IntroductionWelcome| 00:04 | Hello! I'm Claudia McCue and welcome to
Up and Running with Acrobat XI!
| | 00:09 | In this course, you'll see how to edit
the content of a PDF to change text or
| | 00:13 | graphics in order to fix
problems or perform revisions.
| | 00:16 | We'll see how to combine multiple
files into one PDF or incorporate multiple
| | 00:21 | file types in a PDF portfolio.
| | 00:24 | I'll also show you how to
reverse-engineer a PDF so that its contents can be
| | 00:28 | used in applications such as
Microsoft Word or PowerPoint.
| | 00:32 | You'll see how useful Acrobat can be
when you're doing document reviews,
| | 00:36 | especially in a work group, and you'll
get a glimpse of the interactive form
| | 00:40 | features that allow you to
gather data from clients.
| | 00:42 | I'll be showing you all of this and much
more in Up and Running with Acrobat XI.
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| Using the exercise files| 00:00 | If you have access to the exercise files
that come with this course, you'll find
| | 00:04 | them organized by chapter.
| | 00:06 | Now, you can put them wherever you prefer;
| | 00:08 | I put mine on the desktop.
| | 00:09 | But if you don't have access to the
exercise files, you can still follow along
| | 00:13 | and use some of your own files to practice.
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1. Acrobat and PDFsUnderstanding the Portable Document Format| 00:00 | So, what is PDF?
Well, PDF stands for Portable Document Format.
| | 00:06 | It's a way to make your content
completely portable so that the recipient
| | 00:10 | doesn't need to have the program you
used to create the file. All they need is
| | 00:14 | the free Adobe Reader application and
then they can view and print your file.
| | 00:17 | So the purpose of the PDF is to
faithfully render the look of your file and
| | 00:22 | preserve the graphics
and the text in the layout.
| | 00:25 | You might think of a PDF as
sort of a digital carbon copy.
| | 00:28 | It doesn't contain your original file;
it represents its appearance.
| | 00:31 | Whether you've created your
original in something like the Microsoft
| | 00:34 | Office applications--
| | 00:36 | Word and Excel and PowerPoint--or you
could contain an image in a PDF, or a
| | 00:41 | text file, or an RTF file, in truth,
any file format can be converted to PDF as
| | 00:47 | long as you have Adobe Acrobat installed on
your computer and you can hit File > Print.
| | 00:52 | There is an Adobe PDF Printer that's
installed with Acrobat that enables you to
| | 00:56 | make PDFs from anything.
| | 00:59 | And then once you have that PDF,
its portability means that it can be faithfully
| | 01:03 | viewed on any platform.
| | 01:05 | So anyone with a free reader can view
your PDF and they can print it and it's
| | 01:10 | faithful to your original file.
| | 01:12 | And then once you have a PDF, you can
do some interesting things with PDFs.
| | 01:16 | You can use them in comment and review
cycles, as you collaborate with a work group.
| | 01:21 | You can harvest their markups and
everyone can collaborate on that PDF document
| | 01:25 | as if they were in the same room.
| | 01:27 | You can bring a PDF to
life by adding interactivity.
| | 01:31 | You can add movies and sounds.
| | 01:33 | You can create fillable forms
and harvest data from your clients.
| | 01:36 | And you can add navigational aids,
such as hyperlinks and bookmarks, and make it
| | 01:41 | easy for the recipient to find all the
content that you've created for them.
| | 01:46 | Now, if you're confused about the
difference between Acrobat Pro, Acrobat
| | 01:50 | Standard, and the free Adobe Reader,
I'm going to clear up that mystery in
| | 01:54 | the next video.
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| Comparing the three versions of Acrobat| 00:00 | Although this course is focused on Acrobat XI Pro,
I thought it might be helpful to show
| | 00:05 | you some of the features that are available
in the other members of the Acrobat family,
| | 00:09 | especially if you're still trying
to decide which version you need.
| | 00:13 | Now Reader and Acrobat Pro are available on
both Mac and Windows, but Acrobat Standard
| | 00:18 | is available only for Windows, and
Reader is free, as it's always been.
| | 00:23 | Now traditionally, if you wanted to create
a PDF, you had to have Standard or Pro, but
| | 00:28 | Reader users can do something in this
version that they couldn't do in previous versions.
| | 00:32 | If you know that you need to convert Microsoft
Office application files to PDF and you don't
| | 00:37 | anticipate needing to edit those PDFs,
| | 00:39 | ff you're a Reader user, you can subscribe to an
online service that performs those conversions for you.
| | 00:45 | You can sign up for a year at $7.50 a month
or you can go month-to-month at $9.99 a month.
| | 00:51 | So if all you have to do is convert Office
files to PDF, you don't think you are going
| | 00:54 | to need to edit them, you might get by
with just Reader and that online subscription.
| | 00:59 | If you want to export some content out of a PDF
and repurpose it, use it in other applications,
| | 01:05 | for most of those operations you really
are going to need either Standard or Pro.
| | 01:09 | But here, again, Reader can do
something it couldn't do in previous versions.
| | 01:13 | If you want to reverse engineer a PDF and
generate a Word file or an Excel Spreadsheet,
| | 01:18 | Reader users can subscribe to
another online service, it's $19.99 a year.
| | 01:23 | However, if you want to reverse engineer a
PDF and generate a PowerPoint file, that you
| | 01:28 | can only do in Pro, and if you need to edit the text
or the graphics in a PDF, you need Standard or Pro.
| | 01:35 | Acrobat Pro users can insert multimedia content
such as audio and video and Flash animations in a PDF.
| | 01:42 | But in this version, unlike previous versions,
they need to download and install a Flash
| | 01:46 | player to allow them to do that.
| | 01:49 | And to view that kind of content in Reader,
Standard, or Pro, you need to download and
| | 01:54 | install that Flash player.
| | 01:56 | Now that's not the same Flash
player that you install into a browser.
| | 01:59 | If you try to create or view a PDF with this
kind of content, if you don't have that Flash
| | 02:04 | player installed, you are going to be prompted
where to go to get it and how to install it.
| | 02:08 | If you want to convert some file types to
PDFs on the fly, such as text files or Office
| | 02:13 | files and then combine them into a PDF,
you can do that in both Standard and Pro.
| | 02:19 | However, if you want to apply Bates
numbering, that you can only do in Pro.
| | 02:23 | To create PDF portfolios,
you have to have Acrobat Pro.
| | 02:27 | What is a portfolio?
| | 02:28 | Well, you might think of it as sort of a container for
any kind of file type, and you're not limited to just PDFs.
| | 02:34 | You could put in movies, you could
put in text files, put in images.
| | 02:38 | You might put all the collateral
files for a project in a PDF portfolio.
| | 02:42 | It's just a great way to transport that kind
of content, especially if you're working in
| | 02:46 | an environment where it's a problem to transport ZIP files,
you might find that PDF portfolio's a great container.
| | 02:53 | But you can only create portfolios in Pro; you
can view them and use them in Reader and Standard.
| | 02:59 | But portfolios are based
on Flash content as well.
| | 03:02 | So again, you're going to need that Flash
player in Pro to author them, and you're going
| | 03:06 | to need it in Standard or Reader in order to
view those portfolios and pull content out of them.
| | 03:12 | If you want to use PDFs in document reviews
so that people can put little sticky notes
| | 03:16 | on PDFs and mark up with intuitive markup tools,
that's something you can do in Reader, Standard,
| | 03:23 | and Pro, and this is sort of new for Reader.
| | 03:25 | In the past, users of Standard or Pro had
to enable a PDF so that Reader users could
| | 03:30 | participate, unless that PDF was part of
what's called the shared review or an email review.
| | 03:35 | But in version XI, Reader users can mark
up PDFs, whether they're enabled or not.
| | 03:40 | But here's a consideration, you don't
always have the luxury of knowing what version of
| | 03:44 | Acrobat a recipient is using.
| | 03:46 | Whether they're using Standard or Pro,
whether they're using Reader, whether they're using
| | 03:50 | a really old version of Reader.
| | 03:52 | So if you want to play it safe, always enable
a PDF so that Reader users can mark them up,
| | 03:57 | regardless of what they're using.
| | 03:58 | And you can see that there are
some limitations in Standard.
| | 04:01 | You can't export comments into a Microsoft
Word file as markups that can be regarded
| | 04:06 | as things that can track changes.
| | 04:08 | And again, you can only do that on Windows.
| | 04:12 | If you want to create fillable forms,
you can do that in Standard or Pro.
| | 04:15 | In previous versions you had to enable a PDF
so that Reader users could fill out a form,
| | 04:21 | save it, and then still have that data
in the file when they opened it back up.
| | 04:25 | But in version XI, Reader users can save a
PDF that has data in a form field and it's
| | 04:31 | going to be there when they open it up again.
| | 04:32 | But here again, you have
that same consideration.
| | 04:35 | If you don't know for sure that they have
Reader XI, you should probably go ahead and
| | 04:39 | enable that file for a Reader user so that you know
that they won't lose that data that they put in there.
| | 04:45 | And you can see in the chart that there
are common features between Standard and Pro.
| | 04:49 | One little thing, though, if you want a
Reader user to be able to use certificate signing
| | 04:54 | for a form that you have to enable in Pro,
even if they're using Acrobat Reader XI, you
| | 05:00 | still have to enable it for them.
| | 05:02 | If you want to add some security features to a
PDF, that's something you can't do in Reader.
| | 05:06 | You can add security features in Standard
and in Pro, but one of the things you can
| | 05:11 | do in Pro that you can't do in Standard is
permanently redact information, that doesn't
| | 05:15 | just cover it up, it totally gets rid of it.
| | 05:18 | And again, if you want to enable Reader users to
digitally sign a PDF, you have to do that in Pro.
| | 05:23 | You may have heard of Section 508 or
accessibility and that puts some information into a PDF
| | 05:30 | so that users can reflow text on screen or a
screen reader software can understand what's
| | 05:36 | in that file and read it
in a proper order for them.
| | 05:40 | Acrobat Pro and Acrobat Standard give you controls
over how this looks on screen, so can Reader users.
| | 05:46 | But if you want to validate a PDF to make
sure it meets some accessibility standards,
| | 05:51 | you are going to need Pro, and if you want
to change the order of some content in a PDF
| | 05:56 | so that it reads correctly on screen with a
screen reader software, that you can only do in Pro.
| | 06:02 | If you're in the graphic arts, I'm going to make
your decision really easy, you need Acrobat Pro.
| | 06:07 | Even though you can edit files in Standard,
there are things that you can do in Pro that
| | 06:11 | you really need in the print
industry and in the graphic arts.
| | 06:14 | Being able to examine a PDF and find out the
resolution of image content or find the color
| | 06:19 | space and fix some common problems, like converting RGB
content to CMYK, or mapping one spot color to another.
| | 06:27 | And you can also create PDFs that
acceed to PDF/X-1a, X-3, X-4 and so forth.
| | 06:34 | So you probably know what you need in your
environment if you are a graphic artist or
| | 06:38 | you work in a printing company.
| | 06:40 | But you can only perform those changes that you
need to perform to a PDF if you are using Acrobat Pro.
| | 06:45 | If you want to search through PDFs for
content, you can do that in all of the products.
| | 06:50 | If you want to embed an index in a PDF that's
speed searching, you can do that in Standard
| | 06:55 | or Pro, and if you want to build a catalog of
indexes for multiple PDFs, that you can only do in Pro.
| | 07:02 | I really have just shown you the high points of
the differences between these three applications
| | 07:07 | that constitute the Acrobat family.
| | 07:10 | If you want to go deeper, go to the Adobe website,
of course, and go to adobe.com/products/acrobat.
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2. Introducing AcrobatNavigating through documents| 00:00 | When you first launch Acrobat, you'll see
this splash screen, and it actually provides
| | 00:04 | some shortcuts to tasks that you commonly
perform, such as opening a recent file or
| | 00:09 | combining files into a PDF. And across the
bottom, you'll find that content in that area
| | 00:14 | changes from time to time, and that's because
it's a live feed from Adobe leading you to
| | 00:19 | some tutorials. Right now it says,
"Do you want to learn how to edit PDF files?" And
| | 00:23 | if we click that link, you'll go to that
tutorial. So I would encourage you to pay attention
| | 00:27 | to what shows up down there, and you might
learn some new tricks. When you want to move
| | 00:32 | from page to page in a PDF, there are some
great controls over here to the left in what's
| | 00:36 | called the navigation pane. The top little icon,
the little pair of pages, opens up the Page
| | 00:41 | Thumbnails panel. And this is a great aerial
view of the document. You can quickly scroll
| | 00:46 | through and get an idea of what the document
is about. If you see something that catches
| | 00:50 | your fancy, you can click once on the
thumbnail and it takes you to that page. If I want to
| | 00:54 | go back to the first page, again, I can just
click once on the thumbnail and I'm back.
| | 00:59 | And there are some additional controls across
the top of the Page Thumbnails panel. This
| | 01:03 | first one is for the Thumbnails icons, and
it does more than just change what happens
| | 01:07 | with thumbnails; you can make some modifications
to the file. For example, I could insert pages;
| | 01:12 | I can replace or delete pages; I can crop them;
I can print; I can enlarge my page thumbnails.
| | 01:19 | So if I find that they're just a little small
and I'm trying to figure out what the difference
| | 01:22 | is from page to page, I can make them bigger.
I can grab this little divider that separates
| | 01:28 | the navigation pane from the heart of the
document, and eventually of course you can
| | 01:32 | make them huge and make your documents small.
They can really eat up some screen real estate.
| | 01:36 | I am going to go back and reduce the size of
my page thumbnails and show you something
| | 01:40 | else you can do with them. Now, that's about
as small as they're going to get. But as I
| | 01:44 | pull on that divider, you can see, I can
change the thumbnails from one big long list to
| | 01:48 | two columns, and that can make it easier,
especially in a really long document, again,
| | 01:52 | to get an idea of what's going on in the
document. I then to keep my navigation pane kind of
| | 01:56 | slim. Let's look at the additional controls
at the top. You can delete a page, you can
| | 02:02 | insert pages from another file, and you can
rotate a page. If you have sideways content
| | 02:07 | and you're kind of tired of standing on your
head to read it, rotate it; it makes it easier
| | 02:11 | on you. When you want to hide the thumbnails,
just hit the little double triangle and now
| | 02:15 | they're out of your way. The little blue ribbon
represents bookmarks, and bookmarks are sort
| | 02:20 | of like real-world bookmarks. They sort of hold
your place in a book. You can make bookmarks
| | 02:25 | manually, but a lot of programs, such as
Microsoft Word or FrameMaker or InDesign, can generate
| | 02:30 | bookmarks automatically for you, and that's
the way to go. It's much easier on you if
| | 02:34 | the software does the work for you. So how
do bookmarks work? If you click on an entry,
| | 02:39 | it's going to take you to the page where that
topic is stored. So if I want to look at Drawing
| | 02:43 | and Applied Arts, it takes me to that page.
If I want to look at Pattern Making, it takes
| | 02:48 | me to that page. So it's another great way
to find your way through the document. So
| | 02:53 | consider how easy this makes life for you,
and when you build your own PDFs, think about
| | 02:57 | providing those features so that the readers
on the other end can easily find their way
| | 03:01 | to the document's important information that
you want them to find. So again, if I want
| | 03:06 | to hide this, I can close it. Now, there are
two controls up here that govern how you go
| | 03:11 | from page to page. There's a Fit to window
width and enable scrolling, and there's Fit
| | 03:16 | one full page to window. So let's see what
the difference is. If I'm in the Fit one full
| | 03:21 | page to window mode, I can get this. On the
right, when I hold down my little scroll button
| | 03:26 | and I go from page to page, it gives me a
thumbnail, which shows me what the content
| | 03:31 | of that page is. Now, for this document it's
obvious when we go from one page to another,
| | 03:35 | but in a document that maybe is just text
on every page and it's really hard to tell
| | 03:39 | pages apart, that can be kind of helpful.
If I use my arrow keys, that's another way for
| | 03:44 | me to go from page to page. So if I hit my
up arrow, I'm going back up toward the top
| | 03:49 | of the document. If I use my down arrows,
I am going down toward later pages in the
| | 03:53 | document. Notice how it replaces one page
with another, so it's sort of a clean snap from
| | 03:58 | one page to the next. If I change my control
up here, if I go to the Fit window width and
| | 04:03 | enable scrolling, really the word I want you
to pay attention to here is scrolling. Now when
| | 04:07 | I want to use my arrow keys, it's sort of like
it's one big long strip of printed material
| | 04:11 | and it's just a smooth transition from page
to page. And also, when I go back over here
| | 04:16 | to the right, to my scrollbar, when I hold
down the little Scroll button and move up,
| | 04:20 | I don't get the little thumbnails. So if you
got used to the thumbnails and you're wondering
| | 04:24 | why you don't get them, go up here and switch
it back to Fit one full page to window, and
| | 04:30 | there you go: you'll have your little thumbnails
on the right back, and when you use your arrow
| | 04:34 | keys, you're going to pop from page to page.
So this is all about finding your way through
| | 04:39 | a document. And remember how the page thumbnails
and the bookmarks work, because they're great
| | 04:43 | navigational controls. And especially with
the bookmarks, think about how useful those
| | 04:47 | are, and when you start making your own documents,
think about the reader who is trying to read
| | 04:52 | your document and make it easier for
them by making bookmarks yourself.
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| Changing the screen view| 00:00 | If you want to magnify part of your page
because you need to read small text or you want to
| | 00:04 | see more detail in a graphic, you can click
the Plus icon up here in the toolbar and it
| | 00:09 | zooms in; you can click
the minus and it zooms out.
| | 00:12 | Now, if what you're interested in then isn't
on the screen, you can scroll with your Hand
| | 00:16 | tool and get it into view.
| | 00:18 | But if you're trying to concentrate on content
and you'd like to quickly get to it, that's
| | 00:22 | a little tedious.
| | 00:23 | Magnify, magnify, magnify,
scroll, scroll, scroll.
| | 00:26 | That gets a little bit old.
| | 00:28 | There are better tools for doing this,
but initially they're hidden from you.
| | 00:31 | So let's find out where they are.
| | 00:33 | Up under View > Show/Hide > Toolbar Items >
Select & Zoom--so I am going to keep that
| | 00:40 | there for a second so you can kind of keep track of
where I'm going, all the way down in the basement--
| | 00:44 | I could choose these tools one by one and
add them to my toolbar, but the better way--
| | 00:49 | and this will let you decide which
tools you like--is to just show them all.
| | 00:53 | So I am going to choose Show All Select & Zoom
tools, and you can see that it's added some
| | 00:57 | tools to my toolbar.
| | 00:58 | So let's see how they work.
| | 01:00 | Starting at the left, the Marquee Zoom, I
can just click and it zooms up, but notice
| | 01:05 | that it's centered on where I clicked.
| | 01:07 | So already that's a little handier.
| | 01:09 | But if I'm in a hurry, if I click and drag
and make a little rectangle around the area
| | 01:13 | I care about, then that area gets
zoomed up to maximum size onscreen.
| | 01:18 | A great way to get right at
what you want to look at.
| | 01:20 | Of course if I want to zoom back out, I don't
have a zoom out key, so what am I going to do?
| | 01:25 | It requires a modifier key.
| | 01:26 | On Windows, if you hold down Ctrl, notice
that the icon changes to a Minus sign inside
| | 01:31 | the magnifying glass.
| | 01:33 | On the Mac, you'd hold down Option.
| | 01:35 | So it's Ctrl on Windows, Option on the Mac to
change your Zoom tool into a Zoom-Out tool.
| | 01:40 | Then when you click, it's going to zoom out.
| | 01:42 | And of course if you just want to go back
to the whole page, go back to this icon and
| | 01:46 | it fits the page to window,
| | 01:47 | Now let's look at the next magnification tool.
| | 01:50 | This is called Continuous Zoom.
| | 01:51 | And the way this works is, you hold down your
mouse button and you push up to zoom in. Notice
| | 01:58 | that the text may look a little rough until I
stop dragging, and Acrobat says, okay, now
| | 02:02 | I'll redraw it for you.
| | 02:03 | So pushing up zooms in;
dragging down zooms out.
| | 02:07 | So very similar to the Marquee Zoom.
Some people like this better, some people find
| | 02:11 | it makes them a little seasick--your choice which you like.
| | 02:13 | Again, I am going to go back to Full Page.
| | 02:16 | Here are the additional controls.
One-to-One is supposedly 100%.
| | 02:20 | Now, that may depend on the
resolution of your monitor.
| | 02:24 | I don't know that I would hold a ruler up to the
screen, but it's supposed to be pretty much 100%.
| | 02:29 | Then there's Fit Width.
| | 02:31 | This third icon is Zoom to page level, which
does exactly the same thing as this Fit one
| | 02:36 | full page to window, so a
little redundancy there.
| | 02:39 | Then we have the Pan & Zoom tools.
| | 02:41 | So if I see this red marquee and I want to
look at a smaller part of the page, I can
| | 02:46 | just drag on the corner of that marquee, and
then if it's not the part of the page I want,
| | 02:50 | I can drag that little marquee around.
| | 02:53 | So it keeps the same magnification level but lets
me concentrate on different parts of the page.
| | 02:58 | This can be really handy if you're working
on something with large page sizes, such as
| | 03:02 | an engineering drawing or maybe a poster,
and you need to inspect and look for problems;
| | 03:07 | you can get up to that good zoom level and
then just sort of twirl around the page and
| | 03:10 | find what you need to find.
| | 03:12 | You also have the minus and plus here.
| | 03:14 | You can change pages with go to First
Page, go to Next Page, go to Last Page.
| | 03:20 | And then if you need to change the color of
the marquee--let's say the content of the
| | 03:23 | page is all red, I could change it from
red to some other color that I like.
| | 03:27 | If there's nothing in this list I like, I
can click Other Color and actually grow my
| | 03:31 | own custom color.
| | 03:32 | And then of course if I want to go back and
see the whole page, again, I can click this
| | 03:36 | icon and I am back looking at the whole page.
| | 03:39 | Just close the Pan & Zoom
window to get rid of it.
| | 03:41 | Then let's look at the Loupe tool.
| | 03:42 | The Loupe tool is sort of
opposite, I think, of the Pan & Zoom.
| | 03:46 | If I click here and then I click on something I
am interested in, it shows me another little
| | 03:51 | separate window with that area enlarged.
And I can grab the corners of that marquee, just
| | 03:56 | like I could in the Pan & Zoom.
| | 03:57 | I can change the color
of it here if I want to.
| | 04:00 | And I have this whole slider in the
Loupe tool window that lets me zoom in.
| | 04:04 | So it's going to depend on how you like to
work, and it might depend on the nature of
| | 04:08 | the document that you're working on which of
these Zoom tools you really like the most.
| | 04:12 | Again, I'm through with the Loupe
tool so I am just going to close it.
| | 04:15 | Sometimes you'll see a little residual
onscreen of that marquee. Don't worry about it.
| | 04:19 | If you do something to refresh, it goes away.
| | 04:21 | After you've played with all of these,
if you decide that there's one tool you really
| | 04:24 | like, there's a way to get rid of all of
them and just bring back the one you want.
| | 04:28 | For me, that one is the Marquee Zoom tool.
| | 04:31 | So here's how you clean house.
Right-click, choose Reset toolbars.
| | 04:35 | Acrobat says, "Are you sure you
want to do that?" Yes, I do.
| | 04:38 | And then go back and get
the one that you want.
| | 04:40 | Again, I would go back to View > Show/Hide >
Toolbar Items, keep on digging, Select & Zoom,
| | 04:47 | and there's my little friend, the Marquee
Zoom. And then I can choose that and click
| | 04:51 | and zoom, so forth and so on, which leads us to
sort of an interesting concept in Acrobat,
| | 04:57 | which is the concept of view.
| | 04:59 | When you're on a website and you're going from
page to page, there's a little breadcrumb trail.
| | 05:03 | There's a little back button and a little
forward button so you can retrace your steps.
| | 05:07 | Well, Acrobat's concept of
view is very similar to that.
| | 05:11 | Whatever you've been looking at, it sort of
stores it. And so if I want to go back to
| | 05:14 | my previous view, I can choose to do that,
but those tools, like the magnification tools,
| | 05:19 | are initially hidden.
| | 05:21 | So I am just going to do a couple
of zooms and pans, just for fun.
| | 05:24 | I am just going to grab this and
then I am going to grab my Hand tool.
| | 05:27 | I am going to zoom over here, zoom down
here, zoom back out, back to my full page.
| | 05:32 | So I've sort of made a breadcrumb trail.
| | 05:34 | In truth, it's kept track of
every zoom I've done here.
| | 05:37 | But how do I find that out?
| | 05:38 | Yet another set of hidden tools.
| | 05:41 | So if I go back again to View > Show/Hide >
Toolbar Items, and this is Page Navigation.
| | 05:48 | So there's a First Page and Last Page, and
here are the ones I'm looking for: Previous
| | 05:52 | View and Next View.
| | 05:53 | To get all of them, I am going to choose Show All Page
Navigation tools. You can see them added here.
| | 05:58 | So there is a Next Page, Previous Page,
First Page, Last Page. Very handy.
| | 06:05 | And then here are my little breadcrumb followers.
Previous View, so it's going to go back to
| | 06:10 | everything I've been through. Don't worry.
| | 06:12 | I am not going all the
way back to the beginning.
| | 06:14 | See, it's going through all my magnifications.
| | 06:16 | So a view, to Acrobat, is a particular
magnification of a particular page in a particular document.
| | 06:22 | So if I had multiple documents open and I
was going back and forth between them, that
| | 06:26 | breadcrumb trail would extend across multiple
documents. Aspecially when you're doing research
| | 06:30 | and you're trying to find particular information,
and oh, I had it here a minute ago, where was it?
| | 06:35 | this is a great way to follow that
breadcrumb trail and go back through it.
| | 06:39 | So again, I am not going to go all the way back to
the beginning, but just remember these little tools.
| | 06:43 | Now, I find those really handy so I
tend to leave them there all the time.
| | 06:48 | I am going to reset my toolbar, just so we're
back to the defaults, just so they don't confuse
| | 06:52 | anybody, but just remember
where these tools are hidden.
| | 06:54 | It's under View > Show/Hide > Toolbar Items,
and then as you look through each topic, you're
| | 07:01 | going to find those hidden tools and
you can add them to your toolbar.
| | 07:04 | Again, how you reset them is just to
right-click and choose Reset toolbars. Acrobat is really
| | 07:10 | polite and says, "Are you
sure you want to do that?"
| | 07:12 | I am and so I click OK.
| | 07:14 | So now you know that there are better ways to
zoom in and zoom out, concentrate on important
| | 07:18 | content in a document,
| | 07:20 | it's unfortunate that they're hidden from
you initially, but I think the idea is to
| | 07:23 | give you a nice, clean interface and then
let you customize it the way you like to work.
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| Understanding the Tool panels| 00:00 | In addition to the tool icons that you might
see up here in your taskbar and toolbar, you
| | 00:04 | also have sets of tool panels on the right.
| | 00:07 | When you choose Tools, you're going to see
these panels wake up. And in the default set,
| | 00:13 | which is what we're seeing now, you
have options for content editing,
| | 00:16 | you have the option to OCR some text
that's been scanned in, and so forth.
| | 00:22 | This little icon at the upper-right lets you
awaken other tool panels, such as the Print
| | 00:27 | Production tools, if you're in graphic arts;
or the Accessibility tools, if you have to
| | 00:31 | deal with Section 508 Compliance.
All you have to do is choose it,
| | 00:35 | it will wake up, and then
you'll see a check mark by it.
| | 00:37 | There is another little set that
ships with Acrobat called Common tools.
| | 00:41 | And again, it's trying to give you a head
start and sort of simplify the interface
| | 00:44 | so that you don't have to look at a bunch
of stuff that you're not normally using.
| | 00:48 | But notice this. There is the
option to create a new tool set.
| | 00:52 | So in my case, I have some editors that are
always marking up PDFs for text corrections,
| | 00:57 | and they don't really use Acrobat for a lot
of other things, so I am going to try to make
| | 01:00 | it simpler for them to find the
tools that they need to do that.
| | 01:03 | So when I choose Create New tool Set,
the Create New tool Set dialog comes up, and here's
| | 01:09 | a list on the left of everything
I could add to a custom panel.
| | 01:12 | So I am going to start by naming my panel and I'll
just call this Text markup tools and click Save.
| | 01:19 | But it doesn't have anything in it
yet, so now I have to populate it.
| | 01:23 | On the left, under Annotations, here are my
text markup tools. And by the way, these don't
| | 01:28 | actually change text;
| | 01:29 | they just indicate that
corrections need to be made.
| | 01:32 | So I can choose Insert Text at Cursor and
then click the Add to Custom Tools Pane icon.
| | 01:37 | Or the far easier way is to just double-click.
| | 01:40 | So I double-click, double-click, double-
click, and now I've added all these items.
| | 01:45 | You can put in things like little separators,
so I am going to put a little bar here and
| | 01:49 | then I am going to add
some instructional text.
| | 01:52 | So when I click Add
Instruction, a little field comes up.
| | 01:54 | I can type some text. And I just want to give
the editors some guidance, so I am just going
| | 02:01 | to tell them, "Use these tools to
indicate text corrections to be made."
| | 02:05 | And when I click Save, now that's added.
| | 02:08 | So when I click Save--again, I keep clicking
Save I know, but this named the little pane itself.
| | 02:14 | Now I am adding a name to the tool set.
So I'm just going to call this Text Tools For
| | 02:21 | Editors and click Save,
and now that becomes my active set.
| | 02:26 | See, there's my little instruction at the
bottom. That little divider, I think, sort
| | 02:29 | of calls their attention to that text.
| | 02:31 | So let's test it.
| | 02:32 | If I go back to Default tools, back to Customize,
there is my new set of tools, Text tools For
| | 02:37 | Editors, and there we go.
| | 02:39 | Now, under Manage Tool Sets, Customize and Manage Tool
Sets, there are a couple of other things I can do.
| | 02:45 | I've created this tool set,
but right now it's just for me.
| | 02:48 | I want to share it with the editors.
So all I do is create it and then select it under
| | 02:52 | the Manage tool Sets option, and then I would
choose Export, and it creates a little freestanding
| | 02:57 | file that I would send to them and then they
would click Import to add that tool set to
| | 03:02 | their copy of Acrobat.
| | 03:04 | So this is a great way to standardize across
a work group, especially when you have some
| | 03:08 | components in the work group that only use
certain parts of Acrobat. Make it easy for
| | 03:12 | them to find those tools that are sort of
hidden, and make it easy for them to access
| | 03:16 | and do the right thing.
| | 03:17 | In this case I am actually going to remove
them, so if you don't need a tool set anymore,
| | 03:21 | you can just click Remove.
| | 03:23 | Acrobat is very polite and says, "Are you sure?"
| | 03:25 | Click Yes and then Close.
| | 03:27 | So you've seen that initially Acrobat starts
out with a very clean interface that might
| | 03:31 | seem a little bit empty, but there are lots of
tools for doing many of these common functions
| | 03:35 | that you want to perform. They're just a little
hidden. And don't forget that you can customize
| | 03:39 | your tool set and make it your own.
| | 03:41 | It makes it easier for you and you
could make it easier for other users.
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|
|
3. Combining and Modifying PDFsCombining PDFs| 00:00 | If you want to combine multiple files
into a single PDF, it's very easy to do.
| | 00:04 | Under Create, choose
Combine Files into a Single PDF.
| | 00:08 | If you could see your directory window by
this window, you could just drag and drop,
| | 00:12 | but it's fairly easy to just
come up here and choose Add Files.
| | 00:16 | Add Files means you're just
going to shop for individual files.
| | 00:19 | And Folders makes it much easier.
| | 00:21 | If you'll organize your files ahead of time
into a folder, you can just point Acrobat
| | 00:25 | to that folder and it will
add all the files inside.
| | 00:28 | So I am going to go to Exercise Files > CH_03, and just
choose the Combine PDFs folder, and then click OK.
| | 00:36 | Interesting thing though:
these are not all PDFs.
| | 00:39 | I have three JPEGs, I have two
PDFs, and then I have a DOCX file.
| | 00:44 | So I have some controls over what happens.
| | 00:46 | I could get rid of this image if I don't want
it, so I can select it and click the Remove,
| | 00:51 | and I can change the order.
| | 00:53 | Initially, they're in alphanumeric order,
which I think you'd expect, but maybe I want
| | 00:57 | this at the end of my little collection and
maybe I want that to sort of be my cover.
| | 01:01 | So this is the order in which I want them
bound together into what Acrobat calls a binder.
| | 01:07 | So what's going to happen to the Word file
and the image files? They're not already PDFs.
| | 01:11 | Well, when I choose Combine Files, the
images are very fast to convert to PDF. The PDFs
| | 01:16 | are already PDFs, and all that remains is
for Acrobat to convert that DOCX file.
| | 01:22 | This means I don't have to go into
Word and make a PDF ahead of time.
| | 01:25 | So what you're going to find is that Acrobat
can't convert all file types on the fly, but
| | 01:29 | it can convert a number of common file types to
PDF on the fly like that, which is really handy.
| | 01:34 | It saves you some work.
| | 01:35 | When I go into the Thumbnails panel, you can
see how this has all been strung together.
| | 01:40 | But it's sort of hard to tell where one
file stopped and the next file started.
| | 01:44 | But this is a nice thing that Acrobat does:
in Bookmarks, notice that I have bookmarks
| | 01:50 | for the beginning of each file, and beyond
that, there were already bookmarks within the
| | 01:54 | roux_catalog PDF and the SpanishArt PDF, and
those have been maintained. That means
| | 01:59 | that all those navigational features
are still intact, which is really great.
| | 02:04 | So I find this really helpful
when I am doing research on topics.
| | 02:07 | I'll just add everything together, put it
in one folder, and then let Acrobat convert
| | 02:11 | it into a binder, and I have
everything all in one repository.
| | 02:16 | So what do I have right now?
| | 02:17 | Well, I have a PDF,
but it hasn't been saved yet.
| | 02:20 | So it's called Binder6.
| | 02:22 | I want to give it a better name. Plus, if the
power goes out right now, I've lost all that work.
| | 02:27 | So I'm going to do a File > Save As, I am
going to put it back in that folder, and I'll
| | 02:31 | just call it Combined Art Resources.
| | 02:35 | We're actually not going
to use this file again.
| | 02:37 | I just wanted to make the point to you that
you do need to save it, that initially it
| | 02:41 | just exists in RAM and you
don't want to lose that.
| | 02:45 | So remember this the next time you want to
combine a bunch of resources into just one
| | 02:49 | piece and make it easy for you to find
information that you commonly refer to.
| | 02:53 | It's very easy and Acrobat sort
of does the heavy lifting for you.
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| Inserting pages| 00:00 | In this video, I'm going to show you two
methods for inserting a page from one document into
| | 00:04 | another document.
| | 00:06 | So when we look at the page thumbnails for
this History of Art book, you can see that
| | 00:09 | there's something important missing: the book
doesn't have a cover. So here is method one.
| | 00:15 | In the Thumbnails panel--and just click that
little pulldown by the Options icon and choose
| | 00:19 | Insert Pages > From File. And then I am going
to choose my Art_Cover, and that's my donor
| | 00:24 | file. And I can choose where
I want this page inserted.
| | 00:29 | So I could say Before or After, I can choose
First or Last, and I can even select two pages
| | 00:34 | between which I would insert this.
| | 00:36 | So if I wanted it after Page 45,
I could say After > Page > 45.
| | 00:41 | But here of course I
wanted before the first page.
| | 00:44 | So when I click OK there is my cover.
| | 00:47 | Now I want to show you method two.
| | 00:48 | I would like to undo, but when I go up to Edit,
you will notice that Undo is grayed out.
| | 00:53 | So this is something you sort to
have to learn to live with in Acrobat.
| | 00:57 | There are lot of things you can do to a PDF
for which Acrobat doesn't give you an Undo.
| | 01:01 | So you learn to save your files frequently and
if you just need to go back to the beginning,
| | 01:05 | like I need to do, what you do
is you choose File > Revert.
| | 01:10 | So that was method one.
Here is method two.
| | 01:13 | In method two, you open up the
file that's going to be the donor.
| | 01:17 | So I am going to open up my Art_Cover, and
then I am going to tile the file side by side.
| | 01:21 | So up under Window > Tile, I choose Vertically, and I
need the Thumbnails panel opened on both documents.
| | 01:29 | So on the cover file, I just choose
little thumbnails. And here is all you do.
| | 01:33 | You grab that thumbnail, hold down your mouse
button, drag across to the target document,
| | 01:38 | and notice that blue bar.
That's the insertion point.
| | 01:41 | So this way I can visually determine where
it's going to insert this new page and when
| | 01:46 | I push it up so that the
bar is above the first page,
| | 01:49 | that's the right position, so I just
release my mouse button. And there is my cover.
| | 01:53 | And now everything is fine.
| | 01:55 | So I am going to save this as Art_Book working,
because we are going to do some other things to this.
| | 02:01 | So if you are playing along,
I would ask you to do the same thing.
| | 02:05 | So it's just going to be A
rt_Book_Working.pdf. Click Save and there we go.
| | 02:10 | So it's your choice which method you prefer.
| | 02:13 | I like this thumbnail drag a little bit better,
and that's because I can see what's happening.
| | 02:17 | I can make sure that the page I am bringing
in is exactly the page I want. Whereas if
| | 02:21 | I just choose Insert Page, there is a chance
that I might pick the wrong file, and since
| | 02:25 | I don't have an Undo, I'd sort of
like to get it right the first time.
| | 02:29 | But again, it's up to you.
You choose the method that you like the best.
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| Replacing pages| 00:00 | In this video I'm going to show you how you can replace
pages in a PDF if somebody gives you new content.
| | 00:06 | So in this document the artist says that they
want to give me a new table of contents with
| | 00:10 | different artwork.
| | 00:11 | Now, I could delete the page and then insert
the corrected page, but this is an easier
| | 00:16 | way to do it, I think.
| | 00:17 | Select a page, go into the Page Thumbnails
panel, and choose Replace Pages, and Acrobat
| | 00:23 | says, "Well, tell me the file that has the
new pages," and here it is, the TOC_replace.
| | 00:27 | When I click Open,
Acrobat gives me some options.
| | 00:31 | So I could replace multiple
pages with that single page.
| | 00:34 | If that donor document had multiple pages,
I could choose to bring in multiple pages.
| | 00:40 | But in this case I just want to replace this
one page with the single page in that other
| | 00:44 | document, so all I have to do is choose OK.
| | 00:46 | By the way, it's a good idea to be on that page when
you do this; it helps you keep from making mistakes.
| | 00:52 | So when I click OK, it says, "Are you sure?"
| | 00:54 | And the reason is because Acrobat is not going
to give us an Undo for this, and you are going
| | 00:58 | to see that with a lot of things you do in
Acrobat, so step carefully, save often.
| | 01:03 | But here I know it's the right thing to do,
so I am just going to choose Yes.
| | 01:06 | And see, they have given us new artwork.
| | 01:09 | So the rest of the page is unchanged,
but that new artwork has been inserted.
| | 01:13 | So remember this the next time somebody
comes up with a last-minute correction, which is
| | 01:17 | the only kind of correction they bring you.
If it's already in a PDF, if they'll give
| | 01:20 | you a replacement page,
look how easy it is to fix.
| | 01:24 | And let me give you a little bit
of advice at the end of this.
| | 01:26 | Anytime you modify PDFs like this, if you
keep hitting File > Save, File > Save, which
| | 01:30 | of course you should, you may see your file
size start to bloat, so it's a good idea, once
| | 01:35 | you have made some modifications to a PDF,
instead of doing a plain old file save, do
| | 01:40 | a File > Save As.
| | 01:41 | So let's do that.
Let's choose File > Save As.
| | 01:44 | We will put it back in that same folder. And I
am just going to call this Working_2, because
| | 01:48 | there are other things that we
are going to do to this file.
| | 01:51 | So that applies anytime you modify a file: do
a Save As at the end and that should economize
| | 01:56 | your final file size on a PDF.
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| Changing page order| 00:00 | In this video, I'm going to show you how to
delete blank pages or incorrect pages and
| | 00:05 | then how to rearrange pages if
they are in the wrong order.
| | 00:08 | First, we're going to get
rid of the blank pages.
| | 00:11 | So page ii would make sense if this were
printed book--it would be sort of an inside front
| | 00:15 | cover--but it doesn't make sense in a PDF.
| | 00:18 | So I select the page in the Page Thumbnails
panel and click the Delete Pages icon. Acrobat
| | 00:24 | says, "Are you sure?"
| | 00:25 | because it's not going to give you an undo.
Click OK because you feel sure, and then let's
| | 00:30 | see if there are any more blank
pages. Yes, there's another one.
| | 00:33 | So I select that and tell it to be deleted.
| | 00:38 | But I have another problem here.
| | 00:39 | This list of illustrations is falling after
page 4, and I really need that in the front
| | 00:43 | matter of the book.
| | 00:44 | So all I have to do is select it in the list
of thumbnails, hold down my mouse button,
| | 00:49 | push up, and you see that blue insertion bar?
| | 00:52 | I need to keep pushing,
and here's where I want it to go.
| | 00:55 | I want it to go before Page
1 and after this Page iii.
| | 00:59 | So I wanted to be part of the front matter.
So that's where my blue insertion bar is and
| | 01:04 | when, I let go of my mouse, there
we go and everything is in place.
| | 01:08 | So notice that you can do this. Even though
you don't have the original application, you
| | 01:13 | can make these modifications to a PDF,
and this gives you great flexibility.
| | 01:17 | So let's save this, because we are going to
do one more thing to it in the next video.
| | 01:21 | So just choose File > Save As, and let's make
this Art_Book_Working_3, and then click Save.
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| Extracting pages| 00:00 | If you ever need just a few pages out of a
longer PDF, you can extract those pages and
| | 00:05 | save them as a separate PDF.
| | 00:07 | In the Page Thumbnails panel, under the
Options, just choose Extract Pages. And I will show
| | 00:13 | you two ways to select the pages.
| | 00:15 | If I know I want pages from 30 to 35, I can
just type the numbers in here of course.
| | 00:20 | And then you have two options
here worth considering.
| | 00:22 | If you wanted to remove those pages from this document,
you could check Delete Pages After Extracting.
| | 00:28 | If for some reason you wanted each of those
pages to be a separate PDF, you'd check Extract
| | 00:32 | Pages As Separate Files. But I just
want this as one group of pages.
| | 00:37 | So when I click OK, here is my file.
| | 00:39 | At the moment it just exists in RAM and
Acrobat has named it Pages From and then it's using
| | 00:45 | the basic name of the PDF from
which these pages were extracted.
| | 00:48 | So, if I don't save it, I am going to lose it.
But I want to show you the other method too.
| | 00:52 | So I am not going to save this, but I am going
to go back in and actually select the pages
| | 00:57 | in the list of thumbnails that
represent the pages that I want to extract.
| | 01:02 | So I just navigate down to page 30, click on that,
and then scroll on down and Shift+Click on page 35.
| | 01:11 | That's gong to select the range.
| | 01:12 | Now if for some reason you wanted to pick a
page that's not continuous with these pages,
| | 01:17 | you can hold down the Ctrl key on Windows or you
could hold down the Command key on the Mac.
| | 01:22 | But in this case, I just want
that page range from 30 to 35.
| | 01:25 | So now when I go back into Extract Pages,
it populates those fields based on the pages
| | 01:31 | that I have selected in the Page Thumbnails
panel, and I would have exactly the same result.
| | 01:36 | So remember this in the future. When you have
a long document and you just need say one
| | 01:40 | chapter out of it as a separate PDF,
| | 01:42 | this is the easy way to do it.
| | 01:44 | Under Page Thumbnails,
just choose Extract Pages.
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| Creating portfolios| 00:00 | Under Create, you're going to
see an option for PDF Portfolio.
| | 00:04 | Now, PDF portfolio is kind
of an interesting thing.
| | 00:07 | It does not convert files that
you incorporate into it into PDFs.
| | 00:11 | It just contains them within a PDF shell,
but they keep their original identity.
| | 00:15 | In other words, if you incorporate a Word
file in a PDF portfolio, it's still a Word
| | 00:20 | file, but it gets carried
inside a little PDF wrapper.
| | 00:23 | So let's see how this works.
| | 00:24 | When I click Add Files, I am going to go to
exercise files, to CL_3, down into the PDF
| | 00:31 | Portfolio folder, and click on the first file,
then hold down Shift and click on the last
| | 00:35 | file, because I want to incorporate them all.
| | 00:38 | So when I click Open, Acrobat shows me the
default layout, which is the Click-Through layout.
| | 00:43 | So I have a little filmstrip across the bottom,
so I can click on the little thumbnails and
| | 00:48 | then it shows me larger version.
| | 00:52 | And I can provide some
information for the recipient.
| | 00:54 | For example, this is a PDF. See the little i?
When I click on that, it's sort of like
| | 00:58 | a little card that flips over, and I could
tell the recipient, "This is last year's project."
| | 01:06 | And then when I click the
little X, it flips back over.
| | 01:08 | So, I can give a lot of information to the
recipient about how they should use these
| | 01:12 | files or the significance of
these files. This Illustrator file,
| | 01:16 | I could tell them that this is a CS6 file,
so they would know that they have to have
| | 01:20 | Adobe Illustrator CS6 to open it.
| | 01:25 | But there are other layouts.
Let's see what they look like.
| | 01:27 | There's the Freeform layout, and this is sort
of like you have little cards on your desktop,
| | 01:32 | and you can position them however you want.
| | 01:34 | You can kind of stack them up.
| | 01:36 | It's really kind of cute. And then
you could change the Visual Themes.
| | 01:40 | You could choose one of the other Visual Themes
and get a different background. Because they're
| | 01:44 | part of the Freeform layout,
they're still repositionable.
| | 01:46 | Now, notice that these don't
have the little i on them,
| | 01:49 | so how would I add information to them?
| | 01:52 | All I'd have to do is double-
click, and it brings this up.
| | 01:55 | There is the little i, and I could just say
that this is going to be the Cover Image,
| | 01:59 | and then click the little X, and it flips back
over, and I have added that information now.
| | 02:06 | So that information can be really handy for
the person on the other end who wonders, well,
| | 02:09 | I have all these files;
how am I supposed to use them?
| | 02:13 | Let's look at two more arrangements.
| | 02:15 | The Linear is what the name implies.
| | 02:19 | It's very much like your original one, except
notice they sort of fly up and get bigger.
| | 02:24 | It's a little bit cuter.
| | 02:26 | And then probably the most entertaining
portfolio layout, the Wave. See, it takes a minute for
| | 02:31 | it to build, so as I scroll through,
they sort of fly over and fly away.
| | 02:38 | There is a certain
entertainment factor to this.
| | 02:41 | But remember that you could start
with one of the portfolio layouts.
| | 02:44 | If someone has built a Custom one, you could
import that, and then you can modify that
| | 02:49 | starting point by using one
of the other Visual Themes.
| | 02:52 | You can change the color palette that's used.
| | 02:54 | For example, here if I change the color palette,
you'll see there's a line that changes color,
| | 02:58 | and the border changes
color when it's highlighted.
| | 03:01 | So, you can modify these after
you've chosen a starting point,
| | 03:05 | but then what do you have when you're done?
| | 03:07 | Well, when I choose File > Save Portfolio--
and I am just going to put this on my desktop.
| | 03:13 | And because I am going to send this to somebody
that's working on a chapter of a book, I will
| | 03:17 | just name it Art Resources for Book.
| | 03:22 | And notice that the File Type is PDF.
| | 03:24 | But remember, it's a special kind of PDF
that has all these little files inside.
| | 03:29 | It's sort of like a little
chocolate-covered cherry.
| | 03:33 | So when I choose File > Open and I find my
PDF portfolio and open it up, then there are
| | 03:39 | all my files, and if I need to extract them,
I can scroll along and I can find--maybe I
| | 03:46 | want to pull out that Illustrator file.
| | 03:48 | That brings it up for me.
| | 03:50 | And then when I hit the
little down arrow, I extract it.
| | 03:53 | So I can save it wherever I want, and what it's
going to save it as is my Illustrator file.
| | 03:58 | So, I might want to put my file extension on
here, but I think it would pick it up anyway.
| | 04:03 | And when I save it, now I have an Illustrator file.
And I need to have Illustrator of course to open it up.
| | 04:08 | So that's a consideration when you use a PDF
portfolio; even though the end user can open
| | 04:13 | up the portfolio in Acrobat, whether it's
Standard or Pro, even in the free Reader,
| | 04:18 | they still have to have the appropriate
application to open up the files that you've contained
| | 04:22 | within that portfolio.
| | 04:23 | And if they don't, of course they're not
going to be able to open those files.
| | 04:26 | So, how does this help you?
| | 04:28 | Well, it's an alternative
to sending a ZIP file.
| | 04:31 | It's not necessarily smaller than a ZIP file,
but it carries a little intelligence with it.
| | 04:35 | It means that they have visual
cues to what the files are inside.
| | 04:38 | They can choose to extract them or not, and
they have some information about the files
| | 04:42 | that they wouldn't have if
they'd just gotten a ZIP file.
| | 04:45 | So consider this in the future.
And another place where it might be helpful, if you have
| | 04:49 | to send this to somebody who's firewall
doesn't let ZIP files through, chances are a PDF
| | 04:54 | will get through when a ZIP file won't.
| | 04:56 | So you might find that kind of helpful.
So that's PDF portfolios.
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|
|
4. Creating PDFs from Microsoft Office ApplicationsCreating PDFs from Word documents| 00:00 | Here I am, in Microsoft Word,
and I want to create a PDF.
| | 00:03 | But before I start showing you the PDF conversion
settings, I want to show you something important
| | 00:08 | about this document.
| | 00:09 | As I scroll through, you can see
that there's a table of contents.
| | 00:13 | That's an automatically
generated table of contents.
| | 00:15 | I didn't type that from scratch.
| | 00:16 | I let Microsoft Word do it for me.
| | 00:18 | So how did it do that?
| | 00:20 | It's all based on using styles.
| | 00:21 | So, if I click in this text here, this white
text in the blue bar, you'll see that it uses
| | 00:26 | a style called Heading 1.
| | 00:28 | So styles of course change the way your text
looks, but they do something else important.
| | 00:32 | They act as sort of a tagging mechanism, and
that tagging mechanism lets Word find those
| | 00:37 | paragraphs, harvest them, and then
turn them into a table of contents.
| | 00:41 | So, first of all, it saves you some typing,
and if you change the contents, if you move
| | 00:46 | something from one page to the other,
when you update this table, that table of contents
| | 00:50 | number is going to be correct.
| | 00:52 | So it saves you a lot of work,
and it's very nice even result.
| | 00:55 | And it also pays off when you make PDF because
that TOC is going to turn into active clickable
| | 01:01 | bookmarks in the PDF.
| | 01:02 | So, a little work upfront using
styles really pays off in the long run.
| | 01:06 | Now, in Microsoft Office 2010, which is what
I'm using, there actually is a built-in feature
| | 01:12 | for making PDFs, and it's much better
than that feature in previous versions.
| | 01:16 | I am going to show you the official Adobe
Acrobat method first, but then I'll show you
| | 01:20 | the Microsoft method, because you may have
colleagues that don't have Acrobat installed
| | 01:24 | on their computers, and it would be nice for them to
make good PDFs with all these features in them.
| | 01:29 | So first, the Adobe method.
| | 01:31 | When you install Acrobat, after you've
installed Office, you're going to see this additional
| | 01:35 | little item up here for Acrobat.
| | 01:38 | And the most important part here for what
we're doing is this first little part about
| | 01:41 | Preferences and Creating a PDF.
| | 01:44 | But just to give you a quick look at some
of your other options, you could create the
| | 01:47 | PDF and immediately attach it to
an email, right from within Word.
| | 01:51 | You can create a Mail Merge document.
| | 01:53 | If you want to send it to somebody to
participate in commenting and review, they can put little
| | 01:57 | sticky notes and markups on it.
Here's an interesting thing.
| | 02:00 | There's a sort of relationship between a PDF
that you make out of this document and this
| | 02:04 | document. So you can actually harvest
comments from within a marked-up PDF that was made
| | 02:09 | from this document, bring them back into this
document as little notes. Very cool thing!
| | 02:15 | You could run actions and embed Flash.
Those options are kind of beyond what I want to show you
| | 02:19 | in this course. Let's look at
what's really important right now--
| | 02:22 | the Preferences--and
then you can create a PDF.
| | 02:25 | So, when I choose the Preferences, I will
tell you that most of the time coming out
| | 02:29 | of Word, that Standard option, which is what's
chosen by default here, is probably going to
| | 02:33 | work just fine for you.
| | 02:35 | Some of the other options are really appropriate
only for print, the PDF/X ones are, and usually
| | 02:40 | if you're preparing something for print
you're not creating it in Microsoft Word.
| | 02:44 | And Press Quality would be also related to
print. So these you're pretty much aren't
| | 02:48 | going to worry about while you're in Word.
| | 02:50 | The PDF/A, if you're curious, is for archive.
| | 02:54 | This is a format that's been agreed
upon to be readable in the future.
| | 02:57 | If somebody a hundred years from now has a PDF Reader,
supposedly, it will be able to read your PDF/A,
| | 03:03 | and it will last forever.
| | 03:04 | That's probably not what
we care about here though.
| | 03:06 | I am going to choose Standard, because as I say,
that's usually the appropriate one from within Word.
| | 03:11 | And these options are kind of handy. View
Adobe PDF result, you can see it immediately.
| | 03:15 | It's going to launch
Acrobat and show you your file.
| | 03:18 | Prompt for Adobe PDF file name does two things:
it lets you name it of course, but it also
| | 03:22 | lets you specify where it's saved, so you
don't have to wonder where on your hard drive
| | 03:26 | you saved that PDF.
| | 03:28 | If you've put document information into your
Word file, such as author name, that's going
| | 03:32 | to be carried through into the
document information of the PDF.
| | 03:35 | Here again, I don't care
about PDF/A Compliance.
| | 03:37 | I don't care if this PDF lives forever.
| | 03:40 | But I want it to make bookmarks based on my
table of contents, which is based on using
| | 03:45 | my Heading style.
| | 03:46 | If there were hyperlinks that I had entered
in this document, I'd want to make sure that
| | 03:49 | they are carried through, and that they
became clickable links within the PDF.
| | 03:54 | And if I had to consider section 508
accessibility features, this will tag the PDF and make it
| | 04:00 | reflowable in Acrobat on somebody's computer, which is
very handy for somebody who is visually impaired.
| | 04:05 | I will tell you this,
| | 04:07 | if you have really long complex document and
you find that it's taking a really long time
| | 04:11 | to make a PDF or if it--and this is rare--
fails to make the PDF, what you can do is
| | 04:16 | uncheck the things that aren't
pertinent to this document.
| | 04:19 | So if I know it's never going to have to accede
to 508 features, I can uncheck this and often
| | 04:24 | that will speed up the result.
| | 04:25 | This is not a very big document,
so I can afford to leave that checked.
| | 04:28 | But kind of keep that in the back of your
mind if you ever have trouble making one.
| | 04:32 | Let's look quickly at some of the other options.
Under Security, if you want, you can put two
| | 04:36 | passwords on the document. One is required
by the recipient to open the document and
| | 04:41 | the other one is your
password that locks the document.
| | 04:44 | It's grayed out here, but you can prevent
them from copying text or images or any kind
| | 04:48 | of other content.
| | 04:49 | But it still leaves it open for somebody who
is visually impaired and using a screen reader
| | 04:53 | software in order to read.
| | 04:55 | So it protects the contents, but
makes it available for a screen reader.
| | 04:59 | Under Word, if you had put comments in here,
they will become notes in the PDF, and if
| | 05:04 | you had put signature fields,
you could have them carried through.
| | 05:07 | That's not in this document.
We won't worry about it.
| | 05:09 | But here under Bookmarks, if I needed
something other than the Heading 1 to be converted to
| | 05:15 | bookmarks--for instance if I'd use some of these
other little styles--I would specify it here.
| | 05:19 | So if I had something like Caption and I wanted
that to be a bookmark, this is a way to make
| | 05:23 | it recognize that as it converts to a PDF.
| | 05:27 | In truth these are all styles; it's just that Word
considers Headings sort of particular kind of style.
| | 05:32 | So if I want to use other styles beyond the main
headings and have them converted to bookmarks,
| | 05:37 | I'd have to check this and I'd have to come
down there and check the particular other
| | 05:41 | style that I want.
| | 05:42 | I don't have any Word bookmarks in here,
so they don't need to be converted.
| | 05:45 | So, all my preferences are good here.
| | 05:47 | Now, I am going to set it in motion.
| | 05:50 | So here where it says Create PDF, I am just
going to save this on my desktop, and you
| | 05:55 | can't see my file extensions, but it's going to add
.PDF. And then when I hit Save, it's making my PDF.
| | 06:04 | And now it's opened to PDF in Acrobat.
| | 06:07 | It would be nice to see the whole page.
| | 06:09 | And let's see if it made my bookmarks for me.
| | 06:11 | Yup, there are my bookmarks.
| | 06:13 | So, just remember that about styles: they're
more than just an appearance for text; they're
| | 06:17 | also a tagging mechanism for text.
| | 06:19 | So, a little work upfront
really pays off in the long run.
| | 06:22 | This is great. The end user can go right to
the topic they want to look at by selecting
| | 06:26 | it out of the Bookmarks pane.
| | 06:28 | But now let's take a look at the
Microsoft method for doing this.
| | 06:32 | So let's go back to the Word file and under File,
you'll also see this entry Save as Adobe PDF.
| | 06:38 | That's exactly the same as going up
to Acrobat and choosing Create PDF.
| | 06:42 | It's just two different
ways to get to the same end.
| | 06:45 | But under File > Save As--and I am just going
to put this on my desktop as well--instead
| | 06:51 | of Word Document, if I choose PDF and I click
Options--now this is all happening from within Word.
| | 06:58 | This is not as a result of
Acrobat being installed.
| | 07:00 | This is built right in by Microsoft.
| | 07:02 | Here I could say that I want to leave my
headings in and create bookmarks using them.
| | 07:08 | Usually, that is not checked
by default, I believe so.
| | 07:11 | If you want your bookmarks made
from your headings, then check that.
| | 07:14 | Notice that you don't get to go a little
farther though. Here at least you can't pick other
| | 07:19 | styles beyond headings.
| | 07:20 | So if you want to get more granular,
you're definitely going to have to use the Adobe process.
| | 07:24 | Document properties can be converted, so forth and
so on, Document structure tags for accessibility.
| | 07:30 | So they really add a lot in 2010. And again,
if you have coworkers that don't have Acrobat
| | 07:35 | installed, they will still be able to give you a
PDF that carries these special features through.
| | 07:39 | So, when I click OK and then click Save again,
then I would have a PDF that's very similar
| | 07:45 | to what I made using my
Adobe Acrobat settings. I am going to cancel.
| | 07:48 | I am not going to finish this out; I
just wanted you to be aware of it.
| | 07:52 | So, what's the takeaway from this?
| | 07:54 | Well, always install Acrobat
after you've installed Office.
| | 07:58 | There is a way to add in the little Acrobat
PDF Maker, which is what this guy is called.
| | 08:02 | It's called PDF Maker.
| | 08:04 | There is a way to add it in after the fact,
but it's just a lot neater and cleaner if
| | 08:07 | you just install them in that order.
| | 08:09 | And just remember to choose the appropriate
settings. Then when you make your PDF,
| | 08:13 | that way you can carry through all those
special features that you worked so hard to create
| | 08:17 | with your headings and
your table of contents.
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| Creating PDFs from PowerPoint presentations| 00:00 | I need to share this PowerPoint presentation
with a colleague who has a Mac and a much
| | 00:04 | older version of PowerPoint.
| | 00:06 | So I fear if I give him in the PowerPoint
version of it, he may have some trouble with
| | 00:10 | the fonts; it may be that some of the
features are not quite the same; and I want to make
| | 00:14 | sure that the presentation goes well, so
I'm going to create a PDF to send to him.
| | 00:19 | But first let's see what it
looks like in PowerPoint.
| | 00:21 | When I play the slideshow,
as I click, text flies up.
| | 00:24 | When I click again, I go to the next slide.
| | 00:26 | And again, clicking makes the type fly in.
| | 00:29 | You notice that little sort of glittery
transition to this slide. And again, a click makes the
| | 00:33 | text appear, and there's sort of a
wipe transition to this last slide.
| | 00:38 | So that's a combination of some
animations and some transitions.
| | 00:42 | Because I installed Acrobat after installing Microsoft
Office, I have this little Acrobat add-in up here.
| | 00:48 | When I go to the preferences for creating
PDF, generally speaking, Standard is going
| | 00:52 | to be a perfectly good choice for this.
| | 00:54 | You want it to show you the PDF
afterwards so you can check the results.
| | 00:58 | When it prompts you for the PDF file name,
that lets you do two things: that lets you
| | 01:01 | name it and find out where it saves it
so you don't have to hunt for it later.
| | 01:05 | It will convert any document
information you have, like author name.
| | 01:09 | If you have bookmarks,
they all survive the trip.
| | 01:11 | If you have hyperlinks--and
this is really important.
| | 01:13 | Let's say you have a hyperlink in your
slideshow that launches your company website. Click
| | 01:18 | on that link in Acrobat.
| | 01:20 | It's a live link and it
will do the same thing.
| | 01:22 | If I had put in any video, that would be
converted to something that Acrobat supports, and it
| | 01:27 | looks here like my slide
transitions might survive the trip as well.
| | 01:31 | But notice that it doesn't
say anything about animation.
| | 01:34 | When I click OK, again, all I've
done really is choose my settings.
| | 01:38 | Now it's time to make the PDF.
| | 01:40 | So I'm going to just save it on my desktop,
click Save, and wait for it to be created.
| | 01:48 | Now here I am, in Acrobat.
| | 01:49 | Now there is a screen view
that's very similar to slideshow.
| | 01:53 | If I go to View, I can
choose Full Screen Mode.
| | 01:57 | So it hides all the Acrobat interface and
then I kind of move my cursor down there.
| | 02:01 | Eventually it will disappear.
| | 02:02 | But notice immediately I see this text.
| | 02:04 | So the text didn't fly in.
| | 02:06 | Let's go to the next
slide and see what happens.
| | 02:09 | It's already there.
It doesn't fly in.
| | 02:11 | So I said I didn't think animations
would survive the trip and I was right.
| | 02:15 | But that little transition, that little sort of
glittery checkerboard transition, does survive,
| | 02:20 | and so does the wipe.
| | 02:21 | So here's what you're going to find.
| | 02:22 | You're going to find that your animations don't
survive the trip into PDF, but your transitions do.
| | 02:28 | So the transitions do give a
little action to your slides.
| | 02:31 | It's not as exciting as having text fly in,
but I suppose a case could be made to say
| | 02:35 | that maybe flying text is
something we ought to quit doing.
| | 02:38 | There are times when it actually adds to the
experience and there are times when it just
| | 02:42 | becomes kind of overwhelming and
frankly a little bit annoying.
| | 02:46 | So now that I've made that PDF,
I can send it to my colleague.
| | 02:50 | All he needs is the free Adobe Reader, and
he'll be able to show his slides. All the
| | 02:53 | information will be there.
| | 02:55 | He won't have the flying text, but he'll have
the transitions and most importantly, he is
| | 02:59 | going to have all this content in a form that
I know is going to be perfect, and there is
| | 03:03 | not going to be any problems with it.
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| Creating PDFs from Excel spreadsheets| 00:00 | A regional sales manager has asked for the
information that's in this Excel file, but
| | 00:04 | I don't want to send him the Excel file, just for
fear that something might accidentally get changed.
| | 00:09 | So I want to make sure that no matter what
happens this is a faithful rendition of this file.
| | 00:13 | So the answer to that is make a PDF.
| | 00:16 | Since I installed Acrobat after Office, there's
my little Acrobat add-in, and I want to check
| | 00:21 | my preferences before I make a PDF.
| | 00:23 | Usually, Standard is a perfectly good solution.
| | 00:26 | It's going to let you view the PDF when you're
done; it's going to prompt you for the file
| | 00:29 | name so you know where it's saved; and if
there's any document information such as author
| | 00:34 | name, that's going to be
carried through as well.
| | 00:36 | This is kind of important down here.
| | 00:38 | I want to be able to fit the
worksheet to a single page.
| | 00:41 | Now, if I had much more content than this, I
might not do that, because it might have
| | 00:45 | to shrink things too much.
| | 00:47 | But this fits nicely into a page, and what
will be good about that is you'll be able
| | 00:51 | to print it out and not have to worry about
printing multiple sheets in order to print
| | 00:55 | all of this information.
| | 00:56 | So it's set up well.
| | 00:57 | When I click OK, now it's time
to actually create the PDF.
| | 01:01 | I only have one sheet, but I could choose
individual sheets if I didn't want everything converted.
| | 01:07 | So when I click Convert to PDF,
I am just going to save this on my desktop.
| | 01:14 | When it's done, it opens in Acrobat.
| | 01:16 | And if I zoom in, you can see
that everything is nice and sharp.
| | 01:19 | So he won't have any
trouble viewing this data.
| | 01:22 | It's going to print
nicely on his office printer.
| | 01:25 | And if he needs to show it to somebody else,
everything they need to see is here, and there's
| | 01:28 | no danger that somebody is going to change a
value and that there'd be any kind of confusion.
| | 01:33 | Do keep in mind that this is a
static version of your Excel file.
| | 01:37 | So I can't click in here and change values.
Of course, that's kind of the point, and that
| | 01:41 | means I can't do new totals.
So it isn't like Excel.
| | 01:44 | There are no live calculations.
| | 01:46 | But it's just meant to
represent the Excel file.
| | 01:48 | It's not a replacement for it.
| | 01:49 | So you always want to keep your original Excel
file, and that way if the sales manager needs
| | 01:54 | to submit some new data, you can change it,
generate a new PDF, and now everybody has
| | 01:58 | current information.
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| Creating PDFs on a Mac| 00:00 | Here's a PDF that I created
in Microsoft Word on a PC.
| | 00:04 | You'll notice that I have bookmarks, and as
I scroll down in my table of contents, you
| | 00:09 | can see the entries in the table of contents
are clickable; they take me to the target
| | 00:13 | page, and so do my bookmarks of course.
| | 00:16 | So how does this happen?
| | 00:17 | On the PC, when you install Adobe Acrobat,
that also installs a little add-in called
| | 00:22 | PDF Maker, and you'll see PDF Maker
in all your office applications.
| | 00:26 | And what PDF Maker does is it preserves these
special features as it creates a PDF, so your
| | 00:32 | table of contents entries are going to be
clickable. They're also going to be the basis
| | 00:36 | for these bookmarks that are generated.
And any hyperlinks that you've inserted are going
| | 00:41 | to be live clickable links in the PDF.
| | 00:44 | But unfortunately on the
Mac there is no PDF Maker.
| | 00:48 | But even though you don't have PDF Maker
on the Mac, you can still create PDFs.
| | 00:51 | Now, what I'm going to show you here in Word
also applies to other Office applications
| | 00:56 | such as Excel and PowerPoint.
| | 00:58 | You actually have two methods for creating
PDFs: one is the built-in Microsoft function
| | 01:04 | and one is an Adobe function.
| | 01:06 | Let's take a look at the
Microsoft function first.
| | 01:08 | Under File, when I choose Save As,
under Format, one of my options is PDF.
| | 01:15 | Now, if you're curious what options are
offered when you click this little button, you're
| | 01:19 | going to be a little disappointed.
There's nothing here that's going to maintain my live
| | 01:23 | hyperlinks. Nothing is going to convert my
table of contents entries into bookmarks,
| | 01:28 | but it is going to create a PDF.
| | 01:32 | Now let's take a look at the Adobe process,
and that's in your Print dialog. When you
| | 01:36 | choose File > Print,
there it is, at the lower left, PDF.
| | 01:41 | So from that pulldown just
choose Save As Adobe PDF.
| | 01:46 | And you get more options with the Adobe
Function than you do with the Microsoft function.
| | 01:50 | When you look at this list of PDF
Settings, don't be intimidated.
| | 01:53 | There are two they are going to be the ones
you use most frequently: the Default, Standard;
| | 01:58 | and this one, High Quality Print.
| | 02:00 | So how do you decide?
| | 02:02 | If you have photographs in your document and
you want to make sure that they look nice
| | 02:05 | in the PDF, choose High Quality Print.
It's going to make a bigger PDF, but it's going
| | 02:10 | to be a very nice-looking PDF.
| | 02:12 | And for example, in PowerPoint, if you have
images that are part of your theme, choose
| | 02:16 | High Quality Print to make
sure they look good in the PDF.
| | 02:19 | But in this document that's primarily text
and my vector logo, Standard is going to do
| | 02:24 | a perfectly good job of creating a PDF, so
I'll choose that option and click Continue.
| | 02:30 | And once it's created the PDF, it will
launch Acrobat, if it's not already running, and
| | 02:34 | then it will display the PDF.
| | 02:36 | Everything is nice and crisp; my text looks
good; but when I go to my Bookmarks pane,
| | 02:41 | I don't have any bookmarks.
| | 02:43 | So what does this mean to you on the Mac?
| | 02:45 | Well, in truth it means a
little bit of extra work.
| | 02:48 | If you want bookmarks, you'll have to create
them manually. And if you want live clickable
| | 02:52 | hyperlinks, you're going to have
to create those manually too.
| | 02:55 | But it's not as much work as it sounds like,
and in subsequent movies I am going to show
| | 02:59 | you how easy it is to create
bookmarks and to create hyperlinks.
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|
|
5. Additional Methods for Creating PDFsConverting web pages to PDFs| 00:00 | When you install Acrobat,
it puts some add-ins on your browser.
| | 00:04 | So if you notice, there's a
little PDF icon up here for Convert.
| | 00:07 | Well, why would I want to
convert a web page to a PDF?
| | 00:10 | Well, a couple of reasons.
| | 00:12 | Maybe I want to review it offline. Maybe I'm
going to be on a long plane flight with no
| | 00:16 | Internet access and it's something that I
need to read to prepare me for something I'm
| | 00:20 | going to present.
| | 00:21 | This is a way to capture it and
reconfigure it in a form that's easy to print.
| | 00:25 | But that's not going to make a static PDF,
and you'll see when I make this conversion.
| | 00:29 | First, I want to look at my preferences.
| | 00:31 | So when I choose Preferences, it gives me
some options for handling HTML content.
| | 00:36 | Most of this is related to language
| | 00:38 | so that if I need diacritical characters and
so forth and I want to make sure that they
| | 00:42 | don't get lost in translation, I can
specify a particular font here for example.
| | 00:47 | And this is nice.
| | 00:48 | Let's say that you have white
text on a black background.
| | 00:50 | That can be pretty hard to read when you
print it out, and it could be hard to read on my
| | 00:54 | little laptop screen if I'm on the plane.
| | 00:56 | So you can override the settings
used in the design of the web page.
| | 01:00 | You could force it to be, let's say black Text on a
white background, and a good old-fashioned blue hyperlink.
| | 01:07 | If you want to change that
to something else, you can.
| | 01:09 | You can pick from these preset colors.
You can also make your own custom color.
| | 01:13 | I'm going to leave it at the Defaults, and
that means that this is going to be unchecked.
| | 01:16 | It will try to incorporate
multimedia content if it's possible.
| | 01:20 | When I click OK, I also
want it to check Page Layout.
| | 01:24 | Because this is something I want to print, I
want to make sure that my Margins here mean
| | 01:28 | that when I print it, I'm not
going to have anything cropped off.
| | 01:30 | So you might want to print a test page,
find out what your margins really are.
| | 01:34 | Where does it pick up these numbers?
| | 01:35 | It's looking at the active
printer on my computer.
| | 01:38 | Now, for Scaling, this is kind of nice.
If it has to scale stuff down to fit in the page,
| | 01:44 | if it has to scale it down past 70%,
it's going to roll it and print it landscape.
| | 01:49 | You can change this threshold. This has pretty much
worked for me. So try the 70 and see how it does.
| | 01:54 | So these are the recipe for it.
| | 01:57 | Let's check out what happens
when we convert this to a PDF.
| | 02:00 | Now, depending on the amount of content it
has to download to incorporate in the PDF,
| | 02:05 | sometimes this can take a while. Just wait until it
wakes it up in Acrobat and then you know it's done.
| | 02:10 | I'm going to save this on my
desktop, and there's my PDF.
| | 02:15 | And this is what I meant when
I said it's not a static PDF.
| | 02:18 | First of all, it's given me two pages.
| | 02:20 | It's formatted to my letter-size
document that I asked it to do.
| | 02:24 | But when I hover my cursor over a
hyperlink, notice it's still a live hyperlink.
| | 02:30 | This is not a static document.
These are still live clickable hyperlinks.
| | 02:34 | You notice the little w in my little hand
icon? If I click that, it's going to launch
| | 02:39 | my browser, if it's not already running,
and it's going to go to that web page.
| | 02:42 | So this is great. I can always come
back to this and find more information.
| | 02:46 | But what if I want that information as part of
this PDF? If I right-click on that hyperlink,
| | 02:52 | I can choose this, Append to Document,
and this can take a while as well.
| | 02:58 | So now that it's finished,
notice that I have a four-page document.
| | 03:02 | So if we look at the thumbnails, there's the
first two pages that I captured, and here's
| | 03:06 | the additional content, and this
additional content is live as well.
| | 03:10 | So as I hover over hyperlinks, you can see,
I can still click them, launch a browser,
| | 03:14 | and go to that website. Or I
could continue as I have been.
| | 03:17 | I could right-click and I could harvest
that information and add it to this PDF.
| | 03:21 | So for me, when I'm doing research, this is a
great way to harvest a bunch of information
| | 03:26 | and get it into a form that I can either print
or just view onscreen, and either way it's
| | 03:31 | something that I can use
whether I'm offline or not.
| | 03:33 | So it's just a great way to capture
information so that you can refer to it later on.
| | 03:39 | So that's why you might want to
convert a web page into a PDF.
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| Scanning hard copy| 00:00 | Here I have a scan of a paper document, and
you can see the text looks a little bit rough,
| | 00:05 | but that's because it's a picture of text.
| | 00:07 | It's not real text.
| | 00:09 | But my colleague needs this text, because he needs
to be able to search this in a repository of PDFs.
| | 00:15 | So it can't search this as long as it's pixels.
Acrobat needs to perform OCR--Optical Character
| | 00:20 | Recognition--to convert these pixels into
genuine searchable text. And that feature is over
| | 00:26 | here under Tools > Text Recognition.
And I can choose to search in this file or if I
| | 00:31 | have multiple files open,
I could OCR all of them.
| | 00:34 | So I just have the one file, so
I'm going to choose In This File.
| | 00:37 | Now, there are three options here. When you
choose Edit, you have the option for Searchable
| | 00:42 | image, Searchable Image (Exact), or ClearScan.
| | 00:47 | Searchable Image tries to sort of clean up
the document, and then the text that's created
| | 00:51 | is not visible; it's sort of
behind the image, if you will.
| | 00:55 | Searchable Image (Exact) doesn't clean up
the image, and that's used, for example, in
| | 00:59 | legal environments or insurance offices where
they need to have the original look of the
| | 01:03 | document for legal reasons.
| | 01:05 | So that's left intact.
| | 01:07 | You still get the invisible searchable image.
| | 01:09 | The ClearScan tries to create a font to mimic
the original; if it can't, then you end up
| | 01:14 | still with that sort of veneer of an image.
| | 01:17 | So let's try Searchable Image first.
And this is actually 1200 dpi scan.
| | 01:21 | It offers to downsample it to 600 to make it a
smaller PDF, and that's going to be all right.
| | 01:26 | It will still keep detail.
| | 01:27 | So when I click OK, and OK,
Acrobat begins processing.
| | 01:32 | And when you watch, did you see
it sort of shift to the left?
| | 01:36 | It deskews it, it straightens it out, and
it seems to be actually for Acrobat's own
| | 01:40 | purposes, to make it easier for
Acrobat to recognize the content.
| | 01:44 | Well, now we need to find out how good a job it
did. And again, remember that that searchable
| | 01:48 | text is going to be invisible.
| | 01:50 | So you can see that the text is still made
out of pixels--at least that's all we can
| | 01:54 | see--but let's check our work.
| | 01:56 | On the right I'm going to
click on Find First Suspect.
| | 01:59 | Now, I'm not going to go all the way through the
document, but I want to show you how this mechanism works.
| | 02:04 | Here in this window you're going to see that
little clump of pixels greatly magnified,
| | 02:09 | and then back in the document you see the
figure that it proposes to replace it with.
| | 02:12 | So for a moment there,
you can see that invisible text.
| | 02:15 | It says it's an ampersand and I
agree, so I check Accept and Find.
| | 02:20 | And then I'm going to go down and accept and
find a few of the other replacements. They
| | 02:24 | seem to do a pretty good
job. BASIC, that's good.
| | 02:30 | What I'm worried about is that italic text,
because that has some sort of flouncy characters
| | 02:34 | in it, and I'm wondering if
Acrobat will recognize them.
| | 02:37 | So down here, oh, it has not done a good job.
| | 02:40 | You might have to look closely, but it's
replaced Roux with !wix. Well,
| | 02:45 | it got the x right, but that's it.
| | 02:47 | I know that this is disappointing, but keep
in mind, you're asking it to do something
| | 02:51 | pretty heavy-duty, convert pixels to text, so this
why you want to pay attention to the results.
| | 02:57 | So I'm going to go in here and fix
this and type the correct word.
| | 03:01 | And Accept means now I'm
accepting what I just typed.
| | 03:05 | And again, I'm not going to go through the
whole document, but you sort of get the idea.
| | 03:09 | One of the ways I like to check this is to
select all the text--and I can just get my
| | 03:13 | Selection tool, and just select it as I would
in Microsoft Word--copy it, and then go into
| | 03:21 | an empty Word file and then just paste.
| | 03:25 | And let's take a look at that. If I go to
View--and let's zoom up some, something in
| | 03:30 | a nice 200% ought to do it--
| | 03:33 | and you can see it's
confused about some things.
| | 03:35 | In fact, it didn't seem to
take the word that I typed.
| | 03:39 | But going on through, a couple of things to
consider, this could also be a way for you
| | 03:42 | to extract text from a scan. Maybe you don't
care about it being searchable. Maybe you
| | 03:46 | just don't have to type
this over and over again.
| | 03:49 | Well, at least you've got
something that you can work with now.
| | 03:52 | You have editable text. It's not perfect.
| | 03:54 | If you had to have this for legal purposes,
you would need to go back into Acrobat, to
| | 03:59 | all those little suspects, and fix every little
instance that isn't correct. And yes, that's
| | 04:03 | tedious, but there are times
that that's going to be required.
| | 04:06 | So this was a bitmap scan. I'm going
to try it quickly with a grayscale scan.
| | 04:11 | I will say that for the most part I get better
results with the bitmap, but just so you know,
| | 04:15 | to convert that from a scan
to a PDF is pretty easy.
| | 04:18 | You can also drive a scanner from directly within
Acrobat. And I don't have a scanner hooked up.
| | 04:23 | I already had scanned these files, so I'm
just going to choose Create PDF from File,
| | 04:28 | and there's my grayscale scan.
| | 04:32 | And I'm just going to quickly start this, just so you
can see some difference in the Searchable (Exact).
| | 04:37 | So I'm going to choose In This File, and then
for my Option I'm going to choose Searchable
| | 04:42 | Image (Exact), and leave the rest
of the options at their defaults.
| | 04:47 | Notice that it didn't shift at the end.
So it didn't do the deskewing, and that's what
| | 04:51 | I meant when I said it
keeps that image intact.
| | 04:54 | So now when I say Find First Suspect,
the first thing it finds is this little clump
| | 04:58 | of trash on the scan, so maybe there
was something on the scanner platen.
| | 05:03 | So I can say no, that's not text, don't worry
about it, and then I could continue on with
| | 05:07 | the Accept and Find.
| | 05:09 | So for legal purposes, this is a
faithful representation of the original.
| | 05:12 | If I finish cleaning out all my little suspects,
then I have a searchable file, so I kind of
| | 05:18 | have the best of both worlds.
| | 05:19 | So in a document like this, yes, it could
be kind of tedious, but it's something that
| | 05:24 | Acrobat does, in general, very well.
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| Creating PDFs from text and image files| 00:00 | Acrobat can convert a number of file types
directly to PDF without you having to open
| | 00:05 | the originating application
and do the conversion yourself.
| | 00:08 | All you have to do is choose Create >
PDF from File, and then choose the files.
| | 00:13 | I have a folder full of images. I have a
Word file and then a plaintext file.
| | 00:19 | I actually have another image,
but it's not showing up here, and here's why:
| | 00:22 | it's because of its format. That image is a
Photoshop PSD, and that's Photoshop's native
| | 00:27 | format, and it's not a
supported format for this procedure.
| | 00:31 | So I'm going to go with what I do have.
| | 00:33 | I'm going to Shift+Click to select
them all and let Acrobat convert them.
| | 00:39 | So now it's given me PDFs
for each of those formats.
| | 00:43 | It's taken a TIFF and turned it to a PDF,
so we can see what that looks like. And then
| | 00:49 | I also have the JPEG, the PNG, and then I
have my text excerpt that was from Word, and
| | 00:55 | then I also have my text
excerpt that was just plain text.
| | 00:59 | Notice that there's a little bit
of a problem with the plain text.
| | 01:02 | This text originated on a Mac and sometimes
the special characters don't get translated
| | 01:07 | correctly when you move
that from a Mac to a PC.
| | 01:10 | Still, I could correct this if I needed to; it's just
something you have to kind of keep an eye out for.
| | 01:16 | But again, I didn't have to go back to the
originating application and create the PDF;
| | 01:20 | Acrobat saved me a little time.
| | 01:21 | I might have to go back and start over just
on this text file, but the other files were
| | 01:26 | converted correctly.
| | 01:27 | So you may find that this speed things up for you
when you need to make PDFs out of multiple files.
| | 01:32 | It saves you having to go back to the original
application, and Acrobat does all the work for you.
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| Converting selected areas of a document and clipboard contents into a PDF| 00:00 | I'm collaborating on this project with a
colleague and I have a couple of quick questions.
| | 00:04 | One is about this text in this column in the
middle of the page, and the other is just about
| | 00:09 | sort of general layout of it. But I need
something to attach to an email so that she understands
| | 00:14 | what I'm talking about.
| | 00:15 | So Acrobat offers a couple of interesting
methods for capturing content out of this
| | 00:19 | page and turning that
content into little PDFs.
| | 00:23 | To just capture the text I can get the
Selection tool, just click and drag to highlight the
| | 00:28 | text, and then copy it to the clipboard.
And then when I go to Create, I have this option:
| | 00:34 | Create > PDF from Clipboard.
| | 00:36 | There's a little progress bar, and in a moment
Acrobat gives me a new PDF created from that content.
| | 00:43 | Now notice it doesn't look like the page.
| | 00:45 | It's really just that content.
| | 00:47 | So if she and I are having conversation
about the text that should go in there, and she
| | 00:51 | wants to see what's in there now,
this is just a quick way to send it to her.
| | 00:54 | Now let's see the other method. Under Edit,
we have this Snapshot tool. When you choose
| | 01:01 | take a snapshot, your cursor
changes to a little crosshair.
| | 01:05 | You just click and drag across the
part of the page you want to capture.
| | 01:09 | It tells you that that's been copied, and it's
been copied to the clipboard so you go back
| | 01:13 | to Create, and again, you
choose PDF from Clipboard.
| | 01:16 | Now notice that the text is all pixelated,
so it hasn't picked up searchable text.
| | 01:21 | It's really a glorified screenshot, but it's
contained in a PDF, or it will be if I save my file.
| | 01:27 | So at the moment it just exists in RAM.
Notice that the name of the file is Untitled PDF.
| | 01:32 | So I'd need to save it and then I'd attach
it to an email so that I can explain to my
| | 01:36 | colleague what I want to change
about the layout of this file.
| | 01:40 | So it's just a quick way to sort of contain
a screenshot or contain some text, and it
| | 01:44 | just serves us sort of support for a
conversation you're having with somebody else.
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| Printing to PDF| 00:00 | When you install Adobe Acrobat it puts PDF
Maker into the Microsoft Office products, and
| | 00:06 | that gives you a direct
method for creating a PDF.
| | 00:09 | If you're using some of the Adobe programs,
they can create PDFs directly too, but there
| | 00:13 | are some programs that don't have
a way to directly create a PDF,
| | 00:17 | so how do you make a PDF?
| | 00:18 | Now as long as you have Acrobat installed on your
system, you can do it through the print process.
| | 00:23 | So here I just use Notepad as an example.
Under File > Print, when I go to Print, you'll
| | 00:30 | find that Acrobat installs
this Adobe PDF Printer.
| | 00:33 | So when I choose that as my target, I can
choose some Preferences here, and generally
| | 00:39 | speaking, you're going to be fine with these
default settings, the Standard Setting, and
| | 00:43 | I probably don't want to
put any security on it.
| | 00:45 | But notice how extensive this is, and
that's because this is an Adobe process.
| | 00:49 | It's actually using Acrobat
engine in order to make this PDF.
| | 00:53 | So when I click OK and then I hit the Print,
it's going to ask me where to save it.
| | 00:58 | I'm just going to put it on my desktop
and click Save, and there's my PDF.
| | 01:03 | It's not fancy, but at least now I have a
PDF that my colleague has requested out of
| | 01:08 | just that simple text file.
| | 01:09 | So remember that in the future. If you're
called upon to make a PDF, but you're working
| | 01:13 | in an application that doesn't have a direct
method for creating PDFs, as long as Acrobat
| | 01:18 | is installed on your system, you can see that
Adobe PDF Printer in your Print dialog box
| | 01:23 | and then you can make a PDF.
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|
|
6. Exporting to Other FormatsExporting PDF documents to Word| 00:00 | At some point you might be asked to sort of
reverse-engineer a PDF so that the contents
| | 00:05 | can be used in another application.
| | 00:07 | In this situation I have a PDF that was
generated from Adobe InDesign, which is a page layout
| | 00:12 | program, but my friend has Microsoft
Word and she needs this layout in Word.
| | 00:17 | She wants it to look just like this.
She wants all the text to look the way it does.
| | 00:21 | She want to be able to use these images.
| | 00:23 | In the past this was an absolute nightmare
to try to do this, but Acrobat 11 Pro has
| | 00:28 | substantially improved abilities
to convert this to Microsoft Word.
| | 00:33 | And there are two routes you can take.
Under File you can choose Save As, and then you
| | 00:38 | can choose as your option Word Document (docx),
the DOCX file, or the older format, the plain-
| | 00:45 | old .doc file. Or you can do it
another way, and this is my preferred way.
| | 00:49 | It does exactly the same thing, but it's
right here within Acrobat, without having to go
| | 00:54 | out to your directories.
| | 00:55 | Under File > Save As Other, there it is,
Microsoft Word. And I can choose Word Document, which
| | 01:00 | is going to be the DOCX file, or I
could choose the older format.
| | 01:04 | In this case she has the newer version
of Word, so she wants the DOCX format.
| | 01:08 | So when I choose that I'm just
going to save it on my desktop.
| | 01:12 | Now let's take a look at the settings.
| | 01:14 | Retain Flowing Text versus Retain
Page Layout, what does that mean?
| | 01:18 | If I retain flowing text, there's a chance
that the line breaks on the text might change,
| | 01:22 | but it's a little more easy to edit it.
| | 01:25 | Under Retain Page Layout, it might put in
hard returns in order to keep the line breaks
| | 01:29 | the same, and that might make it
a little challenging to edit.
| | 01:32 | Either way, it's still editable text, but you
might try it one way and see if you like it.
| | 01:37 | If you don't like the results,
then try the other option.
| | 01:39 | We want to include the images. There aren't
any comments on this PDF, but if there were,
| | 01:43 | they would survive the trip back to Word.
And if necessary, if this was a scan, it would run OCR.
| | 01:50 | Now keep in mind we're not going back in time.
We're not pulling the Word file out of the
| | 01:54 | PDF, because it doesn't exist in there; we're
repurposing this content and trying to maintain
| | 01:59 | the look of the PDF.
| | 02:01 | So when you click OK and save, you'll see a
little progress bar. And now I when I take
| | 02:06 | a look at it in Word, it's a very
faithful rendition of that PDF.
| | 02:10 | The text is completely editable,
and notice that I can select it.
| | 02:14 | I can select an image and if I need to crop
it or move it or if I need to put in a new
| | 02:18 | image, I can do it.
| | 02:20 | So it's as if it was created in
Word, but it came out of that PDF.
| | 02:24 | Now, a couple of things you have to consider.
| | 02:26 | I mentioned the hard returns in
order to maintain the line breaks. That's one thing.
| | 02:30 | If you tend to use styles in Word, and I hope
you do, you're going to find that there aren't
| | 02:34 | any useful styles here.
| | 02:36 | You'll notice it's just normal;
all the text is going to say normal.
| | 02:40 | So even though--or body text in this case--
even though in the original InDesign file
| | 02:44 | there were style sheets used, those don't
survive the trip into a PDF, and they certainly
| | 02:49 | don't exist when you try to
pull that content out of the PDF.
| | 02:52 | But still, this is going to give her a
wonderful head start. She's now going to have to just
| | 02:56 | take little pieces and start over; she has
a usable layout with all the content she
| | 03:00 | needs, and Acrobat has made that really easy.
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| Exporting PDF documents to Excel| 00:00 | Here I have a PDF with a lot of data in table
form and I have a colleague who needs that
| | 00:05 | data in an Excel spreadsheet.
| | 00:07 | I don't want to type it; he doesn't want to type it;
we're going to let Acrobat do the typing for us.
| | 00:12 | So under File > Save As Other, I'm going to
choose Spreadsheet, and I have two choices:
| | 00:18 | Excel Workbook or the XML format.
| | 00:20 | He wants the Excel Workbook format so I'm going to
choose that. And I can just save it on my desktop.
| | 00:25 | We can take a look at the Settings.
| | 00:28 | If you're using a European file, for example,
that uses commas and periods differently from
| | 00:33 | the way the US uses them, you can
specify that those get changed on the fly.
| | 00:38 | That's not the situation with this document,
| | 00:40 | so I'm going to leave it at the defaults.
And I don't need to run OCR, because this is a
| | 00:43 | digital file with live text in it.
| | 00:46 | When I click OK and save,
you see the progress bar.
| | 00:50 | Let's take a look in Excel and see
what it gave us. This is great.
| | 00:54 | All the text is there.
All the figures are there.
| | 00:56 | Now anytime you do one of these sort of
reverse-engineering jobs, you need to pay attention to the result.
| | 01:02 | You almost always had to do some
massaging to it to make it right.
| | 01:05 | You can see that the word Albuquerque
has gotten split up sort of strangely.
| | 01:09 | There is a space in there and a hyphen.
| | 01:12 | So a little massaging though is much more
fun than having to retype this totally, and
| | 01:16 | now it's in a form that he can use and
Acrobat has saved both of us a ton of work.
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| Exporting PDF documents to PowerPoint| 00:00 | Here I have a PDF that was generated out of
Microsoft PowerPoint, and my colleague needs
| | 00:05 | that PowerPoint file.
| | 00:07 | Unfortunately, all he has is the PDF.
He's long since lost the PowerPoint file.
| | 00:11 | So he wants me to go back in time
and save this as a PowerPoint file.
| | 00:14 | First, I want to find out a couple of things about
this, to see how good I think the results might be.
| | 00:19 | First, I'd like to know the dimensions.
| | 00:21 | To do that all you have to do is move your
cursor down to the lower-left of the screen,
| | 00:25 | and that little block shows up and tells me
that this is 10 x 7.5. And I know that those
| | 00:29 | are the correct
dimensions for a PowerPoint file.
| | 00:33 | Now keep in mind that there are some things
that you he can do in PowerPoint that don't
| | 00:37 | survive the trip to PDF.
| | 00:38 | For example, animations are lost.
| | 00:41 | Screen transitions though, between
slides, those are usually maintained.
| | 00:45 | So I want to see if some of that is in this
file, and my hope is that that's going to
| | 00:49 | survive this trip into a new PowerPoint file.
| | 00:52 | So let see what's going on.
| | 00:54 | I need to check for transitions.
| | 00:55 | I know there will be no animation.
But when I go to View and choose Full Screen mode,
| | 01:00 | then I can test those transitions.
| | 01:02 | So you can't test in normal view.
| | 01:04 | So as I go from page to page--and I'm just
using my down arrow. Again, in PowerPoint, maybe
| | 01:08 | this text flew up into the page.
| | 01:11 | It's not going to do that in Acrobat.
| | 01:12 | Ah, but there is a transition between the
second and third slide, that sort of checkerboard
| | 01:17 | appearance, and there's another transition,
that wipe between the third and fourth slide.
| | 01:22 | So those survived the
conversion from PowerPoint to PDF.
| | 01:26 | Let's see if they survive the
conversion from PDF to PowerPoint.
| | 01:30 | All I have to do is choose File > Save As
Other > Microsoft PowerPoint Presentation.
| | 01:36 | Let's take a look at the Settings.
| | 01:38 | If there were any comments,
they'll be converted. There aren't any.
| | 01:42 | It's not a scan, so I don't need OCR. But notice there
is nothing in here about transitions or animations.
| | 01:47 | So you don't really get any assurance that
those are going to be converted, but let's
| | 01:51 | see what the results are.
| | 01:52 | So when I click Save, you're going to see a
little progress bar, and then when I open
| | 01:57 | this up in PowerPoint that's pretty good.
| | 01:59 | Now you might notice that the text looks a
little bit different, so Acrobat makes its
| | 02:03 | best guess of the font that it ought to
use. But at least the artwork is there.
| | 02:08 | So let's go into Slideshow
and let's play the slideshow.
| | 02:11 | Again, the text isn't going to fly out.
And we've lost some of that ghosted effect.
| | 02:16 | If you notice, there is that gray bar behind the
text, it was sort of ghosted white bar behind it.
| | 02:21 | We're getting have to live with that, or we
could change it now that we have editable
| | 02:25 | file. And you saw that the transition survived
the trip and so did that other transition.
| | 02:31 | So yes, there's a bit of cleanup work to
do, but it beats starting from scratch.
| | 02:35 | So if you're ever in this situation--all you
have is a PDF from a PowerPoint presentation,
| | 02:39 | or it could have been created in something
else--try to convert it back to a PowerPoint
| | 02:43 | presentation and at least
give yourself a head start.
| | 02:46 | Of course, you're going to have better luck
if it did begin life as a PowerPoint file.
| | 02:50 | If it started in another program, you know
no guarantees, but again, it saves you having
| | 02:54 | the type all this stuff and create all this
artwork, and once again Acrobat has come to the rescue.
| | 02:59 |
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| Extracting images| 00:00 | This is a PDF of an artist's portfolio.
| | 00:03 | She wants to reuse these images in another
project she's working on, but unfortunately,
| | 00:08 | she's lost the original files
and all she has now is just this PDF.
| | 00:12 | So she wants me to pull the images out
of the PDF so that she can reuse them.
| | 00:17 | Now I am sort of at the mercy
of how this PDF was created.
| | 00:20 | If these images are low resolution, I'm not
going to be able make them look any better.
| | 00:25 | So I want to make sure that however they are,
I maintain every little bit of information that's in there.
| | 00:30 | For that I need something
called Document Processing.
| | 00:33 | Under Tools--it doesn't show up initially,
| | 00:35 | so you need to reveal it.
| | 00:37 | Here we go, Document Processing. And there are a
lot of functions under Document Processing,
| | 00:42 | but this is the one I want: Export All Images.
| | 00:44 | Now it made a folder to hold the images.
| | 00:48 | When you look at the pulldown for Save as
type, you have a number of image format options.
| | 00:52 | I'll tell you, in this case I want to make sure I
can get as good of images out of it as went into it,
| | 00:58 | so I'm to choose TIFF, not JPEG, and the
reason is JPEG would apply some compression.
| | 01:03 | It throws away some information.
| | 01:05 | I don't want it doing that.
| | 01:06 | I want as faithful a rendering
of those images as I can get.
| | 01:09 | So first I choose TIFF and
then I choose Settings.
| | 01:13 | So here, for Grayscale and
Color, why do I say None?
| | 01:16 | Well, because any of these other choices is
going to induce some compression, and it means
| | 01:21 | I lose a little information.
| | 01:22 | So I'm going to say no compression, no
change; just pull it out the way it is.
| | 01:27 | As far as Colorspace, whether it's RGB or
CMYK, it's going to come out in whatever form
| | 01:32 | it is in the PDF.
| | 01:34 | Down here we have a little exclusion.
| | 01:35 | It says if they're smaller than 1 inch,
gee, it's probably not worth it.
| | 01:39 | You can change that if you want.
| | 01:40 | I know that in this file there's nothing that
falls under that threshold, so it's not an issue.
| | 01:45 | So when I click OK and then click
Save, that doesn't take very long,
| | 01:49 | so what do I have to show for that?
| | 01:51 | I have a folder full of images. And if I were
to open these up in Photoshop, you'd see that
| | 01:56 | they look as good in
Photoshop as they do in the PDF.
| | 01:58 | So that means I've gotten the
best I could out of the PDF.
| | 02:01 | It would have been better if she still had her
original files, because now they're cropped in the PDF.
| | 02:06 | But at least she has something. And until I
did this, she didn't have any images at all.
| | 02:11 | So this is great. If you ever have to pull
content out of a PDF, Acrobat can do it for you.
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|
|
7. Editing PDFsEditing text| 00:00 | If you find a problem in a PDF,
| | 00:02 | if there is a typographical error or the wrong
image has been used, it's best if you go back
| | 00:07 | to the original application file, make your
corrections there, and then generate a new PDF.
| | 00:13 | But you don't always have that luxury, because
if you didn't create the file and you can't
| | 00:17 | find the person who did, you're on your
own and you have to fix it in Acrobat.
| | 00:21 | Luckily, in Acrobat 11 these tools
have gotten much more sophisticated.
| | 00:25 | In the past, editing text was kind of a
nightmare. I think you are going to be surprised that
| | 00:30 | how much better it is.
| | 00:31 | And if you've never used Acrobat before, just
trust me, you glad you're starting with Acrobat 11.
| | 00:37 | The tool you need to edit images and text is
this last little tool up here in your toolbar:
| | 00:41 | Edit Text and Images. When I click
on that a couple of things happen.
| | 00:46 | Notice that the Content Editing pane wakes
up here on the right, and notice that all
| | 00:50 | the little clumps of text
have little boxes around them.
| | 00:53 | And this kind it gives you a hint
the way Acrobat handles content.
| | 00:56 | I'm glad that I don't have
to edit the text on a curve.
| | 00:59 | I could do it, but it have
to do one letter at a time.
| | 01:01 | What I need to change is over
here in this black text paragraph.
| | 01:05 | In the original application that was one
paragraph, but notice what happens here: it's in three
| | 01:10 | little segments. And that just happens when content
gets converted to a PDF, but at least we can edit it.
| | 01:16 | So, what I need to say here is that we've
been teaching--so I just select, just
| | 01:20 | select a word in a word processing program,
fine art and design students for over 150
| | 01:27 | years. Did you notice the text reflowed?
| | 01:30 | In previous versions each line was a
standalone line and trying to do that meant you had
| | 01:34 | to doctor every single line, and even
then, things would sort of fall apart.
| | 01:38 | And I need to make one
more change, and there we go.
| | 01:42 | Now, what if I needed to change the font?
| | 01:44 | And something you might consider: most fonts
will allow themselves to be edited in a PDF.
| | 01:50 | There are a few that don't,
and you might come across that.
| | 01:53 | If you try to edit some text and it doesn't
allow you, all you can do is substitute a
| | 01:57 | font that's active on your system.
| | 01:59 | I got lucky here.
| | 02:00 | The font that I am using, which is Adobe
Garamond Pro, has no problems with that. But if I want
| | 02:05 | to change the font? I have it selected.
Over here in Content Editing, here's my font choice.
| | 02:10 | So, I could choose any font
that's active on my system.
| | 02:13 | So, I will just pick Caslon Pro, just so we
can see a difference. Subtle difference, but
| | 02:18 | you see the difference in the text?
| | 02:20 | And if I wanted to change the
color, I can change the color here.
| | 02:23 | Now, you don't have a sophisticated palette of
colors like you would in, for example, Adobe
| | 02:28 | InDesign; you don't have
spot colors and so forth.
| | 02:31 | But this might be enough to bail you out.
| | 02:33 | Also, I'm not going to make these changes,
but want you to be aware of these controls.
| | 02:37 | You have alignment controls: left,
center, right, justified, and so forth.
| | 02:41 | You can even make superscript and subscript.
| | 02:43 | So, this is very sophisticated.
| | 02:45 | You almost have page layout control.
| | 02:48 | Not quite. And again, you don't want to have to
make extensive changes like this in a PDF.
| | 02:53 | From your sake, I hope you don't have to.
But at least the tools are much more sophisticated now.
| | 02:57 | And you have a chance to fix these problems before
the job goes to press or is viewed by a customer.
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| Editing graphics| 00:00 | On this page of the catalog,
I need to replace an image.
| | 00:04 | This image is not the correct one,
but I have the correct one.
| | 00:07 | So, when I choose my Edit Text and Images
icon, my Tools pane wakes up, and there's
| | 00:13 | my control: Add Image.
| | 00:14 | But first I'm going to delete
the image that I don't want.
| | 00:17 | So I just click on it, and
when I hit Delete, it's gone.
| | 00:21 | I think it would be better if I zoomed in,
| | 00:23 | so I'm going to zoom in and scroll down here.
I want it to line up of course with the existing
| | 00:28 | files in the page.
| | 00:29 | When I choose Add Image, I can go shopping
for that image, and I will tell you that it's
| | 00:35 | in the lesson seven folders,
and it just called Painters.
| | 00:38 | I'm going to choose that and click open.
| | 00:40 | There is my cursor. And I'm going to try to
approximate the size I want it by clicking
| | 00:46 | and dragging. So I can position it and then
as I poll on the corners, I can scale it up.
| | 00:52 | Now, notice that it scales in proportion.
| | 00:55 | I'm not holding down a modifier key. Often you
have to hold down Shift in graphic programs
| | 00:59 | to maintain proportions.
| | 01:01 | You don't have to do that here. Acrobats says,
"Well, I will bet you don't want to distort it."
| | 01:05 | So, that's about the right size.
| | 01:07 | Now, once I have it, I can use my arrow keys
on the keyboard to nudge it into position,
| | 01:12 | I think that's about right.
| | 01:14 | But I need to crop out that left side.
Watch what happens if I drag on the left side.
| | 01:19 | Ooh, I'm going to distort it.
| | 01:20 | I can undo that, thankfully, but if I need to
crop, I need to come over here to my Content
| | 01:26 | Editing pane and choose the Crop tool.
| | 01:28 | Then you'll notice that handles
change their appearance around the image.
| | 01:31 | They are trying to tell you that
you're now changing your mode.
| | 01:34 | Now, as I drag, I'm not
going to distort the image;
| | 01:37 | I'm going to crop off the
part that I don't want to show.
| | 01:40 | Then in fact I think I'll even this out on
a little bit on the right and then return
| | 01:44 | to my main tool so that I'm not cropping,
| | 01:47 | so that I'm just repositioning.
| | 01:49 | So, again I'm using my arrow keys to just
nudge it over, because sometimes that's a
| | 01:53 | bit more precise than just
dragging with the mouse.
| | 01:56 | I switch back to my Hand tool
to see if what it looks like.
| | 01:59 | I think this looks pretty good.
| | 02:00 | I might want to nudge it one more time,
| | 02:02 | so I rechoose the tool, select
the image, and then move it up.
| | 02:07 | In this case, it get might be a
little better to use my mouse.
| | 02:10 | Now, I don't want to constrain it, so as I move it up
and down, I don't bounce at left and right.
| | 02:14 | So, now I am holding down my Shift key to
constrain it so it only was vertically and
| | 02:19 | I don't mess it up horizontally.
| | 02:21 | There, I think that looks pretty good.
| | 02:23 | So, in the past this was a challenge to do.
| | 02:26 | It's very easy to do now in Acrobat 11.
| | 02:29 | I will still give you the advice that it's
best if you go back to your original file.
| | 02:32 | If you don't have that luxury, Acrobat
makes it easy to make the repairs that you need to make.
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| Adding hyperlinks| 00:00 | In this catalog, there is some
text that implies it's a hyperlink.
| | 00:04 | If I zoom in on the top of the page,
this is supposed to be a hyperlink to this academy.
| | 00:09 | But notice my cursor doesn't
change. It's not a clickable hyperlink.
| | 00:13 | So, whoever created this file
didn't make those into live links.
| | 00:16 | But I can easily fix that.
| | 00:18 | Now, to save myself of some typing, I'm going
to select this text with my Selection tool
| | 00:23 | and I'm copy that to the clipboard.
| | 00:25 | That gets me ready for the next part.
| | 00:27 | Over under Tools, I choose Content Editing,
and I choose this option, Add or Edit Link.
| | 00:33 | So, selecting the text doesn't turn it into a
link; that was just to save me some of typing.
| | 00:38 | So, once I have chosen the Link tool, when I
move into the page, my cursor becomes a little
| | 00:42 | crosshair, and I'm just going to click and drag
and make sort of a little hotspot around this.
| | 00:47 | You want to make it big
enough that it's easily click.
| | 00:49 | You don't want to make it so big that
it runs into something else.
| | 00:52 | So, that looks like a comfortable size.
| | 00:55 | Once I release my mouse button then
the Create Link dialog comes up.
| | 00:59 | Link Type, your choices are Visible
Rectangle or Invisible Rectangle.
| | 01:03 | Now, the Visible Rectangle is going to make
a little rim, or a the little stroke around
| | 01:07 | it, and we don't want that, so I'm
going to choose Invisible Rectangle.
| | 01:11 | For Highlight Style, what does that mean?
| | 01:12 | And here are my options.
| | 01:14 | When the user clicks on that little hotspot
and exercises that link, there's a moment where
| | 01:19 | there can be some visual feedback.
| | 01:21 | If you choose None, nothing
happens except that the link is active.
| | 01:25 | Invert makes it turn
negative, just for an instant.
| | 01:28 | Outline just shows the rim of that hotspot
area, and Inset makes it look sort of like
| | 01:32 | you've pushed a button into the page.
| | 01:34 | I'm a big fan of visual feedback.
| | 01:37 | It tells the user that they clicked on something
that's live, that they should expect something to happen.
| | 01:41 | So, I'm going to choose Insert,
just because it's kind of cute.
| | 01:45 | And then a link can do
more than just go to a URL.
| | 01:47 | It could go to a page view, which is just a
spot in the document that you've preset.
| | 01:53 | You can open a file, which could be any
kind of file except in an executable.
| | 01:57 | So, you can't open an application with that.
| | 02:00 | But for instance, if I, say, open a
file and I linked it to a word file,
| | 02:04 | Word would launch an then I'd view that file.
| | 02:06 | Open a web page, which is what we want.
| | 02:08 | So, I'm going to choose Open a web page, and
when I click Next, it says what's the URL?
| | 02:13 | So, I have part of it that I won't have to type,
| | 02:15 | so I'm just going to type the first part and
then the www and then paste, and there we go.
| | 02:23 | It's a good idea to do that, to copy that text.
It makes sure you don't make any typographical
| | 02:28 | errors in the link, and there we go.
| | 02:30 | So, now when I switch back to the Hand tool
and click on this, you will notice that the
| | 02:35 | cursor changes to the little w, and that means
that it's been launch a web browser and it's
| | 02:39 | going to take me to that website.
| | 02:41 | So, it's better if you don't have to do
this after the fact, but it's very easy to do.
| | 02:45 | So, just remember, it's under Content
Editing and it's Add or Edit link.
| | 02:49 | So, let's see the second part of that.
| | 02:51 | We have done the add. What does the edit do?
| | 02:53 | Well, if there's a problem with this URL,
all I have to do is double-click, go back
| | 02:58 | in here, and you notice that the dialog
looks a little bit different. Under Actions,
| | 03:02 | if that's the wrong URL, then I can click on
Open a web link, choose Edit, and if it turns
| | 03:08 | out that maybe there's an extra letter in
there or some such, then I can correct it,
| | 03:12 | click ok, and now it's repaired.
| | 03:15 | And now this is going to work
for anybody who opens up this PDF.
| | 03:18 | They have a quick link to the website, and
they can get the information that they need.
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| Adding bookmarks| 00:00 | To help the reader find important topics in
this catalogue, bookmarks have been provided.
| | 00:05 | So when I open up the Bookmarks pane,
you'll see all these little entries.
| | 00:09 | When I choose Animation, it takes
me to that part of the catalogue.
| | 00:12 | When I choose Fashion and
Textile Design, it takes me there.
| | 00:15 | But I happen to know that there's another
series of topics that aren't represented in
| | 00:18 | the Bookmarks pane.
| | 00:20 | Over here, under Drawing and Applied Arts, Figure
Drawing, Figure Drawing, and Architectural Drawing.
| | 00:26 | There's nothing in the Bookmarks panel.
| | 00:28 | So I need to create bookmarks,
and it's really very easy to do.
| | 00:31 | First, I choose the Selection tool, and I am
going to select the main topic, which is Drawing
| | 00:36 | and Applied Arts.
| | 00:37 | Now I don't have to copy it
to the clipboard or anything.
| | 00:40 | I just have it highlighted, and then when I
come over here to the Bookmarks panel and
| | 00:44 | I click on the New Bookmark icon, it makes a
new bookmark and it does the typing for me.
| | 00:49 | This is wonderful.
| | 00:50 | It means it minimizes my typographical errors.
| | 00:53 | Although you might notice there is a
little space between the N and the G.
| | 00:57 | That's probably due to some fancy formatting in
the original file that is represented visually
| | 01:01 | just fine in the PDF, but under
the hood it's a little strange.
| | 01:04 | It's very easy to fix, and it's
a little quicker than typing.
| | 01:08 | I need these subsidiary topics too, and I want you
to notice how the other bookmarks are set up.
| | 01:12 | There is a main topic and then there are
subsidiary topics under that main topic.
| | 01:17 | So I am going to go ahead and create my other
topics. Figure Drawing I, new bookmark, Figure
| | 01:23 | Drawing II, and new bookmark.
| | 01:27 | That's much more fun than typing.
And then Architectural Drawing.
| | 01:32 | So right now, all of those entries in the
Bookmarks pane are under the same level.
| | 01:37 | So I want to put those subsidiary topics
indented under that so it becomes clear that they're
| | 01:42 | related to that topic.
| | 01:43 | So I am going to choose Figure Drawing I
and Shift+Click to get the other two.
| | 01:48 | I am going to grab it by the
little ribbon, not by the text.
| | 01:51 | It should work either way, but I've found it
sort of guarantee that it works better if
| | 01:55 | I choose the little icon. And as I drag upward,
I want you to notice that little dotted line
| | 02:00 | and the triangle on the left end.
| | 02:01 | That triangle out that far to the left of
the little blue ribbons means that it would
| | 02:06 | stay at the same level.
| | 02:07 | When I push a little to the right--sometimes you have
to sort of sneak up on it--notice how that moves.
| | 02:13 | So that little triangle under that initial
entry means that now these are going to be
| | 02:17 | indented under the primary bookmark.
| | 02:19 | So when I let go of my mouse, there you go,
and now they're indented. And notice the little
| | 02:23 | minus next to the bookmark?
| | 02:25 | I can collapse these little entries
and make it a little more efficient.
| | 02:29 | So anytime you see a plus by a bookmark,
it means that there are subsidiary topics under
| | 02:34 | it and when you click on
that topic, there we go.
| | 02:37 | I want to show you one
more thing about bookmarks.
| | 02:40 | I am going to back to my Drawing and Applied Arts,
and I am going to get myself back on the right page.
| | 02:45 | I've mentioned earlier the concept of a view in a
PDF, and a view is just a particular magnification
| | 02:51 | of a page. And you can store that magnification
as part of a bookmark, because all a bookmark
| | 02:57 | really does is store the
current view of that page.
| | 03:01 | So I am going to zoom in on
Figure Drawing down here.
| | 03:04 | I am going to take my Hand tool and scoot
over here so that I have it positioned on-
| | 03:11 | screen so that I can sort of highlight it.
| | 03:13 | And I am going to choose my Figure Drawing I and
right-click on it and choose Set Destination.
| | 03:19 | If I had just clicked on it, I'd go back to
that full-page view. But I have the page where
| | 03:24 | I want that bookmark to activate and then when I
choose Set Destination, it says, "Are you sure."
| | 03:29 | I know that anytime you see that yellow
triangle, you think you've done something wrong.
| | 03:33 | It's just Acrobat warning you,
are you sure. Yes, I'm sure.
| | 03:36 | So let's test this and see if it works.
| | 03:38 | I am going to go back to another bookmark,
come back to the page, and then when I choose
| | 03:43 | Figure Drawing I, notice how it zooms in.
| | 03:46 | So remember that in the future. If you have
a page with a lot of information on it and
| | 03:50 | a lot of bookmarks referring to that information,
sometimes when users click on the bookmark
| | 03:55 | and they get to the page and they click on
another bookmark and get to the page, they
| | 03:58 | think have I gone anywhere?
I still don't see what I need.
| | 04:01 | If you'll take this extra step to zoom in on
the topic that's important, then they know
| | 04:05 | they're getting right to the
information that they need.
| | 04:08 | And there hasn't been any typing; Acrobat
did all that for me, and it made it very easy
| | 04:12 | for whoever's looking at this catalogue to
find what they need when they consult it.
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|
|
8. Comments and ReviewsAdding annotations| 00:00 | I am collaborating on this project with a
colleague, and we're marking this stuff up
| | 00:05 | back and forth and making changes.
| | 00:06 | In the olden days, what we used to do was
print it out, send it to the other person,
| | 00:10 | she'd mark it up, she'd send it
back, I'd make the corrections.
| | 00:14 | That takes a lot of time, and it kills trees.
| | 00:16 | So a far more efficient way to do this
is to use the tools in Adobe Acrobat.
| | 00:22 | And two of the most commonly used tools
are up here in the toolbar by default.
| | 00:25 | So first off, I want to tell her
that I want to use a bigger logo here.
| | 00:29 | So I'm going to put on a sticky note.
| | 00:31 | When I click on that little icon and then I
click on the page, it creates a sticky note.
| | 00:35 | So you might think of this icon as sort of
the anchor for the sticky note, but Acrobat
| | 00:40 | puts the note out to the side.
| | 00:41 | It's trying to not cover up content.
| | 00:44 | But that's okay. I'm going to move it into
position just because I want it to be apparent
| | 00:47 | that it's related to that little icon.
| | 00:49 | I can change some things about this.
| | 00:51 | If I click this little tiny
triangle, I get some options.
| | 00:54 | When I go to Properties, I can choose
the icon that represents the note.
| | 00:59 | So there's a number of very
festive icons that you could use.
| | 01:03 | I am sort of old-fashioned.
| | 01:04 | I tend to stick with the old comment. And if I
wanted to change the color of it, I can do that.
| | 01:09 | In fact, what I like to do is make sure that
each person that's marking up the file uses
| | 01:14 | a unique color, and that way it's easy to
recognize immediately who is making remarks.
| | 01:19 | Then when I click OK, there we go.
| | 01:21 | This little icon at the
top-right lets me close a little note.
| | 01:25 | Here is something else I want to mark up.
| | 01:27 | This line spacing seems to be off.
| | 01:28 | So to indicate that, I am going to get my
highlighter--and it's just like a real-world highlighter,
| | 01:33 | you just drag across the text.
| | 01:35 | It gets highlighted, but it looks
like there's no note. There is.
| | 01:39 | If I right-click on that highlight, then I
have the option to open the pop-up notes.
| | 01:43 | So you can add a note pretty much to any
annotation that you place on the file.
| | 01:47 | So I am going to drag this one over again and
just tell her "Line spacing should be fixed."
| | 01:55 | Again, if I wanted to check the properties, I can
change the color of that highlighting if I want.
| | 02:01 | I think I'll probably change it to my
trademark green, click OK, and that makes it sort of
| | 02:07 | obvious and then I can close the note.
| | 02:09 | So in the next few videos I am going to show
you other markup tools, and then I am going
| | 02:13 | to show you an efficient way
to send just the markups.
| | 02:16 | For now if I wanted to send this marked-up PDF back
to her, that's sufficient information for her.
| | 02:22 | But as you will see later on, rather than
sending the whole PDF and the markups, you can sort
| | 02:27 | of peel up the markups and
send them all by themselves.
| | 02:29 | So we'll do that in a subsequent video.
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| Using drawing markups| 00:00 | When you're marking up something for
corrections most of the time you're going to find that
| | 00:03 | the sticky note helps and the text
highlighter helps, but sometimes you might want to use
| | 00:09 | some of the other tools, just so
it's clear what you need to correct.
| | 00:13 | If you click on Comment, the Commenting pane
wakes up, and it shows you that there are a
| | 00:17 | number of annotation tools and then there's
what are called Drawing Markups. And the Drawing
| | 00:22 | Markup tools are a bit more like real-world tools,
taking a red marker and making an indication
| | 00:27 | on a proof that something needs to be changed.
| | 00:29 | First, I am going to
show you the text markups.
| | 00:32 | Here, I am going to move my cursor over between
words and images, where there should be a comma.
| | 00:38 | And just like I would in a word processing
program, I'm going to click and then I am going
| | 00:42 | to type what should be in
there, a little tiny comma.
| | 00:45 | Now, that could be kind of hard to see in a long
document, that one little tiny request for correction.
| | 00:50 | I am going to show you later a way to
harvest all these comments and see them in a very
| | 00:55 | easy, readable form.
| | 00:57 | For now, I am just going to close that note.
| | 00:59 | Here, this text is all crammed together.
I need for it to be a little bit bigger and
| | 01:03 | spread out so that it's more readable.
| | 01:06 | So I'm going to choose to use a really amusing
little markup that's called the Polygon tool,
| | 01:11 | and it lets you draw what looks like a little
cloud. Or it looks like a doily; it kind of depends
| | 01:17 | on your interpretation.
| | 01:18 | When you're done just click and it connects.
| | 01:21 | You can make it a little wider.
| | 01:22 | So if I choose Properties when I right-click,
I can change the Thickness, and you will see
| | 01:28 | it's starting to be a little more apparent.
| | 01:30 | I can also change the style of the cloud.
| | 01:32 | I guess that's Cumulus, that's Nimbus, and
then you can have little dashed lines, which
| | 01:38 | are some form of Morse code.
| | 01:40 | Honestly, it's whatever is obvious.
| | 01:42 | I think that's the important thing.
| | 01:43 | You want to make sure that you call
somebody's attention to this. And then I could change
| | 01:47 | the color of it if I want.
| | 01:48 | I am going to go back to my bright green.
And there's no note attached, but again I
| | 01:53 | can right-click, choose Open Pop-Up Note, and I am
going to say, "make text larger and fix line spacing."
| | 02:02 | There we go.
| | 02:05 | So she will know what to do with that.
| | 02:07 | There are some other tools that are
sort of handy, like the Pencil tool.
| | 02:10 | I think it's the one
that's most like real life.
| | 02:13 | I just want to indicate that this gradient,
this orange gradient that goes on top of the
| | 02:17 | image, is really hiding some detail back there.
| | 02:20 | So I draw, just like I would with a marker,
and then I can right-click, Open my Pop-Up
| | 02:25 | Note, and say, "lighten gradient to show
photo," and then close my pop-up note.
| | 02:33 | And again, I can right-click on that marker
and I can choose Properties, I can change
| | 02:38 | the color, and I can change the
weight of it so it's more apparent.
| | 02:44 | So at the end of this, I have the choice of
either sending this marked-up PDF back to
| | 02:49 | my collaborator and that sort of fills up
her inbox, or I could sort of peel up these
| | 02:54 | markups and send her only the markups, and
that's going to be much a smaller file, but
| | 02:58 | you will still be able to use it.
| | 03:00 | So I will show you how I could do that.
| | 03:02 | In the Comments pane down here, look for this
little icon, the Options icon, and under the
| | 03:07 | Options, I can choose Export All to Data File.
| | 03:10 | That means export all of my markups.
| | 03:12 | Now this is just a one-page document, but
it could be a 50-page document, and it would
| | 03:16 | harvest all the markups.
| | 03:18 | So when I choose that--and I am just going
to put it on my desktop, and I am just going
| | 03:22 | to call it MyMarkups, for lack of
a better name--and look closely.
| | 03:27 | It's not saving it as a PDF; it's saving it
as FDF. And if you're curious, that stands
| | 03:32 | for Forms Data Format. But all that really
matters is that it's just harvested the markups and
| | 03:38 | it's only carrying them, which means
it's going to be a very small file size.
| | 03:42 | So when I click Save,
now it saved all those markups.
| | 03:45 | So what would she see on the other end?
| | 03:48 | I'm going to revert this file so that it's
back before any of the markups, so this is
| | 03:53 | mimicking what she'd see on her screen.
| | 03:56 | Over here in the Comments list, because I've
sent her the comments separately, I can choose
| | 04:01 | Import Data File.
| | 04:02 | I can find my MyMarkups file.
| | 04:05 | See, it's only 5K, a little bitty file.
| | 04:07 | When I click Open, look what it does.
| | 04:10 | It places all the comments in their correct
position, and now she can see what I marked
| | 04:14 | up, but I didn't load up her mailbox
with an enormous attachment to the email.
| | 04:19 | Then there's one more way that might be sort
of helpful when you're trying to figure out
| | 04:22 | what multiple people have asked for.
| | 04:25 | So I just have one set of markups here,
but this function still is helpful.
| | 04:29 | Underneath this little option,
I can choose Create Comment Summary.
| | 04:35 | So I have some options about
how it's going to create this.
| | 04:37 | There is Documents and comments with connector
lines on separate pages. Well, then I'd have
| | 04:41 | to tape them together. That's no fun.
| | 04:44 | Document and comments with connector lines
on single pages, I kill less trees. Just the
| | 04:49 | comments, well, that's efficient, but then I don't
have the visual relationship with the content,
| | 04:53 | so I'm not crazy about that.
| | 04:55 | Document and comments with sequence numbers, at
least I could map the common markups to the content.
| | 05:01 | This is my favorite: Document and
comments with connector lines on single pages.
| | 05:05 | So the goal is to have something that's a
good reference as I go back to the original
| | 05:09 | file and start to make
these requested corrections.
| | 05:11 | For Font Size, I recommend you choose
Large, and even then, they're kind of tiny.
| | 05:15 | I want all the comments.
| | 05:17 | If there were pages with no comments in a
multipage file, it might be easier to wade
| | 05:21 | through if you eliminate the pages
that don't have markups. Your choice.
| | 05:25 | By default, it's going to include those.
And here again, it's just a one-page file.
| | 05:29 | The Connector Line, when you look at this
little thumbnail, that's the line that goes
| | 05:32 | between the comment text and the location it
refers to. I recommend that you make that
| | 05:37 | something a little more obvious, like red. And now I
am going to ask it to create the Comment Summary.
| | 05:44 | So I am going to zoom in on this
so you can see what's going on.
| | 05:47 | Here are on my markups.
You can see the red connector lines.
| | 05:50 | It says who made the markup,
what kind of markup it is.
| | 05:52 | It even goes down to the second when markup
was made, and you can see, too, it has the
| | 05:57 | text that would have been in the pop-up note.
| | 05:59 | Now this little spec here
indicates that little comma.
| | 06:02 | It's still a pretty small target, but I think
it's easier to pick out of the pack here in
| | 06:06 | the summary than it is as the
little tiny markup in the page.
| | 06:09 | So for me, this is a great roadmap
when I go to make my corrections.
| | 06:13 | Right now it's something that Acrobat
has created, and it's stored only in RAM,
| | 06:18 | so if the power goes out I lose it.
| | 06:19 | So I want to save this in the job folder
so that I can use this as a reference.
| | 06:23 | So to recap, I did my markups, I exported
only the markups as a little FDF file and
| | 06:29 | sent them to her, she
imported the FDF into the PDF,
| | 06:32 | it puts my markups where they ought to be,
and then to have a nice overview of what needs
| | 06:36 | to be done, made a summary of those comments,
and then I would save this PDF, and then that
| | 06:41 | becomes my reference for the
corrections I have to make.
| | 06:43 | I think you're going to find this
really handy, and it doesn't kill trees.
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| Creating email reviews| 00:00 | If you're collaborating with somebody on a
project, or maybe you have to get approval
| | 00:04 | from someone on a project you are working
on, one of the easiest ways to do that is
| | 00:08 | to use Acrobat's Email Review.
| | 00:11 | Under Comment, click the triangle next to
Review, and there it is: Send for Email Review.
| | 00:17 | And you can sort of see a roadmap on
the left of the steps involved.
| | 00:21 | Now there is a screen that
you would see before this.
| | 00:23 | I've already gone through that screen.
| | 00:25 | It asks you for your name
and for your email address.
| | 00:28 | And the reasoning is it has to give you an
identity, and your email address is going to
| | 00:32 | be the return address for the comments that
your reviewers are going to send back to you.
| | 00:37 | And if I didn't want to use this PDF,
I could click Browse, but this is the one I want.
| | 00:41 | So I click Next. And I can either enter an
email address manually or I could click on
| | 00:46 | Address Book button and
open up my address book.
| | 00:49 | So you'll notice that Acrobat
even writes the email for you.
| | 00:52 | It puts in the subject--you can change that
if you want--and it gives some instructions
| | 00:55 | to the recipients, and you can add text or
edit the text that's in there if you want.
| | 01:00 | When you click Send Invitation, it asks how
you like to send it: using your Default email
| | 01:05 | program or by using webmail, and you see
you can ask it to remember your choice.
| | 01:10 | When you click Continue, it's going to
send the email with the PDF attached.
| | 01:15 | Once your recipients have received the email,
made their comments on the PDF, then they
| | 01:20 | can send those comments back to you, and they
have the option to just extract the comments
| | 01:24 | and send them back to you as an FDF file.
| | 01:27 | So now, how do you put those comments back in
this file so that you know what's going on?
| | 01:32 | Here under Comments List, click on the Options
and choose Import Data File. In here I already
| | 01:39 | have two FDF files that were made by my
reviewers, and they're very small files.
| | 01:44 | Instead of sending the whole PDF back,
they've just pulled up those little post-it notes
| | 01:48 | and so forth and send
them back as an FDF file.
| | 01:51 | So when I click Open, now this will
often happen and here's the reason.
| | 01:55 | It's not that there's something wrong.
| | 01:56 | I have my copy of the PDF.
| | 01:58 | There's another copy of this same
PDF that was attached to the email,
| | 02:02 | so it isn't exactly the same file.
| | 02:03 | They're identical, but it's not the
same file, and that's all this means.
| | 02:07 | So it's not a problem. Just click Yes, and
when you do, notice that all the comments appear.
| | 02:12 | You can see the markups in the page and if I go to the
next page, you can see the remainder of the markups.
| | 02:17 | And here in the Comments List, I can see who
has made what comment. And again it tells
| | 02:22 | you right down to the second
when they made the comments.
| | 02:25 | This is really helpful to try to
figure out what each person wants.
| | 02:29 | If one is the boss of the
other, well, you know who wins.
| | 02:32 | And remember that you can always make a summary
of this, and I still find this really helpful.
| | 02:37 | If I choose Create Comment Summary--and I like
the Document and comments with connector lines
| | 02:42 | on single pages, I recommend that you enlarge
the type and make the connector line something
| | 02:47 | a little obvious.
| | 02:48 | I go for red usually unless, I have a red page.
And then when I click Create Comment Summary,
| | 02:55 | this is what Acrobat makes for me, and it's
just an 8.5 × 11 letter-size page that I can
| | 03:00 | print out if I want to or just use it on
screen and not kill any trees. But when you zoom
| | 03:06 | in, you will see that it gives you the name
of the reviewer, the type of the review that
| | 03:10 | they have used--whether they have done a sticky note or
a polygon and so forth--and the text of their notes.
| | 03:15 | So you have all the information you need to
make the corrections that are required, and
| | 03:19 | it's all in one place.
| | 03:20 | It makes for a great roadmap when you go back
to your original document and start making your corrections.
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| Using shared reviews| 00:00 | In a work group you might find that the Email
Review isn't the answer, because in that circumstance
| | 00:06 | each reviewer sees only their own markups.
| | 00:09 | But if you use the Shared Review solution,
everyone can see everyone else's markups.
| | 00:13 | They can communicate with each other,
comment on each other's markups.
| | 00:17 | And if you're truly collaborating on a project,
it's more like being in the same room and
| | 00:21 | discussing what you're working on.
| | 00:23 | So to launch a Shared Review you go to Comment.
Under Review, choose Send for Shared Review.
| | 00:30 | Now, if you don't already have an Adobe ID,
which is free to make, it will ask you for
| | 00:34 | it at the outset.
| | 00:36 | I already have one and I'm already
signed in, so I don't see that screen.
| | 00:39 | Now you have two options for hosting this PDF
| | 00:42 | that's going to be marked
up by a number of people.
| | 00:45 | You can host it for free on acrobat.com, and
that's what this means, Adobe online services.
| | 00:50 | Or if it's sensitive material, you might
want to use your own internal server.
| | 00:54 | I'm going to use the
default Adobe online services.
| | 00:58 | And in this screen, you see
an overview of what happens.
| | 01:00 | You're distributing the PDF so that either
anyone or only your specified reviewers can
| | 01:05 | access and mark up that PDF.
| | 01:07 | They get to make their comments, and they
can be using Acrobat 9 or Reader 9 or later.
| | 01:13 | So if they don't have the most current
version of Acrobat, they can still participate if
| | 01:17 | they at least have version 9.
| | 01:19 | And then when you collect the comments, everybody
can see all the comments. You as the originator
| | 01:24 | of course can see all the comments as well.
| | 01:27 | When I click Next, it's going to authenticate
my Adobe ID, and it creates the subject line
| | 01:33 | and the text of the message, and then it's up to me
to type in the email addresses of the reviewers.
| | 01:39 | So as you type them in,
separate them with a comma.
| | 01:50 | Notice this: you can set an access Level.
So anyone who knows the URL, which is going
| | 01:54 | to show up in the email, could participate,
or I could limit it only to the recipients
| | 01:59 | to whom I've emailed it.
| | 02:01 | And I can also set a Review Deadline.
| | 02:03 | It gives me a bit of lead time,
and I can change that if I want to.
| | 02:07 | If I quick Review Deadline, I can change it.
| | 02:10 | I can even set the hour.
Or I can say No deadline.
| | 02:12 | They can just keep marking it up forever.
| | 02:14 | That's probably not a practical choice.
| | 02:16 | So I'm going to leave the deadline at its
default and then when I click Send, it notifies
| | 02:21 | the recipients and uploads the file.
| | 02:24 | So you notice now there's a yellow bar
across your screen, and it tells you that you can
| | 02:28 | enter your comments, you can publish them, and you
can check for comments from other reviewers.
| | 02:32 | And then you have the notification here that
it's been distributed to the reviewers, and
| | 02:37 | now they can access it.
| | 02:39 | When you're ready to check for new comments
you can just close this little alert and then
| | 02:43 | click the button that says Check for New
Comments. And it consults acrobat.com and it
| | 02:48 | gives you this little alert.
| | 02:49 | It says that there are three new comments,
and when I Click to review, you can see that
| | 02:53 | they are added to the document.
| | 02:55 | So at this point I only have comments in
from one person, but as they keep coming in, I
| | 03:00 | can check periodically and I can find out
what everybody is saying about this document.
| | 03:05 | Now once you're done, you can
change the way it's tracked.
| | 03:08 | You can go over here to Track Reviews,
and you notice that this is still in here.
| | 03:13 | And notice that the file name originally was
SharedReview. What the review process has
| | 03:18 | done is add an _review to it, and what that
means is that your original document is not
| | 03:23 | part of this review.
| | 03:24 | It's made a special document that's going
to be the repository for these comments.
| | 03:29 | So I can take this file out of the review
when I'm done. I can change the deadline.
| | 03:34 | If everybody hasn't finished marking up and
I want to give them a little extra time.
| | 03:38 | Or if I know everybody is done, I can go
ahead and end that review process.
| | 03:41 | It says, "Are you sure?"
| | 03:43 | Because Acrobat is so polite. And when I click Yes,
it's ended the review, but it's still being tracked.
| | 03:49 | So if you want to fully take it out of the
review process, just right-click on it and
| | 03:53 | choose Remove Review from Tracker.
| | 03:55 | Again, it asks if you're
sure, and just say Yes.
| | 03:59 | So in the future when you're working
with a group, remember this Shared Review.
| | 04:04 | It doesn't cost you anything to use these
services on acrobat.com, and it's just a great
| | 04:08 | way for you to collaborate with other workers
and see each other's comments and as I say,
| | 04:14 | collaborate almost as if you were in the
same room looking at a proof together.
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|
|
9. Acrobat FormsUnderstanding interactive forms| 00:00 | Acrobat gives you the ability
to add interactivity to PDFs.
| | 00:04 | Here you have one of the
common examples, interactive forms.
| | 00:08 | When you see that festive lavender bar across the
top, that tells you that this is a fillable form.
| | 00:14 | At the top-right, you see this little
button for highlighting existing fields.
| | 00:17 | If you don't like that blue
highlight, you can turn that off.
| | 00:20 | But it is helpful for readers to understand that
these are live fields that they can type in.
| | 00:25 | And if you're trying to get data back from a
customer, for example, this is a great way
| | 00:29 | to do it because for one thing,
| | 00:31 | you don't have to read their handwriting,
and it means that they don't have to print
| | 00:35 | it out, sign it, fax it back in, and so forth.
| | 00:38 | It's just really much more economical.
| | 00:40 | And there's more to it than just filling
out fields, although that's nice and easy.
| | 00:44 | You can just tab from field to field.
| | 00:46 | You can also have Acrobat
do calculations for you.
| | 00:49 | So, down here, for example, if they want to
place an ad listing, when they check that
| | 00:52 | option, Acrobat fills in the
amount and does the math.
| | 00:56 | If they want to add additional lines,
they enter the number of lines they want,
| | 01:01 | again, Acrobat does the math for them.
| | 01:03 | You notice they're only allowed three lines.
| | 01:05 | What if they try to sneak in four?
They get a little warning.
| | 01:08 | So, what this tells you is that
Acrobat can do some work for you.
| | 01:12 | It can inform your reader.
| | 01:14 | I will tell you that there is a good bit of
work under the hood to make this form work,
| | 01:18 | but simple calculations are
built-in by default in Acrobat.
| | 01:21 | And that can really make life
easy for you and for your reader.
| | 01:25 | Up here we have two buttons. One is to reset
the form, so if Bob made a mistake filling
| | 01:29 | out, he can click that and start over.
And then to submit the data back to you, there's
| | 01:35 | another button that's set to Submit.
| | 01:36 | Now, there are two routes for submitting data.
One is to just email the data back as an email
| | 01:42 | attachment, and that's
very easy for both of you.
| | 01:45 | You can also hook up to
some sort of server process.
| | 01:48 | That requires a little more work on your
part to collaborate with whoever is sitting at
| | 01:52 | the receiving end on the server. And of course,
that's sort of beyond the scope of this course.
| | 01:56 | But I will tell you, I think forms are really
interesting things to create, and in fact,
| | 02:01 | I have a title on lynda.com that's based on
Acrobat 10, but I'll tell you that forms have
| | 02:06 | really not changed since Acrobat 10.
| | 02:09 | So if you have an interest in pursuing forms
a little more deeply, I would suggest that
| | 02:13 | you check that out, and I think you'll find that
forms are maybe more fun than you think they are.
| | 02:18 | So again, this is just a way the Acrobat gives
you abilities to bring a PDF to life, to add
| | 02:24 | a little more to it than
just text and graphics.
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| Creating forms from Word documents| 00:00 | If you need to create a simple Acrobat form,
you can create your artwork in whatever program
| | 00:05 | you're comfortable with, like Word or InDesign
or Illustrator, and then make a PDF from that
| | 00:10 | and let Acrobat help you out.
| | 00:12 | Under Tools and Forms, you choose Create.
| | 00:17 | And Acrobat asks if you
want to start from scratch.
| | 00:19 | And that would be using something called
LiveCycle Designer, which is a separate program that
| | 00:24 | is installed with Acrobat on Windows.
| | 00:26 | But that's not how we're going to do this.
| | 00:27 | I want it to do it from my existing document.
| | 00:30 | So, when I click Next, it says, "Are you
sure you want to use the current document?"
| | 00:34 | Acrobat is always trying to help you out.
| | 00:36 | When I click Continue,
that's how fast it happens.
| | 00:39 | Now, if this were a multipage file with a lot of
complex potential fields, yes, it would take longer.
| | 00:44 | But in this simple file, it's pretty
quick. And it even informs you, hey,
| | 00:47 | you are in Form Editing mode, which is sort
of a little separate mode within Acrobat, and
| | 00:52 | it tells you how to get out of that mode too.
| | 00:54 | So, when I click OK, you can see all the form
fields have been named by the adjacent text.
| | 00:59 | So, if you had an entire paragraph by a potential
field, it's going to give it a really long name.
| | 01:04 | So, things like that
you're going to have to edit.
| | 01:07 | But this does give you a great head start,
and it does a really clever thing with this
| | 01:11 | Credit Card field.
| | 01:13 | So, to test, again, you
have to close Form Editing.
| | 01:15 | Now, I'm back in Main mode. You see the
lavender bar that tells you that this is a fillable
| | 01:20 | form. And then as you type and tab between
fields, it's very easy to start filling out.
| | 01:26 | And look what happens in
this Credit Card Number field.
| | 01:29 | It divides it up into those little
squares. It's really just a visual effect.
| | 01:33 | It's still one field with
just continuous data in it.
| | 01:36 | But it makes it so easy for the person on
the other end to understand how many numbers
| | 01:40 | they have to have and so forth and so on.
| | 01:43 | Again, it's about making it easy for you and
making it easy for the person who is trying
| | 01:47 | to fill out this form.
| | 01:48 | So, the next time you have to create a form,
remember these little controls in Acrobat,
| | 01:52 | and see if it doesn't make
work a whole lot easier for you.
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|
|
ConclusionNext steps| 00:00 | I hope I've gotten you off to a good
start in Acrobat XI Pro, but there's much
| | 00:04 | more to Acrobat than you've seen in this course.
| | 00:07 | And when you're ready to dig a little bit
deeper, let me recommend some resources.
| | 00:11 | Acrobatusers.com provides tutorials and
tips and tricks and answers to commonly
| | 00:16 | asked questions about Acrobat and PDFs.
| | 00:20 | Acrobat.com provides information
about services that Adobe offers related
| | 00:24 | to PDFs, and Acrobat.
| | 00:26 | And if you're having technical issues,
the forums on the Adobe website are a great resource.
| | 00:31 | Just go to forums.adobe.com and then
from the Forum list, pick the software
| | 00:37 | you're interested in and click Go.
| | 00:39 | Now, these are primarily user-to-user
forums, but there are Adobe folks that
| | 00:44 | participate, and I will tell you that
this is one of the first places I go when
| | 00:48 | I'm having a technical issue.
I think you'll find them very helpful.
| | 00:52 | And of course, lynda.com is a great
resource for all things Acrobat and more.
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