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Working with portfolios

From: Acrobat X Essential Training

Video: Working with portfolios

Let's take a look at a portfolio. What's a portfolio? It's not really just a series of your beautiful artwork; it's actually a specific kind of PDF that's been available since Acrobat 9. It's a single PDF, as you can see here, I have one called TwoTrees_portfolio.pdf, but it's essentially a PDF that contains a number of other files that are actually compressed, or zipped. You don't see anything about zipping when you open up the PDF. You only have to attach one PDF when you're sending it via e-mail, but the person who receives it gets a treat when they open it.

Working with portfolios

Let's take a look at a portfolio. What's a portfolio? It's not really just a series of your beautiful artwork; it's actually a specific kind of PDF that's been available since Acrobat 9. It's a single PDF, as you can see here, I have one called TwoTrees_portfolio.pdf, but it's essentially a PDF that contains a number of other files that are actually compressed, or zipped. You don't see anything about zipping when you open up the PDF. You only have to attach one PDF when you're sending it via e-mail, but the person who receives it gets a treat when they open it.

Watch. I will double-click, and the portfolio opens in Adobe Acrobat. It would also open the same way in Reader. So what we're looking at is a collection of various files--not just PDFs, but it includes PDFs here, you can see from the file names-- inside a single wrapper PDF called TwoTrees_portfolio.pdf at the top. The very top section here is this banner that gives it some branding, saying this is the Two Trees Information Pack, and here is a logo from Two Trees, and then the bottom part is where you access the files.

You can see, at a glance, that this document has at least six files. We have got some PDFs. We have an Excel file, a PowerPoint presentation, and then we have a couple of folders: Flash media and Head shots. If I double-click Flash media folder, I can see the little cards--these are called--for the files inside that folder, a PDF file, a movie file, and a SWF file. To go back to the folder, I'd click Flash media.

Same thing for Head shots. Double-click that one, and I can see all these lovely Head shots. I can go back to Head shots, or I can just click the little x upper-right. To see these documents up closer, you can just double-click them. Like, if I double-clicked NDA.pdf, what opens up is what's called a Full Preview, and I can use a little Navigation bar at the bottom to cycle through every page. Now this is actually a JPEG preview, so it's not the actual PDF. To open up the actual PDF, I would click the link up here called Open File.

But it's nice that I don't have to actually open up every single PDF, or file here, just to get an idea of what it contains, especially with PDFs, because you can view every page of a PDF. I am clicking the left and right arrows here to show you the previous and next file. So like here is the very first file, the employee handbook which we've been using in lot of the videos in this title, and I can click through the different pages just by clicking the up and down arrows, or I can swipe over here and say, let me see what's on the very last page. Press Enter or Return.

We have two other buttons in the left, next to the separator bar. The i says Show info view, and if I click it, I get a little info tab that gives me more information about this file, its size, when it was created and last modified, any tags associated with it-- these are useful for searching--and a description: "Here is your handbook, please read it and then return the Verification form." So to close that, I can just click that little x here. And then the other icon here with little dog-eared page with the downward pointing arrow means Extract File.

So if I want to I can just make a copy of this file elsewhere. It doesn't remove it from the portfolio. It just makes a copy and puts it elsewhere. So, for example, if I wanted to forward just this file on to somebody, I can do it that way. Or I could click Open File, and then edit it as I need to, or do a Save As and save it with the different name elsewhere. So when you have a PDF open that you have opened up from a portfolio, it's the same as if you would open it just directly form your operating system. I'll close this PDF and return to the portfolio.

Now if you have a file type in the portfolio that Acrobat can't preview, like say this Excel file, you can still double-click it; you just get the little icon here. And instead, you need to open the file, and it would open it up in the original application. So this is called the Layout View, and you can see in the bar at the top that there is also a Files view. I'll click Files. Files view is a very handy list view of everything included in this portfolio, without any distracting background graphics or branding. Plus, you can see all the descriptions at a glance.

You can also sort just by clicking in one of the column names. For example, if you want to see what is the largest, sort it by largest to smallest, or smallest to largest, just click in the Size field. You can also double-click any one of these files to open it. And because I am double-clicking a non-PDF file-- this is a PowerPoint--Acrobat is asking me, "What should it do with this kind of file?" And I know that whenever I double- click a PowerPoint file, I want you to go ahead and just open up right up in PowerPoint, and then I can click that and click OK.

I am not going to actually open up right now, so I will click Cancel. So sometimes if Layout View is a little too distracting, if you figure out like, where is that file that you really need to use that was in this portfolio, you can just go directly to the Files view. From either view, you can do a search, and you can print, and you can attach the entire PDF to an e-mail or use the sharing online service. So if I wanted to print a PDF, for example, I could select this one--maybe I want to print two PDFs, so these two-- and then I go directly to the Print icon or go to File > Print, and notice that in the Print dialog box, Selected PDF file is automatically selected.

Let's go back to Layout view, and we'll do a search. So if I search for say, "payroll," it searches through all the documents that it can get access to--in other words all of the PDF files--and when it finds a hit inside of a PDF file, it opens up like a regular Search panel, where it shows you the found results in context. And you can click to open up to that page, and get that word selected in the PDF.

I will click another one, so it jumps right down there. I will close the share, and you can see that I am actually still looking in preview, but if I want to, I can actually open up the file. Let's close this. So this is what a portfolio looks like in Acrobat. In Reader, it looks essentially the same except you don't have the Edit button, all right? But in Reader users will open up in layout by default, and they will have Layout and File View too. They will be able to search. They will be able to print. So it's a very nice, slick way to include a bunch of different files in one PDF.

Show transcript

This video is part of

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Acrobat X Essential Training

97 video lessons · 30964 viewers

Anne-Marie Concepción
Author

 
Expand all | Collapse all
  1. 1m 53s
    1. Welcome
      1m 33s
    2. Using the exercise files
      20s
  2. 55m 0s
    1. Opening documents and moving them around
      6m 3s
    2. Working with the toolbars
      5m 59s
    3. Working with the panels
      3m 43s
    4. Customizing the toolbar with Quick Tools
      4m 40s
    5. Using the Pages panel to navigate
      3m 57s
    6. Selecting and copying text and graphics
      3m 24s
    7. Rotating pages
      4m 49s
    8. Changing the viewing options
      6m 12s
    9. Reviewing preferences
      7m 6s
    10. Finding words and phrases
      2m 35s
    11. Searching a PDF and working with the Search panel
      4m 21s
    12. Sharing PDFs by email and with Adobe SendNow
      2m 11s
  3. 33m 18s
    1. Creating PDFs from Microsoft Office applications
      9m 46s
    2. Creating PDFs from Creative Suite applications
      8m 57s
    3. Creating PDFs from within Acrobat Pro
      4m 27s
    4. Creating PDFs from a web site
      8m 22s
    5. Creating PDFs from the clipboard
      1m 46s
  4. 30m 58s
    1. Editing text
      8m 51s
    2. Adding text
      4m 40s
    3. Editing images and graphics
      3m 39s
    4. Changing the page number display
      3m 48s
    5. Digitally signing PDFs
      6m 26s
    6. Cropping pages and documents
      3m 34s
  5. 1h 6m
    1. Adding watermarks
      6m 17s
    2. Adding page backgrounds
      5m 41s
    3. Adding page numbers
      5m 56s
    4. Adding headers and footers
      9m 7s
    5. Adding bookmarks
      11m 30s
    6. Attaching files to a PDF
      7m 11s
    7. Adding metadata
      3m 45s
    8. Optimizing a PDF for file size and compatibility
      10m 12s
    9. Creating initial view settings
      7m 16s
  6. 37m 59s
    1. Adding hyperlinks to URLs
      7m 33s
    2. Creating links with the Link tool
      6m 9s
    3. Working with interactive actions
      6m 56s
    4. Creating and adding buttons
      6m 28s
    5. Adding video, sound, and SWF files
      7m 29s
    6. Adding page transitions
      3m 24s
  7. 27m 12s
    1. Extracting pages
      3m 53s
    2. Splitting a PDF into multiple files
      4m 13s
    3. Inserting pages from files and other sources
      5m 42s
    4. Moving, copying, and replacing pages
      8m 17s
    5. Combining PDFs
      5m 7s
  8. 27m 9s
    1. Exporting text
      8m 33s
    2. Exporting images
      6m 33s
    3. Exporting PDFs to Microsoft Word
      7m 21s
    4. Exporting PDFs to Microsoft Excel
      4m 42s
  9. 26m 27s
    1. Working with portfolios
      6m 57s
    2. Creating portfolios
      6m 26s
    3. Customizing portfolios
      7m 23s
    4. Optimizing backward compatibility
      5m 41s
  10. 32m 9s
    1. Creating an interactive form
      6m 42s
    2. Working with form fields
      6m 41s
    3. Editing field properties
      5m 34s
    4. Distributing and collecting forms
      9m 43s
    5. Enabling Reader to save form data
      3m 29s
  11. 34m 26s
    1. Adding sticky notes and other annotations
      9m 2s
    2. Using the drawing markup tools
      6m 10s
    3. Viewing, filtering, and replying to comments
      5m 24s
    4. Printing, summarizing, and exporting comments
      6m 35s
    5. Exporting comments to Word for Windows
      3m 28s
    6. Enabling extended commenting in Acrobat Reader
      3m 47s
  12. 25m 29s
    1. Understanding the different review processes
      2m 7s
    2. Using the email review process
      4m 33s
    3. Conducting a shared review with Acrobat.com
      6m 54s
    4. Using the Review Tracker
      4m 32s
    5. Using the Collaborate Live review process
      7m 23s
  13. 31m 2s
    1. Reviewing the print production tools
      5m 18s
    2. Previewing color separations
      3m 51s
    3. Using the Object Inspector to learn details
      3m 13s
    4. Working with the Preflight dialog box
      5m 34s
    5. Fixing hairlines
      3m 57s
    6. Converting colors
      2m 27s
    7. Saving as a standards-compliant PDF
      6m 42s
  14. 19m 16s
    1. Scanning a paper document to PDF
      4m 44s
    2. Setting up optimization options
      6m 48s
    3. Recognizing text in a scanned PDF
      4m 43s
    4. Reviewing and correcting OCR suspects
      3m 1s
  15. 17m 18s
    1. Using the built-in Actions for automation
      5m 32s
    2. Editing Actions
      4m 7s
    3. Creating new Actions
      4m 51s
    4. Sharing Actions with others
      2m 48s
  16. 35m 27s
    1. Choosing a security method
      5m 27s
    2. Password-protecting a PDF
      7m 28s
    3. Securing a PDF with a certificate
      5m 6s
    4. Creating a digital id
      5m 43s
    5. Removing sensitive content with the Redaction feature
      6m 52s
    6. Revealing and clearing hidden information
      4m 51s
  17. 33m 45s
    1. Opening and navigating PDFs in Reader
      7m 30s
    2. Adding comments
      3m 14s
    3. Viewing extended features
      6m 53s
    4. Digitally signing a PDF
      6m 15s
    5. Sharing PDFs
      2m 29s
    6. Using Acrobat.com
      7m 24s
  18. 3m 54s
    1. Final thoughts
      3m 54s

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