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Sometimes when you're putting together a PDF to send to somebody, you realize, you know what, I need to also send them not just this PDF, but also this other file, and that file and this Excel file, and the ZIP file, and so on. So you make an e-mail and then you attach the PDF, plus a whole bunch more files. So as an alternative to sending somebody multiple files, you can do one of two things with Acrobat; you can create one PDF and either attach files to that one PDF, so you'd still be sending just one PDF.
When they open it, they will see the attachments in the PDF in Reader or Acrobat, or you could create a PDF portfolio which is all these different files that are in one PDF, they're not really attachments per se, but like a PDF with attachments, it's just one PDF. And in there, you can navigate through all the other files that you included. So I'll be talking about PDF portfolios in another video. In fact, there's a whole chapter on them because they are pretty cool. But the problem with PDF portfolios is that they are not fully backwards compatible.
Sometimes, you can create a PDF portfolio and somebody with an older version of Reader or Acrobat will open it and they won't know quite what they're looking at. So let's see how that works. Now, what you need to do is start out with a PDF. You can't just start out with nothing like you can with a portfolio. So you start out with a PDF, you can call it like the home PDF, or the cover page PDF. You could even, if you don't have anything, you just have a collection of files that you want to send somebody, you should use Microsoft Word or something to create a cover letter saying, hey! Here are all the cool files that I'm attaching, and here is what you should do with them, export that to PDF and then start from there, from your home base.
So we are going to assume here in this example that we're going to use the Employee Manual as a home base. And to this, we want to include attachments. So to attach a file, you can do so either by using the Attachments panel, see the paper clip. Isn't that clever? If there were attachments to this file, they would appear here in a list. There are none on this file, but you can add an attachment by clicking the little PDF with the New icon to it, or you can go to the tools panel on the right, and in the Content section, you can attach a file from here.
You can also add a bookmark from here. So it's kind of interesting that you can add bookmarks, or files in one of two paces on the right or the left. We're going to go ahead and choose Attach a File. Now this is not the same as combining files which I will be talking about separately. We're not creating one massive PDF that has like 500 pages. We are actually just creating one PDF with a bunch of files attached to it; sort of like hitchhikers coming along for the ride. So it opens up the Add Files dialog box, and I have a folder here called More files. They don't have to be PDFs that you are adding, they can be any kind of file format.
So I might say, let's add Head Count, Excel file. I will just click Open. Let's just see one, and how that looks. So it added one file. Let's go ahead and add some more. I'll come back out here and choose Attach a File. Let's say, add the fw9 form, and then I'm going to hold down the Ctrl key to also select Two Trees Payroll, Excel file, and then also I'll Ctrl+Click the Employee Handbook. So we are going to add three files as well. Now you can't add an entire folder unfortunately; it's just not going to let you.
You can select a folder, but it's not going to attach it. You have to attach individual files. So if you wanted to get any of those files inside that folder, go back to Attach a File. You'd have to double-click it to open it, and then select the individual files in here. In this case, there is only one file. But normally, what you want to do is if you have a folder full of files, you need to zip it, or compress it. Now, Zipped files; a lot of companies have rules against accepting ZIP files, because they can be vectors for viri, and if you select a ZIP file to attach to a PDF, Acrobat will also warn you about this.
It says, the file type you're adding cannot be opened or saved from Acrobat because of your Trust Manager Settings in your Preferences. That's just because the Acrobat is preset not to trust them, and to give you this warning. But if you're the one who created the ZIP file, and you're perfectly fine with the ZIP file, and the person you're sending it to will be perfectly fine with it, then you can just say, go ahead, and add it anyway. Now, I have a file with a bunch of attachments, and can you see that there's a little bit of a header peeking out here? If you go to this little textured area to the right of the Attachments panel and then drag out, you will see, oh! Look, there is actually a lot of information here.
The Description field is very cool because you can actually add a description for any of these files that you've added. So I'm going to right-click on Head Count and choose Edit Description and type a description. So here are all the final head counts for our locations. You can do the same thing with all of these. The fw9, I am going to say Edit Description and say, Please complete and return! And so on.
You can search through all of these. Any file that it has search access to, it will come up with a hit in the Search field. You can easily delete any of the files that you've added, maybe you change your mind, you can add additional files, you can save, you can open the files in their original programs. That's all the cool stuff that you can do when somebody sends you an attachment, or when you are working with attachments yourself. So we've added the attachments that we want to this document. Now, another thing that you want to do, if you are going to send somebody this file is you want to make sure that they are aware that the PDF has attachments.
So similar to bookmarks in a different video, you want to set it so that when somebody first opens it, that they see the Attachments panel open, because otherwise, how are they going to know there is attachments. This doesn't change unfortunately, this icon. You have to actually reveal it. So to do that, you go to File > Properties. This would be properties of the PDF itself. Go to the Initial View tab and say that under the Navigation, you want it to open with the Attachments panel and the page, not just the page itself. So I am going to click OK. We're going to save this document.
I will do a little Save As. We will save this on the desktop as Two Trees With Files. Okay, and close it. Now, let's open that again, and see if it opens up, and how we want it to open up. So it's just one PDF file, it's kind of big, but that's because it has all the other files within it. I will click Open, and it automatically opens with the attachments. So the person who receives this would just double-click these files and it will open it up inside the original program assuming that they have Microsoft Word.
It always has to put up this alert, because some people can use attachments to be malicious. But if you know the person who sent this to you, then you would say go ahead and always allow opening files of this type. So I am going to click OK, and then it boots up Word, and it opens up that document. So that's how easy it is to add files to a PDF, that when you're sending a whole mess of files to somebody, you can just send them one PDF, and have them all attached to that PDF in a very convenient panel.
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