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With Acrobat 9, Adobe continues to evolve the venerable PDF from a simple paperless document into a collaborative hub for many forms of digital communication. In Acrobat 9 Pro Essential Training, Brian Wood explores the many new and enhanced features in version 9 of Acrobat Standard, Acrobat Pro, and Acrobat Pro Extended. He demonstrates different ways to create and modify PDFs, including the enhanced OCR tool, and shows how to combine them with other files into a PDF Portfolio. Brian covers collaboration in detail, including the new Collaborate Live and Shared Review options. He also investigates redaction and other security features. Example files accompany the course.
We're going to see how to reuse content for a PDF. After viewing this, you'll be able to copy graphics and texts for PDF and use that content elsewhere. I have grun_headersfooters.pdf opened and if you're just joining us once again, it may look a little different. I always tell people PDF is not the end of the road, which means you can do a lot of other things to it. There are times when I have a PDF but I don't have the original file anymore that created it like the Word document or an InDesign file. So you need to be able to get the content out to either re-purpose it or rebuild or redesign the document.
Other times you have a client, I get this all the time, a client who wants a little bit information about my company or wants to see how many computers we sold that year. So you'd be able to copy something out of a PDF without saving the whole PDF and maybe paste it into email or an Excel file or whatever you need to have happen. With this page open, with this document open, I have got the Pages Navigation Panel open, you don't have to. On the first page here make sure Show One Page at a Time is selected and you'll notice in the toolbars up here that we have another tool which is for selecting text and images for copying and pasting.
So this is a great tool to be able to use. It's changed over the versions of Acrobat from version to version and it's become simpler but more effective in my way of thinking. Come out to your page, you should see an eye beam or a cursor when you get close to text. Now using this tool is a great way. This is a little side note here to tell if the page is text or if it might be just a big picture. If you don't see a cursor, it's not text. Click somewhere you can place your cursor in. Now you can't start typing. It's not going to let you do that. If I go out and start typing, it's not going to do anything.
But you can click and drag to select. Now if you're used to doing things like double clicking, go to other text, double click, you can select words. Click three times, click four times, you can click the whole thing, it gets a little jumpy, but you can select a bunch of text. If you come to the image to the left here, when you get to images or usually objects I should say, you're going to see little crosshairs. If you click, it should select that object or that image as a whole. Right click on Windows, or Ctrl+Click on Mac, if you don't have a right click mouse, you'll see Copy Image, Save Image As.
So sometimes depending on what you click on, this menu will be context sensitive. It will be a little different. If you copy the image, you can paste it somewhere else. Suppose we got a client who you want to send them a nice quick email that has a little bit of the content from this document because they're asking for it and you might want to include your logo just as something nice to look at. Click copy image, I've got Outlook opened here, I've got an email opened, you can paste it anywhere you'd like but I've got an email. I'm just going to paste it. And you see right there just paste it exactly as it was. Now it saves it usually to your clipboard or something like a bitmap file or a pic file or something like that.
So if you're trying to do this to be able to use it for printing, depending on the printing you're doing sometimes it's not quite up to 2:46 . Go back to the PDF. We're going to take a little bit of the text out here. So I'll select the Annual Report Summary just to give -- and I just want to see the first couple paragraphs here, I'll select that. If you right click on Windows or Ctrl+Click on Mac, we could just to Edit/Copy but we get a context menu here, which allows us to Copy or Copy With Formatting. It's a big difference there. Copy usually removes the Formatting. So depending on what you're doing with this I'll copy with the formatting.
Go to any application you want, you can go to InDesign, Word whatever, I'll go to my email here and I'll just go to Return. I'm going to put that content in there, just Paste it and you can see what it did. So it tried to keep most of the formatting, did a pretty good job with that. Sometimes depending on the application you go to, it can have different effects. I can now send that out. So come back to Acrobat. So with text, we can select the whole page if you want to, you can just click and drag. Another thing you can do is if you notice, you'll see that by bringing my cursor to a corner to an edge out here I'll see a little crosshairs with a plus.
If I click and drag a lot of times you can actually remove from a selection, which is interesting. So if I have content selected there and I come out here and get rid of a little bit of it, I can do that pretty easily. Now, if you come to the table down here, once you go and click and drag across that. If you right click on Windows or Ctrl+Click on Mac, you'll see another context menu here. We could just Copy the content and Paste it to somewhere else or it give you option of Copy As Table, Save As Table or Open Table in Spreadsheet. The difference between these copy as table typically doesn't keep the formatting of the table itself and when you go to let say Excel, you paste the table.
So just to show you this, I'll copy as table. I go to Excel, I just have a typical worksheet open here. Once that's selected, I'll just paste. It's pretty smart. It tries to figure out how many cells you need, put that out there and you've got it. Same thing with Word or if you put it into InDesign, that's pretty good job, not too bad. You may have to massage it a little bit. Coming back to Acrobat, once again that table is still selected, that content is -- if you right click on Windows, Ctrl+Click on Mac, we can also Save As Table. I'll do that, so choose Save As Table just to give you a different idea here.
Sometimes you may want to take this as an individual piece. You want to have this so you can open it in Excel separately or Word separately. If you look at the Save As Type values here, you'll see all the things you can save it as, or all the different formats you can choose. On Mac it might look a little different but you can save these out. You'll see you can save as a CSV, separated value and you can use Save As HTML, which is interesting. You'll see RTF, Rich Text Format, which is typically a formatted file that Word handles. Text (Tab Delimited), Unicode Text, XML, little bit different out there, database that sort of things.
So I usually choose CSV or I choose something Rich Text to keep the formatting. If you open that in Word it tries to keep it like a table most of the time, if you open it in Excel it's going to go through a process to convert it to a table looking at columns and rows and where returns are. So if I say that, I can save it out. The last thing we can with a table, if you right click on the table once again with it still selected, you'll see open table in Spreadsheet. This is a pretty simple method for doing this. Choosing this will open it directly in Excel as a separate workbook, you got a single sheet. You really notice that sometimes it won't keep the formatting of the table itself.
It's just trying to get the data out of it, but it did a really good job of keeping the formatting of the text and keeping them in the right cells. So going back to Acrobat, when you're copying content, you're going to sometimes notice that you try this. You go to this tool to select tool, you come out here and you try and select and it will be great out, or won't let you touch it or you can't copy anything. So if you select text, it's like a teaser and you right click, you might see nothing in the menu that allows you to do much. That's because there may be security on the file. If you open a document, usually what I do is you look at the title bar.
You might see Secure up there in the Title Bar Name. Or if there's a lock, it looks like this button right here that's says Secured in the toolbars, on the left side within Navigation Panel are obviously lock at the top, that means just security. When I first started doing this, I was like well anybody can take my content but if you apply security, you can stop that from happening and that's in a later video. So we can get to that later on. So next time you need a quick way to re-purpose content, think about using the Copying feature.
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