Adobe Acrobat 5.0



Introduction

The Portable Document Format (PDF) has become the defacto way of exchanging documentation. Adobe’s free Acrobat Reader allows anyone to read a document regardless of their computer type, operating system or application. Adobe Acrobat allows users to modify PDF files. Acrobat cannot create a PDF from other applications. Other applications create the PDF files that Acrobat can then manipulate.

Creating PDF files. You can create a PDF in one of three ways:

Using Distiller

Step 1

Creating a PDF using Distiller is a 2-step process.

1. Open your document.

2. Select File(Print

3. From the Printer Name select Acrobat Distiller.

4. Check the Print to file box.

5. Select the properties box and the Adobe PDF tab.

6. Deselect the Do not send fonts to Distiller box.

7. Click OK to close the properties Dialog window and OK to create the PDF

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8. In the save as dialog, change the Save as type to ALL files.

9. Name the file with a .ps extension and select a folder, click Save

Step 2

1. Open Acrobat Distiller from the Start menu Programs or from the Tools menu inside Acrobat.

2. In the Distiller dialog select a job option and adjust any settings.

3. Select File(Open and select the .ps file

4. The Save PDF file as dialog opens, give the PDF a name and location.

5. Click Save

Converting directly to PDF

1. Open source document. In Office products there is a PDF toolbar.

2. Select the Convert to Adobe PDF button.

3. In the Save PDF file as dialog, name the file and select a location.

4. Click Save

Converting a Website to a PDF file

1. From inside Acrobat select File( Create PDF ( From Web Page…

2. Type the Website in the URL box, select any options. Be careful about downloading the entire site. It may take a long time.

3. Select Download.

Creating a PDF from multiple documents

You can create a PDF from multiple documents, from all currently opened documents or your most recent documents list.

1. Select File(Create PDF(From Multiple Files…

2. From the Create PDF from Multiple Documents Dialog box select the Browse... button to select documents.

3. Select the appropriate Checkboxes for Include all open PDF documents and Include most recent list of files to combine.

4. Rearrange the files in the correct order.

5. Click OK

Saving PDF files in other formats

You can Save a PDF in a number of other formats. However you may loose some formatting or functionality depending on the format.

10. Open your PDF document.

11. Select File(Save As…

12. In the Save As… dialog box Select the Save As Type

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13. Select an appropriate file type.

14. Type a name and select a location.

15. Click Save

Extracting Pictures from a PDF file

You can extract the pictures from a PDF file minus all text.

1. Open your PDF document.

2. Select Advanced(Export All Images…

3. In the Export All Images… dialog box Select Save As Type.

Insert and Extract pages

From with in a PDF document you can extract pages to a new PDF document or insert pages from another PDF document and delete pages.

To Extract pages

1. Select Document(Pages(Extract

2. Select the pages to extract and indicate whether you want to delete them from the current document.

3. A new document containing the extracted pages will be created. The title will be “Pages From” and the title of your document.

4. Select File(Save As… to save your new document

To Insert pages

1. Select Document(Pages(Insert

2. Select the document that has the pages you want to insert. Click the Select… button.

3. Select the Location After or Before

4. Select Page choice

5. Click the OK button

6. Save your document.

To Delete pages

1. Select Document(Pages(Delete

2. Select the page range you want to delete. Click the OK button.

3. Select Yes button if you are sure.

4. Save your document.

5. To rearrange pages…

6. Be sure the Pages tab is visible. If not select View(Navigation Tabs(Pages

7. From the Pages tab drag the thumbnails to their correct location in your document.

Adding Headers and Footers

In Acrobat 6.0 you have much more control over headers and footers. Also you can control page numbering much more.

1. Select Document(Add Headers & Footers… menu.

2. From the Add Headers & Footers Dialog box select the Header or Footer tab.

3. Select Left/Center/Right section

4. Select to insert a date, page or custom text.

5. Select OK when finished.

To Customize Page Numbering

You can customize page numbering to Roman numerals for the table of content, Arabic for the document and Roman numeral for the index, just as you would in MS Word.

1. Select the Pages tab.

2. Select the Options button

3. Select the Number Pages… menu.

4. From the Page Numbering Dialog box select to renumber All pages or From: a page range. The page range refers to the physical page number.

5. Select to Begin new section or extend numbering

6. Select OK.

Creating Bookmarks

Bookmarks are like a table of contents. They allow the user to jump from one page of the document to another. Access Bookmark on the tabs on the far left or Select Window/Bookmarks (F5). Bookmarks are linked to a logical page.

1. Select the Text Select tool. [pic]

2. Go to the page to be bookmarked.

3. Highlight the text to use as the bookmark name.

4. Select the Bookmark tab on the left.

5. Select the Bookmark menu and New Bookmark (Ctrl+B).

Creating a bookmark to another document

1. On the Bookmark menu select New Bookmark.

2. Rename the bookmark.

3. Right click on the Bookmark and select Properties.

4. Select Edit destination.

5. Open the target document -- the PDF you are linking too.

6. Go to the page you are linking to. Notice the Bookmark properties dialog is now referencing that page.

7. Select options and click on Set Action

Creating links

Links are like hyperlinks on the Web. They link from text or a picture to another section of the document.

1. Select the Link tool.[pic]

2. Drag a rectangle around the text or picture you want to be the link.

3. The Link Properties dialog opens.

4. Using Bookmarks or another navigation method go to the page you want to link to.

5. In the Link Properties dialog select the desired options.

6. Select Set Action button.

Using Destinations

The problem with Bookmarks and links is that they are to a logical page. If a bookmark is linked to page 2 and 5 new pages are inserted at the beginning of the PDF, the Bookmark is still linked to the logical page 2 not page 7 which it should be. Using destinations fixes this.

Creating a Destination

1. Open the target PDF to the page you are linking to.

2. Select Window(Destinations.

3. From the Destination menu in the Destinations window, select Scan Document.

4. From the Destination menu in the Destinations window, select New Destination.

5. Rename the Destination.

6. Keeping the Destinations window open, open the PDF document with the bookmark or link you want to modify

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7. Right click on the Bookmark and select Properties.

8. The Bookmark Properties window opens, leave it open.

9. Using the Window menu switch to the target PDF.

10. From the Destination menu select Scan Document.

11. Right click on the destination and select Go to Destination. The Bookmark Properties window should now reflect the destination.

12. Click on Set Action.

Searching a collection of documents

A document collection is a group of documents distributed as individual documents rather than as one large document. It might be a collection of this year’s newsletters or the individual chapters in a large document. You would create a Table of Contents linking to the individual documents using links.

To search a document or a collection

1. Select Search button

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In the search pane enter the words you are searching for.

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2. Select current document or All PDF’s in:

3. Select any other options and click Search.

Protecting your documents

You can protect your document to prevent opening, printing, copying or editing.

1. Open your document

2. Choose Document(Security(Restrict Opening and Editing…

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3. Select Compatibility if necessary

4. Select Require Password to open if desired. Note: search will not search a document requiring a password to open

5. Under Permissions select use password to restrict Editing and Printing…

6. Make selections and click OK.

7. To change your settings choose Document(Security(Restrict Opening and Editing…

8. Enter your password and change your settings.

Digitally Signing A Document

You can add a digital signature for authenticity. Acrobat allows you to create a digital signature. You send a copy of the signature to individuals who will be receiving your documents. When they open a document from you the can verify the authenticity by clicking on the signature.

Creating a Digital ID

1. Open your document

2. Choose Advanced(Manage Digital ID’s(My Digital ID Files(Select My Digital ID File.

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3. In the Select My Digital ID Files Dialog Box,click the New Digital ID Files… button.

4. Click Continue in the Disclaimer Dialog Box.

5. Fill in the appropriate information and select Create button.

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6. In the New Self-Sign Digital ID Files Dialog Box, enter a name for the file and select a location. Location should be somewhere that you can locate again.

Sharing a Digital ID Certificate File

1. Choose Advanced(Manage Digital ID’s(My Digital ID…

2. In the Manage My Digital IDs Dialog Box, select your digital ID. This is also where you would add a digital signature someone sent you.

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3. Select the Export… button

4. In the Data Exchange File - Export Options Dialog Box select email or save to another location.

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5. Click the Next… button. For email complete the email address box. For saving select a location to save the certificate.

Digitally Signing a Document

1. Choose Document(Digital Signature(Sign This Document…

2. In the Alert - Document Is Not Certified dialog box select the Continue Signing… button.

3. In the Sign Document dialog box make a selection.

4. If you selected Create a New Signature Field to Sign, click the OK button in the next dialog box and drag an area in the document to place the Signature Field.

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5. In the Data Exchange File - Digital ID Selection dialog box, select the appropriate signature and click the OK button.

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6. In the Apply Signature to Document dialog box, select the appropriate options.

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7. Select Sign and save or Sign and Save

As… button.

Reviewing a Document

Just as in Word you can add comments and other notations to a document that later can be reviewed by the author of the original.

To Add Comments or Notations

You can annotate your Acrobat document using the Commenting Toolbar. You can add notes, stamps and attachments to your document.

1. From the menu select View(Toolbars.

2. Select the Commenting or Advanced Commenting Toolbar.

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To Add a Note

1. Click on the Note Tool button.

2. Click in your document where you want the note.

3. File in the note information.

4. You can right click and select Properties to change the settings of the note.

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To Add Text Edits

1. Select the drop down arrow next to text edits and select an appropriate edit type.

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2. Highlight the text you want to “highlight”.

Pre-made Stamps

You can add Approval stamps, drafts etc.

1. Select the Stamp Button or use the drop down arrow to select a Stamp type.

2. Click in the screen where you want the stamp to be placed.

3. You can always change the stamp by right clicking and selecting properties.

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Other tools available are:

Highlight Tool

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Drawing Tools

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Pencil Tools

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Attachment Tools

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Viewing Comments

You can view all edits in the document by page, type or by reviewer.

1. Click on the Show button

2. The Reviewing pane is on the bottom.

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