Acrobat X Essential Training
Illustration by Richard Downs

Creating PDFs from Creative Suite applications


Acrobat X Essential Training

with Anne-Marie Concepción

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Video: Creating PDFs from Creative Suite applications

When you create a PDF from a Creative Suite program like InDesign or Illustrator, it's kind of similar to creating a PDF from a Microsoft Office application in that you can always print to the Adobe PDF printer from within that program, or you can use one of the options built within the program to export to PDF. One thing that is different though from Microsoft Office applications and the Creative Suite is that you cannot create a PDF from within Acrobat based on a Creative Suite file, whereas you can with an Office file.
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  1. 1m 53s
    1. Welcome
      1m 33s
    2. Using the exercise files
  2. 55m 0s
    1. Opening documents and moving them around
      6m 3s
    2. Working with the toolbars
      5m 59s
    3. Working with the panels
      3m 43s
    4. Customizing the toolbar with Quick Tools
      4m 40s
    5. Using the Pages panel to navigate
      3m 57s
    6. Selecting and copying text and graphics
      3m 24s
    7. Rotating pages
      4m 49s
    8. Changing the viewing options
      6m 12s
    9. Reviewing preferences
      7m 6s
    10. Finding words and phrases
      2m 35s
    11. Searching a PDF and working with the Search panel
      4m 21s
    12. Sharing PDFs by email and with Adobe SendNow
      2m 11s
  3. 33m 18s
    1. Creating PDFs from Microsoft Office applications
      9m 46s
    2. Creating PDFs from Creative Suite applications
      8m 57s
    3. Creating PDFs from within Acrobat Pro
      4m 27s
    4. Creating PDFs from a web site
      8m 22s
    5. Creating PDFs from the clipboard
      1m 46s
  4. 30m 58s
    1. Editing text
      8m 51s
    2. Adding text
      4m 40s
    3. Editing images and graphics
      3m 39s
    4. Changing the page number display
      3m 48s
    5. Digitally signing PDFs
      6m 26s
    6. Cropping pages and documents
      3m 34s
  5. 1h 6m
    1. Adding watermarks
      6m 17s
    2. Adding page backgrounds
      5m 41s
    3. Adding page numbers
      5m 56s
    4. Adding headers and footers
      9m 7s
    5. Adding bookmarks
      11m 30s
    6. Attaching files to a PDF
      7m 11s
    7. Adding metadata
      3m 45s
    8. Optimizing a PDF for file size and compatibility
      10m 12s
    9. Creating initial view settings
      7m 16s
  6. 37m 59s
    1. Adding hyperlinks to URLs
      7m 33s
    2. Creating links with the Link tool
      6m 9s
    3. Working with interactive actions
      6m 56s
    4. Creating and adding buttons
      6m 28s
    5. Adding video, sound, and SWF files
      7m 29s
    6. Adding page transitions
      3m 24s
  7. 27m 12s
    1. Extracting pages
      3m 53s
    2. Splitting a PDF into multiple files
      4m 13s
    3. Inserting pages from files and other sources
      5m 42s
    4. Moving, copying, and replacing pages
      8m 17s
    5. Combining PDFs
      5m 7s
  8. 27m 9s
    1. Exporting text
      8m 33s
    2. Exporting images
      6m 33s
    3. Exporting PDFs to Microsoft Word
      7m 21s
    4. Exporting PDFs to Microsoft Excel
      4m 42s
  9. 26m 27s
    1. Working with portfolios
      6m 57s
    2. Creating portfolios
      6m 26s
    3. Customizing portfolios
      7m 23s
    4. Optimizing backward compatibility
      5m 41s
  10. 32m 9s
    1. Creating an interactive form
      6m 42s
    2. Working with form fields
      6m 41s
    3. Editing field properties
      5m 34s
    4. Distributing and collecting forms
      9m 43s
    5. Enabling Reader to save form data
      3m 29s
  11. 34m 26s
    1. Adding sticky notes and other annotations
      9m 2s
    2. Using the drawing markup tools
      6m 10s
    3. Viewing, filtering, and replying to comments
      5m 24s
    4. Printing, summarizing, and exporting comments
      6m 35s
    5. Exporting comments to Word for Windows
      3m 28s
    6. Enabling extended commenting in Acrobat Reader
      3m 47s
  12. 25m 29s
    1. Understanding the different review processes
      2m 7s
    2. Using the email review process
      4m 33s
    3. Conducting a shared review with
      6m 54s
    4. Using the Review Tracker
      4m 32s
    5. Using the Collaborate Live review process
      7m 23s
  13. 31m 2s
    1. Reviewing the print production tools
      5m 18s
    2. Previewing color separations
      3m 51s
    3. Using the Object Inspector to learn details
      3m 13s
    4. Working with the Preflight dialog box
      5m 34s
    5. Fixing hairlines
      3m 57s
    6. Converting colors
      2m 27s
    7. Saving as a standards-compliant PDF
      6m 42s
  14. 19m 16s
    1. Scanning a paper document to PDF
      4m 44s
    2. Setting up optimization options
      6m 48s
    3. Recognizing text in a scanned PDF
      4m 43s
    4. Reviewing and correcting OCR suspects
      3m 1s
  15. 17m 18s
    1. Using the built-in Actions for automation
      5m 32s
    2. Editing Actions
      4m 7s
    3. Creating new Actions
      4m 51s
    4. Sharing Actions with others
      2m 48s
  16. 35m 26s
    1. Choosing a security method
      5m 27s
    2. Password-protecting a PDF
      7m 27s
    3. Securing a PDF with a certificate
      5m 6s
    4. Creating a digital id
      5m 43s
    5. Removing sensitive content with the Redaction feature
      6m 52s
    6. Revealing and clearing hidden information
      4m 51s
  17. 33m 45s
    1. Opening and navigating PDFs in Reader
      7m 30s
    2. Adding comments
      3m 14s
    3. Viewing extended features
      6m 53s
    4. Digitally signing a PDF
      6m 15s
    5. Sharing PDFs
      2m 29s
    6. Using
      7m 24s
  18. 3m 54s
    1. Final thoughts
      3m 54s

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Watch the Online Video Course Acrobat X Essential Training
8h 59m Beginner Nov 19, 2010

Viewers: in countries Watching now:

In Acrobat X Essential Training, author Anne-Marie Concepción demonstrates how to create, modify, review, and share PDFs in Adobe Acrobat X Standard or Pro. Starting with a tour of the new panels-based interface, the course covers the basics of the software, such as creating and customizing PDFs, searching, editing text and graphics, and extracting PDF content to use in other programs. Also included are tutorials on creating forms, inserting interactivity and rich media, using the prepress tools, combining PDFs with other types of files to create customized portfolios, and ensuring document security. Exercise files accompany the course.

Topics include:
  • Creating PDFs from web pages, Office files, and Creative Suite files
  • Signing PDFs with a digital signature
  • Creating interactive forms
  • Annotating PDFs with comments
  • Collaborating with others using PDF reviews
  • Making scanned documents searchable with OCR
  • Preparing documents for print with print production tools
  • Automating routine tasks with Actions
  • Securing PDFs with encryption and password-protection
  • Removing sensitive content with the Redaction feature
  • Sharing PDFs
  • Using the new features in Reader X and
Anne-Marie Concepción

Creating PDFs from Creative Suite applications

When you create a PDF from a Creative Suite program like InDesign or Illustrator, it's kind of similar to creating a PDF from a Microsoft Office application in that you can always print to the Adobe PDF printer from within that program, or you can use one of the options built within the program to export to PDF. One thing that is different though from Microsoft Office applications and the Creative Suite is that you cannot create a PDF from within Acrobat based on a Creative Suite file, whereas you can with an Office file.

So let's start out here and then I'll jump over to the Creative Suite programs. I said in the Microsoft Office video that you could go to the Create menu and you can create a PDF directly from one of those files. Notice that if you choose Create, and then under Files of type, you leave it as All Supported Formats, you can see that these are all the different formats that you could select. So I could create from within Acrobat, a PDF from and Excel file, a PowerPoint file, a Word file, and so on, but you don't see InDesign files, Photoshop files, or Illustrator files here.

So they don't have those kind of like that capability. I don't know why, they all come from the same company, but, there you go. So, if you have a Creative Suite program file like InDesign or so on, you have to create a PDF from that program. So, let's go ahead and look at a file in InDesign. I have a very basic part of our employee manual here in InDesign. You can print to the PDF printer, or you can use one of the built-in Export to PDF options. So let's take a look at printing. If I go to File and choose Print, under the Printer you can choose the Adobe PDF Printer.

Now this gets installed by default when you install Adobe Acrobat. The one exception though is that if you're on a Macintosh and you're using Snow Leopard operating system which is 10.6, they drop that. Instead, to print to the Adobe PDF Printer on an OS X, Snow Leopard or later, you would go down here where there is a Save As PDF dropdown menu and you'll find Adobe PDF down there. Otherwise, you could always create a PDF from any Creative Suite program just by printing to Adobe PDF.

But really, that would be a big waste, because there are much better ways of creating PDFs from the Creative Suite programs. In InDesign CS5, there are two different ways to do this. In earlier versions of InDesign, there's only one way. So, let's look at that one way that's in common to all the versions of InDesign. You go to File, go to Adobe PDF Presets, and choose one of these built-in Presets, the ones in the brackets, or you can create your own. But we'll go ahead and just start with one of these, and I'll save this to the Desktop and you get the Adobe PDF Export dialog box where you can make all sorts of choices here, such as choosing a different Preset from the top, you can set your Page Range that you want to create a PDF out of.

You can turn on View PDF after Exporting, which I almost always do. You can set Compression, and so if you want the program to downsample any images because you're trying to make them smaller or you want to turn off Downsampling, you can do that as well. You can include printers Marks and Bleeds. So typically if you're creating a PDF for a commercial printer, this is how you're doing it. And there are other options as well. But let's take a look at that General again. I want you to look down here where it says Include. This is where CS5 is different than the earlier versions.

In CS5, if you want to create an interactive PDF, if you want one that has the movies and the sound that you placed in InDesign, that has buttons and so on, this is not how you would create the PDF. The only interactivity in CS5 that you could include in a PDF in this manner would be Bookmarks and Hyperlinks. All right. So, if you're creating a PDF whose interactivity is limited to that, or you're creating a PDF for commercial offset printing, this is the way to do it. The other way, in CS5 only, to create an interactive PDF is to go to File and choose Export, and in Export you'll see that you have the option of Adobe PDF (Print) which brings you back that dialog box that we were just looking at, or Adobe PDF (Interactive) which brings you to a completely different dialog box.

And with this is how you'd create an interactive PDF from InDesign CS5. These options, when they were supported in earlier versions were all together and available in that main File Export Adobe PDF dialog box. That's all, so they sort of split off in CS5. That's how you creative a PDF from InDesign. Let's take a look at Illustrator. We have a regular, nice document open with various logos for our Olive Oil Company here. To create a PDF from Illustrator, go to File and choose Save As, and under Save as type, you'd want to choose Adobe PDF.

Now, the Save Adobe PDF dialog box is very similar to the one that we just looked at in Adobe InDesign. In that you have a General panel, you have the ability to set Compression, you can set Marks and Bleeds on the PDF, and different Output scenarios, Advanced, Security and so on, but take a look again at General. There's a very important option here that says Preserve Illustrator Editing Capabilities, and what that will do will be to increase the size of the PDF slightly, but it will make it a completely editable Illustrator file within that PDF file.

So, you don't have to have two versions of the file; one as the editable AI file and the PDF that you created from that. You could create one PDF file that you can open in Illustrator without worrying about destroying it, destroying the PDF, and save it. So, that's why it's turned on by default. Now normally, Adobe frowns on people using Illustrator to open PDFs. You can use Illustrator to open up one page at a time of any PDF and edit stuff in there, but doing so normally destroys a lot of the internal structure of the PDF, and you'll end up with unseen consequences down the line.

So that's usually frowned upon. The one exception is if it's an Illustrator document to begin with and you made it a PDF with this option turned on. Let's take a look at Photoshop. So I have a document open that is an image, a regular image of an olive tree, maybe that's Two Trees, along with some live text in a layer above it. The reason I created this is because the one time that you might want to create a PDF out of a Photoshop file would be is if you want to maintain the vector information in that file and use it in another document, like place this into Illustrator or place this into InDesign.

By doing so, then, whenever you export that document to PDF, the resulting PDF will maintain the vector information, so the type here which is vector, will still be nice and sharp and won't be flattened and rasterize into paint pixels kind of things. So, really, to me, that's the only reason you ever want to save a Photoshop file as a PDF is if you have a mix of vector and raster and you want to place it in another program. So, to save a Photoshop file as a PDF, go to File, choose Save As, just as with Illustrator, and under Format, choose Photoshop PDF, which I had selected earlier, that's why it was still selected.

Notice that in Windows, you have the option of two different extensions: PDF or PDP; on Macintosh, it would just be PDF. I think on Windows they need this optional PDP because of file associations. Normally when you double-click a PDF file in Windows Explorer, it'll open up in your default PDF Editor like Acrobat or Reader. But if you want this PDF to open up in Photoshop, which you probably would, then you would use PDP instead of PDF, and you can just overwrite it yourself.

On a Macintosh I believe there's some other structure that remembers it, so you don't need to worry about changing the extension. But we'll go ahead and call this Olive tree-withtext2 because I have an earlier version here. Notice that with it as a PDF that you can save it with layers intact, which is nice. Now, I'm going to click Save and we get a little alert because we're going to see another dialog box in a second, and it's saying when there's conflicting settings between these two dialog boxes, the settings that we choose in the one that we're about to look at will override the one we just looked at.

So here we are at the familiar Save Adobe PDF dialog box. This is the one that trumps the settings in the Save As dialog box. Again, we have Compression and Output. So these kind of things you can set right here, but just as with Illustrator, under General, we have Preserve Photoshop Editing Capabilities. So again, all the layers will remain intact and all of the effects will remain editable and so on in the Photoshop file within this PDF, which is really nice. So, that's why that's turned on by default. So, as you can see there, if you have a Creative Suite program, the best way to create a PDF, the way that it gives you the most control, is within that program's Export to PDF or Save As PDF.

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