Macromedia Acrobat - X Standard User Guide

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

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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

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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

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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

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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.

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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

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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

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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.

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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 .

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• 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.

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• 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.

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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

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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.

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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.

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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.

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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.

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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.

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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.

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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.

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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

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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.

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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.

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• 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.

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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.

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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.

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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

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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.

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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.

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