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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.
There are many ways to create PDFs. We are going to see a way now to create a PDF from a scanner. In this video, we are going to go through and learn about the different setting as scan settings and the methods for converting paper documents into digital copies that you can search and in some cases actually edit. Now, to do this we need a scanner hooked up to your machine, and you need a proper drivers installed, which will usually come on a disc that you can install. They are called twain drivers, and Acrobat should be able to recognize the scanner automatically. This isn't new technology, but there are some new features in Acrobat 9, which are worth looking at.
Two ways to do this. If you want, you can simply click the Scan button on your scanner and it should come up with the dialog asking you, if you want to use Acrobat to scan to. That will generate a PDF for you and go through the process of doing what's called OCR (Optical Character Recognition). So we are going to look at a way to be able to take a scanned document, convert it to a PDF from within Acrobat. To do this, we take a look under the Create button, up in the Tasks panel, you will be able to see PDF from Scanner. Now, Acrobat gives us a lot of ways to do a lot of different things. So we have got a lot of different menu items we can look at and this is just one way to do this.
Looking at PDF from Scanner, you will see that we have presets built in here now. So as long as you have got your scanner hooked up, we can tell what type of scan to make and it will scan the document in that fashion. Black & White Document, Grayscale, there is difference there. Black & White will not have any shades of gray. Grayscale is going to actually look at all of the colors and try to turn them into Black & White. Colored Document is going to obviously be a colored document. Color Image is little different. It's not going to be recognized via OCR. OCR is Optical Character Recognition, which turns the picture it creates into text, which is searchable and in some cases editable.
Custom Scan lets us customized these. So choose Custom Scan. Normally, you just click on one of these, but I want to show you these settings. Click Custom Scan, shows the Custom Scan dialog box and gives you a bunch of options here that you can work with. Now, we don't necessarily have to come in here but if you have some things you want to scan in different ways, you can set these up. It's going to ask to scanner, right here you pick your scanner. It should do it automatically for you. It should recognize it automatically, ask you what kind of sides you want to do. Front Sides, Both Sides. It will do duplexing. What Color Mode and this is the preset Black & White, Grayscale, Color.
I will choose Grayscale. Make it look a little better. What Resolution you want to scan it at? Because it's going to scan from a scanner, it will take the image it creates and convert it to a PDF. This resolution is not going to increase the resolution of your file, but if it's too high it will bring it down. So you do not have to go that high with this, 200 usually works pretty well, it's fine. Paper Size, it's going to automatically configure that. You can if you want to give a certain size or type in Width and Height here to set your own size and if there are more pages, it will prompt you to scan more pages.
Now, this is a little different, in previous versions of Acrobat we could just scan a single page or if your scanner could do multiple pages, it would scan them. Now, we can have it scan pages constantly and keep it going. Sort of like a batch process here. The bottom down here you will see Output, New PDF Document. It will obviously create a new document and new, we have the ability to create Multiple Files. This is very interesting. If you scan something and you convert to multiple files if you have a large document. It will break it up into separate PDF files. To show you this, turn that on, that option Multiple Files, click the More Options button.
It will show you what you can do here. So based on the number of pages you want to scan, it will create different PDFs for you. The great thing about this, if you have lets say a large contract or something like that. You want to be able to break it up easily or you have got a couple of charts that are in the same set of documents you're scanning. You can easily chunk it up in the separate PDFs and it will give it a prefix name for each ones that will go before the name. And you can also have it create what's called a Portfolio. A Portfolio is something new in Acrobat 9 and it's a nice, easy way to manage all of your files, all your scanned documents as a single document.
I will click Cancel. I'm not going to do this. I don't want to create multiple files. You've got a single document on here. You can if you want to, as you scan this you can append it to an existing PDF file or a Portfolio document and you can select it if you want. Down here you will see the Document size. Small, High quality, depending on how you want it to look. Small is going to be smaller, but look is good. High quality will be bigger in file size but look better. There is an Options button to the right, click Options, it will show you all things you can do here. These are the images. Now, what's going to happen here is it's going to automatically try and optimize the scan.
Now, this is something that's pretty important here because if you scan something and it's skewed a little bit or may be the scanner had some dust on it and there is something like that. It will automatically try and deskew it so it straightens it. It will try and remove any halos or speckles or anything that your scanner might have done to make it look bad. It's going to automatically do this for you. You can if you want to set Custom Settings. We don't need to do that but this is what we can set in here for ourselves. Now, just click Cancel. It's going to do it automatically. When you scan, it's also going to make your file searchable, which means it's going to run OCR.
You can see right here. OCR stands for Optical Character Recognition that means it's going to convert the image into searchable text. There is an Options button at the right here. Click Options. What this does it lets you tell it how to recognize the text. How to turn it into text. I'm not going to go too far in here because there is the video couple down the road here that will talk about this but there are settings that you can set. I will Click Cancel. We can also make it at the bottom of the dialog. You can make it PDF/A compliant, which means it's an archival standard and search able and ready to open later on in future versions of acrobat and any Metadata.
Add Metadata allows you to add that as you go, which is just information about the file. We are pretty much ready to go, I have got everything setup, I went through and created my own custom scan by clicking Scan. You should go out to your scanner, check it, make sure there is something in there and also start scanning like it says. So as it scans the document, it's going to bring it into Acrobat, it's going to convert it, it's going to OCR the file and also it's going to clean it up the best it can It's going to create an untitled document, look right here it's rotating, it's trying to clean things up. And you see down here OCR Complete.
Typically, when you scan a document and you open it in Acrobat, it's just a large image. If you look out here, you can see that I have got what looks like text and there is a nice way to tell if it is actually text. You have got a Selection tool up here in your tool bars, click on the Selection tool, come out to your page, you will notice your cursor. If you come out of the page and you see an I-beam or cursor you start clicking and dragging. Anything that actually is text or considered text will be selectable. So that is what it's doing here with the scan. Now, like I said, we can set up custom scans. You come up to Create, PDF from Scanner.
Set up your Custom Scan or simply use one of the presets they have here. They also allow you to configure the presets Grayscale, Black & White so you can save them later on if you do a lot of this type of scanning. So scanning to PDF, you can actually convert that stack of printed documents to searchable and in some case editable electronic documents, which really is going to make it easier for you to be able take that stack and get rid of it. Clean out your file cabinets and get them all electronic so they are easier to manage.
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