IntroductionWelcome| 00:00 |
(music playing)
| | 00:04 |
Hi my name is Chad Chelius.
I'm a trainer, author, and consultant,
| | 00:08 |
Adobe Certified Instructor and user of
Adobe software for over 20 years now.
| | 00:14 |
I don't just teach Acrobat, I use it
daily to create a variety of different
| | 00:18 |
products, to share ideas, and to
collaborate with clients.
| | 00:22 |
In this workshop, I'll show you how to
make the most out of Acrobat 11.
| | 00:26 |
When appropriate, I'll point out some of
the key differences between the Mac and
| | 00:29 |
Windows versions of the product.
I'll focus on key competencies in this
| | 00:33 |
workshop that will help you get the most
out of Acrobat 11.
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While also taking advantage of some of
Acrobat 11's new features.
| | 00:41 |
I'll walk you through the settings used
to generate PDF files.
| | 00:45 |
I'll also show you how to effeciently
navigate a PDF and how to add key
| | 00:48 |
navigation features.
Such as bookmark and links to make it
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easier for other users to navigate other
PDF files that you create.
| | 00:57 |
I'll teach you how to create PDF files in
a variety of different ways.
| | 01:01 |
How to share your PDF files.
How to create a PDF form using the new
| | 01:05 |
Form Central Application.
And how to collaborate with users in a
| | 01:09 |
variety of different ways.
The videos in this workshop are task
| | 01:13 |
specific and focus on the fundamentals
and new features of Acrobat 11.
| | 01:18 |
I'm proud to be the author on this
course, and I hope you find it useful and
| | 01:21 |
have fun creating PDF files using Acrobat
11.
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1. Getting StartedAcrobat XI and the PDF file format| 00:02 |
Acrobat 11, as its name implies, marks
the 11th version of Adobe's tool for
| | 00:06 |
creating, viewing, editing, and sharing
PDF files.
| | 00:11 |
As a primer to this course, I'd like to
go over some of the key points of the PDF
| | 00:15 |
file format, and what Acrobat 11 brings
to the table for us as Acrobat users.
| | 00:20 |
First of, the PDF file format is probably
one of the most widely used and
| | 00:24 |
distributed file formats in use today.
It's gained such acceptance because it
| | 00:29 |
provides a format that can be widely
distributed to anyone.
| | 00:33 |
And it guarantees that the file will
appear as intended on each person's computer.
| | 00:37 |
More than that, any user can view a PDF
file using the free Adobe Reader
| | 00:41 |
application by downloading it from
Adobe's website.
| | 00:46 |
Using Acrobat 11, you can create a PDF
file using any file as a source file
| | 00:50 |
whether it be Word, Excel, PowerPoint,
InDesign, a webpage.
| | 00:56 |
The list goes on and on.
In contrast to the free Adobe Reader,
| | 01:00 |
Acrobat 11 allows you to view, create,
and modify PDF files to do a variety of
| | 01:04 |
different things.
In Acrobat 11, Adobe has improved the
| | 01:09 |
existing tools and added new tools to
help you enhance the ease with which we
| | 01:13 |
work with PDF files.
In this video course, I will be showing
| | 01:18 |
you how to use Acrobat 11 to perform a
lot of common tasks when working with PDF files.
| | 01:23 |
And introduce you to a ton of new
features that have been added as well.
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2. The Acrobat InterfaceThe Welcome screen| 00:02 |
The Welcome screen in Acrobat 11 is a
great jumping off point to start working
| | 00:06 |
with PDF files.
It is a central area where you can access
| | 00:10 |
frequently performed tasks and frequently
used files.
| | 00:14 |
As you can see, the Welcome screen is
divided into three main areas.
| | 00:18 |
I'm going to start way down here at the
bottom of the Welcome screen where you're
| | 00:21 |
going to see daily tips about how to use
Acrobat 11 more efficiently.
| | 00:27 |
The meat of the Welcome screen is located
in this center portion of the window.
| | 00:32 |
And on the left-hand side, you can open
Frequently Used Files and you can also
| | 00:36 |
click the Open button to open existing
files.
| | 00:40 |
So, I'm going to click the Open button
and I'm going to navigate to my Chapter 2 folder.
| | 00:45 |
And I'm going to open up this file called
Pixology, which is a magazine designed by
| | 00:48 |
my friend Tim Grey.
So, I'm going to go ahead and close this
| | 00:52 |
file now.
And you're going to see that on the
| | 00:54 |
left-hand side of the Welcome screen, the
file that you recently opened is now
| | 00:58 |
listed so you can quickly open it up
again.
| | 01:03 |
Now in addition, one of the things I
didn't show you when we click on this
| | 01:06 |
Open button is that down here at the
bottom, we can also choose to open a PDF
| | 01:10 |
from an online account.
Or, you can choose to open a file from
| | 01:16 |
your Acrobat.com account.
Now, an Acrobat.com account is free.
| | 01:20 |
All you need to have an Acrobat.com
account is an Adobe ID, which is also free.
| | 01:26 |
So you can setup an Adobe ID, create an
Acrobat.com account, and store your files
| | 01:31 |
online and access them this way.
Now, I'm not going to go over that right
| | 01:36 |
now, so I'm going to go ahead and hit the
Cancel button.
| | 01:38 |
Now, you'll notice on the right-hand
side, we have four buttons that allow us
| | 01:42 |
to access frequently-used tasks that
people use on a daily basis.
| | 01:47 |
So as you can see, right from this
Welcome screen, we can create a new PDF
| | 01:52 |
file, we can edit a PDF file.
We can create a PDF-based form, and we
| | 01:57 |
can also take multiple PDF files and
combine them into one.
| | 02:03 |
When it comes to accessing common tasks
and recently opened files in Acrobat 11,
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the Welcome Screen is a great place to
start.
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And the ability to quickly get to your
Acrobat.com account is a great feature as well.
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| The Acrobat XI workspace| 00:02 |
Before we dive in and start using Acrobat
11, I think it's a good idea to get
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familiar with our working environment, so
that you have a better understanding of
| | 00:09 |
the different areas of the program.
Now I'm beginning this video with the
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Pixology September 2012 file already open
on my computer.
| | 00:18 |
And I'm doing this especially on the Mac
platform because the interface
| | 00:22 |
essentially disappears if I don't have a
file open.
| | 00:25 |
If you're on windows, you would still see
the same interface, but it might be
| | 00:28 |
helpful for you to follow along if you
have this file open as well.
| | 00:33 |
Now the first area I want to point out is
way up here at the top of your screen,
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and this is referred to as the menu bar.
Now there's only a couple of menus here
| | 00:42 |
at this point, and Adobe has done a
pretty good job of minimizing the
| | 00:45 |
redundancy between the menus up here.
And the other areas of the application.
| | 00:51 |
But you still will find a little bit of
redundancy, providing multiple areas to
| | 00:55 |
access the same thing.
So your menu bar is way up here at the
| | 00:59 |
top of our screen.
Now, if we go down just a little bit,
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we're going to have our different tool
bars.
| | 01:05 |
And the first toolbar that you see up
here is what's called the Quick toolbar,
| | 01:09 |
and this is where you access what are
called Quick tools, basically tools that
| | 01:13 |
you can quickly access to perform
different.
| | 01:18 |
Functions.
The next toolbar below it is what's
| | 01:20 |
called the common toolbar, and this is
where you access a lot of the page navigation.
| | 01:27 |
But it's also where you can customize
this toolbar to show frequently used
| | 01:31 |
tools that you'll use for different
operations.
| | 01:36 |
Now way over here in the left-hand side
is what Acrobat 11 calls the Navigation
| | 01:40 |
pane, and if you click on any of these
buttons, it's going to expand to show you
| | 01:44 |
the contents of that particular pane.
So you can see we have the Page
| | 01:50 |
Thumbnails pane, we have the Bookmarks
pane.
| | 01:55 |
We have the attachments pane and we have
the signatures pane.
| | 01:59 |
Now there's even more panes that we can
display over here, but for now we'll
| | 02:04 |
leave these set to their defaults.
To close the navigation pane, just click
| | 02:09 |
again on the button to collapse it.
Now the main area of Acrobat is right in
| | 02:14 |
the middle here, and this is our document
pane.
| | 02:18 |
Whenever we have a document open it's
displayed in this middle section here,
| | 02:22 |
showing us the document that we have
open.
| | 02:26 |
Last but certainly not least, we have
what's called the task panes.
| | 02:30 |
The task panes are located right up here,
to the right side of the common tool bar.
| | 02:36 |
And as you can see here, I have 3 tabs,
and you can see that when I click on one
| | 02:40 |
of these tabs, it expands that pane to
show me the subcategories within that pane.
| | 02:46 |
You can see in my example I have the
tools; I have the Sign category.
| | 02:52 |
And then I also have the Comment category
as well.
| | 02:55 |
This particular category allows me to
annotate my document by marking it up
| | 02:59 |
using these tools.
I'm going to go ahead and click on the
| | 03:03 |
Comment tab again to collapse that.
And as you can see, there are quite a few
| | 03:07 |
places for tools and features within
Acrobat XI but once you get familiar with
| | 03:11 |
your surroundings, I know you'll feel
right at home with the latest version of
| | 03:14 |
Adobe Acrobat.
| | 03:17 |
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| Customizing the workspace| 00:02 |
The Acrobatic 11 workspace is laid out in
a pretty convenient way.
| | 00:05 |
But you may find that it might not lend
itself to the way that you work as an individual.
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This is why Acrobatic 11 allows you to
customize the workspace to meet your own
| | 00:14 |
personal needs.
Let me show you how.
| | 00:18 |
I'm going to start this video with the
Pixology September 2012 file already open
| | 00:22 |
on my computer.
And the first thing I want to show you is
| | 00:25 |
actually way over here to the left in our
navigation pane.
| | 00:30 |
Now you'll notice that by default we have
four navigation buttons that we have to
| | 00:34 |
choose from over here on the left.
But there are more navigation panes that
| | 00:39 |
we can add in here.
So for example, I'm going to close that.
| | 00:44 |
If I come down here to the blank area,
and I right-click with my mouse you'll
| | 00:47 |
notice that I have several additional
options that I can choose from.
| | 00:52 |
So for example if I wanted to, I could
choose to show the layers panel.
| | 00:56 |
So I click on that, and now you notice
that I have the layers pane displayed as
| | 00:59 |
an additional button.
Can right-click again.
| | 01:04 |
Maybe I want to choose my page
thumbnails.
| | 01:07 |
And that one is actually already open.
So you can see you can't really have two
| | 01:11 |
of the same panel at the same time.
But for example you could choose
| | 01:15 |
something like the content pane and that
would add that to the navigation pane to
| | 01:19 |
the right.
If at any point in time you decide that
| | 01:23 |
you want to go back to the way that
Acrobat 11 ships, just right-click on
| | 01:26 |
this blank area and choose Reset Panes.
That'll take you right back to where you were.
| | 01:31 |
Now, the toolbars up here at the top can
also be customized, and it's actually
| | 01:36 |
pretty easy to do.
So for example if you right-click on any
| | 01:40 |
of these toolbars you'll notice that you
can go to any one of these submenus here
| | 01:44 |
and choose an option.
So for example, maybe I want to show the
| | 01:50 |
dynamic zoom icon.
You'll notice that when I choose that it
| | 01:54 |
gets added over here in the common
toolbar.
| | 01:57 |
If I right-click again, and go down to
Select and Zoom, I can go down to say
| | 02:01 |
Actual Size, and that's going to add that
icon right here to the common toolbar as well.
| | 02:08 |
Now if I want to customize the quick
tools up here at the top what I can do is
| | 02:12 |
either right-click, and I should point
out at this time that if you don't have a
| | 02:15 |
right mouse button, you can hold down the
Control key on your keyboard and click to
| | 02:19 |
get this contextual menu.
I can choose to edit the current tool set.
| | 02:28 |
And what that's going to do is open up
this panel, and it's going to allow me to
| | 02:31 |
choose from all of these options over
here on the left to add up here to my
| | 02:35 |
quick tools bar.
So, for example, if I go to the Pages
| | 02:40 |
category, and I decide that I need to use
the Split Document function, I can click
| | 02:45 |
on it, click this button to add it up
here to my quick tools toolbar.
| | 02:52 |
And then I can go ahead and click Save
and you'll notice that that button has
| | 02:56 |
now been added.
Now when you're in there, I'll go back in
| | 03:01 |
and choose Edit Current tool Set, you may
have noticed that when you're in here and
| | 03:04 |
you choose one of these options you can
only add them up here, you can't add them
| | 03:08 |
over here into a custom tools pane.
That's because we are currently in the
| | 03:16 |
default tools set.
So in order for us to be able to
| | 03:20 |
customize our own pane to the right over
here, we need to create a new set of tools.
| | 03:26 |
So I'm going to click the Cancel button.
And you'll notice that up here in the
| | 03:30 |
upper right corner, this is a new feature
in Acrobat 11.
| | 03:34 |
We can click on this and we have one
predefined tools configuration.
| | 03:40 |
We can choose Common tools, and that's
going to open up this new section over
| | 03:44 |
here, but what I'm going to do is click
on this button again and I'm going to
| | 03:48 |
choose Create New tool Set.
And what I can do now is come in here,
| | 03:53 |
maybe I'll go into the Forms area, and
I'll say, well, I want to be able to
| | 03:56 |
create a form.
You'll notice that now I can add it over
| | 04:00 |
here to the right.
Maybe I also want to be able to
| | 04:03 |
distribute a form.
Go ahead and move that over there as well.
| | 04:07 |
And what's really helpful is you can use
this button here to add a little divider
| | 04:12 |
line to kind of categorically organize
these tools over here.
| | 04:18 |
You can also click the Info button, and
type in some instructions for that
| | 04:23 |
different area that's inside of that
configuration.
| | 04:28 |
So, I'll type in here, these are to be
used for creating forms.
| | 04:36 |
Click the Save button and now you'll
notice that is located right there with
| | 04:41 |
that highlighted.
I'm going to click the up arrow to bump
| | 04:46 |
that up at the top of that setting there.
If you wanted to add some more areas we
| | 04:51 |
can come down to a different area such
as, say, accessibility.
| | 04:56 |
Maybe I want to be able to run the full
check in here, so I'll go ahead and add
| | 04:59 |
that over there and then we can just bump
that down in to a different category.
| | 05:06 |
Once I click the Save button, it's
going to ask me to give this a name, so
| | 05:10 |
I'm going to call this the video to brain
tool set.
| | 05:16 |
We'll click Save.
And now you'll notice that we have our
| | 05:19 |
own custom task pane right in this area
right here.
| | 05:23 |
If you go back up to the Customize menu,
you can always go back to the default tools.
| | 05:29 |
You can click on it again and you choose
the task pane that you created and then
| | 05:33 |
you can always go to Manage toolsets, and
delete them or rename them later on.
| | 05:39 |
So, I'll just go ahead and close that.
So, the point with showing you all of
| | 05:44 |
these features is why adjust your working
style to match the Acrobat 11 workspace
| | 05:47 |
when you can change and adjust it to
better suit your needs.
| | 05:53 |
Customize your workspace today, and start
working more productively.
| | 06:00 |
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3. Viewing and Navigating PDF FilesRead mode| 00:02 |
The Read mode in Acrobat 11 is perfect
for when you have a lot of content in a
| | 00:06 |
PDF document to read.
Read mode hides a lot of the Acrobat 11
| | 00:11 |
interface, so that you can focus on the
main content of the PDF without any distractions.
| | 00:16 |
Let me show you how Read mode works.
I'm beginning this video with the
| | 00:22 |
Pixology September 2012 file already open
on my computer.
| | 00:26 |
And there's two ways that you can quickly
access Read mode inside of Acrobat 11.
| | 00:31 |
One way is to come up to the View menu
and come down to the Read mode option.
| | 00:37 |
You can also, directly within the
interface, click on this box in the upper
| | 00:41 |
right corner of your toolbar.
So, if you click on that button, you're
| | 00:46 |
going to notice that it hides all of the
interface elements inside of Acrobat 11
| | 00:50 |
including your toolbars and your
navigation panes.
| | 00:55 |
Now, the nice thing about Read mode is
that it gets all of those elements out of
| | 00:59 |
the way.
But if you move your cursor down to the
| | 01:02 |
lower middle portion of your screen, you
get this really nice heads up display
| | 01:06 |
that provides quick access to a lot of
the features you might need while reading
| | 01:10 |
a document.
You'll notice from the left, we can save
| | 01:17 |
the document, we can print the document.
And then to the right of that, we can
| | 01:22 |
navigate from page to page.
So, if you press the Down Arrow key,
| | 01:26 |
you'll notice it's going to navigate from
the beginning of the document towards the end.
| | 01:31 |
And if you hit the Up Arrow key, it's
going to go back to the beginning.
| | 01:34 |
If you want to jump to a specific page,
just click inside of the page number
| | 01:39 |
field, type a number, and you'll get to
that page.
| | 01:44 |
You could also click the plus sign to
zoom in on the document.
| | 01:49 |
And you could click the minus sign to
zoom back out.
| | 01:53 |
That's probably most helpful when you're
reading content, so you can zoom in on
| | 01:58 |
the text, read it very easily.
You can use the scroll wheel on your
| | 02:03 |
mouse to scroll up on the page.
And then you can also, to get out of Read
| | 02:09 |
mode, you can click on this little house
icon and that'll take you back into the
| | 02:14 |
Normal mode within Acrobat 11.
Now, where this Read mode is going to be
| | 02:20 |
really prevalent is when a browser opens
up the PDF file.
| | 02:25 |
So, for example, I'm going to jump over
to Safari, and I'm actually going to open
| | 02:30 |
my Pixology file within my web browser.
And as you can see, when this first opens
| | 02:37 |
within my browser, it opens in the Read
mode.
| | 02:40 |
So, I have the heads-up display down here
with all of the options that I had
| | 02:45 |
before, you can see that my Save button
is now active.
| | 02:49 |
But if I want to get out of Read mode, to
have access to my toolbar, and the other
| | 02:54 |
elements of Acrobat, I just click on this
icon right here, and you'll see that it
| | 02:59 |
shows all of my options within the
interface.
| | 03:05 |
So, you can see that Read Mode is
available in a number of locations, when
| | 03:08 |
viewing a PDF, using Acrobat 11.
When you have a lot of content to read in
| | 03:13 |
a PDF file, be sure to give Read mode a
try.
| | 03:16 |
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| Changing how a page displays| 00:00 |
In Acrobat 11, you have many choices in
controlling how a page displays on your screen.
| | 00:07 |
Depending on the file that you're working
with, you may want it to display in a
| | 00:10 |
very specific way.
Or certain documents may lend themselves
| | 00:15 |
to certain display methods.
Let me show you how to control the page
| | 00:20 |
display in Acrobat 11.
So I'm beginning this video with the
| | 00:23 |
Pixology September 2012 file already open
on my computer.
| | 00:27 |
And what I'd like to show you is that we
can come up here to the View menu and
| | 00:30 |
control a lot of properties about how
this page is displayed.
| | 00:36 |
So the first thing I'd like to show you
is the Rotate View option.
| | 00:39 |
If I go to the Rotate View sub-menu, and
choose Clockwise, you'll see that it
| | 00:44 |
rotates my page, and actually all the
pages in my document, clockwise.
| | 00:51 |
Now again, you may want to use this in
the event that you have some content on
| | 00:54 |
certain pages that are in a different
orientation.
| | 00:59 |
You can also go to the View menu > Rotate
View and choose Counterclockwise to go back.
| | 01:05 |
Now, the nice thing about this is that
it's only rotating the view.
| | 01:09 |
You'll notice that if I do rotate my
page, and I close the file, and then I
| | 01:14 |
open it up again, it goes back to the way
the document is set up.
| | 01:20 |
I'm not actually rotating the pages, just
the view.
| | 01:23 |
Now, the other thing we can do is we can
zoom in and out on our document.
| | 01:28 |
So, if we go to the View menu, go to
Zoom.
| | 01:31 |
You'll see that we have a number of
different choices here.
| | 01:35 |
So, we can Zoom to a specific size, we
can come down here and choose, say, Fit
| | 01:38 |
Height, and that's going to make sure
that the height of the page now fits on
| | 01:42 |
our screen.
Now I should also point out that all of
| | 01:48 |
the zoom options that you have up here,
under the Zoom menu, can also be added in
| | 01:52 |
your tool bar.
You can see that we do have a couple of
| | 01:56 |
them that are already defined in our tool
bar.
| | 02:00 |
But if you right-click on one of the Zoom
options, and you go to Select and Zoom,
| | 02:04 |
we can choose additional options.
So for example, if I wanted the Marquee
| | 02:10 |
Zoom, that is now added in my tool bar.
So If I choose that choice, that allows
| | 02:16 |
me to now come in here, zoom in on an
area, and then it'll zoom in on my screen.
| | 02:24 |
In addition, if I go to View and choose
Zoom, we have some great choices to say,
| | 02:29 |
Actual Size, that'll set it to 100%.
But you can also choose them right here
| | 02:35 |
from my Percentage drop down menu.
So, I'm going to go ahead and choose Fit Visible.
| | 02:42 |
And you can see that now it fits within
the visible area of my window.
| | 02:47 |
I'm going to go ahead and go to View, go
to Zoom, and choose Fit Height.
| | 02:53 |
And now I can see the whole page.
Now in addition, we can change the page display.
| | 02:59 |
So, if I go to View and go to Page
Display, you'll see that we have several
| | 03:03 |
options for how our page is displayed
within Acrobat.
| | 03:08 |
So if I choose Single Page View, and I
start scrolling with my mouse, you'll
| | 03:13 |
notice that it goes from one page to the
next.
| | 03:18 |
There's no overlap whatsoever.
But if I go to View > Page Display and
| | 03:22 |
choose Enable Scrolling, that allows me
to scroll from one page to the next, with
| | 03:27 |
the ability to see the bottom of one page
and the top of the other.
| | 03:34 |
This is helpful if I go to View Zoom and
choose Fit Width, because I can just
| | 03:39 |
scroll all the way through my document
very easily.
| | 03:47 |
In addition I have View Page Display, Two
Page View, showing me a spread, and View
| | 03:52 |
> Page Display > Two Page Scrolling, that
allows me to scroll from one spread to
| | 03:57 |
the next.
You can also scroll using your scroll bar
| | 04:04 |
over here as well to do the same thing.
I'm going to go to View > Page Display,
| | 04:11 |
and set it back to Enable Scrolling.
And another useful feature that I use on
| | 04:17 |
a regular basis is found under the View
menu > Page Display, and I can choose
| | 04:21 |
automatically scroll.
If I choose this option you'll see that
| | 04:27 |
Acrobat is automatically scrolling my
page vertically.
| | 04:31 |
A useful feature is that if I press the
down arrow key its going to increase the speed.
| | 04:36 |
I'm just tapping the down arrow key and
its increasing speed incrementally.
| | 04:42 |
If I tap the up arrow key, it's going to
start reducing the speed incrementally.
| | 04:47 |
To turn this feature off you can go to
View > Page Display, and uncheck
| | 04:52 |
Automatically Scroll.
In addition, under View> Page Display we
| | 04:57 |
can also turn off the Show Gaps Between
Pages.
| | 05:01 |
You'll see that that gap between the
pages disappeared.
| | 05:06 |
If you want those back on, just go to
View > Page Display and turn that back on.
| | 05:11 |
Finally, we have what's called Full
Screen Mode.
| | 05:14 |
Now to show you this I'm going to use the
Fit Height option.
| | 05:19 |
So I'll go to View > Zoom, and I'm
going to choose Fit Height.
| | 05:24 |
And then I'm going to go ahead and go to
View > Page Display and choose Single
| | 05:29 |
Page View.
Now, to turn on Full Screen Mode, we go
| | 05:34 |
to the View menu and choose Full Screen
Mode.
| | 05:38 |
What this does is shows you your document
without any of the other interface
| | 05:42 |
elements, and essentially is showing it
to you in kind of a presentation mode.
| | 05:48 |
You can navigate from one page to the
next using the left and right arrow keys
| | 05:52 |
on your keyboard.
You can also use the up and down arrow
| | 05:55 |
keys if you wish.
And it quickly and easily allows you to
| | 06:01 |
see your pages without any of those
distracting elements within Acrobat.
| | 06:06 |
To get out of Full Screen Mode, simply
hit the Escape key on your keyboard, and
| | 06:09 |
that will take you back to the normal
mode inside of Acrobat.
| | 06:15 |
As you can see, there are many choices to
choose from when setting how a PDF
| | 06:18 |
displays on your screen.
Choose the one that makes the most sense
| | 06:22 |
for the document that you're working
with.
| | 06:25 |
| | 06:25 |
| | Collapse this transcript |
| Page navigation| 00:02 |
Acrobat XI provides several methods that
allow you to navigate from page to page
| | 00:06 |
in a PDF file.
Although Acrobat XI is pretty intuitive
| | 00:09 |
in this regard, let's take a look at a
P1age Navigation options, so you can pick
| | 00:13 |
the one that's right for you.
I'm beginning this video with the
| | 00:18 |
Pixology September 2012 file already open
on my computer.
| | 00:23 |
And at the most basic level I can use the
scroll wheel on my mouse to navigate up
| | 00:28 |
and down through my document.
Now I can also use the scroll bar on the
| | 00:34 |
right side of my screen to navigate from
one page to the next.
| | 00:40 |
Now, as long as you have the Hand tool
active in your tool bar, you can also
| | 00:44 |
Click and Drag with your mouse.
Which is a little bit more precise than
| | 00:50 |
scrolling, because you can drag it up and
down.
| | 00:54 |
And if you're Zoomed in a little bit
further, you'll also notice that you can
| | 00:58 |
drag left to right.
So you can really be precise about how
| | 01:01 |
you're displaying your page and how
you're navigating from one page to the next.
| | 01:06 |
I'm going to go to the View menu, I'm
going to go to Zoom and I'm going to
| | 01:09 |
choose Fit Height, so I can see the whole
page of my document.
| | 01:14 |
Another way that I can go from one page
to the next is right up here, using my
| | 01:18 |
Page Navigation Pane.
So if I click on that, you'll see that
| | 01:22 |
all the pages are displayed as page
thumbnails.
| | 01:26 |
So we can scroll through here.
You can then Click on a page and it will
| | 01:30 |
jump to that page in your document.
I'm going to go ahead and Close that
| | 01:34 |
Navigation Pane, because in addition we
can also use the up and down arrow keys
| | 01:38 |
up here in our toolbar.
And to get a little bit more control, you
| | 01:44 |
can right-click on one of those, Go to
Page Navigation and we can choose First Page.
| | 01:51 |
I'll do the same thing, and I'll choose
Last Page.
| | 01:55 |
That way, we can very quickly go from
first page, the last page or any page in between.
| | 02:01 |
You can also jump to the page right up
here in the Page Navigation Field.
| | 02:06 |
So if I type page 20, and press Enter, it
will jump to that page.
| | 02:11 |
One of obvious ways you can go from page
to page in a PDF file, is using the left
| | 02:15 |
and right arrow keys or the up and down
arrow keys on your keyboard.
| | 02:22 |
So left and right is going to go from one
page to the next.
| | 02:25 |
And then the up and down arrow keys,
depending on what your current page
| | 02:28 |
display is, will either scroll or jump to
the next page.
| | 02:32 |
In addition, don't forget that if you go
into reading mode, you get a heads-up
| | 02:37 |
display here that allows you to navigate
from page to page as well.
| | 02:43 |
I'm going to go ahead and hit the Home
button to get out of Read Mode and as you
| | 02:47 |
can see navigating in Acrobat XI is
pretty simple.
| | 02:51 |
But it's nice to know the different
methods available for doing so.
| | 02:54 |
Choose the method that works best for you
and your working environment.
| | 02:58 |
| | Collapse this transcript |
| Setting the initial view of a PDF| 00:02 |
There are times when you may want to
control the initial view of a PDF file
| | 00:06 |
when a user opens it in Adobe Reader 11
or Adobe Acrobat 11.
| | 00:11 |
Let's take a look at how to control this
option.
| | 00:14 |
So I've already opened my Pixology
September 2012 file and we can see that
| | 00:18 |
when we initially open this document, it
is zoomed in at about 104%, and probably
| | 00:23 |
what's happening is it's fitting the
width to my window.
| | 00:30 |
So, I'd like to change that because when
a user opens this, they're really only
| | 00:34 |
seeing the top portion of my page.
So what I'm going to do is go to the File
| | 00:39 |
menu in Acrobat and I'm going to choose
Properties.
| | 00:43 |
And the document properties allows us to
specify a lot of options but it also
| | 00:46 |
gives us a lot of useful information as
you can see in this description tab right here.
| | 00:52 |
You can see what application created it,
what version it is, how big it is, so on
| | 00:57 |
and so forth.
But we're going to click on the Initial
| | 01:01 |
View button, up here at the top, and this
is where we can control the layout and
| | 01:05 |
magnification, up here.
So, I'm going to go to the Navigation
| | 01:10 |
tab, and I'm going to say, you know what,
when this opens, let's go ahead and show
| | 01:14 |
the Pages panel as well as the page.
For the page layout, you can see that we
| | 01:20 |
can choose between the different layout
setups.
| | 01:23 |
So we can do single page, single page
continuous, so on and so forth.
| | 01:29 |
So I think for this document I'm going to
go with single page.
| | 01:32 |
And for magnification, once again we can
choose from a number of different
| | 01:36 |
settings here.
We can choose a percentage.
| | 01:40 |
We can also choose how it's going to fit.
So I'm going to choose fit height in this
| | 01:44 |
example, and we can even tell it which
page to open to.
| | 01:48 |
Now we have a couple of window options to
choose from.
| | 01:51 |
We can resize the overall window to the
page.
| | 01:55 |
We can also center the window on screen
if we wish.
| | 01:59 |
And we can even open it in full screen
mode.
| | 02:02 |
Now, for the show category, we can choose
to show either the file name at the top,
| | 02:07 |
or the document title.
So, I'm going to choose document title
| | 02:11 |
because I think that makes a little more
sense.
| | 02:13 |
And then finally, down here in the user
interface options, if we wish, we can
| | 02:17 |
hide the menu bar, the toolbars, and/or
the window controls.
| | 02:22 |
So what I might want to do here is just
hide the toolbars from view.
| | 02:27 |
Now, I'm going to go ahead and click OK
and then I'm going to go to the File menu
| | 02:31 |
and I'm going to do a Save As.
So I'm going to go ahead and choose Save
| | 02:36 |
As here and I'm just going to navigate to
my project folder and I'm going to call
| | 02:40 |
this one Pixology.
I'm just going to put initial view after
| | 02:46 |
it, just so I know what this is.
And I'll go ahead and save this, to that folder.
| | 02:52 |
Now we're not going to see anything until
we close this file and reopen it.
| | 02:57 |
So what I'm going to do, in Acrobat, I'll
just kind of close this file and then we
| | 03:02 |
can just use the open recent category in
our welcome screen to choose the Pixology
| | 03:07 |
initial view.
And when I open this, you're going to
| | 03:12 |
notice that the appearance has totally
changed to reflect those settings that we
| | 03:17 |
specified inside of initial view.
This really does provide a much better
| | 03:23 |
user experience for the person who's
going to be opening this document inevitably.
| | 03:29 |
As you've seen, you have complete control
over how a PDF file is displayed when
| | 03:34 |
opened in Adobe Reader 11, or Adobe
Acrobat 11.
| | 03:38 |
I encourage you to adjust these settings
to fit the needs of your next project and
| | 03:42 |
see just how useful this feature is.
| | 03:44 |
| | Collapse this transcript |
| Adding bookmarks| 00:02 |
Bookmarks provide users with a quick and
easy way to navigate a PDF document.
| | 00:07 |
They can provide direction and allow
users to access content quickly.
| | 00:12 |
Now I'm beginning this video with the
Pixology September 2012 file already open
| | 00:16 |
on my computer.
And what I'd like to do is, provide an
| | 00:20 |
easier method to navigate this particular
document.
| | 00:25 |
So, what I'm going to do is I'm going to
add some bookmarks to provide that navigation.
| | 00:30 |
Now, we can do that a couple of different
locations.
| | 00:33 |
One location is over here in the tools
pane, we can click on the content editing category.
| | 00:39 |
And you'll see that we can add bookmarks
in this location.
| | 00:44 |
In addition, we could come over here to
our navigation pane and click on the
| | 00:48 |
Bookmarks pane here as well.
So in this example, I'm going to use the
| | 00:52 |
bookmarks pane right here.
And what you want to do to create
| | 00:56 |
bookmarks is you want to position your
page the way that you want it to appear
| | 00:59 |
in the resulting bookmark.
So we're going to create a bookmark for
| | 01:04 |
the cover, so I'm going to go ahead and
go to the View menu, go to Zoom and I'm
| | 01:08 |
going to choose Fit Height.
Now with my page positioned the way I
| | 01:12 |
want it to appear, I'm going to come over
here to the Bookmarks panel.
| | 01:16 |
And I'm going to click on this button
here, to create a new bookmark.
| | 01:20 |
I'm going to give it a name, I'm going to
call this one Cover.
| | 01:24 |
Now, let's navigate by hitting the Page
Down button.
| | 01:27 |
I'm going to go to the Table of Contents,
so I'll go ahead and create a new
| | 01:31 |
bookmark here.
Call it Table of Contents.
| | 01:39 |
And I'm going to navigate to the next
section.
| | 01:42 |
So this one's the From the Editor
section.
| | 01:44 |
So we'll do the same thing.
There we go.
| | 01:48 |
And to create my bookmarks, I'm just
going to continue doing this.
| | 01:53 |
I'm going to create another one here for
Levels in Detail.
| | 01:59 |
And I'll go ahead and hit the down arrow
again.
| | 02:02 |
Now what we could do here, if we wanted
to, we'll go ahead and go back up.
| | 02:07 |
I'm going to go ahead and hit the down
arrow key, and maybe I want to focus in
| | 02:11 |
on this section here where it talks about
adding an adjustment layer.
| | 02:16 |
So, I'm going to zoom in to this section
and we'll go ahead and just position this
| | 02:21 |
so that we can see it a little bit
better.
| | 02:25 |
Maybe we'll zoom in a little bit more,
there we go, and I'm going to create
| | 02:30 |
another new bookmark and this one's going
to be called, adding an adjustment layer.
| | 02:40 |
Now, the thing about this is that this is
really a subhead within the Levels in
| | 02:44 |
Detail category.
So what I'm going to do here is, I'm
| | 02:47 |
going to click on this bookmark and I'm
going to drag up then you see this line
| | 02:51 |
that appears with a small arrow
indicating the current position.
| | 02:56 |
Well, I'm going to keep going up a little
bit, and you'll see an indent as you get
| | 02:59 |
up a little bit into that levels in
Detail.
| | 03:03 |
And when I let go of the mouse, you'll
see that this now becomes a sub item of
| | 03:07 |
levels in Detail that helps the user
understand that this is an item within
| | 03:10 |
this category.
And I'm just going to position my page up
| | 03:16 |
a little bit, maybe right here and we're
going to create another bookmark called
| | 03:22 |
updating the histogram and I'm going to
do the same thing.
| | 03:29 |
I'm going to drag this up and make sure
that it becomes a sub item under Levels
| | 03:33 |
and Detail and you can continue doing
this for as many items as you wish.
| | 03:39 |
Let's do one more here.
And that one, because of where my
| | 03:44 |
bookmark was is already positioned as a
sub item within that category.
| | 03:52 |
Now you can always collapse that category
if you wish.
| | 03:58 |
So what I'm going to do is I'm going to
go ahead and go back to the first page.
| | 04:04 |
So we'll go ahead and use this page
navigation to go to the first page.
| | 04:07 |
And you can see how the bookmarks are
going to work now.
| | 04:10 |
If I click Cover Its going to go to the
cover in my document.
| | 04:15 |
If I click table of contents it will
navigate to that location from the editor
| | 04:20 |
so on and so forth.
Now when I get to levels in detail I can
| | 04:24 |
open up this category and click on
updating the histogram.
| | 04:29 |
And it's going to jump right to that
location.
| | 04:32 |
In your bookmarks panel you can click on
the options here, and this allows you to
| | 04:36 |
control some of the properties of how the
bookmarks are displayed.
| | 04:41 |
We can make the text larger if we wish,
to make it a little bit easier to see.
| | 04:46 |
We can also go in here and rename the
bookmarks, delete the bookmarks, so on
| | 04:50 |
and so forth.
So as you can see, bookmarks are
| | 04:54 |
extremely powerful navigational tools.
The next time you distribute a document
| | 04:59 |
to other users, provide bookmarks to make
navigation easier.
| | 05:03 |
| | Collapse this transcript |
| Creating links| 00:02 |
Links provide a little bit more
granularity when creating navigation in a
| | 00:05 |
PDF document and that you can define
isolated areas that link to different
| | 00:09 |
areas of the PDF file or to a web page or
even another document.
| | 00:16 |
Let me show you how it's done inside of
Acrobat 11.
| | 00:19 |
So I'm beginning this video with the
Pixology, September 2012 file already
| | 00:23 |
open on my computer.
And what I'm going to do here is I'm
| | 00:26 |
going to navigate down to page 2.
Because this contains, essentially, a
| | 00:33 |
table of contents that we can use to help
users to navigate to these different
| | 00:38 |
departments by simply clicking on them.
Now, by default, I have a hand tool
| | 00:44 |
chosen, and we could tell that these are
not active links because when we hover
| | 00:48 |
over them.
You'll notice that the cursor doesn't
| | 00:53 |
change to a pointer finger, which is how
we identify links when we're working
| | 00:57 |
inside of a PDF file.
And that's what a user of Acrobat Pro or
| | 01:01 |
the Adobe Reader would see it when
they're viewing the file.
| | 01:07 |
Now what I'm going to do here is I want
the page three to link to the from the
| | 01:11 |
Editor page.
So what I'm going to do is I'm going to
| | 01:16 |
open up the tools panel, and inside the
Content Editing category, you're going to
| | 01:21 |
see a option to add or edit a link.
Now what I'm going to do, is I'm going to
| | 01:28 |
go ahead and choose that option and
you'll notice that your cursor changes to
| | 01:32 |
a cross hair and what I'm going to do is
just click and drag to select that area
| | 01:35 |
of the table of contents and when I let
go of my mouse.
| | 01:42 |
It brings up the create link dialog
box.
| | 01:45 |
So, first of all we have a link type and
by default it wants to create a visible rectangle.
| | 01:51 |
And this is really pretty crude if you
leave it this way.
| | 01:55 |
I usually change it to an invisible
rectangle.
| | 01:58 |
So the highlight style is basically
going to control what the link looks like
| | 02:01 |
when you click on it.
So down here for the link action, this is
| | 02:06 |
the important part, we can go to a Page
View, we can open another file, we can
| | 02:10 |
open a web page, we can also create a
custom link.
| | 02:15 |
So what I'm going to do is I'm going to
choose to go to a page view and I'm
| | 02:18 |
going to click the next button and this
dialog box tells me that I should use the
| | 02:21 |
scroll bars, the mouse and the zoom
tools.
| | 02:26 |
To go to the destination and then click
the Set Link button.
| | 02:30 |
So what I'm going to do is I'm going to
click the page down button and right
| | 02:34 |
there is the from the editor page and I
am going to go ahead and go to view,
| | 02:37 |
zoom, and choose fit height and that way
I'm going to.
| | 02:42 |
Fit the whole page to the window, and
that's what I want the user to see when
| | 02:47 |
they go to this page.
So once I'm happy with how that looks,
| | 02:51 |
I'm going to click the Set Link button.
Now it goes back to the original location
| | 02:56 |
of the link, but to test this out we just
go to our Hand tool.
| | 03:01 |
And you're going to notice that when you
hover over that link, it changes to a
| | 03:03 |
pointer finger.
And if I click on it, now you can see
| | 03:06 |
that the link is actually working.
So, I'm going to go back up one page, and
| | 03:12 |
we now have a loop view snafu.
So, this time, I'm going to use what's
| | 03:17 |
called a named destination.
So I'm going to navigate to page 19, and
| | 03:23 |
that is going to be where we're going to
link to.
| | 03:29 |
But this time, I'm going to show you how
to do this with what's called a named destination.
| | 03:35 |
So to do that, over here in the
Navigation pane I'm going to right-click
| | 03:38 |
and I'm going to choose Destinations and
we can see that we really don't have any
| | 03:41 |
destinations here right now, but this
kind of works in the same way, but it
| | 03:45 |
allows you to create these destinations
ahead of time.
| | 03:51 |
And then link to them as you're working
inside of Acrobat.
| | 03:54 |
So while I'm on page 19, I'm going to
come up here and I'm going to click, New
| | 03:58 |
Destination and I'm going to give this a
name, I'll just call this, Light Room
| | 04:03 |
Snafu and I'll press Enter and we can
just open up this category here, just so
| | 04:07 |
that we can see the name of the
destination, and this is now a
| | 04:11 |
destination for this page, okay?
So now, I'm going to go back to the
| | 04:19 |
beginning and we'll go down to page 2.
And I'm going to grab this add or edit
| | 04:24 |
link button again.
Now, this time, I'm just going to click
| | 04:27 |
and drag in the same way.
And it's going to be an invisible
| | 04:32 |
rectangle once again, and we're going to
go to a Page View.
| | 04:35 |
Now, what I'm going to do this time, is
click Next and it gives me the same
| | 04:40 |
direction, but now I can just
double-click on that destination and it's
| | 04:44 |
going to connect.
To that destination.
| | 04:50 |
So, let me show you what I mean.
I'll go back to the beginning, go to this
| | 04:53 |
page, and we'll go to our Hand tool.
And if I now hover over page 19, and
| | 04:57 |
click on it, it's going to go to that
destination.
| | 05:02 |
So you can see that works pretty well.
Now let's go back up to the TOC.
| | 05:08 |
And this time, I want to create another
type of a link, but this time I want to
| | 05:12 |
make it go to a website or an email
address.
| | 05:15 |
So, actually we'll go down one page and
I'm going to zoom in at the bottom of
| | 05:20 |
this page.
Now even though this is highlighted in
| | 05:24 |
blue, you can see that this one is
already an active link.
| | 05:29 |
And that's because Acrobat is very good
at creating links automatically when in recognizes.
| | 05:36 |
A email address or a website.
But if you wanted to, you could actually
| | 05:42 |
link this text to an active link.
So what I'm going to do in this case,
| | 05:47 |
since this is already an active link,
what I'm going to do is I am going to
| | 05:50 |
make this email text an active link.
So we could do this a couple of different ways.
| | 05:56 |
We could draw the rectangle if we wanted
to.
| | 05:58 |
But what we can also do is we can use our
selection tool.
| | 06:03 |
And I'm going to highlight the word
email.
| | 06:06 |
So we can actually highlight that active
text.
| | 06:09 |
Now, I should point out that depending on
how the PDF was created.
| | 06:13 |
Certain areas may or may not be active
text, or live, editable text.
| | 06:18 |
So, whether you're able to select this is
going to depend on how the PDF was created.
| | 06:23 |
Now, what I'm going to do, is I'm
going to right-click on there, and I'm
| | 06:26 |
going to choose Create link.
And we get this same Create Link dialog
| | 06:30 |
box, and what I'm going to do, is I'm
going to go to web page.
| | 06:35 |
We'll click the next button, and then it
asks for the URL.
| | 06:39 |
Now, in the case of an email, what we're
going to do is we're going to type the
| | 06:44 |
word mail to followed by a colon, and
then we're going to type the email
| | 06:49 |
address of the user, so I'm going to type
tim@timgrey.com.
| | 06:56 |
We'll click OK.
And now this is also an active URL.
| | 07:02 |
Now, it's a really good time to point out
that if you are going to incorporate some
| | 07:06 |
of these URLs into your PDF file, it is
also helpful to identify the text by
| | 07:10 |
making it a different color, or
identifying it in a way that the user
| | 07:14 |
would know that it's going to be an
active link.
| | 07:20 |
Because sometimes if a user doesn't know
that it's going to be a link, it'll be
| | 07:24 |
tough for them to identify that it is
actually a link.
| | 07:28 |
So, what I'm going to do here, is I'll
just go ahead and go back to the hand
| | 07:32 |
tool, and you'll notice that now when I
hover over this, it is in fact an active link.
| | 07:38 |
And if I click on it, it's going to open
up my default mail program, and it's
| | 07:42 |
going to generate an email to Tim Grey.
So you can see how useful links are and
| | 07:50 |
how easy they are to create within a PDF
file.
| | 07:53 |
By adding links you're providing a
valuable way for users to navigate to
| | 07:57 |
specific areas of a document quite
quickly and easily.
| | 08:02 |
| | Collapse this transcript |
| Searching a PDF| 00:02 |
One of the significant advantages of a
PDF document over a physically printed
| | 00:06 |
document is the ability to search the
text of a PDF file to quickly locate
| | 00:09 |
content within the document, which saves
a large amount of time.
| | 00:16 |
Let me show you how to do this here.
I'm beginning this video with the
| | 00:19 |
Pixology searching file already open on
my computer.
| | 00:23 |
And as you can see we do have text on the
pages in this document and I want to be
| | 00:27 |
able to find a specific word or phrase in
this document that I know I read before,
| | 00:31 |
or I just want to find out if the word
exists inside of this document.
| | 00:38 |
So, to do that I'm just going to go to
the Edit menu, and I'm going to choose Find.
| | 00:44 |
And in this find field here, I'm going to
do a search for levels.
| | 00:48 |
And I'm going to hit the Next button, and
it's going to find the first instance of levels.
| | 00:55 |
If I click the next button, again, it's
going to show me where the second
| | 00:59 |
instance is.
You can see how it highlights it every
| | 01:02 |
time it finds one of the instances.
Now, you can also click on this drop down
| | 01:08 |
menu, and you have a couple of additional
choices here.
| | 01:11 |
I could say.
Make it case sensitive, right, so if I
| | 01:14 |
choose that option and I hit Next, now
it's only going to find instances of
| | 01:18 |
levels that is lower case.
So I'll hit Next again.
| | 01:25 |
Now if I change this to capital and I hit
Next, now it's only finding instances of
| | 01:29 |
the capitalized version of the word
levels.
| | 01:33 |
So you can see in this disclosure
triangle.
| | 01:37 |
You can click that to open it up, and
this is going to open additional options here.
| | 01:43 |
We can close this panel.
You can also search and replace text in
| | 01:48 |
your document.
So, maybe we wanted to make a change
| | 01:53 |
here, and I wanted to say, well, you know
what, let's find Adjustment, you can see
| | 01:59 |
it is finding the capitalized version of
adjustment.
| | 02:06 |
Let's replace it with the lowercase
version, click Replace and now you can
| | 02:10 |
see that, that change has been made.
So this is a powerful tool.
| | 02:16 |
If you have a PDF that's already been
generated and you need to make some
| | 02:19 |
tweaks to it, you can do it right in
here.
| | 02:23 |
Now in addition, what we could do is we
could click on this drop down menu, and
| | 02:26 |
we could chose to open the full Acrobat
Search.
| | 02:29 |
So I'm going to chose that option.
And we can see this time we have some
| | 02:32 |
additional options that we can chose.
So not only can we down here search whole
| | 02:38 |
words only.
Search case-sensitive, include Bookmarks,
| | 02:43 |
and include Comments.
But we can also search in multiple PDF
| | 02:47 |
documents up here.
If I choose this option, I could search
| | 02:52 |
an entire volume, a whole folder.
Really, the possibilities are endless.
| | 02:58 |
So, I'm going to leave it set to in the
current document and let's go ahead and
| | 03:02 |
do a search for the word, editor.
And let's type a capital Editor.
| | 03:10 |
You can see now it's found one instance
in the bookmarks panel and three other
| | 03:15 |
instances throughout the document.
You can use this little results pane to
| | 03:21 |
navigate to each instance.
Including the bookmark, right there.
| | 03:29 |
And if you want, you can also save the
results.
| | 03:33 |
If I click on this button, I can save the
results as a comma separated value, or as
| | 03:37 |
a PDF file.
So, if I click, Save Search Results to
| | 03:41 |
PDF, I can give this a file a name, so
I'm going to just call this, Search
| | 03:46 |
Results, I'll put it on my desktop.
And when it's finished, it's essentially
| | 03:53 |
going to give me a report that shows me
what page the result was found on.
| | 04:00 |
A little summary of what was found.
And this is essentially a really good
| | 04:05 |
tool for doing research type work.
Or finding where a word or a phrase was
| | 04:10 |
used within a document or documents.
So as you can see, the ability to find
| | 04:15 |
information in a PDF by searching is so
much faster than any other method.
| | 04:21 |
The next time you need to find content
quickly in a PDF file, give searching a try.
| | 04:26 |
| | Collapse this transcript |
|
|
4. Creating PDF FilesUnderstanding PDF settings| 00:02 |
So, let's talk a little bit about PDF
Settings.
| | 00:05 |
PDF Settings control the final output of
a PDF file.
| | 00:09 |
They control things like the size of the
images in the final PDF, the quality of
| | 00:14 |
the images in a PDF.
The total size of the PDF file, and
| | 00:19 |
whether or not the fonts are embedded in
the final PDF, which also effects the
| | 00:23 |
overall size.
You see, the beauty of the PDF file
| | 00:27 |
format is that you can create a PDF file
for multiple uses from the same source file.
| | 00:34 |
Let's look at an example.
Let's say you had a Microsoft Word document.
| | 00:38 |
And you needed to create a version for
users that would print it out on their
| | 00:41 |
printer so that the images looked good
when printed out.
| | 00:45 |
You could generate a PDF file using the
high-end printer settings, and the
| | 00:50 |
resulting PDF could be used for that
intent.
| | 00:54 |
Then if you needed a version to put up
on your company's website that would be
| | 00:58 |
very small, you can create a PDF version
using the smallest file size setting, and
| | 01:03 |
then a PDF for that purpose will be
generated.
| | 01:07 |
The end result is that you end up with
two PDF files, each created with
| | 01:10 |
different settings.
And therefore, with different file sizes
| | 01:14 |
and each at different quality for it's
intended purposes.
| | 01:18 |
I find that many times, users are unaware
of these settings, and therefore, don't
| | 01:23 |
understand how.
And even if it's possible, to control the
| | 01:27 |
final output of a PDF file.
I hope you now have a better
| | 01:31 |
understanding of what these PDF settings
are and how their used to control PDF output.
| | 01:38 |
| | Collapse this transcript |
| Changing PDF settings| 00:02 |
There are numerous ways to create a PDF
file.
| | 00:05 |
But the one common element is that the
settings used to generate the PDF file in
| | 00:09 |
all of these methods control how the PDF
is created.
| | 00:14 |
You see, the settings control things like
what image quality to use, whether or not
| | 00:18 |
to embed the fonts, and so on.
Let's take a look at these settings to
| | 00:22 |
get a better understanding of how they
effect the final PDF file.
| | 00:27 |
So, I'm beginning this video with the
Pixology September 2012 file already open
| | 00:31 |
on my computer.
And the document that I have open is
| | 00:34 |
really irrelevant.
I'm only opening a document so that I can
| | 00:38 |
access my tools pane over here.
So, I'm going to open my tools pane, and
| | 00:43 |
I'm going to go down to the Print
Production category.
| | 00:47 |
If you don't see this, just click on the
panel menu here and make sure you have
| | 00:50 |
Print Production selected.
Now, I'm going to open up that category,
| | 00:55 |
and if we scroll down to the bottom,
we're going to click on Acrobat Distiller.
| | 01:00 |
Now, when you choose that option, it's
actually going to open up a separate
| | 01:04 |
program that comes with Acrobat, called
Acrobat Distiller.
| | 01:10 |
And what I'm going to do here is I'm
just going to hide Acrobat for now so
| | 01:14 |
that I can focus on just this window.
Now, Acrobat Distiller is basically a PDF
| | 01:21 |
engine that controls how PDF files are
generated.
| | 01:25 |
Now, quite honestly, there are two
methods by which PDF files can be created.
| | 01:31 |
They can be created natively within
multiple applications.
| | 01:36 |
But then they can also be passed to
Acrobat Distiller which can handle
| | 01:39 |
generating the PDF as well.
Either method that's used, they're all
| | 01:43 |
going to use a common component which are
these PDF settings which are found in
| | 01:47 |
this drop down menu.
Now if I click on this drop down menu,
| | 01:51 |
you're going to see that I have several
options that are available to me.
| | 01:57 |
Now, many of these are reserved for
different types of PDF's that you may end
| | 02:01 |
up creating.
But many of these are very common, and
| | 02:05 |
you'll see that we have a standard
option.
| | 02:08 |
We have a smallest file size, a press
quality, that's for high end output for
| | 02:12 |
brochures, magazines, and things like
that.
| | 02:16 |
We also have high quality print, which is
useful for creating documents that are
| | 02:20 |
going to be printed out on a Desktop
Printer.
| | 02:24 |
Now, the thing about this is that when a
PDF is created, these settings are going
| | 02:29 |
to be available.
Now let's take a look at these settings.
| | 02:33 |
So, I'm going to deselect this and I'm
going to go up to the Settings menu and
| | 02:37 |
I'm going to choose Edit Adobe PDF
Settings.
| | 02:41 |
Now, keep in mind I have the standard
option chosen right now.
| | 02:43 |
So, I'm going to go ahead and choose Edit
Adobe PDF Settings.
| | 02:47 |
And this is going to show you all of the
properties about how this PDF is going to
| | 02:52 |
be generated.
Now, the general category we're going to
| | 02:56 |
skip over and we're going to jump right
to the images section.
| | 03:01 |
Because honestly, the file size of the
resulting PDF is often dictated by the
| | 03:05 |
number of images in your document.
And therefore, the quality and resolution
| | 03:11 |
settings that you choose here are going
to indicate the overall file size of your document.
| | 03:17 |
So, you can see here that in the standard
setting, all of the images will get
| | 03:22 |
down-sampled to 150 pixels per inch.
That's about a medium resolution.
| | 03:28 |
Now, you can also come over here to the
font section, and we can see that in this
| | 03:32 |
particular example, all of the fonts are
going to get embedded.
| | 03:37 |
And what that does is ensures that the
end user is going to see the file in the
| | 03:41 |
exact same way that you intended it to be
seen.
| | 03:45 |
There's a color category which controls
how the color is going to to be converted.
| | 03:50 |
So, this example is showing me that the
color is going to be inverted to RGB.
| | 03:54 |
And then, you also have an advance
category and a standards category as well.
| | 03:59 |
But we're not going to pay attention to
them at this point in time.
| | 04:04 |
Now if I cancel out of this, let's go
ahead and choose the smallest file size setting.
| | 04:10 |
I'm going to go to the Settings menu and
I'm going to choose Edit Adobe PDF Settings.
| | 04:14 |
If we go to the Images category, we can
see that these color images are being
| | 04:18 |
down-sampled to 100 pixels per inch, a
little bit lower than the standard setting.
| | 04:25 |
I hit Cancel, and I change to the High
Quality Print setting.
| | 04:30 |
And we go to Edit Adobe PDF settings, go
to Images, we can see that these images
| | 04:35 |
are going to be sampled to 300 pixels per
inch.
| | 04:40 |
Now, I do want to put out that the only
way that your images are going to be
| | 04:44 |
adjusted, as you can see here, is that if
the images that are in your document are
| | 04:49 |
above 450 pixels per inch.
Anything lower than that are really going
| | 04:56 |
to remain unchanged.
Now, let's say for example we wanted to
| | 05:00 |
create a Custom setting.
So, what I'm going to do here is in the
| | 05:04 |
Images category, I'm going to change the
resolution for color images to 200 pixels
| | 05:08 |
per inch for all images that are above
299 pixels per inch.
| | 05:14 |
Same thing down here 200 and 299.
What I'm also going to do is go to the
| | 05:20 |
fonts category and I want to make sure
that we are in fact embedding all the
| | 05:23 |
fonts because that's pretty important.
So now that I've made those changes, we
| | 05:28 |
can go ahead and click the Save As
button.
| | 05:34 |
And now we can give these PDF settings
our own unique name.
| | 05:37 |
Though you notice these end up having the
.job options extension.
| | 05:42 |
So, I'm going to highlight everything
before that extension and I'm going to
| | 05:45 |
call this one Video to Brain.
And you can see that it's automatically
| | 05:50 |
saving it in your settings folder.
So if I hit the Save button, you'll
| | 05:56 |
notice that now in my settings dropdown,
I have a choice for Video to Brain.
| | 06:00 |
Now oftentimes, when you're working with
other companies, they may have a setting
| | 06:05 |
that they prefer that you use.
It's entirely possible that they could
| | 06:10 |
send you that PDF setting to use on your
computer.
| | 06:14 |
If they were to send you a file with the
Job Options extension, you could go to
| | 06:19 |
the Settings menu, choose Add Adobe PDF
settings.
| | 06:23 |
Navigate to the File and choose Open, and
that would add those settings into your list.
| | 06:30 |
I'm going to cancel that for now.
As you can see, there are a lot of
| | 06:33 |
choices that can be made in the settings
file.
| | 06:36 |
Don't let that intimidate you.
Chances are, you may never need to adjust
| | 06:40 |
these settings themselves.
But when you make a PDF, you will need to
| | 06:44 |
choose a settings file to control the
final PDF that is generated.
| | 06:49 |
Understanding this will help you to
create PDF files appropriate for any situation.
| | 06:54 |
| | Collapse this transcript |
| Basic methods for creating PDF files (Mac)| 00:02 |
Acrobat XI provides some useful but basic
methods for creating PDF files on the Mac
| | 00:06 |
operating system, or OS X.
When I say basic, these are methods that
| | 00:11 |
don't provide for much control, but allow
you to quickly create PDF files that are
| | 00:15 |
useful for general everyday use.
Before we dive into detailed PDF
| | 00:20 |
creation, let's cover the down and dirty
methods for creating general use PDF files.
| | 00:27 |
Before we dive into detailed PDF
creation, let's cover the down and dirty
| | 00:30 |
methods for creating general use PDF
files.
| | 00:34 |
I'm going to start with Acrobat open on
my computer.
| | 00:37 |
And I'm just going to go to the File
menu, and I'm going to come down to the
| | 00:40 |
Create category.
And the first option that is listed, is
| | 00:44 |
to create a PDF from a file.
And the shortcut is Command N on Mac, or
| | 00:49 |
Control N on Windows.
Now I should also point out that you can
| | 00:54 |
access this directly from the Welcome
Screen if you wish.
| | 00:57 |
So I'm going to start by simply choosing
PDF from file.
| | 01:01 |
And I'm going to navigate to the Chapter
four folder in my project files folder.
| | 01:06 |
And I'm going to select a photo.
So, this is a file called ocean.jpg.
| | 01:12 |
I'm going to click the open button and
instantly, a PDF has been generated of
| | 01:17 |
that photo.
From here, you can save this file and
| | 01:20 |
then send it to anybody you wish.
This pretty much guarantees that anybody
| | 01:26 |
who receives this file is going to be
able to open up the photo.
| | 01:29 |
How many times have you gotten emails
back from people who weren't able to open
| | 01:33 |
the photo that you sent them, depending
on what format you used?
| | 01:37 |
In this example, we're basically
embedding this photo inside of a PDF that
| | 01:40 |
can be opened on any computer.
Now, I am going to going to go ahead and
| | 01:45 |
click the Save button.
And I'm just going to put a folder on my
| | 01:49 |
desktop and I will just call this, PDF
Files.
| | 01:54 |
Go ahead and save that, and then we'll
close it.
| | 01:58 |
I'm going to go to the file menu again,
and choose create.
| | 02:01 |
This time I'll choose PDF from file, but
this time in my project files folder I'm
| | 02:05 |
going to select a Microsoft Word
document.
| | 02:08 |
I'm going to go ahead and click open, and
as you'll see in a few seconds the PDF
| | 02:13 |
will be generated from that word file.
Now you may have noticed a quick flash of
| | 02:19 |
word launching on my computer.
So it's important to understand that you
| | 02:25 |
do in fact need to have the application,
or a application to open the file.
| | 02:29 |
Without an application that can open
Word, I'm not going to be able to
| | 02:33 |
generate that PDF.
But if I go ahead and fit this document
| | 02:37 |
to my window, we can see that it has
easily, and quickly generated a PDF file
| | 02:41 |
for me.
If we zoom in here, just real quickly,
| | 02:45 |
you're going to be able to see that if I
hover over top of this active link.
| | 02:50 |
It is, in fact, a link that will open up
my email program so I can email the user,
| | 02:55 |
very, very useful.
So I'm just going to come up to the file
| | 03:00 |
menu and choose save as.
And I'm going to call this letter.pdf,
| | 03:04 |
we'll put this in my PDF Files folder and
then go ahead and click Save.
| | 03:10 |
Now in addition, there's some other ways
that are really helpful for creating PDF files.
| | 03:16 |
I'm going to go ahead and open up a
Finder window.
| | 03:20 |
Actually maybe we'll open up a couple of
Finder windows, and maybe this one, we'll
| | 03:25 |
show this way.
So let's say maybe you're having a
| | 03:29 |
problem with your computer, or you're
trying to convey to somebody an issue you
| | 03:34 |
might be having, or how something should
be set up.
| | 03:39 |
If we go back to Acrobat we can go to the
file menu, and we can choose create PDF
| | 03:43 |
from Screen Capture.
(audio playing) When I do that it basically takes
| | 03:49 |
an instant screen capture of my screen
and saves it as a PDF file.
| | 03:56 |
How useful will this be if you're trying
to convey information to another user?
| | 04:00 |
I'm going to hit the Save button.
Just leave this named, screen capture.
| | 04:04 |
And then we'll close the file.
I'm going to go to File, Create Again.
| | 04:09 |
This is quite useful as well, PDF from
window capture.
| | 04:14 |
Using this method, any active window that
I have open will get highlighted, and if
| | 04:19 |
I click on that window, it's going to
create a PDF of that Screen Capture.
| | 04:26 |
So, I'm going to go ahead and save that
one.
| | 04:28 |
I'll just call this one window.
We'll save that in there as well, and
| | 04:32 |
let's do one more.
We'll go to the File menu, Create, and we
| | 04:37 |
also have PDF from Selection Capture.
What this does is allows you to click and
| | 04:43 |
drag to define a specific area that you
want to make a PDF of.
| | 04:48 |
So, as an example, what I might do here
is just click and drag, around a
| | 04:52 |
specified area, (NOISE) and it's going to
make a PDF of exactly that area that I've
| | 04:57 |
clicked and dragged from.
I'll go ahead and save that and I'll just
| | 05:04 |
call this one, Selection, and I'll go
ahead and click the Save button.
| | 05:09 |
As you can see, these methods don't
provide much control of the generation of
| | 05:13 |
the PDF file, but when you simply need a
quick PDF of another document, it could
| | 05:16 |
be all you need to get the job done on
the Mac operating system.
| | 05:21 |
| | 05:21 |
| | Collapse this transcript |
| Basic methods for creating PDF files (Windows)| 00:02 |
Acrobat 11 provides some useful but basic
methods for creating PDF files on the
| | 00:06 |
Windows operating system.
When I say basic, these are methods that
| | 00:10 |
don't provide for much control, but allow
you to quickly create PDF files that are
| | 00:14 |
useful for general everyday use.
But before we dive into detailed PDF
| | 00:19 |
creation, let's cover the down and dirty
methods for creating general-used PDF
| | 00:23 |
files on the Windows operating system.
I'm going to go ahead and start by
| | 00:29 |
opening up my Project Files folder.
And I'm going to go to the Chapter 4
| | 00:32 |
folder, and you can see that we've got a
couple of files in here.
| | 00:36 |
We've got a Word document, we've got a
photo.
| | 00:39 |
So, the Windows operating system makes
this pretty easy.
| | 00:43 |
I'm going to select this image called
Ocean and I'm going to right-click on it
| | 00:47 |
and I'm going to choose Convert to Adobe
PDF.
| | 00:51 |
Pretty simple.
So when I do that, it's going to
| | 00:53 |
automatically generate a PDF file that I
can use for a variety of different purposes.
| | 01:00 |
Again, the nice thing about putting a
photo into a PDF is that you're sure that
| | 01:03 |
the recipient is going to be able to open
this file regardless of what image format
| | 01:07 |
you used.
So, I'm going to go ahead and hit the
| | 01:12 |
Save button, and I'm going to go to my
Desktop and I'm just going to create an
| | 01:17 |
new folder here called PDF Files.
And I'm going to go ahead and save this
| | 01:23 |
inside of that folder.
Now, I'm going to close that one, and
| | 01:29 |
I'll minimize Acrobat for now.
And I'm going to go ahead and select this
| | 01:33 |
Word document.
So, for this one, when I right-click on
| | 01:36 |
it, you're going to notice we actually
get a couple of extra options.
| | 01:40 |
One of which is to convert to Adobe PDF
and email it right away.
| | 01:45 |
Now, once again, I don't have an email
account set up at this point, but I'm
| | 01:49 |
going to choose Convert to Adobe PDF.
Again, it simply asks me to save the
| | 01:54 |
document, so I'll put it in my PDF files
folder, click the Save button.
| | 02:00 |
And in a couple of seconds, I have a nice
PDF file that I can email to anybody that
| | 02:04 |
I'd like.
As you could see, these methods do not
| | 02:08 |
provide much control of the generation of
the PDF file.
| | 02:11 |
But when you simply need a quick PDF of
another file, it could be all you need to
| | 02:14 |
get the job done.
| | 02:16 |
| | Collapse this transcript |
| Creating a PDF from a Microsoft Office application (Windows)| 00:02 |
When you install Acrobat 11 on a Windows
computer that also has the Microsoft
| | 00:05 |
Office Suite of applications installed,
you get some enhanced features that make
| | 00:09 |
it very easy to create PDF files from
those Office documents.
| | 00:15 |
Let's take a look.
I'm beginning this video with the
| | 00:18 |
letter.docx file already open on my
computer.
| | 00:22 |
And I've opened this file, it's a
Microsoft Word document, so I've opened
| | 00:25 |
it inside of Microsoft Word on my
computer.
| | 00:29 |
Now the key to creating a PDF inside of
the Office doucments is found up here in
| | 00:33 |
the ribbon at the top of the screen.
You'll notice, and you may not have
| | 00:38 |
noticed this before, that we have an
Acrobat tab.
| | 00:42 |
And if you click on that, you're going to
notice a whole host of new features that
| | 00:46 |
are available that you might not have
seen before.
| | 00:51 |
So, easy enough, right here's the Create
PDF button.
| | 00:55 |
But before we use that, I want to point
out that right next to it, is a
| | 00:58 |
Preferences button.
And as you might expect, that's where all
| | 01:03 |
the magic is going to happen, so if I
click that button this should look pretty
| | 01:06 |
familiar to you.
These PDF maker settings up here contain
| | 01:11 |
the same PDF settings that we looked at
earlier when we were looking at those
| | 01:15 |
inside of Distiller.
So any PDF settings that you create are
| | 01:21 |
going to show up in here as well.
Now I want to create a PDF document that
| | 01:26 |
I want to be able to email to somebody
because I wrote this letter and I want
| | 01:29 |
them to be able to receive it and read it
on their computer.
| | 01:33 |
So there aren't many images on this
document, as a matter of fact there are
| | 01:37 |
no images on this document.
There's a logo up here at the top, but
| | 01:41 |
that's going to look okay.
So in the conversion settings drop-down,
| | 01:46 |
I'm going to choose Smallest File Size.
Now there's other options in here.
| | 01:51 |
for example, we can have it create
bookmarks for us, we can have it add
| | 01:54 |
links if we want it to, and we can even
enable accessibility and re-flow and
| | 01:58 |
that's to help people with visual
impairments to be able to read this
| | 02:01 |
document as well.
We could even attach the source file to
| | 02:08 |
this document as an attachment.
So there's a lot of options that you gain
| | 02:14 |
when you're working inside of the Office
applications, but these options are
| | 02:19 |
referred to as the PDF maker inside of
Office.
| | 02:23 |
Now what I'm going to do is I'm going to
go ahead and click OK.
| | 02:27 |
And then we can go click the Create PDF
button and now because I set those
| | 02:31 |
preferences, this is going to get created
using those smallest file size settings.
| | 02:37 |
So I'm going to save this to my desktop
and I'm going to go ahead and click Save.
| | 02:42 |
If you want to view it right away, make
sure that View Result is checked.
| | 02:46 |
I'm going to click the Save button.
And you can see that the PDF maker
| | 02:49 |
automatically generated the PDF file for
me.
| | 02:53 |
I'm going to go ahead and fit this to my
window by pressing Ctrl+0 on Windows or
| | 02:57 |
Cmd+0 on Mac.
An you can see how easy it was to create
| | 03:02 |
that document.
Now I'm going to close this PDF file.
| | 03:06 |
I'm just going to jump back to Word for a
second because if I go back up to the PDF
| | 03:09 |
maker ribbon up here at the top, I also
want to point out some useful features.
| | 03:14 |
We can create and attach this to an email
automatically.
| | 03:18 |
Now I don't have an email account set up
on this computer, so I'm not going to use
| | 03:22 |
this one.
We can also do a mail merge.
| | 03:25 |
If you have a mail merge set up in the
Word document, you can go right to a PDF file.
| | 03:31 |
You can create and send this for review,
this is for collaborative reviewing of documents.
| | 03:37 |
We can also add comments to the document
as well.
| | 03:41 |
And you can also create a PDF and then
run an action right away after generating
| | 03:45 |
the file.
And you can even embed a Flash file.
| | 03:48 |
So I think you'll agree that Acrobat 11
adds some valuable tools to the Office
| | 03:52 |
applications when you're running the
Windows operating system.
| | 03:56 |
The key is remembering to specify the PDF
settings to control how the final PDF
| | 04:00 |
document is generated.
| | 04:02 |
| | Collapse this transcript |
| Creating a PDF from a Microsoft Office application (Mac)| 00:02 |
Acrobat 11 for the Mac OS doesn't add the
PDF Maker ribbon at the top of the Office applications.
| | 00:08 |
But that doesn't mean that we don't have
the functionality to create PDF files
| | 00:11 |
from these Office apps.
Let me show you how to generate a PDF
| | 00:15 |
file from a Word document on the Mac
platform.
| | 00:18 |
So I'm beginning this video with the
letter.docx file already open on my
| | 00:22 |
computer and if you already watched the
Windows video you'll notice that we don't
| | 00:27 |
have a tab up here for Adobe PDF on the
Mac platform.
| | 00:33 |
So what I'm going to do is I'm going to
show you a couple of ways to create PDFs.
| | 00:36 |
I'm going to show you the right way as
well as the wrong way.
| | 00:40 |
So on the Mac if you want to create and
Adobe PDF file, we're going to go to the
| | 00:44 |
File menu and we're going to choose Print
and you're going to notice in the lower
| | 00:48 |
left corner we have a PDF button.
Now if we click on that, you'll notice
| | 00:54 |
that there's a bunch of different choices
that we can use.
| | 00:58 |
And I want you to use a little bit of
caution in this menu, because we have
| | 01:02 |
this first option, which is just Save As
PDF.
| | 01:06 |
The one that you want that'll give you
the most control is this one here, that
| | 01:11 |
is Save As Adobe PDF.
So I'm going to choose that option.
| | 01:16 |
And you'll see that we get the Save As
Adobe PDF dialog.
| | 01:21 |
In the Adobe PDF settings, here you can
see all of those PDF setting options that
| | 01:25 |
we saw earlier, when looking at those
settings.
| | 01:30 |
You can see the video to brain setting
that I had created, you can see we have
| | 01:33 |
all of the standard settings as well.
So I'm going to leave this one set to
| | 01:38 |
High Quality Print and after the PDF
creation I'm going to have it open it
| | 01:41 |
using Adobe Acrobat Pro.
So I'm going to go ahead and continue and
| | 01:46 |
I'm just going to save this to my
desktop.
| | 01:49 |
I'm going to give this a name of
letter_Adobe, and I'll go head to click Save.
| | 01:58 |
And when the PDF file is generated, it's
going to open it up, and here's our letter.
| | 02:03 |
Now let me show you a couple other of
things here.
| | 02:05 |
So within Word, I'm going to go to File >
Print again.
| | 02:10 |
And I'm going to to use this first
option, just Save As PDF to show you the difference.
| | 02:16 |
Again, it asks me what to name it.
I'm going to call this letter_macos.
| | 02:23 |
Go ahead and choose Save, and then last
but not least I'm going to go to the File
| | 02:27 |
menu and I'm going to choose Save As.
You'll notice here there's also an option
| | 02:33 |
to save it as PDF.
But both of these last two methods are
| | 02:38 |
not using the Adobe engine.
So I'm going to go ahead and put this on
| | 02:42 |
the desktop as well.
I'm going to call this one letter_word
| | 02:45 |
and I'll just go ahead and choose Save.
And then I'm going to go ahead and quit
| | 02:50 |
out of Word and let's take a look at
these different PDF files that we have open.
| | 02:55 |
Go ahead and open those up on my computer
inside of Acrobat.
| | 02:59 |
So here's the letter_word document.
That's the one that we did a Save As out
| | 03:03 |
of Word.
And if I go to the File menu and choose
| | 03:06 |
Properties, you're going to notice that
in the Description category, we have some
| | 03:10 |
pretty useful information.
So down here it tells me the application
| | 03:15 |
that created it, and that's Word, but it
also tells me the PDF producer and notice
| | 03:20 |
that the producer is the Quartz engine
that's built into the Mac operating
| | 03:24 |
system, not the Adobe engine.
So I'm going to go ahead and click OK and
| | 03:29 |
we'll close that file.
Now let's go to the one that we created
| | 03:33 |
from the Mac OS.
We'll go to File > Properties, and we can
| | 03:38 |
see once again the application was Word.
But again, this is using the Quartz PDF
| | 03:43 |
engine, again not the Adobe engine.
So we'll cancel out of that and close it.
| | 03:49 |
And then here's the one that we created
using the Save As Adobe PDF.
| | 03:53 |
If we go to File and choose Properties
now you can see that the application was
| | 03:59 |
also Word but the producer is Adobe Mac
PDF Plugin.
| | 04:05 |
So that's one of the ways you can
identify how the PDF was created, but you
| | 04:08 |
can also see that we got a lot more
control when we used the Adobe engine
| | 04:11 |
because we could choose the appropriate
PDF setting.
| | 04:17 |
As you can see, it's quite easy to create
PDF files from Office applications on the Mac.
| | 04:22 |
The key is knowing where to go to choose
your PDF settings, and doing it the right way.
| | 04:26 |
Once you know where these setting are,
you have all the control that you could
| | 04:29 |
possibly need.
| | 04:31 |
| | Collapse this transcript |
| Creating a PDF from a Creative Suite application| 00:02 |
Because Acrobat is part of the Adobe
Creative Suite, it stands to reason that
| | 00:05 |
the integration between the Creative
Suite applications would make the process
| | 00:09 |
of creating a pdf file easier than other
methods.
| | 00:13 |
Let me show you how this is done using an
Illustrator file in this example.
| | 00:18 |
So, I already have the ecoflow.ai file
opened on my computer, and I do have it
| | 00:22 |
opened using Adobe Illustrator.
But I should point out that the
| | 00:27 |
integration with the PDF output is also
applicable to both InDesign and Photoshop
| | 00:32 |
as well.
Now, you can see that I have a logo here
| | 00:35 |
but I want to point out a couple of
things.
| | 00:38 |
One thing is that I have multiple art
boards in this document.
| | 00:42 |
One of them for each of three different
variations of this logo.
| | 00:46 |
Now, the creation process for a PDF in
the Creative Suite applications is not
| | 00:52 |
like other typical PDF generation
options.
| | 00:57 |
Normally, you'd go to the File menu and
choose Print.
| | 01:00 |
However, in this example, we're just
going to go to the File menu and we're
| | 01:03 |
going to choose Save As.
Now, I'm going to put this on my Desktop
| | 01:08 |
and I want to point out that down here at
the bottom where it says Format.
| | 01:15 |
We can export this to an Adobe PDF file.
Now, the thing I like to point out to
| | 01:20 |
people is that, notice down here at the
bottom, the fact that in Illustrator, as
| | 01:24 |
an example, we have three artboards.
And in this example, it's using those artboards.
| | 01:31 |
But if we wanted to, we could specify a
range and say we only wanted to output
| | 01:35 |
this second artboard, you know, we could
do that very easily.
| | 01:40 |
Now, in this example, we're trying to
show this logo to a client so we're going
| | 01:44 |
to export all of this artboards so that
the client can easily see them.
| | 01:49 |
And because it's going to be a PDF file,
all they need is the free Adobe Reader.
| | 01:54 |
So, I'm going to click the Save button.
And as you might expect, right up here at
| | 01:59 |
the top, we have our Adobe PDF presets.
Again, this is the component that
| | 02:04 |
controls how our PDF is generated.
Now, if I click on this drop down menu,
| | 02:09 |
again you're going to notice some very
familiar options.
| | 02:12 |
Even the custom PDF setting that I
created within Acrobat is also showing up
| | 02:17 |
in this list.
So, I want to keep this file small.
| | 02:22 |
And because it's an Illustrator file, I
can go ahead and choose smallest file
| | 02:26 |
size and the quality is still going to be
quite good.
| | 02:30 |
Now, you also have all of your other
options in here if we wanted to.
| | 02:34 |
Adjust our image compression we could.
But again, in this example, we have no
| | 02:37 |
images so it's really not going to make
any difference in the file size.
| | 02:42 |
So, I'm going to go ahead and click the
Save PDF button.
| | 02:45 |
And it's basically telling me that the
saving this document with preserve
| | 02:49 |
Illustrator editing capabilities
unchecked.
| | 02:52 |
We'll disable some editing features, and
that's okay with me because I really
| | 02:56 |
don't want the editability of this file
as I'm passing it along.
| | 03:01 |
So, I'm going to go ahead and click the
OK button.
| | 03:04 |
And now, I'll just go ahead and hide
Illustrator for now, and we should see
| | 03:07 |
that on our Desktop, we have this
ecoflow.pdf file.
| | 03:11 |
And if I open that file up inside of
Acrobat, we're going to see that we have
| | 03:15 |
a nice PDF file of this logo.
But if I go to Page 2, there's the second
| | 03:20 |
version of the logo.
And of course, Page 3 is going to be the
| | 03:24 |
third or black and white version of that
logo.
| | 03:28 |
As you can see, creating a PDF file from
the Creative Suite applications is very
| | 03:32 |
simple, but very powerful as well.
If you're a user of the Creative Suite
| | 03:37 |
applications, you can use this method of
creating PDF files for a variety of
| | 03:42 |
different uses.
| | 03:45 |
| | Collapse this transcript |
| Creating a PDF from a scanned document| 00:02 |
Even in this age of digital files, for
many reasons, not all documents have a
| | 00:05 |
digital source file.
Scanning a document is also a fine way to
| | 00:10 |
create a PDF file.
Let's take a look at how to get your
| | 00:14 |
paper document into a digital PDF format,
with some added benefits.
| | 00:18 |
I'm going to begin by opening up Acrobat
on my computer.
| | 00:22 |
And you'll probably notice that under the
File menu, under the Create sub menu, we
| | 00:26 |
do have a choice to create a PDF from a
scanner.
| | 00:32 |
When you choose this option, you'll be
presented with a dialog that allows you
| | 00:36 |
to choose your scanner from the drop down
list.
| | 00:39 |
As well as how many sides you want to
scan, and then some other options for how
| | 00:43 |
the new PDF document is going to get
created.
| | 00:48 |
Now, on my computer I don't have a
scanner installed.
| | 00:52 |
However, if you have a scanner installed,
and the drivers are updated you can
| | 00:55 |
probably choose it from this list.
But even if you don't have a scanner
| | 01:00 |
directly connected to your computer, your
not out of luck.
| | 01:03 |
So, I'm going to hit the cancel button,
and we're going to go to the File menu.
| | 01:07 |
And we're going to choose Create PDF from
File.
| | 01:11 |
And if you navigate to the Chapter Four
folder.
| | 01:15 |
I'm going to select a file called
Letter_Scan, and its a TIF file.
| | 01:20 |
Now I'm going to go ahead an open this,
and you can see that, that quickly,
| | 01:24 |
Acrobat is going to convert this into a
PDF file.
| | 01:28 |
Now let's just take a look at this for a
second because if I zoom in on this text,
| | 01:32 |
you're going to see that it certainly is,
in fact, a scan, and not an incredibly
| | 01:36 |
good one.
But we can certainly read the content,
| | 01:41 |
and it looks pretty good.
Now, in addition, you'll also notice that
| | 01:45 |
it's crooked.
Now, I'm sure this never happens to you
| | 01:49 |
on your scanner, but on my scanner, for
whatever reason, I can't quite seem to
| | 01:52 |
get it straight all the time.
That's okay, we're going to fix that in a second.
| | 01:57 |
Now the other thing I want to show you,
I'm just going to click on the hand tool,
| | 02:00 |
is that if I go to the Edit menu and I
choose Find, I'm going to look for a word
| | 02:03 |
in this document.
So how about Ecoflow, we used that a
| | 02:07 |
bunch of times in this letter.
So I'm going to type the word Ecoflow,
| | 02:11 |
and then we're going to press the Next
button.
| | 02:14 |
And it's going to tell me that it's an
image and it can't find any of the text.
| | 02:20 |
Now don't pay too much attention to this
dialog at this point because we're
| | 02:23 |
going to fix that in a second.
Now what I'm going to do here is I'm
| | 02:28 |
going to to the tools menu, and we're
going to open up the document processing category.
| | 02:35 |
Again, if you don't see this, just go to
the panel menu here, and choose Document
| | 02:38 |
Processing to show it.
And we have an option here for optimize
| | 02:43 |
scanned PDF.
So I'm going to choose that option and on
| | 02:48 |
this document we can choose to optimize
the image.
| | 02:53 |
Now we can go with a smaller size file,
or a larger size file, and this really a
| | 02:57 |
sliding scale.
The smaller the size, the lower the
| | 03:02 |
quality, the higher the quality, the
bigger the size.
| | 03:06 |
So, I'm just going to drop it in the
middle there for a little bit.
| | 03:11 |
And then in the Filters category, you'll
notice that we have an option here.
| | 03:15 |
We're going to go ahead and click the
Edit menu.
| | 03:17 |
I have deskew turned on, So what it's
essentially doing is it's going to try
| | 03:22 |
and straighten this image.
We can also choose to remove the background.
| | 03:28 |
So if you have a lot of background.
Sometimes from a scanner you'll see the
| | 03:31 |
top of the lid of the scanner inside of
your scan.
| | 03:34 |
You can turn on background removal to try
to remove that as well.
| | 03:38 |
Descreen is used if you're scanning a
printed piece of artwork.
| | 03:43 |
So if you're scanning a printed brochure
or something, you might want to turn
| | 03:46 |
Descreen on to try to make those images
look a little bit better.
| | 03:50 |
And then the Text Sharpening.
Let's go ahead and set that to medium.
| | 03:54 |
So, I'm going to click Okay.
And then, last but not least, this is
| | 03:57 |
really important.
Down here at the bottom, we have OCR options.
| | 04:02 |
OCR stands for Optical Character
Recognition.
| | 04:05 |
Basically, Acrobat is going to try to
detect the text that's in this scan.
| | 04:10 |
Now if we click on the edit button, we
have a couple of choices.
| | 04:13 |
We can choose the primary OCR language.
And if you're doing a language other than
| | 04:18 |
English, you may want to choose that from
the list.
| | 04:21 |
But for PDF output style, we really have
two choices here.
| | 04:25 |
And I'm going to show you both of them.
We have searchable image, and then we
| | 04:28 |
also have a clear scan, so let's take a
look at both of them.
| | 04:33 |
Searchable image is going to be the first
one we're going to do, so I'm going to
| | 04:36 |
click Okay, and I'm going to click Okay
again to start the process.
| | 04:41 |
Now its just telling us that this image
has already been optimized.
| | 04:45 |
So maybe when we scanned it, its already
at its optimum value so we'll just go
| | 04:49 |
ahead and click Okay, that's fine.
And in a couple of seconds you're
| | 04:55 |
going to notice, wow, it straightened out
my image, and let's take a look.
| | 04:59 |
Let's zoom in on this text.
Hm, it still looks about the same as it
| | 05:04 |
did before.
Well, that's because we didn't choose to
| | 05:08 |
convert the text.
We only told it to detect the text and
| | 05:12 |
keep it as a searchable image.
I'm going to go ahead and fit this
| | 05:16 |
document to the Window again.
Because a searchable image is very good
| | 05:21 |
especially for legal documents and
contracts.
| | 05:25 |
Because the document is going to appear
exactly the same way as it was when it scanned.
| | 05:31 |
So we're not really altering the visual
appearance of this document.
| | 05:34 |
But the benefit that we do get is when we
go to the Edit menu, and we choose Find.
| | 05:40 |
If I now do that same search for Ecoflow
and I click the Next button.
| | 05:45 |
Notice it's highlighting every instance
of the word Ecoflow in my document.
| | 05:50 |
Every time I click on the Next button, it
finds the next instance of that word.
| | 05:55 |
This is huge if you've got potentially a
lengthy contract, or some type of a
| | 05:59 |
document that's important to you, and
you'd like to know where certain phrases
| | 06:03 |
might be used in the document.
You could just search for it directly
| | 06:09 |
inside of the PDF file.
Now what I'm going to do is I'm going to
| | 06:13 |
do a file save as on this, and I'll just
put this on my desktop.
| | 06:16 |
I'm going to call this, letter scan
searchable image.
| | 06:20 |
I'll go ahead and save that.
And I'm going to close that document and
| | 06:25 |
I want to go to the file menu and choose
create PDF from file again, and let's
| | 06:29 |
grab that letter scan image once again.
Because what I want to show you, is that
| | 06:37 |
under that document processing category.
We're going to choose Optimize Scan PDF again.
| | 06:43 |
But this time in the OCR options, I'm
going to click the Edit button and
| | 06:46 |
instead of making it a searchable image,
let's switch it over to Clear Scan.
| | 06:52 |
So, go ahead and click Okay.
And again, it's telling me the
| | 06:53 |
compression settings are not going to be
used for clear scan because it's not
| | 06:54 |
going to be an image anymore.
So we'll click Okay, and Okay again,
| | 06:59 |
we'll go ahead and click Okay, one more
time because we know it's optimized,
| | 07:06 |
that's fine.
And when it's finished, you're going to
| | 07:13 |
notice that the image has been
straightened, just as it did before.
| | 07:17 |
But let's take a look at this, if we zoom
in on this text, you'll notice it looks a
| | 07:21 |
bit different than it did before.
And that's because it's actually
| | 07:27 |
converting the text to Vector Elements.
And not only that, if I come up here to
| | 07:32 |
my Selection tool, and I click and drag,
I can actually select this text if I wish.
| | 07:39 |
As a quick example, I'm just going to
press Command zero on Mac, or Control
| | 07:43 |
zero on Windows.
If I wanted to I could select all of this
| | 07:47 |
text and choose Edit > Copy.
And I'm going to just open up a text
| | 07:52 |
application here.
And if I choose Edit > Paste, you'll
| | 07:57 |
notice that this is actually text that is
editable.
| | 08:02 |
Very, very powerful.
You can really take advantage of this
| | 08:06 |
feature by allowing Acrobat to detect the
text, and you can then reuse that text in
| | 08:11 |
a number of different ways.
So if you have a scanner connected
| | 08:16 |
directly to your computer, you may be
able to scan directly in to Acrobat
| | 08:19 |
depending on the age of the scanner and
the available drivers.
| | 08:23 |
But even if you don't have a scanner
connected to your computer, you can still
| | 08:27 |
scan it, copy it to your computer, and
end up with a fully functioning digital file.
| | 08:33 |
| | Collapse this transcript |
| Creating a PDF from a web page| 00:02 |
Acrobat 11 makes it quite easy to create
a PDF from a website, or a webpage.
| | 00:07 |
This can be useful in cases where you
want to view a webpage while you're
| | 00:10 |
traveling and don't have access to the
Internet.
| | 00:13 |
Or maybe you want to show a webpage
within another document.
| | 00:16 |
Let me show you how this feature works.
So I'm beginning this video with Acrobat
| | 00:20 |
already open on my screen.
And if we go to the file menu, under the
| | 00:24 |
create menu, we have an option for create
PDF from web page.
| | 00:28 |
So if I choose that option, you'll see
that I have a dialog box that allows me
| | 00:32 |
to define the website that I want to
grab.
| | 00:35 |
Now what I'm going to do here I'm
going to pick a website that is somewhat
| | 00:39 |
small just so that we can see how this
works.
| | 00:42 |
So I'm going to type the name, this URL.
And what we're going to do then is take a
| | 00:51 |
look at some of these options.
So if I click on these settings, you'll
| | 00:55 |
see that the conversion settings, it's
going to use a file type of HTML.
| | 01:01 |
Now you can choose a text or HTML.
And you can choose additional settings
| | 01:06 |
here as far as the encoding, and the
language, and so on, and so forth.
| | 01:10 |
Now I'm going to go ahead and cancel
that, and we're going to come down here
| | 01:14 |
for PDF settings.
We can let it create bookmarks for us
| | 01:17 |
also place headers and footers on a new
page.
| | 01:21 |
I'm actually going to uncheck that,
because I really don't want that inside
| | 01:25 |
of my PDF.
And then in the page layout category, we
| | 01:28 |
can choose what size document we want to
use.
| | 01:32 |
So we can choose the dimensions, the
margins, whether we want portrait, or
| | 01:36 |
landscape orientation.
And then down here, we can tell it to
| | 01:41 |
scale wide contents to fit the page.
And we can even tell if the switch to
| | 01:45 |
landscape, if it's scaled smaller than in
this case, it's 70%.
| | 01:50 |
So I'm going to click okay, and I'm
going to click on this button here,
| | 01:53 |
because this allows me to choose how much
of the website we're going to grab.
| | 01:59 |
Now if I choose, get entire website, you
want to use this with a little bit of
| | 02:02 |
caution because if I were to do this to a
big website, I'm going to be waiting a
| | 02:06 |
very long time.
And more than likely Acrobat is going to
| | 02:11 |
crash on that operation.
So you really want to be careful.
| | 02:14 |
What I usually do, is I'll choose to get
only one level.
| | 02:18 |
And what that essentially is doing is
when I choose that, I also have these two
| | 02:23 |
options to stay on the same path, and
that downloads only webpages that are
| | 02:28 |
subordinate to this URL up here.
And if I choose, stay on same server,
| | 02:35 |
then it only downloads webpages stored on
the same server as this server up here.
| | 02:42 |
So what I'm going to do, is I'm going to
go ahead and increase this to two levels,
| | 02:46 |
and I'm going to click the create button.
And what it's going to do is it's going
| | 02:51 |
to go onto the Internet.
It's going to grab all of the content
| | 02:55 |
from this particular website, that I
specified.
| | 03:01 |
And when it's all finished, you're
going to notice that the PDF is going to
| | 03:05 |
open in the background.
You can see that it's still grabbing some
| | 03:09 |
content, and adding it to the PDF as I'm
working.
| | 03:13 |
You can see over here it just added
another bookmark, and that's one of the
| | 03:17 |
nice features about this operation, is
that you can continue to work on this file.
| | 03:23 |
You can look at it and see what's
happening, while the download is occurring.
| | 03:28 |
So now it's all finished downloading and
you can see I can use these bookmarks to
| | 03:31 |
go to the different pages.
There's the first page, there's the next
| | 03:36 |
one, and here's the other one as well.
So you can really get a good idea of what
| | 03:41 |
this is going to look like.
I can still read the content.
| | 03:46 |
I can even have active links within this
PDF.
| | 03:52 |
Now for these active links, you would in
fact need an active Internet connection.
| | 03:57 |
But it's a really good choice for being
able to just kind of peruse the webpage,
| | 04:01 |
and get an idea of what's on that site.
As you can see, it's pretty easy to
| | 04:06 |
create a PDF from a webpage.
Use a little caution when defining how
| | 04:10 |
much of a website you'll be capturing as
you could end up with a pretty big file
| | 04:13 |
and a lot of waiting as well.
| | 04:16 |
| | Collapse this transcript |
| Creating a PDF from any file (Windows)| 00:02 |
The beauty of Acrobat 11, is that it
allows you to create a PDF from any file
| | 00:05 |
that you wish.
The only real requirement, is that you're
| | 00:09 |
able to print from the application.
Let's take a quick look at how to create
| | 00:14 |
a PDF from virtually any file.
So I'm going to begin by just opening up
| | 00:19 |
the Notepad on my computer.
And I'm just going to paste some content
| | 00:24 |
in here.
So, just something basic, I made a couple
| | 00:27 |
of notes, I jotted down a couple of
things.
| | 00:30 |
And I just want to make a PDF of that
file.
| | 00:33 |
So what I'm going to do is, I'm going to
go to the 'File' menu and I'm going to
| | 00:37 |
choose, 'Print'.
And you'll notice that up here at the top
| | 00:41 |
where it says, 'Select Printer', you'll
probably notice that you have printers
| | 00:44 |
that you've already installed.
But if you scroll over, you're going to
| | 00:49 |
notice there's a printer called Adobe
PDF.
| | 00:52 |
Now, when you choose that, and then you
click the Preferences button, once again,
| | 00:57 |
here's all of your PDF settings that you
have to choose from.
| | 01:02 |
So maybe in this example, I'll just
choose "Smallest file size."
| | 01:05 |
You can add PDF security in here, you can
choose a PDF output folder and right
| | 01:10 |
here, I'm just going to have it prompt me
for a PDF file name.
| | 01:16 |
And then for the PDF page size, I'm
going to go ahead and change that to a
| | 01:19 |
standard 8 and a half by 11.
And the rest of the options, you know,
| | 01:25 |
you can set as you wish.
So I'm going to go ahead and click the
| | 01:29 |
Okay Button.
And then I'll click Print.
| | 01:31 |
And it's going to ask me where I want to
save this.
| | 01:34 |
So I'll put it on my desktop.
I'll just call this one Notes.
| | 01:38 |
And we'll click the Save button.
And then in a couple of seconds, you will
| | 01:44 |
notice that we now have a PDF file of the
notepad application that we were using.
| | 01:54 |
Now, let's try another example here.
What I'm going to do is, I'm going to
| | 01:57 |
close my notepad here, I don't need to
save that.
| | 02:00 |
And there's some Help information that I
want to look at, I'm going to open up the
| | 02:04 |
Help application on my computer.
Because I can never remember how to hide
| | 02:08 |
and show the file extension on a Windows
computer.
| | 02:12 |
So, I'm going to go to my index.
And I'm going to go to the Files Folders
| | 02:16 |
and Libraries and the Using Files in
Program and then show or hide file name extensions.
| | 02:23 |
So, I finally found this help ticket
here, this help description, that
| | 02:26 |
describes everything I need to know, but
I don't want to have to go looking for it
| | 02:30 |
every time.
So, if I come up here, I have a print button.
| | 02:36 |
So, I'm going to click the print button,
I'm going to go over to my Adobe PDF
| | 02:40 |
printer, go to the preferences, and go
ahead and tell it to use the smallest
| | 02:44 |
file size setting, click Okay, click the
print button and it asks me for a name.
| | 02:51 |
So, I'll just call this one, File
Extensions and we'll put this on our
| | 02:55 |
desktop and hit the Save button.
And there we have, a very nice PDF that I
| | 03:03 |
can store in a folder or on to my
computer and access whenever I need to
| | 03:08 |
review it.
As you can see, as long as you can print
| | 03:12 |
from the application, you can make a PDF
of it.
| | 03:16 |
This is a great way to convey information
to other users, using a format that is
| | 03:19 |
guaranteed to present your information
the way that you intend it to.
| | 03:24 |
| | Collapse this transcript |
| Creating a PDF from any file (Mac)| 00:02 |
The beauty of Acrobat 11 is that it
allows you to create a PDF from any file
| | 00:06 |
that you wish.
The only real requirement is that you're
| | 00:09 |
able to print from the application.
Let's take a quick look at a couple of
| | 00:13 |
examples to see how to create a PDF file
from any file at all.
| | 00:19 |
So I'm going to start with a real basic
example.
| | 00:21 |
I'm going to open up a text application
on my computer.
| | 00:24 |
And I'm just going to paste some content
in there.
| | 00:29 |
So, something really basic, nothing
fancy.
| | 00:32 |
Just, maybe, I took a couple of notes or
jotted down a couple of memos and I want
| | 00:35 |
to make a PDF of this and send it out to
other users.
| | 00:40 |
So, from the Text Edit application that
I'm using right now I just go to the File
| | 00:44 |
menu and choose Print.
And on the Mac platform, in the lower
| | 00:51 |
left corner, again you want to make sure
you choose Save as Adobe PDF.
| | 00:57 |
When I choose that option, I'll be
presented with a dialog box that allows
| | 01:01 |
me to choose my PDF settings.
I'm going to choose smallest file size.
| | 01:07 |
And after the creation, open it in
Acrobat Pro.
| | 01:10 |
Easy enough.
So I'll click Continue.
| | 01:14 |
I'm going to save this to my Desktop.
I'll call this one memo.pdf.
| | 01:22 |
And there you have it, a PDF file created
from a text application.
| | 01:27 |
Now, let's take a look at another
example.
| | 01:31 |
Let's say, for example, I want to look up
a word.
| | 01:35 |
So I'm going to open up my dictionary
application.
| | 01:40 |
And let's say I'm looking for a word that
I'm not sure the meaning.
| | 01:43 |
But I want to find out more information
about it.
| | 01:46 |
So I'm going to look up the word
itinerary.
| | 01:49 |
And we can see it shows me the
information about that.
| | 01:53 |
So maybe I want to pass this on to other
users, or I want to share with other people.
| | 01:59 |
I can go to the File menu in my
dictionary application and choose Print.
| | 02:04 |
Once again, PDF button, Save as Adobe
PDF.
| | 02:12 |
I'll use smallest file size again and
have it open in Acrobat and we'll save
| | 02:17 |
this to my Desktop.
I'll just leave the name as is so we'll
| | 02:22 |
hit the Save button.
And once again, we have a nice PDF file
| | 02:28 |
to be shared with other users.
As you can see, as long as you can print
| | 02:32 |
from the application, you can make a PDF
out of it.
| | 02:37 |
This is a great way to convey information
to other users using a format that is
| | 02:40 |
guaranteed to present your information
the way that you intended it to be.
| | 02:45 |
| | Collapse this transcript |
|
|
5. Modifying PDF FilesWorking with pages| 00:02 |
Acrobat XI gives you the ability to
modify the pages of a document in a
| | 00:05 |
number of different ways.
Including adding, deleting, replacing and
| | 00:11 |
rearranging pages.
Let's take a closer look at how we can do this.
| | 00:16 |
I have the Pixology September 2012.PDF
document already open on my computer.
| | 00:22 |
And one of the easiest ways to work with
the pages in a document is to come over
| | 00:25 |
here to our navigation pane, and click on
the pages button, to open up the pages pane.
| | 00:31 |
Now you can see that we have a thumbnail
for every page in the document that is
| | 00:35 |
found in this pages pane, and that makes
it really easy to work with pages.
| | 00:40 |
So, as a quick example, I'm going to
click on page two and that's going to
| | 00:43 |
make that page active.
But let's say I realized later in the
| | 00:47 |
process of getting this document out that
the pages were in the wrong order.
| | 00:52 |
So, what we can do, is if we click on one
of these page thumbnails, and we start
| | 00:56 |
dragging down, we're going to notice that
at a certain point, we get a line located
| | 00:59 |
at a different spot.
So if I let go of my mouse, it's going to
| | 01:06 |
rearrange the page.
And now page two is the From the Editor
| | 01:10 |
page, and page three is the Pixology
table of contents.
| | 01:16 |
If I go down a little bit, we can click
on this Levels in Detail, and we can drag
| | 01:21 |
that one up, and rearrange it.
So, it's pretty easy to rearrange these pages.
| | 01:28 |
Now, the only thing I would caution you
about is that if you're working in a
| | 01:31 |
document like this that is paginated, I'm
just going to fit the document to the
| | 01:34 |
window real quickly.
We can see that this has a folio of page
| | 01:39 |
four, and it's actually the third page in
the document.
| | 01:44 |
So you want to pay attention to that
because you could get people a little
| | 01:47 |
confused if your pages are out of order.
But as long as you don't have folios, and
| | 01:51 |
you're going to move them around, you
shouldn't have a problem.
| | 01:55 |
Now, at the most basic level, what we can
also do is delete pages.
| | 01:59 |
So, let's go ahead and scroll down to the
bottom here.
| | 02:02 |
Let's say, for example, that we decided
we weren't going to put this photo in
| | 02:07 |
here as the last page.
Let's say we didn't have rights to use
| | 02:11 |
it, or at the last minute, somebody
decided that they didn't want it.
| | 02:14 |
So, a pretty easy method, we can select
this page and we can come up to this
| | 02:18 |
Options button at the top of the Pages
panel.
| | 02:21 |
And we can simply choose Delete Pages.
And it gives us a extra confirmation in
| | 02:26 |
asking us which page we want to delete,
so we're going to delete the selected
| | 02:30 |
page, we'll click Okay.
And then one more confirmation to make
| | 02:34 |
sure, click Okay, and now that page is
gone.
| | 02:38 |
So, it's very easy for us to arrange and
delete pages inside of Acrobat.
| | 02:44 |
Now the other place where we can do a lot
of this modifying of pages, is over here
| | 02:48 |
in our tools pane.
We have a category called pages, and
| | 02:53 |
within there is a subcategory for
manipulating pages, and one for inserting pages.
| | 02:59 |
So let's say for example we wanted to
insert a page, we removed that last page
| | 03:03 |
in the document, and now we have some
room for another page.
| | 03:08 |
So we have an ad that somebody sent us
that we'd like to insert there.
| | 03:12 |
So we could come over here and choose
Insert from file.
| | 03:16 |
In my chapter five folder I'm going to
select the Ecoflow ad, and then we'll go
| | 03:20 |
ahead and choose Select.
And it says well where would you like to
| | 03:25 |
insert it, and I'm going to tell it to
insert if after page 43, or you could
| | 03:29 |
even say after the last page.
And if I click Okay, now it has inserted
| | 03:35 |
that add at that location.
Now let's take a look at one other option
| | 03:40 |
we have here on page 42 we have a list of
upcoming events, and for whatever reason
| | 03:44 |
we decided, you know what, we need to
redo this page.
| | 03:49 |
We've got some changes, maybe a design
change or a typo, whatever it might might
| | 03:52 |
be and instead of recreating the whole
PDF file, maybe we just want to replace
| | 03:56 |
this page.
So that's very easy to do.
| | 04:00 |
I'm going to select page 42, I'm going to
come over here and click on the Replace button.
| | 04:06 |
And once again, in the Chapter five
folder, I have a new file called Events.
| | 04:12 |
And if I select that and then click the
Select button, it says, which page do you
| | 04:16 |
want to replace.
And because I had page 42 selected, it
| | 04:19 |
automatically populates that field with
the correct number.
| | 04:24 |
I'm going to go ahead and click Okay, and
it says are you sure you want to replace
| | 04:28 |
this page yes I do.
And we can see that we've now replaced it
| | 04:32 |
with a new updated version of that page.
As you can see a PDF file can easily be
| | 04:38 |
modified after the initial creation of
the file.
| | 04:42 |
Adding, removing and replacing pages is
quite easy once you know how it's done.
| | 04:47 |
| | 04:47 |
| | Collapse this transcript |
| Combining files into a single PDF| 00:02 |
Documents aren't always created in a
cohesive manner that results in one final
| | 00:06 |
PDF file.
Often times you may need to combine files
| | 00:10 |
from a variety of different formats and
sources to create the finished PDF file.
| | 00:15 |
In this video we'll take the individual
pages of the Pixology Magazine as well as
| | 00:19 |
a couple of other files and combine them
into one.
| | 00:23 |
So I'm beginning this video with Acrobat
already open on my computer.
| | 00:27 |
And I'm going to go to the File menu I'm
going to choose Create and I'm going to
| | 00:31 |
choose Combine Files in to a single PDF.
Now, Acrobat XI introduces a totally
| | 00:37 |
refined combine dialog box that makes it
much, much easier to combine files than
| | 00:43 |
it was in the past.
So one of the ways we can do this, as you
| | 00:48 |
can see here, is we can add files using
the drop down or drag and drop them right here.
| | 00:53 |
So, what they're saying is we can use
this drop-down here.
| | 00:57 |
We can add Individual Files, a Folder,
add a PDF from a Scanner, a Webpage, or
| | 01:01 |
even from the Clipboard, or we can just
drag and drop the files here.
| | 01:06 |
So, I'm just going to open up my Project
files folder and I'm going to go to the
| | 01:09 |
chapter 5 folder.
And I have a folder in here called Combining.
| | 01:13 |
Now, because I have them all in 1 folder,
it would be just as easy for me to come
| | 01:17 |
up here and choose add files from folder.
But while I'm in here, I'm just going to
| | 01:22 |
click inside to select one of these
files.
| | 01:25 |
And I'll press Cmd+A on Mac or Ctrl+A on
Windows to make sure that all those files
| | 01:28 |
are selected.
And I'm just going to Drag them and Drop
| | 01:31 |
them onto the combined dialog.
And we can Close this window at this
| | 01:35 |
point and now you can see that we have
all of the files that we're going to be
| | 01:39 |
combining, displayed in this dialog.
And you'll even notice that for many of
| | 01:45 |
the formats including the Microsoft Word
document, I'm getting a preview of what
| | 01:49 |
they look like.
This is really useful, mow I'm locking
| | 01:53 |
out a little bit here because when I
named these PDF files.
| | 01:58 |
I named them in sequential order, so you
can see This file's name is
| | 02:01 |
pixologySeptember2012_3, and so on and so
forth.
| | 02:05 |
So, a lot of these got automatically
paginated or ordered in the appropriate way.
| | 02:12 |
Now what we could do, these two buttons
here control how these files are being
| | 02:15 |
viewed, so I can click on the second
button to view it as more of a list.
| | 02:19 |
And if I wanted to put, say, the image
at the bottom, I can just click on that
| | 02:24 |
and I can drag it down.
And when the line gets to the appropriate
| | 02:31 |
spot, I'll just let go, and now I've
re-ordered them appropriately.
| | 02:35 |
You can adjust the columns here, so you
can see the Names of the files, the Size,
| | 02:39 |
Modification date, Bookmark for file, and
Warnings and Errors.
| | 02:44 |
So I'd say it's a pretty powerful tool.
Now you can also move these up and down
| | 02:49 |
by highlighting one and hitting the up
and down arrow key.
| | 02:54 |
You can also Undo certain operations
within this dialog, and you can Remove
| | 02:58 |
files as you have them listed here.
You can come up here to the Options
| | 03:03 |
button, and this allows you to control
some of the properties about how the
| | 03:06 |
final PDF is going to be created.
So, I can set the file size to smaller,
| | 03:13 |
medium, or larger file.
As the file gets larger, the quality goes
| | 03:18 |
up, and for the file type I can combine
it into a single PDF file, or I can
| | 03:22 |
combine it into a portfolio file.
What I could do now, is for other options
| | 03:29 |
we can actually enable the accessibility
for the PDF file.
| | 03:33 |
We can Bookmark them, We can continue
combining if any errors occur.
| | 03:39 |
And we can also show page numbers in the
Thumbnail view.
| | 03:43 |
And finally, we can convert all the files
to PDF when creating a portfolio.
| | 03:48 |
So, I'm going to start by creating a
single PDF file, let me go ahead and
| | 03:51 |
click OK.
And then we'll just click the Combine
| | 03:56 |
Files button.
And you can see the status, in the Status
| | 04:03 |
column as they are finishing up and we're
done.
| | 04:11 |
Our end result is one final PDF document.
If I press Cmd+0 on Mac or Ctrl+0 on
| | 04:22 |
Windows, that'll fit my page to the
window.
| | 04:30 |
We could see, we start off with this
letter.
| | 04:32 |
Then we jump to our Pixology Magazine.
And if we go to the very end, we'll see
| | 04:37 |
that photo that got added at the end as
well.
| | 04:41 |
So it doesn't really matter what format
the original files are in.
| | 04:44 |
The Combine feature in Acrobat XI can
take all of those files and bring them
| | 04:48 |
all together into one final PDF file.
| | 04:51 |
| | Collapse this transcript |
| Editing PDF files| 00:02 |
As a general rule in years past I've
often discouraged users from attempting
| | 00:06 |
to edit PDF files with the exception of
very minor edits.
| | 00:10 |
Acrobat 11 has changed my feelings on
that a little bit.
| | 00:14 |
This new and improved feature in Acrobat
11 makes it realistic to make edits to a
| | 00:18 |
PDF file.
Now, let's be clear.
| | 00:21 |
If possible, the ideal method of editing
a PDF is still to go back and edit the
| | 00:25 |
source file and make a new PDF file.
The reason for this is the tracking of
| | 00:30 |
changes from one format to another.
It could be a nightmare keeping
| | 00:34 |
everything current.
That being said, if editing the original
| | 00:38 |
is not an option, use this great new
feature in Acrobat 11.
| | 00:43 |
So I'm beginning this video with the
Pixology September 2012 file already open.
| | 00:48 |
I'm going to come over here to our tools
pane, and under the content editing
| | 00:52 |
category, we have this option here for
edit text and images.
| | 00:57 |
Now that's been in there in the past,
however in this new version it becomes
| | 01:01 |
very easy to edit our content.
I'm going to click that button, and
| | 01:06 |
you're going to notice that all the
components of the PDF get highlighted
| | 01:09 |
with this little wire frame around the
edge.
| | 01:13 |
So as an example if I click inside of
here, maybe I want to change the month
| | 01:17 |
here to November, it changes it quite
easily.
| | 01:21 |
If it wraps like this, we can always drag
this handle and open it up a little bit
| | 01:25 |
so that the line goes back up to the
first line.
| | 01:29 |
I'm going to scroll down a little bit.
Let's go down to page three here, because
| | 01:36 |
we've always been able to make edits to
text inside of Acrobat, but where the
| | 01:41 |
editing process really broke down was
when we had a paragraph of text.
| | 01:50 |
So let's look at this example.
Here we have a paragraph of text, and
| | 01:53 |
we'd like to add a little bit more detail
in here.
| | 01:57 |
So what I'm going to do, I'm going to
say, in front of the word improve, I'm
| | 02:04 |
going to type significantly.
And as you can see, the text is actually
| | 02:11 |
wrapping within this area.
You'll notice that our text is getting a
| | 02:15 |
little bit cramped in here.
But now in Acrobat 11, we can literally
| | 02:20 |
grab these objects and shift them down to
make room.
| | 02:26 |
So I'm just kind of hovering over the
edge of the frame and dragging it down.
| | 02:33 |
You can use some shortcuts that come from
other Adobe Programs.
| | 02:40 |
For example as I'm dragging these down,
if you hold down the Shift key, it'll
| | 02:43 |
constrain the movement perfectly
vertically to help you keep things
| | 02:47 |
aligned to one another.
That looks pretty good.
| | 02:53 |
Now, let's go back up to page one for a
second, I'm just going to do a Cmd+0 on
| | 02:56 |
Mac or Ctrl+0 on Windows so I can see the
whole page.
| | 03:01 |
In addition, we can click on this image.
Now there's a lot of great improvements
| | 03:06 |
that they've added from an image editing
standpoint.
| | 03:09 |
For example, down here at the bottom,
under the format category, we have a Flip
| | 03:14 |
Vertical and Flip Horizontal button.
So, if I click the Flip Horizontal
| | 03:21 |
button, I've now just flipped that image
to the opposite side, horizontally.
| | 03:27 |
If I click it again, I can flip it back.
Same thing vertically.
| | 03:31 |
This is power that we've never had inside
of Adobe Acrobat.
| | 03:36 |
Now, in addition, we could always click
on this image to replace the image.
| | 03:41 |
So, I have an image inside of our chapter
five folder called ocean, and if I choose
| | 03:45 |
it, it's going to swap that image in
there and allow me to scale it up within
| | 03:49 |
the masked area.
I can click and drag to reposition it and
| | 04:03 |
change how it appears.
To make this text stand out a little bit
| | 04:08 |
better, we can highlight the text.
Down here at the bottom under format we
| | 04:13 |
can change the font, the size, we can
even change the color.
| | 04:17 |
So I'm going to click on this, we'll go
to Other Color, I'm going to just drag
| | 04:21 |
this to a white swatch.
That looks a little bit better.
| | 04:26 |
We can open this up a little bit, and you
can adjust all of this text to suit your needs.
| | 04:32 |
Make this white..
Then we've got a little bit of reflow
| | 04:38 |
going on there, but that's okay.
Again, if you've tried to do this before
| | 04:42 |
in the past, you know how difficult this
used to be.
| | 04:49 |
And we'll make this white as well.
That looks pretty good.
| | 04:55 |
In addition, when we're working inside of
our documents, we can also add an image.
| | 05:00 |
So, maybe we want to Insert an image that
we don't even have in our document, or
| | 05:03 |
even add text.
If we want to add text, I can click on
| | 05:07 |
the Add Text button.
Now let's go down to page three maybe,
| | 05:11 |
and we'll just add some text over here.
I'm just going to click right here and
| | 05:15 |
you can see that it creates a text box.
So I'm just going to type some random text.
| | 05:21 |
Let's zoom in on that so we can see it a
little bit better.
| | 05:27 |
We can highlight that text.
We can change the font.
| | 05:32 |
We can change the size.
We can change the alignment, the color,
| | 05:36 |
you name it.
I think you'll agree that this is a very
| | 05:40 |
powerful new feature in Acrobat 11.
If you've used previous versions of
| | 05:46 |
Acrobat you'll agree that this is very
much improved.
| | 05:51 |
If you're new to Acrobat, you'll
certainly enjoy the ability to easily
| | 05:54 |
edit content in a PDF file.
| | 05:57 |
| | Collapse this transcript |
| Applying a watermark| 00:02 |
Sometimes, you may need to distribute a
document to other users, but you want to
| | 00:05 |
be sure that it doesn't get used as a
final version of a document.
| | 00:10 |
Or, you want to make sure it doesn't get
used without your permission.
| | 00:14 |
Adding a watermark is a great way to
ensure that a document doesn't get used
| | 00:17 |
by mistake.
Now, I'm beginning this video with the
| | 00:21 |
Pixology document open on my computer.
And I'm going to come over her to my
| | 00:24 |
tools pane and I'm going to go into the
Pages category.
| | 00:28 |
Now, down here at the bottom of this
pane, you can see that under Edit Page
| | 00:32 |
Design, we have four options here that
all work in a similar manner.
| | 00:38 |
We have the ability to add a Header and a
Footer to the document, the background to
| | 00:43 |
a document.
We can add a watermark, and we can apply
| | 00:48 |
bates numbering.
Now, I'm going to click on the Watermark
| | 00:52 |
option, and I'm going to choose the Add
Watermark choice.
| | 00:57 |
Now this is going to bring up a dialog
box that's a bit intimidating at first,
| | 01:00 |
but it's really not too bad.
What we could do here is we can add some
| | 01:04 |
custom text up here.
Now under the Saved Settings, we
| | 01:08 |
currently don't have any saved settings.
But when we're done, we can save these
| | 01:14 |
settings to use on a later date.
So, for the text, I'm going to put
| | 01:19 |
something in here like Top Secret.
And you can choose a font if you wish.
| | 01:27 |
Go ahead and scroll down and pick a font
that I think would work here.
| | 01:30 |
I'm going to use stencil, and then we can
also specify the size.
| | 01:36 |
So, I'm going to increase the size a bit.
Let's go with 72, we're going to need a
| | 01:40 |
little bit more than that.
Let's go with 100 points, and maybe I
| | 01:44 |
will come over here and make the text red
so that it stands out pretty well.
| | 01:50 |
There we go.
Now you could also, if you wish, use a
| | 01:53 |
file instead of actual text.
So, if you wanted to include say a
| | 01:58 |
watermark with your corporate logo or
anything like that, simply make a PDF of
| | 02:02 |
whatever you want the watermark to be.
And then, you can access it by choosing
| | 02:07 |
the file here.
Now you can also apply Rotation.
| | 02:10 |
I'm going to apply a 45 degree rotation,
and I might bump up this point size a
| | 02:15 |
little bit more.
There we go.
| | 02:18 |
Let's go with 150 points.
You know this is pretty obtrusive, right?
| | 02:22 |
But we can reduce the Opacity so that
it'll still appear on our document, but
| | 02:27 |
you can still read through it if need be.
You can also scale it relative to the
| | 02:33 |
target page.
So, that would scale it relative to the
| | 02:37 |
Page Size.
And then for location, you can have it
| | 02:39 |
appear on top of the page as you see
here.
| | 02:42 |
Or appear behind the page, which doesn't
really do us any good in the case of a
| | 02:46 |
full bleed image like this, so I'll leave
it on top.
| | 02:51 |
In addition, you can custom position this
watermark if you wish.
| | 02:55 |
We are basically entering it on the page,
and you can apply a number of different
| | 02:59 |
positioning properties here.
Now, what I'm going to do is I'm going to
| | 03:04 |
come up here and click on Save Settings.
And I'm going to call this V to B Top
| | 03:08 |
Secret, and I'll just go ahead and click
OK.
| | 03:12 |
And now you can see that when I go into
this dialog box again, I can simply
| | 03:16 |
choose the setting from the drop down
menu.
| | 03:20 |
Now, I'm going to go head and click on
Page Range options and make sure that
| | 03:23 |
we're applying it to all the pages.
But if you wanted to, you could apply it
| | 03:28 |
to a range of pages as well.
So, I'm going to click OK, and I'm going
| | 03:32 |
to OK again, and it's going to apply this
watermark to my document.
| | 03:37 |
So if I press Cmd+0 on Mac or Ctrl+0 on
Windows, and I start paging through this
| | 03:41 |
document, we'd see that we have a nice
watermark that's applied to this document.
| | 03:47 |
And it's discrete.
Well, kind of discrete.
| | 03:50 |
But it at least allows you to see the
text behind the watermark but still have
| | 03:54 |
it apply.
As you could see, adding a watermark is a
| | 03:58 |
quick and simple process that gives you
some peace of mind when you distribute
| | 04:01 |
this document to other users.
| | 04:04 |
| | Collapse this transcript |
| Creating and running actions| 00:00 |
An action provides an automated way to
process a PDF file to avoid redundant,
| | 00:05 |
manual modification on your part.
Acrobat 11 introduces a re-engineered
| | 00:12 |
actions wizard, that simplifies the
creation of actions and the applying of
| | 00:17 |
those actions to a PDF file.
Let's take a look.
| | 00:21 |
I'm starting this video with the Pixology
September file already open, and I'm
| | 00:27 |
going to go to the tools panel.
And within the tools panel, were going to
| | 00:31 |
go down to this Action Wizard section.
Again, if you don't have that, just click
| | 00:35 |
on this panel menu, and make sure that
actions wizard is chosen.
| | 00:39 |
So I'm going to click on that subcategory
and you'll see that I have the ability to
| | 00:43 |
create a new action, manage existing
actions and even to find more online.
| | 00:50 |
Now down here are actions that have
already been created for me.
| | 00:54 |
So, some of the actions that we have, is
the ability to make a file accessible,
| | 00:59 |
the ability to convert it to an
archivable PDF file, to publish sensitive
| | 01:03 |
information, to optimize for the web,
optimize a scan document and prepare for distribution.
| | 01:11 |
So to run an action, you simply click on
the action inside of here and it's
| | 01:15 |
going to walk you through the whole
aspect of applying this action.
| | 01:20 |
So you basically click the Start button.
And then it asks you to enter a
| | 01:27 |
description and you just follow along
with how the action was created.
| | 01:32 |
Now I'm just going to cancel this because
I think it's more useful if we create our
| | 01:35 |
own action to apply to this.
So I'm going to go ahead and close this
| | 01:39 |
and I'm going to go ahead and exit out of
this and let's choose create a new action.
| | 01:46 |
Now, this is the action wizard that
allows us to build our own actions.
| | 01:50 |
So, right off the bat what happens is,
when I have a file open it automatically
| | 01:55 |
enters this currently open file as
default, and then you can actually add
| | 01:59 |
options to add files.
There's a lot you can do here.
| | 02:05 |
Now what I'd like to do is create an
action that's going to automatically add
| | 02:09 |
a specified watermark to my document.
So what we could do, is we can come over
| | 02:15 |
here to the pages category.
And if I go down far enough, you're going
| | 02:19 |
to see I have an option for Add
Watermark.
| | 02:22 |
So I'm going to click that function and
then I'm going to click this button to
| | 02:25 |
move it over to this side.
Now I get a choice here, Okay?
| | 02:30 |
I have a choice to specify the settings
or I can have it prompt the user.
| | 02:35 |
Well, I don't even want to be asked about
these settings so I'm going to turn that
| | 02:39 |
off, I'm going to go to the specify
settings category and from the saved
| | 02:43 |
settings drop down you could choose V to
B top secret if you followed along in the
| | 02:47 |
previous video.
But if not, we can go ahead and type in
| | 02:53 |
our information here.
So I'm going to type Top Secret here.
| | 02:56 |
I'm going to go ahead and change the font
to stencil, the size to 150 and I'll make
| | 03:02 |
this a nice red color and we're going to
put it on a 45degree angle.
| | 03:10 |
I'm also going to make sure that this is
centered zero distance from the center,
| | 03:14 |
so this is going to center it on the
document and I want to make sure that it
| | 03:18 |
appears on top of the page.
I'm actually going to reduce the opacity
| | 03:24 |
to about 75% as well.
So, I'm going to go ahead and click Okay,
| | 03:29 |
and now I've defined those settings
inside of here.
| | 03:32 |
So, what I'm now going to do is I'll
scroll up to the top and I'll close this category.
| | 03:38 |
And in this section, under Save and
Export, I'm going to click Save, and I'm
| | 03:43 |
going to copy that over to the side.
I'm going to click on Specify Settings
| | 03:49 |
and I'm going to go ahead and choose some
options here.
| | 03:53 |
So, I am going to add to the original
file name and after the file name, I'm
| | 03:59 |
going to type watermarked.
And for the output format, we're going to
| | 04:05 |
do a save as Adobe PDF.
And we can even have it optimize the PDF
| | 04:12 |
using the standard setting.
So we'll go ahead and click Okay, and now
| | 04:17 |
I'm going to click the Save button.
I'm going to give this action a name, I'm
| | 04:22 |
going to call this V to B watermark file.
And I'll go ahead and click the Save button.
| | 04:30 |
So now you'll notice that we have our own
action down here, in the Actions list.
| | 04:36 |
So to run the action, I'm going to click
on V to B watermark file.
| | 04:40 |
It's going to ask me to start this, so
I'm going to go ahead and click Start.
| | 04:45 |
And then to finish this, we can just go
ahead and click the Save button to make
| | 04:49 |
sure it saved the file, but you'll notice
that it put the word watermarked after
| | 04:52 |
the current name of the file.
Now, you may be wondering what happens if
| | 04:59 |
you need to go back and modify that in
some way, shape, or form?
| | 05:03 |
So you can close this, we can go back to
Manage Actions, and we can click on the V
| | 05:07 |
to B watermark file.
I'm going to click Edit.
| | 05:12 |
And you see I left this category here
called Untitled.
| | 05:16 |
So I'm going to go ahead and click on
that.
| | 05:18 |
Then I'm going to change that to Apply
Watermark.
| | 05:22 |
Go ahead and click Save.
And then what I'm also going to do is in
| | 05:26 |
the Save category, let's specify those
settings and after the name of the file
| | 05:30 |
I'm going to put an underscore watermark.
And then I'll go ahead and click Save and
| | 05:37 |
save again.
So we're going to have to save the
| | 05:40 |
action, we can close this.
I'm now going to close this file and I'm
| | 05:44 |
going to reopen the Pixology file.
We're going to go over here to our
| | 05:51 |
Actions Wizard.
I'm going to choose V to B watermark
| | 05:56 |
file, click Start.
And as you can see in a couple of
| | 06:04 |
seconds, it applied the water mark to
every page of my document and it
| | 06:07 |
automatically renamed the file as
appropriate.
| | 06:11 |
As you can see, a few minutes spent
creating an action to eliminate
| | 06:15 |
repetitive tasks, will save hundreds of
minutes in time saved, using these actions.
| | 06:21 |
| | Collapse this transcript |
| Comparing files| 00:02 |
It's not uncommon at all to deal with
multiple revisions of a file when working
| | 00:06 |
on a project.
For example, maybe someone wrote a letter
| | 00:09 |
and then created a PDF file.
Then changes were made to a file and a
| | 00:14 |
new PDF was created.
It's helpful sometimes, to be able to
| | 00:17 |
compare the two versions to see where
changes were made.
| | 00:22 |
Acrobat 11 to the rescue, let's see how
this feature works.
| | 00:25 |
I'm beginning this video with the letter
underscore original file, already open on
| | 00:29 |
my computer.
And what I'm going to do is I'm going to
| | 00:32 |
go to the tools menu, and we need to open
up a new category here.
| | 00:36 |
I'm going to go to the panel menu and
choose Document Processing.
| | 00:40 |
Now in a Document Processing category, we
have a bunch of really useful features
| | 00:44 |
that we can use in here.
But the one that we're going to look at
| | 00:48 |
today is Compare Documents.
So, I'm going to go ahead and click on
| | 00:52 |
the Compare Documents button, and it's
asking me to direct Acrobat to the
| | 00:56 |
original and the newer document.
So, the original is the one that I had
| | 01:01 |
open, and that's really the reason that I
opened that in the first place.
| | 01:05 |
You can always the Choose button and
navigate to select it.
| | 01:10 |
I can also pick what the first and last
page of the document that I want to compare.
| | 01:15 |
Now the newer document, I'm going to
click on the Choose button, go to my
| | 01:19 |
chapter five folder, and I have a file
called Letter Rev one, for revision one.
| | 01:25 |
So, we're going to go ahead and open
that, we're going to compare the same
| | 01:28 |
pages and then Acrobat's asking you for a
little bit of guidance.
| | 01:33 |
It's asking you what type of document
we're looking at.
| | 01:36 |
So, if you're doing scanned documents,
you would choose that choice.
| | 01:40 |
Or the presentation text drawing,
illustrations, you would choose that choice.
| | 01:45 |
What we're looking at here is really just
like a report or spreadsheet or a
| | 01:48 |
magazine layout.
So, we're going to leave that choice
| | 01:51 |
selected, and I'm going to go ahead and
click the OK button.
| | 01:55 |
Now Acrobat is going to show me a report
that lists basically the differences
| | 02:02 |
between the two documents.
We even have links here where we can
| | 02:08 |
click on letter one, and you can always
navigate back up to that report if you
| | 02:11 |
want to look at it later on too.
But I'm going to go ahead and go to page
| | 02:15 |
one, and I'm going to zoom in on this, so
we can see this a little bit better.
| | 02:20 |
And it's basically giving me this nice
color legend, right which is telling me
| | 02:24 |
what the change is.
And then throughout the document, it's
| | 02:29 |
showing me what has occurred within the
document.
| | 02:33 |
So, replacements have been made using
this color, insertions have been done
| | 02:37 |
with blue and we look down a little bit
further.
| | 02:42 |
That's really all we have in this
document, but if we had other changes
| | 02:46 |
such as moves or deletions, you would see
those show up in this list.
| | 02:52 |
And you can see now how it's showing us
exactly what changes were made.
| | 02:58 |
Each one of these has a comment, and so
you can see here, if I click on that
| | 03:02 |
comment bubble, it says the old text was
40, the new text is 42.
| | 03:08 |
Okay, that's helpful to know.
If I click on this bubble, it's basically
| | 03:12 |
saying it did say the client and now it
says our clients.
| | 03:17 |
But let's go ahead and look at this blue,
and we can see that this is the inserted text.
| | 03:23 |
And there's really nothing to compare to,
because it's basically not replacing anything.
| | 03:28 |
So, I'm going to go ahead and close that
comment.
| | 03:31 |
And up here at the top, you can see that
we have a couple of choices, we can hide
| | 03:35 |
the results by clicking on that icon.
And then we can click on it again to show
| | 03:39 |
it, so you can see what changes were made
and what were not.
| | 03:43 |
And then the Show options allows me to
choose the color scheme that's being used
| | 03:47 |
to indicate these colors and I can even
customize those if I choose to.
| | 03:53 |
When I'm showing the results, I can also
reduce their Opacity to make it a little
| | 03:57 |
bit easier to see the new text that's
been inserted in there or the changes
| | 04:01 |
that were made.
What I love about the compare feature is
| | 04:07 |
I don't have to manually compare two
document or even two pieces of paper to
| | 04:10 |
figure out if and where changes were
made.
| | 04:14 |
Acrobat 11 does all this work for me,
which frees up time for me to do other things.
| | 04:19 |
| | Collapse this transcript |
| Repurposing PDF files| 00:00 |
PDF is a great format for distributing
files to other users, but I find that
| | 00:04 |
quite often, users want the ability to
get that PDF into another more editable
| | 00:09 |
format for a different use.
Acrobat XI has a variety of different
| | 00:15 |
formats that it can save to, and now, in
Acrobat XI, we also have the ability to
| | 00:19 |
save our documents as a Power Point
presentation.
| | 00:23 |
Let's take a look.
So I'm beginning this video with the
| | 00:26 |
presentation.PDF file open on my
computer.
| | 00:29 |
And this is essentially just a PDF file,
this happens to have be created in Adobe InDesign.
| | 00:35 |
And I'd like to take a moment to just
point out that the PDF format is actually
| | 00:39 |
a really, really nice presentation
format.
| | 00:43 |
And the reason I say that is because,
although we don't have the fancy builds
| | 00:47 |
and transitions, it's a format that we
can guarantee, will view on any computer
| | 00:51 |
at all.
So it's often a good idea to make a
| | 00:56 |
back-up copy of a presentation into PDF
format, in the event that you have a
| | 01:00 |
computer failure or something happens
where you lose access to your computer,
| | 01:05 |
you can always give a presentation as a
PDF.
| | 01:10 |
Again, you can use the left and right
arrow keys to go from one slide to the next.
| | 01:16 |
And you can even get more creative and
break the slide apart into different sections.
| | 01:21 |
Now, one of the great new features of
Acrobat 11 is the ability for me to
| | 01:25 |
export a PDF file as a Microsoft Power
Point Presentation file.
| | 01:30 |
So let's see how that works.
What I'm going to do is with this file
| | 01:33 |
open, I'm just going to go to the File
menu.
| | 01:35 |
And I'm going to choose Save As.
And in the Format drop down menu here,
| | 01:40 |
you can see and you might be surprised,
how many different formats we can export to.
| | 01:48 |
So, some of the more useful ones; Excel,
Word, and then what's new in Acrobat 11,
| | 01:54 |
Power Point presentation.
But some other really great formats
| | 02:01 |
include the Rich text format, JPEG, HTML.
Really, you have a ton of choices here.
| | 02:07 |
But let's check out this new feature.
I'm going to go ahead and choose Power
| | 02:11 |
Point Presentation.
And I'll just go ahead and save that to
| | 02:14 |
my Desktop.
And I'm just going to click on the
| | 02:16 |
settings button, so that we can see a
little bit about how the PowerPoint
| | 02:20 |
presentation is going to be created.
So, there are a ton of choices in here,
| | 02:24 |
but we can include any comments that we
might have in the PDF file.
| | 02:28 |
And if needed, we can run OCR on the file
as well.
| | 02:32 |
So if it's a scan, you can potentially
use it that way.
| | 02:35 |
But you can also set the language if
desired.
| | 02:38 |
Now I'm going to cancel out of that,
click OK, and we're just going to save
| | 02:41 |
this on to our desktop.
Now I'm going to go ahead an hide
| | 02:45 |
Acrobat, and you can see on my desktop, I
have a file that does in fact have the
| | 02:50 |
PPTX, the Power point presentation
format, extension.
| | 02:56 |
Let's see what it looks like, I'm
going to double-click on this file.
| | 02:59 |
And it's going to open the document
inside a PowerPoint.
| | 03:01 |
And we can see that, within the
PowerPoint presentation, we have two
| | 03:05 |
slides that have been created.
Looks like we have a little bit of clean
| | 03:09 |
up to do on the text here.
But you can see that it does look pretty good.
| | 03:13 |
At least it's usable and the text as you
can see is completely editable.
| | 03:18 |
We can come in here, we can make changes
to this, we can change the color and then
| | 03:22 |
we can also start adding builds and
transitions to this presentation as well.
| | 03:28 |
Now, one point I'd like to make here it's
not by coincidence that the fonts are
| | 03:32 |
showing up exactly as they did in the PDF
file, I do have the same font loaded,
| | 03:36 |
that I used in that original document and
that's why it looks so similar to the
| | 03:40 |
original PDF.
One of the things you might want to do,
| | 03:46 |
is try to ensure that you have the same
fonts available to get the best
| | 03:49 |
conversion possible, but keep in mind
that even if you don't have the font
| | 03:52 |
available, it's probably going to default
to Times New Roman during the conversion.
| | 03:59 |
You could always go up here into the font
menu and change those fonts later on.
| | 04:04 |
So as you've seen here, Acrobat 11 does a
pretty good job of getting content from a
| | 04:08 |
PDF file into a Power Point presentation,
but it does equally as well with the
| | 04:12 |
other formats.
The next time you have the need to
| | 04:16 |
repurpose a PDF document, give these
formats a try.
| | 04:19 |
| | Collapse this transcript |
|
|
6. Collaborating with PDF FilesUsing the commenting tools| 00:02 |
Acrobat XI allows you to apply comments
to a PDF file to indicate text changes,
| | 00:06 |
object changes, write notes to users, and
more.
| | 00:10 |
The commenting tools in Acrobat XI have
also been improved, to make the process
| | 00:14 |
even easier than before.
Let's take a look at these tools and how
| | 00:18 |
they can be used to collaborate with
other users.
| | 00:21 |
So I'm beginning this video with the
letter.PDF already open on my computer.
| | 00:26 |
And this is the first draft of a letter
that we're going to be sending out to a client.
| | 00:32 |
And we want to make sure that it's
correct.
| | 00:35 |
But we have some changes that we need to
make, so we're going to use the
| | 00:38 |
Commenting tools to accomplish this.
So what I'm going to do is Open up the
| | 00:44 |
Comment tools Pane.
And I'm going to go to the Annotations section.
| | 00:49 |
And you'll notice that up here at the
top, we have a bunch of tools that can be
| | 00:52 |
used to indicate changes.
And all of these down at the bottom are
| | 00:56 |
Text Change Indicators.
So we're going to start up here with the
| | 01:00 |
most basic, the Add Sticky Note tool.
And I'm just going to go ahead and click
| | 01:05 |
in here, and to create a sticky note,
it's pretty basic.
| | 01:09 |
We simply click where we want the note to
appear, and then we can type a note to
| | 01:12 |
the user.
So I'm just going to type, Check this for
| | 01:16 |
grammar, something real basic.
Now within here, we can also click on
| | 01:23 |
this little drop down, and we can change
some other options.
| | 01:29 |
We can go to the Properties ,and we can
change how the note looks.
| | 01:34 |
So right now it's going to have the
little Bubble icon but we can change it
| | 01:37 |
to the Circle, to a Check mark, really to
whatever we want.
| | 01:42 |
We have a whole bunch of options here to
choose from.
| | 01:45 |
So maybe we ought to put a little cross
here that'll indicate that, we can change
| | 01:49 |
the color.
And we can even reduce the Opacity a
| | 01:53 |
little bit if we want to.
In the General Category, we can change
| | 01:58 |
who the author is and what the subject
is, maybe let's type Grammar here.
| | 02:03 |
And then we can also see any Review
History, which we don't really have right now.
| | 02:09 |
But once you've made some changes, you
can also click this check box to make
| | 02:12 |
these properties the default.
That way you don't have to change the
| | 02:15 |
color every time.
So just know that whenever you apply any
| | 02:18 |
of these annotations you can always go
into the properties and change how it looks.
| | 02:23 |
So we'll go ahead and click OK.
And I'll click on this button to collapse
| | 02:27 |
that note.
And you can reposition this wherever you want.
| | 02:30 |
Now, you also have a Highlight Text tool.
So I'm going to go ahead and click on
| | 02:35 |
that and just kind of Click and Drag over
this text, and you can see it highlights it.
| | 02:41 |
And if you double-click on it, you can
even add a note to this as well.
| | 02:46 |
Type, this is our old address, Please
change.
| | 02:54 |
We also have the Add Text Comment.
So, this would allow us to utilize this tool.
| | 03:00 |
Click right here, and then we can type,
you know, text insertion.
| | 03:06 |
Something like that, so you can actually
insert some text in there at that location.
| | 03:12 |
If you highlight that again, you can even
go to the Add Text Comment window and you
| | 03:17 |
can change the Font that's used, you can
change the Point size, so on and so forth.
| | 03:25 |
Now, we can also Attach a File to this
document.
| | 03:28 |
Like, let's say we already typed a new
paragraph in Word, and we just want to
| | 03:32 |
attach that file or something like that
or maybe show them an example as a reference.
| | 03:38 |
You could click right here, Browse for
the File, and attach it to this document.
| | 03:43 |
Now, I'm not going to do that right now,
but it's nice to know you can do that.
| | 03:48 |
This option here is the Record Audio.
So what I could do here is click at this
| | 03:52 |
location and it's going to ask me to
record the sound.
| | 03:57 |
So I can click the Record button.
Hi, Juliana.
| | 04:03 |
This is a really good first draft but I
really think we need to make some changes
| | 04:06 |
and just massage this to make it sound a
little more professional.
| | 04:11 |
When I click the Stop button and then OK,
we now are going to have a sound icon there.
| | 04:19 |
Which we can also change the color of and
we can also change the icon, put a
| | 04:23 |
microphone or an ear if we wish.
Then we could also go to General and
| | 04:28 |
Apply some different properties this as
well.
| | 04:32 |
Now when the user is viewing this they
will go in here using their basic hand tool.
| | 04:38 |
So if I double-click on this, Hi,
Juliana.
| | 04:42 |
This is a really good first draft but I
really think we need to make some changes
| | 04:46 |
and just massage this to make it sound a
little more professional.
| | 04:51 |
Make him play the audio and hear my
annotation, really, really powerful.
| | 04:55 |
The Stamp tool allows me to apply a
number of predefined stamps here, or I
| | 05:00 |
could create my own stamp as well.
So, maybe I want to say just this is a
| | 05:07 |
draft and I can click here, and now I've
got a stamp there.
| | 05:12 |
Now the rest of these annotations are all
text changes.
| | 05:14 |
So if I wanted to insert some text I
would use this one.
| | 05:19 |
Click where I want to insert the text,
and type what I want to put there.
| | 05:25 |
And then that will be indicated as such,
this is the Deletion tool.
| | 05:29 |
So if I highlight a word, it'll Delete
that word.
| | 05:33 |
I can do a strike through, I can do an
underline, I can also add a note to the text.
| | 05:48 |
So, if I highlight a word, I can now put
a note on that text to say, should we use
| | 05:55 |
this word?
Close that, and then last but not least,
| | 06:02 |
this is the text correction markup, which
is kind of an all-in-one tool.
| | 06:07 |
It shows you how to use this tool, and it
basically alleviates you from having to
| | 06:12 |
choose these individual tools.
So, basically, if I put my cursor at a
| | 06:17 |
location and I type a word.
It will insert the word.
| | 06:23 |
If I highlight a word and hit the Delete
key, it will indicate a deletion.
| | 06:30 |
And if I highlight a word and I type a
word, it will indicate a replacement.
| | 06:40 |
So those aAnotation tools are quite
powerful.
| | 06:43 |
Now last but not least, if we go into
Drawing and Markup, there's a bunch of
| | 06:46 |
tools that we can use here as well.
So this one allows me to add a text box
| | 06:51 |
(audio playing)
This one allows me to point to an object
| | 07:00 |
and then Click and Drag to create a call
out box.
| | 07:09 |
This is a Line tool point to other
things.
| | 07:12 |
Here's an Arrow tool.
I can Click and Drag and just kind of
| | 07:17 |
point to certain areas.
And again double-click on it and you can
| | 07:22 |
add a note to it.
We have a circle, a rectangle, we have a
| | 07:31 |
Cloud tool, which is quite interesting.
We can use this tool, you just kind of
| | 07:37 |
click, click, click to create a cloud
over an area.
| | 07:42 |
If you draw the wrong size, you can just
Delete it but if you click on the tool
| | 07:46 |
again, you can kind of click and just
drag.
| | 07:51 |
And just click around an area that you
want to be the cloud and that'll circle
| | 07:55 |
that area.
Double-click on it to add a note if you wish.
| | 08:00 |
You also have a polygon, this allows you
to just click, click, click to draw a shape.
| | 08:07 |
This is a free form, to draw connected
lines.
| | 08:11 |
So this, once again, allows you to draw
connected lines to one another.
| | 08:17 |
This is a Free Form Pencil tool and here
is the Erase Free Form tool.
| | 08:25 |
So you can click on that tool and drag
over an area to delete areas that you
| | 08:30 |
might have drawn that you didn't want to.
Now one last thing, if you come over here
| | 08:37 |
to the bottom of this Comment's Pane.
You can see that we have a Comment's List.
| | 08:42 |
And essentially every comment that we've
made is now displayed as a list, and you
| | 08:47 |
can click on that comment to navigate to
the comment in question.
| | 08:53 |
So you'll notice as you click on these it
highlights the comment that you made on
| | 08:57 |
the document.
So this is quite a powerful tool.
| | 09:00 |
And you can even search within the
comment's list to find certain things.
| | 09:05 |
So for example if I type Logo, it will
filter out my comments to the ones where
| | 09:09 |
I had mentioned the word logo in that
comment.
| | 09:14 |
As you can see these tools are quite
powerful and help you to communicate with
| | 09:18 |
other users accurately.
No more printing out the PDF and writing
| | 09:22 |
notes on the paper.
Just use these tools to accomplish the
| | 09:25 |
same thing more efficiently.
| | 09:27 |
| | Collapse this transcript |
| Replying to comments| 00:02 |
Acrobat 11 introduces a new feature that
allows you to reply to a comment in a
| | 00:05 |
more convenient and logical way than in
previous versions.
| | 00:10 |
The replies are now nested within the
original comment.
| | 00:13 |
Let me show you what I mean.
I'm beginning this video with the letter
| | 00:17 |
reply file already open on my computer.
And I'm going to go ahead and go the
| | 00:21 |
comments section.
And you can see that we have several
| | 00:24 |
comments, a total of four, in the
comments list.
| | 00:28 |
And we can see that these were made by
John Doe.
| | 00:31 |
And we can see when they were actually
made as well.
| | 00:35 |
Now the cool thing about being able to
reply to these, is that they're now
| | 00:39 |
nested within the original comment.
So, for example, I'm going to click on
| | 00:44 |
this first comment, and I can see that
John is indicating that we change this
| | 00:48 |
person's title, to ms instead of mrs, and
I don't think that's correct.
| | 00:53 |
So, what I'm going to do, is I'm going to
right-click on the comment and I'm
| | 00:56 |
going to choose Reply.
And you can see that now in Acrobat 11,
| | 01:00 |
instead of creating a total separate
comment, it's now nested right here in
| | 01:04 |
the popup, which is really convenient.
And within that comment, I'm going to go
| | 01:10 |
ahead and type a comment here.
I'm going to type Joe, I'm not sure if
| | 01:15 |
this is correct.
Now another thing I want to point out
| | 01:19 |
here is that new in Acrobat 11 is the
fact that these comments are actually
| | 01:24 |
spell checked as you type.
And we can see that I misspelled that
| | 01:30 |
word, it's very obvious, so I'm just
going to fix that and now I'll just click
| | 01:35 |
within that note to complete that
comment.
| | 01:41 |
Now in addition, as you're reviewing
these comments, you also have a Status
| | 01:45 |
button here.
So if Joe gets this back and he decides,
| | 01:49 |
you know what, I, I do know it's correct.
He can just click the check box here, to
| | 01:54 |
indicate to himself that they are in fact
correct, and these basically set the
| | 01:58 |
status to check and it's done.
And they can click this Minus button to
| | 02:03 |
then collapse that note as well.
Again, up here in the Find button within
| | 02:08 |
the Comments pane, you can also filter.
So, if you type in a note here such as MS
| | 02:14 |
you can see that its filtering the list
of comments to show the ones that relate
| | 02:19 |
to to that content.
I'm going to go ahead and delete that to
| | 02:24 |
remove the filter.
And so one I've replied to all of these
| | 02:27 |
comments I can send this back to Joe and
we can keep going back and fourth as
| | 02:30 |
often as necessary.
As you can see, it's quite easy to reply
| | 02:35 |
to comments in Acrobat 11.
It's a great way to collaborate with
| | 02:39 |
other users to guarantee that corrections
and changes are made accurately.
| | 02:43 |
| | Collapse this transcript |
| Creating a comments summary| 00:02 |
Comments can get a bit overwhelming, when
you're staring at a bunch of markup on a page.
| | 00:06 |
Acrobat 11 provides an easy way to
summarize those comments, so you can see
| | 00:10 |
them in a more visual way.
Let's take a look.
| | 00:14 |
I'm beginning this video with the Letter
with comments.pdf file already open on my
| | 00:19 |
computer, and what I'm going to do is go
to the Comments pane, and then I'm
| | 00:22 |
going to open up the Comment List, down
here at the bottom.
| | 00:29 |
Now, this list is simply showing us all
of the comments that we have in our document.
| | 00:33 |
And although this is helpful by allowing
us to click on the comment, and it shows
| | 00:37 |
me where the comment is used in the
document.
| | 00:41 |
It's helpful to be able to summarize
these comments a little more visually.
| | 00:46 |
So, we could do that quite easily.
If we come up here to this Options
| | 00:50 |
button, we have 2 choices that we can do.
We can Print With the Comment Summary.
| | 00:57 |
And I can also create a comment summary.
So if I choose create comment summary
| | 01:02 |
because I can't really show you the
actual printing process, I'm going to
| | 01:06 |
choose create comment summary.
And this is going to guide me through the
| | 01:11 |
same process.
Now up here at the top, this is were
| | 01:13 |
we're going to start.
You can see that the default is to create
| | 01:17 |
a document and comments with sequence
numbers on separate pages.
| | 01:22 |
So it's basically going to show me my PDF
on 1 page with numbered comments.
| | 01:30 |
And then a list of those comments on the
other page.
| | 01:32 |
I can also print the comments only, which
is basically just a list of all the comments.
| | 01:38 |
I can print a document and the comments
with connector lines on single pages.
| | 01:44 |
Or I can create document and comments
with connector lines on separate pages.
| | 01:49 |
So it really depends on what you prefer,
and I encourage you to experiment with
| | 01:53 |
these a little bit.
But what I'm going to do, let's go ahead
| | 01:57 |
and go with the documents and comment
with connector lines.
| | 02:01 |
Now, down here, you choose your paper
size.
| | 02:04 |
I'm going to go with a Letter size page.
The font size, we could go ahead and go
| | 02:08 |
with a small font size, so we can fit
more on there, and thenmfor include, I'm
| | 02:12 |
going to include all the comments or I
can choose only the comments currently showing.
| | 02:19 |
So if you have filtered out your
comments, it would only include those.
| | 02:23 |
I'm going to uncheck pages containing no
comments because there's not really any
| | 02:27 |
point in doing so, and then you could
also change the color of the connector
| | 02:31 |
lines, if you prefer.
So let's see what happens here.
| | 02:35 |
I'm going to click the Create Comment
Summary button and we can see that if we
| | 02:40 |
fit our document to the window, we'll be
able to see what this looks like.
| | 02:46 |
So I'm just going to zoom on this a
little bit.
| | 02:48 |
And we can see it's showing me the page
on the left hand side, and then the
| | 02:52 |
summary over here on the right hand side.
So let's go in and zoom in a little bit
| | 02:58 |
so we can see this.
So you can see how the comment is listed
| | 03:03 |
over here and then it drew a connector
line to where that annotation or that
| | 03:07 |
comment was indicated.
I'm just going to zoom back out here, and
| | 03:12 |
this is a great way for you to be able to
see visually you know, how these comments
| | 03:16 |
are being applied.
Now I'm going to close this document.
| | 03:21 |
I'm not going to save it for now, we'll
go back here, because the one other thing
| | 03:25 |
I wanted to show you here, is that when
you're doing annotations in Acrobat 11,
| | 03:29 |
one of the new features that I find
pretty useful is if we go to this Options
| | 03:32 |
button, we have the ability to undock the
comment list.
| | 03:39 |
So if I choose that You can see that this
is now a floating list of comments, we
| | 03:43 |
can expand this page again and what this
allows me to do is as I'm working I can
| | 03:47 |
reposition my comments so that there
closer.
| | 03:53 |
To the comment that I'm working on.
It's just a little bit more intuitive and
| | 03:57 |
it gives me a little more flexibility,
rather than having to go all the way over
| | 04:00 |
here to the right side of my screen
again.
| | 04:03 |
So, as you can see the comment summary's
a great feature in Acrobat 11, and it
| | 04:08 |
makes it a little bit easier to see your
comments in a much more visual way.
| | 04:15 |
| | Collapse this transcript |
| Setting up an email review| 00:02 |
When you need to collaborate with
multiple people on a project, and obtain
| | 00:05 |
feedback from those users, it can get a
little bit complicated.
| | 00:09 |
Acrobat 11's Email Review feature allows
you to email a PDF file to other users,
| | 00:13 |
who can then comment on the PDF, and send
the comments back to you.
| | 00:19 |
Let me show you how this works.
I'm going to go ahead and come over here
| | 00:23 |
to the comments pane, and you'll notice
that I have the letter.PDF file already
| | 00:27 |
open on my computer.
Now within the comments pane you could
| | 00:32 |
see that we have a review category.
Now I'm going to open up that category,
| | 00:36 |
and you'll notice we have a couple of
useful options in here.
| | 00:41 |
So the one that we're going to focus on
right now is send for email review.
| | 00:45 |
So I'm going to choose that option and
what's going to happen is if you haven't
| | 00:49 |
configured this yet, you're going to need
to set this up on your computer.
| | 00:54 |
And you basically need to identify
yourself.
| | 00:57 |
To Acrobat so they know who you are.
So my log in name is Trainer, and I'm
| | 01:01 |
going to keep my name at Trainer as well.
And the title is going to be Trainer as
| | 01:07 |
well, and for company I'm going to make
this say video to brain, there we go.
| | 01:14 |
And department we'll leave blank, but for
the address I'm going to go ahead and
| | 01:18 |
enter the email address that I'm
currently going to be using.
| | 01:23 |
So, I'm going to set my email address to
the following.
| | 01:27 |
And then I"m going to go ahead and hit
the Complete button.
| | 01:34 |
Now it's asking you what you want to do
to start the review.
| | 01:38 |
So we're initiating an email based review
and it's going to let me send this pdf by email.
| | 01:44 |
So, it's asking you which file you
want to use, so you can see that I do
| | 01:47 |
have the letter.PDF already open.
We could click Choose, and select another
| | 01:52 |
document if we wanted to, but this is
exactly what we want.
| | 01:56 |
We're going to click the Next button, and
we can now enter the user name or the
| | 01:59 |
email address of the people that we
want to send this to.
| | 02:03 |
So I'm going to send this to another
email address.
| | 02:07 |
And then I'm going to go ahead and click
the Next button.
| | 02:17 |
So, it shows you a preview of the
invitation.
| | 02:20 |
It's basically kind of predefined
content, but you can customize this in
| | 02:24 |
any way you'd like.
And we're going to leave this set pretty
| | 02:28 |
much at the defaults.
So I'm going to click on the Send
| | 02:32 |
Invitation button.
Now this is a new feature in Acrobat 11.
| | 02:37 |
In the past, we always had to use our
desktop email application.
| | 02:42 |
Now if you have your email set up that's
fine, but you can also configure your web mail.
| | 02:48 |
And this is a really, really important
feature they've added in Acrobat 11,
| | 02:52 |
because more, and more users are now
using web mail as their primary email source.
| | 02:58 |
So, I do have my email configured on this
computer, so I'm going to go ahead and
| | 03:02 |
choose default email application, and
then I'm going to click the Continue button.
| | 03:09 |
And as you can see, this is generating an
email to the recipient with all the
| | 03:15 |
information that I want.
So, if I switch back to Acrobat, you're
| | 03:21 |
going to see that a message with the
letter.PDF was attached.
| | 03:25 |
And it's just telling you to go to your
mail application and send it from there.
| | 03:29 |
So I'll click Okay.
And then I'll go back to mail.
| | 03:32 |
And if you want to add anything here, you
can.
| | 03:34 |
But I'm going to go ahead and send this.
And then I'll go ahead and hide my mail application.
| | 03:40 |
And it'll now send that letter to the
recipient.
| | 03:44 |
Now, what I have done is I've moved over
to another computer, and I've logged in
| | 03:48 |
using another email account.
And we can see that right here is the
| | 03:53 |
email that I recieved.
And I'm going to go ahead and click on
| | 03:57 |
that to view it.
And we can see that I've been invited to
| | 04:01 |
review this document.
And it's basically telling me to open
| | 04:06 |
this file in Acrobat Reader, or Acrobat
Pro and go ahead and fill out this form.
| | 04:13 |
So down here is the attachment.
I'm going to go ahead and download that,
| | 04:19 |
and I'm going to now open this up inside
of Acrobat.
| | 04:27 |
Now, you can see up here at the top we
have this message banner that's saying,
| | 04:30 |
please review this document, add your
comments and markup, and when finished,
| | 04:34 |
click Send Comments, which is right here.
To send it back to the distributor.
| | 04:42 |
So what I'm going to do is I'm going to
use my commenting tools.
| | 04:45 |
So I'll go ahead and go over here, and
let's make a couple of changes here.
| | 04:49 |
So I'm going to go ahead and change this.
This should say Miss.
| | 04:56 |
And same thing for down here.
That's better, and lets make a couple
| | 05:07 |
other changes.
We're going to insert some text here.
| | 05:13 |
And lets delete, or insert some texts.
I'm going to go ahead and use the Smart
| | 05:21 |
Text tool.
And that looks pretty good.
| | 05:32 |
So, what I'm going to do now is I'm
going to click the, Send Comments button,
| | 05:36 |
and so it's automatically sending it to
the correct person.
| | 05:41 |
And you can type a custom message in here
if you wish.
| | 05:45 |
I'll just say, here are my changes.
And I'm going to go ahead and click the
| | 05:53 |
send button.
Again, here it's asking me do I want to
| | 05:59 |
use my default email application, or web
mail.
| | 06:04 |
So because I don't have my email setup on
this computer, I'm going to choose use
| | 06:08 |
web mail.
And I'm going to go ahead and choose other.
| | 06:14 |
Now, you're going to have to know the
appropriate information here.
| | 06:19 |
So I'm going to enter my email address.
I'm going to enter my password.
| | 06:31 |
And I'm going to enter my incoming and
outgoing server.
| | 06:41 |
And if you need to add any advanced
settings, so I need to turn on Use SSL,
| | 06:45 |
I'm going to go ahead and do that.
And then I'm going to go ahead and click Okay.
| | 06:54 |
So I'm going to click the Add button.
And now I can use that account.
| | 06:58 |
I'm going to go ahead and click Continue.
And so I'm just going to go ahead and
| | 07:02 |
click Yes here.
And as you can see the message has now
| | 07:06 |
been sent.
So, I'm going to click Okay and we can
| | 07:10 |
now close this file.
If we want to save it, we can certainly
| | 07:13 |
do that.
I'll go ahead and save this to my desktop.
| | 07:19 |
And now, I'm going to return to the
original computer that I sent this email
| | 07:22 |
from to continue.
Now as the original sender of the
| | 07:26 |
document, I'm going to go to my email.
And I'm going to see that I have a new
| | 07:32 |
email from the reviewer.
So I'm going to click on that, and I can
| | 07:36 |
see that they've now attached the
document with the changes.
| | 07:40 |
Now this is where it gets really
interesting, because if I double-click to
| | 07:44 |
open this PDF file, it's going to
recognize that this document is connected
| | 07:48 |
to the original document that I sent.
And it's asking me if I want to merge the comments.
| | 07:55 |
So, I can click the Yes button.
I also could click this button up here to
| | 07:59 |
merge those comments.
So, I'll go ahead and click Yes, and
| | 08:02 |
we'll see that now any comments that came
from that email, the PDF in that email,
| | 08:07 |
are now going to show up.
So, I'll click Okay and we can see that
| | 08:12 |
we now have a comment list, and the
reviewer, who is really just the identity
| | 08:16 |
of the person on that computer.
When you use this feature, you're
| | 08:21 |
probably going to see the name of the
person who actually reviewed the document.
| | 08:25 |
And this really works very well, when you
have multiple recipients as well.
| | 08:30 |
You can have multiple people send back
these comments.
| | 08:33 |
You open up their PDF and the comments
get merged into your original file.
| | 08:38 |
So as you could see, an email based
review is a quick and powerful way to
| | 08:43 |
obtain feedback from multiple users in a
really efficient way.
| | 08:50 |
| | Collapse this transcript |
| Setting up a shared review| 00:02 |
An extremely powerful method of obtaining
comments from other users in a
| | 00:05 |
collaborative environment is to use a
shared review.
| | 00:09 |
With a shared review, you can distribute
a document to multiple users and they can
| | 00:13 |
add comments to the file and you can
receive those comments almost instantaneously.
| | 00:19 |
Let's take a look at how a shared review
works.
| | 00:21 |
So I'm beginning this video with the
letter_shared.pdf file already open on
| | 00:26 |
the computer.
And we're going to come over to the
| | 00:29 |
comment pane and under the review
category, we're going to choose Send for
| | 00:33 |
Shared Review.
So, I'll click that button.
| | 00:38 |
And now it's going to give me a couple of
options that I can choose from.
| | 00:42 |
So if I click on this drop down menu up
here at the top, one of the choices is to
| | 00:45 |
automatically collect comments on my own
internal server.
| | 00:50 |
Now, if you have the technical resources
to configure this and set it up, that's a
| | 00:54 |
great choice to use as well.
But an easy method for everybody to use
| | 00:58 |
is to automatically download and track
comments with Adobe Online Services.
| | 01:04 |
So I'm going to choose that option and
we're going to go ahead and click the
| | 01:07 |
Next button.
And you can see real quickly that the
| | 01:11 |
process here is to distribute the file,
comment on the file, and then collect the comments.
| | 01:19 |
So let's click the Next button, and it's
going to ask me for my Adobe ID.
| | 01:22 |
Now, as I said before, your Adobe ID is
all you need to use this service, and an
| | 01:27 |
Adobe ID is free.
All you have to do is register for one
| | 01:32 |
and you're ready to go.
So, I'm going to use the Adobe ID for the
| | 01:37 |
distributor of this file.
And I'll go ahead and enter my password,
| | 01:45 |
and I'll go ahead and click the sign in
button.
| | 01:50 |
So, once it authenticates your Adobe ID,
you may be asked to agree to the license agreement.
| | 01:55 |
I'm going to go ahead and do that.
And now I'm logged in and ready to
| | 02:00 |
distribute this file.
Now up here in the To field I can click
| | 02:04 |
the To button and I can access my
contacts if I wish.
| | 02:08 |
But I'm just going to go ahead and type
in a couple of email addresses here.
| | 02:13 |
So really I'm just going to send it to
one person in this example.
| | 02:16 |
So I'll enter my email address.
And I can enter as many as I want, just
| | 02:24 |
separate them with commas.
Again, here we have a subject, we can
| | 02:28 |
customize this if you wish.
And then you can also customize your message.
| | 02:33 |
And also notice that it is letting them
know that they need at least the Adobe
| | 02:37 |
Acrobat 9 or Adobe Reader 9 to review
this document.
| | 02:42 |
So the access level, you can set this
down here, you can choose Limited Access,
| | 02:47 |
basically only the people that I send
this to, or you can make it open to
| | 02:51 |
anybody who has the URL.
So I'm going to make the access limited
| | 02:57 |
to only users that I send it to.
Now also, you can specify the deadline
| | 03:02 |
for this review.
And this is a great way to limit the time
| | 03:06 |
frame that people have to fill this out.
So if you wanted to, you could click on
| | 03:12 |
this and you could specify that you only
want this to be open until, say, the 25th
| | 03:16 |
of September at a certain time.
And that way it encourages users to fill
| | 03:21 |
that out in the time that you gave them.
So I'm going to click the Send button.
| | 03:30 |
So you can see that now that I've sent
this file as a shared review I've got a
| | 03:34 |
message bar up here at the top that has
let me know that the document has been
| | 03:38 |
distributed to reviewers and saved to the
online service.
| | 03:44 |
So I'm going to go ahead and close this,
but I'm going to leave this open so that
| | 03:48 |
we can see what happens when a reviewer
is reviewing the document.
| | 03:53 |
I'm going to switch to another computer
and show you what the reviewer is
| | 03:57 |
going to do on their end.
Now as the recipient of this file you can
| | 04:02 |
see that in my mail program I can see I
received an email from this person.
| | 04:08 |
So I'm going to click on that.
And they're going to receive this message
| | 04:12 |
letting them know that they've been
invited to join a shared review.
| | 04:17 |
So what I'm going to do here is I'm
going to go ahead and click on this file.
| | 04:26 |
And I have the opportunity to either
download this or open it.
| | 04:31 |
So I'm just going to go ahead and open
this file.
| | 04:34 |
And now I have the opportunity to also
comment on this PDF.
| | 04:40 |
Now, one thing I want to warn you about
is that up here at the top you can see
| | 04:44 |
that parts of this PDF document could not
be displayed, do I want to open it in
| | 04:47 |
Adobe Reader?
And I definitely do, so let's go ahead
| | 04:52 |
and click Yes.
And I'm going to go ahead and click the
| | 04:56 |
Connect button to join the shared review.
Now, you also need an Adobe ID, so as the
| | 05:01 |
reviewer, I'm going to log in using my
Adobe ID which once again is free.
| | 05:12 |
I'll go ahead and enter my password.
And now we can see that my review status
| | 05:23 |
is displayed and the reviewer profile is
displayed as well.
| | 05:29 |
We can see the two people involved here
and I know that they're both the same
| | 05:33 |
person but understand that one is the
initiator and one is the reviewer, who is required.
| | 05:40 |
So, I'm going to go ahead and click OK.
And now, as the person who's going to
| | 05:43 |
make comments on this, I can make
whatever comments I want to.
| | 05:48 |
And I also have this message bar up here
at the top, so I'm going to make a couple
| | 05:52 |
of changes.
So I'll come in here and we're going to
| | 05:57 |
change this to say Miss.
And we're going to do that again down
| | 06:06 |
here, Miss, and maybe I will also
indicate a replacement and see we're
| | 06:14 |
making these changes.
Now, the thing about this is, as the
| | 06:22 |
reviewer, as I'm making these changes,
I'm going to go ahead and click on the
| | 06:26 |
Publish Comments button.
Now when I click on this Publish Comments
| | 06:31 |
button, it's going to send all of these
comments up to the Adobe server.
| | 06:35 |
And you're going to see on the original
computer where I sent this review from.
| | 06:41 |
Now, I'm going to make just a couple of
more comments here.
| | 06:45 |
Maybe I'll insert some text.
I'll use the SmartText feature here.
| | 06:52 |
There we go, and once I've made those
comments, once again I'm going to click
| | 06:56 |
the Publish Comments button.
Now what's nice about a shared review is
| | 07:01 |
that if you have multiple people
commenting on this document as the
| | 07:04 |
reviewer I can also click the Check for
New Comments button so that if other
| | 07:09 |
reviewers are making comments at the same
time I can see them as well.
| | 07:16 |
Now back on the computer where I've
initiated this review from what I'm going
| | 07:20 |
to do is click on the Check for New
Comments button.
| | 07:24 |
And when I do that, it's going to pull
down any comments that were made by other reviewers.
| | 07:30 |
You can see here it says seven new
comments were received, and if I click
| | 07:34 |
this link to view, it's going to pull
down all those comments and I'm going to
| | 07:38 |
see them immediately.
So all that's really required for this to
| | 07:44 |
happen is for the reviewer to publish
their comments and for the initiator to
| | 07:49 |
download the comments or check for new
comments periodically.
| | 07:55 |
It's a really powerful and robust system
that really makes it easy to collaborate
| | 08:00 |
with multiple users in a shared review.
| | 08:03 |
| | Collapse this transcript |
| Using the Review Tracker| 00:02 |
If you end up sending out multiple email
reviews and shared reviews it can get a
| | 00:05 |
little overwhelming to track all of that
information.
| | 00:09 |
That's where the Review Tracker comes
into play.
| | 00:13 |
With the Review Tracker you can look at
the status of your reviews, stop them,
| | 00:16 |
and even e-mail all reviewers to remind
them to add their comments to a file.
| | 00:21 |
Let me show you how this works.
I'm beginning this video with the Acrobat
| | 00:25 |
application already open on my computer,
and I'm just going to go to the View menu
| | 00:29 |
and I'm going to choose Tracker.
Now the job of the Tracker is to, as its
| | 00:34 |
name implies, track all of the reviews
that you've sent out to other people.
| | 00:41 |
You could see over here on the left hand
column that we have the latest updates.
| | 00:47 |
These are the latest things that you
might have received.
| | 00:50 |
Under the Reviews section, you can see
the reviews that you've sent, reviews
| | 00:54 |
that you've joined, and you can also see
forms that you've distributed and received.
| | 01:00 |
Now what I'm going to do is I'm going to
click on this Letter Shared that I sent
| | 01:04 |
earlier and we can see all the pertinent
information about this review.
| | 01:09 |
I'm just going to open this window up a
little bit more so we can see all of this.
| | 01:13 |
So, up here at the top it tells us the
location of the file that I'm looking at.
| | 01:18 |
Also what the status is, when it was
sent, what the access level is.
| | 01:23 |
So, this one is Open Access or you can
have Limited Access depending on when you
| | 01:28 |
sent it, and the deadline.
So, you can see currently the deadline is
| | 01:33 |
September 25th at 12 AM.
Now, we can Change the Deadline, we can
| | 01:38 |
also End the Review.
Down here, it tells us how many total
| | 01:43 |
comments we've received, and how many
reviewers.
| | 01:47 |
So there's none new and there's two that
are currently active and down here those
| | 01:51 |
users are listed.
Now what you can also do is if you all of
| | 01:55 |
a sudden realize that there's other
people that you need to add to the review
| | 01:59 |
you can just click on Add Reviewers.
You can also e-mail all of the reviewers
| | 02:05 |
to remind them that, hey the deadline is
coming up and you may want to add your
| | 02:09 |
comments because it's going to end pretty
soon.
| | 02:13 |
You can also start a totally new review
with the same reviewers.
| | 02:18 |
So, this is convenient if you have a set
of reviewers that you're often sending
| | 02:22 |
out reviews to.
You can just use this link to send them
| | 02:26 |
to the same group of people, really,
really convenient.
| | 02:31 |
Now, if you decide at any point that
you're done with the review, I'm going to
| | 02:35 |
go ahead and click on End Review.
And it says Are you sure that you want to
| | 02:40 |
end this review?
I'm going to say Yes, and now we've
| | 02:43 |
terminated that review, it's no longer
open.
| | 02:46 |
So, you can see you have a lot of control
using this tracker.
| | 02:51 |
And you can change things and alter them
to suit your needs.
| | 02:56 |
Also, over here, once you're done with a
review, you can always select this and
| | 03:01 |
hit the trashcan to delete the review.
It gives you a confirmation, I'm going to
| | 03:06 |
go ahead and click Yes and now I have no
reviews that are currently active or that
| | 03:10 |
have expired.
As you can see the Review Tracker makes
| | 03:15 |
easy work of tracking your reviews and
helps you to stay on top of the status of
| | 03:18 |
those reviews as well.
| | 03:20 |
| | Collapse this transcript |
|
|
7. Sharing PDF FilesSharing files via email| 00:00 |
Acrobat 11 makes it really easy to share
a PDF file with other users using your
| | 00:05 |
desktop email application or a webmail
service.
| | 00:10 |
Let me show you how this is done.
So I'm beginning this video with the
| | 00:14 |
letter.pdf file open from the chapter
seven folder on my computer.
| | 00:19 |
And up here in my toolbar, we have a very
convenient button to send a file as an
| | 00:24 |
email attachment.
So I'm going to click on that button and
| | 00:29 |
once again we get the choice to use our
default email application or to use a
| | 00:33 |
webmail service.
So if I choose default email application
| | 00:39 |
what's going to happen is when I click
continue its going to switch over to my
| | 00:43 |
desktop email application and create a
new mail message with the letter in here.
| | 00:50 |
And I simply enter the user that I want
to send this to.
| | 00:54 |
Maybe enter a subject.
And that's all there is to it.
| | 00:59 |
Now, a much more new feature, and
probably more convenient to a lot of
| | 01:03 |
people, is the ability to click on the
Send as Email button, and choose a
| | 01:07 |
webmail service.
So, the webmail services are becoming
| | 01:12 |
more and more popular with many users.
So, now I can click on the drop-down, and
| | 01:18 |
I can configure any number of email
accounts.
| | 01:23 |
So for example, if I choose Add Gmail, I
can enter my Gmail address.
| | 01:32 |
Click the OK button.
And now when I say Continue, it's
| | 01:36 |
going to automatically, as we can see
down here in the status, send an email address.
| | 01:44 |
Now it did pop up to ask me for
permission.
| | 01:47 |
So I just need to log in to the Gmail
service and go ahead and grant access to Acrobat.
| | 01:55 |
So once I do that we'll see the status
down here is going to go ahead and send
| | 02:03 |
that message.
It doesn't get much easier than that.
| | 02:09 |
It's really convenient and really
powerful.
| | 02:12 |
Now one last thing I'm going to show you
is that if I go back to Acrobat and I go
| | 02:16 |
to the Acrobat menu on Mac or the Edit
menu on Windows and I go to Preferences.
| | 02:23 |
You'll notice that I do have an Email
Accounts section where I can configure
| | 02:27 |
any number of email accounts that I want
to be able to send from.
| | 02:33 |
And that way when I use that Email button
I can choose which account I'd like to
| | 02:38 |
send from at any given point in time.
It's an incredibly powerful feature.
| | 02:44 |
And I think you can see that now that
Acrobat 11 supports the new webmail email
| | 02:49 |
service, it's super easy to send PDF
files via email To other users
| | 02:55 |
| | Collapse this transcript |
|
|
8. PDF FormsCreating a PDF form in Acrobat| 00:02 |
In Acrobat 11, it's easy to create an
interactive form from an existing pdf document.
| | 00:08 |
Let's take a look at how to do this.
I'm beginning this video with the basic
| | 00:12 |
underscore form document already open on
my computer.
| | 00:16 |
And you can see that with the Hand tool
active, that none of these fields are
| | 00:21 |
currently interactive form fields.
We can fix that though by coming over
| | 00:26 |
here to the tools panel and in the Forms
section we're going to click on the Edit button.
| | 00:33 |
Now when you don't have any form fields
in a PDF document.
| | 00:37 |
Acrobat wants to find out if you wanted
to detect the form fields, or at least try.
| | 00:43 |
So, I always encourage people to try to
see how good of a job Acrobat does.
| | 00:48 |
So, I'm going to click on the Yes button,
and you can see that we get a message
| | 00:51 |
indicating that it did detect the form
fields.
| | 00:55 |
I'm going to go ahead and click OK, and
we can see that it did a pretty good job.
| | 01:00 |
Now, once it does this, it's basically in
what's called Form Editing mode.
| | 01:05 |
You'll notice that up here in the top in
our toolbar, we can choose from a bunch
| | 01:09 |
of different fields.
So, what I'm going to do here, I'm
| | 01:12 |
going to show you how we can enter our
own type of field.
| | 01:16 |
I'm going to click on the State field and
I'm just going to delete that and this
| | 01:20 |
form is going to be specific to a certain
area.
| | 01:23 |
So, what I'm going to do is I'm going to
choose this button here which is a drop
| | 01:27 |
down list let me go ahead and click on
that and.
| | 01:31 |
When I come into my form, I'm just going
to click and drag to define the size of
| | 01:35 |
the field.
And I'm just going to call this state.
| | 01:39 |
I'm going to give it a name.
And then, we can just click out of here
| | 01:43 |
because we've renamed it.
Now to set the properties of a form
| | 01:48 |
field, you just double-click on it, and
that's going to bring up yourForm Field
| | 01:52 |
Properties window.
And what we can do, you see we have an
| | 01:56 |
appearance category to choose how big we
want this to be or how big we want the
| | 02:00 |
font to be.
We can change it's position.
| | 02:03 |
So, this is new in Acrobat 11, we have a
lot more control over the positioning of
| | 02:07 |
our form fields.
We can go to our Options.
| | 02:11 |
Now this is where we can enter the items
that we want to appear in the list.
| | 02:16 |
So, what I'm going to do is for the item,
I'm going to start by typing in PA and
| | 02:21 |
the export value.
We're going to make that Pennsylvania.
| | 02:28 |
So, I'm going to click the Add button,
you can see it adds an item, right here.
| | 02:32 |
Let's add a couple of more, I'm going to
type NY.
| | 02:36 |
The export value will be New York, click
the Add button.
| | 02:40 |
Let's do another one, we'll do NJ for New
Jersey.
| | 02:48 |
And let's do Vermont.
And you can add as many as you wish here.
| | 02:52 |
What we can also do is we can sort the
items if we wish.
| | 02:56 |
Click on that button and it will sort it
alphabetically.
| | 02:58 |
And another tip is that if you have an
audience that is coming from a certain
| | 03:03 |
area we can click on that one to make it
the default value in that list.
| | 03:10 |
Now I'm going to ahead and close this and
what I'm going to do is I'm going to
| | 03:13 |
click on the 'Close Form Editing' button
and we can see now what that form is
| | 03:17 |
going to look like.
And if you click on this drop down, you
| | 03:22 |
can see the choices that you have, so
pretty useful, pretty powerful tool that
| | 03:26 |
we have inside of Acrobat 11.
Now I'm going to go ahead and do a Save
| | 03:32 |
As and I'll just put this on my desktop.
And let's just call this Basic Form
| | 03:37 |
Interactive, cause I now have fields in
it.
| | 03:42 |
And let's do one more thing.
I'm going to come down here and click on
| | 03:44 |
the Edit button again, because I want to
add a button.
| | 03:47 |
So, I'm going to click on this OK button.
And I'll come down here, and I'm just
| | 03:51 |
going to click and drag to draw a button
down here.
| | 03:56 |
And I'm going to type Email.
I'm going to click off of that.
| | 04:01 |
And then I'll double-click on it because
now you can change the appearance.
| | 04:05 |
If we want to change the text color, we
can.
| | 04:07 |
We can change the fill color, maybe to
something a little more bright here.
| | 04:11 |
The text color's going to be maybe we'll
make that white.
| | 04:16 |
And then we'll make it a little bit
bigger as well.
| | 04:18 |
There we go.
So, what I'm going to do now is go to the
| | 04:22 |
Options section.
You can see that we have the ability to
| | 04:28 |
enter a label.
So, for the label, I'm going to type
| | 04:32 |
email, and now that text is going to
appear down here.
| | 04:36 |
And then I'm going to go to the actions
section because I want people to be able
| | 04:40 |
to submit this via email.
So, what I'm going to do is the trigger's
| | 04:44 |
going to be when they release the mouse.
For the action I'm going to choose,
| | 04:49 |
submit a form.
I'm going to click the Add button.
| | 04:53 |
And I'm going to let them submit this to
an email address.
| | 04:57 |
I'm going to type up here, mail to,
colon, and I'll just type my email address.
| | 05:06 |
And then I'll go ahead and click the OK
button and I'll close this and then we'll
| | 05:10 |
close the form editing.
And now we have a form that can be
| | 05:14 |
submitted via email.
So, I'm going to go ahead and save this.
| | 05:19 |
And as you can see its quite easy to make
a form from any PDF document that you wish.
| | 05:24 |
This is a great way to make an
interactive form from an exisiting print
| | 05:28 |
based form.
Give it a try and I think you'll like how
| | 05:33 |
easy it is.
| | 05:35 |
| | Collapse this transcript |
| Distributing an AcroForm using FormsCentral| 00:02 |
Acrobat 11 includes a new application
called Form Central that can be used to
| | 00:06 |
help you to distribute existing PDF forms
that users can then fill out and return
| | 00:10 |
to you, so the info can be easily
collected and analyzed.
| | 00:15 |
Let's take a look.
I'm beginning this video with the basic
| | 00:19 |
underscore form underscore interactive
file already open on my computer.
| | 00:23 |
And you may have noticed that I don't
have a Submit button on this.
| | 00:27 |
And I have done that intentionally to
show you one of the features of FormsCentral.
| | 00:32 |
Now, to distribute this form, what we
could do is go to the tools menu, and
| | 00:35 |
we're going to go down to Forms, and
we're going to click on the Distribute button.
| | 00:39 |
And we can see that there's a number of
different ways that we can distribute
| | 00:42 |
this file.
We can send it via email, we can use one
| | 00:45 |
of our own internal servers including
SharePoint as you can see here.
| | 00:49 |
And we can also use the new Adobe
FormsCentral.
| | 00:54 |
So, I'm going to use that option to show
you how to do this.
| | 00:57 |
I'm going to click the OK button, and
that's going to ask me to log in using my
| | 01:01 |
account to FormsCentral.
Now, the FormsCentral application
| | 01:07 |
basically just needs an Adobe ID.
As I said before, an Adobe ID is free.
| | 01:12 |
And so all I'm going to do is log in
using my credentials.
| | 01:16 |
And I'll go ahead and click the Sign in
button.
| | 01:26 |
Now, what's going to happen, is that It's
going to upload my form to
| | 01:29 |
theFormsCentral Server.
And in a few seconds, you're going to see
| | 01:33 |
my form has been added, we can see that
in the background.
| | 01:37 |
So, you can see that we get this window
and it's simply indicating that the drop
| | 01:41 |
down list that I created has export
values.
| | 01:44 |
And in order for FormsCentral to use
that, it's going to strip those out, and
| | 01:47 |
that's going to be fine for what we're
doing here.
| | 01:49 |
So, I'm going to go ahead and close this.
And we can see that we now have this form
| | 01:53 |
that we uploaded to the server.
Now, the first thing it's doing is asking
| | 01:58 |
us where we want the Submit button to
appear.
| | 02:01 |
We can put it in the top left, top right,
bottom left or bottom right.
| | 02:06 |
So, let's go ahead and put it in the
bottom right of the form.
| | 02:09 |
I'm going to go ahead then and click on
the Options tab.
| | 02:14 |
This screen asks us what we want the
Cloud message to be.
| | 02:16 |
And you can see that this form is
currently closed for responses.
| | 02:20 |
It's the message that they are going to
get if they try to access a closed form.
| | 02:25 |
We can also customize the Confirmation
Message.
| | 02:29 |
Thanks for completing the form, you can
put your name, whatever you like.
| | 02:33 |
We can define the form language, we can
also define Custom Notifications as well
| | 02:38 |
as Submission Receipts.
Now both of these options require that
| | 02:42 |
you use the paid FormsCentral service.
Everything we're doing up to this point
| | 02:48 |
is free of charge.
So, I'm going to go ahead and go then to
| | 02:51 |
the Distribute category.
Again, right now, the form is closed.
| | 02:56 |
What we're going to do is we're going to
click Open and then down here, we need to
| | 03:00 |
save a submission enabled PDF file.
So, we're going to go ahead and Click on
| | 03:05 |
that, and it's going to create that form.
Now, what we can actually do here, is we
| | 03:09 |
can download directly to our computer.
So, I'm going to go ahead and download
| | 03:14 |
this, and I'm just going to put it on my
desktop, that way I don't get it confused
| | 03:17 |
with any of the other ones.
And then we can also go to the View
| | 03:23 |
Responses tab.
Now, as of now, there are no responses,
| | 03:26 |
but here's what we're going to do.
I'm going to hide FormsCentral for a second.
| | 03:32 |
And I can close this form because we're
not using it, it's the one that we had
| | 03:36 |
uploaded to this server.
This is the one that we downloaded, and
| | 03:41 |
you'll see that if we open this using the
Adobe Reader or Acrobat Pro, that we now
| | 03:44 |
have it with the Submit button here.
So, let's go ahead and type in some information.
| | 03:50 |
I'm going to type, John Doe, and we'll
put a basic address here.
| | 04:09 |
And we'll go ahead and click the Submit
button.
| | 04:12 |
And its just telling the user that it's
trying to connect to the Adobe
| | 04:16 |
FormsCentral server, and we're going to
allow that.
| | 04:20 |
So, just click Allow and in a few seconds
it says the forms been submitted successfully.
| | 04:25 |
So, I'm going to click OK, and then I'm
just going to fill out another one so we
| | 04:29 |
can see what multiple responses looks
like.
| | 04:33 |
So let's do Jane Johnson, and she lives
at.
| | 04:58 |
And we'll submit this one as well.
We're going to click OK.
| | 05:02 |
Now we can go ahead and close this, and
I'm not even going to save this.
| | 05:07 |
Because really what I want to show you is
if we go back to the FormsCentral application.
| | 05:13 |
We're going to notice that we have two
responses that really showed up
| | 05:16 |
immediately, and you could see that up
here with this free service you get a
| | 05:21 |
maximum of 50 responses.
Now, you can upgrade by clicking the
| | 05:26 |
Upgrade button to view up to 5,000
responses, it really depends on the scope
| | 05:29 |
of what you're trying to do here.
What I want to show you is you can click
| | 05:34 |
on these to highlight the fields if you
wish.
| | 05:38 |
You can even add your own row in the
event you want to add a manual entry as
| | 05:42 |
well, so it's a pretty powerful tool.
Now you can also come up here to Summary
| | 05:49 |
Report, and this allows you to generate a
report of the different things.
| | 05:55 |
So, you can see that the responses are
kind of grouped by different categories.
| | 06:02 |
But what I really want to show you is
that you can come up here to the File menu.
| | 06:05 |
And I can export this report to either
images or to a PDF.
| | 06:12 |
Now what you probably want to to do is go
back to the Responses, and if we go to
| | 06:16 |
File, we can choose Export Responses.
When I choose that, I can choose to save
| | 06:22 |
it as a PDF, an Excel spreadsheet or a
Comma Separated Value File.
| | 06:28 |
So, if save this as an Excel spreadsheet,
and I go ahead and click OK.
| | 06:32 |
We'll just click OK one more time, it
asks us where we want to save this.
| | 06:37 |
I'll go ahead and put this on my desktop,
and I'm going to hide FormsCentral again.
| | 06:41 |
What I'm going to do is I'm going to open
this up with Microsoft Excel.
| | 06:48 |
And if I expand this, we can see that I
now have a spreadsheet with all of the
| | 06:51 |
data in one central location.
Which makes it really easy for me to
| | 06:56 |
analyze this content.
As you can see FormsCentral is a great
| | 07:00 |
addition to Acrobat 11.
It makes a process of distributing the
| | 07:04 |
form to other users easy and the process
of collecting data from the other users,
| | 07:08 |
even easier.
| | 07:11 |
| | Collapse this transcript |
| Creating and distributing a form using FormsCentral| 00:02 |
Not everyone has the ability or resources
to use a separate application to create a
| | 00:06 |
form to use as a starting point for a PDF
form.
| | 00:11 |
Fortunately the new Forms Central
application that ships with Acrobat 11.
| | 00:15 |
Makes it easy to create a form from
scratch in a very intuitive way.
| | 00:19 |
Now I'm beginning this video with Acrobat
open on my computer, and to create a new
| | 00:23 |
form from scratch, we're going to go to
the File menu.
| | 00:27 |
We're going to go down to Create.
And I'm going to choose create form.
| | 00:32 |
This is going to open up the form wizard
and what I'm going to do here is we can
| | 00:36 |
choose to create a form from scratch, or
from a template, or from an existing document.
| | 00:43 |
Well, we're going to start from ground
zero here.
| | 00:46 |
So I'm going to choose from scratch or
template, and I'm going to click the
| | 00:49 |
launch button, and this is going to
launch the form central application.
| | 00:54 |
Now once it launches Form Central, you
can see that I have the opportunity to
| | 00:57 |
choose whether I want either one of the
choices that I chose.
| | 01:02 |
So, we can start with a blank form.
But I encourage you to start with a template.
| | 01:07 |
So I'm going to click on Template button.
and within this templates tab, we have a
| | 01:12 |
ton of choices to choose from.
You'll also notice over here on the left,
| | 01:17 |
you have different categories pertaining
to different sections that you might be
| | 01:21 |
interested in.
So let's go ahead and go to the Feedback category.
| | 01:27 |
And maybe I want to do something real
basic.
| | 01:31 |
So how about a typical feedback form that
we see here?
| | 01:34 |
So I'm going to click the New Form
button.
| | 01:36 |
And that's going to open up the form
where we can make changes.
| | 01:41 |
So for example you can click on the
Header up here.
| | 01:44 |
And maybe I'll change this to the Ecoflow
Feedback Form.
| | 01:51 |
You can customize all of these different
areas, and if you have an image here.
| | 01:57 |
We can always click the plus sign.
To add a new item.
| | 02:02 |
So we can choose a new image, or we can
just cancel this.
| | 02:05 |
What I'm going to do is click on this,
and just trash this image.
| | 02:08 |
because I really don't want this.
You can see how the first name and the
| | 02:12 |
last name appear up here.
You also have really great choices like
| | 02:17 |
radio buttons.
And maybe we wanted to add an additional
| | 02:21 |
choice here.
So I'm going to click the plus sign.
| | 02:24 |
And I'm going to call this one Super
Excellent.
| | 02:28 |
So then we can just hover over this and
we get a Hand tool.
| | 02:30 |
We can click on this and move it up to
change the order.
| | 02:34 |
You can scroll down.
We have a little note field here.
| | 02:37 |
And at the bottom, here we have another
image.
| | 02:40 |
But maybe we needed to add yet another
item.
| | 02:43 |
So, what we can do is, right here's a
multiple choice field.
| | 02:49 |
Here is a single check box and here are
rating scales You can even click on the
| | 02:54 |
'Email' field if you wish, and get other
information from this user.
| | 03:00 |
So if we click the Email field, I can
enter the name or the title of the email,
| | 03:05 |
so I'll just type Address after this.
You can also change the type of field
| | 03:12 |
over here.
Text, number, currency, percent, date.
| | 03:17 |
It's really quite powerful.
And if we wanted to move this up, again
| | 03:20 |
we just position our cursor to the left
edge here and slide this up, maybe above
| | 03:23 |
that image.
I'm going to go ahead and close this.
| | 03:28 |
And this looks pretty good.
And again I want to save this and send it off.
| | 03:32 |
Maybe before we do, we'll go ahead and
change the background to a different color.
| | 03:36 |
To kind of customize it to meet our
needs.
| | 03:40 |
Same thing up here, can choose a
different background color.
| | 03:43 |
That looks pretty good.
Now, what we can do is we can click on
| | 03:48 |
the Collect Responses Online tab.
So, this is going to walk us through the process.
| | 03:55 |
I'm going to go ahead and click Move Form
Online.
| | 03:58 |
Now, once it's online, we can go through
the process of distributing this form to
| | 04:02 |
other users.
So, I'll go ahead and close this and we
| | 04:06 |
simply need to walk through these tabs.
I'll go to the Options tab.
| | 04:11 |
This is where we can customize our
messages, such as the language, the
| | 04:14 |
confirmation message, the closed message.
And you'll notice that several of these
| | 04:20 |
options are indicated by a dollar sign to
the right, because these are paid features.
| | 04:26 |
So you would need to upgrade your account
to use these features.
| | 04:30 |
We can go to the test button, to kind of
test drive our form, if we wanted to.
| | 04:34 |
I'm just going to go right to the
distribute tab, and we can distribute
| | 04:38 |
this form in a number of different ways.
So the first thing I need to do is open
| | 04:43 |
up the form, and then we can email this
link to other uses, so we can go ahead and.
| | 04:49 |
Email the link, copy the link or embed
it, even tweet it.
| | 04:54 |
And what I'm going to do is I'm going to
save a submission in enabled PDF to my
| | 04:57 |
desktop, and you can see it's asking me
where to save it, I'll go ahead and save
| | 05:01 |
it my desktop.
And what I'm going to do is filter this
| | 05:05 |
out a couple of times.
And we'll just make this, this was a
| | 05:11 |
Super Excellent class.
And I'll enter my email address, and
| | 05:18 |
we'll go ahead and hit the Submit button.
It tells me it's been submitted successfully.
| | 05:27 |
If I return to Form Central.
We can go to the View Responses tab, and
| | 05:33 |
now we can see all the responses that
have been received.
| | 05:37 |
So, it's easy to collect these responses.
And to just reiterate a little bit, we
| | 05:42 |
can now go to the "File" menu, and we can
also export these responses to a PDF, and
| | 05:47 |
Excel spreadsheet, or a CSV file.
So as you can see Form Central takes care
| | 05:53 |
of a lot of the work for you.
It's intuitive and easy to use and makes
| | 05:58 |
the process of creating, editing,
distributing, and collecting information
| | 06:03 |
easier than ever.
| | 06:05 |
| | Collapse this transcript |
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