IntroductionWelcome| 00:00 |
Hi.
My name is Chad Chelius.
| | 00:07 |
I'm a trainer, author, consultant and
most importantly user of Adobe software,
| | 00:12 |
especially Adobe Acrobat.
I've been using Adobe software for more
| | 00:16 |
than 20 years now.
And teaching users like you how to use
| | 00:20 |
Adobe software more efficiently and more
effectively for about 7 years.
| | 00:25 |
I'm really excited about this workshop.
When I teach Acrobat in the classroom, I
| | 00:29 |
often find that users from the business
world have been making PDFs for years
| | 00:33 |
without really understanding what's
happening behind the scenes.
| | 00:37 |
And why they might be getting unexpected
results.
| | 00:41 |
This can really limit how effective they
can be.
| | 00:44 |
I hope to change that in this course.
This workshop is focused on you, the
| | 00:48 |
business user.
By business user I mean people who work
| | 00:52 |
in a computing environment using
Microsoft Office.
| | 00:56 |
Who often need to make PDF files from
Office applications to share or
| | 00:59 |
distribute to other people.
In this course, I'll explain the benefits
| | 01:05 |
of using the PDF file format.
How to control the overall size of your
| | 01:09 |
PDF files?
How to collaborate with other users on a
| | 01:12 |
PDF document?
How to share and distribute PDF files in
| | 01:16 |
a variety of ways and much more.
Acrobat 10 introduces many new features
| | 01:21 |
that will be covered in this workshop.
Including the new Actions Wizard, a new
| | 01:26 |
interface and an improved portfolio
creation Wizard among others.
| | 01:31 |
Even though this title will focus on
Acrobat 10 Pro.
| | 01:34 |
Many of the concepts covered will be
applicable to Acrobat 10 standard and
| | 01:38 |
even previous versions of Acrobat as
well.
| | 01:42 |
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1. Getting StartedWhat is a PDF and why should you use it?| 00:00 |
Hi, my name is Chad Chelius, and in this
video workshop, I'll be walking you
| | 00:04 |
through the capabilities and usage of
Acrobat 10 from the viewpoint of a user
| | 00:09 |
in a typical business environment.
As an Adobe certified instructor in
| | 00:15 |
Acrobat, I teach people how to use
Acrobat X to get work done faster, easier
| | 00:19 |
and more efficiently.
I find that users are often confused by
| | 00:24 |
the number of Acrobat products available
on the market, and may not quite
| | 00:27 |
understand which product is best for
them.
| | 00:31 |
In this video workshop, I hope to clarify
which product is best for you, and how to
| | 00:34 |
use Acrobat X to enhance how you get your
work done.
| | 00:39 |
One obvious question that I hear from
users is what is a PDF?
| | 00:44 |
Well at it's most basic level, PDF stands
for Portable Document Format, and like
| | 00:48 |
its name implies it is a file format
developed to make a file portable from
| | 00:52 |
one computer to another.
The PDF format maintains the appearance
| | 00:59 |
of a document regardless of the computer
platform, or the software application.
| | 01:04 |
With many software applications, it can
be a bit difficult to share files with
| | 01:08 |
other users, and be sure that they look
as intended.
| | 01:12 |
If fonts or images that you've used in
your document are unavailable to the
| | 01:15 |
recipient, chances are that the file will
not look the way you intended.
| | 01:19 |
PDF files help to ensure that the
document maintains its appearance from
| | 01:23 |
one computer to another.
The only thing that's required in order
| | 01:28 |
to accurately view a PDF file is the free
Adobe Reader application, which can be
| | 01:32 |
downloaded at any time from the Adobe
website.
| | 01:36 |
The Adobe Reader 10 application is
available on the Windows Mac OS, Linux,
| | 01:41 |
Solaris, and Android platforms.
Another question I hear regularly is, why PDF?
| | 01:48 |
Well, PDF really makes the idea of the
paperless office a reality.
| | 01:54 |
Although few organizations can say they
are truly 100% paperless, most
| | 01:57 |
organization who use the PDF format can
attest that at the very least it has
| | 02:01 |
saved some percentage of paper usage
since implementation.
| | 02:07 |
Let me give you an example.
Not too long ago, when you would walk
| | 02:10 |
into any neighborhood post office at the
beginning of the year, you would find
| | 02:14 |
stacks upon stacks of tax forms that were
made available to people for filing their
| | 02:18 |
tax returns.
Today you're lucky to find any forms at all.
| | 02:24 |
Why?
Because all those forms are now available
| | 02:27 |
online for users to download to their
computers in the PDF format.
| | 02:32 |
The only software required to view a PDF
is the free Adobe reader.
| | 02:36 |
You don't have to go out and buy any
additional software just to read a PDF file.
| | 02:41 |
To make the PDF you do need to purchase
additional software, but to read it, all
| | 02:44 |
you need is the free reader.
Simply download it, install it and you're done.
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The PDF format guarantees uniformity,
meaning that when a PDF is created,
| | 02:54 |
you're pretty much guaranteed its
appearance across billions of computers
| | 02:58 |
throughout the world.
There are also many capabilities that a
| | 03:02 |
PDF offers, beyond the ones listed
previously.
| | 03:06 |
In addition, a PDF allows you to share
files easily with other users.
| | 03:10 |
You can email, upload and share files
with other users in a variety of
| | 03:14 |
different ways.
You can collaborate with other users by
| | 03:18 |
communicating changes and ideas on a
document.
| | 03:22 |
You can add fillable form fields to a PDF
to obatin information from other users.
| | 03:27 |
You can combine multiple files of
multiple types into a single PDF file
| | 03:31 |
which makes these files ultra portable
regardless of what application the user has.
| | 03:38 |
As long as they have the free reader,
they're good to go.
| | 03:42 |
You can also add security to a document
to limit their access.
| | 03:46 |
This is helpful when you're sending
documents to other users, but you only
| | 03:49 |
want certain users to be able to open
those files.
| | 03:53 |
This is in no way a complete list of what
can be done with a PDF.
| | 03:57 |
But it gives you an idea of what's
possible.
| | 03:59 |
Although all the capabilities listed here
requires that you purchase one of the
| | 04:03 |
full versions of Acrobat, not the reader,
you can still send any of these files to
| | 04:07 |
any user who has the free Adobe reader
application, and they'll be able to view
| | 04:11 |
and work with the PDF file without any
problems.
| | 04:17 |
As you can see the PDF format offers a
wide variety of capabilities.
| | 04:21 |
I hope you now have a better
understanding of what can be done with
| | 04:25 |
the PDF, as well as the wide scope in
which the PDF format can be used.
| | 04:31 |
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| Choosing a version of Acrobat X| 00:02 |
So you understand what a PDF is, and how
it can be beneficial to your workflow.
| | 00:06 |
But how do you get started creating PDF
files?
| | 00:10 |
Well first and foremost, you'll need a
copy of Acrobat 10.
| | 00:13 |
The next question will be which version
the answer to this question will depend
| | 00:18 |
on your needs I've displayed a web page
on my screen from the Adobe website and
| | 00:23 |
you can see the URL at the top.
It's simply www.Adobe.com/products/acrobat/matrix.html.
| | 00:34 |
This is a really great matrix because it
allows you to quickly see the different
| | 00:37 |
Acrobat products that are available and
which features are provided in each version.
| | 00:43 |
You can see that tat the top of the
matrix there are four different products
| | 00:46 |
in the Acrobat 10 family.
Then in the column on the left, are the
| | 00:49 |
product features, and as you move across
the matrix you can see which products
| | 00:52 |
contain the listed features.
The first product listed is Acrobat 10.
| | 00:59 |
This is the only product of the four that
is actually free, and this is the product
| | 01:03 |
that the general user will be using to
view and navigate a pdf file.
| | 01:08 |
This product can be a bit misleading,
however, because at first glance you may
| | 01:12 |
look at this matrix and assume that the
only thing you can do with this product
| | 01:15 |
is view pdf files and store and share
documents using services at acrobat.com.
| | 01:22 |
If I stroll down in the matrix you'll see
that there are other features that are
| | 01:25 |
available, as well as other features that
can be performed.
| | 01:29 |
so for example if you look in this
section here we can also use some basic
| | 01:33 |
tools that I have available to me and I
can also integrate with Microsoft share
| | 01:36 |
point that is if I'm on the windows
platform.
| | 01:41 |
If I scroll down a bit further, there are
a couple of bulleted items that have kind
| | 01:45 |
of an open bullet here.
And these are features that can be
| | 01:49 |
performed using the Adobe Reader.
However, they can only be performed if
| | 01:54 |
the PDF file that you have open has been
enabled.
| | 01:58 |
The only way you can enable the file is
if you actually have one of the full
| | 02:01 |
versions of Acrobat 10.
In addition, I cannot create PDF files
| | 02:07 |
with this product.
And if that is 1 of your needs, you'll
| | 02:10 |
need to consider 1 of the products to the
right.
| | 02:12 |
I'm going to scroll back up to the top of
the matrix.
| | 02:16 |
And of the remaining 3 products in the
Acrobat 10 family.
| | 02:19 |
It's really a choice based on the
features that you need.
| | 02:23 |
I suggest taking a good look at this
matrix and the features offered.
| | 02:27 |
So you can make an educated decision
based on your specific needs.
| | 02:31 |
As you scroll down the matrix, you'll see
that certain features are not available
| | 02:35 |
in acrobat 10 standard.
But are available in acrobat 10 pro.
| | 02:40 |
And if you scroll down a little bit
further than that, you'll see that there
| | 02:43 |
are features that are simply only
available.
| | 02:46 |
In the Acrobat 10 suite.
The Acrobat 10 suite actually adds a
| | 02:51 |
couple of products not available in any
of the other applicaitons.
| | 02:55 |
For example, the Acrobat 10 suite
includes Photoshop, Captivate, Presenter
| | 03:01 |
and the Adobe Media Encoder.
Once again these are additional
| | 03:05 |
spplications that help you to create a
more rich PDF file.
| | 03:10 |
In this workshop I'll be using Acrobat 10
Pro for the demonstrations that you see.
| | 03:15 |
If you have Acrobat 10 Pro you can follow
along with all the videos in this workshop.
| | 03:20 |
If your using Acrobat 10 Standard, you
may not be able to follow every video,
| | 03:23 |
but you'll still be able to watch the
videos and determine if you need to
| | 03:26 |
upgrade to a more versatile version.
As you can see, Adobe offers quite a
| | 03:31 |
lineup of products in the Acrobat 10
family for you to choose from.
| | 03:35 |
Again, before you buy you should study
this matrix shown in the video in order
| | 03:39 |
to choose the product that will work best
for your organization.
| | 03:43 |
You may even decide that certain users
will need one product in the Acrobat 10
| | 03:46 |
family, and other users will need another
product.
| | 03:50 |
Regardless of which product you choose,
you'll be well on your way to creating
| | 03:55 |
PDF documents within your organization.
| | 03:59 |
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2. The Acrobat X InterfaceGetting to know the Acrobat X interface| 00:02 |
With each new version of Adobe Acrobat
that is released, it seems that they
| | 00:05 |
change the workspace in each version.
Fortunately, I think that the change in
| | 00:09 |
Acrobat 10 is for the better.
The workspace defines the working
| | 00:13 |
environment in Acrobat 10, and the
components that make up that environment.
| | 00:18 |
In this video, I'd like to show you the
different components of the workspace.
| | 00:21 |
Where each is located, and how each one
is used.
| | 00:25 |
I'm going to begin by launching Adobe
Acrobat 10 on my computer.
| | 00:29 |
I'm running a Windows platform, so I'm
going to go to the Start menu, and I'm
| | 00:32 |
simply going to choose Adobe Acrobat 10
from the list.
| | 00:36 |
You'll also notice that if you purchased
Acrobat 10 as part of another product,
| | 00:40 |
you may need to find it under one of
these subcategories, such as Adobe Design
| | 00:44 |
Premium or another Creative Suite
product.
| | 00:49 |
You can also simply do a search for
Acrobat 10 down here, and you'll be able
| | 00:53 |
to pick it from the list.
So, I'm going to click Acrobat 10 Pro,
| | 00:57 |
and that's going to open the application
on my computer.
| | 01:01 |
Now is a good time to mention that
throughout this video workshop, I'm going
| | 01:05 |
to be using Acrobat 10 Pro for Windows.
Now, if you're running a Mac platform,
| | 01:10 |
that's fine.
But I should point out that there are
| | 01:13 |
some features available in Acrobat 10 Pro
for Windows that are unavailable on the
| | 01:17 |
Mac platform.
So, now that my document window is open,
| | 01:21 |
I'm going to come up here and click on
the Maximize button so that the interface
| | 01:24 |
fills my entire screen.
The first component of the workspace that
| | 01:29 |
I want to mention is displayed right here
in the middle of my screen, and is
| | 01:32 |
referred to as the Welcome screen.
As it's name implies, it's a quick long
| | 01:37 |
launchpad where I can perform certain
tasks that are very quick and easy to
| | 01:41 |
access from this window.
For example, on the left side of the
| | 01:46 |
interface, I can open a recent file and
you can see that right now I only have
| | 01:50 |
one object listed in this list.
In addition, on the right-hand side in
| | 01:56 |
the Getting Started section, I can
perform tasks that are commonly used
| | 02:00 |
inside of Acrobat 10, such as creating a
PDF, creating PDF portfolio, combining
| | 02:05 |
files into a single PDF and creating a
PDF form on online form as well.
| | 02:12 |
And also, sharing files using the new
Send Now feature in Acrobat 10.
| | 02:18 |
To begin, I'm going to open a file on my
computer.
| | 02:22 |
So, I'm going to use my Welcome screen,
and I'm going to click the Open button,
| | 02:25 |
and I'm going to navigate to my Project
Files folder inside of the Interface folder.
| | 02:30 |
And I'm simply going to select the
Acrobat Family Comparison file, and I'm
| | 02:34 |
going to click on the Open button.
This is going to display a document on my
| | 02:39 |
computer and it's going to open the
document within the Acrobat 10 interface.
| | 02:44 |
The reason I'm opening a file is because
there are certain parts of the interface
| | 02:48 |
that are not displayed unless I have a
document open.
| | 02:53 |
So, first and foremost, I'm going to
direct you up here to the top of our
| | 02:56 |
screen where we have what's called our
menu bar.
| | 02:59 |
Now, the menu bar is where we can perform
specific tasks that are found inside of
| | 03:04 |
each one of these menus.
Now, if you've used a previous version of
| | 03:09 |
Acrobat, you're going to notice that
there are far fewer menus available
| | 03:12 |
inside of Acrobat 10 than there were in
previous versions.
| | 03:17 |
That's fine because what happened is they
changed the interface so that other
| | 03:21 |
options are available within different
components inside of Acrobat 10.
| | 03:27 |
The second section I want to show you is
what's called the toolbars.
| | 03:31 |
As you could see, my toolbars are
displayed right below the menu bar.
| | 03:35 |
And there are buttons that are displayed
which can be customized that allow me to
| | 03:40 |
perform specific tasks.
As you can see, right here is my Open button.
| | 03:46 |
I have my Save button print as well as
email.
| | 03:51 |
The next section I want to direct you to
is what's called the Navigation Pane.
| | 03:54 |
This is found along the left side of the
program interface.
| | 03:58 |
And if I click on this first button, it
will expand to show me the page
| | 04:02 |
thumbnails within the page Thumbnails
Pane.
| | 04:07 |
If I click on the second button, which is
my Bookmarks buttons, it's going to show
| | 04:11 |
me any bookmarks that might be available
within the PDF file.
| | 04:15 |
There are many navigation panes that can
be added to the section here, and they
| | 04:19 |
can be quickly accessed by simply
clicking on each button within the
| | 04:22 |
Navigation Pane.
Once a pane is expanded, it can be
| | 04:27 |
quickly closed by either clicking the
button or by clicking this button over
| | 04:32 |
here to collapse the Navigation Pane.
The main section where our document is
| | 04:39 |
displayed is referred to as the Document
Pane.
| | 04:42 |
And as you can see, the PDF file that I
have open right now is being displayed in
| | 04:47 |
this main section of the Document Pane.
Last but certainly not least, is this new
| | 04:54 |
section that is displayed in the
right-hand side of my toolbars, and these
| | 04:58 |
are referred to as my Task Panes.
This is where I was saying that each one
| | 05:04 |
of these Task Panes can be clicked on and
displays options available within these
| | 05:09 |
different categories.
As I said before, many of the options
| | 05:14 |
that used to be available inside of these
menu bars are now displayed inside of
| | 05:19 |
these Task Panes, and this makes it very
easy for us to access these different sections.
| | 05:26 |
You can see within the tools category, I
have my Pages category.
| | 05:30 |
I'm just clicking on the triangle to the
left to display the options available
| | 05:34 |
within that category.
And within this category, I can access
| | 05:39 |
the different options related to that
category.
| | 05:42 |
I also have Comment, and I have Share as
well.
| | 05:49 |
All three of these categories can also be
displayed by coming up here to my View menu.
| | 05:55 |
And you can see that I have the tools,
Comment and Share categories that are
| | 06:00 |
available up here as well.
So, if you feel more comfortable using
| | 06:05 |
your menus versus the Task Panes, you can
certainly do so right up here.
| | 06:11 |
So, if I come down to the tools category
and I choose the Document Processing
| | 06:15 |
section, it automatically opens up that
category.
| | 06:20 |
I'm going to go ahead and click on the
tools button again to collapse that Task Pane.
| | 06:26 |
As you've seen in this video, Acrobat 10
has a simplified interface that will make
| | 06:29 |
it easier for you to access the tools
that you need in a quick and easy manner.
| | 06:34 |
After spending a little bit of time
getting familiar with the interface,
| | 06:39 |
you'll be ready to begin working
efficiently with your PDF files.
| | 06:45 |
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| Customizing Acrobat X| 00:02 |
Adobe Acrobat 10 introduces a brand new
interface that makes it easier to make it
| | 00:05 |
to work with your PDF documents.
This interface is a great improvement to
| | 00:09 |
older versions of Acrobats.
But there's nothing saying you have to
| | 00:13 |
work with the interface the way that it
ships from Adobe.
| | 00:17 |
Fortunately Adobe provides several ways
for you to customize the interface to
| | 00:20 |
make it more conducive to the way that
you like to work.
| | 00:24 |
After all, each of us has his or hers own
needs and uses the product in a slightly
| | 00:28 |
different way.
So why not adjust the interface to make
| | 00:33 |
it easier to get your work done?
I'm beginning this video with the Acrobat
| | 00:38 |
family comparison PDF file open, and that
can be found in the interface folder of
| | 00:42 |
your Projects folder.
Now the first part of the interface is
| | 00:47 |
the menu bar, up here at the top, and
that's probably the only area of the
| | 00:51 |
Acrobat interface that cannot be
customized.
| | 00:56 |
So we're really stuck with the five main
menus that you see up here at the top.
| | 01:01 |
Now aside from that, the rest of the
interface can in fact be customized.
| | 01:06 |
So the first area I'm going to jump to is
my Navigation Pane, down here on the left
| | 01:10 |
side of my interface.
And as you can see the Navigation Pane by
| | 01:15 |
default has four unique buttons, that
allows me to access the individual panes.
| | 01:21 |
So, for example, if I click on Page
Thumbnails, it's going to display the
| | 01:25 |
thumbnails in my document, and if I
decide that I want to close this pane, I
| | 01:29 |
simply either click on the button or I
can click on the arrow to the right-hand
| | 01:33 |
side of the pane to collapse.
That particular pane.
| | 01:40 |
Now if I want to add other panes, over
here on the left-hand side, I can simply
| | 01:45 |
Right-click anywhere on the Navigation
Pane, and it displays a whole list of
| | 01:49 |
additional buttons that can be added to
this Navigation Pane.
| | 01:56 |
So for example, if I were to choose my
Tags button, it's going to automatically
| | 02:01 |
open that particular pane.
And display any tags that might be available.
| | 02:09 |
And once again, to close that pane I
simply click the button and it will
| | 02:12 |
collapse it.
Now I'm going to Right-click here again and
| | 02:15 |
maybe I'll choose the Layers button.
And once again, that shows me that
| | 02:20 |
particular section of the Navigation
Pane.
| | 02:23 |
Now, if I decide for one reason or
another that I'd like to, say, start over
| | 02:28 |
again, and go back to those default four,
again I can simply Right-click on that
| | 02:33 |
Navigation Pane > Reset Panes.
Now, if you prefer not to adjust the
| | 02:39 |
navigation pane over here, you can also
do the same thing by coming up here to
| | 02:44 |
the View menu.
And coming down to Show/Hide > Navigation
| | 02:50 |
Panes and choose the particular
navigation pane that you want to use from
| | 02:54 |
this list here as well.
So, for example if I choose the Order
| | 03:00 |
button, it's going to show the features
of that button within the navigation pane.
| | 03:08 |
Again I'll just click this button to
collapse it and we're back to where we were.
| | 03:12 |
So those are two different ares we can go
to customize the navigation of this pane.
| | 03:17 |
The second area of the interface that we
can customize is the toolbars up here at
| | 03:20 |
the top of our interface.
And in much the same way, to customize
| | 03:25 |
what tools I see displayed up here, I can
simply right-click on one of my toolbars
| | 03:30 |
and simply choose any of the tools that I
would like displayed in my toolbar.
| | 03:39 |
So as a quick example maybe up here under
Rotate view category I want to be able to
| | 03:44 |
quickly rotate my pages when they are
open.
| | 03:48 |
So if I choose Clockwise you'll notice
that a new button has been added to my
| | 03:52 |
toolbar at the top of my screen.
I'm going to Right-click again, and make
| | 03:57 |
sure that I choose the Counterclockwise
button as well.
| | 04:01 |
And now I've got both of these buttons at
the ready when I need to rotate a page
| | 04:06 |
inside of Acrobat 10.
Again, as you can see, if I Right-click,
| | 04:11 |
I have a ton of options that are
available here for customizing the
| | 04:14 |
toolbars at the top of my screen.
Now there's a unique area of Acrobat 10,
| | 04:21 |
which you can see right here, and these
are referred to as my quick tools.
| | 04:26 |
And they're referred to as quick tools,
because these are normally tools that I
| | 04:31 |
would need to find over here in my task
panes.
| | 04:35 |
But I can actually add some of those
options up here under my tool bars.
| | 04:40 |
So if I Right-click again I can come down
to quick tools and that displays this
| | 04:44 |
dialog box with a complete list of tools
that are available on the left-hand side,
| | 04:49 |
and the tools that I've actually added to
my quick tools to show on the right...
| | 04:58 |
I can actually add options from either
the tools or the comment categories of my
| | 05:03 |
task panes over here.
So, once again, as a quick example, what
| | 05:08 |
I might want to do is open up the Pages
Category, and there may be some features
| | 05:12 |
that I use on a regular basis for my
workflow.
| | 05:17 |
So for example, maybe I often extract
pages from an existing document.
| | 05:23 |
So what I can do is I can click on
Extract > Right arrow to move that option
| | 05:28 |
over here in the Quick tools to Show
category.
| | 05:33 |
And then I'll go ahead and click OK.
And you'll see that immediately that
| | 05:37 |
option shows up in my Quick tools
section.
| | 05:40 |
Now, as you add options to the Quick
tools, you're going to end up with a very
| | 05:44 |
long list of tools that are displayed
here.
| | 05:47 |
So what I'm going to do is Right-click >
Quick tools and I'm going to click on one
| | 05:53 |
of these divider buttons.
So I'm going to add that over here.
| | 05:59 |
And then I'm going to simply click the Up
arrow to put a separator between these
| | 06:03 |
Quick tools and these Quick tools.
And when I click OK, you can see now I've
| | 06:08 |
kind of categorized those Quick tools up
here in my toolbar.
| | 06:13 |
I can also customize those Quick tools
and the options in the toolbar by coming
| | 06:17 |
up here to the View menu and choosing
Show/Hide.
| | 06:21 |
Coming over to toolbar items > Quick
tools.
| | 06:25 |
This takes me to the exact same place.
I'm going to cancel that for a second.
| | 06:30 |
And I can also go to View > Show/Hide >
toolbar items, and choose the individual
| | 06:35 |
toolbar items that I want to show up in my
toolbar.
| | 06:40 |
Again, two different locations where I
can customize this toolbar at the top of
| | 06:44 |
my screen.
Finally, over here in the right section,
| | 06:48 |
of my interface is my Task panes, and if
I click on one of these Task panes, I'm
| | 06:53 |
going to click on tools for now, it's going to
display all the options available within
| | 06:58 |
that particular Task pane.
Now I currently have, let's see, about
| | 07:04 |
eight options showing in my tools Task
pane.
| | 07:08 |
I may decide that some of these I don't
use, or some of them I want to use, but
| | 07:14 |
they're currently not available.
So I can customize my Task pane by coming
| | 07:21 |
up here and clicking on this button in
the upper right of the Task pane, and
| | 07:24 |
this allows me to show or hide additional
panels.
| | 07:30 |
If I click on that button, I can simply
come down to a different option.
| | 07:34 |
I can choose Accessibility, and that
displays a new option under that Task pane.
| | 07:41 |
Conversely, if I want to hide some of these
options, I simply click on this button
| | 07:45 |
and choose the option again, and it will
hide that particular Task pane.
| | 07:52 |
As you could see there are numerous
locations where the Acrobat 10 interface
| | 07:56 |
can be modified and customized.
Don't feel obligated to work with the
| | 08:00 |
workspace or working environment that is
provided by default in acrobat 10.
| | 08:05 |
Make the program your own by displaying
buttons and panes that reflect the way
| | 08:08 |
that you use the product.
I think you'll find that it makes working
| | 08:13 |
with the Acrobat 10 interface easier and
more enjoyable.
| | 08:18 |
| | Collapse this transcript |
| Acrobat X preferences| 00:00 |
Acrobat 10 comes preconfigured with
preferences that work for the majority of
| | 00:05 |
Acrobat users.
Although these preferences may work for
| | 00:09 |
most users, you may benefit from making
some preferences changes that will help
| | 00:13 |
you work a little more efficiently in
Acrobat 10.
| | 00:18 |
I'm going to begin this video by opening
the Acrobat Family Comparison file.
| | 00:23 |
So, I'm just going to click on the Open
button, and the file can be found in your
| | 00:27 |
Interface folder in the Project Files
folder.
| | 00:31 |
So, I'll choose that and I'll open it.
And to access my preferences, if I'm
| | 00:36 |
using the Windows platform, I'll come up
here to the Edit menu, and choose Preferences.
| | 00:42 |
If I'm on the Mac platform, you will go
up to the Acrobat menu and choose Preferences.
| | 00:48 |
And as you can see, this dialog box at
first may seem a bit intimidating because
| | 00:52 |
there's so many options available, but
it's really not bad once you know what
| | 00:56 |
you're looking for.
I'm not going to cover all of these
| | 01:01 |
options in this video, as it would create
a very long and boring video.
| | 01:06 |
I'm really going to focus on these main
preferences options up here at the top.
| | 01:11 |
So, the first one I'm going to show you
is the Documents Preferences.
| | 01:15 |
I'll just click on that option to display
the settings over here on the right, and
| | 01:19 |
the first option I want to show you is
this first one that says restore last
| | 01:22 |
view settings when re opening documents.
Now what this means is however I was
| | 01:29 |
viewing the document when I closed it,
those...
| | 01:33 |
Options will be retained when I reopen
the file.
| | 01:37 |
Let me show you what I mean.
I'm going to turn this option on and I'm
| | 01:41 |
going to click okay.
Now as I'm viewing this particular PDF
| | 01:45 |
file I may decide that, you know, I
really can't see the options on this
| | 01:48 |
page, so I'm going to increase the view
to about 100%.
| | 01:53 |
So I'll click my percentage button up
here...
| | 01:56 |
And I'll simply choose 100%.
And that allows me to see the options in
| | 02:01 |
this PDF much easier.
Now, I'm going to close this file.
| | 02:05 |
And if I re-open the file by choosing the
option from my recent files list, or I
| | 02:10 |
can re-open the file manually, you're
going to notice that it opens to the same
| | 02:15 |
percentage that I had when I closed the
file initially.
| | 02:22 |
Now, although this may not seem like a, a
drastic change.
| | 02:26 |
As you can imagine, if you open a
particular PDF file on a regular basis.
| | 02:31 |
And you always find yourself zooming in
and navigating to a certain point, you're
| | 02:35 |
going to find that this option can really
save you a lot of time.
| | 02:40 |
Because instead of you having to do that
every time you open the file, it's going
| | 02:44 |
to do it for you.
So, I'm going to go back to the
| | 02:47 |
Preferences, go to Edit > Preferences,
and I'll turn that off for now.
| | 02:53 |
And the other option that is very
beneficial is the number of documents in
| | 02:56 |
recently used list.
Now, that list that you saw in my Welcome
| | 03:00 |
screen, it was only showing one option.
But I can increase this number to a
| | 03:05 |
maximum of 10, and that will keep the
last 10 documents that I had opened in
| | 03:09 |
that list so that I can quickly access
them.
| | 03:14 |
In the future, another section that I'm
going to go over is the General Section.
| | 03:20 |
This allows me to configure a lot of
useful options that I might want to
| | 03:25 |
configure to make it easier to work in
Acrobat 10.
| | 03:30 |
So, I'm going to focus on this section
down here under Application Startup.
| | 03:35 |
And you can see that by default I can
choose whether I want the splash screen
| | 03:40 |
to open when the application starts.
And that's a preference that you're able
| | 03:45 |
to choose.
You can turn this on or turn it off.
| | 03:48 |
And in addition, down here at that the
bottom, we can select the default PDF handler.
| | 03:54 |
Now, this is basically the application
that I want to open PDF files when they
| | 03:58 |
are double-clicked.
And if I click on that button, it allows
| | 04:03 |
me to chose from a list of possible
options that are available.
| | 04:07 |
Now, why would you want to change this?
Well, one example would be if you decided
| | 04:12 |
to also install the Adobe Reader
application, which is the free version.
| | 04:18 |
And it will also allow you to view PDF
files, but not really edit them.
| | 04:25 |
This can be useful when you want to test
what the average reader is going to see
| | 04:29 |
when they open a PDF file in the free
Adobe Reader.
| | 04:33 |
So, you may want to set the Adobe Reader
application as the default reader when it
| | 04:38 |
opens, or you may not want that behavior
and you want to make sure that.
| | 04:44 |
Adobe Acrobat 10 Pro is the application
that opens your PDF files.
| | 04:49 |
So, I'll just cancel out of that for now.
And one more section I want to show you
| | 04:55 |
is Page Display, and this also allows you
to customize how Acrobat behaves.
| | 05:02 |
So in page display, I can choose from a
number of page display options, that will
| | 05:07 |
control how your PDF file opens.
In addition, you can set the zoom level.
| | 05:15 |
So, I made one of every document that I
open to fit to the page.
| | 05:19 |
In addition, I can change my screen
resolution or the resolution that Acrobat
| | 05:24 |
is going to use to display my content,
and I can also change how my text is rendered.
| | 05:31 |
So, for example, right now the rendering
is set for laptop and LCD screens, which
| | 05:36 |
is what I'm using.
However, if you're still stuck with a CRT
| | 05:40 |
screen, you may want to change it to say,
for a monitor, or even none, depending on
| | 05:45 |
the results that you're getting.
So, as you can see, there are many
| | 05:50 |
options that I can choose from.
And I suggest that if you ever run into a
| | 05:55 |
situation where Acrobat is not behaving
the way that you expect it to, to go in
| | 05:59 |
here into the Preferences section and
check to see if there's a preference for
| | 06:04 |
your specific need or problem.
And I think what you may find is that
| | 06:10 |
you're probably fine working with the
preferences that ship with Acrobat 10,
| | 06:14 |
but you may also find that customizing
these preferences can save a little bit
| | 06:17 |
of time each day.
And we all know that that can add up to a
| | 06:22 |
lot over the course of your workday.
If you find that you don't care for
| | 06:26 |
certain behaviors in Acrobat 10, check
these preferences.
| | 06:30 |
Chances are, you can make a preference
change to improve that behavior.
| | 06:36 |
| | Collapse this transcript |
|
|
3. Navigating a PDFPage navigation| 00:00 |
PDF files can range from one single page
to hundreds of pages in length.
| | 00:07 |
Being able to navigate through those
pages effectively can make a big
| | 00:10 |
difference when you're trying to locate a
specific page.
| | 00:13 |
I'm going to begin this video with the
navigating.pdf file open on my computer,
| | 00:18 |
and this file can be found in the
navigating folder, inside of your project
| | 00:22 |
files folder.
One of the easiest ways to navigate from
| | 00:28 |
page to page in Acrobat 10, is by simply
using the scroll wheel on your mouse to
| | 00:32 |
navigate from one page to the next.
As I scroll down with my mouse, I can go
| | 00:38 |
forward in my document.
And as I scroll up on my mouse, I can
| | 00:42 |
navigate backwards on my document.
I can also navigate by simply using this
| | 00:48 |
scroll bar, on the right-hand side of the
screen.
| | 00:51 |
You can click on the down arrow to
navigate forward, and the up arrow, at
| | 00:55 |
the top of the scroll bar, to navigate
backwards.
| | 00:59 |
But one of my favorite features, as far
as navigating from page to page, is by
| | 01:03 |
coming over here to the scroll bar,
clicking and holding with my mouse.
| | 01:08 |
And now as I drag with my mouse, you can
see that I get this page navigation icon
| | 01:12 |
where I can see which page I'm currently
on.
| | 01:17 |
And if I release the mouse it'll navigate
directly to that page.
| | 01:22 |
Another great way to move from page to
page is by coming over here to the
| | 01:25 |
navigation pane and clicking on the page
thumbnails button.
| | 01:31 |
This displays small thumbnails of each
page, and I can scroll through them with
| | 01:35 |
the scroll bar to the right.
But I can also just jump to a page very
| | 01:40 |
quickly by simply clicking once on the
page thumbnail and that will navigate to
| | 01:44 |
that particular page.
I'm going to go ahead and go back to page one.
| | 01:49 |
And then I'll click on the Page
Thumbnails button to close that
| | 01:53 |
navigation pane.
In addition, if I'm working in a failrly
| | 01:57 |
large document, I can jump to a page
quickly right up here in my toolbar.
| | 02:03 |
By simply highlighting the current page
number, typing in new number and then
| | 02:07 |
pressing enter on my keyboard to navigate
to that specific page.
| | 02:12 |
This is great if you're reading a large
manual and you know which page you want
| | 02:15 |
to navigate to.
That will take you directly to that location.
| | 02:20 |
In addition, I have these really handy
buttons in the toolbars that help me to
| | 02:24 |
navigate forward in my document, if I
click on the down arrow, or backwards in
| | 02:28 |
my document by clicking on the up arrow.
Now, you may not see all of these buttons
| | 02:35 |
on your computer, but that is only
because I enabled some extra buttons.
| | 02:41 |
So if you right-click anywhere in your
tool bar and you go down to page
| | 02:44 |
navigation you can see that I have a
check mark next to every one of these options.
| | 02:50 |
And that's why I have some additional
buttons here that allow me to navigate
| | 02:54 |
throughout my document.
In this page and navigation section, you
| | 02:59 |
also have a Previous view and a Next view
that behave mainly like a web browser
| | 03:03 |
does by allowing you to move forward and
backwards between the different views
| | 03:07 |
that you've navigated in your document.
I'm going to go ahead and click out of that.
| | 03:14 |
And another great way that you can
navigate your document is by zooming.
| | 03:18 |
So, in your toolbar you have some zoom in
and zoom out buttons.
| | 03:24 |
So if I click the zoom in button, it'll
zoom in on my document.
| | 03:28 |
And if I zoom out, by clicking the zoom
out button you'll see that my document
| | 03:32 |
gets smaller.
I can also pick a specific percentage
| | 03:36 |
from this drop-down menu right here.
So you can see I can zoom in up to 6400%,
| | 03:41 |
probably more than you'll ever need.
But it's nice to know that it's there.
| | 03:46 |
And you can also navigate by using the
zoom-to-selected-area button.
| | 03:52 |
So if I click on this button here I can
click once to zoom in incrementally on
| | 03:55 |
the document, and if I want to zoom back
out I'll simply hold down the control key
| | 04:00 |
on Windows, or the option key on Mac to
zoom out on the document.
| | 04:07 |
But you can also, with this tool, click
and drag to select a specific area in
| | 04:11 |
your document, and that will zoom in
exactly to that area, and what I like to
| | 04:16 |
do when I'm zoomed in at this particular
magification...
| | 04:23 |
I can switch to my hand tool by either
clicking on this button, or by simply
| | 04:27 |
holding down the spacebar on my
keyboard.
| | 04:30 |
And by holding down the spacebar, that
temporarily activates the hand tool,
| | 04:34 |
where I can simply click and drag with my
mouse to change the area of my document
| | 04:37 |
that I'm viewing.
When I release the spacebar, it goes
| | 04:43 |
back to the tool that I had selected.
A keyboard shortcut that you might want
| | 04:48 |
to remember is Ctrl+0 on Windows, or
Cmd+0 on Mac, and that is the Fit to Page
| | 04:52 |
command, and make sure your page fits
inside of your document.
| | 04:57 |
Now another great tool that's helpful
when it comes to zooming is if you go to
| | 05:03 |
the View menu, under Zoom, I have an
option called Pan and Zoom.
| | 05:10 |
What this allows me to do, if I zoom in
on an area of my document, you'll notice
| | 05:14 |
that the pan and zoom dialog box is
displayed.
| | 05:19 |
This allows me to click and drag this red
box that is displayed, so that I can look
| | 05:23 |
at a different area of the document very
easily.
| | 05:27 |
You can see that I can navigate to the
following page, and that I can start
| | 05:31 |
reading my document as well.
I'm going to go ahead and close that dialog
| | 05:36 |
box, and I can also come up here to the
View menu and go to Zoom, and I also have
| | 05:41 |
the Loop tool.
Now this tool is pretty helpful as well,
| | 05:46 |
because with this tool, I can simply
click in an area, and this behaves kind
| | 05:50 |
of like the pan and zoom tool, but in
reverse, because now I get the rectangle
| | 05:54 |
on my document instead of in the dialog.
And then the zoomed in area is displayed
| | 06:02 |
in the dialog, so you can adjust your
percentage right here.
| | 06:07 |
And you can scale it, and then you can
drag your rectangle to different areas.
| | 06:13 |
So to really see how this works, I'll
press ctrl+0 on windows or cmd+0 on mac.
| | 06:19 |
And now when I move this rectangle around
on my page, you can see that I'm zoomed
| | 06:23 |
in on this location, but this area is
where I see the rectangular area that
| | 06:27 |
defines the area that's displayed in the
Loop tool dialog.
| | 06:32 |
I'm going to go ahead and close this dialog.
As you can see, once you understand the
| | 06:36 |
different ways to navigate through the
pages of your PDF document, it opens up a
| | 06:40 |
whole world of potential uses.
Being able to zoom in on a specific area
| | 06:46 |
is a huge benefit that will make reading
the contents of the page easier as well.
| | 06:53 |
| | Collapse this transcript |
| Changing page display| 00:02 |
Acrobat 10 provides several different
display modes that control how pages are
| | 00:05 |
displayed on your screen.
Depending on the type of document you're
| | 00:09 |
viewing, changing the display mode can
really improve your viewing experience.
| | 00:14 |
I'm beginning this lesson with the
navigating.pdf file open, and that can be
| | 00:18 |
found in the navigating folder in your
project files folder.
| | 00:22 |
So the page display simply controls how
the pages of your document are displayed
| | 00:27 |
as you're scrolling the document or
navigating.
| | 00:32 |
So the first thing I'm going to do is I'm
just going to use the scroll wheel on my
| | 00:36 |
mouse and you'll notice that as I scroll
down from page to page, this document
| | 00:40 |
kind of jumps, and it goes entirely one
page at a time.
| | 00:46 |
And you can also see this behavior if you
use the scroll bar.
| | 00:50 |
On the top here, you can see that it just
jumps from one page to the next.
| | 00:54 |
If I click in this scroll bar, it's just
jumping, one page at a time.
| | 00:59 |
So I'm going to go ahead and go all the way
back up to page one, and the page display
| | 01:03 |
is controlled by going to the View menu
and coming down to the category called
| | 01:07 |
Page Display.
Now you can see that right now my page
| | 01:13 |
display is set to single page view.
Now if I change this to enable scrolling.
| | 01:19 |
So if I choose the enable scrolling
option, what you're going to find is that
| | 01:23 |
now when I scroll with my mouse, it's
displaying the bottom of one page as well
| | 01:27 |
as the top of the following page.
And so this is helpful, especially when
| | 01:33 |
you're reading a document that contains a
lot of text such as a manual, or maybe
| | 01:37 |
just a document that has multiple pages
of text, and it continues from one page
| | 01:40 |
to the next.
Sometimes it's helpful to be able to
| | 01:45 |
simply view the bottom of the page as
you're viewing the top of the following
| | 01:49 |
page, so you can reference text on the
page above, and so on and so forth.
| | 01:54 |
So, by turning on Enable Scrolling, you
could see that I can just continually
| | 01:58 |
navigate back and forth from one page to
the next without having to jump entirely
| | 02:02 |
to the next page.
Now, in addition to those page modes, if
| | 02:07 |
I go back to the View menu and go down to
Page Display, I also have this option
| | 02:11 |
here which is Show Gaps Between Pages,
and right now that is enabled.
| | 02:17 |
But if I turn it off, what you'll see is
that the pages are stacked right next to
| | 02:21 |
one another.
Again if you're reading extensive text
| | 02:25 |
this could in fact be helpful because you
can continually read the text without
| | 02:29 |
interruption from the edge of the pages.
I'm going to go ahead and come back up to
| | 02:35 |
the view menu under page display, and
I'll go ahead and keep that turned on
| | 02:39 |
because I find that pretty helpful when
I'm navigating my document.
| | 02:44 |
But it's a preference, so you can change
it at will.
| | 02:48 |
Now, in addition, I'm going to go back to
View Page Display, we also have a 2 page view.
| | 02:54 |
And if I turn on this option, you'll see
that it now stacks pages next to one another.
| | 03:00 |
You can see, if I go up to the top, it's
now showing me the, the first page is a
| | 03:04 |
single unit.
And if I scroll down to the next
| | 03:08 |
category, then it'll show me the two page
spread, just like I'm viewing a magazine,
| | 03:12 |
as well as the last page as you see it
here.
| | 03:16 |
If I come back up here, view page
display.
| | 03:19 |
You can see that I also have a two page
scrolling option, and if I turn that
| | 03:23 |
option on, that gives me a similar
option, except now, as you might expect,
| | 03:27 |
I can see the top of one page while I'm
viewing the bottom of the next.
| | 03:34 |
So, it's just another different page
display that we can use when we're
| | 03:38 |
looking at out document.
I'll go ahead and go to the View menu
| | 03:43 |
under Page Display.
And I'll go ahead and return back to the
| | 03:46 |
single page view.
But actually one more thing before I do
| | 03:49 |
that, is you could see that I have this
option chosen that says show cover page
| | 03:53 |
in two page view.
If I turn that off, now it's simply going to
| | 03:58 |
stack the pages side by side.
So this would in fact be the cover, the
| | 04:02 |
first page, or maybe you would call that
the inside front cover.
| | 04:07 |
And then as I scroll down, I can see page
three and the back cover.
| | 04:11 |
So, just a couple different ways that I
can view my document and depending on the
| | 04:16 |
content you might want to change these
settings under View Page Display to fit
| | 04:20 |
your particular need.
So I'm going to go ahead and return to
| | 04:25 |
single page view, and the one other thing
I wanted to show you is that I'm going to
| | 04:29 |
grab my Zoom to Selected Area tool and
I'm going to zoom in.
| | 04:34 |
On this text here because I actually
want to read the content of this text.
| | 04:39 |
And I can do that by simply scrolling if
I want to but a little feature that I
| | 04:43 |
really like about Actobat is that when I
go to view and choose page display, I can
| | 04:47 |
choose this option called automatically
scroll.
| | 04:52 |
And when I do that, it's going to
automatically scroll my text, so that I
| | 04:56 |
can really just read and it's just going to
continually scroll the text and move it
| | 05:00 |
up or down based on my settings.
So, to control the speed if I hit the Up
| | 05:06 |
arrow on my keyboard, you'll notice that
I'm slowing down the scrolling.
| | 05:11 |
You're going to see some words do a crawl
right now.
| | 05:14 |
But if I hit the Down arrow, each time I
tap the Down arrow, it's going to speed up
| | 05:18 |
the display a little bit.
Now, I personally can't read this fast.
| | 05:23 |
But if you can, you can increase that
speed, as you can see, or I can hit the
| | 05:26 |
up arrow and that's going to decrease my
speed.
| | 05:30 |
Okay, and when you're done reading it,
you can simply come up here to the view
| | 05:34 |
menu, choose page display, and I'm just
going to uncheck automatically scroll.
| | 05:39 |
Now those options can also be found in
the toolbar if I simply right-click on
| | 05:43 |
the toolbar I can come down to page
display and I can turn on all of these
| | 05:47 |
buttons that allow me to view these
different page modes.
| | 05:54 |
So there's a lot of things you can do,
and if you find yourself constantly
| | 05:57 |
switching between those different page
modes, you could for example, turn on the
| | 06:01 |
two page scrolling view, and that'll now
add a button where I can change between
| | 06:05 |
my different page displays.
So I'm going to go ahead and press control
| | 06:11 |
zero on windows or command zero on mac.
And that will fit my document to my
| | 06:16 |
window and one last thing you can do is
when you go to the view menu.
| | 06:21 |
You can actually turn on full screen
mode.
| | 06:24 |
So I do that by going to the view menu,
coming down to full screen mode and
| | 06:27 |
you'll see that this virtually eliminates
the Acrobat 10 interface, and this is
| | 06:31 |
useful for presentations.
It's also useful for documents when you
| | 06:37 |
don't really want to see Acrobat's
interface, and I can use the right arrow
| | 06:41 |
key on my keyboard or the down arrow key
on my keyboard to move forward on the document.
| | 06:47 |
And the left arrow key or the up arrow
key to move backwards in my document.
| | 06:52 |
so this is a nice way that you can view
your document as well.
| | 06:56 |
I'm going to hit Escape, and then, one other
option I want to show you, is, when you go
| | 07:00 |
to the View menu, you can also choose
read mode.
| | 07:04 |
And what this does is it also primarily
hides most of Acrobat 10's interface.
| | 07:09 |
But you'll notice now, you get this area
down here that helps you to navigate
| | 07:13 |
through your pages, shows you the current
page that you're on.
| | 07:18 |
You can zoom in on the document and zoom
out, and you can also print the document
| | 07:22 |
right from this little interface down
here at the bottom.
| | 07:27 |
When you want to exit reading mode, you
simply click the X, and that will take
| | 07:31 |
you back to the standard viewing mode
inside of Acrobat 10.
| | 07:36 |
Chances are at some point when you've
been viewing a PDF file you've noticed
| | 07:39 |
that the page display varies between
different documents that you might have opened.
| | 07:45 |
Hopefully now you have a better
understanding of each page display mode,
| | 07:48 |
and why you might want to change the page
display when viewing various documents.
| | 07:54 |
| | Collapse this transcript |
| Adding bookmarks| 00:02 |
Book marks provide the reader of a PDF
document with the quick and easy means of
| | 00:05 |
navigating to specific areas of the
documents.
| | 00:09 |
With PDF bookmarks you can direct the
readers attention to key areas of the
| | 00:12 |
document and also to make it easy for the
reader to find valuable information quickly.
| | 00:19 |
I'm beginning this video with the
bookmarks.pdf file open, and this file
| | 00:23 |
can be found inside of the Navigating
folder within your Project Files folder.
| | 00:29 |
So I'm going to begin by coming over here to
my navigation pane, and if I click on the
| | 00:33 |
Bookmarks button that is going to open up
that navigation pane and, as you can see,
| | 00:37 |
there are no bookmarks listed in this
particular document.
| | 00:42 |
Now, adding bookmarks to a document is
very easy, inside of Acrobat 10.
| | 00:48 |
You simply click on the New Bookmark
button, and that's going to add a new
| | 00:52 |
bookmark to the bookmarks pane.
So, in this example, I'm going to type Cover
| | 00:58 |
and I'll press Enter to name that
particular bookmark.
| | 01:04 |
Now the way that these bookmarks work is
whatever page is displayed in the main
| | 01:08 |
area of Acrobat 10, that is going to be
recorded in this bookmark.
| | 01:14 |
So just as a simple example, if I
navigate to page two.
| | 01:19 |
And I zoom in on a certain area, that is
my current view.
| | 01:24 |
But if I come over here and I click on
the cover bookmark it takes me to page
| | 01:27 |
one and to the view that was used when I
created this bookmark.
| | 01:32 |
So let's go ahead and navigate to page
two and I am going to create another bookmark.
| | 01:38 |
And I'll name this bookmark Page 2.
Press Enter to commit the change.
| | 01:43 |
And then I'll do the same for Page 3, as
well as Page 4.
| | 01:49 |
Now let's go to Page 2, and I'll use my
new bookmark to do so and I may also want
| | 01:54 |
to make it easy for the reader to read
the different sections of this page.
| | 02:03 |
So using my zoom to selected area tool,
I'm going to click and drag around this
| | 02:09 |
first section.
And you can zoom in a little bit further
| | 02:13 |
if you'd like or you can even zoom out.
But all you want to do is navigate and
| | 02:18 |
position this page the way that you want
the bookmark to go to when you click on
| | 02:22 |
that particular bookmark.
So with this view active, I'm going to
| | 02:28 |
create a new bookmark and I'm going to type
the subheading that is at the top of that paragraph.
| | 02:34 |
So I'm going to type, It's all about the
kids.
| | 02:36 |
And when I press return, that commits
that bookmark and saves it.
| | 02:41 |
I'm going to go ahead and use my hand tool
and I'm going to navigate down to the next
| | 02:46 |
section, World-Class Instructors.
So in much the same way, I'm going to click
| | 02:52 |
on the New Bookmark button again and I'll
just type the same text.
| | 02:56 |
And let's do one more.
I'm going to navigate over here, where they
| | 03:02 |
discuss the facility.
So I'll click New PDF bookmark and I'll
| | 03:07 |
type The Facility.
And now I've added three additional
| | 03:11 |
bookmarks to the ones that were already
inside of the bookmarks pane.
| | 03:15 |
Now, since these three bookmarks are
really part of page two.
| | 03:21 |
What I can do is I can make them kind of
sub book marks of Page 2.
| | 03:26 |
So what I'm going to do is I'm going to click
on, It's all about the kids.
| | 03:29 |
And you can see it did navigate to the
area that I wanted it to.
| | 03:33 |
But then I'm going to click on this and I'm
going to drag up into the right a little bit.
| | 03:38 |
And when you see this arrow appear
slightly indented under page 2.
| | 03:43 |
I'm going to release the Mouse and you can
see that this bookmark is now indented as
| | 03:48 |
a sub bookmark of page 2.
I'm going to do the same thing for the
| | 03:53 |
remainder of these 3 bookmarks.
And I can see these three areas, fall
| | 03:59 |
under page two.
So if I click on page two, it'll show me
| | 04:02 |
the full page.
If I click on this first bookmark, it'll
| | 04:06 |
navigate to that area.
I click on World Class instructors and
| | 04:10 |
the facility, and it takes me to those
specific areas of the page.
| | 04:16 |
Now let's go ahead and navigate to page
3, because I might want to make it easy
| | 04:19 |
for parents packing for their children to
see this checklist of important things
| | 04:23 |
that they need to include on their trip.
So, I'm going to zoom in on this
| | 04:28 |
checklist of items, and then I'll go
ahead and create another PDF bookmark.
| | 04:35 |
And I'll simply call this Checklist.
And once again I'm going to click on
| | 04:41 |
Checklist, then I'll nest this within
page 3 and you can see that this is now a
| | 04:45 |
sub check mark of the main page three, so
if I click on page three it shows me the
| | 04:49 |
full page, and check list zooms in so
they can see exactly what they need to
| | 04:53 |
pack on this trip.
Now, one other thing with this Bookmarks
| | 05:02 |
panel is you can collapse these
bookmarks.
| | 05:05 |
So if I click the Minus button, it's
going to collapse page two.
| | 05:08 |
I'll do the same thing to page three.
And you can see that now there's a plus sign.
| | 05:13 |
And that indicates that there's more
bookmarks within that area.
| | 05:16 |
So if I click the plus sign, it's going
to expand that.
| | 05:20 |
I can also click on the bookmark, and I
can come up here and click on the Expand
| | 05:25 |
Current Bookmarks button.
And that'll expand that particular
| | 05:30 |
section as well.
Now if you ever make a slight mistake
| | 05:33 |
with one of your bookmarks, so for
example, let's go to the facility.
| | 05:37 |
And you may decide, you know what I'd
like to maybe zoom in on this a little
| | 05:40 |
bit further.
I'm going to go ahead and click with my zoom
| | 05:44 |
to Selected Area button.
And then I'll kinda reposition this.
| | 05:49 |
So let's say this facility bookmark, I
really want this to take on this new
| | 05:53 |
appearance that I've adjusted for.
So I might want to say okay, this is what
| | 05:58 |
I want it to zoom in on, but currently
it's zooming into the default appearance
| | 06:02 |
that I created.
So, what I'm going to do is with this new
| | 06:06 |
positioning, I'm going to come up here to
this option button here.
| | 06:10 |
And I'm going to choose Set Bookmark
Destination.
| | 06:15 |
And it says, are you sure you want to set
the destination or the selected bookmark
| | 06:18 |
to the current location?
Yes, I do.
| | 06:21 |
I'm going to go ahead and click Yes.
And now, if I go to page two and then go
| | 06:25 |
back to The Facility, you can see that
we've updated the appearance of that
| | 06:29 |
bookmark to reflect the new appearance.
Now go ahead and click on the cover to go
| | 06:34 |
back to page one.
As you can see, by adding bookmarks to a
| | 06:38 |
document, you provide a way for the
reader to access information very easily
| | 06:41 |
and you can highlight important areas
that the user can access very quickly.
| | 06:48 |
By taking a few additional minutes, and
adding bookmarks to a document, you can
| | 06:53 |
really improve a reader's experience.
| | 06:57 |
| | Collapse this transcript |
| Controlling the initial view| 00:02 |
Once you've adjusted the page display and
view settings of a document to your liking.
| | 00:06 |
You may want to pass that behavior along
with the document, so that other viewers
| | 00:09 |
of the document can benefit from your
adjustments as well.
| | 00:14 |
Acrobat 10 allows you to control this
behavior so that when another user opens
| | 00:17 |
the document, the pages will be displayed
based on the settings that you've chosen.
| | 00:23 |
So I'm starting this video with the
Initialview.pdf file open, and this can
| | 00:27 |
be found in the navigating folder inside
of your project files folder.
| | 00:32 |
And this particular document, I opened
and it's being viewed using it's default behavior.
| | 00:38 |
So if I scroll with my mouse, first of
all you can see that it's using the
| | 00:42 |
single page page display.
It's only viewing one page at a time, but
| | 00:47 |
I might want to come up here to View > Page
display and turn on Enable Scrolling.
| | 00:55 |
So now when I scroll through the document
I can see the top of one page and the
| | 00:59 |
bottom of the next, at the same time.
Now the thing is by changing that, I'm
| | 01:05 |
really only changing it for my viewing
experience, this will not get passed
| | 01:09 |
along to another person who opens this
document.
| | 01:13 |
And much in the same respect, if I open
up my Bookmarks panel, you can see that,
| | 01:17 |
in this navigation pane, we've e a bunch
of bookmarks that helps me to navigate to
| | 01:21 |
different areas of my document.
Which really improves the reader's experience.
| | 01:28 |
So I'm going to go ahead and go back to the
cover.
| | 01:30 |
And I'll close this Bookmarks navigation
pane.
| | 01:34 |
Because it's great that that's in there,
but if a person opens this document at
| | 01:38 |
this point in time.
They don't know about any of this
| | 01:41 |
information because if they're not
familiar with Acrobat they may not even
| | 01:45 |
know that the bookmarks navigation pane
exists.
| | 01:50 |
And I'll show you a quick example, if I
close this document.
| | 01:54 |
When a user opens this file, as you can
see the Bookmarks navigation pane is not
| | 01:59 |
displayed, and we are right back to the
single page view.
| | 02:05 |
So to control this behavior, what I'm
going to do is I'm going to come over here to
| | 02:09 |
the File menu.
And I'm going to come down and choose
| | 02:12 |
Properties, and this is going to open up a
dialog box that allows me to do a lot
| | 02:16 |
more than what I need to do right now.
But in this case I only want to focus
| | 02:22 |
this Initial View tab.
And you can see that right now the layout
| | 02:26 |
and magnification section, where it says
navigation tab, it's only going to display
| | 02:30 |
the page itself.
And that's what we saw when we opened
| | 02:34 |
this file.
But if I click on this drop down menu,
| | 02:37 |
you'll notice I have a couple of choices.
So, I can view my Bookmark's panel and
| | 02:42 |
page, the Page's panel and page,
Attachment's panel and page, as well as
| | 02:46 |
the Layer's panel and page.
For my example here, I'm going to choose
| | 02:51 |
Bookmark's panel and page.
Then what I can also do, is in the page
| | 02:56 |
layout drop down menu, I can choose
Single Page Continuous.
| | 03:02 |
That's going to control the page display of
this document.
| | 03:05 |
In addition I can also control the
magnification.
| | 03:09 |
Right now it's set to the default but
what I might want to do is choose Fit page.
| | 03:15 |
And what that's going to is, depending on
the user's monitor size, it will
| | 03:19 |
automatically fit the page regardless of
what resolution or size of monitor they have.
| | 03:26 |
I could also control what page this file
opens to.
| | 03:30 |
We have some other options here such as
being able to resize the window to the
| | 03:34 |
initial page, centering the window on
screen or even opening in full screen mode.
| | 03:40 |
This is a great choice when you want to
display photos or show somebody photos of
| | 03:44 |
a trip that you've been on.
You can create a PDF with all those
| | 03:48 |
images, and have the file open in full
screen mode which virtually hides the
| | 03:53 |
entire Acrobat interface.
And down here at the bottom I can also
| | 03:59 |
hide some of the user interface options
inside of Acrobat 10.
| | 04:03 |
I'm going to really focus on this section in
this video, and I'll leave these set to
| | 04:09 |
what you see right here, and I'm going to
click OK.
| | 04:15 |
And then I'm going to go ahead and go to the
File menu and I'll just do a Save as pdf
| | 04:18 |
and I'm going to give this a new name.
I'm going to go ahead and cal this one
| | 04:24 |
Initial View Done.
And when I Save this file, I'm going to
| | 04:28 |
go ahead and close it first, and now if I
reopen this file called Initial View Don.
| | 04:35 |
You're going to see that when I do so, it
is in fact fitting the document to the page.
| | 04:42 |
It's automatically opening the Bookmarks
panel, so that it's right in the viewer's face.
| | 04:47 |
So they can see that I have these options
available.
| | 04:50 |
And when I scroll through this document,
it's automatically doing the continuous
| | 04:55 |
scrolling that I had indicated.
In this video, you've seen how to
| | 04:59 |
customize and control, how this PDF
appears when a user opens the file.
| | 05:05 |
After adding bookmarks and changing the
page display to present your document in
| | 05:09 |
the best way.
Make sure that your user benefits from
| | 05:13 |
the hard work that you've put into that
document, by going into the Properties,
| | 05:18 |
and changing the Initial View options
inside of that dialog.
| | 05:23 |
| | Collapse this transcript |
| Searching a PDF| 00:00 |
Navigating a PDF is all about moving
through your document so that you can
| | 00:04 |
find what you're looking for, or to
simply become more informed about a
| | 00:08 |
certain topic.
Searching a PDF file for specific
| | 00:13 |
information is efficiency at its best.
Fortunately, Acrobat 10 has some very
| | 00:18 |
powerful tools for searching the content
of a PDF file.
| | 00:22 |
I'm beginning this video with the
searching.pdf open, which can be found in
| | 00:25 |
the Navigating folder, which can be found
inside your Project Files folder.
| | 00:30 |
And this particular document is a
brochure that contains information about
| | 00:34 |
a snowboard camp.
And I may decide that there are certain
| | 00:38 |
phrases, or certain information that I
want to know if it's located inside of
| | 00:42 |
this PDF file.
So, what I'm going to do is I'm going to
| | 00:46 |
come up to my Edit menu, and I'm going to
choose Find.
| | 00:51 |
Now, the minute that I do that, it
displays this little Search Box where I
| | 00:55 |
can search the contents of the PDF.
Now before I actually do that, I'm just
| | 01:00 |
click the X to close this.
If you decide that you're going to do a
| | 01:04 |
lot of searching inside of your PDF
files, what I encourage you to do, is
| | 01:08 |
right-click up here in the toolbar, and
come down to Edit, and choose Find.
| | 01:15 |
And that's going to display this nice
little icon here so that at the click of
| | 01:19 |
a button I can also, very easily access
this search box.
| | 01:24 |
If you like using keyboard shortcuts, you
can also use Ctrl+F on Windows or Cmd+
| | 01:29 |
F on Mac.
So, I want to know if there is certain
| | 01:33 |
information inside of this document, so
let's just do a quick search for the word kids.
| | 01:39 |
And if I press the Enter key on my
keyboard, you will notice it's a little
| | 01:42 |
hard to see on this front page.
But you can see that it did highlight the
| | 01:47 |
text right here that says kids.
Now, I will tell you that it really
| | 01:51 |
depends on how the PDF file was created
as far as the results that you're going
| | 01:54 |
to achieve.
Because if this text here was really
| | 01:59 |
composed of artwork and wasn't really a
font, Acrobat is not going to find that information.
| | 02:07 |
In the same respect, if you scan a
document and make it a PDF, you're not
| | 02:10 |
going to initially or at least by default
be able to search for that content.
| | 02:16 |
So, it found that first instance of the
word kids.
| | 02:19 |
I'm going to press the Return key on my
keyboard again, and it's going to find
| | 02:22 |
the next instance.
And you can see it found this information
| | 02:26 |
right up here.
I'll just keep hitting the Return key,
| | 02:29 |
and you'll notice that it's going to find
every instance of the word kids in my
| | 02:33 |
document, this is pretty powerful.
Now, let's do a little bit more intensive search.
| | 02:40 |
So, maybe I want to look for something.
I, I want to know if, if they're going to
| | 02:44 |
provide meals an, and things like that.
So, let's come back up here to the search
| | 02:48 |
field and I'm going to do a search for
breakfast.
| | 02:52 |
And I'll press Return.
And sure enough, it yields a result on
| | 02:55 |
page three.
I'll press Return again, and it tells me
| | 02:58 |
that it's the only instance that was
found in this document and there are no
| | 03:02 |
more instances to find.
So, I'll simply click OK.
| | 03:07 |
And now, I can come back up here to
search a different term.
| | 03:10 |
You can also, by the way, I'll just do a
search for kids again.
| | 03:15 |
You could also use these arrow keys to
navigate forward through your document as
| | 03:19 |
well as backwards through your document.
Now, there are more options than we
| | 03:25 |
initially see right here.
Because if you look at this little arrow
| | 03:29 |
to the right of the search field, you'll
notice that we have some additional
| | 03:34 |
options that we can utilize.
So, I can have it search for whole words only.
| | 03:40 |
I can make my search case sensitive.
I can search my bookmarks if I want to
| | 03:44 |
and I can even search my comments.
Now, what I'm going to do is I'm going to
| | 03:50 |
open the full Acrobat search, and this is
going to open up another window that I
| | 03:55 |
can use to elaborate on my search terms.
So, for example first of all, this button
| | 04:02 |
at the very top, if I click that, that
will arrange my windows so I can see the
| | 04:05 |
whole acrobat interface as well as the
search window to the left.
| | 04:11 |
Now, in this section, where would you
like to search?
| | 04:14 |
Right now, it's searching in the current
PDF document.
| | 04:18 |
However, I could also say search all PDF
documents in a specific directory.
| | 04:25 |
This is a really powerful feature because
I can search a whole range of PDF
| | 04:29 |
documents for my search term, and it's
going to display the results in a new
| | 04:32 |
window and tell me where these results
have been found.
| | 04:37 |
So, down here, I can type in a new
phrase.
| | 04:41 |
So, I'm wondering if maybe any of these
instructors are international snowboard instructors.
| | 04:48 |
So, maybe in this field, I'm going to
type international, snowboard instructor.
| | 04:58 |
And you can see that it finds the results
inside of my file.
| | 05:02 |
Now, the interesting thing about this is
it displays what the PDF file, where the
| | 05:07 |
PDF file's located as well as where it
found it.
| | 05:12 |
What's pretty interesting about this is
up here, I have this Save button, and I
| | 05:16 |
can click on this and I can save the
found results to a PDF or to a CSV, a
| | 05:20 |
comma separated value file.
So, if I choose Save Results to PDF, I'm
| | 05:26 |
going to go ahead and put this on my
desktop.
| | 05:29 |
I'll call this Found Results.
And when it saves it, it also opens it,
| | 05:34 |
and it displays a summary of my search
results.
| | 05:40 |
As you can see, this could be really
powerful when you're trying to kind of
| | 05:43 |
catalog information and find information
in multiple files.
| | 05:49 |
Because within this PDF file, I can
actually click on this link and it'll
| | 05:52 |
open the actual PDF where it found the
information.
| | 05:56 |
Very, very nice.
So, I'm going to click New Search.
| | 06:01 |
And one more thing I wanted to show you
is that if we click on the Show More
| | 06:05 |
options link down here, it provides
additional options that I can use to
| | 06:09 |
search within my document.
So, I can really elaborate on my search
| | 06:15 |
and make it a very powerful tool when I'm
looking for content inside of different
| | 06:20 |
PDF files.
As you can see, when you know what you're
| | 06:24 |
looking for, searching allows you to find
that information in the most efficient
| | 06:27 |
way possible.
The ability to search for words or
| | 06:31 |
phrases in a document, or across multiple
documents will save you a lot of time,
| | 06:36 |
making you availible for other tasks.
| | 06:41 |
| | Collapse this transcript |
|
|
4. PDF CreationPDF settings| 00:00 |
When generating a PDF file, PDF settings
are used to control several aspects of
| | 00:05 |
how the final PDF is created, such as
file size and image quality.
| | 00:12 |
Acrobat 10 ships with several
preconfigured settings files that you can
| | 00:15 |
use but it's also very easy to customize
these settings to meet your needs.
| | 00:21 |
I'm beginning this video with no
particular asset open, as it doesn't
| | 00:24 |
really pertain to what I'm going to show
you.
| | 00:27 |
However, I do want to point out that, if
you're running the Mac OS operating
| | 00:31 |
system, you will need to open a file in
order to see the task pane over here
| | 00:35 |
because on the Mac OS platform, this
interface is hidden.
| | 00:41 |
So, simply open a file and you can follow
along.
| | 00:45 |
Now, to look at the PDF settings, what
I'm going to do is I'm actually going to
| | 00:48 |
open up Acrobat Distiller.
And I can do that by opening up my tools
| | 00:53 |
task pane and clicking on the options and
making sure that my Print Production task
| | 00:57 |
pane is displayed.
And the first option listed under Print
| | 01:03 |
Production is Acrobat distiller.
So, I'm going to go ahead and click that
| | 01:07 |
button to launch Acrobat Distiller.
Now, Distiller is actually a separate
| | 01:11 |
application aside from Acrobat.
However, it's really the engine that
| | 01:15 |
controls the PDF creation, even when
you're using Acrobat or another application.
| | 01:22 |
And even though, you never really see
Distiller working and it's really running
| | 01:26 |
in the background whenever it's being
used, you need to access this in order to
| | 01:31 |
really see the PDF settings.
So, the first thing I want you to do is
| | 01:36 |
click on this default settings dropdown
menu.
| | 01:39 |
And you could see that the default
settings ranges from the standard to the
| | 01:44 |
smallest file size setting, to a high
quality print setting.
| | 01:51 |
And even some options that are specific
to high quality print output.
| | 01:56 |
So, the default setting is going to be
standard.
| | 02:00 |
And this is really a good starting point
for most users.
| | 02:03 |
However, you may find that sometimes you
want to use smallest file size to get your
| | 02:07 |
PDF file as small as it can possibly be,
maybe for posting to a website or some
| | 02:11 |
other reason.
Now, what I'm going to do is with Standard
| | 02:17 |
selected, I'm going to click on the Settings
> Edit Adobe PDF Settings.
| | 02:23 |
And this is where you can really make
some adjustments to your overall PDF output.
| | 02:30 |
For example, the first option here is
compatibility, and you can change the
| | 02:34 |
compatibility anywhere from Acrobat 4 to
Acrobat 8.
| | 02:39 |
And depending on your choice, that's
going to determine the minimum version of
| | 02:44 |
Acrobat or the Adobe Reader that will be
required in order to open this PDF file.
| | 02:50 |
A little note is that the further back
you go with compatibility, the larger
| | 02:55 |
your file gets.
The files get a little bit larger because
| | 02:59 |
it has to become compatible, with all
these previous versions.
| | 03:03 |
So, I'm going to leave this set here, and
I'm not going to go over every single one of
| | 03:06 |
these options.
But if you come over here to the Images
| | 03:10 |
category, you can see that for the color,
gray scale, and monochrome images, there
| | 03:15 |
are settings that control how these
images will be down-sampled when a PDF is created.
| | 03:23 |
So, for example, my color images, any
color image that is above 225 pixels per
| | 03:29 |
inch will be down sampled to 150.
And again, you can change all of these
| | 03:35 |
settings depending on your specific need.
I'm going to click Cancel.
| | 03:40 |
And if I change my default setting to
smallest file size and I go to Settings >
| | 03:45 |
Edit Adobe PDF Settings > Images
category, you can see that the resolution
| | 03:51 |
has been lowered quite a bit.
Now, for any image above 150, it'll be
| | 03:59 |
down-sampled to 100.
In addition, I can choose the compression
| | 04:04 |
and how much compression to apply.
You can see this is really going to
| | 04:09 |
compress the image because it's set to
low.
| | 04:12 |
And that, in turn, is going to overall save
me file size when my PDF is created.
| | 04:19 |
If you make changes in here, I'm just
going to go ahead and make a couple changes,
| | 04:25 |
maybe I'll set my compatibility to
version 8, and I'll set my images to
| | 04:30 |
down-sample them even further, I can
click Save As, and I'm going to give this
| | 04:35 |
PDF setting a name.
I'm going to call this, video to brain small.
| | 04:44 |
And you can see that the PDF Settings
File, it gives in an extension of
| | 04:48 |
.joboptions and it automatically puts it
in a location where Distiller and Acrobat
| | 04:53 |
can access it, so that when we create PDF
files, we can utilize this setting.
| | 05:01 |
So, we'll click the Save button and I'm
going to click OK, and you'll notice that
| | 05:05 |
now in my default settings, I have a new
option that can be used for creating PDF files.
| | 05:11 |
I'm going to change this back to standard.
And again, I think it's important to
| | 05:16 |
reiterate that you're really not going to be
spending much time inside of Distiller directly.
| | 05:22 |
However, all of these options are going to
be available as you start creating PDF
| | 05:26 |
files, whether it be from the Microsoft
Office applications, or from other
| | 05:30 |
applications as well.
If you create typical business documents,
| | 05:37 |
chances are, that the settings that ship
with Acrobat, that are listed in this
| | 05:40 |
menu, will fit the bill and you really
won't need to customize them.
| | 05:45 |
Alternatively, you may have some specific
requirements for your PDF files at your
| | 05:49 |
company that require you to adjust the
PDF settings to meet your need.
| | 05:54 |
Either way, you should now have a better
understanding of these settings, and also
| | 05:58 |
know when you will need to change these
settings for different circumstances.
| | 06:04 |
| | Collapse this transcript |
| Creating a PDF from the Microsoft Office applications| 00:02 |
In a business environment, Microsoft
Office applications are the most common
| | 00:05 |
types of documents that you'll be
creating.
| | 00:09 |
So it stands to reason that a large
number of those office documents will
| | 00:12 |
need to be converted to the PDF format
for distribution and sharing.
| | 00:17 |
Acrobat 10 makes this process easier than
ever.
| | 00:19 |
Now, as you're following along I feel
that it's important for me to point out a
| | 00:23 |
few variables that might be different on
your computer.
| | 00:26 |
First and foremost, I'm beginning this
video with the letter head document open
| | 00:30 |
on my screen, and this document can be
found in the Creation Folder inside of
| | 00:33 |
the Project Files Folder.
Now, because this is a Microsoft Word
| | 00:39 |
Document this file has been opened in
Microsoft Word 2007 on My Computer.
| | 00:43 |
You might have a slightly different
version of Microsoft Word and even though
| | 00:47 |
the interface may have changed slightly
you will still find the same components
| | 00:51 |
inside of as long as you've already
installed a version of Acrobat 10 on your machine.
| | 00:57 |
During installation of Acrobat 10 the PDF
maker component is added to your
| | 01:02 |
Microsoft Office application as well.
Now, this particular document is simply a
| | 01:08 |
basic letter head.
Before I continue and before I start
| | 01:11 |
showing you how to create a PDF using
Microsoft Office, or in this case
| | 01:14 |
Microsoft Word.
I'm just going to open up my web browser for
| | 01:19 |
a quick second to show you that on the
Adobe website you can see the features of
| | 01:24 |
each different application, and over here
under the feature you can see that the
| | 01:28 |
ability to convert Microsoft Word, Excel,
PowerPoint Publisher and Access files to
| | 01:33 |
PDF with one button ease is one of the
features that is available.
| | 01:42 |
Now, I will point out that some of these
applications only will work on the
| | 01:46 |
Windows platform.
For example, Publisher and Access don't
| | 01:50 |
even exist on the Mac platform.
However, if you look over here you can
| | 01:54 |
see that Acrobat 10 standard is the
minimum version required to allow this feature.
| | 02:00 |
Acrobat Pro of course will also allow you
to do that.
| | 02:04 |
Now, if I go down a little bit further,
you can see that the ability to create
| | 02:09 |
PDFs from other applications has also
been added to Autodesk, AutoCad,
| | 02:13 |
Microsoft Visio, and Microsoft Project.
These features are only going to be
| | 02:21 |
available inside of Acrobat 10 Pro.
Okay, let's go back to Word so you can
| | 02:26 |
see how this works.
Inside of Microsoft Word and the other
| | 02:30 |
Office applications, you're going to notice
that you have either an Acrobat menu up
| | 02:35 |
here at the top of your screen, or in my
case an Acrobat Tab.
| | 02:40 |
And I'm going to click on this, and you're
going to see that this is going to show me
| | 02:44 |
several features that are available
inside of the Office application.
| | 02:49 |
Again, in my case, Word.
Now, the neat thing about the PDF maker,
| | 02:53 |
which this component is called, is that
is adds features that you can enable
| | 02:57 |
inside of a PDF that are actually either
quite difficult or not even possible
| | 03:02 |
without this product.
Now, in order for me to specify the
| | 03:08 |
parameters under which my PDF is going to
be create, I need to come in here to the Preferences.
| | 03:16 |
Because if I jump right in to creating a
PDF, I'm going to do it using the Default Settings.
| | 03:22 |
Let's take a look at exactly what those
Default Settings are.
| | 03:24 |
I'm going to click on this Preferences
button, and this is going to open up the
| | 03:29 |
Acrobat PDFMaker dialog.
Now, there's a lot of options in here.
| | 03:34 |
But one of the things I'm going to point out
first and foremost is this Conversion
| | 03:38 |
Settings, Drop Down menu.
If I click on this Drop Down menu, you'll
| | 03:42 |
notice that all of these options are the
same options you would see when looking
| | 03:46 |
at this inside of Acrobat Distiller.
So this is a really important area, where
| | 03:52 |
you can choose the Conversion Settings to
use for your particular PDF file.
| | 03:58 |
And whichever option I choose is the
settings that are going to be used when my
| | 04:02 |
PDF file is created.
So for example, I'm going to go ahead and
| | 04:06 |
choose smallest file size, because this
document is going to be displayed either on
| | 04:10 |
the web, or maybe we're going to email it to
other users.
| | 04:16 |
So when I choose this setting again this
will be the setting that's going to be
| | 04:20 |
used, and then I also have some
additional options down here where I can
| | 04:23 |
choose to view the PDF after it has been
created.
| | 04:28 |
I'm also going to tell it to prompt me for a
PDF file name, that way I have the
| | 04:32 |
opportunity to rename it before I
actually proceed.
| | 04:36 |
This is also going to convert document
information to the document properties
| | 04:41 |
inside of the PDF file.
So I'm going to go ahead and click Okay.
| | 04:45 |
And this is really not going to do anything
other than establish my Default Settings
| | 04:50 |
to create my PDF file I have several
choices.
| | 04:54 |
Up here, I can simply click create PDF I
can create and attach it to an email all
| | 04:59 |
in one step, I can actually use a mail
merging word to generate an end PDF file
| | 05:04 |
and I have some other options up here
that I can choose as well including the
| | 05:09 |
ability to embed a flash file inside of
my word document.
| | 05:18 |
So I'm going to to keep it basic here.
I'm going to click the Create PDF button,
| | 05:23 |
and as I chose in my Preferences, it's
prompting me for a PDF file name.
| | 05:29 |
So I'll just put this on my Desktop for
now, and I'm going to give this a name of
| | 05:33 |
Announcement Letter.
And I can click the Options button to
| | 05:39 |
choose some additional options in here,
but these are going to be left at their defaults.
| | 05:47 |
So I'll go ahead and click Cancel, and
then I'm going to click the Save button.
| | 05:51 |
And this is going to automatically convert
this word document to a PDF and its going to
| | 05:55 |
open this file inside of Acrobat 10 right
away.
| | 06:00 |
I'm going to go ahead and change my View
Settings, so I can see the whole PDF file
| | 06:04 |
and you can see that my document is an 8
and a half by 11 document based on my
| | 06:09 |
page set up, and my PDF file has been
created.
| | 06:15 |
Now, if I come up here to the File menu
and I choose Properties and I go to the
| | 06:19 |
Description Tab, we can see that some of
the information that was defined inside
| | 06:24 |
of my word document has carried over into
this file, and that was at preference
| | 06:28 |
that we choose in the PDFMaker
preferences.
| | 06:35 |
We can see that the applications that
generated this PDF file was in fact, the
| | 06:39 |
PDFMaker 10 for Microsoft Word, perfect.
I'll go ahead and cancel out of this, and
| | 06:46 |
if you use Microsoft Office applications
on a regular basis.
| | 06:52 |
The PDF maker's going to make creating PDF
documents a snap for you, because
| | 06:56 |
everything you need can be found directly
inside of the interface for each of these
| | 07:01 |
Microsoft Office applications.
| | 07:05 |
| | Collapse this transcript |
| Advanced PDFMaker features| 00:00 |
The PDF maker component that adds the
ability to create PDF files directly from
| | 00:04 |
within the Microsoft Office applications
is a fantastic feature, but there are
| | 00:09 |
additional capabilities found within the
PDFMaker that allows you to perform tasks
| | 00:14 |
that are only possible with the PDFMaker.
Let's take a look at some of those features.
| | 00:23 |
I'm beginning this video with the
corporation word document open on my screen.
| | 00:29 |
And this file can be found inside of the
creation folder within your Project Files folder.
| | 00:34 |
And I've actually included two versions
of this file.
| | 00:38 |
One is saved as a docx file, and one is
saved as a standard Word Document, as a
| | 00:44 |
.doc file.
So whichever version of Microsoft Word
| | 00:49 |
you're using, you'll be able to open this
file with no problem at all.
| | 00:53 |
So this particular file is a standard
Word Document, but one of the things that
| | 00:58 |
I've done is I've utilized some styles to
format the text within this document.
| | 01:05 |
Let's take a look at how this works.
In Word 2007, which is what I'm using
| | 01:09 |
right now.
I'm going to come up here to the Home tab.
| | 01:14 |
And over here on the right of the
toolbar, we have the style section.
| | 01:18 |
You can see this article one organization
text that's a heading right here, has
| | 01:23 |
been styled using the heading 3 style.
Now, styles in Word simply allow you to
| | 01:29 |
format your text in a certain way.
You can see that if I click on Normal,
| | 01:33 |
you can see that this text is now
formatted using the normal style.
| | 01:39 |
But if I click on heading three, it's now
formatted using that particular style.
| | 01:45 |
And these styles can be customized to
your liking to make your text appear the
| | 01:48 |
way you would like it to.
But if you look throughout this document,
| | 01:53 |
I've applied that heading style to all of
the headings within the text.
| | 01:58 |
Now, this is done primarily, so that that
text stands out and is defined as
| | 02:02 |
different subheads within the document.
But it's going to have a much more important
| | 02:08 |
effect when we create our PDF file.
So, I'm going to come over here to the
| | 02:12 |
acrobat tab, and I'm going to click on the
preferences.
| | 02:16 |
Now, these are our basic settings that we
see here.
| | 02:21 |
But down at the bottom, under application
settings I'm going to make sure that I have
| | 02:25 |
Create Bookmarks chosen, and I'm also
going to make sure that Add Links is
| | 02:29 |
selected as well.
Down here at the bottom, this final
| | 02:35 |
option, Enable Accessibility and Reflow
with tagged Adobe PDF.
| | 02:39 |
This will actually tag the document to
make it easier for people with visual
| | 02:43 |
impairments to read this document using a
device such as a screen reader.
| | 02:49 |
Now, the second tab here is the Security
tab.
| | 02:54 |
If I'd like to add a password to this
document to restrict people from opening
| | 02:58 |
the document, I could simply click this
Checkbox, enter a Password, and that
| | 03:02 |
password's going to be applied, and will be
required to open the document at all.
| | 03:09 |
If you don't want that much restriction,
you could also click the Checkbox down
| | 03:14 |
here to restrict some of the permissions.
Again, we enter a Password, and then we
| | 03:19 |
choose whether printing is allowed at all
or whether low or high resolution
| | 03:23 |
printing is allowed.
We can also choose whether any changes
| | 03:29 |
can be applied to this particular
document as well.
| | 03:34 |
I'm not going to focus on security right
now, but instead I'm going to come up to the
| | 03:37 |
word tab.
And again, here we have a couple of
| | 03:40 |
additional options that allow me to
convert displayed comments to notes in
| | 03:43 |
the PDFs.
So these are comments in the word file,
| | 03:47 |
and I can even convert Footnote and
Endnote links as well and I can even
| | 03:51 |
apply a third option Enable Advance
Tagging, which further refines that
| | 03:56 |
tagging process.
Now, the area I really want to focus on
| | 04:02 |
is right here the bookmarks tap this
allows me to convert word headings to
| | 04:06 |
actual bookmarks in the PDF file Now you
know how to create bookmarks in the PDF
| | 04:11 |
itself, and you know that it can probably
be a somewhat extensive process to do.
| | 04:20 |
But the PDF maker inside of Word makes
this process quite easy, because down
| | 04:24 |
here in this main window, you'll notice
that all of my headings have a check mark
| | 04:29 |
next to the Bookmark column or within the
Bookmark column.
| | 04:35 |
And it also has a bookmark level applied
to it.
| | 04:39 |
And this is really done automatically, so
if I've used any of my heading styles,
| | 04:43 |
heading 1 through heading 9, they will
automatically get converted to bookmarks
| | 04:48 |
in my resulting PDF.
You can further refine this by turning on
| | 04:53 |
the Bookmark Checkbox for your other
styles as well.
| | 04:59 |
For this example, I'm simply going to leave
the default headings applied and I'm
| | 05:03 |
going to go ahead and click Okay.
Now one more thing I'm going to do here is
| | 05:08 |
this website link that's within the first
numbered item is really going to be a link
| | 05:13 |
within the PDF file.
So what I'm going to do is I'm going to
| | 05:19 |
highlight this text, and I'm going to
right-click on it, and I'm going to choose Hyperlink.
| | 05:25 |
Now, at the top, it asks what text it
should display, and then down here at the
| | 05:29 |
bottom, it asks what the actual web
address is going to be.
| | 05:34 |
And over here in the link 2 category, I'm
making sure that existing file or web
| | 05:37 |
page is chosen.
I can create a number of different links
| | 05:42 |
inside of Word, but for now down in the
address field, I'm simply going to type the
| | 05:46 |
full URL.
Simply going to add the HTTP://, but in the
| | 05:51 |
text to display.
I'm going to remove that, because I really
| | 05:55 |
don't want the full URL to be displayed.
So I'm going to click Okay, and that's going to
| | 06:01 |
convert this to a web link.
Now, I'm going to come up here to the create
| | 06:07 |
PDF button.
And I'm actually going to generate the PDF
| | 06:12 |
based on the settings that we chose in
the Preferences.
| | 06:15 |
So when I choose create PDF, it tells me
that it needs to save this document.
| | 06:21 |
So, maybe what I'll actually do is come
up here to the button and choose Save As
| | 06:27 |
and I'll simply call this Corporation
done, save this file.
| | 06:35 |
Now, I'll click on the Create PDF button
and I can also save this PDF file as the
| | 06:39 |
same name with a different extension.
So when I click the Save button, the PDF
| | 06:44 |
maker is going to go to work and it's going to
create my PDF for me based on those Settings.
| | 06:50 |
Now, in the resulting PDF, I'm going to open
Acrobat for a second, I'm just going to come
| | 06:55 |
up here and choose File > Open and I'm
going to select the file called Corporation
| | 06:59 |
Done that I just created, and I'll choose
Open.
| | 07:05 |
Now, this is the resulting PDF file, and
you'll notice first and foremost that the
| | 07:10 |
URL that we added has now become an
active URL in the PDF file.
| | 07:17 |
And if I come over here to my Bookmarks
Navigation panel, you will notice that
| | 07:21 |
each and every one of those headings has
been converted to a bookmark and I can
| | 07:25 |
now navigate my document based on these
headings that I applied within Microsoft Word.
| | 07:32 |
As you can see, the features found the
PDFMaker would normally take you a
| | 07:36 |
significant amount of time to do
otherwise.
| | 07:40 |
By taking advantage of these PDFMaker
features, you get more work done in a lot
| | 07:45 |
less time.
| | 07:47 |
| | Collapse this transcript |
| Creating a PDF from other applications| 00:01 |
With Acrobat 10 installed on your
computer, you can create a PDF from
| | 00:05 |
virtually any application that you own.
The only requirement is that the
| | 00:10 |
application you're using needs to have
the ability to print.
| | 00:13 |
And last time, I counted that was pretty
much every application that I owned.
| | 00:18 |
Now because we're dealing with third
party applications, I'm simply going to pick
| | 00:21 |
an application that pretty much everyone
is going to have.
| | 00:25 |
I'm going to open up a web browser and make
a PDF of the web page.
| | 00:29 |
But I encourage you to try this with one
of the applications you use on a regular basis.
| | 00:34 |
I'm going to begin this video by coming down
here to my Start menu and I'm going to open
| | 00:39 |
up Firefox.
Although you can use whatever browser you wish.
| | 00:44 |
And I'm simply going to navigate to a
webpage of my choice.
| | 00:47 |
You can pick your own webpage.
But I'm going to go to my website, which is
| | 00:51 |
CheliusGraphicServices.com and this is
pretty basic webpage.
| | 00:56 |
But it's a good example of how we can
create a quick PDF of our webpage.
| | 01:01 |
Now, I'm going to come up here to the File
menu > Page Setup.
| | 01:06 |
And this is going to allow me to control
what's going to print and I can even choose
| | 01:11 |
the orientation as well.
So, since this is more of a landscape
| | 01:16 |
oriented webpage, I'll choose Landscape.
And I can set the scale if I'd like and
| | 01:22 |
I'm also going to make sure that I'm
printing the colors and images.
| | 01:26 |
So, I'll click OK, and then I'll come up
here to the File menu > Print.
| | 01:31 |
Now, under the Printer dropdown menu,
this is where you're going to find all the
| | 01:35 |
printers you have installed on your
computer.
| | 01:39 |
But the one that I'm going to use is the
Adobe PDF printer and this is installed
| | 01:43 |
when you install Acrobat 10.
Now, I'm going to click the Properties
| | 01:48 |
button and this is going to display all the
options available for controlling how my
| | 01:51 |
PDF file is created.
You can see under my default settings,
| | 01:56 |
the current PDF setting is standard.
However, I can pick whichever setting I'd
| | 02:02 |
like to use from my list.
These are all the options that are
| | 02:05 |
available inside of Distiller and the one
that I'm going to use in this case is
| | 02:09 |
Smallest File Size.
But notice, any custom PDF settings
| | 02:14 |
you've created are also available in this
list.
| | 02:18 |
So, I'll choose Smallest File Size.
I can set the PDF security if I would
| | 02:22 |
like to.
I can choose an output folder by clicking
| | 02:26 |
the Browse button.
But in this example, I'm going to leave it
| | 02:30 |
set to Prompt for PDF Filename.
That way, I can pick the name and the
| | 02:34 |
location that I choose.
And the PDF page size, I'm going to leave
| | 02:38 |
Set to a standard letter.
Although we have all the basic options
| | 02:42 |
available under this list.
Down here, I have some additional options
| | 02:47 |
that I can choose for creating my PDF.
And I'm just going to go ahead and click OK,
| | 02:52 |
and then OK one more time.
And it's going to prompt me for PDF file name.
| | 02:57 |
So, I'm going to give this one a really
basic name.
| | 02:59 |
I'm just going to call this CGS.pdf.
And the Save As Type is going to be set to
| | 03:01 |
PDF files and I'll click the Save button.
And I currently have one on my desktop,
| | 03:07 |
so I'll just replace it with the new one.
And down here in the lower right corner
| | 03:18 |
of my taskbar, you can see that the
status of the PDF is being displayed.
| | 03:23 |
And I'm now going to switch over to Acrobat
Pro.
| | 03:26 |
You can also use the free Adobe Reader,
and I'll choose File > Open, navigate to
| | 03:31 |
my desktop and choose my PDF file.
And when I click Open, you can see that
| | 03:38 |
the PDF file has been created and is
showing me all the options that have been
| | 03:42 |
added to this document.
So, as I showed you earlier, the images
| | 03:48 |
had been added and the color had been
added within the Page Setup dialog, and
| | 03:52 |
now that's being displayed on my web
page.
| | 03:57 |
So, as you've seen in this video, as long
as you can print from an application, you
| | 04:01 |
can make a PDF from it.
Try it with an application that you use
| | 04:06 |
on a daily basis, and I think you'll
agree that it's a powerful tool and an
| | 04:10 |
easy way to generate PDF files for
sharing and distribution to other people.
| | 04:17 |
| | Collapse this transcript |
| Creating a PDF from a scanner| 00:00 |
As easy as it is to create PDF files from
Microsoft office applications, and other
| | 00:05 |
third party applications, there will be
times when you will want to convert a
| | 00:09 |
paper document to a PDF file, as well.
The easiest way to do so is to use your
| | 00:16 |
scanner to scan in the document using
Acrobat 10.
| | 00:21 |
As long as your scanner is compatible and
Acrobat recognizes it, you can scan
| | 00:24 |
directly into Acrobat 10.
And don't worry, you don't have to have
| | 00:28 |
the latest and greatest scanner in order
for this to work.
| | 00:32 |
As a matter of fact, the scanner that I'm
using right now, I'm almost ashamed to
| | 00:36 |
say, is about five years old, but it
still works just fine.
| | 00:40 |
So to begin, I have Acrobat 10 open on my
screen and I'm simply going to come up
| | 00:45 |
here and I'm going to click on the create
button.
| | 00:50 |
You'll notice one of the choices here is
PDF from scanner.
| | 00:54 |
Now because Acrobat 10 detected my
scanner, it's automatically given me the
| | 00:58 |
choice of scanning a variety of different
types of documents.
| | 01:03 |
I'm going to keep it pretty basic here, and
I'm going to choose Black and White document.
| | 01:12 |
Once the scan is complete, you can see
that a dialog appears asking me if I want
| | 01:17 |
to scan additional pages, or if my scan
is finished.
| | 01:22 |
So I'm just going to click OK.
And as you can see, it scanned the letter
| | 01:26 |
that was on the bed of my scanner.
And if I simply zoom in on this document,
| | 01:31 |
you can surely see that this text has
been rasterized.
| | 01:36 |
So it's no longer native text.
It was a scanned file and it has
| | 01:39 |
automatically created a PDF from this
file.
| | 01:44 |
Now, the dialog that you see with your
scanner may be slightly different, but
| | 01:47 |
for the most part it's going to be pretty
much the same.
| | 01:50 |
Now, I'm simply going to close this
document, and I'm not going to save it
| | 01:54 |
because chances are you may or may not
have a scanner that you can follow along.
| | 02:00 |
So fortunately what I've done is in your
Project Files folder, in the Creation
| | 02:04 |
folder, I've included a scanned image
that we can use to also create a PDF file.
| | 02:10 |
So I'm going to come up here and I'm going to
click on the create button, but this time
| | 02:15 |
I'm going to chose PDF from file.
In your Creation folder, you'll see a
| | 02:21 |
file called Letter Scan.
I'm going to select that file and I'm going to
| | 02:25 |
click the Open button.
As you can see, it took that image and
| | 02:30 |
converted it to a PDF automatically.
Just so you don't think that I have a
| | 02:35 |
trick up my sleeve, I'm going to zoom in
on this text and you will surely see that
| | 02:40 |
the text is, in fact, rasterized.
Now, we could stop right here, Save the
| | 02:46 |
document and we could access this file
later on.
| | 02:49 |
However, Acrobat 10 provides some really
powerful tools that enhances the
| | 02:54 |
capabilities of this scanned document.
Let's take a look.
| | 02:59 |
I'm going to come over here to my Task pane,
and I'm going to click on the tools button.
| | 03:05 |
And I have a choice in the list called
Recognize Text.
| | 03:09 |
If you do not see this option, simply
come up here to the Option button and
| | 03:13 |
choose Recognize Text from the list.
I'm going to get out of there, and this
| | 03:18 |
section allows me to recognize the text
in the file.
| | 03:24 |
So I'm going to click on the In This File
button.
| | 03:28 |
I could also do this to multiple files if
I'd like.
| | 03:30 |
I'm going to click on In This File, and it
brings up the Recognized Text dialog box.
| | 03:37 |
Now, by default, it sets the primary OCR
language.
| | 03:42 |
OCR stands for Optical Character
Recognition.
| | 03:45 |
And the language is set to English, the
output style is set to a searchable image.
| | 03:51 |
And it's going to downsample the image to
600dpi.
| | 03:55 |
I'm going to go ahead and click OK.
And Acrobat X is going to analyze this
| | 03:59 |
image, and it's going to try to detect the
text in this file.
| | 04:04 |
Now that it's finished, you will notice
that if I zoom in on this document,
| | 04:07 |
nothing has really changed.
The text is still rasterized.
| | 04:13 |
So, you may be asking, well, what exactly
did it do?
| | 04:16 |
Well, what it's done is, it's
essentially, detected the text and made
| | 04:20 |
this document searchable.
Now, before I try to search the document,
| | 04:25 |
it's a good practice to come over here,
to the OCR suspects category.
| | 04:30 |
And I'm going to click on the Find First
Suspect button.
| | 04:34 |
It's going to analyze the document and
it's going to bring up words that it has
| | 04:38 |
not quite been able to detect.
Now, in this particular example it has
| | 04:44 |
found the word Cohesion.
And if it's part of a logo, what you can
| | 04:49 |
probably do is simply click on the Not
Text button.
| | 04:54 |
But if you like it to be able to detect
the logo, what you can do is click on
| | 04:58 |
this area inside of the text and type the
word that it thinks it is or that you
| | 05:02 |
want it to be.
So I'm simply going to type the word Cohesion.
| | 05:09 |
Don't worry about the appearance right
now.
| | 05:12 |
I'm going to click the Accept and Find
button.
| | 05:14 |
You'll notice that the appearance has
remained the same.
| | 05:18 |
And see that the next word is the word
Street.
| | 05:21 |
It can't quite figure out what that word
is.
| | 05:23 |
So I'll click up here.
I'll highlight the text.
| | 05:27 |
And I'll type the word Street.
I'll click Accept and F.
| | 05:33 |
Here's another one that it couldn't quite
detect.
| | 05:35 |
I'll retype that.
And I'll just keep going through here and
| | 05:41 |
retyping these words.
And once it's finished, it'll tell you
| | 05:47 |
the find has been completed.
Now again, I'll close this dialog and if
| | 05:54 |
I zoom in the text is still rasterized.
But what it has done is essentially put a
| | 06:01 |
transparent layer underneath this image
that allows me to search the text.
| | 06:07 |
So if I come up here and click on the
Find button, or type Ctrl+F on my keyboard.
| | 06:12 |
I'm going to do a search for the word
Environment.
| | 06:16 |
If I click the Return key, it found the
first instance.
| | 06:21 |
If I hit Return again, the Next, and each
instance throughout this document.
| | 06:27 |
This is incredibly powerful for companies
like law firms.
| | 06:32 |
Who scan legal documents, and critical
documents that can't be altered, but this
| | 06:38 |
still allows them to search the actual
text.
| | 06:42 |
So as you can see this is a pretty
powerful feature.
| | 06:45 |
Now, I'm going to go ahead and Save this
document, I'll do a save as PDF.
| | 06:49 |
And I'll call this letterscan underscore
OCR, and I'll save that.
| | 06:57 |
Then I'll close this.
Let's do one more.
| | 06:59 |
I'm going to go to the create button, choose
PDF from file.
| | 07:04 |
This time, I'm going to select the Letter
Scan Skew.
| | 07:08 |
Then I'll click the Open button.
And I'll fit this page to my window, and
| | 07:12 |
I know what you're thinking.
You're thinking this never happens to
| | 07:15 |
you, right?
Everybody's image is always straight when
| | 07:18 |
they scan it on their scanner.
Well, if you never have this issue, then
| | 07:22 |
good for you.
But chances are, more times than not,
| | 07:25 |
you're going to end up with the same
problem that I did.
| | 07:28 |
Now, what I'm going to do here is I'm going to
do the same thing.
| | 07:31 |
I'm going to recognize the text in this
file.
| | 07:34 |
But this time, I'm going to use a slightly
different approach.
| | 07:37 |
I'm going to click the Edit button, and
instead of Searchable Image, I'm going to
| | 07:41 |
use a newer technology inside of Acrobat
called Clearscan.
| | 07:46 |
And I click OK.
And OK one more time.
| | 07:49 |
It's going to process the file the same way
it did before.
| | 07:53 |
And one of the side benefits of using
this OCR text recognition is that
| | 07:57 |
regardless of whether you use clear scan
or the searchable image, it'll straighten
| | 08:02 |
out your document for you as well.
Pretty nice feature, if I do say so myself.
| | 08:10 |
Now, if I zoom in on this text, you'll
notice that the text does not appear
| | 08:15 |
rasterized like it did before.
It's actually converting it to this clear
| | 08:21 |
scan text, which gives it a more natural
look and a cleaner look.
| | 08:26 |
So I'm going to Ctrl+0 to zoom out on that.
I can click Find First Suspect, and it
| | 08:32 |
didn't really find any issues this time.
And if I close this and I do a Ctrl+F to
| | 08:38 |
Find, I'm going to do another search for
the word Environment.
| | 08:45 |
And you can see, once again, it's
detecting all the instances Inside of
| | 08:49 |
this document.
And again, one of the other benefits of
| | 08:54 |
this is that I can actually copy this
text and paste it into another document
| | 08:59 |
if I wish.
To do that, I can come over here to the
| | 09:03 |
Content section and choose Edit Document
Text.
| | 09:07 |
And I can just select the text.
And that now allows me, I know this looks
| | 09:13 |
a little strange inside of this document.
But I can select this and then
| | 09:18 |
right-click and choose Copy and Paste it
into another file if I wish.
| | 09:22 |
Now, in addition one of the new features
that they've added inside of Acrobat X is
| | 09:26 |
the ability for me to come up here to the
file menu.
| | 09:31 |
And I can choose Save As, Microsoft Word
and I can choose a Word document.
| | 09:39 |
So if I choose this option, I'm going to go
ahead and leave the name set to Letter
| | 09:43 |
Scan Skew, but save it as a Word
document.
| | 09:47 |
And when I click the Save button.
It's going to process this file, and this
| | 09:52 |
is going to take a little bit longer
because it's got to analyze the file and
| | 09:55 |
convert it to Word components.
And when it's all finished what I can do
| | 10:01 |
is then come down here and launch Word,
and I'm going to do a File > Open.
| | 10:11 |
Navigate to my Project Files folder where
I saved this document.
| | 10:17 |
And as I scroll through this, although
not entirely perfect it is now a
| | 10:22 |
completely editable Microsoft Word
document that can be changed and modified.
| | 10:31 |
Anyway that I like.
So I'm going to go ahead and exit out of here.
| | 10:40 |
And I'll Close this document.
And as you can see, using a scanner, you
| | 10:44 |
can take any existing paper document,
whether it be a letter, receipt or
| | 10:48 |
anything else, and scan it to a PDF file.
Furthermore, you can detect the text in
| | 10:54 |
the scanned document so that you can
search the text later on.
| | 10:58 |
This is a great way to eliminate paper
documents in your home or office, making
| | 11:03 |
it quick and easy to find a document
later on.
| | 11:08 |
| | Collapse this transcript |
| Creating a PDF from a web page| 00:02 |
Among the various ways that you can use
to create a PDF file, creating a PDF from
| | 00:06 |
a webpage ranks as one of my favorites.
My reasoning for this is that most of my
| | 00:11 |
research and work is done of the web, so
it stands to reason that the information
| | 00:15 |
that I find on the web needs to be easily
saved for future use or easily shared.
| | 00:21 |
Acrobat 10 makes creating PDF files from
a webpage easy and provides multiple ways
| | 00:26 |
of doing so.
Let's take a look.
| | 00:29 |
The first method I'm going to show you is
going to be the most basic way that you
| | 00:32 |
can create a PDF from a webpage.
To began, I'm going to launch Mozilla
| | 00:37 |
Firefox on my computer.
And as long as you're running the Windows
| | 00:42 |
platform, and you use either Internet
Explorer or Firefox, you'll notice that
| | 00:47 |
in your toolbar at the top of your
browser you now see a small convert
| | 00:50 |
button with a little PDF symbol next to
it.
| | 00:56 |
This allows me to easily convert a
webpage to a PDF file.
| | 01:00 |
So to begin, I'm simply going to browse
to a web page of my choice.
| | 01:06 |
This is my web page, and it's not a very
complex webpage, but it's a good example
| | 01:10 |
for this demonstration.
To begin I'm going to click on the triangle
| | 01:15 |
to the right of the convert button, and
I'm going to choose preferences.
| | 01:19 |
And this is going to open my web page
conversion settings.
| | 01:22 |
Up here at the top, it'll ask me to
choose what file type I'm going to
| | 01:26 |
capture, whether it's an HTML or plain
text.
| | 01:30 |
I'll leave it set to HTML.
And then if I click the Settings button,
| | 01:34 |
this allows me to control other
properties of how the web page will be
| | 01:37 |
captured and converted to a PDF.
So I can define the encoding, the
| | 01:43 |
language if it's not defined, and down
here I can choose the font size as well.
| | 01:49 |
So, if I decide that the webpage I'm
capturing has text that is smaller than I
| | 01:53 |
like, I can set that right here.
And I can also force some settings such
| | 01:58 |
as the text color.
Background color, and link color.
| | 02:03 |
And I can even let it embed multimedia
content when possible.
| | 02:07 |
I'm going to leave these settings at their
defaults, and then finally in the PDF
| | 02:12 |
settings category we can have Acrobat
create bookmarks when it creates the
| | 02:16 |
webpage, and I can also choose to put
headers and footers on the page.
| | 02:22 |
I'm actually going to turn that option off
for now.
| | 02:26 |
And I can let it create pdf tags as well,
which will help to make the pdf
| | 02:30 |
accessible to people with visual
impairments.
| | 02:34 |
In the page layout category, I'm going to
set the orientation to landscape, because
| | 02:38 |
that's pretty much the orientation of the
web page.
| | 02:42 |
And if I choose, I can also scale the
wide contents to fit on the page that I'm
| | 02:46 |
defining up here.
I'm going to go ahead and click okay.
| | 02:51 |
And then I'm going to click on the triangle
once again.
| | 02:53 |
And I can just do a basic
convert-webpage-to-PDF.
| | 02:57 |
I can add the webpage to an existing PDF.
Or I can print the webpage while creating
| | 03:03 |
a PDF in the process.
As well as converting the webpage and
| | 03:08 |
emailing it immediately.
I am going to choose a basic convert web
| | 03:13 |
page to PDF and this going to ask me for a
file name, so I will call this file
| | 03:18 |
CGSWEB and I'll out this in my project
files folder, so when I click the save
| | 03:23 |
button you can see that it is converting
the file And the result is a pdf with my
| | 03:29 |
webpage intact.
So this is a really nice feature.
| | 03:37 |
And you'll also notice that my links are
active links.
| | 03:42 |
So I can still navigate and this is going to
want to go to my webpage, it's going to want to
| | 03:45 |
go out to the Internet to follow these
links.
| | 03:50 |
So I'm going to go ahead and close this file
for now.
| | 03:53 |
And I'm going to go back to my web browser
because another great way that you can
| | 03:59 |
use to create pdfs from the web page is
to actually select a certain area.
| | 04:06 |
So I'm simply going to browse to another web
page.
| | 04:11 |
And I'm going to do a little research.
I'm looking for some information on
| | 04:16 |
InDesign styles.
And I found this one right here.
| | 04:21 |
This one looks pretty interesting and
here, the author's pretty good.
| | 04:25 |
And I'm simply going to select this area
of the webpage by just clicking and dragging.
| | 04:32 |
And then I'm going to right-click on any of
the highlighted content.
| | 04:35 |
And I'm going to choose, convert selection
to Adobe PDF.
| | 04:38 |
And I'm going to give this one a name of
videos.
| | 04:42 |
And I'll click the save button.
And that's going to create a new PDF file.
| | 04:48 |
With the content that I had selected.
Now I'm going to go back to the browser
| | 04:53 |
again, I'm going to do one more search, I'm
going to do a search for Adobe Illustrator,
| | 04:58 |
and this one looks pretty interesting
too.
| | 05:03 |
So I might want to use this information
later on, so once again I'm going to click
| | 05:06 |
and drag to select this content...
And I'm going to right-click on any of
| | 05:11 |
the selected information, and this time
I'm going to choose Append Selection to
| | 05:16 |
Existing PDF.
I'm going to point it to the Videos PDF
| | 05:21 |
that I just created, I'm going to choose
Open, and if I return to that PDF file,
| | 05:25 |
you'll notice that it now has a second
page.
| | 05:30 |
And if I click the down arrow you'll
notice that that page has been appended
| | 05:34 |
to this PDF file.
One of the ways that I really like to use
| | 05:38 |
this feature, is when I've purchased
something online, I can quickly and
| | 05:42 |
easily capture my receipt and save it as
a PDF for future reference.
| | 05:48 |
I'm going to go ahead and close this file.
And then the last method I'm going to show
| | 05:53 |
you is the method to capture an entire
webpage.
| | 05:57 |
To do that, I'm going to come up to my
toolbar, and I'm going to click the create
| | 06:00 |
button, and I'm going to choose PDF from
webpage.
| | 06:04 |
I'm going to enter a URL, and I'm going to use
my personal website once again.
| | 06:13 |
And I have several options here.
So first of all I'm going to click the
| | 06:17 |
Settings button.
Again, this is the same dialog we get
| | 06:19 |
when we were converting it from within a
web page.
| | 06:23 |
I'm going to leave this set to the defaults,
and then, over here in the lower left
| | 06:26 |
corner, right now it's going to capture
multiple levels of the web page.
| | 06:31 |
Let's take a look at those options.
I'm going to click this button.
| | 06:36 |
And you could see that right now its
going to get only 1 level of the website and
| | 06:39 |
that's basically the level of the website
that you first see when you browse to
| | 06:43 |
that website.
I can choose to stay on the same path or
| | 06:48 |
the same server of the website that I
navigated to.
| | 06:53 |
For this particular website I'm actually
going to click, get entire site.
| | 06:58 |
Now I'm going to caution you right here
because, if you choose this option on a
| | 07:02 |
fairly large website, it could take a
very, very long time to perform.
| | 07:07 |
So, I suggest you use this with caution.
Because I know my website is fairly basic
| | 07:13 |
in nature, I am going to choose this option
to show you what happens.
| | 07:17 |
So I'm going to click the create button and
it's warning you that it could take a
| | 07:21 |
long time.
In this case, I am going to proceed, I'll
| | 07:24 |
click the yes button and I'm going to let it
go ahead and generate my PDF file and
| | 07:28 |
it's actually going to show me the PDF even
though it's not complete, its going to show
| | 07:32 |
me the first page and its going to add the
content as its capturing it.
| | 07:38 |
Now you can see the first page is what
we've seen earlier in this video.
| | 07:43 |
But over here in my bookmarks panel,
because I turned that option on, I can
| | 07:47 |
now browse to different areas of the
webpage that has been captured.
| | 07:53 |
In addition, you can also use the active
links in here to go to the different
| | 07:57 |
categories as well.
This is very, very useful for looking at
| | 08:02 |
a website and browsing the contents as
well.
| | 08:05 |
I'm going to go ahead and save this file,
I'll go ahead and click the save button
| | 08:10 |
up here, and I"m going to call this CGS main
site, and I'll click the save button.
| | 08:18 |
And now I can browse this at my leisure
whether I'm connected to the Internet or not.
| | 08:23 |
Like I said Acrobat 10 provides several
ways to create pdf files from a web page.
| | 08:28 |
As you've seen in this video, you have
several choices for creating pdf files
| | 08:32 |
from web pages each having their own
advantages depending on the information
| | 08:37 |
that you want to capture.
| | 08:40 |
| | Collapse this transcript |
| Creating a PDF from a file| 00:00 |
Acrobat 10 allows you to create a PDF
from a variety of different file types.
| | 00:08 |
These file types include Word documents,
PowerPoint documents, Excel documents and
| | 00:13 |
even images.
You can convert virtually any file type
| | 00:17 |
to a PDF simply by choosing the Create
button.
| | 00:20 |
I'm beginning this video with Acrobat 10
already open on my computer.
| | 00:25 |
And to show you how I can easily create a
PDF from a variety of different file
| | 00:29 |
types, I'm going to come up here to the
Create button, and I'm going to choose PDF
| | 00:33 |
From File.
Now, when this opens, I'm simply going to to
| | 00:40 |
navigate to the creation folder inside of
my project files folder and I'm going to
| | 00:44 |
select a couple of these files.
Now, most of these are Word documents but
| | 00:50 |
you'll notice also the images in here.
And I'm going to go ahead and click on one
| | 00:55 |
of the Corporation documents.
Then I will hold down the Ctrl key on
| | 01:00 |
Windows, or the Cmd key on Mac.
And select one of these letterhead files,
| | 01:04 |
as well.
And if you'd like, you can also
| | 01:07 |
Ctrl+click on the Letter Scan file as
well.
| | 01:11 |
I'm going to go ahead and click the open
button.
| | 01:15 |
And Acrobat is going to convert each one of
these documents to a separate PDF file.
| | 01:20 |
Now, if I go to my Window menu, you can
see at the bottom of this menu all three
| | 01:25 |
of these documents have been converted to
a PDF file.
| | 01:30 |
As I choose them, it's going to display that
particular file.
| | 01:34 |
That's how easy it is to convert these
files to a PDF.
| | 01:38 |
Now, I'm going to go ahead and close all of
these documents.
| | 01:41 |
I don't need to save them for now.
And what if I wanted to take several
| | 01:47 |
files and create one single PDF document.
Well, I can do that easily as well.
| | 01:52 |
I'm just going to come up here to the Create
button and choose Combine Files into a
| | 01:57 |
single PDF so I choose this option.
I can now click the Add Files button and
| | 02:03 |
choose Add Files from the list.
And once again, I'm going to select one of
| | 02:09 |
the corporation documents.
I'll hold down the Ctrl key on windows or
| | 02:13 |
the Cmd key on Mac, and select one of the
letterhead word documents.
| | 02:19 |
And then I'll also go ahead and choose
one of the letter scan images.
| | 02:24 |
And I'll choose the Open button.
And now this is a slightly different
| | 02:28 |
dialog box because it gives me a couple
of choices.
| | 02:32 |
I can choose to convert this to a single
PDF and I can also convert it to a PDF portfolio.
| | 02:39 |
Both of which have useful purposes.
Now, in this list here, I can also change
| | 02:45 |
the order in which these appear.
For instance, I can click this
| | 02:50 |
corporation file and click the Move Down
button to change the order in which it's
| | 02:55 |
going to appear in the list of files.
I could even select a document and click
| | 03:02 |
the Choose Pages button.
And this would actually allow me to
| | 03:08 |
define which page of the document I want
to convert to a PDF.
| | 03:13 |
I'm going to click Cancel for now.
And then, if I need to remove any of
| | 03:16 |
these files, I simply select it and click
the Remove button.
| | 03:22 |
And then I can also choose what the file
size will be.
| | 03:25 |
So the first option is the smaller file
size.
| | 03:28 |
Second option is the default file size,
which is suitable for viewing and
| | 03:32 |
printing business documents.
And the third option as I hover over it,
| | 03:37 |
is used for high quality output.
This looks pretty good.
| | 03:43 |
I'm going to go ahead and click the Options
button and this also provides some
| | 03:47 |
additional options that I can choose to
enhance the overall PDF document.
| | 03:53 |
I'll leave the settings at their defaults
and then I'll click the Combine Files button.
| | 03:59 |
You'll notice, that if I come down here
to my task bar, that Word is actually not
| | 04:03 |
being opened.
It's actually automatically converting it.
| | 04:08 |
It's important to note however, that you
do need Word on your computer.
| | 04:12 |
In order to convert that particular file
type.
| | 04:16 |
As you can see, if I go ahead and fit my
document to the window, by hitting Ctrl+0
| | 04:20 |
on my keyboard or Cmd+0 on Mac, you can
see that I'm seeing the entire document.
| | 04:28 |
If I click the down arrow, I can navigate
through this document.
| | 04:32 |
To see all the different pages.
I'll go ahead and click the Save button
| | 04:37 |
and I'll just name this file Combined,
click Save and then I'm going to Close
| | 04:42 |
this document.
Now, one of my favorite uses for the
| | 04:47 |
combined files to a single PDF feature is
taking a bunch of photos.
| | 04:54 |
And converting them so that they can
easily be displayed inside of a PDF file.
| | 05:00 |
The nice thing about this is that anyone
using the Free Reader will be able to
| | 05:05 |
view these images without a problem.
To do this I'm going to click the create
| | 05:10 |
button and choose combine files into a
single PDF.
| | 05:13 |
I'll click the Add Files button and this
time I'm going to choose the Add Folders button.
| | 05:20 |
If I go to my Project Files folder inside
of the Creation folder there is a Photos folder.
| | 05:28 |
I'm going to select that Photos folder and
click OK.
| | 05:31 |
And it's going to add of the images from
that folder into the list.
| | 05:36 |
Once again, you can change the order that
these appear.
| | 05:41 |
So, if you wanted to change these, you
can move these up or down in the list.
| | 05:48 |
So you're happy with their order, and
then, once again, choose your size and
| | 05:52 |
click the Combined Files button.
The end result is that I have a single
| | 06:00 |
page within the PDF document for each of
the images that I chose.
| | 06:06 |
This is a great way to display your
artwork.
| | 06:09 |
It's also a great way to share your
artwork and your photos with other people.
| | 06:15 |
What I like to do to really make this a
nice presentation is I'll go up to the
| | 06:20 |
File menu and choose Properties.
In the Initial View tab, I'm going to go
| | 06:26 |
ahead and click the Open in Full Screen
mode button.
| | 06:30 |
I'm also, for the page layout, I'll go
ahead and choose Single Page and the
| | 06:35 |
Magnification I'm going to set to fit
page.
| | 06:40 |
I'm going to click OK.
And I'll Save this as Presentation.
| | 06:47 |
To see how this would look to somebody
who is going to open this, I'm going to
| | 06:50 |
close this document and you'll notice
that it's showing up in my recent files.
| | 06:57 |
So I'll click that and you'll see it
gives me a dialog indicating that it's
| | 07:00 |
going to put this presentation into Full
Screen mode and all I have to do is press
| | 07:05 |
Esc to exit out of it.
I'll go ahead click Yes, and as you can
| | 07:10 |
see, now, it hides the Acrobat Interface
and I can use the arrow keys on my keyboard.
| | 07:18 |
To go from one page to the next.
I'll go ahead and hit Esc.
| | 07:25 |
If I really wanted to enhance this
presentation I can come over here to my
| | 07:29 |
pages, my page thumbnails navigation
pane, and I'll go ahead and click on the
| | 07:33 |
first page.
Scroll down and Shift, Click on the last
| | 07:39 |
page to select them all.
I'll then click on the Options button
| | 07:44 |
here and go to Page Transitions.
Not only can I change the transition
| | 07:50 |
that's applied to this, so maybe a good
one would be wipe.
| | 07:57 |
I can also Auto-Flip it after so many
seconds.
| | 08:02 |
Maybe just as a demonstration, I'll set
this after 5 seconds.
| | 08:08 |
I can apply it to the selected pages,
that's why I selected these.
| | 08:11 |
Or I could choose all pages and
documents.
| | 08:15 |
Once again, I'll click OK.
Save the file.
| | 08:19 |
And now, when I close this and reopen it,
you'll see that it's going to take me into
| | 08:23 |
Full Screen mode, but it's automatically
going to display each photo.
| | 08:29 |
And it's automatically going to transition
to the next photo as well.
| | 08:33 |
Again, a great tool for presenting these
images to other users.
| | 08:42 |
As you can see, it's really easy to
create a PDF file from various files by
| | 08:46 |
simply choosing them and converting them
to a PDF file.
| | 08:50 |
No need to open the file.
Just select and convert.
| | 08:56 |
| | Collapse this transcript |
|
|
5. Modifying PDF FilesAdding a watermark| 00:00 |
When distributing documents in PDF format
to other users, they may not be in their
| | 00:05 |
final format, or they may be confidential
in nature.
| | 00:11 |
A watermark is a great way to indicate
these situations and Acrobat makes adding
| | 00:15 |
a watermark to a document easy and is
extremely flexible as well.
| | 00:19 |
I am beginning this video with the
contract.pdf document open, and this can
| | 00:24 |
be found in the Modifying Folder inside
your Project Files Folder.
| | 00:29 |
So to add a watermark to a document is
quite simple, I am going to come over
| | 00:33 |
here to my tools panel, and I'm going to
come down to the Watermark button.
| | 00:40 |
When I click on that it provides a couple
of choices, and I'm going to choose the Add
| | 00:45 |
Watermark Option.
Now, this dialog box is fairly large in
| | 00:50 |
nature, and it provides a bunch of
options that can be added to create the watermark.
| | 00:57 |
On the right side, you can see a preview
of your page.
| | 01:01 |
So up here at the top, we have a field
for text and I'm simply going to type let's
| | 01:06 |
say draft copy.
And you can see that the text that I type
| | 01:10 |
in this field is automatically displayed
in the preview to the right.
| | 01:14 |
Now, I have a lot of options here.
I can choose the font that I want to use,
| | 01:20 |
so for example, by default Aerial is
chosen.
| | 01:23 |
Maybe I want to make it a bit bolder, so
I'll use Aerial Bold, and then I can also
| | 01:28 |
choose a size for this type as well.
Now, you can choose up to 72 point but if
| | 01:34 |
you need something larger, you can also
highlight this value and type something a
| | 01:39 |
bit larger.
You can also apply an underline to the text.
| | 01:45 |
You can also change the color very
easily.
| | 01:47 |
So maybe we'll pick a slightly different
color.
| | 01:50 |
Maybe red, indicating that this is
important.
| | 01:55 |
And I'm also doing that for another
reason because as we get down to the
| | 01:59 |
bottom of the page, we can also choose
whether we want the location of the text
| | 02:03 |
to appear on top, or behind the text on
the page.
| | 02:08 |
So, I'll choose behind.
That way, at least we can see the text in
| | 02:12 |
front of it and I'm also going to come
down here.
| | 02:15 |
We can customize the text in the case of
the rotation.
| | 02:20 |
So, if I click 45 degrees, I can also
choose a custom angle.
| | 02:25 |
I'm going to reduce the opacity a little
bit, and I'm also going to scale it
| | 02:30 |
relative to the page.
Okay, so that's currently set to 50%, but
| | 02:36 |
that is going to override the size of the
text as well.
| | 02:41 |
So let's turn that off for now, and then
we can also adjust the vertical distance.
| | 02:45 |
So, if I wanted this to be higher on the
page relative to the center but I can
| | 02:49 |
also change these properties.
I can say from the top or bottom as well,
| | 02:54 |
and for the horizontal distance, I can
also choose left and right.
| | 03:00 |
You can change your unit of measurement
very easily here, I'll leave mine set to
| | 03:04 |
points, that's fine.
And if I click Okay, you'll see that my
| | 03:08 |
water mark has been added to every page
of My Document.
| | 03:14 |
Now, all I have to do is save the
document as another name and I'll be able
| | 03:17 |
to continue on.
So I'll choose file, Save As and I'll
| | 03:22 |
choose PDF.
I'm going to call this contract done.
| | 03:28 |
And I'll go ahead and save this.
Now, I'm going to close this document.
| | 03:33 |
And I'm going to reopen the original
contract.
| | 03:37 |
And we'll go ahead and fit this to our
page by pressing control zero on Windows
| | 03:42 |
or command zero on Mac.
And let's go down to the Watermark Option
| | 03:48 |
and choose Add Watermark once again.
Because a question that I often get from
| | 03:53 |
people is what if I wanted to add a
custom watermark?
| | 03:58 |
Well, aside from changing the text and
all these properties in here, I can also
| | 04:04 |
pick a file that I can apply as a
watermark to a page.
| | 04:09 |
So, I'm going to click on this File button,
and then I'll click the Browse button,
| | 04:14 |
and also inside of the Modifying Folder
of your Project Files Folder I have a PDF
| | 04:18 |
file that I created ahead of time called
Watermark.
| | 04:24 |
I'm going to click the Open button and you
can see that this watermark has some
| | 04:29 |
unique text next to the logo for my
company.
| | 04:33 |
I am going to set this on a 45 degree angle
and this is where the scale relative to
| | 04:38 |
target page is more useful, because I
can't really set the size of the text of
| | 04:42 |
this watermark right now.
So I'll go ahead and increase this to
| | 04:50 |
about 70%, that looks pretty good.
I'll also make sure that I choose to put
| | 04:56 |
it behind the page, and let's also reduce
the opacity maybe to 40%, that looks
| | 05:02 |
pretty good.
Maybe, we'll even bump it up on the page,
| | 05:08 |
and I think I like the way that looks.
Now, after changing all these settings,
| | 05:14 |
you may realize that you want to reapply
these settings to other documents, and
| | 05:18 |
you may have noticed that the second time
I opened this dialog it was reset back to
| | 05:23 |
its defaults.
What I encourage you to do is that, after
| | 05:29 |
customizing these properties, come up
here to the top of the dialog and click
| | 05:33 |
the Save Settings button.
And I'm going to call this cohesion watermark.
| | 05:42 |
And when I click OK, you'll notice that
that is now a saved setting that I can
| | 05:46 |
choose each time I come in here to add a
watermark.
| | 05:50 |
I'm going to go ahead and click Okay.
And now, you can see that that custom
| | 05:55 |
watermark has been applied to every page
in my document.
| | 05:59 |
Now, I'm going to save this document.
So I'll choose Save As PDF, and I'll call
| | 06:05 |
this contract cohesion done.
And the other thing that's important to
| | 06:12 |
understand with a watermark is that if I
come back down here to my watermark
| | 06:16 |
button, I can also choose to remove the
watermark.
| | 06:21 |
When I click this button, it asks me if
I'm sure I want to permanently remove the watermark.
| | 06:27 |
I can say yes and now that removes the
watermark from each page.
| | 06:32 |
You may want to do that if, for example,
you're sending out a draft copy and it
| | 06:36 |
goes to several people and they realize
okay this is now a good version.
| | 06:42 |
Instead of recreating the PDF you can
simply go down to the watermark and
| | 06:47 |
remove the watermark.
In addition, you also have an option to
| | 06:51 |
update the watermark as well.
So maybe, you've got a couple different
| | 06:56 |
watermarks maybe you've got Draft.
And then maybe you've got another
| | 07:00 |
watermark for Final Copy.
Again this is very easy to modify these
| | 07:03 |
watermarks once you've created them as
you've seen, a watermark can be added to
| | 07:07 |
a document in a variety of different
ways.
| | 07:11 |
The next time you need to release a
document in PDF form, and want to make
| | 07:15 |
the status of the document obvious, use
the watermark feature in Acrobat 10.
| | 07:21 |
| | Collapse this transcript |
| Adding a header or a footer| 00:00 |
Adding a header or a footer to a document
is something that is generally done
| | 00:04 |
within the application that created a PDF
file.
| | 00:09 |
You'll find, however, that oftentimes you
may receive a PDF file without the parent application.
| | 00:15 |
Adding a header or footer to a PDF
document is a useful tool that Acrobat
| | 00:18 |
brings to the table.
I'm beginning this video with the
| | 00:23 |
contract.pdf file open and this can be
found inside of the Modifying folder,
| | 00:27 |
inside of your Project Files folder.
To add a header or footer to a document,
| | 00:33 |
I'm going to come over here to my tools task
pane and I'm going to come down to the Pages category.
| | 00:41 |
And under Edit Page Design, I have a
section called Header and Footer.
| | 00:46 |
I'm going to go ahead and choose that option
and I'm going to select the Add Header and
| | 00:50 |
Footer option.
Now, within here the first area I want
| | 00:55 |
you to focus on is this section here that
has six text fields.
| | 01:02 |
You have a left header, center header and
right header text field, as well as a
| | 01:06 |
left footer, center footer and right
footer text field.
| | 01:11 |
You can literally type any text inside of
these fields that you would like.
| | 01:16 |
Now, for this particular document, I feel
that it would be useful to add a footer.
| | 01:21 |
So, the first thing I would like to do is
put a page number inside of my document.
| | 01:27 |
So, I'm going to click inside of the
center footer text and I'm going to click
| | 01:31 |
on the Insert Page Number button.
Now, we have some control over how this
| | 01:36 |
page number is going to appear.
Because all the way over here to the
| | 01:41 |
right, I have a Page Number and Date
Format option.
| | 01:45 |
So, I'm going to click on that option and
you can see that the Date Format provides
| | 01:49 |
a dropdown menu, where I can choose which
particular date format I'd like to use
| | 01:53 |
for this document.
The one that I typically use is the full
| | 01:59 |
date range.
So I'll choose that, even though I
| | 02:02 |
haven't inserted a date yet.
And then the Page Number format is
| | 02:05 |
currently set to a very basic number.
I'm going to click on the drop down menu,
| | 02:12 |
and I'm going to choose 1 of n.
What this is going to do, is it's going to
| | 02:18 |
display the page number and then how many
total pages are in the document.
| | 02:23 |
And if I'd like to, I can even define
which page number my document starts on.
| | 02:29 |
I'll go ahead and click OK.
And now that page number is going to be applied.
| | 02:33 |
Or I should say the formatting will be
applied where I've inserted my page number.
| | 02:38 |
So, that will display the page number on
the center of my page and we can see a
| | 02:42 |
preview down here at the bottom.
Now, I'm actually going to delete this
| | 02:47 |
text and I'm going to reinsert the page
number because I changed the format after
| | 02:52 |
I had inserted the number.
So, now you can see in the preview it's
| | 02:58 |
showing me page 1 of 4.
And I can preview my pages by using the
| | 03:03 |
arrow buttons here.
And this will show me page 2 of 4, 3 of
| | 03:08 |
4, and so on.
Now, what I might also want to do is put
| | 03:12 |
some text in the left section over here.
And maybe what I'll do is put the name of
| | 03:19 |
the company.
So, I'm going to type in here Cohesion Environmental.
| | 03:26 |
And then, on the right side, I think I'm
going to insert a date.
| | 03:30 |
So, I'll click the Insert Date button,
and now you get an idea of how this
| | 03:33 |
footer is going to look within this
document.
| | 03:37 |
Up here in the upper right corner, I can
control the margins of this document as well.
| | 03:43 |
If I'd like, I can decrease the amount of
margin on this page, or I can increase it.
| | 03:50 |
I think a half inch is going to work pretty
well.
| | 03:52 |
And I can also change the margin on the
left and right side of the document.
| | 03:57 |
In addition, I can choose the font, as
well as, the size and the color.
| | 04:02 |
And I can even add the underline.
Now, I've spent a little bit of time
| | 04:06 |
configuring this header and footer.
So, up here at the top, I'm going to click
| | 04:11 |
the Save Settings button, and I'm going to
call this one Cohesion Footer.
| | 04:18 |
And when I click OK, that is now an
option in the Saved Settings dropdown menu.
| | 04:24 |
So, anytime I come in here and want to add
another footer, I can do so easily by
| | 04:28 |
choosing the saved settings option and
that will automatically apply my settings
| | 04:32 |
that have been saved.
I'm going to click the okay button and
| | 04:38 |
you'll now see that this footer has been
applied to every single page in this document.
| | 04:46 |
That worked very well.
Now back over here, underneath the header
| | 04:50 |
and footer option, I also have a choice
to update the header and footer.
| | 04:56 |
This brings back the dialog with the
exact same settings, and I'm going to
| | 05:00 |
actually increase the size of the text
just a little bit.
| | 05:04 |
I'm going to change it from 8 points to nine
9.
| | 05:08 |
And I'll click OK.
And you can see that the footer has now
| | 05:11 |
been updated.
I'm going to go ahead and choose File > Save
| | 05:15 |
As > PDF.
And I'm going to call this
| | 05:19 |
Contract_footer_done and click the Save
button.
| | 05:26 |
Now, once again, if I come back over here
to the header and footer option, it also
| | 05:30 |
provides a choice to remove the header
and footer.
| | 05:35 |
So, if I choose remove, it detects that
there's already a header or a footer in
| | 05:39 |
this case applied to the document.
And if I click yes, it's going to remove it
| | 05:45 |
from every page.
This can be applied to a range of pages
| | 05:49 |
from 4 in this example to 1,000, if you
have a big enough PDF document.
| | 05:55 |
As you've seen in this video, you can
easily add a header or footer to an
| | 05:59 |
existing PDF document very, very easily.
This can be especially useful when you've
| | 06:05 |
merged several PDF documents from
multiple sources but want to add some
| | 06:10 |
consistency to the document.
| | 06:13 |
| | Collapse this transcript |
| PDF optimization| 00:00 |
Because there are so many options
available when creating a PDF file,
| | 00:04 |
there's a likelihood that occasionally,
your PDF file might not meet your needs.
| | 00:11 |
A common example, as you'll see here, is
when a file is created as a high quality,
| | 00:14 |
high resolution PDF and now you want to
post it on a website.
| | 00:20 |
The file that I have opened is called
Brochure.pdf and it'll be found in the
| | 00:23 |
Modifying folder inside of your Project
Files folder.
| | 00:27 |
And this is a great example of a PDF file
that was created using a high quality,
| | 00:32 |
high resolution setting.
If I come up here to the File >
| | 00:36 |
Properties > Description tab, we're going to
see that this file is about 3 and a half
| | 00:42 |
megabytes in size.
I'm going to go ahead and cancel this dialog.
| | 00:49 |
And I would like to be able to post this
file to a website.
| | 00:53 |
So to do so, I can easily optimize this
PDF file.
| | 00:57 |
To do that, I'm going to come up here to
the File > Save As > Optimized PDF.
| | 01:06 |
Now you may recognize this dialog box
as it looks very similar to the dialog
| | 01:10 |
that you see when your editing your PDF
options inside of the stiller.
| | 01:17 |
This dialog however allows you to
control how a PDF file is going to get optimized.
| | 01:23 |
So what I'm going to do here, you have a
couple of settings that are availalbe
| | 01:27 |
inside of this Drop down menu, but I'm
actually going to customize these
| | 01:30 |
settings to meet my needs.
I'm going to go ahead an down sample any
| | 01:37 |
image to about 100 pixels per inch, and
I'm going to make sure that's applied to any
| | 01:43 |
color image that is above 100 PPI.
So any image that it finds inside of the
| | 01:52 |
PDF file that is above 100 pixels per
inch will be down sampled to 100 pixels
| | 01:57 |
per inch.
Now, the color, greyscale and monochrome
| | 02:02 |
images are controlled independently of
one another.
| | 02:07 |
So I'm going to go ahead and change these
settings for the greyscale images as well.
| | 02:13 |
And I think for this particular project,
I'm going to leave the monochrome images set
| | 02:18 |
to the resolution that they're currently
set at.
| | 02:22 |
The brochure that I'm working on actually
doesn't have any monochrome images at
| | 02:26 |
all, so it really won't be affected by
this setting.
| | 02:31 |
I can come over here to the Fonts
category, and I can also choose to
| | 02:35 |
unembed any fonts that I don't want in my
PDF.
| | 02:39 |
I do however, need to retain the
appearance of my document, so I want to
| | 02:43 |
be careful here.
Because if I unembed them, then if the
| | 02:48 |
user does not have that font loaded on
their system, it will not look correct.
| | 02:54 |
I also have a category for transparency.
This is going to flatten the transparency
| | 02:59 |
of the document, which is a whole other
topic in this case...
| | 03:03 |
But if I do have transparency applied to
the document this controls whether it's
| | 03:07 |
flattened at a low, medium, or high
resolution.
| | 03:11 |
I'll go ahead and chose medium for my
document.
| | 03:14 |
I'm going to go to discard objects.
This is where I can control whether I
| | 03:19 |
want to remove some properties of this
document.
| | 03:23 |
So because I'm going to put it on the web, I
don't want to get rid of any of the bookmarks.
| | 03:27 |
That, I want to make sure that is
unchecked.
| | 03:29 |
I can choose to discard any forms that
are in here.
| | 03:33 |
I can choose to flatten the form fields,
and I can also choose to discard any
| | 03:37 |
Javascript that it finds.
Once again, all of these options are
| | 03:42 |
simply designed to mitigate, or minimize,
the size of your document.
| | 03:48 |
I'm going to click on the discard user data
option, and again, this allows me to
| | 03:53 |
remove any comment and mark up options.
It also allows me to remove any metadata
| | 04:00 |
that's in this object.
Sometimes you might have added metadata,
| | 04:05 |
which is information about the document,
that you don't want to travel along with
| | 04:09 |
the document.
I can discard any object data, file
| | 04:15 |
attachments, cross-references and any
private data that might be inside of this
| | 04:20 |
document as well.
And I can also discard any hidden layer
| | 04:25 |
content and flatten visible layers.
Under the clean up category.
| | 04:31 |
Once again this is just designed to
remove unwanted content from your PDF file.
| | 04:38 |
I'm going to leave these set to their
defaults and if you plan on using this
| | 04:42 |
setting more then once I suggest you
click this save button.
| | 04:48 |
And give this configuration a name.
I'm going to call this one v to be optimized.
| | 04:56 |
Go ahead and click okay.
And now this option is available right up
| | 04:59 |
here under the settings drop down.
I'm going to click the okay button, and it's
| | 05:04 |
going to ask me to save this file as a new
name.
| | 05:08 |
So I will call this one
brochure_optimized and I'll click the
| | 05:13 |
Save button.
Now, down here at the bottom, you're
| | 05:17 |
going to see Acrobat performing the
operations that I requested and once it's
| | 05:21 |
finished, I can come up here to the File
menu > Properties.
| | 05:27 |
And if I go to the description tab,
you're going to notice that the file size is
| | 05:32 |
now considerably smaller, about 25%
smaller than it was originally.
| | 05:38 |
As you can see, just because a file
you've been provided with isn't what you
| | 05:43 |
need, there's still hope.
By optimizing the PDF file, you might be
| | 05:49 |
able to massage the file into the PDF
that you need.
| | 05:54 |
| | Collapse this transcript |
| Basic PDF editing| 00:02 |
People often ask me the question, what's
the easiest way to edit a pdf file?
| | 00:07 |
And my response is, go back to the
original application that made the file,
| | 00:11 |
make the changes there and create a new
pdf.
| | 00:14 |
Now, I respond that way slightly tongue
in cheek.
| | 00:18 |
You see making extensive edits in a PDF
file can be very cumbersome and even frustrating.
| | 00:23 |
When a PDF is created, the structure of
the file is changed drastically compared
| | 00:27 |
to the original document that created the
file, which is why editing in a PDF can
| | 00:31 |
seem unnatural.
That being said, Acrobat 10 provides some
| | 00:36 |
basic editing tools for touching up your
PDF file and making basic edits.
| | 00:41 |
Let's take a look I'm going to begin this
video by opening up the brochure.pdf file
| | 00:46 |
which will be found in the modifying
folder inside of your Project Files Folder.
| | 00:54 |
And this is an example of a brochure that
was provided to me.
| | 00:59 |
And there are a couple of changes that I
would like to make to this PDF file.
| | 01:03 |
So, the editing tools in Acrobat, can be
found under the tools Task pane and in
| | 01:09 |
the Content area.
And if you go down under the Edit Text
| | 01:14 |
and Objects category, you'll see that I
have some basic tools that I can use to
| | 01:18 |
edit my document.
Now, the first thing that I'm going to do
| | 01:23 |
is I'm going to edit a couple objects on
my page.
| | 01:27 |
I'm going to click on the Edit Objects
button, and I'm going to come over here
| | 01:30 |
and I'm going to click on this Snowflake.
You can see that when I do it become highlighted.
| | 01:38 |
to edit this object, I'm going to right
click and I'm going to choose Edit Object.
| | 01:44 |
In my example, this file is going to open up
inside of Adobe Illustrator.
| | 01:51 |
I'm going to make a basic change in here.
I'll just maybe pick another color for my snowflake.
| | 01:57 |
I'm going to go to the File menu and choose
Save, and then I'm going to close the document.
| | 02:03 |
When I return to my PDF file, you can see
that the edit has been applied to that snowflake.
| | 02:09 |
Now, I'm going to point something out here.
The reason that his file was opened
| | 02:14 |
inside of Adobe Illustrator is because I
had Illustrator installed on my machine.
| | 02:20 |
You do, however, have control over this.
The preferences that control which
| | 02:26 |
application opens different objects can
be found by coming up here to the Edit
| | 02:31 |
menu and choosing Preferences.
If you're on the Mac platform, you'll go
| | 02:36 |
to the Acrobat menu and choose
Preferences.
| | 02:40 |
Once I am inside of here, I am going to come
down to the touch up category and over to
| | 02:45 |
the right you can see that I can choose
an Image Editor as well as an Object
| | 02:49 |
Editor and if you click on either one of
these buttons it will ask you to select
| | 02:53 |
the Application that you would like to
use to edit these particular types of objects.
| | 03:02 |
I'm going to click the Cancel button, and
the application that I have configured
| | 03:07 |
and that is configred by default as long
as you have these applications installed
| | 03:11 |
is Photoshop for editing images, and
Illustrator for editing objects.
| | 03:18 |
Now, if you have other applications that
you'd like to use, you can simply choose
| | 03:22 |
them using these buttons.
Because these are the applications that I
| | 03:27 |
do want to use.
I'm going to click the Cancel button, and
| | 03:30 |
then I'm going to come in here and show you
how we can edit an image as well.
| | 03:35 |
So to do that, I'm going to scroll down, and
go to page three in this example, and I'm
| | 03:39 |
going to click on this Snowboard Image.
Again I'll right-click and chose Edit Image.
| | 03:47 |
This dialog box is telling me that it
uses transparency, and that I might lose
| | 03:51 |
it in my editing application.
But I'm going to go ahead and click Yes anyway.
| | 03:58 |
It's going to tell me, that when I'm using
this tool, I'm simply going to make a change.
| | 04:04 |
And when I'm finished I'm simply going to
click this Save button, and Photoshop
| | 04:08 |
will flatten it automatically for me.
So I'll go ahead and click OK, and here's
| | 04:14 |
the full image that this board is being
created from.
| | 04:18 |
I'm just going to make an adjustment to
change the color of this image.
| | 04:22 |
Okay, so I've adjusted the color here and
I'm simply going to go to the File menu,
| | 04:28 |
and choose Save.
I'll close the image, and when I return
| | 04:34 |
to Acrobat, you'll see that the board
color and the bindings have changed.
| | 04:39 |
So that's how you can edit objects inside
of Acrobat.
| | 04:42 |
Now, if I want to make a basic text chance,
what I can do is zoom in on the section
| | 04:47 |
that I'd like to change.
And under the Edit Text and Objects
| | 04:53 |
Category, I'm going to click the Edit
Document Text.
| | 04:57 |
I'm going to go ahead and click within this
text here.
| | 05:01 |
And I really wanted this to say, two sets
of dry clothes.
| | 05:06 |
So I'm going to select the letter A, and
I'm going to type in R in its place.
| | 05:12 |
Now, I should point out that it's really
going to depend on what font was used in the
| | 05:17 |
text you're trying to edit.
Because you do need the font loaded in
| | 05:22 |
order to make a change to the text that
you're editing.
| | 05:27 |
You can select this text and, if I
right-click, I can choose Properties and
| | 05:32 |
you can see that this text is using
Myriad Pro Regular.
| | 05:38 |
And if I click on the Drop Down menu,
these are the fonts that are in the
| | 05:41 |
document that I'm editing.
However, I can scroll down and choose a
| | 05:46 |
system font that I want to use for this
text.
| | 05:50 |
So I use something in my list and it's
telling me that in this case the
| | 05:54 |
encodings are differing from the font
that I'm trying to use, and you will
| | 05:58 |
receive this message occasionally.
So unfortunately I can't use that
| | 06:04 |
particular font, let me try to use it
different one here, let me go with may be
| | 06:08 |
caslon regular once again its not letting
me change the font in this particular
| | 06:13 |
example and this all has to do with how
the font is encoded, so I am going to go
| | 06:17 |
ahead and click the Close button And
let's try to make a more extensive text change.
| | 06:27 |
So I'm just going to use my Scrollbar here,
I'm going to move over and lets just add
| | 06:31 |
some texts here.
I'm going to say all right, click after the
| | 06:36 |
number 4 and I'll type.
Now, what you are seeing is the situation
| | 06:41 |
that I spoke of early in this video, and
that is a fact that the structure of a
| | 06:46 |
PDF document is definitely different from
the structure in the originating application.
| | 06:56 |
And this is exactly why making extensive
text edits is not a great choice in a PDF file.
| | 07:04 |
There are some tricks that we can do.
We can try putting a return after this
| | 07:08 |
line, but then, once again, we're running
into a problem here.
| | 07:12 |
So, this is the danger in doing extensive
text edits inside of Acrobat basic text
| | 07:17 |
edits are very useful.
For instance, if I wanted to change the
| | 07:22 |
date here, I can simply select this Text
maybe this is supposed to be the 22nd.
| | 07:28 |
And then I could say to the 25th, that is
a basic text edit that worked quite well.
| | 07:35 |
But once again, these extensive text
edits can be a bit dangerous.
| | 07:39 |
As you've seen in this video, Acrobat
provides some great tools for making
| | 07:43 |
basic edits to your PDF files.
You're probably going to want to avoid
| | 07:47 |
making these extensive edits in Acrobat
10.
| | 07:49 |
But making simple edits can really save
you when the only file you have to work
| | 07:54 |
with is the PDF and not the originating
application file.
| | 08:00 |
| | Collapse this transcript |
| Using actions to automate edits| 00:02 |
As you develop your workflow, you may
find that you're performing the same
| | 00:05 |
series of edits or modifications to a
file over and over again.
| | 00:10 |
Acrobat 10 introduces actions, that help
you to automate repetitive task and avoid
| | 00:14 |
common human errors that can occur when
manually editing files.
| | 00:20 |
Let's take a look at how actions work.
I'm beginning this video with actually no
| | 00:25 |
document open this time and I'm going to
create action by coming over here to the
| | 00:30 |
tools ask pane coming down to the Action
Wizard section and I'm going to start by
| | 00:34 |
clicking the Edit Actions button because,
this is a great way to take a look at
| | 00:39 |
some of the actions that have already
been created for you.
| | 00:48 |
You can see that there is about 7 actions
that have been created for various things
| | 00:51 |
that Adobe has determined, could be
useful for the average user.
| | 00:56 |
Now if you actually wanted to take a look
at what's going on behind the scenes,
| | 01:00 |
what you would do is click on one of
these options.
| | 01:04 |
Click the Copy button and you'll be able
to see the steps that have been added
| | 01:09 |
inside of this action.
Now you can really do a ton of things
| | 01:14 |
with actions.
Everything that you normally would access
| | 01:18 |
inside of your task panes.
Can be accessed right here inside of your
| | 01:22 |
Action Wizard, and you can see that this
particular action is going to guide the
| | 01:27 |
user through each step required to
perform the action that this particular
| | 01:32 |
action is going to perform.
You can see it's going to start by
| | 01:38 |
marking the document for redaction.
It's going to confirm it.
| | 01:42 |
Then it's going to apply the read actions,
it's going to remove any hidden information,
| | 01:46 |
and it's going to reduce the file size.
Now, we're not really going to edit this
| | 01:51 |
particular action, but we're going to create
our own action.
| | 01:54 |
So, I'm going to click the cancel button,
and I'm not going to save it.
| | 01:58 |
So I'm going to go ahead and exit this.
And we'll go ahead and close out of this
| | 02:04 |
and instead of editing existing actions
I'm going to create a brand new action.
| | 02:10 |
So I'm going to click the Create New Action
button and it's going to walk me through
| | 02:14 |
creating this action.
So at the top here it says start with and
| | 02:18 |
you can choose a bunch of options here,
by default it's set to A File Open In Acrobat.
| | 02:25 |
Or I could have Acrobat prompt me to
select a file.
| | 02:31 |
I can also choose a file on my computer,
a folder full of several PDFs, a scanned
| | 02:36 |
document, or I can combine files into a
single PDF.
| | 02:41 |
I'm going to keep the default right now,
starting with a file open in Acrobat.
| | 02:46 |
Now, the first I want to do with this
action is I want to have the action
| | 02:50 |
automatically add a footer to my document
and I also wanted to add a watermark.
| | 02:56 |
So I'm going to come over here to the Pages
section and I'm going to click on the Header
| | 03:01 |
and Footer Add button.
As you can see it adds the step to add a
| | 03:06 |
header and footer.
And I have a choice of prompting the
| | 03:11 |
user, or not prompting the user.
And for this particular action, I know
| | 03:16 |
what type of footer I want to add to the
document.
| | 03:20 |
So I'm just going to come in here to the
Options category.
| | 03:23 |
And this is displaying all the properties
of the footer that I want to create.
| | 03:28 |
So I'm going to go ahead and click the
center footer text, and I'm going to
| | 03:32 |
actually click the page number and date
format.
| | 03:36 |
I'm going to change the date to, mm/dd/yyyy.
And I'm going to set the page number format
| | 03:44 |
to 1 of n and I'll set the page numbering
at #1.
| | 03:49 |
Click Okay and then I'm going to actually
click the Insert Page Number button.
| | 03:54 |
And you can see that that is now showing
in my footer at the bottom of the screen.
| | 03:59 |
Let's go ahead and add some text to the
left.
| | 04:02 |
I'm going to type in here Cohesion.
And on the right, let's insert the date.
| | 04:11 |
So I'll click the Insert Date button.
Perfect.
| | 04:14 |
So I'll click OK, and now that step is
complete.
| | 04:18 |
Now I'm going to click on the Add
Instructions step and for the step name
| | 04:22 |
I'm going to type Add Watermark, and for
the instructions I'm simply going to type
| | 04:26 |
some instructions for the user.
And that's going to be displayed for the
| | 04:37 |
user so they know what to do next.
I'll click Save, and that's simply an
| | 04:42 |
instruction step, so then I'm going to come
down here and click on the Watermark Add button.
| | 04:48 |
I'm not really going to define the
properties, but I'm going to prompt the user
| | 04:52 |
in this case.
And then when I'm finished, I'm going to
| | 04:56 |
have the action ask me when it started to
determine where the file is going to be saved.
| | 05:02 |
We're going to turn off override existing
files, because I don't want to
| | 05:05 |
accidentally replace anything.
I'm going to click Save, I'm going to
| | 05:09 |
give the action a name and I can enter a
description if I'd like to as well.
| | 05:15 |
I'm going to click the Save button, and
that's it.
| | 05:19 |
So to apply this action, I'm actually
going to open a file.
| | 05:23 |
I'm going to open the Contract PDF file
inside the Modifying folder, and I'm
| | 05:27 |
going to fit the page to a window so we can
see this, and I did that by pressing Ctrl
| | 05:32 |
+ 0 on Windows, or Cmd+0 on Mac.
And over here in the action wizard
| | 05:39 |
section, In my tools task pane, I'm going to
click the Add Footer and Watermark button.
| | 05:47 |
It's going to start by opening this dialog
box.
| | 05:50 |
And I'm going to click the Next button.
Notice it already added the footer
| | 05:54 |
exactly as I had specified.
Now, here's the instruction step that we created.
| | 06:00 |
It's telling me that in the next dialog
box to find the properties of the watermark.
| | 06:05 |
So I'm going to click right here when
completed, and this is where I can type
| | 06:09 |
the content as well as other properties
for my watermark.
| | 06:15 |
I'll click OK, and then Acrobat's asking
me to save this file.
| | 06:24 |
So I'm going to call this Contract Wizard
Done, and I'll save it into my folder,
| | 06:28 |
and you can see that the action has now
been complete.
| | 06:35 |
When you find yourself performing edits
repetitively to multiple files, actions
| | 06:39 |
can save you a ton of time.
Now that you know how to build your own
| | 06:44 |
actions, analyze your own workflow and
determine if building an action could
| | 06:48 |
help reduce the amount of time spent
making manual edits.
| | 06:54 |
| | Collapse this transcript |
|
|
6. Combining PDF FilesInserting pages from other files| 00:02 |
Once you start working with PDF files
you'll likely encounter the need to
| | 00:06 |
combine a page or two from one document
and insert it into another document.
| | 00:11 |
Acrobat 10 provides several ways for you
to do so.
| | 00:15 |
Let's take a look at how this works.
I'm beginning with video with the CGS
| | 00:19 |
main site file open on my computer.
This can be found inside of the Combining
| | 00:25 |
folder, inside of your Project Files
folder.
| | 00:28 |
Now what I'd like to do is I'd like to
just take this main page, you can see
| | 00:32 |
there's actually six pages in this
document but I really only want page one.
| | 00:38 |
And I want to use this in another document.
So what I want to do is I want o extract
| | 00:44 |
this page from this document, so I'm
going to come over here to the tools task
| | 00:49 |
pane > Pages category, and this top
section here allows me to do a variety of
| | 00:54 |
different things with the pages within my
document.
| | 01:02 |
So, first and foremost I can rotate the
page if I wish.
| | 01:07 |
I can delete a page.
But what I'm actually going to do in this
| | 01:11 |
particular case is I'm going to extract
the page.
| | 01:14 |
So I'm going to click the Extract button,
and it asks me which pages of this
| | 01:18 |
document I would like to extract.
So I'm going to tell it to extract page
| | 01:25 |
one to one, and I"m going to extract the
page as a separate file.
| | 01:32 |
So when I click OK, it's going to ask me
where I'd like to save this file.
| | 01:36 |
So for now I'm just going to put this on
my Desktop.
| | 01:39 |
And I'll click OK.
Now, if I close this file, and I go out
| | 01:43 |
to my Desktop, you'll see that I now have
this single file that has been created,
| | 01:48 |
and if I double-click on it, you'll
notice that it's simply one page of that
| | 01:52 |
original document.
And that's exactly what I wanted.
| | 01:58 |
So I'm going to go ahead and close this,
and then I'll go ahead and open the
| | 02:03 |
Contract file inside of the Combining
folder in the Project Files folder, and
| | 02:08 |
I'll fit this page to my Window by
pressing Ctrl+0 on Windows or Cmd+0
| | 02:13 |
on Mac.
And I'd like to insert that page that I
| | 02:20 |
extracted in the beginning of this
document.
| | 02:24 |
So to do that I can come over here to the
Insert Pages section > Insert From File button.
| | 02:31 |
I'm going to go out to my Desktop where I
saved that page > CGS Main Sight One file
| | 02:37 |
> Select.
In the Insert Pages dialog, it's simply
| | 02:43 |
asking me where I want to put this page.
So I'm going to tell it to put it before the
| | 02:49 |
first page.
I could also say before page one, and
| | 02:53 |
that would achieve the same result.
So when I click Okay, you'll see that now
| | 02:59 |
I have this single page as page one, and
then the remaining contract as pages two
| | 03:05 |
through five.
Now I'm going to go ahead and save this
| | 03:11 |
document, and I'll go ahead and close it.
And if you have a multi-page document and
| | 03:18 |
you would simply like to extract all the
pages independently of one another I can
| | 03:23 |
do that as well.
So I'm going to go ahead and reopen that
| | 03:28 |
contract file and I'm actually going to
delete this first page cuz I don't really
| | 03:33 |
need this anymore.
And I'll fit it to the window by pressing
| | 03:38 |
Ctrl+0, or Cmd+0 on Mac.
And another great button that we can use
| | 03:44 |
inside of this pages category is the
Split Document button.
| | 03:49 |
I'm going to click on this button, and it's
going to ask me how I should split the
| | 03:54 |
document apart.
Now I can split it into a certain number
| | 04:00 |
of pages, so for instance right now, it's
going to split it into two-page chunks.
| | 04:07 |
I can also split it by file size.
This is really useful if you've got a
| | 04:13 |
large catalog or a manual of some sort.
And you'd like to simply split it based
| | 04:19 |
on file size, so then it'll break it
apart into two megabyte chunks.
| | 04:26 |
And then finally I can split it based on
the top level bookmarks that had been
| | 04:30 |
created inside of the PDF file.
I'm going to leave it set to number of pages
| | 04:35 |
and I'll set the max number of pages to
1.
| | 04:39 |
When I click Okay, it's telling me the
document has been successfully split into
| | 04:44 |
four documents.
I'm going to click Okay.
| | 04:48 |
Go ahead and save this document and close
it.
| | 04:51 |
And when I return to the Finder, in the
Combining folder of my Project Files
| | 04:56 |
folder you can see that I have four
separate PDF files that have been created
| | 05:01 |
and if I open them up you'll actually see
that they are one page each.
| | 05:08 |
Let's go ahead and open the other ones as
well.
| | 05:13 |
There's page 2, 3, and of course 4.
And if I go to my Window menu I can see
| | 05:20 |
that all four of these documents are open
at the same time.
| | 05:26 |
As you can see, when you need to combine
elements from multiple files into one
| | 05:29 |
cohesive PDF file, Acrobat 10 provides
some great tools for doing so.
| | 05:34 |
And if you have a lengthy document that
you'd like to split apart, Acrobat can
| | 05:41 |
meet that need as well.
| | 05:45 |
| | Collapse this transcript |
| Combining multiple files into a single PDF| 00:00 |
BLANK AUDIO.
Acrobat 10 allows you to not only create
| | 00:05 |
PDF files with ease, but also combine
multiple files into a single PDF as well.
| | 00:11 |
The really nice thing about this feature
is that the files don't have to be PDF
| | 00:14 |
files prior to combining them.
As you'll see here, we can select various
| | 00:20 |
formats, and combine them into a single
PDF file on the fly.
| | 00:24 |
I'm going to begin with Acrobat 10 open.
And I'm going to come up here to the Create
| | 00:30 |
button in my toolbar.
And I'm going to choose the Combined Files
| | 00:34 |
into a Single PDF option.
Now it's going to bring up this Dialog box
| | 00:40 |
that allows me to combine the files into
either a single PDF or a PDF portfolio.
| | 00:49 |
In this video I'm going to focus on the
single PDF option.
| | 00:53 |
Now in order to combine the files I need
to add them to my list.
| | 00:58 |
So at the top of this dialog I'm going to
click the Add Files button and choose Add
| | 01:02 |
Files from the list.
I'm then going to navigate to my Project
| | 01:07 |
files folder, into the Combining folder.
And as you can see I've got a variety of
| | 01:12 |
different files here.
And what I'm going to do is I'm going to select
| | 01:17 |
one of the Letterhead options.
I actually have the DocX format for one
| | 01:21 |
of the Letterhead files and the dot DOC
format for one of the Letterheads.
| | 01:28 |
Doesn't really matter which one you
choose to make things easy I'll select
| | 01:31 |
this Letterhead file.
And then I'll hold down the Ctrl key on
| | 01:36 |
Windows or the Cmd key on Mac, and I'm
going to select two other files.
| | 01:41 |
The sell sheet, as well as the siding
prices file.
| | 01:45 |
I'm then going to click the Open button.
And you'll notice that all three of these
| | 01:50 |
options, I'll just click down here to
deselect them.
| | 01:53 |
All three of these files have been added
to my list.
| | 01:56 |
I can change the order of these files by
clicking on one of them and clicking the
| | 02:02 |
Move Up button or the Move Down button.
And one of the interesting things about
| | 02:09 |
using an Excel spreadsheet is that when I
select this file.
| | 02:13 |
I can even choose which sheet I want to
use from that Excel spreadsheet.
| | 02:19 |
So if I were to actually click that
button, you'll see a quick flash of the
| | 02:23 |
Excel spreadsheet opening, and I kinda
lost that dialog so I'm going to come down
| | 02:27 |
to my Task bar.
And I'm going to choose the Combined Files
| | 02:32 |
window so that it shows it again.
And it would actually allow me to select
| | 02:37 |
which sheet of the spreadsheet file I
want to use when I'm combining into a
| | 02:41 |
single PDF.
So there is only one sheet in this file.
| | 02:47 |
So I'm going to leave sheet one selected.
And then I'll go ahead and click Okay.
| | 02:52 |
You'll also notice that the sell sheet
file is giving me a warning.
| | 02:57 |
And this PDF file is a PDFX format.
So it's specifically giving me a warning
| | 03:04 |
that the file will no longer retain those
properties once combined.
| | 03:09 |
And that's fine in this case cause I'm
really just using this to distribute to a client.
| | 03:15 |
Now what I'm going to do, I'm going to click on
the Letterhead file and I'm going to move
| | 03:18 |
that down.
That way they're going to see my cell sheet
| | 03:23 |
and the siding prices and then the letter
at the bottom.
| | 03:27 |
If I'd like, I could click on the
Letterhead file and click the Move Up
| | 03:30 |
button to keep it as the first page.
You can order these files any way you wish.
| | 03:37 |
Now down here in the lower right corner I
can also specify the file size that this
| | 03:42 |
final PDF will use.
So the first option is the smaller file
| | 03:47 |
size, as you can see, suitable for
onscreen display, email and the Internet.
| | 03:53 |
The second button is the default file
size suitable for reliably viewing and
| | 03:56 |
printing business documents.
And the third button is the larger file
| | 04:02 |
size, suitable for quality printing on
desktop printers.
| | 04:07 |
So in my case I'm going to keep the second
button selected.
| | 04:11 |
And if I click the options button I can
also add some additional features to this
| | 04:16 |
PDF file, such as enabling accessibility
in the PDS file.
| | 04:22 |
Which means it'll add accessibility for
people who have visual impairments.
| | 04:27 |
I can also tell it to add bookmarks to
the PDF, and some other options below as well.
| | 04:34 |
So I'm going to keep these set to their
default.
| | 04:37 |
I'll click Okay.
And then I'll click the Combine Files button.
| | 04:41 |
And Acrobat 10 is going to do a lot of the
work for me.
| | 04:44 |
So, as you can see, it's combining the
Letterhead file first.
| | 04:49 |
Then it's moving on to the sell sheet.
And then finally, the Siding file, which
| | 04:53 |
is an Excel spreadsheet.
And when it's all finished you'll notice
| | 04:58 |
that I'm left with a single PDF file.
I'm going to go ahead and fit this page to
| | 05:03 |
the window by pressing Ctrl+0 on Windows
or Cmd+0 on Mac.
| | 05:08 |
And if I page through this document,
you'll see that the second page is the
| | 05:12 |
sell sheet which was originally a PDF.
And the third page is the siding prices,
| | 05:19 |
which was actually originally an Excel
spreadsheet.
| | 05:23 |
As you can see, you don't actually have
to do much work up front to use this feature.
| | 05:27 |
Simply select the files that you want to
use, and then combine them into a single
| | 05:32 |
PDF file that you can easily distribute
to a client.
| | 05:37 |
| | Collapse this transcript |
| Creating a PDF portfolio| 00:02 |
Combining files into a single PDF can be
a great benefit at times, but sometimes
| | 00:06 |
you may want to send files to a client or
coworker that are not in the PDF file format.
| | 00:13 |
PDF portfolios are the perfect
combination of PDF and native file formats.
| | 00:19 |
You see a PDF portfolio acts as a sort of
container in which you can put PDF files
| | 00:23 |
as well as other file formats that
maintain their original integrity without
| | 00:28 |
having to be converted to the PDF file
format.
| | 00:33 |
Let's take a look and see how portfolios
work.
| | 00:36 |
I'm beginning this video with Acrobat X
open on my screen.
| | 00:40 |
And to start by creating a PDF portfolio,
I can do this several ways.
| | 00:45 |
Right here in the Welcome screen, I'm
provided with a choice to create a PDF portfolio.
| | 00:51 |
I can also do this by going to the File
menu and choosing Create PDF Portfolio.
| | 00:58 |
I can also click on the Create button in
my toolbar and choose PDF portfolio from there.
| | 01:04 |
Either way you choose it, I'm going to go
ahead and select that option to bring up
| | 01:08 |
the Create PDF Portfolio dialog box.
Now, when this dialog box is opened, I
| | 01:15 |
have five choices.
That allows me to choose which layout I
| | 01:21 |
want to use for my portfolio.
As you click on the different layouts, it
| | 01:26 |
shows you on the right what these
different layouts are going to look like.
| | 01:31 |
I'm going to leave click through selected
for now, but I can always change it later on.
| | 01:37 |
And I'm going to go ahead and click the
finish button to create a blank PDF portfolio.
| | 01:43 |
Now, this doesn't look very impressive
right now.
| | 01:47 |
But once I start adding files to it,
you'll see how valuable a PDF portfolio
| | 01:51 |
can be.
I'm going to click on the Add Files button.
| | 01:56 |
And I'm going to go into the Combining
folder inside of the Project Files folder
| | 02:00 |
and I'm going to select this file called
Cell Sheet and I'll click the Open button.
| | 02:07 |
Now, this is in fact a PDF file and down
here at the bottom I can see a small
| | 02:12 |
thumbnail of what the file looks like.
And then at the top, it shows me a larger
| | 02:18 |
version of what the file looks like.
If I double-click on this file, it's
| | 02:23 |
going to show me a larger preview, to give
me an idea of what this file actually
| | 02:27 |
looks like.
And I can even click the open file link
| | 02:31 |
in the upper right corner.
To actually open the PDF file inside of
| | 02:36 |
Acrobat X.
If I press Ctrl+0 on Windows or Cmd+0 on
| | 02:41 |
Mac, I can see the full file.
I don't really want to do anything with
| | 02:46 |
this right now, so I'm going to close it,
and that'll take me back to my portfolio.
| | 02:51 |
I'm going to click the X in the upper right
corner to close the preview.
| | 02:54 |
And I'm going to add some more files.
I'm going to click the Add Files button.
| | 03:00 |
And I'm going to select the Letterhead Word
document.
| | 03:05 |
And I'm also going to select the Siding
Prices document.
| | 03:08 |
So I'm going to hold down the Ctrl key on
Windows or the Cmd key on Mac.
| | 03:12 |
And then I'll also select this Contract
as well.
| | 03:15 |
I'm going to click the open button, and
you'll see that all three of these files
| | 03:20 |
are also added to my list in the PDF
portfolio.
| | 03:25 |
Once again, here's my Excel spreadsheet,
I can double-click on this to see a
| | 03:29 |
larger version, but what I can also do is
click the Open File button.
| | 03:36 |
And this allows me to choose how I want
this file open.
| | 03:40 |
So I'm just going to tell it to open this
file.
| | 03:43 |
Click OK.
And you'll see it actually opens this
| | 03:47 |
file inside of Microsoft Excel.
I can literally make changes to this file
| | 03:52 |
and save it, and it will be saved inside
of the portfolio.
| | 03:57 |
That's what makes these portfolios so
useful.
| | 04:00 |
So I'm going to close out of Excel for
now, and I'll go back to my portfolio.
| | 04:05 |
And you can see it was giving me a status
that this file was open and that's a
| | 04:09 |
useful indicator as I'm working in this
portfolio down here at the bottom.
| | 04:15 |
You can see that the order of my files
has changed.
| | 04:18 |
Now, I think I want my siding cell sheet
to be the first file listed.
| | 04:23 |
So I'm going to click on it and drag it all
the way to the left to change the order
| | 04:26 |
that these files appear at the bottom.
Maybe next, I would like the letter to be
| | 04:32 |
displayed, so I'll just drag this over
here.
| | 04:36 |
And then I'll go ahead and leave the
contract and then maybe the siding prices.
| | 04:42 |
Now, one more thing I'm going to do, I
may have some photos that I want to show
| | 04:45 |
somebody so that they can evaluate a
project or maybe take a look at some of
| | 04:49 |
the photos that we're considering for our
project.
| | 04:54 |
I'm going to come up here and click the
Add Folder button this time, and I'm
| | 04:57 |
going to navigate to my Project Files
folder.
| | 05:01 |
Inside of the Combining folder, and I'm
going to choose this Photos folder.
| | 05:06 |
And when I click OK, it's actually going to
add that whole folder full of images.
| | 05:12 |
Now, it displays kind of a blank folder
for now, and it's showing me the name
| | 05:17 |
called photos.
But if I double-click on this, it's
| | 05:22 |
actually going to show me all of the photos
within that folder which is really,
| | 05:27 |
really nice.
Now, you can also double-click on any one
| | 05:31 |
of these individual photos and that will
take you into a kind of slide show view.
| | 05:36 |
And I can click the right arrow and start
toggling through these images so that I
| | 05:42 |
can evaluate them.
When I'm all finished, I'll click the
| | 05:47 |
Close button.
And then I'll click the Close button
| | 05:50 |
again for the actual folder.
So, this PDF portfolio is working out
| | 05:54 |
pretty well.
Once again, I can change my layouts.
| | 05:59 |
As I click on the different layouts, it
kinda shows me how these.
| | 06:03 |
Files are going to be displayed, this is a
pretty nice lay app that can be used but
| | 06:08 |
for more professional look you might want
something like the grade view.
| | 06:15 |
You can experiment with these different
layouts on your own.
| | 06:19 |
I can also go into the Visual Themes
category.
| | 06:23 |
Where I can choose maybe a Clean theme or
maybe a Spring theme, or the default
| | 06:30 |
which was Tech Office.
Maybe I'll even choose modern, depending
| | 06:37 |
on what my mood is.
You can go into the Portfolio Properties
| | 06:41 |
and choose what font is used to display
your content.
| | 06:45 |
Just going to scroll up a little bit.
I can choose my color palette.
| | 06:51 |
Maybe I'll go with a different color
palette for my files.
| | 06:55 |
I can choose the background as well.
So you can see right now, it's using a gradient.
| | 07:02 |
I can choose a solid color or a radial
gradient.
| | 07:06 |
I can also choose a background image if I
want.
| | 07:10 |
There are a lot of properties that I can
choose for my PDF portfolio.
| | 07:17 |
Now, to finish this up, I'm going to go
ahead and click the Save button and I'm
| | 07:22 |
going to save this file as Portfolio_V2B,
and I'll put that in my combining folder.
| | 07:32 |
And the nice thing about this is, right
now, we're in Editing mode.
| | 07:35 |
And if I really want to see what this is
going to look like to the average user who
| | 07:39 |
opens this file, I'm going to click the
Preview button.
| | 07:43 |
And this is going to hide the interface that
I was seeing, and show me what the user
| | 07:48 |
will see.
Now, to truly see what the user is going to
| | 07:52 |
be viewing when they open this file, I'm
going to close this file and I'm actually
| | 07:56 |
going to close Acrobat X Pro and I'm going to
launch Adobe Reader on my computer.
| | 08:05 |
Once again the Adobe Reader X is free.
And can be downloaded from the Adobe website.
| | 08:10 |
I'm just going to expand this.
And I'm going to open that PDF portfolio
| | 08:15 |
that I just saved within Reader.
And once again, you can see that the only
| | 08:25 |
thing that the user needs is the free
reader.
| | 08:29 |
They can look at these files.
They can double-click on them to get a
| | 08:34 |
preview of the file.
If they double-click on the Excel
| | 08:39 |
spreadsheet, they can click the Open File
Link and still open the Excel spreadsheet
| | 08:44 |
to make changes, to make edits, or
anything that they want to do.
| | 08:50 |
I'm going to go ahead and close Excel, close
my preview.
| | 08:55 |
And as you can see, a PDF portfolio can
be a great vehicle for carrying files in
| | 08:59 |
various formats in a nice, neat PDF
package.
| | 09:03 |
This is a great way to transport files
and present a variety of different
| | 09:08 |
information types in a creative and
effective way.
| | 09:13 |
| | Collapse this transcript |
|
|
7. CollaboratingSharing PDF files| 00:02 |
Once you're comfortable creating and
working with PDF files, the next thing
| | 00:06 |
you'll probably want to do is share some
of these PDF files with coworkers,
| | 00:09 |
clients and maybe even friends.
Acrobat makes the process of sharing a
| | 00:14 |
file with other users easy, and Acrobat
10 introduces a new feature called Adobe SendNow.
| | 00:20 |
Which allows you to share a file with
other users without having to use the
| | 00:24 |
e-mail application on your computer.
This is a perfect solution for users who
| | 00:28 |
use webmail instead of a dedicated email
application.
| | 00:32 |
Let's take a look.
I'm going to begin with Acrobat 10 Pro open
| | 00:36 |
on my computer, and to begin, I can
either click on the Share button in my
| | 00:40 |
toolbar, or I can click on the Share task
pane to display these options.
| | 00:47 |
Now you notice that there are two radio
buttons available, and to start I'm going to
| | 00:52 |
use the Attach to Email option.
I'm going to click the Add File link And I'm
| | 00:58 |
going to navigate to the collaborating
folder inside of the project files folder
| | 01:02 |
on my computer, and I'm going to select the
file called letter head dot PDF, and I'll
| | 01:06 |
click the open button.
This adds that file to my list of files
| | 01:12 |
to attach to an email, and then I'm
simply going to click the attach button.
| | 01:18 |
This is going to launch the dedicated email
application on my computer.
| | 01:22 |
And immediately it will launch Outlook on
my computer.
| | 01:26 |
Now if you're using another email
application it'll use whatever the
| | 01:30 |
default is on your computer.
So in the 2 field I'm simply going to put an
| | 01:35 |
email And a subject, and that's pretty
much all there is to it.
| | 01:42 |
I'll just click the send button, and that
will actually send that file to whoever I
| | 01:48 |
specified in the to field.
Now one of the new features in Acrobat 10
| | 01:54 |
is the Adobe Send Now service.
And I'm going to start by clicking on that
| | 02:00 |
radial button.
Now this service allows me to send a file
| | 02:03 |
to somebody else, without actually having
to use my email.
| | 02:08 |
So this is a really nice feature.
So to begin, I'm going to select a file just
| | 02:13 |
like I did before.
I'm going to go ahead and grab this
| | 02:16 |
letterhead file once again.
And then it asks me who I'm going to send it
| | 02:20 |
to, so I'm going to go ahead and send this
to myself.
| | 02:23 |
Give it a subject, and I'll type in here
please read this letter.
| | 02:32 |
I'm then going to click on the Send Link
button, and here is where it gets a
| | 02:36 |
little interesting, because the Send Now
service is at this time a free service,
| | 02:40 |
at least for a limited time.
And the only thing you need to use this
| | 02:46 |
service is an Adobe ID.
So if you don't have an Adobe ID, you can
| | 02:51 |
sign up for one on the Adobe website, or
you can also initiate it directly through
| | 02:55 |
this interface.
And then there's also a paid version,
| | 03:00 |
which you can subscribe to right from
this interface as well.
| | 03:05 |
So I'm going to click the Try Now button
and it's going to ask for my Adobe ID, so
| | 03:11 |
I'm going to enter that information,
anter my password, and enter my
| | 03:17 |
information and then I'll click the Sign
Up button.
| | 03:27 |
So this is the process you would go
through if you were creating an Adobe ID
| | 03:31 |
from scratch.
Now, for me, I already have an Adobe ID.
| | 03:36 |
So I'll just sign in down here, and I'll
enter my information, click the Sign In button.
| | 03:47 |
And that will sign me into Send Now, and
it's actually sending the file automatically.
| | 03:53 |
So it's essentially uploading it to Adobe
servers, then it's going to send a link to
| | 03:57 |
the person whom I put into the to field.
If you want to view the information and
| | 04:03 |
track the file you can click on the View
and Track Sent File link.
| | 04:08 |
And this is going to take you to a webpage
where you can manage some of this information.
| | 04:14 |
So you can see, here's the file that I
actually sent.
| | 04:19 |
I can download it by clicking on the
download link, and I can also see who
| | 04:23 |
else has downloaded this file.
And it's important to understand that you
| | 04:29 |
can both send files and receive files
through this interface.
| | 04:33 |
Let's take a look.
I can click on the Received Files button.
| | 04:36 |
We can see that I've received this
particular file as well, and if I go to
| | 04:40 |
the Sent files, this is where I can send
files in the same way, except I don't
| | 04:45 |
even really need Acrobat 10 to do so.
So this is a really great feature.
| | 04:52 |
Now while we're on the subject of online
services, one other really nice way that
| | 04:57 |
we can share files is using another Adobe
feature called acrobat.com.
| | 05:04 |
So I'm going to go to another website,
and the web address is simply
| | 05:09 |
www.acrobat.com, and in much the same way
as Adobe Send Now requires an Adobe ID,
| | 05:16 |
you can see that we can also do multiple
things inside of acrobat.com, including
| | 05:22 |
create a PDF file.
Now, the create PDF button here will
| | 05:31 |
allow you to create PDF files without the
Acrobat 10 application, and with the free
| | 05:36 |
account you can create a couple PDF files
to start but then to create more you need
| | 05:41 |
to upgrade your service.
I can also upload a file to acrobat.com,
| | 05:48 |
if I click the Upload button.
I can navigate to my project files
| | 05:54 |
folder, to the collaborating folder, and
I'll select the letterhead file there.
| | 06:00 |
And you can see that it's uploading that
file to my Acrobat.com account.
| | 06:06 |
It's important to understand too, that
with this free Acrobat.com account you
| | 06:10 |
get five gigabytes of storage on Adobe's
server, which is a really, really great deal.
| | 06:17 |
Now, once this file is uploaded, I can
also choose Share, and I can share this
| | 06:22 |
file with individuals.
I can also publish it so that anybody can
| | 06:28 |
access it via a link.
So if I click Share It With Individuals,
| | 06:34 |
once again, I can enter an email address,
a message, and then I can share it with
| | 06:39 |
whomever I choose.
As you can see, there's no shortage of
| | 06:44 |
methods that you can use to share files
with other users.
| | 06:48 |
Try these methods out for yourself, and
I'm sure you'll agree that sharing PDF
| | 06:53 |
files couldn't be any easier.
| | 06:56 |
| | Collapse this transcript |
| Using the comment and markup tools| 00:02 |
Acrobat 10 can be used to collaborate
with other users regarding changes and
| | 00:06 |
additions that need to be made to a
document.
| | 00:09 |
There's no need to print out the PDF file
on your printer, simply send the file to
| | 00:12 |
other users, and they can use Acrobat to
indicate changes to the file.
| | 00:18 |
It's important however to use the comment
and mark up tools correctly or it may be
| | 00:21 |
difficult for the reviewer or even the
sender to understand those comments.
| | 00:27 |
I'm beginning this video with the
letterhead document opened up on my
| | 00:30 |
screen and I'm simply going to zoom in on
this document, so I can get a better look
| | 00:34 |
at text in the top portion of this
letterhead.
| | 00:38 |
To indicate changes and use the comment
tools, I'm going to come over here to the
| | 00:42 |
Comment task pane, and as you can see
there a couple different categories in
| | 00:46 |
here that we can use.
Now, the first one I'm going to use, I'm
| | 00:51 |
going to make sure that I open up the
Annotations category.
| | 00:54 |
And I'm going to click on the Sticky Note
tool.
| | 00:58 |
Now, the Sticky Note tool is arguably one
of the most over used tools in the set of
| | 01:02 |
Annotation tools, but it is useful for
very general comments.
| | 01:07 |
So the way that this tool works is I'm
simply going to click somewhere on my
| | 01:11 |
page and it's going to add a sticky note
to the page.
| | 01:16 |
In the text field over here I'm just
going to type a general note.
| | 01:23 |
And when I click on this Collapse button,
now you can see that the Sticky Note is
| | 01:28 |
only appearing as this general icon.
I can click on it and move it to whatever
| | 01:34 |
location I wish.
But you can also understand why this is
| | 01:38 |
not a good tool to use to indicate text
changes because it's very subjective in nature.
| | 01:44 |
But I can double-click on this to open it
back up, and if I click on this little
| | 01:48 |
icon in the upper left I can go to
Properties and I can change how this
| | 01:51 |
sticky note looks.
So maybe I want to make it a cross that's
| | 01:57 |
going to appear here or even a check mark,
whichever you wish, I'll leave mine set
| | 02:01 |
to the comment icon.
But maybe I'll change the color to, say,
| | 02:06 |
green, and if you want this note to
always remain green you can click the
| | 02:11 |
make properties default check box.
I'm going to go ahead and click Okay.
| | 02:18 |
The next tool is the Highlight Text tool,
this is useful for just questioning
| | 02:22 |
certain areas of text, and not
necessarily indicating changes.
| | 02:28 |
So with this tool selected, I can click
and drag on the address and it's going to
| | 02:32 |
highlight the address.
Now, if I double-click on that
| | 02:37 |
highlighted area, I can also enter a
note, that's attached to that highlighted area.
| | 02:43 |
So I can just type a general note here,
and then I'll go ahead and close it.
| | 02:49 |
So this is very useful in certain
situations.
| | 02:52 |
The third icon is the Attach File button.
Maybe I have some extensive changes and
| | 02:59 |
I've decided, you know what, instead of
me indicating changes in the text.
| | 03:04 |
I'm just going to attach, say a word file,
that contains the new text.
| | 03:08 |
So I could use that, I simply click on
this, pin it to a certain area of the
| | 03:12 |
document, and then point to the file.
I'm just going to cancel out of that for now.
| | 03:18 |
The other one, to the right of it, is the
Record Audio button.
| | 03:22 |
This literally allows me to click in an
area and record audio via the microphone
| | 03:26 |
connected to My Computer.
So sometimes its very hard to visualize
| | 03:31 |
what you want to say, but you can record
the audio that way they can just listen
| | 03:36 |
to you talk.
Really great feature.
| | 03:39 |
I'm just going to cancel out of that for
now.
| | 03:42 |
The next tool is the Add Stamp tool.
So if I click on the arrow to the right.
| | 03:48 |
You can see that there are some default
stamps that I can use.
| | 03:53 |
There are some dynamic stamps you can see
these are revised, reviewed, received,
| | 03:57 |
you can even add some custom stamps if
you want, if you'd like to create your
| | 04:01 |
own stamp that's related to your
particular business, you can do that, and
| | 04:05 |
there's also some standard business
stamps as well.
| | 04:11 |
So example, I can say, well I want this
to be not approved.
| | 04:16 |
So, the first time you utilize this you
have to establish your identity.
| | 04:21 |
So I'm just going to put my name here,
and I'll go ahead and click the complete
| | 04:27 |
button, and now I can attach this to the
document.
| | 04:34 |
So I'm just going to put this right up here
at the top, just indicating here to
| | 04:37 |
everybody that this has not been approved
yet.
| | 04:39 |
Now, getting back to our text change
indicators, this first one in the second
| | 04:45 |
row is the insert text.
So I can click on this button and then I
| | 04:50 |
can come down here to my text and, let's
say, I'll just kind of put my cursor
| | 04:53 |
right after the word current, and you can
see it puts a little insert icon.
| | 05:00 |
And I can insert some text here, and then
I can close this note and you can see
| | 05:05 |
that this is now indicating that this
text is inserted into that area.
| | 05:11 |
Now, in addition, you'll notice that down
here are all the indications, these are
| | 05:15 |
all the annotations that I've already
added, it just keeps a running list of
| | 05:18 |
changes or indications that I've been
inserting into this document.
| | 05:24 |
The second button is the Replace Text.
So, I'm just going to highlight this first
| | 05:30 |
portion and I'll replace this with the
word capitalized The and that's
| | 05:34 |
indicating Replace Text.
I can cross out Text so I can come down
| | 05:40 |
here, and I'm just going to select the
word current and then let go and that'll
| | 05:46 |
indicate the crossing out of that word.
I also have the next icon which is to
| | 05:54 |
underline text.
So maybe I'll just highlight a word
| | 05:58 |
indicating that it's underlined.
And once again, I can double-click on
| | 06:02 |
that to put a note as to why I underlined
it as well.
| | 06:06 |
Finally, we also have a Add Note To Text.
So I can click on that Option, and then I
| | 06:14 |
can come down here and maybe highlight
this text.
| | 06:18 |
And then I'll simply type in here the
note that I want to type.
| | 06:26 |
Now, I'm going to go ahead and save this
file, so I'll do a save as PDF and I'm
| | 06:31 |
going to call this letterhead commented and
I'm going to go ahead and close this.
| | 06:39 |
Now, there's one other thing you need to
be aware of and that is the fact that if
| | 06:43 |
you send a PDF file to somebody who's
only using the reader, they're not going to
| | 06:47 |
be able to see the comment and markup
tools.
| | 06:51 |
Let's take a look at what that looks
like.
| | 06:53 |
I'm just going to open up Reader on My
Computer, and I'm going to do a file open,
| | 06:58 |
and I'm going to open the exact same file
that I opened inside of Acrobat 10.
| | 07:07 |
But what you're going to find is that, when
I go to the comment area that I have very
| | 07:11 |
limited comments that I can add to this
document, and that's not very helpful.
| | 07:17 |
I mean, they can indicate very general
changes.
| | 07:20 |
But again, the Sticky Note tool is not a
very good choice for indicating text changes.
| | 07:24 |
So let me show you what you need to do.
I'm going to close out of Adobe Reader.
| | 07:28 |
And I'm going to reopen the letterhead file
inside of Acrobat 10 Pro.
| | 07:35 |
And what I'm going to do is I'm going to go to
the File menu and choose Save As, and I'm
| | 07:39 |
going to choose reader extended PDF.
And you can see that I have several
| | 07:45 |
choices where I can enable different
options inside of this document, and I'm
| | 07:49 |
going to choose enable commenting and
measuring.
| | 07:54 |
Now, this message is indicating that once
we enable this document, it's going to be
| | 07:58 |
restricted and I'm not going to be able to
make the normal changes inside of a PDF
| | 08:02 |
that I normally would.
So I'm just going to go ahead and click OK,
| | 08:07 |
and it's going to make me save a copy of
this.
| | 08:10 |
So I'm going to call this Letterhead
Enabled, just indicating for my reference
| | 08:15 |
which version this is, and that way I can
save it to my Collaborating Folder, and
| | 08:20 |
I'll close this, and then I'm going to
reopen Adobe Reader.
| | 08:27 |
And now, when a user opens this file in
the free reader application.
| | 08:34 |
You'll see that if they go to the
comments section, now they have the full
| | 08:37 |
arsenal of commenting tools that they can
use to make text changes and indicate
| | 08:42 |
text changes in your document.
As you've seen in this video, there's no
| | 08:48 |
need to print out a PDF file on paper.
Instead of using a pen or pencil to
| | 08:53 |
indicate your changes, just use these
great comment and mark up tools built
| | 08:58 |
right into Acrobat 10 Pro or Adobe Reader
10.
| | 09:03 |
| | Collapse this transcript |
| Summarizing comments| 00:00 |
When receiving a PDF file that contains
comments from other users, it can often
| | 00:04 |
be difficult to sort through the comments
to make sure you've addressed each one appropriately.
| | 00:11 |
Acrobat 10 provides several tools that
make this process easier, and one of the
| | 00:14 |
tools, the comment summary, allows you to
summarize all the comments in a document
| | 00:18 |
to make them easier to sift through.
Let's take a look.
| | 00:23 |
I'm beginning this video with the letter
head underscore commented dot PDF file
| | 00:27 |
open on my computer, and I'm going to begin
by coming over here to my task panes, and
| | 00:32 |
I'm going to click on the Comment pane.
Now your Comment tools are up here on the
| | 00:38 |
top, but one of the nice features is down
below you have a Comment List.
| | 00:44 |
And this is a complete list of all the
comments that have been made to this document.
| | 00:50 |
Now we can actually search the comments
up here, which could be useful if you
| | 00:53 |
knew exactly which comment you were
looking for.
| | 00:57 |
But one thing that you'll notice is that
as I click on each comment, it actually
| | 01:01 |
highlights the comment in my document.
So if I want to know where that comment
| | 01:07 |
was used I can simply click on each one
and I can see where that comment has been made.
| | 01:13 |
This is particularly useful with
multi-page documents.
| | 01:17 |
Now in addition usually as you're making
these changes or you are reviewing these comments...
| | 01:23 |
You'll click on one of these comments,
and you can see that there's a comment
| | 01:26 |
that has been made to this highlighted
section, and you might immediately say,
| | 01:30 |
okay, yes, I did make sure that this
address is correct and I've already
| | 01:34 |
addressed this comment, so I'm going to
go ahead and click on this checkmark to
| | 01:37 |
make sure that I know that I've addressed
this particular comment.
| | 01:45 |
I can do this as I go through each
particular comment, in my document.
| | 01:49 |
Now, in addition, up here, I can actually
click on this, and I can sort the
| | 01:54 |
comments by type, page, author, date, and
even check mark status.
| | 02:01 |
Further over, to the right, I can even
filter my comments.
| | 02:05 |
I can say, well, let's hide all the
comments.
| | 02:07 |
Let's filter them by a certain type.
I can expand all the comments if they are
| | 02:13 |
more extensive, or I can collapse all the
comments as well.
| | 02:18 |
But one of my favorite features is the
ability to create comment summary within
| | 02:23 |
this document.
So you know what it is, that I have two
| | 02:27 |
choices, print and create...
Print will allow you to print the
| | 02:31 |
comments summary and create the summary
in one fell swoop.
| | 02:36 |
You can also choose create comments
summary to generate a document of your comments.
| | 02:40 |
So if I click on the create comments
summary button, you'll notice that there
| | 02:44 |
are four options up here at the top, and
it gives you A small diagram that simply
| | 02:49 |
shows you what kind of summary will be
generated.
| | 02:54 |
So the once that's chosen by default is
the document with comments summary and
| | 02:58 |
sequence numbers on separate pages.
So as you can see on the right-hand side,
| | 03:04 |
it's going to list what the comment is and
then it will give indicators on the page
| | 03:08 |
as to which comment was created...
For paper size, you can specify which
| | 03:14 |
size paper you'd like to use.
You can choose how you want the comments
| | 03:19 |
sorted, and you can also establish a font
size, small, medium or large, for your
| | 03:23 |
comment summary as well.
You can also include all the comments in
| | 03:28 |
your document or only the comments that
are currently being shown.
| | 03:33 |
And you can also choose which pages you
want to generate comments for.
| | 03:38 |
So I'm going to leave this set to default
for now and I'll click the Comment
| | 03:42 |
Summary button.
As you can see, it's actually generating
| | 03:46 |
a brand new document, and here's the
original document, and if I zoom in a
| | 03:50 |
little bit you'll be able to see.
That are these little numbers that have
| | 03:56 |
been inserted into the document and those
correspond to the numbers that are listed
| | 04:01 |
on the right-hand page for each
particular comment.
| | 04:06 |
So you can see this is a much easier way
to view your comments and get a better
| | 04:10 |
idea of what comments were made.
Now I'm actually going to close this
| | 04:14 |
document, and I don't need to save it.
Let's create a new comment summary.
| | 04:18 |
I'll click on the options button within
the comment list section and I'll choose
| | 04:23 |
create comment summary once again.
You'll notice that some of your other
| | 04:28 |
options are comments only.
Document and comments with connector
| | 04:34 |
lines on single or separate pages.
So this second Radio button is a choice
| | 04:40 |
that I actually really like to use,
because it's really obvious which
| | 04:44 |
comments have been made and where they
are on your page.
| | 04:49 |
You can even choose what color the
connector lines will be.
| | 04:52 |
So I'll, I'll change this to red.
Just to make it a little bit easier for
| | 04:56 |
me to see, when I click the create
summary button you'll see that now, let
| | 05:00 |
me press Ctrl+0 on Windows or Cmd+0
on Mac to fit this page and you can see
| | 05:04 |
that is now showing the, the original
document and the comments with connector
| | 05:09 |
lines As you've seen, Acrobat 10 has
several options that make dealing with
| | 05:13 |
and addressing comments quite easy.
Try out some of these methods on your own
| | 05:23 |
and you'll see how efficiently you can
address comments in your PDF document.
| | 05:30 |
| | Collapse this transcript |
| Round-trip comments with Microsoft Word| 00:02 |
A commented PDF file provides guidance on
changes that need to be made to a PDF document.
| | 00:08 |
This is very helpful.
But it still requires that somebody makes
| | 00:11 |
those edits to the originating document,
which opens up the potential for human
| | 00:15 |
error in the process.
Acrobat 10 allows you to apply edits made
| | 00:20 |
to a PDF file to the original word
document if that was the program that
| | 00:24 |
created the PDF.
Let's take a look at how this works.
| | 00:29 |
I'm beginning this video with the
letterhead.docx file open on my computer,
| | 00:33 |
and I should really point out that this
process only works in the Office
| | 00:37 |
applications for Windows.
If you're on the Mac platform,
| | 00:43 |
unfortunately at this time, this will not
work.
| | 00:46 |
So I'm using Word 2007 for Windows.
And to create a PDF file from Word, I'm
| | 00:52 |
going to come up here to the Acrobat tab.
Once again, if you're using a previous
| | 00:57 |
version of Word, you may find this option
in a PDF menu at the top of your screen.
| | 01:02 |
And in order for round tripping to work
properly, I need to create the PDF.
| | 01:07 |
Using the PDF Maker plugin that was
installed when I installed Acrobat 10 on
| | 01:12 |
my machine.
So I can create a PDF file out of words
| | 01:15 |
several different ways.
But I think I'm going to begin by simply
| | 01:19 |
clicking the create PDF button at the top
of my screen.
| | 01:23 |
I'm going to save this file to my desktop.
I'm going to add _DIST indicating it's the
| | 01:30 |
one that I've distributed to other
people.
| | 01:34 |
I'll click the Save button and now that
file will be created inside of Acrobat.
| | 01:44 |
Now that the file's open within Acrobat,
I can make some comments to this document.
| | 01:52 |
So I'm going to do that by clicking on the
Comment taskbar, and I'm simply going to
| | 01:56 |
indicate a couple of changes.
So using my text I'm going to insert some
| | 02:02 |
content, and maybe I'll insert a deletion
of text in here.
| | 02:13 |
And then maybe I'll even indicate a
replacement of text.
| | 02:18 |
There.
There's three basic edits that I've made
| | 02:23 |
to this PDF file.
So I'm going to go ahead and save these
| | 02:27 |
comments to this document and then I can
close up the annotation section.
| | 02:32 |
And I'm going to come down to the
comments list.
| | 02:35 |
And in order for me to push these changes
to my Word document, I'm going to click
| | 02:40 |
on the options button, and I'm going to
choose export to word.
| | 02:45 |
This dialog box describes the entire
process in detail, and as you can see, it
| | 02:49 |
indicates, step by step, what needs to
happen.
| | 02:53 |
So the first thing is it wants you to
make sure that the PDF was created using
| | 02:57 |
the following features, PDF Maker for
Word, that is contains all the comments
| | 03:02 |
you want to import and it also must have
been saved after commenting.
| | 03:08 |
We've done all that.
It recommends you make a backup copy of
| | 03:12 |
the Word document.
And then it tells you to click Okay to
| | 03:15 |
start importing.
So I'm going to do exactly that.
| | 03:19 |
I'm going to click the Okay button, and in
this dialog box the PDF file that I have
| | 03:23 |
open is automatically displayed in this
first field.
| | 03:28 |
Next, I need to choose the Word document
that I'd like to make these changes to.
| | 03:33 |
So I'll click the Browse button >
Collaborating folder > Project files
| | 03:38 |
folder and I'm going to select the
letterhead.docx file.
| | 03:44 |
I'll click the Open button and then down
here at the bottom, I can choose whether
| | 03:49 |
I want to import all the comments, Only
Checked Marked comments, Text Edits Only,
| | 03:53 |
or I can apply a Custom Filter to my
comments as well.
| | 04:00 |
I can even turn on track changes in the
word document before importing the comments.
| | 04:07 |
You can experiment with these options on
your own, but for this example, I'm going to
| | 04:10 |
leave these options set to their
defaults.
| | 04:13 |
I'm going to click the Continue button, and
it's going to open up Word and allow me
| | 04:18 |
to integrate these text edits to the Word
document.
| | 04:23 |
So I'm going to click on the Integrate Text
Edits button, and it shows me the first
| | 04:27 |
change that I wanted to make.
So as you can see it's inserting some new
| | 04:33 |
texts at the cursor, and it's inserting
And Past.
| | 04:37 |
So I think I want to incorporate that,
I'll click the Apply button.
| | 04:42 |
And that change has now been made to that
section.
| | 04:48 |
I'm going to click the Next button and
you can see that it's deleting this
| | 04:52 |
particular text.
So you can see after reviewing our
| | 04:56 |
current accounting position but it's
going to delete that so I'll click Apply.
| | 05:02 |
And that text has been removed.
I'll click the Next button to go to the
| | 05:06 |
next comment.
And here, it's replacing you are all with
| | 05:11 |
all of you are.
Click the Apply button, and the change
| | 05:15 |
has been made.
I'm going to click the Stop button, because
| | 05:20 |
I'm finished.
And it tells me three changes have been applied.
| | 05:25 |
None have been discarded and none remain.
So I'll click the Done button.
| | 05:30 |
And I should point out that if you notice
this first change that I made.
| | 05:35 |
I neglected to include a space after the
word past.
| | 05:40 |
So you want to make sure that any comments
you make include some of these
| | 05:43 |
components, because it's easy to make a
minor mistakes such as this.
| | 05:49 |
So I'll simply add that space.
And now that text has been changed within
| | 05:54 |
the document.
So you can see that if utilized properly
| | 05:58 |
in a business workflow, you can save
yourself or someone else a considerable
| | 06:03 |
amount of time by using the round-trip
method of applying comments to a Word document.
| | 06:11 |
| | Collapse this transcript |
| Collaborating with an email-based review| 00:02 |
It's easy enough to simply send a file to
other users, so that they can make
| | 00:05 |
comments on the PDF file.
When they send it back though, it can be
| | 00:10 |
cumbersome to manage the changes when
several people are involved.
| | 00:14 |
The email review feature in Acrobat 10
makes this process a bit easier by
| | 00:18 |
managing the review process for you.
Let's take a look at how this works.
| | 00:23 |
I'm beginning this video with the
Letterhead_Review.pdf file open on my
| | 00:28 |
computer and we've gone over the fact
that I can email files very easily in a
| | 00:33 |
number of different ways.
But one of the features of the review is
| | 00:40 |
that Acrobat manages these features for
me.
| | 00:44 |
So, to initiate this review, I'm going to
come over here to my Comment task pane,
| | 00:49 |
and I'm going to come down to the review
option.
| | 00:53 |
One of the choices in here is the send
for email review.
| | 00:57 |
So, I'm going to choose this option and a
dialog box is going to be displayed.
| | 01:01 |
Now, it's indicating that by using this
email-based review, it's going to allow
| | 01:06 |
me to send the file to anybody who I
specify, so they can make comments and
| | 01:11 |
send them back to me.
And furthermore, anyone with Acrobat 6 or
| | 01:17 |
higher, or Adobe Reader 7 or higher can
review this PDF file.
| | 01:24 |
So, the file that I want to send is the one
that I have open.
| | 01:27 |
If I want to choose a different one, I can
browse for it and send it that way.
| | 01:32 |
I'm going to go ahead and click the next
button and it now wants me to enter the
| | 01:36 |
recipients who I want to send this file
to.
| | 01:40 |
So, I'm going to enter a recipient in this
field.
| | 01:42 |
And I'm going to click the Next button.
In the preview invitation section, you'll
| | 01:49 |
see that it provides a default subject
and a default message that the user is
| | 01:53 |
going to receive when they get this file.
You can customize this any way you want.
| | 02:01 |
I'm going to customize the subject a little
bit.
| | 02:05 |
And then, you can also do the same thing
to the message if you choose to do so.
| | 02:09 |
Now, I'm going to click the Send
Invitation button.
| | 02:12 |
And what this is going to do is it's going to
pass this file and the message on to the
| | 02:16 |
default email application that I'm
using.
| | 02:20 |
Now, if you use web mail, you're going to
have to send the message manually.
| | 02:25 |
So, I'm going to go ahead and click the OK
button.
| | 02:28 |
And I should point out that the sending
of this message is really transparent.
| | 02:33 |
The file has already been passed to my
default email application in the
| | 02:37 |
background and it has been sent to the
recipient.
| | 02:41 |
Now, when the recipients receive this
file they're going to see the email message
| | 02:46 |
and there's going to be a PDF attached to
it.
| | 02:50 |
They simply open that PDF file, comment
the file as described in the email
| | 02:54 |
message that they received, and then they
will actually see a Send Comments button
| | 02:58 |
in the upper right-hand corner of their
screen.
| | 03:04 |
When they click on that button, it's
going to attach the revised PDF to an
| | 03:08 |
e-mail and send it back to you.
Now, I've already made those changes on
| | 03:13 |
another computer, and when I come to my
e-mail application, you can see that I've
| | 03:18 |
received this message from the person who
I sent it to.
| | 03:24 |
All I need to do is open up the PDF that
was sent to me.
| | 03:28 |
I'll right-click on it and choose Open.
And you can see that it's recognizing
| | 03:34 |
that I've already been managing this
file.
| | 03:39 |
It says, this document is a copy of a PDF
that is tracked for review.
| | 03:43 |
And it's asking me if I want to merge the
comments.
| | 03:47 |
So, I can either say No, open this copy
only or I can choose Yes, go ahead and
| | 03:52 |
merge the comments.
Notice too that's there's also a Merge
| | 03:56 |
Comments button in the upper right-hand
corner of my file.
| | 04:00 |
So, when I click yes, it's going to go ahead
and merge any comments that were made to
| | 04:04 |
this file.
And as you can see there are a total of
| | 04:08 |
four comments that were made, and they
are all indicated in here, as I click on
| | 04:11 |
each one it highlights it.
And I'll actually zoom in a little bit,
| | 04:16 |
so we can see this a bit better.
And you can see that each one of these
| | 04:20 |
comments has been made from somebody
else.
| | 04:24 |
So, as you can see, it's really easy to
initiate this shared review and it's
| | 04:28 |
really easy to share files with other
users, so they can get the comments back
| | 04:31 |
to you.
This email review takes a bit of the
| | 04:35 |
guesswork out of collaborating with other
people instead of me having to take these
| | 04:39 |
comments from multiple people and
incorporate them into one file.
| | 04:44 |
As I receive these replied messages, I
can simply merge them into one cohesive document.
| | 04:52 |
Try using this in your workflow, and I
think you'll agree that it makes the
| | 04:56 |
process much easier than doing things
manually.
| | 05:01 |
| | Collapse this transcript |
| Collaborating with a shared review| 00:02 |
When you have several people who need to
add their input to a file, whether it be
| | 00:06 |
additions, changes or corrections, it can
become tedious to manage them all.
| | 00:12 |
A shared review allows you to invite
several people to comment and mark up a file.
| | 00:17 |
And their comments will get stored on a
server, until you choose to download them.
| | 00:22 |
This is a great tool when you can't get
everyone together at the same time for
| | 00:25 |
their input.
I'm beginning this video with the
| | 00:29 |
Letterhead.pdf file open on my computer.
And this can be found inside of the
| | 00:34 |
Collaborating folder inside of the
Project Files folder.
| | 00:37 |
I'm simply going to press Ctrl+0 on Windows
or Cmd+0 on Mac, so that I can see the
| | 00:42 |
whole page.
Now, to initiate a shared review, I'm
| | 00:46 |
going to come up here to the Comment task
pane, and under the Review category, I'm
| | 00:51 |
going to choose the option Send For Shared
Review.
| | 00:57 |
Now, when the Send For Shared Review
dialog box opens up, you'll see that, at
| | 01:01 |
the very top of this dialog box, we have
two choices.
| | 01:05 |
Now, the Automatically Collect Comments
On Your Own Internal Server is fine.
| | 01:11 |
And this has been around for actually
several versions of Acrobat at this point.
| | 01:17 |
But it does require a little bit of setup
in order for it to work.
| | 01:21 |
Usually you're going to need somebody like
your IT person or somebody who knows how
| | 01:25 |
to configure this and understands how it
works.
| | 01:29 |
The other option that was introduced more
recently is automatically downloading
| | 01:34 |
track comments with Acrobat.com.
Now, Acrobat.com is a free service
| | 01:39 |
provided by Adobe.
It provides 5 gigabytes of online storage
| | 01:45 |
for you to share files and also
distribute files.
| | 01:50 |
Now, the nice thing about Acrobat 10 is
that it integrates heavily with Acrobat.com.
| | 01:56 |
And we're actually going to use our
Acrobat.com account to initiate this
| | 02:01 |
shared review.
Once again, this is free and all you need
| | 02:06 |
to use Acrobat.com is an Adobe ID and
that is free as well.
| | 02:12 |
So, if you want to learn more simply go
to www.Adobe.com and you can create an
| | 02:17 |
Adobe ID there.
You can also create your Adobe ID by
| | 02:22 |
going directly to Acrobat.com and signing
up at that point.
| | 02:27 |
Now, the first thing it's going to do is
distribute the file and the way that it's
| | 02:30 |
going to do that is send a secure link to
anybody who I specify.
| | 02:35 |
Next, the reviewers, or the people that
I'm sending this to, can comment and mark
| | 02:40 |
up this file, using Acrobat 9 or Adobe
Reader 9 or later, to make the comments.
| | 02:48 |
And then finally, I'm going to collect those
comments into one file.
| | 02:53 |
So, to start off, I'm going to click the
Next button.
| | 02:56 |
And the first thing it wants me to do is
sign in using my Adobe ID.
| | 03:01 |
So, I'm going to do that.
I'm going to click this Sign In button and
| | 03:05 |
it's going to authenticate me and it's going to
connect to my Acrobat.com account.
| | 03:10 |
Now, I already have a file with this name
or on my Acrobat.com account.
| | 03:14 |
That's fine.
I'm going to overwrite that file and I'm
| | 03:17 |
going to click Continue.
This is where I can send my invitation.
| | 03:23 |
So, I'm going to invite some people to
review this.
| | 03:26 |
And for our purposes, I'm just going to
invite one person.
| | 03:29 |
Although you can invite as many people as
you wish.
| | 03:32 |
So, in the To field, I'm going to enter the
e-mail address of the person that I want
| | 03:34 |
to send this to.
I can customize the subject and the
| | 03:41 |
overall message that the viewer is going to
receive when I send this.
| | 03:45 |
And finally, the access level, I can
choose from the dropdown menu a limited
| | 03:50 |
access, which means only people who I'm
sending this file to or anybody who knows
| | 03:55 |
the URL.
So, depending on what type of security
| | 04:00 |
you want to add to this, you can choose
which one you want to use.
| | 04:04 |
Also, I can specify the review deadline.
By default, it allows two weeks for
| | 04:09 |
people to comment and markup on this
file.
| | 04:13 |
So, I'll leave it at the default for now
and then I'm going to go ahead and click the
| | 04:17 |
Send button.
So, once it uploads this file to my
| | 04:23 |
Acrobat.com account, you can see that it
shows me how this is now being tracked.
| | 04:30 |
And and it's, it's inside of the shared
review.
| | 04:33 |
It tells me the document has been
distributed and saved to Acrobat.com.
| | 04:37 |
Then we're just going to close this dialog
box for now.
| | 04:41 |
And what I'm going to do is, on another
computer or another user, can make the
| | 04:45 |
comments to this file.
Now, to show you what the other user is
| | 04:50 |
going to see, I'm actually going to close this
file for now and I'm going to open Outlook.
| | 04:59 |
And although this is not the exact copy
that I emailed, this is the type of
| | 05:03 |
invitation that a user is going to see.
And when they click on this document,
| | 05:09 |
it's going to download the file and it's
going to open it, so that they can make
| | 05:13 |
changes to it.
So, here it's telling me, I have the
| | 05:17 |
choice to download it or I can simply
open it.
| | 05:20 |
I'm going to go ahead and open it.
And this is now understanding that it's
| | 05:26 |
part of a shared review.
So, if I click the Connect button, it's
| | 05:31 |
going to join this shared review.
So, I'll click the Connect button.
| | 05:36 |
And keep in mind, this is what the user
is seeing on their end.
| | 05:42 |
Okay?
So, it's showing me my status in this case.
| | 05:46 |
And I'm just going to click OK.
And then I can make changes to this file.
| | 05:51 |
So, I'm going to use the commenting tools.
I'm just going to make a real basic change here.
| | 05:57 |
So, let's just do something basic.
I'm just going to say, To all employees.
| | 06:03 |
I'm going to cross that out.
Now, the person who's reviewing this can
| | 06:07 |
make as many changes as they want.
Maybe I'll just delete a couple more
| | 06:12 |
words here, so we can see how this is
going to work.
| | 06:17 |
And then up here, above my page, you can
see that I can check for new comments and
| | 06:21 |
I can also publish comments.
So, as the reviewer, I'm actually going to
| | 06:28 |
publish these comments.
And what this is going to do, it's going to
| | 06:32 |
push these comments to the server.
And now the person who initiated the
| | 06:37 |
review, will actually be able to download
these comments as well by clicking the
| | 06:41 |
check for new comments button.
So, I'm actually going to close this, cuz
| | 06:46 |
this is in my web browser right now.
I'm going to Save and Quit.
| | 06:51 |
And then I can minimize Outlook.
And I'm going to return to my Acrobat 10
| | 06:57 |
application and I'm going to reopen the
file.
| | 07:03 |
OK?
So, this is the one that I distributed.
| | 07:06 |
And I'm going to click OK, and within this
page.
| | 07:09 |
Now, as the reviewer, you can see that I
don't see any comments on here at this point.
| | 07:15 |
But watch what happens when I click the
Check For New Comments button.
| | 07:20 |
It's going to go up to the Acrobat.com
server and check for any comments that
| | 07:24 |
have been published by the reviewers.
So, if I click here to accept, it's going to
| | 07:30 |
download those comments.
And look, they're automatically added to
| | 07:35 |
this page.
As I'm working on this document, people
| | 07:38 |
can be making edits and adding comments,
and I can continue working on this document.
| | 07:45 |
I can even add my own comments if I
choose to.
| | 07:48 |
But as I'm working on this, I can
periodically click the check for comments button.
| | 07:53 |
And we can see that four new comments
have been added while I've been working
| | 07:57 |
on this document.
I'm going to click here to accept these
| | 08:01 |
changes, and you can see that all of
those new comments have been added as well.
| | 08:06 |
As you can see, having a shared review
makes the process of managing comments
| | 08:09 |
from multiple users a breeze.
And being able to see the comments that
| | 08:15 |
are being made real time is an added
benefit and a real time saver that helps
| | 08:20 |
you get your work done faster.
| | 08:24 |
| | Collapse this transcript |
| Using the Review Tracker| 00:02 |
Email and shared reviews can really save
you a lot of time in the review process
| | 00:06 |
of PDF files when you have several
reviewers who need to indicate changes on
| | 00:10 |
a file.
Managing those reviews is another
| | 00:14 |
important aspect of the review process as
well.
| | 00:18 |
Acrobat 10 provides a review tracker that
makes managing your reviews a piece of cake.
| | 00:24 |
I'm beginning this video with Acrobat 10
open on my screen, and I don't have any
| | 00:28 |
documents open at this point because the
review tracker allows me to manage my
| | 00:31 |
reviews and it happens regardless of
whether I have any documents open or not.
| | 00:39 |
So to begin I'm going to come over to the
Comment task pane, and in the Review
| | 00:43 |
section, I'm going to come down here and
click on the track reviews button.
| | 00:49 |
This opens up the tracker dialog box
that shows you all of the information
| | 00:53 |
about reviews that you've sent And
joined.
| | 00:57 |
And you can even see forms that you've
distributed and received as well.
| | 01:02 |
So, up here at the top is the Latest
Updates and it tells you Review Updates
| | 01:06 |
and it says I currently have no updated
reviews as well as Form Updates.
| | 01:14 |
I can also turn on and off the
notification in my system tray in the
| | 01:17 |
lower right corner of my screen.
And I can turn off notification inside
| | 01:23 |
Acrobat if I choose.
But where the real magic happens is in
| | 01:28 |
this section right here, where my reviews
are displayed.
| | 01:33 |
So what I'm going to do is I'm going to click
on the letterhead review, which is under
| | 01:36 |
the sent category.
So I'm going to click on this pdf that is
| | 01:40 |
Letterhead review, and this is really the
control center that shows me all the
| | 01:45 |
properties of this review.
So, you know, first and foremost, I can
| | 01:50 |
view the comments of this file if I
choose to.
| | 01:54 |
And that's going to open up this file and
show me the comments that have been
| | 01:57 |
applied to this document.
I'm going to go ahead and close this, go
| | 02:01 |
back to my track reviews.
You can also see the file location, the
| | 02:06 |
current status, and when it was sent.
So, this is a great history report, where
| | 02:11 |
if someone comes back to you and says
well, I didn't have enough time or they
| | 02:15 |
didn't get it.
You can see right here that it was sent
| | 02:19 |
on this date, and down here at the bottom
you can also see who you sent it to.
| | 02:24 |
Now, in addition, we can control some
other properties.
| | 02:29 |
First of all, by default when you create
a shared review it gives you a two week
| | 02:33 |
span where people can enter comments.
I can very easily come in here and click
| | 02:38 |
the Change deadline and change the review
deadline right down here.
| | 02:43 |
I can say well I've given them enough
time, or maybe they did not have enough time.
| | 02:49 |
And I can say well, I'll give you a
couple more days.
| | 02:51 |
How about if we give them to the 10th of
April?
| | 02:54 |
So I'll click Okay, and then I can send
this email message to the people who I
| | 02:59 |
sent this initial review to.
And this will update then, indicating
| | 03:04 |
that hey I've extended the deadline for
this particular review.
| | 03:09 |
I'm not going to send that out right now
so I'm going to hit Cancel, and then down
| | 03:12 |
here under Reviewers, I can see how many
comments total have been made.
| | 03:18 |
How many reviewers were involved in the
process, and I can even Email all
| | 03:22 |
reviewers right from this main control
panel.
| | 03:26 |
So, maybe I want to send an update a week
in to the process and say, you know, just
| | 03:30 |
as a reminder, I want to make sure that
everybody knows that you've got a week
| | 03:33 |
left, and just kinda poke them and remind
them that, you know, the deadline is, is upcoming.
| | 03:40 |
I can also add additional reviewers.
Maybe after I sent the initial review, I
| | 03:45 |
realized that maybe I should have added a
person.
| | 03:48 |
So, and, in addition we could start a
whole other review, a whole brand-new
| | 03:52 |
review using the same reviewers that I
used in this particular review.
| | 03:59 |
Once you're finished with a review, you
can always manually end the review as well.
| | 04:04 |
So if I click on the end reveiw button it
says are you sure you want to end this review.
| | 04:09 |
It always lets you know you can restart
the review later by extending the
| | 04:13 |
deadline for it.
So I'll go ahead and click Yes,and this
| | 04:16 |
ends the review.
And now if I needed to, I could extend it
| | 04:20 |
by clicking the Change Deadline link, but
now this review has been closed you can
| | 04:24 |
see the icon has changed right here.
And when you're all finished with the
| | 04:30 |
project and it's complete, and you don't
need these reviews anymore, you can
| | 04:34 |
always right-click on any of these sent
items and you can choose Remove review
| | 04:38 |
from tracker.
So, there's a lot of controls that you
| | 04:43 |
have in here.
Now, in the join category, I can see
| | 04:47 |
reviews that I've personally joined, and
see information about what I've done to
| | 04:51 |
this particular file.
As you can see, the review tracker
| | 04:56 |
provides a central hub where you can
analyze your reviews and see who has
| | 05:00 |
joined them, and also see reviews that
you have joined.
| | 05:04 |
When working with email and shared
reviews, the Review Tracker is a tool
| | 05:09 |
that you just can't live without.
| | 05:13 |
| | Collapse this transcript |
|
|
8. SecurityPDF security| 00:02 |
There will be times when the PDF files
that you distribute are intended for only
| | 00:05 |
certain people, or you may want to
restrict what users can do to a PDF
| | 00:08 |
document when they receive it.
Acrobat 10 allows you to control the
| | 00:14 |
security of a document by adding password
protection to a file to control access of
| | 00:18 |
what users can or can't do to the file.
To add security to this document which I
| | 00:25 |
have open, it's called contract.PDF, I'm
going to go to the file menu and I'm
| | 00:29 |
going to choose properties.
Inside of the document properties
| | 00:35 |
dialog, I'm going to click on security
and within this section, this is where I
| | 00:39 |
can add security to this document.
Now the first thing I want to show you is
| | 00:45 |
the security method.
So if I click on this drop down menu you
| | 00:49 |
are going to notice that there are four
choices that I can apply in regards to security.
| | 00:55 |
The first one is no security, which means
there's no restrictions whatsoever on
| | 00:59 |
this document.
Password security is the most basic type
| | 01:02 |
of security you can apply to a
document...
| | 01:06 |
And that's one that we're going to use.
The other two choices are more advanced
| | 01:10 |
security mechanisms.
One is cCrtificate Security, which
| | 01:14 |
requires a digital certificate in order
to apply security to the document.
| | 01:19 |
And then finally Adobe Live Cycle rights
management requires that you have a
| | 01:23 |
additional server product that will
authenticate this document to the server.
| | 01:29 |
To begin I'm going to choose this one, the
password security option and it's going
| | 01:34 |
to open up a new document.
And this actually allows you to spefciry
| | 01:39 |
a number of different options here.
So the first option is compatibility.
| | 01:46 |
What compatibility is this security going
to adhere to?
| | 01:49 |
So you can say, three, five, six, seven,
or ten and later.
| | 01:54 |
I'm going to leave it set to Acrobat Ten and
later.
| | 01:58 |
For Select Document Components to
encrypt, I can encrypt all the document
| | 02:03 |
contents, I can encrypt all contents
except metadata or I can encrypt only
| | 02:07 |
file attachments.
Now down here is really where all of the
| | 02:12 |
work is done.
Because first and foremost, I can require
| | 02:15 |
a password to open the document.
To do so, I'll simply turn on this check
| | 02:20 |
box, and I'll enter a password in this
field.
| | 02:23 |
To the right is a password security level
that will tell you how secure the
| | 02:29 |
password is.
So for instance, if I type the word test,
| | 02:34 |
it's telling me that the password is
fairly weak.
| | 02:38 |
If I type the word password It's still
telling me that it's fairly weak.
| | 02:43 |
The best way to add a secure and strong
password is to add unique characters and
| | 02:49 |
numbers to it as well.
So, if I type, for instance, 1, 0, test,
| | 02:57 |
9, 9, 8, 7, 6, test, 22, _00.
You can see how the more complicated you
| | 03:06 |
make the password the stronger it is and
the harder it's going to be to break.
| | 03:13 |
Now that being said you do want to end up
using a password that is fairly easy to
| | 03:16 |
remember at least for the people within
your group who you want to be able to
| | 03:19 |
open this file.
So maybe I'll use something somewhere in between.
| | 03:27 |
So the thing to remember about this is
that nobody will be able to even open
| | 03:32 |
this document unless they know this
password.
| | 03:36 |
So keep that in mind.
Now a slightly less secure but varied
| | 03:41 |
approach would be not to require a
password to open it.
| | 03:46 |
But to restrict editing and printing of
the document.
| | 03:49 |
So, in the Change Permissions Password,
once again, I can enter a password and
| | 03:54 |
then I can choose whether I want printing
allowed.
| | 04:00 |
So I can say No Printing, Low Resolution,
or High Resolution so I'll leave this set
| | 04:05 |
to High, and Changes Allowed.
So whether I want them to be able to
| | 04:11 |
insert pages into here, fill in form
fields, apply comment, or anything except
| | 04:17 |
extracting pages.
So it all depends on your content and
| | 04:22 |
what you want to allow people to do.
I'm going to choose any except extracting pages.
| | 04:29 |
This is a good choice too, you can enable
copying of text images and other content,
| | 04:34 |
or not allow it.
So if you don't want people to be able to
| | 04:38 |
copy the contents of your PDF and paste
it in other programs You'll leave this unchecked.
| | 04:44 |
And then this one you pretty much want to
leave turned on, enable text access for
| | 04:48 |
screen reader devices.
This will still allow people with visual
| | 04:52 |
impariments to read your focument using a
screen reader.
| | 04:56 |
So, I'm going to do two things here.
I'm actually going to require a password to
| | 05:00 |
open it.
And require a password to edit and do
| | 05:06 |
certain things in this permissions
section.
| | 05:10 |
So actually let's change printing allowed
to none.
| | 05:13 |
So I'll go ahead and click okay and it's
telling me that the document open and
| | 05:17 |
permission passwords cannot be the same.
So remember that as well.
| | 05:22 |
So I'll change the permissions password
to something different.
| | 05:26 |
And I'll go ahead and click OK.
It wants you to re-enter the password for
| | 05:33 |
opening the document, just to make sure
that you remember what it is.
| | 05:38 |
So I'll re-enter that one more time.
And now it's letting my know that I've
| | 05:44 |
secured it.
All Adobe products enforce the
| | 05:47 |
restrictions password, but not all third
party products may do this.
| | 05:52 |
So it's not entirely secure at this
point.
| | 05:55 |
Adobe products will honor it, but third
party products may not.
| | 05:59 |
So I'm going to click OK.
Now it also wants me to confirm the
| | 06:02 |
permissions password.
This is the one that we set down here at
| | 06:05 |
the bottom to restrict the printing and
the changes.
| | 06:08 |
So I'm just going to re=enter that
password to make sure that I know that
| | 06:11 |
one as well.
I'll click OK, and now the security
| | 06:14 |
settings have been applied.
So when I click OK, I'm going to go ahead
| | 06:20 |
and do a Save As on this document and
I'll call this Contract Secured.
| | 06:28 |
And now if I close this file and I reopen
it, here's what the user is going to
| | 06:31 |
receive when they try to open the
document.
| | 06:35 |
So I'm going to enter the password to
open the document.
| | 06:40 |
And that's going to grant me access to open
this file.
| | 06:43 |
Now, you'll notice that my print button
as well as my save button are grayed out
| | 06:47 |
cuz those permissions are being
restricted.
| | 06:51 |
Now, if you want to remove those
permissions that you applied, you simply
| | 06:55 |
go to file and choose properties.
Change password security to no security,
| | 07:00 |
and now you've gotta re-enter those
passwords.
| | 07:04 |
So you have to pay attention, cuz this
one's asking for the permissions password.
| | 07:08 |
So I'll plug in that password, and now
it's asking me to confirm that I want to
| | 07:12 |
remove security from this document.
I'll click OK.
| | 07:17 |
And OK again, and now security has been
removed, my print button and save button
| | 07:22 |
are now available.
As you can see, Acrobat 10 makes it easy
| | 07:27 |
to restrict access to a PDF file very
easily.
| | 07:31 |
Pay attention to what you want to allow
users to do with your file and restrict
| | 07:36 |
your access according.
| | 07:40 |
| | Collapse this transcript |
| Redaction| 00:02 |
There will be times when you need to send
a PDF file to someone but need to block
| | 00:05 |
out some of the information from being
viewed.
| | 00:09 |
Just like you'd use a magic marker on a
piece of paper, you can use the Redaction
| | 00:12 |
tool in Acrobat 10 to permanently remove
information from a document so that it
| | 00:15 |
can't be seen.
Let's take a look.
| | 00:20 |
I'm beginning this video with the
quote.pdf file open on my computer, and
| | 00:24 |
this can be found inside of the Security
folder inside of the Project Files folder.
| | 00:30 |
And I'm going to zoom in on this
document.
| | 00:33 |
And you can see that it's a very brief
quote, but it contains some information
| | 00:36 |
that I might not want other people to
see, or I may only want certain people to see.
| | 00:43 |
So, if I wanted to distribute this to
somebody to read, maybe proofread or even
| | 00:47 |
for general information, I can use the
Redaction tool to block some of the
| | 00:51 |
sensitive information that I don't want
seen by other people.
| | 00:57 |
So, to apply redaction to a document, I'm
going to come over here to the tools task pane.
| | 01:02 |
And inside of the Protection panel, I'm
going to use the Mark for Redaction tool.
| | 01:08 |
So, I'm going to select this tool and
when I do, a little dialog box will
| | 01:12 |
appear indicating that redaction requires
two separate steps.
| | 01:17 |
Step one is you mark the document for
redaction.
| | 01:20 |
And then, step two is that you actually
apply the redactions.
| | 01:25 |
So, the minute you use this tool, it's
not permanent until you actually apply
| | 01:29 |
the redactions and save the document.
So, I'm going to go ahead and click OK.
| | 01:35 |
And then using the Mark for Redaction
tool, I'm going to go ahead and start
| | 01:39 |
applying the redaction to certain areas
of this text.
| | 01:44 |
So, the first thing I'm going to do is
there referring to a product code named
| | 01:47 |
Earthworm, and we don't want that code
name to get out to the majority of people.
| | 01:53 |
So, I'm simply going to use this tool and
I'm going to select the word Earthworm.
| | 01:58 |
And you can see that it puts a bold red
line around this text.
| | 02:02 |
And if I hover over it, you'll see how
the redaction is going to appear when I
| | 02:05 |
actually apply redaction.
In addition, I want to come down here.
| | 02:11 |
I'm going to select the number 2, I'm
going to apply redaction to the number 2
| | 02:15 |
because this is sensitive information
that I don't want people to see.
| | 02:21 |
Once again, earthworm is used down here.
Looks like I missed an area.
| | 02:25 |
Let me grab that.
And then, I'm going to select the cost
| | 02:29 |
that's associated with these, as well
cause I don't want anyone else knowing
| | 02:33 |
what we're charging the client.
And once again, I'm using earthworm
| | 02:39 |
here, and I think that's pretty much it.
Now, in addition, you can also use the
| | 02:45 |
search and remove text feature.
This actually allows you to search
| | 02:51 |
certain areas that you want to apply.
So, if I click OK, it allows me to
| | 02:56 |
actually search for a word so I could
actually search for the word earthworm.
| | 03:02 |
And if I choose Search and Redact, it's
going to find every instance of earthworm.
| | 03:08 |
So, this is another easy way that I can
actually apply redaction quickly to my document.
| | 03:14 |
So, I could actually select each one of
these, and I'm going to let it go ahead
| | 03:18 |
and redact the text that it found.
So, I'm actually going to mark the
| | 03:24 |
checked results for redaction, and it
will apply them to that text.
| | 03:28 |
It's another way if you don't want to go
through it manually, and you just want to
| | 03:31 |
search for certain terms within your
document, you could do it that way as well.
| | 03:36 |
Now, once I've marked the text for
redaction, I'm actually going to come
| | 03:39 |
over here and click on the Apply
Redactions button.
| | 03:44 |
This is going to bring up a dialog box,
letting you know that I'm going to
| | 03:47 |
permanently remove the content that has
been marked.
| | 03:50 |
And this is really critical cuz the
minute I do this and save it, that text
| | 03:54 |
is no longer going to be available.
So, I'll go ahead and click OK.
| | 03:59 |
And it tells me, as you can see, that the
redactions have been successfully applied.
| | 04:05 |
And it asks me if I'd also like to find
and remove any hidden information.
| | 04:10 |
And this is really subjective, but I'm
going to go ahead and do that, I'll click
| | 04:13 |
the Yes button.
And it's just going to search for hidden
| | 04:16 |
content that I might want to remove from
my document.
| | 04:20 |
And you can see, in this case, it found
some metadata.
| | 04:29 |
If you open up these disclosure boxes you
can see that a preview of the metadata
| | 04:31 |
shows me the metadata dialog box and the
metadata that's being found.
| | 04:33 |
So, even though this is not critical, I'm
not worried about the author in here.
| | 04:38 |
Some documents, you may want to prevent
the author.
| | 04:41 |
And certainly, information about the
document from being passed on.
| | 04:45 |
So, I'll go ahead and click OK.
And then up here, I'm going to click the
| | 04:49 |
Remove button.
I'm going to let it go ahead and remove
| | 04:52 |
this content.
So, once it's finished and indicates that
| | 04:56 |
it's done, I can close this panel.
And now, my document has been redacted.
| | 05:01 |
And the hidden information has been
removed as well.
| | 05:04 |
I'm going to go ahead and press Ctrl+0
on Windows or Cmd+0 on Mac.
| | 05:08 |
And then, I'm going to come up here and
click the Save button.
| | 05:12 |
Now, you're going to notice that when I
do this, it wants to save it as a new name.
| | 05:16 |
So, it's automatically appending
_redacted to the file name.
| | 05:22 |
I'm going to go ahead and click Save, and
now the quote redacted file contains the
| | 05:26 |
removed or redacted information in this
document.
| | 05:31 |
As you can see, if you need to prevent
certain information form being visible in
| | 05:35 |
a PDF document, Acrobat 10 allows you to
quickly remove content so that the
| | 05:39 |
document can be distributed without
worrying that sensitive information got
| | 05:43 |
in to the wrong hands.
| | 05:47 |
| | Collapse this transcript |
|
|
9. PDF FormsFlat forms vs. fillable forms| 00:00 |
PDF forms fall into one of three
categories, flat forms, fillable forms,
| | 00:06 |
and dynamic forms.
Dynamic forms are flexible forms that can
| | 00:12 |
have extensive programming built into
them.
| | 00:15 |
These forms can be created using a
program called live cycle designer, which
| | 00:18 |
actually shifts with Acrobat 10 for
Windows.
| | 00:22 |
In this video, we'll be focusing on the
other 2 types of PDF forms, flat forms
| | 00:26 |
and fillable forms.
Let's take a look.
| | 00:29 |
To begin, I'm going to open some files that
are found inside of the Forms folder
| | 00:33 |
inside of my Project Files folder.
So I'm going to choose File > Open, and I'm
| | 00:38 |
going to navigate to the Forms folder.
And to start, I'm going to open the
| | 00:44 |
forms_flat.pdf file.
Now this form can be very useful, but
| | 00:50 |
essentially it's just a electronic
version of a paper form.
| | 00:55 |
Now as you can see there's no interaction
with this form and to use this form I
| | 00:59 |
essentially need to print it out on my
printer and fill it out as I would
| | 01:03 |
normally do via a paper form.
The only real advantage is that I can
| | 01:09 |
distribute it easily to a wide audience.
So instead of having to mail it to
| | 01:14 |
somebody, or have them pick it up from
some location, I can simply email this to them.
| | 01:20 |
They can print it out, fill it out, and
send it back.
| | 01:23 |
Now I'm going to close that document, and
I'm going to go to File > Open, and this
| | 01:27 |
time I'm going to open up the file called
form fillable, and I'm going to choose Open.
| | 01:34 |
Now the minute I open this form, you see
something a little bit different.
| | 01:37 |
Up here at the top of the Acrobat
interface, you'll see a purple strip
| | 01:41 |
along the top of the application
interface, and it's showing me a button
| | 01:45 |
that's allowing me to highlight the
existing fields, or not highlight them.
| | 01:52 |
So I'm going to click that button to turn
it back on because I think it's useful to
| | 01:55 |
be able to see these.
Now, even though I have this open in
| | 01:59 |
Adobe Acrobat 10 Pro, you can do the same
thing with Adobe Reader 10 or even a
| | 02:03 |
previous version of Adobe Reader as well.
Now, the way that this fill-able form
| | 02:10 |
works is I simply click inside of one of
the fields and I can start filling out
| | 02:14 |
the form electronically.
Press the Tab key, that goes to the next
| | 02:21 |
field, and I'm simply entering the
information that's going to appear on
| | 02:25 |
this form.
Now one of the nice things about a
| | 02:30 |
fillable form, is that it alleviated some
of the open-ended questions that you
| | 02:36 |
sometimes encounter on a form.
For instance, the state, if I click on
| | 02:44 |
the drop-down menu you'll notice that my
states are listed here.
| | 02:48 |
Even though this is not a complete list
you can see that I have choices and that
| | 02:53 |
elevates misspelling and choices that
maybe I'm not really concerned about.
| | 02:59 |
Here's another example how many employees
work at your company.
| | 03:03 |
Look at the drop-down menu and I have
categories that I can chose from.
| | 03:06 |
Once again, does your company regularly
require environmental work?
| | 03:12 |
The answer is Yes or No.
On a paper form, they could theoretically
| | 03:17 |
click both of them, or check both of
them.
| | 03:20 |
And then same thing down here.
What are you interested in?
| | 03:24 |
You could choose a couple of these
options.
| | 03:26 |
And then down here in the comments field
you can enter some extensive notes that
| | 03:30 |
you might want to add.
So as you can see, both types of forms
| | 03:35 |
can be useful, but fillable forms allow
you to capture more accurate information
| | 03:40 |
electronically so you can reuse that data
in other places.
| | 03:45 |
| | Collapse this transcript |
| Creating a PDF form with the Form Wizard| 00:02 |
To get you started working with forms
quickly, Acrobat 10 contains a form
| | 00:05 |
wizard that can auto-detect where form
fields should be created within a PDF document.
| | 00:11 |
This feature could be very useful when
you already have a form created as a PDF
| | 00:15 |
file and you want to make it a fillable
form.
| | 00:18 |
I'm beginning this video with the
form_auto.pdf file open on my computer
| | 00:22 |
and I'm going to come over here to my tools
task pane.
| | 00:27 |
and I'm going to make sure that I have the
forms panel open, and I'm going to click on
| | 00:31 |
the create button to begin the process.
Now, in the Create or Edit Form dialog, I
| | 00:38 |
have three choices to choose from.
First of all, I can use an existing file.
| | 00:45 |
So I can use a pdf like I have open right
now, or I can even use a Word, Excel, or
| | 00:49 |
other file type also.
I can scan a paper form which is useful
| | 00:54 |
when I already have a form created as a
paper form, and I can just scan it with
| | 00:58 |
my scanner, and begin from there.
And the third option is to create an
| | 01:04 |
online form using form central.
So I'm going to begin by clicking the first
| | 01:09 |
option and I'm going to click the next
button.
| | 01:13 |
And then, once again, I have the choice
to choose the current document that I
| | 01:16 |
have open, or I can import a file from my
system.
| | 01:20 |
So I'll keep the first radio button
selected, and I'm going to click the next button.
| | 01:24 |
Immediately you're going to notice that
Acrobat has gone through the document and
| | 01:29 |
inserted form fields where it thinks they
should appear.
| | 01:34 |
And it gives me a dialog box letting me
know that I'm currently in form editing mode.
| | 01:39 |
And to access the regular Acrobat tools,
I need to close the form editing.
| | 01:44 |
So we'll get to that in a second.
I'm going to go ahead and click okay.
| | 01:47 |
And you can see that Acrobat has done a
pretty good job.
| | 01:51 |
You can see that it has created form
fields for the first name, last name,
| | 01:55 |
company address, city, state, and zip,
which is quite helpful.
| | 02:00 |
And it even detected this box that I had
drawn down here at the bottom, and it
| | 02:04 |
created a text field for my comments.
So that has done a pretty good job.
| | 02:09 |
And for how many employees work at your
company, it really didn't know what to do
| | 02:13 |
there, so I have nothing that is inserted
at that point.
| | 02:19 |
Down here, where it asks me, does my
company regularly require environmental
| | 02:23 |
work, what I'm going to do, is I'm just
going to use my selection tool up here.
| | 02:28 |
And I'm going to marquee, these 2 fields.
Just so I can move them out of the way.
| | 02:34 |
And you can see that with the fields
moved, that I had drawn circles next to
| | 02:39 |
the word yes and no.
And because of that, Acrobat has actually
| | 02:45 |
detected that they should be radio
buttons.
| | 02:49 |
And that's a really important
distinction, because radio buttons differ
| | 02:53 |
from checkmarks in the way that they are
what are called mutually exclusive.
| | 02:59 |
Which means that I can really only choose
one or the other, where as check boxes
| | 03:04 |
actually allow me to select multiple
options.
| | 03:09 |
So that's really the, the distinction
between the two types of form fields and
| | 03:13 |
that's also where fillable forms differ
from flat forms or printed forms.
| | 03:19 |
Because often times in a printed form
there would be check boxes for Yes or No,
| | 03:23 |
and that would generally cause the form
wizard to insert the wrong type of form
| | 03:28 |
field for the application.
Now I'm just going to press Ctrl+0 on
| | 03:33 |
Windows or Cmd+0 on Mac a couple times to
move this back to where it was.
| | 03:39 |
And then I'm also going to mark key a couple
of these.
| | 03:43 |
Just so you can see that what I inserted
at that location were boxes.
| | 03:47 |
And I should point out that I had created
this application using a program.
| | 03:53 |
And the way that I created these was
using a font called wingdings.
| | 03:58 |
And that is why Acrobat was able to
detect exactly what should go at those locations.
| | 04:04 |
So I'm just going to go ahead and move those
back to where they were.
| | 04:08 |
And although I have a little bit of work
to do to this form yet, you can see that
| | 04:11 |
it really did a pretty good job.
Now, up here at the top, for whatever
| | 04:15 |
reason, it's actually creating a form
field for my logo, and that's not really
| | 04:19 |
very helpful.
So I'm going to click on that, and I'm going to
| | 04:23 |
press the delete key on my keyboard to
remove that one.
| | 04:26 |
And now this form is pretty much usable,
with a few modifications it's ready to go.
| | 04:32 |
Now I should also point out that we're in
form editing mode.
| | 04:36 |
In order to kinda test your form, you can
come up here to the preview button.
| | 04:40 |
And if I click that button, it's going to
display the form how the user is going to
| | 04:45 |
see it once I save this And ship it out
to be filled out by other users.
| | 04:52 |
If I need to make any changes I can just
come up here and click the edit button again.
| | 04:57 |
But in the preview mode I can actually
click in here and type the form.
| | 05:01 |
What the content should be.
And I'm not going to fill out this whole form.
| | 05:07 |
But as you can see, you can choose your
different options.
| | 05:11 |
And I can say, well, I'm interested in,
maybe, these 3, and the form is easily
| | 05:15 |
usable at this state.
And when I click on the Edit button, it
| | 05:19 |
takes me back to Form Editing mode, where
I can make further changes to this form.
| | 05:26 |
As you can see, the form wizard makes
quick work of generating a form from a
| | 05:30 |
PDF document and, although not perfect,
it can really be a time saver when you
| | 05:34 |
need to get a form created and you don't
have a lot of time.
| | 05:40 |
| | Collapse this transcript |
| Creating a PDF form manually: Part one| 00:02 |
The Form Wizard can be a really helpful
tool for quickly adding form fillings to
| | 00:06 |
a PDF document.
There will be times however when you want
| | 00:10 |
to create a fillable PDF form manually,
in order to customize the form to your
| | 00:13 |
liking, in ways that the form wizard
could not do automatically.
| | 00:18 |
Let's take a look at how to do this.
I'm beginning this video with the
| | 00:22 |
form_fillable_start.pdf file open on my
computer, and you can find this in the
| | 00:27 |
forms folder inside of your project files
folder.
| | 00:33 |
So to begin, I'm going to come over here to
the tools panel, and if I wanted to do
| | 00:37 |
the automatic detection, I could click
the Create button.
| | 00:41 |
But instead I'm going to click the Edit
button.
| | 00:44 |
And it tells me that there are currently
no form fields in this PDF.
| | 00:47 |
And if I want to I can click Yes to
auto-detect the form fields.
| | 00:53 |
I'm going to click No for now, because I
actually want to show you how to do this
| | 00:56 |
from scratch.
Now, when you're working with a form, and
| | 01:00 |
you go into the Form Editing mode, which
is what we're in right now, at the very
| | 01:04 |
top of your tool Bar, you will see all of
the Form Fields that you can insert into
| | 01:08 |
this document.
Now, we're not going to cover every
| | 01:14 |
single one of these tools, but we're
going to cover quite a few.
| | 01:19 |
You can see we have the Text Field, Check
Box, Radio button.
| | 01:23 |
Now, these two, we have the list of
choices to have list options and then
| | 01:27 |
this one's a drop-down list.
Then we have a button, then we have a
| | 01:31 |
Signature Field and then we even have a
Barcode.
| | 01:35 |
So I'm going to start with basic Text Field.
So I'm going to click on this button, and by
| | 01:39 |
default it wants to make the form field a
certain size.
| | 01:43 |
But I want mine to be a little bit
smaller than that.
| | 01:46 |
So instead of just clicking, which I
could do at this point, I'm actually
| | 01:50 |
going to click and drag to draw a form
field.
| | 01:55 |
That's slightly shorter in height than
the default size that was chosen.
| | 02:02 |
Now, when I do this, it wants me to give
this form field a name.
| | 02:07 |
As a general rule, I like to keep my
field names all lowercase, and I don't
| | 02:11 |
use any spaces.
So for first name, like you're seeing
| | 02:15 |
here, I might type first_name.
Now, you could stop at this point, if I
| | 02:20 |
press return, it's just going to save this,
and you can see that this is now just
| | 02:25 |
named, you know, first name in the, in
the form field.
| | 02:31 |
Now, if I double-click this form, it's
going to open up the Properties, and this is
| | 02:34 |
going to allow me to do even more to this
form field.
| | 02:39 |
I could add a tool tip that the user will
see when they hoover over the field it
| | 02:42 |
should be helpful.
And I can choose whether the form field
| | 02:46 |
will be visible or invisible.
For the appearance, I can change the
| | 02:50 |
border and fill color, I can even change
the font size.
| | 02:54 |
I think maybe I'll change my font size to
11, in this case.
| | 02:59 |
Make it a little bit smaller.
Can change the color and the font.
| | 03:03 |
In the Options, I can also choose the
Alignment.
| | 03:06 |
I can specify a default value.
As well as other properties in here also.
| | 03:12 |
You can see down here, I have a limit of
so many characters.
| | 03:16 |
This could be useful for, say, a social
security number or even a credit card number.
| | 03:23 |
In the Actions section down here, I can
add actions that would be performed when
| | 03:27 |
somebody does something in this field.
Some of these actions include running
| | 03:32 |
Java scripts that will perform a certain
function.
| | 03:36 |
For Format, I can specify certain format
categories.
| | 03:40 |
And I can even validate and calculate
these.
| | 03:43 |
Now, a lot of people think that you have
to close this dialog box every time you
| | 03:49 |
draw a new field.
And you could do that, but you, you would
| | 03:53 |
be wasting a lot of time.
So I'm going to keep this open.
| | 03:57 |
Now, I could draw new field names over
here, but I want to maintain the
| | 04:00 |
appearance and size of this first form
field.
| | 04:04 |
So what I'm going to do, I'm going to click on
this first form field, First Name.
| | 04:09 |
And I'm going to hold down the Ctrl+Shift
keys on my keyboard or on Mac it would be Cmd+Shift.
| | 04:17 |
And I'm going to drag this over to the
right.
| | 04:21 |
And when I let go, you can see that this
has made a copy of that form field.
| | 04:26 |
I'm just going to drag the handle to the
right to extend it.
| | 04:31 |
And now, the first thing I need to do is
I need to change the name of this form field.
| | 04:36 |
And the reason being is because, if I
leave these as the same name, they're
| | 04:40 |
both going to contain the same content.
So, meaning if I type in one field, it's
| | 04:46 |
also going to appear in this one.
So I'll go to the General Category and
| | 04:51 |
I'm going to change this one to last name.
I'll hit the Tab key.
| | 04:56 |
And now, you can see that this one has
changed to last name.
| | 04:59 |
Let's do a couple more.
I'll go ahead and click this first one again.
| | 05:04 |
Hold down Ctrl+Shift on my keyboard.
And I'm going to make a copy right below.
| | 05:10 |
Click on the handle to the right, and
extend this out.
| | 05:13 |
And I'll change this to Company Name.
I'm just going to repeat this a couple of times.
| | 05:16 |
Now, you might have noticed that the
previous form field that I just renamed
| | 05:22 |
went back to the original name.
And that is because when I changed the
| | 05:30 |
name I did not tab out of the name field.
So that's no big deal.
| | 05:36 |
We'll go back and fix that later, but for
now we're going to keep going.
| | 05:39 |
Click on this first name field, hold down
Ctrl+Shift on Windows.
| | 05:44 |
That would be Option+Shift on Mac.
And I'll just make a copy of this.
| | 05:49 |
Extend this out a little bit.
You can use your arrow keys to nudge it
| | 05:53 |
down a little bit.
And I'll name this one Address.
| | 05:59 |
Once again do the same thing, Ctrl+Shift,
Option+Shift on Mac.
| | 06:06 |
Move this over.
You can also just hold the Shift key
| | 06:09 |
alone if you just want to keep
constraining the proportions.
| | 06:14 |
So when I'm making copies of these fields
when I hold down Ctrl on Windows and
| | 06:18 |
Option on Mac, that makes a copy of the
field.
| | 06:21 |
But holding down the Shift key as well,
will constrict the movement either
| | 06:25 |
vertically or horizontally as I am making
that copy.
| | 06:29 |
I'm going to change this field to City.
State, I'm going to leave alone for now, but
| | 06:35 |
I'm going to make a copy for the Zip Code.
Holding down Shift as I make a copy also
| | 06:42 |
helps me to keep the fields aligned to
one another.
| | 06:47 |
This is also very helpful.
Change the name of this to zip_code.
| | 06:55 |
Now, one thing I'm going to do to change the
zip here is I'm going to go the format category.
| | 07:01 |
And under the drop-down menu I'm going to
choose Special.
| | 07:06 |
And then I can choose either a regular
zip code or the zip code plus four digits.
| | 07:12 |
So I'm going to stick with the standard zip
code and that's going to ensure that it's
| | 07:18 |
going to contain five digits in my form.
One more that I'm going to do, I'll use
| | 07:25 |
maybe the Address here and I'm going to
hold down Ctrl and drag this down below
| | 07:31 |
the comments section.
This dialog box is a little large, but
| | 07:40 |
I'm just going to resize this field.
Something like that.
| | 07:47 |
I'm going to go to the General tab and
change the name to comments.
| | 07:52 |
And in the appearance field, I'm going to
set the border color to black and I'll
| | 07:58 |
set the thickness to medium.
That way, this will have a nice border
| | 08:03 |
around it where people can see where they
can enter comments.
| | 08:09 |
Now, one more thing I'm going to do, let's
double-click on this to go back into the
| | 08:13 |
Properties, I'm going to go to the Options
category and I'm going to turn on the Multi
| | 08:17 |
Line option.
And what this is going to allow me to do is
| | 08:22 |
as the user is typing in this comments
field it's actually going to wrap and allow
| | 08:26 |
me to have multiple lines within that
field.
| | 08:31 |
So if I close this, I will now go into
Preview mode and I can test this out,
| | 08:35 |
just enter some information in here.
They can see, that right now, it's
| | 08:41 |
jumping a little bit.
The tab order is incorrect, and we'll fix
| | 08:45 |
that in a second.
I'll go ahead and go to last name.
| | 08:49 |
And then go down here to the Comments
Section, and you can see that as I type
| | 08:59 |
in this box, that the text will simply
wrap within the area that I'm typing.
| | 09:15 |
So there's a lot we can do with these
fillable forms.
| | 09:18 |
Now, one more thing I'm going to do after I
click the Edit button, I'm going to come
| | 09:23 |
over here to the tasks area and I'm going to
go to other tasks and I'm going to choose
| | 09:27 |
clear form.
And that way it'll clear these fields of
| | 09:33 |
any content that I typed when I was
testing.
| | 09:37 |
As you can see, creating a form manually
is not very difficult, but it requires
| | 09:40 |
some attention to detail.
Practice with your own files, and convert
| | 09:46 |
one of your flat PDF files, or even a
printed form, into a fillable form on
| | 09:50 |
your own.
| | 09:53 |
| | Collapse this transcript |
| Creating a PDF form manually: Part two| 00:02 |
There are a variety of different fields
that you can add to a PDF document.
| | 00:07 |
In this video, I'd like to show you how
to add some various types of form fields
| | 00:10 |
to improve the user experience and
enhance the overall behavior of the form.
| | 00:16 |
I am beginning this video with the
form_fillable_otherfields.pdf file open
| | 00:22 |
on my computer.
And to start adding additional fields I
| | 00:27 |
am going to come over here to the tools task
pane and come down to the Forms panel.
| | 00:33 |
And I am going to click the Edit button.
But as you can see, we already have some
| | 00:37 |
text fields that have been added to this
form.
| | 00:42 |
Now, I need to add a new field for the
state.
| | 00:45 |
So, for the state, I want to provide a list
of choices for the user to choose from.
| | 00:50 |
So, up here in my toolbar, I'm going to
click on the dropdown list icon.
| | 00:55 |
I'm going to come down here and just like I
did with the text fields, I'm going to click
| | 01:00 |
and drag to draw a text field that's
about the same size as the other text fields.
| | 01:08 |
For the name, I'm simply going to call this
State.
| | 01:11 |
Now, there's more things I need to do to
this.
| | 01:14 |
So, I'm going to click on the All Properties
option and if I come in here to
| | 01:17 |
appearance, the only thing I'm going to
change is the font size.
| | 01:22 |
We'll change that to 11 point to match
the size of the text in the text fields.
| | 01:28 |
In addition, I'll click on the Options
tab, and this is where I can add the
| | 01:33 |
items that are going to appear in the
list, under this State field.
| | 01:38 |
So, for the item name, I'm going to type one
of the states.
| | 01:44 |
So, I'll type Pennsylvania to start.
And for the export value, this is the
| | 01:49 |
value that's actually submitted when the
form is submitted.
| | 01:55 |
So, maybe I don't want the full name of
the state.
| | 01:57 |
Maybe I just want the abbreviation.
When I click the Add button, it'll add
| | 02:01 |
that item, to the list.
Now, I'm not going to add every single state
| | 02:06 |
but I'm going to add a couple states, maybe
in the northeast, where this company is
| | 02:10 |
doing most of its business.
So, I'll add a couple more here.
| | 02:14 |
I'll add New York, New Jersey.
| | 02:20 |
And once I have all the states added that
I want to use, to make my life a little bit
| | 02:28 |
easier, I'm going to click the Sort Items
checkbox, so that it sorts all the states alphabetically.
| | 02:42 |
Now, in addition, you'll notice that if
you look over here at this field, that
| | 02:46 |
Virginia is currently displayed by
default.
| | 02:50 |
And that's because if you look closely,
Virginia is still highlighted.
| | 02:55 |
You can actually select any one of these
options to become the default option
| | 02:59 |
that's going to be listed within that field.
I really don't want to default in this case.
| | 03:04 |
So, I'm just going to click in this empty
area below the list of states.
| | 03:10 |
And that tells the form field not to use
any of these options for the default.
| | 03:16 |
That looks pretty good.
Now, I also want a list for how many
| | 03:18 |
employees work at my company.
So, instead of drawing a brand new field
| | 03:23 |
and trying to get it the same size, I'm
going to make a copy of this, and I'm simply
| | 03:26 |
going to hold down the Ctrl key on Windows
or the Option key on Mac, and I'm going to
| | 03:30 |
make a copy.
Right next to this line that says, how
| | 03:36 |
many employees work at your company?
Now, we need to change the name of the field.
| | 03:41 |
So, go to the General tab, and I'll
change this field name to Employees, and
| | 03:45 |
then I'll jump over to the Options tab.
I don't really want states in this
| | 03:51 |
employees list, so I'm just going to click
on each one of these and hit the Delete
| | 03:55 |
key to remove these items from this form
field.
| | 04:00 |
And I'm going to add a new set of fields.
Now, before I start, I'm going to click the
| | 04:06 |
Sort Items checkbox to turn it off.
And for the item, I'm going to type 1 to
| | 04:11 |
5, click the Add button.
Then I'll type 6 to 15, 16 to 25, 25 to
| | 04:21 |
50, 51 to 100, 101 to 250, and finally,
250 or more.
| | 04:36 |
That looks pretty good.
Once again, I don't want any of these to
| | 04:41 |
be the default, so I'll click on the
empty area below, and that will prevent
| | 04:45 |
any of these options from being the
default.
| | 04:49 |
That looks really good.
So, where it says, does your company
| | 04:53 |
regularly require environmental work,
this is a mutually exclusive choice and I
| | 04:57 |
only want to be able to select one or the
other.
| | 05:00 |
A perfect solution for a radio button.
So, up here in my toolbar, I'm going to
| | 05:05 |
click on the Add Radio button and I'm
just going to click once, just to the left
| | 05:10 |
of the word, Yes.
And for the radio button choice, I'm
| | 05:15 |
going to call this, Yes.
For group name, I'm going to call this,
| | 05:22 |
environmental work.
Now, that looks pretty good.
| | 05:28 |
I'll click All Properties.
And there's really nothing else I want to
| | 05:31 |
change in here.
But I do want to make a copy of this radio button.
| | 05:36 |
So by holding Ctrl+Shift on Windows or
Option+Shift on Mac, I can make a copy of this.
| | 05:43 |
And this is one of the few times where
you want to keep the name the same.
| | 05:48 |
But the thing that I want to change is the
option.
| | 05:51 |
So, for radio button choice, I"m going to
change this to No, and I can even change
| | 05:55 |
the button style.
And see that right now it's a circle, but
| | 05:59 |
I can use a check, cross, diamond,
square, and star, as well.
| | 06:04 |
That looks good to me.
The last section I need to add is these
| | 06:08 |
choices down here at the bottom.
Now, those are going to be multiple
| | 06:13 |
choice options.
I can choose several that are listed here.
| | 06:19 |
So, that's a perfect solution for a check
box.
| | 06:21 |
So, up here in my toolbar, I'm going to
click on the check box button and then
| | 06:25 |
I'm just going to click to the left of
Groundwater Sampling.
| | 06:30 |
Again, we need to give this a same.
So, I'm going to call this one ground_water.
| | 06:36 |
Click All Properties and there's really
nothing else I want to change in here.
| | 06:41 |
The export value is going to remain Yes.
So, what I'll do is make a copy of this
| | 06:47 |
by holding Ctrl+Shift on Windows,
Option+Shift on Mac.
| | 06:51 |
I'm going to change the name to Construction
and then, I'm going to Shift+click on
| | 06:57 |
both of these options.
Looks like that one didn't take.
| | 07:02 |
Let me do that again.
Construction.
| | 07:04 |
And then, I'm going to Shift+click on both
of these fields, and then I'm going to hold
| | 07:09 |
down the Ctrl key on Windows or the
Option key on Mac, as well as the Shift
| | 07:13 |
key and I'm going to make a copy.
I'll do this again for this section right here.
| | 07:22 |
Now, I can go back and change the name
while testing.
| | 07:33 |
This one will be planning.
This one will be, we'll just call this
| | 07:37 |
one Spill and this one Municipal.
| | 07:41 |
Now I'm going to close this.
And for me to test this form, I'm going to
| | 07:47 |
click the Preview button.
As you can see, as I click on each one of
| | 07:52 |
these as I start typing in here, it's
going to actually go to the next field.
| | 07:57 |
Now, we can see that this is jumping down
to the word company.
| | 08:00 |
So, let's take a look at that.
I'm going to click the Edit button and we
| | 08:04 |
can see, first of all, that I didn't
change the name between First Name and
| | 08:09 |
Company, but the field name remained the
same.
| | 08:14 |
So we need to fix that.
I'm going to double-click on First Name,
| | 08:17 |
change the name of the field to Company,
and that should take care of that problem.
| | 08:23 |
So, let'ts try that again.
We'll click Preview, type Chad.
| | 08:27 |
It is going down to the Company field but
now I should be able to type my true
| | 08:33 |
company name.
I can click over here.
| | 08:38 |
We need to fix the tab order in this
field.
| | 08:40 |
But do notice that we can pick the state,
and we can also pick how many employees
| | 08:46 |
we have, whether we want to choose Yes or
No here.
| | 08:51 |
Notice it's mutually exclusive.
And then, down here we can do several choices.
| | 08:58 |
Now, I'm going to go back to the edit mode.
Let's go ahead and go to Other Tasks and
| | 09:03 |
I'll choose Clear Form.
Then down here at the bottom where it
| | 09:07 |
says Tab Order, I'm going to click on that
dropdown.
| | 09:11 |
And you can see that the order tabs are
unspecified.
| | 09:15 |
Well, I'm going to choose to order the tabs
manually.
| | 09:19 |
And I'm going to click OK.
And now the order that these appear in
| | 09:22 |
this list, are the order we are going to
be tabbing through them.
| | 09:27 |
So, you can see, Last Name is now before
First Name.
| | 09:30 |
I'm going to click on First Name and drag it
above Last Name.
| | 09:38 |
Company Address, then we
have these out of order.
| | 09:42 |
So I'll move City above State, so it's
City, State, Zip.
| | 09:45 |
Then we have environmental work.
Then we have Employees.
| | 09:49 |
So, we need to move them around and, as
you can see, by adjusting these, we're
| | 09:53 |
now putting it in the proper order.
It looks like Comments needs to go all
| | 09:58 |
the way down to the bottom.
In addition, I'm noticing that Delaware
| | 10:03 |
is the default state, in my case.
So, I'm going to double-click on that.
| | 10:07 |
Go to My Options and make sure that I'm
clicked on nothing.
| | 10:11 |
There we go.
Go ahead and close that.
| | 10:16 |
Let's preview this now, and try it one
more time.
| | 10:21 |
And now notice that our tab order is
exactly as we specified.
| | 10:28 |
For the state, we can pick from our list.
| | 10:32 |
For our zip code, notice that if I try to
type more than five characters, it won't
| | 10:37 |
let me because I specified the format of
that field, number of employees, yes, no,
| | 10:42 |
that's mutually exclusive.
And this allows me to chose multiple options.
| | 10:50 |
So, I'm going to go back to edit mode and
I'll go ahead and come over here to Other
| | 10:55 |
Tasks and clear the form.
One last thing I'm going to do, is put a
| | 11:00 |
Submit button on this page, so that
people can submit it to my email.
| | 11:05 |
So, to do that I'm going to come up here to
the button, button and I'll come down
| | 11:09 |
here to the bottom and I'm just going to
click once.
| | 11:14 |
And I'm going to call this button Submit.
And I'm going to go to the All Properties
| | 11:19 |
field and we'll leave the name Set to
Submit.
| | 11:22 |
We'll go to Appearance.
I think I want to change a Fill Color to something.
| | 11:27 |
Maybe a little more colorful, maybe I'll
use like a dark green.
| | 11:31 |
And I'm going to change the text color to
white.
| | 11:35 |
That looks pretty good.
We'll go to our Options.
| | 11:39 |
And this is really interesting in here,
you can choose a label only, you can also
| | 11:45 |
do a label with an icon below it.
You can do an icon only.
| | 11:51 |
You have several choices.
So, if you have actually a graphic that
| | 11:56 |
you want to use for the Submit button, you
can insert that right here.
| | 12:01 |
But the important part is I'm going to go to
the Actions tab and where it's, Select an Action.
| | 12:06 |
I'm going to scroll down all the way to the
bottom, where it says Submit a Form and
| | 12:10 |
I'm going to click the Add button.
And this allows me to choose what URL I'm
| | 12:16 |
going to send this to.
Now, if you have a CGI server of some
| | 12:20 |
sort, that will accept form submissions,
you can enter that here.
| | 12:26 |
I'm just going to enter a basic email
address.
| | 12:29 |
So, to do that, I'm going to type Mail To:
and my email address.
| | 12:34 |
For the export format, you can send only
the form information.
| | 12:41 |
You can send HTML.
You can send the XML based form
| | 12:45 |
information and you can also PDF the
complete document.
| | 12:51 |
You can also choose which fields you're
going to submit, as well.
| | 12:56 |
And you can also convert dates to a
standard format.
| | 12:59 |
I'm going to leave these set to the default
and I'm going to click OK.
| | 13:04 |
And then I can close this dialog and I'm
going to go back to preview mode.
| | 13:09 |
And now you can see that the form is
ready to submit.
| | 13:13 |
Now, one last thing I'm noticing is the
Submit button is kind of blank and that's
| | 13:16 |
simply because I forgot to type the name
of the label.
| | 13:21 |
So let's click the Edit button,
double-click on the Submit button, and go
| | 13:24 |
to the Options, and where it says Label
I'm actually going to type the word
| | 13:28 |
submit so that it appears on top of the
button.
| | 13:32 |
We'll close this, preview it, and now
this form is ready to submit.
| | 13:37 |
You can see when I hover over the top of
the Submit button, that it's ready to
| | 13:41 |
actually submit this form to my email
address.
| | 13:45 |
So, you can see how adding different
types of form fields can really make your
| | 13:50 |
form easy to use and stand out from other
types of forms.
| | 13:57 |
| | Collapse this transcript |
| Distributing forms and collecting data via email| 00:02 |
Once you've created a form, you'll want
to distribute the form to other users,
| | 00:06 |
there are a variety of ways to do this.
In this video, I'd like to show you how
| | 00:11 |
to distribute your form and collect the
information via email.
| | 00:15 |
I like to refer to this method as forms
for the masses, because anyone can do it
| | 00:19 |
regardless of whether you have a staff of
IT Support people or not.
| | 00:24 |
All you need is a email account to
begin, I have this form_info.pdf file
| | 00:30 |
open on My Computer.
And you can find that in the forms folder
| | 00:35 |
inside of your Project Files folder.
And this form has already been created
| | 00:40 |
with fillable form fields, and now I
want to distribute it.
| | 00:45 |
So to do that I'm going to come up here to
my tools Task pane and I'm going to come
| | 00:50 |
down here to the Forms panel, and I'm
going to click on the Distribute button.
| | 00:57 |
Now, there are several choices available
in here.
| | 00:59 |
You'll notice that we can automatically
download and organize responses with Acrobat.com.
| | 01:05 |
We can actually collect the responses on
your own internal server, which probably
| | 01:09 |
would require a little bit of help from
your IT work staff.
| | 01:14 |
But this second option here, manually
collect responses in my email inbox, is
| | 01:18 |
a great choice if you don't have support
people, or if you just really want a
| | 01:22 |
simple way to collect information.
And although, we're focused here on a
| | 01:29 |
business environment, you can imagine the
possibilities if you have children in
| | 01:34 |
different programs and you need to get
information from parents or teachers, you
| | 01:38 |
could distribute a form in this way to
collect that information.
| | 01:44 |
So, I'm going to make sure that I have
this option chosen, and it even guides
| | 01:48 |
you through the process.
So, it's going to distribute it by
| | 01:52 |
sending this form as an attachment, and
then the users are going to respond and
| | 01:56 |
send the file into your inbox, and then
you can collect the information at the
| | 02:00 |
very end.
So I'm going to click the Next button,
| | 02:04 |
and you can see that it offers you a
couple choices here.
| | 02:08 |
You can send it automatically using Adobe
Acrobat.
| | 02:11 |
You can also save a local copy, and
manually send it later.
| | 02:16 |
I'll leave the first choice selected, and
then I'll click the Next button.
| | 02:20 |
Here, we can define who we want to send
this to.
| | 02:24 |
So I'm going to enter a couple email
addresses in here.
| | 02:31 |
And once again, I can customize the
subject of my message.
| | 02:35 |
I'm going to say, please complete the form,
form that's kinda confusing, so let's get
| | 02:39 |
rid of one of the forms.
And we can say, for cohesion Inc, that
| | 02:47 |
looks good.
And you can even customize the message
| | 02:52 |
down here at the bottom.
So, I'm going to go ahead and click the
| | 02:57 |
Send button and Adobe Acrobat is actually
going to do this for me.
| | 03:02 |
So you will notice that when this happens
it's actually automatically opening up My Tracker.
| | 03:09 |
Okay, so I'm going to leave this here for
now, because right now, you can see that
| | 03:14 |
it has been distributed.
And responses will be combined into a
| | 03:19 |
single file.
So, if I click the View Responses link,
| | 03:22 |
you're going to notice that, this is
actually opening up a PDF portfolio.
| | 03:28 |
And I'm going to go ahead and click the Get
Started button.
| | 03:31 |
You can read this on your own, and you
can see that it's showing me the form
| | 03:35 |
here and the idea with this response file
is that it's actually going to collect any
| | 03:39 |
responses that have been sent.
Now, I should point out that this email
| | 03:46 |
that distributed using the default email
application on your computer.
| | 03:51 |
And it all kinda happened in the
background.
| | 03:54 |
Now, what I'm going to do so you can see
what the user is going to to experience.
| | 03:59 |
I'm just going to go to the File menu and
choose Open and I now have a file called
| | 04:02 |
Form Info Distributed and that's what we
actually sent out to the users.
| | 04:08 |
So, I'm going to open this, and you can see
this is exactly what the user is going to
| | 04:12 |
see when they are filling out this form.
So, what I'm going to do is, I'm just going to
| | 04:19 |
enter some generic information, here.
I'll just choose these Options real
| | 04:29 |
quickly, and I'm going to hit the Submit
button.
| | 04:42 |
And when I do that it's going to ask me for
my email address.
| | 04:46 |
In this case, I'm going to use a generic one
maybe I'll just keep the, the other one.
| | 04:52 |
And I'll enter my full name, and I'll go
ahead and click the Send button.
| | 04:57 |
And it's going to ask me Okay, do you want
to send it using your desktop email
| | 05:00 |
application or using Internet mail?
So, if you use web mail, you'd want to
| | 05:05 |
choose this Option, and then you'll just
have to manually attach the file when you
| | 05:08 |
send it.
So, we would click Okay and, once again
| | 05:13 |
we're going to pass this off to our
e-mail application.
| | 05:18 |
So I'll click OK, and I'm just going to go
to Outlook in my case, make sure that it
| | 05:22 |
has been sent, and it looks like it has.
Now, as the recipient, so I've sent the
| | 05:29 |
form out to other people.
They're filling it out and they're
| | 05:33 |
sending it back to me, and you can see
that these are emails that have been
| | 05:38 |
sent back to me with the form filled out.
Now what I'm going to do is I'm going to
| | 05:44 |
double-click on this PDF file and it
automatically detects that this is part
| | 05:50 |
of a distributed form.
And it's asking me what I'd like to do?
| | 05:56 |
So it's saying this file's completed, and
it will be added to a response file.
| | 06:01 |
It's automatically detecting which one it
is, but in the event that for some reason
| | 06:05 |
Acrobat can't find it, you can browse for
it as well, so I'm going to click the Okay
| | 06:09 |
button and it's actually going to add the
response to my Tracker File.
| | 06:16 |
Now, I'm going to return to Outlook, I'm
going to do the same thing with the other
| | 06:20 |
form that was submitted to me.
Click Okay to add that to the tracker file.
| | 06:26 |
Now, you can see as each person submits
this form.
| | 06:29 |
Their information is going to be
displayed inside of this review tracker,
| | 06:33 |
and this is a great way to capture this
information.
| | 06:37 |
You can see I can click on each one of
these to look at their information.
| | 06:41 |
I can even double-click on it and it'll
show me the filled out form.
| | 06:45 |
Again, a great way to look at this
content.
| | 06:48 |
I'll go ahead and click the X to close
it.
| | 06:51 |
I can also filter these in different
ways.
| | 06:53 |
I can sort them by these different field
properties, which is extremely useful,
| | 06:59 |
click Done.
I can export the content, so if I click
| | 07:03 |
the Export button, I can export all of
these and then choose the Format, so of
| | 07:09 |
course, my choices are CSV or XML and a
CSV file, if exported, will open up very
| | 07:14 |
easily inside of Microsoft XL.
If I open that CSV file on my desktop.
| | 07:26 |
Now, it's in a spreadsheet format and I
can repurpose the data that way.
| | 07:40 |
Go ahead and close that, you can continue
to update this, you can add additional as
| | 07:45 |
you like and you can even archive them as
well.
| | 07:51 |
It's important to understand that this
form tracker will always be here.
| | 07:54 |
We can click the Save button and even if
I close this file, when I go to the tools
| | 07:59 |
menu in the Forms panel and go to the
Track button it's going to show me all the
| | 08:04 |
forms that I've distributed.
And if I click on that I can then view
| | 08:11 |
the responses file and that information
will always be there for me to access.
| | 08:18 |
I'm just going to go to my email
application one more time and I have one
| | 08:21 |
other form that's been received.
Double-click on this, I'm going to want to
| | 08:26 |
add it to my tracker file.
And you can see now that a third option
| | 08:31 |
has been added as well.
So, as you can see, distributing your
| | 08:35 |
form can collecting the data via email
is simple and doesn't require additional
| | 08:39 |
help from IT to make it work.
All you need is an email account and you
| | 08:45 |
are well on your way.
| | 08:48 |
| | Collapse this transcript |
| Distributing forms and collecting data via acrobat.com| 00:02 |
One of my favorite ways to both
distribute and collect forms is using my
| | 00:05 |
Acrobat.com account.
An Acrobat.com account is free, and all
| | 00:10 |
you need to create an Acrobat.com account
is an Adobe ID, which is also free.
| | 00:15 |
Let's take a look at how this works.
I'm beginning this video with the
| | 00:20 |
form_info_acro.pdf file open on my
computer.
| | 00:25 |
And this file can be found in the Forms
folder inside of the Project Files folder.
| | 00:30 |
To begin, I'm going to click on the tools
task pane, and I'm going to come down to
| | 00:34 |
the Forms panel.
And once again, I'll choose the
| | 00:39 |
Distribute Option.
And you'll see that I do have three
| | 00:43 |
options listed in here, one to collect
forms using my email inbox, one my own
| | 00:48 |
internal server, and the first one using
my acrobat.com account.
| | 00:54 |
That's the one that we're going to use in
this video.
| | 00:57 |
And as you can see, the way that this
works is it distributes the link to
| | 01:00 |
anybody that you include in the
recipients field.
| | 01:04 |
They respond to it.
But instead of sending the response to
| | 01:08 |
your email inbox, it's actually going to
store the response on the Acrobat.com
| | 01:12 |
server until you download it to your hard
drive.
| | 01:16 |
So, I'm going to click the Next button,
and then I'm going to log in using my
| | 01:20 |
Adobe ID.
So, enter my information and I'll click
| | 01:25 |
the Sign In button.
And once it authenticates me, now it's
| | 01:29 |
ready to distribute the form.
So, I'm going to enter a couple of email
| | 01:36 |
addresses in here, and you can enter as
many as you want, just separate them with
| | 01:42 |
commas, and I'll go ahead and enter one
more, and I can customize the Subject field.
| | 01:52 |
I can also customize the Message field if
I wish.
| | 01:55 |
And down here, under access level, this
is where I get to choose who can actually
| | 02:00 |
open or submit this form.
And you can see that by default, it's
| | 02:05 |
open access.
Anyone who knows the URL can fill out and
| | 02:08 |
submit the form, or I can limit the
access to only the recipients that I'm
| | 02:11 |
sending this to.
So, this isn't a really secure form, so
| | 02:16 |
I'll leave it to Open Access.
And I'm going to collect the name and
| | 02:20 |
e-mail from recipients when they're
submitting it as well.
| | 02:24 |
If I'm not really concerned about that,
they're going to enter it in the form.
| | 02:28 |
I'll just uncheck that option.
So, if I click the Send button, this is
| | 02:33 |
now going to send an invitation to all of
my recipients that I've entered.
| | 02:39 |
You can see down here that one of the
first things it does is extend some of
| | 02:43 |
the features in Adobe Reader.
What that means is that it's enabling the
| | 02:48 |
PDF file that it's distributing so that
anybody with the free reader can not only
| | 02:52 |
fill out the form, but also save the
form, which is a really, really nice feature.
| | 02:59 |
Now, so that you can see what the user is
going to see when they receive this
| | 03:03 |
invitation, I'm going to go to my email
inbox.
| | 03:07 |
And you'll see that this is the message
that they're going to receive.
| | 03:12 |
Now, let me download the pictures so you
can see what this actually looks like.
| | 03:16 |
It has this nice Acrobat.com appearance,
and it tells them that they've been
| | 03:20 |
invited to fill out this form, that a
file has been shared with them.
| | 03:26 |
So, I'm going to click on this link, and
it's going to open it in my web browser.
| | 03:30 |
And the choices that it's going to give
me is to either download the file, or I
| | 03:34 |
can just open it right here in the web
browser.
| | 03:37 |
So, to save time, I'm just going to click
the Open button, and you can see here's
| | 03:41 |
my form.
And I'm simply going to fill this out
| | 03:45 |
using some generic information.
And I can either hit the Submit button
| | 03:52 |
down here, or I can just hit this Submit
button right up here at the top of the form.
| | 04:09 |
So, I'll click this Submit button.
And notice that it says my response
| | 04:13 |
successfully sent.
So that's all I need to do in here, I'm
| | 04:16 |
going to close this and I can go about my
day.
| | 04:19 |
Now, back in Acrobat.
I'm going to go ahead and relaunch
| | 04:25 |
Acrobat because I had closed it, and I'm
going to go to the tools pane, go to
| | 04:30 |
Track, and you can see here is the PDF
form that I distributed.
| | 04:38 |
So, I'd like to view the responses.
So, I'm going to click the View Responses button.
| | 04:43 |
And when it opens my Responses file, it's
telling me that it's kind of getting started.
| | 04:48 |
But notice that two responses have been
added just by me opening the file.
| | 04:52 |
Now, I'll go ahead and click the Get
Started button so I can start working on this.
| | 04:56 |
And you can see that information has
already been collected.
| | 05:00 |
I didn't have to import this from my
e-mail program.
| | 05:03 |
I didn't have to collect the information
automatically.
| | 05:07 |
When a user fills out this form and
submits it, it sends the data to my
| | 05:11 |
Acrobat.com account.
And when I open this Responses file, it
| | 05:16 |
will automatically check the server and
download any responses that I received.
| | 05:22 |
This is a really great way to work and a
really efficient way to collect this information.
| | 05:28 |
Once again, I can export this information
as either a CSV file or an XML file, I'll
| | 05:35 |
just hit Cancel for now.
I can update this manually so you notice
| | 05:42 |
it didn't find any other responses.
And I can also filter the data in
| | 05:48 |
different ways.
I'd say, well filter this by, you can
| | 05:54 |
even go with, go with maybe the
recipient.
| | 06:00 |
Maybe with their first name, maybe last
name.
| | 06:06 |
I can even go with receive date.
So, when I click the Done button, now it
| | 06:11 |
has sorted it in that way.
You can see that right now, I'm in Layout
| | 06:16 |
View, I can also view it in a Files View,
and now it's displaying each particular
| | 06:21 |
file in this window as well.
I'm going to go ahead and go back to
| | 06:27 |
Layout View, and I'll dismiss this
dialog.
| | 06:32 |
You can also archive these.
So, if you're continually receiving this
| | 06:37 |
content over a period of time, you can
archive them as you've gone through them,
| | 06:42 |
or responded to them.
And what I'm going do is I'm actually
| | 06:47 |
going to close this Response file, and
I'm going to save it.
| | 06:51 |
And I'm going to go back to the Tracker,
and what you can see here is that it's
| | 06:56 |
telling me who responded.
So, I have some anonymous users because I
| | 07:03 |
told it not to collect the email
address, and that's fine.
| | 07:08 |
But it tells me that I had two responses
and when they responded, I can also
| | 07:13 |
choose stop collecting data at any time.
So now, it's just going to continually
| | 07:19 |
collect data.
And if I want to stop that at any point,
| | 07:22 |
I'll just click the Stop Collecting Data
button and it will no longer accept any submissions.
| | 07:30 |
As you can see, using a free Acrobat.com
account, you can both distribute and
| | 07:35 |
collect data in an automated fashion
without ever having to touch your email application.
| | 07:44 |
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