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Using the Organizer

From: Acrobat 9 Pro Essential Training

Video: Using the Organizer

As you become more familiar with Acrobat, you're going to realize that you have probably opened lots and lots of PDFs throughout your day. That's where the Organizer steps in. We are going to take a look at the Organizer and after viewing this video you're going to be able to see that the Organizer will help you to more effectively locate, as well as even organize files, PDF files that you come into contact everyday. Now I don't have a file opened yet because the Organizer is away for us to see not only files we have opened in the past but as an organizational tool. So the Organizer is located under the File menu. By clicking File, you will see it says the Open menu.

Using the Organizer

As you become more familiar with Acrobat, you're going to realize that you have probably opened lots and lots of PDFs throughout your day. That's where the Organizer steps in. We are going to take a look at the Organizer and after viewing this video you're going to be able to see that the Organizer will help you to more effectively locate, as well as even organize files, PDF files that you come into contact everyday. Now I don't have a file opened yet because the Organizer is away for us to see not only files we have opened in the past but as an organizational tool. So the Organizer is located under the File menu. By clicking File, you will see it says the Open menu.

Obviously that opens files as well as the Organizer. Organizer like I said is an excellent way to be able to see files you have opened before, I do want to point out like a lot of other programs out there, at the bottom down here at the File menu, you will see the History, there is a list of files that you have opened recently and the list is only so long and the top one is the last one you've had open. The History is actually part of the Organizer. The History shows you all the PDFs you've opened, today, yesterday, the last seven days, etcetera. And you're going to see in that menu that pops open, Open Organizer.

So either opening Organizer from here or up at the top of the File menu, you will see it says Organizer we can do the same thing here. The menu under Organizer at the top of this File menu, you have more features that we can look at. We are going to take a look at what's called Collections in just a minute here. Click Open Organizer and that should launch the Organizer itself. The Organizer is a separate Window, it allows you to keep it open as long as you have Acrobat open and we can see a lot of the files we have already opened throughout our day. Typically by default the History on the left-hand side over here, you will see it says Today and that's selected, shows every PDF you've had open today.

I know people who just don't like this thing simply because they know what they have opened, they know where the PDFs are but when you open a file, it gets logged in here as your history. So as you click in a file, you can see it on the right-hand side. It even shows you a preview. I absolutely love that, simply because when I click on one of the files- If I'm looking at a file, I'm like, is that the right version? Is that the right one that I want I look at? On the far right over here where the Preview area is you have a Zoom. There is Dynamic Zoom at the very bottom. Clicking-and-dragging that Slider to the right will dynamically zoom in, dynamically zoom out, and of course you have a plus and a minus to zoom in and out.

The Organizer is not just a way to see these files but you can also organize them and find files from elsewhere. PDF files that is. Now looking at the top up here where it says Today, what you're looking at. To the right, you're going to see it says Sort by. Right now it's Last Open Date. So as you open these things, you're going to see a time/date stamp here, which is telling you exactly when you opened them. They'll sort by that. If you want to you can reverse the sort order by clicking on this, it looks like a little staircase right here. So that reverses the sort order for you. A lot of you have used things like this in other programs, meaning you have clicked on these kinds of icons, so you probably would be used to some of these.

Sort by allows you to sort by all sorts of things, and this is a great feature, simply because may be you're trying to find a file based on a file size. I actually do that all time because I have three brochures and one of them is huge because that's the final version. That's got all these pages in it. You can sort by file size. So look right here right now, the smallest file size is on top, largest on the bottom, I can reverse that order or re-sort by clicking on the button here and kind of switch it. So as you find the file you want you can simply open it by double-clicking or there is an Open button at the top here.

So it's not only a way to see the files but a way to interact with them by opening them and working with them. On the left I guess that is the History. If you go below that you're going to see there is a separate panel out here. This is the way for you to navigate your document to be able to see any files that are not in History. You also have the ability to store what are called Favorite Places. These are things that you see a lot. So for instance clicking on the desktop will show me all the PDFs I have out there. Now if you click on your desktop, yours may look a little different out here, but I've got this PDF on my desktop right now. If I wanted to I could open it, I could do all sorts of things to it, but it's just a way for me to navigate.

The great thing about this area over here, this is actually called your Favorites Places, you can see it right there. I can save things as my favorites. For instance, look in the left seeing desktop, clicking the plus, I could see I have my Exercise_Files folder over there. If you either navigate to your hard drive or somewhere on your desktop let's say and you click and find a folder and you want to be able to save that, if you look on the right you're going to see after I click in the folder, there are no PDFs because there are a lot of folders in there. By clicking on the plus I will see other folders that we've got throughout our exercises here and if I click on let's say 01_interface, I'll see the two PDFs in there.

Suppose throughout your daily workflow, you decide that you're going to get in this folder a lot. You can actually save this as a Favorite Place. There's a couple of ways to do this. Looking at the bottom you're going to see a little folder with a star. Clicking on that star allows you to save it as a Favorite Place. I'm going to minimize the desktop by clicking on the minus here after it says, it's going to say Browse for folder. I've got my Exercise_Files open. I want to say interface, save it as a Favorite Place. I click OK, you'll see right there it's selecting the folder. What that does if I close the desktop in the left, you will see it adds the interface folder right here as a Favorite Place.

It's basically just a shortcut to a folder you go to a lot. So this is your Favorite Place, and this is saved in here basically forever. So as I click on this, I'll be able to see all the PDFs inside. Now the other feature we have out here with the Organizer is called Collections. You've got a PDF file sitting on your desktop, you've got a PDF on the network and maybe they are all part of the same customer you're working for. Instead of moving these PDF files into a single folder, what you can do is you can loosely associate them through a collection. So for instance, I've got this marketing analysis spreadsheet, so as I know that one of my customers is using this and when next time I want to be able to work with this customer, I would be able to pull up, two PDF files pretty quickly.

So what I can do is I can take this little PDF file here and simply drag it over to Collection. It adds it to the Collection itself, and next time I want to see that file instead of going to this interface folder, I can simply click on Collection over here in the lower left and it shows me that PDF. I didn't move the file, the PDF file. It just created a shortcut to it. Like I said, as you're working let's suppose you've got a customer and you're trying to get all the files together from, you don't have to actually move the files, you can simply associate them with what's called the Collection. So if I go to my interface folder here like I said, and I want to take the brochure and associate it with it as well or any other folder for that matter, any file I want to associate with Collection, I could simply drag in there and next time I click on it, I'll see them in it.

So I guess that easy way to work with files. Now you can name these collections if you'd like. If you right-click on Ctrl+Click on Mac on the Collection folder or name itself it will say Create a New Collection, you can create your own if you want, these are just some generic place holders for you to use, 1, 2, 3; you can rename them, you can delete them or you can add more files by browsing. So I'm going to rename this, so I go with Rename, I'm going to call this as the Jackson project. So suppose I'm working for a company and I have this project I'm always working on.

I can just associate the files together. Now if I want to add another file, let's suppose I've got a PDF file I want to add and it is adding just PDF files and it's in a different folder. I right-click on the Jackson project there, I'll see it says Add Files, by choosing Add Files, browse then to go out and navigate my desktop here. I'm going to go find a folder, it could be anywhere, it could be on a network, etcetera. I'm going to go into the 02_create folder, find the PDF grun_project for instance, and let's suppose this is the presentation that I want to associate or one of these presentations I want to associate with this customer. I can simply choose one, click Add and it associates it with the Collection, you'll see there is a nice little preview there.

Like I said it doesn't move it, it just loosely associates them. You can easily get rid of these collections by deleting them. If you right-click on one, you'll see Delete Collection, it does not delete the original file, it just deletes the actual association. So Collections are great feature you can work with. If you look at the very top of the Organizer, you will see that you can print documents out of here. You can actually e-mail them directly; it attaches them to your e-mail. You can select multiple PDF files or multiple files here by using your Shift key or Ctrl or Command on Mac and combine them, that will combine them into a single PDF file, and in another video we will get into that.

If you select a single PDF in here, you'll see it says Send for Review. We have the ability to create a review process. So the Organizer is an effective way to more quickly find files that you have recently opened and a tool to help organize the PDFs you encountered throughout your day. So you can close the Organizer if you like, and if you want to you can keep it open, it's always open as long as Acrobat is open. I'm going to close this.

Show transcript

This video is part of

Image for Acrobat 9 Pro Essential Training
Acrobat 9 Pro Essential Training

100 video lessons · 41708 viewers

Brian Wood
Author

 
Expand all | Collapse all
  1. 1m 4s
    1. Welcome
      22s
    2. Using the example files
      42s
  2. 56m 38s
    1. Getting started with Acrobat 9 Pro
      1m 40s
    2. Understanding the difference between Acrobat and Adobe Reader
      2m 22s
    3. Navigating PDF documents
      5m 24s
    4. Understanding the interface
      2m 22s
    5. Customizing the toolbars
      7m 14s
    6. Working with the navigation panels
      5m 13s
    7. Using the zoom tools
      7m 4s
    8. Understanding the window views
      6m 23s
    9. Using the Organizer
      8m 19s
    10. Auto-saving
      1m 43s
    11. Using the Full Screen and Reading modes
      8m 54s
  3. 1h 25m
    1. Creating a PDF from Word
      11m 10s
    2. Creating a PDF from Excel
      9m 40s
    3. Creating a PDF from PowerPoint
      9m 43s
    4. Creating a PDF from Outlook (Windows only)
      6m 28s
    5. Creating a PDF from the web
      9m 14s
    6. Creating a PDF from a file
      2m 56s
    7. Setting PDF file preferences
      2m 21s
    8. Creating a PDF from copied content
      2m 44s
    9. Creating a PDF from a scanner
      6m 50s
    10. Optimizing a scanned PDF
      4m 27s
    11. Creating a PDF from a blank page
      7m 17s
    12. Creating multiple PDFs in a batch
      3m 34s
    13. Creating PDFs from InDesign, Illustrator, and Photoshop
      8m 44s
  4. 57m 38s
    1. Combining documents
      5m 21s
    2. Creating a merged document
      6m 56s
    3. Creating a PDF Portfolio
      5m 26s
    4. Adding files or folders to a PDF Portfolio
      4m 13s
    5. Customizing PDF Portfolio options
      9m 3s
    6. Previewing native files in a PDF Portfolio
      5m 47s
    7. Searching in a PDF Portfolio
      4m 6s
    8. Running commands on a PDF Portfolio
      9m 31s
    9. Applying security to a PDF Portfolio
      5m 33s
    10. PDF Portfolios and previous versions of Acrobat or Adobe Reader
      1m 42s
  5. 2h 1m
    1. Inserting and deleting pages
      4m 48s
    2. Embedding and removing thumbnails
      2m 54s
    3. Moving, rotating, and cropping
      8m 28s
    4. Extracting and replacing pages
      5m 8s
    5. Splitting PDFs
      4m 12s
    6. Renumbering pages
      5m 21s
    7. Adding headers and footers
      8m 57s
    8. Creating watermarks and backgrounds
      10m 21s
    9. Copying content
      6m 57s
    10. Editing text
      10m 29s
    11. Adding text using the Typewriter tool
      6m 1s
    12. Touching up objects
      9m 34s
    13. Using Bates numbering
      8m 10s
    14. Comparing PDF documents
      8m 13s
    15. Setting document properties
      8m 54s
    16. Reducing file size
      4m 29s
    17. Examining a document
      4m 15s
    18. Attaching documents to a PDF
      4m 41s
  6. 25m 1s
    1. Understanding bookmarks
      2m 17s
    2. Creating bookmarks
      1m 30s
    3. Bookmarking specific items
      2m 14s
    4. Nesting bookmarks
      2m 1s
    5. Editing bookmark destinations
      4m 52s
    6. Bookmarking shortcuts
      4m 4s
    7. Bookmarking actions
      6m 37s
    8. Using the Bookmarks navigation panel and the Initial View setting
      1m 26s
  7. 33m 35s
    1. Using links
      3m 26s
    2. Creating links
      4m 42s
    3. Editing links
      12m 18s
    4. Using cross-document linking
      3m 54s
    5. Creating destination links
      6m 36s
    6. Using link shortcuts
      2m 39s
  8. 28m 52s
    1. Exporting images from a PDF
      8m 34s
    2. Exporting text from a PDF
      4m 23s
    3. Exporting to Word
      6m 55s
    4. Exporting to HTML
      5m 27s
    5. Batch-processing an export
      3m 33s
  9. 2h 4m
    1. Viewing comments
      8m 8s
    2. Adding sticky notes
      6m 18s
    3. Using the Text Edits tool
      4m 17s
    4. Using the Stamp tool
      6m 39s
    5. Using highlights, underlines, and strikethroughs
      3m 28s
    6. Attaching files as comments
      3m 5s
    7. Recording an audio comment
      3m 54s
    8. Using the drawing tools
      9m 37s
    9. Enabling commenting in Reader
      1m 54s
    10. Understanding the different review processes
      4m 34s
    11. Attaching a PDF for email review
      11m 44s
    12. Using the Shared Review feature
      16m 8s
    13. Reviewing via Acrobat.com
      12m 12s
    14. Using the Collaborate Live feature
      6m 29s
    15. Using the Review Tracker
      8m 6s
    16. Exporting and importing comments
      4m 32s
    17. Reviewing comments
      7m 7s
    18. Summarizing comments
      6m 10s
  10. 13m 29s
    1. Using Basic Find
      2m 45s
    2. Using Search
      6m 18s
    3. Advanced searching
      4m 26s
  11. 27m 1s
    1. Showing security properties for a PDF
      2m 25s
    2. Enabling Encrypt with Password security
      6m 13s
    3. Removing Encrypt with Password security
      2m 19s
    4. Managing security policies
      5m 57s
    5. Redacting
      10m 7s
  12. 18s
    1. Goodbye
      18s

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