using adobe acrobat 7

Using Adobe Acrobat 7.0

Colorado State University

Cooperative Extension

Technology Unit

Basics

What is Adobe Acrobat?, Navigating in Adobe Reader, Using Full Screen mode in Adobe Reader

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What is Adobe Acrobat?

Creates .pdf files pdf = Portable Document Format Used to distribute forms and documents in a standardized

format Can be read by free (and widely distributed) Adobe reader Security tools:

Restrict who can see the document Digitally sign/certify documents Restrict printing (no printing, or low resolution only) Restrict text/images from editing, copying and pasting

Particularly useful for web and email

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What is Adobe Acrobat (con’t)?

Original document is authored in another format, then converted Office apps: Word, Wordperfect, PowerPoint,

Excel, Outlook Graphics: .bmp, .gif, .jpeg, .ng, .eps, .psd .html (single web page, or entire web sites)

Convert your own .html (to preview site for client) Pull sites directly off the web by typing web address

into Acrobat Combine multiple documents (and multiple

document types) into one .pdf document

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3 types of Acrobat

Adobe Reader Formerly called Acrobat Reader Free, widely distributed Can read .pdfs, but not create If you offer .pdfs, always offer the link to the free reader as well (

www.adobe.com – logo found there as well for an image link) Adobe Acrobat (standard)

Converts most office applications and graphics to .pdf Supports some multimedia, downloads websites About $45 at CSU Software Cellar

Adobe Acrobat Pro Interactive forms (buttons, checkboxes, text fields) Supports more multimedia MS Visio, MS Project, AutoCAD, Mac pict format About $69 at CSU Software Cellar

http://www.adobe.com/

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Navigating in Adobe Reader

Navigation tools in Reader: Bookmark and page tabs at left side Page toolbar at bottom Zoom toolbar at top Single/Continuous/Facing options at lower right Full Screen View for presentation (lower left) Scrollbars Hand tool (drag doc from page to page)

Good idea to preview a doc in Reader, NOT Acrobat, to get a sense of what the end-user will see

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Full Screen View in Adobe Reader

Mimics basic PowerPoint presentation Add limited transitions and auto-timing

In Acrobat: Page tab>Options>Page Transitions Set Effect, speed of effect Auto-flip to create a self timed show All pages, or a range

Hit Full Screen button to play slideshow

Creating a .pdf

Converting Microsoft Office documents, non-Office documents, images, multiple documents, websites

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Converting Microsoft Office Documents

Acrobat will add PDFMaker to your toolbar upon installation (unless you decline)

Three buttons: Create .pdf Create .pdf and email Create .pdf and Send for Review

If you don’t see PDFMaker: R-click near toolbars and check PDFMaker toolbar If no PDFMaker toolbar option: Help>About…>Disabled

Items>Choose Acrobat>Enable button

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PDF Conversion Settings

After install, should see “Adobe PDF” menu listed

Same 3 options as toolbar, and a fourth: “Change Conversion Settings”

Each MS Office Application has similar - not identical - set of Conversion Settings

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PDF Conversion Settings (con’t)

These 4 are common to most MS Office Apps Attach Source File to PDF

Adds source file (e.g. Word, Excel) to .pdf as an attachment Nice option, but obviously increases file size

Add Bookmarks to PDF Good option for PPoint and Excel

Adds bookmark for each slide/sheet in document Can seem a little haphazard in Word

Creates a bookmark for each Heading and/or Style Often easier to create Word bookmarks in Acrobat

Add Links to PDF Links in native app. a better “look and feel” than adding them in

Acrobat Enable Accessibility and Reflow with Tagged PDF

Allows re-flowed text for PDAs, text-to-speech, etc. Only downside is a larger file size

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Converting Word to PDF

Conversion settings specific to Word Word Tab

Convert displayed comments to notes Convert cross-references, TOC to links Convert footnote/endnote links

Bookmarks tab Choose which headings and styles convert to

bookmarks A good choice IF your are already working with styles

and headings to denote sections Otherwise, do it in Acrobat

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Creating Bookmarks in Word

Assign a heading to every section in doc that require a bookmark

You can convert text to a heading quickly using the Format painter Apply style to text once,

select text, click Format Painter TWICE

Go through document selecting text – it will convert to that heading

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Converting PowerPoint to PDF

Conversion settings specific to PowerPoint Save Slide Transitions

Only saves simple ones – best to add after the fact Only need them in Full Screen mode

Save Animations Only saves simple ones – best to add after the fact Only need them in Full Screen mode

Convert multimedia to PDF multimedia Applies to video, sound, images Make sure and test! Lots of tweaking required for this!

Convert hidden slides Slide-sorter view – you can “hide” slides to avoid deleting them

PDF Layout based on PowerPoint printer settings Important for printing Notes page, Handouts After settings set, set printer to Adobe PDF

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Converting Excel to PDF

Conversion settings specific to Excel: Convert Entire Workbook is an option in the

Adobe PDF menu Each worksheet has a bookmark

Convert comments to notes Fit worksheet to single page (grayed out if

Convert Entire Workbook is selected) Good option if doc is likely to be printed (as Excel

worksheets can be hard to print and show all rows/columns)

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Converting Publisher to PDF

Specific to Publisher Preserve Spot Color

All black and white except for chosen spot colors Print Crop Marks

Where paper is cut Allow Bleeds

Color extending beyond edge to allow for variations in cutting Preserve Transparency

For .gif, .png, .tiff

These are options for high-end printers If you are using a professional printer, call and ask them

what they require

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Converting Access to PDF

Specific to Access Only 2 options in Conversion Settings:

Attach source file Create bookmarks

Tables can only be converted one at a time Multiple reports can be converted

simultaneously Adobe PDF menu>Convert multiple reports to

single PDF

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Combining Multiple Access Reports

Pretty simple – add reports from left column to right column, arrange, Convert to PDF

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Converting Outlook to PDF

Good way to archive emails Includes attachments 4 bookmarks created, sorting emails by date,

sender, subject, folders Can also combine emails with other

documents Include email exchanges discussing document

along with document itself Select messages or folders to archive, then

convert

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Converting non-MS Office documents

Two methods: Open document in native application

File>Print>Choose Adobe PDF as printer It won’t print the file, merely convert Good for Photoshop, Wordperfect, etc. Works for Office Apps too

Open Adobe Acrobat Create PDF>From File Browse to the file

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Combining documents

Open Acrobat Create PDF>From Multiple Documents Can be a mix of document formats (VERY handy) Browse to files, select, arrange, click OK

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Converting Images

.jpeg, .gif, .png, .tiff, .bmp, .eps Don’t need a native application, because

there is none Open Acrobat

Create PDF>From File>Browse to image Create PDF>From Multiple Files>Browse to

images and create a montage that can work as a slideshow in Full Screen Mode

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Converting websites to PDF

Convert either existing website, or html Second option a good way to preview a website

for client without actually publishing the site to a server

Open Acrobat Create PDF>From Website Type in URL or browse to .html file

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The Convert Website Dialogue Box

Get entire site Rarely a good idea unless it

is small and self contained (i.e. no links to other sites)

3 ways to limit download Get only 1 or 2 levels Stay on same path (will

remain within root folder) Stay on same server (will go

outside root folder but only convert links to sites on same server)

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Converting Websites: Helpful Hints

If you need to capture large sections of a sprawling site or one that links to many other places, capture small sections or individual pages and pull them together with Create PDF>Multiple files

Use the Settings button, Page Layout tab to size and scale large web pages

Links in document still active for downloaded pages

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Converting a website: 3 examples

Create PDF>From Website http://www.ext.colostate.edu

Good example of a large, sprawling site – “Get Entire Site” would be downloading for days

1 level gets you only the current page 2 levels pull ALL the links from this page, including navigation buttons

at top (65 pages total) Stay On Same Path/Server not very useful as most links are ON this

path (SOSP gives a 47 page doc) http://www.radon.org/

Good example of a “Get Entire Site” candidate Only links are to meaningful docs related to Radon Includes slideshow downloaded intact

Browse to kiddos/kiddos.htm Converted from local site, not from server

http://www.ext.colostate.edu/

http://www.radon.org/

Adding Navigation Aids

Creating Bookmarks, Links, and Hotspots

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Adding bookmarks

Often easier to add Bookmarks in Acrobat rather than native application

Not just a navigation tool – also shows structure of document at a glance Use Table of Contents as guide

Go to page you want to bookmark Choose view (width, height, zoom in to specific object)

Bookmarks pane>New Bookmark icon Name bookmark Drag up or down in order Drag under and to the right to nest it within a larger

bookmark

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Adding Bookmarks (con’t)

Set view of page for bookmark - Fit Width or Height, zoom in to a specific feature Often looks nice to have first page at fit width, ret

of doc at fir height

Drag bookmarks around after creation to set order

Nest bookmarks within other bookmarks by dragging child under and just to the right of parent

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Bookmark Options

Options button allows: Change text size Wrap long

bookmarks Use Properties to

change color and style (bold, italics, bold and italics)

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Adding text links

Unlike bookmarks, MS Office does better looking links than Acrobat

If possible, create links in native application If not:

Bring up document in Acrobat Choose Select tool and select text R-Click (away from markup options icon) and

choose Create Link

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Adding text links (con’t)

Type: visible rectangle Style: underline Highlight style will add a

basic behavior Action: open a web page

(though you can link to other docs, or spots in this doc) “Next” takes you to URL

box For email, mailto: followed

by address

mailto:

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Hotspot and Image links

Same process, just use the Snapshot tool instead of select

A visible rectangle and some type of link behavior is wise, to let the end user know there is a link

Adding attachments, comments and mark-up, touching up text

Attachments, Attaching a File as Comment, Adding Comments and Mark-up, Sending Documents for Review, Touching Up Text

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Attachments

Most basic attachment is the source file Add automatically in Conversion Settings

To add any other docs as an attachment, click the paper clip and browse to the file To view, click the Attachments tab, doc will

appear in the Attachments pane

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Attach a File As Comment

Helps the end-user know there is an attachment, and allows you to comment on the attachment

Click the pulldown arrow to the right of the paper clip icon, and choose the paper clip with comment balloon Cursor will become crosshair Click where you want comment to appear Dialogue box will appear

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Attach a File as Comment (con’t)

Choose graph, paperclip, pushpin, comment balloon Choose color and opacity

General tab allows you to add author’s name and a description Rollover shows author and

description Click the icon, or use

attachment tab to open attachment

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Adding Comments - Notes

Click “Comments and Markup”, Commenting Toolbar will appear

Note tool to add a text comment

Click-and-drag to define size of text box Type in your text, Close box Select, then Options>Properties

will allow you to choose icon, color, author’s name, etc.

Rollover of icon reveals comment

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Adding Comments – Text Edits

Click Text Edit button To Insert text:

Click between where you want to insert, start typing Carat appears, rollover reveals inserted text

To Delete text: Select text, hit Delete Text is crossed out

To Replace text: Select text, start typing Text is crossed-out, carat appears, rollover reveals

replacement text

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Adding Comments – Stamp Tool

Click Stamp tool You’ll be prompted for identity info (which you can

skip) Cursor turns into a little stamp icon (first time) or the

last stamp used Pull-down at right allows you to choose a stamp in

several categories: Dynamic (date, time, author), Sign here, Standard business, Custom Custom requires an image – Acrobat will size it

Click where you want stamp to appear on document

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Adding Comments – Highlighting and Attach File as Comment tools Highlighting tool

Highlights text Click highlight button, Select text to highlight Pulldown allows underline and cross-out highlight options

Attach File as Comment tool Previously discussed in slide 41 Pull-down allows Record Audio Comment Click it, Click on Document, Sound recorder appears Click Red circular button to record, black Rectangle to stop Choose icon, add author and description (will show in

rollover)

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Adding Comments – Show Comments Tool If there a lot of comments,

you can sort (or hide) using the Show button

Hide all, or sort by: Type, Reviewer, Status,

Checked state

All comments will be shown by clicking the Comments tab at the left

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Markup Toolbar – Callout Tool

Click Comments and Mark-up Pulldown, choose Show Drawing Markup Toolbar

Click callout tool, click where in document you want arrow to END (in the example, just below picture) Type text into text box You can resize textbox, end point and “elbow” of

arrow after the fact using sizing boxes

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Markup Toolbar – Cloud Tool

Click Cloud tool Draw a polygon by selecting multiple

points in document Make sure you finish the polygon by

returning to your starting point Acrobat will draw a cloud around polygon R-Click, choose properties, Add note to

add a comment inside Best use is for highlighting a section of a

graphic

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Markup Toolbar – Arrow and Drawing Tools Arrow tool is default tool, but pulldown gives

you rectangles, ovals, lines, polygons, freehand pencil and pencil eraser Work similarly to standard Microsoft Office

drawing tools Good for graphics, so you can circle, point to, and

outline areas for review (and comment with notes tool)

Right-click>Open Pop-Up Note to add comment

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Markup Toolbar – Dimensioning Tool, Text Box Tool

Dimensioning tool Good for graphics Click and drag for arrow endpoints Type text next

Text box tool Click-and-Drag to define box, then type in text Right-click>Properties to change fill color, line

size, opacity, etc.

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Sending Documents for Review

Third button over on PDFMaker suite of buttons In Acrobat menu, use the Send For Review button

Allows you to email a PDF to multiple recipients for review

If they have Adobe Reader 7 or later, it will temporarily turn on Commenting and Markup for them to comment on that doc alone

They don’t have to buy Acrobat

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Sending Documents for Review (con’t)

Choose document for Review

Invite reviewers Type in email

addresses or use Address Book button if you have Outlook

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Sending Documents for Review (con’t)

Customize review options button allows: Choose reply email

address(es) Turn on Markup By default, allows Adobe

Reader to participate in review

Auto-generated email subject and message Use this window to customize

subject and message

Editing PDF Documents

Touching Up Text and Objects, Working with Pages, Working with Thumbnails

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Touch-Up Text and Objects Tools

VERY COOL! You can change text in PDF after the fact

Tools>Advanced Editing>Touch Up Text Tool Click where in doc you want to edit text Make text changes, save document

You can move and edit graphics after the fact Tools>Advanced Editing>Touch Up Objects Tool Click and Drag to define object Drag to move Right-click>Edit Object to bring it up in Photoshop or other

Image editor Must first choose Image editor in Acrobat

Edit>Preferences>Touch-Up>Browse to Image Editor

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Editing Pages

Use Pages tab at left Options button at top allows:

Inserting, extracting, replacing, deleting Cropping, rotating, transitions Page numbering Printing Embedding, reducing, enlarging

thumbnails Properties: tab order, actions

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Editing Pages (con’t)

Inserting Options>Insert Pages Browse to File to Insert Choose where (before or after, which

page) Extracting

Pulls a page range out of entire document

Replacing Deletes a page range, replaces those

pages with another document (or section of document)

Deleting Deletes a page range within document

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Editing Pages – Cropping

Cropping best done in native application

Cropping dialogue box is huge May need to adjust

dpi if the whole screen doesn’t show

R-click on background> Properties>Settings tab>Advanced button>DPI setting

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Editing Pages - Cropping (con’t)

Use Top, Bottom, Left, Right to adjust crop (result will show in preview) Constrain proportions will keep

proportions intact

Choose standard paper sizes or create a custom one

Work with just one page or range of pages

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Editing Pages - Rotating

Rotate pages Choose direction, page

range Can choose only even

or odd, only landscape or portrait

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Editing Pages - Numbering

Page Numbering Important to make sure Acrobat’s

page numbering matches page numbering in original document

Combining docs, replacing pages can mess with numbering

Choose range, numbering style, prefix before number, starting number

Can extend numbering from previous section

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Editing pages - Thumbnails

Embedding thumbnails increases file size (2K per thumbnail), but they don’t have to load every time you bring up the doc Large documents will take several seconds to

dynamically load thumbnail images on the fly every time doc is opened

Embed, Remove, Reduce, Enlarge from Options menu

Optimizing documents

For web, print, CD, email

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Optimizing for Print and CD

For documents disseminated via print and CD (where file size is not an issue) set Image Quality to High or Maximum Adobe PDF>Change Conversion Settings> Settings

tab>Advanced Settings button Choose Image at left Set all 3 Image Quality pulldowns to high or maximum Turn off Downsampling and Compression

For high-end commercial printers Call and ask them (2400 dpi is common) Adobe PDF>Change Conversion Settings> Settings

tab>Advanced Settings button Choose General at left, set DPI to recommended level

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Optimizing for the Web and email

For web or email, file size IS an issue Several ways to lower file size

In MS app, Adobe PDF>Change Conversion Settings> Settings tab>Advanced Settings button Choose Image at left Set image quality pulldowns to low

In Acrobat, File>Reduce File size Choose compatibility: the later versions of Acrobat will

allow greater file reduction

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Optimizing for the Web and email (con’t)

In MS Office apps For graphic intensive docs Bring up Picture toolbar

R-click in toolbar area, choose Picture

Choose Compress Choose All pictures, Web/screen Check Compress pictures, Delete

cropped pictures (if applicable) A handy tip, Acrobat or not

Particularly useful for PPoints on the web

Creating Acrobat forms and gathering data

Using Adobe Designer to create forms, Gathering and compiling data

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Acrobat Forms

Pro version only EASY no-database way to post a form on the web

and gather data from it Post form They have option of printing/mailing or emailing Emailed data can be compiled automatically by Acrobat

Saved in Excel format Mailed data can be added by hand

Tutorial is available on the web: http://www.ext.colostate.edu/acrobat_forms/

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Creating the Form

Open Acrobat Advanced>Forms>Create New Form or Forms button>Create

New Form Acrobat Designer (which is bundled with Acrobat Pro) opens,

New Form assistant opens Step 1 – choose base document

You can import an existing Word .doc or PDF, choose a Adobe template, or build it from scratch

Lots of text? Create it in Word, import it If you have problems with Word, convert it into a PDF and

import that When importing PDF, “Maintain Editability” is a good choice

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Creating the Form (con’t)

Step 2 - Choose page size, orientation

Step 3 - Choose Return method 1 – Fill, then submit via email 2 – Fill, then submit via mail, or

print and mail in Gives end user most options

3 – Filled electronically, then printed and mailed

4 – Printed, filled manually, mailed

Step 4 – Give return email address for data

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Using DesignerDocument pane Preview tab Library Object palette

Print and Submit by Email buttons

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Using Designer (con’t)

Document pane Text is inside blue boxes – click inside to work with text Drag field types from Library into Document pane to create

answers for each question Library

Field types: Text only (question text, answer text) Radio buttons (single answer questions) Checkboxes (multiple answer questions) Text fields (open end questions) Numeric fields (dates, phone numbers)

Each field has a space to type in answer text Or, do answer text with Text only field

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Preview tab Check on your work periodically by clicking the preview tab

and seeing what final result will look like

Objects palette Click on objects (radio boxes, text fields, submit buttons) in

document pane to manipulate properties Give questions descriptive names (e.g. “q1”, “fname”) rather

than default name (e.g. “radiobuttonlist”) Give each answer choice distinct values (yes=1, no=2,

9=don’t know)

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Radio buttons (single choice) should have same name (e.g. q3) and different values (e.g. 1=dolphin, 2=flounder)

Checkboxes (multiple choices allowed) should have different names (e.g. q4-1, q4-2), with an on value of 1, an off value of 0

Designer is pretty good about recognizing when answer choices are part of the same question, and assigning values automatically

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Collecting the Data

When “Submit by Email”button is clicked, data will be sent in an email as an .xml attachment (poll.xml)

Save all attachments in the same folder RENAME FILE each time (e.g. poll1.xml,

poll2.xml, etc.) so you aren’t overwriting files

Save mailed forms to be hand entered after emailed data is compiled

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Compiling the Data

Open Acrobat File>Form Data>Create

Spreadsheet From Data Files

Browse to folder containing .xml files from emails Use Shift button to pull

in multiple files

Click Export Results will show up in

MS Excel Format

Security

Document security settings, Digital IDs,Digital signatures, Digital certification

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Security Settings – Simple password

Password to open Can be set before or after

In native application (Word, PowerPoint): Adobe PDF>Change Conversion Settings>Security tab Check checkbox, type in the password WRITE IT DOWN! Make sure ALL end-users have Reader 5.0 or higher, as

well as the password

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Security Settings – Simple password (con’t) Can also be done in Acrobat File>Document Properties>Security tab Choose “Password Security” as Security

Method

Check “Require a Password…” checkbox, type in password

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Security Settings – Password for permissions You can password restrict changes to

document, printing of document, cutting and pasting

In native application: Adobe PDF>Change Conversion Settings

>Security tab

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Security Settings – Password for permissions (con’t) Pulldown options for printing: Pulldown options for editing:

Copy-and-pasting content can be restricted by keeping option “Enable copying...” Unchecked

“Enable Text access for screen readers…” should always be checked to be compliant with accessibility regulations

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Security Settings – Password for permissions (con’t) As with a simple password, password for

permissions can also be done in Acrobat File>Document Properties>Security tab Choose “Password Security” as Security Method

Check “Restrict Editing…” Permissions checkbox, type in password Remaining steps same as in MS Office application

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Certificate Security and Digital IDs

Certifies you approve of the document and that no changes have occurred since your approval

Encrypts content It can be a self-signed Certificate or a third party

Certificate Third party more secure You’ll have to pay

Two steps: Create a Digital ID Create Security Certificate

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Creating a Digital ID

In Acrobat Advanced>Security Settings>Digital IDs>Add ID Wizard will take you through process

Choose kind of certificate In most cases, self-signed will suffice

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Creating a Digital ID (con’t)

Choose ID storage 1st option more

friendly to non-MS apps

Enter profile info

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Creating a Digital ID (con’t)

Choose file location and password

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Signing a document

Confirms you have reviewed the document and it has not been changed since signing

Two types: Simple signing Certified signature

Simple signing Sign button>Sign this document Choose “Invisible” or “Create Sign field” If “Create Sign field” click-and-drag to define

space where signature goes

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Signing a document (con’t)

Choose which ID (if more than one)

Confirm password Give reason for signing

from dropdown A good idea to click

“View Digital ID” to preview appearance

“Show Options” button will allow you to manipulate appearance A good idea, particularly if

you have a graphic or logo

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After clicking Show Options, click New or Edit

Choose Imported graphic, use File button to browse to logo

Use Configure Text checkboxes to add and remove signature components (date, reason, etc.)

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Click Sign and Save or Sign and Save As for different file name

Signature appears on document Click Signature tab at left

Signature data appears in Signature pane

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Certified Signature

Same process (Sign button>Sign this document), except choose “Certify Document” on first screen of wizard

Choose Allowed actions (no changes, fill-in forms only, comments and fill in forms only)

Option of showing certification on document If yes, you’ll click-and-drag to define box for certified

signature

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Certified Signature (con’t)

Certified Signature will show on document (if you chose that option)

Will show in Signature pane upon clicking Signature tab at left

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Certified Documents

File>Save as Certified Document Wizard steps same as Certified Signature Result:

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Certificate Security

Allows you to create a list of “trusted identities” to send document to Only they can open the document Can vary security setting for different people on

the list First step: swap Digital IDs

Advanced>Security Settings Highlight your digital ID, click Export Certificate Choose “Email the data to someone” and follow

the steps

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Certificate Security (con’t)

Click Secure button>Secure This Document Choose which policy

Restrict document to only be read by people on trusted identities list

Restrict opening and editing only

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Choose to encrypt all, all but metadata (will allow search engines to know general content), or attachments only


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Choose which people on your trusted identities list are to see the document

Browse to folder where you saved other people’s Digital IDs

Select specific identities and click Permissions to specify different security settings for different people