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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.
Converting files to PDF usually means that you're converting a Word document, an image or some other native file formats. So in other words you start with content and convert it to PDF. In this video you'll see how to create a PDF out of a blank page directly in Acrobat. This will allow you to add and edit text as well as place images. Couple of versions ago this came into effect and I was really excited to hear about this simply because whenever I would create a form or something like that or need to create a fax cover to a PDF I'm sending off and I have to go to a Word document or InDesign and create it, convert to PDF then save it out.
So now we have the ability to create it from a blank page. The interesting thing about this though is if you click on the Create button, where I would assume it would be, it's actually not. So it's hidden under File and you'll see the same command here called Create PDF, but there is more under here. Depending on your version of Acrobat, you may not see everything I see here, but you will notice From Blank Page. Choose From Blank Page, that creates a PDF file which is untitled and allows you to edit it. So it's sort of like a Microsoft Word Lite in some ways.
You're not going to go very far with this. You do have some text editing capabilities, and if we use another tool we can add some pictures, which we will in about a minute. So if you look out here you'll see a blue box kind of like a bounding box. Up top in the toolbars you'll see that we do have some tools for editing the text as well as the first thing I want to look at, in the far right of the toolbar up there you will see the Page Setup button. Clicking the Page Setup allows you to do a few things to the document before you get started. First of all, it's kind of weird but I'm going to skip margins, I'm going to jump right to Page, you can set the Page Size if you like, so we can choose from any standard page size.
You can also change Orientation, Portrait or Landscape and once getting up to the top here, you'll see the margins. The margins are pretty big in this document to begin with, so I typically will set them at about an inch, maybe half-inch because a lot of programs do half inch like Word. So we've got some margins all the way around, you see a little bit more room to work and if you look at the bottom you'll see a little check box that says, Always use these settings, so you don't have to do this next time. So if I turn it on, click OK. So now that you've got the page dimensions and the margins setup, we can go out and start adding content with your cursor on the page you'll see the blue box.
But suppose this is going to be a fax cover, I typically use this, I don't know why, but a lot of times for fax covers, I also do it for quick letters, I'm trying to send out so I don't have to open Word, I'm already in Acrobat. I type-in Grunbyte, Inc. and press Enter, it's very similar to Word or any other Word processing program as you start to work, I'll just type-in FAX Cover, and what we have is the ability to do some simple corrections or some simple formatting options. Choosing this text Grunbyte, Inc., I select that, locate the toolbars up top.
You'll see that we have Text Color in the far left, so clicking that you can kind of select a different color. If you don't like what you've got here, there is an Other Color option, you can go and make your color. I'll try to elite nice burgundy dark-red. We also have alignment options. I'm going to align this to the right so I have it on the right-hand side. If you got your font, just like other programs, Typically what I try and suggest to people is, don't go crazy with fonts, as a matter of fact, if you scroll up in that menu you will see that things are kind of divided by lines in here. The very top are the fonts that every version of Acrobat and Adobe Reader comes with, so if you these fonts you don't have to embed them, you don't have to travel with the PDF, but it makes it a little bit lighter.
So everybody's got these, so everybody should be able to see these, and specially a printer where the most part has these. So be careful on what fonts you use. I'll try something like Times, you have the ability to set the Font Size, take a click to the right. Make it a little bit bigger. We've got all of our typicals out here. We've got Bold, we've got Italic, we've got Underlined, strike-through and you've got some extra ones here, Superscript and Subscript, if you've ever used those, those are typically for like a copyright symbol, things like that, and on the far right here you'll see Left Indent and Right Indent. So to be able to push things in from the right edge of the page, from the left edge of the page in the paragraph.
For instance, if we had the Fax Cover Text here, select that, click-and-drag the select, you use something like the Left Indent and it'll push in just a little bit from the edge of the page. So if you want to indent a bullet list or something you're doing, you can do that. Let's change FAX Cover to be bit bigger here. So change the Font Size to be a bit bigger. Once we get that set what I'd like do is I'd like to add a nice little logo out here. I could keep typing rest of the text but let's just add a nice little logo. Because you're editing this document we can add a few things to it. What I'll do is I click outside of this blue box, they don't kind of stop your editing or bring your cursor out, I'm going to open up the Advanced Editing toolbar, click on Advanced, I know it says Advanced but it's not really.
So come under tools up here you'll see Advanced Editing, here's all the tools we can work with. We are going to show these later in the different video but I need to show you this one now. If you choose the TouchUp Object tool, the TouchUp Object tool allows you to go out and move the text box, you can add pictures, things like that, come out to the page anywhere and right-click or Ctrl+Click on Mac and you'll see a couple of commands here in the Context menu. You'll see Place Image. Choose Place Image, we are going to put a nice logo out here to make it simple, and in the Create Folder you will see that it typically sorts by file type so somewhere in this menu you're going to have to tell it what files to see and I have got my JPEG showing right now.
Choose the Grunbyte logo, we'll place that in there, click Open. We can resize it with this tool selected, come to a corner, click-and-drag. Now if you're used to working with other applications that deal with images you do not have to hold the Shift key down, it literally will resize it for you. You can now move it, come to the center anywhere, you can click-and-drag, I'll kind of bring it over here, we'll just set it over by Grunbyte, Inc. so we have a nice little logo to sit out there. So when you create text documents in here as a blank document you can easily edit them, add links, things like that.
Now one of the things that happened to you is if you save this file, it's a PDF but if we do a save and we give it to somebody else, somebody else as long as they have Acrobat 8 or 9 can still edit this, you may want to stop that, you may want to make it so nobody else can edit this. Coming up to the Document menu, you'll see there are a couple of options down here, let's see what's called Resume Editing or Prevent Further Edits. Now, if you open this file later on and it's got to be within Acrobat 8 or Acrobat 9 and you choose Resume Editing that'll allow you to go to the Type tool and allow you to start clicking in the text out here, so you can start working.
It is on your text tool here. You can see there is a Selection tool. With the Selection tool I can come out next to start working again. It hides pretty much everything else in the page except for the text you're working on. Now if you want to prevent this from happening from other people editing your document, we are going to tell it not to edit anymore. Choosing Document in the menus you will see it says Prevent Further Edits. Choose Prevent Further Edits it'll give you this dialog, this is really important to pay attention to because it says, if you tell it to prevent there is no way you can edit this later on using this method. So I'm going to click Prevent Further Edits and it basically locks the file and says, OK, let's save it.
So I'll save it up to the desktop, we can call it whatever we like, call this fax cover and then save it out there, and there we go. So whenever somebody else goes to open this file, goes to work on it, they will not be able to edit the text. Now this is an excellent way to be able to use the files that we have as well as to create a blank document for ourselves, that way we don't have to go to other programs to be able to create simple text files or even insert blank documents if we are trying to create a bigger document. So it's a nice easy way to add time to your workflow.
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