Acrobat X Essential Training
Illustration by Richard Downs

Reviewing preferences


Acrobat X Essential Training

with Anne-Marie Concepción

Video: Reviewing preferences

A lot of what happens in Adobe Acrobat is driven by what the Preference is set to. And if you look at the Preference settings that you can make, really, it's kind of mind-boggling, but in this video, I just want to show several of the more important Preference settings that you might want to take a minute out to think about and to set. So let's open that up. Go to the Edit menu, and choose Preferences, if you're on Windows; if you're on a Mac, Preferences will be under the Adobe Acrobat Pro menu. As you can see there, kind of mind- boggling here, but let's start with some of the more important ones.
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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

Reviewing preferences

A lot of what happens in Adobe Acrobat is driven by what the Preference is set to. And if you look at the Preference settings that you can make, really, it's kind of mind-boggling, but in this video, I just want to show several of the more important Preference settings that you might want to take a minute out to think about and to set. So let's open that up. Go to the Edit menu, and choose Preferences, if you're on Windows; if you're on a Mac, Preferences will be under the Adobe Acrobat Pro menu. As you can see there, kind of mind- boggling here, but let's start with some of the more important ones.

For example, go right to Identity here on the left. Identity is whenever you save a PDF that you've created in Acrobat, or when you make comments, that kind of thing, your identity is saved along with that document or your name is used in the comment. So you probably want to edit this. I am going to go ahead, and fill in my Name. I like to have a hyphen here. These are all voluntary, you don't have to set them, but it's a good idea to do so.

And the Email Address comes in handy very often, so I'm going to go ahead and put in AMC. Let's go onto other settings. So let's looks at Documents up here. One thing that I like to change is the number of recently used documents, because that's the list that appears under the File menu and in this Flash Screen. The minimum is 5, I wish it could be like 50, but the maximum that you can set is 10 so I'll change that to 10. Then also take a look here under Save Settings. You may not realize it, but Acrobat is actually saving your changes to a Temp file, every certain number of minutes and the default is 5 minutes.

It doesn't actually, like, save the file that you're working on actively. What happens, as I said, is it's saving it in a Temp file, and if Acrobat stops responding, or crashes, or you loose power and the whole computer shuts down, the next time you start up Acrobat, it's going to look at those Temp files and try to recover those files, and it will have the changes that it has auto-saved every this many number of minutes. So if you want to increase this or decrease this because sometimes you make changes and you realize oh, I didn't want to make all those changes and you have to undo, so maybe this is too often for you, but I just want to give you a heads up about where this command was set.

And let's look at General. Lots of fun stuff we can play with in the General preferences. What's not turned on by default for the basic tools, is keyboard shortcuts, which Adobe Acrobat Team calls Single-key Accelerators. If you want to be able to use a Single-key Accelerator to use a keyboard shortcut to quickly switch from one tool to the next, like from the Zoom tool to the Crop tool, that kind of thing, then you should turn that on. The problem is that the keyboard shortcuts are not evident in any tooltips anywhere.

You have to go to Online Help to the last section where it says keyboard shortcuts to learn these. So if you are keyboard shortcut kind of person, you use the tools that often that you need a keyboard shortcut, then turn this on. I'm going to turn off for now, because I often accidentally switched tools when I'm just trying to type. This is also the setting where Acrobat will automatically create links from the URLs that it detects inside of a PDF, and reader does the same thing. You probably have noticed that even though you didn't create a hyperlink for a URL, if you put your cursor over that link, it will automatically offer to take you to that web page.

I'll be talking more about working with these kind of like automatic links, and also hardwired links in a different video. All those little alerts that Acrobat might pop-up when you're about to edit something or when you get a little alert that says don't show me this again, and you turn it off, this is where you would control those. So if you've told it to turn off some kind of warning and you want to see those again then you have to choose Reset All Warnings. All right, let's jump down to Online Services. I am not saying that there aren't important things in here, and indeed we will be coming back here on occasion for other videos, but like I said, I don't want to make this an exhaustive video, just the top things that you might want to take a look at.

Under Online Services, you might want to put in your Email Address that you've setup for your account. If you have an account or any kind of Adobe online account, this is where you'd enter it. It's assuming that the e-mail address that I entered for my identity is the same one as my Adobe online account, which, you know, it is, in this case, but sometimes it might be different. Another one that I always go to the first time I install Acrobat is down here called TouchUp. I want to make sure that it is going to use the correct applications when I decide to edit an image or edit an object.

We'll be getting to that in a later video, but basically it wants to know, if you want to edit an image, what is your image editor? If it detects Photoshop installed on your computer, it will automatically select that by default. If Photoshop isn't on there, then you have to point it to an image editor. The same thing for what they call a Page /Object Editor, because you know there is paint graphics, and then there are draw type graphics also known as a vector graphics, or even like big box of type. Those things can be edited in another program such as Illustrator which if it detects, will automatically select Illustrator. Otherwise, it's going to want to know, where is CorelDRAW, or where is whatever programming it is that you use to edit vector or draw kind of objects.

Under Units & Guides, you might want to change the default Ruler Units. Now, the ruler isn't showing by default, but I often like to turn it on, to get an idea of what the page dimensions are that I'm looking at and if Inches aren't your thing, you can choose a different default Ruler Units. Then there is something you can turn on called the Layout Grid and if you want to change the amount of spacing in- between the lines for layout grid, you can change that. And finally, you can also pull out Guides, ruler guides from the rulers as you can with other Creative Suite programs.

I'll be getting to that later on, when I start talking about Forms, because it's often used, two-line form fields, but if you want to change the color of those ruler guides this is where you would do it. The last thing you might want to take a look at is the Adobe Updater, the last preference category down here. Adobe recommends that it automatically installs updates, which it will. They're especially concerned about this with Reader, and with Acrobat, because there might be some vulnerabilities in the program, almost like an anti-virus protection is what they're doing, is they're prompting you to automatically download and install updates.

But I like to have a little bit more control over that, so I might say Automatically download the updates but let me choose when to install them. You don't want it to automatically start installing something when you're under deadline, or you might want to say don't download or install them automatically, it'll go ahead and warn you or tell you that there are updates to be downloaded, but it won't do it automatically. So choose one of those. As I said, there are many other categories for Preferences and we'll be looking at a number of them during the course of this video title, but as long as you go ahead and enter your identity, and make your Preference settings regarding editing applications and how you view documents, then you'll be set for the vast majority of PDFs that you'll be working on.

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