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C h a p t e r e i g h t

Touching Up and Modifying a PDF Document

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Choosing an Editing Program

Specify the programs you wish to use for editing images and text in the Prefer-
ences dialog. Choose Edit > Preferences (Acrobat > Preferences) and choose
TouchUp from the Categories menu.
Click either Choose Image Editor or Choose Page/Object Editor to open a
browse dialog. Locate the program you want to use and select it. Click Open to
close the dialog and assign the program to the function. Then, click OK to close
the dialog and set the preferences.

Keep the Connection

The image connection exists only as long as the object is selected in Acrobat.
If you are working with an image in Photoshop and then deselect the object in
Acrobat, you have to start over.

From the Library of Daniel Dadian

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Summary of Contents for ACROBAT 9 Extended

Page 1: ...From the Library of Daniel Dadian...

Page 2: ...Donna L Baker Adobe Acrobat 9 HOW TOs 125 Essential Techniques From the Library of Daniel Dadian...

Page 3: ...out warranty While every precaution has been taken in the preparation of the book neither the author nor Peachpit shall have any liability to any person or entity with respect to any loss or damage ca...

Page 4: ...Dedication For Pippi From the Library of Daniel Dadian...

Page 5: ...iece of software Thanks to the folks at Peachpit especially my diligent editor Valerie Witte and the all seeing all knowing Becky Morgan Thanks to the folks at home who offer me support and fresh coff...

Page 6: ...ing PDF Files in Excel Access and Project 31 13 Generating PDF Documents in PowerPoint 33 14 Adding Specialized Media Content 35 15 Making PDF Documents from Web Pages 38 16 Archiving E mail Messages...

Page 7: ...ving Image PDF Files 91 36 Choosing Settings for Basic and Production Printing 93 37 Choosing and Using Fonts 96 38 Print Troubleshooting 101 98 Chapter Six Complying with PDF and Accessibility Standa...

Page 8: ...using Images 153 60 Round trip Editing an Image 155 61 Extracting Active Text from an Image 157 62 Redacting Content 160 Chapter Nine Building Content with Adobe Presenter 163 63 Creating a Presenter...

Page 9: ...word 222 84 Comparing Documents 225 85 Tracking a Review 228 Chapter Twelve Creating and Handling Forms 231 86 Letting the Form Wizard Guide You 232 87 Working in Form Edit Mode 234 88 Drawing and Cus...

Page 10: ...suring Objects 290 109 Commenting and Measuring on a PDF Map 293 110 Bookmarking Drawings Maps or Layers 296 Chapter Fifteen Controlling Action and Interaction 299 111 Linking Content in a Document 30...

Page 11: ...122 Tracking Changes 328 123 Creating and Managing Security Policies 332 124 Managing Multimedia and Security Trusts 334 125 Using Secure ePaper 338 Index 341 From the Library of Daniel Dadian...

Page 12: ...tion on an ongoing basis Acrobat can assist you with its wide range of tools Rather than trying to qualify the program in a single word let s con sider the ways in which Acrobat functions Acrobat is d...

Page 13: ...ment contains certain types of content such as form fields or signatures below the toolbars Navigation pane The icons along the left side of the program win dow make up the Navigation pane The functio...

Page 14: ...o Problem If you open multiple docu ments in Acrobat each opens in its own program window You ll see that each instance of the program is complete with its own menu and toolbars but not Navi gation pa...

Page 15: ...eans subtopics are available Click the to open a nested item list If a topic name displays a minus sign it has nested content already displayed Click an item to display its contents in the main frame...

Page 16: ...ow the labels are displayed ChooseView Toolbars Show Button Labels and then select the Default All or No button label option Task buttons work slightly differently You can t drag an individual task bu...

Page 17: ...ted Staying Organized 6 Right click Control click the toolbar well and choose More Tools to open the More Tools dialog Figure 3b Figure 3b Select tools to display and hide in the More Tools dialog Fro...

Page 18: ...reopening documents check box If you work with more than five documents on a regular basis change the value shown in Documents in recently used list from its default of 5 Click the File menu heading...

Page 19: ...noticeable if you are working with image intensive or interactive documents Figure 4b Speed up page display by choosing settings that draw content and display pages faster Deselect the Show large imag...

Page 20: ...of the clarity and crispness of the content for display speed If you work with different sized pages often and need to know the page sizes choose Always show document page size in the Page Content and...

Page 21: ...and Collections History works like the History function in your Web browser Select a time frame from the History listing to show the PDF files you have opened during that time frame in the Files pane...

Page 22: ...he file s content Name your collections to keep track of your work and delete a collec tion when you are finished with a project Choose File Organizer Collections to access your collections contents f...

Page 23: ...to a prior result Figure 6a The Find toolbar is a convenient way to search an open file Finding Words Here are some hints for using the Find toolbar The return hits include hyphenated terms such as b...

Page 24: ...as or 2 Select the file or folder you want to search by clicking the appropriate radio button Choose from the currently active or selected document or all the files in a specified folder 3 Choose sear...

Page 25: ...me isn t the only way to view results To reorder the results choose a sort method from the Sort by pop up menu You can choose from Modification Date Location and Relevance Ranking Save Searching Time...

Page 26: ...keywords rather than text in the document You can use up to three additional search parameters Figure 7a Rather than using simple words or phrases search for files using combinations of criteria such...

Page 27: ...ith images click ing the Additional Metadata button opens the Document Metadata for filename dialog to add further information about the image Click OK to close the Properties dialog Then save the doc...

Page 28: ...es and click Catalog in the left column In the Catalog preferences choose the same options as those shown in Figure 8b in the Options dialog and click OK to close the Preferences dialog The next time...

Page 29: ...exclude in the index 4 Click OK to dismiss the Options dialog and then click the Build but ton at the bottom of the Index Definition dialog The collection is processed and the results displayed in the...

Page 30: ...from indi vidual chapters of a manual The indexed searches will be faster Make sure all the information required in the individual documents is com plete including bookmarks links keywords and so on I...

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Page 32: ...as those created in Adobe Illustrator to PDF format Read about creating PDF files with Distiller in Chapter 3 Creating PDF Files in Distiller and Acrobat Note In Acrobat 9 the PDFMaker feature is no l...

Page 33: ...ou are converting When you ve made selections click OK to dismiss the dialog and return to the main Print dialog 5 Click OK to process the file choose a name and storage location depending on the prog...

Page 34: ...or each job or Use the last known settings Click Browse and locate a consistent output folder displayed in the Adobe PDF Output Folder setting This is a great timesaver if you routinely convert files...

Page 35: ...ment for example than for one intended for high quality printing Check links and other content such as comments if you plan to convert them for PDF use Check the conversion option s settings For examp...

Page 36: ...u specify the settings they remain until you adjust them again Converting a Word document to PDF is a one click process When your document is ready for conversion save it and then click Convert to PDF...

Page 37: ...Convert displayed comments to notes in Adobe PDF See Chapter 10 Commenting in a PDF Document to learn about using comments Comments in the source document are listed in the Word tab Figure 10b Use the...

Page 38: ...in the PDF document automatically Open the Conversion Settings dialog and select the Bookmarks tab Figure 10c Figure 10c Specify the styles or headings to use as bookmarks The options on this tab let...

Page 39: ...marks if you are converting a selection 4 Click OK to close the dialog then click Save to convert and save the PDF content Application Settings for Conversions The lower part of the Set tings dialog v...

Page 40: ...Be sure to test the appear ance of the merge inWord before starting the PDF Maker conversion process You don t want to run a batch of hundreds of docu ments to find out there s a space missing betwee...

Page 41: ...them to e mail messages select Automatically send Adobe PDF files by Email to activate the remain ing fields in the dialog and specify the e mail options 4 Click OK to close the dialog The data is pro...

Page 42: ...allows you to insert a 3D model into a spreadsheet Read about using 3D models in Office programs in 14 Adding Specialized Media Content Producing PDF Files in Excel Access and Project 12 Pick a Repor...

Page 43: ...les Select Add Bookmarks to Adobe PDF on the Settings tab of the Acrobat PDFMaker dialog The Adobe PDF menu in Access includes one report option used to combine a selection of reports into a single PD...

Page 44: ...graphics Action Buttons and Action Settings Preserve SlideTransitions converts the PowerPoint transition effects to PDF transition effects Convert hidden slides to PDF pages converts any slides design...

Page 45: ...ult layout for a presenta tion uses Landscape orien tation and often a full color background printing a pres entation as part of a larger document can take a lot of time and consume a lot of ink if yo...

Page 46: ...the Insert Video dialog 3 Click Browse to locate and select the video you want to use You ll see the video in the Preview area Figure 14a Figure 14a Specify the appearance and function for the embedde...

Page 47: ...the movie click Resize Video to activate the set tings and make width and height changes in either percentage or pixel values 5 Click OK to close the dialog You see the video object on the page or sl...

Page 48: ...o locate a 3D file choose from many major CAD formats click Browse for Script to locate a JavaScript for the model if required and click OK to place the model on the page Figure 14c When you convert t...

Page 49: ...display the shortcut menu which includes both the Convert to PDF and Add to Existing PDF commands Have you ever spent time converting Web pages to PDF and then spent more time in Acrobat selecting obj...

Page 50: ...PDF or Add to Existing PDF options Very slick Figure 15b Select only the objects you want on the page for conversion to PDF Browsers Behaving Badly So you ve selected bits of severalWeb pages and con...

Page 51: ...ue to work You can choose specifics such as real e mail addresses from mailto data embed header information as metadata include fields like To CC and BCC or even download images via PDFMaker and hide...

Page 52: ...nditions for e mail message and folder archival Automatic Attachments Anyone Here s a nifty timesaver for those of us who like to send PDF attachments with e mail messages but don t like to take the t...

Page 53: ...combined into a PDF Portfolio Planning Archival Names Some organizations such as governments require that all e mails be saved Archiving e mails using PDF is a terrific way to organize material for s...

Page 54: ...files other programs generate PRN files if you choose Print to File as a printing option Both file formats are based on the printer drivers installed on your computer Most programs allow printing and...

Page 55: ...shown in Figure 17a and choose from the options on the list The History is maintained for each Distiller session when you close and reopen the program again the list is cleared When converting files...

Page 56: ...ons of additional settings Compatibility The default is Acrobat 6 0 PDF 1 5 Depending on your users needs you can choose an option as far back as Acrobat 4 Older versions of the program have fewer opt...

Page 57: ...sions of Acrobat it adds to the file size unnecessarily Optimize for fast Web view Choose this setting if the file is intended foronlineuse ordistributionviae mailoraserver Anoptimizedfilebyte servest...

Page 58: ...ompatible standard for High Quality Print and Press Quality joboptions Read more in the sidebar Meeting the Standards When you have finished designing your custom settings choose Save As to open the S...

Page 59: ...t subfolders automatically 3 You can add security custom settings or both to a folder Distiller adds an icon to the left of folders you have customized as shown in Figure 18 Fortunately a key at the b...

Page 60: ...Script and log files 5 Click OK to close the dialog 18 Watching Folders via Distiller Which Is More Secure Beawareofthesettings appliedtoafolderandthe settingsusedin Distiller Ifyou specifysecurityin...

Page 61: ...ized loads a blank page in the Document pane and opens a new toolbar Figure 19a Notice that guidelines identify the margins and a blinking cursor displays at the upper left of the page Figure 19a A bl...

Page 62: ...the document is created with the New Document command and isn t locked for editing 19 Starting a PDF File from a Blank Page Pick What You Prefer Rather than using the program defaults for new pages c...

Page 63: ...ombine Files dialog Figure 20a Notice that the Single PDF option is selected at the top right of the dialog Figure 20a Specify the files to use for combining in the dialog Note A combined PDF file is...

Page 64: ...ne Files to start processing the list of items Each file is processed separately and any files in the list that are not PDFs are converted to PDFs 5 When the conversion is complete the Save As dialog...

Page 65: ...Select File to Open dialog to locate a file that s on a local disk Click Create to start the conversion process The Download Status dialog shows you the number of connections active in the downloaded...

Page 66: ...mport the page and realize you need addi tional pages Luckily you can easily add more Choose Advanced Web Capture Create PDF From Append Web Page to open the Add to PDF fromWeb Page dia log identical...

Page 67: ...on your scanner In the Input section of the dialog specify whether to scan the front or both sides of the document Choose scan characteristics including the color mode resolution and paper size If you...

Page 68: ...d to words and images Image presets on the other hand don t use any default selections Click Options and then change the conversion options See 61 Extracting Active Text from an Image to learn how tha...

Page 69: ...rs an opportunity to create custom scan presets Click the Create PDF task button and choose PDF from Scanner Custom Scan to open a dialog containing the settings shown in Figure 22a as well as the opt...

Page 70: ...ocument you want to work with in Acrobat and then chooseTools Comment Markup Paste Clipboard Image as Stamp Tool 2 Move your mouse over the document You see the pointer changes to a stamp pointer Clic...

Page 71: ...you capture some of the content on a page to reuse Choose Tools Select Zoom Snapshot tool or choose the Snapshot tool from the Select Zoom toolbar Resizethepage theDocu mentpane ortheprogram windowtos...

Page 72: ...con 3 Locate and select the file in the Browse for Attachment dialog and click Select 4 Choose an alternate icon color or opacity in the File Attachment Properties dialog Figure 24a Select the General...

Page 73: ...ormation about adding comments and 75 Working with the Comments List for working with the Comments pane Managing Attached Files Whether you attach a document from PDFMaker or embed it within Acro bat...

Page 74: ...your workflow when deciding whether it is necessary to use attachments If you move the PDF document on your hard drive the attached files or pages automatically move with it saving you time in moving...

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Page 76: ...ple files into a parent file but you can also configure the interface used to present your files and explore other new features For example you can estab lish a folder hierarchy search in a portfolio...

Page 77: ...panes Files displayed here Edit window Toolbar buttons activate as content is created selected Figure 25 The selected files are listed in the Portfolio Edit window 3 Select appearance and display opt...

Page 78: ...or controlling the view of the package and its contents Read about the different views in the sidebar The View s the Thing Pack Your Portfolio Not sure where you may want to use a portfolio Here are s...

Page 79: ...ghly visual con tent You can include a description on the pages click page icons to navigate Sliding Row presents the content on a horizontal slider with the cen tral three files in focus ideal for di...

Page 80: ...d tourist venues in that scenic location If you use a suite of business materials coordinate the portfolio with your other pieces by using an image of the background used for PowerPoint presentations...

Page 81: ...troduces your portfolio In some cases there s no need to include an introduction However if you are designing a PDF bro chure for your mountain resort or want to include a list of instructions for par...

Page 82: ...me you can t drag it to another position on the page What you can do is change the size of the image text frames to reconfigure them on the page s layout resizing them from one area of the page to ano...

Page 83: ...splay and background choices Plan ahead If you want to customize the Portfolio interface more extensively than what is allowed by the program compose a custom image containing the fonts colors logo an...

Page 84: ...the folders you want The folder hierarchy in a portfolio is shown as a breadcrumb menu Figure 28a In the example shown in the figure there are three nested levels of folders from the Home mode Figure...

Page 85: ...sort by any of the active columns in Ascending or Descending order To add content or change values such as a file s name click the label in Details mode and type the new value when the text is activa...

Page 86: ...esopenintheir native program Editing in portfolio Some commands can be applied directly in the Portfolio window to a selected file or files such as Reduce File Size Run the PDF Optimizer and others Se...

Page 87: ...PDF Document Reduce File Size and PDF Optimizer 33 Optimizing a PDF Document Print 36 Choosing Settings for Basic and Production Printing Bates Numbering 52 Applying Page and Bates Numbering Insert He...

Page 88: ...ometimes a portfolio can become very large and it s not always easy to keep track of your content Fortunately Acrobat offers a customized search feature for Portfolio that lets you search everything i...

Page 89: ...d in the portfolio s files 3 Click a return to read the file s details If you are in Details mode the file is highlighted in the list if you are in Preview mode the result is highlighted on the page a...

Page 90: ...wever in addition to providing a variety of printing methods and options Acrobat 9 Pro includes a suite of preflight tools which are used to evaluate and prepare documents Preflight has been used for...

Page 91: ...document If you are the author use either the document s password or a security certificate to change the security settings depending on how they are applied You can read more about security in Chapt...

Page 92: ...ings to your document If you are using a full page layout for example click the Resize window to initial page option to show your entire page with the document window fitted around it This produces th...

Page 93: ...each font you see the name and font type used in the original document the list displays the font font type and encoding used to display the document in Acrobat The Advanced tab shows PDF settings an...

Page 94: ...tems found Follow these steps to evaluate and change a document 1 Choose Document Examine Document The file is evaluated and the Examine Document navigation pane opens Items identified are indicated b...

Page 95: ...list of the items removed displays in the pane Figure 32b Figure 32b Items removed from the document are listed in the Examine Document pane 4 Save the document to preserve the changes if you need to...

Page 96: ...nding on the document s contents you see listings for such elements as fonts comments and images each is defined both in per centages of the entire document size and in bytes Click OK The default sett...

Page 97: ...dialog and fully embedded fonts are subset by default You can unembed those you don t need such as system fonts or common fonts If a document is intended for departmental circulation for example and...

Page 98: ...e to name and save the settings if you plan to reuse them at a later time If optimizing is a onetime thing click OK to close the dialog Click Save in the Save Optimized dialog to overwrite the origina...

Page 99: ...r as part of the dialog s name Check out an overview of the Word export settings in the sidebar What s the Good Word 3 Adjust the settings in the dialog and click OK to return to the Save As dialog 4...

Page 100: ...standard selected Figure 34b Figure 34b Export settings vary according to the type of file you are producing the example is for exporting a Word DOC file 2 If there are multiple standard choices choo...

Page 101: ...about Preflight and standards in Chapter 6 What s the GoodWord Here are some pointers for exporting a PDF file as aWord document To specify a layout option that may help keep a complex document with...

Page 102: ...t the images alone and specify the extraction size and other details Follow these steps 1 ChooseAdvanced DocumentProcessing ExportAllImages Browse for the folder you want to use to store the images in...

Page 103: ...n a document 4 Click Save to export the images to the folder and save them using the file s name and an incremental number It s a Good Time to Use Image Formats When Acrobat offers ways to work in ima...

Page 104: ...pen the Crop Pages dialog click the Crop tool Use the settings to crop off unwanted areas of the page or to increase the size of the page Read more about the Crop tool in 51 Cropping and Rotating Page...

Page 105: ...ption from the Presets pop up menu Your operating system s printer and printer driver installations as well as your network configuration determine the Presets and Printer lists InWindows select the P...

Page 106: ...hat contains colored lines such as an engineering drawing click Print Color As Black to force all nonwhite color to print as black This allows the lines to be readily visible on a black and white prin...

Page 107: ...ked font which shows a lock icon to the left of its name can t be embedded see the sidebar You Can t Break the Lock 3 Click OK and name the joboptions file in the prompt dialog that opens Back in the...

Page 108: ...and substituted fonts 37 Choosing and Using Fonts Embedding and Subsetting Embedding means that information about all the characters in the fonts is automatically attached for use after the document i...

Page 109: ...he exported image pages refer to 35 Saving Image PDF Files for information on image exports Although you won t solve the problem you will have your printed output Print the file as an image Sometimes...

Page 110: ...you are using a PostScript printer set the printer to display printing errors Check that the PostScript Printer Description PPD file is up to date and that you are using the PPD file recommended by th...

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Page 112: ...the author or approve the content Acrobat 9 includes a preflight audit trail add ing a digital signature automatically to certify your document s standards compliance If you find opening dialogs and...

Page 113: ...rrow next to a category label to view the profile list and select the profile to apply Figure 39a You ll see information about the profile display in the dialog Figure 39a Select the profile you want...

Page 114: ...required 5 The Results tab displays the results As you see in Figure 39b there are some errors and the source file although an RGB file isn t successfully converted to a PDF E compliant document Figu...

Page 115: ...onvert to the standard verify that the file complies with the standard or remove the standard s information Figure 40a Figure 40a Choose a standards compliant profile from one of the categories such a...

Page 116: ...lect depends on the final processing of the document All PDF X standards are designed for graphics exchange The files must con tain specific page content and resources All compliance options contain a...

Page 117: ...open the Preflight Edit Profile dialog Figure 41 Figure 41 Tip If the profile is locked select Unlock from the Locked pop up menu at the upper left of the dialog to allow you to make changes 3 Type a...

Page 118: ...and continue working in the dia log click OK to save your new profile and close the dialog 8 Click OK Your new profile is added to the list alphabetically Which to Choose How do you know whether you w...

Page 119: ...a Designate a profile as a favorite to make it simpler to find Specify a subset of a document for Preflight In the Preflight dialog click Further Options and choose Run Preflight checks for visible la...

Page 120: ...for the report as well as all the comments identifying errors in the file Figure42b By the way notice that the document was signed by Adobe Acrobat 9 Preflight not using a personal signature Figure 42...

Page 121: ...the Preflight droplet 3 Choose options for a successful test You can move copy or create an alias of the document in a specified folder Click the Success folder button to choose a folder in which to h...

Page 122: ...show three layers Type of pro le Information about processed le Commands executed Figure 43b The Preflight droplet evaluated the file and added the fixup in this case adding separate layers for diffe...

Page 123: ...toolbar to open the dialog 2 Click Object Inspector in the Preview list 3 Click an object on the page that you d like to examine The contents of the object are listed in the dialog 4 Check out the re...

Page 124: ...ls about the page contents at the cursor location The Dish on Overprinting One term you may have heard and not understood is overprinting Simply put overprinting blends the color of an object like som...

Page 125: ...e mouse be sure the Hand tool is selected That way you aren t adding extra steps to deselect a tool Read Aloud Acrobat can use system resources to read a document aloud terrific when your goal is to m...

Page 126: ...e features like Read Aloud check outTable 49 1 in 49 Enhancing PDF Accessibility 45 Navigating a Document Wrapping with Reflow Readers using assistive devices or very small screens like those on perso...

Page 127: ...drag to create a rectangular marquee in your document When you release the mouse Acrobat draws the first article box numbered 1 1 The Article tool draws a shape on the page irrespective of the conten...

Page 128: ...othing producing sharper looking text Since some assistive devices can have problems with Acrobat s use of different cursors for different tools you can select Always display the keyboard selection cu...

Page 129: ...from the last viewed page which is terrific when you re working with long documents Finally you can also choose to open a PDF document in Acrobat or a browser opening a document in Acrobat is less co...

Page 130: ...among elements in the document includ ing tables lists images and text Tagging can be done in the source document if you re using a PDF Maker or in Acrobat To tag a document using a PDFMaker choose A...

Page 131: ...tags and reports 2 Check the document again by selecting Advanced Accessibility Quick Check The new message will state that there are no accessibility problems with the document meaning it is tagged 3...

Page 132: ...box to show the found errors and irregularities in comments Page Range Here you can choose the visible page a specified range or the entire document Checking Options In the Name pop up menu you can ch...

Page 133: ...s links within it to help you identify and correct errors If the option to include repair hints was active when the report is generated you see information on how to repair your document Click Collaps...

Page 134: ...s icon in the Navigation pane to display the Pages pane and select the form s thumbnail 2 Choose Options Page Properties to open the Page Properties dialog 3 Choose a tabbing option that is logical fo...

Page 135: ...opens and the content of the page is shown in separate gray num bered blocks The numbers identify the document s reading sequence Figure 49b Read some tips for using the tool and touchup process in th...

Page 136: ...trl 5 Shift Command 5 Quick Check tool Shift Ctrl 6 Shift Command 6 Reflow a tagged PDF and return to unreflowed view Ctrl 4 Command 4 ActivateanddeactivateReadOut Loud Shift Ctrl Y Shift Command Y Pa...

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Page 138: ...documents by substituting pages from one document for those in another Once a document is complete you can further enhance it by add ing structure In this chapter you ll also learn how to balance pag...

Page 139: ...o Insert dialog Locate the file you want to use and click Select to close that dialog and open the Insert Pages dialog Since you preselected the location in your open file you ll see it listed in the...

Page 140: ...ram However you ve added several links and some comments that will be lost if you simply delete the pages so what do you do Easy Simply replace the pages instead The new content slides into place in y...

Page 141: ...dialog Chooseanoptionforsplitting Numberofpages andspecifytheMax pages File size and specify the Max MB or Top level bookmarks 2 Click Output Options to open a dialog where you can select a folder for...

Page 142: ...command Acrobat replaces the underlying page keeping the overlying content such as comments links or form fields untouched 50 Changing Pages and Their Contents Insert Pages in Front Sometimes you need...

Page 143: ...iew area of the dialog Tip You can also select the thumbnail in the Pages pane and choose Options Crop Pages from the pane s menu or choose Document Crop Pages There aren t any markings on the preview...

Page 144: ...by choosing an option from the Apply to pop up menu 7 Click OK to close the dialog and Acrobat resizes the page You can see the effects of the cropping in the Document pane as well as in the Pages pan...

Page 145: ...t from the Style pop up menu As shown in Figure 52a our example uses numbers for the page renumbering 3 Enter a value in the Prefix field as well as punctuation if desired such as Contents_ in the exa...

Page 146: ...Tip ClickOutputOptionsatthelowerleftofthedialogtoopentheOutputOptions dialog Hereyoucanspecifyhowtonamethefiles keeptheoriginalfilename addaprefixorsuffix replacefilenameswithBatesnumbersonly oroverwr...

Page 147: ...xt field the automatic numbering formula is written as Bates Number 6 1 Help summer08 6 Check the Preview area the header is written as Help000001summer08 7 Click OK to process the files the Add Heade...

Page 148: ...t in the dialog and check the preview before adding to the document To insert the date or page numbers automatically click the Insert Page Number or Insert Date button Appearance Tidbits Select the Ap...

Page 149: ...area specified Modifying Headers and Footers To modify headers or footers after you ve applied them to the document choose Docu ment Header Footer Update A dialog asks if you want to edit the header...

Page 150: ...mark or back ground Watermarks overlay the page content backgrounds are behind the content In this technique you ll see how to apply and configure graphic backgrounds Watermarks and backgrounds have s...

Page 151: ...se font and color characteristics and adjust the text location as required 5 When the text is just right click OK to close the dialog and apply the watermark Image Protection Do you need to distribute...

Page 152: ...ialogopens allowingyoutonamethesequence Typeaname and click OK be sure to use a meaningful name for the sequence The Edit Batch Sequence name dialog opens 3 Click Select Commands In the Edit Sequence...

Page 153: ...settings for running your custom batch sequence in the dialog Plan Ahead To get you into the batch sequence mindset here are a few things to consider Plan ahead As you start working on a project consi...

Page 154: ...s Choose an output format from the menu such as Web pages Word documents text and so on Select Fast Web View to minimize file size Run PDF Optimizer options read about the PDF Optimizer in 33 Optimizi...

Page 155: ...the com mands you added to your sequence and whether or not you specified Interactive Mode 1 2 3 of Batch Sequences What to use why bother and where to put the stuff To simplify and make these questio...

Page 156: ...ty settings allow changes use that crucial last ten minutes to make those modifications and save the day Why Because you work in Acrobat Acrobat offers a number of touch up tools you can use for makin...

Page 157: ...menu of options Select is an intelligent tool that behaves differently depending on what you re selecting on a document Note Don tconfusetheSelecttoolontheSelect ZoomtoolbarwiththeSelect Object tool...

Page 158: ...ation such as Excel opens and displays the imported table in a new worksheet In both Word and Excel the tables taken from the PDF document are editable and ready to use 56 Selecting and Editing Text i...

Page 159: ...following Font and font size Fill and stroke options Font embedding and subsetting Spacing between words and characters Baseline adjustments Editing Text and Modifying Attributes 57 C HAPTER e i g h...

Page 160: ...settings 57 Editing Text and Modifying Attributes If the text isn t behaving as text maybe it isn t Scanned text that hasn t been captured behaves like an image see 61 Extracting ActiveText from an I...

Page 161: ...icacies of text selection the faster you can get your work done Here are some suggestions ChooseEdit Preferences General Acrobat Preferences General andclick MakeHandtool selecttextandimages Thisway w...

Page 162: ...tion If you click to select an object you can then right click Control click to display the shortcut menu From here choose Select All and all the objects on the page are selected Object TouchUps 58 Wh...

Page 163: ...asicTools menu By default the General Preferences include a setting to select text before images Take a Shortcut Forthosewhoprefertoworkwithmouseandshortcutkeys clickthefirstobject withtheTouchUpObjec...

Page 164: ...wo and the Select Image icon displays on top of the selected image Figure 59a Figure 59a A selected image shows a different icon when the pointer hovers over the object 3 Right click Control click to...

Page 165: ...t 3 You see a flash as the image s colors are inverted within the marquee and the content is captured The selected area is highlighted until you deselect the tool or select another tool An information...

Page 166: ...4 Choose File Save The image is saved closed and replaced in Acrobat Figure 60 Figure 60 Make changes to images like the before image at the top within Acrobat The after image at the bottom has had t...

Page 167: ...ose Image Editor or Choose Page Object Editor to open a browse dialog Locate the program you want to use and select it Click Open to close the dialog and assign the program to the function Then click...

Page 168: ...laces the searchable text behind the image ClearScan rebuilds the page converting the content into text fonts and graphics If you select either Searchable Image or ClearScan OCR choices you can choose...

Page 169: ...le of 60 was reset using a complex font Then the first paragraph from 60 was captured as a screenshot image and the text recognized using OCR in Acrobat At the bottom of the figure notice how many err...

Page 170: ...gwherethecapturedtextcamefrom it ssimple AllIdid wasselectandcopytheparagraphinthePDFfile andthen I pasteditinto a Word document The highlights were added in Word for illustration Scan and Convert If...

Page 171: ...he Apply Redaction tool to complete the task Click OK to close the dialog 3 Move the pointer over the page and drag to select content for redac tion You can select single or multiple words entire para...

Page 172: ...se you have to locate many similar items in a very long document how tedious Acrobat 9 offers a new Search tool that lets you track down single words phrases or patterns Read about searching for conte...

Page 173: ...te the process The Correct Phrase Is Another way to search for redaction content is using phrases Click the Search and Redact tool on the Redaction toolbar to open the Search window Choose the locatio...

Page 174: ...workflow requires several components including these Constructing the base PowerPoint presentation used for the Presenter project Specifying how the presentation functions through options such as play...

Page 175: ...ntation if you don t want to use the default title which is the PowerPoint file s name Type a summary for the presentation to describe its purpose and contents If you use your presentation on Adobe Co...

Page 176: ...entation Click the Publish For drop down arrow and choose from My Com puter Adobe Connect Pro or Adobe PDF to automatically optimize the levels or select the options manually Select the Control Preloa...

Page 177: ...achments 5 Once you ve finished modifying the settings click OK to close the dialog Create slide titles to give users easy access to any slide Check that titles appear in the PowerPoint outline for al...

Page 178: ...rent areas of the theme such as the field names in the Search tab or the label assigned to a quiz score You can t change the column headings Slide Title and Duration on the Outline pane 64 Specifying...

Page 179: ...se Figure 64b Figure 64b The customized theme is shown as the default theme 6 Click OK to close theTheme Editor and return to the Presentation Set tings dialog Notice how the theme you ve customized i...

Page 180: ...ng your custom text as the value uitext name ADOBE_PRESENTER value Insert Your Cus tom Text 4 Save and close the language xml file 5 Back in PowerPoint save and publish the presentation to your comput...

Page 181: ...oint window Choose Adobe Presenter Edit Audio View Slide Show to display the Edit Audio window overlaying the presentation slides Use video you import from other locations or record and customize it d...

Page 182: ...e slide or sidebar option Choose a Fade or Speed option from the Effects pull down menu Choose when to play the video by selecting an option from the Start After pop up menu You can indicate a time de...

Page 183: ...idefromtheImportOnpop upmenu and specify whether to add the content as a slide or sidebar animation 3 Click Open to dismiss the Insert Flash dialog and add your SWF to the slide positioned at the cent...

Page 184: ...d attach other files as required When the presentation is rendered click Attachments in the Add Attachment dialog to see the list of content attached or linked to the pre sentation Figure 66b 66 Inclu...

Page 185: ...opens the hyperlinked document in another window Figure 66c Insert a hyperlink to content stored elsewhere on your system or server In case of link issues be sure to read the sidebar Testing Testing 1...

Page 186: ...tem it adds a touch of aggravation to your development process An Adobe Presenter publication runs locally in your Flash Player and Inter net Explorer deems file downloads via Flash Player as unsafe A...

Page 187: ...he quiz shown in Figure 67 includes five slides in the quiz although there are only three questions the quiz boundaries include the instruction slide and the thank you slide Question Response Response...

Page 188: ...can have the presentation return to a review slide followed by a review quiz and return to the main quiz a right answer moves the user to the next question in the main quiz 67 Working in the Quiz Man...

Page 189: ...t an option from the Required pop up menu to define the level of user interaction see the sidebar What s the Rule for information on the options 4 Select the functional characteristics for the quiz su...

Page 190: ...Now you re ready to add some questions In the Quiz Manager follow these steps to add your quiz questions 1 Click Add Question to open the Question Types dialog and choose a question type to display th...

Page 191: ...red When you ve fin ished you ll see them listed in the Quiz Manager Figure 68c Figure 68c Review the completed questions in the Quiz Manager Pick a Spot There s a method to the loca tion Presenter us...

Page 192: ...thequizquestions althoughtheusercannavigateamongquizquestions Choose Pass Required if the user is participating in an active learning situa tion where a specified level of understanding based on the s...

Page 193: ...blishing options including the following MyComputer torendertheprojectandstoreitinalocationyouspecify on your hard drive Choose from either a zip package or a CD package Use the zip package to compres...

Page 194: ...d presentation 2 Click Adobe PDF at the left of the dialog to display the settings 3 Click Choose to open a browse dialog to select the location where you want to store the publication Type a name for...

Page 195: ...blishing to open the PDF file after it is processed 5 Click Publish The content is processed rendered as a SWF and embed ded in a PDF file 6 View and interact with the finished presentation The PDF pu...

Page 196: ...routing featuring the all new acrobat com site is the theme of Chapter 11 Live Reviewing and Collaboration YoucanaccessallthecommentingtypesandCommenttoolsbychoos ing Comments Comment Markup Tools and...

Page 197: ...hortcut menu and choose Properties Make changes to the comment such as the following In the Appearance tab choose an icon for the note as well as color and opacity In the General tab specify a name fo...

Page 198: ...ere s a text note attached to the highlight Figure 70b Figure 70b Use one of three tools to highlight text in a document for emphasis and add an explanatory note if you like Lock Your Notes Sometimes...

Page 199: ...another font in the Font pop up menu type a different point size and choose the opacity percentage for the comment pop up box Also in this section of the dialog you can choose to show connecting lines...

Page 200: ...n Name for Author name is selected by default If the only name you work with is the login name for your computer then leave the option selected If you use another name or use different names depending...

Page 201: ...nt you see an insertion caret icon and the text appears in a pop up comment box To delete text select the text to delete using the tool and press Delete or Backspace on your keyboard The text is cross...

Page 202: ...hen use the keyboard Select the text using the Select tool on the Select Zoom toolbar and then choose another tool from theText Edits pop up menu Select the text using the Select tool on the Select Zo...

Page 203: ...menus 2 Click a stamp to select it The pointer changes to resemble the com ment s icon 3 Click the document where you want to apply the stamp An Identity Setup dialog opens when you try to use a stamp...

Page 204: ...wn stamps which you can rename in Figure 73b the Custom category has been renamed work if you haven t designed any custom stamps the Custom category isn t listed Figure 73b Add categories or change ca...

Page 205: ...list Use a Custom Stamp When Here are some circumstances where it makes sense to take a few minutes to build a custom stamp You write the same comment repeatedly You may be a department head who need...

Page 206: ...about the doodle in a note If you want to show some text in the document in a text box use the Text Box tool Find the tool in the toolbox click it and then drag a marquee on the page A yellow text bo...

Page 207: ...as well Figure 74b Identify a specific location on the page using a callout The Sound of Your Voice If you prefer to talk rather than type there s a comment type made just for you Choose Comments Comm...

Page 208: ...or Open comment contents Figure 75 The Comments List displays horizontally below the Document pane The plus sign to the left of a page number indicates that the page contains comments Click a comment...

Page 209: ...the comment to select it and then click the Delete button on the Comments List toolbar Double click a comment in the Comments List to open its display in the Document pane like the Oval comment shown...

Page 210: ...nt If you want to see some of the comments you can filter them Select a filter ing option from the Show pop up menu and then specify a type of filter For example if you choose Show by Reviewer a subme...

Page 211: ...processes the comments adds them to the Word document and displays the Successful Import dialog Figure 76a The dialog summarizes the activity and describes how text edits can be integrated Click Integ...

Page 212: ...at Comments dialog to continue with the next edit click Automatically go to next to save mouse clicks Continue until you ve viewed and applied all the edits If you don t want to use the edit click Dis...

Page 213: ...note comments are attached to the document as well Save the corrected Word document Choosing Which Comments to Export You can choose certain groups of comments to export in the Import Com ments from A...

Page 214: ...orting from The comments may or may not appear in the same location in both documents depending on the contents of the respective files For example a migratedText Strikethrough comment won t show in a...

Page 215: ...ich is used only on your copy of the document you can set a status for a comment that can be shared with other reviewers When you re collecting feedback from reviewers or when a project is ending crea...

Page 216: ...ng the Document and comments with connector lines on separate pages option is good when you have long comments although with a printed paper copy you have to follow the lines across pages In a short d...

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Page 218: ...and incorporating them into a source document in Acrobat 5 to the revolutionary ability to enable documents for commenting in Acrobat 7 Professional Well it s time for another revolution Acrobat 9 off...

Page 219: ...8b Figure 78b Select a service from the Acrobat com interface Collaborating Live on Acrobat com 78 Manage Acrobat com Preferences Modify the program settings to streamline your work with live collabor...

Page 220: ...ore and organize up to 5 GB of files read about using files in 81 Participating Online To get started through your browser follow these steps 1 In your browser open the site at www acrobat com You ll...

Page 221: ...n the sidebar Manage Acrobat com Preferences Figure 78c Specify your settings for Acrobat com in the program preferences Create a PDF File Online The Acrobat com service includes five free PDF file co...

Page 222: ...oryourownserver Thedefaultchoiceis Automatically download track comments with Acrobat com Figure 79a Click Next Figure 79a Read about your comment management options in this dialog Checking for Commen...

Page 223: ...esthereview as well as adds a copy of the file renamed with _review appended to the original name at Acrobat com 5 Invitations are distributed to your list of reviewers The e mail invita tion includes...

Page 224: ...obe Reader 8 or 9 users only Taking Shared Reviews Online A shared review can be used online in addition to work ing through Acrobat or Adobe Reader Comments are synced with the server even when Acrob...

Page 225: ...age Notification information dialog opens explain ing what happens next Depending on your security settings the e mail may be sent automatically or you may need to move through dialogs approving the m...

Page 226: ...the contents of the Comments List and finish the document s processing Figure 80b Read about using comment fea tures and tools in Chapter 10 Commenting in a PDF Document Figure 80b The comments from s...

Page 227: ...Collaborate task button s menu read about working from Acrobat or Adobe Reader in 79 Starting a Shared Review 2 Follow the prompts to choose a list of recipients log in to Acrobat com and fill in the...

Page 228: ...and 3D views can be synchronized Changes are instantly transmitted to the other participants views 81 Participating Online Finding Your Files LikeallAcrobat comfeatures MyFilescanbeaccessedin several...

Page 229: ...Flash Player version 9 0 47 or later Mac OS X v10 5 requires the Safari 3 x or Firefox 2 x browser and Flash Player version 9 0 47 or later 9 0 115 on Mac OS X v10 5 Mac OS X v10 4 requires the Safari...

Page 230: ...n real time your collaborators are shown an invitation message and simply have to click View Screen to join the meeting 3 Attendees join the meeting by logging in to your meeting space from their comp...

Page 231: ...ConnectNow Help of course Usethetoolsattheupperrightofthewindowtoadministeryourmeet ing For example click Invite Participants to add another member to your session click Share My Computer Screen to in...

Page 232: ...ant take control of another participant s desktop Using remote con trol to show a specific process or instruction means you don t have to spend time explaining an environment you are right there To as...

Page 233: ...rom the Buzzword menu locate and select a file on your computer and click Open Whether you start from scratch or import a document you work in Buzzword just as you might any desktop application You ma...

Page 234: ...pecial characters and a limited number of fields Help Use commands in the Help menu to view Help files and link to Buzzword support sites 83 Working in Buzzword Get the Buzz Some of the Flash enabled...

Page 235: ...spelling errors and can construct a word list A list of the settings panels and their options are listed in Table 11 1 Table 11 1 Buzzword Options Panels and Settings Panel Name Icon Look forThese Set...

Page 236: ...lect a Document Description option read about the options in the sidebar Matching Descriptions 5 Click OK to close the dialog and compare the files Acrobat processes the files and generates the change...

Page 237: ...s used for different types of comparisons as an overlay in the Document pane To show each of the documents in its own window choose Show Documents Tiled or Show Documents Side By Side from the Options...

Page 238: ...for future reference Apples and Oranges The new Compare tools in Acrobat 9 offer a lot of cus tomization If you want to personalize the layout here are some things to try Click Show Options in the Com...

Page 239: ...ew is shown in bold in the left pane the review has been updated in some way new reviewers or comments were added or the deadline has been updated If you like turn on notifications that display icons...

Page 240: ...elect a different end date or delete the deadline date Once a review has ended the commenting tools are disabled and your reviewers can t make any more comments on the review document Cleanup You can...

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Page 242: ...uild preview and distribute Acroforms For both Windows and Mac you can construct forms using the Acroforms forms tools You have the same flexibility in designing forms in Acrobat as you do in creating...

Page 243: ...robat or choose Import a file from file system and click Browse Find to locate and select the file for the form Click Next 4 The document is processed and fields automatically appear on the page using...

Page 244: ...ing the Form Wizard Guide You Acroforms vs LiveCycle Designer Forms The Acroforms tools and methods are available directly from within Acrobat Standard and Pro versions LiveCycle Designer forms are av...

Page 245: ...es dialog and custom ize the settings Add fields as required for your project Form field tools Adjust page view and magnification Selected fields Collapse tools View the form Share form Close Form Edi...

Page 246: ...ument Message Bar Figure 87b Figure 87b The Preview shows the form as it appears to your user including active form fields 4 In the Preview click and type to test the fields When you ve finished testi...

Page 247: ...esponses from terrific to terrible List Box tool Create a list of items from which your user can select usually list boxes are designed to allow for multiple selections For example when building your...

Page 248: ...ld overlays the first radio button image included in the form document 3 In the pop up dialog that opens when you placed the field on the page click to select the default name radio in the Radio Group...

Page 249: ...ny features regardless of the type of form tool you use although some configuration options are used for only certain types of fields Rather than using the pop up dialog that displays when you add a f...

Page 250: ...radio buttons should be invisible To do that click Border Color and choose No Color click Fill Color and choose No Color Figure 88c Figure 88c Configure the colors used for the radio button in this t...

Page 251: ...ponse to some sort of interaction such as typing a number in a form field that then shows a calculation in another form field Actions are described in Chapter 15 The example doesn t use an action asso...

Page 252: ...ries to tab out of a field without adding the correct number of digits a JavaScript warning displays Figure 89a Figure 89a Use a special format to decrease errors in the form Validate the content adde...

Page 253: ...ntity of an item Q1 x unit price P1 total for that item T1 To configure the fields to do the calculation of the total price I need to do the following Q1 Choose the Number format from the Select forma...

Page 254: ...the calculation 3 Click Close in the Text Field Properties dialog to return to the form When you exit Form Edit mode and test the fields you ll see the calcu lation at work 89 Adding Calculations and...

Page 255: ...d sizing the fields on your form Select the fields you want to work with on the form or in the Fields pane and right click Control click on the document to open the shortcut menu Select Align Distribu...

Page 256: ...n is commonly used when you are assembling data for comparison For example a form lists sale quantities of differ ent items values added in rows according to a particular salesperson defined by column...

Page 257: ...es Figure 90b Original fields deleted Set of radio buttons counts as one field Figure 90b The tab order for the fields is numbered excluding those fields that were deleted from the form The form field...

Page 258: ...cument Mac and click Next 3 Locate and select the PDF containing the form layer and then click Next Acrobat processes the file and the results are shown in the Form Edit mode As you can see all the te...

Page 259: ...m Click OK click OK in the subsequent Replace Pages dialog The full form structure replaces the simplified form structure without affecting the fields Figure 91b Read about replacing pages in 50 Chang...

Page 260: ...you initiate the process the same way Choose Forms Distribute Form from the menu or Forms task button If you have a form file open click Distribute on the Document Message Bar to open the Distribute...

Page 261: ...w as an active link If you want to revise the settings click the link to return to the start of the wizard Also select the Collect name email from recipients to provide optimal tracking check box at t...

Page 262: ...rm Select the Collect name e mail from recipients to provide optimal tracking check box to maintain up to date records of your form cycle 4 Click Send Acrobat processes the form First a PDF portfolio...

Page 263: ...sh image of the form at Acrobat com not an actual interac tive copy of the form itself Click the Download button above the form to download a copy to the hard drive for completion Notification re form...

Page 264: ...ou may do when you reach a capacity for some event or survey Click Open Original Form to see the form used for the review When you receive the responses you can do the following Track the response dat...

Page 265: ...se who haven t responded to the form Add Recipients to open the Form invitation and distribution described in the previous technique Click the Recipient Name link to view their data on the Responses P...

Page 266: ...rted to close the Welcome window and open the PDF portfolio shown in Home mode view as a table listing the fields from your form and returned responses Figure 94a Figure 94a The returns are listed in...

Page 267: ...Forms dialog where you can manually locate and select files to add to the PDF portfolio s list of returns Once you ve located and selected the returns click OK to close the dialog and include the new...

Page 268: ...attendees Delete results If you have a results processing plan in place such as forwarding comments to a salesperson you can delete the results when you are done with them again to decrease the volume...

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Page 270: ...ver only Acrobat 9 Pro Extended Windows can format and embed a SWF file as a Flash video file Flash is used and integrated with Acrobat in other ways PDF portfolios use a Flash navigation interface re...

Page 271: ...edia Show Multimedia Toolbar 2 Select the Flash tool on the Multimedia toolbar and draw a mar quee or double click the page to open the Insert Flash dialog 3 Click Browse to locate and select the file...

Page 272: ...alog 7 In theVideo tab select a frame to use as a poster image as mentioned in Step 5 and trim the video s In and Out points if desired Also in this tab you can add and configure chapter points descri...

Page 273: ...added to a video that defines a frame where you can launch an action In a travel video for example you could use a chapter point to add a link to online res ervation information and tourism sites or e...

Page 274: ...lace the default Acrobat shortcut menu with the SWF file s short cut menu Figure 96a Insert ActionScript variables for the file in the Flash Vars field Figure 96a Use the SWF file s shortcut menu item...

Page 275: ...ect you have to consider your audience If you re targeting the cutting edge design crowd you can safely work with the latest and greatest in terms of media formats This group is likely to have the mos...

Page 276: ...described in the previous two techniques Inserting a Movie also includes a Quality tab where you can specify the video and audio quality as well as resizing options 5 Click OK to close the dialog The...

Page 277: ...menu Use or deselect the Snap to content proportions and Embed content in document check boxes Choose a poster setting 4 Click OK to close the dialog and insert the movie Considering Accessibility One...

Page 278: ...e basic Add Movie dialog In the Playback Settings tab define looping specify players and how long the player remains open and add controls In the Playback Location tab choose to play your movie in a f...

Page 279: ...n tools Views Model view options Animation controls Axes display Camera properties 3D measurement 3D commenting Figure 98 Moving the Hand tool over the model activates the toolbar automatically Severa...

Page 280: ...D Reviewer If the file has secu rity preventing changes you can t edit it of course Create a PDF Template for 3D Files To give 3D PDFs a consistent layout and structure create a PDF template that cont...

Page 281: ...in Figure 99 the model is being animated using one of the Adobe 3D Reviewer default animation routines Menu Toolbars Model Tree Document window Figure 99 Use the features in Adobe 3D Reviewer to modi...

Page 282: ...s used for viewing 3D assemblies and parts This configuration displays the Stand ard 3D Controls DefaultViews Display Mode Selection Filters Hide Show andView Configuration toolbars Design Review This...

Page 283: ...n object in your 3D model 1 Click the model on the page to activate it and display the 3D toolbar 2 Click the 3D Measurement Tool on the toolbar You ll see another palette of tools open in the Documen...

Page 284: ...More 100 Measuring 3D Objects Temporary Measures If you want to check on some feature s dimensions disable the measurement markup That way the meas urement is visible only as long as it is active If y...

Page 285: ...ts to a 3D model is a bit more involved than com menting in a video or movie Instead of adding a comment to a frame as in a movie you coordinate the information in the model with settings in the Model...

Page 286: ...have made measurements on a model you can convert the measurements to comments 3D CommentTool The 3D CommentTool adds comments associated with the model s geometry just like measurements To add a com...

Page 287: ...t to a particular part or view of a model Note In Figure 101b the dialog shown overlaying the Acrobat window is a duplicate of the comment added the comment is shown in the Com ments List and Model Tr...

Page 288: ...s layout features in the Options tab Tip Read about configuring options and working with buttons in detail in Chapter 15 Controlling Action and Interaction 4 In the Actions tab select Go to a 3D Multi...

Page 289: ...ction listed in the Action tab in the dialog 7 Click OK to close the Button Properties dialog and return to the document 8 Click the Hand tool and then click your button to display the view you set ea...

Page 290: ...t The AEC features available in Acrobat aren t just for engineers or archi tects The measurement tools for example work equally well for measur ing the width of a text box on an InDesign page as they...

Page 291: ...the Acrobat PDFMaker dialog In the Application Settings area of the General tab look for options to include Visio properties as well as how to manage objects without custom properties Figure 103a Figu...

Page 292: ...ers Make sure that Create Acrobat Layers is selected in the Export Adobe PDF dialog SelectthelayeroptionsfromtheExportLayerspop upmenu choose from Visible Printable and Visible Printable options 103 C...

Page 293: ...u are changing format char acteristics rather than converting to a different format type Figure 103c Choose layering options in a PDF file saved from Illustrator Flattening Layers If you work withVisi...

Page 294: ...efore conversion to PDF or in the Layer Properties dialog if security settings permit A reference layer is indicated in the Layers pane in italics The reference layer works like a background in that i...

Page 295: ...u can add comments to it print it or export it in another file format from Acrobat Keep in mind that settings applied to the original lay ered document cannot be changed For example if a document laye...

Page 296: ...s multiple pages specify the Target page number in the Preview area of the dialog 2 Choose an import option read about the options in the sidebar Add ing On the Layers 3 Adjust the Position and Appear...

Page 297: ...andards Follow these steps 1 Choose Advanced Preflight to open the Preflight dialog 2 Click the Create PDF Layers heading to display the list of profiles and click to select the profile The PDF layer...

Page 298: ...fewer objects to select using the Object Data tool From the Options menu in the dialog you can choose different ways to use the data including the following Export the data as XML from either the sele...

Page 299: ...the top of the Document pane with any tool and drag downward to place a horizontal guide drag right from the vertical ruler at the left of the Document pane with any tool to place a vertical guide Bo...

Page 300: ...igure 107b Modify the appearance and positioning of the grid and guides 107 Applying Positioning Features When Objects Misbehave Whether or not the grid is displayed the Snap to Grid feature can still...

Page 301: ...ring on a PDF Map To reset the ratio follow these steps 1 Select a tool from the Measurement toolbar and right click Control click the page with the tool to open the shortcut menu Choose Change Scale...

Page 302: ...the first point drag to the second point and click the mouse again Click the Perimeter Tool to measure the distance between several points Click each point you want to measure and then double click th...

Page 303: ...alue is shown in the Measurement Info widget and inserted as a comment Figure 108c Theshapecanbereconfigured readhowinthesidebar MakeItSnappy and the values in the comment and Measurement Info widget...

Page 304: ...the pointer changes to crosshairs Tip If you don t see crosshairs the map you are using hasn t been georefer enced and you won t be able to identify or mark locations as described in these steps 2 Mo...

Page 305: ...aphic locations are stored in a comment The Measuring tools can measure distance area and perimeter on a map The tools measure map content in much the same way as measur ing any other type of content...

Page 306: ...om the drop down list and specify default units of measure 5 Click OK to move to the end of the wizard the Geospatial Location tool and Measurement tool are now enabled to interact with geospatial con...

Page 307: ...ers you want to link Figure 110a At this point if you click any bookmark it displays the same location on the same page Figure 110a Add the bookmarks used to initiate the action 2 Select the first lay...

Page 308: ...et layer state of the selected actions will be set to the current state In other words set the destination layer you want to see as a result of clicking a bookmark and leave the rest hidden Click OK T...

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Page 310: ...as a type of link since they respond to the Go to a page view action taking you wherever you want to go within a given document Speaking of action whether you use buttons links or bookmarks you can g...

Page 311: ...Figure 111a Figure 111a Specify how you want the link to look and function in this dialog 3 Choose whether you want the link to be visible or invisible and specify characteristics for the link s frame...

Page 312: ...d finish the link Custom link opens the two tab Link Properties dialog and shows the options selected earlier in the Appearance tab Click Actions to display the tab and choose an option from the Selec...

Page 313: ...The radio button options for common link actions shown in the Create Link dialog when you start a new link shown in Figure 111a don t appear in the Appearance tab You can use a special type of link o...

Page 314: ...sample document converted to Acrobat PDF are shown in Figure 112 You can see that there are many many bookmarks and their organization is rather chaotic the sample uses every option available in the...

Page 315: ...es the heading or style is converted to a bookmark regardless of whether it contains any text You will produce blank bookmarks if you use headings to create blank space on your page Instead of using a...

Page 316: ...danewbookmarkbyusingtheCtrl B Command B shortcut keys when the Bookmarks pane is active Adding Bookmarks in Acrobat 113 Defining Your Workflow Some people like to complete their work in one area that...

Page 317: ...bookmark in the Bookmarks pane to test its action The part of the document shown in the Document pane is the destination which may or may not be what you want to see To set the proper destination fol...

Page 318: ...2 Specify the link s appearance Select Custom link in the Link Action buttons at the bottom of the dialog and click Next to open the two tab Link Properties dialog 3 Click Actions to display the tab c...

Page 319: ...obat includes any child bookmarks and levels in the move If you delete a parent bookmark all nested levels are deleted too Nesting Bookmarks Bookmarks form an interactive table of contents that lets y...

Page 320: ...ect the Appearance tab and define how the button will look by choosing background and text color borders font and line styles 5 Select the Options tab and define how the content on the button should l...

Page 321: ...Read about using actions in 118 Editing Actions 7 Click Close to dismiss the dialog and complete the button 8 Click the Hand view to deactivate the editing mode and click to test your button Convertin...

Page 322: ...ng at Button0 1 0 Adding buttons to the collection continues the numbering sequence Figure 116 The series of buttons are named using the original buttons names and their positions top and then renamed...

Page 323: ...then change the appearance on the Properties bar The changes are applied to all selected buttons P S The same process applies to links Action Now or Later Considerthebuttons actions insomecases such a...

Page 324: ...havior options Figure 117a Click the appropriate State in the list at the left of the dialog and then type text in the Label field To add an icon which can be an image or a PDF file click Choose Icon...

Page 325: ...igure 117b Figure 117b Test the button and its states in the figure the left image is the static button the center button shows the Mouse Enter state and the right image shows the Mouse Down state Bel...

Page 326: ...the Actions tab notice that Execute a menu item is the default action shown in the Select Action list Click Add to open the options available Figure 118b Figure 118b You can use many menu items as act...

Page 327: ...DocumentWill Print before a document is printed Document Did Print after a document is printed Take note of the different states For example an action used in the Document Will Save state takes place...

Page 328: ...o documents Restrict opening of your document with a password and further restrict any types of changes with another password You can also specify whether to allow users to copy print or extract conte...

Page 329: ...ty pop up menu The level you choose defines what options are available when you re set ting passwords 4 You can add one or two passwords Select the Require a password to open the document check box to...

Page 330: ...curity Settings dialog which explains that the document has attached passwords Figure 119b Click Permission Details to open the Securities tab of the Properties dialog 119 Using Security Levels and Pa...

Page 331: ...ialog Tips on Building Passwords Here are a few things to remember about Acrobat passwords A PDF file with both Doc ument Open and Permis sions passwords can be opened by using either password Passwor...

Page 332: ...ith you This two way exchange of certificates and keys is the basis for building trusted identities the subject of the sidebar Sharing and Importing Digital IDs The visual signature applied to a docum...

Page 333: ...leave the default location in the Security sub folder of the Acrobat program s installation folders so that you don t lose track of your certificates Type a password and a confirmation of the password...

Page 334: ...es that are deselected such as the Reason or Date don t appear in the finished signature If applicable select a text direction and digits not shown in the figure 3 Click OK to close the Configure Sign...

Page 335: ...thenticate time displayed in your documents signatures Adobe Policy server This Adobe hosted server controls access to your document using named users and can track document access and versions set da...

Page 336: ...ns from the pop up menus Select the Digital ID and type in the password for the signature ChooseoneofyoursignatureappearancesfromtheAppearancepop up menu If you don t have the right appearance design...

Page 337: ...type of form field used for collecting signa tures from others To add a signature field do the following 1 Click the Sign Task button to open its menu and choose Sign Docu ment to activate the Digita...

Page 338: ...ated automatically when the document opens Choose Edit Preferences Acrobat Preferences and click the Security category in the list Click the Verify signa tures when the document is opened check box at...

Page 339: ...ies you about any fields that are found click OK Another copy of your document opens in the Form Editing window 3 Click Add New Field on the Form Editing toolbar and choose Digital Signature 4 Move th...

Page 340: ...he field you want to use and add your signature Place Signature If you choose Place Signature an information dialog opens explaining how to draw a new field Click OK to close the dialog then click and...

Page 341: ...er of items listed Figure 122b Modifications include closing or resizing comment boxes Original is certified Added comments are listed as annotations Signatures are valid Signed in fields Figure 122b...

Page 342: ...to return to the parent document Figure 122c View differences in a document between the time a selected signature was applied and the current state of the file You can also use the history to check o...

Page 343: ...ies When you are creating password policies be aware of the password inclusion option in the General settings Deselect Save passwords with the policy if you want to specify a password and restrictions...

Page 344: ...quence of dialogs and prompts to secure the document Who Are You Today When you are choosing a digital ID for an encryption policy select one of these three options to specify the persistence of the D...

Page 345: ...fy how different media players and displays are used in Acrobat At the top of the dialog select the Allow multimedia operations check box and then choose an option from the Change Permission for selec...

Page 346: ...to the program TrustManager WithallthedifferentsortsoftrustsinAcrobat itstands to reason that there s a trust manager in place In the Preferences click Trust Manager to display the settings Define opt...

Page 347: ...ings to export 2 Click OK to open an expanded version of the dialog where you can select each category of setting and specify what components are exported 3 Click Export to open a small encryption dia...

Page 348: ...import security settings choose Advanced Security Import Security Settings and follow the prompts Note Exporting the collection of settings is different from exporting a certifi cate You export a cer...

Page 349: ...ples of each of the three default templates Figure 125a Choose from one of three provided templates to use for the Security Envelope or create your own Choose either to complete the process manually o...

Page 350: ...for you to choose and apply a policy If you intend to e mail directly type your recipient s e mail address in the e mail dialog that opens and click Send to send it on its way If you choose Send the...

Page 351: ...nce your recipient receives the e mail the Security Envelope appears as an attachment The recipient can t open the attachment without the proper permissions and must enter the password used to encrypt...

Page 352: ...299 activating bookmarks 303 Add Attachment dialog Presenter 173 Add Movie dialog 266 Adobe Acrobat See Acrobat Adobe Acrobat Comments dialog 200 201 Adobe Air 259 Adobe Distiller See Distiller Adobe...

Page 353: ...89 preserving in converted Word PDFs 27 searching 199 stamps in 192 sticky notes 186 summaries of 204 205 text editing 190 191 viewing while scrolling pages 189 working with in Comments list 197 199 C...

Page 354: ...aloud 114 115 redacting content in 160 162 reflowing 114 115 removing security from 319 replacing pages 129 130 131 reporting on and repairing 121 122 saving redacted and full versions of 161 scanning...

Page 355: ...ms with 99 Visio layers 282 floating media windows 262 FLV movies distributing embedded 36 embedded vs linked 260 embedding in PDFs 35 37 260 262 265 folders adding to portfolio 74 index 18 managing d...

Page 356: ...fication changing in File pane 11 inheritance of 304 reflow and 114 115 setting 81 Mail Merge 30 Manage Trusted Identities dialog 322 323 Managing Security Policies dialog 332 maps PDF 293 297 margins...

Page 357: ...orms vs LiveCycle Designer 233 appending Web page to 55 archiving e mail messages 40 42 attaching source files to 61 63 converting Visio InDesign and Illustrator files to layered 280 282 creating from...

Page 358: ...luding legacy versions of media with 264 266 processing all files uniformly 111 proofs producing with Commenting summary feature 94 soft 93 112 Properties dialog Acrobat 237 240 PS PostScript files 43...

Page 359: ...previewing 183 slides configuring quizzes using PowerPoint 178 downloading for presentations 164 including PowerPoint slides in PDFs 34 Snap to Grid feature 289 Snap Types for Measurement tool 290 Sna...

Page 360: ...ons legacy media 264 266 multimedia trust 334 335 Navigator 72 video See also FLV movies adding comments to 274 capturing for presentations 170 172 embedding in PDFs 35 37 viewing comments 188 197 198...

Page 361: ...ok you have instant online searchable access to it on Safari Books Online And while you re there be sure to check out the Safari on demand digital library and its Free Trial Offer a separate sign up p...

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