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Editing text


Acrobat X Essential Training

with Anne-Marie Concepción

Video: Editing text

Can you actually do a wholesale editing of text in a PDF in Adobe Acrobat? Well, sort of, in a way you can. It's not really the best idea at all. Not just because it's little clunky, but also because what's happening is that you are updating a PDF, but not updating the file that created that PDF. For example, this page that you're looking at is a single page from a catalog that was created in Adobe InDesign. So if we updated say, for example, the prices here in this PDF, we are not updating the prices in the original InDesign 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

Editing text

Can you actually do a wholesale editing of text in a PDF in Adobe Acrobat? Well, sort of, in a way you can. It's not really the best idea at all. Not just because it's little clunky, but also because what's happening is that you are updating a PDF, but not updating the file that created that PDF. For example, this page that you're looking at is a single page from a catalog that was created in Adobe InDesign. So if we updated say, for example, the prices here in this PDF, we are not updating the prices in the original InDesign file.

So nextquarter or next season, when we need to do a new version of this catalog, we are not going to know all the updates in that InDesign file. We'll have to look at all the PDFs, and all the changes that we might have made. So it's really not a good idea to change the PDF. However, on the other hand, I am well aware that often you don't have the original program or file that created the PDF, and you need to make a change, or it's an emergency or it's a minor change. In other words, it is possible to edit a PDF, it's just not a good idea. But if necessary, here is how you would do so.

We're going to start with editing text in the PDF. The first thing to know is that you're not going to be able to edit the text, like, change words around unless you have that font that's being used loaded in your system, and you can figure out which fonts it is in a variety of ways. But the main way we are going to do it is with the same tool that we use to edit the text. You might be thinking, here is the Edit Text tool, but actually, it's not. This is the Select Text tool, confuses a lot of people. The Edit Text tool is a completely different tool. It is here in the tools panel, because it has to do with content of the page, it's in the Content section, right? That makes sense.

It's the Edit Document Text tool. So select that and then click inside the text that you want to edit. Like, for example, say that we want to edit this text below the heading Container Plants. So if you click inside the type, what happened really briefly, I know it sort of flashed here, was it read into memory which fonts are available to be worked with in Acrobat. And if we didn't have this font loaded, we would've gotten an alert. If you want to know which font it is, just select some of the text and then right-click and choose Properties. It will say, oh this is ChaparralPro-Regular, which I do have installed on this system.

We are going to come back to that dialog box in a bit, so let's zoom-in a bit so we can see better our selection. You get this really weird selection preview, these half moons, but let's say that we want to just delete the word Containers, for example. So I select that word and then press the Backspace or Delete key one more time to get rid of the extra space, and there you go. The text doesn't automatically wrap up to meet here. So that's something you need to keep in mind. Now if I want to add some other text, like instead of saying, Plants are grown in containers, I want to say vessels, I can just type it in.

Sometimes if you don't have this font loaded, you'll be able to delete text, but if you want to add text, it's going to have to use a fake font, and you'll get an alert about that. It's going to try to match the typeface but it won't be able to match it exactly. Let's say that you wanted to do more wholesale editing of this text, instead of just deleting a word or adding a word, you wanted to change the formatting of a word, you can do a limited amount of that right within Acrobat by selecting the word, like let's say that we want to select the word people and then right-click and choose Properties, right? So we just saw that this is where the typeface was, but also notice that you can change the font size, like we might want to change it to 18 points, you can change the color of the selection, which is actually really useful.

Let's say for example, that you added a hyperlink in Acrobat, and you want to let people know that this certain text is a link, you might need to select it and color it to let people know. You can change the Character and Word Spacing, the Scaling, the Width of the strokes surrounding the text, but if you try to change its typeface, you are going to get mixed results. Like, if I try to change this to say Georgia Bold, I would say nine times out of 10 I get this alert, that says, sorry, can't do that because the font encodings are different. And that's only because the way that most programs export a file to PDF, is they do funny things with the type, they encode them, they subset them, they embed them, so it's not normal text that you are working with, creating a document from scratch.

So if you really need to change the typeface or do more wholesale editing, we have to use a different way to skin this cat. So I am just going to click OK just to close that, and close that. The different way is to use the Edit Object tool. Now if you select the Edit Object tool and click on text, like this one's already selected, but if I click here for example, you will see that you get this blue outline surrounding what's called an object. So an object might be a line of type, it might be an image, it might be a graphic, it might be an entire page, you can drag with that, to select more than one item at a time.

But in this case, it's this entire block of type right here. What you do with Edit Object is, you can like actually move the item around, or you can delete the entire item, but what's really useful, is that you can right-click after you have selected something with the Edit Object tool and choose Edit Object. What that's going to do is it's going to open up what you've selected in a separate program, so that you can do much more deep and extensive kinds of changes. When you close the file in another program it updates the PDF. Which program will that use? It doesn't use the originating program.

Like, it won't open this up in InDesign, which would be very cool if it did. On the other hand, you might not have InDesign, right? So it figures out which program to open it up in from your Preferences. Let's take a quick look at Edit > Preferences, or if you are on a Mac it's under the Adobe Acrobat menu, and the section that controls this is called TouchUp, because in earlier versions of Adobe Acrobat, this tool was called the TouchUp Object tool. What you need to make sure is that you have a path to an Image Editor selected, and a path to what's called a Page or Object Editor selected.

If you have the Creative Suite installed, if you have Photoshop, InDesign, Illustrator installed, it will automatically fill these in, using Photoshop to edit photographs like these guys here, and it will use Illustrator to edit vector type objects, such as logos or type. So when you right-click on a selected object, and choose Edit Object, it's going to open up in one of these two programs. So I am going to right-click on this, and choose Edit Object, and it's telling us that there are PDF tags in here, and in order to edit the object, it's going to have to strip it out, and I'm going to say, yeah, that's fine, it's not important to me at this point.

Now in my selection I have both RGB and CMYK objects, probably that red color was an RGB color that I just added. It wants to know which one to use, I'll just say make everything in CMYK, and here is the entire thing opened up. So now it's much easier for me to do all sorts of editing. I can easily change typefaces by selecting text, like, say that I want the word people to be different a typeface, I can just choose it from up here; say I want it to be Cooper Black, all right? Now notice that something weird is happening here - I'am going to zoom in with the Zoom In tool - in Illustrator is that, this is moving over to the right and the problem is much more evident if you select the type with the Selection tool in Illustrator.

Do you see how each one of these type objects stands by itself, it's not like one regular paragraph that will automatically wrap. This is very typical of what happens when you export text out to PDF. A quick little tip that you might find extremely useful in Illustrator is to select all these lines of type with the Selection tool, cut them to the Clipboard, switch to the Type tool in Illustrator, and drag out a square, a little container box that's about the same size as what you had, and then choose Edit > Paste, and that concatenates all those individual stand-alone lines of type into one paragraph. Pretty cool! So now I can just press Return here and I might say, Many plants cannot compete well in a border, except for Anne-Marie's plants, which do well wherever she puts them.

So make whichever edits that you want to make to this file. It's actually a temporary PDF file that opens up automatically in Illustrator. You don't want to do a Save As, you don't want to actually save this as a stand-alone file, but you could, I suppose, if you wanted to. But if you want to actually update the PDF, which is what we are trying to do, just close it when you're done editing, and say, Yes, when it says save changes. What that does is it actually updates the PDF with the changes that you made in your editing program. And there we go. There is our edited text.

So it is possible to edit text in a PDF. It's better to edit it in the original file that created the PDF in the first place, but in case of emergency or you don't have that original file, you can certainly do it with the help of the Edit Document Text, and maybe the Edit Object text in Adobe Acrobat.

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