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In Acrobat X Essential Training, author Anne-Marie Concepción demonstrates how to create, modify, review, and share PDFs in Adobe Acrobat X Standard or Pro. Starting with a tour of the new panels-based interface, the course covers the basics of the software, such as creating and customizing PDFs, searching, editing text and graphics, and extracting PDF content to use in other programs. Also included are tutorials on creating forms, inserting interactivity and rich media, using the prepress tools, combining PDFs with other types of files to create customized portfolios, and ensuring document security. Exercise files accompany the course.
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.
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