Acrobat 9 Pro Essential Training
Illustration by Don Barnett

Creating a PDF from a scanner


Acrobat 9 Pro Essential Training

with Brian Wood

Video: Creating a PDF from a scanner

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.
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  1. 1m 5s
    1. Welcome
    2. Using the example files
  2. 56m 32s
    1. Getting started with Acrobat 9 Pro
      1m 39s
    2. Understanding the difference between Acrobat and Adobe Reader
      2m 21s
    3. Understanding the interface
      2m 21s
    4. Navigating PDF documents
      5m 24s
    5. Customizing the toolbars
      7m 13s
    6. Working with the navigation panels
      5m 13s
    7. Using the zoom tools
      7m 3s
    8. Understanding the window views
      6m 23s
    9. Using the Organizer
      8m 19s
    10. Auto-saving
      1m 42s
    11. Using the Full Screen and Reading modes
      8m 54s
  3. 1h 25m
    1. Creating a PDF from Word
      11m 9s
    2. Creating a PDF from Excel
      9m 40s
    3. Creating a PDF from PowerPoint
      9m 43s
    4. Creating a PDF from Outlook (Windows only)
      6m 27s
    5. Creating a PDF from the web
      9m 14s
    6. Creating a PDF from a file
      2m 56s
    7. Setting PDF file preferences
      2m 21s
    8. Creating a PDF from copied content
      2m 44s
    9. Creating a PDF from a scanner
      6m 50s
    10. Optimizing a scanned PDF
      4m 26s
    11. Creating a PDF from a blank page
      7m 16s
    12. Creating multiple PDFs in a batch
      3m 33s
    13. Creating PDFs from InDesign, Illustrator, and Photoshop
      8m 44s
  4. 57m 33s
    1. Combining documents
      5m 20s
    2. Creating a merged document
      6m 56s
    3. Creating a PDF Portfolio
      5m 25s
    4. Adding files or folders to a PDF Portfolio
      4m 13s
    5. Customizing PDF Portfolio options
      9m 2s
    6. Previewing native files in a PDF Portfolio
      5m 47s
    7. Searching in a PDF Portfolio
      4m 5s
    8. Running commands on a PDF Portfolio
      9m 31s
    9. Applying security to a PDF Portfolio
      5m 33s
    10. PDF Portfolios and previous versions of Acrobat or Adobe Reader
      1m 41s
  5. 2h 1m
    1. Inserting and deleting pages
      4m 48s
    2. Embedding and removing thumbnails
      2m 53s
    3. Moving, rotating, and cropping
      8m 27s
    4. Extracting and replacing pages
      5m 8s
    5. Splitting PDFs
      4m 12s
    6. Renumbering pages
      5m 21s
    7. Adding headers and footers
      8m 56s
    8. Creating watermarks and backgrounds
      10m 20s
    9. Copying content
      6m 56s
    10. Editing text
      10m 28s
    11. Adding text using the Typewriter tool
      6m 0s
    12. Touching up objects
      9m 34s
    13. Using Bates numbering
      8m 9s
    14. Comparing PDF documents
      8m 13s
    15. Setting document properties
      8m 53s
    16. Reducing file size
      4m 29s
    17. Examining a document
      4m 14s
    18. Attaching documents to a PDF
      4m 40s
  6. 24m 59s
    1. Understanding bookmarks
      2m 17s
    2. Creating bookmarks
      1m 30s
    3. Bookmarking specific items
      2m 14s
    4. Nesting bookmarks
      2m 1s
    5. Editing bookmark destinations
      4m 52s
    6. Bookmarking shortcuts
      4m 3s
    7. Bookmarking actions
      6m 36s
    8. Using the Bookmarks navigation panel and the Initial View setting
      1m 26s
  7. 33m 33s
    1. Using links
      3m 25s
    2. Creating links
      4m 41s
    3. Editing links
      12m 18s
    4. Using cross-document linking
      3m 54s
    5. Creating destination links
      6m 36s
    6. Using link shortcuts
      2m 39s
  8. 28m 51s
    1. Exporting images from a PDF
      8m 34s
    2. Exporting text from a PDF
      4m 23s
    3. Exporting to Word
      6m 55s
    4. Exporting to HTML
      5m 27s
    5. Batch-processing an export
      3m 32s
  9. 2h 4m
    1. Viewing comments
      8m 7s
    2. Adding sticky notes
      6m 18s
    3. Using the Text Edits tool
      4m 17s
    4. Using the Stamp tool
      6m 39s
    5. Using highlights, underlines, and strikethroughs
      3m 27s
    6. Attaching files as comments
      3m 5s
    7. Recording an audio comment
      3m 53s
    8. Using the drawing tools
      9m 37s
    9. Enabling commenting in Reader
      1m 53s
    10. Understanding the different review processes
      4m 34s
    11. Attaching a PDF for email review
      11m 44s
    12. Using the Shared Review feature
      16m 7s
    13. Reviewing via
      12m 12s
    14. Using the Collaborate Live feature
      6m 29s
    15. Using the Review Tracker
      8m 6s
    16. Exporting and importing comments
      4m 31s
    17. Reviewing comments
      7m 6s
    18. Summarizing comments
      6m 10s
  10. 13m 29s
    1. Using Basic Find
      2m 45s
    2. Using Search
      6m 18s
    3. Advanced searching
      4m 26s
  11. 26m 59s
    1. Showing security properties for a PDF
      2m 24s
    2. Enabling Encrypt with Password security
      6m 13s
    3. Removing Encrypt with Password security
      2m 19s
    4. Managing security policies
      5m 56s
    5. Redacting
      10m 7s
  12. 19s
    1. Goodbye

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Watch the Online Video Course Acrobat 9 Pro Essential Training
9h 34m Beginner Jun 25, 2008

Viewers: in countries Watching now:

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.

Topics include:
  • Understanding the difference between Adobe Reader and the Acrobat family
  • Creating PDFs from Office files, web pages, scanned pages, and other Adobe files
  • Creating bookmarks and links
  • Exporting and batch-process exporting to other formats
  • Annotating PDFs and attaching files or audio comments
  • Using Buzzword in various PDF workflows
  • Setting encryption, passwords, and other security features
Brian Wood

Creating a PDF from a scanner

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.

Find answers to the most frequently asked questions about Acrobat 9 Pro Essential Training .

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Q: After scanning a file to PDF, the text is not editable, despite following the steps in the “Editing text” movie. How do I make a PDF with editable text?
A: Text may not be editable after scanning to PDF since most scanners scan a document and convert the contents to a digital image. To check if text is editable, open the PDF and select the Text and Image tool. Position the pointer over the "text" in the PDF, and if a I-beam cursor appears, it's text. If not, it's most likely an image. In that case, the image needs to be converted to text first by choosing Document > OCR Text Recognition > Recognize Text Using OCR, then choosing ClearScan as the method.

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