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What are bookmarks in a PDF? They are little links that help you navigate a long PDF quickly, or to find specific information, and you can see the bookmarks by opening up the Bookmarks panel on the left. See this little guy that looks like a bookmark. Just click it, and if there are any bookmarks in the PDF, they will be listed here. So this document actually is pretty rich with bookmarks. It has some top level bookmarks like Definitions of Employees Status and if you click it, it jumps you right to that page that starts out Definitions of Employees Status.
Let's actually make this a little wider, so you can see it a little better; Standards of Conduct, jumps you to Standards of Conduct. There are also second level bookmarks. You can see. You can reveal them by clicking the little Plus symbol here. So someone has thoughtfully included bookmarks to what to do if you are absent without notice, or about harassment, and so on. So when you click a bookmark, it brings it right to the top of the screen there. So you can see that bookmarks would be very handy. Unfortunately, Acrobat doesn't just make them up out of whole cloth.
In fact, most PDFs that you encounter will not have bookmarks. So I am going to go to the same handbook; Two Trees Olive Oil Employee Manual. This is normally what the Bookmarks panel looks like. So you can create bookmarks in a PDF in one of two ways. One, you can add them manually here in the Bookmarks panel. This thing will create a new bookmark, and I am going to be showing you how to do that bookmark by bookmark in a bit. But the other, much faster, much more convenient way, if you can do it, is to have the original file, when you export it to PDF, say from Word or PowerPoint or whatever, include bookmarks on the fly.
So let's see how that might work. First, let's take a look at Adobe InDesign. I have this manual opened in Adobe InDesign, and Adobe InDesign does have a Bookmarks panel, if you go to Window, where all of the panels are listed, and go down to Interactive, and choose Bookmarks, you can see there is a panel. It is empty at the moment. The way to automatically create bookmarks in InDesign is through the use of Paragraph styles and the table of contents. I know those don't sound like they have anything to do with bookmarks, but it's how things get automated.
As in Acrobat, you could add bookmarks manually one by one, but that would be ridiculous. Instead what you do is you use paragraph styles in the documents. For example, this Section 1 introduction, this part that's against the dark orange, if we open up Paragraph Styles, you can see that's called Heading 1, and the ones below that are called Heading 2. So the Body Text is just Normal or something else. So as long as you can be careful about using Paragraph Styles for Headings and Sections, then you can have InDesign automatically create bookmarks based on where those paragraph styles occur.
So we can do that by going to the Layout menu and choosing Table of Contents, and then you just select those paragraph styles that you want to create a bookmark for and add them to this list on the left. So even if you are not going to include a Table of Contents in the document or export it to PDF, this is kind of a sneaky way to quickly create bookmarks on your own. I am going to turn on more Options, so you can see that you can even set the level of the bookmark. In Heading 2, we want to add that, we want Heading 2 to be part of Heading 1, so just like the bookmarks that we just saw where you had multiple subsections under a section, that's what's going to happen here.
Also you see down here is the magical clue; Create PDF Bookmarks. So if you have that turned on, and then you click OK, then two things happen; first your cursor becomes loaded with the automatically generated Table of Contents. In this case, I really don't want to have it be part of the PDF, so I am just going to drag it out and put it on the pasteboard. But take a look at the Bookmarks. Those were automatically generated. Now, when I export this document to PDF, when I go to Adobe PDF Presets, let's just choose High Quality Print, I can say Include Bookmarks.
So when it makes the PDF, it's going to include these bookmarks. So that's how you do it from InDesign. Let's take a look at Microsoft Word. Basically, it's the same thing. You need to use Styles in Word and then once you have things that are styled, like if I click here, you can see up here it's Heading 1, and let's keep scrolling down a bit, that's Heading 1 again, and Changes in Policies, Heading 2. So it's showing us a little preview of Styles. Now, I know we are using Office 2010, but this works in just about any version of Word.
When you export this to PDF by using Windows, this doesn't work in Mac, sorry guys, but it works in Windows, go to Acrobat. In Preferences, you can say, there is a tab for Bookmarks. I mentioned this earlier, in an earlier video about creating PDFs from the Microsoft Office Apps, but this is where the good stuff happens. So you can say Convert Word Headings to bookmarks. If you use any type of style name that was a heading, it will automatically convert that, or you can turn it off and say, I just want Heading 1 and Heading 2 to be bookmarks, or it could be any style.
Maybe you use something that wasn't a heading style and you can just select them right here, sort of like what we did with Adobe InDesign. I am going to cancel out of here to show you that you don't always have to go to Preferences first. If you go just directly to Create PDF, there is an Options button down here that also has a facility to create bookmarks in that PDF. So you can see that bookmarks are pretty well integrated in Microsoft Word and in fact in many of the other Microsoft Office applications. So we exported a document to PDF from Microsoft Word with Bookmarks and that is how we ended up with this thing of beauty, with all these bookmarks.
So these came over directly from Microsoft Word. If you actually held down the Caps Lock key as you typed in Headings, and that is what the bookmarks look like. Now you don't have to leave them as is, these are all completely editable. So for example, I could right-click on this bookmark and choose Rename. I could say sexual harassment. So the bookmarks do not have to exactly match the headings. It's only when you have them exported automatically, that the bookmark name matches exactly what the text said.
You can also select any bookmark and delete it, so if we didn't need any bookmark for telephone use for example, we could right-click on it, and just choose Delete. There are other things you can do with bookmarks like for example on Cover, and these I actually did edit earlier. And then on Cover, I could right-click and choose Properties, and you can change things like the style of the text, like I want it to be Bold perhaps, and I can also change the color. So maybe you want to make it red. We'll look at Actions in a minute. Here it is.
There is the red text. So it's something that you really want to have people's attention jump to, you can like make it look different than the other bookmarks. Now, I am a big fan of right-clicking, so I am choosing it that way, but you can also just select a bookmark and then use the Bookmark dropdown menu here where you see Properties and all the other kind of fun stuff. Let's look at the document that has no bookmarks. How do you create them on the fly? Like maybe you just might have a simple document that doesn't have that you didn't use styles with, or maybe you don't have the original file that was used to create the PDF, and you just want to add your own bookmarks.
It's actually really simple. It's just two steps. Number one is go to the location that you want the bookmark to take you to. So let's say that we wanted to create a bookmark that would bring us to Definitions of Employees Status. So you go there first. Then in the Bookmarks panel, you click the icon for a New Bookmark, and then call it whatever you'd like. So I will say, Definitions of Employees Status or I can just say, What is an employee? So you can call a bookmark whatever you'd like.
Now, let's test this out. We'll go back to the Cover, and then we'll click on the Bookmark, and it brings us right back to Definitions of Employees Status. Now, say that we wanted a bookmark for regular full-time. I will just click New Bookmark, and we will call this let's say Regular Full-time. We want this to be a child of this bookmark, right? We want this to be a subset. So you just drag it to the right. So you see as I am dragging it, it's showing me a little icon that says where it belongs to. In any document that you have bookmarks it's really easy to move bookmarks around.
So you just select the bookmark and just drag it up and down. Another thing that you can do with the Bookmark is you can assign an action to it. I am going to make a new bookmark, and I am going to call it Search this PDF. I am going to move it up here to the very top, I want it at the very top. And then I am going to right-click Search this PDF, and go down to Properties and assign it an action. When somebody clicks Search this PDF, what I want Acrobat to do is to open up the Search panel, so they can actually do a search, because a lot of people don't realize you can search, and it's different than doing a Find.
So you can add an action to a bookmark that is any menu item. So if I click Add, I wanted to do an Edit, Advanced Search. That's what I wanted to do, as though they had chosen that from the Edit menu. Then for this action, I want to delete it. I don't need to jump to a page, I just want it to execute a menu item, and then click OK. So we will test it out. Let's go back to the Cover, close this up, open up the Bookmarks panel, click Search this PDF. So I always click, if you click the name of the PDF in Acrobat, it thinks you want to edit the bookmark, instead we want to click the little icon to the left. And boom! It sets you up to search the actual PDF which I think is pretty cool.
So there are all sorts of neat page actions. So there are other actions that you might want to explore and other cool things that you can do with bookmarks that's covered in quite a bit of detail in the Online Help. But one thing I want to mention to you is that a problem that I found when I've gone to the trouble of adding bookmarks to a PDF is that a lot of my recipients don't even realize that there are bookmarks. Now, bookmarks will work whether somebody has Reader or Acrobat, but if they get a PDF and it opens like this, they are not even going to think to look at it, most users won't. So what you want to do is you want to save your PDF so that by default when somebody opens it, it opens with the Bookmarks panel Open.
You can do that by going to the File menu, and going down to Properties. I will be talking about this in more detail in another video, but if you go to Initial View, you can say under Navigation tab that it should be the Bookmarks panel and the page. So that will automatically open. Let's just leave it as is, and click OK. So I am going to save this to my desktop; Save As, Two Trees. I will call it Fixed. Then close this.
Now, let's test it out. I am going to go to File > Open, go to the desktop, open up Two Trees Handbook Fixed, and it automatically opens with the Bookmarks panel showing. So that's what you want to do. If you go to the trouble of adding bookmarks, and it's actually not that much trouble if you're able to generate them automatically from another program as I showed you. You want to make sure that their users enjoy, and appreciate and are able to use all the bookmarks, make it obvious for them by having the PDF open automatically with the Bookmarks panel open.
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