Adobe ACROBAT 9 HOW-TOS User manual

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From the Library of Daniel Dadian

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Donna L. Baker

ADOBE ACROBAT 9

HOW

TOs

125 ESSENTIAL TECHNIQUES

From the Library of Daniel Dadian

ptg

Adobe Acrobat 9 How-Tos

125 Essential Techniques

Donna L. Baker

This Adobe Press book is published by

Peachpit

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Editors: Becky Morgan, Valerie Witte

Production Editor:Tracey Croom

Copyeditor: Elizabeth Welch

Proofreader: Elissa Rabellino

Compositor: ICC Macmillan Inc.

Indexer: Rebecca Plunkett

Cover design: Mimi Heft

Interior design: Mimi Heft

any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior written permission

of the publisher. For information on getting permission for reprints and excerpts, contact permissions@peachpit.com.

Notice of Liability The information in this book is distributed on an“As Is”basis, without 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 caused or alleged to be caused directly or indirectly

by the instructions contained in this book or by the computer software and hardware products described in it.

Trademarks Adobe Reader, Adobe Acrobat, and Acrobat Distiller are either trademarks or registered

trademarks of Adobe Systems Incorporated in the United States and/or other countries.

Many of the designations used by manufacturers and sellers to distinguish their products are claimed as

trademarks. Where those designations appear in this book, and Peachpit was aware of a trademark claim, the

designations appear as requested by the owner of the trademark. All other product names and services

identied throughout this book are used in editorial fashion only and for the benet of such companies

with no intention of infringement of the trademark. No such use, or the use of any trade name, is intended

to convey endorsement or other aliation with this book.

ISBN 13: 978-0-321-55294-5

ISBN 10: 0-321-55294-6

9 8 7 6 5 4 3 2 1

Printed and bound in the United States of America

From the Library of Daniel Dadian

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Dedication

For Pippi

From the Library of Daniel Dadian

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Acknowledgments

Thanks to the folks at Adobe. It’s been terric to work with Acrobat all these years and

watch it grow into such a robust and—dare I say it—cool piece 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 oer me support and fresh coee: my dear hubby,

Terry; my girls, Erin and Deena; and my goofy dogs.

Finally, as always, thanks to Tom Waits for bringing on the music.

From the Library of Daniel Dadian

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Contents

Chapter One: Getting Started, Staying Organized . . . . . . . . . . . . . . . . . . . . . . . . . . 1

#1: GettingAroundtheInterface..................................2

#2: HelpingYourself...............................................4

#3: Customizing What You See on the Screen . . . . . . . . . . . . . . . . . . . . . . 5

#4: WhatDoYouPrefer?...........................................7

#5: GettingOrganized ...........................................10

#6: ConductingSearches.........................................12

#7: SearchingforSpecics .......................................15

#8: BuildingandApplyinganIndex..............................17

Chapter Two: Creating PDF Files Outside Acrobat . . . . . . . . . . . . . . . . . . . . . . . . . 21

#9: Printing with the Adobe PDF Printer . . . . . . . . . . . . . . . . . . . . . . . . . . 22

#10: Using PDFMaker in Microsoft Word . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

#11: MergingWordFilestoPDF ...................................29

#12: Producing 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: ArchivingE-mailMessages...................................40

Chapter Three: Creating PDF Files in Distiller and Acrobat . . . . . . . . . . . . . . . . . 43

#17: Working with Acrobat Distiller and Job Options . . . . . . . . . . . . . . 44

#18: WatchingFoldersviaDistiller.................................48

#19: Starting a PDF File from a Blank Page . . . . . . . . . . . . . . . . . . . . . . . . . 50

#20: Merging Multiple Files into a Single PDF Document . . . . . . . . . . . 52

#21: Creating a PDF from Web Pages in Acrobat. . . . . . . . . . . . . . . . . . . . 54

#22: Creating a PDF from a Scan in Acrobat. . . . . . . . . . . . . . . . . . . . . . . . 56

#23: Creating a PDF from a Clipboard Image. . . . . . . . . . . . . . . . . . . . . . . 59

#24: AttachingSourceFilestoaPDF...............................61

From the Library of Daniel Dadian

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Chapter Four: Producing a PDF Portfolio. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

#25: PDFPortfolioBuilding101....................................66

#26: CustomizingtheAppearance.................................68

#27: BrandingaPDFPortfolio.....................................70

#28: Organizing and Modifying Contents . . . . . . . . . . . . . . . . . . . . . . . . . . 73

#29: ApplyingAcrobatCommands................................75

#30: Managing and Distributing a Portfolio . . . . . . . . . . . . . . . . . . . . . . . . 77

Chapter Five: Creating Output: Saving, Exporting, and Printing . . . . . . . . . . . . 79

#31: Finding Information about Your Document . . . . . . . . . . . . . . . . . . . 80

#32: UsingtheExaminePDFProcess...............................83

#33: OptimizingaPDFDocument.................................85

#34: Exporting PDF Documents in Other Formats. . . . . . . . . . . . . . . . . . 88

#35: SavingImagePDFFiles.......................................91

#36: Choosing Settings for Basic and Production Printing . . . . . . . . . . 93

#37: ChoosingandUsingFonts....................................96

#38: PrintTroubleshooting101....................................98

Chapter Six: Complying with PDF and Accessibility Standards . . . . . . . . . . . .101

#39: Testing and Fixing a Document with Preight. . . . . . . . . . . . . . . .102

#40: Ensuring Standards Compliance . . . . . . . . . . . . . . . . . . . . . . . . . . . . .104

#41: Fixing Print and File Issues Automatically . . . . . . . . . . . . . . . . . . . .106

#42: MakingPreightWorkforYou...............................108

#43: Creating and Using a Printing Droplet . . . . . . . . . . . . . . . . . . . . . . .110

#44: Examining a Document’s Output . . . . . . . . . . . . . . . . . . . . . . . . . . . .112

#45: NavigatingaDocument.....................................114

#46: Specifying Accessibility Requirements . . . . . . . . . . . . . . . . . . . . . . .117

#47: BasicDocumentTagging....................................119

#48: Reporting On and Repairing a Document. . . . . . . . . . . . . . . . . . . .121

#49: EnhancingPDFAccessibility.................................123

From the Library of Daniel Dadian

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Chapter Seven: Transforming Document Pages . . . . . . . . . . . . . . . . . . . . . . . . . .127

#50: Changing Pages andTheir Contents . . . . . . . . . . . . . . . . . . . . . . . . .128

#51: Cropping and Rotating Pages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .132

#52: Applying Page and Bates Numbering. . . . . . . . . . . . . . . . . . . . . . . .134

#53: InsertingHeadersandFooters...............................137

#54: Adding Watermarks and Backgrounds . . . . . . . . . . . . . . . . . . . . . . .139

#55: BatchingTaskstoSaveTime.................................141

Chapter Eight:Touching Up and Modifying a PDF Document. . . . . . . . . . . . . .145

#56: Selecting and EditingText in a PDF . . . . . . . . . . . . . . . . . . . . . . . . . .146

#57: Editing Text and Modifying Attributes . . . . . . . . . . . . . . . . . . . . . . .148

#58: ObjectTouchUps............................................151

#59: ReusingImages.............................................153

#60: Round-tripEditinganImage ................................155

#61: Extracting ActiveText from an Image . . . . . . . . . . . . . . . . . . . . . . . .157

#62: RedactingContent..........................................160

Chapter Nine: Building Content with Adobe Presenter. . . . . . . . . . . . . . . . . . . .163

#63: Creating a Presenter Publication. . . . . . . . . . . . . . . . . . . . . . . . . . . . .164

#64: SpecifyingaTheme .........................................167

#65: Recording and Using Audio and Video . . . . . . . . . . . . . . . . . . . . . . .170

#66: IncludingAttachments......................................173

#67: WorkingintheQuizManager................................176

#68: WritingaQuiz...............................................178

#69: PreviewingandPublishing..................................182

Chapter Ten: Commenting in a PDF Document . . . . . . . . . . . . . . . . . . . . . . . . . . .185

#70: Adding Sticky Notes and Highlighting Comments. . . . . . . . . . . .186

#71: Setting Commenting Preferences. . . . . . . . . . . . . . . . . . . . . . . . . . . .188

#72: Working withText Edit Comments. . . . . . . . . . . . . . . . . . . . . . . . . . .190

#73: Using and Managing StampTools . . . . . . . . . . . . . . . . . . . . . . . . . . .192

From the Library of Daniel Dadian

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#74: Drawing and Marking Up Shapes in Acrobat . . . . . . . . . . . . . . . . .195

#75: Working with the Comments List . . . . . . . . . . . . . . . . . . . . . . . . . . . .197

#76: Exporting Comments to aWord Document (Windows). . . . . . .200

#77: Setting Comment Status and Creating Summaries . . . . . . . . . . .204

Chapter Eleven: Live Reviewing and Collaboration . . . . . . . . . . . . . . . . . . . . . . .207

#78: Collaborating Live on Acrobat.com . . . . . . . . . . . . . . . . . . . . . . . . . .208

#79: StartingaSharedReview....................................211

#80: UsinganE-mailReview......................................214

#81: ParticipatingOnline.........................................216

#82: Moving to a ConnectNow Meeting Room. . . . . . . . . . . . . . . . . . . .219

#83: WorkinginBuzzword........................................222

#84: ComparingDocuments .....................................225

#85: TrackingaReview...........................................228

Chapter Twelve: Creating and Handling Forms . . . . . . . . . . . . . . . . . . . . . . . . . . .231

#86: Letting the Form Wizard GuideYou . . . . . . . . . . . . . . . . . . . . . . . . . .232

#87: WorkinginFormEditMode .................................234

#88: Drawing and Customizing Form Fields. . . . . . . . . . . . . . . . . . . . . . .237

#89: Adding Calculations and Field Behaviors. . . . . . . . . . . . . . . . . . . . .241

#90: Organizing and Ordering a Form . . . . . . . . . . . . . . . . . . . . . . . . . . . .244

#91: Simplifying aVisually Complex Form. . . . . . . . . . . . . . . . . . . . . . . . .247

#92: DistributingForms..........................................249

#93: TrackingForms..............................................253

#94: HandlingFormReturns......................................255

Chapter Thirteen: Using Flash Video and 3D Media . . . . . . . . . . . . . . . . . . . . . . .259

#95: Inserting Flash Media in a PDF File . . . . . . . . . . . . . . . . . . . . . . . . . . .260

#96: InsertingSWFinaPDFFile ..................................263

#97: Inserting Movies and Legacy Versions . . . . . . . . . . . . . . . . . . . . . . .265

From the Library of Daniel Dadian

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#98: Workingwith3DContent ...................................268

#99: EditinginAdobe3DReviewer...............................270

#100: Measuring3DObjects.......................................272

#101: Inserting Multimedia Comments . . . . . . . . . . . . . . . . . . . . . . . . . . . .274

#102: Using Actions to Show Multimedia Views . . . . . . . . . . . . . . . . . . . .277

Chapter Fourteen: Using Drawings, Maps, and Layers . . . . . . . . . . . . . . . . . . . .279

#103: Converting Visio, InDesign, and Illustrator Documents . . . . . . .280

#104: Working with a Layered Document . . . . . . . . . . . . . . . . . . . . . . . . . .283

#105: AddingNewLayers..........................................285

#106: Using Data Embedded in a Document . . . . . . . . . . . . . . . . . . . . . . .287

#107: Applying Positioning Features. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .288

#108: MeasuringObjects..........................................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: LinkingContentinaDocument .............................300

#112: Creating Bookmarks in a Source Document . . . . . . . . . . . . . . . . . .303

#113: AddingBookmarksinAcrobat...............................305

#114: NamingDestinations........................................307

#115: DrawingaSimpleButton....................................309

#116: BuildingaBatchofButtons..................................311

#117: ConguringaPushButton ..................................313

#118: EditingActions..............................................315

Chapter Sixteen: Making Your Documents Secure. . . . . . . . . . . . . . . . . . . . . . . .317

#119: Using Security Levels and Passwords for a Document . . . . . . . .318

#120: CreatingaDigitalIDProle..................................321

#121: SigningaDocument ........................................325

From the Library of Daniel Dadian

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