dobe AcrobatXI Pro - PDF document

1 dobe AcrobatXI Pro Introduction to Adobe
dobe AcrobatXI Pro Introduction to Adobe Acrobat XI Pro is licensed under the Creative Commons Attribution - NonCommercial - NoDerivatives 4.0 International License. To view a copy of this license, visit http://creativecommons.org/licenses/bynd/4.0/deed.en_US . Introduction to TABLE OF CONTENTSAbout the ProgramOpen the ProgramCreate a PDF FileOverview of the Work AreaA Closer Look at the ToolbarsNavigation Pane ButtonsCreate PDF Files from Inside the Program (if another file is already open)Create a PDF from within Microsoft Office 2010A Note about Naming PDF FilesConvert and Combine Multiple Files into a Single PDF DocumentOpen an Existing File in Adobe AcrobatReOrder Pages within A PDF DocumentConvert Web Pages into PDF FilesConfigure How PDFs Display in Your Internet BrowserConvert Web PagesDownload and Convert Linked PagesWork with BookmarksAdd Comments to a Document.Edit Original Text in Adobe Acrobat XI ProAdd Multimedia to PDF FilesC

2 reate FormsCreate a Form from an Existin
reate FormsCreate a Form from an Existing Electronic DocumentField PropertiesPreview the FormEnter Data in the FormSaving Filled Forms in Adobe Reader Close a File (without Closing the Program)Close Adobe Acrobat XI Pro About the ProgramAdobe Acrobat XIPro allows youto create, view and edit files in Portable Document Format (PDF), which is readable on any computer workstation. Because of this, people use it mainly to convertdocuments created in othersoftware programs, such as Microsoft Word or PowerPoint. Itkeeps the look and layout of the source program intact, like an electronic snapshot.f you want to share a Microsoft Word document, for instance, with someone who doesn’t own theprogram, Adobe offers the free Adobe Reader XI software, whichthat person can download and use to view your filein PDFformatn this tutorial, you will learn how to:reate a PDFile from an existing electronic document and from a web page. ombine multiple electron

3 ic files into a single PDFdocumentncorpo
ic files into a single PDFdocumentncorporate videointo a PDF file.onvert a form created in another programinto a fillable PDFform.Open the ProgramOpen Adobe Acrobat XIPro to launchits Getting Startedwindow. 1 In the ‘Getting Started’ menu, you can open an existing PDFfile or create a new one. It does not matter what type of file you choosewhen creating a PDFit cbe aWord document, PowerPoint presentation, website, imageand so onCreate a PDF FileTo start, lick on ‘Create PDF’ from the ‘Getting Started’ window.In the ‘Open File’ dialog box, find the document to convert and click ‘Open’. Adobe automatically converts the file to PDF format.Overview of the Work AreaAdobe Acrobat XI Pro opens to displaythe following:A.Menu BarB.ToolbarsC.Navigation pane D.Document window 2 The Menu Bar provides access to all program functions. The Toolbars offer quick access to some of the more popular menu choices.

4 The Document Window displays the content
The Document Window displays the contents of your PDF, while the Navigation Pane displays thumbnails of the document pages, allowing easy browsing through the fileA Closer Look at the oolbarsAcrobat’s default toolbar groupings provide oneor twoclickaccess to menu options such as creating a new PDF, saving or printing a file, and zooming in and out. The Tools Panelinks you quickly to a host of functions, including basic text editing.Createallows you to create a PDF from an electronic or scanned document. Also allows you to create a PDF portfolio.File commandstoolbar contains the Open, Save, Print, and Share document buttonsQuick toolsprovide oneclick access to common functions in Acrobat. Customizable.Page Navigationtoolbar contains the Previous Page, Next Page buttonsand Page Number display.Selecttoolbar contains the Select and Handbuttons.Zoomtoolbar containsZoom Out and Zoom in iconsplus Zoom Value displayPage Displaytoolbar contains the Sc

5 rolling Mode and Single Page iconsCustom
rolling Mode and Single Page iconsCustomizelets you customize the tools that appear on the toolbar.Read modeview your document without the clutter of toolbars or task panes.Tools paneaccess to numerous functions in Acrobat.Sign lets you digitally sign a PDFdocument.Comment paneallows you to add comments toPDF file. 3 Navigation Pane Buttonshe buttons along the left side of the document windoweach open a different panel in the navigation paA.PageThumbnailsPage Thumbnailsdisplaysa thumbnail view of all thepages in the open PDF , making it easy to navigate through a lengthy document.B.BookmarksBookmarksenables you to jump to a specific section or page that’s has been previously bookmarked in a PDF document.C.Attachmentsallows you to attachfiles to your PDF document. D.SignaturesA digital signature verifies your identity and may include a photoor an image of your handwritten signature.Optionsgives you numerous options for manipulating the pages in

6 your document, such as adding, deleting
your document, such as adding, deleting, cropping or rotating pages. CreatePDF Filesfrom Inside the Program(if another file is already open)If no file is currently open, you will see the ‘Getting Started’ window and can create a PDF there. If a file is currently open, you can either choose ‘File’ from themenu bar,or you can select the ‘Create’ button from the top row of toolbar buttons, to create a PDF fileLet’s seehow to do this using the Create button.Creating a PDF using the ‘Create’ button:Click on the ‘Create’ button on the toolbar.Select ‘PDF from File…’A dialog box pops up. Select the file that you want to convertand click ‘Open’. 4 CreatePDF from withinMicrosoft Office2010If you are creating a file in Microsoft Word, PowerPoint or Excel versionyou should see an Acrobat tab on the program’sribbonat the top of the screen. If you click on it,PDF toolbarapp

7 ears that enables you to convert your fi
ears that enables you to convert your file without having to launch Adobe Acrobat firstClick on the ‘Create PDF’icon and the dialog box will pop up sking you to save your document. Navigate to the directory that will house the document andype the name you want to useThen press“SaveThe file will open up in Acrobat XIPro.ote about aming PDF FilesWhenever you save a file in PDFform, youshould eliminate any spaces between wordsin the filename. A common solution is to insert underscores in place of spaces. Instead of “Intro to Adobe Acrobat XI Pro” as a title you would enter, “Intro_to_Adobe_Acrobat_XI_Pro.”Why this practice? Spaces in a filename are replaced bythe ASCII codingequivalent %20when published to the web. This makes the filename difficult to read, as you can see: “Intro%20to%20Adobe%20Acrobat%20XI%20Pro 5 Convertand CombineMultiple iles into a ingle PDF ocumentThere are two different methods forcom

8 bining files in Adobe Acrobat. The first
bining files in Adobe Acrobat. The first is the ‘Create PDFPortfolio’ method, and the second isthe ‘CombineFiles nto Single PDF’ method. This tutorial will discuss the latter method.f you have just launched Acrobat XIPro, or if you are in the program but have no files open,Select ‘Combine Files intoPDF’ from the Getting Startedwindow.If you currently have a file open, Click on the ‘Create’ button from the upper toolbar and choose ‘Combine Files nto a Single PDF…’The ‘Combine Files’ window appearonscreen. Click on the “Add Files” button. A dialog box appearavigate to the directory that holds the files that you want to combine. These files do not necessarily have to be in PDF formatthey can be files in variousormats, such as Excelor ordor they can evenbeimage fileHold down the Control key and click once on each file you wish to add. 6 If you are adding several files in a ro

9 w, you can hold down the Shift key and c
w, you can hold down the Shift key and click once on the first and last file to add all the files.Click ‘Open’Your files will be displayed in in the ‘Combine Files’ windowTo change the position of a file in the list, click on the file and drag it to the desired position. To remove a ile from the list, highlight a file and press DeleteYou can click on the Zoom button on each file thumbnail to see better the contents of each file.When ready, click the Combine Filesbutton. Acrobat combines and, where necessary, converts the filesto a single PDFfile, and the consolidated document is name‘Binder1’ by default. To rename the file, Go to ‘File’ on the menu bar and choose ‘Save As’. In the ‘Save Asdialog boxrenameyour newly combined PDF document and press ‘Save’.Remember not to include spaces in your filename.Open an Existing File in Adobe AcrobatChoose File from the Menu Bar and select ‘

10 ;Open’Locate the file and doublecli
;Open’Locate the file and doubleclick to open it 7 OrderPages within A PDF Documento reorder pagewithin a PDF document involves a quick and easy dragdrop action.Open your multipage document in Adobe Acrobat.Notice the page thumbnailsarranged in a vertical line along the left side of thewindow.If the page thumbnails are not displaying, click on the ‘Page Thumbnailsicon just above and to the left of your document to display them.Scroll to the page that you want to reorder. Click on the thumbnail for that page to highlight it, and thendrag the thumbnail up or down to the desired location.Release the mouse button.ConvertWeb Pages intoPDF FilesAdobe Acrobat allows you to capture or convert selected content on a web page, entire web siteor several layers of multipage website.Once Acrobat has converted the web pages into PDF format,they can be save, printed or emailed to others.Click on the ‘Create’ button from the upper toolbar and ch

11 oose ‘Create PDF from Web Page’
oose ‘Create PDF from Web Page’. 8 ConfigureHow PDFs Display in Your Internet BrowserYou may wish to explore and possible modify the settings that determine how your PDF will display in a browser. To set your preferenceshoose‘Edit’ on the top menuandselect ‘Preferences’From the menu on the lefthand side, select ‘Internet’.In the‘Web Browser Options’ sectioncheck the options that best suit our needsDisplay Read Mode by Defaultallows any PDF opened from the webto displayinside the current browser windowwith a semitransparent toolbar that provides limited menu options such as printing and saving. If this option is deselected, PDF documents open in aseparate Acrobat window and have full menu functionality.b.Allow Fast Web Viewdownloads PDF files forviewing one pageat a time. If this option is deselected, the entire file downloads before it is displayed.Allow Speculative Downloading in the Backgroundal

12 lows a PDF file to continue downloading
lows a PDF file to continue downloading from the web, even after the first requested page displays. Downloading in the background stops onceyou start any other task, such as paging through the document.Unless you have Administrative Rights for the computer you are usingignore the ‘Internet Option’ section.ConvertWeb PagesTo convert a web page to a PDFfile,Click the ‘Create’ icon on the Task toolbar.Select ‘Create PDF from Web Page’.The Create PDF from Web Pagedialog pops up to display the URL, Settingsand Capture Multiple Levels options.Enter the URL.Click on the Capture Multiple Levels icon to expand the Create PDF from Web Pagedialog box.Select how many levels of the web page you want to capture. (Note: capturing all levels, i.e. the entire website,will take a long time and will significantly increaseyour file size.)The ‘Settings’ button in the lower right corner takes you to the ‘Web Page Conversion S

13 ettings’ dialog box. In this dialo
ettings’ dialog box. In this dialog box,you have the General tab and the Page Layout tab.Under the General tabyou change the conversion settings and the PDF settings. 9 Underthe Layout tab,you can choose page size, margins, page orientation and scaling.After you have reviewedall of your settingsclick on the ‘Create’ button.Be prepared to wait a bit for the conversion process to finish. A download status window tells you how far along the conversion has comeWhen done, the web page opens as aPDF fileand is assigned a filename based on the web page’sname.Download and ConvertLinked PagesWhen reviewing your converted web page you will notice links to unconverted ageswithin the site. If you roll the cursor over the hyperlink to one of these pagesthe pointerchanges toa pointing finger and displaythe unconverted URLTo convert and download the pageightclickon the linkand you will see a dropmenu.From the dropmenu,select the‘Append

14 to Document’ option. 10 This will
to Document’ option. 10 This will download and convert the pageenabling the link to work;it also places a bookmark in the bookmark panel.Workwith BookmarksWhile many authoring programs create bookmarks automaticallythat link to different sections within the document,you can also create your own. To add a bookmarkscroll to the part ofthe document that you want bookmarked.In the Bookmarks panel, click the New Bookmark iconnew untitled bookmark appears. Click on theword‘Untitled’ and replace it with a title of your choosing.Add Comments to a DocumentClick the ‘Add Sticky Note’ button on the ‘Quick Tools’ toolbar. 11 Position your mouse where you wish to insert the ticky ote and click once.A ticky oteiconis added the document and a window appears where you can enter commentsthat window doesn’t display, click inside the noteicon.b.ype a short comment about the document. When inished, click the minimize button in

15 the upperright corner of the popup note
the upperright corner of the popup note, or click outside the popup note.To view the contents ofticky Note, lick once on the Sticky Note icon. The content of the ticky ote will appear. To delete a ticky ote, lick once on the icon and press Delete.Edit Original Text in Adobe Acrobat XIProClick on the ‘Edit Text & Images’ button on the ‘Quick Tools’ Toolbar.Position the cursor by the text you wish to edit and click once.Begin editing your text. To turn off text editing, click once on the Selectiontool icon from the Quick Tools toolbar.You’ll want to remember this because the Edit Text& Imagesbutton does not work like a toggle. You can’t simply click on it when done editing to turn it off.AddMultimedia to PDF FilesAdobe Acrobat XIProcan incorporate multimedia into PDF documents.For the purpose of this tutorialwe will reviewhow to add video to a PDF document.penthe PDF document that you want to useScroll to the portion of

16 the document where you plan to insert t
the document where you plan to insert the video.Click on ‘Tools’ on the right side of the screenClick on ‘Interactive Object’ and then select ‘Add Video’.You will notice that the cursor changes into a crosshair symbol.Draw a box where you wish your video to appear on the page. 12 The ‘Insert Video’ dialog box appearsClick the ‘Browse’ button, and then select the media file that you want to use.NOTE:You can insert FLV(Flash Video)files and H.264compliant MP4(MPEG4 Video)and MOV(QuickTime)filesBefore you click the ‘OK’ buttoncheckmarkthe ‘Show Advanced Options’ box.The Insert Video dialog box will now displayadvanced options.On the ‘Launch Settings’ tab we recommend that you choose the following settings:Enable when: The content is clickedb.Disable when: ‘Disable Content’ is selected from the context menuPlayback Style:Play content on page.d.Width: When you cho

17 ose the ‘Play content in floating w
ose the ‘Play content in floating window’ option in the ’Playback Style’ sectionyou can set the width and height of the floating windowin the width sectionBorderWidth: You can choose to display your movie without a border or choose betweenthin, medium or thickborderUnder the ‘Poster Image’sectionmake sure ‘Retrieve poster from media’ is selected.g.lick OKwhen doneClick the Play button to begin the video. Once the movie starts to playroll the cursor over the lower section of the video to see the playback controls.Stop the video and save the newly updated PDF document.CreateFormsYou can create a form from an existing electronc document (for example, Word, Excel, or an existing PDF document) or you scan and convert a copy of a form, and then add interactive form fields to For the purpose of this tutorialwe will learnhow to create a formfrom an existing electronic document, a Word file 13 Createa Form froman Exi

18 sting Electronic DocumentChoose ‘Cr
sting Electronic DocumentChoose ‘Create PDF Form’ under ‘Getting Started’Or if a file is currently open, click on the ‘Create’ button on the toolbar and choose ‘Create PDF form’.From the ‘Create Form’ dialogbox,select ‘From existing document’ and click ‘Next’.If you are converting the PDFonscreen to a form,Click on ‘Current Document’ in the ‘Existing Form’ window.Otherwise,elect ‘Choose another file’, and then click Browse to locate your file.hendone, click ‘Continue’.If prompted to save your file, do so.Adobe Acrobat converts your file PDF format and opens it in ‘Form Editing Mode’. The programautomatically detects form fields from your original document.If you see a message announcingthat you’re in Form Editing Mode, close the messageNOTE: If you simply choose ‘Create PDF’ to convert a form created in another progr

19 am, for example, Microsoft Word, Acrobat
am, for example, Microsoft Word, Acrobat will convert the file, but itwill notknow to detect and create form fieldsThe document may appear to be fillablein Acrobat, but you’ll see that you cannot click inside any of the form fields and actually enter information.o convert the file intoan interactive, fillable PDF form, you must choose ‘Create PDF form’ specificallyOTE: Adobe Acrobat is often not entirely successful in recognizing what you’ve intended to be form fields. Some fields go undetectedupon conversion, and some areas of the file are mistakenly recognized as fields, when in fact they are not. The cleanup work you must do to eliminate incorrectly addedform fieldsand to create manually the form fields that the program failed to detect canbe tedious. You might save time by redesigning your original document, if that is feasible, so that the fields are easier for Acrobat to recognize. Notice what in your form design tends

20 to be ignored by Acrobat and what tends
to be ignored by Acrobat and what tends to be picked upas a form field 14 To remove a form field that appearsin error,Click once inside the form field to select it.Press the ‘Delete’ key. Form field clean - up : before (above) and after (below) 15 The screen capture belowgivesan example of numerous form fields that Acrobat failed to recognize as it converted the file to a PDFform (the fields don’t have the blue highlighting indicative of a fillable field):To add a form fieldthat Acrobat left outClick on ‘Add New Field’ under ‘Tasks’ on the righthand side of the screen.Select the appropriate field type from the dropdown list (see below for descriptions of field types). 16 The following types of fields can be included in a PDF form:Text fieldsallow the user to type in text such as name, address, email address, or phone number.b.Check boxesallowthe user to choose between two options such as, yesorno or trueorfa

21 lse. A form may also use check boxes fo
lse. A form may also use check boxes for making multiplechoice selections.Radio buttonsallow the user to select from a group of choices in which they can select only one item. All radio button with the same name work together as a group.d.List boxesdisplay a list of options the user can select. You can set a form field property that enables the user to Shiftclick or Controlclick to select multiple items on the list.Dropdown menusallow the user either choose an item from a dropdown menu list or type in a response.Buttonsinitiate an action on the user’s computer, such as openingfile, playing a sound, or submitting data to a web server. You can customize buttons with images, text, and visual changes triggered by moving or clicking a mouse.g.Digital signaturesallow the user to sign electronically a PDF document with a digitalsignature, which can be a scanned image of your signature or some other image.h.Barcodescode the input from selected fields

22 and display it as visual pattern that ca
and display it as visual pattern that can be interpreted by decoding software or hardware.Next, click where you want to insert the field (an outline of the field displays so you know where it will appear uponclickingrag todraw the fieldand then release the mouse when done. 17 Handles appear around the field, allowing you to resize as necessary. A ‘Field Name:’ box appearin which you will entera field name.ssign a field name that corresponds tothe text to itappears next to. For example, in the illustrationabove, youwould want to change the default textCheck Box4 to ‘Fulltime’.Field PropertiesField Propertiesallowyou to modify the appearance and behavior of your various fields. or example, you can adjustthe font sizeof your fields, and you can make text field boxes expand automatically as you add more and more text.Click on ‘All Properties’ in the ‘Field Name:’ box to set properties for your form field.Under

23 the General tab, you may want to copyth
the General tab, you may want to copythe field name inthe ‘Tool tip’ window. Whenever someone’s mouse hovers over a field, a descriptive tool tip appears that explainswhat to enter in thefield. 18 b.ou may want to click on the ‘Appearance’ tab change the font size fromthe default‘Auto’ (which may make the text largeror smallerthan you need) to a size that you determine.You may also want to openthe ‘Options’ tab in order to adjust other usefultext settings. If you are setting the properties for a text field, for example, you might want to select ‘Multiline’ to enable textwrapping onto multiple lines, and ‘Scroll long text’ to apply a scroll bar to lengthy text (otherwise the text box continues to grow in size as more and more lines of text are added).Click ‘Close’ when done. 19 TIMESAVER NOTE: If you want to make the same kinds of changes tomultiple form fields at oncera

24 ther than editing field properties one f
ther than editing field properties one field at a time:ighlight multiple fields on your form using the Ctrl key (hold down Ctrl and click on every field you wish to change).Rightmouse click inside any one of the highlighted fields, click on ‘Properties’, and adjust your settings. All highlighted fields will accept this setting change at once.Preview the FormWhen you have completed the form,leave the Editing mode preview how your information will look when you enter information. To do so,Click on the ‘Preview’ button on the toolbar directly above your form.Enter information into various fields, making sure the font/font size/etc. are as you want them.If you need to make more changes to the layout of your form, click on ‘Edit’ on the toolbar directly above your form. After making changes, click again on ‘Preview’to see if the layout suits you.rase the text you entered in previewmodebefore exiting that modeEnte

25 r Data in the FormTo begin entering data
r Data in the FormTo begin entering data in your form, you need to be in ‘Editing’ and not ‘Preview’ mode.n the right side of the screen, click‘Close Form Editing’.You may begin entering form data.Saving Filled Forms in Adobe ReaderNOTE: In the past, users of Adobe Reader could fill out but not save filled out PDF forms. However, Adobe Reader XI allows users to save completed forms. This is useful because not all your form recipients will have the fulAdobe Acrobat program. Reader is free to install on any computer workstation 20 Close a File (without Closing the Program)To close a file in Adobe Acrobat XI Pro,Choose ‘File’ from the Menu Bar.Choose ‘Close’.You may be prompted to save the file if you haven’t already done so.Close Adobe Acrobat XI ProTo exit the program, Choose ‘File’ from the Menu Bar.Choose ‘Exit’.You may be prompted to save one or moreif you haven’t a