Acrobat 9 Pro Essential Training
Illustration by Don Barnett

Creating PDFs from InDesign, Illustrator, and Photoshop


Acrobat 9 Pro Essential Training

with Brian Wood

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Video: Creating PDFs from InDesign, Illustrator, and Photoshop

We are going to look at creating PDF files from some of the Creative Suite products including InDesign, Photoshop and Illustrator, and after this movie you will be familiar with at least the best practices regarding PDF files from within these applications. If you don't have InDesign or other Creative Suite products, you don't have to follow the video obviously. But if you do, go ahead and open up InDesign and opening grun_news_indesign. This is a simple InDesign file, bunch of pages. When you create PDF out of the Creative Suite the great thing about it is, the engine that create the PDF is built into each separate application.
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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. Navigating PDF documents
      5m 24s
    4. Understanding the interface
      2m 21s
    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 PDFs from InDesign, Illustrator, and Photoshop

We are going to look at creating PDF files from some of the Creative Suite products including InDesign, Photoshop and Illustrator, and after this movie you will be familiar with at least the best practices regarding PDF files from within these applications. If you don't have InDesign or other Creative Suite products, you don't have to follow the video obviously. But if you do, go ahead and open up InDesign and opening grun_news_indesign. This is a simple InDesign file, bunch of pages. When you create PDF out of the Creative Suite the great thing about it is, the engine that create the PDF is built into each separate application.

You don't have to own Acrobat. So for us to create a PDF, InDesign choosing File, there are two ways to make a PDF out of a lot of different programs, especially Adobe applications. InDesign, you can file Export as a PDF. You can also Print to a PDF and choose the Adobe PDF print driver. Now the Export function for myself works 95% of the time, for whatever I need, to print, to e-mail whatever I need to do. Every once in a while I need to have some more settings and different things happen. So I will use the Print to Adobe PDF.

But, 95% of the time we are Export. Now InDesign, you have Adobe PDF Presets, these are presets that come with the program and you just pick them and tell the InDesign how the actually make the PDF. So choose Export, once the file is saved, it's going to ask you where you want to put this. You might just set it up in the Desktop. Make sure it says, Save As type, I always do that in all these applications because InDesign has contact settings here. Click Save and whenever you go to Save the PDF out of an Adobe application, typically it's going to give you a dialog Export Adobe PDF.

Now if you look at this dialog box, there is a lot you can get caught up in, but great thing about Adobe is if they've come up with Presets, which pretty much match what you need to do with the PDF file. We have High Quality Print, Press Quality, Smallest File Size. PDF/X is a standard of PDF, which is a blind exchange format, usually for magazine articles, press printing etcetera, we're not going to go there. We have High Quality Print, which is for printing on your Desktop Printer let's say, Press Quality to send this file off to someone to actually print, bind perhaps at a press.

Smallest File Size is usually e-mail and print. We choose Press Quality, what happens is, it typically sets all of the settings for you based on these standards. Now one of the things about InDesign is we can pick a range just like other programs. It's going to set up a lot of different things and the great thing about exporting or saving, however you do it out of an Adobe application. Lot of times it gives you extra features. In InDesign you get the ability to say bookmarks, any links you put in there, any multimedia, there are a lot of things we can do to add to the PDF. Like I said earlier about 95% of the time, I don't have to go in and do any kind of changing to the settings, but looking on the left side if you click Compression, you will see how it's compressing the images, you can tell it to go higher or lower with your resolution.

You can tell it to increase the quality of your images and you've got three kinds for color Black, White and Monochrome. Marks and Bleeds, to set up Printer's Marks, if you need to do Registration Marks or things like that. If you decide to put a Bleed in the PDF you could tell it to use what the documents says clicking Use Document if there is one. The Output category allows you to deal with color management, if you knew the color management, if you have never heard the term or if you don't use it too often, I wouldn't go messing around in here, simply because it can be detrimental to your color I also say that. Click on Advanced tab, you'll see that it's going to put you fonts in there because that's part of a PDF, and the great thing about working with a PDF from InDesign, Illustrator or Photoshop is transparency.

We have all sorts of drop shadows and different things we can do. When you make a PDF it will either flatten it or it won't. Clicking on the General tab, you'll see the Compatibility level up top. If you click on the Compatibility, everything from Acrobat 5 and later will not flatten the transparency; Acrobat 4 and earlier will flatten the transparency. So if I go to a printer and I'm not sure what they are going to do when they print it, meaning, they may not have the right settings etcetera, sometimes I will choose to flatten the transparency by choosing Acrobat 4.

That means that nothing is native, the transparency is basically gone, it just flattens it out. So you know that's for special cases. So keep it where it was, and if you want to, you can always Save a Preset for any settings you've created in here, and if you want to see the PDF after you're done click View PDF after Exporting right there, you can see that and click Export. So it allows you to save it out. So by clicking Export we'll get it out to the other side. That's creating a PDF out of InDesign, one of the ways to do that. Now we can like I said just a little bit ago, go into the File menu, you can save presets for yourself or if you work with a specific printer or somebody else let's say in your company and they know how to make the best PDF for the document you're working on, they can send you a preset, and if you want to you can click Define and you can Load their preset.

It's just a little file I could sent to you, it's a job options file and you can load it and send it via e-mail and you can then choose those settings from the PDF dialog box and never have to worry about it. I click Done. So that's InDesign, the exporting from InDesign. I go over to Photoshop, all these applications Creative Suite apps like I said, have the creation method built-in, choosing File for Photoshop you'll see Save As, it's a little different we're not exporting or Save As, choosing the correct format or file type we're going to choose Photoshop PDF somewhere in the list here, there you go.

I'll choose the Desktop and as a PDF, it's going to try and preserve layers if it can from Photoshop, which can be important later on. It's going to try embed profiles. Click Save to save the PDF. It's going to tell me that my settings what I do next may overwrite what I just set, which make sense. Here's the Save Adobe PDF dialog box, now this is similar to working with the InDesign one, you can see the Presets up top, clicking Preset. Similar ones we had in High Quality Print, Press Quality, Smallest File Size. Choose what you're doing with the PDF.

Look down here you'll see the Options. These are typically different between each Adobe application. Preserve Photoshop Editing Capabilities means that if you save this as a PDF you can open it back in Photoshop to do some editing. Layers will preserve things like that. It's limited but you can do certain things. You can embed with thumbnails, which I wouldn't suggest doing. You can Optimize for Fast Web Preview, which it does automatically and you can view it after you're done. Once again in the left the Categories. Categories are paired down a little bit from InDesign, simply because most of the things you're going to do in here are going to be raster or based around pixels.

So you've got Compression as a whole, not for all different kinds of images or objects. Your Output, once again color management. We don't go there unless we need to. And we can set Security like InDesign, which I will go to. We can also Save Presets just like InDesign, click Save PDF and you've got yourself a PDF out the other end. Now over to Illustrator; Illustrator is very similar to Photoshop, choosing File, Save As I actually have open here. Choosing File, this is not an Export choose Save As. Interesting thing about Illustrator is that an Illustrator file an AI file is very closely related to a PDF.

Choosing PDF it will put the PDF extension on there. You can save it out, clicking Save gives you a similar dialog box to save it over PDF dialog box, once again choosing a Preset up top you're going to see some different ones here, though we have an Illustrator Default. Illustrator Default is going to make it so that the layers in Illustrator are preserved within the document, it'll also make it so that you can open the PDF within Illustrator and edit it in certain cases. Choosing something like Press Quality, go through, you'll see that the layers are gone.

Optimizing, it's not going to let you view it unless you turn this on. On the left side you will see all the categories over here. Click Compression, once again all the images you can compress or not typically artwork in Illustrator is vector, which means it's based on points and math. It does let you compress any raster images you have in here though, so we can place raster images here and compress those. By default Compress Text and Line Art is turned on. That's a good thing for vector artwork because most of it if you're just drawing etcetera will be Line Art. Clicking Marks and Bleeds we can add Printer's Marks or Bleeds.

Output, you can see color management. We have Security method here, which is a blank security. I skipped over Advanced, it's basically fonts etcetera or things like that, but you can start to get a feel for how these dialogs are very similar across the Creative Suite. They each have their own little tweaks and fine tunes simply because depending on the type of information you're working with, vector for Illustrator, raster for Photoshop or a mixture for InDesign, it's going to have different settings. It's really beneficial to understand how PDFs are created, and the fact that you don't need Acrobat to create a PDF out of some of the Creative Suite applications.

Once you understand what it's thinking, how it works, where to go to make it? Like I said, 95% of the time it does a really good job of generating the PDF for you, for print, for e-mail whatever you needed to do.

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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