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Setting up an email-based review

When an initiator sends an Adobe PDF document in an email-based review, reviewers
receive the PDF document as an email attachment. They can add their comments to the
PDF document and return the document with their comments by using the Send
Comments button in the Commenting toolbar. In email-based reviews, Acrobat enables
commenting tools and features in Adobe Reader that would otherwise be unavailable.
When the initiator opens an email attachment sent by a reviewer, the master PDF
document opens with options to import comments or open the reviewer's copy of the PDF
file.

In a tracked review, the PDF file that the initiator specifies becomes the master file to
which comments are imported. Each reviewer receives a tracked copy of this PDF
document, which allows the initiator to monitor the review status. Reviewers can save a
copy of the PDF document to their local hard drive and successfully transfer the tracking
data to that copy if they use the Save A Copy command. Any form fields in a PDF
document are not fillable during the review.

Important: Acrobat 7.0, Acrobat 3D, and Adobe Reader 7.0 are recommended for
participating in reviews. Reviewers may use Acrobat 6.0 to review documents but some
commenting tools and features won't be available. Comments are sent in FDF from
Acrobat 6.0.

In an email-based review, the initiator uses the Send By Email For Review wizard to start the
review. Participants add comments and send them to the initiator.

Related Subtopics:

Starting an email-based review

Receiving comments

Inviting additional reviewers

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Summary of Contents for ACROBAT 3D

Page 1: ......

Page 2: ...s Using Help for vision and motor impaired users Opening the Help documentation Using the How To pages Using Acrobat Online Accessing the Adobe Solutions Network Using online support Customer support Adobe Press The Adobe Certification program ...

Page 3: ...ea by name These labels appear when you place the pointer over the item you want to identify Tool tips are also available in some dialog boxes Help buttons in some dialog boxes When you click these Help buttons the Help window opens with the related topic You can also consult online resources and guides for plug ins See Using Acrobat Online and Using online support Note There is no printed user ma...

Page 4: ...ctivate single key accelerators 1 Choose Edit Preferences Windows or Acrobat Preferences Mac OS and click General on the left 2 Select Use Single Key Accelerators To Access Tools 3 Click OK to apply the change To open the How To window Press Shift F4 To close the How To window Press Shift F4 or Esc To open or close Complete Help Do one of the following To open Help press F1 In Mac OS you can also ...

Page 5: ...s Search and Index see Using the Help navigation pane to find topics Complete Acrobat 3D Help A Contents Search and Index tabs in the Help navigation pane B Help topic pane You can drag the vertical bar between the navigation pane and the topic pane to change their widths You can drag the lower right corner to resize the entire window The Help window remains visible until you close it To open Help...

Page 6: ...word appears Topics are listed in the order that they appear in the Contents tab Note You cannot use Boolean operators such as AND OR NOT or quotation marks to limit or refine your search If you type more than one word the search results include every topic in which at least one of the words appears Click the Index tab to find a linked alphabetical list of terms for various functions features and ...

Page 7: ...o that you can go back and forth quickly among the topics you open Click the Previous Topic button on the Help toolbar to return to topics you opened earlier in your Help session Click the Next Topic button to move forward again When you close Help you end your Help session and delete the history ...

Page 8: ...p window each topic must be printed individually Your Acrobat 7 0 installation CD includes the Complete Acrobat 7 0 Help documentation as an Adobe PDF file that you can print either in part or as a whole To print a Help topic 1 Open the Help topic 2 Click the Print Topic button on the Help toolbar ...

Page 9: ...tures Choosing Help Acrobat Online leads to links for software downloads product information support documents and more See Using Acrobat Online The Help menu also contains links to various online resources and references ...

Page 10: ...e How To window Do one of the following Click the Close button Click the Hide button Windows You can control whether the How To window opens automatically when you start the application Select Show How To Window At Startup on the How To home page Opening a How To topic page from a toolbar pop up menu left and from the Help menu right To reposition the How To window In Windows right click the How T...

Page 11: ...ote You must have an Internet connection and a web browser installed Acrobat Online starts your browser using your default Internet configuration 2 Refresh the page to make sure that you have the latest version of the Acrobat Online web page Information is constantly updated so it is important to refresh the page 3 Optional Move the pointer over the main categories at the top of the page to view l...

Page 12: ...for developing with Acrobat and Adobe PDF Here you can find software developer kits SDKs sample libraries the developer knowledgebase and technical guides for areas such as JavaScript pdfmark and Distiller parameters The Adobe Solutions Network for Acrobat is located at http partners adobe com links acrobat English only ...

Page 13: ...t solutions Visit the Adobe Studio website at http studio adobe com to see a variety of tips and tutorials to improve your skill set Note You may need to register the first time you go to the Adobe Studio To use the Adobe Acrobat online support page 1 Choose Help Online Support 2 Click Refresh to make sure that you have the latest version of the Adobe Acrobat support page Information is constantly...

Page 14: ...echnical support card provided with the Acrobat documentation Adobe Systems also provides automated technical support See the ReadMe file installed with the program for additional information See the Adobe Acrobat online support page for information on top support issues and troubleshooting information for common problems See Using online support ...

Page 15: ...Adobe Press offers books that provide in depth training on Adobe software including the Classroom in a Book series To purchase Adobe Press titles visit www adobepress com English only or visit your local bookstore ...

Page 16: ...trate their product proficiency and promote their software skills as Adobe Certified Experts Adobe Certified Instructors or Adobe Authorized Learning Providers Certification is available for several geographical regions Visit the Partnering with Adobe website at http partners adobe com English only to learn how you can become certified ...

Page 17: ...ACROBAT ESSENTIALS What is Adobe PDF Why use Adobe PDF Working with Adobe Acrobat Updating Acrobat ...

Page 18: ...plications and platforms PDF is the standard for the secure reliable distribution and exchange of electronic documents and forms around the world Adobe PDF files are compact and complete and can be shared viewed and printed by anyone with free Adobe Reader software You can convert any document to Adobe PDF using Adobe Acrobat software products See Why use Adobe PDF ...

Page 19: ...bined paper and electronic archives are difficult to search take up space and require the application in which a document was created PDF files are compact and fully searchable and can be accessed at any time using Adobe Reader Links make PDF files easy to navigate Documents appear incorrect on handheld devices Tagged Adobe PDF allows text to reflow for display on mobile platforms such as Palm OS ...

Page 20: ...t tool and object properties If you want to insert append or extract pages If you want to add headers footers watermarks and backgrounds If you want to create documents that extend features to Adobe Reader users If you want to create a secure document If you want to create an accessible document for vision and motor impaired users If you want to manage PDF files If you want to view an Adobe PDF do...

Page 21: ... See Creating bookmarks Use thumbnails Click the page thumbnails or images in the Pages tab of the navigation pane to move through the PDF document Use articles In magazine and newspaper PDF documents stories flow from column to column and sometimes across several pages Authors can link rectangles that connect the sections of the piece and follow the flow of text If the pointer includes a down poi...

Page 22: ...g text Note the following If the author of the PDF document used a scanner to create the document and didn t make the text searchable or if the text is part of an image you can t select the text or search it In these cases you can use the Recognize Text Using OCR command to convert the image text to text that can be selected and searched In some PDF documents authors protect their content by setti...

Page 23: ...ple while adding note comments to a PDF document you may want the Note tool to remain selected To do this select the Keep Tool Selected option on the Note Tool Properties toolbar If the Properties toolbar isn t visible choose View Toolbars Properties Bar See Setting Commenting preferences and Changing the appearance of comments Some tools such as the Measuring tools also have a Properties dialog b...

Page 24: ...tive elements associated with the original page such as links and bookmarks are not affected Use thumbnails You can use page thumbnails to copy or move pages within a document and between documents Delete pages You can delete pages from an Adobe PDF document with the Delete command or by deleting the page s page thumbnail or tagged bookmarks After you have edited a PDF document minimize the size o...

Page 25: ...ge numbers may be out of sequence However you can add headers and footers to PDF documents allowing you to add page numbers or other information specific to the PDF document You can also add watermarks and backgrounds A watermark is text or an image that appears over existing content when a document is viewed or printed A background is a color texture or pattern behind text or images Choose Docume...

Page 26: ... can give users the necessary tools to fill in forms and submit them online or offline to participate in email reviews to add comments and to sign documents using Adobe Reader To add these additional usage rights you use a server extension You can add additional usage rights for commenting using Acrobat Professional or Acrobat 3D For more information on additional usage rights and system requireme...

Page 27: ...ng security options Encrypt a document so that only a specified set of users have access to it See Encrypting Adobe PDF files using certificates Apply server based security policies to PDF documents Server based security policies are especially useful if you want others to have access to PDF documents only for a limited time See Encrypting Adobe PDF files using security policies Apply the same sec...

Page 28: ...or reflow by tagging them See Tagging Adobe PDF documents for accessibility Quickly check the reading order of tagged PDF documents by using the TouchUp Reading Order tool See Checking a document s reading order Correct many types of tagging problems and add alternate text to images See Correcting tags and Checking and adding alternate text to figures Employ a greater level of editing control over...

Page 29: ...to your Adobe PDF document See Adding attachments to Adobe PDF documents Combine different document types into a single Adobe PDF file by using the Create PDF From Multiple Files command See Creating Adobe PDF files from multiple files Easily search an Adobe PDF file or a folder of Adobe PDF files for a particular word or phrase whether that folder is on your computer or on your network See About ...

Page 30: ...rnet panel of the Preferences dialog box Select the Check Browser Settings When Starting Acrobat option Also make sure that Display PDF In Browser is selected Then restart Acrobat If this procedure doesn t work you may need to update your web browser Mac OS automatically configures Acrobat to run in the browser Safari the first time you start Acrobat after installation See Viewing Adobe PDF docume...

Page 31: ...ty as possible See About accessibility and Adobe PDF documents Reduce the file size so it s as compact as possible See Reducing Adobe PDF file size Add buttons for submitting data if you are working with a PDF form You ll also need a CGI script and values assigned for the form data See Making Adobe PDF forms web ready Allow for page at a time downloading This can greatly decrease download time if ...

Page 32: ...view to simplify the reviewing process The review features streamline your document reviews by providing a variety of tools and automated support throughout the review cycle Even Adobe Reader users can participate in a review process if additional usage rights are assigned And training isn t necessary Acrobat walks you through the entire process See Types of review workflows ...

Page 33: ...files Windows Add links and bookmarks to make it easy to move between layers See Adding navigability to layers Merge or flatten layers in Acrobat as necessary you don t need to regenerate the PDF file from the authoring application See Merging layers and Flattening Adobe PDF layers Set visibility initial state printing and other layer properties See Editing the properties of Adobe PDF layers Print...

Page 34: ...t other color management options See Managing color in Acrobat Preview color separations in your document See Previewing color separations Print a color composite or grayscale composite proof to check the colors in the document See Setting advanced print options Specify print output settings to ensure consistent color output See Specifying output settings Create color separations See Printing colo...

Page 35: ...al integrity See About preflight Preview separations and transparencies See Previewing color separations and Previewing and applying transparency flattening Adjust the print settings so that colors marks bleeds separations transparency and other aspects of the document are output correctly See Setting advanced print options Create Job Definition Format JDF files that include such data as media and...

Page 36: ... Edit Preferences Windows or Acrobat Preferences Mac OS and then select Updates on the left side of the dialog box 2 Select an option to determine how to handle updates If you select Do Not Automatically Check For Critical Updates you should periodically check for updates manually by choosing Help Check For Updates Now 3 Click View Notifications to preview any notifications before deciding whether...

Page 37: ...What s New in Adobe Acrobat 3D New features ...

Page 38: ...ng with the 3D model With Acrobat 3D you can add 3D content to a PDF document by importing directly from 3D CAD files or by capturing content from 3D CAD applications For interacting with the 3D model Acrobat 3D includes an enhanced 3D Toolbar as well as a Model Tree Related Subtopics Capture 3D models Enhanced 3D Toolbar Model Tree Add review comments to 3D models Cross Sections 3D Measurement Ad...

Page 39: ...Capture 3D models If you don t have access to a 3D CAD file or if a 3D CAD file isn t supported you can capture the 3D model much in the same way you can capture a screen shot ...

Page 40: ...Enhanced 3D Toolbar The 3D Toolbar includes tools that let you rotate pan and zoom in or out of the 3D content You can also change the 3D model s lighting render style background color and more ...

Page 41: ...l Tree appears on the left side of the application window where the Bookmarks tab appears The Using the Model Tree you can hide or isolate 3D model parts create views that you can return to and obtain metadata information ...

Page 42: ... review comments to 3D models Comments added to a 3D object are associated with a particular view If the view is changed for example if the 3D object is rotated or moved the comments are no longer visible ...

Page 43: ...Cross Sections Applying a cross section of a 3D model is like cutting it in half and looking inside Use the Cross Section Controls dialog box to adjust the alignment offset and tilt of the cutting plane ...

Page 44: ...3D Measurement Use the Distance tool to measure the distance angle and radius of 3D models You can also turn on annotation so that you can view your measurements as comments ...

Page 45: ...icon is added to the PDFMaker toolbar that appears in Microsoft Word Microsoft Excel and Microsoft PowerPoint This icon lets you embed a 3D file in the application s document slideshow or spreadsheet Users can then interact with the 3D content when a PDF document is created from the original file ...

Page 46: ...reate and edit 3D models use the Adobe Acrobat 3D Toolkit You can convert CAD V2ML and a number of other file formats complete with animations lighting and other special manipulations that you can apply in Adobe Acrobat 3D Toolkit ...

Page 47: ...ents Navigating in documents Viewing documents Using layout tools Customizing the work area Setting preferences Managing plug ins Viewing Adobe PDF documents in a web browser Working with non English languages in Adobe PDF files Working with Adobe Version Cue managed projects ...

Page 48: ... top of the window and the status bar at the bottom of the window provide other controls that you can use to work with PDF documents You can also open a How To window on the right side with an overview of common tasks Acrobat work area A Toolbars B Navigation pane Bookmarks displayed C Status bar D Document pane E How To window Related Subtopics Using the navigation tabs Using context menus About ...

Page 49: ... View Navigation Tabs desired tab Click the tab on the left side of the document pane Note The creator of the Adobe PDF document may set the contents of the navigation tabs In some cases a tab may not contain any content To choose a command from a tab Options menu Click Options at the top of the tab to open the menu and choose the command you want The commands in each tab vary To close the menu wi...

Page 50: ...l click Mac OS the toolbar area to display a context menu that contains toolbar options and the most commonly used toolbars To choose a command from a context menu 1 Position the pointer over an item in the work area such as a comment toolbar bookmark or document page 2 Right click Windows or Control click Mac OS to open the context menu and then choose the command you want ...

Page 51: ...r To show or hide toolbars Do any of the following Choose View Toolbars and then select the toolbar you want to show or hide A checkmark next to the toolbar name indicates that the toolbar is displayed Choose Tools select the appropriate topic and choose Show toolbar name Toolbar Right click Windows or Control click Mac OS the toolbar area and then select the toolbar you want to show or hide See U...

Page 52: ...nd Mac OS and hold down the spacebar To select a hidden tool hold down the mouse button on either the related tool or the triangle next to the related tool until the additional tools appear and then drag to the tool you want To replace a visible tool with a hidden tool click the related tool or the triangle next to it until the additional tools appear and click the name of the hidden tool To displ...

Page 53: ...g toolbar If you prefer you can dock it next to the other toolbars To show or hide the Properties toolbar 1 Select the object such as a note comment that contains the properties you want to edit 2 Do one of the following Choose View Toolbars Properties Bar Right click Windows or Control click Mac OS the toolbar area and choose Properties Bar from the context menu If you want to change properties o...

Page 54: ...ment s file name Mac OS Choose File Open Recent File and then choose the document s file name From either the File Organizer submenu or the Organizer menu on the File toolbar choose Collections collection name PDF file name For information on using Organizer see Using the Organizer window From the File or the Organizer menu on the File toolbar choose History time period PDF file name 2 If the Docu...

Page 55: ...age thumbnails and links You can also retrace your steps through documents to return to where you started Related Subtopics Paging through documents Retracing your viewing path Navigating with bookmarks Navigating with page thumbnails Navigating with links Viewing layers Navigating documents with file attachments Reading article threads ...

Page 56: ...ments see Keys for moving through a document To use the Navigation toolbar 1 If the Navigation toolbar is hidden either choose View Toolbars Navigation or right click Windows or Control click Mac OS the toolbar area and then choose Navigation 2 Click the buttons to move forward or backward through your document To jump to a page by its number Do one of the following Choose View Go To Page type the...

Page 57: ...ious View If you re viewing the PDF document in a browser use options on the Navigation toolbar to move between views Right click Windows or Control click Mac OS the toolbar area and then choose Navigation Click the Go To Previous View button or the Go To Next View button You can also use the Next View button and the Previous View button in the browser To retrace your viewing path through other PD...

Page 58: ... window or choose View Navigation Tabs Bookmarks 2 To jump to a topic by using its bookmark click the bookmark Click the plus sign next to a parent bookmark to expand it Click the minus sign next to a bookmark to hide its children Note Clicking a bookmark might perform an action instead of taking you to another location It depends on how the bookmark was defined If the list of bookmarks disappears...

Page 59: ...bnail indicates which area of the page is displayed You can resize this box to change the zoom percentage See Magnifying and reducing the view For information on adding thumbnails to a PDF document see Creating page thumbnails To browse by using page thumbnails 1 Click the Pages tab on the left side of the window or choose View Navigation Tabs Pages to display the Pages tab 2 To jump to another pa...

Page 60: ... and sound clips To play these media clips you must have the appropriate hardware and software installed For information on changing multimedia preferences see Setting Multimedia preferences Note Unless a link was created in Acrobat using the Link tool you must have the Automatically Detect URLs From Text option selected in the General preferences for a link to work correctly To follow a link 1 Se...

Page 61: ...y using the Layers tab in the Navigation pane For more information on working with layers see About Adobe PDF layers Layers tab A Eye icon indicates a displayed layer B Hidden layer To view layers 1 Click the Layers tab on the left side of the window or choose View Navigation Tabs Layers 2 Click the eye icon to hide a layer s content Click the empty box to show a hidden layer s content A layer is ...

Page 62: ... viewing If the PDF document is moved to a new location your attachment automatically goes with it If you open a PDF document that has files attached the Attachment icon appears in the Status tray You can open these files for viewing edit the file attachments and save your changes to the attachment See Opening and saving attachments ...

Page 63: ... are viewing the PDF document inside a browser You must open the document in Acrobat Select the Hand tool and then click anywhere in the article to start reading it at that point 2 The pointer changes to the follow article pointer Do any of the following to navigate through the article To scroll through the article one pane at a time press Enter or Return or click in the article To scroll backward...

Page 64: ...r a continuous flow of pages You can view the same PDF document in different panes using a split window view or you can view copies of the same document in different windows using the New Window command Related Subtopics Adjusting the page position Magnifying and reducing the view Using the Wireframe view Setting the page layout and orientation Using split window view Viewing a document in multipl...

Page 65: ... page with the Hand tool is like moving a piece of paper on a desk with your hand To adjust the page position 1 Select the Hand tool 2 Do either of the following Drag the page up or down Release the mouse button to stop scrolling If the page is zoomed in to a high magnification drag the page left or right to view a different area ...

Page 66: ...wing Drag the handles of the box within 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 To change the magnification level by using the Loupe tool 1 Choose Tools Zoom Loupe or select the Loupe tool from the Zoom menu in the toolbar 2 ...

Page 67: ...nt stroke width one pixel to lines regardless of zoom When you print the document the stroke width will print at the true width The Wireframe view is off by default To use the Wireframe view choose View Wireframe This feature is not available within your browser ...

Page 68: ...nged when you use Continuous Facing layout see Viewing document properties To set page layout 1 Do one of the following Choose View Page Layout and then choose Single Page Continuous Facing or Continuous Facing Click the Single Page button the Continuous button the Continuous Facing button or the Facing button in the status bar 2 If necessary choose View Fit Page to display the document in the cur...

Page 69: ...nated between the panes To view a document in a split window view 1 Choose Window Split or drag the gray box above the scroll bar 2 Click a pane to make it active and then scroll or change the magnification to adjust the view 3 Drag the splitter bar up or down to resize the panes 4 Choose Window Remove Split to restore the document window to a single pane To view a document in a spreadsheet split ...

Page 70: ...ow 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 To open or close a new window 1 To open a new window select Window New Window 2 To close a window click the close box on the window You are prompted to save any changes Closing a ...

Page 71: ... to the status bar at the bottom of the work area After you click the Hide Toolbars button a tools menu and zooming features appear to the right of Hide Toolbars button Click the tools menu to select a tool For information on using the Hand tool see Adjusting the page position for the zoom tools see Magnifying and reducing the view for the Select tool see Copying and pasting text tables and images...

Page 72: ...nces let you display a navigation bar in Full Screen mode See Full Screen preferences To read a document in Full Screen mode Click the Full Screen button in the lower left corner of the document window Press Enter or Return or the Down Arrow or Right Arrow key to page through the document Press Shift Return or the Up Arrow or Left Arrow key to page backward through the document Note If you have tw...

Page 73: ...F documents Tools such as grids rulers guides measurement tools and the Info panel are especially useful when you re designing forms inspecting CAD drawings and preparing for professional printing Related Subtopics Viewing grids Creating ruler guides Measuring objects in a document Viewing the Info panel ...

Page 74: ... Mac OS and then select Units Guides on the left side of the Preferences dialog box 2 To change grid settings do any of the following To change the spacing between grid lines use the arrow keys or the text box to enter a value for Width Between Lines and Height Between Lines To change the origin of the grid use the arrow keys or the text box to enter a value for Grid Offset From Left Edge and Grid...

Page 75: ...tside the guide to deselect it 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 To show or hide guides Choose View Guides To 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 or Control click in the ruler ...

Page 76: ...tool dialog box Select the Perimeter tool to measure a set of distances between multiple points Click each point you want to measure When you re done double click the last point or hold the pointer over the last point and click 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 fi...

Page 77: ...document The Info panel also shows the width and height of a selected object as you resize it To use the Info panel 1 Choose View Navigation Tabs Info 2 Move the mouse pointer to view X and Y coordinates To change the panel s measurement units From the Options menu in the Info panel choose a different unit of measurement The currently selected option has a checkmark next to its name ...

Page 78: ...olbars Show Button Labels option Note Tool labels are turned off selectively when space in the toolbar area becomes limited To move a toolbar Do one of the following To move a toolbar in the toolbar area drag the toolbar by the separator bar which is located at the left edge of a toolbar You can move the toolbar within the toolbar area or you can drag the toolbar into the document pane to create a...

Page 79: ...ing the Third Party Preferences menu item To set preferences 1 Do one of the following Choose Edit Preferences Windows or Acrobat Preferences Mac OS Choose Preferences from the document pane menu 2 In the Preferences dialog box select one of the preference categories from the list at the left 3 Select preference options for that feature and then click OK Click Cancel to leave the settings unchange...

Page 80: ...et connection options You can set preferences to check your default browser settings for compatibility with the application each time the application starts and you can choose a connection speed that is used by the multimedia plug in This is also where you set your Internet connection setting For more information on setting up Acrobat as a helper application in Windows see Viewing Adobe PDF docume...

Page 81: ...es whether documents open automatically to the last viewed page within a work session Use Page Cache Places the next page in a buffer even before the current page is viewed to reduce the amount of time required to page through a 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 Display The Docu...

Page 82: ...umbered i it might appear as i 1 of 10 If this option is not selected page numbering information in documents is ignored and pages are numbered with arabic numbers starting at 1 Selecting this option should alleviate most cases of unexpected Go Back behavior in your web browser For additional information on logical page numbering see Numbering pages Use CoolType Adjusts text display to work optima...

Page 83: ...e Print dialog box display Use Single Key Accelerators To Access Tools Enables you to select tools with a single keystroke This is off by default Enable Text Selection For The Hand Tool Enables the Hand tool to automatically function as the Select tool when it hovers over text in an Adobe PDF document Disable Edit Warnings Disables warning boxes that would normally open when you delete items such ...

Page 84: ...lected you can exit by pressing Ctrl L Windows or Command L Mac OS 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 Show Navigation Bar Shows a minimal navigation toolbar regardless of the document settings Ignore A...

Page 85: ...software To disable a plug in 1 On Windows open the plug_ins folder inside the Acrobat folder within the Acrobat 3D application folder On Mac OS Control click the application icon and choose Show Package Contents Then double click the Contents folder and open the Plug ins folder 2 Select the plug ins you do not want to load and move them out of the folder Some of the plug ins may be in folders wit...

Page 86: ...side the browser window If this option is not selected PDF documents open in a separate Acrobat window Check Browser Settings When Starting Acrobat Checks your default browser settings for compatibility with the application each time the application starts Allow Fast Web View Downloads PDF documents for viewing on the web one page at a time If this option is not selected the entire PDF file downlo...

Page 87: ...pped to the web browser some Acrobat shortcuts may not 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 you need to use the Print button in the Acrobat toolbar rather than the Print command in the browser In Internet Explorer you can choose File Print Edit Copy and Edit Find on t...

Page 88: ...wser some keyboard commands may not be available because they are mapped to the web browser Similarly you may need to use the tools and commands in the Adobe Acrobat toolbars rather than the browser toolbar or menu bar For example to print a PDF document you need to use the Print button in the Adobe Reader toolbar rather than choosing File Print in the browser Important If you have Adobe Reader in...

Page 89: ...Japanese and Korean Central and Eastern European and Cyrillic text You can also use these languages when you fill in forms add comments and apply digital signatures Related Subtopics About Asian language Adobe PDF files About Central and Eastern European language Adobe PDF files About Hebrew Arabic Thai and Vietnamese Adobe PDF files Enabling right to left languages ...

Page 90: ... and selecting the Asian Language Support options under Create Adobe PDF and View Adobe PDF You must also have Asian language support installed for your system 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 wi...

Page 91: ...he 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 ...

Page 92: ...ese Adobe PDF files Adobe Acrobat supports the entry and display of Hebrew Arabic Thai and Vietnamese text By default Right To Left Language Options is enabled under Arabic and Hebrew regional settings See Enabling right to left languages ...

Page 93: ...o 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 To enable right to left language options in Adobe Acrobat 1 Choose Edit Preferences 2 In the Preferences dialog box select International and then select Enable Right To Left Language Options 3 Click OK Enable Right To Left Language Options ...

Page 94: ...searching file information metadata and version comments Reviewing file information comments and file statuses in private and shared projects while you browse In addition you can use the Version Cue Workspace Administration for more advanced tasks Duplicate export back up and restore projects View information about projects in the workspace Import files to the workspace using FTP or WebDAV Delete ...

Page 95: ...Finding Adobe PDF Files Using Organizer Using the Organizer window ...

Page 96: ...ted PDF file To display the Organizer window Click the Organizer button in the File toolbar or choose File Organizer Open Organizer To resize a pane relative to the other panes drag the vertical line that separates two panes To resize the entire Organizer window drag the left right or bottom edge of the window It isn t necessary to open the Organizer window if you want to open a PDF file that s in...

Page 97: ...ate A New Collection button in the Organizer window Or in Acrobat choose Create A New Collection from the Organizer menu in the File toolbar or choose File Organizer Collections Create A New Collection Type a name for the collection 2 If you want to add a PDF file to a collection folder do one of the following Right click Windows or Control click Mac OS the collection folder name choose Add Files ...

Page 98: ...u 3 Select the file or files you want to work with To select a listed PDF file click it to select all of the PDF files listed click Select All to add or remove noncontiguous PDF files to the selection Ctrl click Windows or Control click Mac OS them to add contiguous PDF files to the selection Shift click 4 If you want to view the location of the selected PDF files in Windows Explorer or Mac OS Fin...

Page 99: ...of the pages pane let you adjust the size of the page thumbnails If a selected PDF file contains special document properties such as layers attachments or a digital signature an icon appears for each property in the thumbnail s title bar placing the pointer over the icon displays a tool tip identifying those properties Multiple PDF documents selected left and thumbnails of each page within the PDF...

Page 100: ...ADOBE PDF CREATION About creating Adobe PDF files Creating Adobe PDF files from other applications Using the Adobe PDF printer Creating a custom page size ...

Page 101: ...ng web pages There are many ways to create Adobe PDF files and the amount of structural information the PDF files contain depends on how they are created The more structural information a PDF document contains the more opportunities you have for successfully reusing the content and the more reliably a document can be used with screen readers See Understanding how tags affect accessibility For many...

Page 102: ... PDF printer Use PDFMaker an application in authoring applications that converts documents directly to PDF For information on which versions of these applications are supported visit the Adobe website www adobe com acrofamily main html To create PDF files from Word PowerPoint or Excel files see Converting Microsoft Office files Windows or Converting Microsoft Office files Mac OS To create PDF file...

Page 103: ... Adobe PDF printer settings see Setting Adobe PDF printing preferences Windows 4 In the Print dialog box click OK By default your Adobe PDF file is saved in the folder specified in the printer port The default location is My Documents The file name and destination are controlled by the Prompt For Adobe PDF Filename setting in Printing Preferences To create an Adobe PDF file using the Print command...

Page 104: ...e choose one of the following options from the Adobe PDF Security menu Reconfirm Security For Each Job opens the Adobe PDF Security dialog box each time you create a PDF file using Adobe PDF printer Specify settings in the dialog box Use The Last Known Security Settings uses the same security settings as the last time a PDF file was created using Adobe PDF printer on your machine To view or change...

Page 105: ...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 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 issu...

Page 106: ... 0 from the Format For menu Specify the paper size orientation and scale as necessary To create custom page sizes see Creating a custom page size 3 In your authoring application choose File Print and select Adobe PDF 7 0 from the Printer menu 4 In the pop up menu below the Presets menu choose PDF Options and set any of the following options Select a set of predefined conversion settings from the A...

Page 107: ...ows 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 access the list of printers a...

Page 108: ...t Office files Mac OS Adding 3D files to Word Excel and PowerPoint Converting Microsoft Outlook email messages Windows Converting Microsoft Project files Windows Converting Microsoft Access files Windows Converting Microsoft Publisher files Windows Converting Microsoft Visio files Windows Converting Autodesk AutoCAD files Windows Editing PDFMaker conversion settings Windows ...

Page 109: ... Outlook 2000 2002 and 2003 Microsoft PowerPoint 2000 2002 and 2003 Microsoft Publisher 2002 and 2003 Microsoft Project 2000 2002 and 2003 Microsoft Visio 2000 2002 and 2003 Microsoft Word 2000 2002 and 2003 In Mac OS the default Acrobat installation installs the PDFMaker feature for the Professional Standard and Student and Teacher Editions of the following Microsoft applications Microsoft Excel ...

Page 110: ...e deletion A menu on the PDF toolbar provides easy conversion and print capabilities To convert a web page to an Adobe PDF file 1 In Internet Explorer open the web page and do one of the following Click the Convert Current Web Page To An Adobe PDF File button on the Internet Explorer toolbar Choose Convert Web Page To PDF from the Convert Current Web Page To An Adobe PDF File pop up menu 2 In the ...

Page 111: ...ffice file to an Adobe PDF file 1 Open the file in the Microsoft Office application 2 Choose Adobe PDF Change Conversion Settings to change the conversion settings SeeCreating custom Adobe PDF settings 3 Excel If you want to convert all worksheets in the Excel file choose Adobe PDF Convert Entire Workbook If this option isn t selected only the current page is converted 4 Do one of the following Ch...

Page 112: ...option is selected Acrobat does not start if you convert an email attachment Prompt For Adobe PDF File Name lets you enter a custom file name for the resulting PDF file To save the file in the same folder as the source file using the same name as the source file but with a pdf extension leave this option unselected Convert Document Information adds document information Document information from th...

Page 113: ...e Bookmarks tab 2 To convert Word headings or styles to PDF bookmarks select the options you want Convert Word Headings To Bookmarks and Convert Word Styles To Bookmarks Note When a checkmark appears next to one of these options all of that option s elements will convert to bookmarks if you deselect some headings or styles in step 2 the checkmark changes to a square to indicate that you ve chosen ...

Page 114: ... and click the Word tab 2 Select the options you want to convert in the Word Features section 3 If you selected to convert Word comments to PDF notes do any of the following If you want to exclude all comments from a particular reviewer deselect the box adjacent to that reviewer in the Include column If you want a reviewer s PDF notes to be open by default select the box adjacent to that reviewer ...

Page 115: ... editing these settings and creating new settings see Creating custom Adobe PDF settings Important The conversion of files to Adobe PDF is also based on the printer settings or page setup you have chosen for your Microsoft application For example if you are using Microsoft PowerPoint and choose Handouts from the print dialog box the PDF file is based on the Handouts version of the presentation 2 O...

Page 116: ...rt Acrobat 3D Model button on the PDFMaker toolbar A dialog box appears 3 Click the button to the right of 3D Model locate the 3D file and then click Open 4 Optional To include a JavaScript file with the 3D file click the button to the right of Script locate the file and then click Open 5 Click OK to add the 3D model A preview of the 3D model appears in the original document slide or spreadsheet T...

Page 117: ...o an existing PDF file 1 In Outlook select one or more email messages 2 Click the Convert And Append Selected Messages To An Existing Adobe PDF button 3 Select the PDF file to which you want to append the new PDF file 4 Click Open To convert a folder of email messages to a PDF file 1 In Outlook select the folder 2 Click the Convert Selected Folder To Adobe PDF button 3 In the Save In box specify a...

Page 118: ...onvert a Microsoft Project file to an Adobe PDF file 1 In Microsoft Project open the Microsoft Project document 2 Click one of the following buttons on the PDFMaker 7 0 toolbar The Convert To Adobe PDF button The Convert To Adobe PDF And Email button The Adobe PDF file automatically attaches to a new email message in your default email application The Convert To Adobe PDF And Send For Review butto...

Page 119: ...n the Access document 2 Select the object that you want to convert to a PDF file 3 Do one of the following Click the Convert To Adobe PDF button in the PDFMaker 7 0 toolbar Click the Convert To Adobe PDF and EMail button in the PDFMaker 7 0 toolbar The Adobe PDF file automatically attaches to a new email message in your default email application Click the Convert To Adobe PDF And Send For Review b...

Page 120: ...t To Adobe PDF button The Convert To Adobe PDF And EMail button The Adobe PDF file automatically attaches to a new message in your default email application The Convert To Adobe PDF And Send For Review button The file converts to an Adobe PDF file and an email based review process begins See Setting up an email based review 3 In the Save In box specify a folder in which to save the PDF file type a...

Page 121: ...see Editing PDFMaker conversion settings Windows 2 If you want to convert each page in the Visio file to a bookmarked page in the PDF file choose Adobe PDF Convert All Pages In Drawing If this option is deselected only the current page is converted 3 Click one of the following buttons in the PDFMaker toolbar to create the PDF file The Convert To Adobe PDF button The Convert To Adobe PDF And EMail ...

Page 122: ...y type a layer name A PDF layer set is a folder for organizing layers in the Layers tab in Acrobat To convert the selected Visio layers to individual layers click the Add Layer s button The name of a layer in the Layers In Visio Drawing list is unavailable if that layer is included in the Layers In PDF list When you select that layer in the Layers In PDF list a bullet appears next to the layer s n...

Page 123: ... For Review button The file converts to an Adobe PDF file and an email based review process begins See Setting up an email based review 3 To select which AutoCAD layouts to include in the resulting PDF file and their order do any of the following in the Acrobat PDFMaker dialog box and then click OK To include one or more AutoCAD layouts select the layouts in the Layouts In Drawing list and click A...

Page 124: ...om the PDF Layer Settings menu To select a single layer click the name of the layer To select more than one layer Ctrl click the desired layers To select all layers right click and choose Select All Note To navigate through the AutoCAD layers use the Up and Down Arrow keys Use the scroll bar at the bottom of the column to scroll horizontally through the table 4 To add the selected AutoCAD layers t...

Page 125: ...nvert an AutoCAD file to an Adobe PDF file See Converting Autodesk AutoCAD files Windows In the last step select the Retain All Or Some Layers option 2 In the Acrobat PDFMaker dialog box click Add PDF Settings and do one of the following To create a new setting enter its name in the New Layer Setting Name box To rename a PDF setting select the name and click Rename To delete a PDF setting select t...

Page 126: ...c settings remain in effect until changed PDFMaker conversion settings A Settings that apply to all applications B Settings that apply only to the current application in this case Microsoft Word To change the PDFMaker conversion settings 1 Choose Adobe PDF Change Conversion Settings 2 Set the conversion settings in the various tabs Settings determines the PDFMaker and application settings that wil...

Page 127: ...ing Adobe PDF files by dragging and dropping Creating Adobe PDF files from multiple files Creating Adobe PDF files from paper documents Creating Adobe PDF files from downloaded web pages Creating Adobe PDF files from screen captures Setting conversion options for image files Setting conversion options for nonimage files Setting display options for converted text files ...

Page 128: ...dobe PDF file using Acrobat Distiller 1 In Distiller select an Adobe PDF settings file from the Default Settings pop up menu For details see Using default Adobe PDF settings files 2 In your authoring application convert your file to PostScript See Creating PostScript files 3 Convert the PostScript file using one of the following methods Choose File Open and open the PostScript file Drag the PostSc...

Page 129: ... location for files when using drag and drop or the Print command select Ask For PDF File Destination To be warned if you are about to overwrite an existing PDF file select Ask To Replace Existing PDF File To automatically open the converted PDF file select View PDF When Using Distiller To automatically delete the log files used to track messages generated during a distilling session unless the jo...

Page 130: ...nced features of PostScript Use the Adobe PDF printer as your PostScript printer Windows When you create a PostScript file you have to send the fonts used in the document To send the fonts click the Adobe PDF Settings tab in the Adobe PDF Printing Preferences dialog box and deselect Do Not Send Fonts To Adobe PDF See Using the Adobe PDF printer Give a PostScript file the same name as the original ...

Page 131: ...olders as a network service for other users Every user who creates Adobe PDF documents must have an Acrobat license To set up watched folders 1 In Acrobat Distiller choose Settings Watched Folders 2 Click Add Folder and select the target folder Distiller automatically puts an In folder and an Out folder in the target folder You can place In and Out folders at any level of a disk drive 3 If you wan...

Page 132: ...les from multiple files To create an Adobe PDF file using the Create PDF From File command 1 In Acrobat choose File Create PDF From File or click the Create PDF button on the toolbar and choose From File 2 Select your file type from the Files Of Type menu Windows or the Show menu Mac OS and locate the file you want to convert to an Adobe PDF file 3 If you want to customize the conversion settings ...

Page 133: ... of the Acrobat window or onto the Acrobat icon To create an Adobe PDF file by dragging and dropping Do one of the following Windows Drag the file into the open Acrobat window or onto the Acrobat icon Note If you have a file open in the Acrobat window and you drag a file into the document pane the converted file opens as a new PDF file Mac OS Drag the file onto the Acrobat icon ...

Page 134: ... or Ctrl click Windows or Command click Mac OS to add multiple files from the same folder Select Include All Open PDF Documents to automatically add all open PDF files to the list of files to combine In the Include Recently Combined Files menu select from the last 10 combined files Select a PDF file and click Preview to view it Click OK to close the viewing window You can add the same file more th...

Page 135: ...e and later want to search correct or copy text in the file or make the file accessible to vision and motion impaired users you can use the Recognize Text Using OCR command to run OCR and find the characters See Converting image only scanned pages to searchable text Note If you need to convert large volumes of legacy paper documents into searchable PDF archives consider purchasing the Adobe Acroba...

Page 136: ...he language for the OCR engine to use to identify the characters In the Japanese version of Acrobat the roman languages are available only if you perform a Custom installation and select Roman Language Support In non Japanese versions of Acrobat the Japanese language is available only if you perform a Custom installation and select Asian Language Support PDF Output Style allows you to specify eith...

Page 137: ...tput the default setting gives compact pages of good quality higher settings result in more accurately compressed less compact pages lower settings increase compression and reduce quality For Adaptive compressed output the slide bar determines both the JPEG quality of gray and color output images and the use of low resolution images to represent some page content Deskew Rotates the skewed page so ...

Page 138: ...disabled the full 10 to 3 000 ppi resolution range permitted by Acrobat may be input but the recommended resolution is still 144 and higher ppi For Adaptive compression 300 ppi is recommended for grayscale or RGB input or 600 ppi for black and white input Note Pages scanned in 24 bit color 300 ppi at 8 1 2 by 11 inches 21 59cm by 27 94cm result in large images 25 MB prior to compression Your syste...

Page 139: ...h You can use the Recognize Text Using OCR command on pages that were scanned or imported at 144 ppi and higher To convert scanned pages to searchable text 1 Open the file you want to convert and choose Document Recognize Text Using OCR Start 2 Specify the pages to be converted 3 Under Settings click the Edit button if you want to change the primary OCR language the PDF output style or the image d...

Page 140: ... 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 Document Recognize Text Using OCR Find First OCR Suspect Note If you close the Find Element window before correcting all suspect words you can return to the process by choosing Document Recognize Text Using OCR Find First OCR Suspect or by clicking any suspect ...

Page 141: ...oads only once You can determine whether to reference digital media components by URL not include them or embed the files where possible See Setting display options for converted HTML pages Depending on the options selected when downloading and converting web pages an Adobe PDF file created from web pages can display special tagged bookmarks that retain web information such as the URLs for all lin...

Page 142: ...ands of pages and can take a long time to download as well as use up your system s hard disk space and available memory causing a system crash You may want to begin by downloading only one level of pages and then go through them to find particular links to download 4 Specify the following options Stay On Same Path downloads only web pages subordinate to the URL you provide Stay On Same Server down...

Page 143: ...ac OS the web link and choose Append To Document Choose Advanced 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 links to download and click Download Click Properties to set the download options See Specifying conversion settings for capturing web pages If you re downloading more than one level of pages in Windows the D...

Page 144: ...L structure of the original web pages If this option is selected you can create tagged bookmarks for paragraphs list elements table cells and other items that use HTML elements Place Headers Footers On New Pages to place a header and footer on every page The header shows the web page s title and the footer shows the page s URL the page number in the downloaded set and the date and time of the down...

Page 145: ... select these options converted web pages may look different than they do in a web browser but they may be easier to read if printed Wrap Lines Inside PREs Longer Than wraps preformatted HTML lines of text if they are longer than a specified length The web page is scaled so that the longest line on the page fits on the screen Select this setting if an HTML file you re downloading has unreasonably ...

Page 146: ...ew PDF File Created From Web Page Is Opened to automatically open the navigation pane and display tagged bookmarks when you open a new file If this option is not selected the navigation pane is closed when you open converted web pages but the tagged bookmarks are still created Click the Bookmarks tab to see the tagged bookmarks in the document pane 5 Select Always or After to skip secured pages wh...

Page 147: ...Photoshop capture the current window to the Clipboard Then in Acrobat choose File Create PDF From Clipboard Image or choose From Clipboard Image from the Create PDF menu You can also use the PrntScrn key to copy the screen to the Clipboard Mac OS Choose Acrobat Services Grab Screen Selection or Timed Screen Grab is the Mac OS X screen capture utility Your screen capture automatically converts to a...

Page 148: ...es with large areas of single colors or repeating patterns such as screen shots simple images created with paint programs and black and white images that contain repeating patterns Choose JPEG quality minimum to maximum to apply compression that is suitable for grayscale or color images such as continuous tone photographs that contain more detail than can be reproduced on screen or in print Choose...

Page 149: ...ettings files and Creating custom Adobe PDF settings For Adobe PDF Security you can select a predefined option None Reconfirm Security For Each Job or Use Last Known Security Settings You can use one of these default settings to apply security or you can edit the setting by clicking Edit See About document security Windows For Microsoft Office files you can also select options for enabling accessi...

Page 150: ... reach the margin of the text files It is generally a good idea to select this option because web pages have no preset page width Otherwise lines are defined only by carriage return or new line characters and the page is scaled so the longest line fits on the screen Reflow Text is available when Wrap Lines At Margin is selected See Understanding and optimizing Reflow Limit Lines Per Page limits th...

Page 151: ...ing default Adobe PDF settings files Creating custom Adobe PDF settings Adobe PDF settings options Making custom Adobe PDF settings available to other users Compressing and downsampling images Accessing and embedding fonts ...

Page 152: ...ons PDF X 3 2002 Checks incoming PostScript files for PDF X 3 2002 compliance and only creates a file that is PDF X 3 2002 compliant If the file fails compliance checks Distiller creates a PDF X log file that describes the errors in the document Like PDF X 1a PDF X 3 is an ISO standard for graphic content exchange The main difference is that PDF X 3 allows the use of color management and device in...

Page 153: ...the list on the left Adobe PDF Settings dialog box Windows A Predefined Adobe PDF settings B Options panels 3 Change the desired options in the various panels General options set Adobe PDF file compatibility default page size for EPS files resolution and other file settings See General options Images options reduce file size by changing the way images text and line art are compressed See Images op...

Page 154: ...ns You can edit the options in a selected settings file The settings panels appear different in Windows and Mac OS Related Subtopics General options Images options Fonts options Color options Advanced options Standards options ...

Page 155: ...C4 security supported 128 bit RC4 and 128 bit AES Advanced Encryption Standard security supported Object Level Compression Consolidates small objects each of which isn t compressible itself into streams that can then be efficiently compressed Off does not compress any structural information in the PDF document Select this option if you want users to view navigate and interact with bookmarks and ot...

Page 156: ... 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...

Page 157: ...r should respond if it cannot find a font to embed when processing a file You can have Distiller ignore the request and substitute the font warn you and substitute the font or cancel processing of the current job 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 l...

Page 158: ...t the expense of preserving relationships between colors and is suitable for proofing to simulate the output of a particular device Relative Colorimetric compares the extreme highlight of the source color space to that of the destination color space and shifts all colors accordingly Out of gamut colors are shifted to the closest reproducible color in the destination color space Relative colorimetr...

Page 159: ...PDF File Embeds the settings file used to create the PDF file You can open and view the settings file which has a joboptions extension in the Attachments tab in Acrobat Choose View Navigation Tabs Attachments The Adobe PDF settings file becomes an item in the EmbeddedFiles tree inside the PDF file For details see the PDF Reference Fifth Edition Version 1 6 at http partners adobe com links acrobat ...

Page 160: ...r to create the PDF file if the PostScript file does not comply with the standard s requirements Continue creates a PDF file and notes the problems in the report Cancel Job creates a PDF file only if the PostScript file meets the PDF X requirements of the selected report options and is otherwise valid Report As Error Flags the PostScript file as noncompliant if one of the reporting options is sele...

Page 161: ...r location to the Default Settings menu To add custom Adobe PDF settings to the Default Settings menu Do one of the following Drag the joboptions file onto the Distiller window In Acrobat Distiller choose Settings Add Adobe PDF Settings and then double click the desired PDF settings file PDF settings files have the extension joboptions The settings file appears as the selected option in the Defaul...

Page 162: ...nclude most black and white illustrations made by paint programs and any images scanned with an image depth of 1 bit Adobe Photoshop for example works with images 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 De...

Page 163: ... on screen or in print JPEG is lossy which means that it removes image data and may reduce image quality but it attempts to reduce file size with the minimum loss of information Because JPEG eliminates data it can achieve much smaller file sizes than ZIP compression Acrobat provides six JPEG options ranging from Maximum quality the least compression and the smallest loss of data to Minimum quality...

Page 164: ...e files See Creating PostScript files Create color grayscale and monochrome images Then select different compression and downsampling settings for each image type 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 m...

Page 165: ... included in font folders that Distiller monitors The fonts are called out by name in the PostScript file and Distiller looks in the folders to get the actual fonts Width only versions of many common Chinese Japanese and Korean fonts are included in Acrobat Make sure that the fonts are available on your computer To install them in Windows choose Complete when installing Acrobat or choose Custom an...

Page 166: ...the folders that Distiller searches for fonts These folders can be on your hard drive or on a network Distiller indicates that a font folder is available by displaying a folder icon to the left of the folder name If no icon appears or if an icon with an x through it appears with a folder name the connection to the folder has probably been lost You ll need to reestablish the connection 2 To add a f...

Page 167: ... 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 For Asian text Acrobat uses fonts from the installed Asian language kit or from similar fonts on the user s system Fonts from some l...

Page 168: ...without embedded fonts In Acrobat choose Advanced Use Local Fonts to specify whether Acrobat should ignore the fonts installed on your system When Use Local Fonts is not selected Acrobat displays the PDF file using substitute fonts for all fonts that are not embedded If a font cannot be substituted the text appears as bullets and Acrobat displays an error message You can also print the PDF file us...

Page 169: ...e To find a PostScript font name 1 Use any application to create a one page document with the font 2 Create an Adobe PDF file from the document 3 Open the PDF file with Acrobat and choose File Document 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 5 Click OK to close the dialog box ...

Page 170: ...Saving and Converting Adobe PDF Content Saving Adobe PDF files Reducing Adobe PDF file size Converting Adobe PDF documents to other file formats Converting images to an image format ...

Page 171: ...our changes by saving the PDF file or saving a copy of the PDF file You can also save changes to your work incrementally and then recover those changes if a problem occurs Note Saving a digitally signed PDF document invalidates the signature Related Subtopics Saving document changes Preventing and recovering lost changes ...

Page 172: ...hanges to a PDF document Do one of the following To save the changes to the current document choose File Save To save the modified document to a new file choose File Save As For Save As Type Windows or Format Mac OS choose Adobe PDF Files pdf Type a name and location and click Save To revert to the last saved version of the Adobe PDF file Choose File Revert and then click Revert ...

Page 173: ...you don t lose your place when the file is reloaded The AutoSave feature is not supported in the following cases A document that has its security changed Changes to the security of the document disable automatic saving and display a message in the Security panel of the Document Properties dialog box You must save the document to reenable automatic saving of document changes A document created usin...

Page 174: ...structure and cleaning up elements such as duplicate background images and invalid bookmarks If the file size is already as small as possible this command has no effect See Using PDF Optimizer Note Reducing the file size of a digitally signed document invalidates the signature You can also reduce file size by limiting the compatibility with earlier versions of Adobe Acrobat This is recommended onl...

Page 175: ...format Microsoft Word Document See Conversion options for Rich Text Format or Microsoft Word format PNG See Conversion options for PNG format Rich Text Format See Conversion options for Rich Text Format or Microsoft Word format Text accessible and plain See Converting to accessible text and Conversion options for HTML XML or plain text format TIFF See Conversion options for TIFF format 3 Click Set...

Page 176: ...ticular output device The Device Independent PPD creates composite not separated PostScript or EPS files You cannot create device independent separations Acrobat Default provides a starting point and reference for creating all types of PostScript This option also restores all default settings for the conversion Adobe PDF 7 0 is suitable for generic PostScript files and is most likely to be compati...

Page 177: ... locale setting Save as HTML 3 0 HTML ASCII Save as HTML 4 0 1 UTF 8 Generate Bookmarks Generates bookmark links to content for HTML or XML documents Links are placed at the beginning of the resulting HTML or XML document Generate Tags For Untagged Files Generates tags for files that are not already tagged such as PDF files created using Acrobat 4 0 or earlier If this option is not selected untagg...

Page 178: ...owsers Progressive downloads the image first as a low resolution image with progressive improvement in quality as downloading continues RGB CMYK Grayscale Specifies the type of color management to be applied to the output file Embed Profile places an ICC profile matching the current working space into the output file Embedding the working space profile may increase file size Off does not add any p...

Page 179: ... applies the filtering algorithm Sub Up Average or Paeth best suited for the image Select Adaptive if you are unsure of which filter to use RGB CMYK Grayscale Specifies the type of color management for the output file Embed Profile places an ICC profile matching the current working space into the output file Embedding this profile may increase file size Off does not add any profile to the output f...

Page 180: ...le matching the current working space into the output file Embedding this profile may increase file size Off does not add any profile to the output file Ask When Saving displays a dialog box that lets you choose whether to embed or discard the ICC profile from the input file The size of the profile is given Colorspace Resolution For Colorspace let Acrobat determine the color space or choose Color ...

Page 181: ...ppear depends on the application and version used to display the RTF or DOC file For example not all versions of Microsoft Word properly display multicolumn format from an RTF file Retain Page Size Margin Preserves the page size and margins in page layouts Include Images The default output image format is JPEG Output Format Select JPEG or PNG for the image format and then select the color space an...

Page 182: ... the document tags is used in place of images and figures Plain text follows the structure order of text in the document and ignores all artifacts and figure elements in the conversion Hard hyphens are preserved and soft hyphens are removed For information on converting PDF documents to plain text see Conversion options for HTML XML or plain text format To convert an Adobe PDF document to accessib...

Page 183: ...hoose the image type for Save As Type Windows or Format Mac OS By default the source file name is used as the file name with the image file type appended 3 Click Settings 4 In the Export All Images As Settings dialog box select the file settings color management and conversion settings for the file type See Conversion options for JPEG and JPEG2000 format Conversion options for PNG format and Conve...

Page 184: ...FORMS About Adobe PDF forms Setting Forms preferences ...

Page 185: ...iveCycle Designer or Adobe Acrobat Professional You can design and create an entirely new form or you can quickly convert your existing paper and electronic forms to PDF and then add PDF form fields There are three types of Adobe PDF forms Fill and print PDF forms are typically digital presentations of paper forms Fill and print forms may contain interactive form fields or static form fields eithe...

Page 186: ...tal signature field Lets you electronically sign a PDF document with a digital signature Document Message Bar Displays information about the PDF form and can display tools and options List box Displays an entire list of options that you can scroll through and from which you may be able to select more than one item Radio buttons Present a group of choices from which you can typically select only on...

Page 187: ...Lay out the static parts of the form such as text rectangles text labels and images in an application such as Adobe Illustrator Adobe InDesign or Microsoft Word Alternatively you can create your entire form in Adobe LiveCycle Designer which lets you lay out static parts in addition to interactive and dynamic form elements See Using Adobe LiveCycle Designer to create forms Windows Convert the docum...

Page 188: ...Field Overflow Indicator To hide the forms document message bar by default whenever a PDF form is opened in Adobe Reader select that option To display the appearance of a form field when creating or editing forms select Show Field Preview When Creating Or Editing Form Fields 3 To set the Highlight Color forms preferences do any of the following To display a black outline around a form field when y...

Page 189: ...le Creating forms from scratch Creating and editing form fields Setting Acrobat form field properties Positioning form fields Using templates to generate forms dynamically with Acrobat Creating buttons Making Adobe PDF forms accessible Making Adobe PDF forms web ready Using custom JavaScripts in forms ...

Page 190: ...n Designer let you use scripting objects integrate a form with a data source and create dynamic forms Users can fill in a PDF form created with Adobe LiveCycle Designer if they have Adobe Acrobat Standard 7 0 Adobe Acrobat Professional 7 0 Adobe Acrobat 3D or Adobe Reader 7 0 Note PDF form fields that were created in Acrobat can be modified in LiveCycle Designer but PDF form fields that were creat...

Page 191: ...form define its logic modify it to match paper counterparts or meet strict legislative requirements and then preview and test the form using LiveCycle Designer before deploying it Form authors can also use LiveCycle Designer to build and maintain data capture solutions that read from validate against and update corporate data sources With LiveCycle Designer you can integrate PDF forms into existin...

Page 192: ...Help in Adobe LiveCycle Designer Note Acrobat comments and file attachments in a PDF document aren t included in the PDF document copy that is opened in LiveCycle Designer To start LiveCycle Designer outside Acrobat Click the Windows Start button and choose either All Programs Adobe Designer or Programs Adobe Designer 7 0 You can also start LiveCycle Designer while initiating a form related task f...

Page 193: ... you want the most feature rich form creation tools have more advanced form needs or have forms critical to your business use Adobe LiveCycle Designer See Starting Adobe LiveCycle Designer Windows To start LiveCycle Designer using Acrobat and edit a PDF document 1 Open the PDF document in Acrobat 2 Choose Advanced Forms Open Form In Adobe Designer Related Subtopics Creating PDF forms from existing...

Page 194: ...t to PDF using another application see Creating Adobe PDF files from other applications Once your form is converted you can either use Adobe LiveCycle Designer or the forms tools in Acrobat to make the static form fields interactive To start LiveCycle Designer using Acrobat and create an interactive copy of a static PDF form 1 Open the static PDF form in Acrobat 2 Choose Make Form Fillable from th...

Page 195: ... onto their forms They can design a form define its logic modify it to match paper counterparts or meet strict legislative requirements and then preview the form before deploying it Acrobat also offers several features that simplify the process of putting together an entire form but has less form authoring features and abilities than LiveCycle Designer With Acrobat you can precisely place and alig...

Page 196: ... the Edit Form In Adobe Designer dialog box A copy of your form opens in Designer In the Edit XML Form In Adobe Designer dialog box click OK If your PDF form contains unsaved changes you first need to click Save in the Adobe Acrobat dialog box For more information on using Designer see Designer Help To create a form field in Acrobat 1 Choose Tools Advanced Editing Show Forms Toolbar 2 On the Forms...

Page 197: ...selected form field Click the More button on the Properties toolbar The Properties toolbar contains only those settings that are most commonly changed To view the complete set of properties in the Properties dialog box click the More button 3 Click the General tab and specify the following properties Enter a name tool tip text and other general properties For information on the Tooltip option see ...

Page 198: ...one of the following In the Forms toolbar select the forms tool you used to create the form field that you want to change Choose Tools Advanced Editing Select Object tool 2 To select a single form field click it To select multiple form fields do one of the following Ctrl click Windows or Option click Mac OS each form field Ctrl drag Windows or Option drag Mac OS a selection marquee around the form...

Page 199: ...h the same name To duplicate a form field on the same page 1 On the Forms toolbar select the tool used to create the form field 2 Select the form field and do one of the following Ctrl drag Windows or Option drag Mac OS the form field to the new position To constrain the movement horizontally or vertically press Shift while continuing to drag the form field To duplicate the form field to the cente...

Page 200: ... You then create two copies of the Title form field the two new form fields would be renamed Title 0 and Title 0 0 All new fields will be created sequentially using standard array format To create multiple copies of form fields 1 Using a form field tool create one or more fields 2 Ctrl drag Windows or Option drag Mac OS a selection marquee around the form fields 3 Choose Advanced Forms Fields Crea...

Page 201: ...r over the form field just type the text in the Tooltip box in the Text Field Properties window The Tooltip text is also read by screen readers See Making Adobe PDF forms accessible To set default properties for a form field type 1 To select the form field do one of the following Select the forms tool you used to create the form field that you want to change Choose Tools Advanced Editing Select Ob...

Page 202: ...re See Defining the tabbing order This method is useful only if the form fields are organized in rows or columns or if the form fields are tagged Ideally you should use Adobe LiveCycle Designer for its additional options and control for setting the tabbing order See Using Adobe LiveCycle Designer to create forms Windows If you want to manually customize the tab order with Acrobat you can use the S...

Page 203: ...f the check inside the check box is determined by the size of the font you specify on the Appearance tab To change check box properties 1 In the Check Box Properties dialog box click the Options tab and do any of the following options Select a check box style and whether you want the check box to be checked by default Enter an export value to represent the chosen item if it is exported to a CGI ap...

Page 204: ...ghlight another item from the list 7 Select any of the following options Select Sort Items to sort the Item List numerically and alphabetically A numeric sort if applicable is performed before an alphabetical sort Select Allow User To Enter Custom Text to allow the user to enter a value other than the ones in the list Select Check Spelling to spell check values entered by the user This option does...

Page 205: ... for text that extends beyond the boundaries of the text field Select Allow Rich Text Formatting to allow users to apply styling information to the text such as bold or italic This might be useful in certain text fields where such styling information is important to the meaning of the text such as an essay Select Limit Of Characters to set a limit to the number of characters that can be entered in...

Page 206: ...luding all characters available on a standard keyboard and ANSI characters in the ranges of 32 126 and 128 255 O The letter O accepts alphanumeric characters A Z a z and 0 9 9 Accepts only numeric characters 0 9 For example a mask setting of AAA p 999 accepts the input BOE p 767 A mask setting of OOOOO XXX accepts the input vad12 3Up Arbitrary Mask option The Custom format category lets you create...

Page 207: ...ng only alphabetic entries in a form field To access the Acrobat JavaScript Scripting Reference go to http partners adobe com links acrobat English only on the Adobe website You can select from the following validation options To turn off validation select Field Value Is Not Validated To specify a numeric range for form fields using number or percentage formats select Field Value Is In Range To ru...

Page 208: ...n you are creating and testing your form fields For convenience you can turn off automatic calculation while you work See Setting Forms preferences You can select from the following calculation options To define the form field without calculation properties select Value Is Not Calculated To perform a simple calculation based on the values of two or more fields select Value Is The __ of the followi...

Page 209: ...elect another item from the list 5 Repeat steps 2 through 4 to add items to the list 6 Use the Up and Down buttons to rearrange the items in the list or the Delete button to remove items from the list 7 Do any of the following Select Sort Items to sort the Item List numerically and alphabetically A numeric sort if applicable is performed before an alphabetical sort Note If you select Sort Items th...

Page 210: ...s 1 In the Radio Button Properties dialog box click the Options tab and then do any of the following Select a style for the radio button Circle is the default Enter an export value to identify the radio button and differentiate it from other radio buttons that share the same Name value Select whether or not you want the radio button checked by default Select whether or not you want radio buttons w...

Page 211: ...ed tab and then do one of the following Select Nothing Happens When Signed This is the default Select Mark As Read Only to lock the named field when the form field is signed If you choose Just These Fields or All Fields Except These click Pick In the Field Selection dialog box select one or several fields and then click OK Select This Script Executes When Field Is Signed to execute the JavaScript ...

Page 212: ... file manually by aligning centering or distributing multiple fields relative to one other or by using a grid for precise positioning Related Subtopics Moving form fields manually Aligning centering and distributing form fields Positioning form fields with grids ...

Page 213: ...ocation To constrain movement to a horizontal or vertical direction begin dragging and then press Shift while continuing to drag the selection Precisely position the form field using the arrow keys to nudge the selected form field into position Exactly relocate the form field to the center of the current page by choosing Edit Cut navigate to the desired location and then choose Edit Paste Note Fie...

Page 214: ...ar select the tool used to create the form field 2 Press Shift and select the form fields that you want to center 3 Right click Windows or Control click Mac OS and choose a command from the Center menu Vertically centers the form fields with respect to the page s vertical dimension Horizontally centers the form fields with respect to the page s horizontal dimension Both centers the form fields on ...

Page 215: ...orm fields at precise points on a page The grid lines do not get printed You can define the grid spacing color and position of a grid You can also choose whether to have the boundaries of a form field snap to grid lines when you are editing the form field See Viewing grids ...

Page 216: ...o Adobe Reader users Therefore if you create an Acrobat application that uses template functionality a user who has access only to Adobe Reader won t be able to use your application To define a template 1 Navigate to the page you want to use as a template and choose Advanced Forms Page Templates 2 Enter a name for the template and click Add 3 Click Close to define the template To edit a template 1...

Page 217: ...es of actions not just a single action A button can have alternate appearances determined by mouse behavior when over the button A button can be easily copied across many pages Mouse actions can activate different button actions For example Mouse Down a click Mouse Up releasing after a click Mouse Enter moving the pointer over the button and Mouse Exit moving the pointer away from the button can a...

Page 218: ...ns tab not the button name in the General tab Note If Enable Right To Left Language Options is selected in the International tab of the Preferences dialog box the Appearance tab includes options for changing the digit style and text direction for buttons 5 Click the Options tab and select options to determine how labels and icons appear on the button See Customizing button displays 6 Click the Act...

Page 219: ...Rollover determines what the button looks like when the pointer is held over the button See Showing and hiding image buttons Outline highlights the button border Invert reverses the dark and light shades of the button 5 To define the label or icon that appears on the button do the following If a label option is selected from the Layout menu type the text in the Label box If an icon option is selec...

Page 220: ... from the State list 5 Click Choose Icon and then click Browse Select the file type from the File Of Type Windows or Show Mac OS menu navigate to the location of the image file and then double click the file In this example you would select a map of Paris Click OK to accept the previewed image as the button 6 Click the Appearance tab If needed deselect Border Color and Fill Color and then click Cl...

Page 221: ... user with information about the field or to provide instructions for example using the Tooltip property s value the screen reader could say Your name Without the Tooltip property a screen reader simply names the type of form field To add instructional information to a form field 1 Do one of the following to open the form field s Properties window Double click a selected form field Click the More ...

Page 222: ...base Any existing CGI application that collects data from forms in HTML FDF or XML format can be used See http partners adobe com asn acrobat forms jsp Before you make your forms web ready make sure that your form field names match those set in the CGI application Important CGI scripts must be built outside Acrobat and their creation is not covered by the Adobe Acrobat product Related Subtopics Cr...

Page 223: ...Format option FDF exports as an FDF file You can choose to export the form fields data comments incremental changes to the PDF file or all three The Incremental Changes To The PDF option is useful for exporting a digital signature in a way that is easily read and reconstructed by a server Note If the server returns data to the user in FDF or XFDF formats the server s URL must end with the FDF suff...

Page 224: ...utton to open the Button Properties dialog box 3 Click the Actions tab and select Mouse Up from the Select Trigger menu 4 Select Reset A Form from the Select Action menu and then click Add 5 In the Reset A Form dialog box do one of the following and then click OK To select individual fields select the fields from the list To select all the fields click Select All 6 Click another tab in the Button ...

Page 225: ...n Mac OS In Windows the Import Form Data action searches the Acrobat or Acrobat Reader folder the current folder the System folder the Windows folder My Documents Adobe Acrobat and the folders that are in the PATH statement On Mac OS the Import Form Data action searches the Acrobat or Acrobat Reader folder and the System Preferences folder To create an Import Data button 1 On the Forms toolbar sel...

Page 226: ...ines in mind Use the default export value Yes to indicate that a check box or radio button has been selected Enter an export value for combo boxes or list boxes only if you want the value to be different from the item listed for example to match the name of the form field in a database The item selected in the combo box or list box is used as the export value unless a different export value is exp...

Page 227: ...m links acrobat English only on the Adobe website Note If you are creating dynamic forms keep in mind that Adobe Reader does not support some custom JavaScripts so the form may not function properly when viewed in Adobe Reader unless additional usage rights were added to the PDF document See If you want to create documents that extend features to Adobe Reader users For information on customizing A...

Page 228: ...Filling in Adobe PDF Forms About completing Adobe PDF forms Completing Adobe PDF forms Importing form data Exporting form data Emailing completed forms ...

Page 229: ... Designer Adobe Acrobat Professional Adobe Acrobat 3D Acrobat Content Server or even Adobe GoLive CS You can print a PDF form or export the form data to a separate file Exporting form data allows you to save the existing data or to transport it with an alternative method such as email If you are filling out a PDF form from inside a web browser you may be able to submit the form through the web Whe...

Page 230: ...o any of the following Press Tab or Shift Tab to accept the form field change and go to the next or previous field Press Enter Windows or Return Mac OS to accept the text form field change and deselect the current field If the current field is a check box pressing Enter or Return turns the check box on or off In a multiline text form field pressing Enter or Return creates a paragraph return in the...

Page 231: ...n you choose an option the box below the option describes the effect of the selected option 3 If you want to include numerical characters in the auto complete memory select Remember Numerical Data To delete one or more Auto Complete entries from storage 1 Choose Edit Preferences Windows or Acrobat Preferences Mac OS and select Forms from the list on the left 2 Click Edit Entry List 3 In the Auto C...

Page 232: ...he data you enter exceeds the current size of the field when you re finished entering data and the field is deactivated the text field expands to display all of the entered data If you want to continue editing a dynamic text field that spans across more than one page you can begin editing the field on either page you ll have access to all of the text in the box no matter which page the text appear...

Page 233: ... into the form fields The process of filling in an interactive PDF form that contains a static or interactive barcode is no different from filling in any other interactive PDF form For information about capturing barcode form data see Adobe LiveCycle Barcoded Forms at www adobe com products server main html Static barcode left and interactive barcode right created in Adobe LiveCycle Designer Using...

Page 234: ...that may be misspelled is found it appears under Word Not Found Suggested corrections appear under Suggestions After you do one of the options in step 3 the next unrecognized word if any is highlighted then you should repeat step 3 until the Restart button appears 3 Do one of the following Edit the selected word To undo your change click Undo Edit To accept your change click Change Double click to...

Page 235: ...m a text file each row in a text file must be tab delimited to create columns as in a table When a row of data is imported each cell becomes the value of the form field that corresponds to the column name To import form data from a file 1 Open the Adobe PDF form 2 Choose File Form Data Import Data To Form 3 Choose the form data type from the Files Of Type menu select a file and click Select Note I...

Page 236: ...le Markup Language XML file Some of these file formats are available only when you re exporting the data from particular PDF forms such as a PDF form created in Adobe LiveCycle Designer You can also import data from an exported file into another form if that form has fields with the same names Alternatively you can import file data from a text file See Importing form data To export form data to a ...

Page 237: ... submit button on the PDF form 2 In the Select Email Client dialog box select the option that best describes how you send email and then click OK Desktop Email Application such as Microsoft Outlook or Eudora For next steps see Submitting PDF forms with a desktop email application Internet Email for web browser based services such as Microsoft Hotmail or Yahoo mail For next steps see Submitting PDF...

Page 238: ...ick the submit or return form button on the PDF form 2 In the Select Email Client dialog box select Desktop Email Application then click OK 3 In the Send Data File dialog box click Print Form if you want a copy of the filled in form then click Send Data File Your default email application displays a new email message with the To Subject Body and Attachment fields automatically filled in 4 Use your...

Page 239: ...choose a location on your computer to save the file then click Save 5 Open a new browser window log in to your web based email service and use your service to create a new blank email 6 In the Sending the Data File dialog box in Acrobat select the value in the To field then right click Windows or Control click Mac OS and choose Copy 7 In your blank email message in your Internet email service clic...

Page 240: ...ng The Data File dialog box click Save Data File 4 In the Save Data File dialog box choose a location on your computer to save the file then click Save 5 Write down the values that appear in the To Subject and Message Text fields so you can use them later when you want to email the form data 6 If you want a copy of the filled in form click Print Form in the Sending The Data File dialog box in Acro...

Page 241: ...Collecting Data from Submitted Forms Collecting form data by email ...

Page 242: ... menu in the Tasks toolbar Choose Advanced Forms Initiate Form Data Collection Workflow Choose File Form Data Initiate Form Data Collection Workflow 3 Do one of the following according to the dialog box that appears Click Next if the Initiate Form Data Collection Workflow dialog box appears Click Close if the Form Fields And Email Submit Button Required dialog box appears You must add form fields ...

Page 243: ...te Spreadsheet From Data Files 2 If you want to automatically include all forms and form data that you ve previously added to the Data Files list select Include Most Recent List Of Files To Export Data From 3 Click Add Files select one or more files that have an xml fdf pdf or xfdf file name extension and then click Select Repeat this step if you want to add more files to the list 4 If you want to...

Page 244: ...REVIEW AND MARKUP Types of review workflows Reviewing documents with additional usage rights Tool operation basics Using email in a review Managing reviews using the Tracker ...

Page 245: ...ing up an email based review Start a tracked browser based review The main advantage to using a browser based review is that the participants can view each others comments during the review process but participants must have access to a shared server See Setting up a browser based review You can also send a PDF document as an email attachment and then ask reviewers to add comments and send the doc...

Page 246: ...ic Acrobat 7 0 Professional or Acrobat 3D adds commenting rights to the review PDF document when you use the wizard to initiate an email based or browserbased review You can also add commenting rights to a PDF document by choosing Comment Enable For Commenting In Adobe Reader When a PDF document with commenting rights opens in Adobe Reader it includes a Document Message Bar that provides instructi...

Page 247: ...progress invite more reviewers and send reminders See Managing reviews using the Tracker In Acrobat 3D or Acrobat 7 0 Professional the wizard can enable additional usage rights in PDF documents so that Adobe Reader 7 0 users can participate in the review See Reviewing documents with additional usage rights Participants have a wide range of commenting and markup tools to choose from to review a PDF...

Page 248: ... For more information on configuring your email applications see the email application s Help Mac OS In Mail the email application that s included with Mac OS choose File Preferences select General and then choose the email application you want to use from the Default Email Reader pop up menu Restart Acrobat for the changes to take effect If your application is not listed choose Select from the me...

Page 249: ...Tracking review comments If you are participating in a review you can view PDF documents you received You can also use the Tracker as a news reader Search for and subscribe to broadcast services on your network such as news feeds or music channels The Tracker subscribes to web content that uses the Really Simple Syndication RSS format which is compatible with XML and RDF formats The Tracker window...

Page 250: ...hting crossing out and underlining text Adding stamps Marking up documents using drawing tools Adding comments in a text box Using the Callout tool Using the Pencil tool Using the Dimensioning tool Adding attachments as comments Spell checking comments and forms Setting Commenting preferences Changing the appearance of comments ...

Page 251: ...a sticky note to your Adobe PDF document the pop up window contains your text message Other tools let you add stamps drawing markups or text edit comments that indicate where you want text to be added or deleted You can paste copied text and images into a PDF document or attach a separate file or audio clip See Adding note comments Pasting an image from the Clipboard and Adding attachments as comm...

Page 252: ...utton The button is unavailable when the Commenting toolbar is open Choose View Toolbars Commenting Choose Comment Show Commenting Toolbar Choose Tools Commenting Show Commenting Toolbar Note If the menu selection has a checkmark beside it or if the menu option is Hide Commenting Toolbar the toolbar is already open 2 In the Commenting toolbar choose a tool from the tool s pop up menu To keep a com...

Page 253: ...u can also use the Select tool to copy and paste text from a PDF document into the note 3 Optional Click the close button in the upper right corner of the pop up window to close the note Closing the pop up window does not delete your text To edit a note comment 1 Click or double click the note icon to open the pop up window by using either the Note tool the Hand tool or the Select tool 2 Do any of...

Page 254: ...out adding text The paragraph insertion caret appears To indicate that a space should be added press the spacebar and then close the pop up window without adding text The space insertion caret appears You can also indicate text edits by using the Select tool to select text or place the pointer and then choosing the Insert Text At Cursor command from the Text Edits pop up menu on the Commenting too...

Page 255: ... 2 Drag from the beginning of the text you want to mark up Ctrl drag Windows or Option drag Mac OS to mark up a rectangular area of text This is especially useful to mark up text in a column To delete a highlight cross out or underline markup Do one of the following Right click Windows or Control click Mac OS the markup and then choose Delete With the Highlight Text Cross Out Text or Underline Tex...

Page 256: ...ment page where you want to place the stamp at its default size or drag a rectangle to define the size and placement of the stamp 3 If you haven t provided a name in the Identity preferences the Identity Setup dialog box prompts you to do so To edit a stamp 1 Select the Hand tool 2 Do any of the following To move a stamp drag it to a new location To resize the stamp click it and then drag a corner...

Page 257: ...e Stamp Tool menu on the Commenting toolbar choose Show Stamps Palette 2 Choose a stamp category from the pop up menu at the top 3 Click Import select the file you want to use and then click Select 4 If the file has more than one page scroll to the page you want and then click OK 5 Choose a category from the pop up menu or type a name to create a new category name the custom stamp and then click O...

Page 258: ...ting toolbar choose Show Stamps Palette 2 Choose the stamp category from the pop up menu right click Windows or Control click Mac OS the custom stamp and choose Delete from the pop up menu 3 If you haven t provided a name in the Identity preferences the Identity Setup dialog box prompts you to do so To delete a custom stamp category 1 Choose Manage Stamps from the Commenting toolbar 2 Select the c...

Page 259: ... you want the line to appear If you re drawing an arrow the arrow pointer appears where you begin drawing If you re drawing a polygon or polygon line click a starting point move the pointer and click to create a segment of the polygon and then continue clicking to create segments of the polygon When you finish drawing the polygon click the starting point or double click to close the shape Double c...

Page 260: ...can import these comments into the original drawing to assist the revision process See Exporting markups to an AutoCAD drawing Acrobat includes several tools that are suitable for reviewing plans and designs in the Drawing Markups toolbar Note AutoCAD drawings must be converted to PDF in AutoCAD by using PDFMaker See Converting Autodesk AutoCAD files Windows ...

Page 261: ...uish your markups from other reviewers markups in a document review Note You cannot group text edit markups To group markups 1 Using the Hand tool select a markup 2 Ctrl click Windows or Command click Mac OS to select all the markups you want to group 3 Right click Windows or Control click Mac OS anywhere in the selection and choose Group from the pop up menu To ungroup markups Right click Windows...

Page 262: ...the text you type and then type the text The text box expands horizontally to fit the text until you press Enter or Return If the Properties toolbar is not visible right click Windows or Control click Mac OS the toolbar area and then choose Properties Bar 4 Do any of the following Click the text box to select it Use the Properties toolbar to change the border and fill options Double click the text...

Page 263: ... 1 Make sure Enable Right To Left Language Options is selected in the International section of the Preferences dialog box See Enabling right to left languages 2 Right click Windows or Control click Mac OS the text box and then choose Paragraph Direction Right To Left or Left To Right Paragraph alignment automatically changes according to your selection For example if paragraphs are left aligned an...

Page 264: ...ne and is created when you first click in the PDF document You can modify the color and appearance of the text box and add arrows or leaders to the end point line Callout text box To add a Callout markup 1 Select the Callout tool from the Drawing Markups toolbar 2 Do one of the following Click where you want the end point to appear A default sized box appears Drag to create a custom sized text box...

Page 265: ...and continue drawing To specify the line width color and other properties of pencil marks before you draw choose View Toolbars Properties Bar and select the desired options from the Pencil Tool Properties toolbar To edit the pencil comment 1 To erase parts of the drawing select the Pencil Eraser tool from the Arrow menu on the Drawing Markups toolbar and then drag across the areas of the drawing t...

Page 266: ... toolbar 2 Drag from where you want the line to start to create a line of the desired length When you re finished the tool switches to edit mode and a text box appears above the line 3 Enter a value in the text box To edit a Dimensioning markup 1 Use the Hand tool to select the Dimensioning markup and then do any of the following To adjust the width or direction drag one of the handles that appear...

Page 267: ...tracked with other comments in a review workflow unlike file attachments that you add using the Attach A File tool Comment attachments appear in the Attachments tab with a page number indicating their location Audio attachments appear in the Comments List For information about adding audio clips and movies to a PDF document see Integrating media into documents Related Subtopics Using the Record Au...

Page 268: ...ce the audio comment 3 Click Browse Windows or Choose Mac OS and select the audio file you want to add 4 Optional To hear the audio comment click the Play button When you re finished click Stop and then click OK 5 Specify options in the Properties dialog box as described in Changing the appearance of comments and then click Close To record an audio comment 1 Select the Record Audio Comment tool 2 ...

Page 269: ...s that you attach using the paper clip icon from the File toolbar aren t tracked with other comments and may cause your attached comments to be lost To add a file attachment as a comment 1 In the Commenting toolbar choose Attach File As Comment Tool from the Attach File As Comment menu 2 Click in the PDF document where you want to place the attachment 3 Select the file that you want to attach and ...

Page 270: ...ect tool or the Snapshot tool to select an image from a PDF document See Copying images In another application select an image and choose Edit Copy 2 Open a PDF document 3 Choose the Paste Clipboard Image As Stamp tool from the Stamp Tool menu on the Commenting toolbar 4 Click in the document where you want the image to appear 5 Do any of the following Using the Hand tool drag the image to move it...

Page 271: ...e Spell Check button 2 Click Start to begin the spell check When a word that may be misspelled is found it appears under Word Not Found Suggested corrections appear under Suggestions 3 To change the word that may be misspelled do one of the following Edit the selected word To undo your change click Undo Edit To accept your change click Change Double click to select a correction from the list of su...

Page 272: ... of the following and then click OK Select Check Spelling While Typing so that unrecognized words are underlined as you type in a form field or comment Click Underline Color to select the color to use for underlining unrecognized words In the Dictionaries list select the languages you want to use to spell check the document This list is the order in which the spell checker goes through dictionarie...

Page 273: ... a dictionary 1 Do one of the following During a spell check if an unrecognized word appears in the Check Spelling dialog box click Add to add it to the dictionary The word is added to the language dictionary selected from the Add To menu Choose Edit Spell Checking Edit Dictionary Type the word you want to add in the Entry box and then click Add When you re finished adding words click Done 2 To re...

Page 274: ...ps To Their Pop ups On Mouse Rollover When you place the pointer over a comment markup such as highlighting or a note icon the shaded connector line between the comment and the open pop up window appears Selected by default Ensure That Pop ups Are Visible As The Document Is Scrolled As you scroll a PDF document the pop up windows on a given page shift to stay in view within the document pane Autom...

Page 275: ...ies toolbar choose View Toolbars Properties Bar 2 Select the Hand tool and then select the comment 3 Select options from the Properties toolbar The type of comment selected determines which options are available To set properties for a single comment using the Properties dialog box 1 Display the Properties dialog box If the comment includes a pop up window choose Properties from the Options menu I...

Page 276: ...Initiating Document Reviews Setting up an email based review Setting up a browser based review Tracking review comments ...

Page 277: ...file to which comments are imported Each reviewer receives a tracked copy of this PDF document which allows the initiator to monitor the review status Reviewers can save a copy of the PDF document to their local hard drive and successfully transfer the tracking data to that copy if they use the Save A Copy command Any form fields in a PDF document are not fillable during the review Important Acrob...

Page 278: ...ddress Book and selecting email addresses in the address book for Lotus Notes or Microsoft Outlook Make sure to insert a comma semicolon or return between each address 4 If you didn t set up your Identity preferences you are prompted to do so 5 Click Customize Review Options to do either of the following and then click OK To specify persons other than you to receive all comments that reviewers sen...

Page 279: ...of the following Click Yes to open the master copy of the PDF document and merge comments onto it After comments are merged choose File Save to save the changes Click No Open This Copy Only to open the reviewer s copy of the PDF document Click Cancel This option allows you to merge comments at a later time by choosing Comment Merge Comments Onto Master PDF To view comments and conclude the review ...

Page 280: ...e additional reviewers in Acrobat 1 Do one of the following From the Send For Review pop up menu choose Invite Additional Reviewers In the Tracker window open the My Reviews folder right click Windows or Control click Mac OS the review document and choose Invite More Reviewers from the pop up menu 2 Specify the email addresses of the reviewers to be added change the message to reviewers as needed ...

Page 281: ...folder or to network folders using UNC Universal Naming Convention addresses for example server folder UNC addresses are less desirable because reviewers who use different operating systems or who map network locations to a drive letter in Windows may not see each others comments For example reviewers on Mac OS may not see comments uploaded from Windows and vice versa The comments repository can r...

Page 282: ...sed Review from the Send For Review pop up menu 3 If you haven t set up your Identity preferences you are prompted to do so You must provide your email address 4 Specify the PDF document to upload and then click Next 5 Do one of the following Type the path for the server location such as http server folder in the box and then click Next Click Browse Windows or Choose Mac OS to select a folder on a...

Page 283: ...3 In Acrobat open the Reviewing panel of the Preferences dialog box choose WebDAV from the Server Type menu and type the http address under Server Settings to specify where the comments are stored Then select Identity in the list on the left and make sure that your email address is provided 4 Initiate the review by choosing Upload For Browser Based Review from the Send For Review pop up menu and f...

Page 284: ...menting toolbar You don t need to change your Reviewing preferences for subsequent reviews unless the server information changes To change Reviewing preferences 1 Choose Edit Preferences Windows or Acrobat Preferences Mac OS and select Reviewing 2 From the Server Type menu select the type of server you re using to store the FDF file that contains browser based review comments and then specify the ...

Page 285: ...ument Tracker window A Folder options B Reviews you initiated or received C Information for the selected review To view comments in tracked PDF documents 1 Choose Tracker from the Send For Review pop up menu The Tracker opens 2 In the left pane of the Tracker window select a folder To view PDF documents that you initiated select My Reviews To view PDF documents that you received select Participant...

Page 286: ...ink in the Tracker you can notify the entire group by using the reminder feature To send a review reminder 1 In the Tracker expand My Reviews 2 Right click Windows or Control click Mac OS the PDF document in review and then choose Send Review Reminder from the pop up menu 3 In the email message make changes as needed to the To and Subject boxes or in the body of the email message and then click Se...

Page 287: ...t reviewing documents Participating in an email based review Participating in a browser based review Displaying the How To window during reviews Viewing and reviewing comments Replying to another reviewer s comments Deleting reply messages ...

Page 288: ...ipating in an email based review If the initiator sent you the PDF document as part of a browser based review special instructions and toolbar options appear when you open the email attachment You can review the PDF document in a web browser or offline See Participating in a browser based review If the initiator simply sent you the PDF document via email use the tools on the Commenting toolbar to ...

Page 289: ...not included when you send the comments to the initiator See Showing and hiding comments To participate in an email based review 1 Open the PDF attachment in your email application 2 Save the PDF document to a reliable location so that you have the option of reviewing the document later This copy is now your tracked copy of the PDF document 3 Use the tools on the Commenting toolbar or Drawing Mark...

Page 290: ...ontact the review initiator or your system administrator 2 Use the tools on the Commenting and Drawing Markups toolbars to add comments to the PDF document See About adding comments If you want to add comments in Acrobat instead of in your browser click Save And Work Offline on the Commenting toolbar See Working offline in a browser based review Note When you re reviewing a PDF document in a web b...

Page 291: ...end And Receive Comments after you delete a comment the deleted comment is removed from the comments repository However you cannot delete or change other reviewers comments Any comments added to the PDF document before it was uploaded to the server are embedded and cannot be deleted online Note Comments are automatically uploaded to the server if you close the browser window or navigate to a diffe...

Page 292: ...ting toolbar in the browser click the Save And Work Offline button and then specify where you want to save the document 2 Open the document in Acrobat and add comments to the file You can save quit and reopen the file to add additional comments at any time 3 Click Go Back Online on the Commenting toolbar The file opens in your default web browser and closes in Acrobat 4 Click Send And Receive Comm...

Page 293: ...isplays the appropriate topics during the review cycle The How To window is closed except when a tracked PDF document is opened in an email based or browser based review To display the How To window 1 Choose Edit Preferences Windows or Acrobat Preferences Mac OS and select Reviewing 2 Select Reset Automatic How To Pages and then click OK ...

Page 294: ... can change the font size See Setting Commenting preferences To view and read note comments Do any of the following To open a note select the Note tool or the Hand tool and then click double click or move the pointer over the note icon To move a note window drag its title bar To close a note click the close box in the upper right corner of the note window or double click the note icon To view a li...

Page 295: ...rs next to the markup on the page and becomes part of the markup The Modifier icon also appears next to a markup when you set the status Note If you use the Reply option to add text to the pop up window of another reviewer s comment your text is preserved when all comments merge in the original document Modifying another reviewer s comments may cause a warning The pop up bar appears when you reply...

Page 296: ...me difficult to read because they are stacked You may want to view them in the Comments List In a browser based review you can delete your own comments and replies but you cannot delete others replies unless you work offline To delete reply messages Do one of the following In the note pop up window choose Options Delete Comment Select the reply in the Comments List and then click the Trash icon in...

Page 297: ...ing and deleting comments Using the Comments List Exporting and importing comments Printing a summary of comments Comparing two Adobe PDF documents Exporting comments to a Word document Windows Exporting markups to an AutoCAD drawing ...

Page 298: ...mment See Using the Comments List If a comment is locked you cannot delete it until you unlock it To unlock a comment right click Windows or Control click Mac OS the comment and choose Properties Deselect Locked and then click Close You cannot delete other reviewers comments If you re initiating a browser based review you cannot delete your own comments online if you add them to the document befor...

Page 299: ...s at the top of the Comments List do any of the following Expand or collapse the comments Click Expand All or Collapse All on the Comments List toolbar To expand or collapse individual comments click the plus and minus signs next to the comment Browse through the comments Click a comment in the list or click the Next button or the Previous button to go to the next or previous comment These buttons...

Page 300: ...e the review status display from the comment in the Comments List even if you change the review status to None Once the comment s review status is set for drawing and highlight markups a modifier icon appears next to the markup in the document and becomes part of the markup A modifier icon also appears any time you add text or a reply in the pop up window and is included with all comment attachmen...

Page 301: ...u have read or which ones you want to remember Checkmarks are for your personal use and do not appear when others view the PDF document unless you change the status of comments See Changing the review status of comments To mark comments with checkmarks In the Comments List click the checkmark box next to a comment so that the Checkmark icon appears ...

Page 302: ...ked state or status by person In a thread of replies only the first message is sorted and the reply messages are sorted in the same category as the first message in the thread To sort comments in the Comments List 1 Click the Comments tab 2 Choose an option from the Sort menu in the Comments List ...

Page 303: ...he initiator To show or hide comments in a document From the Show menu on the Commenting toolbar or in the Comments List do one of the following Select the comment types that you want to display For example if you want only unchecked note comments to appear in your document choose Show Show By Type Notes to hide all but the note comments and then choose Show Show By Checked State Unchecked to hide...

Page 304: ... find a comment 1 Click the Comments tab to display the Comments List 2 Click the Search Comments button on the Comments List toolbar 3 In the Search PDF window specify the word or phrase you want to search for and then click Search Comments For information on additional search options see About searching text ...

Page 305: ...ort Comments Mac OS 2 From the Save As Type menu Windows or Format menu Mac OS choose Acrobat FDF Files fdf or Acrobat XFDF Files xfdf 3 Select the folder where you want to export the comments and then name the export document 4 Click Save to create an FDF file that contains only the comments When imported the comments maintain the same location and position they occupied in the original file To e...

Page 306: ...omments that you don t want to appear in the summary See Showing and hiding comments 2 Do one of the following Choose Comment Summarize Comments or choose Summarize Comments from the Options menu in the Comments List Choose File Print With Comments Summary 3 In the Summarize Options dialog box do the following and then click OK Specify how to lay out the comments on the page Choose how to sort the...

Page 307: ...y the two documents to be compared If necessary click Choose select the file and then click Open If the documents are open you can select them from a pop up menu 3 Under Type Of Comparison select one of the following Page By Page Visual Differences to find any textual or graphic differences between the documents Select the level of detail you want from the pop up menu Textual Differences to show w...

Page 308: ... import the comments directly into the Word document rather than switch back and forth between Word and Acrobat You can use Acrobat or Word to export comments from the PDF document into Word and you can import comments in Word 2002 and later The PDF document must be created in Word and include tags Related Subtopics Transferring text edits to a Word document Windows Tips for exporting comments to ...

Page 309: ...kmarks Select Text Edits Only if you want to import only those comments that you ve added using the text edit commands on the Commenting toolbar These text edit commands indicate which text should be inserted deleted or replaced See Indicating text edits Select Custom Filters To Comments to import only comments that you specify by author type or status Select Turn Track Changes On Before Importing...

Page 310: ...u import them Or mark with checkmarks only those comments that you want to add and select All Comments With Checkmarks when you import them See Marking comments with checkmarks Before you add text edit markups to the Word document make sure that they have no extra information For example if you use the Indicate Text Edit tool to replace the word home with cabin make sure that only cabin appears in...

Page 311: ...ucture order of the revised document If the revised document no longer contains the original word groupings or logical structure order that the comment references the comment will appear on the same page as the original document or on the last page if the referenced page no longer exists If the word groupings for text edits can t be located the text edits are converted to note comments Circle poly...

Page 312: ...Acrobat To do this you must use AutoCAD PDFMaker to create a PDF document that includes layout information See Converting Autodesk AutoCAD files Windows You can import comments to an AutoCAD drawing from Adobe Acrobat or AutoCAD Most comment types can be imported including drawing markups notes stamps and text edits Comments are imported as AutoCAD custom objects in the appropriate layout Related ...

Page 313: ...kups Import Comments From Acrobat 2 In the Import Comments dialog box specify the PDF document that contains comments and the AutoCAD file you re importing them to select which comments to import and then click Continue If you import a custom set specify the set by making sure that only the characteristics you want are selected Note All categories and options are selected by default At least one o...

Page 314: ...ent Set State allows you to add a checkmark to the comment Open Pop up Close Pop up opens or closes the pop up window for the selected comment Modify Content allows you to change the text in a comment View Complete Content shows all content in the comment pop up window Hide Selected hides the selected comment 2 To view the properties of imported comments select a comment on the page and open the A...

Page 315: ...CAD and includes layout information For example the Include Layout Information option in the Conversion Settings dialog box must be selected when creating the PDF file Make a backup copy of the AutoCAD file to which you want to import comments Save the PDF document that contains comments before you export them to the AutoCAD drawing This ensures that even recently added comments are exported ...

Page 316: ...SECURITY About security Viewing the security settings of an open Adobe PDF document ...

Page 317: ... a number of other security systems For password protection Acrobat supports 128 bit RC4 and 128 bit AES Advanced Encryption Standard security methods You can choose which method to use when securing documents For digital signatures and document encryption Acrobat supports public key cryptography Public key cryptography uses two keys a public key which is stored inside a certificate that can be sh...

Page 318: ...uble opening a PDF document or if you re restricted from using certain features contact the author of the PDF document To view the security settings of a document open in Acrobat Choose Document Secure Show Security Settings For This Document If a document is restricted or has a special status icons appear in the lower left corner of the document window Double click a status icon to view more info...

Page 319: ...Digitally Signing Adobe PDF Documents About digital signatures Signing Adobe PDF documents Certifying documents Using the Signatures tab Validating signatures Setting Digital Signature preferences ...

Page 320: ...est to its contents and specify the types of changes allowed for the document to remain certified Changes to the document are detected in the Signatures tab Subsequent signatures to the document are called ordinary signatures To sign a document you must select a digital ID which contains the signature information that you can share with other users in a certificate You can create a self signed dig...

Page 321: ... is just its representation on the page and is not the actual digital signature information The Signatures tab indicates which changes have been made since each signature was added and whether the signatures are valid See Validating signatures Signature formats A Text signature B Graphic signature Note If you sign a field be aware that the document author may have put duplicates of the field on ot...

Page 322: ...eld if available create a new one or create an invisible signature that can be viewed only in the Signatures tab and then click Next If prompted draw a signature field 4 If prompted select the certification method and then click OK See Using digital IDs and certification methods 5 If you have not yet selected a digital ID select one and then click OK See Using digital IDs and certification methods...

Page 323: ... when you sign a document directly in Adobe Acrobat When you sign a document in a browser only the incremental portion of the file is saved to your hard drive To sign a document in a web browser 1 From the Sign menu on the Tasks toolbar choose Sign This Document or click a signature field and then follow the steps described in Signing Adobe PDF documents in Acrobat 2 To retain a copy of the signed...

Page 324: ... to define the signature s appearance No Graphic displays only the default digital signature icon and other information specified by the Configure Text options Imported Graphic displays a graphic signature that you specify Click the File button click the Browse button choose the graphic file type from the Files Of Type menu select a graphic click Select and then click OK Windows or Select Mac OS N...

Page 325: ...croSign prc file is in the Program Files Adobe Acrobat 7 0 Acrobat PalmPilot folder In Mac OS the AcroSign prc is inside the Acrobat application Control click the Acrobat 7 0 icon and choose Show Package Contents Browse to the Palm Pilot folder in the Mac OS folder For more information on importing graphics created on Palm OS devices see the Adobe website and your Palm OS documentation ...

Page 326: ...remain You can also remove the signature fields if the author of the PDF document allowed editing To clear all signature fields in a document In the Signatures tab choose Clear All Signature Fields from the Options menu To remove a signature field 1 Clear the signature field 2 Choose Document Digital Signatures Delete Signature Field ...

Page 327: ...or if you want to create one click OK 5 From the Allowable Actions menu choose which actions to allow for this document If you choose an option that allows form completion and commenting specify whether you want to lock the certifying signature so that no one can clear it Click Next 6 Note which items if any might compromise the security of the document or change its appearance You may want to can...

Page 328: ...as added You can collapse a signature to see only the name date and status or you can expand it to see more information Icons identifying verification status To display the Signatures tab Choose View Navigation Tabs Signatures or click the Signatures tab on the left side of the document pane You can right click Windows or Control click Mac OS a signature field in the Signatures tab to do most sign...

Page 329: ...ings See Setting Digital Signature preferences To validate a signature 1 Open the PDF document containing the signature 2 In the signature field or in the Signatures tab check whether the Warning Sign icon appears next to the signature If this icon appears the document may have been modified after it was signed 3 Select the signature in the Signatures tab and then choose Validate Signature from th...

Page 330: ...fied All signatures and their corresponding versions appear in the Signatures tab To view a previous signed version Select the signature in the Signatures tab and choose View Signed Version from the Option menu The previous version opens in a new Adobe PDF file with the version information and the name of the signer in the title bar To return to the original document choose the document name from ...

Page 331: ...nt is signed you can display a list of the changes made to the document after the last version To compare two versions of a signed document Select the signature in the Signatures tab and choose Compare Signed Version To Current Version from the Option menu ...

Page 332: ...emes that maintain security of a network server containing lists of revoked but unexpired certificates If this option is not selected the revocation status for nonauthor signatures is ignored 3 Under Verification Time select an option to determine whether the time that appears in the digital signature reflects the time the signature was validated Current Time the time set by the default Time Stamp...

Page 333: ...obe PDF Documents About document security Adding passwords and setting security options Encrypting Adobe PDF files using certificates Encrypting Adobe PDF files using security policies Using eEnvelopes to send secure files ...

Page 334: ...cates Adobe Policy Server Apply server based security policies to PDF documents Server based security policies are especially useful if you want others to have access to PDF documents only for a limited time See Encrypting Adobe PDF files using security policies Document certification When an author digital signature is added editing changes are restricted and detected See Certifying documents If ...

Page 335: ...diting or copying content in the document You can discover the protection settings by holding the pointer over the padlock icon that appears in the lower left corner of protected documents When a document has restricted features any tools and menu items related to those features are dimmed If you re having trouble opening a PDF document or if you re restricted from using certain features contact t...

Page 336: ...ange password security settings for a document 1 From the Tasks toolbar choose Secure Show Security Settings For This Document 2 Click the Change Settings button 3 If prompted type the Permissions password that lets you change security settings If you do not know the password contact the author of the PDF document 4 In the Password Security Settings dialog box set the security options as desired N...

Page 337: ...curity settings unless they type the Permissions password that you specify You cannot use the same password used for the Document Open password Printing Allowed Specify the quality of printing for the PDF document Not Allowed prevents users from printing the document Low Resolution lets users print the document at no higher than 150 dpi resolution Printing may be slower because each page is printe...

Page 338: ...es then select an identity name and click Add To Recipients List to move that name to the Recipients list In the Recipients list highlight the recipient or recipients for whom you wish to set levels of access and click Set Recipient Permissions See Password security options You can set different levels of access for different recipients If you don t set permissions the recipients have full access ...

Page 339: ...the user policy to documents without having to specify the security settings each time User policies for passwords and public key certificates are stored on your local computer If you have access to Adobe Policy Server you can also create a user policy that is stored on a policy server and is available only to the person who creates it An organizational policy is created by an Adobe Policy Server ...

Page 340: ...a document with a security policy An author creates a PDF document and applies a policy stored on Adobe Policy Server to the document The policy server generates a license and unique encryption key for the document Acrobat embeds the license in the document and encrypts it using the encryption key The author or administrator can use this license to track and audit the document Viewing a document w...

Page 341: ...nts to which a security policy has been applied For information on configuring Adobe Policy Server see the help system that appears when you start Adobe Policy Server Web Console in your browser To log into Adobe Policy Server 1 Choose Advanced Security Settings 2 Select Adobe Policy Servers on the left 3 Select a server on the right and click Edit 4 Type your user name and password and then click...

Page 342: ...ty policies Click Copy to copy an existing policy This option is useful if you want to create a new policy that is based upon the settings of an existing policy Click Edit to edit an existing policy For password and certificate policies which are stored on the local computer editing a policy affects only those documents to which the policy is applied after the policy is edited For policies stored ...

Page 343: ...pply this policy to a document Click Next 5 If Ask For Recipients When Applying This Policy is not selected specify the recipients and click Next See Encrypting Adobe PDF files using certificates 6 Click Finish To create a security policy using Adobe Policy Server 1 From the Secure menu on the Tasks toolbar choose Manage Security Policies 2 Click New 3 Select Use The Adobe Policy Server and then c...

Page 344: ...uments using Acrobat server side batch sequences or other applications such as Microsoft Outlook To apply a security policy to a document 1 Open the PDF document 2 From the Tasks toolbar choose Secure Refresh Security Policies to ensure that you have access to the most up to date server policies 3 Do any of the following Choose the security policy from top of the Secure menu on the Tasks toolbar I...

Page 345: ...open PDF document If you made a PDF document available to a group of users and if you want to revoke permission to open it you can change the policy For details on editing security policies choose Secure Use APS Web Console from the Tasks toolbar and then click Help To remove security from a PDF document From the toolbar choose Secure Remove Security Settings For This Document and then click OK ...

Page 346: ...ical to the original file attachments and are no longer encrypted when saved For example suppose that you want to send several documents including non PDF documents to your accountant but you don t want anyone else to view the documents You can embed these documents as file attachments in an eEnvelope encrypt the eEnvelope so that only your accountant can open the attachments and then email the en...

Page 347: ...Envelopes from a wizard 1 From the Secure menu on the Tasks toolbar choose Secure PDF Delivery 2 Click Add File To Send select the documents you want to attach and then click Open 3 Click Next 4 Select the eEnvelope template you want to use and then click Next 5 Select the security policy you want to use or create a new policy and then click Next See Encrypting Adobe PDF files using security polic...

Page 348: ...Digital IDs and Certification Methods Using digital IDs and certification methods Managing digital ID certificates Setting Trust Manager preferences ...

Page 349: ...n of your digital ID and contains information used to protect data See Managing digital ID certificates When a digital signature is applied a unique fingerprint with encrypted numbers is embedded in the document The recipient needs the signer s certificate to validate that the digital signature and certificate match the signer s digital ID Adobe Acrobat 7 0 includes one handler that has access to ...

Page 350: ...rent roles or with different certification methods See the Adobe website for information on using providers with advanced security features To get information on third party digital IDs 1 Choose Advanced Security Settings 2 Select Digital IDs on the left 3 Click Add ID 4 Select Get A Third Party Digital ID click Next and follow the instructions on the web page that appears To specify a default sig...

Page 351: ...eve it 5 Type a name and other personal information for your digital ID When you certify or sign a document the name appears in the Signatures tab and in the signature field 6 Optional To use Unicode values for extended characters select Enable Unicode Support and then specify Unicode values for the appropriate fields 7 Choose a key algorithm from the menu 2048 bit RSA offers more security than 10...

Page 352: ...Windows and p12 in Mac OS Digital ID files from some earlier versions of Acrobat use an apf extension If you select an apf digital ID file you may be prompted to convert the file to a supported file type To find and add digital ID files 1 Choose Advanced Security Settings 2 Select Digital IDs on the left and then click Add ID 3 Select Find An Existing Digital ID and then click Next 4 Click Browse ...

Page 353: ...or encrypting PDF documents or both To select a default self signed digital ID file 1 Choose Advanced Security Settings 2 Select a digital ID on the left 3 From the Set Default menu choose whether you want to use the digital ID for signing encrypting or both If you choose not to be prompted for the digital ID the Lock And Pen icon appears next to the selected digital ID that can be used for signin...

Page 354: ...u may appear on the Edit menu Windows or on the Acrobat menu Mac OS so that you can change the provider s preference settings To specify a third party security method 1 If necessary install a third party signature provider 2 Choose Edit Preferences Windows or Acrobat Preferences Mac OS and then click Security 3 Click Advanced Preferences 4 Choose the provider from the Default Method To Use When Si...

Page 355: ...for strong password on the internet To protect private keys stored in P12 PFX files use a strong password and set your password timeout options appropriately If using P12 file to store private keys that you use for signing set your password timeout option so that your password is always required this is the default behavior If using your P12 file to store private keys that are used to decrypt docu...

Page 356: ...eed access to the certificates of the people for whom you re encrypting the document You can use a directory search to locate these trusted identities or you can store the users certificates in your list of trusted identities Acrobat keeps track of the trusted identities that you build You can also configure Windows Certificate Security to trust identities in the common Windows Certificate Store S...

Page 357: ...n the left 3 To verify that your certificate information is correct select the digital ID you want to share and then click Show Certificate Details Click OK to return to the Security Settings dialog box 4 With the digital ID selected click Export Certificate 5 Do one of the following Select Email The Data To Someone and click Next to send your digital ID certificate to another user Specify the ema...

Page 358: ... 2 Select trust options and then click OK Click OK again and then click Close To add a certificate from a file to your list of trusted identities 1 If you re using the Certificates feature in Windows to organize certificates select the Enable Import And Use Of Identities From The Windows Certificate Store option in the Security preferences Click the Windows Integration tab in the Digital Signature...

Page 359: ...l ID files or for ID files that you import The Certificate Viewer dialog box provides the validation period in which the certificate is valid the certificate s intended usage and certificate data such as a unique serial number and public key method To check information on your own certificate 1 Choose Advanced Security Settings 2 Select your digital ID and then click Certificate Details To check i...

Page 360: ... JavaScript To view the trust level of a certificate 1 Choose Advanced Trusted Identities 2 Select the contact on the left and click Details 3 Select the name on the left and click Edit Trust 4 In the Trust Settings tab select any of the following items to trust this certificate for Signatures And As a Trusted Root Certified Documents Trusts documents in which the author has certified the document...

Page 361: ...f your workgroup can facilitate the use of encryption in your workgroup After you locate a digital ID certificate you can add it to your list of trusted identities so that you don t have to look it up again To configure an identity search directory 1 Choose Advanced Security Settings 2 Select Directory Servers on the left 3 Click New specify a directory name and type server settings and then click...

Page 362: ...ity permissions for trusted documents or nontrusted documents 3 Select whether the trusted documents or nontrusted documents can open other files or launch applications 4 Under Multimedia Permission Settings select Allow Multimedia Operations to allow media clips to be played 5 To change the permission settings for a particular multimedia player select the player in the list and choose one of the ...

Page 363: ...ESSIBILITY AND REFLOW About accessibility and Adobe PDF documents Understanding and optimizing Reflow Reflowing the contents of tagged Adobe PDF documents Checking the accessibility of Adobe PDF documents ...

Page 364: ...ted by using the Accessibility Setup Assistant See Setting accessibility preferences Keyboard alternatives to mouse actions See Using keyboard shortcuts for menu commands and navigation Support for assistive technology such as screen readers and screen magnifiers that read content and convert it to speech or braille output See Using a screen reader and Outputting accessible text for a braille prin...

Page 365: ... accessible Note A PDF document that is created by scanning a printed page is inherently inaccessible because the document is an image not text that can be tagged into a logical document structure or reading order To convert the text in a scanned PDF document to searchable text see Converting image only scanned pages to searchable text or learn more about Adobe Paper Capture on the Adobe website a...

Page 366: ...y depends on this structure to convey the meaning of content and images in an alternative format such as sound In an untagged document no such structure exists and Acrobat must infer a structure based on the reading order choices in the preferences This method is unreliable and often results in page items read in the wrong order or not read at all Often Acrobat tags PDF documents when you create t...

Page 367: ... footers Pages that contain both readable text and form or digital signature fields don t reflow Vertical text reflows horizontally As an author you can optimize your PDF documents for reflow by tagging them Tagging ensures that text blocks reflow and that content follows the appropriate sequences so readers can follow a story that spans different pages and columns without other stories interrupti...

Page 368: ... your computer and the reader application that installs on your handheld device the next time you synchronize it with your computer To reflow a tagged Adobe PDF document 1 On the status bar or in the View Page Layout submenu select either Single Page or Continuous 2 Choose View Reflow 3 If you use a standard monitor increase the magnification value to the desired amount To return to unreflowed vie...

Page 369: ...ter Note A full accessibility check can be time consuming You can stop the process by pressing Esc and can choose a smaller page range in the Accessibility Full Check dialog box To check the accessibility of a PDF document using Quick Check Choose Advanced Accessibility Quick Check Note If the document is unstructured a message may appear suggesting that you change the reading order preference See...

Page 370: ...Creating Accessible Adobe PDF Documents Making existing Adobe PDF documents accessible Creating tagged Adobe PDF from web pages Creating tagged Adobe PDF from authoring applications ...

Page 371: ... tagged Adobe PDF from authoring applications Once you ve added tags you can check the reading order of a page by using the TouchUp Reading Order tool to ensure that page elements are read or reflowed in the correct order by a screen reader or other assistive technology Use the TouchUp Reading Order tool to correct tags and improve the accessibility of nontextual elements in a tagged PDF document ...

Page 372: ...lumns bulleted lists captions that span columns images that overlap text and colored backgrounds If your document is a fillable PDF form or conveys information through images you must add alternate text for these items to make them fully accessible See Making Adobe PDF forms accessible and Removing page artifacts and elements To add tags to an existing Adobe PDF document 1 Open the PDF document 2 ...

Page 373: ...cument to determine what correction if any needs to be done For example the report might state that a background design element that conveys no information to the user requires an alternate text description to be accessible Use the report to navigate to the problem areas of your PDF document by clicking the links for each error Then use the TouchUp Reading Order tool to correct the problem See Usi...

Page 374: ...web pages in Internet Explorer Windows To create a tagged Adobe PDF file from a web page 1 In Acrobat choose File Create PDF From Web Page 2 For URL type the address of the web page or navigate to the web page location 3 Click Settings 4 In the General tab select Create PDF Tags and then click OK 5 Select any other options you want and then click Create ...

Page 375: ...he authoring application generally provides better results than adding tags in Adobe Acrobat PDFMaker provides conversion settings that let you create tagged PDF documents in Microsoft Excel PowerPoint and Word See About PDF conversion settings Microsoft Office files In Acrobat you can determine if a PDF document is tagged by viewing Document Properties For more information see the documentation f...

Page 376: ...he Structure of Tagged Adobe PDF Documents Checking a document s reading order Correcting tags Checking and adding alternate text to figures Creating new highlighted regions for page content Working with tables ...

Page 377: ... combined elements or out of sequence tags that cause reflow and reading order problems in a PDF document You can quickly check the reading order of tagged PDF documents by using the TouchUp Reading Order tool You can also use this tool to add alternate text to images and correct many types of tagging problems that are outlined in the confidence log report that Acrobat generates when you add tags ...

Page 378: ...l To view the order of page content with the TouchUp Reading Order tool 1 Select the TouchUp Reading Order tool by doing one of the following Choose Advanced Accessibility TouchUp Reading Order Choose Tools Advanced Editing TouchUp Reading Order Tool Click the TouchUp Reading Order tool on the Advanced Editing toolbar The TouchUp Reading Order dialog box opens and the pointer changes to the crossh...

Page 379: ...differently from normal text you may want to add a description using alternate text Background Tags the current selection as a background element or artifact which removes the item from the tag tree so that it doesn t appear in the reflowed document and isn t read by screen readers Show Page Content Order Shows content elements as highlighted areas that contain numbers to indicate the reading orde...

Page 380: ...order of text within each highlighted region Use the Zoom In button to magnify the page if necessary If you need to reorder page content within a highlighted region see Adding or removing content from a highlighted region 3 Check the numbered order of all highlighted regions If consecutive numbered regions don t follow one another reorder them in the Order tab Click Show Order Tab and then select ...

Page 381: ...agged with an adjacent image Nonessential content that has been tagged such as ornamental page borders can be removed from the logical structure If lone symbols within scientific or mathematical formulas are tagged as figures select the entire formula and define it as a formula Related Subtopics Changing the tag for a highlighted region Adding or removing content from a highlighted region Checking...

Page 382: ...t saved state choose File Revert To change the tag type for a highlighted region 1 Select the TouchUp Reading Order tool on the Advanced Editing toolbar 2 Make sure that Show Page Content Order is selected in the TouchUp Reading Order dialog box 3 To select a highlighted region do one of the following Drag to select it Click the number of a highlighted region 4 Click the tag button that you want t...

Page 383: ...following To add content to the current selection Shift click the content you want to add The pointer changes to the plus sign To remove content from the current selection Ctrl click Windows or Command click Mac OS the content you want to remove The pointer changes to the minus sign 4 Click the tagging button you want to define the final highlighted region See TouchUp Reading Order options To spli...

Page 384: ...es And Figures in the dialog box 2 Do any of the following If the figure isn t tagged as a figure select the content region you want and then click Figure or Figure Caption in the dialog box To remove text that was incorrectly combined with a figure drag to select the text and click the Text button in the dialog box To include a caption that is grouped with the figure select the figure and caption...

Page 385: ...e elements from the tag structure by redefining them as a Background tag Sometimes graphical characters that occur in text such as ellipses or drop caps are tagged as figures instead of included in the tag with the rest of the text block To remove page elements 1 Make sure that the TouchUp Reading Order tool is selected and then select Show Page Content Order in the dialog box 2 In the dialog box ...

Page 386: ...ags tab to add alternate text that summarizes the contents of the tables See Adding supplementary information to tags To add instructions to form fields see Making Adobe PDF forms accessible or use the Edit Form Field Text option See TouchUp Reading Order options To add alternate text to a figure 1 Select the TouchUp Reading Order tool 2 Select Show Tables And Figures in the dialog box 3 Right cli...

Page 387: ... Tagging Adobe PDF documents for accessibility To create a new tagged region of page content 1 Using the TouchUp Reading Order tool drag in the document pane to select a region of the page that contains one type of content for example a text block 2 Do one of the following To add more page content to the current selection Shift drag To remove page content from the current selection press Ctrl Wind...

Page 388: ...propriate level to indicate their hierarchy in the content Then convert heading tags to bookmarks See Creating bookmarks To create a heading tag 1 Select the TouchUp Reading Order tool and then select the heading text in the PDF document 2 In the TouchUp Reading Order dialog box select the appropriate heading tag for example Heading 1 Heading 2 ...

Page 389: ...ocument doesn t contain useful or illustrative information for the user you can remove the element from the tagging structure so that it isn t read out loud or reflowed See Removing page artifacts and elements If a character within a text block is incorrectly tagged as a figure such as an ellipse or decorative letter of the alphabet you can remove the Figure tag by selecting the entire text block ...

Page 390: ...dialog box for example Heading 1 3 Select and tag each page element for each page of the document until all content is tagged To create a new tagging structure by replacing the existing structure Note This procedure works best in pages that contain a single column of text If the page contains multiple columns each column must be selected and tagged individually 1 Select the TouchUp Reading Order t...

Page 391: ...Tags tab See Using the Tags tab To show table elements 1 Select the TouchUp Reading Order tool and then click Show Tables And Figures in the dialog box 2 Click Show Table Cells to verify that rows and columns in a table are correctly identified To tag unrecognized tables 1 Select the TouchUp Reading Order tool and then click Show Tables And Figures 2 If the table isn t clearly labeled in the docum...

Page 392: ...Advanced Tools for Correcting Tagging Errors Using the Tags tab Editing moving and redefining tags Using the Content tab ...

Page 393: ...rt users can refer to the PDF Reference Fifth Edition on the Adobe website at http partners adobe com links acrobat English only While you can correct most tagging issues by using the TouchUp Reading Order tool in the document pane see Correcting tags detailed tagging of tables and substructure items such as paragraphs lists and sections that require multiple languages can be addressed only in the...

Page 394: ... type which appears in angle brackets To move a tag 1 In the Tags tab expand the Tags root to view all tags 2 Select the Tag icon of the element you want to move 3 Do one of the following Drag the tag up or down to the location you want As you drag a line appears at viable locations Choose Cut from the Options menu select the tag that appears above the location where you want the tag and from the ...

Page 395: ...lass map or style dictionary for the document Class maps store attributes that are associated with each element Edit Role Map Allows you to add change and delete role maps for the document Role maps allow each document to contain a uniquely defined tag set By mapping these custom tags to predefined tags in Acrobat custom tags are easier to identify and edit Tag Annotations When selected all new co...

Page 396: ...the image To find a tag more easily use the TouchUp Reading Order tool to select the figure or text near the figure in the document pane and then choose Find Tag From Selection from the Options menu in the Tags tab 3 Choose Highlight Content from the Options menu on the Tags tab to see a highlighted area in the document that corresponds to the tag 4 Choose Properties from the Options menu on the T...

Page 397: ...in the Tags tab To enable comment tagging in a PDF document In the Tags tab choose Tag Annotations from the Options menu Comments or markups that you add to the PDF document are tagged automatically To tag comments in a tagged PDF document 1 In the Tags tab choose Find from the Options menu 2 In the Find Element dialog box choose Unmarked Comments from the Find pop up menu and click Find 3 When th...

Page 398: ...columns and cells appear in the table in the document pane use the TouchUp Reading Order tool to select and define the table or individual cells See Working with tables If the table contains rows that span across two or more columns set ColSpan and RowSpan attributes for these rows in the tag structure Re create the table in the authoring application and then convert it to a tagged PDF document Se...

Page 399: ...However your PDF documents don t require tags for you to view or change the object structure To correct the reflow order of a PDF document in the Content tab 1 Choose View Navigation Tabs Content and then drag the Content tab from the floating panel to the navigation pane optional Or click the Content tab in the navigation pane to display the logical structure tree 2 Click the plus sign Windows or...

Page 400: ...oves the object not the related page content from the document Find Content From Selection Searches for the object in the Content tab that contains the object that you have selected in the document pane Find Searches for unmarked untagged artifacts content comments and links Options allow you to search the page or document and add tags to found items Create Artifact Defines selected objects as art...

Page 401: ...bat for Accessibility About accessibility preferences Setting accessibility preferences Using keyboard shortcuts for menu commands and navigation Scrolling automatically Using a screen reader Using the Read Out Loud feature ...

Page 402: ...s on screen instructions for setting preferences in Acrobat You can select all of these settings in the Preferences dialog box as well as preferences that aren t available by using the assistant Specifically you can set your Multimedia preferences to hear available descriptions for video and audio attachments and your Reading preferences to read form fields out loud For a list of keyboard shortcut...

Page 403: ... or sends it to a braille output device Select Set Options For Screen Magnifiers if you use a device that makes text appear larger on screen Select Set All Accessibility Options if you use a combination of assistive devices Select Use Recommended Settings And Skip Setup to use the recommended settings for accessibility 3 Follow the on screen instructions to select accessibility options See Accessi...

Page 404: ...ied in the Reading Preferences instead of that specified by the tag structure of the document Use only when encountering problems in poorly tagged PDF documents See Selecting a reading order Confirm Before Adding Tags To Document When selected Acrobat lets the user confirm the options that will be used before it prepares an untagged document for reading by assistive technology Tagging can be a tim...

Page 405: ... on the Bookmarks tab You can set the background color of pages and the color of the text in the Preferences dialog box Preferences affect your view of all PDF documents but they do not affect printing or what other users see when they view the same documents on another computer To change background and text colors 1 Choose Edit Preferences Windows or Acrobat Preferences Mac OS and select Accessib...

Page 406: ...ext out loud 1 Choose Edit Preferences Windows or Acrobat Preferences Mac OS and select Reading 2 Choose a reading order option and choose whether to override the reading order in tagged documents See Selecting a reading order 3 If you use a screen reader select the options you want See Accessibility options 4 If you use Read Out Loud select the settings you want for Volume Voice Pitch and Words P...

Page 407: ...t or have performance problems when using this option leave this option selected Left To Right Top To Bottom reading order reads the text according to its placement on the page and is faster than Use Infer Reading Order From Document This option analyzes text only form fields are ignored and tables aren t recognized as such You may use Document mode with this setting or type a large number for the...

Page 408: ...e key accelerators Most keyboard shortcuts in Acrobat don t require that you enable this option See Keys for selecting tools To enable single key accelerators 1 Choose Edit Preferences Windows or Acrobat Preferences Mac OS 2 Select General and then select Use Single Key Accelerators To Access Tools ...

Page 409: ...e About keyboard shortcuts In Mac OS several keyboard access features are available In Windows some of the keyboard shortcuts used to navigate in Acrobat may differ from those used in other Windows applications Related Subtopics Setting up full keyboard access Mac OS only Using shortcuts within web browsers Windows only ...

Page 410: ...On Full Keyboard Access option 4 Do one of the following In Mac OS 10 3 choose System Preferences from the Apple menu select Universal Access and then select either Enable Access For Assistive Devices to use installed screen reader technology or Enable Text To Speech For Universal Access to use the Mac OS speech technology In Mac OS 10 2 select Any Control and then exit the System Preferences When...

Page 411: ...ol Acrobat within Internet Explorer in Windows At first the focus is on the PDF document and the Acrobat application so navigation and command keystrokes function normally Pressing Ctrl Tab shifts the focus to the web browser Pressing the Tab key shifts the focus back to the document ...

Page 412: ...matically Scroll 2 Do any of the following To change the scrolling speed press a number key 9 is the fastest and 0 is the slowest or press the Up Arrow or Down Arrow key To reverse the direction of the scrolling press the hyphen or minus sign key To jump to the next or previous page press the Left Arrow or Right Arrow key To stop automatic scrolling press Esc or choose View Automatically Scroll ag...

Page 413: ...e imported and printed out as formatted grade 1 or 2 braille documents by using a braille translation application See the documentation included with the braille translator for more information To save a PDF document as accessible text 1 Choose File Save As 2 Choose Text Accessible from the Format pop up menu name the file and then click OK ...

Page 414: ...ments to improve their readability Use the Accessibility Setup Assistant to improve how Acrobat interacts with the type of assistive technology you use See Setting accessibility preferences You may also change your reading settings for the current document when using a screen reader by choosing Advanced Accessibility Change Reading Options See Setting Reading preferences Contact your vendor for mo...

Page 415: ...DF file out loud but is not a screen reader Some systems may not support this feature To read a document out loud 1 Open an Adobe PDF document 2 Navigate to the page you want to read 3 Do one of the following Choose View Read Out Loud Read This Page Only Choose View Read Out Loud Read To End Of Document To interrupt the Read Out Loud feature Do one of the following Choose View Read Out Loud Pause ...

Page 416: ...EDITING About editing Adobe PDF documents About electronic publication of Adobe PDF documents Improving electronic output ...

Page 417: ...Text tool Copy a line or two of text Use the Select tool and paste it in another application or use Save As to save all text in the file select Rich Text Format from the pop up menu and then save the file Add and rearrange bookmarks Change the appearance of bookmarks in the Bookmarks tab See Using bookmarks Insert a copied image on a blank page Choose Edit Paste or use the Paste Clipboard Image to...

Page 418: ... needs of that audience Before you publish your Adobe PDF files consider the following options Tagging your documents so that users can read them on devices with different output capabilities and sizes such as handheld devices digital book readers and standard computer monitors See Tagging Adobe PDF documents for accessibility Optimizing files for efficient distribution See Using PDF Optimizer Usi...

Page 419: ...nloading using recommended naming conventions for files and providing keywords for searching Also make sure that your files are fully accessible for users who depend on screen readers and other devices See Making existing Adobe PDF documents accessible Related Subtopics Enabling Fast Web View in Adobe PDF files Adding a Welcome page Naming Adobe PDF documents Adding searchable information and sett...

Page 420: ...pts or the POST method to the PDF documents and keep path names or URLs to the files at less than 256 characters You can also quickly enable Fast Web View in entire folders of Adobe PDF files by using a batch sequence See Running batch sequences To check whether an Adobe PDF document has Fast Web View 1 Choose File Document Properties 2 Click the Description tab The right side of the dialog box in...

Page 421: ...s links to specific places in them If you re setting up a website you may want to use an HTML page as the Welcome page and put links to the PDF documents in the HTML code See Creating links Rather than distributing one large document it s usually better to distribute a collection of small documents with links between them Small documents open more quickly than large ones The links enable users to ...

Page 422: ...60 folder names and file names Folder names must be no more than eight characters have no extension and be no more than eight levels deep If you re using a Macintosh as the host system make sure that your file names and folder names don t have a leading space Use the pdf extension with an Adobe PDF file name In Windows documents without the pdf extension may not appear in the Open dialog box if yo...

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Page 424: ...ontinuous Facing page layouts You should select the binding that matches the reading direction of text in the document left edge for text read from left to right and right edge for text read from right to left For example right edge binding is preferable for viewing Arabic Hebrew Chinese or Japanese vertical text To add searchable information and set the binding 1 Choose File Document Properties a...

Page 425: ...lity to Adobe PDF Documents Using page thumbnails Defining the tabbing order Using bookmarks Using links Using actions for special effects Navigating Adobe PDF documents converted from web pages Working with articles ...

Page 426: ...o a selected page or to adjust the view of the page When you move copy or delete a page thumbnail you actually move copy or delete the corresponding page This makes page thumbnails especially useful during the development phase of an Adobe PDF document Page thumbnails Related Subtopics Creating page thumbnails Adding page actions with page thumbnails ...

Page 427: ...m the Options menu if you want to view page thumbnails at about one half the current size Choose Enlarge Page Thumbnails from the Options menu to view page thumbnails at about twice the current size Large and small page thumbnails To embed or unembed page thumbnails in a document 1 Click the Pages tab in the navigation pane 2 Choose Embed All Page Thumbnails or Remove Embedded Page Thumbnails from...

Page 428: ...ction menu and click Add For information on the actions that can be associated with page thumbnails see Action types 6 Specify the options for the action and click OK The options available depend on the action selected 7 Do any of the following To create a series of actions choose another action from the menu and click Add again Use the Up and Down buttons to arrange the actions in the order you w...

Page 429: ...ght to left for pages with a right to left binding select Use Row Order To tab through columns from left to right and from top to bottom or right to left for pages with a right to left binding select Use Column Order To tab in the order specified by the authoring application select Use Document Structure Note For structured documents it s best to select the Use Document Structure option to match t...

Page 430: ...tion within an Adobe PDF document to another document PDF or other or to a web page Bookmarks can also perform actions such as executing a menu item or submitting a form Bookmarks are generated automatically from the table of contents entries of documents created by most desktop publishing programs In addition tagged bookmarks can be generated from tagged PDF files Note A user can add bookmarks to...

Page 431: ...ou can edit the label 3 Click the Bookmarks tab and click the bookmark under which you want to place the new bookmark If you don t select a bookmark the new bookmark is automatically added at the end of the list 4 Choose New Bookmark from the Options menu or click the New Bookmark icon at the top of the Bookmark tab 5 Type or edit the name of the new bookmark and press Enter Windows or Return Mac ...

Page 432: ...ck Windows or Control click Mac OS the bookmark and select Properties In the Appearance tab change the color and style of the text To change the font size choose small medium or large for Text Size from the Options menu Set a bookmark s appearance in the Bookmark Properties dialog box To edit a bookmark s destination 1 Click the Bookmarks tab and select the bookmark 2 In the document pane move to ...

Page 433: ... all bookmarks To nest one or more bookmarks under another bookmark 1 Select the bookmark or range of bookmarks you want to nest 2 Drag the icon or icons directly underneath the parent bookmark icon The Line icon shows the position of the icon or icons 3 Release the bookmark The bookmark is nested however the actual page remains in its original location in the document Nesting a bookmark left and ...

Page 434: ...s If your PDF file contains structural information you can add tagged bookmarks to the file for paragraphs and other items that have HTML elements If not add tags to the document in Acrobat See Tagging Adobe PDF documents for accessibility A second type of tagged bookmark tagged bookmarks for web pages is also available See Navigating Adobe PDF documents converted from web pages To add tagged book...

Page 435: ...e access to related information You can also use links to initiate actions You can also add actions to play a sound or movie file See Integrating media into documents Clicking a link jumps to another page document or website Related Subtopics Creating links Changing the appearance of links Adding actions to a link Editing links Creating links from URLs Removing all web links Linking to file attach...

Page 436: ...ent document or in another document and then click Set Link Select Open A File click Browse to select the destination file and click Select If the file is an Adobe PDF document specify how the document should open Click OK Note If the file name is too long to fit in the text box the middle of the name is truncated Select Open A Web Page and provide the URL of the destination web page See Using des...

Page 437: ... a link select None To change the link s color to its opposite select Invert To change the link s outline color to its opposite select Outline To create the appearance of an embossed rectangle select Inset Note The Link type Color and Line Style options are not available if Invisible is selected for Appearance 3 Select Invisible Rectangle for Link Type if you don t want users to see the link in th...

Page 438: ...Adding actions to a link To enhance the interactive quality of a document you can specify an action such as changing the zoom value to occur when a link is clicked See Using actions for special effects ...

Page 439: ...nk tool or the Select Object tool and then move the pointer over the link rectangle The cross hair changes to an arrow when the pointer is over a corner If the pointer is not directly over a corner of the link rectangle the pointer is a standard pointer 2 Do one of the following To move the link rectangle position the arrow anywhere in the rectangle and drag it to the new location To resize the li...

Page 440: ...om URLs on selected pages To create links from URLs in an Adobe PDF document 1 Choose Advanced Links Create From URLs In Document 2 In the Create Web Links dialog box select All to create links from all URLs in the document or select From and enter a page range to create links on selected pages ...

Page 441: ...Removing all web links You can remove all web links from an Adobe PDF document To remove all web links from an Adobe PDF document 1 Choose Advanced Links Remove All Links From Document ...

Page 442: ...pen a file from a link you select the Open A File action while creating the link See Creating links To create a link to a file attachment 1 Open a PDF document that contains a file attachment See Adding attachments to Adobe PDF documents 2 Go to where you want to create a link If that location is in the file attachment click the Attachments tab select the file attachment and click Open 3 Choose To...

Page 443: ...ate and link a destination in the same or another Adobe PDF document 1 In the target document to which you want to link a destination navigate to the location where you want to create a destination and set the desired view See Viewing documents If the document already includes a destination skip to step 4 2 Choose View Navigation Tabs Destination and do one of the following Choose New Destination ...

Page 444: ...n use links and bookmarks to jump to different locations in a document execute commands from a menu and perform other actions Actions are set in the Properties dialog box The Locked option prevents the appearance and actions associated with an object from being accidentally changed Related Subtopics Adding actions Action types Types of triggers ...

Page 445: ...humbnail and choose Properties Using the Select Object tool double click a link or form field and choose Properties 2 Click the Actions tab 3 From the Select Action menu select the action type to occur and then click Add See Action types You can add multiple actions actions execute in the order that they appear in the Actions list box 4 Do any of the following and then click Close If you defined m...

Page 446: ... was created as Acrobat 5 compatible There must already be a link to the movie in the PDF document for you to be able to select it See Adding movie clips Play Media Acrobat 6 Compatible Plays a specified movie that was created as Acrobat 6 compatible There must already be a link to the movie in the PDF document for you to be able to select it See Adding movie clips Read An Article Follows an artic...

Page 447: ...hether it is the current page It s possible for a page to be visible without being the current page such as when a continuous page layout displays pages side by side Page Invisible media clips only When the page containing the media clip is moved out of view Page Enter media clips only When the page containing the media clip becomes the current page Page Exit media clips only When a user goes to a...

Page 448: ...nd is often one continuous HTML page When you convert a web page to PDF it may be divided into multiple standard size PDF pages Depending on the options selected when web pages are converted to PDF pages tagged bookmarks may be available as well The context menu for web bookmarks available by right clicking Windows or Control clicking Mac OS a bookmark includes commands for downloading more web pa...

Page 449: ...ks to rearrange their corresponding pages in the PDF document If you move or delete a parent tagged bookmark its children tagged bookmarks are moved or deleted along with it To move or delete a tagged bookmark 1 Select the tagged bookmark To select multiple tagged bookmarks Ctrl click Windows or Command click Mac OS them To select a contiguous range of tagged bookmarks Shift click 2 To move the ta...

Page 450: ... in the PDF document You can use this information to add tagged bookmarks to the file for paragraphs and other items that have HTML elements To add tagged bookmarks to an Adobe PDF document 1 Choose New Bookmarks From Structure from the Options menu 2 Select the items you want specified as tagged bookmarks An article is a complete web page represented by the HTML Title element The other items in t...

Page 451: ...e s URL the page s title from the HTML TITLE tag or URL of the page the date and time downloaded the content type such as HTML text or JPEG image and the preferred zoom setting based on the scaling and image size To get information on the current web page Choose Advanced Web Capture Page Info ...

Page 452: ...freshed version are retained To keep an archive of changes made to a website save both versions To view refreshed web pages 1 Choose Advanced Web Capture Refresh Pages 2 To view new and changed pages select Create Bookmarks For New And Changed Pages Then specify the scope of the updated tagged bookmarks that you want to compare Compare Only Page Text To Detect Changed Pages compares only the text ...

Page 453: ...To compare a converted page with a current web page Do one of the following To open the current page in a web browser choose Advanced Web Capture Open Page In Web Browser To open the bookmarked page right click Windows or Control click Mac OS a tagged bookmark and choose Open Page In Web Browser To open a linked page right click Windows or Control click Mac OS a link in the PDF version of the web ...

Page 454: ...l presented in multiple columns and across a series of pages You use the Article tool to create a series of linked rectangles that connect the various sections of the piece and follow the flow of text You can choose to generate article threads automatically from a page layout file as you convert it to an Adobe PDF file Most but not all desktop publishing programs allow you to generate article thre...

Page 455: ...ugh text A skips text B and C and moves on to text A again To define an article 1 Choose Tools Advanced Editing Article Tool or select the Article tool on the Advanced Editing toolbar The pointer appears as a cross hair pointer in the document window 2 Drag a marquee to define the first article box An article box appears around the enclosed text and the pointer changes to the article pointer 3 Go ...

Page 456: ...ant the new article box to follow 2 Click the plus sign at the bottom of the selected box and click OK when prompted to drag and create a new article box Selecting an article with the Article tool 3 Draw a new article box The new box is inserted into the article flow and all following boxes are renumbered To move or resize an article box 1 Select the Article tool 2 Select the article box and do on...

Page 457: ...ting links fields and other objects Cropping pages Rotating pages Extracting moving and copying pages Deleting and replacing pages Setting up a presentation Combining Adobe PDF documents Numbering pages Adding headers and footers Adding watermarks and backgrounds Incorporating Adobe PDF documents into documents with OLE support ...

Page 458: ... In Acrobat 6 0 three different tools Select tool Select Image tool and Select Table tool let you select different page items You can also export all the text and images from a PDF document convert every page to an image format or export all the images from a PDF document See Converting Adobe PDF documents to other file formats Related Subtopics Copying text Copying tables Copying images Copying a...

Page 459: ...to select a word Triple click to select a line of text Click four times to select all the text in a page 2 If you want to extend a selection letter by letter press Shift and an arrow key To extend a selection word by word press Shift Ctrl Windows or Shift Command Mac OS and an arrow key You can revert to the Hand tool at any time by pressing Esc You can switch to the Hand tool temporarily by holdi...

Page 460: ... application Ctrl click Windows or Command click Mac OS the table and choose Copy Selected Table Then paste the table into the open document To copy the table to a file Ctrl click Windows or Control click Mac OS the table and choose Save Selected Table As Name the table select a location and the format and click Save To copy the table directly to a spreadsheet Ctrl click Windows or Control click M...

Page 461: ...he Select tool and do one of the following To select the image click it or drag a marquee around it To select a portion of an image drag a marquee around the portion Note To deselect an image and start over click outside it 2 Do one of the following To paste the image in another document choose Edit Copy and in an open document in another application choose Edit Paste To copy the image to the Clip...

Page 462: ...he page to capture the entire content displayed on the screen Drag a marquee around the text or images or a combination of both Drag a marquee within an image to copy just a portion of the image Colors in the selected area are inverted momentarily to highlight the selection The selection is copied automatically to the Clipboard when you release the mouse button If a document is open in another app...

Page 463: ...security features prevent a PDF document from being edited In these instances the TouchUp Text tool is not available Contact the author of the PDF document to make changes Using the TouchUp Text tool may affect how the document reflows which can make the document less accessible to the visually impaired You can edit text on rotated lines in the same way as on horizontal lines and you can edit text...

Page 464: ... in the text you want to edit A bounding box outlines the selectable text 3 Select the text to be edited using one of the following methods Choose Edit Select All to select all the text in the bounding box Drag to select characters spaces words or a line 4 Do one of the following Type new text to replace the selected text Press Delete or choose Edit Delete to remove the text Choose Edit Copy to co...

Page 465: ...ont You can select any font installed on your system or fully embedded in the Adobe PDF document Document fonts are listed at the top system fonts are listed below For more information about working with fonts see Accessing and embedding fonts Font size Character spacing which inserts uniform spacing between two or more characters in selected text Word spacing which inserts uniform spacing between...

Page 466: ...e Typewriter tool To add new text to a document 1 Choose Tools Advanced Editing TouchUp Text Tool or select the TouchUp Text tool on the Advanced Editing toolbar 2 Ctrl click Windows or Option click Mac OS where you want to add text 3 In the New Text Font dialog box select the font and writing mode and click OK 4 Enter the new text ...

Page 467: ...o edit the text choose Tools Show Typewriter Toolbar and then do any of the following To change the text size select the text to resize and click the Decrease Text Size button or the Increase Text Size button To change the line spacing leading select the text and click the Decrease Line Spacing button or the Increase Line Spacing button 4 To move or resize Typewriter text select the Hand tool clic...

Page 468: ...eral readability purposes You do not need to have the font installed in order to insert special characters To insert a special character in an Adobe PDF document 1 Choose Tools Advanced Editing TouchUp Text Tool Note You can also select the TouchUp Text tool on the Advanced Editing toolbar but be careful not to click the Select tool on the Selection toolbar which has a different function 2 Click w...

Page 469: ...To see a list of all the fonts scroll through the Font menu Document fonts are listed first Your system fonts are listed below the document fonts 6 Choose a font in the Font menu check the permissions to determine which options are available for that font and then select an embedding option For Can Embed Font you can select both the embed and subset options To embed the entire font rather than a s...

Page 470: ... full advantage of this tool you should have prior experience using the external editing applications accessed by the TouchUp Object tool If you edit a text box the entire text box is selected The TouchUp Object tool cannot select individual characters that are part of larger text blocks You need to use the TouchUp Text tool to edit individual characters and words See Editing text with the TouchUp...

Page 471: ...ool or select the TouchUp Object tool on the Advanced Editing toolbar 2 Right click Windows or Control click Mac OS the image or object and then choose a command Delete Clip deletes objects that are clipping the selected object For example if you scale text and the resulting characters are clipped selecting this option shows you the complete characters Create Artifact removes the object from the r...

Page 472: ... choose Don t Convert If the image window displays a checkerboard pattern when it opens the image data could not be read 4 Make the desired changes in the external editing application Note If you change the dimensions of the image in Photoshop the image returns to its place in the PDF document but the alignment may be different Also transparency information is preserved only for masks specified as...

Page 473: ... Object tool To set the TouchUp preferences 1 Choose Edit Preferences Windows or Acrobat Preferences Mac OS You can also choose Preferences in the document pane menu 2 Select TouchUp on the left side of the Preferences dialog box 3 Select Choose Image Editor and choose an image editor 4 Select Choose Page Object Editor and choose a page or object editor ...

Page 474: ...and paste them to a new page instead Shift drag objects to constrain movement to up or down right or left Press the Shift key when resizing objects to retain the original aspect ratio Copying cutting and pasting are supported for all objects To select one or more objects Do one of the following Click the object with the Select tool or with the tool used to create it Right click Windows or Control ...

Page 475: ...ed professionally to allow for paper trimming and folding Printing marks may fall outside the bleed area Art defines the meaningful content of the page including white space Note The dialog box displays each selected property as a different colored box in the preview area Select Show All Boxes to preview all properties at once 5 Do any of the following as needed Select Remove White Margins to crop...

Page 476: ...e Adobe PDF document To set the art trim and bleed box preferences 1 Choose Edit Preferences Windows or Acrobat Preferences Mac OS and select Page Display on the left side of the Preferences dialog box You can also choose Preferences from the document pane menu 2 To display defined boxes in the PDF document select Display Art Trim Bleed Boxes ...

Page 477: ...the Pages tab choose Rotate Pages 2 For Page Range specify whether all pages pages corresponding to page thumbnails selected in the Pages tab or a range of pages are to be rotated 3 Select Even And Odd Pages Odd Pages Only or Even Pages Only from the Rotate menu and select the orientation of pages to be rotated To temporarily change the view of the page choose View Rotate View Clockwise or Counter...

Page 478: ... are renumbered To copy a page Ctrl drag Windows or Option drag Mac OS the page thumbnail corresponding to the page To move or copy a page between documents using a page thumbnail 1 Open both Adobe PDF documents and display them side by side with their Pages tabs open 2 Select one or more page thumbnails in the file you want to copy or move pages from 3 Do one of the following To copy a page drag ...

Page 479: ...A Windows to select all thumbnails Drag a rectangle around a group of page thumbnails 2 Choose Delete Pages from the Options menu and click OK You can drag a page thumbnail to the trash at the top of the navigation pane to delete the corresponding page To delete material associated with a tagged bookmark 1 In the Bookmarks tab on the navigation pane click the tagged bookmark for the material you w...

Page 480: ...s so that your documents or collections of documents open to a consistent view In either case you can add page transitions to enhance the visual effect as the viewer pages through the document Use the Full Screen button circled to view and navigate PDF documents as a slideshow Related Subtopics Defining the initial view as Full Screen mode Defining an initial view Initial View options for document...

Page 481: ... first page Choose Page Only from the Show menu Choose Single Page from the Page Layout menu 4 For Window Options select Open In Full Screen Mode to open the document without the menu bar toolbar or window controls displayed Click OK You have to save and reopen the file to see the effects Note Users can exit Full Screen mode by pressing Esc if their preferences are set this way However in Full Scr...

Page 482: ...llection of documents as described in Defining the initial view as Full Screen mode To define an initial view for a document 1 Choose File Document Properties 2 In the Document Properties dialog box click Initial View 3 Select the options you want and then click OK See Initial View options for document properties You have to save and reopen the file to see the effects 4 Add page transitions for se...

Page 483: ...ser opens the document Apply to the document window itself in relationship to the screen area of the user s monitor The User Interface Options determine which controls appear when the user opens the document Resize Window To Initial Page adjusts the document window to fit snugly around the opening page according to the options that you selected under Document Options Center Window On Screen positi...

Page 484: ... you want to apply transitions to and choose Set Page Transitions from the Options menu 2 In the Set Transitions dialog box choose a transition effect from the Effect pop up menu These transition effects are the same as those set in the Full Screen preferences See Full Screen preferences 3 Set the speed of the transition effect 4 Select Auto Flip and enter the number of seconds between automatic p...

Page 485: ...e Create PDF From Multiple Files command see Creating Adobe PDF files from multiple files To combine two Adobe PDF documents using the Insert Pages command 1 With the target document open choose Document Insert Pages 2 In the Select File To Insert dialog box select the source document you want to insert into the target document and click Select 3 In the Insert Pages dialog box specify where you wa...

Page 486: ...ding a prefix For example the numbering for chapter 1 could be 1 1 1 2 1 3 and so on and for chapter 2 it could be 2 1 2 2 2 3 and so on Using the Number Pages command affects only the page thumbnails and the status bar You can physically add new page numbers to a PDF document using the headers and footers feature See Adding headers and footers To renumber one or more pages 1 Click the Pages tab i...

Page 487: ... specify different ranges for headers and footers If you want page numbering to start at a number other than the page s sequence in the document select Start Page Numbers At and specify the number you want For example if you want page numbering to start on the third page but don t want Page 3 to appear on that page select Start Page Numbers and choose 1 To alternate pages choose Odd Pages Only or ...

Page 488: ...y the type size and color of the text Select From File click Browse to locate the file that contains the background or watermark and click Open If the file has multiple pages with images select a page number Note Only PDF JPEG and BMP files can be used for background images 6 To specify the position and appearance do any of the following Set the vertical and horizontal position of the background o...

Page 489: ...PDF documents in Acrobat To incorporate PDF documents into an application with OLE support Do one of the following Choose the OLE container application s Insert Object command to insert the document directly into the container application In Acrobat choose Edit Copy File To Clipboard to copy the current document to the Clipboard and then choose the Paste Special command in the container applicatio...

Page 490: ... with Adobe PDF Layers About Adobe PDF layers Navigating with layers Editing the properties of Adobe PDF layers Adding navigability to layers Merging layers Flattening Adobe PDF layers Editing layered content ...

Page 491: ... is displayed on screen but ensure that the layer always prints Acrobat does not allow you to author layers that change visibility according to the zoom level but it does support this capability To direct users to a particular layer set to a custom view you can add bookmarks to a PDF document that contains layers You can use this technique to highlight a portion of a layer that is especially impor...

Page 492: ...nnot change layer visibility using the eye icon until you toggle this command off You can edit layer properties in the Layer Properties dialog box but changes except changes to the layer name are not effective until you choose Reset To Initial Visibility in the Options menu 2 From the Options menu in the Layers tab do any of the following Choose List Layers For All pages to show every layer across...

Page 493: ...do any of the following and then click OK Enter the new layer name in the text box Set the Default State The Default State setting defines the initial visibility state of the layer when a document is first opened or when the initial visibility is reset The eye icons for layers are initially shown or hidden based on this value For example if this value is set to off the eye icon for a layer is hidd...

Page 494: ...the bookmark To associate layer visibility with a link destination 1 Set the required layer properties for the destination in the document pane 2 Choose View Navigation Tabs Destinations and choose Scan Document from the Options menu 3 Click the Create New Destination button or select New Destination from the Options menu and name the destination 4 Select the Link tool and drag in the document pan...

Page 495: ...ions menu 2 In the left pane Layers To Be Merged select one or more layers to be merged Ctrl click Windows or Command click Mac OS to select multiple layers and click Add Click Add All to merge all layers 3 To remove a layer from the center panel select the layer or layers Ctrl click Windows or Command click Mac OS to select multiple layers When your selection is complete click Remove 4 In the rig...

Page 496: ... PDF layers hides any content that is not visible when the flattening operation is executed Layers are consolidated and the flattening action cannot be undone To flatten layers Click the Layers tab and select Flatten Layers from the Options menu ...

Page 497: ...yers reflects the change For example if you want to change a title and byline that appear on the same line on the first page of a document and the title and byline are on two different visible layers editing the content on one layer changes the content on both layers You can add content such as review comments stamps or form fields to layered documents just as you would to any other PDF document H...

Page 498: ...Working with File Attachments About file attachments Opening and saving attachments Adding attachments to Adobe PDF documents Searching in attachments Deleting attachments ...

Page 499: ...etween files Page level attachments are added as comments by using various tools to add sound files and documents See Adding attachments as comments Comment or page level attachments display the File Attachment icon or the Speaker icon on the page where they re located If a PDF document contains an attachment the File Attachment icon appears in the status bar You can view a tool tip with the total...

Page 500: ... not applied to the attachment Instead save changes to the file and then reattach it to the primary PDF document See Saving modified files into the primary Adobe PDF document To open an attachment 1 In the Attachments tab select the attachment 2 Click Open or choose Open from the Options menu To save a copy of one or more attachments 1 In the Attachments tab select one or more attachments 2 Click ...

Page 501: ...es into the primary Adobe PDF document If you make changes to a non PDF attachment you must delete the existing file attachment in the primary PDF document and then create a new file attachment with the modified document ...

Page 502: ...ent with the option to show attachments when the file is opened To create attachments that can be viewed in Acrobat 5 0 or 6 0 1 Add a PDF attachment to the document See Adding attachments to Adobe PDF documents 2 Do one of the following Click the Attachments tab and select Show Attachments By Default from the Options menu selected by default Choose File Document Properties click the Initial View ...

Page 503: ... Adding attachments as comments To attach a file to a PDF document 1 Do one of the following Choose Document Add File Attachment Click the Attach A File button on the File toolbar Click the Attachments tab and click the Add button 2 In the Add Attachment dialog box select the file you want to attach and click Open Drag a PDF file to the Attachments tab of an open PDF file to attach it Related Subt...

Page 504: ... a description to an attachment helps you differentiate between similar files in the Attachments tab To add a description to an attachment 1 Select the attached file and choose Options Edit Description 2 Edit the text of the description 3 Save the file ...

Page 505: ...Linking between files In Acrobat 7 0 you can link from a PDF document to a file attachment and vice versa or link between file attachments See Creating links and Linking to file attachments ...

Page 506: ...ed by the search engine To search PDF attachments from the Attachments tab 1 In the Attachments tab click the Search Documents Attachments button The Search PDF window opens 2 Type the word or phrase that you want to search for select the results option you want and then click Search Attachments To search PDF attachments from the Search PDF window 1 Click the Search button in the toolbar to open t...

Page 507: ...the Attachments tab to delete one or more attachments To delete one or more attachments 1 Click the Attachments tab and select one or more attachments 2 Click the Delete button or choose Delete Attachment from the Options menu ...

Page 508: ...Optimizing Adobe PDF Documents Using PDF Optimizer ...

Page 509: ...nu 2 From the Make Compatible With menu choose a version of Acrobat that the PDF will be compatible with The options available in panels vary depending on this choice 3 Select Images on the left and then select the options you want for color grayscale and monochrome images See Using Images settings 4 Select Scanned Pages on the left to balance compression and image quality and apply filters See Us...

Page 510: ...on give better results on images like photographs with gradual transitions from color to color ZIP is the better choice for illustrations with large areas of solid flat color or patterns made up of flat colors For monochrome images JBIG2 compression which is available in PDF Optimizer but not in Acrobat Distiller is superior to CCITT See Methods of compression Quality can be set only for JPEG and ...

Page 511: ... Of Page Regions Based On Color Content option is selected options in the Images panel are not available however a variety of filters can be applied Use the slider to set the balance between file size and image quality For information on the Deskew Background Removal Edge Shadow Removal Despeckle Descreen and Halo Removal options see Using Image Settings options Apply compression based on color co...

Page 512: ...Acrobat can create substitution fonts for these languages When viewed on a system that does not have the original fonts the text is replaced with a substitution font See About font embedding and substitution The Fonts panel of the PDF Optimizer contains two lists for fonts The list on the left shows the fonts that are available for unembedding for a particular compatibility setting and the list on...

Page 513: ...DF Optimizer applies transparency settings to all pages in the document before applying other optimization settings This enables compatibility with versions of Acrobat that don t support transparency You can change options in the Flattener Settings area only if the Flatten Transparency option is selected If a document has flattener settings associated with it these settings are used as the initial...

Page 514: ...ing Discard Embedded Thumbnails Removes embedded page thumbnails This is useful for large documents that can take a long time to draw page thumbnails after you select the Pages tab Discard Private Data Of Other Applications Strips information from a PDF document that is useful only to the application that created the document This does not affect the functionality of the PDF document but it does d...

Page 515: ...Document Structure remove all compression or leave the compression unchanged in the Object Compression menu Use Flate To Encode Streams That Are Not Encoded determines whether applying compression to a particular stream reduces file size Compression is applied only if file size will be reduced Remove Invalid Bookmarks Links removes bookmarks and links that point to pages in the document that have ...

Page 516: ...uences Using predefined batch sequences Reorganizing the commands in a batch sequence Making batch sequences interactive Editing the options in a command Selecting source files and output options for batch processing Creating batch sequences Setting the batch processing preferences ...

Page 517: ...th Acrobat or define your own Your custom batch sequences appear on the list with the predefined sequences in the Batch Processing dialog box When you quit the application your batch processing definitions are saved so that you can reuse them in later work sessions Developers can further enhance batch processing and other robust capabilities in Acrobat by using the Acrobat Software Developers Kit ...

Page 518: ...x select the files that you want and then click Select In Windows these files must be in the same folder 5 If a message asks for additional input for a specific command in the sequence select the options you want and click OK 6 When the progress bar disappears click Close You can click Stop in the Progress dialog box to stop processing The Progress dialog box expands automatically to show the perc...

Page 519: ...n your default printer using your current default print settings See About printing Print All Prints all pages of the files included in the batch sequence The files print on your default printer using your current default print settings Remove File Attachments Removes files that have been attached to the Adobe PDF files in the batch sequence See Using the Attach File As Comment tool and Using acti...

Page 520: ...ch Edit Sequence dialog box click Select Commands 4 To change the sequence of commands do any of the following and then click OK To add a command to the sequence select it in the list on the left and click Add to move it to the list on the right To delete a command from the sequence select it on the right and click Remove To change the order in which the commands are applied select a command and c...

Page 521: ...s that don t have interactive options To add interactive pauses to a batch sequence 1 Choose Advanced Batch Processing select the batch sequence you want to add interactivity to and click Edit Sequences 2 In the Batch Edit Sequence dialog box click Select Commands 3 On the right side of the Edit Sequence dialog box select the Toggle Interactive Mode option for the commands that you want to provide...

Page 522: ...ch sequence and click Edit Sequences 2 In the Batch Edit Sequence dialog box click Select Commands 3 In the Edit Sequence dialog box select the command you want to change and click Edit Note The Edit button is unavailable if you select a command that has no options 4 Change the options as needed and then click OK 5 Continue selecting commands that you want to change When finished click OK Note To ...

Page 523: ...elect Output Locations to select the output location for the new files To specify the name and format of output files 1 Choose Advanced Batch Processing select the batch sequence you want to edit and click Edit Sequences 2 Click Output Options 3 In the Output Options dialog box do any of the following for File Naming Select Same As Original s Select Add To Original Base Name s to add a prefix Inse...

Page 524: ...ox click Select Commands 5 Select a command on the left side of the Edit Sequence dialog box and click Add Select as many commands as needed 6 Select commands on the right side of the dialog box and click the Move Up and Move Down buttons to rearrange the commands in the order you want and then click OK 7 In the Batch Edit Sequence dialog box select the options and settings that you want for Run C...

Page 525: ...e Run Confirmation dialog box immediately before executing any batch sequence Select Save Warnings And Errors In Log File to save messages in a log file named batch date time log Click Location to select a location for the log file For Security Handler specify how you want to handle password protected files Note The security handler does not apply security to files Instead it determines how batch ...

Page 526: ...ntegrating media into documents Setting Multimedia preferences Specifying Acrobat 5 0 compatible media properties Specifying Acrobat 6 0 compatible media properties Using Picture Tasks features Using Photoshop Album Starter Edition to create slideshows ...

Page 527: ...obe Reader to view the media files PDF documents play all video and sound files that are compatible with Apple QuickTime Flash Player Windows Built In Player RealOne and Windows Media Player Viewers of the PDF document must have the necessary hardware and software to play the media files Media files can be played from links bookmarks form fields and page actions See Using actions for special effec...

Page 528: ...ddress in the Location box or click Browse Windows or Choose Mac OS and double click the movie file 5 For Acrobat 6 0 compatible movie clips do the following Specify the content type to let Acrobat know which media player to use In general you should use the content type selected by default Specifying the wrong content type may cause difficulties during playback Select Embed Content In Document if...

Page 529: ...the activation area for the sound clip 3 In the Add Sound dialog box follow the steps described in Adding movie clips Some movie clip options are not available for sound clips For information on changing sound clip properties see Specifying Acrobat 6 0 compatible media properties or Specifying Acrobat 5 0 compatible media properties To move delete or resize the sound clip play area 1 Using the Sou...

Page 530: ...t of alternate renditions 1 Using the Sound tool or the Movie tool double click the play area 2 In the Settings tab click Add Rendition and then do one of the following Choose Using A File and double click the file you want to add to the rendition list for example it may be a low resolution version of the media clip that contains the same content as the first rendition or it could be the same medi...

Page 531: ...equired players may be used to play the rendition If you set the status of players to Preferred these players are selected over non preferred players but not over required players If you set the status of players to Disallowed they are not used to play the rendition Playback Location Use this tab to determine whether a media clip is played in the PDF document remains hidden while played recommende...

Page 532: ...d and movie clips to your document See Integrating media into documents To change multimedia preferences 1 Choose Edit Preferences Windows or Acrobat Preferences Mac OS and then select Multimedia from the left side of the dialog box 2 From the Preferred Media Player menu select an option to determine the default player that will play the media clip 3 Under Accessibility Options select which specia...

Page 533: ...ted on the Internet select URL and then type the web address in the Location box Click Close 3 In the Playback tab do any of the following Select Show Player Controls if you want to display a controller bar at the bottom of the play area Select Use Floating Window to play the movie file in a separate window Then specify the dimensions using scale factors of the floating window in the Size pop up m...

Page 534: ...Title specify the title of the movie This title does not determine which media file is played For Alternate Text type a description of the media file that may be read aloud for visually impaired viewers To change media settings such as showing player controls and setting the volume level select the media clip rendition and then click Edit Rendition Select the desired settings in the Edit Rendition...

Page 535: ...toshop Elements You can also print them locally using standard photo print sizes and layouts In Acrobat for Windows you can share pictures on the Internet or send them to an online service provider to have the prints directly mailed to you Note Picture Tasks does not support JPEG formatted PDF files created from other applications or Adobe PDF files with ZIP compression created using Photoshop Ele...

Page 536: ...key features To open the Picture Tasks page in the How To window Do one of the following Choose Help How To Picture Tasks Click the Picture Tasks button on the toolbar Choose How To Picture Tasks from the Picture Tasks pop up menu on the toolbar Note The Picture Tasks button is available only if the current document is Picture Tasks enabled Picture Tasks page in the How To window and Picture Tasks...

Page 537: ...file name Select Common Base Name and enter a base file name to save the pictures using a file name common to all the pictures Each picture is saved with the common file name and appended with a number to differentiate the pictures For example if you choose to export three pictures and assign the file name Sunset the pictures are saved as Sunset1 jpg Sunset2 jpg and Sunset3 jpg 5 Click Export To e...

Page 538: ...r click Select All to edit all the pictures 3 To change the location where the pictures are saved click Change select the location and click OK 4 In the File Names section do one of the following To save the pictures using the original file name select Original Names To save the pictures using a name common to all the pictures select Common Base Name and enter the base file name in the box Each fi...

Page 539: ...ble Once you ve uploaded the file you can view it and select options for sharing or select print options and complete the order process on the online service provider s website The online service list may be updated each time you send images so check it occasionally for new services To order pictures or a project for printing 1 On the toolbar choose Order Pictures Online or Order Project Online fr...

Page 540: ...nd layout To change the paper size for all other options click Change Settings under Printer Setup Select the Layout Size to determine the size of the printed page Select Print Only One Image Per Page if you want only one picture per page Select Crop And Rotate To Fit if you want the image to fill the selected print size This option eliminates any extra white space around a picture that may result...

Page 541: ... click or two Easily share your memories in a slideshow with captions or email individual photos to family and friends If Photoshop Album 1 0 or Photoshop Album 1 0 Starter Edition is already installed on your computer Photoshop Album 2 0 Starter Edition automatically creates a copy of your existing catalog Photoshop Album 2 0 Starter Edition is available as an update and can be installed by choos...

Page 542: ...ting 3D CAD files to PDF documents Capturing 3D models from 3D CAD applications Interacting with 3D models Using the Model Tree Commenting on 3D designs Creating and managing 3D views Displaying cross sections Measuring 3D objects Changing 3D preferences Adding functionality to 3D models with JavaScript ...

Page 543: ...s For creating and editing 3D models you can use Adobe Acrobat 3D Toolkit which is a separate application from Acrobat 3D Unlike 2D art that has only one view a 3D model includes enough information so that when the view of the 3D model is changed for example rotated cut in half or made transparent the altered view provides dynamic detailed information that was previously out of view 3D model A Sta...

Page 544: ...onvert a wide number of file formats add animation change lighting and other effects and manipulate the 3D model in other ways For more information see Acrobat 3D Toolkit Help start Acrobat 3D Toolkit and choose Help Adobe Acrobat 3D Toolkit Help To start Adobe Acrobat 3D Toolkit Choose Start Programs Adobe Acrobat 3D Toolkit ...

Page 545: ...lity for UNIX lets you capture 3D models on a UNIX system The capture utility includes a subset of the 3D viewing capabilities that are available in Acrobat 3D for Windows For information on capturing 3D models see the Acrobat 3D UNIX readme file on the application CD ...

Page 546: ...e 3D model is converted For example you can decrease the file size by reducing the number of polygons and removing small objects and duplicate parts For increased interactivity with the 3D model you can include a JavaScript JS file For example you can add custom menus tools and animation If your Windows computer uses an integrated video card upgrade your video card driver to help ensure that the 3...

Page 547: ...To insert a page with a 3D model 1 Open a PDF document and choose Document Insert Pages 2 In the Select File To Insert dialog box choose the file type from the Files Of Type menu Windows or Show menu Mac OS Select the supported 3D file you want to open and then click Select 3 Specify where you want to insert the 3D model and click OK 4 Do one of the following and then click OK Under 3D Conversion ...

Page 548: ...r that file type is selected To create a 3D conversion preset 1 Open the Acrobat 3D Conversion dialog box using any of the following methods Choose File Create PDF From File and then double click the 3D CAD file Choose Edit Preferences and then choose Convert To PDF Select the 3D file format for which you want to create the preset and then click Edit Settings 2 In the Acrobat 3D Conversion dialog ...

Page 549: ...hese elements in the conversion Import Wireframes Causes geometry that has no face data though it is composed of ordered vertices to be converted Pass U3D File Through Unchanged Imports a U3D model without changing its geometric data Maximum Aspect Ratio Uses the maximum ratio of the rectangle size helping to remove unnecessary triangles Grouping Uses object grouping Polygon output Lets you specif...

Page 550: ...k Settings to change capture settings See Capturing 3D models from 3D CAD applications 4 Optional To include a JavaScript JS file click Browse and select the file Note If the JavaScript file has the same name as the 3D file it loads automatically when you select the 3D file 5 Specify navigation and display settings such as default background color and default lighting and then click OK In addition...

Page 551: ...appears You can select an option from the Enable 3D When menu to determine whether the 3D model is enabled by clicking it by turning to the page containing the 3D model or by making the 3D model visible For Default Animation State specify whether the animation should be playing or paused To play or pause animation the user can click the Play Animation button on the 3D toolbar You can select an opt...

Page 552: ...pture settings You can then edit the capture settings as appropriate To capture a 3D model in a PDF document 1 Open the 3D model in its source application and prepare it for capture See Tips for best capture results 2 In Acrobat 3D choose File Create PDF From 3D Capture 3 Do one of the following If Acrobat 3D supports capture from the CAD application click OK and restart the CAD application If Acr...

Page 553: ...change OpenGL capture settings These settings are located in the OpenGL panel of the 3D Capture Settings dialog box This dialog box appears when you attempt to capture a 3D model Similarly when capturing on a UNIX platform you may need to change OpenGL capture settings These settings are located in the Acrobat 3D Capture Utility when you choose Tools Options and then click Edit Settings The follow...

Page 554: ...future captures of this file type To change 3D preferences 1 Choose Edit Preferences and then click 3D Capture 2 Make sure that Enable Global 3D Capture is selected to allow capture of 3D models from other applications 3 Select the 3D capture settings for the 3D CAD application you want to edit and then click Edit Settings 4 Specify settings for the selected file type and then click OK See 3D capt...

Page 555: ...es the file size and may change the appearance of the 3D model Toggle Y And Z Axis Depending on the 3D model application the native coordinate system may have a different representation of up than Acrobat This option allows conversion between y up and z up coordinate frames OpenGL settings The OpenGL panel lets you adjust the settings for 3D CAD applications OpenGL is a cross platform language for...

Page 556: ...parts or make parts transparent Selected 3D object A Model Tree B 3D toolbar C 3D object If you use a browser to display PDF documents you can interact with the 3D model if you have one of the following versions Windows Internet Explorer 5 5 6 0 6 0 SP1 or later Netscape 7 1 or later FireFox 1 0 or later and Mozilla 1 7 or later Mac OS Safari 1 2 2 or later To enable the 3D model and show the 3D t...

Page 557: ...e Walk Tool is especially useful for architectural 3D models It s available when you select the preferences setting that consolidates tools or when you right click Windows or Control click Mac OS the 3D model and choose Tools Walk Zoom Moves you toward or away from objects in the scene When the Hand Tool is selected Shift drag to zoom in or out Distance Tool Lets you measure parts of the 3D model ...

Page 558: ...projection or background 1 Do any of the following To change the rendering style choose an option from the Model Render Mode pop up menu For example choose Transparent to see the inside of the 3D model To view an orthographic projection click the Use Orthographic Projection button An orthographic projection effectively removes a dimension preserving the size ratio between objects but giving the 3D...

Page 559: ...mations you can click the view you created to return the 3D model to the saved state The bottom section includes metadata information if any about the part You cannot edit this information in Acrobat 3D Model Tree A 3D object s hierarchy B Saved views C Part information To view or hide the Model Tree 1 Select the 3D model 2 Click the Toggle Model Tree icon on the 3D toolbar or click the Model Tree...

Page 560: ...ng Model Render Mode Changes the surface appearance of the entire 3D model Show All Parts Displays the entire 3D model Display Bounding Box Displays the box that encloses the 3D model or the selected part Set Bounding Box Color Changes the color of the bounding box Choose this option select a color and then click OK Hide Hides the selected part You can also click the Eye check box next to the part...

Page 561: ...ated with that object disappears right To add comments to a 3D object 1 Select a tool from the Commenting or Drawing Markups toolbar The Text Edit tools have no effect on 3D objects 2 Add a comment to the 3D object area When you add a comment Acrobat 3D automatically creates a new view If your comment disappears click this view to see the comment again To display comments Do any of the following C...

Page 562: ...n add views when converting a 3D CAD file to a PDF document Select Add Default Views and then select the type of views you want to add See 3D conversion settings To change the default view 1 Right click Windows or Control click Mac OS the view in the Model Tree and then choose Set As Default View To manage views 1 In the 3D toolbar choose Manage Views from the Views pop up menu 2 Select the view f...

Page 563: ...Before and after cross section To apply a cross section 1 Click the Toggle Cross Section icon on the 3D toolbar to turn on or off the cross section 2 To change cross section properties choose Cross Section Properties from the Cross Section pop up menu on the 3D toolbar See Cross section settings 3 Optional Click Save Section View to create a view that you can return to later Related Subtopics Cros...

Page 564: ...utting plane slices the 3D model Specify a different color if desired Show Cutting Plane Displays the transparent field that cuts the 3D model Specify a different color and opacity if desired Align Camera With Cutting Plane Rotates the 3D model so that it s level with the cross section s cutting plane Flip Reverses the cross section For example if the top half of the model is cut off in the cross ...

Page 565: ...e the unit of measurement next to this ratio Select Measurement Markup in the tool palette if you want the lines you draw to appear as an annotation If desired type the annotation text that will appear in the comment Unless Measurement Markup is selected the object you draw will disappear when you measure another object or select another tool To ensure precise measurements make sure that Options S...

Page 566: ...ge the perpendicular distance between the two edges is shown If you select a straight edge and then move the pointer over an edge that is not perpendicular to that edge the angle between the two edges is shown If you select a circular edge the radius of that edge is shown Ruler In Ruler mode only points may be selected to allow measuring between any two points on the model Distance In Distance mod...

Page 567: ...ement that you specify rather than the 3D model s select this option and specify a unit of measurement 3D Measuring Mode The measuring mode determines what kind of data is measured in the 3D Measurement Tool palette See 3D measuring types 3D Measuring Line Color Specifies the color of the line that appears when you click or drag to measure an object 3D Snap Settings Select Snap To 3D Settings to t...

Page 568: ...ose Use 3D Content s Setting to use whichever setting the author used when adding the 3D model to the PDF document Default Toolbar State Determines whether the 3D toolbar is displayed or hidden when a 3D model is activated Enable Toggle For 3D Toolbar Control Displays a button on the 3D model that lets you hide or display the 3D toolbar Enable Double Sided Rendering Some model parts have two sides...

Page 569: ... example you might choose to have it automatically start when a user opens the PDF document to start when a user clicks a button or link in the Adobe PDF document or even to start based on another JavaScript file s instructions To learn how to work with JavaScript download the JavaScript manuals from the Adobe website The Acrobat JavaScript Scripting Guide contains background information and tutor...

Page 570: ...save it with the image Embed it as part of the 3D design Embedding a JS file saves the JavaScript structure as part of the PDF document after you save changes to the PDF document To embed a JavaScript file into a 3D model 1 Using the Select Object Tool from the Advanced Editing toolbar double click the 3D model 2 In the 3D Properties dialog box select Edit Content 3 In the Add 3D Content dialog bo...

Page 571: ...SEARCH AND INDEX About searching Adobe PDF documents ...

Page 572: ...izer window The Organizer window lets you find PDF files by looking through the hierarchy of your computer s hard drive through computer or network locations that you ve designated as Favorite Places through Collections that you ve created to group related PDF files or through a history of PDF files that you ve opened Once you find the PDF files that you want to work with you can open print email ...

Page 573: ...Searching for Text in Adobe PDF Documents About searching text Searching for words in an Adobe PDF document Searching across multiple Adobe PDF documents Setting Search preferences ...

Page 574: ... documents for words in the text layers form fields digital signatures comments bookmarks attachments document properties custom document properties XMP metadata object data indexed structure tags and image XIF extended image file format metadata Several of these items are searched by default while others require you to select particular options or use a particular search tool See Searching for wo...

Page 575: ...the Find box type the word words or partial word that you want to search for 4 From the Find Options menu select options as desired See Search options 5 To view each search result click the Find Previous button or the Find Next button to go backward or forward through the document If you want to switch to the Search PDF feature for additional search options choose Open Full Acrobat Search from the...

Page 576: ...itive finds only occurrences of the words that are in the case that you typed For example if you search for the word Web the words web or WEB aren t found Include Bookmarks searches the text in the Bookmarks tab as well as in the document Include Comments searches the text in comments and in the document For details about searching for specific text within the Comments tab see Finding comments Not...

Page 577: ...rict the search to the current document an index or a location on your computer If you choose to search an index or a location on your computer additional options appear under Use These Additional Criteria For information about these additional options see Using advanced search options for multiple document searches The options under Use These Additional Criteria let you restrict the search parame...

Page 578: ... bottom of the Search PDF window The How To window returns to its state before you clicked Search If a How To page was open before you started searching click the Back button until that page reappears If you accidentally close the Search PDF window while reviewing the results of a search you can click the Search button to display the results You can also choose Edit Search Results Next Result or E...

Page 579: ...repared Adobe PDF index files and in Adobe PDF files on the Internet Related Subtopics Searching all Adobe PDF files in a specific location Using advanced search options for multiple document searches Refining results of multiple document searches Searching Adobe PDF index files Using Boolean queries in multiple document searches Searching Adobe PDF documents on the Internet ...

Page 580: ...ke To Search option Basic Search select Browse For Location to find the location you want to search Or you can select All PDF Documents In Basic Search and then select a location from the pop up menu 4 Click Search The results appear nested under the document names and paths To review the results of a multiple document search 1 In the Search PDF window click the plus sign Windows or the triangle M...

Page 581: ...h word For example you can search your local disk for all Adobe PDF documents that you created after a certain date Searching multiple PDF documents provides additional search criteria To add document characteristics to the search criteria 1 In the Search PDF window in Advanced Search options select a check box under Use These Additional Criteria 2 Specify a search criterion Choose a document prop...

Page 582: ...search query for that subset of documents The result is a subset of documents by the specified author and that contain the search string To refine the results of a multiple document search 1 With the results of the first search still listed click Refine Search Results at the bottom of the Search PDF window 2 Specify additional search criteria See Search options Advanced search options and Using ad...

Page 583: ...ation not within your web browser In Mac OS indexes created with some older versions of Acrobat are not compatible and cannot be searched in Acrobat 7 0 using the current Search feature until the indexes are updated To search an index 1 At the bottom of the Search PDF window click Use Advanced Search Options 2 Type the word you want to find 3 For Look In select Select Index 4 If you want to view i...

Page 584: ...contain that term For example type NOT kentucky to find all documents that do not contain the word kentucky Or type paris NOT kentucky to find all documents that contain the word paris and do not contain the word kentucky Use the OR operator to search for all instances of either term For example type email OR e mail to find all documents with occurrences of either spelling For simple OR searches t...

Page 585: ...of the Search PDF window click Search PDFs On The Internet 3 Type the word or phrase that you want to find 4 To limit the search results select a search criteria option 5 Click Search The Internet After a pause your default web browser opens to a page of results 6 Click an item to examine that document You can also use Windows Search and Mac OS Finder to locate PDF documents on the Internet or on ...

Page 586: ...lts Limits the search results in the Search PDF window to a specific number of documents The default value is 100 but you can enter any number from 1 to 10 000 Range Of Words For Proximity Searches Limits the search results to those in which the number of words between the specified words isn t more than the number you specify You can enter any number from 1 to 10 000 Enable Fast Find Automaticall...

Page 587: ...s platform indexing compatibility Adding searchable information to document properties Guidelines for document properties information Guidelines for catalog Readme files Creating a search index Updating rebuilding and purging existing indexes Scheduling index updates Moving document collections and their indexes Setting catalog preferences ...

Page 588: ...r a particular PDF file or word You can catalog documents written in languages that use roman characters or in Chinese Japanese or Korean The items you can catalog include the document text comments bookmarks form fields tags object and document metadata attachments document information digital signatures image XIF extended image file format metadata and custom document properties Before you index...

Page 589: ...ines for cross platform indexing compatibility 3 Add information to the document properties for each file See Adding searchable information to document properties You can place Readme files that describe the index in the same folders with the indexes Or you can place the Readme files in a central location so that users can easily find descriptions for all indexes without having to know where the i...

Page 590: ...sure that the indexed files are searchable on all Windows platforms either configure LAN Server Macintosh LSM to enforce MS DOS file naming conventions or index only FAT volumes HPFS volumes may contain long unretrievable file names Single platform If you index Adobe PDF documents with long file names that will be truncated for Windows use work exclusively in either Windows or Mac OS when you buil...

Page 591: ...n 1 Open an Adobe PDF file 2 Choose File Document Properties 3 Select Description type the information you want to include and then click OK Repeat the procedure for each document in the collection that you will index For more detailed information on adding metadata see Editing document metadata Windows You can also enter and read the data properties information from the desktop Right click the do...

Page 592: ... to identify the group responsible for the document For example the author of a hiring policy document might be the Human Resources department Part numbers If you use document part numbers add them as keywords For example add doc m234 to the Keywords option to indicate a specific document in a series of several hundred documents on a particular subject Document types Use the Subject or Keywords op...

Page 593: ...e index A list of the folders containing documents included in a LAN based index or a list of the documents included in a disk based index You might also include a brief description of the contents of each folder or document A list of the values for each document if you assign Document Info field values If a catalog has an especially large number of documents consider including a table that shows ...

Page 594: ... do not plan to move the index or any items in the document collection See Setting catalog preferences 5 To exclude a particular subdirectory from indexing click Add next to Exclude These Subdirectoris and then select a folder that is inside a folder that s listed in the Include These Directories list 6 Click Build and then specify the location for the index file Click Save If long path names are ...

Page 595: ...in the index only custom document properties that already exist in the PDF documents you index are indexed The custom properties that you specify appear as a search option in the Search PDF window s additional criteria pop up menus when you search the resulting index See Adding custom properties Note When you create custom fields in a Microsoft Office application in which the Convert Document Info...

Page 596: ...user searching the index can then select the index and search within the custom property by selecting Document_Name from the Use These Additional Criteria menu See Creating document properties To add custom properties 1 Choose Advanced Catalog and then click New Index or Edit Index 2 Click Options and then click Custom Properties 3 In the Custom Property text box enter the custom property name 4 S...

Page 597: ...excluding numbers or words is that users can t search using phrases that contain these words or any numbers For this reason provide users with a list of the numbers or specific words that are not indexed To exclude words from the index 1 Choose Advanced Catalog and then click New Index 2 Click Options 3 Select Stop Words Type the word you want to exclude from indexing and click Add Repeat this ste...

Page 598: ...gs this can significantly add to the time required to search the index making it inefficient for your users The Rebuild option creates a new index instead of merely updating the existing one This process also overwrites the existing idx file folder replacing all older idx files with the new idx file The Purge option deletes the contents of the existing idx file folder the idx files but does not de...

Page 599: ... that contains a list of platform dependent catalog index file paths and flags You use a scheduling application such as Windows Scheduler or Scheduler for Mac OS to display the bpdx file in Acrobat Acrobat then re creates the index according to the flags in the bpdx file For more detailed information on scheduling indexing search from the Support page on the Adobe website at www adobe com support ...

Page 600: ...tive path simply by moving that folder If the relative path changes you must create a new index after you move the indexed document collection However you can still use the original PDX file To use the original PDX file first move the indexed documents Then copy the PDX file to the folder where you want to create the new index and edit the include and exclude lists of directories and subdirectorie...

Page 601: ...e resemble those found in the Options dialog box that you can open during the process of creating a new index See Advanced options for index descriptions Other Catalog Preference options include indexing Adobe PDF documents located on separate drives enabling logging of the indexing process and forcing ISO 9660 compatibility Forcing ISO 9660 compatibility is useful when you don t want to change lo...

Page 602: ...PRINT PRODUCTION About print production in Acrobat ...

Page 603: ...Adobe applications for prepress related features For example the Flattener Preview works the same way in Adobe InDesign CS Adobe Illustrator CS and Adobe Acrobat 6 0 Professional and later Custom presets Opportunities to save standard workflow and output settings as custom presets which prepress service providers can provide to your customers to help ensure that their documents are ready for press...

Page 604: ...ion tools About trapping Specifying Adobe In RIP Trapping options Previewing output Converting colors Using the Ink Manager Embedding printer marks Adjusting page margins and page sizes Fixing hairlines Previewing and applying transparency flattening ...

Page 605: ...F documents with ICC profiles See Converting colors Ink Manager The Ink Manager modifies the way inks are treated while the current PDF document is open The Acrobat Ink Manager uses the same options and controls as in other Adobe applications See Using the Ink Manager Add Printer Marks Adds standard printer marks to a PDF page for positioning These marks are applied as content rather than annotati...

Page 606: ...te for misregistration by slightly expanding one object so that it overlaps an object of a different color in a process known as trapping By default placing one ink over another knocks out or removes any inks underneath to prevent unwanted color mixing but trapping requires that inks overprint or print on top of each other so that at least a partial overlap is achieved Misregistration with no trap...

Page 607: ...act the manufacturer or your prepress service provider To trap an Adobe PDF document 1 If necessary create a trap preset with custom settings for your document and press conditions See Using trap presets to specify trap settings 2 Assign the trap preset to a page range See Assigning a trap preset to pages 3 Choose File Print to open the Print dialog box and then click Advanced 4 Select Output from...

Page 608: ...reset 1 Choose Tools Print Production Trap Presets 2 Do one of the following Select an existing preset as a starting point and then click Create Double click a preset to edit it 3 Specify the following options and then click OK For Name type a name for the preset You can t change the name of the No Trap Preset and Default trap preset For Trap Width type values to specify the amount of overlap for ...

Page 609: ...p preset to pages 1 In the Trap Presets dialog box click Assign 2 For Trap Preset choose the preset you want to apply 3 Select the pages you want to apply the trap preset to 4 Click Assign and then click OK Note If you click OK without clicking Assign the dialog box closes without making any changes to the trap assignments Trap assignments previously made using the Assign button are preserved To d...

Page 610: ...0p0 to 0p8 The default value is 0p0 25 Black indicates the distance that inks spread into solid black or the holdback amount the distance between black edges and underlying inks for trapping rich blacks The default value is 0p0 5 This value is often set to be 1 5 to 2 times the value of the default trap width The value you set for Black Color in the Trap Thresholds section determines what Acrobat ...

Page 611: ...evious versions of the Adobe Trapping Engine Trap join examples left to right miter join round join bevel join End Style controls the intersection of three way traps Miter the default shapes the end of the trap to keep it away from the intersecting object Miter also matches earlier trapping results to retain compatibility with previous versions of the Adobe Trapping Engine Overlap affects the shap...

Page 612: ...tes the neutral density value at or above which Acrobat considers an ink to be black For example if you want a dark spot ink to use the Black trap width setting enter the neutral density value here Use any value from 001 to 10 but this value is typically set near the default of 1 6 Sliding Trap indicates the percentage difference between the neutral densities of abutting colors at which the trap i...

Page 613: ...The Step value specifies the threshold at which the trapping engine decides to create a trap To change how much the component inks in abutting colors can vary before causing those colors to trap increase or decrease the value for Step in the New Trap Preset dialog box The lower the Step percentage the more often traps are created between colors ...

Page 614: ... the point at which the trap begins to straddle the centerline to where the lighter color exceeds 70 of the darker color in neutral density lighter color s neutral density divided by darker color s neutral density 0 70 Colors of identical neutral density will always have their traps exactly straddle the centerline unless the Sliding Trap is set to 100 To set the percentage difference at which a tr...

Page 615: ...Trap Objects To Images ensures that vector objects such as frames used as keylines trap to images using the Trap Placement settings If vector objects do not overlap images in a trapping page range consider turning this option off to speed trapping of that page range Trap Images To Images turns on trapping along the boundary of overlapping or abutting bitmap images This feature is on by default Tra...

Page 616: ...a keepaway or a holdback placement for rich blacks to keep support screens a specified distance away from edges of reversed out or light elements in the foreground so that the light elements retain their sharpness You control the distance of support screens from the edges of black areas by specifying the Black trap width value Note Don t be concerned that the Black trap width setting will be too w...

Page 617: ...propriate neutral density value for a given ink by asking your commercial printer The most accurate method of determining an ink s ND value is by measuring a swatch of the ink with a commercial densitometer Read the V or visual density of the ink do not use process filters If the value differs from the default setting type the new value in the ND box Note Changing the neutral density for a spot co...

Page 618: ...nd select an ink that requires special treatment To display the Ink Manager see Using the Ink Manager 2 For Type choose one of the following options and then click OK Choose Normal for traditional process inks and most spot inks Choose Transparent for clear inks to ensure that underlying items trap Use this option for varnishes and dieline inks Choose Opaque for heavy nontransparent inks to preven...

Page 619: ...igher sequence numbers This prevents the last applied ink from being spread and still creates good traps Note Do not alter the default trapping sequence without first consulting with your prepress service provider To adjust the trapping sequence 1 Open the Ink Manager The current trapping sequence is displayed in the Sequence column of the inks list To display the Ink Manager see Using the Ink Man...

Page 620: ...ine frequencies and screen angles See Using the Ink Manager Note Unless you have been using a color management system CMS with accurately calibrated ICC profiles and have calibrated your monitor the on screen separation preview colors may not match the final color separation output See Managing color in Acrobat and Creating an ICC monitor profile Output Preview dialog box with Separations selected...

Page 621: ...ied with your prepress service provider using integral or overlay proofs Note Objects on hidden layers are not included in an on screen preview To preview one or more separation plates 1 In the Output Preview dialog box choose Separations from the Preview menu 2 Do any of the following To view one or more separations select the empty box to the left of each separation name Each separation appears ...

Page 622: ...parated output You can also see overprinting effects when you output to a composite printing device if you select Simulate Overprinting in the Output panel of the Advanced Print Setup dialog box This is useful for proofing color separations Rich Black indicates areas that will print as rich black process black K ink mixed with color inks for increased opacity and richer color Rich black objects kn...

Page 623: ...profile To display a soft proof In the Output Preview dialog box choose the proof profile space you want to simulate The color profile of a specific output device You can select None to proof only for ink black or paper white simulation without simulating a different proof file If you want the custom proof setup to be the default proof setup for documents close all document windows before selectin...

Page 624: ...required for example from RGB to CMYK If a PDF file contains objects with embedded color profiles Acrobat manages the colors using the embedded profiles rather than the default color spaces You can convert the colors of a single page or an entire document Convert Colors dialog box A Document Colors list B Destination Space color profiles Related Subtopics About embedding color profiles About embed...

Page 625: ...x to the selected color space in the Adobe PDF document For example a document might contain five objects one in Grayscale and two each in the RGB and CMYK color spaces In this case you can specify that Acrobat embed a separate color profile to calibrate the color for each color space for a total of three profiles This might be useful if your RIP performs color management of PDF files or if you ar...

Page 626: ...ion environment in which the document will be produced as a printed product An output intent describes the color reproduction characteristics of a possible output device or condition of production The color spaces in the document will be DeviceGray DeviceRGB or DeviceCMYK depending on the color model of the destination profile This destination profile replaces any existing output intent ...

Page 627: ...n remove embedded profiles altogether or remove them and attach new profiles that meet your specifications Unembedding is useful if the Adobe PDF file contains embedded colors profiles and you want to preserve those CMYK and grayscale color values ...

Page 628: ...t Colors tool on the Print Production toolbar To convert a document s colors to a different color space 1 In the Convert Colors dialog box select an option from the list of color spaces and colorants used in the document Color spaces with currently selected actions 2 Select an option from the Action menu Preserve keeps objects in the selected color space when outputting the document Convert uses t...

Page 629: ...duction Ink Manager Select the Ink Manager tool on the Print Production toolbar Choose Tools Print Production Output Preview and click the Ink Manager button Choose File Print and click Advanced In the Output panel of the Advanced Print Setup dialog box click the Ink Manager button Choose File Save As and choose PostScript or Encapsulated PostScript for the file type Click Settings and then click ...

Page 630: ...h corner of the trim area to indicate the PDF trim box boundaries Bleed Marks Places a mark at each corner of the bleed box to indicate the PDF bleed box boundaries A bleed box defines the amount of extra area to image outside the defined page size Registration Marks Places marks outside the crop area for aligning the different separations in a color document Color Bars Adds a small square of colo...

Page 631: ... Prepress service providers can also use this tool to expand the page size for imposition tasks You can switch between boxes without losing the margins you set for each box As you adjust individual boxes the preview in the Crop Pages dialog box redraws to reflect the new settings For example if you expand the crop or media box the page content shrinks in the preview simulating what would happen at...

Page 632: ...cts of a page including text and images that appear on the page or that bleed or extend off the edge of the page Acrobat discards objects outside the media box when creating PDF files Bleed box represents an extended area around the trim box at which all page content is clipped if a bleed area is present A document that requires a bleed also requires a bleed box The bleed box must be smaller than ...

Page 633: ...DF document using the Crop Pages dialog box To display the Crop Pages dialog box Do one of the following Choose Tools Print Production Crop Pages Select the Crop Pages tool on the Print Production toolbar Choose Tools Advanced Editing Crop Tool To adjust the margins of a document box or to change the page size media box see Cropping pages ...

Page 634: ...ed with different scaling magnification values Be sure to check the results if you select these options and adjust your selections as necessary To fix hairlines 1 Choose Tools Print Production Fix Hairlines or select the Fix Hairlines tool on the Print Production toolbar 2 Type values for the hairline width and replacement width Click the increment arrows to increase or decrease the widths increme...

Page 635: ...bjects with blending modes and opacity masks In addition styles and effects may contain transparency and overprinted objects may be treated as sources of transparency if they are involved in transparency or if the overprint needs to be flattened All Affected Objects previews all objects that are involved in transparency including transparent objects and objects that are overlapped by transparent o...

Page 636: ...t Selecting this option however causes small fonts to appear noticeably thicker especially when printing on lower end printing systems In addition it may make small fonts less readable and significantly degrade flattening performance Convert All Strokes To Outlines Ensures that the width of all strokes in the artwork stays consistent Selecting this option however causes thin strokes to appear slig...

Page 637: ...s Understanding preflight profiles Editing an existing preflight profile Advanced tools for creating and modifying multiple preflight profiles Importing or exporting preflight profiles Creating and verifying PDF X compatible files Automatically inspecting Adobe PDF files Setting Preflight preferences ...

Page 638: ...riteria Adobe PDF documents created using Acrobat Distiller Adobe InDesign or Adobe Illustrator should be optimized for print or press using the predefined settings in Distiller or InDesign PDF styles or using settings provided by your prepress service provider You can use Preflight to see which job options were used See Using default Adobe PDF settings files or see the chapter on creating PDF doc...

Page 639: ...eflight dialog box A Commands B Preflight profiles C Profile description D Page range for inspecting E PDF X status To run a preflight inspection 1 In an open document do one of the following Choose Tools Print Production Preflight Select the Preflight tool from the Print Production toolbar Choose Advanced Preflight 2 Select a profile from the list 3 If desired specify a page range for the inspect...

Page 640: ...e mismatch with all Errors first followed by Warnings and so on An alert icon appears next to each rule that was violated according to the selected Preflight profile See About preflight alerts Preflight dialog box with problem objects Related Subtopics Viewing content problems in lists Viewing content problems in a separate window Viewing resources and general information Viewing results as commen...

Page 641: ...ext to a problem identified by the profile to see details about the problem object Only the first few problems are listed You can list additional results if any according to your settings in Preflight Preferences See Setting Preflight preferences 3 Double click an item to see the object in context on the PDF page A red dotted line outlines the problem object for easier identification This is usefu...

Page 642: ...t be displayed To view problem objects in a separate window 1 Click the plus sign next to a rule to display the problem objects found during the inspection 2 Select a problem object in the list 3 Select Show Selected Page Element In Snap View 4 In the Preflight Snap View window choose an option from the Background Color menu All problem objects are displayed on this color in Snap View Snap view of...

Page 643: ...F file contains notes forms hypertext links or similar items from other vendors that are set to print If you don t want these items to print you must change the printing condition in the source application or in Distiller To view additional information about the document 1 In the Preflight dialog box with results showing select Show Detailed Information About Document Overview and Preflight inform...

Page 644: ...nts tab see Using the Comments List To view results as comments 1 In the Preflight dialog box click Comments or choose Insert Preflight Results As Comments from the Options menu Yellow dotted outlines appear around each problem object 2 If prompted click Embed if you want to embed comments regardless of how many exist 3 Click a comment to view its contents Sample PDF report with a note comment To ...

Page 645: ...etails to expand the reported information about each problem object for example where the object is located on the page If this option is unselected the report includes only a list of problems for the object Select Problems Highlighted By Transparent Masks to place a colored mask similar to a Photoshop mask over areas to make the problem areas stand out You can change the mask color using Prefligh...

Page 646: ... you define the criteria for the inspection The inspection criteria are packaged in a file called a preflight profile You can specify values and how you want Preflight to handle mismatches using the Edit Profile dialog box Related Subtopics About preflight profiles About preflight alerts ...

Page 647: ...ns a particular document property To help you determine what document properties the preflight profile analyzes and thus how to set parameters you can review information about each selected rule in the Edit Profile dialog box This information describes what criteria the rule uses to analyze a document property For detailed information on the components of a preflight profile see About rules and co...

Page 648: ...atches that must be corrected before the PDF document can continue to the next stage in the workflow Warning generates a warning message for this rule or any rules in this category Choose this option for mismatches that you want to know about and may need to correct before final output Info generates a simple note for this rule or any rules in this category Choose this option for mismatches that y...

Page 649: ...e and saving the edited profile under a new name Once you become familiar with profiles and their components you can use the advanced method to quickly modify multiple profiles See Advanced tools for creating and modifying multiple preflight profiles Related Subtopics Specifying preflight profile settings Adding security to preflight profiles ...

Page 650: ... settings 1 In the Edit Profile dialog box select a profile from the list on the left 2 Enter a unique name for the profile and describe it in the Purpose box 3 Enter your name and email address 4 Select Profile Is A Favorite if you want to make the profile appear in bold text above other profiles in the list 5 To apply password protection to the profile select Protect Profile With Password and th...

Page 651: ...ed preflight profile requires a password to unlock it for modification By default a new preflight profile is not locked To lock a preflight profile 1 In the Edit Profile dialog box select a profile 2 Specify profile settings and then select Protect Profile With Password 3 Enter uppercase and lowercase letters numerals or punctuation marks Reenter the password in the next box to confirm it The opti...

Page 652: ... error only if all the conditions in the rule are in error You can define a new preflight profile or modify an existing profile by adding deleting or editing rules and conditions For best results when creating and modifying profiles add only as many rules as you need to validate the PDF content and keep the rules and conditions simple and straightforward For example you can use the PDF X profile t...

Page 653: ...ou work from right to left specifying and adding conditions to rules and then specifying and adding rules to profiles The buttons at the bottom of the columns perform basic editing functions such as duplicating removing and creating The available buttons depend on whether you re modifying a profile a rule or a condition The search box highlights a profile Profiles column A New B Duplicate C Edit D...

Page 654: ...Create Profile Summary from the Options menu A Profile Summary is a PDF document To view the settings for a profile 1 If necessary click the Profiles button in the Preflight dialog box to list the profiles 2 Select a profile and choose Edit Preflight Profiles Advanced from the Options menu 3 In the Profiles column click the plus sign next to the profile to list its rules 4 In either the Profiles c...

Page 655: ...he following Click the plus sign next to the profile to view its rules and then use the arrow keys to move rules to and from a profile You can add as many rules as needed Click the plus sign next to a rule to view its conditions and then use the arrow keys to move conditions to and from the rule Select a profile and click the Edit icon or double click a profile to change its name description or se...

Page 656: ...s and then click the Assign arrow 5 Add as many rules as needed To create a new rule 1 In the Edit Profiles dialog box do one of the following Click the New icon To base the new rule on an existing one select a rule and click the Edit icon or the Duplicate icon 2 In the Edit Duplicate Rule dialog box type a name and description for the new rule Select other options as desired 3 Select the rule in ...

Page 657: ...import a preflight profile 1 In the Edit Profile dialog box select a profile and click the Import icon 2 Locate the preflight package file kfp extension and click Open The profile appears in the Preflight profiles list 3 If the profile is locked click the Edit icon and choose Unlocked from the pop up menu 4 If prompted enter the password The profile can be edited To export a preflight profile 1 In...

Page 658: ...rinter marks text objects vector objects images and so on Some condition statements specify relationships between the actual value of a property for example text size or spot color name and the value you enter in the dialog box for example 12 or Deep blue Other statements compare numerical values or define Boolean properties such as has TrimBox or is spot color Relationship between property value ...

Page 659: ...ation about how lines are drawn particularly the color values of the current color space The group also includes line properties such as line thickness Halftone Includes graphic state settings relevant for prepress operations such as screen angles frequencies and spot shapes ICC Color Spaces Includes properties for accessing the characteristics in the embedded ICC profiles which define the ICC col...

Page 660: ...s the PDF X status of the current document Tool tips indicate what action you can perform on the document For example if the icon indicates that the document is not PDF X compatible the tool tip tells you that you can convert the current PDF document to PDF X PDF X alerts A Convert to PDF X B Verify PDF X C Remove PDF X Related Subtopics Converting PDF files to PDF X Verifying an Adobe PDF file ag...

Page 661: ...nvert Current PDF to PDF X from the Options menu 2 In the Convert To PDF X dialog box select whether to convert the PDF document to PDF X 1a or PDF X 3 3 Choose an output condition from the pop up menu This option indicates the printing condition for which the document has been prepared Any document that does not meet the requirement will fail compliance checking 4 Specify how to set the Trapped k...

Page 662: ...o create the file and the color settings file associated with the file appear next to the icon You can verify a PDF file against PDF X 3 or PDF X 1a criteria before running a preflight inspection To verify a PDF file against PDF X criteria 1 In the Preflight dialog box click the Verify PDF X icon Preflight reports whether the PDF file complies with the PDF X standard used to create it A green chec...

Page 663: ... been modified if you want to start over or if an ICC profile increases the file size too much To remove PDF X information 1 In the Preflight dialog box click the Remove PDF X icon A PDF X compliant file has a green checkmark in the lower right corner of the icon 2 When prompted click Yes The green checkmark is removed and the tool tip next to the icon says Not a PDF X file ...

Page 664: ...ing Adobe PDF files If you routinely use the same preflight profile to inspect documents you can use a droplet or a batch processing command to process files Related Subtopics Using droplets Using Batch Processing commands ...

Page 665: ...e left of the pop up menu and choose what you want Preflight to do with any files that pass inspection To create a report of the results select the reporting option for the folder and click Settings to specify the type of report and amount of detail For more information on report settings see Creating reports Click Success Folder and specify the folder for the PDF files that pass inspection and th...

Page 666: ... See Selecting source files and output options for batch processing 6 Click Select Commands 7 Choose the Preflight command on the left side of the Edit Sequence dialog box and click Add to place it in the list on the right 8 Click Edit 9 In the Preflight Batch Sequence Setup dialog box choose a profile from the Run Preflight Check Using menu 10 Do any of the following and then click Save To specif...

Page 667: ...he other two RGB images in the list you must click the plus sign next to the pages in the Results list To create output intents 1 In the Output Intents tab of the Preflight Preferences do one of the following To create a new output intent from scratch click the Create A New Output Intent icon To create an output intent based on an existing one select an option from the list on the left and then cl...

Page 668: ...he output intent profile name Choose from the list of output conditions the description appears in the Output Condition box or choose Custom and create your own The list includes default ISO output conditions plus any custom ones Registry The URL web address where more information about the output intent profile name can be found Output Condition The intended printing condition of the job includin...

Page 669: ...nt options Specifying output settings Specifying marks and bleeds Controlling transparency flattening Setting PostScript options Printing a composite Preparing color separations Printing color separations About downloading language specific fonts Previewing how colors overprint Printing over the Internet ...

Page 670: ...ne color in one level of gray A more complex image is one with color tones that vary within the image This type of image is known as a continuous tone image A digital photograph is an example of a continuous tone image Halftoning To create the illusion of continuous tone images are broken down into a series of dots This process is called halftoning Varying the sizes and densities of the dots in a ...

Page 671: ...erlap Cut Marks including Western or Eastern style and Labels For Overlap type the minimum amount of duplicated information you want printed on each tile for ease in assembly The Overlap option uses the unit of measure specified for the document The value should be greater than the minimum nonprinting margins for the printer You can specify up to half the size of the shortest side of the document ...

Page 672: ...hows the page as it will print To view a document exactly as it will print 1 Click the Layers tab or choose View Navigation Tabs Layers 2 Choose Apply Print Overrides from the Options menu Note Depending on the visibility settings specified when the PDF file was created Apply Print Overrides may be unavailable in the Options menu To change print overrides for a layer 1 Click the Layers tab or choo...

Page 673: ...ge and choose a resolution from the pop up menu Print As Image prints pages as bitmap images which resolves many problems associated with printing to desktop printers This option is not available for QuickDraw Mac OS printing 4 Select any of the panels on the left side of the Advanced Print Setup dialog box and set options for either composite or separations output Set color and other output condi...

Page 674: ...d only as long as the Adobe PDF document is open To use the settings again you can save them in a file To save a print settings file 1 In the Advanced Print Setup dialog box click Save As 2 Specify a file name and click OK Print settings are saved as spf files ...

Page 675: ...ile directly to the PostScript printer and lets the printer convert the document to the printer color space The exact results of the color conversion can vary among printers To use PostScript color management you must have a printer that uses PostScript Level 2 or later it is not necessary to install an ICC profile for the printer on your system To use no color management choose Same as Source No ...

Page 676: ...ally have only a few choices for line screens usually coarser screens of between 53 lpi and 85 lpi The coarser screens however give optimum results on low resolution printers Using a finer screen of 100 lpi for example actually decreases the quality of your image when you use a low resolution printer for final output To specify a halftone screen frequency and resolution In the Output panel of the ...

Page 677: ...ny conflicting settings in the printer driver Always specify print settings using the Advanced Print Setup dialog box To specify emulsion 1 Select the Output panel on the left side of the Advanced Print Setup dialog box 2 For Color choose a separation option 3 For Flip select one of the following options None the default to make no changes to the orientation of the imageable area Type that is in t...

Page 678: ...notations embedded from the source application if available or create marks for final output using the following options The marks appear in the preview on the left side of the Advanced Print Setup dialog box Emit Printer Marks Uses the marks embedded in the Adobe PDF file All Marks Creates all printer marks at once Line Weight Determines the weight of the lines for trim bleed and registration mar...

Page 679: ...Setup dialog box Flattening represents overlapping areas as either vector objects or rasterized areas This example involves only vector objects To specify flattening settings for high resolution output 1 Select the Transparency Flattening panel on the left side of the Advanced Print Setup dialog box 2 Drag the Raster Vector Balance slider or type a new value in the text box to adjust the degree of...

Page 680: ...ou must be connected to a PostScript printer or have a PostScript printer driver installed with a PPD file selected To set PostScript options 1 Select the PostScript Options panel on the left side of the Advanced Print Setup dialog box 2 For Font And Resource Policy specify how fonts and resources are downloaded 3 For Print Method choose the PostScript level of the output device 4 Select other opt...

Page 681: ... the pages is produced unless you select the option in the main Print dialog box this option prints all nonwhite color as black If the document contains color visually correct grays print to simulate that color For example the gray that simulates a 20 tint of yellow is lighter than a 20 tint of black since yellow is visually lighter than black Note Remember that like monitors color printers vary g...

Page 682: ...d separations right Before you create separations do the following Calibrate your monitor See Creating an ICC monitor profile Open the Adobe PDF document and specify whether the document contains trapping information if known See Declaring the presence of trapping information Preview the separations and transparency flattening results See Previewing output and Previewing and applying transparency ...

Page 683: ...screen frequencies resolution and color output capabilities Selecting the PPD file that corresponds to your PostScript printer or imagesetter provides the Advanced Print Setup dialog box with the available settings for the output device and determines which PostScript information to send to the printer when printing a document For example fonts listed in your PPD file reside in the printer so they...

Page 684: ...robat using trapping presets supported by Adobe In RIP Trapping See Specifying Adobe In RIP Trapping options or see the authoring application s documentation for details on including trapping information in a PostScript file To specify whether a file contains trapping information 1 Open the PDF file and choose File Document Properties 2 Select Advanced on the left side of the Document Properties d...

Page 685: ...om the Settings menu at the top of the Advanced Print Setup dialog box 4 In the Output panel select Separations from the Color menu or if you use a PPD file that supports in RIP separations select In RIP Separations Specify halftone screen frequency emulsion and image exposure 5 Specify which colors to separate To create a separation for a color select the check box next to the color name To selec...

Page 686: ... the check box next to the color name indicates that a separation will be created for that color Initially each color defined in the document produces a separate plate This includes spot colors defined and used in imported PDF files or EPS files and colors in a DeviceN color space DeviceN is the Adobe PostScript 3 color space for representing common elements such as duotones tritones and quadtones...

Page 687: ...is useful if the document contains more spot colors than are practical to print for example This conversion does not affect how the colors are defined in the document See Using the Ink Manager Note Process color equivalents may not exactly match the original spot colors Selecting this option can also affect overprinting and trap settings in your document ...

Page 688: ... receive a composite PostScript file of the document optimized for in RIP separations rather than a preseparated PostScript file Saving the file as PostScript saves the separation settings the PPD information and any color conversions you have specified in the Advanced Print Setup dialog box For best results use the Save As command rather than the Print To File option available in the Print dialog...

Page 689: ...during installation of Adobe Acrobat If Download Asian Fonts is not selected the PDF document prints correctly only if the referenced fonts are installed on the printer If the printer has similar fonts the printer substitutes those If there are no suitable fonts on the printer Courier is used for the text If Download Asian Fonts does not produce the results you want print the PDF document as a bit...

Page 690: ... you output to a composite printing device Both of these methods are useful for proofing documents that will be color separated Appearance of artwork on monitor left and printed artwork right To preview how colors will overprint and blend With the PDF file open choose Advanced Overprint Preview The overprint display turns on or off when overprint previewing is on a checkmark appears next to the Ov...

Page 691: ...ocuments to printers and fax machines in the PrintMe network or securely store PDF files online for on demand printing To print over the Internet 1 Save the document and then choose File PrintMe Internet Printing 2 Follow the instructions in the URL provided ...

Page 692: ...ith JDF Instructions About JDF files Viewing JDF job definitions Creating JDF job definitions Editing JDF job definitions Adding and removing JDF job definitions Specifying frequently used information Preparing files for submission ...

Page 693: ...ocess including PDF conversion settings and preflight profiles A JDF file can evolve over time as more information is gathered about the job or it can be completed as the job is submitted for print production The format is flexible enough to start as a high level definition describing only a rough outline of a product and be modified with more concrete details about the product Or it can be comple...

Page 694: ...f the following Choose Tools Print Production JDF Job Definitions Double click a JDF file on your local machine to start Acrobat and list the JDF file in the JDF Job Definitions dialog box To view specifications of the print job 1 In the JDF Job Definitions dialog box select an item in the list and click Edit 2 In the document hierarchy of the Edit JDF Job Definition dialog box click any plus sign...

Page 695: ... such as size and number of pages Select a document from the list on the right which displays the names of files currently open in Acrobat Based On The Job Definition creates a copy of an existing JDF job definition with all its properties including the list of referenced files Be sure that the page content is changed before you proceed with the rest of your workflow If you select this option a li...

Page 696: ...sing the JDF Job Definitions dialog box To edit a JDF job definition 1 In the JDF Job Definitions dialog box select the job definition and click Edit 2 Click a tab and select editing options 3 When you are finished click OK or click another tab to edit more options JDF Job Definitions editing options A Add Section B Add File C Move Selection Down D Move Selection Up E Delete Selection Related Subt...

Page 697: ...e Adobe PDF files in the print job For more information about preflight profiles see About preflight profiles Embedded PDF Conversion Settings Converts non Adobe PDF files using the settings in the selected Adobe PDF settings file For more information on Adobe PDF conversion settings see Using default Adobe PDF settings files Description Lets you add comments to the JDF job definition for the rece...

Page 698: ...of the MIS system that created the job Customer Job The name that the customer uses to refer to the job Customer Order ID The internal order number that represents the contract between the commercial printer and the customer This number is usually provided when the order is placed and then referenced on any correspondence between the printer and the customer referring to this job including bills c...

Page 699: ... the jobs are handed off to production To add job definitions to the job list 1 In the JDF Job Definitions dialog box click Add 2 Locate the JDF job definition file jdf extension and click Open or double click the JDF job definition file The JDF job definition appears in the JDF Job Definitions list To remove JDF job definitions from the job list In the JDF Job Definitions dialog box select the JD...

Page 700: ...tion The Contacts Manager and Media Manager both open dialog boxes for specifying information you can apply to each component in the print job Related Subtopics Specifying contact information Defining media specifications Media options ...

Page 701: ...o a job definition 1 In the JDF Job Definitions dialog box select a JDF job definition and click Edit 2 Click the Customer Info tab 3 In the Contacts section click Add 4 Choose a name from the Contact pop up menu 5 Double click a job function in the right column or choose job functions in the right column and click the Add button You can choose from the default list or add custom job functions Add...

Page 702: ...information Select an item in the list and click Edit to update the information Select an item in the list and click Remove To add a media to a section of a job definition 1 In the JDF Job Definitions dialog box select a job definition and click Edit 2 In the document hierarchy select a section in the second level of the hierarchy 3 Select an option from the Media pop up menu 4 If a media doesn t ...

Page 703: ...red in micron xb5 m Opacity The opacity of the media Use Opaque for two sided printing when you don t want the printing on the other side to show through under normal light Use translucent for back lit viewing Texture The intended texture of the media Front Back Coating The prepress coating applied to the front and back surfaces of the media Stock Brand The brand name associated with the media Sto...

Page 704: ...r submission using previously created submission site instructions Any preflight profile or PDF conversion settings file embedded in the job definition is used in the submission process Related Subtopics Creating submission site instructions Submission site options Submitting files to a production system ...

Page 705: ...ions 1 In the JDF Job Definitions dialog box select the JDF job definition and click Submission Manager 2 Click Add or select an item in the list and then click Edit 3 Set submission site options To remove submission site instructions 1 In the JDF Job Definitions dialog box select the JDF job definition and click Submission Manager 2 Select an item in the list and click Remove ...

Page 706: ...chy into a single Adobe PDF file A non printing annotation can optionally be added to the corner of each page indicating the section name and page number of that page within the section Important This feature is not recommended for workflows that rely on PDF X compatibility because changes to the referenced PDF files may render them non compliant with the PDF X specification Any non compliance wil...

Page 707: ...ct them in the job definition The Update JDF button becomes available if you can You can also click Next and Previous to move among the fixable errors 5 To update the job definition select an error and click Update JDF The JDF job definition automatically updates and the error disappears Some errors cannot be fixed completely In this case a warning appears in place of the previous error 6 When you...

Page 708: ...Producing Consistent Color About color management About color models Do you need color management Creating a viewing environment Managing color in Acrobat Creating an ICC monitor profile ...

Page 709: ...in a photo accurately the electronic image is then displayed on a particular calibrated monitor and the resulting file is printed on a particular calibrated printer All of these devices are calibrated to display color accurately from one device to the other Color management engine Different companies have developed various ways to manage color You can choose a color management engine that represen...

Page 710: ...aces are very different While the RGB gamut is generally larger that is capable of representing more colors than CMYK some CMYK colors fall outside of the RGB gamut The extent of the RGB color gamut exceeds that of the CMYK color gamut A RGB color gamut B CMYK color gamut In addition different devices produce slightly different gamuts within the same color model For example a variety of RGB color ...

Page 711: ...lors overlap they create cyan magenta and yellow RGB colors are called additive colors because you create white by adding R G and B together that is all light is reflected back to the eye Additive colors are used for lighting television and computer monitors Your monitor for example creates color by emitting light through red green and blue phosphors Additive color RGB ...

Page 712: ...cted back to your eye Combining pure cyan C magenta M and yellow Y pigments would result in black by absorbing or subtracting all colors For this reason they are called subtractive colors Black K ink is added for better shadow density The letter K came into use because black is the key color for registering other colors and because the letter B also stands for blue Combining these inks to reproduc...

Page 713: ... in grayscale Grayscale also lets you convert color artwork to high quality black and white artwork All color information in the original artwork is discarded the gray levels shades of the converted objects represent the luminosity of the original objects When you convert grayscale objects to RGB the color values for each object are assigned that object s previous gray value You can also convert a...

Page 714: ...nitor display the ability to soft proof colors and color consistency in large workgroups Color management is recommended if you reuse color graphics for print and online media use various kinds of devices within a single medium such as different printing presses or print to different domestic and international presses If you decide to use color management consult with your production partners such...

Page 715: ...ed color The best color for a viewing room is polychromatic gray Also the color of your clothing reflected in the glass of your monitor may affect the appearance of on screen colors Match the light intensity in the room or lightbox to the light intensity of your monitor View continuous tone art printed output and on screen images under the same intensity of light Remove colorful background pattern...

Page 716: ... colors You can also select specific profiles based on local press conditions The soft proofing feature allows you to use your monitor to accurately see how colors in an Adobe PDF document will look when rendered on a particular output device See Soft proofing colors At print time you can determine whether to manage color on the host computer or on the printer Host based color management gives bet...

Page 717: ...the color management engine and profiles used to display or print unmanaged device dependent colors in a document The information in the CSF may also affect whether PostScript printing uses the CMYK working space as the default when the policy for CMYK is not off Color Management Off Uses minimal color management settings to simulate the behavior of applications that do not support color managemen...

Page 718: ...s you may want to customize the RGB CMYK or Grayscale working space to reflect a workflow that uses a particular output or display device In a color managed workflow each color mode must have a working space profile associated with it Acrobat includes a standard set of profiles that have been recommended and tested by Adobe Systems for most color management workflows By default only these profiles...

Page 719: ...ts the characteristics of the Apple Standard 13 inch monitor and is used by a variety of desktop publishing applications including Adobe Photoshop 4 0 and earlier Use this space for files that you plan to display on Mac OS monitors or for working with legacy older desktop publishing files ColorMatch RGB Matches the native color space of Radius Pressview monitors This space provides a smaller gamut...

Page 720: ...sitive film standard newsprint paper in Japan Japan Web Coated Ad Produces high quality separations based on the following printing conditions 320 total area ink coverage positive film This profile was created using the JMPA Japan Magazine Printing Association data sets Data sets are based on DDCP Digital proofing standards U S Sheetfed Coated v2 Produces high quality separations using U S inks un...

Page 721: ...ain of 10 The Dot Gain 10 option represents the color space that reflects the grayscale characteristics of this particular dot gain Original image proof no dot gain and printed image with dot gain You can also specify a Grayscale working space profile that is based on the characteristics of a particular gamma A monitor s gamma setting determines the brightness of midtone values displayed by the mo...

Page 722: ...owing standard engine options If you have installed additional color management engines they may also appear as options Adobe ACE Uses the Adobe color management system and color engine This is the default setting for most preset color configurations Microsoft ICM Windows only Uses the color management system provided by Microsoft Corporation for Windows XP Windows 2000 and Windows NT computers Ap...

Page 723: ...an an embedded profile helps reduce the size of a PDF file If you open a PDF document with an output intent the color space defined by the output intent determines which working space RGB CMYK or Grayscale is used If the document includes more than one output intent only the first one is used For documents with named output intents rather than embedded profiles the program looks for the color prof...

Page 724: ... full dynamic range of the destination space If this option is not selected the dynamic range of the source space is simulated in the destination space although this mode can result in blocked or gray shadows it can be useful when the black point of the source space is lower than that of the destination space The Use Black Point Compensation option is selected for all predefined color management c...

Page 725: ...he ColorSync Profiles folder by creating additional folders within it or by adding aliases to other folders To add profiles to your system Copy profiles to one of the following recommended locations Windows XP Windows System32 Spool Drivers Color Windows 2000 WinNT System32 Spool Drivers Color Windows NT 4 0 WinNT System32 Color Windows 98 and ME Windows System Color Mac OS If you want your profil...

Page 726: ...tral as possible and standardizes image display across different monitors Depending on your workflow scenario an ICC monitor profile can be either a source profile a destination profile or both Although software calibration utilities are effective calibration and profiling tools hardware based utilities are more precise For best results use a hardware based utility that can generate an ICC complia...

Page 727: ...ings A monitor profile uses these settings to precisely describe how your monitor reproduces color Brightness and contrast The overall level and range respectively of display intensity These parameters work just as they do on a television set A monitor calibration utility helps you set an optimum brightness and contrast range for calibration Gamma The brightness of the midtone values The values pr...

Page 728: ...ument interfere with accurate color perception Set your desktop to display neutral grays only using RGB values of 128 For more information refer to the manual for your operating system If your monitor has digital controls for choosing the white point from a range of preset values set those controls before starting the calibration tool Later in the calibration utility you ll set the white point to ...

Page 729: ...SPECIAL FEATURES About document metadata About JavaScript in Acrobat About Digital Editions ...

Page 730: ...ment to prevent changes you can edit any metadata that can be set by the document creator Metadata is commonly used by search engines For example you can refine a search of multiple PDF documents by including an author name a keyword or a creation date in the search criteria if you know that the appropriate metadata has been added to the files you are searching See Creating document properties You...

Page 731: ...pond to user actions validate user data process multiple PDF documents in batch sequences and control the behavior of the document You can add life to your PDF documents by invoking JavaScript when a user opens or closes a page or a file clicks a bookmark or link or enters data in a form field See Using actions for special effects ...

Page 732: ...ed among users You can also obtain PDF versions of magazines and periodicals by subscribing to a Digital Editions service As with any Adobe PDF file Digital Editions can be moved copied to a folder or a CD posted on the web or sent as an email attachment To read a Digital Edition you must have a license to open and read the Digital Edition generally provided by the seller or lender and activate th...

Page 733: ...Document Properties and Metadata Viewing document properties Editing document metadata Creating document properties Viewing object metadata and object data ...

Page 734: ...nal fonts on your system or ask the document creator to re create the document with the original fonts embedded in it See Accessing and embedding fonts Initial View The Initial View tab describes how the PDF document appears when it s opened This includes the initial window size the opening page number and magnification level and whether bookmarks thumbnails the toolbar and the menu bar are displa...

Page 735: ... doesn t have a recognized name it is listed as Unknown The XML name space is contained in parentheses after the schema name 4 To edit the metadata do any of the following and then click OK To add previously saved information click Append select an XMP or FFO file and click Open To add new information and replace some or all of the existing information click Replace select a saved XMP file and cli...

Page 736: ...te must have unique names that do not appear on the other tabs in the Document Properties dialog box To create or change document properties 1 Choose File Document Properties and then select Custom 2 To add a property type the name and value and then click Add 3 To change the properties do any of the following and then click OK To edit a property select it change the Name or Value and then click C...

Page 737: ...e has no metadata associated with it To view object data for Visio custom properties 1 Choose Tools Object Data Object Data Tool 2 Double click an object to show the Object Data window 3 If you want to change the color that borders the selected object choose a color from the Highlight Color menu 4 Optional Choose any of the following from the Options menu to change the view within the document win...

Page 738: ...Working with JavaScript Working with JavaScript in Acrobat ...

Page 739: ...ns the JavaScript after a document is saved Using bookmarks or links See Adding page actions with page thumbnails and Adding actions to a link Using form fields The most common uses for JavaScript in Acrobat forms are formatting data calculating data validating data and assigning an action Field level scripts are associated with a specific form field or fields such as a button This type of script ...

Page 740: ...Buying and Viewing Digital Editions About Digital Editions Activating Acrobat Upgrading Digital Editions Obtaining Digital Editions Reading Digital Editions Using My Digital Editions ...

Page 741: ...hor or publisher Digital Editions are typically bought from online bookstores borrowed from online lenders or exchanged among users You can also subscribe to periodicals in digital edition format To read a Digital Edition you must have a license to open and read the Digital Edition generally provided by the seller or lender and you must activate Acrobat ...

Page 742: ... full activation using an Adobe ID or NET Passport login 5 On the congratulatory web page click the Sign In And Reactivate button and follow the on screen prompts to complete the full activation To activate Acrobat using an Adobe ID or NET Passport ID 1 While connected to the Internet do one of the following If you have just completed an Easy Activation click the Sign In And Reactivate button on t...

Page 743: ... using an earlier version of Acrobat you need to migrate these files to Acrobat 7 0 The first time you open My Digital Editions bookshelf or try to read a Digital Edition using Acrobat 7 0 you are prompted to migrate files to Acrobat 7 0 Follow the on screen prompts ...

Page 744: ...e Digital Media Store at http digitalmediastore adobe com You can also subscribe to periodicals in digital edition format Related Subtopics Downloading Digital Editions Subscribing to a Digital Editions service Sharing Digital Edition subscriptions Borrowing Digital Editions from an online library Sending Digital Editions to another mobile device Sharing Digital Editions with others ...

Page 745: ...s Adobe Digital Media Store 3 On the Adobe Digital Media Store website follow the on screen links and prompts to buy or borrow Digital Editions If a download fails the dialog box times out and you can retry the download later If a Digital Edition downloads partially a message appears in the thumbnail view of the Digital Edition in the My Digital Editions bookshelf prompting you to finish the downl...

Page 746: ...ing Select Check Over The Network Every and enter a number in the Days box to specify how often to automatically check for new issues Checking and downloading of issues occurs in the background when Acrobat is running Select Display A Message to open a dialog box from which you can download available issues immediately Select Mark The Digital Edition Thumbnail Only to highlight the Subscription ic...

Page 747: ... your other Digital Editions You can forward a copy of the PDF file to a friend or you can email a copy directly from the My Digital Editions bookshelf When the recipient tries to open the issue they are directed to the publisher s website to obtain ownership of the document or register for a personal subscription ...

Page 748: ...nually return a Digital Edition to the online library that lent it to you Borrowed Digital Editions appear in the My Digital Editions bookshelf with the Time out icon next to the thumbnail of the book You can click the Time out icon to see when the Digital Edition expires Note The Time out icon also appears on Digital Editions that you have purchased but that are packaged with an expiration date T...

Page 749: ... the transferred Digital Edition To send a Digital Edition to a mobile device 1 Choose Advanced Digital Editions 2 Do one of the following In the My Digital Editions bookshelf click the Send To Mobile Device button This button is not available if you don t have a mobile device activated Right click Windows or Control click Mac OS and select Send To Mobile Device The procedures that follow step 2 d...

Page 750: ... they don t have a license or permission a dialog box prompts them to obtain the license from the retailer To email a Digital Edition 1 Select the thumbnail or the book title in the My Digital Editions bookshelf 2 Do one of the following Click the Email button In the thumbnail view right click Windows or Control click Mac OS and select Email 3 Select the email option you want to use and click OK ...

Page 751: ...ature Use smooth text to improve readability See Smoothing text for improved readability Annotate the Digital Edition by highlighting text adding notes and copying text and objects See Adding note comments Search the Digital Edition to find a word or phrase See Searching for words in an Adobe PDF document Related Subtopics Opening Digital Editions Opening Digital Editions that you don t own Smooth...

Page 752: ...later it opens at the last page you viewed To open a Digital Edition Do one of the following Choose File Open select the Digital Edition and click Open Choose Advanced Digital Editions My Digital Editions and then double click the Digital Edition or select the Digital Edition and click the Read button In the Thumbnail view right click Windows or Control click Mac OS and select Read ...

Page 753: ...obat opens a dialog box that offers you the opportunity to visit the owner s or publisher s website Click OK and follow the on screen instructions to obtain ownership of the Digital Edition Click I Own It And I Copied It To This Computer Or Restored It From A Backup and then click the Obtain Ownership button The Adobe DRM Activator website displays instructions on how to reactivate Acrobat to allo...

Page 754: ...n the background and the text or image To set Page Display preferences 1 In Acrobat choose Edit Preferences Windows or Acrobat Preferences Mac OS and select Page Display in the Preferences dialog box 2 Select whether to smooth text line art or images The default is to smooth both text and images 3 Select Use CoolType if you want to adjust Adobe PDF text display to work optimally with your monitor ...

Page 755: ... To check the meaning of words 1 Use the Select tool to select the word or phrase you want to check 2 Right click Windows or Control click Mac OS the word and choose Look Up selected word Your browser starts automatically and opens Dictionary com English only and the selected word or phrase is checked ...

Page 756: ...n the My Digital Editions bookshelf Choose Advanced Digital Editions My Digital Editions To close the My Digital Editions bookshelf Click the Close button Related Subtopics Viewing the contents of My Digital Editions Viewing permissions for a Digital Edition Adding Adobe PDF documents to My Digital Editions Organizing Digital Editions Backing up Digital Editions on your computer ...

Page 757: ...om of the My Digital Editions bookshelf To change the display of the library contents Do one of the following Click the Thumbnail View button to display thumbnails of all the books in the library Click the Detail View button to list the title author access information and category of all books in the library Library contents A Detail View B Thumbnail View To sort the library contents in Detail Vie...

Page 758: ...en the document expires These permissions are saved with the document and downloaded when you borrow or purchase a Digital Edition To view permissions settings 1 Open a Digital Edition 2 Choose File Document Properties and then click the Security tab 3 In the Document Security section of the Document Properties dialog box click Show Details Note You cannot change the Security Method or Security Se...

Page 759: ...ant to include technical papers in Adobe PDF in your library You can open and manage these PDF documents in the same way as you open and manage Digital Editions To add a PDF document to the My Digital Editions bookshelf 1 In My Digital Editions click Add File 2 In the Add File dialog box locate and select the PDF document and then click Add ...

Page 760: ...e Edit Categories from the category menu at the top of the My Digital Editions bookshelf You may need to scroll down the menu 2 In the Digital Editions Categories dialog box do one of the following and then click OK To add a new category type its name in the text box and click Add To delete a category select it and click Delete To assign categories to a Digital Edition 1 Choose Advanced Digital Ed...

Page 761: ...l Editions My Digital Editions 2 Click the Backup button and then select Restore 3 Select Include User Comments And Markup if you want to restore the comments and markups that you have stored in the Digital Edition 4 Locate the folder that contains the content you want to restore and then click OK Note Acrobat must be activated before you can restore the library To save a copy of an individual Dig...

Page 762: ...ADOBE VERSION CUE About Adobe Version Cue Getting help Key features of Adobe Version Cue ...

Page 763: ...file history locating and managing files and backing up or restoring entire projects When you want to share your work with others Version Cue lets you instantly share a project with others and safely collaborate on files The Version Cue workspace is a feature of Adobe Creative Suite If you purchased Adobe Acrobat Acrobat 3D Adobe GoLive CS Adobe Illustrator CS Adobe InCopy CS Adobe InDesign CS or ...

Page 764: ...tches plug ins and links to user forum Visit the Creative Suite pages on Adobe Studio at www studio adobe com Finding Version Cue training resources If you Try this Want to obtain in depth training on Adobe products See the tutorials on the Adobe Studio website at www studio adobe com Browse the Adobe Press materials at www adobepress com English only and the available training resources at www ad...

Page 765: ...everyone has the correct file versions without slowing down other team members Multi user access makes files available to designers compositors and others while preventing files from being accidentally overwritten See Creating and sharing Version Cue projects Search file information to quickly locate files Using Version Cue you never have to leave the familiar Adobe design environment and yet the ...

Page 766: ...agement Turning on or restarting Version Cue Setting Version Cue workspace preferences Browsing Version Cue workspaces and projects Creating and sharing Version Cue projects Working with files and assets in a Version Cue project Working offline in a Version Cue project ...

Page 767: ...file to a previous state or as a way to compare file versions with team members or a client before selecting a final version Working directly from their own computers and within Creative Suite designers can instantly share a Version Cue project with other people who are using Creative Suite applications or applications that support WebDAV Designers can choose to share a Version Cue project with an...

Page 768: ...the Version Cue workspace located on your own computer When you change your mind Version Cue lets you immediately share any Version Cue project with other users If you mostly intend to collaborate with other Creative Suite users make sure that a Version Cue workspace is located on a computer that everyone can access on a network and that the collaborative projects are kept in that workspace Note T...

Page 769: ... Web Content folder GoLive uses the Web Content and Web Data folders by default when you use GoLive to connect to an existing Version Cue project or create a new Version Cue project When you first use Adobe Acrobat Adobe Illustrator Adobe InCopy Adobe InDesign or Adobe Photoshop to open a Version Cue project in the Version Cue workspace a folder named Version Cue is created on your computer in you...

Page 770: ... keep your workspace hidden from other users Note If the Version Cue workspace is installed on a computer that uses a firewall and you want to share the workspace with others make sure TCP ports 3703 and 427 are left open and deselect the Internet Connection Firewall option Windows only For information on the Internet Connection Firewall option see Windows Help 5 Click Apply Windows or Apply Now M...

Page 771: ...sion Cue Workspace Administration utility and change the workspace s data and backup folder locations To turn on the Version Cue workspace and make it available to other computers see Turning on or restarting Version Cue Related Subtopics Optimizing the Version Cue workspace Moving Version Cue workspace data and backups folders ...

Page 772: ...tab of the Adobe Version Cue dialog box do any of the following From the Workgroup Size menu choose the typical number of people who will be accessing the Version Cue workspace From the Optimize For menu choose the type of project you generally create In the Memory Usage text box enter the amount of RAM to make available to the Version Cue workspace 3 Click Apply Windows or Apply Now Mac OS 4 If p...

Page 773: ...ject information To move the Data or Backups folder 1 Open the Adobe Version Cue preferences in the Control Panel Windows or System Preferences Mac OS of the computer on which Version Cue is installed 2 Choose Off from the Version Cue menu 3 Click Apply Then click Yes Windows or Turn Off Mac OS in the confirmation dialog box that appears 4 Select the Locations tab and click the Choose button next ...

Page 774: ...ases restarted the Adobe application Version Cue isn t available in the Photoshop Place dialog box When you first begin working with Version Cue only the Version Cue workspaces that are on your local subnetwork are listed including your own computer if you installed the Version Cue workspace on it and turned the workspace on Other Version Cue workspaces are automatically added to this list after y...

Page 775: ...ication with the Version Cue workspace make sure that the Version Cue preference is enabled in the Creative Suite application preferences Note that GoLive doesn t require this step See Turning on or restarting Version Cue If you re working with a Version Cue workspace on a different computer make sure that you re connected to the same subnetwork or network as the computer or to the Internet 2 In A...

Page 776: ...ion Cue button Windows or the Version Cue button Mac OS 3 Choose Connect To from the Project Tools menu 4 In the Connect To dialog box enter the Version Cue Client URL the Version Cue workspace IP or DNS address a colon and the port number 3703 For example http 153 32 235 230 3703 5 Click OK After connecting to a remote Version Cue workspace the dialog box displays any available Version Cue projec...

Page 777: ...as been turned off or you ve lost network access to the workspace To view information about Version Cue workspaces projects and files 1 In Acrobat Illustrator InCopy InDesign or Photoshop do one of the following Choose File Open Choose File Place Version Cue isn t available in the Photoshop Place dialog box Choose File Save As 2 Click the Version Cue button Windows or the Version Cue button Mac OS...

Page 778: ...you need to create a Version Cue project to group related files You can use Version Cue projects to separate private files from files you want to collaborate on with other users Related Subtopics Creating and editing Version Cue projects Making Version Cue projects shared or private ...

Page 779: ... list of workspaces 7 To make this project and its files available to others select Share This Project With Others If the Version Cue workspace is on another computer and not located on your own computer the Version Cue project is shared by default 8 Click OK To edit the properties of a Version Cue project 1 In Acrobat Illustrator InCopy InDesign or Photoshop do one of the following Choose File Op...

Page 780: ...workspace URLs see Logging into and off the Version Cue Workspace Administration utility Note If the Version Cue workspace is installed on a computer that uses a firewall and you want to share the workspace with others make sure TCP ports 3703 and 427 are left open and deselect the Internet Connection Firewall option Windows only For information on the Internet Connection Firewall option see Windo...

Page 781: ...ion or other metadata that was added to the file with the File Info command in Creative Suite and collaborate on the file with other people using Creative Suite applications Related Subtopics Understanding file versioning with Version Cue Adding files to a Version Cue project Opening editing and saving files and file versions with Version Cue Viewing and managing file versions Searching for files ...

Page 782: ...ty to assign lock protection to a Version Cue project Lock protection restricts file versioning to sequential file versions Once a user begins editing an available file in a Version Cue project that has lock protection only that user can save the next version of that file to the Version Cue project Another user who chooses to edit that file simultaneously won t be able to save changes to a new ver...

Page 783: ...on Mac OS to open it 5 Double click the project s icon Windows or the project s icon Mac OS to open the project 6 Select the Documents folder and click Open 7 Click Save 8 Enter a comment for the first version and click Continue To copy one or more files or folders to a Version Cue project by synchronizing the files 1 Do one of the following Locate the project folder inside the My Documents Versio...

Page 784: ... Version Cue workspace Windows or the Version Cue workspace Mac OS and the project Windows or the project Mac OS that contains the file Note If the Version Cue workspace or project isn t available which may take several seconds to verify the dialog box displays only working copies in the My Documents Version Cue Windows or Documents Version Cue Mac OS folder on your computer See Working offline in...

Page 785: ...on Cue project or a different folder in the Version Cue project or you can use the Versions dialog box to add a new file version based upon the earlier version To view a file s versions 1 In Acrobat Illustrator InCopy InDesign or Photoshop choose File Open 2 Click the Version Cue button Windows or the Version Cue button Mac OS 3 Open the file from the Version Cue workspace Windows or the Version C...

Page 786: ...ture searches through files that were deleted from the project To search for files in a Version Cue project 1 In Acrobat Illustrator InCopy InDesign or Photoshop do one of the following Choose File Open Choose File Place Version Cue isn t available in the Photoshop Place dialog box 2 Click the Version Cue button Windows or the Version Cue button Mac OS 3 Open the Version Cue workspace Windows or t...

Page 787: ...pace Windows or the Version Cue workspace Mac OS and the project Windows or the project Mac OS that contains the file you want to delete 4 Select the file you want to delete and choose Delete from the Project Tools menu To restore a deleted file from a Version Cue project 1 In Acrobat Illustrator InCopy InDesign or Photoshop do one of the following Choose File Open Choose File Place Version Cue is...

Page 788: ...Cue workspace is subsequently turned off or the user is disconnected from the network that is used to access the Version Cue workspace the user can continue to work with the working copy offline and then synchronize the files later Related Subtopics Editing and synchronizing working copies with a Version Cue project ...

Page 789: ...Double click the workspace s icon Windows or the workspace s icon Mac OS of the workspace that contains the file you want to edit and double click the Version Cue project that contains the file Note It may take Version Cue several seconds to verify that a Version Cue workspace or project is unavailable 4 Select the Documents folder and choose Show In Explorer Windows or Reveal In Finder Mac OS fro...

Page 790: ...when to use the Version Cue Workspace Administration utility Performing tasks with the Version Cue Workspace Administration utility Working with projects and user IDs in the Version Cue Workspace Administration utility Advanced Version Cue Workspace Administration tasks ...

Page 791: ...n Cue projects X X Share a project with anyone who is using Creative Suite a Creative Suite application or a WebDAV enabled application X X Delete file versions X X Add files to an existing project X Create file versions X View file comments and other information X Search for files using file information metadata X Create Version Cue projects from remote files via FTP or WebDAV X Back up Version C...

Page 792: ...ration utility The tasks they can perform in the workspace are limited by the privileges assigned to their Version Cue login ID For more information on user privileges see Choosing user privileges in the Version Cue Workspace Administration utility Related Subtopics Logging into and off the Version Cue Workspace Administration utility Using Help and navigating in the Version Cue Workspace Administ...

Page 793: ...e project site file and then choose Site Version Cue Open Version Cue Administration On the computer on which the Version Cue workspace is installed open the Version Cue preferences in Control Panel Windows or System Preferences Mac OS Click the Settings tab and then click Advanced Administration The Version Cue workspace must be turned on for the Advanced Administration button to be enabled See T...

Page 794: ... task click a link in the navigation list on the left To return to the home page click Version Cue Workspace Administration at the top of the page To display Version Cue Workspace Administration Help from within the Version Cue Workspace Administration utility Do one of the following To display the Version Cue Workspace Administration Help home page click the Help link at the top of any Version Cu...

Page 795: ...t lock protection and assign user IDs to a project Related Subtopics Creating and editing projects with the Version Cue Workspace Administration utility Backing up and restoring projects with the Version Cue Workspace Administration utility Exporting Version Cue projects with the Version Cue Workspace Administration utility Creating and editing user IDs with the Version Cue Workspace Administratio...

Page 796: ...wed by two hexadecimal digits select HH Escaping 7 Do any of the following and then click Next To let other Version Cue or WebDAV users access the project select Share This Project With Others Users must be either on your subnetwork or given the Version Cue workspace IP or DNS address and port number to access the workspace To require users to log in with a Version Cue login ID and password before...

Page 797: ...n list 3 Select the check box next to the project name and click Back Up 4 In the Backup Project content frame type a name for the project backup in the Backup Name text box 5 Select what you want to back up in the Include list of options Project metadata includes information such as project and file comments and any file information entered in a Creative Suite application 6 If desired add remarks...

Page 798: ...n Cue project to an FTP or WebDAV server 1 Log into the Version Cue Workspace Administration page 2 Do one of the following Click Projects in the navigation list Select the check box next to the project you want to export and click Export Click Advanced in the navigation list and then click Export Project The Export Project content frame appears Choose the project you want to export from the Proje...

Page 799: ... the Version Cue Workspace Administration utility 4 Type the user s name in the User Name text box 5 Type a unique login ID in the Login text box The login ID is used in Creative Suite applications if a project requires it to log into the Version Cue Workspace Administration and identify the user 6 Type a password for the user in the Password text box and type it again in the Verify Password text ...

Page 800: ...n information excluding login ID privilege level X X X Duplicate and delete user IDs X Import and export user lists X Create new projects X X Read information about projects to which the user is not assigned X X X Duplicate projects to which the user is assigned and also granted Administer privileges X X Edit back up export or delete projects to which the user is assigned and also granted Administ...

Page 801: ... Click Save The Export Users content frame displays the list of exported users 7 The location of the user list appears under the Export Users heading To import this list into another Version Cue workspace copy this file into the destined workspace s Data UsersExport folder in the Version Cue application folder To import users from a list 1 Log into the Version Cue Workspace Administration page 2 C...

Page 802: ...view logs and reports Related Subtopics Setting Version Cue workspace preferences Importing Web Workgroup Server project backups and user IDs into the Version Cue workspace Removing file locks with the Version Cue Workspace Administration utility Removing file versions from projects with the Version Cue Workspace Administration utility Backing up and restoring Version Cue workspace data Viewing in...

Page 803: ...nternet Connection Firewall option Windows only For information on the Internet Connection Firewall option see Windows Help 5 To specify which Version Cue projects are available to a user select Only Display Projects In The Workspace The User Is Authorized To Access Note Make sure that you ve selected Require Assigned Users To AuthenticateTo This Project in the properties for each desired project ...

Page 804: ...ect backup 1 Stop the Adobe Web Workgroup Server See your Adobe Web Workgroup Server documentation for more information 2 Log into the Version Cue Workspace Administration page while working directly on the computer that hosts the Version Cue workspace 3 Click Advanced in the navigation list and then click Import Web Workgroup Server Project Backups 4 Click Browse and select the startserver bat Wi...

Page 805: ...user can save the changes in the working file by saving to a new version or a new file name For information on project lock protection see Understanding file versioning with Version Cue Note Files locked by a system administrator can be reset only by users with system administrator privileges To remove file locks from a Version Cue project 1 Log into the Version Cue Workspace Administration page 2...

Page 806: ... performance of the Version Cue workspace Whenever possible clean up the versions to help improve performance To delete file versions in a project 1 Log into the Version Cue Workspace Administration page 2 Click Advanced in the navigation list and then click Remove Old Versions 3 Choose a project from the Project Name menu 4 To delete versions select Delete All Versions Older Than and then choose ...

Page 807: ... in the Comments text box 4 Click Save Click OK to view the list of workspace backups The workspace backup files are saved by default to the Backups folder in the Version Cue application folder For information on moving the Backups folder see Moving Version Cue workspace data and backups folders To replace all current projects and files in the Version Cue workspace with files from a previous Versi...

Page 808: ... top of the page to display copyright and patent information A window opens and lists information about the Version Cue workspace To view the Version Cue workspace log file 1 Log into the Version Cue Workspace Administration page 2 Click Advanced in the navigation list and then select Workspace Log The Workspace Log content frame displays information about the workspace history 3 Do any of the fol...

Page 809: ...Tutorial Version Cue Getting started with Version Cue ...

Page 810: ...roject and use the GoLive Site Wizard to create a Version Cue project site 5 Add files to the Version Cue project To add an existing file or new file to the Version Cue project choose File Save As Then in Acrobat Illustrator InCopy InDesign or Photoshop click Version Cue open the Version Cue project and its Documents folder enter comments for this version in the Version Comments text box and click...

Page 811: ...eys for selecting tools Keys for editing Keys for working with comments Keys for moving through a document Keys for general navigating Keys for working with navigation tabs Keys for navigating the Help window Keys for navigating the How To window ...

Page 812: ...to the command names in menus If you can t find the shortcut you re looking for in this section look in the menus Note To use these shortcuts you must select the Use Single Key Accelerators To Access Tools option in the General panel of the Preferences dialog box ...

Page 813: ...acebar Command Spacebar Temporarily select Zoom Out tool Ctrl Alt Spacebar Command Option Spacebar Temporarily select Dynamic Zoom tool when Zoom In or Zoom Out is selected Shift Shift Select Object tool R R Article tool A A Crop tool C C Link tool L L Button tool F F Cycle through forms tools Button Check Box Combo Box List Box Radio Button Text Field Digital Signature Shift F Shift F Movie tool ...

Page 814: ...t Windows Action Mac OS Action Select all content Ctrl A Command A Deselect all content Ctrl Shift A Command Shift A Browse for a folder Ctrl 9 Command 9 Fit page Ctrl 0 Command 0 Move focus to status tray Shift F5 Shift F5 ...

Page 815: ...ygon Line Shift D Shift D Cloud tool Q Q Text Box tool X X Pencil tool N N Pencil Eraser tool Shift N Shift N Attach file as comment J J Cycle through attach tools Attach File Attach Sound Paste Clipboard Image Shift J Shift J Move focus to comment Tab Tab Move focus to text in comment F2 Move focus to next comment Shift Tab Shift Tab Open pop up window for comment that has focus Spacebar Spacebar...

Page 816: ...page Right arrow or Ctrl Page Down Right arrow or Command Page Down Previous view Alt Left arrow Option Left arrow Next view Alt Right arrow Option Right arrow Previous document Alt Shift Left arrow Option Shift Left arrow Next document Alt Shift Right arrow Option Shift Right arrow Scroll up Up Arrow Up Arrow Scroll down Down Arrow Down Arrow Scroll when Hand tool is selected Spacebar Zoom in Ctr...

Page 817: ...ift F6 Shift F6 Move focus to next comment link or form field in the document pane Tab Tab Move focus to document pane F5 F5 Move focus to previous comment link or form field in the document pane Shift Tab Shift Tab Activate selected tool item such as a movie or bookmark or command Spacebar or Enter Spacebar or Enter Open context menu Shift F10 Control click Close context menu F10 Return to Hand t...

Page 818: ...avigation tab and make it active when focus is on the tab Up Arrow or Down Arrow Up Arrow or Down Arrow Move to next navigation tab and make it active when focus is anywhere in the navigation pane Ctrl Tab Command Tab Expand the current bookmark focus on Bookmarks tab Right Arrow or Shift plus sign Right Arrow or Shift plus sign Collapse the current bookmark focus on Bookmarks tab Left Arrow or mi...

Page 819: ...t F4 Command W Move focus among tabs Contents Search Index If necessary press Ctrl Tab or Command Tab to move the focus to the navigation pane Right Arrow or Left Arrow Right Arrow or Left Arrow Toggle focus between active tab and tab contents Tab Tab Move to next element in active tab Up Arrow or Down Arrow Up Arrow or Down Arrow ...

Page 820: ...e Move focus between the elements of the How To window and the header of the How To window Ctrl Tab or Ctrl Shift Tab Command Tab or Command Shift Tab Move focus down through the elements of the How To window Tab Tab Move focus up through the elements of the How To window Shift Tab Shift Tab Go to next page in How To window Right Arrow Right Arrow Go to previous page in How To window Left Arrow Le...

Page 821: ...Legal Notices Copyright ...

Page 822: ...ITY VAN DALE LEXICOGRAFIE BV DATABASE Copyright 1990 1995 1997 Van Dale Lexicografie bv Copyright 1990 1996 1997 All Rights Reserved Proximity Technology Inc THE PROXIMITY IDE A S DATABASE Copyright 1989 1990 IDE a s Copyright 1989 1990 All rights Reserved Proximity Technology Inc THE PROXIMITY HACHETTE DATABASE Copyright 1992 Hatchette Copyright 1992 All Rights Reserved Proximity Technology Inc T...

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