Acrobat X Essential Training
Illustration by Richard Downs

Setting up optimization options


Acrobat X Essential Training

with Anne-Marie Concepción

Video: Setting up optimization options

Now, let's say that you are starting with a scan, just a regular scan saved as a JPEG or a TIF, and you want to convert it to a PDF but also convert the text in that scan to searchable text. Let's see the best kind of settings that you should set up in Acrobat to make that happen. Let's take a look at the scans that we will be working with in this chapter. I have them open up here in Photoshop. So I scanned something as a bitmap, but this should look familiar to you. Its just one page of that employee manual that we've been working with. Notice its size.
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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

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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

Setting up optimization options

Now, let's say that you are starting with a scan, just a regular scan saved as a JPEG or a TIF, and you want to convert it to a PDF but also convert the text in that scan to searchable text. Let's see the best kind of settings that you should set up in Acrobat to make that happen. Let's take a look at the scans that we will be working with in this chapter. I have them open up here in Photoshop. So I scanned something as a bitmap, but this should look familiar to you. Its just one page of that employee manual that we've been working with. Notice its size.

It's almost 2 MB. And then I have a page from the magazine catalog, whatever would call it. Unfortunately, it got a little tilted while I was scanning it. And this page is an RGB, and it is 24 MB. The resolution for this one, by the way in case you are wondering, is 300 pixels per inch, and the letter scan is 400 pixels per inch. But because it's a bitmap and not RGB, then it's a smaller file size. But in either case, they are pretty big files. So I am going to close these up, and we will convert these to PDFs in Acrobat.

So I switch to Acrobat. What we want to go is down to Create > PDF from File, because these are your already files, and locate the file. And I'll start with the magazinescan.tif. That's the color one. So I selected here in the Open dialog box, and I want to access the settings before we do so. This is I think a bug in Adobe Acrobat, that unless you change the files of type-- or in a Mac it would say format--to just the kind of format that you are looking for, then the Settings button is inaccessible.

So switch it to that. Or of course, if you're looking at JPEG scans, switch this to JPEG. And now you can click the Settings button, and let's look at the different optimization options. So when we convert this TIF to a PDF, we can choose to also have it run OCR and optimize the scan, so that's what that check mark is for. So I suggest you to turn it on, because that will save you bunch of steps down the line. Then go to Settings for that, and let's look at these settings here. So Optimize Scanned PDF. First of all, it's going to apply adaptive compression, which is very intelligent compression of different parts of the page, depending on the content.

So in Color/Grayscale parts of it, it will apply JPEG2000 compression. For Monochrome, it will apply this kind of compression, and it might lose some image data, but it usually doesn't make that much difference in monochrome. But you have your choice of choosing a different kind of compression level if you want. Or just use the slider to say these are very important historic documents. I want you to use high-quality when you convert them PDF. Or these are just some receipts that I am going to send in with my expense report.

You can make them small size. Then look at the Filters, and let's click Edit. Here at the default settings for the filters, when you choose to optimize a scanned PDF. First of all, Deskew: deskew means if you happen to have tilted and didn't get a perfectly straight scan, then it will straighten it up, which is something you have always want to turn on. Now it's not that smart. It will only go up to about 10 to 15 degrees off center, so if it's a lot rotated, then it's not going to work. However, remember that if you scan something and say sideways or upside down, you can always rotate the page in 90-degree increments.

So I will leave Deskew turned on to fix the slight tilting of the pages as I scan them in. Then Background removal, if your pages have a lot of dirt and dust and scratches and stuff on them, or maybe there's some see-through from a color image on the other side of the page, you might want to turn that on. The default is for it to be off. And the Descreen is on. Descreen is when you take something that's been printed and has a halftone screen, sometimes when you scan it, you get a really weird pattern known as Moire pattern; this can Descreen it as it scans it.

Sometimes this kind of degrades the image a little bit, so if your scan was not from printed material, you might want to turn this off. I will leave it on for now. And then Text Sharpening, so the text sharpening means, sometimes when you scan something the characters get like a little halo around them, so this will sharpen that up and remove that halo. Sometimes it goes a little overboard, and they don't look like letters anymore, which means that your recognized text isn't going to work that well. I am just going to leave that at the defaults, but these are what the filters are for. And if you make a scan using these filters and convert it to a PDF and it's not right, then come back and try again with some different settings here.

So those are the filters, and let's look at the OCR options. First of all, we definitely want it to Make Searchable, that means apply OCR. Adobe is trying to use more English-like language; not everyone understands what OCR means. So Make Searchable means that you can actually search for a word in the PDF, and it would find it. The primary language is English, and the PDF output style is searchable image. If you want to change either one of those, you just click the Edit button. So the primary language there it should be is English. What that means is that it's expecting the text to be in English.

If the text is in a different language, definitely choose the different language here. And then the PDF Output Style, should it be searchable image or clear scan? These are sort of two different outputs, and I am going to show that in more detail in the next video. We can just leave it at Searchable Image. Either one of these will make for a searchable PDF; one just gives truer results than the other. I will click Cancel to leave all these things as is, and then I can just click OK. And now it's retained all those settings for Scan Optimization OCR.

But we can leave all the Color Management settings as is, and now I am going to click OK, and it will convert that TIF file to a searchable PDF. So it went through its little engine, and the PDF opens up. It still looks somewhat like a scan, which is good. I mean, sometimes when you convert a scan to a PDF, you want it to look like the original. However, it is a PDF. Let's zoom out with Fit in Window. We can select text, so it actually has done the OCR. We could do say a search. I am going to press Ctrl+F and say search for plant, and it found plants and plants over here.

We can continue searching if we wanted to, and let's look at the file size. If I go to File > Properties, the size of this PDF is 3.57K. Do you remember what it was in Photoshop? It was like 24 MB. But it looks just like it did. Didn't it? And it's straight this time, so it does a fantastic job of converting scanned documents into searchable PDFs.

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