Adobe Acrobat 7 Tips and Tricks: The 150 Best 9780321305305, 0321305302

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Adobe® Acrobat® 7 TIPS and TRICKS THE 150 BEST By Donna L. Baker Publisher: Peachpit Press Pub Date: January 24, 2005 ISBN: 0-321-30530-2 Pages: 416 Table of Contents • Index •

Sure, you know how t o read PDFs wit h it , but do you know how t o add com m ent s t o docum ent s or em bed 3D obj ect s in your PDFs or est ablish docum ent - level securit y set t ings? Wit h it s st aggering array of docum ent enhancing feat ures and support ed form at s, Adobe Acrobat 7 offers a world of funct ionalit y j ust wait ing t o be t appedwhich m eans t hat figuring out how t o do j ust one specific t ask wit h it can be som ewhat daunt ing. I n t hese pages, vet eran aut hor D on n a Ba k e r solves t hat problem by present ing each Acrobat t ask as a st and- alone unit . I f, for exam ple, you want t o find out how t o search for a word or a phrase in a PDF file, you can do j ust t hat at t he sam e t im e picking up a couple of t ips about refining your searches. Organized in t hree m aj or sect ionsI nput , Out put , and I nt ernal Acrobat Processest his self- cont ained guide is all you need t o get going fast wit h Acrobat 7.

Adobe® Acrobat® 7 TIPS and TRICKS THE 150 BEST By Donna L. Baker Publisher: Peachpit Press Pub Date: January 24, 2005 ISBN: 0-321-30530-2 Pages: 416 Table of Contents • Index •

Copyright Acknowledgements Chapter ONE. Getting Started TIP 1: Getting Around the Interface TIP 2: Assistance, Please TIP 3: Helping Yourself TIP 4: Making Room on the Screen TIP 5: See What You Want to See TIP 6: Work Those Windows TIP 7: What Do You Prefer? Chapter TWO. Organizing, Searching, and Cataloging TIP 8: Getting Organized TIP 9: Staying Organized TIP 10: Finding Words TIP 11: Conducting Searches TIP 12: Searching for PDF Files on the Internet TIP 13: Advanced Search Techniques TIP 14: Using Custom Search and Category Options TIP 15: Designing an Index TIP 16: Building and Applying an Index TIP 17: Archiving Outlook Messages Chapter THREE. Creating PDF Files Outside Acrobat TIP 18: Creating PDF Files from Source Programs TIP 19: Printing with the Adobe PDF Printer TIP 20: Using PDFMaker in Word TIP 21: Choosing PDFMaker Conversion Settings in Word TIP 22: Producing PDF Files in Excel, Access, and Project TIP 23: Generating PDF Documents in PowerPoint and Publisher TIP 24: Converting Layered Visio Documents TIP 25: Organizing Layers TIP 26: Using Photoshop PDF TIP 27: Exporting a PDF from InDesign CS TIP 28: Making PDF Documents from Web Pages TIP 29: Working with Acrobat Distiller TIP 30: Creating Custom Conversion Settings in Distiller

Chapter FOUR. Creating PDF Files in Acrobat TIP 31: Creating a PDF from a File in Acrobat TIP 32: Creating a PDF from Multiple Files in Acrobat TIP 33: Creating a PDF from Web Pages in Acrobat TIP 34: Creating a PDF from a Scan in Acrobat TIP 35: Creating a PDF from a Clipboard Image TIP 36: Attaching Source Files to a PDF TIP 37: Managing Attached Files TIP 38: Using Attachments in Earlier Versions of Acrobat Chapter FIVE. Saving and Exporting TIP 39: Finding Information about Your Document TIP 40: Deciding What Your Reader Sees First TIP 41: Exporting PDF Documents in Other Formats TIP 42: Saving a PDF as a Word or RTF File TIP 43: Exporting as HTML, XML, or Text TIP 44: Saving a PDF as an Image TIP 45: Exporting all the Images in a Document Chapter SIX. Printing TIP 46: Choosing Print Settings TIP 47: Print Troubleshooting 101 TIP 48: Choosing and Using Fonts TIP 49: Previewing Fonts in Acrobat TIP 50: Print Production TIP 51: Basic Preflighting TIP 52: Making a Document PDF/X Compliant TIP 53: Managing PDF/X Documents Chapter Seven. Enhancing PDF Accessibility TIP 54: Navigating a Document Using Keys TIP: 55 Choosing Document Colors TIP 56: Using the Accessibility Wizard TIP 57: Read-Aloud Features TIP 58: Articles TIP 59: Basic Document Tagging TIP 60: Reporting on and Repairing a Document TIP 61: Using Document Tags TIP 62: Reflow Chapter EIGHT. Working with Acrobat Forms TIP 63: Getting Started with Forms TIP 64: Building a Form in Acrobat TIP 65: Configuring Form Fields TIP 66: Creating Forms That Make Sense TIP 67: Testing and Tweaking Your Forms TIP 68: Sending Form Data Automatically TIP 69: Handling Field Contents TIP 70: Completing a Form and Using Auto-Complete TIP 71: Collecting Form Data TIP 72: Starting an Adobe Designer Project. TIP 73: Customizing a Form in Adobe Designer 7 Chapter NINE. Transforming a PDF Document TIP 74: Deleting and Inserting Pages

TIP 75: Extracting Content TIP 76: Replacing Pages TIP 77: Cropping and Rotating Pages TIP: 78 Configuring the Pages Pane Chapter TEN. Touching Up and Modifying a Document TIP 79: Adding Page Numbers TIP 80: Applying Headers and Footers TIP 81: Adding Watermarks and Backgrounds TIP 82: Selecting Text in a PDF TIP 83: Reusing Images TIP 84: Editing Text in a PDF TIP 85: Modifying Text Attributes TIP 86: Reusing Table Information TIP 87: Object TouchUps TIP 88: Touching Up Reading Order TIP 89: Round-trip Editing an Image Chapter ELEVEN. Drawings and Layers TIP 90: Using the AutoCAD PDFMaker TIP 91: Using Grids and Guides for Assistance TIP 92: Measuring Objects TIP 93: Drawing and Marking Up Shapes in Acrobat TIP 94: Working with a Layered Document TIP 95: Bookmarking a Layered Document Chapter TWELVE. Controlling Documents with Links and Buttons TIP 96: Linking Content in a Document TIP 97: Drawing a Button TIP 98: Customizing a Button's Appearance TIP 99: Editing Actions TIP 100: Activating Menu Items TIP 101: Positioning a Series of Links on a Page TIP 102: Creating Batches of Buttons TIP 103: Fun with Buttons Chapter THIRTEEN. Bookmarking a Document TIP 104: Creating Bookmarks in a Source Document TIP 105: Adding Bookmarks in Acrobat TIP 106: Organizing a Bookmark Hierarchy TIP 107: Modifying Bookmark Appearance TIP 108: Using Tagged Bookmarks TIP 109: Modifying Content with Tagged Bookmarks TIP 110: Applying Actions to Bookmarks Chapter FOURTEEN. Commenting and Marking Up Documents TIP 111: Using the Commenting Toolbar TIP 112: Adding Notes and Highlighting Comments TIP 113: Setting Commenting Preferences TIP 114: Working with Text Edit Comments TIP 115: Using the Stamp Tools TIP 116: Creating and Managing Stamps TIP 117: Exporting Comments to a Word Document (Windows) TIP 118: Choosing Which Comments to Export TIP 119: Migrating Comments

Chapter FIFTEEN. Reviewing and Collaboration TIP 120: Starting a Review Process TIP 121: Using a Browser-Based Review TIP 122: Tracking a Review TIP 123: Working with the Comments List TIP 124: Organizing Comments in the Comments List TIP 125: Setting Comment Status and Creating Summaries Chapter SIXTEEN. Working with Multimedia TIP 126: Using Media in Documents TIP 127: Adding Movies to a Document TIP 128: Tweaking a Movie TIP 129: Controlling the Action TIP 130: Making Your Document Responsive TIP 131: Creating a Presentation with Page Transitions TIP 132: Using Photoshop Album Slideshows and Picture Tasks TIP 133: Downloading and Reading Digital Editions TIP 134: Organizing and Managing Your Digital Editions Collection Chapter SEVENTEEN. Becoming an Acrobat Power User TIP 135: Using a Batch Sequence TIP 136: Creating and Using a Printing Droplet TIP 137: Watching Folders TIP 138: Optimizing Your PDF Documents TIP 139: Creating Editable Text from an Image PDF Chapter EIGHTEEN. Making Your Documents Secure TIP 140: Choosing a Security Method TIP 141: Using Security Levels and Passwords for a Document TIP 142: Creating a Digital ID Profile TIP 143: Certifying a Document TIP 144: Adding a Signature Field and Signing a Document TIP 145: Sharing and Importing Digital IDs TIP 146: Comparing Documents TIP 147: Creating Security Policies TIP 148: Using and Managing Security Policies TIP 149: Using Secure ePaper TIP 150: Troubleshooting Security Appendix A. Other Sources of Information Adobe Sites Information Sites Appendix B. System Requirements and Installation Installation Requirements Index

Copyright Adobe Press books are published by Peachpit Peachpit 1249 Eight h St reet Berkeley, CA 94710 510/ 524- 2178 800/ 283- 9444 510/ 524- 2221 ( fax) Peachpit is a division of Pearson Educat ion To report errors, please send a not e t o errat a@peachpit .com For t he lat est on Adobe books, go t o www.adobepress.com Copyright © 2005 by Donna L. Baker

Credits Edit ors: Krist in Kalning, Becky Morgan, Judy Ziaj ka Product ion Edit or: Becky Wint er Copyedit or: Liz Welch Com posit or: Danielle Fost er I ndexer: Rebecca Plunket t Cover design: Maureen Forys I nt erior design: Maureen Forys This book was designed and laid out in Adobe I nDesign.

Notice of Rights All right s reserved. No part of t his book m ay be reproduced or t ransm it t ed in any form by any m eans, elect ronic, m echanical, phot ocopying, recording, or ot herwise, wit hout t he prior writ t en perm ission of t he publisher. For inform at ion on get t ing perm ission for reprint s and excerpt s, cont act perm issions@peachpit .com .

Notice of Liability The inform at ion in t his book is dist ribut ed on an " As I s" basis, wit hout warrant y. While every precaut ion has been t aken in t he preparat ion of t he book, neit her t he aut hor nor Peachpit Press shall have any

liabilit y t o any person or ent it y wit h respect t o any loss or dam age caused or alleged t o be caused direct ly or indirect ly by t he inst ruct ions cont ained in t his book or by t he com put er soft ware and hardware product s described in it .

Trademarks Adobe Acrobat is a regist ered t radem ark of Adobe Syst em s I ncorporat ed in t he Unit ed St at es and/ or ot her count ries. All ot her t radem arks are t he propert y of t heir respect ive owners. Throughout t his book, t radem arks are used. Rat her t han put a t radem ark sym bol in every occurrence of a t radem arked nam e, we st at e t hat we are using t he nam es in an edit orial fashion only and t o t he benefit of t he t radem ark owner wit h no int ent ion of infringem ent of t he t radem ark. 9 8 7 6 5 4 3 2 1 Print ed and bound in t he Unit ed St at es of Am erica

Dedication For m y pal Tom Carson

Acknowledgements I would like t o t hank m y edit ors at Peachpit Becky Morgan, Krist in Kalning, Judy Ziaj ka, and Liz Welchand t he rest of t he super edit orial and developm ent t eam . Thanks t o m y fam ily for t heir support , and t o m y agent , Mat t Wagner, for keeping m e on t rack. A special t hanks t o Adobe for t heir input in m y proj ect s, and t he opport unit y t o delve int o t he dept hs of m y favorit e piece of soft ware. And finally, t hanks as always t o m y m usical m use, Tom Wait s.

Chapter ONE. Getting Started Adobe Acrobat has becom e a workhorse program . Whet her you are a graphic designer or a Web designer, whet her you work wit h business syst em s or run a sm all office, Acrobat can assist you in a wide range of t asks, and it handles inform at ion and cont ent in m ind- boggling ways. Acrobat isn't like " ordinary" soft ware in t hat you can't define it s purpose in a single word as you can wit h a spreadsheet , word processing, or im age- m anipulat ion program . I t 's not t hat sim ple. Successful users of Acrobat underst and bot h t he program 's capabilit ies and what Acrobat can do for t hem . For exam ple, did you know t hat wit h Acrobat 7 Professional you can creat e a m ult im edia present at ion? Or creat e a com plex docum ent t hat incorporat es a range of ot her t ypes of m at erial such as spreadsheet s or Web pages along wit h PDF files? Or t est and evaluat e t he out put of a docum ent before sending it t o your print provider? Or set up and m onit or a syst em of reviewing your shared docum ent s? Or add securit y t o a docum ent t o cont rol access and changes t o t he work? Or…? Clearly t he program 's scope is wide, which is probably why Adobe describes it as a " t ool for t he new work." I n t his book, I have assem bled a collect ion of t ips t hat will show you what Acrobat can do, and how you can int egrat e t he power of t he program int o your daily work life. As you read t he t ips, consider how t he inform at ion can help you do your j ob sm art er and fast er. I n t his first chapt er, you'll see what m akes up t he program 's int erface, learn how t o look at your docum ent , and find out som e ways t o m ake t he program work for you.

TIP 1: Getting Around the Interface When you open Acrobat 7 Professional, t he default program includes several elem ent s (Figu r e 1 ) . You can configure t he Acrobat layout in a variet y of ways by adj ust ing t he panel groupings and set t ings.

Figu r e 1 . Acr oba t 7 Pr ofe ssion a l's in t e r fa ce is m a de u p of se ve r a l com pon e n t s. [View full size image]

What's Your Status? You can navigat e bet ween pages using t he navigat ion cont rols, or change t he viewing layout . You can also choose a viewing m et hod, such as full- screen. Special feat ures of t he docum ent , such as layers or securit y, are indicat ed by icons at t he left of t he St at us bar.

Th e M a in m e n u. The Main m enu across t he t op of t he program cont ains com m on headings like File and Edit , as well as Acrobat 7 Professional headings such as Advanced and Docum ent . Toolba r s. Acrobat cont ains a wide variet y of t oolbars; m ost it em s found in t oolbars are available as m enu com m ands as well. An icon wit h a pull- down arrow t o t he right indicat es t hat a subt oolbar is available. Ta sk bu t t on s. You can access a variet y of t asks and funct ions for a specific t ype of work such as creat ing a PDF or signing a docum ent using t he t ask but t ons.

Look Before You Touch You can m odify t he screen displayt oolbars, Navigat ion pane t abs, and so on. But before you do, fam iliarize yourself wit h t he cont ent s. Click t he pull- down arrows t o see what 's in a subt oolbar, for exam ple. Click a t ab in t he Navigat ion pane t o see it s cont ent s and click it s Opt ions m enu t o learn what you can do in t he pane. Checking out Acrobat 's default offerings m ay help you as you learn t o work wit h t he program .

N a viga t ion pa n e . The t abs along t he left side of t he program window m ake up t he Navigat ion pane. The opt ions on t hese t abs let you m anage and cont rol t he cont ent of your PDF docum ent . D ocu m e n t pa n e. An open PDF docum ent displays in t he Docum ent pane. The docum ent 's page size and scroll bars fram e t he bot t om and right side of t he Docum ent pane. St a t u s ba r. Below t he Docum ent pane you see t he num ber of t he visible page as well as t he t ot al page count and cont rols for m oving bet ween pages. H ow To. The How To pane, displayed at t he right of t he screen, cont ains links t o com m on t asks as well as t he program 's com plet e Help files. You can increase t he widt h of t he pane from it s default size, but you can't decrease it .

TIP 2: Assistance, Please

How To… or Not Som e people like t o work in t he m idst of m enus and dialogs t o m ake it easier t o access com m ands and t ools. Ot hers prefer a m ore m inim al approach, showing and hiding panes as necessary. The How To pane is displayed by default , but if you prefer, you can hide it and use ot her opt ions t o access t he inform at ion when you need t o: Click Hide t o close t he pane. I n t he default t oolbar set up, click t he How To t ask but t on t o reopen t he pane, which always opens at t he sam e screen locat ion. Choose Help > How To t o display t he sam e How To list of t opics. Click an opt ion t o display it s cont ent in t he How To pane. I n t he General Preferences, deselect Show How To Window at St art up. From t hen on, your program opens wit hout t he pane displayed, and you can open it from t he t oolbar's t ask but t ons or t he Help m enu if required.

The How To pane cont ains a list of t he m ost com m on t asks you are likely t o perform in Acrobat 7 ( Figu r e 2 a ) and includes specific groupings of t ools for special purposes such as exam ining and m easuring engineering drawings and preparing a docum ent for print product ion. For exam ple, click Creat e PDF t o open a list of t opics. Follow t hese point ers t o m ake your way t hrough t he How To t opics:

Figu r e 2 a . Click on e of t h e m a in t opic a r e a s in t h e H ow To pa n e t o ope n a list of t opics.

How To How To… I f you m odify t he t oolbar layout , you probably won't include t he How To t oolbar. You can st ill access t he cont ent s using t he Help m enu. Click Help > How To and choose a t opic t it le. The How To pane reopens, displaying t he m ain t opic area.

A list of t he m ain t opics appears in t he How To pane ( Figu r e 2 b) . Click a link t o t he part icular t ask you are t rying t o accom plish.

Figu r e 2 b. Ea ch m a j or t a sk list s a n u m be r of t opic ch oice s. Click a lin k for m or e in for m a t ion or t o ope n t h e com ple t e H e lp file .

Use t he navigat ion but t ons at t he t op of t he How To pane t o cont rol your view. Clicking t he act ive arrow ( it is blue in t he program ) m oves you back and fort h t hrough pages you have viewed. I nst ruct ions for perform ing t he t ask or act ivit y appear in t he How To pane. Scroll down t o read t he ent ire list .

TIP 3: Helping Yourself

Help Is Close at Hand Som et im es you need t o refer t o a page in t he Help file over and over. I nst ead of closing t he window and t hen reopening and finding t he page again, m inim ize t he window. The cont ent st ays as you last viewed it . I f you need st ep- by- st ep direct ion, arrange bot h t he program and Help windows on your screen.

The How To pane is fine for st ep- by- st ep inst ruct ions on basic program funct ions and t asks. I f you need m ore in- dept h inform at ion, use t he m ain Help feat ure: Choose Help > Com plet e Acrobat 7.0 Help or press t he F1 key. The Help program opens in a separat e window. Use t he navigat ion opt ions at t he t op left of t he window t o m ake your way t hrough t he file ( Figu r e 3 a ) . The blue left - and right - facing arrows t ake you back and fort h bet ween pages you've visit ed. Click t he Print er icon t o print t he t opic displayed in t he m ain pane of t he Help window. The plus ( + ) and m inus ( - ) icons let you zoom in or zoom out of t he docum ent window.

Figu r e 3 a . Use t h e n a viga t ion con t r ols t o m a k e you r w a y t h r ou gh t h e H e lp file s

You can choose from t hree t ypes of search opt ionsCont ent s, Search, or I ndexdepending on what you are looking for and on your preferred m et hod of working. You can choose from t he Cont ent s, I ndex, or Search t abs t o locat e inform at ion. The Help m enu shows t he Cont ent s t ab ( Figu r e 3 b) when it opens. The cont ent is arranged in a hierarchy. Each + next t o a t opic m eans subt opics are available. Click + t o open a nest ed it em list . When a t opic nam e displays a - sign, t hat m eans it has nest ed cont ent t hat is already displayed. Click an it em t o display it s cont ent s in t he m ain pane of t he Help window.

Figu r e 3 b. Spe cific t opics a r e n e st e d w it h in la r ge r t opics in t h e le ft pa n e .

Help Using Help Pay at t ent ion t o t he way you work. I f you are a very syst em at ic person, t he Cont ent s t ab will guide you from general t o specific t opics. Use t he Search t ab if you are fam iliar wit h t he program and want t o locat e a specific t opic. I f you aren't sure what you are looking for, t ype a relat ed t erm in t he I ndex t ab and wat ch t he headings t hat displayyou m ay find a heading t riggers a m ent al connect ion t o t he precise t opic you need.

Click Search t o open t he Search t ab. Type t he search word and t hen click Search. The t opics t hat cont ain t he search t erm appear in t he left pane of t he Help window ( Figu r e 3 c) and t he first ent ry cont aining t he search t erm displays in t he m ain pane of t he Help window. Click a t opic t o display t he cont ent in t he m ain pane; each inst ance of t he search t erm is highlight ed. I f t he highlight ing is dist ract ing, click t he m ain pane of t he Help window t o deselect t he highlight s.

Figu r e 3 c. Se a r ch in g for H e lp t opics sh ow s a list of m a t ch e s a s w e ll a s h igh ligh t e d se a r ch t e r m s.

[View full size image]

Use t he I ndex t ab t o access inform at ion by eit her ent ering a t erm in t he field, which m oves t he t opic list in t he left pane t o t he m at ching t opic t it le, or by scrolling t hrough t he list in t he left pane t o find a t opic heading. Again, t he cont ent is list ed in nest ed t opics; click t o display t he t opic's cont ent s. Clicking a t opic in t he I ndex displays it s cont ent s in t he m ain pane of t he Help window.

TIP 4: Making Room on the Screen

Button It Up You can furt her cont rol your use of screen real est at e by set t ing how t he labels are displayed. Choose View > Toolbars > Show But t on Labels and t hen select t he Default , All, or No but t on label opt ions.

One of t he best ways t o save space, and your eyesight , is t o cont rol what t ools you display on t he screen. I t is possible t o open enough t oolbars t o fill a good port ion of t he screen, leaving very lit t le room for t he act ual docum ent . These t ips help you " unclut t er" your screen: I f you have opened a num ber of t oolbars and want t o ret urn t o t he default set , choose View > Toolbars > Reset Toolbars. Acrobat closes t he ext ras and t he layout revert s t o t he default t oolbars in t he default locat ions. Even using only t he default t oolbars and t ask but t ons, you m ay find it confusing t o figure out what you have t o work wit h. Move your point er over t he hat ched vert ical line at t he left edge of a t oolbar t o display t he t oolbar's nam e ( Figu r e 4 a ) .

Figu r e 4 a . D ispla y t h e n a m e of a t oolba r in a t ip.

Tool t ips can show you t ask but t on nam es. I f t he but t on is large enough t o display bot h t he icon and t ext , you don't learn anyt hing new. However, if you m ove your point er over t he icon, you see t he t ask but t on's nam e (Figu r e 4 b) .

Figu r e 4 b. D ispla y t h e n a m e of a bu t t on in a t ip

Move your point er over t he hat ched vert ical line and drag t o pull a t oolbar from it s docked posit ion. When you release t he m ouse, t he t oolbar is float ing on t he screen. Drag t he t oolbar back t o t he t oolbar area and release t he m ouse t o dock it again. Task but t ons work slight ly different ly. You can't drag an individual t ask but t on off t he Task Bar ( as you can wit h individual t ools on t oolbars) ; if you t ry, you'll rem ove t he ent ire Task But t on t oolbar. Choose View > Task But t ons, and select or deselect t he but t ons as you require.

Locking Toolbars When you close and reopen a program , t he arrangem ent of t oolbars and t ask but t ons is m aint ained. I f you like a part icular arrangem ent of t oolbars, you can lock it . When you get t o t he point when you are " one wit h t he program ," you can select t ools and keep working wit hout searching for a t ool. Choose View > Toolbars > Lock Toolbars. The separat or bars bet ween t he individual t oolbars disappear. Float ing t oolbars don't lock, and t hey can't be docked wit h a locked t oolbar.

Rat her t han using t he Main m enu, save one st ep when changing t oolbars. Right - click or Cont rol- click t he t oolbar t o display t he sam e opt ions available from t he Toolbars subm enu ( Figu r e 4 c) .

Figu r e 4 c. Use t h e sh or t cu t m e n u t o displa y m a n y of t h e com m a n ds a va ila ble fr om t h e Vie w m e n u .

TIP 5: See What You Want to See Acrobat offers t he sam e sort of Zoom I n and Zoom Out t ool funct ionalit y as t hat in ot her Adobe product s t hat you have grown t o know and love; you can swit ch from one t ool t o t he ot her by pressing t he Cont rol ( Com m and) key wit h eit her t he Zoom I n or Zoom Out t ools act ive.

Outline Your Overlay Change t he color for bot h t he Loupe and Pan & Zoom t ools' out line rect angles t o see t he overlay on t he docum ent m ore clearly. I n bot h windows, click t he colored rect angle t o open a Color Picker and select a different color.

Acrobat 7 offers m ore t han t hat . You can use t he Dynam ic Zoom or Pan & Zoom feat ure ( which works m uch like t he Navigat or feat ure in ot her Adobe program s) , or you can use t he Loupe t ool t o zero in on im port ant inform at ion on a page. Click t he pull- down arrow t o t he right of t he Zoom t ool displayed on t he Zoom t oolbar t o open t he m enu shown in Figu r e 5 a . Select t he t ool you want t o use for viewing t he docum ent . The select ed t ool is displayed on t he Zoom t oolbar.

Figu r e 5 a . Ch oose fr om se ve r a l spe cia lize d vie w in g t ools fr om t h e Zoom su bm e n u

Tip The Zoom t ools are also available on t he short cut m enu. Right - click or Cont rol- click t he docum ent wit h t he Hand t ool t o open t he short cut m enu. Choose Zoom and select a t ool.

Use t he Dynam ic Zoom t ool t o quickly m ove t he m agnificat ion higher and lower wit hout having t o use any keys or choose alt ernat e zoom t ools. Use t he Loupe t ool t o zero in on a specific region of t he docum ent wit hout losing sight of t he overall im age or page. Click t he docum ent wit h t he Loupe t ool t o act ivat e a sm all window; t his window shows t he area ident ified by t he rect angle on t he Docum ent pane ( Figu r e 5 b) . You can drag t he edges of t he rect angle t o change t he cont ent and m agnificat ion of t he display; you can also click t he + and - but t ons or drag t he slider below t he m agnified im age shown in t he Loupe t ool's window.

Figu r e 5 b. Zoom in or ou t of a pa ge t o vie w con t e n t close u p w it h t h e Lou pe t ool

Double Vision You can use bot h t he Pan & Zoom window and t he Loupe t ool at t he sam e t im e. From t he Zoom t ool dropdown list , click t he Pan & Zoom Window opt ion t o open t he window, and use t he Pan & Zoom cont rols t o m ove around t he window. I f you want t o see som et hing close up, click t he Loupe t ool on t he m enu t o select it and click t he window wit h t he t ool for a closeup view.

For a quick scan of a docum ent 's cont ent s close up, click t he Pan & Zoom Window opt ion on t he Zoom t ool's pull- down m enu. A sm all secondary window displays over t he m ain program window ( Figu r e 5 c) . Drag t he Pan & Zoom box around t he page t o show you sect ions close up. Use t he + and - but t ons t o change t he m agnificat ion, t ype a value in t he field, or drag t he handles on t he rect angle overlaying t he im age t hat ident ifies t he area displayed in t he Docum ent pane. Use Pan & Zoom when you want t o check several it em s in a m ult ipage docum ent ; click t he navigat ion cont rol arrows below t he t hum bnail im age t o m ove forward and backward t hrough your docum ent .

Figu r e 5 c. Th e Pa n & Zoom t ool le t s you ch e ck ou t diffe r e n t de t a ils on diffe r e n t pa ge s in a docu m e n t . [View full size image]

TIP 6: Work Those Windows Acrobat provides several opt ions for working wit h windows; som e are used for specific purposes, while ot hers are opt ions you can choose depending on your preferred m et hod of working.

Laying Tile When you use t he Add Window com m and each copy is sized t he sam e as t he original. Then you can use t he Tile com m ands t o arrange t he windows in t he Acrobat program window. Depending on t he size of t he original window, use eit her Horizont al or Vert ical t iles. I f you decrease t he size of t he Acrobat program window, t he t iled copies along t he edges you resized are cut off. Choose Window > Tile and t he vert ical or horizont al t iling opt ion again t o resize t he windows t o fit t he new program window's size.

Open several copies of t he sam e docum ent if you want t o see m ult iple pages at t he sam e t im e. Choose Window > New Window. Acrobat adds a num ber t o t he original docum ent 's nam e, e.g., MyDog is renam ed MyDog: 1; each t im e you add a new window a num ber is appended increm ent ally, such as MyDog: 2 and MyDog: 3. For each copy of t he docum ent , use t he cont rols at t he bot t om of t he Docum ent pane t o show a different page of t he docum ent . The Window > Tile opt ions let you arrange t he windows for easy viewing. When you close copies, t he rem aining copies are renum bered; when only t he original rem ains, t he docum ent 's nam e loses it s appended num ber( I wonder if t hat would hurt ?) and t he nam e is rest ored. Choose Window > Split t o divide t he program window int o t wo equal displays, bot h of which show t he act ive docum ent . You can use t he Zoom t ools on each individual display, giving you different views of t he sam e cont ent . Choose Window > Spreadsheet View. The window is aut om at ically split int o four sect ions (Figu r e 6 ) . You can drag t he cont ent in each view in any direct ion wit h t he Hand t ool. This view is handy for com paring m ult iple colum ns of inform at ion.

Figu r e 6 . Use t h e Spr e a dsh e e t vie w t o displa y se gm e n t s of a pa ge t h a t ca n be m ove d in de pe n de n t ly. [View full size image]

Choose Window > Rem ove Split t o rest ore t he single Docum ent pane.

TIP 7: What Do You Prefer? You can define a num ber of preferences t hat help you get t o work fast er. Som e preferences get you int o t he program fast er; ot hers show you what you are working wit h m ore quickly.

Settings for All Seasons The set t ings you choose are not specific t o a part icular docum ent but apply t o t he program in general. Each t im e you open Acrobat 7, t he program uses your preferences unt il you change t hem again. Set t ings you choose in t he program can also apply t o t he Help m enu. For exam ple, if you deselect t ext sm oot hing in t he program preferences, t he t ext in t he Help m enu is also affect ed.

Choose Edit > Preferences ( Acrobat > Preferences) t o open t he Preferences dialog. You see a long list of opt ions in t he left pane of t he dialog; clicking an opt ion displays a range of set t ings in t he right pane of t he dialog. Click St art up in t he list at t he left of t he Preferences dialog t o display t he St art up opt ions in t he right pane of t he dialog ( Figu r e 7 a ) . The Opening Docum ent s preferences are list ed at t he t op of t he window. I f you work wit h m ore t han five docum ent s on a regular basis, change t he value shown in t he Maxim um docum ent s in m ost - recent ly used list from it s default of 5. When you click t he File m enu heading, you see t he list at t he bot t om of t he m enu and can quickly select t he docum ent you want t o open. See t he cont rol Reopen Docum ent s t o Last Viewed Page. The default set t ing is Digit al Edit ions, which m eans t hat only digit al m edia ( form erly known as eBooks) reopens at t he page last displayed in t he docum ent . Click t he pull- down arrow and choose t he Marked Files and Digit al Edit ions Only opt ion when working wit h a num ber of docum ent s cont aining com m ent s; select All Files when you are working in long sessions wit h m ult iple files. As you open closed docum ent s, you are aut om at ically shown t he last locat ion you viewed in t he open docum ent .

Tip The display feat ure works only during a single session; if you close and t hen reopen Acrobat 7, and t hen t he docum ent , it displays according t o it s docum ent set t ings, usually showing t he t op of t he first page.

Click Use page cache ( it is deselect ed by default ) . The page cache is a buffer area. I f you cache t he pages, as you display one page t he next page in a docum ent is read and placed in a buffer area unt il

you are ready t o view it . Pages load fast er, and t he fast er load t im e is part icularly not iceable if you are working wit h im age- int ensive or int eract ive docum ent s.

Figu r e 7 a . Cu st om ize t h e St a r t u p pr e fe r e n ce s t o ch a n ge h ow t h e pr ogr a m st a r t s a n d r u n s. [View full size image]

Click Page Display in t he opt ions list ed in t he left pane of t he Preferences dialog. You can set som e page preferences t o get up t o working speed fast er: Deselect t he Display large im ages opt ion ( Figu r e 7 b) if your com put er has a slow redraw speed. On older com put ers, im ages t ake a lot of t im e t o draw on t he screen. Each t im e you m ove t he im age m eans m ore t im e wait ing for t he im age t o redraw again.

Figu r e 7 b. Ch a n gin g som e Pa ge D ispla y se t t in gs ca n ch a n ge h ow qu ick ly you r docu m e n t s a r e displa ye d.

[View full size image]

Deselect t he sm oot hing preferencest ext , line art , and im agesst ext , if your com put er is part icularly slow. Deselect ing t he sm oot hing m ay save som e t im e in displaying your docum ent s, alt hough you sacrifice som e of t he clarit y and crispness of t he cont ent for display speed. Click t he Use greek t ext below xx pixels opt ion t o m ake t he t ext on a page sm aller t han t he value specified ( t he default value is 8 pixels) appear as gray lines ( Figu r e 7 c) . Select ing t his opt ion speeds up redraw t im e as well.

Figu r e 7 c. Su bst it u t e gr a y lin e s for ve r y sm a ll t e x t t o displa y pa ge s m or e qu ick ly.

Click General in t he Preferences dialog's left pane t o show t he General preferences ( Figu r e 7 d) . Look for t hese set t ings in t he m iscellaneous sect ion of t he dialog's pane.

Set Your Autosave Click t he aut om at ically save docum ent changes t o t em porary file field t o set t he aut osave t im e. By default , Acrobat saves docum ent changes every five m inut es. I f you are working on a very large docum ent , t he aut osave can t ake som e t im e away from your work; you m ay want t o increase t he durat ion bet ween aut osaves.

Figu r e 8 d. Ch a n ge h ow oft e n Acr oba t sa ve s you r docu m e n t , a n d h ow you a cce ss ope n docu m e n t s u sin g Ge n e r a l pr e fe r e n ce s. [View full size image]

Click Show docum ent s in t askbar t o display a but t on for each open docum ent on t he Windows t askbar. This way you don't have t o open Acrobat 's Window m enu t o select an open docum ent . When you have com plet ed set t ing and changing preferences, click OK t o close t he Preferences dialog and apply your set t ings.

Chapter TWO. Organizing, Searching, and Cataloging One of Acrobat 's st rongest feat ures is it s abilit y t o help you m anage your docum ent s. New in Acrobat 7 is t he Organizer, a separat e window used t o organize, sort , and filt er t he PDF files in your com put er. You can organize t he files in a num ber of ways based on dat e, locat ion, and ot her charact erist ics. You can also define a num ber of charact erist ics for t he files t hat you can in t urn use for searching and organizing. As if organizing weren't enough, you can also assem ble collect ions of your PDF docum ent s. You'll learn som e t ips about collect ions in t his chapt er. Searching PDF docum ent s is an am azing way t o draw com m on concept s and t erm s from a broad range of docum ent s. See how t o save t im e and zero in on what you need t o find. You can use different t ools of varying com plexit y for your searching, ranging from a sim ple t oolbar t o a full- blown index. Aside from t he generic searching you can do wit h any sort s of PDF docum ent s, you can also assem ble a collect ion and index it t o creat e a form al cat alog. Cat aloging is t he best way t o cont rol large quant it ies of inform at ion across collect ions of docum ent s. You can m ake docum ent collect ions com ply wit h a global st andard called PDF/ A, which defines how im ages, font s, and ot her charact erist ics m ust be used in docum ent s for long- t erm st orage.

TIP 8: Getting Organized Acrobat 7 cont ains a nift y new feat ure called t he Organizer. Use t he Organizer t oyou guessed it organize your PDF files. Click t he Organizer but t on Organizer.

on t he File t oolbar or choose File > Organizer > Open

Things to Do in the Organizer Window Above t he Pages pane are several com m ands you can choose t o work wit h t he select ed file or files. For exam ple, you can open, em ail, or st art a docum ent cont aining m ult iple PDF files, or even st art a review cycle right from t he Organizer window.

The Organizer opens in a separat e window and displays t hree fram es ( Figu r e 8 ) . You can drag t he split t er bars bet ween t he fram es t o resize each fram e as you are working. Click an opt ion in t he Cat egories pane t o display it s list of PDF files in t he Files pane; click a file in t he Files pane t o display it s cont ent in t he Pages pane.

Figu r e 8 . Or ga n ize a n d con t r ol you r PD F file s u sin g t h e Or ga n ize r . [View full size image]

The Cat egories pane uses a hierarchy of folders. There are t hree t ypes of cat egories: Hist ory, your com put er's folders ( t o which you can add favorit es) , and Collect ions. Hist ory works like t he Hist ory funct ion on your Web browser. Select a t im e fram e from t he Hist ory list ing t o show t he PDF files you have opened during t hat t im e fram e in t he Files pane. To clear t he hist ory, select t he it em in t he Hist ory list ing and click t he Clear Hist ory but t on at t he bot t om of t he Files pane. To add a Favorit e Place , click Add a Favorit e Place at t he bot t om of t he Organizer Window. Locat e t he folder you want t o add in t he result ing dialog, and click OK. You'll see t hat your select ed folder has been added t o t he Favorit e Places list . To add a collect ion, right - click/ Cont rol- click t he Collect ions label and follow t he prom pt s t o nam e t he collect ion and add files. Right - click/ Cont rol- click an exist ing collect ion t o add or delet e files. I n t he Files pane, inform at ion displayed about each list ed docum ent includes basic inform at ion. An unprot ect ed docum ent shows a t hum bnail; a docum ent cont aining securit y shows only a PDF docum ent icon. The default list ing is by filenam e; you can click t he pull- down arrow t o choose ot her sort ing opt ions such as keywords, t he docum ent 's t it le, or t he aut hor. The file select ed in t he Files pane is shown in t he Pages pane. Use t he - and + but t ons t o change t he m agnificat ion of t he view, or drag t he slider t o show t he file's cont ent . Scroll bars display when t he view is m agnified if t he docum ent cont ains several pages, or if you have select ed m ore t han one docum ent in t he Files pane.

TIP 9: Staying Organized When you have organized your files, you can access your docum ent s from t he program 's int erface rat her t han reopening t he window.

Collecting Logically Use Collect ions t o organize your cont ent in ways you find logical. For exam ple, if you are working wit h a set of files t hat are t o becom e a single PDF at som e point in your workflow, add t hem t o a collect ion. Right - click or Cont rol- click t he Collect ion label in t he Organizer and choose Add Files. Locat e and select t he files you want t o add in t he Browse for Folder dialog and click OK. Click t he collect ion's nam e and show your working files in t he Files pane or t he m ain program window.

Regardless of where you access t he Organizer's inform at ion, here are a few t ips t o help you st ay organized: Take care when clearing t he Hist ory. I f you choose a Hist ory set t ing such as Last 12 Mont hs or Last Week, all hist ory list ings of short er durat ion, such as Today or Yest erday, are also cleared. Nam e your collect ions t o keep t rack of your work. Delet e a collect ion when you have finished working on a proj ect . You can always rebuild a collect ion if need be. Organizing cont ent int o collect ions m akes it easier t o access your working docum ent s from t he m ain program window. Click t he pull- down arrow t o t he right of t he Organizer but t on on t he File m enu t o open a m enu; click Collect ions, t hen t he nam e of t he collect ion, and t he file you want t o use (Figu r e 9).

Figu r e 9 . Se le ct file s fr om you r colle ct ion s fr om t h e pu ll- dow n m e n u s. [View full size image]

Dit t o for t he Hist ory, also available from t he Organizer but t on's pull- down m enu. The Hist ory list ing uses t he sam e set of t im e fram es as list ed in t he Organizer window. Choose File > Organizer > Collect ions t o access your collect ions' cont ent s from t he m ain program m enu. The Hist ory cont ent s are also available in t he File m enu. Choose File > Hist ory and one of t he dat e opt ions. The Hist ory com m and is convenient ly list ed above t he last docum ent s opened in t he File m enu.

TIP 10: Finding Words One feat ure we all use at one t im e or anot her is t he dependable Search funct ion. Acrobat 7 offers t wo ways t o do a searcheit her t hrough a Find t oolbar or using t he Search pane.

Widening Your Search I f you need t o expand t he search t o addit ional docum ent s or want t o use m ore com plex search t erm s, select Open Full Acrobat Search from t he pull- down m enu.

New in Acrobat 7 is t he Find t oolbar ( Figu r e 1 0 ) . Use it t o quickly search an open docum ent . To access t he t oolbar, use t he Ct rl+ F/ Com m and+ F short cut keys; choose View > Toolbars > Find; or choose Edit > Find.

Figu r e 1 0 . Use t h e Fin d t oolba r t o loca t e w or ds or ph r a se s in a n ope n docu m e n t .

Type in t he field t he word or phrase you want t o search for, and t hen click Find Next t o show t he first m at ch on t he visible page. Each t im e you click t he but t on, t he next m at ch is highlight ed in t he docum ent . Use t he Find Next or Find Previous but t on t o m ove back and fort h am ong m at ches. Here are som e hint s for using t he Find t oolbar: The hit s include hyphenat ed ret urnsfor exam ple a search for t he t erm " book- m ark" is ret urned as a hit for t he t erm " bookm ark." Use t he scroll bars or t he navigat ion cont rols at t he bot t om of t he Docum ent pane t o m ove t o anot her locat ion in a docum ent . When you click t he Previous or Next but t on on t he Find t oolbar, t he search st art s at t he visible page.

Click t he pull- down arrow next t o t he Find label t o open a m enu t hat allows you t o choose search param et ers. For exam ple, if you are looking for a t erm such as Bookm arks, if you choose t he case sensit ive opt ion, only t hose m at ches using t he sam e capit alizat ion are ident ified. Click t o select any com binat ion of t he search crit eria from t he pull- down m enu.

TIP 11: Conducting Searches The Find t oolbar works well for searching a single docum ent , but if you need t o t rack down words or phrases t hrough all t he PDF files in a folder, anot her drive, or even on t he I nt ernet , use t he Search choose Edit > Search or use t he funct ion. Click t he Search but t on on t he File t oolbar Shift + Ct rl+ F/ Shift + Com m and+ F short cut keys t o open t he Search pane at t he right of t he Docum ent pane (Figu r e 1 1 a ) .

Figu r e 1 1 a . Th e Se a r ch pa n e offe r s a n u m be r of w a ys t o se a r ch for docu m e n t s.

Zeroing In on Your Searches Use t he cust om izat ion opt ions when possible t o cut down on t he num ber of search hit s. The Case- Sensit ive opt ion can be used wit h a st ring of t ext . For exam ple, " Rock and Roll" ret urns only t hose files cont aining t he exact words in t hat exact sequence wit h t he sam e capit alizat ion. Searching for " rock" ret urns t he t ext , but can also ret urn hit s for " rockabilly." Just a warning, t houghsearching for " Rock And Roll" ( wit h an uppercase A in " And" ) provides no ret urns if your docum ent uses a lowercase " and."

Type t he word or words you want t o find in t he first field. You can't search using wildcards such as ( * ) or ( ?) . Next select t he file or folder you want t o search. Click t he first radio but t on t o search t he current ly act ive file; click t he second radio but t on t o search in m ult iple files. Then, click t he pull- down arrow and select t he folder and drive locat ion. Choose search opt ions by clicking t he check boxes. Click t o select whole words, or case- sensit ive result s, and t o search in bookm arks and com m ent s as well as docum ent t ext . Click Search. When t he search is finished, t he result s and t heir locat ions appear by filenam e in t he Search PDF Result s pane ( Figu r e 1 1 b) .

Figu r e 1 1 b. Acr oba t displa ys t h e r e su lt s of you r se a r ch in a list t o loa d t h e docu m e n t a n d vie w t h e h igh ligh t e d t e r m s.

Taking a Shortcut Short cut keys allow you t o work quickly t hrough a long list of search result s. I n Windows, open t he first docum ent , and t hen press F3 t o j um p t o t he next and subsequent hit s. Press Ct rl+ ] t o go t o t he next docum ent ; press Ct rl+ [ t o go t o t he previous docum ent . I n a docum ent , press Ct rl+ G t o go t o t he next result ; press Ct rl+ Shift + G t o go t o t he previous result .

You can see t he num ber of inst ances of t he word occurring in t he set of files you searched, along wit h t he num ber of docum ent s cont aining t he word. Click t he box t o t he left of t he file pat h t o open a list of t he result s' locat ions and t hen m ouse over a result list ing t o display t he docum ent page num ber. Click a result in t he Search PDF Result s pane. Acrobat obligingly loads t he docum ent you select ed ( if it is not already displayed in t he Docum ent pane) and highlight s t he t erm on t he docum ent for you. Sort ing by filenam e isn't t he only way t o view result s. To reorder t he result s, click t he pull- down arrow below t he Search PDF Result s area and choose a Sort by m et hod. You can choose from m odificat ion dat e, locat ion, and relevance ranking.

TIP 12: Searching for PDF Files on the Internet Wit h one m ouse click, Acrobat can t ake t he hassle out of searching for a PDF file on t he I nt ernet . Click Search t he int ernet using Yahoo ( or Google, depending on t he preference you choose) from t he Search pane's list of opt ions shown in Figure 11a.

Start Your Engine The default search engine in Acrobat is Yahoo. I f you are a Google person, you can choose Google as your default search engine in Acrobat . Choose Edit > Preferences or Acrobat > Preferences, and click Search in t he left pane of t he dialog t o display t he Search preferences. Click t he Search provider for searching PDFs on t he I nt ernet pull- down arrow and choose Google. Click OK t o close t he preferences. The Search t oolbar displays t he Google icon , and it is shown as t he search engine on t he Search pane.

I f you don't have t he Search pane displayed, click Search t he I nt ernet on t he Search t he I nt ernet t oolbar t o open t he Search pane, ready for an I nt ernet search. Right - click/ Cont rol- click t he t oolbar well t o display t he t oolbar list , and click Search t he I nt ernet t o open t he t oolbar. Type t he t erm s you wish t o search, and define how precise you want t he search t o be (Figu r e 1 2 ) . Click t he pull- down arrow and specify whet her you want t o search for all t he words, for t he exact phrase, or for any of t he words. You can narrow your search t o only PDF docum ent s by clicking Search only in PDF Files.

Figu r e 1 2 . Use t h e I n t e r n e t se a r ch fe a t u r e t o sa ve lot s of t im e se a r ch in g for PD F file s on lin e .

Multiple Searches When you are on a quest for inform at ion, you m ight need t o do several searches in a row. Aft er you have done m ore t han one search, not ice t hat t he blue left and right arrows at t he t op of t he Search pane are act ivat ed; click an arrow t o m ove backward and forward t hrough t he searches you have carried out . You can hide t he Search pane, but as long as you haven't closed and reopened Acrobat , t he searches are st ill available.

Click Search t he I nt ernet t o st art your search. Your browser opens t o Yahoo ( or Google if you've changed your default search engine) wit h t he result s displayed in a list . When you click a result , t he PDF docum ent opens in Adobe Reader wit hin your Web browser. Close t he browser t o t erm inat e t he search. I f you want t o search locally, click Search Across Local PDF docum ent s t o ret urn t o t he basic Search pane. You have t o close t he Web browser window m anually.

TIP 13: Advanced Search Techniques You can fine- t une a search using t he Advanced Search opt ions, or search for cont ent such as keywords or m et adat a. Click t he Use Advanced Search Opt ions link at t he bot t om of t he basic Search pane ( shown earlier in Figure 11a) t o display addit ional searching param et ers. To search t he t ext in t he docum ent , you can choose from m at ching t he exact phrase, or som e of t he words, or you can use a Boolean query. Fewer search opt ions are available if you are searching one docum ent t han if you are searching m ult iple docum ent s. Figu r e 1 3 shows t he Search pane for a search done on a folder, and t he search is based on keywords rat her t han t ext in t he docum ent . You can use up t o t hree addit ional search param et ers.

Figu r e 1 3 . Use Adva n ce d Se a r ch fe a t u r e s for pin poin t in g pr e cise r e su lt s or se a r ch in g for con t e n t ot h e r t h a n t e x t .

Use t he pull- down m enus below t he " Use t hese addit ional crit eria" label. Click t he left pull- down m enu t o display a list of opt ions, as shown in t he figure. Select t he search opt ion you desire, and t hen click t he right pull- down arrow and select a m odifier. Finally, t ype t he search t erm in t he field, such as t he keyword you wish t o search for. A green checkm ark displays in t he check box t o t he left of t he crit eria's fields.

Click t he Search but t on t o search t he docum ent propert ies for t he files in t he select ed folder. Acrobat ret urns result s t hat cont ain all addit ional search crit eria only. You can rem ove crit eria by clicking t he green checkm ark t o deselect it .

Saving Searching Time Using Preferences You can spend a lot of t im e sift ing t hrough docum ent s, and in som e cases, such as building an annual report , you m ay have t o repeat searches several t im es. Save yourself t im e and headaches by set t ing Search Preferences: I f your docum ent s cont ain diacrit ics or accent s, be sure t o check t he I gnore Diacrit ics and Accent s opt ion. That way if your work includes bot h prem iere and prem i\ 'e8re, for exam ple, you can find bot h t erm s. Select t he Always use advanced search opt ion if you are likely t o do only com plex searches t o save a couple of m ouse clicks expanding t he opt ions in t he Search pane. When searching enorm ous collect ions, set t he preference for t he Maxim um num ber of ret urned docum ent s. The default is 100; set it higher if necessary, but rem em ber t hat searching so m any docum ent s will require m ore processing t im e. I f you use Proxim it y searching a lot , m odify t he preference. The range of words for Proxim it y searches is 900; t inker wit h t he value according t o t he cont ent s of your docum ent s. Proxim it y searching is an advanced search t echnique used wit h m ult iple docum ent s or indexes, and needs t he Mat ch Exact word or phrase opt ion select ed from t he Ret urn result s cont aining pull- down arrow on t he Advanced Search pane. Type t wo or m ore words t o search for in t he docum ent s. Any occurrence of t he search t erm s wit hin 900 words of each ot her are ret urned. Use t he Fast Find preference t o cache t he ret urns from your searches. You can specify t he size of t he cache, which default s at 20 MB. Be sure t o clear t he cache when you have finished a big proj ect t o save processing t im e.

TIP 14: Using Custom Search and Category Options Beyond regular t ext searches, Acrobat offers ot her ways for you t o organize, search, and cat alog t he PDF docum ent s you work wit h. For exam ple, in an ent erprise environm ent , searching for a docum ent aut hor's nam e m ay be useful. Searching PDF phot os using m et adat a, t he dat a st ored wit hin t he im ages such as cam era set t ings or edit hist ory, m ay get you result s quicker (Figu r e 1 4 a ) .

Figu r e 1 4 a . You ca n se a r ch u sin g m e t a da t a a dde d t o t h e sou r ce file s,su ch a s Ph ot osh op XM P da t a .

Properties in Windows I f you are working in Windows, you can right - click t he nam e of t he file from t he deskt op or Windows Explorer and select Propert ies from t he short cut m enu. Add propert ies and cust om values as desired. When you open t he PDF in Acrobat , t he propert ies are included.

When you creat e a PDF, t echnical dat a t hat is part of t he source docum ent is convert ed along wit h t he t ext and im ages you see on t he page. You can also add m any t ypes of dat a from wit hin Acrobat by m odifying t he Docum ent Propert ies. Open t he docum ent you want t o alt er, and t hen choose File > Docum ent Propert ies, or use t he short cut Ct rl+ D ( Com m and+ D) ( Figu r e 1 4 b) .

Figu r e 1 4 b. Use t h e D ocu m e n t Pr ope r t ie s t o a dd spe cific in for m a t ion t h a t h e lps you or ga n ize la r ge n u m be r s of file s.

Develop a System I f you are working wit h hundreds of docum ent s or PDF im ages, developing a syst em before em barking on a docum ent propert ies advent ure is t he sm art t hing t o do. Decide if a t erm is used as a subj ect or a keyword, not bot h. I f you search using a subj ect t erm and have used it as a keyword in som e docum ent s, your search result s are lim it ed. I f you want t o use an aut hor's nam e, decide beforehand if t he first nam e, first nam e and init ial, or full nam e of t he aut hor is t o be used. This way, anyone working wit h t he files underst ands your propert ies syst em . Unless you creat e a nam ing and descript ion syst em t hat is underst andable t o all using t he docum ent s, it 's a wast e of t im e t o m ake t he effort t o include addit ional descript ions.

Ent er t he addit ional inform at ion you want t o use for searching and organizing in t he appropriat e fields. I f you are working wit h im ages, clicking t he Addit ional Met adat a but t on opens t he Docum ent Met adat a for [ filenam e] dialog t o add furt her inform at ion about t he im age. Click OK t o close t he Docum ent Propert ies dialog. Save t he docum ent t o save t he inform at ion you added in t he dialog. Now you can search, organize, and cat alog using t he addit ional t erm s.

TIP 15: Designing an Index The Acrobat Search funct ion is a highly developed t ool and very useful for general searches. However, if you are working wit h hundreds of docum ent s, building an index and including it wit h t he docum ent s it indexes will m ake searching m uch quicker. You can build indexes in Acrobat t hat work in m uch t he sam e way as a book's index, alt hough t heir funct ions are m uch m ore advanced t han a paper index.

Add a Helping Hand I f you are designing a num ber of docum ent collect ions, include a Readm e t ext file so your users underst and what t hey can search for and how t o use t he index.

Here are som e t ips for preparing docum ent s for indexing: Move or copy t he files you want t o use int o a separat e folder. Acrobat adds indexing files and folders ( Figu r e 1 5 ) . Keeping everyt hing all in one place prevent s indexing errors.

Figu r e 1 5 . M ove t h e docu m e n t s u se d in a n in de x in t o a se pa r a t e folde r for sa fe k e e pin g.

The PDF/ A Standard PDF/ A, a st andard for archiving docum ent s in Acrobat , is designed t o ensure t he cont ent in m ult ipage docum ent s is preserved and available. To com ply wit h t he PDF/ A st andard, t he docum ent : Can include only t ext , rast er im ages, and vect or obj ect s Can't include script s Must have all font s em bedded Can't cont ain securit y opt ions such as passwords or ot her t ypes of encrypt ion

Make sure all t he inform at ion required in t he individual docum ent s is com plet e. This includes bookm arks, links, special docum ent propert ies such as keywords, and so on. I f you lat er add addit ional inform at ion t o a docum ent , it won't be included in t he index. Break a large docum ent int o chunks. For exam ple, creat e PDF files from individual chapt ers of a m anual. The indexed searches will be fast er. Be careful wit h t he filenam es if you int end t he inform at ion t o be used cross- plat form . There are num erous nam ing issues and convent ions t o consider based on nam ing convent ionsMac versus PC nam ing, net working, and t he like. The sim plest solut ion is t o use short nam es wit h no spaces.

TIP 16: Building and Applying an Index Assem bling m at erial for an index t akes m ore t im e t han generat ing t he index it self. Assem ble and prepare t he docum ent s you want t o use ( see Tip 15) , and t hen choose Advanced > Cat alog t o open t he Cat alog dialog.

Fixing Indexes You need t o rerun t he Cat alog process if you m ake changes t o t he cont ent of t he docum ent s cont ained wit hin t he index, or m ove or renam e t he docum ent s. I nst ead of building from scrat ch, click Rebuild t o repair and reconfigure t he index. I f you want t o delet e an index, select it in t he Cat alog dialog. Click Build t o open t he Build dialog, and t hen click Purge.

Click New I ndex and add inform at ion t o t he dialog box t o nam e and describe t he index, and define t he folders you want t o include ( as well as any subfolders you want t o exclude) . Click Opt ions t o display ways t o eit her add or rem ove cont ent from t he index in t he Opt ions dialog ( Figu r e 1 6 a ) . Consider using st op wordswords t hat are excluded from t he index, such as and, if, or, and so on by clicking St op Words on t he Opt ions dialog t o open a St op Words dialog, also shown in Figure 16a. You can exclude up t o 500 case- sensit ive words, which can result in fast er search ret urns. I n t he Opt ions dialog you can click Do not include num bers t o exclude num bers from your index.

Figu r e 1 6 a . Add opt ion a l pa r a m e t e r s t o t h e in de x ; m a k e su r e t o in clu de t h e se opt ion s in you r in de x 's Re a dm e file . [View full size image]

I f you use st op words in an index, or any ot her sort of cust om opt ion, include det ails in t he index's Readm e file so your index users can work wit h t he index m ore effect ively. When you use st op words, t he index user can't search for " around t he house" , for exam ple, if " t he" has been excluded. When you have finished m aking your select ions, click Close t o dism iss t he Opt ions dialog and t hen click t he Build but t on in t he I ndex Definit ion dialog. The I ndex Definit ion dialog closes, and result s appear in t he Build dialog. Click Close t o dism iss t he Build dialog. Several files are added t o t he index's folder, including a log file and t he index.pdx file, which is t he index's dat abase file. There is also an addit ional folder cont aining t wo m ore indexing files. Don't delet e or m ove any of t he indexing folders or files, or you will corrupt t he index.

Power Indexing I f you are responsible for creat ing indexes on a regular basis, and find you always choose t he sam e opt ions, save som e t im e by set t ing preferences. Choose Edit > Preferences or Acrobat > Preferences and click Cat alog in t he left pane of t he dialog t o show t he Cat alog preferences. You can choose from t he sam e list of indexing cust om izat ions as t hose shown in Figure 16a in t he Opt ions dialog. Click OK t o close t he Preferences dialog. The next t im e you build an index, any opt ions you chose in t he preferences, such as st op words, is aut om at ically applied t o t he index.

To see your index in act ion, click Search t o open t he Search pane. Click Use Advanced Search Opt ions and choose Select I ndex from t he Look in pull- down list . The I ndex select ion dialog opens ( Figu r e 1 6 b) . Select t he index from t he list . Click Add if you want t o use ot her indexes from your com put er as well. Click OK t o close t he dialog and at t ach t he index or indexes t o your PDF.

Figu r e 1 6 b. At t a ch a n in de x or in de x e s t h r ou gh t h e a dva n ce d se t t in gs in t h e Se a r ch pa n e . [View full size image]

TIP 17: Archiving Outlook Messages Acrobat 7 let s you archive your Out look em ail m essages, which you can t hen index and search or add t o ot her PDF docum ent s. There are t wo ways t o archive your em ail m essages. You can creat e a PDF file from a single em ail m essage and add t o it , or you can select a folder of m essages and creat e a PDF docum ent from it s cont ent s.

Archiving Tips To creat e an Out look archive, be aware t hat : You can only use t he process when one of t he New Mail, Discussion, Reply, or Forward windows are act ive. You can't use Out look 2000 if Word is t he em ail edit or select ed for Out look.

To st art an archive, select t he first em ail in Out look list and t hen click Creat e PDF From Select ed Messages . The Save Adobe PDF File As dialog opens. Browse t o t he locat ion where you want t o save t he file. Type a nam e for t he file, and click Save. You can add a file t o an exist ing archived m essage as well. Select t he file you want t o add from t he Out look m essages and t hen click Convert and append select ed Again t he Save Adobe PDF File As dialog opens. Select t he file m essages t o an exist ing Adobe PDF. you want t o add t he addit ional docum ent t o. Click Open t o close t he Save As dialog box; t he file is processed and added t o t he select ed PDF file.

Planning Archival Names Som e organizat ions such as governm ent s require t hat all em ails be saved. Archiving em ails using PDF is a t errific way t o organize m at erial for st orage. Regardless of t he reason why you need t o archive em ail, it pays t o t ake a few m inut es t o organize a m et hod for nam ing t he archives. For a graphic designer, consult ant , or engineer, it m ay be useful t o archive according t o proj ect nam e, for inst ance. I n ot her circum st ances, it m ay be useful t o archive by sender's nam e; you m ight want t o select files and t rack correspondence regarding purchases by product nam e if you are involved in a ret ail business.

Finally, you can creat e a PDF docum ent from an exist ing Out look folder. Select t he folder and t hen click Convert select ed folder t o Adobe PDF. Type a nam e and choose a locat ion for t he archive PDF in t he Save Adobe PDF File As dialog. Click Save t o save t he file.

I n Acrobat , a num ber of bookm arks are added t o t he file ( Figu r e 1 7 ) . You can locat e t he cont ent s of t he archive based on sender, dat e, or subj ect .

Figu r e 1 7 . Th e de fa u lt e m a il a r ch ive pr oce ss in clu de s a se t of book m a r k s t o loca t e in dividu a l e m a ils qu ick ly.

Chapter THREE. Creating PDF Files Outside Acrobat There are m any ways you can creat e a PDF file from wit hin ot her applicat ions, and t hese capabilit ies have expanded wit h each revision of Acrobat . Aft er you inst all Acrobat , you find new m enus and t oolbars in m ost Microsoft Office program s, such as Word, Excel, PowerPoint , and Out look. The m enus and t oolbar m ake up PDFMaker 7, which you use t o configure set t ings and creat e PDF cont ent right from your Office program . Ot her program s, such as t hose in Adobe Creat ive Suit e, cont ain int ernal com m ands and set t ings for generat ing PDF files. Acrobat also inst alls t he Adobe PDF print er driver, which let s you print PDF docum ent s from m any program s, as well as Adobe Dist iller, a program t hat convert s Post Script or Encapsulat ed Post Script ( EPS) files, such as t hose creat ed in I llust rat or, t o PDF form at . Conversions can be cont rolled by PDFMaker set t ings, by Acrobat Dist iller, and by source program s t hat export PDF- form at t ed files direct ly. You'll learn how t o configure conversion set t ings according t o t he m at erial you are working wit hand according t o what you int end t o do wit h it . You prepare inform at ion for print use, for exam ple, different ly t han you prepare inform at ion for online use. You have a lot of choices!

TIP 18: Creating PDF Files from Source Programs PDFMaker is a set of t ools t hat Acrobat inst alls int o Microsoft Office program s in addit ion t o a m ain m enu it em called Adobe PDF. The cont ent s of t he Adobe PDF m enu vary according t o t he program , but t ypically t he m enu offers t he com m ands Convert t o Adobe PDF, Convert t o Adobe PDF and Em ail, Convert t o Adobe PDF and Send for Review, and Change Conversion Set t ings ( Figu r e 1 8 ) . I nst allat ion of PDFMaker in Office XP for Mac doesn't include t he Convert t o Adobe PDF or Send for Review opt ions.

Figu r e 1 8 . Th e PD FM a k e r 7 .0 t oolba r a n d m e n u h e a din g a r e in st a lle d in t o M icr osoft Office pr ogr a m s a u t om a t ica lly.

Easy Loading I n earlier versions of Acrobat , if you inst alled an Office program t hat used PDFMaker aft er Acrobat was already inst alled, you had t o reinst all Acrobat t o add PDFMaker t o t he Office program . The sequence in which you load program s doesn't m at t er in Acrobat 7. I f you inst all an Office program aft er Acrobat has already been inst alled in your syst em , choose Help > Det ect and Repair from t he Acrobat m enu. Acrobat finds t he Office program sans PDFMaker and aut om at ically inst alls it for you.

The four basic t ypes of PDF conversion t hat you use for m ost circum st ances can be chosen t hrough Acrobat Dist iller or from a PDFMaker's Conversion Set t ings dialog: St andard The default set used for basic business docum ent conversion and viewing. St andard set t ings use a print ing resolut ion of 600 dpi. High Qualit y Print Used for high- qualit y out put ; print s t o a higher im age resolut ion but includes only a lim it ed am ount of coded inform at ion about t he docum ent 's font s. High Qualit y Print set s t he print ing resolut ion t o 2400 dpi. Press Used for high- end print product ion, such as im age set t ers, and print s at a high resolut ion. All t he inform at ion possible is added t o t he file. This set t ing includes all coded inform at ion about t he

font s used in t he docum ent . Sm allest File Size Creat es t he sm allest file size possible; used for dist ribut ing cont ent for t he Web, em ail, or onscreen viewing. I m ages are com pressed and t heir resolut ion is decreased. Font s are not em bedded. Before you convert a docum ent t o PDF form at , be sure t o: Check spelling and gram m ar, and m ake sure t he finished cont ent is how you want it t o appear in t he PDF form at . Alt hough you can cert ainly edit cont ent in Acrobat , it is m uch sim pler t o ensure t hat t he original docum ent is com plet e. Decide how t he docum ent is t o be used. You choose different conversion set t ings for an online docum ent , for exam ple, t han for one int ended for high- qualit y print ing. Check links and ot her hidden cont ent such as com m ent s if you plan t o convert t hem for PDF use. Check t he conversion opt ion's set t ings. For exam ple, you m ay choose a St andard conversion opt ion but require changes in t he graphic conversion set t ings.

Converting a Group of Documents I f you are convert ing a large num ber of docum ent s, convert one and check t hat it m eet s your needs before convert ing t he ot hers. This will save you valuable error- checking t im e.

Several ot her opt ions are available for convert ing docum ent s according t o PDF st andards bot h for print ing and archiving: PDF/ A archival st andard Used for docum ent s int ended for long- t erm st orage and use. ( See Tip 15 in Chapt er 2 for inform at ion on t he PDF/ A st andard) . PDF/ X st andard The PDF conversion set t ings include four PDF/ X st andards versions. These files are int ended for high- resolut ion print product ion. You can't produce a st andards- com pliant PDF/ X docum ent using PDFMaker. ( Read Tips 52 and 53 in Chapt er 6 for m ore on t hese st andards.)

TIP 19: Printing with the Adobe PDF Printer I f you can print a file in a program , you can usually generat e a PDF file. The key is t he print er driver called Adobe PDF, nam ed Adobe PDF 7.0 in Mac OS. You don't have t o inst all t he driver independent ly; it is included as part of t he Acrobat 7 inst allat ion process.

Convenient File Naming Get int o t he habit of set t ing up a syst em of filenam es when you are convert ing files from one form at t o anot her. When you print or generat e a PDF using t he Adobe PDF print er driver or ot her PDF conversion m et hods, by default t he folder cont aining t he source docum ent opens and t he file is assigned t he source docum ent 's nam e and t he .pdf ext ension. Using t he sam e nam ing st ruct ure saves t im e, and you can t rack which docum ent s have been convert ed t o PDF m ore easily.

To creat e a PDF file from a source program , open your program and t he docum ent you want t o convert t o a PDF. Choose File > Print t o open t he Print dialog box. Click t he pull- down arrow and choose Adobe PDF from t he print er list ( Figu r e 1 9 a ) .

Figu r e 1 9 a . Use t h e Adobe PD F pr in t e r dr ive r t o con ve r t m a n y t ype s of docu m e n t s t o PD F for m a t . [View full size image]

You can select from a num ber of opt ions for print ing from t he Print what pull- down list at t he lower left of t he dialog. Print ing choices include t he ent ire docum ent , of course, or you can specify com ponent s such as docum ent propert ies, m arkups ( for reviewing) , or st yles. Click OK t o process t he file, choose a nam e and st orage locat ion depending on t he program 's print com m and process, and click Save. The file saves t o PDF, rat her t han t o your print er, and you have a PDF version of t he source file. Click Opt ions at t he bot t om of t he Print dialog t o open a secondary Print dialog. Here you can choose addit ional print opt ions, such as draft print ing or print ing Post Script over t ext . You can choose t o include cont ent such as docum ent propert ies or XML t ags. I f your docum ent is a form , you can even select an opt ion t o print t he form cont ent only. Click OK t o dism iss t he secondary Print dialog; you ret urn t o t he m ain Print dialog. You can m odify preferences and set t ings for t he Adobe PDF print er driver. I n t he Print dialog, click Propert ies t o open t he Adobe PDF Docum ent Propert ies dialog. Choose default conversion set t ings ( Figu r e 1 9 b shows t he St andard select ion) , securit y, an out put folder, and a page size.

Figu r e 1 9 b. You ca n con figu r e se t t in gs for t h e Adobe PD F pr in t e r dr ive r in t h e dia log a cce sse d fr om t h e m a in Pr in t dia log. [View full size image]

Save yourself som e t im e and fut ure problem s by reviewing t he check boxes at t he lower part of t he dialog: I f you are print ing t o save t he docum ent for fut ure use, deselect View Adobe PDF result s t o prevent t he file from opening in Acrobat . Leave t he Add Docum ent I nform at ion opt ion select ed; t he inform at ion can be lat er used in Acrobat for searching, indexing, and ident ificat ion. Deselect t he Do not send font s t o " Adobe PDF" if you are planning t o use t he docum ent lat er in Acrobat or in Acrobat Dist iller. Dist iller requires em bedded font s, and you oft en use font em bedding t o prepare a docum ent for dist ribut ion. Leave t he Delet e log files for successful j obs opt ion select ed. You don't need t o t roubleshoot a docum ent t hat convert s successfully. The Ask t o Replace exist ing PDF file opt ion is deselect ed by default . I f you are indeed replacing an exist ing file, t he Save As dialog asks you about replacem ent , so you don't have t o duplicat e t he funct ion.

TIP 20: Using PDFMaker in Word One of t he m ost com m on program s used in conj unct ion wit h Acrobat is Microsoft Word. You can use t he PDFMaker t hat Acrobat aut om at ically inst alls int o Word t o quickly generat e a PDF version of t he docum ent .

Converting Word Files Using Mac OS X When you inst all Acrobat 7 on a Mac on which Microsoft Office wit h SR1, SR2, or SR3 is running, you'll find a t wo- but t on t oolbar added t o Word, consist ing of t he Convert t o PDF and Convert t o PDF and Em ail icons. The Convert t o PDF icons launch Dist iller and let you define conversion set t ings, unlike when you're working in Windows, where PDFMaker m aint ains t he set t ings wit hin t he Office program . Choose t he conversion set t ings you want t o use; t he opt ions include St andard, Press Qualit y, High Qualit y Print , and Sm allest File Size in addit ion t o t he opt ions used for st andardscom pliant versions

The St andard conversion set t ing, t he default used by PDFMaker, produces a PDF file t hat is bot h suit able for print ing and sm all enough for easy dist ribut ion. Once you specify t he set t ings, t hey rem ain unt il you adj ust t hem again. Convert ing a Word docum ent t o a PDF is a one- click process. When your docum ent is ready for conversion, save it and t hen click Convert t o PDF on t he PDFMaker 7.0 or choose Adobe PDF > Convert t o Adobe PDF. Using t he default PDFMaker set t ings, a Save t oolbar As dialog opens displaying t he sam e nam e as your Word docum ent ; change t he file's nam e and locat ion if necessary and t hen click Save t o close t he dialog and convert t he file. To view t he set t ings, choose Adobe PDF > Change Conversion Set t ings t o open t he dialog ( Figu r e 2 0 ) .

Figu r e 2 0 . Ch oose t h e ba sic con ve r sion se t t in gs fr om t h e Con ve r sion dia log. [View full size image]

The dialog displays four t abs: Set t ings, Securit y, Word, and Bookm arks. The default set t ings for PDFMaker are shown in Figure 20. Click t he Conversion Set t ings pull- down arrow and choose an alt ernat e group of set t ings. Regardless of t he opt ions you select , t he basic Set t ings t ab select ions rem ain t he sam e.

What's the Use? Select or deselect t he Applicat ion Set t ings depending on t he int ended use of t he docum ent . I f your docum ent cont ains links t hat you would like t o convert wit h t he docum ent , for exam ple, m ake sure t he Add Links t o Adobe PDF opt ion is select ed. You can also at t ach t he original docum ent t o t he convert ed PDF version. Click t he opt ion t o select it ; it is included in t he At t achm ent s pane in Acrobat . ( Learn m ore about at t achm ent s in Chapt er 9.) .

Here are som e t ips for working wit h t he basic conversion opt ions: The Set t ings t ab of t he Conversion Set t ings dialog is divided int o t wo sect ions. The PDFMaker Set t ings are com m on t hroughout t he PDFMaker t ools in different program s; t he Applicat ion Set t ings change depending on t he program you are working in.

Deselect View Adobe PDF result if you want t o convert t he file but don't need t o work wit h it in Acrobat im m ediat ely. By default , a convert ed docum ent is aut om at ically displayed in Acrobat . I f you are convert ing a very large docum ent or using a slow com put er, deselect ing t his opt ion can prevent som e processing errors. I f you consist ent ly convert docum ent s using t he sam e nam e as t he source Word docum ent , deselect t he Prom pt for Adobe PDF file nam e opt ion. Deselect ing t his opt ion saves a st ep. Leave t he Convert Docum ent I nform at ion opt ion select ed because you m ay need t o use t he inform at ion in Acrobat . I t doesn't affect t he processing t im e or file size appreciably and can save you t im e lat er. I f you m ake changes t o PDFMaker set t ings and want t o revert , click Rest ore Default s.

TIP 21: Choosing PDFMaker Conversion Settings in Word Each PDFMaker inst alled int o t he various Microsoft Office program s includes different set t ings t hat vary according t o t he program 's feat ures. I n Word you can convert cont ent such as bookm arks and com m ent s, as well as t ext .

What About Security? The Conversion Set t ings dialog cont ains t he Securit y t ab, used t o add password prot ect ion t o a file. I f your docum ent is being convert ed for furt her use in Acrobat , don't add securit y at t his point . Wait unt il t he docum ent is processed in Acrobat and t hen apply securit y set t ings. Ot herwise, each t im e you open t he convert ed PDF docum ent you have t o input passwords. Chapt er 18 discusses using passwords and ot her form s of securit y.

Choose Adobe PDF > Change Conversion Set t ings t o open t he dialog. Click t he Word t ab t o display Wordspecific opt ions (Figu r e 2 1 a ) : To preserve com m ent s in your convert ed Word docum ent s, click Convert displayed com m ent s t o not es in t he PDF. ( See Chapt er 14 for inform at ion on using com m ent s.) Com m ent s in t he source docum ent are list ed in t he Word t ab, as shown in Figure 21a. Click t he X t o select or deselect com m ent s you want t o convert wit h t he docum ent . Click Not es open t o display t he com m ent s' cont ent s in t he PDF, select t he color icon t o choose your not e color. Aft er conversion, t he Word com m ent displays as a not e com m ent in t he PDF docum ent at t he sam e page locat ion. I f your docum ent cont ains cross- references or a t able of cont ent s, you can preserve your work and t ransfer it t o t he PDF docum ent by choosing Convert cross- references and t able of cont ent s t o links. You can also preserve foot not es and endnot es in a convert ed Word docum ent by select ing Convert foot not e and endnot e links.

Figu r e 2 1 a . Con ve r t com m e n t s in you r docu m e n t t o n ot e s in t h e Adobe PD F docu m e n t .

Your Own Style You can convert bookm arks based on eit her word headings or st yles. Which opt ion you choose depends on how t he docum ent is creat ed. I f you use t he default Word Tem plat e t o creat e headings, t hen use t he headings opt ion. I f you're using a cust om t em plat e, choose t he st yles you used for t he headings in your docum ent .

The Word PDFMaker gives you t wo choices for generat ing bookm arks, depending on your docum ent 's st ruct ure. Bookm arks are creat ed from docum ent st yles or from headings you select from t he default t em plat e. Open t he Conversion Set t ings dialog and click t he Bookm arks t ab ( Figu r e 2 1 b) .

Figu r e 2 1 b. Use e it h e r st yle s or h e a din gs a s t h e sou r ce for book m a r k s in you r PD F docu m e n t .

Click eit her headings or st yles, and t hen click t o select or deselect specific levels or st yles t o use for conversion.

TIP 22: Producing PDF Files in Excel, Access, and Project Earlier versions of Acrobat included a PDFMaker for Microsoft Excel; version 7 also includes a PDFMaker for bot h Access and Proj ect . For all t hree program s, t he PDFMaker's Conversion Set t ings dialog includes only t wo t abs: Set t ings and Securit y.

Check the View When you convert a Microsoft Proj ect file, only t he current ly select ed view is convert ed. Make sure you are in t he correct viewcalendar, Gant t chart , t ask usage, and so onbefore running t he conversion process. Test t he export file; som e views m ay not be com pressed t o a single page.

The Adobe PDF m enu in Excel cont ains a workbook com m and. Choose Adobe PDF > Convert Ent ire Workbook t o convert t he cont ent s of an .xls file t o a single PDF docum ent . Choose Adobe PDF > Change Conversion Set t ings in Excel t o open t he Conversion Set t ings dialog. The Set t ings t ab includes t he opt ions described in Tip 20 for convert ing a Word docum ent . Figu r e 2 2 a shows t he Applicat ion set t ings on t he Set t ings t ab of Excel's Conversion Set t ings dialog. Choose t he Fit Worksheet t o a single page opt ion t o rescale t he cont ent s of your Excel worksheet t o fit one page. Convert ing an Excel spreadsheet also convert s bookm arks and not es, if you select t hose opt ions.

Figu r e 2 2 a . Ch oose com m e n t a n d w or k sh e e t con ve r sion opt ion s in t h e Ex ce l PD FM a k e r Con ve r sion Se t t in gs dia log.

The Adobe PDF m enu in Access includes one report opt ion. (Figu r e 2 2 b) . Choose Adobe PDF > Convert

Mult iple Report s t o Single PDF t o com bine an Access proj ect 's report s int o a single PDF docum ent .

Figu r e 2 2 b. You ca n com bin e r e por t s in a sin gle PD F file e x por t e d fr om Acce ss.

Taking a Shortcut Most oft en you use t he default set t ings in PDFMaker, or repeat edly use your m odified set t ings as you work. I f you use t he sam e set t ings all t he t im e, you don't even have t o open t he file t o convert it t o a PDF. Locat e t he file in Windows Explorer and t hen right - click t he file's nam e t o display t he short cut m enu. Aft er PDFMaker is inst alled, t he Convert t o Adobe PDF, Convert t o Adobe PDF and EMail, and Convert t o Adobe PDF and Send for Review opt ions ( Windows) are included in t he short cut m enu.

The Access PDFMaker has a lim it ed num ber of opt ions. I n t he Applicat ion set t ings on t he Set t ings t ab, you can choose t o include bookm arks or at t ach t he source file t o t he PDF. The Adobe PDF m enu in Microsoft Proj ect includes t he t hree basic conversion opt ions available in Windows: convert ing t o PDF, convert ing and em ailing, and convert ing and sending for review. I n t he Conversion Set t ings dialog, t he Applicat ion set t ings include only one opt ion for at t aching t he source file t o t he PDF and m aking t he proj ect fit on one page.

TIP 23: Generating PDF Documents in PowerPoint and Publisher How would you like t o dist ribut e a PowerPoint slideshowcom plet e wit h slide t ransit ions and anim at ion wit hout having t o pack t he files and add a player? Or convert your spect acular Publisher proj ect s t o PDF wit hout first having t o creat e a Word docum ent ? You can do bot h quickly and easily wit h PDFMakers.

Using Print Settings I f you want your slides t o be used as part of a larger PDF file t hat uses st andard- sized pages, use t he PDF layout based on PowerPoint print set t ings in t he Applicat ion Set t ings of t he PDFMaker Set t ings dialog. The default layout for a present at ion uses Landscape orient at ion and oft en a full- color background; print ing a present at ion as part of a larger docum ent can t ake a lot of t im e and consum e a lot of ink if you sim ply convert t he present at ion it self. Of course, using t he print set t ings opt ion depends on t he cont ent of your present at ion. Bullet list s, for exam ple, will display properly in a Port rait orient at ion; im ages or chart s m ay not .

PowerPoint 's PDFMaker has several opt ions you can configure for convert ing a present at ion t o a PDF docum ent . You can choose opt ions for export ing slide t ransit ions and t ext anim at ions as well as defining t he page's layout using t he PowerPoint present at ion's print set t ings ( Figu r e 2 3 a ) .

Figu r e 2 3 a . Se le ct spe cific m u lt im e dia a n d a n im a t ion con ve r sion opt ion s in t h e Pow e r Poin t PD FM a k e r 's con ve r sion se t t in gs.

Like a Word docum ent , a PowerPoint docum ent allows for com m ent , t ag, and bookm ark conversions. Acrobat 7 inst alls PDFMakers in m any m ore program s t han it did in earlier versions, including a PDFMaker

in Microsoft Publisher. I n Publisher, choose Adobe PDF > Change Conversion Set t ings t o open t he dialog ( Figu r e 2 3 b) . Most program s' PDFMakers use t he St andard set t ings as t he default conversion opt ion; Publisher's default is t he Press Qualit y set t ings default .

Figu r e 2 3 b. Th e M icr osoft Pu blish e r PD FM a k e r u se s t h e Pr e ss Qu a lit y se t t in gs by de fa u lt .

For a Publisher docum ent , oft en used for high- end print ing, you can select print - specific opt ions such as bleeds, spot color, crop m arks, and t ransparency opt ions. PDF docum ent s generat ed from Publisher files can also cont ain com m ent s, t ags, and bookm arks.

TIP 24: Converting Layered Visio Documents Visio gives you t he power t o use one docum ent st ruct ure and add m any layers of inform at ion. For exam ple, in a single Visio docum ent , you can show t he layout of your office on t he background, and overlay drawings of net work cables, t elephone connect ions, and elect rical circuit s, each on it s own layer. You can t oggle layers on and off t o view one layer or a com binat ion of layers against t he background.

Data About the Objects You can em bed obj ect dat a in a Visio file. Obj ect dat a consist s of cust om inform at ion about aspect s of t he drawing or it s elem ent s. This dat a can t hen be viewed in Acrobat . ( See t he sidebar in Tip 92 in Chapt er 11.)

You can preserve t he layers and t heir visibilit y using Visio's PDFMaker. Layers can be convert ed int act , or t he docum ent can be flat t ened, which is PDFMaker's default . I f t he layers are flat t ened, t he PDF docum ent looks like t he original Visio drawing, but all t he cont ent is on a single layer. Layers are convert ed using t he set t ings you choose in Visio's Layer Propert ies dialog, such as visibilit y, locks, and nam es. ( Please see Tip 94 in Chapt er 11 for inform at ion on using layers in Acrobat .) As wit h t he ot her PDFMaker 7 opt ions, you can select from basic conversion opt ions in t he Adobe PDF program m enu. You can also choose Adobe PDF > Convert all Pages in Drawing. I n addit ion, you can choose opt ions t o support searchable t ext , links, com m ent s, and bookm arks. Choose Adobe PDF > Change Conversion Set t ings t o open t he Conversion Set t ings dialog. The Applicat ion Set t ings are shown in Figu r e 2 4 a .

Figu r e 2 4 a . Ch oose la ye r a n d obj e ct opt ion s in t h e Applica t ion Se t t in gs a r e a of t h e Con ve r sion Se t t in gs dia log in Visio.

The conversion process in Visio uses a num ber of dialogs. Click t he Convert t o Adobe PDF icon on t he PDFMaker t oolbar, or choose Adobe PDF > Convert t o PDF t o st art t he process. The first pane of t he dialog deals wit h t he drawing's obj ect dat a; click t he check box t o select whet her or not obj ect dat a is included. I nclude t he obj ect dat a if you t hink you m ay want t o use it for searchinga useful opt ion in a large or com plex proj ect . Click Cont inue t o proceed t o t he next pane of t he dialog.

Why Bother with Layers? I n som e cases, you should always flat t en a docum ent t o preserve it s int egrit y, such as drawings t hat are cert ified by an engineer. I n ot her cases, feel free t o layer away. A layered PDF docum ent can be a t errific advert ising t ool. I nst ead of showing your cust om er one product im age and som e color swat ches, put t he alt ernat e colors on different layers and let your client click t hrough bookm arked layers, viewing t he product in it s varying colors. The exam ple used in Tip 94 in Chapt er 11 shows t hree different color schem es for kit chen t ile; clicking t he colors' layers shows t he cust om er how t he t ile would act ually appear.

Choose t he layering opt ion for t he select ed page or t he docum ent if you chose Adobe PDF > Convert all Pages in Drawing from t he Adobe PDF program m enu (Figu r e 2 4 b) . Click t he appropriat e radio but t on t o flat t en all layers, ret ain all layers, or ret ain only som e layers. Unless you int end your users t o work wit h different com binat ions of layers in t he PDF docum ent , leave t he default Flat t en all layers opt ion select ed ( see t he sidebar for exam ples) . Click Cont inue.

Figu r e 2 4 b. Ch oose h ow you w a n t t o u se la ye r s in t h e e x por t e d PD F docu m e n t .

I f you choose t o preserve som e layers, t he next pane of t he dialog shows list s of t he layers in t he docum ent ( Figu r e 2 4 c) . The layers in t he drawing are list ed in t he left colum n. Click a layer in t he Layers in Visio Drawing colum n and t hen click Add Layer( s) t o add t hat layer t o t he Layers in PDF colum n.

Figu r e 2 4 c. Ch oose a n d or ga n ize t h e la ye r s for e x por t . [View full size image]

Layer Guidance I f you are unsure which layering opt ion t o select , click Help at t he bot t om left of t he dialog t o show a pop- up window t hat describes t he layering opt ions.

Regardless of t he layer opt ion you choose, t he final pane describes your layering choice. To save a st ep, click Don't show t his st ep again, which t hen bypasses t he layer conversion confirm at ion and convert s t he docum ent aut om at ically. Click Convert t o PDF t o creat e t he out put . A Save Adobe PDF File As dialog opens; locat e t he folder and nam e t he file if you wish; by default t he file is nam ed according t o t he Visio file and st ored in t he source file's folder on your hard drive. Click Save t o process t he file and creat e t he PDF.

TIP 25: Organizing Layers I f you choose t o preserve som e layers, you use one pane of t he Convert t o PDF dialog t o define t he layers for conversion. Only t hose layers select ed and added t o t he Layers in PDF list are export ed t o t he finished PDF docum ent . Here are som e t ips for working wit h t he layer select ions: I n t he Layers in Visio Drawing colum n, t hose layers t hat have been added t o t he Layers in PDF colum n are grayed out and can't be select ed and added again. Click t he nam e of t he layer in t he Layers in PDF colum n t o act ivat e t he t ext and change t he nam e. The layers are list ed by nam e in t he Layers panel in Acrobat , and in a large drawing t echnical nam es can be confusing; use descript ive nam es t o m ake it easier for your viewer t o underst and t he docum ent . Creat e subfolders in t he Layers in PDF colum n t o organize groups of layers. Select a layer in t he left colum n, and t hen click Creat e Layer Set . A folder is added t o t he Layers in PDF colum n and t he layer you select ed in t he Layers in Visio Drawing colum n is nest ed wit hin t he folder. Click t he folder's nam e and t ype a nam e for t he set . Use set s t o keep t rack of groups of layers if you are export ing several versions of t he drawing. Drag t he layers in t he Layers in PDF colum n up or down t o rearrange t heir order. Click a layer in t he Layers in PDF colum n t o select it and click Rem ove Layer t o delet e it from t he colum n; it s nam e t hen is react ivat ed in t he Layers in Visio Drawing colum n.

Flattening Layers I f you work wit h Visio drawings t hat are convert ed t o PDF on a regular basis and don't need t o preserve t he layers, click Always flat t en layers and don't show t his dialog again in t he second panel of t he PDFMaker dialog. The default opt ion is t o flat t en t he drawing; choosing t he Always flat t en layers opt ion saves you one st ep in your conversions.

Figu r e 2 5 . You ca n cr e a t e su bfolde r s t o or ga n ize la ye r s in gr ou ps. [View full size image]

TIP 26: Using Photoshop PDF The Adobe Creat ive Suit e product s cont ain int ernal PDF file creat ion processes. I n Phot oshop CS, choose File > Save As t o open t he Save As dialog. Click t he Form at pull- down arrow and choose Phot oshop PDF. I n t he dialog, t he nam e and folder locat ion of t he original docum ent is shown by default ; choose an alt ernat e nam e and st orage locat ion if you want . Alt hough you work in layers in Phot oshop, Acrobat 7 doesn't support t he layers in t he convert ed PDF docum ent .

Using Version Cue I f you are working wit h Adobe Creat ive Suit e and using Version Cue, click t he Version Cue but t on on t he st andard Save As dialog t o open it s Save As dialog. You can choose t he sam e PDF set t ings opt ions as t hose available from t he Phot oshop Save As dialog.

Depending on t he cont ent s of t he file and it s original form at , a num ber of opt ions appear in t he Save Opt ions area from which you can choose ( Figu r e 2 6 a ) . Feat ures t hat are present in t he original docum ent are available, such as layers or annot at ions. Click t o deselect opt ions you don't want convert ed. Annot at ions added t o a Phot oshop docum ent are convert ed t o not e com m ent s in t he export ed PDF docum ent .

Figu r e 2 6 a . Se le ct PD F file opt ion s in t h e Ph ot osh op Sa ve As dia log.

Next , choose a color opt ion. The docum ent 's color profile is select ed by default . Click Save t o open t he PDF Opt ions dialog ( Figu r e 2 6 b) . Select opt ions according t o how you int end t o use t he PDF as well as it s cont ent : Choose from eit her ZI P or JPEG com pression. ZI P is lossless com pression, and best used for im ages cont aining large areas of single colors. JPEG com pression is lossyyou can creat e a sm aller file size

t han ZI P com pression, but it s qualit y is not as high. Set t he qualit y by using t he sliders, clicking t he pull- down arrow, or t yping a value in t he field.

PDF Formats Phot oshop PDFs are a single im age, regardless of whet her t he source file cont ains a com binat ion of im age and t ext . Ot her program s, such as Microsoft Word, Microsoft Visio, and Adobe I nDesign, export t he PDF docum ent as bot h t ext and im age, which is im port ant if you want t o search t he docum ent 's t ext . Chapt er 17 describes convert ing an im age of t ext int o act ual searchable t ext .

Select Save Transparency t o creat e whit e areas where t he im age is t ransparent . I f your docum ent doesn't cont ain t ransparency, t his opt ion is grayed out . Choose I m age I nt erpolat ion t o use ant ialiasing for lower- resolut ion im ages; at higher com pression levels, int erpolat ion can im prove t he im age's appearance. Select t he Downgrade Color Profile opt ion t o use t he PDF in a program t hat doesn't support higher color profile versions: This opt ion is only act ive if your chosen Color Profile can be downgraded. This opt ion downgrades an I CC ( I nt ernat ional Color Consort ium ) Profile ( Windows) or Em bed Color Profile ( Macint osh) t o a version 4 color profile. Click PDF Securit y t o add prot ect ion t o t he file. When you click t he check box t he Securit y Set t ings but t on becom es act ive; click t his but t on t o open a dialog t hat let s you set passwords and specify file right s ( such as whet her you'll allow ot her users t o print t he docum ent or change it s cont ent ) . The I nclude Vect or Dat a opt ion is act ive if your docum ent cont ains vect or obj ect s or t ype. Choose t his opt ion t o preserve vect or obj ect s and t ype. Deselect ing t he opt ion causes t he obj ect s and t ype t o be rast erized. Click Em bed Font s t o em bed t he font s used in t he Phot oshop docum ent ; t his allows ot hers t o use and view t he file using your original font s. Click Use Out lines for Text t o convert t he t ext t o pat hs. You have t o uncheck Em bed Font s t o act ivat e t his opt ion.

Figu r e 2 6 b. Con figu r e PD F e x por t opt ion s a ccor din g t o t h e docu m e n t 's con t e n t s.

TIP 27: Exporting a PDF from InDesign CS PDF docum ent s are oft en export ed from I nDesign CS for proofing, edit ing, or sending t o a print shop. I n I nDesign CS, you can design bot h PDF st yles and export st yles.

Save Your Settings For reference purposes, you can save t he cont ent s of an export set t ing by clicking Save Sum m ary at t he bot t om of t he Sum m ary panel. A dialog opens where you can nam e and save t he file, which is st ored on your com put er as a t ext file.

To choose an export st yle, choose File > PDF Export Preset s and select an opt ion from t he list (Figu r e 2 7 a) . I nDesign uses t he sam e nam ing as t hat seen in Acrobat 5, t hat is, eBook, Screen, Print , and Press. I n addit ion, you can choose PDF/ X st andards and an Acrobat 6- com pat ible layered PDF opt ion.

Figu r e 2 7 a . I n D e sign CS in clu de s a n u m be r of PD F e x por t pr e se t s.

Choose File > Export and choose PDF from t he Save As t ype pull- down list . Click Save t o save t he PDF using t he source file's nam e and folder. The Export PDF dialog opens and shows t he last select ed preset in t he Preset field at t he t op of t he dialog. When you choose a preset , it rem ains t he select ed preset in t he PDF Export set t ings unt il you select anot her opt ion from t he pull- down list . Click a heading in t he colum n at t he left of t he dialog t o show t he

preset 's set t ings: Ge n e r a l. The General panel cont ains select ions for basic set t ings such as version com pat ibilit y, as well as it em s you want t o include, such as bookm arks and layers. I f you choose Creat e Acrobat Layers on t he General panel, t he export ed PDF docum ent will cont ain t he layers used in t he original docum ent . Com pr e ssion. Choose set t ings for m onochrom e, grayscale, and color im ages. M a r k s a n d Ble e ds. Define and specify inclusion of print er's m arks and bleed set t ings.

Creating a New Preset To creat e cust om preset opt ions in I nDesign CS, choose File > PDF Export Preset s > Define t o open t he Preset PDF Export s dialog and t hen click New t o open t he New PDF Export Preset dialog. The dialog offers t he sam e panels as t hose used in t he Export PDF dialog. Nam e t he preset and choose t he set t ings from t he different panels; click a panel nam e in t he list ing at t he left of t he dialog. Click OK when you have finished configuring t he set t ings. The dialog closes and your cust om preset is added t o t he PDF Export Preset s list .

Adva n ce d. Select opt ions for color, font s, and OPI ( Open Prepress I nt erface) . Se cu r it y. Set docum ent passwords and perm issions from t he Securit y panel. Su m m a r y . The opt ions under different classificat ions and headings chosen for t he preset are list ed in t he Sum m ary panel ( Figu r e 2 7 b) .

Figu r e 2 7 b. M odify e x ist in g pr e se t s or con figu r e you r ow n PD F e x por t pr e se t s. [View full size image]

TIP 28: Making PDF Documents from Web Pages A PDFMaker is inst alled in I nt ernet Explorer when you inst all Acrobat 7. To creat e a PDF file from a Web page displayed in I nt ernet Explorer, click t he pull- down arrow on t he Adobe PDF t oolbar t o display t he m enu and choose Convert Web Page t o PDF ( Figu r e 2 8 ) . I f t he page includes fram es, all t he cont ent is flat t ened int o one PDF docum ent page.

Figu r e 2 8 . Th e I n t e r n e t Ex plor e r PD FM a k e r in clu de s a n opt ion t h a t displa ys a docu m e n t list . [View full size image]

Quick Conversions I f you convert a fair num ber of Web pages t o PDF docum ent s, save yourself som e m ouse clicks and t im e wit h easy preference changes. Click t he pull- down arrow on t he Adobe PDF t oolbar and choose Preferences t o open a sm all dialog. Select or deselect t he opt ions shown in t he dialog: Open PDF files in Acrobat aft er conversion Ask for confirm at ion before delet ing PDF files Ask for confirm at ion before adding pages t o PDF files Warn before adding pages if t he PDF file has been m odified

To at t ach t he displayed Web page t o an exist ing PDF docum ent , click Add Web Page t o Exist ing PDF. A dialog opens t hat let s you select t he docum ent t o use for t he at t ached page. Click Save t o convert t he Web page and append it t o t he end of t he select ed docum ent . You can also right - click t he page t o display t he short cut m enu, which includes bot h t he Convert t o PDF and Add t o Exist ing PDF com m ands. To search for PDF docum ent s online or on your com put er, click t he pull- down arrow t o t he right of t he Convert t o PDF icon on t he Adobe PDF t oolbar and choose Adobe PDF Explorer Bar. A pane opens at t he left of t he Web browser window, as seen in Figure 28. You can select docum ent s from t he pane t hat you want t o at t ach t o t he convert ed Web pages, or you can select files t o open from t he Explorer. A PDF docum ent you open from t he Adobe PDF Explorer Bar is displayed in Adobe Reader in t he Web browser. I f t he Adobe PDF Explorer Bar is displayed when you close your Web browser, it is open t he next t im e you open your Web browser.

TIP 29: Working with Acrobat Distiller Only a lim it ed num ber of program s have a PDFMaker inst alled wit h Acrobat 7, and not all program s have int ernal PDF- generat ing opt ions for export . I n m any applicat ionsillust rat ion program s, for exam pleyou can generat e ot her file form at s t hat can t hen be processed as PDF docum ent s using Acrobat Dist iller 7. You'll also use Dist iller t o creat e PDF docum ent s t hat are press st andard- com pliant .

About Errors I f you open a file t hat cont ains errors, or is a form at Dist iller can't process, you'll receive an error, and t he inform at ion about t he problem appears in t he log area at t he bot t om of t he dialog. I n Figure 29b, a Visio docum ent was opened, and inst ead of it s det ails displaying in t he Dist iller j obs list , an error icon appears; t he cont ent s of t he error m essage display in t he log area at t he bot t om of t he dialog.

Figu r e 2 9 b. M a n a ge t h e file s dist ille d du r in g a se ssion fr om t h e D ist ille r dia log. [View full size image]

Dist iller is a separat e program inst alled wit h t he Acrobat 7 inst allat ion process. Access t he program from t he deskt op t hrough t he St art m enu, or in Acrobat 7 by choosing Advanced > Acrobat Dist iller. On a Mac, if you choose Adobe PDF > Creat e Adobe PDF from PDFMaker, Dist iller opens aut om at ically. Dist iller's int erface looks and works like a dialog, and includes t he prebuilt default set t ings you have seen elsewhere in t his chapt er. To dist ill a file, choose File > Open. I n t he Open dialog, locat e t he file you want t o convert , select it , and

click Open. The dialog closes and t he file is opened; as t he file is processed, Dist iller shows you det ails and a progress bar (Figu r e 2 9 a ) .

Figu r e 2 9 a . Use Acr oba t D ist ille r for con ve r t in g Post Scr ipt a n d ot h e r sim ila r t ype s of file s ge n e r a t e d fr om a r a n ge of pr ogr a m s.

Cont inue convert ing ot her files as required or close Dist iller. You can m anage t he files in your Dist iller session from t he program 's dialog ( Figu r e 2 9 b) . Right - click or Cont rol- click a dist illed file from t he list t o display t he short cut m enu and choose from t he opt ions on t he list . The Hist ory is m aint ained for each Dist iller session; when you close and reopen t he program again, t he list is cleared.

Formats for Distiller You can use eit her .ps or .prn files in Dist iller. The .ps file form at uses t he Post Script language. Som e program s produce .prn files inst ead of .ps files; ot her program s generat e .prn files if you choose Print t o File as a print ing opt ion. Bot h file form at s are based on t he print er drivers inst alled on your com put er.

What Do You Prefer? Choose File > Preferences t o open a sm all dialog. I f you are working on a Mac, choose Dist iller > Preferences. You have several opt ions, such as viewing generat ed files in Acrobat and m anaging log files.

TIP 30: Creating Custom Conversion Settings in Distiller You can creat e cust om conversion set t ings for your own work, st art from scrat ch, or m odify one of t he default opt ions. Many variat ions on t he default s are available. You can creat e new j ob opt ions t hrough t he PDFMaker and Dist iller dialogs. This t ip shows t he process using Dist iller: 1.

I n Dist iller, choose one of t he default set t ings t o serve as t he basis for your cust om set t ings. You can st art from scrat ch, but m odifying t he opt ion closest t o what you need is a m uch sim pler approach. The exam ple in t his t ip uses t he High Qualit y default set t ing as t he basis for cust om set t ings.

Working the Default Settings The set t ing you select from t he Default Set t ings heads t he left colum n of t he Cust om Set t ings dialog. I f you want t o creat e cust om set t ings using a different default opt ion, don't close t he Adobe PDF Set t ings dialog; inst ead, click t he Show All Set t ings check box at t he lower left of t he dialog t o display t he list of Default Set t ings; double- click anot her default set t ings opt ion t o reveal t he set of headings. Click t he Show All Set t ings check box again t o deselect it , and only t he act ive default set t ing and it s headings rem ain in t he colum n. 2.

Choose Set t ings > Edit Adobe PDF Set t ings.

3.

The High Qualit y Print - Adobe PDF Set t ings dialog opens ( Figu r e 3 0 a ) . The dialog has a list of headings in t he left colum n; click a heading t o display t he set t ings in t he right pane of t he dialog. I f you select eit her t he General heading or t he default set t ing's heading ( High Qualit y in t he figure) , t he sam e General opt ions display in t he dialog.

Figu r e 3 0 a . M odify con ve r sion opt ion s for a n y de fa u lt gr ou p of se t t in gs or cr e a t e you r ow n . [View full size image]

4.

On t he General t ab, you m ay want t o m odify t hese set t ings:

Com pat ibilit y The default is Acrobat 5.0 ( PDF 1.4) . Depending on your users, you can choose an opt ion as far back as Acrobat 3. Older versions of t he program have fewer opt ions for set t ings such as securit y, font em bedding, and color m anagem ent . For exam ple, Acrobat 7's securit y set t ings aren't funct ional in Acrobat 4.

Don't Use Page Ranges The General t ab includes an opt ion for select ing a specific range of pages. Don't enable t his opt ion unless you are sure t he cust om set t ings are for onet im e use. I f you specify a range of pages when you creat e t he j ob opt ions and t hen reuse t he set t ings anot her t im e, you convert only t hose pages specified on t he General t ab. This can lead t o t im e- consum ing t roubleshoot ing when you use your cust om set t ings and can't figure out where your pages have gone! Obj ect Level Com pression Choose from Off or Tags opt ions. Com pression of obj ect s com bines sm all obj ect s int o com pressible cont ent . Off leaves t he docum ent 's st ruct ure as is; t he Tags Only opt ion com presses st ruct ural inform at ion in t he PDF docum ent . I f you com press t ag inform at ion, your docum ent 's feat ures such as bookm arks are viewable only in Acrobat 6 and 7; leaving t he opt ion set t o Off allows st ruct ure and t agging inform at ion t o be usable in Acrobat 5 as well.

Resolut ion You can set t his opt ion t o em ulat e t he resolut ion of a print er for Post Script files. A higher resolut ion usually produces higher qualit y but larger files. Resolut ion det erm ines t he num ber of st eps in a gradient or blend. The gradient at t he left of Figu r e 3 0 b is t he sam e as t hat on t he right ; t he only difference is resolut ion.

Figu r e 3 0 b. Re solu t ion de t e r m in e s t h e n u m be r of st e ps in a gr a die n t or ble n d.

Em bed t hum bnails Thum bnail previews are used for navigat ion. Prior t o Acrobat 5, you had t o specify t hum bnail generat ion rat her t han having t hem generat ed dynam ically. Unless you are planning t o use t he out put wit h older versions of Acrobat and Acrobat Reader, don't enable t his opt ion; it adds t o t he file size unnecessarily. 5.

On t he I m ages t ab (Figu r e 3 0 c) , you m ay need t o adj ust and t est set t ing changes several t im es for convert ing files wit h com plex im ages. Consider t hese opt ions:

Figu r e 3 0 c. M odify a n d t e st ch a n ge s m a de t o t h e I m a ge s t a b se t t in gs.

Naming Job Options Files You m ay creat e a num ber of cust om .j obopt ions files over t im e. To keep t rack of t heir use or purpose, nam e t hem according t o client nam e, proj ect nam e, or anyt hing else t hat is m eaningful. For exam ple, highqualit y( 1) .j obopt ions doesn't m ean as m uch as nort hern_foods.j obopt ions.

Downsam ple You can com bine pixels in a sam ple area t o m ake a larger pixel. Pixels in im ages wit h a resolut ion above a specified am ount are com bined t o reduce t he resolut ion. Depending on what your users are required t o do wit h your file, you m ay want t o increase or decrease t he downsam pling level. For im ages such as m aps ( where t he user zoom s in t o a high m agnificat ion) , a high resolut ion is m uch m ore legible. Com pression/ I m age Qualit y Select opt ions depending on t he file's color, grayscale, and m onochrom at ic im ages. You can use different com pression set t ings depending on t he t ype of im age.

Sm oot h j agged edges in m onochrom e im ages by t urning on ant ialiasing.

Error-Handling Click t he When em bedding fails pull- down arrow and choose a policy from t he list ; as wit h t he policy opt ions for im ages, you can save t im e processing files if you specify how t o handle em bedding errors.

Click t he Policy but t on t o open a dialog used t o specify how t o process im ages when t hey are below t he resolut ion you define. You can specify whet her t o ignore, warn, or cancel a j ob based on resolut ion of color, grayscale, and m onochrom e im ages. Set t ing policies can save you processing and reprocessing t im e in t he event t he im ages in a file don't use t he correct resolut ions. 6.

On t he Font s t ab (Figu r e 3 0 d) , specify whet her you want t o em bed font s or subset em bedded font s when t he percent of charact ers used falls below a value you ent er. I f you are using unusual font s, or your layout is highly dependent on t he font s, be sure t o em bed t hem . Choose t he Subset opt ion when you want t o em bed a port ion of a font 's charact ers. Don't use a low value if you expect t o change any charact ers in t he page.

Figu r e 3 0 d. M a in t a in t h e look of you r docu m e n t u sin g fon t e m be ddin g.

7.

On t he Color t ab ( Figu r e 3 0 e ) , choose set t ings t hat correspond wit h files used in your source applicat ions, such as Adobe Phot oshop or I llust rat or. The opt ions available depend on t he color set t ings you choose. I f you are sending files t o a press, you oft en get set t ings from t he print er.

Figu r e 3 0 e . Ch oose fr om a w ide r a n ge of color se t t in gs.

Sharing Job Options Files You can share set t ings wit h ot hers. Em ail t he .j obopt ions file as you would any ot her t ype of file. Your recipient s add t he file t o t he st orage folder. The next t im e t hey access t he cust om set t ings dialog from a PDFMaker, Acrobat , or Dist iller, t he shared set t ings are ready t o use. 8.

Unless you are fam iliar wit h Docum ent St ruct uring Convent ions and t he like, you won't have t o change m any opt ions on t he Advanced t ab (Figu r e 3 0 f ) . The set t ings on t his t ab describe how t he conversion from Post Script t o PDF is perform ed. Let 's look at t wo default opt ions:

Figu r e 3 0 f. M ost se t t in gs on t h e Adva n ce d t a b w or k fin e u sin g t h e de fa u lt opt ion s.

Faster Conversions I f you are building files for online use, m ake sure RGB ( not CMYK) is select ed. RGB is t he nat ive color space for m onit ors and doesn't require any conversion, m aking viewing fast er.

The Convert gradient s t o sm oot h shades opt ion convert s gradient s from a range of program s, including FreeHand, QuarkXPress, Adobe I llust rat or, and Microsoft PowerPoint . This opt ion produces a sm aller PDF file size, and oft en result s in im proved out put . The ot her opt ion of not e, Save original JPEG im ages in PDF if possible, processes JPEG im ages ( which are com pressed) wit hout com pressing t hem again, result ing in fast er file processing. 9.

I f you are const ruct ing set t ings t hat com ply wit h st andards, you can choose opt ions on t he St andards t ab t hat check docum ent cont ent s against st andards before creat ing t he PDF docum ent ( Figu r e 3 0 g) . The opt ions displayed on t he t ab vary according t o t he st andard you select from t he Com pliance St andard pull- down m enu.

Figu r e 3 0 g. W h e n you n e e d t o pr oce ss a PD F a ccor din g t o st a n da r ds, ch oose a n d con figu r e t h e opt ion s on t h e St a n da r ds t a b.

1 0 . Choose Save As t o open t he Save Adobe PFD Set t ings As dialog. Nam e t he file and click Save ( Figu r e 3 0 h ) . The cust om conversion set t ings file is saved wit h t he ext ension .j obopt ions.

Figu r e 3 0 h . Sa ve you r cu st om se t t in gs a s a n a m e d .j obopt ion s file for r e u se . [View full size image]

Cust om .j obopt ions files are saved wit h ot her default conversion set t ings. Once you have creat ed and saved cust om set t ings, t hey are list ed in Acrobat Dist iller as well as PDFMakers t hroughout your com put er.

Chapter FOUR. Creating PDF Files in Acrobat Earlier versions of Acrobat allowed you prim arily t o export PDF files from various source program s or im port ed Web pages. Beginning wit h Acrobat 6, and now wit h Acrobat 7, you can work funct ionallyt hat is, according t o t he processes you are at t em pt ing t o apply t o a docum ent rat her t han m anipulat ing a m assive collect ion of t oolbars and m enu it em s ( alt hough t hey cert ainly do exist ! ) . The Creat e PDF t ask assem bles a collect ion of processes inside t he program , giving you one- click access t o m at erial. You can convert files in Acrobat 7 in num erous ways, including single or m ult iple docum ent s, from a Web page, from a scan, or from a snapshot , which is cont ent capt ured from t he program window. The At t achm ent s pane is new in Acrobat 7, and let s you at t ach source docum ent s t o a PDF eit her before conversion or in Acrobat using t wo different m et hods.

TIP 31: Creating a PDF from a File in Acrobat I n Acrobat 7 you can generat e PDF files from wit hin t he program using t he Creat e PDF t ask but t on. You can also select File > Creat e PDF and choose an opt ion from t he subm enu. I f you use t he File > Creat e PDF m enu pat h, t he How To … Creat e PDF opt ion isn't available. From t he t ask but t on's m enu, click t he How To opt ion t o display a list of t opic headings in t he Search pane at t he right of t he program window.

Conversion Clues Should you convert a docum ent in t he source program or in Acrobat ? The short answer is: it depends. I f you are working in a program and know you will need a PDF version of a file, generat e t he file t hen. I f you are working in Acrobat and realize you need anot her file, generat e t he file from Acrobat . Even if you are working in Acrobat , if you plan t o generat e files from PDFMaker- governed program s and eit her can't rem em ber t he set t ings you last left for t he PDFMaker or know you need t o change t he set t ings, you should work t hrough t he program inst ead of Acrobat . That approach is preferable t o generat ing a file t hat is convert ed using t he incorrect set t ings and t hen having t o redo it .

Unless you have cont ent placed on t he syst em clipboard, t he opt ion From Clipboard I m age is grayed out ; see Tip 35 on using a clipboard im age as a docum ent source. Click t he Creat e PDF t ask but t on t o display t he m enu ( Figu r e 3 1 a ) . Click t he first opt ion, From File. I n t he result ing Open dialog box, locat e t he file you want t o convert t o PDF and click Open.

Figu r e 3 1 a . Acr oba t 's Cr e a t e PD F m e n u offe r s se ve r a l w a ys t o con ve r t file s.

You'll see a progress bar window as Acrobat execut es a m acro t hat opens t he file in t he nat ive program

and convert s it t o a PDF ( Figu r e 3 1 b) .

Figu r e 3 1 b. A pr ogr e ss ba r sh ow s t h e con ve r sion pr oce ss.

I f t he file is in a program t hat offers a PDFMaker, Acrobat uses t he PDFMaker wit h t he last conversion opt ions you set in t he program . I f t he file is in a program wit hout a PDFMaker, Acrobat opens t he program and convert s t he file using t he Adobe PDF Convert er. The convert ed file opens in Acrobat . When convert ed, t he file is nam ed according t o t he source file's nam e but isn't yet saved in it s PDF form at . Choose File > Save t o save t he file as a PDF. Not all files can be convert ed t o a PDF from wit hin Acrobat . The form at s you can use are list ed below: Aut oDesk Aut oCAD Aut oDesk I nvent or BMP GI F HTML JDF Job Definit ion JPEG 2000 Microsoft Access Microsoft Word Microsoft Excel Microsoft PowerPoint RTF ( Rich Text Form at ) Microsoft Proj ect Microsoft Publisher Microsoft Visio PCX

PNG Post Script EPS Text TI FF XML PDF

TIP 32: Creating a PDF from Multiple Files in Acrobat Use t he Creat e PDF File from Mult iple Docum ent s window in Acrobat 7 t o quickly assem ble docum ent s and files ( PDF and ot herwise) in a collect ion called a binder before building t he file. I t 's a t rue t im esaver!

Document Source Programs When you're convert ing t he cont ent t o a consolidat ed docum ent , Acrobat opens t he source program s for all non- Acrobat files in t he list . So, you can't add a non- Acrobat file t hat was creat ed in an applicat ion you don't have on your com put er.

Click t he Creat e PDF t ask but t on t o display t he m enu opt ions and t hen click From Mult iple Files t o open t he Creat e PDF File from Mult iple Docum ent s dialog (Figu r e 3 2 a ) .

Figu r e 3 2 a . Use t h e Cr e a t e PD F fr om M u lt iple D ocu m e n t s dia log t o a sse m ble a gr ou p of file s. [View full size image]

Click Browse t o open an Open dialog box, locat e t he first file you want t o add t o t he collect ion, and click Add. The browse window closes and Acrobat adds t he file. Repeat t he select ion process unt il you have assem bled all t he files you want in t he binder list . You can also include t he sam e file m ore t han once in a binder. To reorganize t he files you add in t he dialog, click a file in t he Files t o Com bine pane and t hen click t he nam ed but t ons t o m ove a file up or down in t he st acking order, or delet e it from t he collect ion. I f you are including PDF files in t he binder, when you click t he nam e of a PDF file in t he Files t o Com bine pane, click Preview t o open a previewing dialog ( Figu r e 3 2 b) . I n a m ult ipage PDF, click t he up and down arrows t o preview t he pages, or t ype a num ber in t he Page field t o display it s preview. Click OK t o close t he Preview dialog.

Figu r e 3 2 b. You ca n pr e vie w PD F file s t h a t you a dd t o t h e bin de r list .

When your files are assem bled t o your sat isfact ion, click OK. The window closes and t he cont ent is processed as required, and t hen com bined int o one PDF docum ent . Each file is processed separat ely, and any files in t he list t hat are not PDFs are convert ed t o PDFs. When t he conversion is com plet e, a Save As dialog opens, and t he file is nam ed Binder1.pdf by default . Type a filenam e, choose a locat ion, and t hen click Save. Your com posit e file is com plet e.

TIP 33: Creating a PDF from Web Pages in Acrobat Alt hough you can easily download a page from a Web sit e using t he PDFMaker t hat inst alls in I nt ernet Explorer, you can also download a Web sit e from wit hin Acrobat and cont rol it s cont ent and how it is displayed in t he result ing PDF file.

So Many Pages, So Little Time I n t he Creat e PDF from Web Page dialog, you can specify how m any levels of t he Web sit e you want t o download. The default level is 1. Don't change t his num ber wit hout careful t hought . Level 1 refers t o t he first set of pages for a Web sit e, t he act ual pages t hat you see if you t ype t he URL in a browser address bar. Addit ional levels at t ach m ore set s of pages. I f you choose Get Ent ire Sit e, you'll download t he ent ire sit e, whet her t hat consist s of 10 pages or 1000 pages.

Click t he Creat e PDF t ask but t on t o display t he m enu and click From Web Page or choose File > Creat e PDF > From Web Page t o open t he Creat e PDF from Web Page dialog ( Figu r e 3 3 a ) .

Figu r e 3 3 a . Ch oose a W e b sit e , pa ge le ve ls, a n d ot h e r se t t in gs fr om t h is dia log.

Access t he file you want t o convert in one of t hree ways, depending on t he locat ion and t ype of file. You can t ype t he URL for t he file if it 's on t he I nt ernet , click t he arrow t o t he right of t he URL field t o work wit h Web files t hat have been opened previously in Acrobat , or click Browse t o open t he Select File t o Open dialog t o locat e a file t hat 's on a local disk.

Click Creat e t o st art t he conversion process. The Download St at us dialog shows you t he num ber of connect ions act ive in t he downloaded m at erial, as well as t he nam es, sizes, and locat ions of t he files. When t he download is com plet e, Acrobat displays t he new PDF file in t he Docum ent pane and adds a docum ent st ruct ure t o t he Bookm arks t ab. Choose File > Save t o save t he convert ed Web pages. As you scroll t hrough t he docum ent , not ice t hat bot h a header and foot er are added t o t he pages ( Figu r e 3 3 b ) . The header is t he Web page's nam e; t he foot er cont ains t he URL for t he page, t he num ber of pages, and t he download dat e and t im e.

Figu r e 3 3 b. H e a de r s a n d foot e r s a r e a dde d t o t h e pa ge s by de fa u lt .

Adding On Alt hough it is sim pler and safer t o leave t he default level 1 set t ing, what do you do if you im port t he page and realize you need addit ional pages? Luckily, you can easily add m ore. Choose Advanced > Web Capt ure > Append Web Page t o open t he Add t o PDF from Web Page dialog, ident ical t o t he original Creat e PDF from Web Page dialog. Select anot her level, and t he addit ional pages are added t o t hose already in t he docum ent .

Acrobat capt ures Web pages using default set t ings for bot h file form at s and page layout s. You can configure som e form at s and m odify t he page t o your requirem ent s. Click Set t ings on t he Creat e PDF from Web Page dialog t o open t he Web Page Conversion Set t ings dialog. The General t ab offers file t ype and PDF set t ings ( Figu r e 3 3 c) .

Figu r e 3 3 c. Con figu r e t h e se t t in gs for diffe r e n t file a n d im a ge t ype s u se d in a W e b pa ge con ve r sion pr oce ss.

At t he bot t om of t he dialog, you'll see t he PDF opt ions used by default , including bookm arks and t he header and foot er opt ions. Select or deselect t he opt ions as desired. I f you click t he HTML or Plain Text form at s in t he list , t he Set t ings but t on at t he right of t he dialog act ivat es; click it t o open t he Conversion Set t ings dialog. You can specify file form at s, font s, and encoding. Make m odificat ions as desired, click OK, and t hen click OK again t o close t he Conversion Set t ings dialog and ret urn t o t he Web Page Conversion Set t ings dialog. The second t ab of t he Web Page Conversion Set t ings dialog cont ains page layout opt ions. You can specify st andard page layout set t ings such as t he page size, orient at ion, and m argins. Changing t he page set t ings t o coincide wit h ot her docum ent s you m ay lat er use in a binder docum ent provides consist ency t hroughout t he docum ent . Click OK t o close t he Web Page Conversion Set t ings dialog and ret urn t o t he Creat e PDF from Web Page dialog; t hen click Creat e t o process t he Web page and creat e t he PDF docum ent .

Figu r e 3 3 d. You ca n ch a n ge pa ge size , m a r gin s, a n d ot h e r fe a t u r e s be for e con ve r t in g t o a W e b pa ge .

TIP 34: Creating a PDF from a Scan in Acrobat Som et im es you don't have a soft copy of a docum ent . I f you have a print ed copy, you can creat e a PDF version using your scanner.

Checking Your Scan Results Many of t he files you convert t o PDF are com posed of t ext and im ages t hat you can m anipulat e using a variet y of t ools. PDF files creat ed by scans using older versions of Acrobat or from som e program s, such as Phot oshop, are im ages only; you can't m ake any changes t o t he file's cont ent s. Here's a quick way t o t ell t he difference. Click t he Select t ool on t he Basic t oolbar. Then click an area of t ext on t he docum ent . I f you see t he flashing vert ical bar cursor, you know t he page cont ains t ext . I f you click a t ext area on t he docum ent and t he ent ire page is select ed, you have an im age PDF. I f you are scanning t he docum ent yourself and leave t he default select ion Make Searchable ( OCR) in t he Creat e PDF From Scanner dialog, t he docum ent is always convert ed t o im ages and t ext .

Click t he Creat e PDF t ask but t on t o display t he m enu and click From Scanner t o open t he Creat e PDF From Scanner dialog (Figu r e 3 4 a ) . Select your scanner from t he Scanner pull- down list , and t hen choose Front Sides or Bot h Sides from t he Scan pull- down list .

Figu r e 3 4 a . Ch oose se t t in gs for con ve r t in g a sca n t o a PD F docu m e n t .

Specify a dest inat ion for t he scanned page. I n Figure 34a, t he only opt ion available is a new docum ent ; if ot her docum ent s are open in Acrobat , you can append t he scanned file t o t he act ive docum ent displayed in t he program window. The default opt ion is t o creat e a searchable docum ent , m eaning t he cont ent s of t he docum ent are convert ed t o words and im ages t hat you can t hen use wit h Search and Find feat ures. Click Set t ings t o open a dialog for changing t he conversion opt ions. ( See Tip 139 in Chapt er 17 for inform at ion on choosing different capt ure set t ings.) I f your docum ent cont ains im ages, click I m age Set t ings t o open t he dialog shown in Figu r e 3 4 b. You can change com pression and filt er opt ions in t he I m age Set t ings dialog rat her t han use t he default s, as shown Figure 34b. Click OK when you have m odified set t ings, and t hen click Scan t o st art t he conversion process.

Figu r e 3 4 b. Con figu r e se t t in gs for im a ge s be for e you st a r t t h e sca n .

The Art of Scanning Acrobat includes filt ers t hat you can m odify before scanning, or use t o m ake adj ust m ent s if your t est scan needs t weaking. Here's a rundown: Deskew rot at es a skewed page so it 's vert ical. The default set t ing is aut om at ic. Background rem oval is used wit h grayscale and color pages t o m ake nearly- whit e areas whit e, result ing in clearer scans. The default is Low; you can also choose Medium and High opt ions. Edge shadow rem oval get s rid of t he black edges som et im es seen from scanned pages. The default is Caut ious; an aggressive opt ion is also available. Despeckle rem oves black m arks from t he page. Low is t he default ; you can also choose Medium and High. Descreen rem oves halft one dot s, like t hose from a scanned newspaper. The default is Aut om at ic: Acrobat applies t he filt er aut om at ically for grayscale and RGB im ages of 300 ppi or higher. Halo rem oval rem oves high- cont rast edges from color pages. The default set t ing is On.

Acrobat opens your scanner's dialog. The set t ings you use depend on your scanner and soft ware; follow t he inst ruct ions and st art t he scan. When t he scan is finished, your scanner's dialog closes and t he scanned docum ent opens in Acrobat . Choose File > Save and save t he PDF docum ent .

TIP 35: Creating a PDF from a Clipboard Image Your com put er's operat ing syst em m aint ains a st orage area called a clipboard. Cont ent you select and copy or cut from a docum ent is placed on t he clipboard, and you can t hen past e it int o anot her locat ion or anot her docum ent . You have t wo ways of using t he clipboard cont ent s in Acrobat : creat ing a new file or adding t he clipboard cont ent s t o an exist ing file.

What's on the Clipboard? Som et im es you forget what you last past ed t o t he clipboard and whet her you want t o reuse it . You can view t he cont ent from wit hin Acrobat 7 by choosing Window > Clipboard Viewer. The Clipboard Viewer opens, displaying it s cont ent s in a window.

Creat ing a new docum ent is a very sim ple process. Select and copy t he im age or t ext you want t o use for a PDF docum ent in your source program . I n Acrobat , click t he Creat e PDF t ask but t on and choose From Clipboard I m age from t he m enu. The im age is convert ed t o PDF and opens in Acrobat . A dialog displays explaining t hat t he PDF is an im age and t hat you can use Pict ure Tasks t o perform som e funct ions wit h t he PDF ( Figu r e 3 5 a ) . Click OK t o close t he dialog and save t he file. ( See Tip 132 in Chapt er 16 for m ore on using Pict ure Tasks.

Figu r e 3 5 a . Acr oba t n ot ifie s you w h e n t h e r e a r e spe cia l fe a t u r e s a bou t t h e PD F docu m e n t you a r e cr e a t in g, su ch a s Pict u r e Ta sk s for im a ge docu m e n t s.

N ot e

I f you are using a layered Phot oshop im age, only t he select ed layer is past ed t o t he clipboard; you have t o flat t en t he im age first before copying it t o t he clipboard. I t is sim pler t o use t he File > Export and select Phot oshop PDF com m ands t han t o use a layered Phot oshop im age copied t o t he clipboard.

You can use t he im age in an exist ing PDF docum ent as an im age st am p rat her t han m aking a separat e PDF file for an im age. Again, select and copy t he im age from your source program ; it is placed on t he syst em clipboard. Open t he PDF docum ent you want t o work wit h in Acrobat . Choose Tools > Com m ent ing > St am ps > Past e Clipboard I m age as St am p Tool. I f t he Com m ent ing t oolbars are open, you can click t he as St am p Tool's pull- down arrow and click Past e Clipboard I m age as St am p Tool but t on on t he At t ach subt oolbar. Move your m ouse over t he docum ent . You see t he point er changes t o a st am p point er ( Figu r e 3 5 b) . Click t he page where you would like t o insert t he im age, and t he im age is past ed t o t he page. The locat ion on t he page where you click det erm ines t he cent er locat ion of t he past ed im age.

Figu r e 3 5 b. Click t h e pa ge w h e r e you w a n t t o pa st e t h e im a ge .

The st am p point er changes t o t he Hand t ool ; if you m ove t he point er over t he im age t he point er changes t o a select ion point er. Click t he im age on t he page t o select it ( Figu r e 3 5 c) . You can drag t he im age t o m ove it , or drag a resize handle t o change t he size of t he im age. Save t he file wit h t he added im age.

Figu r e 3 5 c. You ca n se le ct a n im a ge pa st e d t o a pa ge t o m ove or r e size it .

N ot e

You can also copy and past e cont ent wit hin a PDF docum ent , such as im ages. Read m ore in Tip 83 in Chapt er 10.

TIP 36: Attaching Source Files to a PDF Acrobat 7 cont ains a feat ure for at t aching source files t o a convert ed docum ent , and also includes a pane for m anaging at t achm ent s.

Why Bother with Attachments? Consider your workflow when deciding whet her it is necessary t o use at t achm ent s: I f you m ove t he PDF docum ent on your hard drive, t he at t ached files or pages aut om at ically m ove wit h it , saving you t im e in m oving docum ent s. You can at t ach m ore inform at ion about cont ent in your PDF wit hout having t o convert t he ent ire docum ent . For exam ple, creat e a PDF execut ive sum m ary and at t ach det ailed docum ent s, spreadsheet s, and so on. You can search at t ached files using t he Acrobat Search funct ion, which can save you t im e when you're t rying t o locat e inform at ion in a big proj ect . You can at t ach a great deal of accessory m at erial t o one PDF docum ent , great for large proj ect s cont aining m ult iple inform at ion sources. You can quickly see inform at ion about t he at t achm ent in t he At t achm ent s pane. You can prot ect at t ached inform at ion when em ailing it by using an eEnvelope and securit y ( see Tip 149 in Chapt er 18 for inform at ion on using secure ePaper) .

I f you are working in a source program t hat cont ains a PDFMaker ( such as Word) , choose Adobe PDF > Change Conversion Set t ings t o open t he Acrobat PDFMaker dialog. Click At t ach source file t o Adobe PDF in t he Applicat ion Set t ings area of t he Set t ings t ab ( Figu r e 3 6 a ) . Then click OK t o close t he dialog.

Figu r e 3 6 a . Se le ct t h e se t t in g t o in clu de t h e sou r ce file a s a n a t t a ch m e n t w h e n u sin g a PD FM a k e r .

You can at t ach any t ype of file from wit hin Acrobat , and can place an at t achm ent icon anywhere on your page t hat your users can click t o view t he at t achm ent . Click t he At t ach icon's pull- down arrow on t he File t oolbar and click t he At t ach a File as a Com m ent icon ( Figu r e 3 6 b) . You can also choose Tools > Com m ent ing > At t ach a File as a Com m ent or click t he At t ach a File as a Com m ent Com m ent ing t oolbar.

icon on t he

Figu r e 3 6 b. You ca n ch oose a n a t t a ch m e n t opt ion dir e ct ly fr om t h e File t oolba r .

Move t he point er, which looks like a pushpin, over t he docum ent t o where you want t o display t he at t achm ent icon. Browse t o t he locat ion of t he file and select it . Click Select t o close t he dialog. The File At t achm ent Propert ies dialog let s you choose an alt ernat e icon, color, or opacit y (Figu r e 3 6 c) . Click t he General t ab t o display fields where you can m odify t he at t achm ent 's nam e, your nam e, and a descript ion of t he at t achm ent . To dism iss t he dialog, click Close. You can't at t ach an open file t o a PDF docum ent .

Figu r e 3 6 c. You ca n spe cify t h e a ppe a r a n ce a n d de scr ipt ion of a n a t t a ch m e n t in t h e File At t a ch m e n t Pr ope r t ie s dia log.

Voilà! The at t achm ent icon is displayed where you clicked earlier, and if you m ove t he point er over t he icon, you can see inform at ion about t he at t achm ent in t he form of a t ool t ip ( Figu r e 3 6 d) . Save t he docum ent . Files at t ached using t he At t ach a File as a Com m ent t ool are also list ed in t he Com m ent s pane ( see Chapt er 14 for inform at ion about adding com m ent s and Tip 123 in Chapt er 15 for working wit h t he Com m ent s pane) .

Figu r e 3 6 d. An a t t a ch e d file displa ys a pa pe r clip icon a n d a t ool t ip de scr ibin g t h e a t t a ch m e n t .

TIP 37: Managing Attached Files Regardless of whet her you at t ach a docum ent from PDFMaker or em bed it wit hin Acrobat using t he At t ach File as a Com m ent t ool, t he at t achm ent is ident ified by a paperclip icon at t he bot t om left of t he program window.

Locating Attachments For files t hat you at t ached before convert ing t hem t o PDF or t hose you added t hrough t he At t achm ent s pane, t he Locat ion in docum ent colum n list s t he locat ion as At t achm ent s t ab; if you add an at t achm ent in Acrobat using t he At t ach File as Com m ent t ool, t he page num ber is list ed. I f you at t ach a file using t he Com m ent t ool ( chosen from t he File t oolbar or t he Com m ent s t oolbar) , t he page num ber is list ed. )

Click t he At t achm ent s t ab in t he Navigat ion panel at t he left of t he program t o display t he pane horizont ally below t he Docum ent pane (Figu r e 3 7 a ) . I f t he At t achm ent s pane's t ab isn't shown, choose View > Navigat ion Tabs > At t achm ent s.

Figu r e 3 7 a . At t a ch e d file s a r e displa ye d a n d m a n a ge d in t h e At t a ch m e n t s pa n e . [View full size image]

The pane shows basic inform at ion, including t he nam e, descript ion, size, and dat e m odified. Click t he filenam e and right - click or Cont rol- click t o open t he short cut m enu, also shown when you click Opt ions on t he At t achm ent pane's t oolbar ( Figu r e 3 7 b) .

Figu r e 3 7 b. Use t h e com m a n ds or icon s t o m a n a ge t h e a t t a ch e d file s.

Choose a com m and from t he m enu for m anaging t he at t achm ent , right - click or Cont rol- click t o display a short cut m enu, or use t he corresponding icon on t he At t achm ent pane's t oolbar. For exam ple, click Open t o open t he at t ached file in it s nat ive program , or choose Open At t achm ent from t he Opt ions or short cut m enus. You can add descript ive labels t o any of t he list ings in t he pane. Select t he list ing, and choose Edit Descript ion t o open t he Edit At t achm ent Descript ion dialog shown in Figu r e 3 7 c. Type a descript ion, and click OK t o close t he dialog and add t he inform at ion t o t he Descript ion colum n of t he at t achm ent .

Figu r e 3 7 c. Add a de scr ipt ion t o t h e a t t a ch e d docu m e n t 's in for m a t ion t o m a k e it sim ple r for you r u se r s t o de cide w h ich a t t a ch m e n t s t o vie w .

Showing Button Labels The icons on t he Acrobat t oolbars can show bot h t he icon and a label. To keep t rack of t he dozens of Acrobat t ools, especially when you are new t o t he program , set t he labels t o display wit h t he icons. Right - click or Cont rol- click t he t oolbar area at t he t op of t he program window ( don't click on a t oolbar or a t ool) t o open a short cut m enu. Choose Show But t on Labels > All Labels.

To open t he at t ached file, double- click a list ing in t he At t achm ent s pane, click Open on t he pane's t oolbar, or choose t he com m and from t he Opt ions m enu. I f t he at t achm ent is a PDF docum ent it opens aut om at ically. I f it is anot her file form at , you see a warning dialog t hat describes t he hazards of opening docum ent s t hat m ay cont ain m acros, viruses, and so on. Click Open t o proceed, or click Do Not Open t o st op t he process and close t he dialog.

You can save a file independent ly from t he PDF docum ent t o which it is at t ached. Click Save on t he At t achm ent pane's t oolbar or select t he Save com m and from t he Opt ions m enu. I n t he Save At t achm ent dialog, choose t he st orage locat ion for t he file and nam e it if necessary ( it uses t he nam e shown in t he At t achm ent s pane) and click Save; t he dialog closes. You can add anot her at t achm ent t o t he docum ent it self by clicking t he At t ach File icon on t he File t oolbar on t he At t achm ent s pane's t oolbar or select Add from t he m enu. The Add At t achm ent or click Add dialog opens; locat e t he file you want t o at t ach and click At t ach. The dialog closes and t he file is list ed in t he At t achm ent s pane. I n t he Locat ion in docum ent colum n, t he new file's locat ion is list ed as At t achm ent s t ab. Click Delet e t o delet e an at t achm ent , cont ent s of t he at t ached files.

or click

Search t o open t he Search pane and search t he

TIP 38: Using Attachments in Earlier Versions of Acrobat Using at t achm ent s is all well and good if you are working in Acrobat 7, but what if your users are working wit h Acrobat 5 or 6? Fear not , you can st ill use at t achm ent syou j ust don't have t he fancy pane t o work wit h.

Please Read Attachments When you at t ach files t o a PDF, an at t achm ent icon is shown at t he bot t om left of t he Docum ent pane in Acrobat 7. Your int ended audience m ay not have t he Acrobat - savvy t o underst and what t he icon m eans, or even not ice it is t here! I nst ead of leaving it t o chance, you can change t he way t he program opens t o display at t achm ent s. Click t he Opt ions pull- down m enu on t he At t achm ent s pane and choose Show At t achm ent s by default . Save t he file. When it is opened, t he docum ent displays in t he Docum ent pane and t he at t achm ent s are aut om at ically displayed at t he bot t om of t he program window in Acrobat 7. You have t o set t he opt ion in t he Docum ent Propert ies if you want t o not ify readers using Acrobat 5 or 6 t hat t here are at t achm ent s included wit h t he docum ent . Whet her you choose t he page open display from t he At t achm ent s pane or t he Docum ent Propert ies, t he result is t he sam e. That is, changing t he set t ing in one locat ion aut om at ically changes it in t he ot her locat ion as well.

I n Acrobat 7, choose File > Docum ent Propert ies > I nit ial view and select At t achm ent s Panel and Page from t he Show pull- down list . Click OK t o close t he Docum ent Propert ies and save t he docum ent . When a user opens t he docum ent in Acrobat 5 or Acrobat 6, t he inform at ion dialog shown in Figu r e 3 8 a appears. Click OK t o close t he dialog. Choose Docum ent > File At t achm ent s t o open t he File At t achm ent s dialog ( Figu r e 3 8 b) . The at t achm ent s are list ed according t o t heir locat ions. Those at t ached as docum ent file at t achm ent s are list ed first ; docum ent s at t ached using t he At t ach a File as a Com m ent t ool are list ed by page num ber.

Figu r e 3 8 a . I f you spe cify displa yin g At t a ch m e n t s in t h e D ocu m e n t Pr ope r t ie s, u se r s ca n a cce ss t h e a t t a ch m e n t s in e a r lie r ve r sion s of Acr oba t .

Figu r e 3 8 b. Th e a t t a ch m e n t s a r e list e d in t h e File At t a ch m e n t s dia log in Acr oba t ve r sion s 5 a n d 6 . [View full size image]

Click t he nam e of a file in t he dialog t o view det ails. To m anage t he at t achm ent s, use t he but t ons at t he bot t om of t he dialogOpen, I m port , Export , and Delet e.

Chapter FIVE. Saving and Exporting When you have a PDF docum ent open in Acrobat you can perform a wide range of processes based on t he docum ent 's st ruct ure and cont ent . You can define propert ies for t he docum ent , as well as define what your users see when t hey open your docum ent . You can generat e a wide range of repurposed out put using cust om ized export opt ions from a single PDF docum ent . Opt ions include export ing it for use as a Web page or as a Word docum ent , saving it s cont ent as an XML docum ent , or export ing it in different im age form at s.

TIP 39: Finding Information about Your Document There is a lot m ore t o a docum ent t han what you see on t he screen or print ed page. Use t he Docum ent Propert ies dialog when you want t o find or m odify inform at ion about your docum ent s. Choose File > Docum ent Propert ies ( or press Ct rl+ D/ Com m and+ D) t o open t his dialog. I t opens t o t he Descript ion t ab by default ; if you have m odified set t ings in t he dialog, t he last t ab you worked wit h displays.

More Info on Info The lower area of t he Descript ion pane ( Figure 39a) list s PDF inform at ion about t he file, such as t he t ool used t o generat e t he PDF and where t he PDF is st ored. This area is a good place t o check whet her t he file is t agged ( you can read m ore about t ags in Chapt er 7) . A t agged PDF includes an XML st ruct ure t hat you can use for a range of purposes, such as Web out put , reflow, and delivery t o accessibilit y devices.

Figu r e 3 9 a . Use t h e D ocu m e n t Pr ope r t ie s dia log t o fin d a n d m odify ba sic in for m a t ion a bou t you r docu m e n t . [View full size image]

The dialog cont ains six t abs: The Descript ion pane holds inform at ion about a docum ent ( Figu r e 3 9 a ) how m uch inform at ion depends on t he source program t hat creat ed t he original docum ent . Use t his screen t o facilit at e searches ( you can search by keyword, for exam ple) and t o keep bet t er t rack of m at erial wit hin an office environm ent . Click t o act ivat e a field and add cont ent t o any descript ion elem ent . The Securit y pane describes what level of securit y, if any, has been added t o t he docum ent , and list s perm issions grant ed t o users of t he docum ent . I f you are t he aut hor, and you can use eit her t he docum ent 's password or a securit y cert ificat e, you can change t he securit y set t ings. I n Figu r e 3 9 b, you can see t hat anyone opening t his docum ent has t he right t o do pret t y m uch anyt hing wit h t he cont ent s. You can read m ore about Securit y in Chapt er 18.

Figu r e 3 9 b. Ch oose a se cu r it y m e t h od a n d r e a d pr ope r t ie s in t h e Se cu r it y t a b.

The Font s pane ( Figu r e 3 9 c) list s t he font s, font t ypes, and encoding inform at ion used in t he original docum ent . Having t his inform at ion at hand can be a real t im esaver.

Figu r e 3 9 c. Re a d in for m a t ion a bou t t h e fon t s e m be dde d in you r docu m e n t .

Font Information to the Rescue I n sit uat ions where you need t o expand an original body of work but don't have a t em plat e, for exam ple, you can quickly check in t he generat ed PDF and see t he font s in t he Font s pane. Click t he ( + ) icon t o t he left of t he font nam e t o open a list wit h m ore inform at ion. For each font , you see t he nam e and font t ype used in t he original docum ent ; t he list displays t he font , font t ype, and encoding used t o display t he docum ent in Acrobat .

Click I nit ial View t o display inform at ion t hat defines how t he PDF docum ent looks when it is opened ( Figu r e 3 9 d) . A range of opt ions relat ed t o t he docum ent , user int erface, and window are available. See Tip 40 in t his chapt er for inform at ion on cont rolling t hese opt ions.

Figu r e 3 9 d. Se le ct opt ion s t o de fin e h ow you r vie w e r s se e t h e docu m e n t w h e n it ope n s.

The Cust om pane let s you add propert ies and values t hat ident ify t he cont ent in t he docum ent . This inform at ion is oft en used on an ent erprise level t o organize large quant it ies of m at erial. I dent ifying t he sam e docum ent in different versions is a com m on cust om propert y; in Figu r e 3 9 e , t he docum ent uses t he cust om propert y version and t he cust om value 1A. I n addit ion t o ident ifying t he

cont ent of a docum ent , t he cust om propert ies can be used for searching.

Figu r e 3 9 e . Add a ddit ion a l pr ope r t ie s a n d a ssign va lu e s t o be u se d for in de x in g a n d se a r ch in g.

More on Custom properties Plan ahead when st art ing proj ect if you int end t o use cust om propert ies. Decide what t o nam e t he propert ies and t he range of values, t hen add t he propert ies as you process each docum ent .

The Advanced pane shows PDF set t ings and reading opt ions. Norm ally, you won't oft en change t his inform at ion, aside from at t aching an index t o a docum ent ( Figu r e 3 9 f ) . Click Browse t o open an At t ach I ndex dialog and locat e an index on your hard drive, t hen click Open t o close t he dialog and at t ach t he select ed index t o t he docum ent .

Figu r e 3 9 f. At t a ch a n in de x , se t t r a ppin g, a n d ch oose a la n gu a ge in t h e Adva n ce d se t t in gs.

More on Advanced Settings You can change inform at ion about t he docum ent as set by t he creat orunless t he file has securit y set t ings t hat prevent changes.

When you have finished m aking changes t o t he docum ent 's propert ies, click OK t o close t he dialog. You have t o save t he file in order t o apply t he m odified propert ies.

TIP 40: Deciding What Your Reader Sees First The I nit ial View pane of t he Docum ent Propert ies dialog let s you m odify t he I nit ial View set t ings. Change t he opt ions t o cont rol what your readers see when t hey open your docum ent . Choose File > Docum ent Propert ies and click t he I nit ial View t ab t o display t he docum ent view set t ings.

Make Your Content Pop! Rem oving access t o m enus and com m ands isn't necessarily a bad t hing. When screen space is an issue, or if you want your cont ent t o j um p out at t he reader, hiding t he m enu bar and t oolbars helps draw m ore at t ent ion t o your docum ent . But be careful when you decide t o do t hist he next t im e t he docum ent opens, you can only use short cut keys t o cont rol t he program . Make sure you provide ot her t ypes of cont rols, such as links, from t he docum ent .

Choose a Show opt ion based on t he docum ent 's cont ent s and how t he reader uses t he docum ent (Figu r e 4 0 a) . The key t o choosing a viewing opt ion is how you want your viewers t o navigat e t he docum ent . What is t he m ost im port ant inform at ion for your viewers t o not e when t hey open t he docum ent ? What is t he sim plest way for t hem t o m ake t heir way t hrough t he inform at ion you are present ing? I n a long docum ent , you oft en use a bookm ark st ruct ure as a way t o link cont ent in various locat ions. For such docum ent s, choose t he Bookm arks Panel and Page view. I n an im age- based docum ent , such as a slideshow, you can use t he Pages Panel and Page view. That way, your reader can easily browse t he docum ent using t he t hum bnail views of t he pages ( Figu r e 4 0 b) .

Figu r e 4 0 b. Le t you r vie w e r n a viga t e t h r ou gh a n im a ge - ba se d docu m e n t u sin g t h u m bn a il vie w s of t h e pa ge s. [View full size image]

I n a short docum ent wit h m ult iple at t achm ent s, such as an execut ive sum m ary wit h at t ached det ailed inform at ion in a num ber of accessory files, choose t he At t achm ent s Panel and Page view.

What's in a Name? Choose eit her t he docum ent nam e or t he filenam e t o display at t he t op of t he program window. I t 's a sm all det ail but cont ribut es t o a m ore polished piece of work. Aft er all, what is m ore descript ive" Hua Hin Beach" or " hhb040204" ? To use a docum ent nam e, be sure t o add t he descript ive cont ent on t he Descript ion pane of t he Docum ent Propert ies dialog.

I n a layered docum ent , choose t he Layers Panel and Page view; your readers can m ake t heir way t hrough t he layers in t he docum ent ( Figu r e 4 0 c) .

Figu r e 4 0 c. You ca n sh ow t h e La ye r s pa n e for a m u lt ila ye r e d docu m e n t . [View full size image]

Figu r e 4 0 a . Se le ct diffe r e n t w a ys of displa yin g you r docu m e n t fr om t h e Sh ow opt ion pu ll- dow n list .

I n addit ion t o a default , t here are four ways t o display t he docum ent 's pages. Choose an opt ion from t he Page Layout pull- down list . The set of page layout opt ions are t he sam e as t hose found on t he st at us bar below t he Docum ent pane. Unless your docum ent 's securit y set t ings prohibit it , your readers can choose t heir own page display using t he st at us bar icons ( Figu r e 4 0 d) .

Figu r e 4 0 d. Ch oose fr om se ve r a l pa ge la you t opt ion s; t h e opt ion s ca n be se le ct e d fr om t h e st a t u s ba r u n le ss se cu r it y se t t in gs pr oh ibit vie w ch a n ge s.

Select an opt ion from t he Magnificat ion pull- down list (Figu r e 4 0 e ) : As wit h t he page layout s, t he reader can cont rol m agnificat ion in t he docum ent using t he cont rols on t he st at us bar. Choose a zoom opt ion depending on t he docum ent 's cont ent . Fit Widt h is com m on for t ext docum ent s, for exam ple; t he reader sees t he ent ire widt h of t he docum ent and can scroll t hrough vert ically t o see t he rest . Use m agnificat ions carefully. A large im age is oft en best present ed at full size, and t he reader can zoom in for a closer look. I n Figu r e 4 0 f , t he left side shows a page at 400 percent ; t he right side shows t he Full Page m agnificat ion. I f you want t o use a high m agnificat ion for im pact ( t he zoom ed version does look rat her exot ic) , be sure t o use a high- resolut ion im age.

Figu r e 4 0 f. Se t m a gn ifica t ion a ccor din g t o you r con t e n t . A fu ll- pa ge scr e e n is u su a lly e a sie r t o u n de r st a n d t h a n e x t r e m e m a gn ifica t ion .

Figu r e 4 0 e . You ca n ch oose fr om n u m e r ou s m a gn ifica t ion pr e se t s.

Choose an opt ion t hat defines how t he window will open (Figu r e 4 0 g) . Again, t he purpose of t he docum ent det erm ines which opt ion you'll choose. I f you are using a full- page layout , for exam ple, pick t he Resize opt ion t o show your ent ire page wit h t he docum ent window fit t ed around it . This produces t he m ost professional- looking layout s.

Figu r e 4 0 g. Ch oose a n opt ion t h a t de fin e s h ow you r docu m e n t w ill ope n , a n d w h e t h e r or n ot you sh ow u se r con t r ols for you r docu m e n t s.

The final opt ions deal wit h displaying user cont rols, also shown in Figure 40g. Rem oving access t o m enus and com m ands can m ake it im possible for your reader t o navigat e t hrough your docum ent .

TIP 41: Exporting PDF Documents in Other Formats You can use a PDF docum ent for a variet y of purposes, and t hen pass it t hrough various program s. For exam ple, you can creat e a docum ent in Microsoft Word, convert it t o a PDF using PDFMaker, and t hen export it from Acrobat as an HMTL Web page t hat includes JPEG im ages.

Editing Export Preferences Do you find yourself cont inually export ing t he sam e t ypes of files from Acrobat and m aking t he sam e set t ings changes? I f so, change t he preferences t o save yourself precious t im e. Choose Edit > Preferences ( in Mac, Acrobat > Preferences) t o open t he Preferences dialog. Click Convert from PDF in t he left pane. Select t he form at you want t o m odify from t he list in t he right pane. When you select an opt ion, it s set t ings appear in t he dialog. Click Edit Set t ings t o open t he sam e set t ings dialog you use t o export an individual file. Adj ust t he set t ings as desired and click OK. Click OK again t o close t he Preferences dialog. Now your file export s use your m odified set t ings, saving you processing t im e for each file.

To save a PDF docum ent in anot her file form at : 1 . Choose File > Save As t o open t he Save As dialog and click t he arrow t o open t he Save as Type pulldown list ( Figu r e 4 1 ) .

Figu r e 4 1 . Acr oba t offe r s m a n y file for m a t s you ca n u se for e x por t in g a docu m e n t . [View full size image]

2 . Select a form at . The file form at ext ension is appended t o t he file's nam e and t he Set t ings but t on becom es act ive. 3 . Click Set t ings t o open a Set t ings dialog. The available opt ions are specific t o t he file form at you chose. 4 . Adj ust t he set t ings in t he dialog and click OK t o ret urn t o t he Save As dialog. 5 . Click Save. Acrobat export s your file in your chosen form at and t he Save As dialog closes.

TIP 42: Saving a PDF as a Word or RTF File Acrobat let s you save a PDF file in t wo form at s t hat you can t hen use in Word or ot her docum ent processing program s. When t he docum ent is open in Acrobat , choose File > Save As t o open t he Save As dialog, and choose from Rich Text Form at ( RTF) or Word docum ent ( DOC) form at based on how you plan t o use t he cont ent .

Which Format Is Best? I f you want t o use t he docum ent in Word, export it as a Word docum ent ; for use in anot her docum ent - processing applicat ion, use RTF.

Once you choose a form at , click Set t ings t o access t he opt ions for your desired form at ( Figu r e 4 2 ) . A Save As dialog appears; t he opt ions vary depending on t he form at .

Figu r e 4 2 . Ch oose e x por t se t t in gs for docu m e n t s, in clu din g la you t a n d im a ge opt ion s.

Here are som e point ers: I nclude Com m ent s is select ed by default ; deselect it if you don't need com m ent s in t he export ed docum ent . Don't export t he im ages if you don't need t hem . They add t o file size and processing t im e. I f you want t o export im ages and your PDF file cont ains bot h color and grayscale im ages, choose Det erm ine Aut om at ically from t he Use Colorspace pull- down list . I f you don't absolut ely need t he im ages t o be in color, it 's a good idea t o select t he Grayscale opt ion since t he files are processed fast er and are sm aller in size.

The Difference Is… Check your docum ent carefully when you export a PDF docum ent t o Word form at , as som e t ext m ay be int erpret ed as im ages. I f you review a DOC file export ed from Acrobat and not ice som e t ext looks different , t ry clicking it in Word. I f it select s as an im age, you have t o process t he cont ent m anually. To do t his, select t he t ext in Acrobat and copy and past e it int o Word, or rekey t he t ext in Word.

The opt ion for generat ing t ags is select ed by default . These t ags are not m aint ained in t he export ed docum ent ; t hey are used only in t he conversion process and t hen discarded. Leave t he opt ion select ed.

N ot e I m age resolut ion for export default s t o 150 dpi. You can change t he resolut ion depending on t he file form at chosen; opt ions range from 72 t o 300 dpi.

TIP 43: Exporting as HTML, XML, or Text What if you have a PDF docum ent and need a Web page in a hurry? Or want t o use j ust t he t ext from a docum ent ? Easy. You can export t he cont ent and im ages from Acrobat in HTML or XML form at . XML describes dat a and focuses on what t he dat a cont ains, while HTML displays dat a and focuses on how dat a looks. I f you want t o use a PDF docum ent as a Web page, use one of t wo HTML form at s. But if you want t o your docum ent 's cont ent s t o be used for dat a exchange in a corporat e environm ent , choose XML form at . Choose t he accessible or plain t ext opt ion for out put when you don't want any applied st yles or form at t ing.

HTML or XML? HTML and XML funct ion different ly and are used for different purposes: I f you are saving a PDF docum ent for use on a Web sit e, use an HTML form at . Acrobat does a good j ob of convert ing a page and creat ing st yles for t he page. Com put er syst em s and dat abases cont ain dat a in incom pat ible form at s. Convert ing your docum ent 's dat a t o XML reduces t he com plexit y and creat es dat a t hat can be read by m any t ypes of applicat ions. XML defines t he st ruct ure of t he docum ent and doesn't organize it in t he sam e fashion as HTML willt hat is, int erpret ing t he code and displaying im ages and t ext in a browser window. Use XML form at when you want t o export a docum ent for dat a exchange, such as for use in spreadsheet s or dat abases.

Choose File > Save As and select a file form at opt ion from t he Save As pull- down list . Click Set t ings t o open t he Set t ings dialog specific t o t hat form at t ype ( Figu r e 4 3 a ) . I f you choose t he accessible t ext opt ion, t here aren't any set t ings you can m odify m anually. I f you're using a specific form at , choose it from t he pull- down list , or leave t he default ( Use m apping t able default ) . Bookm arks and t ags are generat ed aut om at ically. Bookm arks, convert ed t o links, are placed at t he st art of t he docum ent . Choose opt ions in t he I m age File Set t ings pane. Acrobat creat es a new subfolder nam ed " im ages" ; you can edit t his field t o suit your purposes.

Need More Control? I f you are building a large sit e, you'll find it m ore efficient over t im e t o writ e t he code by hand or t o use an HTML or WYSI WYG edit or. Eit her approach gives you cont rol over t he page's st ruct ure as well as st yle sheet design.

Click OK t o close t he Set t ings dialog and ret urn t o t he Save As dialog, and t hen click OK t o convert t he file. I n t he Explorer window, you can see t hat t he file's im ages are num bered and use t he assigned prefix (Figu r e 4 3 b) .

Figu r e 4 3 b. Assign a pr e fix t o e x por t e d im a ge s t o k e e p t r a ck of you r e ffor t s.

Figu r e 4 3 a . Ch oose e x por t se t t in gs in t h is dia log for se ve r a l t e x t - ba se d e x por t opt ion s.

TIP 44: Saving a PDF as an Image Oft en you save a PDF docum ent in a t ext and im age form at as HTML or as a Word docum ent , for exam ple. However, you can also save a PDF docum ent as an im age. You m ight want t o do t his when: You want t o use t he cont ent as part of anot her proj ect or process. You want t o creat e t hum bnail im ages of pages for use in ot her docum ent s. You need t o prot ect t he cont ent in a page. Export ing as an im age wit h securit y prevent s t ext and ot her cont ent changes.

Check Your Color Space You can export im ages t o applicat ions, such as Adobe I llust rat or, t hat use EPS ( Encapsulat ed Post Script ) files. Take care wit h t he set t ings, however. I f t he file is form at t ed using RGB color space you won't be able t o creat e an EPS file. I nst ead, you'll see a m essage t elling you t hat an im age uses a color form at t hat won't separat e. I n t his case, you can't export t he im ages as EPS files. The only way t o rect ify t he sit uat ion is t o use a source im age t hat uses a CMYK color space.

To save a PDF as an im age, choose File > Save As and select an im age export opt ion from t he Save As pull- down list . Next click Set t ings t o open t he Set t ings dialog; t he Save As JPEG Set t ings dialog is shown in Figu r e 4 4 a . Modify t hese opt ions according t o your requirem ent s, which vary depending on t he file form at you select ed.

Figu r e 4 4 a . Con figu r e se t t in gs for e x por t in g a PD F docu m e n t a s a n im a ge .

Click OK t o close t he Set t ings dialog box and t o ret urn t o t he Save As dialog; click OK t o convert t he file. Acrobat convert s each page of your docum ent t o an im age. The im age will be t he sam e size as t he docum ent page. An im age of a docum ent m akes a very nice link from anot her docum ent . When you are building a large proj ect incorporat ing several t ypes of m at erial, you t ypically link t he docum ent s t oget her. You can use t ext links, but you can also use an im age of t he linked docum ent , as in Figu r e 4 4 b. I have a docum ent t hat is linked t o a slideshow. I nst ead of using t ext t o link, I used a t hum bnail- sized im age of t he first page of t he slideshow. Be sure t he out com e is wort h t he effort don't use an im age of an all- t ext page, for exam ple.

Figu r e 4 4 b. You ca n u se a n e x por t e d im a ge a s a visu a l lin k .

TIP 45: Exporting all the Images in a Document You can export im ages along wit h cont ent when you save a docum ent in an HTML version. You can also export t he im ages alone, and specify t he ext ract ion size.

Check the Default Size Ext ract ing all t he im ages from a docum ent is a good ideabut do you really need 100 copies of your com pany logo? I f your logo is placed on each page of a docum ent , for exam ple, set t ing t he ext ract ion size t o t he logo's size prevent s one copy of t he im age from being export ed from each page.

Follow t hese st eps: 1 . Choose Advanced > Export All I m ages; t he Export All I m ages As dialog opens. Browse for t he folder you want t o use t o st ore t he im ages. 2 . Choose an im age form at from t he pull- down list at t he bot t om of t he dialog, such as PNG. 3 . Click Set t ings t o open t he Export All I m ages As [ form at ] Set t ings dialog. I n t his exam ple, as shown in Figu r e 4 5 , t he dialog shows Export All I m ages As PNG Set t ings. The dialog is sim ilar t o t hat shown in Figure 6a wit h one addit ionyou can specify t he ext ract ion size by clicking t he Ext ract ion pull- down arrow and choosing a size. The default is set at 1.00 inches, which m eans t hat all im ages in t he docum ent t hat are 1 inch in size and sm aller are not export ed.

Figu r e 4 5 . Spe cify t h e size of t h e im a ge s e x t r a ct e d fr om a docu m e n t .

4 . Click Save t o export t he im ages t o t he folder and save t hem using t he file's nam e and an increm ent al num ber.

I n t he case of JPEG and JPEG2000 form at s, im ages t hat have a specified com pression and resolut ion aren't affect ed by t he set t ings you choose in t he dialog.

Chapter SIX. Printing You know t hat you can print any PDF docum ent and it ret ains t he int egrit y of your original docum ent t hat 's one of t he big at t ract ions of t he Port able Docum ent Form at , aft er all. However, in addit ion t o providing m et hods for print ing and choosing a wide range of opt ions, Acrobat 7 Professional also includes a suit e of preflight t ools, which are used t o evaluat e and prepare docum ent s for sending t o high- resolut ion print ers. Som e of t he preflight t ools are useful regardless of t he int ended out put for your docum ent while ot hers are best used for print product ion j obs.

TIP 46: Choosing Print Settings Print ing from Acrobat can be m uch m ore com plex t han clicking t he Print but t on: You can cont rol what you print as well as where and how a docum ent is print ed. I n addit ion, Acrobat let s you print t o a print er or t o a file, define a port ion of your docum ent for print ing, or creat e a Post Script file.

Picking Pages You can use Acrobat 's Pages pane t o select port ions of a docum ent t o print : To select a group of pages, click t he first page t o select it , hold down t he Shift key, and click t he last page t o select it . Acrobat select s all pages in bet ween as well. To select noncont iguous pages, click t he first page t o select it , hold down Ct rl/ Com m and, and click t he ot her pages you want t o print . Choose File > Print t o proceed wit h your print j ob.

Choose File > Print t o open t he Print dialog (Figu r e 4 6 ) . Here you can choose specific print charact erist ics, such as t he print range and num ber of copies. Let 's t ake a look.

Figu r e 4 6 . Se le ct pr in t ch a r a ct e r ist ics a n d opt ion s in t h e Pr in t dia log box . [View full size image]

Print What You See Suppose you want t o print a port ion of an im age t hat shows a spect acular palm t ree or your dog's face. Resize t he program window t o show only t he cont ent you want t o print ; use t he scroll bars and m agnificat ion t ools t o get t he placem ent correct . Then choose File > Print and click Current View in t he Print Range set t ings of t he Print dialog. The area displayed in t he program window shows in t he Preview area. Choose ot her print set t ings, and click OK t o print .

Choose a print er from t he Nam e list in t he Print er list ; on Mac OS, choose an opt ion from t he Preset s pop- up m enu. Your operat ing syst em 's print er and print er driver inst allat ions, as well as your net work configurat ion, det erm ine t he Preset s and Print er list s. I n Windows, click Print t o file t o creat e a Post Script file. Specify a print range and opt ions such as page scaling and num ber of copies.

More Printing Options Look for t hese ot her set t ings in t he Print dialog: I f you are working in Windows, and using a drawing t hat cont ains colored lines, such as an engineering drawing, click Print Color As Black t o force all nonwhit e color t o print as black. This allows t he lines t o be readily visible on a black- andwhit e print ed page. You can quickly change t he size of a print ed docum ent . Click t he Page Scaling pulldown arrow and choose Fit t o Paper. Your docum ent is reset at t he page size select ed in t he print er propert ies.

Click t he Com m ent s and Form s pull- down arrow and choose t he docum ent only ( t he default set t ing) , t he docum ent and com m ent s, or form fields. See Tip 125 in Chapt er 15 for m ore on print ing com m ent s.

N ot e Choose File > Print Set up t o set general print opt ions, such as t he print er you want t o use. The opt ions vary according t o your print er and print er drivers. The sam e set t ings available from t he Print Set up dialog appear at t he t op of t he Print dialog. I n Windows, click Propert ies t o set driver opt ions; in Mac OS, driver opt ions are set in t he Print Cent er.

Before print ing, preview t he page in t he Preview area of t he dialog. I f you like, drag t he slider below t he Preview area t o show t he ot her pages in t he docum ent . Click OK t o close t he dialog and st art t he print j ob.

TIP 47: Print Troubleshooting 101 These t roubleshoot ing t ips won't st at e t he obvious, such as t elling you t o check whet her your print er has paper or t hat it 's t urned on. However, I will offer som e basic t ips and hint s t hat you m ay find handy in t im es of st ress ( usually one m inut e before a deadline! ) I f you're having t rouble print ing a PDF: Rewrit e t he file. Choose File > Save As, and resave t he file as it self ( don't change t he nam e, and click OK when prom pt ed t o overwrit e t he exist ing file) . I usually save it as it self so I don't get confused by st oring m ult iple copies of t he sam e docum ent . Each t im e you save a PDF file, it act ually saves a version of it self. When you choose Save As and resave it as a PDF, it overwrit es all t he st ored versions, som et im es clearing a st ored problem .

Don't Print Everything I n a pinch, you can t ry print ing t he file in sect ions. You m ay find t he print ing problem com es from one obj ect on one page, and t hat single error could prevent t he docum ent from print ing. Once you isolat e t he problem , you m ight have t o re- creat e a page, but t hat is m uch sim pler t han st art ing over.

Print t he file as an im age. Som et im es a docum ent won't print because of errors in int erpret ing t he t ext or font inform at ion. I f you print as an im age, font and t ext inform at ion isn't required. I n t he bot t om left of t he Print dialog, you'll see t he Advanced but t on (Figu r e 4 7 a ) . Click t his but t on t o open t he Advanced Print Set up dialog, and t hen select t he Print As I m age opt ion (Figu r e 4 7 b) . You'll not e t hat t he Set t ings opt ion swit ches from Acrobat Default t o Cust om when you click t he Print As I m age check box. Click OK t o close t he dialog, and t hen click OK t o t ry print ing again.

Figu r e 4 7 a . Click t h e Adva n ce d bu t t on t o ope n t h e Adva n ce d Pr in t Se t u p dia log.

Figu r e 4 7 b. You ca n pr in t a n y docu m e n t a s a n im a ge ; ch oose fr om a r a n ge of r e solu t ion s. [View full size image]

Re- creat e t he PDF file using a different m et hod; for exam ple, if you originally convert ed t he file using PDFMaker, t ry again using Acrobat Dist iller. Som et im es I have had luck convert ing a file from wit hin Acrobat t hat didn't work correct ly when originally convert ed from wit hin Word.

Help! I f you run int o print ing problem s, click Print ing Tips at t he bot t om left of t he Print dialog t o open Adobe's print t roubleshoot ing docum ent an excellent and com prehensive reference.

I f you are using a Post Script print er, you can set t he print er t o display print ing errors. Check your print er's docum ent at ion. Check t hat t he Post Script Print er Descript ion ( PPD) file is up t o dat e, and t hat you are using t he PPD file recom m ended by t he print er m anufact urer. I f you are using a Web file, download t he PDF again and t ry print ing once m ore. I n a layered docum ent , m erge or flat t en t he layers in t he PDF file t o det erm ine if a layer is causing t he print ing issue. To preserve your original, save t he docum ent wit h anot her nam e aft er flat t ening layers. I f t he docum ent you are t rying t o print has color separat ions, print a com posit e of t he docum ent t o see if a color plat e is causing t he problem

TIP 48: Choosing and Using Fonts Font s can be a beaut iful t hing. I t isn't always easy t o find t he perfect font for a part icular proj ect but you can t ry! Before convert ing a docum ent t o PDF, m ake sure your font s can be used and viewed by ot hers. This t ip describes t he process for using t he PDFMaker in Word. The sam e m et hods apply t o any program t hat uses t he Adobe PDF print er driver or Acrobat Dist iller since t he sam e .j obopt ions files are used t hroughout .

Attention, Font Aficionados! Rat her t han scrolling t hrough t he list and locat ing font s t o em bed or add t o t he Never Em bed list , click Add Nam e. When t he sm all dialog opens, t ype t he nam e of t he font you want t o add, and click Always Em bed or Never Em bed. Then click Add t o add t he font t o t he appropriat e list ; cont inue t o t ype nam es and add font s unt il you have finished and t hen click Done.

Once your m ast erpiece is creat ed and perfect ed, check t he conversion set t ings. Choose Adobe PDF > Change Conversion Set t ings. When t he dialog opens, click t he Advanced Set t ings but t on t o open t he Adobe PDF Set t ings dialog; t hen click t he Font s folder in t he left colum n t o display t he Font s set t ings ( Figu r e 4 8 a ) .

Figu r e 4 8 a . Ch oose w h ich fon t s t o e m be d a n d a dd t h e m t o t h e list a t t h e t op r igh t . Som e fon t lice n se s pr oh ibit e m be ddin g. [View full size image]

Depending on t he conversion set t ings opt ion you are using, you m ay find t he Em bed all font s, Em bed Open Type font s, or t he Subset em bedded font s checkboxes at t he t op of t he pane already select edt he default for t he .j obopt ions file in use. I n t he lower port ion of t he window, select t he font you want t o em bed from t he list at t he left and click Add. The font is added t o t he Always Em bed list at t he right . As you can see in Figure 48a, a font has been added t o t he list .

Embedding and Subsetting Em bedding m eans t hat inform at ion about all t he charact ers in t he font s is aut om at ically at t ached for use aft er t he docum ent is convert ed t o a PDF. Subset t ing refers t o a percent age of t he font 's inform at ion based on t he num ber of charact ers used in t he docum ent . When you em bed a font , t he t ext in t he docum ent using t hat font displays correct ly. You can preserve your cont ent precisely using subset t ing. Choose a subset t ing value up t o 100% , which m eans t hat all of t he charact ers used are em bedded. I t 's a good idea t o subset at 100% t he difference in file size is hardly not iceable. I f you use half of t he possible charact ers in a font and subset t ing is set t o 100% , all your inform at ion is used. I f you use half t he possible charact ers in a font and have subset t ing set at 25% , ot her charact ers m ay be subst it ut ed. Subset t ing is im port ant for docum ent s sent t o a print service or press, since it m eans t hat your docum ent cont ains a collect ion of t he font charact ers act ually used in t he docum ent .

When t he docum ent is print ed, it uses t he inform at ion in your docum ent , not t hat of t he print er's version of t he font , ensuring precise result s. Docum ent s t hat com ply wit h PDF/ X st andards always use subset t ing and em bedding.

Som e font s can't be em bedded. A key t o t he left of t he font 's nam e indicat es t hat t he font is locked. I f you select t hat font , Acrobat displays a m essage below t he Font Source colum n st at ing t hat t he font 's license does not perm it em bedding. I n t his case, you have t wo opt ions: Eit her you m ust purchase t he font for everyone who uses t he docum ent , or you should change t o a font t hat can be em bedded. When you have finished, click OK. Before you leave t he Adobe PDF Set t ings dialog, you are prom pt ed t o nam e t he .j obopt ions file. Back in t he source program , convert t he docum ent t o PDF. I n Acrobat , t he docum ent looks t he sam e, but is it t he sam e? The t ext shown at t he left of Figu r e 4 8 b is t he t ext in t he source program ; t hat shown in t he right is t he t ext aft er convert ing t o PDF.

Figu r e 4 8 b. Th e or igin a l W or d docu m e n t is sh ow n a t t h e le ft ; t h e con ve r t e d docu m e n t in Acr oba t is sh ow n a t t h e r igh t .

TIP 49: Previewing Fonts in Acrobat Before you finish a docum ent cont aining t ext t hat m ust be visually correct , experim ent wit h it in Acrobat .

Embedding Fonts When you are building PDF docum ent s for dist ribut ion, t ry t o use a font t hat can be em bedded whenever possible. I f a font can't be em bedded, such as t he one used in t his t ip's exam ple, Acrobat subst it ut es wit h one of t wo font sAdobe Serif MM for a serif font , or Adobe Sans MM for a m issing sans serif font ( see Figure 4b) .

A com m on error is t o preview a docum ent only on your com put er using t he font s you have inst alled. You can't evaluat e t he em bedding/ subset t ing using your com put er's font syou need t o t est how ot her com put ers display your docum ent . By default , Acrobat uses t he local font s ( t hose inst alled on your com put er) for displaying docum ent s. Figu r e 4 9 a shows t he t ext using font s inst alled on m y com put er for m y sam ple docum ent . I n t he Advanced m enu, I deselect ed t he com m and Use Local Font s. The result s are shown in t he lower port ion of Figure 49a.

Figu r e 4 9 a . W h e r e did t h e fa n cy fon t go?

Handling Proofs Tradit ionally proofs are print ed and t hen t he proof and t he original are com pared side by side. I nst ead of print ing paper proofs, use t he Com m ent ing sum m ary feat ure t o produce a single docum ent t hat shows t he com m ent in t he sum m ary wit h a connect or line t o t he correct ion or com m ent added t o t he docum ent . Choose eit her t o split t he view bet ween t wo pages ( which put s a docum ent page on one page and com m ent s on anot her) , or place t he com m ent s and docum ent page on t he sam e page. Read m ore about com m ent sum m aries in Chapt er 15.

The difference is clear. The first font , Caslon, was em bedded. The font used for t he second row of t ext , Biom et ric Joe, is a locked font and can't be em bedded. As a result , if I shipped a docum ent using t hese font s, only t he first font would display correct ly. You can check t he Docum ent Propert ies for confirm at ion. Choose File > Docum ent Propert ies > Font s. The inform at ion for t he Caslon font is as you would expect : The dialog st at es t hat t he font is em bedded and also subset . The subst it ut e font configures it self t o sim ulat e t he m issing font as closely as possible. I n t he exam ple, alt hough t he font looked different st ruct urally, it st ill used t he sam e color, size, and spacing. Look at t he font inform at ion for Biom et ric Joe. Alt hough t he nam e and font t ype are list ed, you see t he act ual font used, Adobe Sans MM, is a subst it ut e for t he original ( Figu r e 4 9 b) .

Figu r e 4 9 b. Ch e ck t h e fon t st a t u s in t h e D ocu m e n t Pr ope r t ie s. I n t h e ca se of Biom e t r ic Joe , t h e or igin a l fon t is r e pla ce d by a su bst it u t e fon t .

Previewing Color Separations Docum ent s going t o a print er for a full- color print ing use color separat ion plat es. The im age is com posed of four layers: cyan, m agent a, yellow, and black ( collect ively called CMYK) , wit h each layer cont aining varying am ount s of ink. Overprint colors are t wo unscreened inks print ed on t op of each ot her, such as m agent a ink over yellow ink, result ing in a bright orange overprint . I f overprint ing isn't t urned on, only t he m agent a ink print s. To preview your im ages in Acrobat : Choose Tools > Print Product ion > Out put Preview, t hen choose Separat ions from t he Preview m enu t o est im at e t he color. Click Color Warnings in t he Preview m enu and t hen click t he Show Overprint ing check box t o assess t he docum ent . Use t his com m and for a quick check of your docum ent before sending it t o t he print er t o m ake sure all colors are present . I f t hey aren't , open your source docum ent or Dist iller and check t he set t ings, t hen re- creat e t he docum ent .

TIP 50: Print Production Acrobat 7 Professional includes a suit e of print product ion t ools you can use t o evaluat e and prepare docum ent s for high- end print ing. Choose Tools > Print Product ion and select an opt ion from t he subm enu, or select Show Print Product ion Toolbar t o display t he set of t ools ( Figu r e 5 0 a ) . When t he Print Product ion t oolbar is open, t he subm enu com m and is Hide Print Product ion Toolbar. You can also access t he t oolbar from t he short cut m enu. Right - click ( Cont rol- click) t he t oolbar area at t he t op of t he program window and choose Print Product ion from t he t oolbar list ing.

Figu r e 5 0 a . Ch oose t ools for pr in t pr odu ct ion fr om t h e t oolba r or m e n u . [View full size image]

Avoiding White Patches Click t he Transparency Flat t ening t ool t o open t he Flat t ener Preview dialog. Where you have layered im ages in your docum ent s, unless t he layers are flat t ened before print ing, t ransparent areas print as whit enot what you usually want t o see in your m ast erpiece. Choose t he desired set t ings and click Apply.

Alt hough t he t ools are int ended for high- resolut ion print ing, t here are several t ools t hat can be very useful in m any business- based product ion sit uat ions as well:

t o open t he Out put Preview dialog. Click t he Sim ulat ion Profile drop- down Click Out put Preview arrow and choose opt ions t o show you how your docum ent would look using different t ypes of paper, different m onit ors, different color profiles, and so on (Figu r e 5 0 b) .

Figu r e 5 0 b. Sim u la t e h ow you r docu m e n t w ou ld look u sin g diffe r e n t t ype s of pa pe r , m on it or s, a n d ot h e r t ype s of ou t pu t .

Soft-Proofing The Out put Preview dialog is used t o sim ulat e how your docum ent looks in different condit ions. I n t radit ional publishing, you print a hard copy of t he docum ent t o preview t he colors. I n Acrobat , you can use color profiles and ot her set t ings t o show how your docum ent will look in print ; t his is called soft - proofing. Click t he Sim ulat e I nk Black check box t o preview how t he docum ent would look print ed in black ink; click t he Sim ulat e Paper Whit e t o preview t he color of your docum ent print ed on whit e paper. The Sim ulat e Paper Whit e opt ion is used in addit ion t o t he Sim ulat e I nk Black opt ion. Not all profiles in Acrobat will support t hese t wo soft - proofing opt ions. I n order for soft - proofing t o be valuable, your m onit or m ust be calibrat ed correct ly; you should also consider room light ing. For exam ple, bright fluorescent light can cast pink or blue t ones on your screen.

To open t he Crop Pages dialog, click t he Crop t ool ; use t he set t ings t o crop off unwant ed areas of t he page. Read m ore about t he Crop t ool in Chapt er 9. Click t he PDF Opt im izer t ool t o open t he PDF Opt im izer dialog. I n t his dialog, you can choose set t ings t o decrease t he size of t he file, com press im ages, unem bed font s, rem ove unused obj ect s, and ot her processes. The PDF Opt im izer is discussed in Chapt er 17.

TIP 51: Basic Preflighting Preflight ing, t he process of reviewing a PDF docum ent t o ensure t hat it m eet s specific print ing requirem ent s, is t he t radit ional realm of t he prepress world. But have you ever had t o prepare ads for a newspaper or a m agazine? Or design brochures? Or creat e an annual report ? I 'd bet m ost people have had t hese t ypes of experiences.

Proofreader's Marks I f you are working in print product ion and need t o use t radit ional proofreading m arks, build som e cust om st am ps. Creat e t he proofreading m arks in an illust rat ion program , and print as a PDF or export as a PDF. I n Acrobat 7, choose Tools > Com m ent ing > St am p Tools > Creat e Cust om St am p. I n t he Select I m age for Cust om St am p dialog, click Browse and locat e your illust rat ion ( now a PDF) . Click Select and t he st am p is im port ed. Creat e a cust om folder or add t he st am p t o your favorit es; learn m ore about st am ps in Chapt er 14.

Preparing a print j ob, expecially one int ended for prepress, can be a laborious and t im e- consum ing process. Acrobat 7 Professional includes a suit e of preflight t ools you can use t o evaluat e your files for problem s wit h it em s such as im age com pression and t ransparency. Choose Advanced > Preflight t o open t he Preflight dialog (Figu r e 5 1 a ) and give t he program a m inut e t o load t he profiles. The available t est ing profiles range from st andards com pliance opt ions, t o indust ry st andards for m agazines and newspapers, t o t est ing for specific it em s such as t ransparency or im age resolut ions, t o com pliance wit h a part icular version of Acrobat .

Figu r e 5 1 a . Ch oose opt ion s for t e st in g you r docu m e n t 's pr in t ou t pu t in t h e Pr e fligh t dia log. [View full size image]

Scroll t hrough t he list t o find t he profile you want t o use t o evaluat e t he docum ent . When you choose a profile, inform at ion displays in t he Purpose of t he select ed Preflight profile sect ion of t he dialog below t he list.

More Info The basic analysis is only t he beginning of what you can learn about a docum ent . At t he bot t om of t he Preflight dialog, you can select Show det ailed inform at ion about docum ent ( Figure 51b) , which displays an overview of it em s ranging from font s and im ages t o layers and color spaces. Use t he inform at ion t o find specific det ails about errors or cont ent in t he docum ent .

Figu r e 5 1 b. On ce you r docu m e n t is a n a lyze d, e r r or s a n d ot h e r in for m a t ion sh ow in t h e Re su lt s displa y.

Select an obj ect in t he docum ent from t he Preflight dialog's result s list and t hen click Show select ed elem ent in Snap view. A pop- up window ident ifies t he obj ect based on it s locat ion on a page. This feat ure is part icularly useful in an im age- int ensive docum ent t o pinpoint an obj ect or it em on a page. The Snap view doesn't work wit h all errors or obj ect s. For exam ple, you won't see a layer error.

You don't have t o preflight t he ent ire docum ent ; click t he Preflight only pages check box and t ype t he page range you want t o evaluat e. Then click t he Execut e but t on and t he docum ent is t est ed. The result s of t he analysis are shown in t he Preflight dialog ( Figu r e 5 1 b) . Errors are indicat ed by a big red X; it em s t hat com ply wit h t he profile you chose are indicat ed by a green checkm ark.

TIP 52: Making a Document PDF/X Compliant PDF- X is t he print st andard used in PDF and Post Script files t o ensure t he docum ent m eet s crit eria for high- resolut ion print ing. Unless you're creat ing an Adobe PDF docum ent for print product ion, you can ignore t he PDF/ X opt ions.

Evaluating a Number of Documents You can evaluat e a num ber of docum ent s for com pliance at one t im e by using a bat ch process. Read about designing a bat ch script in Chapt er 17.

N ot e You can't creat e a PDF/ X- com pliant docum ent using PDFMaker.

Choose Advanced > Preflight or click t he Preflight icon on t he Print Product ion t oolbar t o open t he Preflight dialog. I f you choose one of t he profiles t hat require PDF/ X- com pliance, such as Magazine Ads, t he com pliance st at us of t he docum ent is defined aut om at ically. All t he list ings in t he Preflight dialog's Profiles list in bold t ype require PDF/ X- com pliance.

at To convert t he act ive docum ent t o a PDF/ X- com pliant docum ent , click t he Convert t o PDF/ X icon t he lower left of t he Preflight dialog. The Preflight : Convert t o PDF/ X dialog opens (Figu r e 5 2 a ) . Choose a proposed conversion opt ion, eit her PDF/ X- 1a or PDF/ X- 3, select an out put condit ion from t he pull- down list , and specify a t rapped key opt ion. Click OK t o close t he dialog and st art t he processing.

Figu r e 5 2 a . W h e n con ve r t in g a docu m e n t t o a PD F/ X for m a t , ch oose t h e t ype of con ve r sion a n d ou t pu t con dit ion s.

A m essage dialog displays t o t ell you whet her t he conversion was successful ( Figu r e 5 2 b) . Click OK t o close t he dialog and display t he result s in t he Preflight dialog ( Figu r e 5 2 c) . Click t he ( + ) signs t o t he left of any error m essage t o display m ore det ailed inform at ion. You can also see t he error in t he Preflight : Snap View dialog.

Figu r e 5 2 b. Re su lt s of t h e con ve r sion a r e displa ye d in a sm a ll dia log.

Figu r e 5 2 c. I n for m a t ion a bou t you r con ve r sion e ffor t is list e d in t h e Re su lt s displa y in t h e Pr e fligh t dia log. Pin poin t spe cific pr oble m s u sin g t h e Pr e fligh t : Sn a p Vie w dia log.

Variations on the PDF/X Theme You can choose from a num ber of different PDF/ X st andards. The one you select depends on t he final processing of t he docum ent : A docum ent dest ined for digit al press uses a PDF/ X- 1a st andard; t his st andard has versions for 2001 and 2003. You can also choose PDF/ X- 3 st andards t hat are 2002- or 2003- com pliant ; t he PDF/ X- 3 st andard includes color usage opt ionsCMYK and spot colors only or calibrat ed color. All com pliance opt ions cont ain an out put int ent and a print ing profile. Specific nam ed st andards such as Sheet fed Offset ( CMYK) are based on best pract ice guidelines recom m ended by indust ry associat ions. Your print er m ay have cust om set t ings, or recom m end you use one of t he st andards. Adobe PDF files t hat com plied wit h bot h PDF/ X- 1a and PDF/ X- 3 st andards in Acrobat 6 will default t o PDF/ X- 1a com pliance in Acrobat 7.

TIP 53: Managing PDF/X Documents Preflight Profiles can be edit ed, and t he result s of preflight ing can be int egrat ed int o t he docum ent as com m ent s, or m ade int o a separat e report .

Share and Share Alike To use a profile provided by your print er, click t he Opt ions pull- down m enu arrow in t he Preflight dialog and choose I m port Preflight Profile. When t he Open dialog displays, locat e t he file ( which uses t he ext ension .kfp) and click Open. Profiles are added t o t he Preflight dialog's Profile list in alphabet ical order. You can also share profiles wit h ot hers. Again, click t he Opt ions pull- down m enu in t he Preflight dialog t o open a m enu and choose Export Preflight Profile. An Export Preflight Profile dialog opens. Nam e t he file, which uses t he list ed profile's nam e by default , and browse t o t he folder where you want t o st ore t he file. Then click Save.

To share inform at ion about a docum ent 's st at us wit h your workgroup, click Com m ent s in t he Preflight dialog t o t ransfer t he inform at ion from t he Preflight dialog t o t he docum ent it self. Acrobat draws a com m ent box on t he appropriat e area of t he docum ent , adds a com m ent not e t o t he Com m ent s list ( Figu r e 5 3 a ) . I n t he exam ple, t he im age uses t ransparency so t he com m ent box encloses t he ent ire im age.

Figu r e 5 3 a . Tr a n sfe r t h e r e su lt s of t h e Pr e fligh t e va lu a t ion t o t h e docu m e n t a s com m e n t s. [View full size image]

You can also generat e a report on t he st at us of t he docum ent . Click Report in t he Preflight dialog to open a Save As dialog. The file uses t he docum ent 's nam e and appends _ report t o t he nam e. Click Save t o save t he docum ent .

Automatic Inspection You don't have t o have Acrobat open t o use your profiles. Read Tip 136 in Chapt er 17 t o learn how t o use a Preflight Droplet , a m et hod of inspect ing and handling files aut om at ically.

Som et im es t he m any profiles available in Acrobat don't quit e m eet your needs. I n t hat case, edit t he in t he Preflight dialog t o open t he Preflight : profile t hat m ost closely m at ches what you need. Click Edit Edit Profile dialog (Figu r e 5 3 b) . Follow t hese st eps t o creat e a cust om profile:

1 . Select t he profile t hat you want t o change from t he list at t he left of t he dialog. 2 . Open t he profile by clicking t he ( + ) t o t he left of it s nam e. Click t he elem ent you want t o m odify. The sam ple shows t he I m ages opt ion select ed. 3 . Click t he Locked/ Unlocked arrow and select Unlocked t o allow you t o change t he elem ent s of t he profile.

N ot e When you choose Unlocked, all elem ent s of t he profile are unlocked sim ult aneously. 4 . Make t he changes in t he opt ions at t he right of t he dialog. For each opt ion, click t he pull- down arrow and choose t he evaluat ion set t ing. You can choose from Error, Warning, I nfo, and I nact ive set t ings. 5 . Click OK t o close t he dialog; click Save t o save t he changes and leave t he dialog open.

Figu r e 5 3 b. Edit e x ist in g Pr e fligh t pr ofile s or cr e a t e n e w on e s. [View full size image]

You can also st art a new profile from scrat ch. On t he Preflight : Edit Profile dialog, click New t o open a blank profile. Choose an elem ent from t he profile and specify values and evaluat ion set t ings ( Figu r e 5 3 c) . Then nam e and save t he profile. Your cust om profile is added t o t he Preflight dialog's list ing in

alphabet ical order.

Figu r e 5 3 c. W h e n you st a r t a n e w pr ofile , t h e ca t e gor ie s of opt ion s a r e a u t om a t ica lly a dde d t o t h e dia log for you r u se .

Chapter Seven. Enhancing PDF Accessibility Acrobat 7 offers a range of opt ions, t est s, t ools, and wizards t hat allow users who are visually or m ot ionim paired t o work wit h PDF docum ent s. Acrobat provides t hese feat ures: Mouse- free navigat ion using bot h keyboard navigat ion and aut o- scroll funct ions Speech capabilit ies for t ranslat ing t ext t o spoken words Visibilit y m odificat ions t hat allow readers t o use screen- enhancing soft ware and t ools, as well as configure t he program t o m ake cont ent easier t o view Program capabilit ies t hat you can use t o m ake a docum ent m ore accessible Tags are a key elem ent of m aking docum ent s accessible and com pliant wit h t he Rehabilit at ion Act , which requires elect ronic and inform at ion t echnology t o be accessible t o t hose wit h disabilit ies. Acrobat cont ains a num ber of ways in which you can apply t ags t o a docum ent , evaluat e t he st at us of t he docum ent , and use t he t ags for m anipulat ing t he docum ent and it s cont ent s.

TIP 54: Navigating a Document Using Keys For t he user, t he im port ant issue is get t ing around a docum ent , so t he m ost basic accessibilit y feat ure is keyboard navigat ion. Com m on short cut s for m oving around t he program appear in Ta ble 7 .1 . Som e short cut s have m ore t han one opt ion; I have list ed t he m ost com m on or t he one I prefer. Check t he Acrobat Help m enu for t he com plet e list of opt ional key com binat ions.

Ta ble 7 .1 . Com m on Sh or t cu t s for M ovin g Th r ou gh a D ocu m e n t To do t h is…

I n W in dow s, pr e ss…

I n M a c OS, pr e ss…

Go t o t he previous screen

Page Up

Page Up

Go t o t he next screen

Page Down

Page Down

Go t o t he first page

Shift + Cont rol+ Page Up

Shift + Com m and+ Page Up

Go t o t he last page

Shift + Cont rol+ Page Down

Shift + Com m and+ Page Down

Scroll up

Up arrow

Up arrow

Setting Up Keyboard Access on a Mac You can set up full keyboard access on a Mac using syst em - level preferences. Follow t hese st eps t o set it up: 1 . Choose Apple > Syst em Preferences > Keyboard & Mouse. The Keyboard & Mouse Preferences dialog opens. 2 . Select t he Turn On Full Keyboard Access opt ion at t he bot t om of t he dialog. 3 . Choose View > Universal Access; select eit her Enable Access For Assist ive Devices t o use inst alled screen reader devices or select Enable Text - To- Speech t o use t he Mac OS speech t echnology, 4 . Choose Syst em Preferences > Quit Syst em Preferences.

When you open Acrobat in a Web browser, keyboard com m ands are m apped first t o t he Web browser. Som e keyboard short cut s m ay not be available for Acrobat , or m ay not be available unt il you shift t he focus t o t he PDF docum ent .

Scrolling a Document You can aut om at ically scroll t hrough a docum ent . Scrolling is useful if you're scanning for a part icular piece of inform at ion, such as an im age or t able. Choose View > Aut om at ic Scroll, or press Cont rol/ Com m and+ Shift + H. The docum ent st art s scrolling from t he posit ion current ly in t he Docum ent pane; use t he keyboard short cut t o pause t he scroll or click t he page wit h your m ouse; as long as you're pressing down t he m ouse but t on, t he page st ops. Release t he m ouse but t on t o st art scrolling again. The scrolling st ops when you reach t he end of t he docum ent . The Aut om at ic Scroll feat ure uses t he Cont inuous page layout opt ion, which is applied aut om at ically when you select t he com m and or press t he keyboard short cut . Be sure t o click t he Hand t ool before st art ing. I f you are using t he m ouse t o pause t he scrolling, each t im e you click t he page Acrobat not only pauses but also applies t he t ool select ed. Press t he up arrow key t o increase t he speed or t he down arrow key t o decrease it . Use t he num ber keys t o change speed; 0 is t he slowest and 9 is t he fast est . Reverse t he direct ion of t he scroll. Press t he m inus key ( - ) on t he keyboard or num ber pad. Press Esc t o st op t he scrolling.

TIP: 55 Choosing Document Colors Before dist ribut ing a docum ent t hat will be used by vision- im paired users, you should t est t he set t ings using t he m et hods described in t his t ip t o see how your docum ent looks. You m ay be surprised.

Making Form Fields More Visible A form designer's goals are t ypically ease of input and a pleasing appearance. However, it can be difficult t o visualize form fields if t hey aren't colored or ident ified in som e way. I n t hat case, t he only way t o know an act ive field exist s is t o m ove t he point er over t he areas unt il you see t he point er change t o an I - beam cursor. Change preferences t o set form field visibilit y: 1 . Choose Edit > Preferences > Form s. On a Mac, choose Acrobat > Preferences > Form s. 2 . Click t he opt ion Show background and hover color for form fields. 3 . Click t he color swat ch t o choose a cust om color.

Click OK t o close t he Preferences dialog. The form fields on t he docum ent are now ident ified by t he select ed background color; as you m ove t he point er over a field, Acrobat places a black out line around t he field. I f you use a cust om color on a docum ent t hat cont ains colored form fields, t he colors are com bined.

You can check your docum ent using cust om color and t ext visibilit y opt ions. Choose Edit > Preferences > Accessibilit y t o display t he Accessibilit y preferences dialog ( on a Mac, choose Acrobat > Preferences > Form s) . I n t he Docum ent Colors Opt ions sect ion check t he Replace Docum ent Colors check box t o act ivat e t he accom panying opt ions ( Figu r e 5 5 a ) .

Figu r e 5 5 a . Ch oose fr om a n u m be r of opt ion s t o cr e a t e h igh - con t r a st color sch e m e s.

There are several t ypes of color opt ions you can select : Use Windows Color Schem e ( Windows) Applies t he cust om schem e a user m ay set in t he operat ing syst em . Use High- Cont rast colors Bright green or yellow t ext on a black background is easier t o see t han black t ext on a whit e background. To select from com m on high- cont rast color schem es, check t his opt ion and t hen select color opt ions from t he pull- down m enu. Cust om Color Check t his opt ion t o select colors for your docum ent . To choose a page color, click t he color swat ch and select an opt ion from t he st andard palet t e, or click Ot her Color t o open t he Color Picker and choose a cust om color; click OK t o close t he dialog. Line art and black t ext changes The final t wo opt ions are used for m odifying t he color of black t ext and line art . I f you don't want t o change t he color of t ext t hat is already colored, click Only change t he color of black t ext or line art ; t o change t he color of line art , click Change t he color of line art as well as t ext .

Colors to Avoid I f you know t hat vision- im paired users will be viewing your docum ent s, be careful wit h t he colors you choose. One of t he biggest problem s is light - colored backgrounds. While a pale background behind a t it le looks at t ract ive on a whit e background, if you use a high- cont rast color schem e, for exam ple, t he t ext becom es virt ually illegible. The light background and t he light t ext used for high- cont rast schem es are sim ilar in color, t hus m aking t he t ext hard t o read.

Click OK t o close t he Preferences dialog and apply t he color schem e. Figu r e 5 5 b shows port ions of t he sam e page; t he left im age shows a page before color changes, t he right aft er applying a Yellow t ext on black High- Cont rast schem e.

Figu r e 5 5 b. Ch a n gin g t h e a ppe a r a n ce of a st a n da r d docu m e n t ( le ft im a ge ) t o a h igh - con t r a st color sch e m e ( r igh t im a ge ) ca n be a va lu a ble t ool for vision im pa ir e d u se r s.

TIP 56: Using the Accessibility Wizard Acrobat 7 Professional offers a wizard you can use t o set up Acrobat for use wit h screen readers. The wizard cont ains five consecut ive dialogs. Choose Advanced > Accessibilit y > Set up Assist ant t o open t he Accessibilit y Set up Assist ant ( Figu r e 5 6 a ) .

Figu r e 5 6 a . Use t h e Acce ssibilit y Se t u p Assist a n t t o ch oose scr e e n r e a de r opt ion s r a t h e r t h a n se le ct in g pr e fe r e n ce s in m u lt iple pa n e s of t h e Pr e fe r e n ce dia log.

Set It Here, Set It There The Accessibilit y Set up Assist ant brings t oget her set t ings from a num ber of panes in t he Preferences dialog. For exam ple: The Reading Order opt ions are also available in t he program preferences. Choose Edit > Preferences > Reading Order and select a preference in t he Reading Order opt ions. On a Mac, choose Acrobat > Preferences > Leading Order. The Confirm before t agging docum ent s opt ion is also on t he Reading preferences in t he Screen Reader Opt ions.

Progress t hrough t he wizard by clicking opt ions on each pane and t hen click Next t o m ove t o t he next num bered pane; click Done when you have m ade select ions from t he fift h pane. Look for t hese feat ures on each pane: Pane 1. Choose t he device you are working wit h: a screen reader, screen m agnifier, or all opt ions. You can also click t he Use recom m ended set t ings and skip set up but t on t o close t he wizard and apply t he preprogram m ed set t ings. Pane 2. On t his pane choose a high cont rast color schem e, t ext sm oot hing, and a default zoom for docum ent viewing. Since som e assist ive devices can have problem s wit h Acrobat 's use of different cursors for different t ools, you can check Always use t he keyboard select ion cursor t o specify your preference. Pane 3. Choose t agging opt ions. You can choose t o let Acrobat infer t he reading order or specify an opt ion. Also on t his pane, choose t o override reading order in a t agged docum ent , or confirm t agging in an unt agged docum ent . Pane 4. Select an opt ion for viewing large docum ent s. You can choose t o deliver t he visible pages or t he ent ire docum ent , or you can let Acrobat decide. I f you prefer, you can have all t he pages delivered for a sm all docum ent . Click t he Maxim um num ber of pages in a sm all docum ent field and t ype a num ber. The default is 50 pages. Pane 5. The fift h and final pane gives you an opt ion t o disable docum ent aut o- save (Figu r e 5 6 b) , which can cause t he docum ent t o reload and begin reading from t he st art of t he docum ent . You can choose t o reopen t he docum ent from t he last viewed pagewhich is t errific when you're working wit h long docum ent s. Finally, you can also choose t o open a PDF docum ent in Acrobat or a browser; opening a docum ent in Acrobat is less confusing for som e assist ive devices.

Figu r e 5 6 b. Th e fin a l pa n e of t h e Acce ssibilit y Se t u p Assist a n t le t s you disa ble a u t o- sa ve .

Click Done t o close t he wizard and apply t he set t ings.

TIP 57: Read-Aloud Features You can have Acrobat read a docum ent aloud. This is a t errific feat ure when your goal is t o m ake your docum ent s m ore accessible, because Acrobat sim ulat es som e feat ures of a full- blown screen- reader program . But be warned: A docum ent t hat appears t o be a sim ple, well- planned page isn't always sim ple for a reader. For exam ple, a screen reader m ay read a docum ent from left t o right , even if t here are m ult iple colum ns on t he page. The solut ion in t hat case is t o use art icles, described in t he t ip following t his one.

Screen-Reader Preferences Choose Edit > Preferences > Reading t o specify how t he screen reader funct ions. You can define whet her you want t he screen reader t o read only t he current ly visible pages, t he ent ire docum ent , or t he current ly visible pages in a large docum ent . The default size for defining a docum ent as " large" is 50 pages; click t he field and t ype a different num ber t o change t he definit ion of a large docum ent .

To set reading preferences, choose Edit > Preferences > Reading, or Acrobat > Preferences > Reading on a Mac (Figu r e 5 7 ) . I n t he Read Out Loud Opt ions sect ion, choose a voice, pit ch, and volum e. I n Windows I prefer t o list en t o " LH Michelle," but you can also choose from " LH Michael," " Microsoft Sam ," and " Sam ." On a Mac, you have a choice of num erous voices, som e of which aren't even hum an!

Figu r e 5 7 . M a k e you r se le ct ion s in t h e Re a d Ou t Lou d Opt ion s se ct ion . W in dow s u se r s ca n ch oose fr om on e of fou r voice s: LH M ich a e l, LH M ich e lle , M icr osoft Sa m , a n d Sa m .

Check Read form fields t o have t ext fields, check boxes, and radio but t ons in fillable form s read aloud. Click OK t o close t he Preferences dialog and apply t he voice set t ings. You have t o ret urn t o t he preferences t o m ake adj ust m ent s. Unfort unat ely, you can't m odify t he set t ings and list en t o t he out com e of your adj ust m ent s at t he sam e t im e. Once you have select ed a voice and it s set t ings, choose View > Read Out Loud. Choose Read This Page Only or Read To End of Docum ent . The reading st art s. Pause and resum e t he reading using t he m enu com m ands or use short cut keys: Ct rl/ Cont rol+ Shift + C t o pause/ resum e Ct rl/ Cont rol+ Shift + E t o st op

TIP 58: Articles Art icles are areas on a page t hat you define t o give you cont rol over how t he viewer reads your page. The key t o working wit h art icles is underst anding how we read a page and t hen sim ulat ing t hat as closely as possible for all our viewers. Art icles allow you t o design a docum ent bot h for visual appearance and for ease of reading using m agnified views.

Editing Articles You can delet e art icle boxes from a t hread, or add addit ional art icle boxes, or even com bine art icles. The t hreads are aut om at ically renum bered for you. Select t he Art icle t ool and t hen: To delet e an art icle box or an art icle, right - click/ Cont rol- click t he art icle t o open t he short cut m enu; choose eit her Box or Art icle t o delet e a single box from a t hread or an ent ire art icle. To add an addit ional box t o an art icle t hread, click t he art icle box before t he one you want t o add ( for exam ple, if you want t o add a new box t o a t hread following t he box 14, click t hat box) ; click t he plus sign at t he bot t om of t he select ed box; click OK at t he prom pt ; and drag t o creat e a new art icle box. To com bine art icles, click an art icle box in t he art icle you want read first ( any box will do) ; click t he plus sign at t he bot t om of t he art icle box, and t hen Ct rl- click/ Opt ion- click an art icle box from t he art icle you want t o be read next . The second art icle t hread is appended t o t he first .

I f you are zoom ed int o a docum ent at a high m agnificat ion, how can you t ell where you are on a page? Or know t hat you are reading t he m iddle colum n of a com plex page, such as a m agazine art icle? I t is m uch sim pler t o add art icles t o a docum ent t han t o reform at an opt ional version of t he docum ent . Follow t hese st eps t o cont rol a reading pat h t hrough a docum ent using art icles: 1. Choose Tools > Advanced Edit ing > Art icle Tool or click t he Art icle t ool opened t he Advanced Edit ing Toolbar. The point er changes t o crosshairs.

t o select it if you have

2 . Click and drag a rect angular m arquee in your docum ent t o draw t he first art icle box. When you release t he m ouse, Acrobat draws t he first art icle box, num bered 1- 1 (Figu r e 5 8 a ) . The Art icle t ool draws a shape on t he page irrespect ive of t he cont ent s. Anyt hing wit hin t he m argins of t he box becom es part of t he art icle.

Figu r e 5 8 a . Ar t icle s a r e de fin e d by box e s a n d a u t om a t ica lly n u m be r e d.

3 . Cont inue adding art icle boxes; as you draw boxes around pieces of t ext or im ages, Acrobat num bers t he art icles consecut ively. The sequence of boxes using t he sam e art icle num ber is called an art icle t hread ( Figu r e 5 8 b) .

Figu r e 5 8 b. D r a w a se r ie s of box e s w it h t h e Ar t icle t ool t o ide n t ify con se cu t ive a r e a s on t h e docu m e n t . [View full size image]

Using the Articles Pane You can also use t he Art icles pane t o read art icles in a docum ent . Choose View > Navigat ion Tabs > Art icles t o open t he Art icles pane, which list s t he art icles in t he docum ent . Click t he art icle you want t o read. Double- click t he art icle's t it le or icon t o st art reading at t he beginning of t he art icle. Acrobat displays t hat art icle in t he Docum ent pane. You can't use t he Art icles pane in a Web browser; you m ust use it from wit hin Acrobat on eit her a com put er or a handheld device.

4 . Press Esc ( or Ret urn) or select anot her t ool t o st op t he art icle drawing. The Art icle Propert ies dialog opens ( Figu r e 5 8 c) .

Figu r e 5 8 c. N a m e t h e a r t icle t h r e a d a n d a dd ot h e r in for m a t ion if de sir e d.

The Shape of Articles When you select an art icle box, handles will appear at t he sides. Drag t he handles t o resize t he box. You can also drag t he ent ire art icle box t o anot her locat ion on t he page. The cont ent on t he page and t he art icle box aren't one and t he sam eart icle boxes " float " over t he page and display what ever page cont ent is enclosed wit hin t he box. I f you add an art icle t hread and want t o change it s order, shift t he locat ion of t he boxes on t he page. 5 . Ent er inform at ion about t he art icle in t he dialog. You m ust nam e t he art icle, nam ed " Unt it led" by default , but t he ot her inform at ion is opt ional.

Reading Articles When you have finished adding a set of art icles t o a docum ent , use t he Hand t ool or keyst rokes t o read t he art icles. Click anywhere on t he page t o st art reading an art icleyou see t he point er change t o t he follow art icle point er ( t he Hand t ool is overlaid wit h a down arrow.) You can scroll t hrough t he page using t he m ouse wheel or dragging t he Hand t ool down t he page. To navigat e t hrough t he art icle: Press Ent er/ Ret urn t o go t o t he next page in t he art icle. Shift - click or Shift + Ret urn in t he art icle t o ret urn t o t he previous page. Ct rl/ Opt ion- click in t he art icle t o go t o t he beginning. At t he end of t he art icle t he point er changes t o t he end art icle point er ( t he Hand t ool is overlaid wit h an up arrow.) Press Ent er/ Ret urn or click t o ret urn t o t he view displayed before you st art ed reading. 6 . Click OK t o close t he dialog.

Add addit ional art icle t hreads, and save t he docum ent when you have finished. As long as you add art icles t o your docum ent in t he logical order in which t he cont ent should be read, you can be sure t hat readers will m ove t hrough your docum ent as you int ended, even when t he view is m agnified.

TIP 59: Basic Document Tagging Som e program feat ures used t o enhance accessible use, such as art icles and reflow, don't work properly or predict ably unless a docum ent is t agged, which m eans it has a logically defined st ruct ure. Tags are invisible and are a part of t he docum ent 's inform at ion. They define relat ionships am ong elem ent s in t he docum ent , including t ables, list s, im ages, and t ext .

Planning Documents for PDF Accessibility The key t o successful t agging of a docum ent as well as m aking it com fort able for a user working wit h a screen reader is t o use your source program s' feat ures efficient ly. Plan ahead. Here are a few exam ples: Configure t he docum ent pages correct ly. Don't add blank lines t o m ake a space. Check t he st yles at t ached t o insert ed m at erial such as im ages and chart s. Group t ables and chart s or convert t hem t o an im age before conversion t o prevent creat ing individual t ags for each line and word segm ent .

Tagging can be done in t he source docum ent ( if you're using a PDFMaker) or in Acrobat . To t ag a docum ent using a PDFMaker, like t he one used in Microsoft Word, choose Adobe PDF > Change Conversion Set t ings. The Change Conversion Set t ings dialog opens t o t he Set t ings t ab. I n t he Applicat ions Set t ings sect ion of t he Set t ings t ab, select t he opt ion Enable accessibilit y and reflow wit h Tagged PDF, and t hen click OK. Click Convert t o Adobe PDF or choose Adobe PDF > Convert t o Adobe PDF. Word creat es your PDF file. Open t he docum ent in Acrobat and choose View > Navigat ion Tabs > Tags t o display t he Tags panel. Click t he Tags icon t o display t he docum ent 's t ags in a hierarchy (Figu r e 5 9 ) . The figure shows a sect ion of t he Tags panel for a t able. You see t he parent t ag Table cont ains t ags for t he < Tbody> ( t able body,) which cont ains t ags for t he t able rows < TR> , which cont ains t ags for t able cells < TD> , which cont ains t ags for colum n heads, and finally t he cell's t ext .

Figu r e 5 9 . A t a gge d docu m e n t displa ys it s t a g con t e n t in a h ie r a r ch y.

Many docum ent - creat ion program s don't offer t agging opt ions. You can easily add t ags from wit hin Acrobat : 1 . Check for preexist ing t ags by choosing Advanced > Accessibilit y > Quick Check. The Accessibilit y Quick Check looks for a docum ent st ruct ure ( t ags) . An unt agged docum ent displays a m essage st at ing t he docum ent isn't st ruct ured and m ay cause a problem wit h reading order. Click OK t o close t he Quick Check result s m essage.

A Structure and Tags Aren't Equal Som e program s creat e a st ruct ured docum ent t hat oft en is fine for reading in Acrobat . For exam ple, creat ing a Word docum ent using st yles in a heading hierarchy is an exam ple of a st ruct ure. A st ruct ure doesn't provide som e of t he qualit ies in an accessible docum ent such as word spacing; you m ust t ag a docum ent in order t o m ake it com pliant wit h accessibilit y st andards.

2 . Choose Advanced > Accessibilit y > Add Tags. Acrobat processes t he docum ent and adds t ags. An Accessibilit y Report displays in t he How To pane area at t he right of t he docum ent pane in t he program window. Refer t o t he following t ip for inform at ion on working wit h t ags and report s. 3 . Check t he docum ent again by select ing Advanced > Accessibilit y > Quick Check. The new m essage will st at e t here are no accessibilit y problem s wit h t he docum ent , m eaning it is t agged. 4 . Choose File > Save t o save t he docum ent wit h it s t agged st ruct ure.

TIP 60: Reporting on and Repairing a Document I n addit ion t o t agging your docum ent , you can have Acrobat perform a com plet e assessm ent of a docum ent and generat e a report wit h repair hint s. Use t hese advanced evaluat ion m et hods if you are preparing docum ent s t hat m ust com ply wit h governm ent or ot her regulat ory accessibilit y st andards.

Where, Oh Where, Have My Reports Gone? I f you are working wit h a lot of accessibilit y t est ing, here are som e t ips t o m ake t he j ob easier t o m anage: Define a folder locat ion for st oring t he inform at ion, such as a separat e folder wit hin a larger j ob folder. Whenever you com plet e a pass- t hrough of a docum ent , such as adding for im ages, save t he files wit h unique ident ifiers such as num bers or dat es. This way you can find t he applicable accessibilit y report m ore quickly. Print t he report s t o keep a paper copy if you are a paper- inclined person; if you chose t he Creat e com m ent s in docum ent opt ion you can also print t he com m ent s ident ified in t he report along wit h t he pages of t he docum ent . Open t he report in a Web browser if you prefer t o read it at full- screen size. I f you work wit h accessibilit y report s occasionally and can't rem em ber where t he report s are, choose Advanced > Accessibilit y > Full Check t o open t he Accessibilit y Full Check dialog and check t he st orage locat ion; click Cancel t o close t he dialog.

Choose Advanced > Accessibilit y > Full Check t o evaluat e a docum ent . I f t he docum ent isn't t agged, a m essage displays t elling you t o add t he t ags first and t hen proceed wit h t he report ing. Tip 59 in t his chapt er describes how t o add t ags. When t he docum ent has been t agged, t he Accessibilit y Full Check dialog opens ( Figu r e 6 0 a ) .

Figu r e 6 0 a . Se le ct t h e docu m e n t e le m e n t s you w a n t t o e va lu a t e for a cce ssibilit y com plia n ce . [View full size image]

Select from t he opt ions according t o your requirem ent s: Report and Com m ent Opt ions Check t o creat e a report , and click Browse t o define a st orage locat ion for t he report ( which is aut om at ically nam ed using t he PDF docum ent 's nam e) . The opt ion I nclude repair hint s in Accessibilit y Report is select ed by default . I recom m end you leave t his set t ing select ed since it can save a great deal of t im e repairing your docum ent .

Make a Pretest Processing a very long docum ent can t ake a considerable lengt h of t im e. I f you are working wit h a long docum ent and aren't sure of t he accessibilit y st at us, choose a few represent at ive pages t o t est inst ead of processing t he whole file. I f t he ret urned list of repairs isn't t oo ext ensive, you can proceed wit h t est ing t he ent ire docum ent . I f it reads like Sant a's gift list , you have a good indicat ion of where t o st art looking for errors and m aking repairs.

I f you are t he t ype of person who likes t o see what 's what close up, click Creat e com m ent s in docum ent . When t he report is finished, all errors and irregularit ies are shown on t he docum ent in com m ent s. Page Range Choose eit her t he visible page, a specified range, or t he ent ire docum ent .

Checking Opt ions The default opt ion is t o check all opt ions for com pliance. You can check for opt ions such as alt ernat ive descript ions, t ext language, encoding, form field descript ions, list and t able st ruct ures, cont ent inclusion, and whet her t he t ab order is consist ent wit h t he order of t he docum ent 's st ruct ure. Click t he St art Checking but t on t o st art t he evaluat ion. When t he check is com plet e, t he result s appear in sum m ary in a dialog ( Figu r e 6 0 b) . Click OK t o close t he dialog.

Figu r e 6 0 b. A su m m a r y of t h e a cce ssibilit y ch e ck is sh ow n in a dia log a ft e r t h e t e st is com ple t e d.

The Accessibilit y Report opens in t he How To pane t o t he right of t he docum ent pane in t he program ( Figu r e 6 0 c) . The report is an HTML docum ent , and cont ains links wit hin it t o help you ident ify and correct errors. I f you left t he opt ion I nclude repair hint s in Accessibilit y Report select ed in t he dialog before running t he evaluat ion, t he report includes inform at ion on how t o repair your docum ent . Click Hide t o close t he Accessibilit y Report when you have finished. You can ret rieve t he report any t im e you wish. Choose Advanced > Accessibilit y > Open Accessibilit y Report . I n t he Open Accessibilit y Report dialog t hat displays, browse t o t he locat ion you specified for t he report 's st orage and select t he file. Click Open t o close t he dialog and display it in Acrobat in t he How To pane's area t o t he right of t he docum ent pane.

Figu r e 6 0 c. Use t h e Acce ssibilit y Re por t t o e va lu a t e a n d cor r e ct e r r or s in you r docu m e n t .

Customize Your Accessibility Test Accessibilit y report s can t ake a long t im e t o process. Before running t he report , cust om ize t he Checking Opt ions on t he Accessibilit y Full Check dialog. For exam ple, if your docum ent doesn't cont ain t ables or list s, t hen deselect t he List and t able st ruct ure is correct opt ion. I f you don't need a specified t ext language, deselect t he opt ion, and so on.

TIP 61: Using Document Tags Once a docum ent is correct ly t agged and in order, you can exam ine t he cont ent s of t he docum ent using t he Tags panel. Choose View > Navigat ion Tabs > Tags t o open t he panel. Drag t he panel t o t he left of t he screen t o dock it wit h t he ot her Navigat ion t abs.

What Does It Mean? I f you look at t he t ags in t he Tags panel, such as t hose shown in t his t ip, you see a variet y of icons t o t he left of t he t ag nam es. These icons indicat e t he t ype of t ag, which can range from Paragraphs t o Form s t o References t o Table Headings. The cont ent cont ained wit hin a specific t ag is not ident ified by a t ag icon, but inst ead shows inform at ion about t he cont ent of t he t ag, such as an im age or t ext .

You can find a specific locat ion in a docum ent using t he Tags panel. Open t he m ain docum ent t ag and scroll t hrough t he list t o find t he parent t ag cont aining t he it em you wish t o see. Click t he t ag in t he Tags panel t o select it , and t hen right - click or Cont rol- click t o open t he short cut m enu. You can also click Opt ions on t he Tags panel t o display t he m enu ( Figu r e 6 1 a ) .

Figu r e 6 1 a . Ch oose fr om a va r ie t y of opt ion s t o m odify t h e con t e n t s of you r docu m e n t 's t a gs.

Click Highlight Cont ent . The t ag or it s cont ent you select in t he Tags panel is surrounded by a colored box in t he docum ent . I n Figu r e 6 1 b, t he t ag represent ing t he list in t he docum ent is select ed. I opened t he first level of t he t ag, and you can see t hree