposes. If you’re converting simple business memos and other documents that have only text, either utility should be acceptable. But if you need precise control over the conversion process, or if you’re converting documents with rich graphical content, Distiller is more appropriate than PDFWriter.

Susan Hall

A document appropriate for PDFWriter and one appropriate for Distiller

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When to use PDFWriter

PDFWriter is a printer driver that converts ﬁles to PDF quickly. It is most suitable for documents that contain mainly text. Here are a few guidelines that can help you decide when to use PDFWriter:

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You’re converting simple business documents, such as those created with Microsoft Word or Excel.

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Your documents do not contain Encapsulated PostScript (EPS) graphics.

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Your system has a limited amount of RAM.

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You want to produce PDF ﬁles more quickly than you can with Distiller. For information on using PDFWriter, see Converting ﬁles to PDF in Microsoft

applications (Windows) and Creating PDF ﬁles with PDFWriter.

When to use Distiller

Distiller creates a PDF ﬁle from a PostScript version of a document. A PDF ﬁle created by Distiller maintains all the formatting, graphics, and photographic images from the original document, and it provides more precise control over the conversion process than PDFWriter. Here are a few guidelines that can help you decide when to use Distiller:

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You’re converting documents created with desktop publishing applications such as Adobe PageMaker, Adobe FrameMaker, Adobe Illustrator, QuarkXPress, or Macromedia FreeHand.

Converting Electronic Files to PDF

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Your documents contain EPS graphics.

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You need to choose speciﬁc resampling and compression methods for bitmap images in the documents.

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The documents have color management information or use deviceindependent color.

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You need to preserve PostScript features, such as document structuring convention (DSC) comments, in the PDF ﬁles.

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You need to send PDF ﬁles to a prepress shop or a service provider for highend publishing.

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You want to convert PostScript ﬁles to PDF in a batch process.

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You’re using the Create PDF File command in Word 97 and want to include bookmarks and links.

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You want to embed Asian fonts in PDF ﬁles. For information on using Distiller, see Converting ﬁles to PDF in Microsoft

applications (Windows), Creating PDF ﬁles with Distiller, and Converting PostScript ﬁles to PDF.

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Converting ﬁles to PDF in Microsoft applications (Windows)

The default Acrobat installation in Windows includes macros that allow you to create PDF ﬁles quickly and easily from Microsoft Ofﬁce applications. A macro called PDFMaker works with Microsoft Word 97, Word 2000, PowerPoint 97, and PowerPoint 2000; a PDFWriter macro works with Microsoft Word 95, PowerPoint 95, and Excel 97, 95, and 2000. These macros are installed automatically with Acrobat if you have the Microsoft application on your system.

When you create a PDF ﬁle directly from Microsoft Word, you can set options that control the appearance and other aspects of the PDF ﬁle. The PDFMaker macro (with Word 97) can create PDF using either PDFWriter or Distiller, and it supports Acrobat 4.0 features such as structured bookmarks. The PDFWriter macro (with Word 95) is a more basic utility that uses PDFWriter to create PDF ﬁles.

To convert a ﬁle to PDF in a Microsoft application (Windows):

Do one of the following:

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In Microsoft Word 97 or Word 2000, choose File > Create Adobe PDF, or click the Create Adobe PDF icon on the Microsoft application tool bar. Select PDFWriter or Distiller, set other options if necessary, and click Create. You can click the Help button in this dialog box to open a document with more information.

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In Microsoft Word 95, choose File > Create Adobe PDF > Print, or click the Create Adobe PDF icon on the Microsoft application tool bar.

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In PowerPoint 97 or PowerPoint 2000, click the Create Adobe PDF icon on the Microsoft application tool bar.

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In Excel 95, 97, or Ofﬁce 2000, choose File > Create Adobe PDF, or click the Create Adobe PDF icon on the Microsoft application tool bar.

Creating PDF ﬁles with PDFWriter

PDFWriter “prints” a document quickly in PDF. You can drag and drop to create PDF ﬁles with PDFWriter or use the Print command in your authoring application. PDFWriter is most suitable for simple business documents that contain mostly text. If your documents have rich graphical content, use Distiller instead.

When you create a PDF ﬁle with PDFWriter, you can provide a title, a subject, an author name, and other keywords for the ﬁle in the Document Information dialog box. This information can be used in searches on the ﬁle and is optional. If you do not provide a title, the ﬁlename will be used as the title in search results lists. For more information, see Getting information on PDF documents.

In most cases, PDFWriter’s default compression and font settings create an acceptably small and efﬁcient PDF ﬁle. If you want more control over ﬁle size or image quality, see Setting PDFWriter properties for information on changing these settings.

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To create a PDF ﬁle with PDFWriter by dragging and dropping (Mac OS): 1 Drag the ﬁle’s icon onto the PDFWriter icon on the desktop. 2 In the Print dialog box for PDFWriter, enter a page range. You can also set

options if these appear in your Print dialog box:

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View PDF File opens the new PDF ﬁle automatically in Acrobat.

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Short (DOS) File Names truncates the ﬁlename to an 8.3 DOS ﬁlename.

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Prompt For Document Info lets you attach search information to the PDF ﬁle.

3 Click OK. 4 If the Document Information dialog box appears, enter a title and other

search keywords, and click OK. (The information is optional.) This dialog box appears if Prompt For Document Info is selected in the Print dialog box.

5 In the Save As dialog box, enter a ﬁlename and location, and click Save.

Note: If the PDFWriter icon is not on your Mac OS desktop, open the Chooser, select the PDFWriter printer driver, and close the Chooser.

To create a PDF ﬁle with PDFWriter using the Print command (Windows): 1 Open the document in its authoring application. 2 Choose File > Print. 3 In the Print dialog box, choose Acrobat PDFWriter from the Printer Name

menu, enter the page range, and click Print or OK. In some applications, you

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may need to click Setup in the Print dialog box to get access to the Printer Name menu.

4 In the Save As dialog box, enter a ﬁlename and location for the PDF ﬁle, and set other options if necessary:

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View PDF File opens the new PDF ﬁle automatically in Acrobat.

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Edit Document Info opens the Document Information dialog box so you can provide search keywords for the PDF ﬁle. Enter a title and other keywords, and click OK. (The information is optional.)

5 Click Save.

To bypass the Save As dialog box and view the document in Acrobat before saving it in PDF, hold down the Control key, and click the Print button in the application’s tool bar, or the Print or OK button in the Print dialog box. Then use the Save command in Acrobat to save the ﬁle in PDF. To be able to use this shortcut, PDFWriter must be selected as the default printer.

To create a PDF ﬁle with PDFWriter using the Print command (Mac OS): 1 Open the document in its authoring application. 2 Do one of the following:

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Hold down the shortcut key (Control by default), and choose File > Print. This

uses PDFWriter to create a PDF ﬁle without changing your printer driver

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setting. (You cannot use this shortcut with Command+P, the print shortcut in Mac OS applications.)

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Open the Chooser, select the PDFWriter printer driver, and close the Chooser.

Then return to the application, and choose File > Print. 3 In the Print dialog box for PDFWriter, enter a page range. You can also set

options if these appear in your Print dialog box:

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View PDF File opens the new PDF ﬁle automatically in Acrobat.

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Short (DOS) File Names truncates the ﬁlename to an 8.3 DOS ﬁlename.

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Prompt For Document Info lets you attach search information to the PDF ﬁle.

4 Click OK. 5 If the Document Information dialog box appears, enter a title and other

search keywords, and click OK. (The information is optional.) This dialog box appears if Prompt For Document Info is selected in the Print dialog box.

6 In the Save As dialog box, enter a ﬁlename and location, and click Save.

To change the shortcut key for PDFWriter (Mac OS):

Choose PDFWriter Shortcut from the Control Panel in the Apple menu, deﬁne a new shortcut, and close the Shortcut window. You can set any combination of Control, Option, and Shift.

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Setting PDFWriter properties

The PDFWriter properties control the page setup, the compression settings, and the font embedding of all PDF ﬁles created with PDFWriter.

Changing the page setup

The page setup for PDFWriter determines the size and orientation of pages. In Windows, you can also set the resolution of PDF ﬁles you send to a printer.

To change the page setup: 1 Do one of the following:

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In a Windows application, choose File > Print (Print Setup in some applications), select Acrobat PDFWriter from the Printer Name menu, and click Properties (Setup in some applications). This will change the settings for the open ﬁle and for other ﬁles you convert to PDF during the current session with this application.

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In the Windows 95 or 98 desktop, choose Settings > Control Panel > Printers from the Start menu, right-click Acrobat PDFWriter, choose Properties, click the Details tab, and click Setup. In the Windows NT desktop, choose Settings > Printers from the Start menu, right-click Acrobat PDFWriter, and choose Document Defaults. This will change the settings for all PDF ﬁles created with PDFWriter.

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In a Mac OS application, hold down the shortcut key (Control by default), and choose File > Page Setup. Or open the Chooser, select the PDFWriter printer driver, close the Chooser, and then choose File > Page Setup in an application. This will change the settings for all PDF ﬁles created with PDFWriter.

2 To change the page size, do one of the following:

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Select Standard, and choose a page size from the menu.

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Select Custom, choose a unit of measure, and enter the page dimensions and margins. The minimum page size is 1-by-1 inch; the maximum is 45-by-45 inches.

3 To change the orientation, select Portrait or Landscape. 4 To change the scaling, enter a percentage in the Scaling text box. Scaling

lets you magnify or shrink the document for printing. For example, a document that is 8-1/2-by-14 inches can be scaled to 75% to ﬁt on a 8-1/2-by-11-inch page. Similarly, if an 8-1/2-by-11-inch document is scaled to 200%, you will need to adjust the page size to 17-by-22 inches to display the entire page.

5 To change the resolution (Windows), choose a Resolution value. The resolution setting determines the number of dots per inch (dpi) with which a PDF ﬁle is printed and can sometimes alter character spacing. For best results, use the resolution setting of the printer chosen when the original ﬁle was created.

6 Click OK.

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Changing the compression options

PDFWriter can compress text, line art, and bitmap images to reduce ﬁle size. You can change the compression options for speciﬁc purposes, or remove compression altogether if ﬁle size is not an issue. Because small ﬁles open and display more quickly than large ones, you should normally compress a PDF ﬁle as much as possible without noticeably degrading the quality of the images in it. In most cases, the PDFWriter default compression settings create an acceptably small PDF ﬁle.

PDFWriter can also downsample high-resolution bitmap images to reduce ﬁle size. A bitmap consists of digital units called pixels. Downsampling reduces the number of pixels in a ﬁle by averaging the color of pixels in a sample area and replacing that area with one pixel of the averaged color. By default, PDFWriter downsamples images to the following resolutions:

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Color images are downsampled to 96 dpi (Windows) or 72 dpi (Mac OS).

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Grayscale images (those that have a continuous tone of gray, such as black and white photographs) are downsampled to 96 dpi (Windows) or 150 dpi (Mac OS).

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Monochrome images (those in which each pixel is either black or white, with no shades of gray) are downsampled to 300 dpi.

Note: PDFWriter does not downsample 8-bit grayscale images, and it does not downsample when the bitmap source rectangle is smaller than the image rectangle.

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If you need more precise control over compression and resampling, use Distiller instead of PDFWriter. For information on the Distiller and PDFWriter compression options and a more detailed discussion of the subject, see

Applying compression and resampling to PDF ﬁles.

You may want to try different compression settings to ﬁne tune the balance between image quality and ﬁle size. Create a few PDF ﬁles from your document using different types of compression, and compare the results. Zoom in at 200% or 400%, and look at a detail of the same image in each ﬁle. For your ﬁnal PDF ﬁle, use the compression settings that produced the smallest ﬁle with acceptable image quality.

To change the compression options: 1 Do one of the following:

■

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Document Defaults. This will change the settings for all PDF ﬁles created with PDFWriter.

■

2 Click the Compression Options tab (Windows), or click the Compressions button (Mac OS).

3 Select the options you want:

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Compress Text And Line Art applies ZIP compression (a lossless method) to all text and line art in the ﬁle.

■

ASCII Format creates PDF ﬁles in ASCII text format. This option is useful if you want to open ﬁles in a text editor to read or edit them, but it increases ﬁle size.

■

Downsample Images downsamples bitmap images to a lower resolution. Turn this option off if you want a speciﬁc resolution.

4 To apply compression to color or grayscale images, select the appropriate Compress Using option, and choose a method from the pop-up menu. PDFWriter applies the compression to all color or grayscale bitmap images in the PDF ﬁles.

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5 To apply compression to monochrome images, select the Compress Using option, and choose a method from the pop-up menu. PDFWriter applies the compression to all monochrome bitmap images in the PDF ﬁles.

6 To restore the original compression options, click Default. 7 Click OK.

Embedding fonts in PDF ﬁles

PDFWriter can embed Roman Type 1, TrueType, and base fonts (Windows only) in a PDF ﬁle. This ensures that the original font is used for display and printing on computers that do not have the font installed. Adobe Type Manager (ATM) must be installed and loaded as a control panel for PDFWriter to be able to embed Type 1 fonts. PDFWriter cannot embed Asian fonts.

PDFWriter embeds only the set of characters used in the ﬁle if fewer than 35% of the characters in a font are used in the ﬁle. (Standard Roman fonts contain 256 characters; 35% of a Roman font is approximately 90 characters.) You cannot change this threshold in PDFWriter. If you need more precise control, see Setting the Fonts job options for information on embedding fonts with Distiller.

Note: When you combine PDF ﬁles that have the same font subset, the subsets are not combined. As a result, combining ﬁles with subsets of fonts may result in a large ﬁle. To combine subsets using PostScript ﬁles, see Combining multiple

PostScript ﬁles into one PDF ﬁle.

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If you do not embed fonts in a PDF ﬁle and a user opens the ﬁle on a system that does not have the ﬁle’s fonts, Acrobat temporarily substitutes fonts. For Roman text, Acrobat uses serif and sans serif Multiple Master fonts to simulate the original font. For Asian text, Acrobat uses fonts from the installed Asian Language Kit or from similar fonts on the user’s system. (See About font

embedding and substitution for an example.) If you embed a font and the user

has that font on their system, they can edit the text in the PDF ﬁle. An embedded font typically adds about 30K to 40K to a PDF ﬁle. If it is not

important that readers see the ﬁle in its original fonts, do not embed fonts. Let Acrobat use substitute fonts when necessary. This will produce the smallest ﬁle possible.

To help you decide which fonts to embed in a PDF ﬁle, you can get a preview of how the substituted fonts will look in the ﬁle. See Previewing substi-

tuted fonts.

To modify which fonts are embedded in a PDF ﬁle: 1 Do one of the following:

■

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■

2 Click the Font Embedding tab (Windows), or click the Fonts button (Mac OS). 3 To rebuild the set of available fonts, click Rebuild (Mac OS). 4 Do one of the following:

■

To embed all fonts used in the ﬁle, select Embed All Fonts.

■

To embed only certain fonts, make sure Embed All Fonts is not selected, and move the fonts you want embedded to the Always Embed list. You can move a font by selecting it in the Available Fonts list and clicking the Add button associated with the Always Embed list or by dragging the font to this list. Ctrlclick (Windows) or Command-click (Mac OS) to select multiple fonts. Shift-click to select a contiguous range of fonts.

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To embed all but some fonts, select Embed All Fonts, and move the fonts you do not want embedded to the Never Embed list. You can move a font by selecting it in the Always Embed list and clicking the Add button associated with the Never Embed list or by dragging the font to this list. Ctrl-click (Windows) or Command-click (Mac OS) to select multiple fonts. Shift-click to select a contiguous range of fonts.

■

To remove a font from the Always Embed or Never Embed list, select the font, and click Remove, or drag the font to the Available Fonts list. If you remove a symbol font from the Never Embed list, it is added back to the list if you reinstall PDFWriter or if you click the Default button.

Note: Some TrueType fonts cannot be embedded. You will not be able to remove these fonts from the Never Embed list.

Font types are indicated in the font lists in the following ways:

■

Type 1 fonts have the Type 1 icon next to the font name.

■

TrueType fonts have the TrueType icon next to the name.

■

Underlined font names indicate symbol fonts, such as ITC Zapf Dingbats®. Acrobat cannot substitute these, which is why (except for any symbol base font) they are on the Always Embed list by default.

In Windows, the font lists show additional restrictions by color:

■

Black font names indicate normal fonts with no restrictions, except as indicated by any underlining.

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■

Blue font names indicate base fonts. These fonts are in the Never Embed list by default.

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Red font names indicate TrueType fonts that cannot be embedded. These fonts will appear only in the Never Embed list.

■

Green font names are for Chinese, Japanese, and Korean fonts.

5 To restore the original font settings, click Default. 6 Click OK.

Previewing substituted fonts

When a user opens a PDF document, the text in the ﬁle appears in its original font if that font is embedded in the ﬁle, or if the user has the font installed on their system. If the font is not available, the text is displayed in a substitute font.

For Roman text, Acrobat uses serif and sans serif Multiple Master fonts to simulate the original font. For Asian text, Acrobat uses fonts from the installed Asian language kit or from similar fonts on the user’s system. Fonts from some languages or with unknown encodings cannot be substituted; in these cases, the text appears as bullets in the ﬁle.

You can embed fonts in a PDF ﬁle to be sure that users will see text in the right font, but embedding fonts can dramatically increase the size of the ﬁle. You may want to see a preview of how substituted fonts will look in your PDF ﬁle to help you decide which fonts to embed.

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To preview substituted fonts in a PDF ﬁle:

Choose View > Use Local Fonts to specify whether Acrobat should ignore the fonts installed on your system. (The command has a check mark by it when Acrobat is using the fonts; it has no check mark when Acrobat is not using the fonts.) When Use Local Fonts is off (that is, it does not have a check mark by it), Acrobat displays the PDF ﬁle using substitute fonts for all fonts that are not embedded. If a font cannot be substituted, the text in it appears as bullets, and Acrobat displays an error message. This enables you to see how your PDF ﬁle will appear on a computer that doesn't have these fonts installed.

Note: For a PDF ﬁle to be portable, at a minimum you should embed the fonts that cannot be substituted.

When Use Local Fonts is off, the PDF ﬁle also prints using substituted fonts.

Creating PDF ﬁles with Distiller

Distiller creates a PDF ﬁle from a PostScript version of a document. A PDF ﬁle created by Distiller maintains all the formatting, graphics, and photographic images from the original document, and it usually provides higher quality output than PDFWriter. For more on the comparison with PDFWriter, see About

PDFWriter and Distiller.

Note: For Distiller to be able to create PDF ﬁles, you must have a PostScript printer driver on your system set up with a Distiller PostScript printer description (PPD) ﬁle. The default Acrobat installation includes the latest

Macromedia Acrobat - 4.0 Instruction Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

How to use this online guide

Getting Started

What’s new in Acrobat 4.0

About support for Asian languages

About support for Eastern European and Middle Eastern languages

Resources for learning Acrobat

About the Acrobat package

System requirements

Registration

Installing and starting Acrobat (Windows)

Installing and starting Acrobat (Mac OS)

Managing plug-ins

Looking at the Work Area

Using the work area

Creating PDF documents

Buying PDF documents off the Web

Opening PDF documents

Adjusting the view of PDF documents

Reading documents in Full Screen view

Navigating in PDF documents

Finding words in PDF documents

Getting information on PDF documents

Printing PDF documents

Setting Acrobat preferences

Viewing PDF documents on the Web

Converting Electronic Files to PDF

About the Portable Document Format (PDF)

About PDFWriter and Distiller

Setting PDFWriter properties