Macromedia Acrobat - X Standard User Guide

Download

Using

ADOBE

ACROBAT

X STANDARD

Legal noticesLegal notices

For legal notices, see http://help.adobe.com/en_US/legalnotices/index.html.

Last updated 10/11/2011

Chapter 1: What’s new

What’s new (Acrobat 10.1) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

What’s new (Acrobat X) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Chapter 2: Workspace

Workspace basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Opening and viewing PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Navigating PDF pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Adjusting PDF views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Grids, guides, and measurements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

Maintaining the software . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Activation and registration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Adobe Product Improvement Program . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Services and downloads . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Non-English languages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

iii

Chapter 3: Creating PDFs

Overview of creating PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Creating simple PDFs with Acrobat . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Scan documents to PDF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Using the Adobe PDF printer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

Creating PDFs with PDFMaker (Windows) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

Converting web pages to PDF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

Creating PDFs with Acrobat Distiller . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

Adobe PDF conversion settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

Fonts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

Chapter 4: PDF Portfolios and combined PDFs

PDF Portfolios . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

Other options for combining files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89

Adding unifying page elements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91

Rearranging pages in a PDF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98

Chapter 5: Saving and exporting PDFs

Saving PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103

Exporting PDFs to other file formats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105

Reusing PDF content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110

Chapter 6: Collaboration

File sharing and real-time collaboration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114

Preparing for a PDF review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117

Starting a review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120

Participating in a PDF review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122

Tracking and managing PDF reviews . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125

Last updated 10/11/2011

USING ACROBAT X STANDARD

Contents

Commenting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129

Managing comments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142

Importing and exporting comments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146

Approval workflows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148

Chapter 7: Forms

Forms basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151

Creating and distributing forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153

Form fields behavior . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166

Setting action buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176

Publishing interactive web forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180

Collecting and managing form data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182

Filling in forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185

Chapter 8: Security

Application security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191

Content security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 197

Chapter 9: Digital signatures

About digital signatures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 222

Comparing ink signatures with digital signatures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223

Setting up signing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223

Setting up signature validation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228

Signing PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 229

Validating signatures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 234

Manage trusted identities . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 239

Chapter 10: Accessibility, tags, and reflow

Accessibility features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 242

Checking the accessibility of PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 245

Reading PDFs with reflow and accessibility features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 246

Creating accessible PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 253

Making existing PDFs accessible . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 257

Chapter 11: Editing PDFs

Page thumbnails and bookmarks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 259

Links and attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 264

Converted web pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 269

Articles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 270

Text and objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 272

Setting up a presentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 277

Document properties and metadata . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 280

Layers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 284

Actions and scripting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 286

Using Geospatial PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 289

Last updated 10/11/2011

USING ACROBAT X STANDARD

Contents

Chapter 12: Searching and indexing

Searching PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 292

Creating PDF indexes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 298

Chapter 13: Multimedia and 3D models

Multimedia in PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 299

Interacting with 3D models . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 301

Chapter 14: Color management

Understanding color management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 317

Keeping colors consistent . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 319

Color-managing imported images . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 322

Color-managing documents for online viewing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 322

Proofing colors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 323

Color-managing documents when printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 324

Working with color profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 325

Color settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 328

Chapter 15: Printing

Basic printing tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 332

Other ways to print PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 336

Printing custom sizes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 338

Advanced print settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 339

Chapter 16: Keyboard shortcuts

Keyboard shortcuts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 341

Last updated 10/11/2011

Chapter 1: What’s new

What’s new (Acrobat 10.1)

New browser, platform, and PDFMaker support (Windows)

Browser support View PDFs in Microsoft Internet Explorer 9, Mozilla Firefox 4, and Google Chrome.

Web page conversion Convert web pages to Adobe PDF from Firefox 4.

64-bit Office support Convert Microsoft Office 64-bit documents to Adobe PDF using the Acrobat PDFMaker

feature.

Protected View (Windows)

View PDFs originating from potentially unsafe locations in a restricted environment, called a sandbox. In Protected View, PDF functionality is limited to basic navigation. See

“Protected View (Windows only)” on page 192.

Create online forms

Use FormsCentral to create, test, and distribute forms, and then collect data from them. See “Create online forms using

FormsCentral” on page 155.

What’s new (Acrobat X)

Usability and productivity

Streamlined user interface A streamlined, simplified user interface displays the most commonly used tools,

depending on the task at hand. The Tools pane on the right side of the window organizes the tools into task-related groups. By default, only the most commonly used tools appear. To add other groups of tools (called panels) to the Tools pane, open the pane and click the options menu the list. (The Tools pane replaces the Tasks toolbar in Acrobat 9.)

in the upper-right corner. Choose a deselected panel from

Adding tools to the Tools pane

Last updated 10/11/2011

USING ACROBAT X STANDARD

What’s new

You can also access the desktop tools you use most by adding individual items to the customizable Quick Tools toolbar. (The Quick Tools toolbar replaces the floating toolbars in Acrobat 9.) See

Streamlined commenting process Access mark-up tools and view comments from a single, unified Annotations

“Workspace basics” on page 4.

panel. A read or unread indicator shows which comments you have read and which you have not. Find comments quickly using the new Filter Comments feature. See

Read mode Optimize your screen for reading and presentation of PDFs. Menus and panels disappear and a semi-

transparent floating toolbar appears for navigation as needed. See

Scanning enhancements Scan paper documents into PDF and automatically recognize text with improved optical

“Managing comments” on page 142.

“View PDFs in Read mode” on page 13.

character recognition (OCR). Text can be copied for reuse in authoring applications or exported into Word and Excel formats. Reduce file sizes by up to 50%, improve image fidelity, and scan a combination of color and monochrome documents together with automatic color detection. See

Search enhancements Find and save a search, then export the search results to a PDF file or to a spreadsheet. See

“Scan a paper document to PDF” on page 42.

“Searching PDFs” on page 292.

PDF creation and sharing

PDF Portfolios View PDF Portfolios in newly designed layouts, visual themes, and color palettes. Digitally sign child

documents within a PDF Portfolio. Accessibility support in File mode. See

“PDF Portfolios” on page 83.

Microsoft Windows 7 and Office 2010 Create PDF files from within the most popular Office 2010 applications, as well

as specialized applications such as Microsoft Project and Visio. See

“Convert Microsoft Word, PowerPoint, and Excel

files to PDF” on page 54.

Mozilla Firefox support Convert web pages to PDF, keeping all links intact. See “Convert web pages to PDF in Internet

Explorer and Firefox (Windows)” on page 62.

PDF conversion to Excel and Word Save PDF files as Microsoft Word documents and Excel spreadsheets, retaining the

layout, fonts, formatting, and tables. See

Password strength meter Create better passwords with the password strength meter. See “Add password security” on

“Convert PDFs to Word, RTF, spreadsheets or other formats” on page 109.

page 200

Online forms creation and distribution Create and distribute online forms using your web browser and the Adobe

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

“Create online forms

using FormsCentral” on page 155.

Document sharing and storing Send and store large documents using services at Acrobat.com. Use online

Workspaces at Acrobat.com to store and share a set of documents with individuals or teams outside your organization.

“File sharing and real-time collaboration” on page 114.

See

Where’s my Acrobat 9 tool?

Most Acrobat 9 menus have moved to a corresponding panel in the Tools, Comment, or Share pane.

Last updated 10/11/2011

USING ACROBAT X STANDARD

What’s new

Acrobat 9 task menu Acrobat X menu bar

Acrobat 9 Advanced menu

Acrobat 9 menu commands and tools map to panels in the Acrobat X task panes. To add all the panels to the Tools pane, click the options menu under the Share pane and choose a deselected panel from the list. Excerpted from “Adobe Acrobat X Classroom in a Book,” published by Adobe Press. Copyright 2011.

Here are a few additional command locations.

Acrobat 9 Acrobat X

Document > Optimize Scanned PDF Tools > Document Processing > Optimize Scanned PDF

Document > OCR Text Recognition Tools > Recognize Text

Document > Examine Document Tools > Protection > Remove Hidden Information

Document > Attach a File Tools > Content > Attach a File

Tools > Select & Zoom > Snapshot Tool Edit > Take A Snapshot

Tools > Typewriter Tools > Content > Add or Edit Text Box

Tools > Analysis Tools > Analyze

Tools > Advanced Editing Tools > Content

Tools > Advanced Editing > Article Tool Tools > Document Processing > Add Article Box

Advanced > Web Capture Tools > Document Processing > Web Capture

Advanced > PDF Optimizer File > Save As > Optimized PDF

Advanced > Extend Features in Adobe Reader File > Save As > Reader Extended PDF

Last updated 10/11/2011

Chapter 2: Workspace

As you get acquainted with your product, make setting up your work environment a priority. The more you learn about its potential, the better you can take advantage of its features, tools, and options.

There’s much more to the application than you see at first glance. Various hidden tools, preferences, and options can enhance your experience and give you greater control over how your work area is arranged and displayed.

Workspace basics

Workspace overview

Adobe® Acrobat® X Standard opens in two different ways: as a stand-alone application, and in a web browser. The associated work areas differ in small but important ways.

The menu bar and two toolbars are visible at the top of the work area. The work area for the stand-alone application includes a document pane, a navigation pane, and a group of task panes on the right side. The document pane displays Adobe® PDFs. The navigation pane on the left side helps you browse through the PDF and perform other options on PDF files. Toolbars near the top of the window provide other controls that you can use to work with PDFs.

Work area as it appears in Acrobat A. Menu bar B. Toolbars C. Navigation pane (Bookmarks panel displayed) D. Document pane E. Task panes

Last updated 10/11/2011

USING ACROBAT X STANDARD

Workspace

When you open a PDF inside a web browser, the toolbars, navigation pane, and task panes are not available. You can display those items by clicking the Acrobat icon

in the semi-transparent floating toolbar near the bottom of the

window.

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

For videos on the Acrobat interface, see the following resources:

• Getting around the Acrobat X interface: www.adobe.com/go/learn_acr_10_interface_en

• Getting Started in Acrobat X: www.adobe.com/go/lrvid_002_acrx_en

More Help topics

“Toolbars” on page 6

“Task panes” on page 8

“Document message bar” on page 9

“PDF Portfolio window overview” on page 84

Welcome Screen

The Welcome Screen is a window in the document pane that appears when no document is open. You can quickly access the recently opened files, open a file, and launch some commonly used workflows with a single click.

Acrobat X Welcome Screen

Note: In Mac OS, you can turn off the Welcome Screen by setting a preference. Choose Acrobat/Reader > Preferences. In the Categories on the left, click General. In the Application Startup section, deselect Show Welcome Screen. There is no similar option in Windows.

Last updated 10/11/2011

USING ACROBAT X STANDARD

Workspace

Menus and context menus

Ordinarily, it’s a good idea to keep the Acrobat menus visible so that they are available as you work. It is possible to hide them, using the View > Show/Hide > Menu Bar command. However, the only way to display and use them again is by pressing F9 (Windows) or Shift+Command+M (Mac OS).

Unlike the menus that appear at the top of your screen, context-sensitive menus display commands related to the active tool or selection. You can use context menus as a quick way to choose commonly used commands. For example, when you right-click the toolbar area, that context menu displays the same commands as the View > Show/Hide > Toolbar Items menu.

1 Position the pointer over the document, object, or panel.

2 Click the right mouse button.

Note: (Mac OS) If you don’t have a two-button mouse, you can display a context menu by pressing the Control key as you click with the mouse.

Toolbars

The default toolbars—Quick Tools and Common Tools—contain commonly used tools and commands for working with PDFs. Most available tools are included in the Tools pane at the right side of the window. You can add tools to the toolbars for easy access.

The toolbars also include the Create button. Click the arrow to the right of the Create button to display a menu of commands related to creating PDFs.

DEF

Toolbars open by default A. Create button B. Quick Tools toolbar C. Common Tools toolbar D. Page Navigation commands E. Select & Zoom commands F. Page Display commands

Position the pointer over a tool to see a description of the tool. All tools are identified by name in the View > Tools menu and View > Show/Hide > Toolbar Items menu.

More Help topics

“Task panes” on page 8

“Menus and context menus” on page 6

“Keys for selecting tools” on page 341

“View PDFs in Read mode” on page 13

Quick tools

You can add tools you use frequently from the Tools and Comment panes to the Quick Tools toolbar.

1 In the Quick Tools toolbar, click the Customize Quick Tools button .

2 Do any of the following:

• To add a tool, select it in the left pane and click .

Last updated 10/11/2011

USING ACROBAT X STANDARD

Workspace

• To remove a tool, select it in the right pane and click .

• To change a tool’s position in the toolbar, select a tool in the right pane and click the Up or Down Arrow.

• To add a vertical line to separate groups of tools in the toolbar, click .

To quickly add a tool from the Tools or Comment pane, drag the tool’s grabber bar to the location you want on the Quick Tools toolbar. You can also right-click the tool and select Add to Quick Tools.

Dragging a tool to the Quick Tools toolbar

Common Tools

You can add tools to the Common Tools toolbar.

1 Right-click an empty space in the toolbar.

2 Select a tool from the menu.

3 To remove a tool from the toolbar, right-click the tool and deselect it from the menu.

Hide and show toolbars

When your work does not involve using the tools in a toolbar, you can close the toolbar to tidy up the work area. If several PDFs are open, you can customize the toolbars for each PDF independently. The different customized states persist as you switch between PDFs.

• To hide all toolbars, choose View > Show/Hide > Toolbar Items > Hide Toolbars.

• To return toolbars to their default configuration, choose View > Show/Hide > Toolbar Items > Reset Toolbars.

If you have hidden all the toolbars, you can show them again by pressing F8.

Select a tool

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

❖ Do one of the following:

• Select a tool in a toolbar.

• Choose View > Show/Hide > Toolbar Items > [toolbar name] > [tool].

Switch temporarily to the Zoom In or Hand tool

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

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

Last updated 10/11/2011

USING ACROBAT X STANDARD

Workspace

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

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

Task panes

Most commands are now organized into the Tools, Comment, and Share task panes on the right side of the application window. Most tools are now located in these task panes. Click Tools, Comment, or Share to display the respective task panels.

For a visual reference of where Acrobat 9 tools and commands are located in Acrobat X, see “Where’s my Acrobat 9

tool?” on page 2.

You can customize which panels appear in the Tools and Comment panes.

❖ Do any of the following:

• To toggle a panel’s visibility, click the Show Or Hide Panels icon in the upper-right corner of the task pane,

and click a panel. A check mark indicates that the panel is visible.

• To open a panel and add it to the Tools pane, choose View > Tools and select a panel.

• To keep panels open as you select them, choose Allow Multiple Panels Open in the Show Or Hide Panels menu.

By default, an open panel closes when you open a different panel.

Show or hide the navigation pane

The navigation pane is an area of the workspace that can display different navigation panels. Various functional tools can appear in the navigation pane. For example, the Page Thumbnails panel contains thumbnail images of each page; clicking a thumbnail opens that page in the document.

When you open a PDF, the navigation pane is closed by default, but buttons along the left side of the work area provide easy access to various panels, such as the Page Thumbnails button Acrobat is open but empty (no PDF is open), the navigation pane is unavailable.

1 To open the navigation pane, do one of the following:

and the Bookmarks panel button . When

• Click any panel button on the left side of the work area to open that panel.

• Choose View > Show/Hide > Navigation Panes > Show Navigation Pane.

2 To close the navigation pane, do one of the following:

• Click the button for the currently open panel in the navigation pane.

• Choose View > Show/Hide > Navigation Panes > Hide Navigation Pane.

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

Change the display area for navigation panels

All navigation panels, such as Bookmarks, appear in a column on the left side of the work area.

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

• To view a different panel, on the left side of the navigation pane, select the button for the panel

Options in a navigation panel

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

Last updated 10/11/2011

USING ACROBAT X STANDARD

Workspace

Some panels also contain other buttons that affect the items in the panel. Again, these vary among the different panels, and some panels have none.

Navigation panels and options menu

Document message bar

The document message bar appears only in certain types of PDFs. Typically, you see this area when you open a PDF form, a PDF that has been sent to you for review, a PDF with special rights or security restrictions, or a PDF that is compliant with PDF/A, PDF/E, or PDF/X standards. The document message bar appears immediately below the toolbar area. To show or hide the document message bar, click its button

Look on the document message bar for instructions on how to proceed and for any special buttons associated with the task. The bar is color coded: purple for forms, yellow for reviews or security alerts, and blue for certified PDFs, PDF Portfolios, or PDFs with password security or document restrictions.

Document message bar for a form

on the left side of the work area.

Document message bar for a security alert

Last updated 10/11/2011

USING ACROBAT X STANDARD

Workspace

Document message bar for a certified PDF Portfolio

More Help topics

“Security warnings” on page 195

“Enhanced security” on page 191

“Filling in forms” on page 185

“Commenting” on page 129

Set preferences

Many program settings are specified in the Preferences dialog box, including settings for display, tools, conversion, and performance. Once you set preferences, they remain in effect until you change them.

1 Choose Edit > Preferences (Windows) or Acrobat/Adobe Reader > Preferences (Mac OS).

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

Restore (re-create) preferences

Restore the Acrobat Preferences folder (Windows)

Restore the Acrobat Preferences folder to eliminate problems that damaged preferences cause. Most preference problems are caused by these file-based preferences, although most Acrobat preferences are stored within the registry.

Note: This solution removes custom settings for Collaboration, JavaScripts, Security, Stamps, Color Management, Auto Fill, Web Capture, and Updater.

1 Quit Acrobat.

2 In Windows Explorer, go to the Preferences folder:

• (Windows 7/Vista) C:\Users\[username]\AppData\Roaming\Adobe\Acrobat\[version]

• (XP) C:\Documents and Settings\[username]\Application Data\Adobe\Acrobat\[version]

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

4 Restart Acrobat.

If the problem recurs after you restore the Acrobat Preferences folder, then the problem isn’t related to the Preferences folder. To restore custom settings, drag the folder you moved in step 2 back to its original location. Then click Yes To All to replace the new Preferences folder.

Last updated 10/11/2011

USING ACROBAT X STANDARD

Workspace

Restore the Acrobat preferences files (Mac OS)

Restore the Acrobat preferences files to eliminate problems caused by a damaged preferences file.

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

1 Quit Acrobat.

2 Drag the following files from the Users/[Username]/Library/Preferences folder to the Desktop:

• Acrobat WebCapture Cookies

• com.adobe.Acrobat.Pro.plist or com.adobe.Acrobat.Pro_x86_9.0.plist

• Acrobat Distiller Prefs and com.adobe.Acrobat.Pro.plist (if you are troubleshooting an issue with Distiller)

• The Acrobat folder, which contains preferences for forms (MRUFormsList), collaboration (OfflineDocs), and

color settings (AcrobatColor Settings.csf)

3 Restart Acrobat

If the problem recurs after you restore the Acrobat preferences files, then the problem isn’t related to preferences files. To restore custom settings, drag the files you moved in step 2 back to their original location. Then click OK to the alert “A newer item named ‘[filename]’ already exists in this location. Do you want to replace it with the older one you're moving?”

Opening and viewing PDFs

You can open a PDF in many ways: from within the Acrobat application, from your email application, from your file system, or on a network from within a web browser. The initial view of the PDF depends on how its creator set the document properties. For example, a document may open at a particular page or magnification.

More Help topics

“Defining initial view as Full Screen mode” on page 277

“PDF Portfolio window overview” on page 84

“Opening secured documents” on page 198

“View PDFs in Read mode” on page 13

“General preferences” on page 16

Opening PDFs

Open a PDF in the application

❖ Start Acrobat and do one of the following:

• Open a file from the Getting Started window. You can open a recent file or click the Open button to locate a file.

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

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

If more than one document is open, you can switch between documents by choosing the document name from the Window menu. In Windows, a button for each open document appears in the Windows taskbar. Click this button to

move between open documents.

Last updated 10/11/2011

USING ACROBAT X STANDARD

Workspace

Open a PDF from the desktop or within another application

❖ Do one of the following:

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

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

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

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

Open a PDF in a web browser

PDFs open in a web browser in Read mode, without the menus, panes, or toolbars visible. Near the bottom of the window, a semi-transparent floating toolbar appears with basic functionality for viewing document.

• To show the toolbar, roll your cursor near the bottom of the window.

• To page through the PDF, use the navigation buttons in the toolbar.

• To close Read mode and display the work area, click the Acrobat icon in the toolbar.

• To disable Read mode within the browser, open the Acrobat or Reader Preferences (in Windows, choose Edit >

Preferences, in Mac OS, choose Acrobat/Reader > Preferences). Select Internet from the left pane. Deselect Display In Read Mode By Default.

Note: If you have more than one Adobe PDF application on your computer, you can specify which one is used to open PDFs in a web browser. See the Select Default PDF Handler in General preferences.

About viewing PDFs in a web browser

You can view PDFs in a supported web browser. You can also set your Internet preferences to open linked or downloaded PDF files in a separate Acrobat window. If you open PDFs in Acrobat outside the browser, you cannot use Fast Web Viewing, form submittal in a browser.

Because keyboard commands can be mapped to the web browser, some Acrobat shortcuts cannot be available. Similarly, you may need to use the tools and commands in the Acrobat toolbar rather than the browser toolbar or menu bar. For example, to print a PDF document, use the Print button in the Acrobat toolbar rather than the Print command in the browser. (In Microsoft Internet Explorer, you can choose File > Print, Edit > Copy, and Edit > Find On This Page on the Internet Explorer toolbar.)

Note: Having multiple versions of Acrobat or Adobe Reader installed on the same computer can prevent you from viewing PDFs in a web browser. Examples include Acrobat 8 with Adobe Reader 9, or Acrobat 7 with Reader 8, and so on. Try deselecting the Display PDF In Browser option in Internet Preferences in one program, and selecting the option in the other program. For more information about coexisting installations, see this

TechNote.

Internet preferences

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

PDFs open in a separate Acrobat window. If you have installed both Reader and Acrobat, you can select which application and which version to use.

Note: If Reader is installed on your system and you later install Acrobat, Safari continues to use Reader to open PDFs in your browser. Use this option to configure Safari to use Acrobat.

Connection Speed Choose a connection speed from the menu. The connection speed helps Acrobat or other media

provide a smooth display when content is read on the Internet.

Last updated 10/11/2011

USING ACROBAT X STANDARD

Workspace

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

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

Viewing PDFs

View PDFs in Read mode

When you’re reading a document, you can hide all the toolbars and task panes to maximize the viewing area on your screen.

The basic reading controls, such as page navigation and zoom, appear in a semi-transparent floating toolbar near the bottom of the window.

• To open Read mode, choose View > Read Mode, or click the Read Mode button in the upper-right corner of

the toolbar.

• To restore the work area to its previous view, choose View > Read Mode again. You can also click the close button

in the floating toolbar.

Note: Read mode is the default viewing mode when you open a PDF in a web browser.

Read mode with semi-transparent floating toolbar

More Help topics

“Open a PDF in a web browser” on page 12

View PDFs in Full Screen mode

In Full Screen mode, only the document appears; the menu bar, toolbars, task panes, and window controls are hidden. A PDF creator can set a PDF to open in Full Screen mode, or you can set the view yourself. Full Screen mode is often used for presentations, sometimes with automatic page advancement and transitions.

The pointer remains active in Full Screen mode so that you can click links and open notes. There are two ways to advance through a PDF in Full Screen mode: You can use keyboard shortcuts for navigational and magnification commands, and you can set a Full Screen preference to display Full Screen navigation buttons that you click to change pages or exit Full Screen mode.

More Help topics

“Preferences for viewing PDFs” on page 14

“Setting up a presentation” on page 277

Set the Full Screen navigation bar preference

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

2 Select Show Navigation Bar, then click OK.

3 Select View > Full Screen Mode.

The Full Screen navigation bar contains Previous Page , Next Page , and Close Full Screen View buttons. These buttons appear in the lower-left corner of the work area.

Last updated 10/11/2011

USING ACROBAT X STANDARD

Workspace

Read a document in Full Screen mode

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

Note: If you have two monitors installed, the Full Screen mode of a page sometimes appears on only one of the monitors. To page through the document, click the screen displaying the page in Full Screen mode.

1 Choose View > Full Screen Mode.

2 Do any of the following:

• To go to the next page, press the Enter, Page Down, or Right Arrow key.

• To go to the previous page, press Shift+Enter, Page Up, or the Left Arrow key.

3 To close Full Screen mode, press Ctrl+L or Esc. (Escape Key Exits must be selected in the Full Screen preferences.)

To show a Full Screen tool in the Common Tools toolbar, right-click the toolbar area and choose Page Display > Full Screen Mode. Then click the Full Screen tool to switch to Full Screen mode.

Change the PDF/A viewing mode

PDF/A is an ISO standard for long term archiving and preservation of electronic documents. Documents you scan to PDF are PDF/A-compliant. You can specify whether you want to view documents in this viewing mode.

When you open a PDF/A compliant document in PDF/A viewing mode, the document is opened in Read mode to prevent modification. A message is displayed in the document message bar. You will be unable to make changes and add annotations to the document. If you turn off PDF/A mode, you can edit the document.

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

2 Choose an option for View Documents In PDF/A Mode: Never, or Only For PDF/A Documents.

You can switch in or out of PDF/A viewing mode by changing this preference setting.

For a video on working with PDF/A files, see www.adobe.com/go/learn_acr_pdfa_en.

More Help topics

“About PDF/X, PDF/E, and PDF/A standards” on page 70

Display PDFs in Line Weights view

The Line Weights view displays lines with the weights defined in the PDF. When Line Weights view is off, it applies a constant stroke width (1 pixel) to lines, regardless of zoom. When you print the document, the stroke will print at the true width.

❖ Choose View > Show/Hide > Rulers & Grids > Line Weights. To turn off Line Weights view, choose View >

Show/Hide > Rulers & Grids > Line Weights again.

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

Preferences for viewing PDFs

The Preferences dialog box defines a default page layout and customizes your application in many other ways. For viewing PDFs, examine the preferences options for Documents, General, Multimedia, and Page Display.

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

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

Last updated 10/11/2011

USING ACROBAT X STANDARD

Workspace

More Help topics

“3D preferences” on page 313

“Multimedia preferences” on page 299

“Setting accessibility preferences” on page 246

Documents preferences

Open Settings

Restore Last View Settings When Reopening Documents Determines whether documents open automatically to the

last viewed page within a work session.

Open Cross-document Links In Same Window Closes the current document and opens the document being linked to

in the same window, minimizing the number of windows open. If the document being linked to is already open in another window, the current document is not closed when you click a link to the open document. If you do not select this option, a new window opens each time you click a link to a different document.

Allow Layer State To Be Set By User Information Allows the author of a layered PDF document to specify layer

visibility based on user information.

Allow Documents To Hide The Menu Bar, Toolbars, And Window Controls Allows the PDF to determine whether the

menu bar, toolbar, and window controls are hidden when the PDF is opened.

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

Save Settings

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

automatically saves changes to an open document.

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

servers.

PDF/A View Mode

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

Hidden Information

Searches the PDF for items that may not be apparent, such as metadata, file attachments, comments, and hidden text and layers. The search results appear in a dialog box, and you can remove any type of item that appears there.

Remove Hidden Information When Closing Document (Not selected by default.)

Remove Hidden Information When Sending Document By Email (Not selected by default.)

Redaction

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

redaction marks have been applied.

Choose Localization For Search and Redact Patterns Specifies which installed language version of Acrobat to use for

the patterns. For example, if you installed both the English and German versions, then you can choose either language for the patterns. The Patterns option appears in the Search and Redaction dialog boxes.

Last updated 10/11/2011

USING ACROBAT X STANDARD

Workspace

Full Screen preferences

Full Screen Setup

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

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

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

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

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

configurations).

Full Screen Navigation

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

pressing Ctrl+L.

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

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

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

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

This option is typically used for setting up kiosk displays.

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

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

Full Screen Appearance

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

palette to customize the background color.

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

Full Screen Transitions

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

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

transition effect has been set for the document.

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

forth. The available options vary according to the transition. If no directional options affect the selected default transition, this option is not available.

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

bottom when the user proceeds to the next page and from bottom to top when the user backtracks to the previous page. Available only for transitions with directional options.

General preferences

Basic Tools

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

unselected by default.

Last updated 10/11/2011

USING ACROBAT X STANDARD

Workspace

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

PDF document and become clickable links.

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

an Adobe PDF.

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

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

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

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

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

tool.

Warnings

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

pages, page thumbnails, and bookmarks.

Reset All Warnings Restores default settings for warnings.

Messages From Adobe

Show Me Messages When I Launch Acrobat Allows in-product marketing messages from Adobe to appear in the

Welcome Screen when you launch the application without a document open. Click a message to get information about features, updates, or online services, or to open an element in the application, such as a task pane. Deselect the option to prevent in-product marketing messages from appearing.

Note: Transactional messages, which facilitate the Adobe Online Service, cannot be turned off.

Application Startup

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

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

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

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

acceleration.) When selected, allows hardware acceleration usage when the first document is opened. When deselected, hardware acceleration usage starts after the first document is opened. This option can slow startup time, so it is unselected by default.

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

Select Default PDF Handler (Windows only) Specifies which PDF application is used to open PDFs in a web browser or

the Windows shell (by double-clicking a PDF on the desktop, for example). This setting applies if you have multiple versions of Acrobat or Adobe Reader or both installed on your computer. For example, if you choose Reader X, PDFs open in Protected Mode--a secure, confined environment for viewing PDFs.

More Help topics

“Change updating preferences” on page 33

Last updated 10/11/2011

USING ACROBAT X STANDARD

Workspace

Page Display preferences

Default Layout And Zoom

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

The Page Layout setting in File > Properties > Initial View overrides this value.

Zoom Sets the magnification level for PDF documents when they are first opened. The default setting is Automatic.

The Magnification setting in File > Properties > Initial View overrides this value.

Note: Two conditions can affect page layout and zoom. 1) Someone has already set an individual PDF to a different intial view in File > Properties. 2) You have the option Restore Last View Settings When Reopening Documents selected in Edit > Preferences > Document category.

Resolution

Use System Setting Uses the system settings for monitor resolution.

Custom Resolution Sets the monitor resolution.

Rendering

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

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

Smooth Images Applies smoothing to minimize abrupt changes in images.

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

deselected, substitute fonts are used for any font not embedded in the PDF. If a font cannot be substituted, the text appears as bullets and an error message appears.

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

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

through a document.

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

acceleration.) Speeds up zooming, scrolling, and redrawing of page content, and speeds the rendering and manipulation of 2D PDF content. This option is selected by default.

Note: If this option is not available in the Page Display preferences, you may need to update your GPU card driver to enable this hardware feature. Contact your card vendor or computer manufacturer for an updated driver.

Page Content And Information

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

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

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

Show Transparency Grid Displays the grid behind transparent objects.

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

the number printed on the page. A page number, followed by the page position in parentheses, appears in the Page Navigation toolbar and in the Go To Page and Print dialog boxes. For example, i (1 of 1) if the printed number of the first page is i. If this option is not selected, pages are numbered with arabic numbers starting at 1. Selecting this option helps prevent unexpected behavior when clicking Back or Go Back in your web browser.

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

Last updated 10/11/2011

USING ACROBAT X STANDARD

Workspace

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

set automatically. When set to Automatic, if a document contains overprints, then Overprint Preview mode is activated. The Overprint Preview mode lets you see (on-screen) the effects of ink aliasing in the printed output. For example, a printer or service provider could create an ink alias if a document contains two similar spot colors and only one is required.

Reference XObjects View Mode

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

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

Organizer

The Organizer and Organizer-related commands are not available in Acrobat X and later.

Working with files in Microsoft SharePoint (Windows)

About SharePoint and PDF

Microsoft SharePoint is a document management and collaboration platform that helps you manage, share, and publish information within your enterprise. You can work on PDF files hosted on the SharePoint portal either through the SharePoint web interface using Internet Explorer, or directly in Adobe Acrobat or Adobe Reader. See video on

Using SharePoint with Acrobat X for a quick demo.

Note: Your SharePoint administrator must configure the SharePoint server to enable editing of PDF documents. See this

TechNote for details.

Access PDF files in a SharePoint repository

You can access PDF files in a SharePoint repository in several ways.

In Internet Explorer, navigate to a PDF on your SharePoint web portal, and click the PDF. The PDF opens using an Active X control.

You can also use the Acrobat Open and Save dialog boxes with the following options:

• URL of the repository; for example, http://mysharepointserver/mysite/mydoclib

• Complete UNC path; for example, \\mysharepointserver\mysite\mydoclib

• Mapped network drives

For example, to save files to the SharePoint repository:

1 Choose File > Save As > PDF.

2 In the File Name field, enter the filename along with the complete URL of the SharePoint repository.

3 Click Save.

Check out a file

The safest way to work on a PDF file that resides on a SharePoint Server is to check out the file. Other users cannot edit the file while you're working on it.

1 To check out a PDF file, do one of the following:

• Using Internet Explorer, navigate to the PDF file on the SharePoint portal and click on the document, or choose

Edit Document from the file pop-up menu.

Last updated 10/11/2011

USING ACROBAT X STANDARD

Workspace

• In Acrobat or Reader, choose File > Open and specify the URL or complete UNC path of the PDF file.

2 A dialog box displays the file name and location. Click one of the following:

• Check Out and Open

• Open, to open the file without checking it out

Note: If you are required to sign in to the SharePoint server, enter your user name and password when prompted.

Cancel checkout

You can discard the checked-out version of a PDF file if you don’t want to save your changes.

1 Choose File > SharePoint Server > Discard Check Out.

2 A confirmation message appears. Click OK.

Note: You cannot edit a document offline.

Prepare document properties

You can specify the document’s SharePoint properties from within Acrobat or Reader.

1 Choose File > SharePoint Server > Prepare Document Properties.

2 Double-click the property to edit. The Edit dialog box appears. Enter a value and click OK.

Check in

When you complete your edits, you can check the file into the SharePoint server. Other users can see the changes. If versioning is enabled, SharePoint also manages version history for the file.

1 Choose File > SharePoint Server > Check In. The Check In dialog box appears.

2 If version numbering is enabled, the version information appears. Choose major version, minor version, or

overwrite current version.

3 Enter the Version Comments.

4 Optionally, enable Keep the Document Checked Out After Checking In This Version and click OK.

Navigating PDF pages

Opening pages in a PDF

Depending on the PDF you open, you may need to move forward through multiple pages, see different parts of the page, or change the magnification. There are many ways to navigate, but the following items are commonly used:

Note: If you do not see these items, choose View > Show/Hide > Toolbar Items > Reset Toolbars.

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

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

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

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

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

Last updated 10/11/2011

USING ACROBAT X STANDARD

Workspace

Page Thumbnails panel The Page Thumbnails button on the left side of the work area opens the navigation pane

to the Page Thumbnails panel, which displays thumbnail images of each page. Click a page thumbnail to open that page in the document pane.

More Help topics

“Retrace your viewing path” on page 23

“Adjust page magnification” on page 24

Page through a document

There are many ways to turn pages in a PDF. Many people use the buttons on the Page Navigation toolbar, but you can also use arrow keys, scroll bars, and other features to move forward and backward through a multipage PDF.

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

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

Page reopened by choosing it in the Toolbars menu under the View menu. You can display additional tools on the Page Navigation toolbar by right-clicking the toolbar and choosing an individual tool, Show All Tools, or More Tools and then selecting and deselecting tools in the dialog box.

More Help topics

“About bookmarks” on page 260

“About page thumbnails” on page 259

“Set the page layout and orientation” on page 27

“Retrace your viewing path” on page 23

Move through a PDF

❖ Do one of the following:

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

• Choose View > Page Navigation > [location].

• Choose View > Page Navigation > Page, type the page number in the Go To Page dialog box and then click OK.

• Press the Page Up and Page Down keys on the keyboard.

Jump to a specific page

❖ Do one of the following:

• From Single Page or Two-Up page display view, drag the vertical scroll bar until the page appears in the small pop-

up display.

• Type the page number to replace the one currently displayed in the Page Navigation toolbar, and press Enter.

Note: If the document page numbers are different from the actual page position in the PDF file, the page’s position within the file appears in parentheses after the assigned page number in the Page Navigation toolbar. For example, if you assign numbering for a file that is an 18-page chapter to begin with page 223, the number shown when the first page is active is (1 of 18). You can turn off logical page numbers in the Page Display preferences. See “Renumber pages” on page 101

223 (Acrobat only) and “Preferences for viewing PDFs” on page 14.

Last updated 10/11/2011

USING ACROBAT X STANDARD

Workspace

Jump to bookmarked pages

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

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

1 Click the Bookmarks button, or choose View > Show/Hide > Navigation Panes > Bookmarks.

2 To jump to a topic, click the bookmark. Expand or collapse bookmark contents, as needed.

Note: Depending on how the bookmark was defined, clicking it may not take you to that location but perform some other action instead.

If the list of bookmarks disappears when you click a bookmark, click the Bookmarks button to display the list again. If you want to hide the Bookmarks button after you click a bookmark, select Hide After Use from the options menu.

Use page thumbnails to jump to specific pages

Page thumbnails provide miniature previews of document pages. You can use thumbnails in the Page Thumbnails panel to change the display of pages and to go to other pages. The red page-view box in the page thumbnail indicates which area of the page appears. You can resize this box to change the zoom percentage.

1 Click the Page Thumbnails button or choose View > Show/Hide > Navigation Panes > Page Thumbnails to display

the Page Thumbnails panel.

2 To jump to another page, click its thumbnail.

Automatically scroll through a document

Automatic scrolling advances your view of the PDF at a steady rate, moving vertically down the document. If you interrupt the process by using the scroll bars to move back or forward to another page or position, automatic scrolling continues from that point forward. At the end of the PDF, automatic scrolling stops and does not begin again until you choose automatic scrolling again.

1 Choose View > Page Display > Automatically Scroll.

2 Press Esc to stop scrolling.

Last updated 10/11/2011

USING ACROBAT X STANDARD

Workspace

Retrace your viewing path

You can find PDF pages that you viewed earlier by retracing your viewing path. It’s helpful to understand the difference between previous and next pages and previous and next views. In the case of pages, previous and next refer to the two adjacent pages, before and after the currently active page. In the case of views, previous and next refer to your viewing history. For example, if you jump forward and backward in a document, your viewing history retraces those steps, showing you the pages you viewed in the reverse order that you viewed them.

1 Choose View > Page Navigation > Previous View.

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

• Repeat step 1.

• Choose View > Page Navigation > Next View.

Note: You can make the Previous View button and Next View button available in the toolbar area by right- clicking the Page Navigation toolbar and choosing them on the context menu, or choosing Show All Tools.

Navigate with links

Links can take you to another location in the current document, to other PDF documents, or to websites. Clicking a link can also open file attachments and play 3D content, movies, and sound clips. To play these media clips, you must have the appropriate hardware and software installed.

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

Note: Unless a link was created in Acrobat using the Link tool, you must have the Create Links From URLs option selected in the General preferences for a link to work correctly.

1 Choose the Select tool.

2 Position the pointer over the linked area on the page until the pointer changes to the hand with a pointing finger.

A plus sign (+) or a w appears within the hand if the link points to the web. Then click the link.

More Help topics

“Links and attachments” on page 264

“Multimedia preferences” on page 299

PDFs with file attachments

If you open a PDF that has one or more attached files, the Attachments panel automatically opens, listing the attached files. You can open these files for viewing, edit the attachments, and save your changes, as permitted by the document authors.

If you move the PDF to a new location, the attachments automatically move with it.

More Help topics

“Open, save, or delete an attachment” on page 268

“Attachments” on page 194

Last updated 10/11/2011

USING ACROBAT X STANDARD

Workspace

Article threads

In PDFs, articles are optional electronic threads that the PDF author may define within that PDF. Articles lead readers through the PDF content, jumping over pages or areas of the page that are not included in the article, in the same way that you might skim through a traditional newspaper or magazine, following one specific story and ignoring the rest. When you read an article, the page view may zoom in or out so that the current part of the article fills the screen.

More Help topics

“Articles” on page 270

Open and navigate an article thread

1 Click the Hand tool on the Common Tools toolbar.

2 Choose View > Show/Hide > Navigation Panes > Articles to open the Articles panel.

Note: You cannot open the Articles panel if you are viewing the PDF inside a web browser. You must open the PDF in Acrobat.

3 Double-click the Article icon to go to the beginning of that article. The icon changes to the Follow Article

pointer

Note: If the Articles panel is blank, then the author has not defined any article threads for this PDF.

4 With the article thread open, do any of the following:

• To scroll through the article one pane at a time, press Enter or click in the article.

• To scroll backward through the article one pane at a time, Shift-click in the article, or press Shift+Enter.

• To go to the beginning of the article, Ctrl-click within the article.

5 At the end of the article, click in the article again.

The previous page view is restored, and the pointer changes to the End Article pointer .

Exit a thread before the end of the article

1 Make sure that the Hand tool is selected.

2 Shift+Ctrl-click the page.

The previous page view is restored.

Adjusting PDF views

Adjust page magnification

Tools on the Select & Zoom toolbar can change the magnification of PDF documents. Only some of these tools appear on the default view of the toolbar. You can see all the tools by right-clicking the Select & Zoom toolbar and choosing either individual tools, Show All Select & Zoom Tools.

Last updated 10/11/2011

USING ACROBAT X STANDARD

Workspace

A B C D FE G H I J

All zoom tools

A. Marquee Zoom tool B. Dynamic Zoom tool C. Zoom Out button D. Zoom In button E. Zoom Value menu button F. Actual Size button G. Fit Width button H. Zoom To Page Level button I. Pan & Zoom tool J. Loupe tool

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

page that you want to fill the viewing area. Or, simply clicking the Marquee Zoom tool increases the magnification by one preset level, centering on the point where you clicked. To decrease the magnification by one preset level, Ctrl-click the Marquee Zoom tool.

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

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

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

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

• Actual Size displays the page at 100% magnification.

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

• Zoom To Page Level adjusts the magnification so that one page fills the document pane vertically.

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

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

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

on the document pane.

Resize a page to fit the window

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

•

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

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

of view.

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

of the page may be out of view.

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

Show a page at actual size

❖ Choose View > Zoom > Actual Size.

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

Change the magnification with zoom tools

❖ Do one of the following:

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

• Enter a magnification percentage in the Common Tools toolbar, either by typing or choosing from the pop-up

menu.

Last updated 10/11/2011

USING ACROBAT X STANDARD

Workspace

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

Zoom > Marquee Zoom)

• Drag the Dynamic Zoom tool (also called Continuous Zoom) up to increase the magnification and down to

decrease magnification. (View > Show/Hide > Toolbar Items > Select & Zoom > Dynamic Zoom)

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

Change the magnification with the Pan & Zoom Window tool

1 Choose View > Zoom > Pan & Zoom, or click the Pan & Zoom tool in the Common Tools toolbar.

2 Do any of the following:

• Drag the handles of the box in the Pan & Zoom window to change the document magnification.

• Drag the center of the box to pan across the area you want to see.

• Click the navigation buttons to move to a different page.

• Enter a value in the zoom text box, or click the plus or minus buttons to increase or decrease the

magnification by preset levels.

Change the magnification with the Loupe tool

1 Choose View > Zoom> Loupe Tool.

2 Click the area of the document you want to view in closer detail. A rectangle appears in the document,

corresponding to the area shown in the Loupe Tool window. You can drag or resize the rectangle to change the Loupe tool view.

3 To change the magnification of the Loupe tool, do any of the following:

• Drag the slider.

• Click the plus or minus buttons.

• Enter a value in the zoom text box.

Use the Loupe tool to view a magnified area of the document.

Note: You can change the color of the Loupe tool rectangle, click the Line Color pop-up menu in the lower-right corner of the Loupe Tool window, and select a new color.

Change the magnification by using a page thumbnail

1 Click the Page Thumbnails button in the navigation pane on the left side of the window.

Last updated 10/11/2011

USING ACROBAT X STANDARD

Workspace

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

the pointer changes into a double-headed arrow.

3 Drag the corner of the box to reduce or expand the view of the page.

4 As needed, move the pointer over the zoom box frame within the thumbnail until it changes into a Hand icon. Then

drag the frame to see a different area of the page in the document pane.

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

Change the default magnification

1 In the Preferences dialog box under Categories, select Page Display.

2 Open the Zoom pop-up menu and choose a default magnification level.

Display off-screen areas of a magnified page

When you zoom in to a high magnification, you may be able to see only part of a page. You can shift the view to show other areas of the page without changing the magnification level.

❖ Do either of the following:

• Use the vertical scroll bars to move up and down the pages or the horizontal scroll bars to move across the page.

• Select the Hand tool in the Common Tools toolbar and drag to move the page, as if moving a piece of paper on a

table.

More Help topics

“About PDF layers” on page 284

Set the page layout and orientation

Changing the page layout is especially useful when you want to zoom out to get an overview of the document layout. You can use the following page layouts when viewing PDF documents:

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

Enable Scrolling Displays pages in a continuous vertical column that is one page wide.

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

Two Page Scrolling Displays facing pages side by side in a continuous vertical column.

Last updated 10/11/2011

USING ACROBAT X STANDARD

Workspace

If a document has more than two pages, you can ensure that the first page appears alone on the right side of the document pane. Select either Two Page View or Two Page Scrolling. Also select View > Page Display > Show Cover

Page In Two Page View.

Single Page View, Enable Scrolling, Two Page View, Two Page Scrolling layouts

Set the page layout of an open PDF

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

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

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

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

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

Two Page Scrolling option. Then choose View > Page Display > Show Cover Page In Two Page View.

You can also display buttons for each of these options in the Quick Tools toolbar by choosing View > > Show/Hide > Toolbar Items > Page Display, and selecting them in the menu.

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

Rotate the page view

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

• To temporarily rotate the page view, choose View > Rotate View > Clockwise or Counterclockwise. You can’t save

this change.

• To save the rotation with the document, click the Rotate Page button in the Quick Tools toolbar, or choose

Tools > Pages > Rotate.

Change the default page layout (initial view)

You specify the default initial view settings in the Preferences dialog box. (See “Set preferences” on page 10.)

1 In the Preferences dialog box under Categories, select Page Display.

2 Open the Page Layout menu and choose Automatic, Single Page, Single Page Continuous, Two-Up, or Two-Up

Continuous.

Note: The PDF opens with the page layout specified in Preferences unless a different page layout is specified in Document Properties (File > Properties > Initial View). The Document Properties setting overrides the Preferences setting. If using Document Properties, be sure to save and close the document for the change to take effect. Acrobat users can change the initial view, unless security settings prevent changes. Reader users cannot change the initial view.

More Help topics

“Opening and viewing PDFs” on page 11

“View document properties” on page 280

Last updated 10/11/2011

USING ACROBAT X STANDARD

Workspace

Use split-window view

You can view a PDF with the document pane divided into two panes (Split command) or four panes (Spreadsheet Split command).

With Split view, you can scroll, change the magnification level, or turn to a different page in the active pane without affecting the other pane.

The Spreadsheet Split view is useful if you want to keep column headings and row labels visible while scrolling through a large spreadsheet or table. In this mode, changing the magnification in one pane changes the magnification in all panes. Also, scrolling is coordinated between the panes: scrolling a pane horizontally also scrolls the pane above or below it; scrolling vertically also scrolls the pane to the left or right of that pane.

1 Start creating the type of split view you want:

• To split the view into two panes, choose Window > Split, or drag the gray box above the vertical scroll bar.

• To split the view into four panes with synchronized scrolling and zoom levels, choose Window > Spreadsheet Split.

2 Drag the splitter bars up, down, left, or right to resize the panes, as needed.

3 Adjust the zoom level, as needed:

• In Split view, click a pane to make it active, and change the zoom level for that pane only.

• In Spreadsheet Split view, adjust the zoom level to change the displays in all four panes.

4 Scroll, as needed:

• In Split view, click a pane to make it active, and scroll to change that pane only.

• In Spreadsheet Split view, click a pane, and scroll vertically to change the views in the active pane and the pane

beside it. Scroll horizontally to change the views in the active pane and the pane above or below it.

5 To restore single-pane view, choose Window > Remove Split.

View a document in multiple windows

You can create multiple windows for the same document using the New Window command. New windows have the same size, magnification, and layout as the original window and open at the same page and on top of the original window. When you open a new window, Acrobat adds the suffix 1 to the original filename and assigns the suffix 2 to the new window. You can open multiple windows with the suffix incrementing with each new window. Closing a window causes the remaining open windows to be renumbered sequentially; that is, if you have five windows open and you close the third window that you opened, the windows are renumbered with the suffixes 1 to 4.

Note: This feature is not available when PDFs are viewed in a browser.

Open a new window

❖ Select Window > New Window.

Close a window

❖ Click the close box in the window. You are prompted to save any changes. Closing a window does not close a

document if more than one window is open.

Close all windows for a document

❖ Choose File > Close. You are prompted to save any changes before each window is closed.

Last updated 10/11/2011

USING ACROBAT X STANDARD

Workspace

Grids, guides, and measurements

View grids

Use grids to accurately line up text and objects in a document. When turned on, the grid is visible over the document. The Snap To Grid option aligns an object with the nearest grid line when you move the object.

View or hide the grid

❖ Choose View > Show/Hide > Rulers & Grids > Grid. A check mark appears next to the command name when the

grid is displayed.

Turn the Snap To Grid option on or off

❖ Choose View > Show/Hide > Rulers & Grids > Snap To Grid. A check mark appears next to the command name

when the option is turned on.

Change the grid appearance

1 In the Preferences dialog box under Categories, select Units & Guides.

2 To change grid settings, do any of the following:

• To change the spacing between grid lines, enter a value for Width Between Lines and Height Between Lines.

• To change the origin of the grid, enter a value for Grid Offset From Left Edge and Grid Offset From Top Edge.

• To change the number of subdivisions within each grid square, enter a value for Subdivisions. Subdivision lines are

lighter than grid lines.

• To change the color of the grid lines, click the Grid Line Color square and choose a new color from the Color panel.

Create ruler guides

Horizontal and vertical rulers let you check the size of objects in your documents. You can also create guides in your document, which are especially useful for lining up objects, such as form fields. You can change the unit of measurement and color used in the ruler.

Create new ruler guides

1 Choose View > Show/Hide > Rulers & Grids > Rulers.

2 Do one of the following:

• Drag down from the horizontal ruler to create a horizontal guide, or drag to the right of the vertical ruler to create

a vertical guide.

• Double-click a location on the horizontal ruler to create a vertical guide, or double-click a location on the vertical

ruler to create a horizontal guide.

Show or hide guides

❖ Choose View > Show/Hide > Rulers & Grids > Guides.

Move or delete ruler guides

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

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

Last updated 10/11/2011

USING ACROBAT X STANDARD

Workspace

Change guide colors

1 In the Preferences dialog box under Categories, select Units & Guides.

2 Click the Guide Color square and choose a new color from the Color pop-up menu.

Measure the height, width, or area of objects

Use the measuring tools to measure distances and areas of objects in PDF documents. The measuring tools are useful for showing the distances and areas associated with objects in a form or computer-aided design (CAD) drawing. You can also use these tools to measure certain areas of a document before sending it to a professional printer. The measuring tools are available to Reader users only if the PDF creator enables measuring functionality.

When you use a measuring tool, the Measurement Info panel shows information about the measurement, such as current measurement, delta values, and scale ratio.

Measuring tools A. Measuring toolbar B. Object being measured C. Measurement Info panel

1 Choose Tools > Analyze> Measuring Tool.

2 To measure areas of your PDF document, select any of the following measurement types:

• Select the Distance tool to measure the distance between two points. Click the first point, move the pointer

to the second point, and click again.

• Select the Perimeter tool to measure a set of distances between multiple points. Click each point you want to

measure. Then, double-click the last point.

• Select the Area tool to measure the area within the line segments that you draw. Click each point you want to

measure. After you have clicked at least two points, click the first point to complete the area measurement.

3 While measuring objects, do any of the following:

• To snap the measurement to the end of a line, select Snap To Paths .

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

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

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

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

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

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

Last updated 10/11/2011

USING ACROBAT X STANDARD

Workspace

More Help topics

“Change the look of your comments” on page 131

Measuring tool options

Use the right-click menu to set measuring tool options.

Change Scale Ratio Change the scaling ratio (such as 3:2) and unit of measurement on the drawing areas.

Change Markup Label Add or change text that appears with the measurement.

Disable/Enable Measurement Markup When enabled, the measurement lines you draw are added to the PDF. When

disabled, the measurement lines disappear when you measure another object or select another tool.

Turn Ortho On/Off When enabled, measurement lines are orthographic only.

Show/Hide Rulers Show or hide vertical and horizontal rulers on the page. (Has the same effect as choosing View >

Show/Hide > Rulers & Grids > Rulers.)

Snap To Page Content/Don’t Snap To Page Content Turn all Snap Enables on or off.

Export Measurement Markup To Excel Save the information for all the measurements in your PDF to a CSV file.

Preferences Open the Measurement (2D) preferences.

Measuring preferences

Change the 2D Measuring preferences to determine how 2D data is measured.

Note: In Reader, Measuring preferences apply to PDFs that have commenting enabled.

Use Scales And Units From Document (When Present) When enabled, measurements based on the units generated

from the original document, if present, are used. Deselect this option to specify the units of measurements manually.

Use Orthographic Lines When enabled, measurement lines are orthographic only.

Measuring Line Color Specifies the color or the line that appears while drawing.

Enable Measurement Markup When enabled, the measurement lines you draw are added to the PDF. When disabled,

the measurement lines disappear when you measure another object or select another tool. You can use the default measurement labels or specify your own label.

Use Default Leader Length (Distance Tool only) When deselected, each time you draw a distance measurement, you

move the mouse to determine the leader length.

Default Line Ending (Distance Tool only) Specifies the appearance of the line endings in distance measurements.

Caption Style (Distance Tool only) Specifies whether the distance measurement caption is Inside or on Top of the

measurement line.

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

measurement points.

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

above the measurement line.

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

the measurement points and the leader.

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

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

Last updated 10/11/2011

USING ACROBAT X STANDARD

Workspace

View cursor coordinates

The Cursor Coordinates show the coordinate position of the pointer within the document pane. The position numbering begins in the upper-left corner of the document. Cursor Coordinates also shows the width and height of a selected object as you resize it.

View x and y coordinates

1 Choose View > Show/Hide > Cursor Coordinates.

2 Move the mouse pointer to view x and y coordinates.

Change the Cursor Coordinates measurement units

1 In the Preferences dialog box under Categories, select Units & Guides.

2 Choose a different unit of measurement from the Page & Ruler Units menu.

Maintaining the software

Updating the software

Acrobat application files and components can be updated in a variety of ways. Some updates are available when you open a PDF that triggers the updating process automatically. For example, if you open a form that uses Asian-language fonts, you are asked whether you want to download the fonts. Other updates are available only from the Help menu, and must be installed manually. Some updates are available both automatically and manually.

Manually update the software

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

Change updating preferences

1 Choose Edit > Preferences (Windows) or Acrobat/Adobe Reader > Preferences (Mac OS).

2 From the Categories on the left, select Updater.

3 In the Check For Updates section, select an option for installing updates.

Manage security settings

If your organization uses server-based security policies, you can set up Acrobat to regularly check for updates to these policies. Server-based security is set up by an administrator who provides the URL from which to get security updates.

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

2 In the Security Settings, select Load Security Settings From A Server.

3 Type the server address in the URL field.

4 Select how often you want to check for security updates.

5 Select Ask Before Installing to receive notification before the server is checked for policy updates.

Adobe Digital Editions

Use the free Adobe® Digital Editions software to read and organize eBooks and other publications. Digital Editions is a separate web-based rich internet application (RIA) that replaces the eBooks features in previous versions of Acrobat.

Last updated 10/11/2011

USING ACROBAT X STANDARD

Workspace

When you install Digital Editions, your existing bookshelf items are automatically imported and available within the new Digital Editions bookshelf experience. You can also manually import individual PDFs into your Digital Editions bookshelf.

Note: When you open an eBook for the first time, the Digital Editions software is automatically installed on your computer.

For more information about Adobe Digital Editions and to download the software, see

www.adobe.com/go/learn_acr_digital_en.

Activation and registration

Help with installation

For help with installation issues, see Acrobat Help and Support at www.adobe.com/go/acrobat_support.

License activation

During the installation process, your Adobe software contacts Adobe to complete the license activation process. No personal data is transmitted. For more information on product activation, visit the Adobe website at

www.adobe.com/go/activation.

A single-user retail license activation supports two computers. For example, you can install the product on a desktop computer at work and on a laptop computer at home. If you want to install the software on a third computer, first deactivate it on one of the other two computers. Choose Help

> Deactivate.

Register

❖ To register, enter your Adobe ID when prompted when you install or launch the software.

If you choose to skip entering your Adobe ID during installation or launch, you can register at any time by choosing Help > Product Registration.

Adobe Product Improvement Program

After you have used your Adobe software a certain number of times, a dialog box appears, asking whether you want to participate in the Adobe Product Improvement Program.

If you choose to participate, data about your use of Adobe software is sent to Adobe. No personal information is recorded or sent. The Adobe Product Improvement Program only collects information about the features and tools that you use in the software and how often you use them.

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

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

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

Adobe provides more information about the Product Improvement Program in a frequently asked questions (FAQ) list on the

Adobe website.

Last updated 10/11/2011

USING ACROBAT X STANDARD

Workspace

Services and downloads

Adobe Exchange

Visit the Adobe Exchange at www.adobe.com/go/exchange to download samples as well as thousands of plug-ins and extensions from Adobe and third-party developers. The plug-ins and extensions can help you automate tasks, customize workflows, create specialized professional effects, and more.

Adobe downloads

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

Adobe Labs

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

Non-English languages

Asian language PDFs

You can use Acrobat to view, search, and print PDF documents that contain Asian text (Traditional and Simplified Chinese, Japanese, and Korean). You can also use these languages when you fill in forms, add comments, and apply digital signatures.

Almost all of the Acrobat features are supported for Traditional and Simplified Chinese, Japanese, and Korean text if you install the respective Asian language font packs.

In Acrobat in Windows, you must install the Asian language support files by using the custom installation and selecting the Asian Language Support options under Create Adobe PDF and View Adobe PDF.

PDFMaker and the Adobe PDF printer automatically embed most Asian fonts in your file when creating PDF files. You can control whether Asian fonts are embedded.

In Windows, you may be able to view and print files that contain Asian languages without having the necessary Asian language support installed on your system. If you try to open a PDF file for which language support is required, you are automatically prompted to install the required fonts.

Cyrillic, Central European, and Eastern European language PDFs

You can work with Adobe PDF files that contain Cyrillic text (including Bulgarian and Russian), Central European text, and Eastern European text (including Czech, Hungarian, and Polish) if the fonts are embedded in the PDF files. If the fonts are embedded, you can view and print the files on any system. Fonts do not need to be embedded to use the Search feature.

Note: If you open a PDF file in which form fields or text boxes contain these languages but the fonts are not embedded and are not installed on your system, choosing Help > Check For Updates Now automatically prompts you to download and install the necessary fonts.

Last updated 10/11/2011

USING ACROBAT X STANDARD

Workspace

Hebrew, Arabic, Thai, and Vietnamese language PDFs

Acrobat supports the entry and display of Thai and Vietnamese text. In Windows only, Arabic and Hebrew are also supported. By default, Right-To-Left Language Options is enabled under Arabic and Hebrew regional settings (in Windows).

Enable right-to-left languages

Enabling right-to-left language options displays the user interface elements for controlling paragraph direction, digit style, and ligature. When this option is selected, you can specify the writing direction (left-to-right or right-to-left) and type of digits (Western or Arabic-Indic) used for creating and filling out certain form fields, adding digital signatures, and creating text box markups.

Enable Right-To-Left Language Options is enabled by default under Arabic and Hebrew regional settings.

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

2 Select Enable Right-To-Left Language Options.

Last updated 10/11/2011

Chapter 3: Creating PDFs

Adobe® PDF is the solution of choice for capturing robust information from any application on any computer system. You can create PDFs from document files, websites, scanned paper documents, and clipboard content.

Overview of creating PDFs

What’s the best way to create a PDF?

You create a PDF by converting other documents and resources to Portable Document Format. You can usually choose from several PDF creation methods, depending on the type of file you start with and your requirements for the PDF.

You can create PDFs from documents printed on paper, Microsoft Word documents, InDesign® files, and digital images, to name just a few examples. Different types of sources have different tools available for PDF conversion. In many applications, you can create PDFs by selecting the Adobe PDF printer in the Print dialog box.

If a file is open in its authoring application (such as a spreadsheet that is open in Microsoft Excel), you can usually convert the file to PDF without opening Adobe® have to open the authoring application to convert a file to PDF.

Acrobat® X Standard. Similarly, if Acrobat is already open, you don’t

Every PDF strikes a balance between efficiency (small file size) and quality (such as resolution and color). When that balance is critical to your task, you’ll want to use a method that includes access to various conversion options.

For example, you can drag and drop files on the Acrobat icon to create PDFs. In this case, Acrobat applies the most recently used conversion settings without providing access to those settings. If you want more control over the process, you’ll want to use another method.

Additional resources

• Adobe PDF in Creative Workflows: www.adobe.com/designcenter/creativesuite/articles/cs3ip_pdfworkflows.pdf.

• Acrobat user community forums: acrobatusers.com/forum/pdf-creation.

PDF creation methods by file type

Refer to the following lists to determine the methods available for the different types of files.

Most files

These methods can be used for documents and images in almost all file formats.

Create menu Within Acrobat, by choosing PDF from File.

Adobe PDF printer Within most applications, in the Print dialog box.

Drag and drop On the desktop or from a folder.

Context menu On the desktop or in a folder, by right-clicking.

Last updated 10/11/2011

USING ACROBAT X STANDARD

Creating PDFs

Paper documents

Requires a scanner and a hard copy of the document.

Create menu Within Acrobat, by choosing PDF from Scanner. Or, for previously scanned paper documents, by

choosing PDF from File.

Microsoft Office documents

PDFMaker (Windows only) Within the authoring application, in the Acrobat PDFMaker toolbar and on the Adobe

PDF menu. For Microsoft Office 2007 or later applications, in the Acrobat ribbon.

Save As Adobe PDF (Mac OS) Within the authoring application, choose File > Save As, and select Adobe PDF as the

format.

Adobe PDF printer (Windows only) Within the authoring application, in the Print dialog box.

Drag and drop (Windows only) On the desktop or from a folder.

Context menu (Windows only) On the desktop or in a folder, by right-clicking.

Email messages

PDFMaker (Windows only) Within Microsoft Outlook or Lotus Notes, by clicking Acrobat PDFMaker toolbar buttons.

Or by choosing commands in the Adobe PDF menu (Outlook) or the Actions menu (Lotus Notes).

Adobe PDF printer Within the email application, in the Print dialog box. Creates a PDF (not a PDF Portfolio).

Context menu (Outlook 2007 or later) On an email folder or selection of messages, by right-clicking.

Web pages

Create menu Within Acrobat, by choosing PDF from Web Page.

PDFMaker (Windows only) Within Internet Explorer or Firefox, or when editing in a web-authoring application that

supports PDFMaker, such as Word. Also, in the Acrobat PDFMaker toolbar and on the Adobe PDF menu.

Adobe PDF printer Within a web browser or when editing in a web-authoring application, such as Word; in the Print

dialog box.

Drag and drop On the desktop or from a folder, dragging the HTML file.

Context menu (HTML files) On the desktop or in a folder, by right-clicking the HTML file.

Content copied on the clipboard

Create menu Within Acrobat, by choosing PDF from Clipboard.

PostScript and EPS files

Drag and drop On the desktop or from a folder, by dragging to the Acrobat Distiller icon or into the Acrobat Distiller®

window.

Double-clicking (PostScript® files only) On the desktop or in a folder.

Open command Within Acrobat Distiller, in the File menu.

Create menu Within Acrobat, by choosing PDF from File.

Context menu On the desktop or in a folder, by right-clicking.

Last updated 10/11/2011

USING ACROBAT X STANDARD

Creating PDFs

Balancing PDF file size and quality

You can select various settings to ensure that your PDF has the best balance between file size, resolution, conformity to specific standards, and other factors. Which settings you select depends on your goals for the PDF that you are creating. For example, a PDF intended for high-quality commercial printing requires different settings than a PDF intended only for on-screen viewing and quick downloading over the Internet.

Once selected, these settings apply across PDFMaker, Acrobat, and Acrobat Distiller. However, some settings are limited to specific contexts or file types. For example, PDFMaker options can vary among the different types of Microsoft Office applications.

For convenience, you can select one of the conversion presets available in Acrobat. You can also create, define, save, and reuse custom presets that are uniquely suited to your purposes.

For scanned documents, you can choose from Autodetect Color Mode or several scanning presets that are optimized for scanning documents and images in color or black and white. You can modify these presets, or use your own custom scanning settings.

More Help topics

“Adobe PDF conversion settings” on page 69

Creating simple PDFs with Acrobat

Convert a file to PDF using Acrobat

1 In Acrobat, do one of the following:

• Choose File > Create > PDF From File.

• In the toolbar, click the Create button and choose PDF From File.

In the Open dialog box, select the file. You can browse all file types or select a specific type from the Files Of Type menu.

3 Optionally, click Settings to change the conversion options. The options available vary depending on the file type.

Note: The Settings button is unavailable if you choose All Files as the file type or if no conversion settings are available for the selected file type.

4 Click Open to convert the file to a PDF.

Depending on the type of file being converted, the authoring application opens automatically or a progress dialog box appears. If the file is in an unsupported format, a message appears, telling you that the file cannot be converted to PDF.

5 When the new PDF opens, choose File > Save or File > Save As; then select a name and location for the PDF.

When naming a PDF that’s intended for electronic distribution, limit the filename to eight characters (with no spaces) and include the .pdf extension. This action ensures that email programs or network servers don’t truncate the filename

and that the PDF opens as expected.

More Help topics

“View PDFMaker conversion settings” on page 53

“PDF Portfolios and combined PDFs” on page 83

Last updated 10/11/2011

USING ACROBAT X STANDARD

Creating PDFs

Drag and drop to create PDFs

This method is best reserved for small, simple files, such as small image files and plain text files, when the balance between file size and output quality is not important. You can use this technique with many other types of files, but you won’t have the opportunity to adjust any conversion settings during the process.

1 Select the icons of one or more files.

2 Drag the file icons onto the Acrobat application icon. Or (Windows only) drag the files into the open Acrobat

window.

If a message appears saying that the file could not be opened in Acrobat, then that file type cannot be converted to PDF by the drag-and-drop method. Use one of the other conversion methods for that file.

Note: You can also convert PostScript and EPS files to PDF by dragging them onto the Acrobat Distiller window or the Distiller application icon.

3 Save the PDF.

(Windows only) You can also right-click a file in Windows Explorer and choose Convert to Adobe PDF.

Convert clipboard content to PDF

You can create PDFs from text and images that you copy from applications on Mac OS or Windows.

1 Capture content in the Clipboard:

• Use the copy command in the applications.

• Press the PrintScreen key (Windows)

• Use the Grab utility (Applications > Utilities > Grab), and choose Edit > Copy to place the content on the clipboard.

(Mac OS)

2 In Acrobat, choose File > Create > PDF from Clipboard.

Note: The PDF from Clipboard command appears only when content is copied to the Clipboard. If the Clipboard is empty, the command is disabled.

Convert screen captures to PDF (Mac OS)

In Mac OS, you can create PDFs from screen captures.

❖ Do one of the following:

• In Acrobat choose File > Create > PDF [From Screen Capture, From Window Capture, or From Selection Capture].

• Use the Grab utility (Applications > Utilities > Grab) to capture a screen image, and choose Edit > Copy to copy

the image to the clipboard. Then start Acrobat and choose File > Create > PDF From Clipboard.

Note: The PDF From Clipboard command appears when an image or text is copied to the clipboard. If the clipboard is empty, the command is not available.

Create a PDF from a blank page

You can create a PDF from a blank page rather than beginning with a file, a clipboard image, or scanning.

Last updated 10/11/2011

USING ACROBAT X STANDARD

Creating PDFs

This process can be useful for creating a one-page PDFs. For longer, more complex, or heavily formatted documents, it’s better to create the source document in an application that offers more layout and formatting options, such as Adobe InDesign or Microsoft Word.

1 In Adobe® Acrobat® X Standard, close any open documents.

2 Do one of the following:

• (Windows) Choose Tools > Pages > More Insert Options > Insert Blank Page.

• (Mac OS) Press Command+Shift+Q.

A blank single-page PDF is created. Using Insert Blank Page command again adds another page to the existing PDF.

Correct OCR text in PDFs

When you run OCR on a scanned output, Acrobat analyzes bitmaps of text and substitutes words and characters for those bitmap areas. If the ideal substitution is uncertain, Acrobat marks the word as suspect. Suspects appear in the PDF as the original bitmap of the word, but the text is included on an invisible layer behind the bitmap of the word. This method makes the word searchable even though it is displayed as a bitmap. You can accept these suspects as they are, or you can use the Edit Document Text tool

Note: If you try to select text in a scanned PDF that does not have OCR applied, or try to perform a Read Out Loud operation on an image file, Acrobat asks if you want to run OCR. If you click OK, the Recognize Text dialog box opens and you can select options, which are described in detail under the previous topic.

to correct them.

1 Do one of the following:

• Choose Tools > Recognize Text > Find All Suspects. All suspect words on the page are enclosed in boxes. Click any

suspect word to show the suspect text in the Find Element dialog box.

• Choose Tools > Recognize Text > Find First Suspect.

Note: If you close the Find Element window before correcting all suspect words, you can return to the process by choosing Tools > Recognize Text > Find First Suspect, or by clicking any suspect word with the Edit Document Text tool.

2 In the Find option, choose OCR Suspects.

3 Compare the word in the Suspect text box with the actual word in the scanned document. To correct an OCR

suspect, click on the highlighted object in the document and type in the new text. If the suspect was incorrectly identified as text, click the Not Text button.

4 Review and correct the remaining suspect words, and then close the Find Element dialog box.

Enable Fast Web View in a PDF

Fast Web View restructures a PDF document for page-at-a-time downloading (byte-serving) from web servers. With Fast Web View, the web server sends only the requested page, rather than the entire PDF. This option is especially important with large documents that can take a long time to download from a server.

Check with your webmaster to make sure that the web server software you use supports page-at-a-time downloading. To ensure that the PDF documents on your website appear in older browsers, you can also create HTML links (versus ASP scripts or the POST method) to the PDF documents and use relatively short path names (256 characters or fewer).

Verify that an existing PDF is enabled for Fast Web View

❖ Do one of the following:

• Open the PDF in Acrobat, and choose File > Properties. Look in the lower right area of the Description panel of the

dialog box for the Fast Web View setting (Yes or No).

Last updated 10/11/2011

USING ACROBAT X STANDARD

Creating PDFs

• (Windows only) Right-click the PDF file icon and choose Properties. Click the PDF tab and look near the bottom

of the panel for the Fast Web View setting (Yes or No).

Verify the Fast Web View Preferences setting

Follow this procedure to make sure that you have Acrobat set up to enable Fast Web View during the PDF creation process.

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

2 On the right side of the dialog box, under Save Settings, make sure that Save As Optimizes For Fast Web View is

selected, and click OK.

Enable Fast Web View for an existing PDF

Use this procedure after you have verified your Fast Web View Preferences setting and checked the PDF properties to be sure that the file is not already enabled for Fast Web View.

1 Open the PDF.

2 Choose File > Save As. Select the same filename and location.

3 When a message appears asking if you want to overwrite the existing file, click OK.

Scan documents to PDF

Scan a paper document to PDF

You can create a PDF file directly from a paper document, using your scanner and Acrobat. On Windows, Acrobat supports TWAIN scanner drivers and Windows Image Acquisition (WIA) drivers.

In Windows, you can either use the Autodetect color mode and let Acrobat determine the paper document’s content type, or use other presets (Black & White Document, Grayscale Document, Color Image, and Color Document) based on your judgement. You can configure the scanning presets or use the Custom Scan option to scan with the settings of your choice.

Note: Preset scanning is available only for scanner drivers that support Hide Scanner’s Native Interface mode. The scanning presets are not available on Mac OS.

In Windows, if a WIA driver is installed for your scanner, you can use the Scan button on your scanner to create a PDF. Press the Scan button, and then in Windows, choose Adobe Acrobat from the list of registered applications. Then, in the Acrobat Scan dialog box, select a scanner and a document preset or Custom Scan.

After you scan a document to PDF, you can apply security settings using one of the security or batch processing methods in Acrobat, or using JavaScript. For more information see the documents at

learn.adobe.com/wiki/display/security/Document+Library.

For more information on scanning, see these resources:

• See a video on how to convert a scanned document into a PDF: www.adobe.com/go/lrvid_024_acrx_en

• Troubleshooting scanning and OCR: www.acrobatusers.com/tutorials/troubleshoot-scanning-and-ocr

• How to edit a scanned PDF: www.adobe.com/go/learn_acr_edit_scans_en

• How to extract active text from an image: www.peachpit.com/articles/article.aspx?p=1272051

Last updated 10/11/2011

USING ACROBAT X STANDARD

Creating PDFs

More Help topics

“Choosing a security method” on page 198

“About Actions” on page 286

“Creating and distributing forms” on page 153

Scan a paper document to PDF using a Autodetect Color Mode (Windows)

1 Choose File > Create > PDF from Scanner > Autodetect Color Mode.

2 If prompted to scan more pages, select Scan More Pages, Scan Reverse Sides, or Scan Is Complete, and click OK.

Scan a paper document to PDF using a preset (Windows)

1 Choose File > Create > PDF from Scanner > [document preset].

2 If prompted to scan more pages, select Scan More Pages, Scan Reverse Sides, or Scan Is Complete, and click OK.

Scan a paper document to PDF without presets

1 In Acrobat, do one of the following:

• (Windows) Choose File > Create > PDF from Scanner > Custom Scan.

• (Mac OS) Choose File > Create > PDF from Scanner.

2 Select scanning options in the Scan dialog box, as needed, and then click Scan.

Note: If you specify that you want to use the native scanner user interface instead of the Acrobat user interface, other windows or dialog boxes appear. Consult the scanner documentation information on available options. In Mac OS, the scanner user interface is always shown.

3 If prompted to scan more pages, select Scan More Pages, Scan Reverse Sides, or Scan Is Complete, and click OK.

Optimize a scanned PDF

1 Open a PDF created from a scanned document.

2 Choose Tools > Document Processing > Optimize Scanned PDF.

3 Select options in the Optimize Scanned PDF dialog box, and click OK.

Configure scanning presets (Windows)

1 Choose File > Create > PDF from Scanner > Configure Presets.

2 In the Configure Presets dialog box, select a preset: Autodetect Color Mode, Black & White Document, Grayscale

Document, Color Document, or Color Image.

3 Adjust the settings as needed.

4 Click Save to save the preset, and then click Close.

Scanning options

Scanner Select an installed scanner. You must have the manufacturer scanning software installed on your computer.

In Windows only, click the Options button to specify scanner options.

Presets Select a preset to modify.

Sides Specify single or double-sided scanning. If you select Both Sides and the settings of the scanner are for only one

side, the scanner setting overrides the Acrobat settings.

Last updated 10/11/2011

USING ACROBAT X STANDARD

Creating PDFs

Note: You can scan both sides of pages even on scanners that do not themselves support two-sided scanning. When Both Sides is selected, a dialog box appears after the first sides are scanned. You can then reverse the original paper documents in the tray, and select the Scan Reverse Side (Put Reverse Of Sheets) option in that dialog box. This method produces a PDF with all pages in the proper sequence.

Color Mode (Windows only) Select a basic color mode (Autodetect, Color, Black and White, or Grayscale) supported

by your scanner. This option is enabled if your Scanner Options are set to use the Acrobat scanning dialog box instead of the scanner application.

Resolution (Windows only) Select a resolution supported by your scanner. This option is enabled if your Scanner

Options are set to use the Acrobat scanning dialog box instead of the scanner application.

Note: If you select a Color Mode or Resolution option not supported by your scanner, a message appears and your scanner application window opens. Select different options in the scanner application window.

Paper Size (Windows only) Select a paper size or specify a custom width and height.

Prompt For Scanning More Pages When selected, a dialog box prompting you to scan additional pages appears after

every scanning session.

New PDF Document Creates a new PDF. This option is not available in the Configure Presets dialog box.

Multiple Files Creates multiple files from multiple paper documents. Click More Options, and specify whether to

create a PDF Portfolio of the files, the number of pages for each file, and a filename prefix. These options are not available in the Configure Presets dialog box.

Append To Existing File Or Portfolio Adds the converted scan to an existing PDF or PDF Portfolio. This option is not

available in the Configure Presets dialog box.

Optimize Scanned PDF Select this option to run the optimization process on the PDF. This option is used to

compresses and filter the images in the scanned PDF.

Small Size/High Quality Drag the slider to set the balance point between file size and quality. Click Options to

customize optimization with specific settings for file compression and filtering.

Make Searchable (Run OCR) Select this option to convert text images in the PDF to searchable and selectable text. This

option applies optical character recognition (OCR) and font and page recognition to the text images. Click Options to specify settings in the Recognize Text - Settings dialog box. See

Make PDF/A Compliant Select this option to make the PDF conform to ISO standards for PDF/A-1b. When selected,

“Recognize text in scanned documents” on page 46.

only Searchable Image is available in the Recognize Text - Settings dialog box for the PDF Output Style option.

Add Metadata When selected, the Document Properties dialog box appears after scanning. In the Document

Properties dialog box, you can add metadata, or information about the scanned document, to the PDF file. If you are creating multiple files, you can enter common metadata for all of the files.

Scanner Options dialog box

Data Transfer Method Native Mode transfers in the default mode for your scanner. Memory Mode is automatically

selected for scanning in resolutions over 600 dots per inch (dpi).

User Interface The Hide Scanner’s Native Interface option bypasses the windows and dialog boxes provided by the

scanner manufacturer. Instead, scanning starts directly with the settings specified in the Custom Scan settings.

Invert Black And White Images This option creates positive images from black-and-white negatives, for example.

Last updated 10/11/2011

USING ACROBAT X STANDARD

Creating PDFs

Optimize Scanned PDF dialog box

The Optimize Scanned PDF dialog box controls the image settings of how scanned images are filtered and compressed for the PDF. Default settings are suitable for a wide range of document pages, but you may want to customize settings for higher-quality images, smaller file sizes, or scanning issues.

Apply Adaptive Compression Divides each page into black-and-white, grayscale, and color regions and chooses a

representation that preserves appearance while highly compressing each type of content. The recommended scanning resolutions are 300 dots per inch (dpi) for grayscale and RGB input, or 600 dpi for black-and-white input.

Color/Grayscale settings When scanning color or grayscale pages, select one of the following:

• JPEG2000 Applies JPEG2000 compression to the colored image content. (This setting is not recommended when

creating PDF/A files. Use JPEG instead.)

• ZIP Applies ZIP compression to the colored image content.

• JPEG Applies JPEG compression to the colored image content.

Note: The scanner uses either the selected Color/Grayscale option or the selected Monochrome option. Which one is used depends on the settings you select in the Acrobat Scan dialog box or in the scanner’s TWAIN interface, which may open after you click Scan in the Acrobat Scan dialog box. (By default, the scanner application dialog box does not open.)

Monochrome When scanning black-and-white or monotone images, select one of the following:

• JBIG2 (Lossless) & JBIG2(Lossy) Applies the JBIG2 compression method to black-and-white input pages. Highest

quality levels use the lossless method; at lower settings, text is highly compressed. Text pages typically are 60% smaller than CCITT Group 4 compressed pages, but processing is slow. Compatible with Acrobat 5.0 (PDF 1.4) and later.

Note: For compatibility with Acrobat 4.0, use a compression method other than JBIG2.

• CCITT Group 4 Applies CCITT Group 4 compression to black-and-white input page images. This fast, lossless

compression method is compatible with Acrobat 3.0 (PDF 1.2) and later.

Small Size/High Quality Sets the balance point between file size and quality.

Deskew Rotates any page that is not square with the sides of the scanner bed, to make the PDF page align vertically.

Choose On or Off.

Background Removal Whitens nearly white areas of grayscale and color input (not black-and-white input).

For best results, calibrate your scanner’s contrast and brightness settings so that a scan of a normal black-and-white page has dark gray or black text and a white background. Then, Off or Low should produce good results. If scanning

off-white paper or newsprint, use Medium or High to clean up the page.

Descreen Removes halftone dot structure, which can reduce JPEG compression, cause moire patterns, and make text

difficult to recognize. Suitable for 200–400-dpi grayscale or RGB input or, for Adaptive compression, 400–600-dpi black-and-white input. The On setting (recommended) applies the filter for 300 dpi or higher grayscale and RGB input. Select Off when scanning a page with no pictures or filled areas, or when scanning at a resolution higher than the effective range.

Text Sharpening Sharpens the text of the scanned PDF file. The default value of low is suitable for most documents.

Increase it if the quality of the printed document is low and the text is unclear.

Scanning tips

• Acrobat scanning accepts images between 10 dpi and 3000 dpi. If you select Searchable Image or ClearScan for PDF

Output Style, input resolution of 72 dpi or higher is required, and input resolution higher than 600 dpi is downsampled to 600 dpi or lower.

Last updated 10/11/2011

USING ACROBAT X STANDARD

Creating PDFs

• To apply lossless compression to a scanned image, select one of these options under the Optimization Options in

the Optimize Scanned PDF dialog box: CCITT Group 4 for monochrome images, or Lossless for color or grayscale images. If this image is appended to a PDF document, and the file is saved by Save, the scanned image remains uncompressed. If the PDF document is saved using Save As, the scanned image may be compressed.

• For most pages, black-and-white scanning at 300 dpi produces text best suited for conversion. At 150 dpi, OCR

accuracy is slightly lower, and more font-recognition errors occur; at 400 dpi and higher resolution, processing slows and compressed pages are bigger. If a page has many unrecognized words or very small text (9 points or smaller), try scanning at higher resolution. Scan in black and white whenever possible.

• When Recognize Text Using OCR is disabled, full 10-to-3000 dpi resolution range may be used, but the

recommended resolution is 72 and higher dpi. For Adaptive compression, 300 dpi is recommended for grayscale or RGB input, or 600 dpi for black-and-white input.

• Pages scanned in 24-bit color, 300 dpi, at 8-1/2–by-11 in. (21.59-by-27.94 cm) result in large images (25 MB) before

compression. Your system may require 50 MB of virtual memory or more to scan the image. At 600 dpi, both scanning and processing typically are about four times slower than at 300 dpi.

• Avoid dithering or halftone scanner settings. These settings can improve the appearance of photographs, but they

make it difficult to recognize text.

• For text printed on colored paper, try increasing the brightness and contrast by about 10%. If your scanner has

color-filtering capability, consider using a filter or lamp that drops out the background color. Or if the text isn’t crisp or drops out, try adjusting scanner contrast and brightness to clarify the scan.

• If your scanner has a manual brightness control, adjust it so that characters are clean and well formed. If characters

are touching, use a higher (brighter) setting. If characters are separated, use a lower (darker) setting.

Recognize text in scanned documents

You can use Acrobat to recognize text in previously scanned documents that have already been converted to PDF. Optical character recognition (OCR) software enables you to search, correct, and copy the text in a scanned PDF. To apply OCR to a PDF, the original scanner resolution must have been set at 72 dpi or higher.

For more information on text recognition, see these videos:

• Recognizing Text in Scanned PDF Documents: www.adobe.com/go/lrvid_025_acrx_en

• How to Edit a Scanned PDF: www.adobe.com/go/learn_acr_edit_scans_en

Note: Scanning at 300 dpi produces the best text for conversion. At 150 dpi, OCR accuracy is slightly lower.

More Help topics

“Adding unifying page elements” on page 91

Converting Scanned PDF Files to Other File Formats

Recognize text in a single document

1 Open the scanned PDF.

2 Choose Tools > Recognize Text > In This File.

3 In the Recognize Text dialog box, select an option under Pages.

4 Optionally, click Edit to open the Recognize Text - General Settings dialog box, and specify the options as needed.

Last updated 10/11/2011

USING ACROBAT X STANDARD

Creating PDFs

Recognize text in multiple documents

1 In Acrobat, choose Tools > Recognize Text > In Multiple Files.

2 In the Recognize Text dialog box, click Add Files, and choose Add Files, Add Folders, or Add Open Files. Then

select the files or folder.

3 In the Output Options dialog box, specify a target folder for output files, and filename preferences.

4 In the Recognize Text - General Settings dialog box, specify the options, and then click OK.

Recognize Text - General Settings dialog box

Primary OCR Language Specifies the language for the OCR engine to use to identify the characters.

PDF Output Style

(recommended). All formats apply OCR and font and page recognition to the text images and convert them to normal text.

Determines the type of PDF to produce. All options require an input resolution of 72 dpi or higher

• Searchable Image Ensures that text is searchable and selectable. This option keeps the original image, deskews it as

needed, and places an invisible text layer over it. The selection for Downsample Images in this same dialog box determines whether the image is downsampled and to what extent.

• Searchable Image (Exact) Ensures that text is searchable and selectable. This option keeps the original image and

places an invisible text layer over it. Recommended for cases requiring maximum fidelity to the original image.

• ClearScan Synthesizes a new Type 3 font that closely approximates the original, and preserves the page background

using a low-resolution copy.

Downsample To Decreases the number of pixels in color, grayscale, and monochrome images after OCR is complete.

Choose the degree of downsampling to apply. Higher-numbered options do less downsampling, producing higherresolution PDFs.

Using the Adobe PDF printer

Create PDFs by printing to file

In many authoring applications, you can use the Print command with the Adobe PDF printer to convert your file to PDF. Your source document is converted to PostScript and fed directly to Distiller for conversion to PDF, without manually starting Distiller. The current Distiller preference settings and Adobe PDF settings are used to convert the file. If you’re working with nonstandard page sizes, create a custom page size.

Note: (Windows) For Microsoft Office documents, the Adobe PDF printer does not include some of the features that are available from PDFMaker. For example, you cannot create bookmarks and hyperlinks using the Adobe PDF printer. If you’re creating a PDF from a Microsoft Office document and you want to use these features, use PDFMaker.

Note: The Adobe PDF printer creates untagged PDFs. A tagged structure is required for reflowing content to a handheld device and is preferable for producing reliable results with a screen reader.

More Help topics

“Creating accessible PDFs” on page 253

“Creating PDFs with PDFMaker (Windows)” on page 51

Create a PDF using the Print command (Windows)

1 Open the file in its authoring application, and choose File > Print.

Last updated 10/11/2011

USING ACROBAT X STANDARD

Creating PDFs

2 Choose Adobe PDF from the printers menu.

3 Click the Properties (or Preferences) button to customize the Adobe PDF printer setting. (In some applications,

you may need to click Setup in the Print dialog box to open the list of printers, and then click Properties or Preferences.)

4 In the Print dialog box, click OK.

Note: Your PDF is saved in the folder specified by the setting of the Adobe PDF Output Folder in the Preferences dialog box; the default location is My Documents. If you specify Prompt For Adobe PDF Filename, then a Save As dialog opens when you print.

Create a PDF using the Print command (Mac OS X)

The method for creating PDFs using the Print command changed in Mac OS v10.6 Snow Leopard with Acrobat 9.1 and later. The following procedure describes the method in both Snow Leopard and earlier versions of Mac OS X.

1 Open the file in its authoring application, and choose File > Print.

2 Choose Save As Adobe PDF from the PDF menu at the bottom of the dialog box.

3 For Adobe PDF Settings, choose one of the default settings, or customize the settings using Distiller. Any custom

settings that you have defined are listed.

For most users, the default Adobe PDF conversion settings are adequate.

4 For After PDF Creation, specify whether to open the PDF.

5 Click Continue.

6 Select a name and location for your PDF, and click Save.

Note: By default, your PDF is saved with the same filename and a .pdf extension.

Adobe PDF printing preferences (Windows)

Printing preferences apply to all applications that use the Adobe PDF printer, unless you change the settings in an authoring application by using the Page Setup, Document Setup, or Print menu.

Note: The dialog box for setting printing preferences is named Adobe PDF Printing Preferences, Adobe PDF Printing Defaults, or Adobe PDF Document Properties, depending on how you access it.

To access printing preferences:

• Open the Printers window from the Start menu. Right-click the Adobe PDF printer, and choose Printing

Preferences.

• In an authoring application such as Adobe InDesign, choose File > Print. Select Adobe PDF as the printer, and click

the Properties (or Preferences) button. (In some applications, you may need to click Setup in the Print dialog box to access the list of printers, and then click Properties or Preferences to customize the Adobe PDF settings.)

PDF-specific options appear on the Adobe PDF Settings tab. The Paper Quality tab and Layout tab contain other familiar options for the paper source, printer ink, page orientation, and number of pages per sheet.

Note: Printing Preferences are different from printer Properties. The Preferences include Adobe PDF-specific options for the conversion process; the Properties dialog box contains tabs of options that are available for any type of printer.

Adobe PDF Conversion Settings Select a predefined set of options from the Default Settings menu or click Edit to view

or change the settings in the Adobe PDF Settings dialog box.

Last updated 10/11/2011

USING ACROBAT X STANDARD

Creating PDFs

Adobe PDF Security To add security to the PDF, choose one of the following options, or click Edit to view or change

the security settings:

• Reconfirm Security For Each Job Opens the Adobe PDF - Security dialog box each time you create a PDF using the

Adobe PDF printer. Specify settings in the dialog box.

• Use The Last Known Security Settings Uses the same security settings that were used the last time a PDF was

created using the Adobe PDF printer on your computer.

Adobe PDF Output Folder Choose an output folder for the converted PDF, or click Browse to add or change the output

folder. Choose Prompt For Adobe PDF Filename to specify a location and filename at the time of conversion.

Adobe PDF Page Size menu Select a custom page size that you have defined.

View Adobe PDF Results Automatically starts Acrobat and displays the converted document immediately.

Add Document Information Includes information such as the filename and date and time of creation.

Rely On System Fonts Only; Do Not Use Document Fonts Deselect this option to download fonts when creating the

PDF. All your fonts will be available in the PDF, but it will take longer to create it. Leave this option selected if you are working with Asian-language documents.

Delete Log Files For Successful Jobs Automatically deletes the log files unless the job fails.

Ask To Replace Existing PDF File

Warns you when you are about to overwrite an existing PDF with a file of the same name.

More Help topics

“Create and use a custom page size” on page 50

Set Adobe PDF printer properties (Windows)

In Windows, you can usually leave the Adobe PDF printer properties unchanged, unless you have configured printer sharing or set security.

Note: Printing Properties are different from printer Preferences. The Properties dialog box contains tabs of options that apply to any type of printer; the Preferences include conversion options specifically for the Adobe PDF printer.

Set Adobe PDF printer properties

1 Open the Printers window from the Start menu, and right-click the Adobe PDF printer.

2 Choose Properties.

3 Click the tabs, and select options as needed.

Reassign the port that the Adobe PDF printer uses

1 Quit Distiller if it is running, and allow all queued jobs to the Adobe PDF printer to complete.

2 Open the Printers window from the Start menu.

3 Right-click the Adobe PDF printer, and choose Properties.

4 Click the Ports tab, and then click Add Port.

5 Select Adobe PDF Port (Windows XP) or Adobe PDF Port Monitor (Vista/Windows 7) from the list of available

port types, and click New Port.

6 Select a local folder for PDF output files, and click OK. Then click Close to quit the Printer Ports dialog box.

7 In the Adobe PDF Properties dialog box, click Apply, and then click OK.

Last updated 10/11/2011

USING ACROBAT X STANDARD

Creating PDFs

For best results, select a folder on the same system where Distiller is installed. Although remote or network folders are supported, they have limited user access and security issues.

Delete a folder and reassign the Adobe PDF printer to the default port

1 Quit Distiller if it is running, and allow a few minutes for all queued jobs to Adobe PDF to complete.

2 Open the Printers window from the Start menu.

3 Right-click the Adobe PDF printer, and choose Properties.

4 Click the Ports tab.

5 Select the default port, Documents, and click Apply.

6 Select the port to delete, click Delete Port, and then click Yes to confirm the deletion.

7 Select the Documents port again and click Close.

Create and use a custom page size

It’s important to distinguish between page size (as defined in the source application’s Document Setup dialog box for your document) and paper size (the sheet of paper, piece of film, or area of the printing plate you’ll print on). Your page size might be U.S. Letter (8-1/2-by-11 in. or 21.59-by-27.94 cm), but you might need to print on a larger piece of paper or film to accommodate any printer’s marks or the bleed area. To ensure that your document prints as expected, set up your page size in both the source application and the printer.

The list of paper sizes available to Acrobat comes from the PPD file (PostScript printers) or from the printer driver (non-PostScript printers). If the printer and PPD file you’ve chosen for PostScript printing support custom paper sizes, you see a Custom option in the Paper Size menu. For printers capable of producing very large print areas, Acrobat supports pages as large as 15,000,000 in. (38,100,000 cm) by 15,000,000 in. (38,100,000 cm).

Create a custom page size (Windows)

1 Do one of the following:

• Open the Printers or Printer And Faxes window from the Start menu. Right-click the Adobe PDF printer, and

choose Printing Preferences.

• In an authoring application such as Adobe InDesign, choose File > Print. Select Adobe PDF as the printer, and click

the Properties button. (In some applications, you may need to click Setup in the Print dialog box to open the list of printers, and then click Properties or Preferences to customize the Adobe PDF settings.)

2 In the Adobe PDF Settings tab, click the Add button next to the Adobe PDF Page Size menu.

3 Specify the name, width, height, and unit of measurement. Click Add/Modify to add the custom page size name to

the Adobe PDF Page Size menu.

Create a custom page size (Mac OS)

1 In an authoring application such as Adobe InDesign, choose File > Page Setup.

2 In the Paper Size pop-up menu, select Manage Custom Sizes.

3 Click the + button.

4 Specify the name, height, width, and margins. The unit of measurement depends on the system language.

Use the custom page size

1 Choose File > Print.

Last updated 10/11/2011

USING ACROBAT X STANDARD

Creating PDFs

2 Click the Page Setup button.

3 Select the new custom page size from the Paper Size menu.

Creating PDFs with PDFMaker (Windows)

About Acrobat PDFMaker

PDFMaker is an Acrobat feature that operates within many business applications, such as Microsoft Office applications, AutoCAD, and Lotus Notes. When you install Acrobat, PDFMaker controls appear in the work area of the authoring application.

Note: Some PDFMaker features are not available in certain versions of the authoring applications. For a comparison chart, see

Using PDFMaker within an authoring application is a simple, one-click procedure. It involves clicking an Acrobat PDFMaker toolbar button or choosing a command on the Adobe PDF menu. It is not necessary to open Acrobat.

Convert a file to PDF using PDFMaker

In Windows, Acrobat installs both an Acrobat PDFMaker toolbar and an Adobe PDF menu in many popular authoring applications. You can use either the toolbar buttons or the Adobe PDF menu (the Action menu in Lotus Notes) to create PDFs, but the menu also provides access to conversion settings. Although many of the conversion options are common to all authoring applications, a few are application-specific. See the video

Microsoft Office for more information.

Compatible web browsers and PDFMaker applications | Acrobat, Reader.

Creating PDF Files from

For Microsoft Office 2007 and later applications such as Word, Excel, PowerPoint, and Access, the options for creating PDFs are available from the Acrobat ribbon.

Note: If you don’t see the PDF toolbar buttons in an application, you must show or activate the PDF toolbar. For other troubleshooting issues, see the TechNote

http://kb2.adobe.com/cps/333/333235.html.

More Help topics

“Customize Adobe PDF settings” on page 70

“Create PDFs from Word mail merges” on page 57

Show or activate PDFMaker in Microsoft Office and Lotus Notes

If the PDF toolbar buttons don’t appear in your Microsoft Office or Lotus Notes application, use one of the following methods to show or activate PDFMaker.

For Lotus Notes 7 or earlier, choose File > Preferences > Toolbar Preferences, click Toolbars, and select the Visible option for Acrobat PDFMaker.

For Lotus Notes 8 or later, choose File > Preferences. In the dialog box that appears, choose Toolbar > Toolbars, and select the Visible option for Acrobat PDFMaker.

For Office 2003 or earlier, choose View > Toolbars > Acrobat PDFMaker.

For Office 2007 or Office 2010, follow these steps:

1 Do one of the following:

• (Outlook 2007) Choose Tools > Trust Center.

Last updated 10/11/2011

USING ACROBAT X STANDARD

Creating PDFs

• (Other Office 2007 applications) Click the Office button, and then click the [Application] Options button, where

[Application] is the Office application name. For example, in Word, the button name is Word Options.

• (Office 2010 applications) Click the File tab, and then click Option.

2 Click Add-Ins on the left side of the dialog box.

3 Do one of the following:

• If PDFMOutlook or Acrobat PDFMaker Office COM Addin is not listed, choose COM Add-Ins from the Manage

pop-up menu and click Go.

• If PDFMOutlook or Acrobat PDFMaker Office COM Addin is listed under Disabled Application Add-ins, select

Disabled Items from the Manage pop-up menu and click Go.

4 Select PDFMOutlook or Acrobat PDFMaker Office COM Addin and click OK.

5 Restart the Office application.

Convert a file to PDF

If you also want to send the PDF for review, see Donna Baker’s One-Step Convert and Send for Review.

1 Open the file in the application used to create it.

2 Click the Convert To Adobe PDF button on the Acrobat PDFMaker toolbar.

For Microsoft Office 2007 or 2010 applications, such as Word, Excel, PowerPoint, and Access, click the Create PDF

on the Acrobat ribbon.

button

3 Enter a filename and location for the PDF, and click Save.

Create a PDF as an email attachment

1 Open the file in the application used to create it.

2 Choose Adobe PDF > Convert To Adobe PDF And Email.

For Microsoft Office 2007 or 2010 applications, such as Word, Excel, PowerPoint, and Access, click the Create And Attach To Email button

on the Acrobat ribbon.

When the conversion is finished, a blank message with the new PDF included as an attachment automatically opens in your default email application. You can then address and complete the message and either send it or save it as a draft.

Attach a file as PDF (Outlook)

1 In the Outlook email Message window, click the Attach As Adobe PDF button.

Note: If the Attach As PDF button isn’t visible, choose Adobe PDF > Change Conversion Settings, and then select Show Attach As Adobe PDF Buttons. This option is not available in Outlook 2007 or later.

2 Select a file to attach, and click Open.

Convert files to a secured PDF and attach it to an email message (Outlook)

1 In the Outlook email Message window, click the Attach As Secured Adobe PDF button .

Note: The Attach As Secured Adobe PDF button appears only after you’ve configured an Adobe LiveCycle® Rights Management Server using the Tools > Protection > More Protection > Security Settings dialog box.

2 Click Browse, select a file to convert, and click Open.

Last updated 10/11/2011

USING ACROBAT X STANDARD

Creating PDFs

3 Specify the users that can open the PDF, and then click OK:

• To specify only users that receive the PDF, select Restrict Access Only To People In This Message’s To:, Cc:, And

Bcc: List. In this case, the PDF isn’t secured until you send the email message.

• To specify only users that are specified by a security policy, select Restrict Access By Applying The Following

Security Policy, and then select a security policy in the list. In this case, the PDF is secured before it is attached to the email message.

4 If prompted, enter your user name and password to log in to the Adobe LiveCycle Rights Management Server.

Create a PDF and send it for review

1 Open the file in the application used to create it.

2 Click the Convert To Adobe PDF And Send For Review button on the Acrobat PDFMaker toolbar, or (if

available) choose Adobe PDF > Convert To Adobe PDF And Send For Review.

For Microsoft Office 2007 or 2010 applications such as Word, Excel, PowerPoint, and Access, click the Create And Send For Review button

3 When the Identity Setup dialog box appears, enter the appropriate information about yourself, and click Complete.

4 Follow the directions in the wizard that appears, as described in “Start an email-based review” on page 121.

on the Acrobat ribbon.

View PDFMaker conversion settings

PDFMaker conversion settings vary according to file types. For example, the options available for PowerPoint files aren’t the same as the options available for Outlook files. Once you’ve selected conversion settings, those choices apply to all subsequent PDFs you create from that file type. It’s a good idea to review the settings occasionally.

1 Open a PDFMaker-enabled application (such as Word or Excel).

2 Do one of the following:

• (Lotus Notes) Choose Actions > Change Adobe PDF Conversion Settings.

• (Office 2007 or 2010 applications) In the Acrobat ribbon, click Preferences.

• (All other applications) Choose Adobe PDF > Change Conversion Settings.

3 (Optional) To revert to the original default settings, click Restore Defaults on the Settings tab.

More Help topics

“Adobe PDF conversion settings” on page 69

“Application-specific PDFMaker settings” on page 58

Settings tab of the Conversion Settings

The settings available for PDFMaker depend on the application in which you’re using PDFMaker.

Conversion Settings Specifies the standard by which the PDF will be optimized. When you choose an item in the

menu, a description of that preset appears immediately below it.

View Adobe PDF Result Opens the converted document directly into Acrobat. (Exception: when you choose Convert

To Adobe PDF And Email.)

Prompt For Adobe PDF File Name Lets you enter a custom filename for the resulting PDF. Deselect this option to save

the file in the same folder as the source file, using the same name but with a .pdf extension.

Last updated 10/11/2011

USING ACROBAT X STANDARD

Creating PDFs

Convert Document Information Adds document information from the Properties dialog box of the source file. This

setting overrides the printer preferences and settings in the Advanced panel of the Adobe PDF Settings dialog box.

Note: The Advanced Settings button opens the Adobe PDF Settings dialog box, which contains many additional conversion options. These conversion settings apply to all Acrobat features that create PDFs, such as Acrobat Distiller, PDFMaker, and the Acrobat application itself.

Create PDF/A Compliant PDF File Creates the PDF so that it conforms to this ISO standard for long-term preservation

of electronic documents. (In the Microsoft Publisher application alone, PDFMaker does not support the PDF/A standard.)

Note: When Conversion Settings are opened from within Word, Excel, or PowerPoint, this option specifies PDF/A 1a:2005. When opened from within Access, it specifies PDF/A 1-b:2005.

Security tab of the Conversion Settings

The settings available for PDFMaker depend on the application in which you’re using PDFMaker.

Require A Password To Open The Document When selected, makes the Document Open Password option available,

where you enter a password that users must use to open the document.

Restrict Editing And Printing Of The Document When selected, makes the other Permissions options available.

Change Permissions Password Specifies a password you set that users must use in order to do any allowable printing

or editing.

Printing Allowed Specifies whether users who use the Permissions Password can print the document and at what

resolution.

Changes Allowed Specifies what kind of changes users who use the Permissions Password can make.

Enable Copying Of Text, Images, And Other Contents Prevents or allows users from copying from the PDF.

Enable Text Access For Screen Reader Devices For The Visually Impaired Prevents or allows screen reader devices to

read text. (Selected by default.)

Enable Plaintext Metadata Specifies whether the search engine can read the document metadata. Available only when

the PDF-compatibility is set to Acrobat 6.0 (PDF 1.5) or later.

Convert Microsoft Word, PowerPoint, and Excel files to PDF

When creating a PDF from Microsoft Word, PowerPoint, or Excel, you can set conversion options for the current file. You can also select a range of content in the file to convert. The conversion options that you can set in the following steps are some of the most commonly used settings from the Acrobat PDFMaker dialog box. Any changes you make to the conversion options apply to the current conversion only.

For tips on converting Word documents to PDFs, see Troubleshooting PDF-creation issues in Microsoft Word at

www.acrobatusers.com/tutorials/troubleshooting-pdf-creation-issues-microsoft-word.

More Help topics

“View PDFMaker conversion settings” on page 53

“Application-specific PDFMaker settings” on page 58

Convert Excel files to PDF

1 Open a file in Excel.

2 Optionally, select the cells to convert.

Last updated 10/11/2011

USING ACROBAT X STANDARD

Creating PDFs

3 Do one of the following:

• (Office 2003 or earlier) From the Adobe PDF menu, select one of the Convert To Adobe PDF options.

• (Office 2007 or 2010) From the Acrobat ribbon, select one of the Create options.

4 In the Acrobat PDFMaker dialog box, select a Conversion Range, then click Convert To PDF.

5 In the Save Adobe PDF File As dialog box, specify a filename and location for the PDF.

6 Optionally, click the Options button to change the conversion settings.

7 Click Save to create the PDF.

Convert Word and PowerPoint files to PDF

1 Open a file in Word or PowerPoint.

2 Optionally, select objects and text (Word) or slides (PowerPoint), as needed.

3 Do one of the following:

• (Office 2003 or earlier) From the Adobe PDF menu, select one of the Convert To Adobe PDF options.

• (Office 2007 or 2010) From the Acrobat ribbon, select Create PDF, Create And Attach to Email, or Create And Send

For Review.

4 In the Save Adobe PDF File As dialog box, specify a filename and location for the PDF.

5 Optionally, click the Options button to change the conversion settings.

6 Select a Page Range (Word) or Slide Range (PowerPoint). The Selection option is available only if you have selected

content in the file.

7 Click OK, then click Save to create the PDF.

Convert email messages to PDFs

You can use PDFMaker to convert one or more Microsoft Outlook or Lotus Notes email messages or entire folders of messages to a merged PDF or PDF Portfolio. Within a PDF Portfolio, each email message appears as a separate PDF file.

The Acrobat PDFMaker Conversion Settings dialog box contains the option that determines whether email messages are merged into one continuous PDF or assembled into a PDF Portfolio.

The controls that activate an email conversion to PDF appear in two places within the email application: on the Acrobat PDFMaker toolbar and on a menu. In Outlook, the menu is called Adobe PDF and appears to the right of the Outlook Help menu. In Lotus Notes, PDF commands appear under the Actions menu.

You can convert one currently open email message to PDF (not to a PDF Portfolio) by choosing File > Print, and selecting Adobe PDF as the printer in the Print dialog box. The PDFMaker conversion settings do not affect this

process.

More Help topics

“Application-specific PDFMaker settings” on page 58

Specify whether email messages become merged PDFs or PDF Portfolios

1 Do one of the following:

• (Outlook) Choose Adobe PDF > Change Conversion Settings.

• (Lotus Notes) Choose Actions > Change Adobe PDF Conversion Settings.

Last updated 10/11/2011

USING ACROBAT X STANDARD

Creating PDFs

2 Do one of the following:

• To convert and merge email messages into a PDF as sequential pages of one document, deselect Output Adobe PDF

Portfolio When Creating A New PDF File.

• To assemble converted email messages as components of a PDF Portfolio, select Output Adobe PDF Portfolio

When Creating A New PDF File.

Convert an open email message to PDF (Outlook)

❖ Choose Adobe PDF > Convert To Adobe PDF.

You can also convert a different file to PDF from within an open Outlook email message if the Attach As Adobe PDF toolbar is shown. Clicking this button opens a series of dialog boxes for selecting and saving the new PDF and also

starts Acrobat, if it is not already running. The resulting PDF is attached to the open email message.

Convert email messages to a new PDF

1 In Outlook or Lotus Notes, select the individual email messages.

2 Do one of the following:

• (Outlook) Choose Adobe PDF > Convert Selected Messages > Create New PDF.

• (Lotus Notes) Choose Actions > Convert Selected Messages To Adobe PDF.

3 In the Save Adobe PDF As dialog box, select a location, type a filename, and click Save.

Add email messages or folders to an existing PDF

1 In Outlook or Lotus Notes, select the individual email messages or folders.

2 Do one of the following:

• (Outlook) Choose Adobe PDF > Convert Selected Messages > Append To Existing PDF, or Adobe PDF > Convert

Selected Folders > Append To Existing PDF.

Note: If you have already created one or more PDF Portfolios, you can choose from recently created PDF Portfolios in addition to the Append To Existing PDF option.

• (Lotus Notes) Choose Actions > Append Selected Message(s) To Existing Adobe PDF, or Actions > Append

Selected Folder(s) To Existing Adobe PDF.

3 Locate and select the PDF or PDF Portfolio to which you want to add the converted emails, and click Open.

Important: Do not type a new name for the PDF. If you do, a warning message appears telling you that the PDF was not found. Click OK, and select a PDF without changing its name.

4 (Outlook only) If a message appears, alerting you that the existing PDF was created using an earlier version of

PDFMaker, do one of the following:

• To create a PDF Portfolio from the original PDF archive, click Yes, and select a name and location for the new

archive. (The default name adds _Portfolio to the original PDF filename.) When the conversion is complete and the Creating Adobe PDF dialog box closes, the new archive opens in Acrobat.

• Click No to cancel the process.

Note: For PDF Portfolios of email converted or migrated in Acrobat 8 or later, only new messages—that is, messages that are not already part of the PDF Portfolio—are appended.

Last updated 10/11/2011

USING ACROBAT X STANDARD

Creating PDFs

Convert email folders to a new PDF

PDFMaker can convert multiple folders to PDF in one procedure. It is not necessary to select the folders at the beginning of the process because you can select them in a dialog box that appears automatically.

1 Do one of the following:

• (Outlook) Choose Adobe PDF > Convert Selected Folders > Create New PDF.

• (Lotus Notes) Choose Actions > Convert Selected Folder(s) To Adobe PDF.

2 In the Convert Folder(s) To PDF dialog box, select the folders. Then select or deselect the Convert This Folder And

All Sub Folders option.

3 In the Save Adobe PDF File As, select a location and name for the PDF Portfolio.

When the conversion is complete, the new PDF opens in Acrobat.

Set up automatic email archiving

1 Do one of the following:

• (Outlook) Choose Adobe PDF > Setup Automatic Archival.

• (Lotus Notes) Choose Actions > Setup Automatic Archival.

2 On the Automatic Archival tab of the Acrobat PDFMaker dialog box, select Enable Automatic Archival. Then select

options for Frequency and the time of day at which automatic archiving occurs.

3 Select other options, according to your needs:

Maintain Log Of Archival Creates a record of each archiving session.

Choose File Specifies the name and location of the archiving log.

Embed Index For Faster Search Creates an index that you can search to find specific words or characters instead of

having to search each individual document.

4 Click Add, and select the email folders and subfolders. Then select or deselect the Convert This Folder And All Sub

Folders option, as preferred, and click OK.

In the Save PDF Archive File As dialog box, select a name and location for the archived email PDF. Then click Open.

6 Review the settings and the archive folder names listed in the Acrobat PDFMaker dialog box, and do any of the

following:

• To add other email folders to the list, click Add and select the folder.

• To remove folders from the list, select the folders and click Delete.

• To change an archive file, select any folder name from the list, click Change Archive File, and specify the name and

location.

• To start archiving email immediately, click Run Archival Now.

Create PDFs from Word mail merges

Mail merges from Word generate documents like form letters—for one common example—which are personalized with information like the names and addresses of the individuals to whom they will be sent. With Acrobat PDFMaker, you can save steps by using a Word mail merge document and corresponding data file to output mail merges directly to PDF. You can even set up PDFMaker to attach those PDFs to email messages that are generated during the PDFcreation process.

Last updated 10/11/2011

USING ACROBAT X STANDARD

Creating PDFs

Note: For information on setting up files for the Word Mail Merge feature, see Microsoft Office Word Help.

1 In Microsoft Word, open the template that you have created as the basis of your mail merge, or create the file using

the Word Mail Merge toolbar and Mail Merge wizard, as needed.

Important: Do not complete the mail merge in Word. Instead, set up and preview the mail merge as usual, so that you can verify that the merge will work correctly.

2 Do one of the following:

• Choose Adobe PDF > Mail Merge To Adobe PDF.

• Click the Mail Merge To Adobe PDF button on the Mail Merge toolbar (View > Toolbars > Mail Merge).

• (Word 2007) From the Acrobat ribbon, click Mail Merge.

3 In the Acrobat PDFMaker - Mail Merge dialog box, select the options you want:

• To specify which records in the data file will be imported into the merged files, select All or Current, or enter a range

of pages by typing in the From and To boxes.

• To name the PDF that will be created, type in the Specify PDF File Name box.

Note: The PDF will be named using this text plus a series of numbers. For example, if you type JulyLetter in the Specify PDF File Name box, the mail-merged PDFs might appear as JulyLetter_0000123, JulyLetter_0000124, JulyLetter_0000125, and so forth.

4 For Automatically Send Adobe PDF Files By Email, do one of the following:

• To create and save merged PDFs for printing or sending later in email, leave the option unselected, and click OK.

• To create merged PDFs and attach each one to an email message to the appropriate recipient, select this check box,

and fill in the other Email options.

5 When the Browse For Folder dialog box appears, navigate to the location you want to use and click OK.

Status indicators appear as PDFMaker generates the individual PDFs, which takes an amount of time that is proportional to the complexity of the merge and the number of PDFs you create.

6 If you selected Automatically Send Adobe PDF Files By Email, a dialog box appears asking for your email profile.

Enter the appropriate information and click OK.

When the job is finished, a message appears, telling you that the process was successful.

Email options for PDF mail merges

To Use the pop-up menu to select the field or column in the associated data file that contains the email addresses in

each individual’s record.

Subject Line Type the text that you want to appear in the subject line of each message.

Message Type to add or edit text that you want to appear in the body of the email messages.

Application-specific PDFMaker settings

The conversion settings available in one PDFMaker-enabled application may be different from those settings you would encounter within a different application.

Some PDFMaker settings are common to several or most applications. Some options are unique to a specific application.

Last updated 10/11/2011

USING ACROBAT X STANDARD

Creating PDFs

More Help topics

“Adobe PDF conversion settings” on page 69

“Convert web pages to PDF in Internet Explorer and Firefox (Windows)” on page 62

“Convert Microsoft Word, PowerPoint, and Excel files to PDF” on page 54

Settings tab options available from within most applications

The following settings appear on the Settings tab available from within most PDFMaker-enabled applications.

Attach Source File Includes the document being converted as an attachment to the PDF.

Create Bookmarks Converts certain elements in original Office documents to PDF bookmarks: Word headings, Excel

worksheet names, or PowerPoint titles. Selecting this option overrides any settings on the Bookmarks tab of the Conversion Settings dialog box.

Note: In Microsoft Publisher 2003 documents, PDFMaker includes Publisher headings as bookmarks in the PDF. PDFMaker does not support the conversion of Publisher 2002 bookmarks, links, transparency, or crop marks and bleed marks.

Add Links Includes active links and hypertext in the PDF.

Note: If this option is deselected, but the recipient of the PDF has the Create Links From URLs preference selected, URLs in the PDF are still active. For more information, see

“Preferences for viewing PDFs” on page 14.

Enable Accessibility And Reflow With Tagged Adobe PDF Embeds tags in the PDF.

Excel-specific options on the Settings tab

Convert Comments Converts user-created Excel comments to notes and lists them in the Acrobat Comments panel.

Fit Worksheet To A Single Page Adjusts the size of each worksheet so that all the entries on that worksheet appear on

the same page of the PDF.

Fit To Paper Width Adjusts the width of each worksheet so that all the columns on that worksheet appear on one page

in the PDF.

Prompt For Selecting Excel Sheets Opens a dialog box at the beginning of the file conversion process. In this dialog

box, you can specify which worksheets are included in the PDF and the order in which the sheets appear in the PDF.

PowerPoint-specific options on the Settings tab

Convert Multimedia Converts linked audio-video files to an FLV file and embeds it in the PDF.

Preserve Animation (PowerPoint 2003 only) Converts any animation effects in the PowerPoint file to equivalent

animations in the PDF. This option is not available in PowerPoint 2007 or later.

Preserve Slide Transitions Converts PowerPoint slide transition effects to PDF transition effects.

Convert Hidden Slides To PDF Pages Converts any PowerPoint slides that are not seen in the usual playing of the

presentation to PDF pages.

Convert Speaker Notes Converts any speaker notes for the PowerPoint presentation into Text notes in the PDF.

Use PowerPoint Printer Settings (PowerPoint 2003 only) Uses the same printer settings in the PDF as in the original

file. This option is not available in PowerPoint 2007 or later.

Last updated 10/11/2011

USING ACROBAT X STANDARD

Creating PDFs

Email-specific options on the Settings tab

The following options appear when you open the PDFMaker settings from within Microsoft Outlook or Lotus Notes.

Compatibility Sets the compatibility level of the PDF. Use the most recent version (in this case, version 1.7 ADBE-3)

to include all the latest features and functionality. If you’re creating PDFs that are distributed widely, choose an earlier level to ensure that all users can view and print the document.

Attachments Indicates whether all files attached to email messages are included in the PDF.

Output Adobe PDF Portfolio When Creating A New PDF File When selected, always converts individual messages as

component files of a PDF Portfolio. When deselected, merges individual messages as separate pages of a PDF.

Do Not Include Folder Name Information When selected, excludes mail folder names from PDFs.

Embed Index For Faster Search Creates an embedded index, which speeds up searches, especially when you convert

large numbers of email messages or message folders.

Block Download Of External Content When selected, prevents the downloading of any external Internet content, such

as images, CSS, and JavaScript.

Page Layout options Specifies page properties, like the properties found in the Print dialog box: page dimensions,

orientation, and margins.

Show This Number Of Recent Archives (Outlook only) When converting email messages and folders, the Adobe PDF >

[Convert Selected Messages and Convert Selected Folders] menus can list recently created PDFs to append. This option specifies the maximum number of PDFs to list in the menus.

Show “Attach As Adobe PDF” Buttons If selected, the Attach As Adobe PDF button appears in the Outlook email

message window.

Word tab settings (Microsoft Word)

Convert Displayed Comments To Notes In Adobe PDF Changes any Word comment entries to PDF comments. If the

currently open Word document contains comments, more options appear in the Comments list on this tab:

• Reviewer Lists the names of reviewers who have entered comments in the current Word document.

• Include When deselected, does not include the comments in the PDF.

• Notes Open Specifies whether the PDF comment windows automatically open or are closed for that reviewer’s

comments.

• Color Shows the color for that reviewer’s comment icons. Clicking the color icon repeatedly cycles through a

limited set of available colors.

• # Of Comments Shows the number of comments that the reviewer made.

Convert Cross-References And Table Of Contents To Links (Word 2002 and 2003 only) Enables one-click navigation of

these elements in the new PDF. This option is not available in Word 2007.

Convert Footnote And Endnote Links Integrates these into the PDF.

Enable Advanced Tagging Integrates this into the PDF.

For tips on converting Word documents to PDFs, see Troubleshooting PDF-creation issues in Microsoft Word at

www.acrobatusers.com/tutorials/troubleshooting-pdf-creation-issues-microsoft-word.

Bookmarks tab settings (Microsoft Word)

The options you specify on this tab determine which items are converted into PDF bookmarks in the PDF.

Last updated 10/11/2011

USING ACROBAT X STANDARD

Creating PDFs

Important: To include bookmarks in the conversion process, the Add Bookmarks To Adobe PDF option on the Settings tab must be selected. If you deselect that option, it overrides any options you select on this tab and no bookmarks are created.

Convert Word Headings To Bookmarks Selects all the headings in the Elements list for conversion to PDF bookmarks.

Convert Word Styles To Bookmarks Selects all the text styles in the Elements list for conversion to PDF bookmarks.

(Unselected by default.)

Convert Word Bookmarks Converts any user-created Word bookmarks to PDF bookmarks.

Element list Specifies which Word headings and styles are converted to PDF bookmarks.

• Element Lists the names of all available Word headings and styles. The icons for Headings and Styles

indicate the element types.

• Type Also indicates whether the element is a heading or style in the Word document.

• Bookmark Displays X’s, indicating whether individual elements are converted to PDF bookmarks. Clicking an

individual Bookmark option changes the selection status for that element.

• Level Specifies where the element fits in the hierarchy structure of the PDF Bookmarks panel. Clicking an

individual Level number opens a menu that you can use to change the value.

Note: When some but not all of the available Word headings and styles are selected for conversion to PDF bookmarks, the marker in the corresponding check boxes at the top of the tab change. If all elements of the type are selected, a check mark appears. If only some of the elements of that type are selected, a colored square appears. Otherwise, the check box is empty.

Converting web pages to PDF

Web pages and PDFs

The core of a web page is a file written in Hypertext Markup Language (HTML). Typically, the HTML file includes associations with other files that either appear on the web page or govern how it looks or works.

When you convert a web page to PDF, the HTML file and all associated files—such as JPEG images, Adobe FLA files, cascading style sheets, text files, image maps, and forms—are included in the conversion process.

The resulting PDF behaves much like the original web page. For example, the images, links, image maps, and most media files appear and function normally within the PDF. (Animated GIF files appear as still images, showing the last frame of the animation.)

Also, the PDF functions like any other PDF. For example, you can navigate through the file by scrolling or using bookmarks; users can add comments to it; you can add security, form fields, and other features that enhance it.

In preparing to convert web pages to PDF, consider the following factors, which affect how you approach the conversion process:

• How much do you want to convert?

If you want to convert only selected areas of the currently open web page, use PDFMaker from within Internet Explorer. If you want to convert several levels or all of a multipage website to PDF, work within Acrobat.

• Do you want to create a new PDF from the web pages or to append the converted pages to an existing PDF?

You can do both in either Acrobat or Internet Explorer, but you choose different buttons or commands to accomplish these things.

Last updated 10/11/2011

USING ACROBAT X STANDARD

Creating PDFs

Note: To convert Chinese, Japanese, and Korean (CJK) language web pages to PDF on a Roman (Western) system in Windows, you must have installed the CJK language support files while installing Acrobat. Also, it is preferable to select an appropriate encoding from the HTML conversion settings.

Convert web pages to PDF in Internet Explorer and Firefox (Windows)

Acrobat installs an Adobe PDF toolbar in Internet Explorer (version 7.0 or later) and Firefox (version 3.5 or later). Using the commands on this toolbar, you can convert the currently displayed web page to PDF in various ways. For example, you can convert the entire web page or selected areas of it. Or, you can create a PDF or append the converted web page to an existing PDF. The toolbar has additional commands that initiate further actions after conversion, such as attaching the new PDF to a new email message or printing it.

A menu on the PDF toolbar provides easy conversion and print capabilities.

See the video Creating PDF Files from a Web Browser for additional information.

More Help topics

“Web page conversion options” on page 65

Convert a web page to PDF

1 In Internet Explorer or Firefox, go to the web page.

2 Using the Convert menu on the Adobe PDF toolbar, do one of the following:

Note: If you don’t see the Adobe PDF toolbar, choose View > Toolbars > Adobe PDF (Internet Explorer) or View > Toolbars > Adobe Acrobat - Create PDF (Firefox).

• To create a PDF from the currently open web page, choose Convert Web Page To PDF. Then select a location, type

a filename, and click Save.

• To add a PDF of the currently open web page to another PDF, choose Add Web Page To Existing PDF. Then locate

and select the existing PDF, and click Save.

• To create and print a PDF from the currently open web page, choose Print Web Page. When the conversion is

complete and the Print dialog box opens, specify options and click OK.

• To create a PDF from the currently open web page and attach it to a blank email message, choose Convert Web

Page And Email. Then specify a location and filename for the PDF, and click Save. Type the appropriate information in the email message that opens after the conversion is complete.

• For any of these options, to open the output PDF after conversion, select View Adobe PDF Results.

Convert part of a web page to PDF

1 Drag the pointer to select text and images on a web page.

Last updated 10/11/2011

USING ACROBAT X STANDARD

Creating PDFs

2 Right-click on the selected content and choose one of the following:

• To create a new PDF, choose Convert To Adobe PDF. Then select a name and location for the PDF.

• To append the selected content to another PDF, choose Append To Existing PDF. Then locate and select the PDF

to which the selection will be added.

Convert selected areas in a web page to PDF (Internet Explorer only)

You can use the Select option to select specific areas on a web page to convert. You can use this option to convert meaningful content on a web page and omit unwanted content, such as advertisements.

1 On the Adobe PDF toolbar, click Select .

2 As you move the pointer around the web page, a red dotted line indicates areas of the web page that you can select.

Click the areas to convert. Selected areas appear in blue boxes. To deselect an area, click it again.

3 Proceed with conversion as usual.

4 To deselect all areas and exit Select mode, click Select again.

Convert a linked web page to PDF

❖ In the open web page, right-click the linked text and choose one of the following:

• To add the linked web page to an existing PDF, choose Append Link Target To Existing PDF. Then locate and select

the existing PDF, and click Save.

• To convert the linked web page to a new PDF, choose Convert Link Target To Adobe PDF.

Note: The right-click menu also includes the options Append To Existing PDF and Convert To Adobe PDF. If you select either of these options, the currently open web page, not the selected link, is converted.

Convert web pages to PDF in Acrobat

Although you can convert an open web page to PDF from Internet Explorer or Firefox, you get additional options when you run the conversion from Acrobat. For example, you can include an entire website in the PDF or just some levels of a website.

More Help topics

“Asian language PDFs” on page 35

“Web page conversion options” on page 65

Convert a web page to PDF

1 Choose File > Create > PDF from Web Page.

2 Enter the complete path to the web page, or click Browse and locate an HTML file.

3 To change the number of levels in the website to convert, expand Capture Multiple Levels. Enter the number of

levels to include, or select Get Entire Site to include all levels from the website.

Note: Some websites have hundreds or even thousands of pages. Converting a large website can make your system slow and unresponsive, and can even use up available hard drive space and memory, causing a system crash. It’s a good idea to begin by downloading one level of pages and then go through them to find particular links to download.

4 If Get Only N Level(s) is selected, select one or both of the following options:

Stay On Same Path Downloads only web pages subordinate to the specified URL.

Last updated 10/11/2011

USING ACROBAT X STANDARD

Creating PDFs

Stay On Same Server Downloads only web pages stored on the same server.

5 Click Settings, change the selected options in the Web Page Conversion Settings dialog box as needed, and click OK.

6 Click Create.

Note: You can view PDF pages while they are downloading; however, you cannot modify a page until the download process is complete.

7 If you closed the Download Status dialog box, choose Tools > Document Processing > Web Capture > Bring Status

Dialogs To Foreground to see the dialog box again.

Add an unlinked web page to an existing PDF

Use this procedure to append pages to a writable PDF. If the original PDF is read-only, the result will be a new PDF rather than new pages in the existing PDF.

1 Open the existing PDF in Acrobat (the PDF to which you want to append a web page).

2 Choose Tools > Document Processing > Web Capture > Add To PDF From Web Page.

3 Enter the URL to the web page you want to append and select options, as described for converting web pages to

PDF, and then click Create.

Add a linked web page to an existing PDF

1 Open the previously converted PDF in Acrobat. If necessary, scroll to the page containing links to the pages you

want to add.

2 Do one of the following:

• Right-click the web link, and choose Append To Document.

• Choose Tools > Document Processing > Web Capture > View Web Links. The dialog box lists all the links on the

current page or on the tagged bookmark’s pages. Select the linked pages to add. Click Properties to set the download options, as needed, and then click Download.

• Choose Tools > Document Processing > Web Capture > Append All Links On Page.

Note: After pages have been converted, links to these pages change to internal links, and clicking a link takes you to the PDF page, rather than to the original HTML page on the web.

Convert a linked web page to a new PDF

1 Open the previously converted PDF in Acrobat. If necessary, scroll to the page containing a web link you want to

convert.

2 Right-click the web link, and choose Open Weblink As New Document.

Note: In Windows, you can also convert a linked page from a web page displayed in Internet Explorer or Firefox, using a similar right-click command.

Copy the URL of a web link

Use this procedure to copy the path for a web link to the clipboard, to use it for other purposes.

1 Open the previously converted PDF in Acrobat. If necessary, scroll to the page containing links to the pages you

want to copy.

2 Right-click the web link and choose Copy Link Location.

Last updated 10/11/2011

USING ACROBAT X STANDARD

Creating PDFs

Change web page conversion options

The settings for converting web pages to PDF apply to the conversion process. The settings changes do not affect existing PDFs.

1 Do one of the following:

• From Internet Explorer or Firefox, in the Adobe PDF toolbar, choose Convert > Preferences.

• From Acrobat, choose File > Create > PDF from Web Page, and then click Settings.

2 On the General tab, select options under Conversion Settings and PDF Settings, as needed. Click the Settings button

to see additional options for the selected File Type.

3 On the Page Layout tab, select options for page size, orientation, and scaling, as needed.

Web page conversion options

The Web Page Conversion Settings dialog box is available from within Internet Explorer, Firefox, and Acrobat.

General tab

Conversion Settings Specifies the conversion settings for HTML and Text. Choose a file type and click Settings to

select the font properties and other characteristics.

Create Bookmarks Creates a tagged bookmark for each converted web page using the page title (HTML Title element)

as the bookmark name. If the page has no title, the URL is used as the bookmark name.

Create PDF Tags Stores a structure in the PDF that corresponds to the HTML structure of the web pages. This

structure lets you create tagged bookmarks for paragraphs, list elements, and other items that use HTML elements.

Place Headers And Footers On New Page Places a header and footer on every page. Headers show the web page title,

or if no title is available, the web page URL or file path. Footers show the web page URL or file path, and the date and time of the download.

Page Layout tab

The Page Layout options specify a selection of page sizes and options for width, height, margin measurements, and page orientation.

The Scaling options are as follows:

Scale Wide Contents To Fit Page Rescales the contents of a page, if necessary, to fit the width of the page. If this option

is not selected, the paper size adjusts to fit the contents of the page, if necessary.

Switch To Landscape If Scaled Smaller Than Changes the page orientation to landscape if the new version of a page is

less than the specified percentage of the original size. Available only if you selected portrait orientation.

HTML Conversion Settings

This dialog box opens when you select HTML on the General tab of the Web Page Conversion Settings dialog box and then click the Settings button.

Default Encoding Lets you specify the following options:

• Default Encoding Sets the input encoding of the file text from a menu of operating systems and alphabets.

• Always Ignores any encoding that is specified in the HTML source file and uses the selection shown in the Default

Encoding option.

Last updated 10/11/2011

USING ACROBAT X STANDARD

Creating PDFs

• When Page Doesn’t Specify Encoding Uses the selection shown in the Default Encoding option only if the HTML

source file does not specify a type of encoding.

Language Specific Font Settings

Default Colors Sets the default colors for text, page backgrounds, and web links. Click the color button to open a

Use these settings to change the language script, body text typeface, and base typeface size.

palette and select the color. To use these colors in the PDF, select Force These Settings For All Pages. When this option is unselected, the default colors are applied only for pages that don't have a specified color scheme.

Multimedia Content Determines whether to disable multimedia capture, embed multimedia files when possible, or

link to multimedia (such as SWF files) by URL.

Retain Page Background Specifies whether to display colors and tiled images in page backgrounds and colors in table

cells. If options are deselected, converted web pages sometimes look different than they do in a web browser, but are easier to read when printed.

Convert Images Includes images in the conversion to PDF.

Underline Links Underlines textual web links on the pages.

Text Settings

Input Encoding Sets the input encoding of the text for a file.

Language Specific Font Settings

Default Colors Sets the default colors for text and page backgrounds. Click the color button to open a palette, and select

the color.

Wrap Lines At Margin Inserts a soft return when the text reaches the edge of the text area on the page.

Use these settings to change the language script, body text typeface, and base typeface size.

Creating PDFs with Acrobat Distiller

Acrobat Distiller overview

In Acrobat Distiller, you can select settings used to convert documents to PDFs, security options, and font information. You also use the Acrobat Distiller window to monitor the jobs you’ve lined up for PDF conversion.

Last updated 10/11/2011

USING ACROBAT X STANDARD

Creating PDFs

Acrobat Distiller main window (Windows) A. Menus B. Adobe PDF settings files C. Files in job queue D. Failed job E. Context menu F. Status window

To start Acrobat Distiller, choose Adobe Acrobat Distiller X from the Start menu.

Manage the conversion queue

Distiller lets you queue PostScript files that you create in authoring applications and then monitor them throughout the PDF conversion process.

Queue a PostScript file

1 In Distiller, select an Adobe PDF settings file from the Default Settings pop-up menu.

2 (Optional) Choose Settings > Security and select an encryption level.

3 Open the PostScript file and start the conversion process, using either method:

• Choose File > Open, select a PostScript file, and click Open.

• Drag one or more PostScript files from the desktop to the Acrobat Distiller window.

Click Pause before doing step 3 if you want to review the queue before Distiller starts converting the files.

Change the queue during processing

Do any of the following:

• To temporarily stop processing the current job, click Pause.

• To resume processing the current job, click Resume.

Last updated 10/11/2011

USING ACROBAT X STANDARD

Creating PDFs

• To delete files from the queue, click Cancel Job. Cancel Jobs deletes all files from the queue that are not yet

successfully completed. Or (Windows only), select and right-click individual files in the job queue and choose Cancel Job(s) to delete only those files.

• (Windows only) To open the folder where the selected files are, right-click the job queue and choose Explore.

• (Windows only) To open the selected PDF in Acrobat, a browser, or Reader, right-click the job queue and choose

View. Or, double-click the PDF to open it in Acrobat.

Save a history of the job queue (Windows)

❖ Right-click the job queue, and choose Save List.

Distiller saves and opens the history as a PDF.

Clear the queue

Remove all paused and successfully converted files from the list:

• (Windows) Right-click the job queue, and choose Clear History.

• (Mac OS) Click the Clear List button above the queue.

Distiller preferences

The Distiller preferences control global Distiller settings. You set Distiller preferences by choosing File > Preferences (Windows) or Distiller > Preferences (Mac OS).

(Windows) Notify When Windows TEMP Folder Is Nearly Full Warns you if available hard disk space is less than 1 MB.

Required hard disk space is often double the size of the PostScript file being processed.

Ask For PDF File Destination Lets you specify the name and location for files when using drag-and-drop or the Print

command.

Ask To Replace Existing PDF File Warns you if you are about to overwrite an existing PDF.

View PDF When Using Distiller Automatically opens the converted PDF.

Delete Log Files For Successful Jobs Creates a log file (named messages.log) only if there are messages from

interpreting the PostScript file or if a PostScript error occurs. (Log files for failed jobs are always created.)

Guidelines for creating PostScript files

If you want to fine-tune the creation of the PDF with Distiller parameters or pdfmark operators, first create a PostScript file and then convert that file to PDF. For more information about the Adobe Acrobat X SDK, see the Acrobat Developer Center at

In authoring applications such as Adobe InDesign, use the Print command with the Adobe PDF printer to convert a file to PostScript. The Print dialog boxes can vary from application to application. For instructions on creating a PostScript file from your specific application, see the application documentation.

Keep in mind the following guidelines when creating PostScript files:

• Use PostScript Language Level 3 whenever possible to take advantage of the most advanced features of PostScript.

• Use the Adobe PDF printer as your PostScript printer.

• (Windows) Send the fonts used in the document.

• Give a PostScript file the same name as the original document, but with the extension .ps. (Some applications use

a .prn extension instead.)

www.adobe.com/go/learn_acr_devcenter_en (English only).

Last updated 10/11/2011

USING ACROBAT X STANDARD

Creating PDFs

• Use color and custom page sizes that are available with the Acrobat Distiller PPD file. Other PPD files may cause

inappropriate colors, fonts, or page sizes in the PDF.

• Send PostScript files as 8-bit binary data when using FTP to transfer the files between computers, especially if the

platforms are different. This action prevents converting line feeds to carriage returns or vice versa.

Adobe PDF conversion settings

Choose an Adobe PDF preset for converting files

1 Do one of the following:

• Start Acrobat Distiller.

• In an Adobe Creative Suite® application, choose File > Print, select Adobe PDF as the target printer, and click

Properties.

• (Windows) In Office 2007 or later applications, choose Acrobat > Preferences.

• (Windows) In another authoring application or utility, choose Adobe PDF > Change Conversion Settings.

2 Choose a preset from the Default Settings (or Conversion Settings) menu.

Adobe PDF presets

A PDF preset is a group of settings that affect the process of creating a PDF. These settings are designed to balance file size with quality, depending on how the PDF are used. Most predefined presets are shared across Adobe Creative Suite applications, including InDesign, Illustrator, Photoshop, and Acrobat. You can also create and share custom presets for your unique output requirements. A saved PDF preset file has the suffix .joboptions.

A few of the following presets are not available until you move them from the Extras folder (where they installed by default) to the Settings folder for custom settings.

Important: Acrobat Standard does not include the Extras folder. The presets installed in the Extras folder are only available in Acrobat Pro.

Typically, the Extras and Settings folders for default settings are found at the following locations.

• (Windows XP) Documents and Settings/All Users/Application Data/Adobe/Adobe PDF

• (Vista or Windows 7) ProgramData/Adobe/Adobe/Adobe PDF

The default settings files installed with Distiller are Read Only and Hidden.

The custom settings are found in the following locations:

• (Windows XP) Documents and Settings/[username]/Application Data/Adobe/Adobe PDF/Settings

• (Vista or Windows 7) Users/[username]/AppData/Roaming/Adobe/Adobe PDF/Settings

Some presets are not available in some Creative Suite applications.

Review your PDF settings periodically. The settings do not automatically revert to the default settings. Applications and utilities that create PDFs use the last set of PDF settings defined or selected.

High Quality Print Creates PDFs for quality printing on desktop printers and proofing devices. This preset uses PDF

1.4, downsamples color and grayscale images to 300 ppi and monochrome images to 1200 ppi. It also embeds subsets of all fonts, leaves color unchanged, and does not flatten transparency (for file types capable of transparency). These PDFs can be opened in Acrobat 5.0 and Acrobat Reader

5.0 and later.

Last updated 10/11/2011

USING ACROBAT X STANDARD

Creating PDFs

PDF/A-1b: 2005 (CMYK and RGB) Used for long-term preservation (archival) of electronic documents. PDF/A-1b uses

1.4 and converts all colors to either CMYK or RGB, depending on which standard you choose. These PDFs can

PDF be opened in Acrobat and Reader versions 5.0 and later.

Press Quality Creates PDF files for high-quality print production (for example, for digital printing or for color

separations to an imagesetter or platesetter). However, it does not create files that are PDF/X compliant. In this case, the quality of the content is the highest consideration. The objective is to maintain all the information in a PDF

file that a commercial printer or print service provider requires to print the document correctly. This set of options uses PDF 1.4, converts colors to CMYK, and downsamples color and grayscale images to 300 ppi and monochrome images to 1200 ppi. It embeds subsets of all fonts and preserves transparency (for file types capable of transparency).

These PDF files can be opened in Acrobat 5.0 and Acrobat Reader 5.0 and later.

Note: Before creating a PDF file to send to a commercial printer or print service provider, find out what output resolution and other settings are required. Or, ask for a .joboptions file with the recommended settings. You sometimes must customize the Adobe PDF settings for a particular provider and then provide a .joboptions file of your own.

Smallest File Size Creates PDF files for displaying on the web or an intranet, or for distribution through an email

system. This set of options uses compression, downsampling, and a relatively low image resolution. It converts all colors to sRGB, and (for Adobe Acrobat Distiller-based conversions) does not embed fonts. It also optimizes files for byte serving.

These PDF files can be opened in Acrobat and Reader 6.0 and later.

Standard Creates PDF files to be printed to desktop printers or digital copiers, published on a CD, or sent to a client

as a publishing proof. This set of options uses compression and downsampling to keep the file size down. However, it also embeds subsets of all (allowed) fonts used in the file, converts all colors to sRGB, and prints to a medium resolution. Windows font subsets are not embedded by default. PDF files created with this settings file can be opened in Acrobat and Reader 6.0 and later.

About PDF/X, PDF/E, and PDF/A standards

PDF/X, PDF/E, and PDF/A standards are defined by the International Organization for Standardization (ISO). PDF/X standards apply to graphic content exchange; PDF/E standards apply to the interactive exchange of engineering documents; PDF/A standards apply to long-term archiving of electronic documents. During PDF conversion, the file that is being processed is checked against the specified standard. If the PDF does not meet the selected ISO standard, you are prompted to either cancel the conversion or create a non-compliant file.

The most widely used standards for a print publishing workflow are several PDF/X formats: PDF/X-1a, PDF/X-3, and (in 2008) PDF/X-4. The most widely used standards for PDF archiving are PDF/A-1a and PDF/A-1b (for less stringent requirements). Currently, the only version of PDF/E is PDF/E-1.

For more information on PDF/X, PDF/E, and PDF/A, see the ISO and AIIM websites.

For details on creating and working with PDF/A files, see www.adobe.com/go/learn_acr_pdfa_en.

Customize Adobe PDF settings

You may want to create custom conversion settings for certain jobs or output devices. The selections you make determine such things as whether the document fonts are embedded and subsetted at 100%, how vector objects and images are compressed and/or sampled, and whether the resulting PDF includes high-end printing information such as OPI (Open Prepress Interface) comments. Default settings files cannot be modified, but can be duplicated to help create new settings files.

Last updated 10/11/2011

USING ACROBAT X STANDARD

Creating PDFs

Note: If the PDF is intended for high-end printing, ask your service provider for their custom .joboptions file with the recommended output resolution and other settings. This way, the PDF you give them will have characteristics optimized for your print workflow.

Create a custom Adobe PDF settings file

1 Do one of the following:

• In Acrobat Distiller, select one of the predefined sets of options from the Default Settings menu to use as a starting

point, and then choose Settings > Edit Adobe PDF Settings.

• In authoring applications or utilities, select Adobe PDF as the target printer—typically in the Page Setup or Print

dialog boxes—and click Properties.

• (Windows) In the Acrobat PDFMaker dialog box, click Advanced Settings in the Settings tab.

Note: In Windows, you can switch to a different preset from within the Adobe PDF Settings dialog box. To do this, select Show All Settings at the bottom left and then select a preset from the list on the left.

Adobe PDF Settings dialog box (Windows) A. Predefined Adobe PDF settings B. Options panel

2 Select panels one at a time, and make changes as needed.

3 Save your customized preset in one of the following ways:

• Click OK to save a duplicate of the custom preset file, which will automatically be renamed. For example, if you edit

the Press Quality preset, your first customized version appears as Press Quality (1).

• Click Save As, type a new descriptive name for the file, and click Save.

The custom file is saved in (Windows) /Documents and Settings/[user name]/Application Data/Adobe/Adobe PDF/Settings, (Vista) User/[user name]/AppData/Roaming/Adobe/Adobe PDF/Settings, or (Mac OS) Users/[user name]/Library/Application Support/Adobe/PDF/Settings.

Delete custom Adobe PDF settings files

1 In Acrobat Distiller, choose Settings > Remove Adobe PDF Settings.

2 Select the custom file and click Remove.

3 Repeat step 2 as needed, and then click Cancel to close the Remove Adobe PDF Settings dialog box.

Last updated 10/11/2011

USING ACROBAT X STANDARD

Creating PDFs

Adobe PDF settings

The Adobe PDF Settings dialog box in Acrobat Distiller contains panels of options that you can select to customize your PDF output.

More Help topics

“Find PostScript font names” on page 82

General panel options

Use this panel to select a version of Acrobat for file compatibility and other file and device settings.

Compatibility Sets the compatibility level of the PDF. Use the most recent version (in this case, version 1.7) to include

all the latest features and functionality. If you’re creating PDFs that will be distributed widely, choose an earlier level, to ensure that all users can view and print the document.

Object Level Compression Compresses structural information (such as bookmarks, accessibility, and

noncompressible objects), making this information neither visible or usable in Acrobat 5.0 or Reader 5.0. Tags Only compresses structural information; Off applies no compression.

Auto-Rotate Pages Automatically rotates pages according to the direction of text.

• Collectively By File Rotates all pages to match the orientation of the majority of text in the document.

• Individually Rotates each page based on the orientation of the text on that page.

• Off Prevents pages from rotating.

Note: If Process DSC Comments is selected in the Advanced panel and if %%Viewing Orientation comments are included, these comments take precedence in determining page orientation.

Binding Specifies whether to display a PDF with left side or right side binding. The Binding setting affects the

appearance of pages in the Two-Up Continuous view and the appearance of thumbnails side by side.

Resolution Use for PostScript files to emulate resolutions based on the printer they are printing to. Permitted values

range from 72 to 4000. Use the default setting unless you plan to print the PDF on a specific printer while emulating the resolution defined in the original PostScript file.

Note: Increasing the resolution setting increases file size and may slightly increase the time required to process some files.

Pages Specifies which pages to convert to PDF.

Embed Thumbnails Embeds a thumbnail preview for each page in the PDF, increasing the file size. Deselect this setting

when users of Acrobat 5.0 and later will view and print the PDF; these versions generate thumbnails dynamically each time you click the Pages panel of a PDF.

Optimize For Fast Web View Restructures the file for faster access (page-at-a-time downloading, or byte serving) from

web servers. This option compresses text and line art, overriding compression selections on the Images panel.

Default Page Size Specifies the page size to use when one is not specified in the original file. EPS files give a bounding

box size, not a page size.

Images panel options

The options in the Images panel specify compression and resampling for color, grayscale, and monochrome images. You may want to experiment with these options to find an appropriate balance between file size and image quality.

Last updated 10/11/2011

USING ACROBAT X STANDARD

Creating PDFs

The resolution setting for color and grayscale images should be 1.5 to 2 times the line screen ruling at which the file will be printed. The resolution for monochrome images should be the same as the output device, but be aware that saving a monochrome image at a resolution higher than 1500 dpi increases the file size without noticeably improving image quality. Images that will be magnified, such as maps, may require higher resolutions.

Note: Resampling monochrome images can have unexpected viewing results, such as no image display. If this happens, turn off resampling and convert the file again. This problem is most likely to occur with subsampling, and least likely with bicubic downsampling.

The following table shows common types of printers and their resolution measured in dpi, their default screen ruling measured in lines per inch (lpi), and a resampling resolution for images measured in pixels per inch (ppi). For example, if you were printing to a 600-dpi laser printer, you would enter 170 for the resolution at which to resample images.

Printer resolution Default line screen Image resolution

300 dpi (laser printer) 60 lpi 120 ppi

600 dpi (laser printer) 85 lpi 170 ppi

1200 dpi (imagesetter) 120 lpi 240 ppi

2400 dpi (imagesetter) 150 lpi 300 ppi

Downsample (Off) Reduces image resolutions that exceed the For Images Above value to the resolution of the output

device by combining pixels in a sample area of the image to make one larger pixel.

Average Downsampling To Averages the pixels in a sample area and replaces the entire area with the average pixel

color at the specified resolution.

Subsampling To Replaces an entire area with a pixel selected from that sample area, at the specified resolution. Causes

faster conversion time than downsampling, but resulting images are less smooth and continuous.

Bicubic Downsampling To Uses a weighted average, instead of a simple average (as in downsampling) to determine

pixel color. This method is slowest but produces the smoothest tonal gradations.

Compression/Image Quality Applies compression to color, grayscale, and monochrome images. For color and

grayscale images, also sets the image quality.

Anti-Alias To Gray Smooths jagged edges in monochrome images. Choose 2 bit, 4 bit, or 8 bit to specify 4, 16, or 256

levels of gray. (Anti-aliasing may cause small type or thin lines to look blurry.)

Note: Compression of text and line art is always on. To turn it off, set the appropriate Distiller parameter. For details, see the SDK information on the Acrobat Developer Center at

www.adobe.com/go/learn_acr_devcenter_en (PDF, English

only).

Policy Opens the Image Policy dialog box, where you can set processing options for Color, Grayscale, and

Monochrome images that are less than the resolutions you specify. For each type of image, enter a resolution value, and then choose Ignore, Warn And Continue, or Cancel Job.

Fonts panel options

The Fonts options specify which fonts to embed in a PDF, and whether to embed a subset of characters used in the PDF. You can embed OpenType®, TrueType, and PostScript fonts. Fonts that have license restrictions are listed with a lock icon PDF Options dialog box.

. If you select a font that has a license restriction, the nature of the restriction is described in the Adobe

Note: When you combine PDF files that have the same font subset, Acrobat attempts to combine the font subsets.

Embed All Fonts Embeds all fonts used in the file. Font embedding is required for PDF/X compliance.

Last updated 10/11/2011

USING ACROBAT X STANDARD

Creating PDFs

Embed OpenType Fonts Embeds all OpenType fonts used in the file, and maintains OpenType font information for

advanced line layout. This option is available only if either Acrobat 7.0 (PDF 1.6) or Acrobat 8 (PDF 1.7) is selected from the Compatibility menu in the General panel.

Subset Embedded Fonts When Percent Of Characters Used Is Less Than Specifies a threshold percentage if you want to

embed only a subset of the fonts. For example, if the threshold is 35, and fewer than 35% of the characters are used, Distiller embeds only those characters.

When Embedding Fails Specifies how Distiller responds if it cannot find a font to embed when processing a file.

Always Embed To embed only certain fonts, move them into the Always Embed list. Make sure that Embed All Fonts

is not selected.

Never Embed Move fonts that you do not want to embed to this list. If necessary, choose a different font folder from

the pop-up menu to display the font in the font list.

Note: Fonts that have license restrictions are listed with a lock icon. If you select a font with a license restriction, the nature of the restriction is described in the Adobe PDF Options dialog box.

Add Name If the font you want is not in a font folder, click Add Name. Enter the name of the font, select Always

Embed List (or Never Embed List), and click Add.

Note: A TrueType font can contain a setting added by the font designer that prevents the font from being embedded in PDF files.

Remove Removes a font from the Always Embed or Never Embed list. This action doesn’t remove the font from your

system; it removes the reference to the font from the list.

Note: Acrobat does not include the Times, Helvetica, and ZapfDingbats fonts. If you want PDF recipients to view and print these fonts in PDFs that you create, embed the fonts.

Color panel options

Whether you’re using color management information in the PostScript file, using Distiller CSFs, or defining custom settings, you set all color management information for Distiller on the Color panel of the Adobe PDF Settings dialog box.

Settings File Lists color settings, including those used in graphics applications. The None setting lets you edit the

Color Management Policies and Working Spaces settings.

Color Management Policies Specifies how Distiller converts unmanaged color in a PostScript file when you don’t use

a Distiller color settings file. This menu is available when None is selected in the Settings File menu.

Note: Color Management Policies values may affect a PDF differently depending on the compatibility setting you choose in the General panel.

• Leave Color Unchanged Leaves device-dependent colors unchanged and preserves device-independent colors as

the nearest possible equivalent. This is a useful option for print shops that have calibrated their devices, have used that information to specify color in the file, and are only outputting to those devices.

• Tag (Or Convert) Everything For Color Management Tags color objects with an ICC profile and calibrates colors,

making them device-independent in PDFs compatible with Acrobat 4.0 (PDF 1.3) and later. Converts devicedependent color spaces in images (RGB, Grayscale, and CMYK) to device-independent color spaces (CalRGB, CalGray, and Cie L*a*b) in Acrobat 3.0 (PDF 1.2) compatible PDFs.

• Tag (Or Convert) Only Images For Color Management Tags ICC profiles in images only (not text or vector objects),

which prevents black text from undergoing any color shift when distilling Acrobat 4.0 (PDF 1.3) compatible PDFs. Converts device-dependent color spaces in images (RGB, Grayscale, and CMYK) to device-independent color spaces (CalRGB, CalGray, and Lab) in Acrobat 3.0 (PDF 1.2) compatible PDFs.

Last updated 10/11/2011

USING ACROBAT X STANDARD

Creating PDFs

• Convert All Colors To sRGB (or Convert Everything To CalRGB) Calibrates color, making it device-independent.

Converts CMYK and RGB images to sRGB in PDFs compatible with Acrobat 4.0 (PDF 1.3) or later. Converts CMYK and RGB images to calibrated RGB (CalRGB) in Acrobat 3.0 (PDF 1.2) compatible PDFs. Recommended for PDFs that will be used on-screen or with low-resolution printers.

• Convert All Colors To CMYK Converts color spaces to DeviceGray or DeviceCMYK according to the options

specified in the Working Spaces menu. All Working Spaces must be specified.

Document Rendering Intent Choose a method to map colors between color spaces. The result of any particular

method depends on the profiles of the color spaces. For example, some profiles produce identical results with different methods.

Acrobat shares four rendering intents (Perceptual, Saturation, Relative Colorimetric, and Absolute Colorimetric) with other Creative Suite applications.

Acrobat also includes a rendering intent called Preserve, which indicates that the intent is specified in the output device rather than in the PDF. In many output devices, Relative Colorimetric is the default intent.

Note: In all cases, intents may be ignored or overridden by color management operations that occur subsequent to the creation of the PDF file.

Working Spaces For all Color Management Policies values other than Leave Color Unchanged, choose a working

space to specify which ICC profiles are used for defining and calibrating the grayscale, RGB, and CMYK color spaces in distilled PDFs.

• Gray Choose a profile to define the color space of all grayscale images in files. The default ICC profile for gray

images is Adobe Gray - 20% Dot Gain. Choose None to prevent grayscale images from being converted.

• RGB Choose a profile to define the color space of all RGB images in files. The default, sRGB IEC61966-2.1, is

recognized by many output devices. Choose None to prevent RGB images from being converted.

• CMYK Choose a profile to define the color space of all CMYK images in files. The default is U.S. Web Coated

(SWOP) v2. Choose None to prevent CMYK images from being converted.

Note: Choosing None for all three working spaces has the same effect as selecting the option Leave Color Unchanged.

You can add ICC profiles (such as ones provided by your print service bureau) by placing them in the ICCProfiles folder in the Common folder, the Windows\System\Color folder (Windows), or the System Folder/ColorSync folder

(Mac OS).

Preserve CMYK Values For Calibrated CMYK Color Spaces When selected, device-independent CMYK values are

treated as device-dependent (DeviceCMYK) values, device-independent color spaces are discarded, and PDF/X-1a files use the Convert All Colors To CMYK value. When deselected, device-independent color spaces convert to CMYK, provided that Color Management Policies is set to Convert All Colors To CMYK.

Preserve Under Color Removal And Black Generation Retains these settings if they exist in the PostScript file. Black

generation calculates the amount of black to use when reproducing a color. Undercolor removal (UCR) reduces cyan, magenta, and yellow to compensate for black generation. Because UCR uses less ink, it’s suitable for uncoated stock.

When Transfer Functions Are Found Specifies how to handle transfer functions in PDFs. Transfer functions are used

for artistic effect and to correct for the characteristics of a specific output device.

• Remove Deletes any applied transfer functions. Applied transfer functions should be removed, unless the PDF is

to be output to the same device that the source PostScript file was created for.

• Preserve Retains the transfer functions traditionally used to compensate for dot gain or dot loss that may occur

when an image is transferred to film. Dot gain or loss occurs when the ink dots that make up a printed image are larger or smaller than in the halftone screen.

Last updated 10/11/2011

USING ACROBAT X STANDARD

Creating PDFs

• Apply Applies the transfer function, changing the colors in the file but doesn’t keep it. This method is useful for

creating color effects in a file.

Preserve Halftone Information Retains any halftone information in files. Halftone information is intended for use

with a particular output device.

Advanced panel options

The Advanced options specify which Document Structuring Conventions (DSC) comments to keep in a PDF and how to set other options that affect the conversion from PostScript. In a PostScript file, DSC comments contain information about the file (such as the originating application, the creation date, and the page orientation) and provide structure for page descriptions in the file (such as beginning and ending statements for a prologue section). DSC comments can be useful when your document is going to print or press.

For more information, see the documents on the Adobe PDF Technology Center at

www.adobe.com/go/learn_acr_pdftechnology_en (PDF, English only).

Note: The ASCII Format option has been removed from Distiller, but is still available as a Distiller parameter.

Allow PostScript File To Override Adobe PDF Settings Uses settings stored in a PostScript file rather than the current

PDF settings file. For more information about customizing PDF settings, see the SDK information on the Acrobat Developer Center at

www.adobe.com/go/learn_acr_devcenter_en (PDF, English only).

Allow PostScript XObjects PostScript XObjects store fragments of PostScript code to be used when a PDF is printed

on a PostScript printer. Use only in controlled workflows where there is no other option. Available when the Standard or Smallest File Size is selected from the Default Settings menu.

Convert Gradients To Smooth Shades Converts blends to smooth shades for Acrobat 4.0 and later, improving quality

and reducing file size of PDFs. Distiller converts gradients from Adobe Illustrator, Adobe InDesign, Adobe FreeHand®, CorelDraw, QuarkXPress, and Microsoft PowerPoint.

Convert Smooth Lines To Curves Reduces the amount of control points used to build curves in CAD drawings, which

results in smaller PDFs and faster on-screen rendering.

Preserve Level 2 Copypage Semantics Uses the copypage operator defined in PostScript Level 2 rather than in

Language Level 3 PostScript. If you have a PostScript file and select this option, a copypage operator copies the page. If this option is not selected, the equivalent of a showpage operation is executed, except that the graphics state is not reinitialized.

Preserve Overprint Settings Retains any overprint settings in files being converted to PDF. Overprint settings create

color by printing one ink on top of another ink.

Overprinting Default Is Nonzero Overprinting Prevents overprinted objects with zero CMYK values from knocking

out CMYK objects beneath them.

Save Adobe PDF Settings Inside PDF File Embeds the settings file (.joboptions) used to create the PDF as an

attachment. (To view the settings file, choose View > Show/Hide > Navigation Panes > Attachments in Acrobat.)

Save Original JPEG Image In PDF If Possible Processes compressed JPEG images (images that are already compressed

using DCT encoding) without recompressing them. When deselected, performance improves because only decompression, not recompression, occurs.

Save Portable Job Ticket Inside PDF File Preserves a PostScript job ticket in a PDF. Job tickets describe the PostScript

file and can be used later in a workflow or for printing the

Use Prologue.ps and Epilogue.ps Sends a prologue and epilogue file with each job. These files can be used to add

PDF.

custom PostScript code that you want to have executed at the beginning or end of every PostScript job being converted.

Last updated 10/11/2011

USING ACROBAT X STANDARD

Creating PDFs

Sample Prologue.ps and Epilogue.ps files are located in (Windows) /Documents and Settings/All Users/Application Data/Adobe/Adobe PDF/Distiller/Data, (Vista) /Users/All Users/Adobe/Adobe PDF/Distiller/Data, or (Mac OS)/Library/Application Support/Adobe/Adobe PDF/Distiller/Data.

In Windows Explorer, the Application Data folder is typically hidden; to make it visible, choose Tools > Folder Options, click the View tab, and select Show Hidden Files And Folders. Or, you can type the path into the Address text box.

Note: Distiller processes prologue and epilogue files only if both files are present and located properly. The two files must be used together.

Process DSC Comments Maintains DSC information from a PostScript file.

• Log DSC Warnings Displays warning messages about problematic DSC comments during processing and adds

them to a log file.

• Preserve EPS Information From DSC Retains information for an EPS file, such as the originating application and

creation date.

• Preserve OPI Comments Retains information needed to replace a For Placement Only (FPO) image or comment

with the high-resolution image located on servers that support Open Prepress Interface (OPI) versions 1.3 and 2.0. For more information, see the OPI 2.0 specification at

www.adobe.com/go/learn_acr_opi2spec_en (PDF, English only).

• Preserve Document Information From DSC Retains document properties, such as the title, creation date, and time,

in the PDF.

• Resize Page And Center Artwork For EPS Files Centers an EPS image and resizes the page to fit closely around the

image. If deselected, the page is sized and centered based on the upper left corner of the upper left object and lower right corner of the lower right object on the page. This option applies only to jobs that consist of a single EPS file.

Standards panel options

By using Standards options, you can check document content in the PostScript file to make sure it meets standard PDF/X1-a, PDF/X-3, or PDF/A criteria before creating the PDF. For PDF/X-compliant files, you can also require that the PostScript file meet additional criteria by selecting options in the Standards panel. The availability of options depends on the standard you select. You can also create a PDF/X file from a compliant PDF by using the Preflight feature in Acrobat.

PDF/X-compliant Complies with the PDF/X standard for high-resolution print production.

Note: PDFMaker, the conversion method used to convert Microsoft Word and other application files to PDF, does not create PDF/X-compliant files.

PDF/A-compliant Complies with the PDF/A standard for archival documents.

Compliance Standard Produces a report that indicates whether the file complies with the standard you select, and if

not, what problems were encountered. The .log file appears at the bottom of the dialog box.

Note: PDFs that complied with both PDF/X-1a and PDF/X-3 standards in Acrobat 6.0 default to PDF/X-1a in Acrobat X.

When Not Compliant Specifies whether to create the PDF if the PostScript file does not comply with the requirements

of the standard.

• Continue Creates a PDF even if the PostScript file doesn’t meet the PDF/X requirements and notes these problems

in the report.

• Cancel Job Creates a PDF only if the PostScript file meets the PDF/X requirements of the selected report options,

and is otherwise valid.

Last updated 10/11/2011

USING ACROBAT X STANDARD

Creating PDFs

PDF compatibility levels

When you create PDFs, you need to decide which PDF version to use. You can change the PDF version by switching to a different preset or choosing a compatibility option when you save as PDF or edit a PDF preset.

Generally speaking, unless there’s a specific need for backward compatibility, you should use the most recent version (in this case version 1.7). The latest version will include all the newest features and functionality. However, if you’re creating documents that will be distributed widely, consider choosing Acrobat 5.0 (PDF 1.4) or Acrobat 6.0 (PDF 1.5) to ensure that all users can view and print the document.

The following table compares some of the functionality in PDFs created using the different compatibility settings.

Note: Acrobat 8.0 and 9.0 also use PDF 1.7.

Acrobat 3.0 (PDF 1.3) Acrobat 5.0 (PDF 1.4) Acrobat 6.0 (PDF 1.5) Acrobat 7.0 (PDF 1.6) and

PDFs can be opened with Acrobat

3.0 and Acrobat Reader 3.0 and later.

Cannot contain artwork that uses live transparency effects. Any transparency must be flattened prior to converting to PDF 1.3.

Layers are not supported. Layers are not supported. Preserves layers when creating

DeviceN color space with 8 colorants is supported.

Multibyte fonts can be embedded. (Distiller converts the fonts when embedding.)

40-bit RC4 security supported. 128-bit RC4 security supported. 128-bit RC4 security supported. 128-bit RC4 and 128-bit AES

PDFs can be opened with Acrobat

3.0 and Acrobat Reader 3.0 and later. However, features specific to later versions may be lost or not viewable.

Supports the use of live transparency in artwork. (The Acrobat Distiller feature flattens transparency.)

DeviceN color space with 8 colorants is supported.

Multibyte fonts can be embedded.

Most PDFs can be opened with Acrobat 4.0 and Acrobat Reader

4.0 and later. However, features specific to later versions may be lost or not viewable.

Supports the use of live transparency in artwork. (The Acrobat Distiller feature flattens transparency.)

PDFs from applications that support the generation of layered PDF documents, such as Illustrator CS and later or InDesign CS and later.

DeviceN color space with up to 31 colorants is supported.

Multibyte fonts can be embedded.

Acrobat X (PDF 1.7)

Most PDFs can be opened with Acrobat 4.0 and Acrobat Reader

4.0 and later. However, features specific to later versions may be lost or not viewable.

Supports the use of live transparency in artwork. (The Acrobat Distiller feature flattens transparency.)

Preserves layers when creating PDFs from applications that support the generation of layered PDF documents, such as Illustrator CS and later or InDesign CS and later.

DeviceN color space with up to 31 colorants is supported.

Multibyte fonts can be embedded.

(Advanced Encryption Standard) security supported.

Share custom PDF settings

You can save and reuse your own Adobe PDF preset definitions. You can also share a custom preset by sending a copy of the resulting file to other users. Those users can then add it to the Distiller applications installed on their own computers.

PDF settings files have the extension .joboptions. Custom preset files are stored in the following locations.

• (Windows XP) Documents and Settings/[username]/Application Data/Adobe/Adobe PDF/Settings

• (Vista/Windows 7) Users/[username]/AppData/Roaming/Adobe/Adobe PDF/Settings

❖ To add a custom PDF settings file to the menu, do one of the following:

• Drag the .joboptions file onto the Distiller window.

Last updated 10/11/2011

USING ACROBAT X STANDARD

Creating PDFs

• In Acrobat Distiller, choose Settings > Add Adobe PDF Settings, browse to the copied .joboptions file, select it, and

click Open.

The settings file appears as the selected option in the Default Settings menu.

Compressing and downsampling images

When converting PostScript files to PDF, you can compress vector objects (such as text and line art) and compress and downsample images. Line art is described with a mathematical equation and is usually created with a drawing program such as Adobe Illustrator. Images—whether color, monochrome, or grayscale—are described as pixels and are created with applications like Adobe Photoshop or by scanning. Monochrome images include most black-and-white illustrations made by paint programs and any images scanned with an image depth of 1 bit.

When you downsample (or decrease the number of pixels), information is deleted from the image. With Distiller, you specify an interpolation method—average downsampling, bicubic downsampling, or subsampling—to determine how pixels are deleted. Depending on the settings you choose, compression and downsampling can significantly reduce the size of a PDF with little or no loss of detail and precision.

When Distiller processes a file, it normally applies the compression settings to images throughout the file. However, you can assign different compression and downsampling methods to individual images.

Varying the compression and downsampling methods within a PDF

Before you create a PDF, you can take various approaches to applying different compression and downsampling options to the individual images that will go into that PDF:

• Use Adobe Photoshop to resample and compress existing image files before using Distiller. When you are ready to

create the PDF in Distiller, be careful to deselect the compression and downsampling or subsampling options.

• Create separate PostScript files for each part of the document that you want to process differently, and use different

compression options to distill each part. Then use Distiller to merge the files into a single PDF.

• When you create color, grayscale, and monochrome images in an art application (such as Adobe Photoshop), select

the compression and downsampling settings that you want when you save each image from within that application.

• Insert Distiller parameters before images in a PostScript file. You can use this technique to process every image in

a document differently. This technique is the most difficult, because it requires knowledge of PostScript programming. For more information on using parameters, see the SDK documentation on the Acrobat Developer Center at

Note: To apply the inserted Distiller parameters, select Allow PostScript File To Override Adobe PDF Settings on the Advanced panel of the Adobe PDF Settings dialog box in Distiller. This option overrides settings you selected in the Adobe PDF dialog box.

www.adobe.com/go/learn_acr_devcenter_en (English only).

Compression methods

Distiller applies ZIP compression to text and line art, ZIP or JPEG compression to color and grayscale images, and ZIP, CCITT Group 3 or 4, or Run Length compression to monochrome images.

Last updated 10/11/2011

USING ACROBAT X STANDARD

Creating PDFs

Sales Plan

Kahili Mountain Coffee

Suitable compression methods for different art types A. ZIP B. JPEG C. CCITT D. Run Length

You can choose from the following compression methods:

ZIP Works well on images with large areas of single colors or repeating patterns, and for black-and-white images that

contain repeating patterns. Acrobat supports only 8-bit ZIP compression, which is lossless; that is, data is not removed to reduce file size, so image quality is not affected.

Note: Adobe implementation of the ZIP filter is derived from the zlib package of Jean-loup Gailly and Mark Adler, whose generous assistance we gratefully acknowledge.

JPEG Suitable for grayscale or color images, such as continuous-tone photographs. JPEG is lossy, which means that it

removes image data and may reduce image quality; however, it attempts to reduce file size with the minimum loss of information. Because JPEG compression eliminates data, it can achieve much smaller file sizes than ZIP compression.

CCITT Available only for monochrome bitmap images. CCITT (Consultative Committee on International Telegraphy

and Telephony) compression is appropriate for black-and-white images and any images scanned with an image depth of 1 bit. Group 4 is a general-purpose method that produces good compression for most monochrome images.

3, used by most fax machines, compresses monochrome images one row at a time.

Group

Run Length Produces the best results for images that contain large areas of solid white or black.

Last updated 10/11/2011

USING ACROBAT X STANDARD

Creating PDFs

Fonts

Font embedding and substitution

A font can be embedded only if it contains a setting by the font vendor that permits it to be embedded. Embedding prevents font substitution when readers view or print the file, and ensures that readers see the text in its original font. Embedding increases file size only slightly, unless the document uses CID fonts. a font format commonly used for Asian languages. You can embed or substitute fonts in Acrobat or when you export an InDesign document to PDF.

You can embed the entire font, or just a subset of the characters used in the file. Subsetting ensures that your fonts and font metrics are used at print time by creating a custom font name. That way, for example, your version of Adobe Garamond®, not your service provider’s version, can always be used by the service provider for viewing and printing. Type 1 and TrueType fonts can be embedded if they are included in the PostScript file, or are available in one of the font locations that Distiller monitors and are not restricted from embedding.

When a font cannot be embedded because of the font vendor’s settings, and someone who opens or prints a PDF does not have access to the original font, a Multiple Master typeface is temporarily substituted: AdobeSerifMM for a missing serif font, and AdobeSansMM for a missing sans serif font.

The Multiple Master typeface can stretch or condense to fit, to ensure that line and page breaks in the original document are maintained. The substitution cannot always match the shape of the original characters, however, especially if the characters are unconventional ones, such as script typefaces.

Note: For Asian text, Acrobat uses fonts from the installed Asian language kit or from similar fonts on the user’s system. Fonts from some languages or with unknown encodings cannot be substituted; in these cases, the text appears as bullets in the file.

If characters are unconventional (left), the substitution font will not match (right).

If you have difficulty copying and pasting text from a PDF, first check if the problem font is embedded (File >

Properties > Font tab). For an embedded font, try changing the point where the font is embedded, rather than sending it inside the PostScript file. Distill the PDF without embedding that font. Then open the PDF in Acrobat and embed the font using the Preflight fixup.

Accessing and embedding fonts using Distiller

When converting a PostScript file to PDF, Distiller needs access to the file’s fonts to insert the appropriate information in the PDF. Distiller first searches the PostScript file for Type 1, TrueType, and OpenType fonts. If the font isn’t embedded in the PostScript file, Distiller searches additional font folders. Distiller searches the following font folders in Windows:

• /Resource/Font in the Acrobat folder

• /Windows/Fonts

Distiller searches the following font folders in Mac OS:

• /Resource/Font in the Acrobat folder

Last updated 10/11/2011

USING ACROBAT X STANDARD

Creating PDFs

• /Users/[user name]/Library/Fonts

• /Library/Fonts

• /System/Library/Fonts

The Acrobat installation includes width-only versions of many common Chinese, Japanese, and Korean fonts, therefore Distiller can then access these fonts in Acrobat. Make sure that the fonts are available on your computer. (In Windows, choose Complete when you install Acrobat, or choose Custom and select the Asian Language Support option under the View Adobe PDF category. In Mac OS, these fonts are installed automatically.)

For information on including fonts in a PostScript file, see the documentation that came with the application and printer driver you use to create PostScript files.

Note: Distiller does not support Type 32 fonts.

To specify other font folders for Distiller to search, in Acrobat Distiller, choose Settings > Font Locations. Then in the dialog box, click Add to add a font folder. Select Ignore TrueType Versions Of Standard PostScript Fonts to exclude TrueType fonts that have the same name as a font in the PostScript 3 font collection.

Note: To provide Distiller with access to a font folder that has been moved, use this dialog box to remove the folder listed in its old location and add it in its new location.

Preview PDFs without local fonts

You can create a printable preview of your document that substitutes default fonts for any text formatted in fonts that are available on your local computer but are not embedded in the PDF. This preview can help you decide whether to embed those local fonts in the PDF, to achieve the look you want for your document.

❖ In the Preferences dialog box under Categories, select Page Display, and then deselect Use Local Fonts.

Note: If a font cannot be substituted, the text appears as bullets, and Acrobat displays an error message.

Find PostScript font names

If you need to enter a font name manually on the Fonts panel of the Adobe PDF Settings dialog box, you can use a PDF to find the exact spelling of the name.

1 Use any application to create a one-page document with the font.

2 Create a PDF from the document.

3 Open the PDF in Acrobat, and choose File > Properties > Fonts.

4 Write down the name of the font, using the exact spelling, capitalization, and hyphenation of the name as it appears

in the Font Info dialog box.

Last updated 10/11/2011

Chapter 4: PDF Portfolios and combined PDFs

PDF Portfolios

About PDF Portfolios

A PDF Portfolio contains multiple files assembled into an integrated PDF unit. The files in a PDF Portfolio can be in a wide range of file types created in different applications. For example, a PDF Portfolio can include text documents, e-mail messages, spreadsheets, CAD drawings, and PowerPoint presentations. The original files retain their individual identities but are assembled into one PDF Portfolio file. You can open, read, edit, and format each component file independently of the other component files in the PDF Portfolio.

Note: Acrobat Standard and Adobe Reader® users cannot create PDF Portfolios or edit the layout, colors, headers, and so on.

Depending on the circumstances, PDF Portfolios offer several advantages over merging multiple files into a single PDF:

Adding and deleting

Previewing Quickly preview component files without having to open them in their native applications.

Editing Change individual files within the PDF Portfolio without affecting the other files. For example, you can

renumber pages in one document without renumbering other documents in the PDF Portfolio. You can also edit nonPDF files in their native applications from within a PDF Portfolio. Any changes you make are saved to the file within the PDF Portfolio.

Distribution Share a PDF Portfolio with others and be sure that they are getting all the component parts. Publish a

PDF Portfolio on a website for others to view.

Sorting Sort component files by categories that you can add to, delete, hide, and customize. Simply click a column

name to sort the list.

Reordering Drag files to change their order. You can then define the new order as the initial sort order—the order in

which files appear when someone opens the PDF Portfolio.

Printing Print all the PDFs in a PDF Portfolio, or selected component PDFs.

Searching Search one or all files in a PDF Portfolio. You can even search non-PDF component files.

Incorporating other formats Add non-PDF files to an existing PDF Portfolio without converting them to PDF.

Independence from source files The source files of a PDF Portfolio—even existing files you add to the PDF Portfolio—

are not changed when you create a PDF Portfolio. Changes you make to the component files within a PDF Portfolio do not change the original files from which you created the PDF Portfolio. You can move a PDF Portfolio anywhere on your computer or network without any risk of losing or disconnecting its components.

Add or remove files easily, without having to find and select all the pages that originated in that file.

Reuse Include the same file in multiple PDF Portfolios.

Additional resources

For videos on PDF Portfolios, see the following resources:

• What is a PDF Portfolio?: www.adobe.com/go/lrvid_021_acrx_en

• Working in PDF Portfolios: www.adobe.com/go/lrvid_023_acrx_en

Last updated 10/11/2011

USING ACROBAT X STANDARD

PDF Portfolios and combined PDFs

• Articles, tutorials, and tips about PDF Portfolios: acrobatusers.com

• How to customize your PDF Portfolio: www.adobe.com/go/lrvid_022_acrx_en.

• PDF Portfolio gallery: www.acrobatusers.com/gallery/pdf_portfolio_gallery

• Filtering form response files: www.acrobatusers.com/tutorials/2008/06/a9video_understanding_form_tracker

• Filtering Outlook messages: www.acrobatusers.com/tutorials/archiving-emails-pdf-microsoft-outlook

More Help topics

“Print PDFs in a PDF Portfolio” on page 337

“Search a PDF Portfolio” on page 294

PDF Portfolio window overview

You preview PDF Portfolios, and work with component files using various elements, such as toolbars and windows.

PDF Portfolio in Click-Through layout A. PDF Portfolio toolbar B. Card representing component file C. Component files and folders in mini-navigator preview D. Share pane for sharing the PDF Portfolio

• The PDF Portfolio toolbar is located immediately below the menu. Look here for PDF Portfolio viewing options,

a search tool, and buttons for common tasks, such as printing and saving.

Last updated 10/11/2011

USING ACROBAT X STANDARD

PDF Portfolios and combined PDFs

• Cards represent each component file in the PDF Portfolio. Click the Show Info View icon on the card to view

information about the file on the back of the card.

• The mini-navigator is the row of cards across the bottom of the PDF Portfolio window in Click-Through, Linear,

and Wave layouts. By default, the cards are displayed alphabetically.

• The Share pane includes options for sharing the PDF Portfolio with others.

• Layout (Preview mode) shows the PDF Portfolio in any of several views, depending on the design or type of file or

layout specified by the author. For information about each type of preview, see

“Preview modes” on page 85.

• Files mode shows the file details in a list. You can click a column name to sort by ascending and descending order.

To return to the original view, click the Layout button.

A PDF Portfolio is accessible when it opens in Files mode. This mode provides a better reading experience for people with disabilities—such as mobility impairments, blindness, and low vision. To open all PDF Portfolios in Files mode, open the Preferences dialog box by choosing Edit > Preferences (Windows). In Acrobat Pro only, choose Acrobat > Preferences (Mac OS). Under Categories, select Accessibility, and then select Show Portfolios In Files Mode.

• Edit mode allows you to modify the file information, reorder files, convert files to PDF, reduce file size, and show,

hide, and sort columns. To open Edit mode, right-click and choose Edit Portfolio.

Scroll through component files

Depending on the layout, you can scroll through component files in various ways. Some layouts include a mininavigator, scroll bar, or Next

and Previous buttons.

More Help topics

“Search a PDF Portfolio” on page 294

Preview modes

You can preview the component files in several different ways. In Preview mode, you can preview images and pages, play video and SWF files, and view information about a file. You can extract (move) a file to your computer. You can also open a file in its native application (if installed on your computer). To return to the original view, click the Layout button. The Share pane is available with options for sharing the PDF Portfolio with others.

Last updated 10/11/2011

USING ACROBAT X STANDARD

PDF Portfolios and combined PDFs

A B

C D

Viewing a PDF Portfolio in different Preview modes A. Mini-navigator preview B. Card preview C. Full preview D. Platform preview

Mini-navigator preview The row of cards across the bottom of the PDF Portfolio window. By default, the cards

(component files) appear alphabetically. To hide

or show the mini-navigator, click the double arrow below the card. In Preview mode, the mini-navigator appears in Click-Through layout only. In Edit mode, the mini-navigator appears in Wave and Linear layouts.

Card preview A visual representation of each component file (piece of content) added to a PDF Portfolio. A thumbnail

image, where possible, appears on the card. Metadata, or details about the file, are available on the back of the thumbnail image. Click the Information icon

on the card to view file details. Click the close button to return to the

thumbnail image. Cards also indicate whether a component file is open in another application or being edited.

Full preview A larger visual representation of the file, with other content visible behind the preview. These file types

open in Full preview when you double-click the card: PDFs with no security added, Word documents, and images. FLV files open in Full preview when you double-click the card in the mini-navigator. Move the pointer over the bottom of the file in Full preview to see a semi-transparent floating toolbar with buttons to interact with the file. To return to the original view, click the close button in the upper-right corner of the preview.

Platform preview A full-size preview within the PDF Portfolio window. The navigation pane appears so you have

access to page thumbnails, bookmarks, signatures, and layers. These file types open in Platform preview when you double-click the card: SWF files and HTML files. To open other file types in Platform preview, such as e-mail

Last updated 10/11/2011

USING ACROBAT X STANDARD

PDF Portfolios and combined PDFs

portfolios, form response files, and secured PDFs, choose View > Portfolio > Preview File. To close Platform preview, click the close button in the upper-left corner or press Esc.

Switch between Preview mode and Edit mode

Right-click in the PDF Portfolio window and choose Preview Portfolio or Edit Portfolio.

Additional resources

For videos on customizing a PDF Portfolio, see the following resources:

• How to Customize a PDF Portfolio: www.adobe.com/go/lrvid_022_acrx_en.

• How to Create a PDF Portfolio: www.adobe.com/go/learn_acr_portfolio_create_en.

Working with component files in a PDF Portfolio

You can sort and preview component files in a PDF Portfolio, as well as open, edit, and save component files in their native application. Some file types require that you install the native application on your computer.

View files in a list

In Preview mode, click the Files button in the PDF Portfolio toolbar. To sort file details by ascending and descending order, click a column name. Click it a second time to reverse the order.

Add files and folders to a PDF Portfolio

You can add files and folders to an existing PDF Portfolio in either Layout (Preview) mode or Files mode.

1 Right-click in the PDF Portfolio window and choose Edit Portfolio.

2 Do any of the following:

• To add a folder, right-click and choose Create Folder.

• To add files from your computer, drag any files or folders into the PDF Portfolio workspace or onto a folder.

• To move files to a different folder, drag them.

For best performance, keep the total number of component files at 15 or less, and the total size of all component files under 50 MB.

Remove files and folders from a PDF Portfolio

If you delete a folder, all of the files within it are deleted from the PDF Portfolio.

❖ In Edit mode, select one or more files or folders in the PDF Portfolio and press Delete. Or click the Delete File icon

on the card, if available.

Open, edit, and save component files

You can open, edit, and save a component file in its native application, as long as the application is installed on your computer. Any changes that you make to component files do not affect the original files outside your PDF Portfolio.

1 Do one of the following:

• In Preview mode, right-click/Control-click the file, and choose Open File In Native Application (for non-PDFs) or

Open File (for PDFs).

• In Edit mode, double-click the file.

Last updated 10/11/2011

USING ACROBAT X STANDARD

PDF Portfolios and combined PDFs

Note: The component file opens in a separate window. If you’re viewing the PDF Portfolio in a browser, the file opens in the standalone Acrobat product, outside the browser.

2 If a confirmation dialog box appears, select Open This File or Always Allow Opening Files Of This Type—if you

trust the format—and click OK.

3 Edit the file as needed, and then save the file.

Edit component filenames and descriptions in a PDF Portfolio

❖ In Edit mode, do any of the following:

• To edit the displayed name of a component file, select the file. Then click in the Display Name text box to show the

insertion point. You can also click the Show Info View icon of the card. (In Details view, Display Name is a column.)

on the card to edit the Display Name on the back

• To edit the description of a component file, click the Show Info View icon. Then click in the Description text box

to show the insertion point. (In Details view, Description is a column.)

Extract component files in a PDF Portfolio

You can extract or drag files out of the PDF Portfolio window onto your computer. Extracting does not delete the file from the PDF Portfolio.

❖ Do either of the following:

• In Layout mode, click the Extract File icon in the component file.

• Select one or more files, and then drag them to your computer.

Share PDF Portfolios

Share a PDF Portfolio with others by sending the file in an e-mail or by uploading it on Acrobat.com, a secure web service. (See

“File sharing and real-time collaboration” on page 114.)

Other functions enabled in PDF Portfolios

These commands are available for component files in PDF Portfolios:

Reduce File Size Reduces the file size of component PDFs. For more information, see “Reduce file size by saving” on

page 104.

Secure Portfolio With Password Adds document security to a PDF Portfolio or to component PDFs within a PDF

Portfolio. To add security to component PDFs, choose File > Portfolio Properties and select the Security tab. For more information, see the Cover Sheet (View > Portfolio > Cover Sheet). For example, you can use the Cover Sheet to sign the PDF Portfolio parent file, or add a password to open the PDF Portfolio. Functionality you specify in the Cover Sheet pertains to the entire collection of component files in the PDF Portfolio.

Note: Other security features, including certificate security, are also available for PDF Portfolios and component files. For more information, see

“Securing documents with passwords” on page 200. To add security to the entire PDF Portfolio, use

“Content security” on page 197.

Print Prints component documents. For more information, see “Print PDFs in a PDF Portfolio” on page 337.

More Help topics

“PDF Portfolios and digital signatures” on page 237

Last updated 10/11/2011

USING ACROBAT X STANDARD

PDF Portfolios and combined PDFs

Other options for combining files

Create merged PDFs

In a merged PDF, converted documents flow into a single PDF as sequential pages.

1 Choose File > Create > Combine Files Into A Single PDF.

If a PDF is currently open, it appears in the list of included files.

2 From the Add Files menu, choose any of the following:

• To add individual files, choose Add Files, then select the files.

• To add all the files in a folder, choose Add Folders, then select the folder.

Note: If the folder contains files that Acrobat does not support for PDF conversion, those files are not added.

• To add files that you have combined into PDFs in other sessions, choose Reuse Files. Then select a previously

created PDF from the left list, and from the right list, select the component documents. (If you have not used the Combine Files dialog box before, this option is not available.)

• To add currently open PDFs, choose Add Open Files, then select the files.

In Windows, you can also drag files or folders from the desktop or a folder into the Combine Files dialog box. Or rightclick the selected items and choose Combine Supported Files In Acrobat.

If any files are password-protected, one or more messages appear, in which you must enter the correct password.

You can add a file more than once. For example, one file could be used for transition pages between other files or a blank file could be used to add blank pages.

3 As needed, do any of the following in the list of files:

• To rearrange the order of files on the list, select a file, then drag it or click Move Up or Move Down.

• To sort the list, click the column name that you want to sort by. Click again to sort in reverse order.

• To convert only part of a multipage source file, double-click the file, or select the file and click the Choose Pages

button (see Note). In the Preview, review and select pages, as needed, following the instructions in the dialog box, which vary according to file type, and click OK.

Note: The name of the Choose button varies according to file type. For PDFs and Word documents, it is labeled Choose Pages; for PowerPoint files, it is Choose Slides; for Excel files, Choose Sheets.

4 Click Options to specify conversion settings.

5 Specify a file size, and then click Combine Files.

A status dialog box shows the progress of the file conversions. Some source applications start and close automatically.

More Help topics

“Convert email messages to PDFs” on page 55

“Adobe PDF conversion settings” on page 69

File Size settings

Smaller File Size Reduces large images to screen resolution and compresses, using low-quality JPEG. Suitable for on-

screen display, email, and the Internet.

Last updated 10/11/2011

USING ACROBAT X STANDARD

PDF Portfolios and combined PDFs

Note: If any of the source files are already PDFs, the Smaller File Size option applies the Reduce File Size feature to those files. The Reduce File Size feature is not applied if either the Default File Size or Larger File Size option is selected.

Default File Size Creates PDFs suitable for reliable viewing and printing of business documents.

Larger File Size Applies the High Quality Print conversion preset.

Insert one PDF into another

1 Open the PDF that serves as the basis of the combined file.

2 Choose Tools > Pages > Insert From File.

3 Select the PDF.

4 In the Insert Pages dialog box, specify where to insert the document (before or after the first or last page, or a

designated page). Click

5 To leave the original PDF intact as a separate file, choose Save As, and type a new name for the merged PDF.

OK.

You can also add an existing file to an open PDF. Drag the file icon directly into position in the Page Thumbnails panel in the navigation pane.

Insert a clipboard selection into a PDF (Windows)

You can insert one or more pages of selected content copied from any application into an existing PDF.

1 Open the document containing the content that you want to add. Select the content, and then copy the selection

(in most applications, by choosing Edit > Copy File To Clipboard).

2 Open the PDF that serves as the basis of the combined file.

3 Choose Tools > Pages > More Insert Options > Insert From Clipboard.

4 In the Insert Pages dialog box, specify where to insert the selection (before or after the first or last page, or a

designated page). Click

5 To leave the original PDF intact as a separate file, choose Save As, and type a new name for the merged PDF.

OK.

Placing PDFs as linked files in other documents

You can incorporate PDFs into other types of files that support Object Linking and Embedding (OLE), such as InDesign® or Word files. These files are called OLE container documents. Later, if you make changes to the original PDF, the OLE features in the container application can update the embedded file in the container document, reflecting your changes to the original PDF.

❖ Do one of the following:

• Choose the OLE container application’s Insert Object command or Insert Hyperlink command.

• (Windows) In Acrobat, choose Edit > Copy File To Clipboard, and then choose the Paste Special command in the

container application.

Last updated 10/11/2011

USING ACROBAT X STANDARD

PDF Portfolios and combined PDFs

Adding unifying page elements

Add and edit headers and footers

A header and footer present consistent information in the page margins throughout a PDF. For example, the information could be a date, automatic page numbering, the title of the overall document, or name of the author. You can add headers and footers to one or more PDFs, including component PDFs in a PDF Portfolio.

You can vary the headers and footers within a PDF. For example, you can add a header that displays the page number on the right side of odd-numbered pages, and another header that displays the page number on the left side of evennumbered pages.

You can define and save your headers and footers to reuse them later, or you can simply apply a header and footer and forget it. After applying a header and footer, you can edit, replace, or delete it in the PDF. You can also preview headers and footers before applying them and adjust the header and footer margins so that they don’t overlap other page content.

Add headers and footers, with an open document

1 Choose Tools > Pages > Header & Footer > Add Header & Footer.

2 As needed, specify the Font and Margin values.

The text properties apply to all header and footer entries that are part of this setting definition. You cannot apply different settings to individual header or footer text boxes within the same session in the Add Header And Footer dialog box

To prevent overlapping, click the Appearance Options button and select Shrink Document To Avoid Overwriting The Document’s Text And Graphics. To prevent resizing or repositioning when printing the PDF in large format, select

Keep Position And Size Of Header/Footer Text Constant When Printing On Different Page Sizes.

3 Type the text in any of the header and footer text boxes. To insert page numbers or the current date, click in a box

and then click the corresponding buttons. To select formatting for automatic entries, click Page Number And Date Format.

Note: You can combine text with dates and page numbers. You can also add several lines of text to an entry.

4 To specify the pages on which the header and footer appear, click the Page Range Options button. Then specify a

page range and choose a Subset option, as needed.

5 Examine the results in the Preview area, using the Preview Page option to see different pages of the PDF.

6 (Optional) To save these header and footer settings for future use, click Save Settings at the top of the dialog box.

7 (Optional) To apply the same settings to additional PDFs, click Apply To Multiple. Click Add Files, choose Add

Files or Add Open Files, and select the files. Then in the Output Options dialog box, specify your folder and filename preferences, and click OK.

Add headers and footers, with no document open (Windows only)

1 Choose Tools > Pages > Header & Footer > Add Header & Footer.

2 In the dialog box, click Add Files, choose Add Files, then select the files.

You can also add files or folders by dragging them into the dialog box.

3 Follow steps 2 through 6 in the procedure for adding headers and footers with an open document. When you have

finished setting up your headers and footers, click OK.

Last updated 10/11/2011

USING ACROBAT X STANDARD

PDF Portfolios and combined PDFs

4 In the Output Options dialog box, specify your folder and filename preferences and click OK.

Add headers and footers to component PDFs in a PDF Portfolio

1 Select one or more component PDFs in a PDF Portfolio.

2 Follow the steps in the procedure for adding headers and footers with an open document.

Update the headers and footers

Updating applies to the most recently added header and footer set.

1 Open a single PDF.

2 Choose Tools > Pages > Header & Footer > Update.

3 Change the settings as needed.

Add another header and footer

1 Open a single PDF, or select one component PDF in a PDF Portfolio.

2 Choose Tools > Pages > Header & Footer > Add Header & Footer, and then click Add New in the message that

appears.

The preview shows any existing headers and footers.

3 Type text in the header and footer text boxes to add more headers and footers. As you type, the preview updates the

appearance of the complete headers and footers on the page.

4 Select new formatting options, as preferred, again noticing the updating in the preview.

Replace all headers and footers

1 Open a single PDF.

2 Choose Tools > Pages > Header & Footer > Add Header & Footer, and then click Replace Existing in the message

that appears.

3 Specify the settings, as needed.

Note: This process applies only to headers and footers added in Acrobat 7.0 or later.

Remove all headers and footers

❖ Do one of the following:

• Open a single PDF, or select one component PDF in a PDF Portfolio. Then choose Tools > Pages > Header & Footer

> Remove.

• To remove headers and footers from multiple PDFs, close any open documents and choose Tools > Pages > Header

& Footer > Remove. In the dialog box, click Add Files, choose Add Files, and select the files. Click OK, and then in the Output Options dialog box, specify your folder and filename preferences.

Note: This process applies only to headers and footers added in Acrobat 7.0 or later.

Add and edit backgrounds

A background appears behind text or images on the page. The background can be as simple as a solid color, or you can use an image. You can selectively apply a background to only specific pages or page ranges in one or more PDFs. A PDF supports only one background per page, but the backgrounds can vary from page to page.

Last updated 10/11/2011

USING ACROBAT X STANDARD

PDF Portfolios and combined PDFs

Before and after adding a background

Add, replace, or edit a background, with an open document

1 Choose Tools > Pages > Background > Add Background.

Note: If a message appears, telling you that the current document already has a background, click Replace Background. If you apply the new background to a limited range of pages, the old background remains unchanged on pages outside that range.

2 (Optional) To apply the background selectively to individual pages, click Page Range Options. Then specify a page

range and choose a Subset option, as needed.

3 Specify the background:

• To reuse a background and background options that you saved in an earlier session, select it from the Saved Settings

menu.

• To apply a solid color background, select From Color. Then select a color swatch or custom color from the color

picker

• To use an image, select File, then select the image file. To select a specific image in a multipage file, enter it in Page

Number.

Note: Only PDF, JPEG, and BMP files can be used as background images.

4 Adjust the appearance and position of the background, as needed.

5 (Optional) To apply the same background to additional PDFs, click Apply To Multiple. Click Add Files, choose

Add Files or Add Open Files, and then select the files. Then in the Output Options dialog box, specify your folder and filename preferences, and click OK.

Add, replace, or edit a background, with no document open (Windows only)

1 Choose Tools > Pages > Background > Add Background.

Last updated 10/11/2011

USING ACROBAT X STANDARD

PDF Portfolios and combined PDFs

2 In the dialog box, click Add Files, choose Add Files, and then select the files.

You can also add files or folders by dragging them into the dialog box.

3 Click OK to close the Add Background dialog box.

4 Follow steps 2 through 4 in the procedure for adding, replacing, or editing a background with an open document.

When you have finished setting up your background, click OK.

5 In the Output Options dialog box, specify your folder and filename preferences and click OK.

Add, replace, or edit a background for component PDFs in a PDF Portfolio

1 Select one or more component PDFs in a PDF Portfolio.

2 Follow the steps in the procedure for adding, replacing, or editing a background with an open document.

Update a recently edited background image

If the original image file that you are using as a background changes, you can update the PDF to show the new version of the image rather than removing the old version and re-adding the new one.

1 Open a single PDF.

2 Choose Tools > Pages > Background > Update.

3 Click OK, or make other changes to the background options and then click OK.

Note: This process applies only to backgrounds added in Acrobat 7.0 or later.

Remove a background from selected pages

1 Open a single PDF, or select one or more component PDFs in a PDF Portfolio.

2 Choose Tools > Pages > Background > Add Background/Replace.

3 Click Page Range Options, and then specify a page range and choose a Subset option, as needed.

Remove a background from all pages

❖ Do one of the following:

• Open a single PDF, or select one or more component PDFs in a PDF Portfolio. Then choose Tools > Pages >

Background > Remove.

• To remove a background from multiple PDFs, close any open PDFs and choose Tools > Pages > Background >

Remove. In the dialog box, click Add Files, choose Add Files or Add Open Files, and then select the files. Click OK, and then in the Output Options dialog box, specify your folder and filename preferences.

Add and edit watermarks

A watermark is text or an image that appears either in front of or behind existing document content, like a stamp. For example, you could apply a “Confidential” watermark to pages with sensitive information. You can add multiple watermarks to one or more PDFs, but each watermark must be added separately. You can specify the page or range of pages on which each watermark appears.

Note: Unlike a stamp, a watermark is integrated into PDF pages as a fixed element. A stamp is a type of PDF comment, which others reading the PDF can open to display a text annotation, move, change, or delete.

Last updated 10/11/2011

USING ACROBAT X STANDARD

PDF Portfolios and combined PDFs

Before and after adding a watermark

Add or replace a watermark, with an open document

1 Choose Tools > Pages > Watermark > Add Watermark.

2 (Optional) To apply the watermark selectively to individual pages, click Page Range Options. Then specify a page

range and choose a Subset option, as needed.

3 Specify the watermark:

• To reuse a watermark and watermark options that you saved in an earlier session, select it from the Saved Settings menu.

• To create a text watermark, select Text, and type the text in the box. Adjust the text formatting options as needed.

• To use an image as a watermark, select File. Then click Browse and select the image file. If the file has multiple pages

with images, specify the Page Number you want.

Note: Only PDF, JPEG, and BMP images can be used as watermarks.

4 To change the size of an image watermark, do one of the following:

• To resize the watermark in relation to the original image file size, enter a percentage in the Absolute Scale option

(in the Source area of the dialog box).

• To resize the watermark in relation to the PDF page dimensions, enter a percentage in the Scale Relative To Target

Page (in the Appearance area of the dialog box).

5 Adjust the appearance and position of the watermark, as needed.

Last updated 10/11/2011

Macromedia Acrobat - X Standard User Guide

Specifications and Main Features

Frequently Asked Questions

User Manual

Contents

Chapter 1: What’s new

What’s new (Acrobat 10.1)

New browser, platform, and PDFMaker support (Windows)

Protected View (Windows)

Create online forms

What’s new (Acrobat X)

Usability and productivity

PDF creation and sharing

Where’s my Acrobat 9 tool?

Chapter 2: Workspace

Workspace basics

Workspace overview

Welcome Screen

Menus and context menus

Toolbars

Quick tools

Common Tools

Hide and show toolbars

Select a tool

Switch temporarily to the Zoom In or Hand tool

Task panes

Show or hide the navigation pane

Change the display area for navigation panels

Options in a navigation panel

Document message bar

Set preferences

Restore (re-create) preferences

Restore the Acrobat Preferences folder (Windows)

Restore the Acrobat preferences files (Mac OS)

Opening and viewing PDFs

Opening PDFs

Open a PDF in the application

Open a PDF from the desktop or within another application

Open a PDF in a web browser

Viewing PDFs

View PDFs in Read mode

View PDFs in Full Screen mode

Set the Full Screen navigation bar preference

Read a document in Full Screen mode

Change the PDF/A viewing mode

Display PDFs in Line Weights view

Preferences for viewing PDFs

Organizer

Working with files in Microsoft SharePoint (Windows)

About SharePoint and PDF

Access PDF files in a SharePoint repository

Check out a file

Cancel checkout

Prepare document properties

Check in

Navigating PDF pages

Opening pages in a PDF

Page through a document

Move through a PDF

Jump to a specific page

Jump to bookmarked pages

Use page thumbnails to jump to specific pages

Automatically scroll through a document

Retrace your viewing path

Navigate with links

PDFs with file attachments

Article threads

Open and navigate an article thread

Exit a thread before the end of the article

Adjusting PDF views

Adjust page magnification

Resize a page to fit the window

Show a page at actual size

Change the magnification with zoom tools

Change the magnification with the Pan & Zoom Window tool

Change the magnification with the Loupe tool

Change the magnification by using a page thumbnail

Change the default magnification

Display off-screen areas of a magnified page

Set the page layout and orientation