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Attaching files to a PDF


Acrobat X Essential Training

with Anne-Marie Concepción

Video: Attaching files to a PDF

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.
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  1. 1m 53s
    1. Welcome
      1m 33s
    2. Using the exercise files
  2. 55m 0s
    1. Opening documents and moving them around
      6m 3s
    2. Working with the toolbars
      5m 59s
    3. Working with the panels
      3m 43s
    4. Customizing the toolbar with Quick Tools
      4m 40s
    5. Using the Pages panel to navigate
      3m 57s
    6. Selecting and copying text and graphics
      3m 24s
    7. Rotating pages
      4m 49s
    8. Changing the viewing options
      6m 12s
    9. Reviewing preferences
      7m 6s
    10. Finding words and phrases
      2m 35s
    11. Searching a PDF and working with the Search panel
      4m 21s
    12. Sharing PDFs by email and with Adobe SendNow
      2m 11s
  3. 33m 18s
    1. Creating PDFs from Microsoft Office applications
      9m 46s
    2. Creating PDFs from Creative Suite applications
      8m 57s
    3. Creating PDFs from within Acrobat Pro
      4m 27s
    4. Creating PDFs from a web site
      8m 22s
    5. Creating PDFs from the clipboard
      1m 46s
  4. 30m 58s
    1. Editing text
      8m 51s
    2. Adding text
      4m 40s
    3. Editing images and graphics
      3m 39s
    4. Changing the page number display
      3m 48s
    5. Digitally signing PDFs
      6m 26s
    6. Cropping pages and documents
      3m 34s
  5. 1h 6m
    1. Adding watermarks
      6m 17s
    2. Adding page backgrounds
      5m 41s
    3. Adding page numbers
      5m 56s
    4. Adding headers and footers
      9m 7s
    5. Adding bookmarks
      11m 30s
    6. Attaching files to a PDF
      7m 11s
    7. Adding metadata
      3m 45s
    8. Optimizing a PDF for file size and compatibility
      10m 12s
    9. Creating initial view settings
      7m 16s
  6. 37m 59s
    1. Adding hyperlinks to URLs
      7m 33s
    2. Creating links with the Link tool
      6m 9s
    3. Working with interactive actions
      6m 56s
    4. Creating and adding buttons
      6m 28s
    5. Adding video, sound, and SWF files
      7m 29s
    6. Adding page transitions
      3m 24s
  7. 27m 12s
    1. Extracting pages
      3m 53s
    2. Splitting a PDF into multiple files
      4m 13s
    3. Inserting pages from files and other sources
      5m 42s
    4. Moving, copying, and replacing pages
      8m 17s
    5. Combining PDFs
      5m 7s
  8. 27m 9s
    1. Exporting text
      8m 33s
    2. Exporting images
      6m 33s
    3. Exporting PDFs to Microsoft Word
      7m 21s
    4. Exporting PDFs to Microsoft Excel
      4m 42s
  9. 26m 27s
    1. Working with portfolios
      6m 57s
    2. Creating portfolios
      6m 26s
    3. Customizing portfolios
      7m 23s
    4. Optimizing backward compatibility
      5m 41s
  10. 32m 9s
    1. Creating an interactive form
      6m 42s
    2. Working with form fields
      6m 41s
    3. Editing field properties
      5m 34s
    4. Distributing and collecting forms
      9m 43s
    5. Enabling Reader to save form data
      3m 29s
  11. 34m 26s
    1. Adding sticky notes and other annotations
      9m 2s
    2. Using the drawing markup tools
      6m 10s
    3. Viewing, filtering, and replying to comments
      5m 24s
    4. Printing, summarizing, and exporting comments
      6m 35s
    5. Exporting comments to Word for Windows
      3m 28s
    6. Enabling extended commenting in Acrobat Reader
      3m 47s
  12. 25m 29s
    1. Understanding the different review processes
      2m 7s
    2. Using the email review process
      4m 33s
    3. Conducting a shared review with
      6m 54s
    4. Using the Review Tracker
      4m 32s
    5. Using the Collaborate Live review process
      7m 23s
  13. 31m 2s
    1. Reviewing the print production tools
      5m 18s
    2. Previewing color separations
      3m 51s
    3. Using the Object Inspector to learn details
      3m 13s
    4. Working with the Preflight dialog box
      5m 34s
    5. Fixing hairlines
      3m 57s
    6. Converting colors
      2m 27s
    7. Saving as a standards-compliant PDF
      6m 42s
  14. 19m 16s
    1. Scanning a paper document to PDF
      4m 44s
    2. Setting up optimization options
      6m 48s
    3. Recognizing text in a scanned PDF
      4m 43s
    4. Reviewing and correcting OCR suspects
      3m 1s
  15. 17m 18s
    1. Using the built-in Actions for automation
      5m 32s
    2. Editing Actions
      4m 7s
    3. Creating new Actions
      4m 51s
    4. Sharing Actions with others
      2m 48s
  16. 35m 26s
    1. Choosing a security method
      5m 27s
    2. Password-protecting a PDF
      7m 27s
    3. Securing a PDF with a certificate
      5m 6s
    4. Creating a digital id
      5m 43s
    5. Removing sensitive content with the Redaction feature
      6m 52s
    6. Revealing and clearing hidden information
      4m 51s
  17. 33m 45s
    1. Opening and navigating PDFs in Reader
      7m 30s
    2. Adding comments
      3m 14s
    3. Viewing extended features
      6m 53s
    4. Digitally signing a PDF
      6m 15s
    5. Sharing PDFs
      2m 29s
    6. Using
      7m 24s
  18. 3m 54s
    1. Final thoughts
      3m 54s

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Watch the Online Video Course Acrobat X Essential Training
8h 59m Beginner Nov 19, 2010

Viewers: in countries Watching now:

In Acrobat X Essential Training, author Anne-Marie Concepción demonstrates how to create, modify, review, and share PDFs in Adobe Acrobat X Standard or Pro. Starting with a tour of the new panels-based interface, the course covers the basics of the software, such as creating and customizing PDFs, searching, editing text and graphics, and extracting PDF content to use in other programs. Also included are tutorials on creating forms, inserting interactivity and rich media, using the prepress tools, combining PDFs with other types of files to create customized portfolios, and ensuring document security. Exercise files accompany the course.

Topics include:
  • Creating PDFs from web pages, Office files, and Creative Suite files
  • Signing PDFs with a digital signature
  • Creating interactive forms
  • Annotating PDFs with comments
  • Collaborating with others using PDF reviews
  • Making scanned documents searchable with OCR
  • Preparing documents for print with print production tools
  • Automating routine tasks with Actions
  • Securing PDFs with encryption and password-protection
  • Removing sensitive content with the Redaction feature
  • Sharing PDFs
  • Using the new features in Reader X and
Anne-Marie Concepción

Attaching files to a PDF

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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