IntroductionWelcome| 00:04 | Hello! I'm Anne-Marie Concepcion, and
welcome to Acrobat X Essential Training.
| | 00:09 | Adobe Acrobat X is Adobe's flagship
program that lets you create, manage, edit,
| | 00:15 | and enhance the PDF documents that
are used around the world by millions of
| | 00:19 | people to share and distribute their files.
| | 00:21 | In this course, I'll be showing you how
to import and convert native documents
| | 00:25 | from a variety of programs to PDF, and
then to export them from PDF back out to
| | 00:30 | programs like Microsoft Word and Excel;
how to create interactive PDFs and put
| | 00:36 | together beautiful PDF portfolios; how
to add rich media like Flash Video and
| | 00:40 | MP3s that can be played
directly in Reader and Acrobat;
| | 00:44 | how to collaborate on document reviews,
whether by e-mail or via a cloud server
| | 00:49 | like the free Acrobat.com; how to
create interactive forms, and then easily
| | 00:54 | distribute them and collect the form data;
| | 00:56 | how to use the most powerful print
production tools to check and correct your
| | 01:00 | files for commercial printing; how to
secure PDFs with passwords and other
| | 01:05 | methods; and how to easily
find and delete sensitive data.
| | 01:09 | I even cover the free Adobe Reader,
which is also at version X, and for the
| | 01:14 | first time lets users add comments to
any PDF and save those in the files.
| | 01:19 | Acrobat has long been my favorite Adobe
program, mainly for its breadth of tasks
| | 01:24 | that it can do, and I'm thrilled to be able to
share what I know about Acrobat X with you today.
| | 01:29 | So, let's get started with
Acrobat X Essential Training.
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| Using the exercise files| 00:00 | If you have access to the exercise
files for this course, you can put them on
| | 00:04 | your desktop as I have,
or anywhere else you want.
| | 00:07 | The top folder contains subfolders
for each chapter, which contain the
| | 00:11 | exercise files themselves.
| | 00:13 | If you don't have access to these
files, you can follow along with your own
| | 00:17 | files as we proceed through the course.
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1. Getting StartedOpening documents and moving them around | 00:00 | So, let's begin our exploration of
Adobe Acrobat Pro by just opening up a PDF
| | 00:05 | and moving around in it.
| | 00:07 | To do that, I'm going to go to
the File menu and choose Open.
| | 00:12 | The keyboard command, as in most
other programs, is Ctrl+O or Cmd+O if
| | 00:17 | you're on a Macintosh.
| | 00:19 | Now I'll open up this Handbook.
| | 00:22 | By default, PDFs open at their
widest possible amount in Adobe Acrobat.
| | 00:27 | So, one of the first things that
you're going to want to do would be to
| | 00:30 | reduce the view scale.
| | 00:32 | So this document, right now, is
we're looking at it at 130% in size.
| | 00:37 | What I could do would be to click this
button right here, which fits the page to
| | 00:41 | the window so I can get an idea of how
large an individual page in this PDF is.
| | 00:46 | So it's a little easier to deal with in my
opinion, unless I was really needed to zoom in.
| | 00:50 | You don't need to be zoomed in that much.
| | 00:51 | Now, the other thing that I always
want to know when I open a PDF is how many
| | 00:54 | pages are in this document and which
page am I looking at, and you can discover
| | 00:58 | that up here in the toolbar, on the left-
hand side, where this readout tells you
| | 01:03 | how many pages there are and
which page is currently active.
| | 01:05 | So, I'm on Page 1 of a 23-page PDF.
| | 01:09 | If I want to go to page 10 because my
colleague said, look at page 10 of this
| | 01:13 | PDF, I can just select the current page,
type 10 on my keyboard, press Enter or
| | 01:19 | Return, and I'm jumped to page 10 of that document.
| | 01:22 | You can move from page to page in any
way that you would be normally inclined to.
| | 01:26 | For example, you can press the up and
down arrow keys to the left of the page
| | 01:30 | number field, to move up
and down pages in the PDF.
| | 01:35 | You can also use the scroll wheel on your mouse.
| | 01:38 | Right now I'm scrolling down, or
scrolling up, and you can see the scroll tab on
| | 01:43 | the far right scrollbar move in
unison, and you can drag that as well.
| | 01:48 | If you drag the scrollbar, depending on
the view that you're looking at, you'll
| | 01:52 | see a little page icon appear that
gives you a little preview of the page that
| | 01:56 | you're going to land on if you
release the scroll tab at that point.
| | 02:00 | So there's page 10 of 23.
| | 02:01 | If I want to see what it looks like
further down, because there is a table that
| | 02:05 | I'm looking for, I can quickly locate
it just by scrolling in the scrollbar
| | 02:09 | without having to scroll
through the entire document.
| | 02:12 | So you can see there's a little
purple table in that preview on Page 19.
| | 02:16 | So I'll release the mouse
button now and there is the table.
| | 02:19 | This is little hard to read because we
are zoomed out to 49.2%, as you can see
| | 02:25 | up here in the menu.
| | 02:27 | To zoom in, you can use the Plus key (+)
to zoom in, the Minus key (-) to zoom out.
| | 02:31 | But I'll tell you, I almost always
use the keyboard shortcut which would
| | 02:34 | be Ctrl+Plus to zoom in.
| | 02:37 | That's the Plus symbol (+) right above
the Equal sign (=) on your keyboard, or
| | 02:41 | Ctrl+Minus, which is actually the hyphen (-).
| | 02:43 | Of course, on a Macintosh,
substitute Cmd for Ctrl.
| | 02:46 | So, I'll Ctrl+Plus to zoom in, and you can
continue zooming in as much as you want.
| | 02:51 | Take a look at this view scale percentage.
| | 02:53 | We're at 400% now, and if that wasn't close
enough, you can go to 6400% if you wanted to.
| | 03:00 | And then zooming out, Ctrl+Minus, you can
continue zooming out all the way to 1%,
| | 03:06 | which I think beats the record for
any other program known to mankind.
| | 03:10 | I don't know why you'd ever want to zoom
out to 1% but there is. You paid for it,
| | 03:14 | you might as well try it.
| | 03:15 | Let's go to 100% and the keyboard
shortcut for that would be Ctrl+1.
| | 03:20 | The other keyboard shortcut I use a lot
in addition to Ctrl+Plus, Ctrl+Minus is Ctrl+0,
| | 03:26 | which is the same thing as pressing
this button, that's Fit in Window.
| | 03:29 | But I'm going to press Ctrl+1 to go
back to 100% size, and then I think I'll
| | 03:34 | zoom in a little bit more because I
want to make sure that I'm able to read
| | 03:39 | every single word of this wonderful PDF.
| | 03:41 | Let's say that you're zoomed in very
closely and that you want to look at
| | 03:44 | something further down on the page.
| | 03:47 | You could, of course, use the scroll
wheel or the scroll bars, but another thing
| | 03:51 | you might want to use is the Hand
tool, which - either the Hand tool or the
| | 03:55 | Selection tool is the tool that
you use most often in the program.
| | 03:58 | Now, the Hand tool lets you pan the
page around within the window just by
| | 04:04 | dragging on the page.
| | 04:06 | So you can see as I drag, it turns
into a little fist as though I'm actually
| | 04:09 | moving it around on my desk.
| | 04:12 | So, it really is only in effect when
you're really zoomed in, and it's a nice
| | 04:18 | fast way to quickly get to another
section of the document without having to
| | 04:21 | use the scrollbars.
| | 04:22 | If you can see the entire page,
then the Hand tool really does nothing.
| | 04:25 | Now, let's open up another document.
| | 04:28 | Go to File > Open again.
| | 04:30 | I'm going to open up a newsletter, and
again the newsletter opens up really large.
| | 04:36 | I'd like to see how large the page is
exactly, so I'll just go ahead and click
| | 04:41 | the fit page in window and there we go,
| | 04:43 | it's a normal letter-sized page.
| | 04:45 | One thing I want to call your attention
to, especially if you're coming from the
| | 04:48 | Creative Suite programs, is that we're
not using tabbed browsing, sort of like
| | 04:53 | how web browsers use tabbed documents.
| | 04:55 | That's how all the other Creative Suite
programs work, but not Adobe Acrobat.
| | 04:58 | Adobe Acrobat is still old-school where
it puts one document right on top of the
| | 05:02 | other document, kind of like how
it works in many other programs.
| | 05:06 | So, if you want to see what happened
to that first document, to the Employee
| | 05:09 | Handbook, you go to the Window menu,
and at the bottom of the Window menu is a
| | 05:13 | list of all the open documents in the program.
| | 05:16 | The one that you're currently
looking at has a check mark next to it.
| | 05:19 | So if you want to go to
Employee Handbook, we just choose that.
| | 05:23 | Let's go back to the newsletter by
going to Window and choosing newsletter, and
| | 05:27 | now, to close all the documents, we'll
click the little Close box at the upper
| | 05:30 | right-hand corner, and
we're back to where we started.
| | 05:33 | Notice that Open a Recent File has got
a list of the recent files that you've
| | 05:36 | opened, and of course, a nice
little button to quickly jump to the Open
| | 05:40 | command, and then some shortcuts to
quickly get started with some frequent
| | 05:45 | actions that you'll be taking in
Acrobat Pro that we'll be covering in detail
| | 05:48 | later on in this title.
| | 05:50 | So, now you know the basics of moving
around a PDF in Adobe Acrobat, and if you
| | 05:55 | didn't quite get it in this
lesson, don't worry about it,
| | 05:57 | you'll have plenty of time to practice
because we'll be doing this over and over
| | 06:00 | again in all the other videos in this title.
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| Working with the toolbars| 00:00 | Let's take a look at the all-important
tools in the toolbar - and those are these
| | 00:04 | little icons up here at the top -
| | 00:05 | what they are for and how you can
modify them and customize them to make it
| | 00:10 | easier for you to work in Acrobat.
| | 00:11 | First, let's start at the
very beginning, at creation.
| | 00:15 | The Create button at the upper left-
hand corner is the exact same Create button
| | 00:19 | that you'd find if you went to
the File menu and chose Create.
| | 00:22 | So that's where that's coming from. And
to the right of that, we have a set of
| | 00:26 | tools that have to do with just file management.
| | 00:29 | So Open, Save, Print and if you want to
attach the PDF to an e-mail or use the
| | 00:34 | new Send Now service, here's
a quick way to get to that.
| | 00:37 | This gear icon to the right, this
actually stands for a new kind of tools.
| | 00:42 | It's called the Quick tool button, and the tools
to the right are a starting set of Quick Tools.
| | 00:47 | Now, these aren't actually the same
kind of tools as the rest of these only
| | 00:51 | because the tools that you see here
are being pulled from these panels on the
| | 00:56 | right from the tools panel, the
Comment panel, and the Share panel.
| | 01:01 | I'll be talking about using these
panels in detail in another video and of
| | 01:05 | course, I'll be talking about the
Quick tools itself in a different video.
| | 01:09 | So we are going to skip over these for now.
| | 01:11 | In the second row of tools, we have
Page Navigation tools and View tools.
| | 01:17 | So they are the most commonly used
tools that Adobe thinks you are going to be
| | 01:21 | using in Acrobat, but of course, you
can modify these if you would like.
| | 01:25 | Now, if you go to the View menu,
thinking that you'll find a list of different
| | 01:29 | toolbars like Edit toolbar, View
toolbar, it's not really correct.
| | 01:34 | You will see a Tools flyout that
you may think, oh, that's where I find
| | 01:37 | the different tools.
| | 01:38 | But no, this Tools flyout is actually referring
to that Tools panel over here on the right.
| | 01:44 | So instead, you need to go down to
Show/Hide, and in Show/Hide toolbar items,
| | 01:51 | this is where you grab these little shortcuts
that will appear in the toolbars at the top.
| | 01:55 | In fact, I think it's just a little easier
just to bypasses this whole View menu totally.
| | 02:00 | In the regular toolbar and any gray area,
just right-click, or Ctrl+click if you
| | 02:04 | are on a one-button mouse, and here are
the lists of the different tool items
| | 02:08 | that you can make appear in the toolbar.
| | 02:10 | So for example, if you constantly are
rotating the view of a page clockwise, you
| | 02:15 | could add this little shortcut right
here instead of having to go to the View
| | 02:19 | menu all the time to choose it.
| | 02:21 | Under Page Navigation, you'll see that
we already looking at a few of these
| | 02:24 | tool items, the ones with the check
mark next to it, Previous and Next Page,
| | 02:28 | Page Number, but if you wanted to add
an item from here to the toolbar, you
| | 02:32 | would just select them.
| | 02:33 | So like, for example, Previous
View and Next View are quite useful.
| | 02:37 | So I am going to just right-
click and choose each one of those.
| | 02:40 | So now we have Previous View and Next
View and that's the little navigation
| | 02:45 | command that works sort of like a web browser.
| | 02:47 | So if I am on Page 10 and I jump to Page
23, and I want to go to Page 10 again,
| | 02:52 | I can just use the Back arrow,
right? Previous View and Next View.
| | 02:57 | If you find yourself constantly
going up to the menus and choosing a
| | 02:59 | command, you should see if they're available
as a tool item that you can add to the toolbar.
| | 03:05 | So it's more convenient for you to use.
| | 03:08 | You might even want to go crazy
and just say, let me see all of them.
| | 03:12 | So for example, Show All Page
Display tools would populate the toolbar
| | 03:17 | with all of the tools available for
that one particular set of tool items.
| | 03:22 | You may not recognize the icons at first bet;
| | 03:25 | I mean, who could, really,
other than an Adobe engineer.
| | 03:27 | But if you pause for a second over them
then you'll see the little tooltip that
| | 03:31 | appears that explains to you what the
icon is which are usually pretty literal
| | 03:34 | and tell you what it does.
| | 03:36 | If you change your mind, you can just
right-click and go to that set of tool
| | 03:40 | items and choose Reset, so
it drifts them all out.
| | 03:44 | If you want to go back to the default
set of tools for all of these, you can
| | 03:47 | right-click and instead of going into
one of these guys and choosing reset, go
| | 03:51 | all the way down to the
bottom and choose Reset toolbars.
| | 03:54 | It'll say, are you sure
that you want to do that?
| | 03:57 | It's going to remove any added tools.
And you click OK and it would get rid of
| | 04:01 | our Previous and Next view tools.
| | 04:04 | But let's say that I actually
do want to keep those in here.
| | 04:06 | So I am going to choose Previous View
and Next View and maybe for some of these
| | 04:13 | Edit ones, like I might want to add a tool,
for example, to easily do an Advanced
| | 04:17 | Search, because I do a lot of searches,
instead of having to member which menu the
| | 04:21 | Search command is under.
| | 04:23 | So I'll go ahead and add that as well.
| | 04:25 | Now the tools that you customize that
you add or remove, Acrobat just basically
| | 04:29 | remembers that and that's how they
stay until you change them again.
| | 04:32 | So Acrobat just remembers
the tools as you set them.
| | 04:35 | If you open up another document like you
go to File > Open, and select that document.
| | 04:42 | So for example, open up this newsletter
again, then the newsletter as well, it
| | 04:48 | has the same customized tools.
| | 04:50 | Now, if you have a current document
open and you customize the tools while that
| | 04:54 | document is opened like, for
example, let's choose something obvious.
| | 04:57 | I am going to Select & Zoom and say
show me the Loupe tool, which is this cool
| | 05:01 | little, like, a magnifying glass, a loupe.
| | 05:04 | The other documents that you currently
have opened aren't automatically updated,
| | 05:09 | but if you close that document and
then open it again, let's go down to open
| | 05:16 | recent, then it acquires the new
tools or the new look of your toolbars.
| | 05:21 | So in general, the customizations that
you do to the toolbars are saved by the
| | 05:25 | program, in the program's memory.
| | 05:27 | If you open up a new document or you
create a new document that same
| | 05:31 | customization will be there.
| | 05:32 | Even if you quit the program and start
the program again, they will be there
| | 05:35 | until you change them again.
| | 05:36 | The only time it's going to be
different is if you have two or more documents
| | 05:40 | open up once and in one document you
make some changes, those changes aren't
| | 05:45 | automatically populated to the other document.
| | 05:47 | It's only after you close and
open it again then you'll see them.
| | 05:50 | It takes a little bit of getting used
to, but the good news is that you can
| | 05:54 | customize the toolbars pretty much
according to what's most convenient for you.
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| Working with the panels| 00:00 | In addition to the tools at the very
top of the window, we also have three very
| | 00:05 | useful panels on the right,
| | 00:07 | Tools, Comments, and Share. And a
lot of what you do in Acrobat will be
| | 00:12 | concentrated especially
here in the Tools panel area.
| | 00:16 | So to see what's in Tools, just click
the name and the panel opens up. Actually,
| | 00:21 | this is multiple panels rolled into one panel.
| | 00:24 | I guess you can call these panes
within the panel, and the first one is Pages.
| | 00:29 | So things that you do to pages, such as
Replace, or Crop, or Inserts, or to edit the
| | 00:33 | page design, all occurs here in the Pages Pane.
| | 00:37 | Now when you open, up say for example,
the Content Pane, the Pages Pane sort
| | 00:42 | of collapses, right.
| | 00:43 | That's why some people refer to how
these panels work as accordion style.
| | 00:47 | I heard a friend of mine from England
call it Concertina, which I kind of like that.
| | 00:51 | So in the Content Pane are things that
have to do with the content of a PDF
| | 00:55 | like bookmarks or the actual editing
of text or adding interactive objects.
| | 01:00 | Other panes that are under the tools
panel are Forms, the Action Wizard, it
| | 01:06 | has to do with creating automated
sequences of events that you frequently do to PDFs.
| | 01:12 | Recognizing Text, which is when you scan
something and then have it do automatic
| | 01:17 | character recognition.
| | 01:19 | Protecting the document with various
security levels and redaction, and then doing
| | 01:23 | digital signatures and certifying a document.
| | 01:26 | So those are all the things in the tools panel.
| | 01:28 | Now there is this little tiny icon,
upper-right, easy to miss, that if you click
| | 01:34 | it will show you that there are actually more
Tools panels, so you are not seeing them all at once.
| | 01:40 | For example, you might be wondering where
the Print Production tools are, and this
| | 01:43 | is where they are hiding.
| | 01:44 | So if you choose Print Production then
you'll see all of the print production
| | 01:48 | commands and dialog boxes
and all that kind of fun stuff.
| | 01:51 | So we will be going through basically all of
this during the course of this video title.
| | 01:55 | Then the Comment panel has to do
with adding comments to PDF, which is a
| | 02:00 | very common thing that you're doing when you
are working with Acrobat and Reader and PDFs.
| | 02:05 | So adding the little callout text boxes,
doing drawing markups, doing things
| | 02:11 | like shared reviews and tracking
reviews and then reading other people's
| | 02:14 | comments appear here.
| | 02:15 | And finally we have the Share panel;
| | 02:17 | it's just a fast way to quickly
share this document with other people.
| | 02:21 | So for example if you need to attach
it to an e-mail, you can do it right
| | 02:25 | directly from Acrobat.
| | 02:27 | If you click the Attach button then it
will go ahead and start-up your default
| | 02:30 | e-mail client and then attach this file to a
new outgoing message ready for you to fill out.
| | 02:36 | Or you can use Adobe's new Adobe Send
Now Online service, which lets you send
| | 02:41 | large files using the Adobe servers and
the cloud as it were to bypass file size
| | 02:47 | restrictions with e-mail.
| | 02:48 | We will be talking about that as well.
| | 02:51 | Other things you should know about
the tools panes on the right is that you
| | 02:54 | cannot resize it on the left, something
that you might find yourself trying to
| | 02:58 | do but it won't let you do it. Also, if
you go to that little menu at the very
| | 03:03 | top, remember it's really
easy to miss but it's there.
| | 03:06 | You can choose Allow Multiple panels
to be open, so that for example I could
| | 03:10 | open up the Content panel and the Action
Wizard at the same time and then I will
| | 03:16 | just get a Scroll Bar instead of the
Concertina effect that I showed you before.
| | 03:22 | To close this entire area and give more
room to the document itself, just click
| | 03:27 | on whichever panel is currently active,
and it will close up all three of them.
| | 03:32 | So I think in general you'll find
that being able to quickly locate the
| | 03:37 | commands that you need are going to be
a lot easier with the new panels on the
| | 03:40 | right side in Acrobat X.
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| Customizing the toolbar with Quick Tools| 00:00 | Have you ever worked in a program that
had toolbars and really wished that you
| | 00:04 | could really customize those toolbars,
like grab a command from anywhere in the
| | 00:08 | program and add them there, rather than the
limited set of tools that they allowed you to?
| | 00:12 | Well, actually Acrobat Pro X has that feature.
| | 00:16 | It lets you add commands from anywhere
in the tools or the Comment panel to the
| | 00:21 | toolbar, and you do that via this
cool little gear icon called Quick tools.
| | 00:27 | Now, out of the box, Acrobat comes with
five tools that are part of Quick tools,
| | 00:33 | in other words they are commands from
the tools or the Comment panes that are
| | 00:37 | right there in the toolbar, all right.
| | 00:39 | And you can leave them there if
you'd like or you can remove them.
| | 00:42 | So let's go ahead and see how that works.
| | 00:44 | First click the little gear icon,
and it opens up a dialog box called
| | 00:49 | Customize Quick tools.
| | 00:51 | On the left are all the tools that you
could possibly want to add, all the tools
| | 00:54 | from the tools and Comment pane, and
on the right are all of the Quick tools
| | 00:58 | that are currently showing in the toolbar.
| | 01:00 | So right now we have Sticky Note and
Highlight Text from the Comment panel and
| | 01:05 | Delete, Rotate, and Insert From File
from the Pages section of the tools panel.
| | 01:10 | It really makes no difference right
now if you know what these tools do, all
| | 01:14 | right, because we will
cover them in later videos.
| | 01:17 | What is important to note is that if
you're constantly going to the same tool
| | 01:21 | buried in the Tools or Comment panel,
why not add them to the toolbar so they
| | 01:25 | are more convenient for you to get to?
| | 01:27 | So let's say that in addition to when
you're commenting on PDFs, you use the
| | 01:32 | Sticky Note tool and the Highlight Text
tool but maybe you also use Stamps, that
| | 01:38 | you add stamps to your PDFs.
| | 01:39 | So you want to add the
Stamps tool to the toolbar.
| | 01:43 | So just select it right here in the
left, click the Right Arrow and it
| | 01:47 | gets added at the end.
| | 01:48 | Now if you want it to group it here
with Sticky Note and Highlight Text, just
| | 01:52 | select the tool and then use the Up
Arrow or use the Down Arrow to move it to
| | 01:56 | where you want it to be.
| | 01:58 | In the same way you can go to any
section of the Tools panel, like for example,
| | 02:02 | Print Production and perhaps add a
couple of these tools, all right.
| | 02:05 | So say for example, you do a lot
of pre-flighting of your documents.
| | 02:09 | Again, it's not important that
you understand what pre-flighting is.
| | 02:12 | At this point it's just the fact that
it's a tool that you might be using a lot
| | 02:15 | that you want more convenient access to,
so I select it, click the Right Arrow,
| | 02:21 | move it down into
position where I want it to be.
| | 02:24 | Let's add Fix Hairlines as well right there.
| | 02:26 | Now you are not going to see a
preview of these tools appear here until you
| | 02:30 | click OK but I can tell you that one
thing that you'll probably want to do once
| | 02:35 | you get past like five or six tools is
you might want to put a little Separator
| | 02:38 | Bar in between them, otherwise you are
going to see this long dizzying array of
| | 02:42 | tiny little icons wondering
what the heck they are for.
| | 02:44 | So it helps if you separate them
according to function, like these two at the
| | 02:49 | very top have to do with commenting.
| | 02:50 | So you can add a little Separator
Bar, sort of like these vertical
| | 02:54 | separator bars yourself.
| | 02:56 | Just choose the Separator Bar tool,
right here, and then move it into position.
| | 03:02 | So put one between the Commenting
tools, oops down one, there we go, Stamps
| | 03:07 | is part of commenting, in here. And then
maybe I'll add another one in between
| | 03:11 | the Production and the
Page Actions one, like that.
| | 03:15 | Now I can click OK, and they are
added to the Quick tools toolbar.
| | 03:21 | If you forget what tools these icons
stand for, which I can guarantee you will,
| | 03:26 | don't worry about it, just hover over
any one of the icons and the Adobe team
| | 03:29 | has thoughtfully filled in very
explanatory tooltips for each one of these.
| | 03:34 | Just as with the customization that you
might have done to the actual toolbars
| | 03:37 | here, Acrobat will remember the customization
that you did to the Quick tools toolbar.
| | 03:42 | So if you open up a new document or you
quit Acrobat and start it again, these
| | 03:47 | things will just be here until you remove them.
| | 03:49 | Now to remove them, unfortunately
there is no Reset Quick Tools command.
| | 03:54 | If you right-click here, you won't find it.
| | 03:57 | There is a Reset toolbars command though,
so if you choose Reset toolbars, it's
| | 04:00 | going to clear out all the
customizations you did to the Quick Tools, as well
| | 04:04 | as to these toolbars.
| | 04:05 | So if that's okay with you,
you can go ahead and choose that.
| | 04:08 | Otherwise to get rid of all the ones
that you added you will actually have to go
| | 04:12 | back to the Quick Tools dialog box,
select items and move them back to where
| | 04:16 | they came from over here on the left.
| | 04:17 | But we will just leave them as
is, because I kind of like this.
| | 04:21 | So just keep in mind that as you learn
Acrobat and as you start to dive into all
| | 04:26 | of these tools very deeply in the
tools panel or in the Comment panel, that if
| | 04:32 | you are constantly using the same tool
over and over again, why not stop for a
| | 04:35 | second and add them up here
to the Quick Tools toolbar?
| | Collapse this transcript |
| Using the Pages panel to navigate| 00:00 | A Navigation panel that you will be using
a lot in Adobe Acrobat is the Pages panel.
| | 00:05 | Now what are Navigation panels?
| | 00:07 | Well, those are the panels that you
see on the left. The icons are sort of
| | 00:10 | grayed out and there are four
that are available to you right-away.
| | 00:14 | But also if you go to the View menu and
go down to Show/Hide > Navigation Panes,
| | 00:19 | you'll see that there is a whole bunch
of other kinds of Navigation panes that
| | 00:23 | you could have listed at the left.
| | 00:25 | The ones that are showing right
now are Page Thumbnails, Bookmarks,
| | 00:29 | Attachments and Signatures.
| | 00:33 | And as I said the pane that you will be
using a lot is this one called Page Thumbnails.
| | 00:39 | It's really great even if you only use
it for navigating long PDFs, but it has a
| | 00:43 | lot of power under the hood.
| | 00:45 | And I'll be referring back to this
Page Thumbnails panel quite a bit in other
| | 00:49 | videos in this title, but I wanted to
introduce it to you because I think that
| | 00:53 | you'll find that it's one of the basic
tools that you'll use all the time with
| | 00:57 | most PDFs that you'll work with.
| | 00:58 | So you just click that little icon to reveal it.
| | 01:02 | Now you can't detach this and let it float
around on the screen but you can resize it.
| | 01:07 | There is a little Grab Bar down here
and if you hover your cursor over it, it
| | 01:11 | let's you make the panel wider or smaller.
| | 01:14 | I'll show you why you might
want to do that in a second.
| | 01:16 | Basically if you scroll down the
Page Thumbnails panel, you'll see little
| | 01:21 | thumbnails obviously of each page in
your PDF and to jump to that page, you can
| | 01:26 | just double-click it in
the Page Thumbnails panel.
| | 01:29 | The page number appears below each
thumbnail and if you select the page and then
| | 01:35 | right click it you'll see that there
are a whole lot of commands available to
| | 01:39 | you in the contextual menu.
| | 01:40 | We will be covering a lot
of these commands later.
| | 01:43 | But for example you can easily, like,
replace the selected page, delete the
| | 01:47 | selected page, crop pages,
just print the page and so on.
| | 01:51 | So if you want to select certain pages,
like say that you just want to print
| | 01:54 | pages 1 and 2, you could select page 1,
hold down the Shift key, and select page 2.
| | 02:00 | And then the commands that you choose
affect the selected pages, pages 1 and 2.
| | 02:04 | Like, when you print, it will
automatically know that you want to print page 1
| | 02:07 | and 2, or if you right-click, it will
know that you want to replace pages 1 and
| | 02:11 | 2, you want to delete pages 1 and 2 and so on.
| | 02:13 | So it's a great way to select more
than one page or to make a command work
| | 02:18 | on more than one page.
| | 02:20 | Now if you want to select discontinuous
pages, you would hold down the Ctrl key,
| | 02:24 | for example in Windows to select pages
1 and 3 or in a Mac you would hold down
| | 02:29 | the Cmd key to select the contiguous pages.
| | 02:33 | At the top of the Pages panel,
there are a couple of icons.
| | 02:35 | First there is this little red circle
with an X in it which obviously means
| | 02:39 | delete pages because very often people
need to delete certain pages, so you can
| | 02:42 | just click that after you
select the pages you want to delete.
| | 02:45 | And then there is a panel dropdown with
the same kind of commands that you would
| | 02:48 | get when you right-click.
| | 02:51 | The Pages panel is really great for
things like combining and rearranging and
| | 02:55 | sorting pages like if I wanted page
1 to come after page 2 for example, I
| | 03:00 | could just drag and drop it right here in the
Pages panel and now it appears right after that.
| | 03:04 | So now the first page used to be
page 2 and the second page is the cover.
| | 03:09 | I will put that back
because I don't think I liked it.
| | 03:11 | Now if you resize the Page Thumbnails
panel, you can see more page icons appear,
| | 03:18 | which is wonderful, especially if
you're working with a really long document.
| | 03:21 | And you can also go to that little
dropdown menu and reduce or enlarge the
| | 03:28 | Page Thumbnail size.
| | 03:29 | So if we reduce them, you could fit
even more Page Thumbnails into the panel,
| | 03:34 | or it's really hard to tell one page from
the other in here, you could choose Enlarge;
| | 03:39 | let's do that a couple of times.
| | 03:41 | Because they can get really big, so I
am going to bring them back down to the
| | 03:49 | normal size and just show you that the
Pages panel is one of the most flexible
| | 03:53 | and useful panels that
you'll find in Adobe Acrobat.
| | Collapse this transcript |
| Selecting and copying text and graphics| 00:00 | A very common operation with PDFs
in Acrobat is simply selecting text or
| | 00:05 | graphics or both out of a PDF, and then
reusing that elsewhere, like in an e-mail
| | 00:09 | message or an article that you are
writing in Word or something like that.
| | 00:14 | So how do you get text
and graphics out of a PDF?
| | 00:16 | Well, it turns out there
are a ton of ways to do that.
| | 00:18 | Well one of the most, simplest and
direct ways is simply to select the text or
| | 00:22 | graphics, and copy to the
clipboard, and then paste it.
| | 00:25 | One of the default tools in the toolbar
is this little guy right here, the arrow
| | 00:28 | next to the I-bar, and it is the
Selection tool for text and images.
| | 00:33 | It's not two separate tools.
| | 00:34 | It's the same tool, because
it's intelligent that way.
| | 00:37 | Let's use it to select text.
| | 00:39 | Here I have a PDF of a newsletter
from the Chicago Creative Coalition, a
| | 00:43 | wonderful arts group in Chicago.
| | 00:45 | Let's zoom in a bit with the Ctrl+Plus
a couple of times, and say that
| | 00:51 | we wanted to grab the first
paragraph of text from here.
| | 00:54 | All I need to do is drag over the text
with the Selection tool, so notice how
| | 00:59 | it automatically switched to the correct I-
beam tool, right, because we're selecting text.
| | 01:05 | Then I just drag over the text, and
then go to the Edit menu and choose Copy, or
| | 01:10 | press Ctrl+C or Cmd+C, or I can
just right-click and choose Copy, and then
| | 01:14 | switch to a different program
where I want to paste it into.
| | 01:16 | So, say for example that I want
to paste that into a Word document.
| | 01:20 | I have Word open right here.
| | 01:22 | I'm just going to right-click, and
choose Paste, and there it comes in.
| | 01:28 | Now in this case, every single line
ended with a paragraph return, so I'd have
| | 01:31 | to delete those or use Find/Change to
get rid of it, but at least I have all the
| | 01:35 | text that I want to use, right?
| | 01:37 | Now let's go back to Acrobat, and
this time we will select a picture.
| | 01:42 | So when you click on a picture or
when you select a picture, it selects
| | 01:45 | one picture at a time.
| | 01:46 | Let's go ahead and select this picture.
| | 01:48 | This time I will right-
click it, and choose Copy Image.
| | 01:51 | We will go back to Word and choose Paste, boom!
| | 01:57 | There it comes in, as a regular image
that I could resize or crop or whatever
| | 02:00 | the heck I wanted to, in Word.
| | 02:03 | Let's delete that by pressing the Backspace Key.
| | 02:05 | And here is something kind of fun.
| | 02:07 | Let's go back to Acrobat, let me
click to deselect that picture.
| | 02:12 | This time with the Selection tool still
selected, I'm going to drag a selection
| | 02:17 | rectangle, everything inside that's blue, over
part of the picture, and part of the text, right.
| | 02:23 | So, what is it going to select this time?
| | 02:26 | Let's see, so I am going to choose Copy
with Formatting and Acrobat is thinking
| | 02:30 | about it, and trying to figure out,
what it should do and thinking well,
| | 02:34 | actually, that's all she wants, is
| | 02:36 | she wants just that part of the
picture, and that part of the text.
| | 02:38 | So that's what we will give her.
| | 02:40 | Come back to Word, and choose
Paste, and that's what it did.
| | 02:44 | It cropped the picture, is that cool
or what? And it only brought over those
| | 02:49 | sections of the text that I had
selected. So it's very intelligent that way.
| | 02:53 | If you need to do something else, maybe
more major for getting text or graphics
| | 02:57 | out of a PDF like exporting all the
text or exporting all the images, well
| | 03:01 | that's a horse of a different color,
and I cover that in a different video
| | 03:04 | about exporting content to other formats.
But for the simple daily kind of task
| | 03:10 | of grabbing somebody's name or a
story out of a PDF, and pasting it into an
| | 03:15 | e-mail or into a Word doc or an
InDesign file, that's all you need to do is use
| | 03:19 | the one very handy, very
flexible Selection tool.
| | Collapse this transcript |
| Rotating pages| 00:00 | When you open a PDF, the orientation
of the pages, whether they are long ways,
| | 00:05 | portrait, or landscape, or rotated 180
degree, or whatever, are a function of
| | 00:10 | what they look like in the original application,
| | 00:12 | like in the Word document, or the
InDesign file, or the Illustrator file before
| | 00:16 | the person exported them to PDF.
| | 00:18 | So in other words, you know,
what you see is what you get here.
| | 00:21 | But sometimes you want more control.
| | 00:22 | You want to be able to change the
orientation of pages, to rotate them, to make
| | 00:27 | it easier for example to read
onscreen, or to edit onscreen, or maybe
| | 00:31 | permanently to save that way.
| | 00:33 | So I'm going to talk about that in this video.
| | 00:35 | There is actually two different ways
that you can rotate pages in Acrobat.
| | 00:39 | One is just for the viewing, while
you're working with it in Acrobat.
| | 00:43 | It doesn't really change the file at all.
| | 00:45 | Kind of like how zooming in and out
| | 00:47 | doesn't really make the file
larger or smaller, just changes the view.
| | 00:51 | You can rotate just the view.
| | 00:53 | Then there is also rotating the actual page
or pages, so they're saved with the files,
| | 00:58 | so they get a new orientation.
| | 01:00 | The first kind, rotating just
the view is from the View menu.
| | 01:04 | Surprise, surprise!
| | 01:05 | If you go to the View menu, the
very first command is Rotate View.
| | 01:09 | There is Clockwise and Counterclockwise.
| | 01:12 | So say for example that you wanted to
edit this text here that is currently
| | 01:17 | rotated 90 degree here, the address panel.
| | 01:20 | Now notice, it's kind of interesting
that the selection cursor, the I-beam,
| | 01:24 | actually rotates, because it's
detecting that this was rotated in the
| | 01:28 | original application.
| | 01:29 | But it's kind of hard to edit in this view,
unless you tilted your head to the right.
| | 01:34 | So let's fix that.
| | 01:35 | We're going to go to the View menu,
and choose Rotate View, and we want it to
| | 01:38 | go Counterclockwise.
| | 01:41 | The rotate Clockwise and Counterclockwise works
exactly in 90 degree increments. So that's perfect.
| | 01:47 | Now we can click here, and zoom in with
the Ctrl+Plus or Cmd+Plus a few times.
| | 01:52 | It's much easier to edit this way.
| | 01:54 | If you're doing that a lot, if you're
working a lot with rotated documents,
| | 01:57 | you need to quickly rotate them to
edit them, or to do stuff with them, you
| | 02:01 | might want to add that to your toolbars.
| | 02:02 | You can right-click right in the
toolbar, and add those as toolbar items.
| | 02:06 | I'm just right-clicking and
choosing Clockwise and Counterclockwise.
| | 02:10 | So that's just a view.
| | 02:11 | If I close this document, and then I open
it again, File > Open Recent and do Brochure,
| | 02:20 | once again, it's the normal document.
| | 02:22 | It hasn't been rotated.
| | 02:23 | Now if you want to save the rotation
with the document, like for example, in
| | 02:27 | this file, in the EmpHandbook, there
is a page here that might be a little
| | 02:31 | easier, when we printed it out, if it printed
out at the same rotation as all the other pages.
| | 02:36 | Let me show you what I mean.
| | 02:37 | I'm going to open up the Page Thumbnails panel.
| | 02:40 | You can see in the Page Thumbnails
that page 3 has a landscape page.
| | 02:46 | These are all portrait orientation,
because it was done that way to
| | 02:51 | accommodate this wide table.
| | 02:53 | But when we print it out, it's
going to have to shrink this, right?
| | 02:57 | It doesn't automatically print
it in the correct orientation.
| | 03:00 | So what I'm going to do is I'm going
to rotate the page permanently and save
| | 03:03 | that as an updated file.
| | 03:05 | So you can do that in one of two ways.
| | 03:07 | In the Page Thumbnails panel, you can
just right-click and choose Rotate Pages,
| | 03:12 | which will open up a dialog box that
lets you choose which Direction, and how
| | 03:16 | much to rotate the pages.
| | 03:19 | And then also lets you choose
which pages should rotate.
| | 03:22 | So, because I right-clicked on this
page, it's assuming that I want to rotate
| | 03:26 | just the Selection, which is
correct, or I could override that.
| | 03:29 | And notice that you can also Rotate, you know,
just the Evens or just the Odd Pages, or
| | 03:35 | just the Landscape or just the Portrait
Pages, or all of them, if you want to
| | 03:39 | just go crazy about it.
| | 03:40 | But we just want to rotate this one page.
| | 03:43 | It makes no difference to me
Clockwise or Counterclockwise, 90 Degrees.
| | 03:48 | Now that's how it will be
saved with the document.
| | 03:51 | I mentioned before there are
two places you can do this.
| | 03:53 | You can do this again either in the Page
Thumbnails panel, just by selecting the
| | 03:57 | page and right-clicking, or you can
choose it from up here as well, right there,
| | 04:05 | or from the tools panel.
| | 04:07 | Rotate is the very first command here
under the Pages section of the tools panel.
| | 04:11 | I'm going to do a little Save As > PDF.
| | 04:16 | We'll call this EmpHandbook-rotated.
| | 04:23 | Now if I close this document and open it
again, it will fit the page to the window.
| | 04:31 | Open up the Page Thumbnails panel.
| | 04:32 | You'll see it's been saved with the document.
| | 04:34 | So those are two different
ways of rotating pages in Acrobat.
| | 04:38 | One is just for show.
| | 04:39 | One is just on the fly, to rotate a
page view, to make it easier to edit.
| | 04:44 | The other one is actually rotating the
page in the file and saving it that way.
| | Collapse this transcript |
| Changing the viewing options| 00:00 | When you're looking at a multi-page
PDF in Acrobat X Pro, there are different
| | 00:05 | ways to change the viewing options that may
make sense depending on the kind of document it is.
| | 00:11 | First, let's talk about the defaults
viewing option, which is what we're
| | 00:14 | looking at right now.
| | 00:16 | That is to show the PDF in the
normal screen with a gray background.
| | 00:22 | It is in Single Page mode, meaning.
| | 00:24 | that as you scroll, you're
only seeing one page at a time.
| | 00:28 | So I just scroll a little
bit, and we jumped to page 2.
| | 00:31 | You can watch up over here
at the page display as well.
| | 00:35 | So I'm going to scroll with my scroll
wheel a little bit, and we jump to page 3.
| | 00:40 | If you drag with the little scrollbar
on the right in Single Page mode, you see
| | 00:45 | the little preview of which page
you'd end up at if you release the mouse
| | 00:49 | button at that point.
| | 00:50 | I am going to go all the way back up to page 1.
| | 00:55 | Now I'm going to change the Page
Display from the default Single Page View
| | 00:59 | to Enable Scrolling. That's this next one.
| | 01:03 | When you Enable Scrolling, that means
that when you move the scroll wheel on
| | 01:07 | your mouse for example, you can see
two different pages at the same time.
| | 01:11 | They're separated by this
little bit amount of space.
| | 01:13 | It also means that if you drag the little
scroll tab, you don't see the little previews.
| | 01:18 | Right, because they feel like
there's not that much reason for you
| | 01:22 | to need to see them,
| | 01:23 | I guess, I'm not quite sure why.
| | 01:25 | They don't show that.
| | 01:25 | But those are the two different views.
| | 01:27 | Sometimes you really do need to see
both the bottom of one page and the top of
| | 01:31 | the next page at the same time, and
if that's not working for you, now you
| | 01:34 | know that you need to go to the View menu, go
to Page Display, and turn on Enable Scrolling.
| | 01:39 | Another Page Display that you might
want to turn on is called Two Page View.
| | 01:44 | So this makes the most sense,
| | 01:45 | if you're looking at a document
that's meant to be looked at as spreads, but
| | 01:49 | it's been exported to PDF as single pages.
| | 01:52 | So like for example, a newsletter is
meant to be read as spreads, right?
| | 01:56 | As I go through it, I'm supposed look at
the left page next to the right page.
| | 02:01 | But notice that's not quite
happening here, like here is the last page.
| | 02:04 | This is an eight-page newsletter.
| | 02:06 | The last page should be by itself.
| | 02:08 | There is nothing next to it, right?
| | 02:10 | So in fact, let's take a look.
| | 02:11 | I have the actual InDesign
document that this was created from.
| | 02:15 | So in the InDesign file, the cover is by itself,
then page 2 sits next to page 3, and so on.
| | 02:22 | So you can see that the
last page should be by itself.
| | 02:25 | So if I export this to single pages, how
can I make it look like this in Acrobat?
| | 02:32 | So I can what the spreads
are supposed to look like,
| | 02:34 | and I can see the cover
front and back, on their own.
| | 02:38 | The answer is to go back to the View
menu, go to Page Display, and choose Show
| | 02:44 | Cover Page in Two Page View.
| | 02:47 | When you do that, it takes whichever
page is number one, and assumes that's the
| | 02:51 | cover, and shows it by itself.
| | 02:52 | Then as we go to the next spread, now
here is actually how it is supposed to look.
| | 02:57 | This is page 2.
| | 02:58 | This is page 3 in the printed version.
| | 03:01 | We can accurately gauge
what these spreads look like.
| | 03:04 | That's very handy to know, if you are
in charge of proofing a newsletter in
| | 03:08 | Acrobat, or even if just reading any kind
of newsletter that you receive in Acrobat.
| | 03:13 | But for now, I'm going to put
it back to View > Single Pages.
| | 03:16 | We'll go up to page 1 to the cover.
| | 03:21 | Now what if you just wanted to
concentrate on reading this PDF?
| | 03:25 | There is a View menu just
for you called Reading Mode.
| | 03:28 | Surprise, surprise!
| | 03:29 | You can get to it by going to the View
menu, and choose Read Mode, or pressing
| | 03:33 | the keyboard shortcut, or you can just press
this icon right here, which is the same thing.
| | 03:38 | So you click that, and now
you're viewing the file in Read mode.
| | 03:40 | It hides the toolbars.
| | 03:41 | It hides the panels.
| | 03:43 | The scrollbar is still there, and as
you saw briefly, before it went away,
| | 03:46 | you just have to put your cursor over
the page to show it again.
| | 03:49 | You have this little heads-up display
that gives you page navigation controls,
| | 03:53 | and zoom in and zoom out,
even though you're in Read mode.
| | 03:56 | You can even print or save the
document while you're in this view.
| | 04:00 | So if I want to read through the
document, I can do that, or I can scroll, and
| | 04:04 | it just lets me concentrate on
the actual content to enjoy the PDF.
| | 04:09 | To get out of Read mode, press the
Escape key, or in this little on-screen
| | 04:13 | display, press the X. This is
normal mode, and that was Read mode.
| | 04:19 | Then there is one more mode called Full
Screen, which you've probably seen before.
| | 04:23 | Full Screen, you can get to from the
View menu, choose Full Screen Mode or
| | 04:27 | press the keyboard shortcut, Ctrl+L or
Cmd+L. And in Full Screen mode - I'll
| | 04:32 | press it right now,
| | 04:33 | I'm pressing Ctrl+L - the
screen goes black temporarily.
| | 04:37 | And if there are page transitions saved
with the PDF - we'll be talking about page
| | 04:41 | transitions in a different video -
| | 04:43 | then you see the page transitions in this mode.
| | 04:45 | So Full Screen mode is mainly for
when you're doing presentations,
| | 04:49 | when you're broadcasting this PDF on
a screen in front of a bunch of people
| | 04:53 | and you're talking, so like instead of
using PowerPoint or Keynote, you might want
| | 04:56 | to use Acrobat for this.
| | 04:58 | In this Full Screen mode, you move
page to page from your Arrow keys.
| | 05:02 | So right now, I just tapped the Right
Arrow, and it moved forward one page.
| | 05:06 | Tapping the Left Arrow, it moves back one page.
| | 05:10 | If there are buttons or other interactive
elements, they are all available to you right here.
| | 05:15 | Notice that the little hand tool has a
downward pointing arrow, which tells me
| | 05:18 | that if I click, it will go down a screen.
| | 05:20 | So there are lots of
different ways to move back and forth.
| | 05:23 | You might want to save your PDF, so it
automatically opens in Full Screen mode.
| | 05:28 | Say for example, that you're
distributing some sort of brochure, an interactive
| | 05:31 | brochure, and you don't want people to
be distracted by toolbars and things,
| | 05:35 | say, even in Reader.
| | 05:37 | It will open in Full Screen
mode in Reader automatically.
| | 05:40 | The user just needs to know that they
can press the Escape key to get out of
| | 05:43 | Full Screen mode, or they can press
the same keyboard shortcut, Cmd+L or
| | 05:46 | Ctrl+L, and it goes back to normal mode.
| | 05:48 | So those are your Page Display options.
| | 05:51 | When you are looking at it normally,
you can go to the View menu > Page Display,
| | 05:55 | and choose whether you want to see One
Up or Two Up pages, and if they should be
| | 05:58 | Scrolling mode or not.
| | 06:01 | The other two modes are
Reading Mode and Full Screen Mode.
| | 06:05 | Most of the time you'll be staying in
normal mode, but Reading Mode and Full
| | 06:08 | Screen Mode are extremely
useful in certain situations.
| | Collapse this transcript |
| Reviewing preferences| 00:00 | A lot of what happens in Adobe Acrobat is
driven by what the Preference is set to.
| | 00:05 | And if you look at the Preference
settings that you can make, really, it's kind
| | 00:10 | of mind-boggling, but in this video, I
just want to show several of the more
| | 00:14 | important Preference settings that
you might want to take a minute out to
| | 00:18 | think about and to set.
| | 00:19 | So let's open that up.
| | 00:20 | Go to the Edit menu, and choose
Preferences, if you're on Windows;
| | 00:25 | if you're on a Mac, Preferences will
be under the Adobe Acrobat Pro menu.
| | 00:28 | As you can see there, kind of mind-
boggling here, but let's start with some of
| | 00:35 | the more important ones.
| | 00:36 | For example, go right to
Identity here on the left.
| | 00:40 | Identity is whenever you save a PDF
that you've created in Acrobat, or when you
| | 00:46 | make comments, that kind of thing,
your identity is saved along with that
| | 00:50 | document or your name is used in the comment.
| | 00:53 | So you probably want to edit this.
| | 00:56 | I am going to go ahead, and fill in my Name.
| | 00:58 | I like to have a hyphen here.
| | 01:01 | These are all voluntary, you don't have to
set them, but it's a good idea to do so.
| | 01:07 | And the Email Address comes in handy very
often, so I'm going to go ahead and put in AMC.
| | 01:11 | Let's go onto other settings.
| | 01:15 | So let's looks at Documents up here.
| | 01:18 | One thing that I like to
change is the number of recently used
| | 01:22 | documents, because that's the list
that appears under the File menu and
| | 01:25 | in this Flash Screen.
| | 01:26 | The minimum is 5, I wish it could be
like 50, but the maximum that you can set
| | 01:31 | is 10 so I'll change that to 10.
| | 01:34 | Then also take a look here under Save Settings.
| | 01:37 | You may not realize it, but Acrobat is
actually saving your changes to a Temp
| | 01:42 | file, every certain number of
minutes and the default is 5 minutes.
| | 01:47 | It doesn't actually, like, save the file
that you're working on actively. What
| | 01:51 | happens, as I said, is it's saving it in
a Temp file, and if Acrobat stops
| | 01:55 | responding, or crashes, or you loose
power and the whole computer shuts down,
| | 02:00 | the next time you start up Acrobat,
it's going to look at those Temp files and
| | 02:04 | try to recover those files, and it
will have the changes that it has auto-saved
| | 02:09 | every this many number of minutes.
| | 02:11 | So if you want to increase this or
decrease this because sometimes you
| | 02:15 | make changes and you realize oh, I
didn't want to make all those changes and you
| | 02:17 | have to undo, so maybe this is too
often for you, but I just want to give you a
| | 02:21 | heads up about where this command was set.
| | 02:23 | And let's look at General.
| | 02:25 | Lots of fun stuff we can play
with in the General preferences.
| | 02:29 | What's not turned on by default for
the basic tools, is keyboard shortcuts,
| | 02:34 | which Adobe Acrobat Team
calls Single-key Accelerators.
| | 02:38 | If you want to be able to use a
Single-key Accelerator to use a keyboard
| | 02:42 | shortcut to quickly switch from one tool
to the next, like from the Zoom tool to
| | 02:46 | the Crop tool, that kind of thing,
then you should turn that on.
| | 02:49 | The problem is that the keyboard shortcuts
are not evident in any tooltips anywhere.
| | 02:53 | You have to go to Online Help to the
last section where it says keyboard
| | 02:57 | shortcuts to learn these.
| | 02:58 | So if you are keyboard shortcut kind
of person, you use the tools that often
| | 03:02 | that you need a keyboard
shortcut, then turn this on.
| | 03:04 | I'm going to turn off for now, because
I often accidentally switched tools when
| | 03:07 | I'm just trying to type.
| | 03:09 | This is also the setting where Acrobat
will automatically create links from the
| | 03:13 | URLs that it detects inside of a
PDF, and reader does the same thing.
| | 03:18 | You probably have noticed that even
though you didn't create a hyperlink for a
| | 03:22 | URL, if you put your cursor over that
link, it will automatically offer to take
| | 03:26 | you to that web page.
| | 03:27 | I'll be talking more about working with
these kind of like automatic links, and
| | 03:31 | also hardwired links in a different video.
| | 03:33 | All those little alerts that Acrobat
might pop-up when you're about to edit
| | 03:37 | something or when you get a little alert
that says don't show me this again, and
| | 03:41 | you turn it off, this is
where you would control those.
| | 03:43 | So if you've told it to turn off some
kind of warning and you want to see those
| | 03:48 | again then you have to
choose Reset All Warnings.
| | 03:50 | All right, let's jump down to Online Services.
| | 03:54 | I am not saying that there aren't
important things in here, and indeed we will
| | 03:57 | be coming back here on occasion for
other videos, but like I said, I don't
| | 04:00 | want to make this an exhaustive video, just the
top things that you might want to take a look at.
| | 04:05 | Under Online Services, you might want
to put in your Email Address that you've
| | 04:09 | setup for your Acrobat.com account.
| | 04:11 | If you have an Acrobat.com account or
any kind of Adobe online account, this is
| | 04:15 | where you'd enter it.
| | 04:16 | It's assuming that the e-mail address
that I entered for my identity is the same
| | 04:19 | one as my Adobe online account,
which, you know, it is, in this case, but
| | 04:22 | sometimes it might be different.
| | 04:23 | Another one that I always go to the
first time I install Acrobat is down
| | 04:28 | here called TouchUp.
| | 04:33 | I want to make sure that it is going to use
the correct applications when I decide
| | 04:38 | to edit an image or edit an object.
| | 04:41 | We'll be getting to that in a later
video, but basically it wants to know, if you
| | 04:44 | want to edit an image, what is your image editor?
| | 04:47 | If it detects Photoshop installed on
your computer, it will automatically
| | 04:50 | select that by default.
| | 04:52 | If Photoshop isn't on there, then you
have to point it to an image editor.
| | 04:56 | The same thing for what they call a Page
/Object Editor, because you know there
| | 05:00 | is paint graphics, and then there are
draw type graphics also known as a vector
| | 05:04 | graphics, or even like big box of type.
| | 05:07 | Those things can be edited in another
program such as Illustrator which if it
| | 05:12 | detects, will automatically select
Illustrator. Otherwise, it's going to want
| | 05:15 | to know, where is CorelDRAW, or where is
whatever programming it is that you use
| | 05:19 | to edit vector or draw kind of objects.
| | 05:21 | Under Units & Guides, you might
want to change the default Ruler Units.
| | 05:26 | Now, the ruler isn't showing by default,
but I often like to turn it on, to get
| | 05:29 | an idea of what the page dimensions are
that I'm looking at and if Inches aren't
| | 05:33 | your thing, you can choose a
different default Ruler Units.
| | 05:37 | Then there is something you can turn
on called the Layout Grid and if you
| | 05:40 | want to change the amount of spacing in-
between the lines for layout grid, you can change that.
| | 05:45 | And finally, you can also pull out
Guides, ruler guides from the rulers as you
| | 05:50 | can with other Creative Suite programs.
| | 05:53 | I'll be getting to that later on, when I
start talking about Forms, because it's
| | 05:55 | often used, two-line form fields, but
if you want to change the color of those
| | 05:59 | ruler guides this is where you would do it.
| | 06:02 | The last thing you might want to take
a look at is the Adobe Updater, the last
| | 06:05 | preference category down here.
| | 06:08 | Adobe recommends that it
automatically installs updates, which it will.
| | 06:12 | They're especially concerned about this with
Reader, and with Acrobat, because there
| | 06:17 | might be some vulnerabilities in
the program, almost like an anti-virus
| | 06:20 | protection is what they're doing, is
they're prompting you to automatically
| | 06:23 | download and install updates.
| | 06:26 | But I like to have a little bit
more control over that, so I might say
| | 06:29 | Automatically download the updates
but let me choose when to install them.
| | 06:32 | You don't want it to automatically start
installing something when you're under deadline,
| | 06:36 | or you might want to
say don't download or install them
| | 06:38 | automatically, it'll go ahead and warn
you or tell you that there are updates to
| | 06:42 | be downloaded, but it won't do it automatically.
| | 06:43 | So choose one of those.
| | 06:45 | As I said, there are many other
categories for Preferences and we'll be looking
| | 06:50 | at a number of them during the course of
this video title, but as long as you go
| | 06:54 | ahead and enter your identity, and
make your Preference settings regarding
| | 06:58 | editing applications and how you view
documents, then you'll be set for the vast
| | 07:03 | majority of PDFs that you'll be working on.
| | Collapse this transcript |
| Finding words and phrases| 00:00 | A lot of times when you open a PDF,
the reason you open it is that you're
| | 00:03 | looking for specific word or phrase in
the document and so you want to run a Find.
| | 00:09 | It's interesting that Acrobat X
doesn't have a find field that's there by
| | 00:13 | default like you would have with a browser.
| | 00:16 | You can add one if you wanted to;
| | 00:18 | it's one of the toolbar items that you can add.
| | 00:21 | But actually, you don't really need
to, because as soon as you press the
| | 00:23 | keyboard shortcut for find, which is
Cmd+F or Ctrl+F, as it is in basically
| | 00:28 | every program, or if you go to the Edit
menu and choose Find, then you'll see it
| | 00:33 | sort of like appears like a little
ghost there, a little find field.
| | 00:36 | So with the cursor blinking in
it, you can type something in.
| | 00:39 | So I am looking at an employee
manual and let's say that I want to find
| | 00:42 | something say like
everything having to do with pay.
| | 00:45 | So I'll type the word pay and then to
actually search for it, I just press the
| | 00:50 | Enter or the Return key on my
keyboard and it finds the first instance.
| | 00:55 | I am going to zoom in with Cmd+Plus
or Ctrl+Plus, see it highlights the word.
| | 01:00 | To find the next instance, again
continue pressing the Return or the Enter key
| | 01:04 | and it jumps and it finds it in the
word Payroll as well and there is paycheck.
| | 01:10 | What if I just wanted to find the
word pay and not paycheck or payroll?
| | 01:14 | That's called doing a find for a whole word.
| | 01:17 | So how do I set that option in Acrobat?
| | 01:20 | Well, there is a little downward
pointing triangle here to the right of the Find
| | 01:23 | field that lets you set those kind of option.
| | 01:26 | So if I just want Whole Words Only
and then I press Enter or Return then it
| | 01:31 | would only find the word pay and it
would skip over paycheck and so on.
| | 01:36 | The other options that you can choose
are that it pays attention to the Case of
| | 01:41 | the word and that it includes in its
search scope any Bookmarks and/or Comments
| | 01:47 | that are saved with this file.
| | 01:48 | So let me turn off Whole Words Only
and this time say Include Bookmarks
| | 01:53 | and Include Comments.
| | 01:55 | And though we haven't gotten into talking about
bookmarks and comments yet, but we will in a later video,
| | 02:01 | let's just check this out, let's
say that I want to search for the word
| | 02:05 | bennies for benefits.
| | 02:06 | So if I type the word bennies,
suddenly it found it in the bookmark,
| | 02:13 | because I knew that there was a
bookmark here named bennies.
| | 02:15 | So if I click Bennies, it jumps you
to the page having to do with benefits.
| | 02:19 | That's what a bookmark is.
| | 02:20 | So, this document does have some bookmarks.
| | 02:22 | But you can see that being able to
search not just the text of the document, but
| | 02:27 | something that people added to the PDF
in Acrobat, such as their comments or
| | 02:32 | bookmarks, is extremely handy.
| | Collapse this transcript |
| Searching a PDF and working with the Search panel| 00:00 | Sometimes when you're searching,
especially like a long PDF, the Find command
| | 00:04 | really isn't powerful enough.
| | 00:06 | You need something a little bit more robust,
and that's where the Search command comes.
| | 00:10 | Now a lot of new users are like,
what, there is a difference the Find and
| | 00:13 | Search, and yes, there is.
| | 00:14 | The Find command I covered in a
different video and that's if you just press
| | 00:17 | Cmd or Ctrl+F, it opens up a little
field that lets you do a find on one word or
| | 00:25 | one phrase at a time, but that might
not be enough and so you want to search,
| | 00:29 | and you can get to the Search
command from the Find fields dropdown menu.
| | 00:34 | You can see that Open Full Acrobat
Search is a command there. Or you can just
| | 00:39 | start searching right away, you
don't have to go through Find.
| | 00:41 | Just go to the Edit menu
and choose Advanced Search.
| | 00:45 | When you do that it opens up an
actual Search panel at the left and it
| | 00:48 | resizes the window so you can
actually see the entire contents of your PDF
| | 00:53 | document on the right along with
bookmarks or attachments if you're going to
| | 00:57 | be searching that as well.
| | 00:59 | Then the results of the search will
appear on the left, kind of like a little Google
| | 01:03 | Search Results page.
| | 01:04 | So say for example that in the current
document I want to search for the word
| | 01:09 | pay and click Search, and
immediately it goes through the document, it
| | 01:13 | highlights all instances where it
found something, and what's even cooler is
| | 01:17 | that it gives me a little link to every
time that it found a hit and it surrounds
| | 01:22 | the word with a few words on either side of it.
| | 01:25 | So I can see the results of this in
context, which is very useful when you have
| | 01:30 | many hits on a certain phrase and you
know, like, you don't care about certain
| | 01:33 | instances, you're looking
for the word in a certain page.
| | 01:36 | So like if you hover over each of
these links notice that the page number
| | 01:40 | appears in the tool Tip.
| | 01:41 | Say that I wanted to search for not just
the word pay but variations of that word.
| | 01:46 | I can say, okay, let's do a new search,
and this time show me a few more options.
| | 01:53 | So I can say now search for pay or
paycheck or payroll and match any of these
| | 02:00 | words rather than an exact word or phrase.
| | 02:02 | So I will go ahead and search the
current document and it found a few more
| | 02:08 | instances, I am not sure,
well it found pay in everyone.
| | 02:10 | But let's do a different variation of
that and instead of limiting ourselves to
| | 02:14 | this one document let's
search a group of documents.
| | 02:18 | If you want to do a Batch Search, if
you want to search more than one PDF at a
| | 02:21 | time, you can, what's important
though is that you want to collect them all
| | 02:24 | into a folder first.
| | 02:26 | So get them into a folder which I have
done in exercise one, I have a folder
| | 02:29 | full of different PDFs, and now we're
going to tell Acrobat to search that
| | 02:35 | folder by - I am going to
turn on Show Less Options.
| | 02:39 | And let's say that we want to do a
Batch Search command, in other words we want
| | 02:43 | to search for a particular word or
phrase not just in this PDF document but a
| | 02:47 | group of them, multiple PDF files,
can you do that? Of course you can.
| | 02:51 | In the Search panel what you want to do
is where it says where would you like to
| | 02:55 | search, you want to choose all PDF
documents rather than in the current
| | 02:59 | document, and then you want to search
for a particular folder full of PDFs.
| | 03:06 | So you have to remember to do that
first, you have to remember to put the
| | 03:08 | PDFs into a folder first, which I've done so
already in the Exercise Files for Chapter 01.
| | 03:15 | I just have a folder full of various
PDFs that make up the employee manual,
| | 03:21 | and now this time I'm going
to search for the same thing.
| | 03:23 | I will search for payroll, click
Search, and now it searches in all those
| | 03:29 | documents, there is probably about
six or seven, it found a hit in four
| | 03:32 | documents, and then if I reveal all
these hits here I can see that in the PDF
| | 03:40 | called Benefits-sec6 that it found
two hits, so one on page 1, one on page 2, in
| | 03:47 | section 3, which is the document I
happened to have open right now, it found two.
| | 03:51 | In the PDF called sec4 it found one,
and in sec7 it found a couple, civic
| | 03:57 | duties, what's that about?
| | 03:58 | So I am going to click that and it
opens up that PDF automatically and it
| | 04:02 | highlights the found phrase or
found word, and that's about it.
| | 04:06 | So when you're done you can just click the
little close box at the top of the Search
| | 04:09 | window, and we'll maximize
our normal Acrobat window.
| | 04:14 | So when finding is not enough, don't
forget there's a very powerful command
| | 04:18 | called Search in Acrobat X.
| | Collapse this transcript |
| Sharing PDFs by email and with Adobe SendNow| 00:00 | I'd say at least half the time that I
am working in Acrobat, the PDF that I am
| | 00:04 | looking at, I need to
send on to somebody else.
| | 00:06 | So I can't tell you for how many years
what I would do would be to close the
| | 00:09 | document in Acrobat, switch to the
Finder, start up my e-mail program, click
| | 00:15 | Attach File, look for the PDF, I am
trying to remember where did I just save
| | 00:19 | that to, attach it and so on.
| | 00:21 | It wasn't until, seriously, recently,
that I discovered this friendly little
| | 00:26 | command under the File menu to Attach to Email.
| | 00:30 | It's so wonderful, you Attach to
Email and this will start up your default
| | 00:34 | e-mail program if it's not already
running and it will go ahead and attach this
| | 00:38 | PDF to a new outgoing message with
the cursor blinking in the To field.
| | 00:43 | So nice, so much easier than what I used to do.
| | 00:46 | Now in Acrobat X they
have an actual Share panel.
| | 00:50 | So that's another place where you can
use the Attach to Email, so I can click
| | 00:54 | right here and click Attach to Email
and then just click Attach, that's all.
| | 00:58 | Notice that they have this other
service, which, unfortunately, I cannot show to
| | 01:02 | you at this moment, because it's not live yet.
| | 01:05 | It's called Adobe Send Now Online,
and it's a free service, it's used for
| | 01:10 | sending very large files.
| | 01:12 | If you've ever used a service
similar to yousendit.com, where instead
| | 01:17 | of attaching a huge monster PDF, like
these portfolios can get really big,
| | 01:22 | to an e-mail, a lot of mail servers
will not accept attachments that are
| | 01:26 | above a certain size.
| | 01:28 | So instead you could move from your
computer to a web server, a very large file,
| | 01:33 | and then that service at the web
server will send an e-mail to the recipient
| | 01:37 | saying, hey, Anne-Marie sent you a
huge file, here's the link to download it.
| | 01:41 | That's what yousendit does, and
that's what Adobe Send Now Online will do.
| | 01:45 | I have seen a demo of it, it's very
slick and it's really great, it is built
| | 01:49 | right into the program.
| | 01:50 | Instead of using Attach to Email,
you could just say Use Adobe Send Now
| | 01:53 | Online and just enter in your free
adobe.com e-mail address and go ahead and
| | 01:59 | send it using Send Now.
| | 02:01 | So whether you are going to attach
your PDF to an e-mail or use this Send Now
| | 02:05 | service, there is absolutely no reason
to leave Acrobat in order to share your
| | 02:09 | file with somebody else.
| | Collapse this transcript |
|
|
2. Creating PDFsCreating PDFs from Microsoft Office applications| 00:01 | So maybe you are a new Acrobat user
who has received PDFs as attachments to
| | 00:07 | e-mails or things you've
downloaded from the Internet.
| | 00:10 | But you've never actually created one
on your own and you may be wondering, how
| | 00:15 | do PDFs get created.
| | 00:17 | You can create them either
from within Adobe Acrobat,
| | 00:20 | all right, so see this big Create
button, or you can create them from
| | 00:25 | what's called the Authoring
Application, like Microsoft Word or a Web
| | 00:28 | Browser or InDesign.
| | 00:30 | So in this video, we are going to be
talking about creating PDFs from an
| | 00:34 | authoring application, specifically
the ones in the Microsoft Office Suite.
| | 00:41 | Now I've already started up the main
programs of Office 2010 for Windows, for
| | 00:47 | examples let's jump right here
to Word, and I have a document open.
| | 00:52 | Now what you're going to be seeing
is specific to Office 2010 on Windows.
| | 00:58 | Earlier versions of Office are similar,
but what's very different is if you
| | 01:02 | are on a Macintosh.
| | 01:03 | If you're in a Macintosh you don't
have a lot of these features that I am
| | 01:06 | going to show you, I'm sorry to say.
If you ask Adobe, they'll say it's not
| | 01:09 | their fault, but if you're using
Microsoft Office it is extremely integrated
| | 01:14 | into the PDF workflow.
| | 01:17 | One thing that's common to both
platforms is that you can create a PDF by
| | 01:21 | printing to the Adobe PDF Printer.
That gets installed automatically on your
| | 01:27 | operating system when you install Adobe Acrobat.
| | 01:31 | So if you just go to, like,
File > Print in any program,
| | 01:36 | in the dropdown list of printers,
look for the Adobe PDF Printer.
| | 01:41 | There is one exception to this is if
you are on OS X, Macintosh OS X, Snow
| | 01:46 | Leopard, that's 10.6 or later, this
doesn't get installed automatically, they
| | 01:52 | dropped that. Instead you should be going
to the Print dialog box and at the lower
| | 01:56 | left corner choose Save as Adobe PDF.
| | 02:00 | All right, but from that point on
things are pretty much the same.
| | 02:04 | So you choose the Adobe PDF Printer,
this is what they call a Virtual Printer.
| | 02:08 | And if you click Printer Properties you
can create different ways that this PDF
| | 02:14 | is going to be created.
| | 02:15 | For example, you could change the
default settings to create a PDF/X-1a or Press
| | 02:19 | Quality or Smallest File Size, that
would be like for uploading a PDF that's
| | 02:24 | going to be downloaded from the Web.
| | 02:27 | Going into each one of these is kind of
beyond the scope of this training, but I
| | 02:31 | just want to make sure that you know
that you can click that Advanced Settings
| | 02:33 | and get some advanced Acrobat settings here.
| | 02:36 | All right, I am just going to go ahead
and click on OK, and then you just click
| | 02:41 | Print and it would make a PDF and
prompt you to save the file name and then
| | 02:45 | open it in Acrobat.
| | 02:46 | So you can do that from any program,
not just the Microsoft Office programs.
| | 02:50 | But if you are in a Microsoft Office, I
am going to go back to Home, you have an
| | 02:55 | Acrobat tab at the very top.
| | 02:58 | So in 2010 it appears here, and if I
click it, you will see there are ton of
| | 03:02 | features just for creating
PDFs from Office 2010 for Windows.
| | 03:08 | We are not going to go through each
of these, but I do want to call your
| | 03:10 | attention to the fact, right from here,
| | 03:12 | you can create and send a PDF for review,
which I am going to be covering in a
| | 03:16 | later video, doing shared reviews.
| | 03:20 | You can also import comments, when I
talk about working with Comments in PDFs,
| | 03:24 | you can also import the comments
people make to the PDF that you have created
| | 03:28 | from this Word file back into
the Word file, which is very slick.
| | 03:32 | You can do a Mail Merge directly to a PDF.
| | 03:35 | You can have it automatically convert
this to a PDF and then attach it to an
| | 03:39 | outbound e-mail, very handy,
or you can just create the PDF.
| | 03:44 | Before we look at Create PDF, let's
look at the preferences that it's going to
| | 03:47 | be using by default.
| | 03:49 | Some of these you can change in the
Create PDF dialog box but other ones you
| | 03:53 | might want to visit here first.
| | 03:55 | There are many settings that you can
make in the Acrobat PDF Maker, which is
| | 04:00 | what this software is called.
| | 04:02 | Here is the same Advanced Settings
dialog box that we sort of had in the Print
| | 04:07 | dialog box, but here especially if you
are coming from the Creative Suite, these
| | 04:11 | will look familiar, these are all the
different settings that you might make in
| | 04:14 | a PDF Preset in the Creative Suite, or
if you are using Acrobat Distiller, these
| | 04:19 | are really high-end
pre-press decisions you can make.
| | 04:22 | So this is just saying for example
that if you had placed images in your
| | 04:25 | Word file, when it makes the PDF you could
have it reduce the resolution of those images.
| | 04:30 | If the resolution is not that important
to you, and you're trying to make a really
| | 04:33 | small file size. That's
what these settings are for.
| | 04:36 | I am going to cancel out of here.
| | 04:37 | You can apply security and make the PDF
password protected directly from Word,
| | 04:41 | you don't have to do that in Acrobat.
| | 04:44 | Word specific settings are that you can
convert footnote and endnote links to
| | 04:49 | links in the PDF, and this is
extremely useful and I really wish that we had
| | 04:54 | this on the Macintosh platform, the
fact that when you export to PDF, Word can
| | 04:59 | automatically convert Styles or
Headings to Bookmarks, and I will be talking
| | 05:05 | about creating Bookmarks in
PDFs in a different video.
| | 05:09 | So these are all the different settings
under Preferences, let's click Cancel.
| | 05:12 | Instead just go right to Create PDF.
| | 05:15 | So I'm going to save this out to my
desktop and then notice here that there is
| | 05:20 | an Options button, remember I said that
you can set some of the preferences when
| | 05:24 | you click Create PDF, this
will give you access to those.
| | 05:28 | So for example if you wanted to create
bookmarks you can go ahead and turn that
| | 05:31 | on. I am going to turn it off for now.
| | 05:33 | If you want to apply security, you can
turn that on, and if you want to create
| | 05:37 | what's called an archive version of
this document, one that cannot be edited
| | 05:41 | in Acrobat, I will be talking about that later
in Prepress, you can do that right from here.
| | 05:46 | Also you can convert any comments if
you have turned on Track Changes and
| | 05:50 | you've added comments to your
documents, those can be converted to PDF
| | 05:55 | comments, very slick.
| | 05:56 | I will just say OK and Save, and it
automatically opens up here in Acrobat.
| | 06:06 | Notice that the links came through as well.
| | 06:08 | This is also something that is
problematic on the Macintosh platform, but on a
| | 06:13 | Windows platform any hyperlinks that
you add to an Office document will get
| | 06:18 | converted automatically.
| | 06:20 | Now Word is kind of like the
granddaddy of all the PDF Maker Options.
| | 06:25 | If we look at something else like say
Excel, there is also an Acrobat add-in,
| | 06:29 | but it is much more limited.
| | 06:31 | You can create and send this for review,
you can create and attach it to an e-mail.
| | 06:35 | There are some preferences not quite as
robust, you can still create bookmarks,
| | 06:40 | it will automatically create links.
| | 06:44 | But mainly you are just going to go to
create PDF and then choose what it is
| | 06:47 | that you want to make a PDF out of.
| | 06:50 | The entire workbook, certain sheets, and
then you can like combine them all into one PDF.
| | 06:56 | If you made a selection first, I think
it's kind of cool, if you like drag over
| | 06:59 | something and then go to Create PDF,
you can say, make a PDF of this selection.
| | 07:06 | So I will say go ahead and do that, and
I will save this on the desktop, and now
| | 07:14 | just the selection appears.
| | 07:17 | In PowerPoint, you again have
your Acrobat tab at the top.
| | 07:21 | You can create some things for review
and attach them to an e-mail, you do have
| | 07:25 | Preferences, they are similar to
Excel's preferences, and then you can just
| | 07:30 | create the PDF, the options give
you the ability to turn on or turn off
| | 07:35 | bookmarks, if you have placed
multimedia files, be sure to convert the
| | 07:39 | multimedia files to play
| | 07:40 | in the PDF. If you applied Transitions,
which we will be talking about in a
| | 07:44 | different video, if you've applied
PowerPoint transitions, it can preserve
| | 07:49 | those, in other words convert them to
Acrobat Page Transitions, which are really
| | 07:53 | cool when you are doing a
slideshow or fullscreen display.
| | 07:56 | It can also convert Speaker Notes,
which is very useful, and then you choose
| | 08:00 | the range of slides that you want to
convert and make a PDF, I am not going to
| | 08:03 | go ahead and do that.
| | 08:05 | One more Office application I want
to show you is Outlook, and Outlook is
| | 08:09 | actually pretty cool, as far its
integration with PDF is concerned.
| | 08:13 | For example, if I click the Adobe
PDF tab at the top, I can have Outlook
| | 08:17 | automatically create an archive of all my
e-mails as a PDF on any kind of calendar
| | 08:23 | basis, which is pretty slick.
| | 08:26 | You can apply security to that PDF and
you have all the different settings of
| | 08:30 | what it should include in that PDF,
for example, should it include all the
| | 08:34 | attachments, or should
it ignore the attachments?
| | 08:36 | I am going to click out of there.
| | 08:41 | Change Conversion Settings, this is
basically same thing as Preferences, so
| | 08:45 | we have seen these before, what
are the preferences that you have for
| | 08:48 | exporting your e-mail to PDF.
| | 08:52 | And then finally, you can export
selected messages or selected folders.
| | 08:57 | For example, say that I want to
create a PDF of all of the e-mail that I
| | 09:03 | have already sorted into a folder in
Outlook, say for example, everything
| | 09:07 | having to do with events.
| | 09:09 | So I just wanted to make a PDF out of
this, I'll say Convert this folder and
| | 09:13 | all sub folders, and I'll save it to
the desktop, and it opens up as a 12-page
| | 09:20 | PDF with all the e-mails
that have do to with events.
| | 09:23 | So I could print this out or I could save it
in a project folder, whatever I need to do.
| | 09:28 | So as you can see, the combination of
Adobe Acrobat X and Microsoft Office 2010
| | 09:34 | is a real powerhouse combination, and
I encourage you to explore all those
| | 09:38 | different settings and ways that you can
make the PDF Maker application work for
| | 09:42 | you when you are working
in any Office application.
| | Collapse this transcript |
| Creating PDFs from Creative Suite applications| 00:00 | When you create a PDF from a
Creative Suite program like InDesign or
| | 00:05 | Illustrator, it's kind of similar to
creating a PDF from a Microsoft Office
| | 00:10 | application in that you can always
print to the Adobe PDF printer from
| | 00:14 | within that program, or you can use
one of the options built within the
| | 00:18 | program to export to PDF.
| | 00:21 | One thing that is different though
from Microsoft Office applications and the
| | 00:25 | Creative Suite is that you cannot
create a PDF from within Acrobat based on a
| | 00:31 | Creative Suite file, whereas
you can with an Office file.
| | 00:34 | So let's start out here and then I'll
jump over to the Creative Suite programs.
| | 00:38 | I said in the Microsoft Office video
that you could go to the Create menu and
| | 00:42 | you can create a PDF
directly from one of those files.
| | 00:45 | Notice that if you choose Create, and
then under Files of type, you leave it as
| | 00:50 | All Supported Formats, you can see
that these are all the different formats
| | 00:53 | that you could select.
| | 00:54 | So I could create from within Acrobat, a
PDF from and Excel file, a PowerPoint file,
| | 00:59 | a Word file, and so on, but you don't
see InDesign files, Photoshop files, or
| | 01:05 | Illustrator files here.
| | 01:06 | So they don't have those
kind of like that capability.
| | 01:08 | I don't know why, they all come from
the same company, but, there you go.
| | 01:12 | So, if you have a Creative Suite
program file like InDesign or so on, you have
| | 01:16 | to create a PDF from that program.
| | 01:19 | So, let's go ahead and
look at a file in InDesign.
| | 01:21 | I have a very basic part of our
employee manual here in InDesign.
| | 01:26 | You can print to the PDF printer, or you can
use one of the built-in Export to PDF options.
| | 01:33 | So let's take a look at printing.
| | 01:35 | If I go to File and choose Print, under the
Printer you can choose the Adobe PDF Printer.
| | 01:42 | Now this gets installed by
default when you install Adobe Acrobat.
| | 01:46 | The one exception though is that if
you're on a Macintosh and you're using Snow
| | 01:51 | Leopard operating system
which is 10.6, they drop that.
| | 01:56 | Instead, to print to the Adobe PDF
Printer on an OS X, Snow Leopard or later, you
| | 02:02 | would go down here where there is a
Save As PDF dropdown menu and you'll find
| | 02:06 | Adobe PDF down there.
| | 02:08 | Otherwise, you could always create a PDF
from any Creative Suite program just by
| | 02:12 | printing to Adobe PDF.
| | 02:14 | But really, that would be a big waste,
because there are much better ways of
| | 02:17 | creating PDFs from the Creative Suite programs.
| | 02:20 | In InDesign CS5, there are
two different ways to do this.
| | 02:23 | In earlier versions of
InDesign, there's only one way.
| | 02:25 | So, let's look at that one way that's in
common to all the versions of InDesign.
| | 02:29 | You go to File, go to Adobe PDF
Presets, and choose one of these built-in
| | 02:33 | Presets, the ones in the
brackets, or you can create your own.
| | 02:36 | But we'll go ahead and just start with
one of these, and I'll save this to the
| | 02:42 | Desktop and you get the Adobe PDF Export
dialog box where you can make all sorts
| | 02:46 | of choices here, such as choosing a
different Preset from the top, you can set
| | 02:51 | your Page Range that you
want to create a PDF out of.
| | 02:54 | You can turn on View PDF after
Exporting, which I almost always do.
| | 02:58 | You can set Compression, and so if
you want the program to downsample any
| | 03:02 | images because you're trying to make
them smaller or you want to turn off
| | 03:05 | Downsampling, you can do that as well.
| | 03:09 | You can include printers Marks and Bleeds.
| | 03:11 | So typically if you're creating a
PDF for a commercial printer, this is
| | 03:14 | how you're doing it.
| | 03:15 | And there are other options as well.
| | 03:18 | But let's take a look at that General again.
| | 03:20 | I want you to look down
here where it says Include.
| | 03:22 | This is where CS5 is
different than the earlier versions.
| | 03:26 | In CS5, if you want to create an
interactive PDF, if you want one that has the
| | 03:30 | movies and the sound that you placed
in InDesign, that has buttons and so on,
| | 03:34 | this is not how you would create the PDF.
| | 03:36 | The only interactivity in CS5 that you
could include in a PDF in this manner would
| | 03:41 | be Bookmarks and Hyperlinks. All right.
| | 03:44 | So, if you're creating a PDF whose
interactivity is limited to that, or
| | 03:48 | you're creating a PDF for commercial
offset printing, this is the way to do it.
| | 03:52 | The other way, in CS5 only, to create
an interactive PDF is to go to File and
| | 03:58 | choose Export, and in Export you'll
see that you have the option of Adobe PDF
| | 04:02 | (Print) which brings you back that
dialog box that we were just looking at, or
| | 04:06 | Adobe PDF (Interactive) which brings
you to a completely different dialog box.
| | 04:10 | And with this is how you'd create
an interactive PDF from InDesign CS5.
| | 04:15 | These options, when they were
supported in earlier versions were all together
| | 04:19 | and available in that main
File Export Adobe PDF dialog box.
| | 04:23 | That's all, so they sort of split off in CS5.
| | 04:27 | That's how you creative a PDF from InDesign.
| | 04:29 | Let's take a look at Illustrator.
| | 04:32 | We have a regular, nice document open with
various logos for our Olive Oil Company here.
| | 04:38 | To create a PDF from Illustrator, go to
File and choose Save As, and under Save
| | 04:45 | as type, you'd want to choose Adobe PDF.
| | 04:47 | Now, the Save Adobe PDF dialog box is
very similar to the one that we just
| | 04:53 | looked at in Adobe InDesign.
| | 04:56 | In that you have a General panel, you
have the ability to set Compression,
| | 04:59 | you can set Marks and Bleeds on the
PDF, and different Output scenarios,
| | 05:05 | Advanced, Security and so on,
but take a look again at General.
| | 05:09 | There's a very important option here
that says Preserve Illustrator Editing
| | 05:13 | Capabilities, and what that will do
will be to increase the size of the PDF
| | 05:17 | slightly, but it will make it a completely
editable Illustrator file within that PDF file.
| | 05:23 | So, you don't have to have
two versions of the file;
| | 05:25 | one as the editable AI file and
the PDF that you created from that.
| | 05:29 | You could create one PDF file that you
can open in Illustrator without worrying
| | 05:33 | about destroying it,
destroying the PDF, and save it.
| | 05:36 | So, that's why it's turned on by default.
| | 05:38 | Now normally, Adobe frowns on
people using Illustrator to open PDFs.
| | 05:43 | You can use Illustrator to open up one
page at a time of any PDF and edit stuff
| | 05:48 | in there, but doing so normally
destroys a lot of the internal structure of
| | 05:53 | the PDF, and you'll end up with
unseen consequences down the line.
| | 05:57 | So that's usually frowned upon.
| | 05:59 | The one exception is if it's an
Illustrator document to begin with and you
| | 06:02 | made it a PDF with this option turned on.
| | 06:04 | Let's take a look at Photoshop.
| | 06:09 | So I have a document open that is an
image, a regular image of an olive tree,
| | 06:13 | maybe that's Two Trees, along with
some live text in a layer above it.
| | 06:18 | The reason I created this is because
the one time that you might want to create
| | 06:22 | a PDF out of a Photoshop file would be
is if you want to maintain the vector
| | 06:27 | information in that file and use it in
another document, like place this into
| | 06:31 | Illustrator or place this into InDesign.
| | 06:35 | By doing so, then, whenever you
export that document to PDF, the resulting
| | 06:40 | PDF will maintain the vector
information, so the type here which is vector,
| | 06:44 | will still be nice and sharp and won't
be flattened and rasterize into paint
| | 06:48 | pixels kind of things.
| | 06:49 | So, really, to me, that's the only
reason you ever want to save a Photoshop
| | 06:53 | file as a PDF is if you have a mix of
vector and raster and you want to place
| | 06:57 | it in another program.
| | 06:58 | So, to save a Photoshop file as a PDF,
go to File, choose Save As, just as
| | 07:03 | with Illustrator, and under Format,
choose Photoshop PDF, which I had selected
| | 07:09 | earlier, that's why it was still selected.
| | 07:12 | Notice that in Windows, you have the
option of two different extensions: PDF or PDP;
| | 07:17 | on Macintosh, it would just be PDF.
| | 07:20 | I think on Windows they need this
optional PDP because of file associations.
| | 07:25 | Normally when you double-click a PDF
file in Windows Explorer, it'll open up in
| | 07:30 | your default PDF Editor like Acrobat or Reader.
| | 07:33 | But if you want this PDF to open up in
Photoshop, which you probably would, then
| | 07:38 | you would use PDP instead of PDF,
and you can just overwrite it yourself.
| | 07:42 | On a Macintosh I believe there's some
other structure that remembers it, so you
| | 07:46 | don't need to worry
about changing the extension.
| | 07:48 | But we'll go ahead and call this
Olive tree-withtext2 because I have an
| | 07:52 | earlier version here.
| | 07:54 | Notice that with it as a PDF that you can
save it with layers intact, which is nice.
| | 07:58 | Now, I'm going to click Save and we
get a little alert because we're going to
| | 08:02 | see another dialog box in a second,
and it's saying when there's conflicting
| | 08:06 | settings between these two dialog boxes,
the settings that we choose in the one
| | 08:11 | that we're about to look at will
override the one we just looked at.
| | 08:15 | So here we are at the
familiar Save Adobe PDF dialog box.
| | 08:18 | This is the one that trumps the
settings in the Save As dialog box.
| | 08:22 | Again, we have Compression and Output.
| | 08:25 | So these kind of things you can set
right here, but just as with Illustrator,
| | 08:28 | under General, we have Preserve
Photoshop Editing Capabilities.
| | 08:32 | So again, all the layers will
remain intact and all of the effects will
| | 08:36 | remain editable and so on in the Photoshop
file within this PDF, which is really nice.
| | 08:41 | So, that's why that's turned on by default.
| | 08:43 | So, as you can see there, if you have a
Creative Suite program, the best way to
| | 08:48 | create a PDF, the way that it gives you
the most control, is within that program's
| | 08:53 | Export to PDF or Save As PDF.
| | Collapse this transcript |
| Creating PDFs from within Acrobat Pro| 00:00 | You can easily create a PDF right
from within Adobe Acrobat Pro,
| | 00:05 | and there's a big hint for you because
there's a huge Create button, upper left,
| | 00:09 | when you start the program, right?
| | 00:11 | So just go to the Create button
and look at the drop-down menu.
| | 00:15 | You can create PDF from a file, which is what were going to
look at in this video. You can also create PDF from a scanner.
| | 00:20 | So if you hook up a scanner
| | 00:22 | to the computer you can scan
directly into Adobe Acrobat.
| | 00:25 | And I'll be talking about that in a different video
| | 00:28 | And then there are other ways to create PDFs from within this
menu that will be covered in other videos, but right now we're
| | 00:33 | going to concentrate on the PDF from a File,
| | 00:36 | or press Control+N, which you would
think would open up a new blank PDF.
| | 00:41 | But no, it doesn't. Instead, it creates this
dialog box saying Open, and it wants to know,
| | 00:47 | where is the file that you
want to create a PDF from?
| | 00:50 | What's interesting is that you can see all sorts
of different files in here. Anything that you can see
| | 00:56 | is a file that Adobe
| | 00:58 | can convert into a PDF on the fly
| | 01:01 | from within the Acrobat program,
| | 01:03 | because we have selected
here are all supported formats
| | 01:07 | next to Files of type.
| | 01:09 | So if you know that the type of file that you
want to create a PDF from is, say, an Excel file.
| | 01:15 | You can choose Excel and then the
window will only show you the Excel files.
| | 01:19 | But I wanted to show you all supported formats to
show you the huge range of different file types
| | 01:24 | that you can create a PDF from
directly from within Acrobat.
| | 01:27 | Some of the file types that are
missing that you might think should be there
| | 01:31 | are ones that end with extension
.indd or .ai, you know, the
| | 01:35 | actual Creative Suite native program formats
| | 01:39 | for InDesign, Illustrator, Acrobat, and so on.
| | 01:42 | Unfortunately, you have to, if you want to create a PDF
from those programs, you have to do it from the originating
| | 01:47 | application. You can't do it
from within Adobe Acrobat.
| | 01:50 | But lets go in and create a PDF fromm let's just
do the LOGO.gif, just to see how that works.
| | 01:56 | I selected, click open
| | 01:58 | Bam, creates it right away. It's huge,
| | 02:01 | but, you know, we're zoomed in 459%.
| | 02:04 | If I choose actual size or 100%.
| | 02:08 | This is the size of the GIF.
| | 02:09 | Let's try another one.
| | 02:11 | Create > PDF from File,
| | 02:12 | lets try the HTML file. So
| | 02:16 | I went to a website in Firefox,
| | 02:19 | and I chose File > Save As, and chose
Full Web Archive, so it saved the HTML file,
| | 02:25 | and then it saved a folder full of all the
supporting files like the GIFs and JPEGs
| | 02:29 | that had been placed in there.
So if I select that, click Open,
| | 02:32 | It creates a PDF from that webpage. So that's one
way to create a PDF from a webpage. Let's do another one.
| | 02:39 | Create > PDF from File.
| | 02:42 | And this time I'll select
an Excel file, Head Count.
| | 02:45 | So if you select an Excel file or another
Microsoft Office program and you click Open,
| | 02:51 | what happens is you'll get a little
alert saying that it is starting application
| | 02:55 | and converting it to PDF. So,
| | 02:57 | if someone send you an Excel file and you do't have Excel
installed, this won't work. It does need you to have the program
| | 03:03 | installed on your computer
| | 03:05 | in order to convert it
| | 03:06 | But it doesn't actually open the program.
| | 03:08 | See we don't have Excel running down here.
| | 03:11 | It just openw it in the
background and then it quits automatically.
| | 03:15 | But here it has created a
PDF from that Excel file.
| | 03:18 | If you want a little bit more control
over how these files are converted to PDF,
| | 03:24 | go to your preferences, which on
Windows is under the Edit menu,
| | 03:28 | on a Mac it's under the Adobe Acrobat Pro menu,
| | 03:31 | and on the left to go to Convert to PDF.
| | 03:35 | And you'll see all the different file types
| | 03:37 | that can be converted to PDF
| | 03:39 | and you can change the settings
| | 03:41 | for some of these. So, like, with an Excel file
| | 03:44 | I can choose Edit Settings and say,
when I go to create a PDF from a file
| | 03:48 | and I choose an Excel file,
| | 03:50 | I want you to use the Press Quality PDF
settings, I want you to make sure and include bookmarks,
| | 03:57 | and you can even click the Edit
button here and get really deep into it
| | 04:01 | about the kind of specific settings that you prefer
| | 04:03 | for how a particular type
of file is converted to PDF.
| | 04:07 | So that's Convert to PDF
| | 04:10 | in the Preferences settings.
I'll cancel out of there.
| | 04:14 | So to create a PDF, one of the first things
you might want to do is just go directly to the
| | 04:18 | Create > PDF from File command
| | 04:21 | And see if you can convert it to a PDF
directly from within Acrobat.
| | 04:24 | It's really fast and really convenient
| | Collapse this transcript |
| Creating PDFs from a web site| 00:01 | One of my very favorite ways to use
Adobe Acrobat is to use it to create PDFs of
| | 00:06 | web sites for further off-line study,
for archiving, even for proofing, when I am
| | 00:12 | designing a web site for a,
client to save successive proofs.
| | 00:16 | So how do you create a PDF from a web site?
| | 00:19 | If we go to a web site, which I already
have running here, twotreesoliveoil.com,
| | 00:25 | you could always print to the Adobe
printer right, and print out this page.
| | 00:29 | Just go to File and choose Print,
and choose the Adobe PDF printer as I've
| | 00:35 | explained in other videos in this chapter.
| | 00:38 | But you have a lot more options if
you use the Create PDF from Web Page
| | 00:43 | command within Acrobat.
| | 00:45 | Let's take a look at that.
| | 00:46 | Go to the Create dropdown menu and
choose Create PDF from Web Page, and it wants
| | 00:52 | to know what is the URL that
you want to create a PDF from.
| | 00:55 | So you just type in the URL.
| | 00:58 | It can be any URL, doesn't
have to be a homepage URL.
| | 01:01 | So if you are deep into a page in Amazon,
for example, you could just copy and
| | 01:05 | paste the URL that you see in the
address bar right into this dialog box, and
| | 01:10 | then you just click Create, but of
course, before you do that, we are going to
| | 01:13 | set up a couple of things.
| | 01:14 | First, let's take a look at Settings.
| | 01:17 | Simple settings. It's going to convert an
HTML file, or you might have a text file
| | 01:22 | that's on the web, but mainly it's an
HTML file. And if you are creating a web
| | 01:26 | site that is going to span more than
one URL, which I will show you how you can
| | 01:31 | do in a minute, but you can have a
Create bookmarks that bring you from page
| | 01:35 | to page within the same PDF.
| | 01:36 | It can automatically put headers and
footers on each PDF page that it captures
| | 01:41 | with the URL of where you capture that
web page from, which is very useful, and
| | 01:46 | it can create PDF tags, which
makes it more accessible of a PDF.
| | 01:51 | If you click Settings, there are even more
options that you can set based on the HTML.
| | 01:56 | So for example, if you want the text to
always be black, even if in the web page
| | 02:02 | they use a very light green,
| | 02:04 | you can say, I want the text in the PDF
to be black and to force these settings
| | 02:08 | for all the pages, so it
overrides the web designer settings.
| | 02:12 | If there is a multimedia content, for
example, a video or a movie or a sound,
| | 02:18 | Acrobat will try to embed the
multimedia content whenever possible, so that you
| | 02:22 | don't have to be online to
actually play that multimedia content.
| | 02:26 | Sometimes it doesn't work though,
especially for some kinds of Flash videos I've found.
| | 02:30 | So what you might want to do is either
disable multimedia capture or have it be
| | 02:35 | just like the screenshot of it, but if
you click it to play it, it's going to
| | 02:38 | try to go to that web page, so
Reference multimedia content by URL.
| | 02:43 | So this will make for a smaller PDF as well.
| | 02:45 | But we are just going to
leave everything at the default.
| | 02:48 | When it converts the file, it's
going to retain the page background.
| | 02:52 | So if a web site uses a very busy
pattern background that make it hard to read,
| | 02:57 | you might want to turn this off, and
then of course though, you have to make
| | 03:01 | sure that your text will be able to be seen.
| | 03:03 | Sometimes, I've turned off the Page
Background and then I get nothing in my PDF
| | 03:07 | because the designer used
white type on a dark background.
| | 03:10 | So keep that in mind.
| | 03:12 | If you want to make it easier to find
links because you can use CSS in a web
| | 03:16 | site to remove the underline from links,
you can say please underline the links
| | 03:21 | if they don't have it.
| | 03:23 | So I am just going to leave this as is,
and look at the Page Layout, Web Page
| | 03:28 | Conversion Settings.
| | 03:30 | So this is saying what size should the
PDF pages be, and sometimes a web
| | 03:35 | site needs a page size that's higher
than 11 inches, so you might want to
| | 03:39 | change it to Legal.
| | 03:41 | If you are not going to print it out,
and you just want to view it online in
| | 03:43 | Reader or Adobe Acrobat, you can
change this to whatever you'd like.
| | 03:47 | But normally, it's going to
scale contents to fit the page size.
| | 03:50 | So you don't have to worry about
measuring the web page or some web pages you
| | 03:54 | can make the screen really wide, and
the text stretches out to two feet wide.
| | 03:57 | You don't have to worry about it being
cut off because by default, Acrobat will
| | 04:01 | scale contents to fit.
| | 04:03 | So we'll click OK here,
and let's just click Create.
| | 04:08 | You get a little dialog box;
| | 04:09 | it tells you what it's doing and this
was a nice fast and easy web page to get.
| | 04:13 | We'll look at it to fit in window.
| | 04:16 | So it captured all the information at the top,
and notice that it captured the links as well.
| | 04:21 | So if I hover my cursor over the News
link, it tells me what the URL would be to
| | 04:26 | go there, and if I clicked it, it
would bring me to that web page.
| | 04:30 | And if we look inside the Bookmarks tab,
what it captured was the name of the URL,
| | 04:35 | and then the web page that it captured.
| | 04:37 | So it's just one page long, and then
let's look at the footer here, let me zoom in.
| | 04:44 | So it has the URL of what the page
is and when I captured it, which is
| | 04:47 | very useful information.
| | 04:49 | You remember that was part of the
default settings, was to put headers and
| | 04:51 | footers on the pages.
| | 04:53 | Let's try this again.
| | 04:54 | I am going to close this
document, not save changes.
| | 04:58 | We are going to create a PDF from a
web page. Again, the same URL, but this
| | 05:03 | time you are going to capture multiple levels.
| | 05:05 | So click this button to open up the
settings here. And normally by default, it
| | 05:11 | just gets one level,
meaning it just gets this URL.
| | 05:15 | If you wanted to get this page, plus
the pages that this site links to, you could
| | 05:21 | increase the number of levels.
| | 05:22 | So this will go one level deep, two levels deep.
| | 05:25 | So in other words, let's take
a look at that web page again.
| | 05:28 | One level deep would be, I click About, and
it's this page here, that's one level deep.
| | 05:34 | If in the About page, there is another
link that leads me elsewhere, so you take
| | 05:39 | a look at the URL up here or in the
About section and then it goes another
| | 05:43 | level, that's two levels deep.
| | 05:45 | So how many levels do you want to get?
| | 05:47 | You have to be careful because some web
sites are very broad or very deep, and I
| | 05:52 | have gone to web sites where I said, I
don't know if you saw that option here,
| | 05:56 | but you can just say, oh, just get me
the entire site, that I end up with a
| | 06:00 | 1200-page PDF from the web site.
| | 06:01 | So you want to be careful about that.
| | 06:03 | But I am going to say, let's go ahead
and get three levels, and sometimes links
| | 06:08 | bring you to other web servers.
| | 06:10 | So if you don't want to capture stuff
from other web servers, you want to stay
| | 06:14 | in the same sever then turn that
on. And also sometimes the path - the
| | 06:18 | twotreesoliveoil.com/ and then all the
other pages - start from the same stem.
| | 06:24 | Sometimes internal links will bring
you to a different URL on the same server
| | 06:28 | which might not be what you want.
| | 06:30 | So you might want to turn
on and stay on the same path.
| | 06:31 | On the other hand, sometimes that path
is something like an e-commerce site or
| | 06:36 | something like that where it
says store.twotreesoliveoil.com.
| | 06:39 | In that case, you can turn
that off if you want to capture that as well.
| | 06:43 | So we'll just leave this as is, and
then click Create and because we said three
| | 06:49 | levels, we get a little warning,
are you sure? Yes, I am sure.
| | 06:52 | So it's capturing all these pages.
| | 06:54 | It's telling you where it
is and what it's grabbing.
| | 06:56 | So it's grabbing the HTML file and it's
grabbing anything that's linked to that
| | 07:00 | HTML file, which if you've ever done
any web design, know includes CSS files
| | 07:05 | and images and videos and all sorts of things.
| | 07:08 | So it's grabbing all that.
| | 07:10 | We'll let it finish.
| | 07:11 | All right, so it finished, and
maybe I was little too greedy.
| | 07:17 | I think I probably
should've said two levels or so.
| | 07:20 | When it's done, if there are any
problems in downloading any files, you get this
| | 07:23 | little list of errors that you might have had.
| | 07:26 | So it had some problems downloading
some JPEGs for some reason, but I am not
| | 07:30 | too worried about that;
| | 07:31 | I am just going to click OK.
| | 07:32 | Now, let's take a look at
what we are able to grab.
| | 07:35 | So we have this entire web site, it
is 53 pages for the three levels that
| | 07:40 | we told that it to grab.
| | 07:41 | Now, on the left, you can
immediately go to certain pages here.
| | 07:46 | So here is the Contact link, and if we
go further down, here is the History &
| | 07:50 | Timeline, and if we click 1910, that actually
was a level that is apparently the fourth level.
| | 07:58 | So it didn't capture that, and instead
it's saying that if you want to see that,
| | 08:01 | you are going to have to go to the web site.
| | 08:03 | So I am just going to
cancel out of there for now.
| | 08:05 | But you can see how useful this feature
would be for capturing web sites, even just a
| | 08:09 | single page, or for an entire web
site to archive it or to include in your
| | 08:14 | portfolio, or whatever it is that you want to do.
| | 08:16 | So being able to capture a web site from
directly within Acrobat is a lot of fun.
| | 08:20 | You should give it a try.
| | Collapse this transcript |
| Creating PDFs from the clipboard| 00:00 | Here's another neat way to make a PDF,
and actually it comes in really handy in
| | 00:04 | lots of different situations, whether
you're creating a PDF from scratch or you
| | 00:08 | just want to insert
something into an existing PDF,
| | 00:11 | in that Acrobat can take what's inside
your clipboard memory and convert that
| | 00:15 | to a PDF on the fly.
| | 00:17 | For example, say that you are working
in Word and you want to create a PDF that
| | 00:21 | just starts out with this paragraph,
or that only consists of this paragraph.
| | 00:24 | So you select it in Word and
then copy it to the clipboard.
| | 00:29 | Switch to Acrobat and if you want to
create a completely new PDF, from what's
| | 00:35 | inside your clipboard from that
paragraph, just go to the Create menu and
| | 00:38 | choose PDF from Clipboard.
| | 00:40 | It might take a minute or so,
we'll just give it a second, and bam!
| | 00:45 | There you have the PDF.
| | 00:48 | So there it is, and it maintains the formatting.
| | 00:50 | So it's not just text selections but
also basically anything that can be
| | 00:54 | selected, can be converted.
| | 00:56 | So, let's try, for example, InDesign.
| | 00:59 | Here I have a very heavily designed
catalog opened for Hansel and Petal, and say
| | 01:03 | that I want to convert just this
headline that says shrubs, and then these
| | 01:09 | pictures right below it to a PDF.
| | 01:12 | I don't have to export the entire
page to PDF, and then delete everything;
| | 01:15 | I can just create a PDF out of the selection.
| | 01:18 | So I select that stuff, go to the
Edit menu, choose Copy, jump over to
| | 01:24 | Acrobat, Create PDF from Clipboard, even
faster, maybe because InDesign uses the
| | 01:30 | PDF engine internally. There it is
fitting in the window. Pretty neat, huh?
| | 01:36 | So whenever you need just to quickly
create a PDF from a selection of text or
| | 01:40 | images, just remember that you can
always to do so, by choosing Create PDF
| | 01:45 | from the Clipboard.
| | Collapse this transcript |
|
|
3. Editing PDF ContentEditing text | 00:00 | Can you actually do a wholesale
editing of text in a PDF in Adobe Acrobat?
| | 00:07 | Well, sort of, in a way you can.
| | 00:09 | It's not really the best idea at all.
| | 00:11 | Not just because it's little clunky,
but also because what's happening is that
| | 00:15 | you are updating a PDF, but not
updating the file that created that PDF.
| | 00:20 | For example, this page that you're
looking at is a single page from a catalog
| | 00:24 | that was created in Adobe InDesign.
| | 00:26 | So if we updated say, for example,
the prices here in this PDF, we are not
| | 00:31 | updating the prices in
the original InDesign file.
| | 00:34 | So nextquarter or next season, when
we need to do a new version of this
| | 00:38 | catalog, we are not going to know
all the updates in that InDesign file.
| | 00:41 | We'll have to look at all the PDFs, and
all the changes that we might have made.
| | 00:45 | So it's really not a good idea to
change the PDF. However, on the other hand,
| | 00:49 | I am well aware that often you don't
have the original program or file that
| | 00:54 | created the PDF, and you need to make a change,
or it's an emergency or it's a minor change.
| | 00:59 | In other words, it is possible to edit
a PDF, it's just not a good idea. But if
| | 01:03 | necessary, here is how you would do so.
| | 01:05 | We're going to start with
editing text in the PDF.
| | 01:07 | The first thing to know is that you're
not going to be able to edit the text,
| | 01:11 | like, change words around unless you
have that font that's being used loaded in
| | 01:16 | your system, and you can figure out
which fonts it is in a variety of ways.
| | 01:20 | But the main way we are going to do it is with
the same tool that we use to edit the text.
| | 01:24 | You might be thinking, here is the
Edit Text tool, but actually, it's not.
| | 01:27 | This is the Select Text tool,
confuses a lot of people.
| | 01:30 | The Edit Text tool is a
completely different tool.
| | 01:33 | It is here in the tools panel, because
it has to do with content of the page,
| | 01:37 | it's in the Content section,
right? That makes sense.
| | 01:41 | It's the Edit Document Text tool.
| | 01:43 | So select that and then click
inside the text that you want to edit.
| | 01:46 | Like, for example, say that we
want to edit this text below the
| | 01:50 | heading Container Plants.
| | 01:52 | So if you click inside the type, what
happened really briefly, I know it sort
| | 01:55 | of flashed here, was it read into
memory which fonts are available to be
| | 01:59 | worked with in Acrobat.
| | 02:01 | And if we didn't have this font
loaded, we would've gotten an alert.
| | 02:05 | If you want to know which font it is,
just select some of the text and then
| | 02:08 | right-click and choose Properties.
| | 02:10 | It will say, oh this is ChaparralPro-Regular,
which I do have installed on this system.
| | 02:15 | We are going to come back to that dialog
box in a bit, so let's zoom-in a bit so
| | 02:19 | we can see better our selection.
| | 02:20 | You get this really weird selection
preview, these half moons, but let's say
| | 02:25 | that we want to just delete
the word Containers, for example.
| | 02:27 | So I select that word and then press
the Backspace or Delete key one more time
| | 02:32 | to get rid of the extra space, and there you go.
| | 02:34 | The text doesn't
automatically wrap up to meet here.
| | 02:38 | So that's something you need to keep in mind.
| | 02:39 | Now if I want to add some other text,
like instead of saying, Plants are grown
| | 02:43 | in containers, I want to say
vessels, I can just type it in.
| | 02:47 | Sometimes if you don't have this font
loaded, you'll be able to delete text,
| | 02:51 | but if you want to add text, it's going
to have to use a fake font, and you'll get
| | 02:55 | an alert about that.
| | 02:56 | It's going to try to match the typeface
but it won't be able to match it exactly.
| | 03:00 | Let's say that you wanted to do more
wholesale editing of this text, instead
| | 03:04 | of just deleting a word or adding a word,
you wanted to change the formatting of a
| | 03:08 | word, you can do a limited amount of
that right within Acrobat by selecting
| | 03:12 | the word, like let's
| | 03:12 | say that we want to select the word
people and then right-click and choose
| | 03:16 | Properties, right?
| | 03:17 | So we just saw that this is where the
typeface was, but also notice that you can
| | 03:20 | change the font size, like we might
want to change it to 18 points, you can
| | 03:25 | change the color of the selection,
which is actually really useful.
| | 03:29 | Let's say for example, that you added
a hyperlink in Acrobat, and you want to
| | 03:33 | let people know that this certain text
is a link, you might need to select it
| | 03:37 | and color it to let people know.
| | 03:39 | You can change the Character and Word
Spacing, the Scaling, the Width of the
| | 03:43 | strokes surrounding the text, but if
you try to change its typeface, you are
| | 03:47 | going to get mixed results.
| | 03:48 | Like, if I try to change this to say
Georgia Bold, I would say nine times out of
| | 03:54 | 10 I get this alert, that says, sorry,
can't do that because the font
| | 03:58 | encodings are different.
| | 03:59 | And that's only because the way that
most programs export a file to PDF, is
| | 04:03 | they do funny things with the type,
they encode them, they subset them, they
| | 04:07 | embed them, so it's not normal text
that you are working with, creating a
| | 04:11 | document from scratch.
| | 04:12 | So if you really need to change the
typeface or do more wholesale editing, we
| | 04:16 | have to use a different way to skin this cat.
| | 04:18 | So I am just going to click OK
just to close that, and close that.
| | 04:22 | The different way is to
use the Edit Object tool.
| | 04:25 | Now if you select the Edit Object
tool and click on text, like this one's
| | 04:30 | already selected, but if I click here for
example, you will see that you get this
| | 04:34 | blue outline surrounding
what's called an object.
| | 04:37 | So an object might be a line of type,
it might be an image, it might be a
| | 04:42 | graphic, it might be an entire page,
you can drag with that, to select more
| | 04:48 | than one item at a time.
| | 04:50 | But in this case, it's this
entire block of type right here.
| | 04:53 | What you do with Edit Object is, you
can like actually move the item around,
| | 04:58 | or you can delete the entire item, but
what's really useful, is that you can
| | 05:01 | right-click after you have selected
something with the Edit Object tool and
| | 05:05 | choose Edit Object.
| | 05:07 | What that's going to do is it's going
to open up what you've selected in a
| | 05:10 | separate program, so that you can do much
more deep and extensive kinds of changes.
| | 05:15 | When you close the file in another
program it updates the PDF. Which
| | 05:19 | program will that use?
| | 05:21 | It doesn't use the originating program.
| | 05:22 | Like, it won't open this up in InDesign,
which would be very cool if it did.
| | 05:25 | On the other hand, you
might not have InDesign, right?
| | 05:28 | So it figures out which program to
open it up in from your Preferences.
| | 05:32 | Let's take a quick look at Edit >
Preferences, or if you are on a Mac it's
| | 05:36 | under the Adobe Acrobat menu, and the
section that controls this is called
| | 05:41 | TouchUp, because in earlier versions
of Adobe Acrobat, this tool was called
| | 05:45 | the TouchUp Object tool.
| | 05:46 | What you need to make sure is that you
have a path to an Image Editor selected,
| | 05:51 | and a path to what's called a
Page or Object Editor selected.
| | 05:55 | If you have the Creative Suite
installed, if you have Photoshop, InDesign,
| | 05:58 | Illustrator installed, it will
automatically fill these in, using Photoshop to
| | 06:02 | edit photographs like these guys here,
and it will use Illustrator to edit
| | 06:08 | vector type objects, such as logos or type.
| | 06:12 | So when you right-click on a selected
object, and choose Edit Object, it's going
| | 06:16 | to open up in one of these two programs.
| | 06:18 | So I am going to right-click on this,
and choose Edit Object, and it's telling
| | 06:23 | us that there are PDF tags in here, and
in order to edit the object, it's going
| | 06:26 | to have to strip it out, and I'm going
to say, yeah, that's fine, it's not
| | 06:28 | important to me at this point.
| | 06:30 | Now in my selection I have both RGB
and CMYK objects, probably that red color
| | 06:35 | was an RGB color that I just added.
| | 06:37 | It wants to know which one to use, I'll
just say make everything in CMYK, and
| | 06:41 | here is the entire thing opened up.
| | 06:43 | So now it's much easier for
me to do all sorts of editing.
| | 06:46 | I can easily change typefaces by
selecting text, like, say that I want the word
| | 06:50 | people to be different a typeface,
I can just choose it from up here;
| | 06:54 | say I want it to be Cooper Black, all right?
| | 06:56 | Now notice that something weird is happening here -
| | 06:59 | I'am going to zoom in with the
Zoom In tool - in Illustrator is that,
| | 07:03 | this is moving over to the right and
the problem is much more evident if you
| | 07:06 | select the type with the
Selection tool in Illustrator.
| | 07:09 | Do you see how each one of these type
objects stands by itself, it's not like
| | 07:12 | one regular paragraph
that will automatically wrap.
| | 07:15 | This is very typical of what
happens when you export text out to PDF.
| | 07:19 | A quick little tip that you might find
extremely useful in Illustrator is to
| | 07:23 | select all these lines of type with
the Selection tool, cut them to the
| | 07:27 | Clipboard, switch to the Type tool
in Illustrator, and drag out a square,
| | 07:33 | a little container box that's about
the same size as what you had, and
| | 07:37 | then choose Edit > Paste, and that
concatenates all those individual stand-alone
| | 07:43 | lines of type into one paragraph. Pretty cool!
| | 07:47 | So now I can just press Return here
and I might say, Many plants cannot
| | 07:50 | compete well in a border, except
for Anne-Marie's plants, which do well
| | 07:58 | wherever she puts them.
| | 08:01 | So make whichever edits that
you want to make to this file.
| | 08:04 | It's actually a temporary PDF file that
opens up automatically in Illustrator.
| | 08:08 | You don't want to do a Save As, you
don't want to actually save this as a
| | 08:12 | stand-alone file, but you
could, I suppose, if you wanted to.
| | 08:14 | But if you want to actually update the
PDF, which is what we are trying to do,
| | 08:18 | just close it when you're done editing,
and say, Yes, when it says save changes.
| | 08:24 | What that does is it actually updates
the PDF with the changes that you made in
| | 08:28 | your editing program. And there we go.
| | 08:30 | There is our edited text.
| | 08:32 | So it is possible to edit text in a PDF.
| | 08:35 | It's better to edit it in the original
file that created the PDF in the first
| | 08:40 | place, but in case of emergency or you
don't have that original file, you can
| | 08:44 | certainly do it with the help of the
Edit Document Text, and maybe the Edit
| | 08:48 | Object text in Adobe Acrobat.
| | Collapse this transcript |
| Adding text | 00:00 | Few people know that you can actually
add completely new text to an existing PDF.
| | 00:05 | I'm not talking about selecting
existing text and then changing the word like I
| | 00:09 | showed in a previous video, but actually
for example, adding completely new text
| | 00:13 | up here in the header or
footer or in a blank area in a PDF.
| | 00:17 | It's not really well-
documented, but here's how you do it.
| | 00:20 | You go to the tools menu and go down to
Content, to the same tool that you would
| | 00:25 | use to Edit Document Text, this guy right here.
| | 00:29 | Let's zoom in a bit;
| | 00:30 | I'm pressing Cmd+Plus or Ctrl+
Plus to zoom in, and say that we
| | 00:33 | wanted to add new text up here in the header.
| | 00:35 | With this tool, what you do, it
doesn't look like it's going to do so, but if
| | 00:39 | you hold down the Ctrl key on Windows
or the Option key on a Mac, and then
| | 00:44 | click, the first thing that happens is
that you get a little dialog box that
| | 00:48 | says which typeface do you want to
use, and it always suggests Arial,
| | 00:51 | I don't know why, but it lists every typeface
that you have loaded and active in your system.
| | 00:56 | So, of course we're going to use Hobo
right, everybody's favorite typeface,
| | 01:01 | and then start typing.
| | 01:02 | So it immediately comes in as saying
New Text, but we'll go ahead and say, Here
| | 01:08 | is the new catalog for your enjoyment.
| | 01:15 | Okay, I don't like, I can't stand the Hobo.
| | 01:16 | So I'm going to select all this type,
let me right-click and choose Select
| | 01:19 | All, there we go, and then right-
click again and go down to Properties, and
| | 01:23 | instead of HoboStandard let's try
AdobeCaslonPro-Bold, and this time because
| | 01:29 | it wasn't actually embedded in the PDF,
it let's me go ahead and change its
| | 01:33 | typeface without a peep.
| | 01:35 | As you saw from Properties, you could
also change the color and the size and so on.
| | 01:39 | Now, to move the position of this type
around in the page, you would use the
| | 01:43 | Edit Object tool to grab this guy and
move it around, okay, or if you change your
| | 01:48 | mind, you could select it and delete it,
just like you can delete any object
| | 01:51 | that you select with the Edit Object tool.
| | 01:53 | So, it's that kind of cool? That's how
you add new text to the PDF.
| | 01:57 | It's not a comment,
| | 01:57 | it's actual text that's part of the
PDF, and as soon as you switch to the
| | 02:02 | Hand tool or the Selection tool,
then it's going to become just like any
| | 02:06 | other type in the PDF.
| | 02:07 | Another way that you can add new type is
probably a little bit more familiar to you.
| | 02:11 | I have here opened a United States
Postal Service change of address form that I
| | 02:16 | downloaded from their web site, let me zoom in.
| | 02:19 | When you get a form as a PDF that
hasn't been turned into an actual interactive
| | 02:24 | form, like we're not seeing any blue
fields here indicating that we can click in
| | 02:28 | here and start typing,
| | 02:29 | it's just like a paper scan, how can
you fill this out without having to, heaven
| | 02:33 | forbid, print it out and
write longhand in pen or pencil?
| | 02:37 | What you do is you use the Typewriter tool.
| | 02:40 | It looks like a typewriter, but
they don't call it the Typewriter tool.
| | 02:43 | They call it the Add or Edit Text Box tool.
| | 02:46 | So you can select it, and then you're
going to get a little cursor that says A
| | 02:50 | next to it and you also get a
floating toolbar called Typewriter, and the
| | 02:56 | Typewriter tool lets you click
anywhere you want and start typing.
| | 02:59 | Notice that it's defaulting to Courier,
12 point, but if I just click here
| | 03:04 | and then I can change it on the fly,
so I'll say, I'd rather it be Helvetica,
| | 03:09 | 14 points, I'll say okay, Attention Grand
Poobah and the Company Name is Poobah Industries.
| | 03:22 | Look it's spellchecking
for me. Isn't that nice?
| | 03:24 | Interesting that it didn't grab it from
up here but down here it did, and so on.
| | 03:29 | So what we're doing is
we're using the Typewriter tool.
| | 03:31 | Now, with the Typewriter tool, the
same tool lets you edit text and move it
| | 03:34 | around, but you need to get your
cursor like right over the frame of the type
| | 03:38 | until you see this blue line, and then
hover your cursor so it turns into those
| | 03:42 | arrows, and then start dragging it around.
| | 03:45 | Now the difference between adding
text with the Typewriter tool and adding
| | 03:49 | text with the Edit Document Text tool is
that this text is actually considered a comment.
| | 03:54 | Like if you had added a sticky note
to it, let me show you what I mean.
| | 03:58 | We haven't really talked about
comments yet, but if I switch over to the
| | 04:01 | Comments pane, you can see that
everything that I've entered with the
| | 04:05 | Typewriter tool is counted as a
comment and I could choose to hide all the
| | 04:08 | comments, and all that type gets hidden.
| | 04:10 | The important part here is that if you
send this PDF to somebody, they could
| | 04:14 | choose to hide comments and everything
that you typed is gone, or when they choose
| | 04:18 | to print the document, you can
choose to print without what's called the
| | 04:21 | markup, meaning comments, that stuff
that you've entered in here won't even
| | 04:25 | appear in a print out.
| | 04:26 | So if you're trying to add like
important information in a form or to a
| | 04:29 | contract, you probably don't
want to use the Typewriter tool.
| | 04:32 | You'd want to use the actual Edit
Document Text tool by Ctrl+clicking or
| | 04:36 | Option+clicking to add real text to the PDF.
| | Collapse this transcript |
| Editing images and graphics | 00:00 | So, in addition to being able to edit
type to a limited extent in a PDF, you
| | 00:05 | can also edit the objects and objects
are considered blocks of text, or little
| | 00:10 | art elements like these lines or mainly images.
| | 00:14 | The first thing you need to do before
you can actually edit the object is to
| | 00:17 | select the object, and to do that,
you use the Edit Object tool, which is
| | 00:22 | part of the tools panel.
| | 00:23 | It's part of the Content.
| | 00:25 | So, open up the Content section and
you want to choose the Edit Object tool.
| | 00:29 | So just click anywhere on the page
and you'll see this blue line appear
| | 00:32 | surrounding the boundary of
the object that you've selected.
| | 00:36 | You can start dragging in a blank area,
and the Edit Object tool will select
| | 00:42 | multiple objects, whatever fits
within its selection boundaries.
| | 00:46 | But let's just select let say this
picture right here of the Bonsai Tree.
| | 00:49 | I'm going to zoom in a bit with
Ctrl+Plus or Cmd+Plus on a
| | 00:53 | Macintosh, and if you right-click after
you've selected something with the Edit
| | 00:57 | Object tool, right-click with that
tool and you'll see a bunch of very
| | 01:00 | interesting things you can play with.
| | 01:01 | Like for example, Flip Horizontal, if
you want this Bonsai Tree to face the
| | 01:05 | other way, you could do that, or if you
want it growing from the roof down, you
| | 01:09 | could choose Flip Vertical.
| | 01:11 | You can rotate the selection as well,
but you can also actually edit the
| | 01:16 | image in an image editor.
| | 01:18 | Before I choose that, let me
make a trip to Preferences.
| | 01:20 | If you go to Edit and choose Preferences,
or on a Mac, under the Adobe Acrobat
| | 01:24 | menu, choose Preferences, at the very
bottom, in TouchUp, which is what you're
| | 01:28 | actually doing with these things that
you are about to edit, you'll want to
| | 01:31 | check to make sure that it has the
correct image editing program selected.
| | 01:35 | If you have the Creative Suite
installed, if you have Illustrator and so on
| | 01:38 | installed, it's going to automatically
choose Photoshop as your Image Editor,
| | 01:43 | meaning paint or pixel-based images,
and Illustrator as your Page/Object
| | 01:49 | Editor, meaning text and then graphics
that were drawn, like simple lines and
| | 01:53 | shapes and filled shapes.
| | 01:55 | You can always click these buttons and
choose any other program, though it's kind of
| | 02:00 | iffy if they're going to work with
the elements coming from Acrobat.
| | 02:03 | If they're PDF aware then they should work.
| | 02:05 | We're just going to leave it at
Photoshop and Illustrator and click OK.
| | 02:09 | Now I showed in the video on editing
text how you can select a block of text,
| | 02:13 | right-click, choose Edit Object
and edit this object in Illustrator.
| | 02:17 | What I want to show here is how you can
right-click on an image and choose Edit Image.
| | 02:22 | This is going to open up in Photoshop,
because that was our default editor.
| | 02:26 | You're always going to get this little
warning until you say don't show again,
| | 02:29 | just telling you that you can add
all sorts of layers, but when you click
| | 02:33 | Save, when you leave here, in order to update
the PDF file it's going to have to flatten that.
| | 02:38 | So it opens up the image, the Layers panel,
just like a regular Photoshop image. All right.
| | 02:43 | So I'm now going to double-click this to
turn it into a regular layer, and let's
| | 02:46 | do something major to it.
| | 02:47 | For example, I might use an image
adjustment layer down here and let's try Invert.
| | 02:53 | You can go to the Image menu -
| | 02:54 | this is something I actually use this
quite a bit for - to change the Image Size.
| | 03:00 | Right now that resolution is fine.
| | 03:01 | When you're done, you're just
going to click the close box here.
| | 03:05 | If for some reason you actually want to
use this image elsewhere, you could do a
| | 03:08 | Save As, but this image itself
is going to update the PDF file.
| | 03:12 | So when you close it and you're
prompted to save it, say Yes, assuming that
| | 03:17 | you do want to update the Acrobat file, and
then go back to Acrobat to look at the PDF.
| | 03:23 | It actually is kind of magical;
| | 03:24 | I think a lot of people don't
realize that you can do quite a bit of
| | 03:27 | editing, especially to images.
| | 03:29 | I think in many ways it's a lot easier
to edit images in a PDF than it is to
| | 03:32 | edit text, and the key is to remember
that the tool that you want to use is
| | 03:37 | right over here, the Edit Object tool.
| | Collapse this transcript |
| Changing the page number display | 00:00 | I want to show you how to manage
something that confuses a lot of Acrobat users,
| | 00:05 | and that is the page
numbers used for navigating a PDF.
| | 00:09 | Not the actual page number.
| | 00:12 | All right, not the page
numbers that you see on the PDF.
| | 00:14 | Like right here you can see page 4 at
the lower-left corner, and we're actually
| | 00:17 | going to be talking about adding
page numbers in a different video.
| | 00:21 | But I'm talking about the page numbers
that you see up here in the toolbar where
| | 00:25 | it says 4 (1 of 1), or in the Pages
panel where it says 4, and this also comes
| | 00:31 | into play when you print the document.
| | 00:33 | When you print the document, you have
to remember to say print page 4, because
| | 00:36 | that is the number for the page.
| | 00:38 | If you want to change the page
number display, here is how you do it.
| | 00:42 | Open up the Page Thumbnail panel on the
left, that's this little guy that looks
| | 00:45 | like two pages on top of each other.
| | 00:47 | Just click the icon, and then on any
thumbnail right-click on it and choose
| | 00:52 | Number Pages, all right.
| | 00:54 | If you use Adobe InDesign, this is
similar to the Numbering and Section
| | 00:58 | Options dialog box.
| | 01:00 | Because you right-clicked on
one page, you want to choose All.
| | 01:03 | You don't want to just renumber
that one page, well, maybe you do.
| | 01:06 | But currently you want to Choose All,
and then the Numbering begins in a new
| | 01:10 | section where you can start a new
number and you want to start at number 1.
| | 01:14 | You could choose one of these other
Styles if you prefer, but we're just going
| | 01:17 | to say Start at number 1. That's all.
| | 01:19 | So now it just says number 1 and this says 1/1.
| | 01:23 | This still says 4 at the bottom but it
doesn't change any content on the page at all.
| | 01:29 | Just makes it a little easier to manage.
| | 01:30 | Let's take a look at a document
that maybe a little bit more complex.
| | 01:34 | I'm going to go under Window and
choose full singles and open up the
| | 01:39 | page Thumbnails panel.
| | 01:40 | So here is a document that's 8 pages
long, look up here in the toolbar, but
| | 01:45 | we're looking at page 12.
| | 01:47 | So what's happening is that this was
created in Adobe InDesign and page 12 was
| | 01:51 | actually the very first page in that document.
| | 01:55 | They created the back cover first
and then they created the front cover.
| | 01:58 | If I drag this out to resize, it
might make it a little bit more clear.
| | 02:02 | This is page 12, and they didn't want
to add a page number to the cover, well,
| | 02:07 | they just called it i, lower case i
instead of page number one, and then it goes
| | 02:11 | on with page 2 is the inside of
the front cover, page 3 is the first
| | 02:15 | right-facing page and so on.
| | 02:16 | That's all well and good for the
printed PDF or for when you're working in
| | 02:20 | InDesign, but in Acrobat it can get
extremely confusing if you're trying to
| | 02:23 | move to page 7 or so on or to the last page,
what are you supposed to enter over here.
| | 02:29 | So again, this is another good example of when
you might want to just renumber the page display.
| | 02:34 | So I'm right-clicking, choosing
Number Pages, say All, start with page 1.
| | 02:39 | Page 1 is page 1 everywhere in the program.
| | 02:42 | You can also use that Number
Page dialog box to add prefixes.
| | 02:46 | In this document that I have open called
spreads, where the InDesign user output
| | 02:53 | each spread, each two-page spread of
the catalog as a single page, you can see
| | 02:58 | that page 4 is actually the fourth spread.
| | 03:02 | It's not really page 4.
| | 03:04 | So, it might help your client, if you
are the producer of this document, to add
| | 03:08 | a prefix to these page numbers.
| | 03:10 | So, I'm going to right-click, choose
Number Pages and say Prefix is spread number.
| | 03:19 | All right, and you can see a sample of
what's going to happen when you're done, so I
| | 03:22 | might add a space there.
| | 03:24 | Spread number 1, and did you see my error is
that I did not say do this to all the pages.
| | 03:28 | So, I'm going to right-click again, go
to Number Pages, say All, there we go.
| | 03:31 | So now I can see that I
actually have four spreads.
| | 03:35 | So, whenever you're dealing with a PDF
where the page number display appears a
| | 03:39 | little confusing to you, remember
that you have complete control over that.
| | 03:42 | All you need to do is open up the Page
Thumbnail panel and renumber the pages
| | 03:46 | according to what makes most sense for you.
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| Digitally signing PDFs| 00:00 | Another way that users frequently edit a
PDF is by actually digitally signing it.
| | 00:06 | Now, digital signatures can be
confusing and what I am going to do is try and
| | 00:11 | make it as simple for you as possible
and to tell you how most people use this
| | 00:15 | in the real world and in the
real world it's very handy.
| | 00:18 | What we are looking at right now is a
document called NDA-withsigfields-signed
| | 00:24 | and the sigfields, I am mean signature fields.
| | 00:26 | This is a Nondisclosure Agreement. It's a two
page file and you can see that there are
| | 00:30 | actually two areas where people
can fill in a digital signature.
| | 00:35 | One of them has already been signed by me.
| | 00:38 | This is what a completed
digitally signed field looks like.
| | 00:42 | The other side where it says DISCLOSING
PARTY Joe Schmoe & Associates is a field
| | 00:48 | where the recipient should click in
here and then Acrobat or reader will step
| | 00:53 | them through digitally signing it,
so that at the end it looks like this.
| | 00:56 | So, I wanted to give you a document
that showed you sort of a before and after
| | 01:01 | of what a digital signature looks like.
| | 01:03 | But one thing to keep in mind is that
before you get to this point of digitally
| | 01:08 | signing something that somebody gave
you a form field for, or even adding your
| | 01:12 | own field for your recipient to
digitally sign, is that you need to fill out any
| | 01:17 | other fields or make any other
edits as necessary in the document.
| | 01:22 | Because as soon as you digitally sign
the file it's going to prompt you to do a Save
| | 01:26 | As, because your digital signature is
actually like an approval signature that
| | 01:31 | signifies to people that you are the one
who signed it and that the document has
| | 01:35 | not changed since you signed it.
| | 01:37 | If the document has changed since you
signed it, when somebody opens it up they
| | 01:41 | are going to say that there
are problems in this file.
| | 01:44 | You can see this file has some sort of
problems because this is actually
| | 01:47 | one that I was creating to use during
this video, so I've been actually editing
| | 01:51 | it after I signed it.
| | 01:52 | But let's start from the very beginning,
let's start with a file that I have
| | 01:57 | here called EmpHandbookVeri.
| | 02:00 | Now, this is an example of one that
you might receive as the recipient of
| | 02:04 | a PDF asking you to digitally sign a document.
| | 02:08 | Right after we do this I am going to
show you how you can add you own fields to
| | 02:11 | the PDF that you create and that you distribute.
| | 02:13 | Whenever you open a PDF that has
digital signature fields or any kind of form
| | 02:18 | field, you'll see this little banner up
here going across the top, saying, this
| | 02:22 | is a form and you can choose
to highlight the fields or not.
| | 02:25 | If I turn that off, then we just see
the little flag for digital signature.
| | 02:28 | I am going to say, go ahead and
highlight, so I'll be an Employee.
| | 02:32 | Let's say that I've never done this
before, all you need to do is click inside
| | 02:35 | this field and then you're going to
get stepped through this little wizard about
| | 02:40 | creating a digital ID.
| | 02:42 | The very first time you do this,
you have to make a few decisions.
| | 02:45 | The second time you do this, all you
have to do is remember your password.
| | 02:48 | The first time you do this you say I
want to sign this document using a new
| | 02:52 | digital ID I want to create now, and click Next.
| | 02:55 | All right, just choose the very first
option, a New PKCS digital file, then fill
| | 03:02 | in your name, Olivia
Napolitano, Two Trees Olive Oil Co.
| | 03:11 | These fields are all basically
voluntary, you don't have to fill them in, but
| | 03:15 | a good one to fill in is
your Email Address, so that is
| | 03:18 | olivia@twotreesoliveoil.com and I'll just
leave everything else as is, click Next.
| | 03:26 | What it wants to know, is it's going to
create an actual little file on your
| | 03:29 | computer that it's going to call on
from now on whenever you need to
| | 03:32 | digitally sign something.
| | 03:34 | It's saying where should it store that file?
| | 03:36 | You can store the file anywhere you like.
| | 03:38 | It's going to store it into this
normally hidden folder called AppData\Roaming,
| | 03:43 | but you could store it into a
folder on your desktop if you wanted to.
| | 03:47 | However, because this is like an
official digital signature you should
| | 03:50 | probably sort of hide it
somewhere on your computer.
| | 03:53 | Then give yourself a Password, and this
is a new feature in Acrobat 10, that it
| | 03:56 | rates your password.
| | 03:57 | But I am just going to enter 123456, so I
don't forget it while I am recording.
| | 04:01 | Of course, it thinks that's a
weak password. Surprise, surprise.
| | 04:05 | Repeat the password to
confirm it, 123456, and click Finish.
| | 04:11 | This is what our digital
signature will look like. All right.
| | 04:14 | So now it's saying, Sign
Document, sign as, this person.
| | 04:18 | What is your Password? Do you remember?
| | 04:20 | Yes, 123456, and click Sign.
| | 04:24 | Now, notice I said whenever you
digitally sign, it's going to immediately
| | 04:28 | prompt you to Save As, because you are not
supposed to edit this document after you've signed it.
| | 04:32 | So, I'll call this
EmpHandbookVeri-signed, and
| | 04:37 | save this, say, onto my desktop. There it is.
| | 04:40 | Then I would send this to the HR
manager, they would digitally sign it.
| | 04:44 | That's basically the only thing that
you can do to a digitally signed PDF, is
| | 04:47 | to have another person sign it and then
they would send you back a copy showing
| | 04:52 | both people signed it, just like you
get a contract with both parties to the
| | 04:55 | contract signing it.
| | 04:56 | So, that's what you should do the
very first time to create a digital
| | 04:58 | signature for yourself.
| | 05:00 | From then on whenever you want to fill
in that signature, you just go ahead and
| | 05:04 | click inside the field and
just type in your password.
| | 05:07 | Now, how do you create
this field in the first place?
| | 05:10 | Let's open up this other document
called NDA, which is just the Normal
| | 05:14 | Nondisclosure Agreement.
| | 05:16 | Here, we just have lines where somebody
is supposed to sign, so this was created
| | 05:19 | like in Microsoft Word or Publisher or
something like that and then exported to
| | 05:24 | PDF, and there are no places for
somebody to digitally sign this.
| | 05:27 | Now, to do that you just need to
add a digital signature field and it's
| | 05:31 | pretty simple to do.
| | 05:32 | Go to tools, find the Form
section, all right, and click Edit.
| | 05:38 | The prompt is going to be, hey!
| | 05:40 | I can turn this whole thing into
a very complicated form for you.
| | 05:43 | Would you like me to do that? Say No.
| | 05:45 | The reason you are clicking Edit is
that you just want to be able to add your
| | 05:48 | own fields and all the fields will
appear at the top when you click Edit, and
| | 05:52 | the signature field is the one with
the X. Click on that, then come out to
| | 05:57 | where you want the signature field to appear
and just drag out, so I'll call this Recipient.
| | 06:03 | If you want somebody that they have to
fill out this field before they Save
| | 06:07 | As, you turn on Required.
| | 06:09 | I am just going to leave it as is, and
then I'll add another signature field for
| | 06:12 | the disclosing party,
Disclosing, and that's about it.
| | 06:18 | When you're done click Preview and
there you have your signature field, so
| | 06:21 | then you can just do a Save As and
send this out to your recipients for them
| | 06:25 | to digitally sign.
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| Cropping pages and documents| 00:00 | One thing that's fairly simple to do
with PDFs is to crop them, and you do that
| | 00:05 | with a very handy Crop tool.
| | 00:07 | So, let's take a look at a couple of examples
why you might want to do that and how to do it.
| | 00:10 | We are looking at two-up form right here
for employee verification and let's say
| | 00:14 | that you don't need this to be two
-up, you just want a one-up form.
| | 00:17 | Perhaps, you are going to print out just one
or you want to include it in a different PDF.
| | 00:21 | How do you do that?
| | 00:22 | You don't have to actually select all these
items and delete them with the Edit Object tool;
| | 00:27 | instead you use the Crop tool.
| | 00:29 | It is a Page tool, so go to the tools
panel and under Pages look for the one
| | 00:34 | that says Crop, and then it gives you
this crosshair, which a lot of users are
| | 00:37 | like, well, now what?
| | 00:38 | What I am supposed to do?
| | 00:39 | You are supposed to drag the Crop tool
around the portion of the page that you
| | 00:43 | want to keep, not around the
portion of the page that you want to crop.
| | 00:46 | Now, that's a little confusing, but
let's just says that we want the top half.
| | 00:50 | All right, we don't need all that
white space on either side.
| | 00:53 | So I am just dragging with the Crop
tool to get this kind of a selection
| | 00:57 | rectangle around what it is that I want to keep.
| | 00:59 | Now, after you drag it out, you do have
a chance to tweak it a bit by hovering
| | 01:03 | your cursor over the corners. When they
turn into the double headed arrows, that
| | 01:06 | means that you can sort of drag that
a little bit and I kind of like that.
| | 01:09 | Then to actually do the crop though, you
need to double-click inside the crop area.
| | 01:14 | So I double-click, and then you're
confronted with this crazy dialog box
| | 01:18 | called Set Page Boxes.
| | 01:19 | It doesn't even say Crop
anywhere up here, which is strange.
| | 01:22 | But it's telling you, okay, let's look
at the Crop Margins, and it's showing you
| | 01:25 | the entire page, and then what it is
that you are cropping inside there.
| | 01:29 | If you know the mathematical amount,
.5 inches from the Top, and then this
| | 01:35 | thing will adjust, and from the
bottom maybe you wanted to be actually 6
| | 01:39 | inches from the Bottom.
| | 01:41 | I am just typing it in, and
then pressing Tab to make it so.
| | 01:44 | One thing that I wish you could do,
that you can't, is you can't actually grab
| | 01:48 | the cropping boundaries here.
| | 01:50 | If you are trying to crop to a
particular size, you can get an idea of how
| | 01:54 | large the page is going to be right
here, it is telling you how large your
| | 01:57 | crop page size is going to be or you can
actually enter in a page size to crop to that size.
| | 02:03 | But for now we are just going
to leave it as is and click OK.
| | 02:06 | Let's zoom out a bit and there is
our cropped document, nice and easy.
| | 02:11 | Let's take a look at another
document that I have open here, called
| | 02:14 | HanselandPetal_catalog.
| | 02:16 | This is something that I encounter a lot as a
graphic designer, and that I use the Crop tool for.
| | 02:21 | The situation is that I have exported
a multiple page catalog to PDF for my
| | 02:27 | commercial printer and they need crop
marks and bleed marks and color bars and
| | 02:32 | registration marks on every spread,
which I included when I exported to PDF.
| | 02:37 | But now I want to send this to say my
client, or I want to post on my web site
| | 02:40 | in my portfolio, and I don't want to
include all the stuff on the outside.
| | 02:44 | I don't need to go back to InDesign and
export without the printers marks, I can
| | 02:48 | just crop it right here.
| | 02:49 | So again, I'm going to open up the
tools panel, choose the Crop tool and then
| | 02:54 | I am going to start dragging out to enclose
what I want to keep and I have crop marks here.
| | 02:59 | How handy is that!
| | 03:00 | So I can just align my little
Crop tool cursor to the crop marks.
| | 03:05 | There we go, and then double-click.
| | 03:08 | I get the same dialog box.
| | 03:09 | Now, one thing I want to show you here
is, I actually want to do this cropping
| | 03:12 | on every single page or every
single spread of this document.
| | 03:15 | So, at the bottom, I want to say Page Range, All.
| | 03:19 | So one drag of the Crop tool can
crop every single page in this document.
| | 03:23 | I'll click OK, and there we go.
| | 03:25 | All that stuff has been cut out of every
spread, nice and neat with the Crop tool,
| | 03:30 | one of the easiest and most
convenient tools to use in Adobe Acrobat.
| | Collapse this transcript |
|
|
4. Enhancing PDFs Adding watermarks| 00:00 | It's pretty easy to add a watermark
to one or more or all pages of your
| | 00:04 | document in Adobe Acrobat.
| | 00:07 | A Watermark is like a piece of artwork
or some text that appears, and though it
| | 00:10 | normally does not obscure, it sort of
overlays text that indicates that this is
| | 00:15 | not the final document or this is a
confidential document, that kind of thing.
| | 00:20 | Now, watermark comes from old-school
paper manufacturing, when you take the pulp
| | 00:25 | and put it into a little frame that has
a screen and then you'd add a weight, or
| | 00:30 | something like that in the
shape of your logo on top of that.
| | 00:34 | So that as it dried this weight would
press a little impression into the paper,
| | 00:38 | so that when you held it up to the light
you could see a mark that was left into
| | 00:42 | it from when the water dried, a Watermark.
| | 00:43 | So how do you add a watermark in Adobe Acrobat?
| | 00:47 | It is something that you do to the
page, so that's one of the Page tools.
| | 00:51 | So open up the Tools panel, go down to
Edit Page Design and we are going to go
| | 00:55 | to Watermark, choose Add
Watermark, and you get a dialog box.
| | 01:01 | You can use either artwork that you
already have, like for example, your company
| | 01:04 | logo, or you could use Text that
you type from scratch right here.
| | 01:09 | So, I am going to go ahead and just do that.
| | 01:11 | It's how I think most people will use watermark.
| | 01:14 | So, I might say Draft, because maybe
this employee manual is not yet ready for
| | 01:17 | prime time, and I am sending this to my
boss or something to get their approval first.
| | 01:22 | So, you can type whatever you like here
and choose whichever typeface you like.
| | 01:26 | I'm really tired of Arial, so let's
try Goudy Stout, that looks like a lot of
| | 01:30 | fun, and you can change the Size as well.
| | 01:33 | Let's change it to 26.
| | 01:35 | Oh no, we want it really large.
| | 01:37 | The size really doesn't make that much
difference, because you are able to Scale
| | 01:40 | it relative to the page, so right now
it's 50% of the width of the page, but we
| | 01:45 | could say 75% if we wanted to, that's down here.
| | 01:49 | But and then other things we can do
in the Appearance section is we can
| | 01:53 | rotate the text that we just added, negative
or positive 45 degrees, or type in whatever we want.
| | 01:59 | We can choose whether this text
appears behind or in front of page content.
| | 02:05 | Right now it's not helping us out, but
if we move to another page, here we go.
| | 02:10 | Well, obviously we don't want that,
because who's going to be able to
| | 02:12 | read the text behind here?
| | 02:13 | So, let's reduce the Opacity of
that word. There we go, okay.
| | 02:19 | So you can sort of see how a watermark is
going to appear and it appears that way
| | 02:22 | on every single page.
| | 02:24 | Here it is on top of the page, and if
we choose Appear behind the Page, it goes
| | 02:30 | behind these elements as you can see.
| | 02:31 | So it's behind all of the page contents,
so it's really up to you what you'd
| | 02:35 | like it to look like.
| | 02:37 | A couple of other links that are easy
to miss that you should make a visit to
| | 02:41 | are, up here in the upper
right is Page Range Options.
| | 02:44 | Click that, and by default it's going
to apply this watermark to every single
| | 02:49 | page, but you can actually apply different
text to different pages by limiting it here.
| | 02:54 | So, you could say, I want this applied
to pages 2 to 22, okay, so that way it's
| | 03:01 | not going to be on the cover.
| | 03:04 | Let's do page 1 here, all right, but
it will appear inside, and maybe on the
| | 03:10 | cover, you don't want anything
or you want something different.
| | 03:12 | So make sure and visit Page Range
Options and then also come down here
| | 03:16 | to Appearance Options.
| | 03:19 | When somebody prints this
out, should this also appear?
| | 03:22 | I would say, normally, yes, you do want
it to Show when printing, but maybe for
| | 03:26 | some specific reason you don't, you
can turn that off; and when displaying
| | 03:30 | onscreen should it show.
| | 03:32 | So perhaps you want to turn off
displaying on screen, and then tell your
| | 03:35 | recipient this is a Draft, you could
look at it on screen normally but if you
| | 03:39 | print it out, it will say Draft,
because I don't want anybody accidentally ever
| | 03:43 | thinking this is the final.
| | 03:44 | If your PDF is made up of different
page sizes and orientations, you can choose
| | 03:50 | what happens with the watermark
when it hits the different page sizes.
| | 03:53 | We are just going to leave
these two turned on as default.
| | 03:56 | You can also change the position of this,
so if you want it mostly upper left,
| | 04:00 | rather than straight center, you can go
ahead and enter a negative numbers for
| | 04:04 | Vertical and Horizontal distances and
change its Points to Inches and so on.
| | 04:08 | So there are all sorts of fun stuff you can do.
| | 04:10 | What is interesting now is that if
you're going to be using this kind of
| | 04:13 | watermark a lot for different documents,
you should save your settings, so that
| | 04:17 | you don't have to reinvent the wheel.
| | 04:19 | Come up here under Save Settings.
| | 04:21 | You can save the settings as
Draft 22% opacity, and then click OK.
| | 04:29 | That way the next time you go to add a
watermark, you can just choose from the
| | 04:32 | different ones that you have saved.
| | 04:34 | Now, if you want to apply this
watermark to multiple PDFs you can choose this
| | 04:39 | little guy, Apply to Multiple, and then
just go ahead and Add Files to here, and
| | 04:43 | the same watermark will
be applied to all of them.
| | 04:46 | But we don't actually want to do
that, so we'll just get out of here.
| | 04:48 | Now don't click Cancel, because
that will delete all your work.
| | 04:52 | And the Watermark dialog box is a very
aggravating thing that has caught me, 90%
| | 04:55 | of the time that I've
worked with the watermark field.
| | 04:58 | From here we'll just click OK to
output it, so it's just going to apply this
| | 05:02 | watermark to this current document.
| | 05:04 | So, we'll say, Keep the original file
names, this is only because we made a trip
| | 05:11 | to that little dialog box.
| | 05:13 | Normally, you just click OK and this is
what you get, is the watermark applied
| | 05:17 | to the current active document.
| | 05:19 | So, you can see on the cover it has not
been applied, but on all other pages it has.
| | 05:23 | Now, if you change your mind and
you say this typeface is ridiculous or
| | 05:27 | maybe it's too large.
| | 05:28 | You go back to the Watermark
field and choose Update, okay?
| | 05:34 | Assuming that there is a watermark in
here, otherwise it won't actually open
| | 05:37 | this up if it doesn't detect a watermark.
| | 05:40 | You can say, that's a little too large.
| | 05:41 | I'll get a preview, and I want to change this
to 50%. That's a little better, and
| | 05:50 | then it goes ahead and updates.
| | 05:51 | So that's what you do to add
a watermark. It's very useful.
| | 05:55 | If you spend any amount of time
creating a watermark, I urge you to save
| | 05:59 | that setting in the Watermark dialog box,
so that you can reuse it over and over again.
| | 06:04 | I guess the final thing is that if your
boss signs off and says this is perfect,
| | 06:07 | no change is necessary,
| | 06:09 | you can just delete the watermark by
coming over here and choosing Watermark > Remove.
| | 06:13 | Are you sure?
| | 06:14 | Yes please. Nice and neat.
| | Collapse this transcript |
| Adding page backgrounds| 00:00 | Adding a background to a PDF is very
similar to adding a watermark to a PDF.
| | 00:06 | There are just a couple little permutations
that are only available to one or the other.
| | 00:11 | So, let's take a look at adding a
background to a PDF and I'll mention where
| | 00:15 | it's different from adding a watermark.
| | 00:16 | So we have a PDF open in Acrobat.
| | 00:19 | Adding a background is in the same
section as watermark under tools, go down to
| | 00:23 | Edit Page Design, and we are
going to choose Background.
| | 00:26 | I am going to Add a Background.
| | 00:28 | This document doesn't have anything in the
background that we have added from Acrobat.
| | 00:33 | All right, so whereas with the
Watermark you can write text that will appear
| | 00:37 | on every single page,
| | 00:38 | with Background you can choose a color instead.
| | 00:42 | In both Watermarks and Backgrounds, you can
choose a File to appear other than a color.
| | 00:47 | So from now, let's just say colors,
add that first, and I don't like any of
| | 00:52 | these colors, because I am very picky,
so I'll choose other color, add that
| | 00:56 | to the Custom colors. That's nice.
| | 00:57 | So, obviously we don't want like
bright red behind all these pages,
| | 01:01 | that would be garish.
| | 01:03 | I think this one is pretty
good, so we want this color.
| | 01:05 | This is the color that we would want add
as a background, so I'll OK, and that's
| | 01:08 | kind of interesting.
| | 01:10 | It's kind of like an
olive green, right, for our OLIVE OIL
| | 01:13 | Company EMPLOYEE MANUAL.
| | 01:15 | We can see what it looks like as the
background for every page, and maybe that's
| | 01:20 | a little too dark, but we will leave it as is.
| | 01:23 | So, that's one way that
you can apply a background.
| | 01:25 | Now, the background doesn't
have to cover the entire page.
| | 01:28 | Notice that you have this Position here,
so you could say, well, let me change
| | 01:33 | these measures to Inches from the Top.
| | 01:38 | Yeah, let's just say that we want this
4 Inches from the Top or maybe we want
| | 01:43 | it 10 Inches from the Top which would add a nice
little bottom border to every one of our pages.
| | 01:50 | You could do that, or you can
mess around as much as you'd like.
| | 01:54 | Maybe, you know what I want to do is, I
just want to apply this background color.
| | 01:57 | I want to apply to the whole page, but
I don't want it on every single page.
| | 02:02 | I just want it on the cover on page 1.
| | 02:03 | All right, but not the other pages.
| | 02:07 | So, in that case I need
to go to Page Range Options.
| | 02:10 | By default, Acrobat will apply your
background to every simple page in the PDF,
| | 02:15 | unless you come here and say, I
just want it to apply to page 1 to 1.
| | 02:21 | But notice, you can also choose a Subset
like only the evens or only the odd pages.
| | 02:25 | So, only the left or right facing
pages in a facing pages document can have
| | 02:29 | a background color. It's kind of neat.
| | 02:31 | We'll say okay, that's fine.
| | 02:34 | Other options that you
can choose are, over here.
| | 02:36 | You can rotate the color which obviously
would not make much of sense unless, you
| | 02:40 | know, it was less than the entire size of the page.
| | 02:43 | But you could reduce the Opacity and I
think that looks pretty good right there
| | 02:47 | and you can scale the size of that
background color relative to the page.
| | 02:52 | Right now, it just covers it
100%, which is what we want.
| | 02:55 | I am going to click Appearance Options,
because you might want to have the background
| | 03:01 | on screen, but not when printing.
| | 03:04 | If you do want it when printing, then just
leave it as is, Show when printing, and
| | 03:08 | you could it vice versa.
| | 03:09 | Maybe, when you print, you want the
background, but not onscreen, so you
| | 03:12 | can turn it off here. It's up to you.
| | 03:15 | If you have done any amount of work in
this dialog box, you should save your
| | 03:19 | settings in case you want to reuse them.
| | 03:21 | So, I come up here under Save Settings,
and click the button and give it a name.
| | 03:25 | So I'll call it a tan cover background,
because maybe you want to apply this
| | 03:31 | kind of background on other documents
that you are creating for the company
| | 03:35 | and that way you can remain consistent just
by choosing it from here and it's a lot faster.
| | 03:39 | So, we'll say, okay, and
it's applied it to the cover.
| | 03:43 | Now, say that you want a different
background applied to the interior pages;
| | 03:48 | you can come back to Edit Page
Design > Background and choose Update.
| | 03:53 | This time what we want to do is, we are
going to apply a File to pages 2 through 22.
| | 04:01 | Okay, we are going to put a background
behind each one of these interior pages.
| | 04:09 | So I am going to click Browse and I
have an image right here in my folder.
| | 04:15 | You can add a JPEG, TIF or a Bitmap
image, and it converts it to a PDF and puts
| | 04:21 | it in the background.
| | 04:22 | Then you can change the Opacity and
the size if you want, like maybe, I don't
| | 04:30 | want it 100%, let's make it 50%,
and we'll do it 3 Inches from the Top.
| | 04:39 | So that you have like maybe your
company logo or something appears as a
| | 04:42 | background behind every page.
| | 04:44 | It's kind of similar to a watermark,
but just a little bit different, and you
| | 04:48 | can Preview what it looks like here,
right, and we still have the background
| | 04:55 | color behind the cover.
| | 04:58 | Let's click OK, and after a little bit
of time it goes ahead and applies the
| | 05:06 | background behind all the pages in our document.
| | 05:09 | Unlike a watermark you can't choose
if this artwork appears in front of or in
| | 05:14 | back of the page elements.
Obviously, its background.
| | 05:17 | So, if you ever did want like a
transparent image to appear on top of stuff, you'd
| | 05:21 | have to use that same feature in the
watermark, where you can also use an image
| | 05:25 | instead of text that you type.
| | 05:26 | But if you want to actually add a color
background behind pages, then your only
| | 05:33 | option is background.
| | 05:34 | So there you have it.
| | 05:35 | It's very simple to add backgrounds
to one or more pages of your PDF using
| | 05:39 | color or images.
| | Collapse this transcript |
| Adding page numbers| 00:00 | A situation that I often end up with
is I am looking at PDF that has no page
| | 00:04 | numbers on the pages for whatever reason.
| | 00:07 | I forgot to add them in Word or
PowerPoint and I need to add them to the PDF,
| | 00:13 | because I'm going to print them out
and I don't want to lose their order.
| | 00:17 | So it's very easy to add page
numbers to the actual pages in Acrobat.
| | 00:22 | There is no actual add
page numbers to pages command.
| | 00:26 | You might think that it is this
command in the Page Thumbnails panel if you
| | 00:30 | right-click and choose Number Pages, but,
actually no, that has to do with the
| | 00:34 | page number display;
| | 00:35 | what gets displayed up here.
| | 00:38 | Not really anything having to do with
on the page and I do have a video that
| | 00:41 | covers renumbering the page display.
| | 00:44 | Instead what you want to do, what you
want to look for is inside the tools panel
| | 00:48 | under Pages, go down to Header & Footer,
because page numbers are one of the
| | 00:52 | fields that you can add to the
header or footer of every page.
| | 00:57 | So I am going to choose Add Header & Footer.
| | 00:59 | We get a big dialog box and I'll be going into
detail on this dialog box in a different video.
| | 01:05 | Right now let's start out
simple and just add a page number.
| | 01:08 | So the thinking is do you want to add
a page number to the top part of the
| | 01:12 | page or the bottom part of the page?
| | 01:15 | You can't really add it to this
side of the page. Sorry about that.
| | 01:17 | So that's the header or the footer.
| | 01:19 | Let's say that we want to add
a page number to the footer.
| | 01:22 | So then this dialog box is
showing you the current header;
| | 01:26 | that's this big rectangle
here, and the current footer;
| | 01:30 | that's this big rectangle down here.
| | 01:32 | It's also showing you these
blue lines indicating the margin.
| | 01:36 | So if you want to add a page number
to the footer, do you want it to left,
| | 01:41 | center, or right of the page?
| | 01:43 | So let's choose add it right in the center.
| | 01:44 | So here is Center Footer Text.
| | 01:46 | Click inside there.
| | 01:48 | Now you can add any text that you would
like, like I could say Page and as you
| | 01:56 | edit these fields, you will see the little
preview shows you what it's going to look like.
| | 01:59 | Then I will have a space and then I
am going to click Insert Page Number.
| | 02:04 | You don't want to say actually Page 1.
| | 02:06 | You don't want to type it yourself,
because that will put Page 1 on every single
| | 02:09 | page in the document.
| | 02:10 | So you want to add the special dynamic
field by clicking Insert Page Number.
| | 02:16 | So it will always track what is the page
number, the current page number of this
| | 02:19 | document, is it the 5th page, is it the
12th page, the 300th page, and it will put
| | 02:24 | in the current page number.
| | 02:25 | You can see that for
yourself by choosing Preview Page.
| | 02:28 | It's sort of cycling through your document.
| | 02:30 | So on page 2 this is what the header looks like.
| | 02:34 | We have a little bit typed towards
the top and there is page 2 at the
| | 02:37 | bottom, page 3, and so on.
| | 02:40 | Now actually I would like a larger
type size instead of 8 point Arial.
| | 02:43 | I think I might change this to 14 point
and maybe you can underline it or you
| | 02:50 | can change the color.
| | 02:51 | We can make it red or orange, if you want.
| | 02:54 | Let's just leave it black. That's good.
| | 02:57 | You can also adjust the Margins,
because this is just guessing at the margins.
| | 03:00 | It has no clue what the
margins are in this PDF page.
| | 03:03 | It's just a blank field.
| | 03:05 | So if you want to, you can say, well, I
want the bottom margin to be one inch.
| | 03:13 | So it sort of pushes it out
from the bottom of the page.
| | 03:15 | You might get some page elements down here
which why you don't want to make it too much.
| | 03:19 | Maybe I will say .75 inches and then
you can use the Preview Page to make sure
| | 03:25 | you're not going to have
type overlapping on there.
| | 03:28 | Something else you might want to pay
attention to are these links here, the
| | 03:32 | links that you see in blue.
| | 03:33 | So under Appearance options, you can
choose to shrink the document to avoid
| | 03:38 | overwriting the document's text and
graphics which means if any text or graphics
| | 03:42 | might appear on top of page 6 and top
of your header or footer text, it will
| | 03:47 | scale the page content down, so it doesn't.
| | 03:51 | If your page number is going to appear
on different page sizes in the same PDF,
| | 03:56 | which Acrobat supports, it will keep
the position constant if you would like.
| | 04:01 | So we are going say, yeah, just leave it as is.
| | 04:04 | Under Page Number and Date Formats.
| | 04:07 | Under Page Number Format you can say
that instead of just the page number, you
| | 04:12 | could also say it's one of however many
pages there are, or you can even have it
| | 04:16 | enter the word page for you, if you
don't want to type it out there yourself, or
| | 04:19 | we could just go and leave it at 1 as is.
| | 04:23 | Then if you spent any amount of time in
this dialog box you're going to want to
| | 04:27 | save your settings, because you
probably want to apply the same style of page
| | 04:31 | number to other documents in the future.
| | 04:32 | So come up to the top, click Save Settings.
| | 04:35 | We'll say Footer centered page number.
| | 04:43 | That way the next time that we work on a
document, we can just select it from here.
| | 04:46 | I'll click OK and you can see that the page
number has been applied to every single
| | 04:52 | page in the document.
| | 04:54 | One thing to keep in mind is
that if you bring in more pages, if you
| | 04:57 | combine other PDFs with this, you are
going to have update your page number,
| | 05:01 | it doesn't do it automatically.
| | 05:03 | So for example if we choose Insert
from File and we add a section after this.
| | 05:10 | So I am going to select that PDF file,
and I'll be talking about inserting and
| | 05:12 | combining in a different video.
| | 05:14 | You don't have to worry if you don't
understand exactly what I'm doing here.
| | 05:17 | Basically, I'm just adding
another PDF after this one.
| | 05:22 | The new pages, they don't get the page numbers.
| | 05:25 | So it just ended with page 7 and here
are the pages from the new document.
| | 05:29 | So in that case what you need to do is
go back to Header & Footer, all you need
| | 05:33 | to do is choose Updates.
| | 05:35 | Choose Updates and then click OK.
| | 05:38 | That sort kicks it into gear and reminds it
to add the new page numbers to the other pages.
| | 05:44 | So as you can see it's pretty
simple to add a page number to PDFs.
| | 05:47 | The key is don't look for a
command called page numbering;
| | 05:51 | look for the command called Header & Footer.
| | 05:53 | That's where you add the page number.
| | Collapse this transcript |
| Adding headers and footers| 00:00 | One of my absolutely favorite features
in Adobe Acrobat is the ability to add
| | 00:05 | headers and footers to
every single page in a PDF.
| | 00:09 | I don't know about you, but what often
happens with me is that after I've gone
| | 00:12 | to all the trouble of creating a
document in some other program and then
| | 00:16 | exporting it to PDF, I
realize, I forgot something.
| | 00:19 | I forgot something that has to appear
on every single page, like the date that
| | 00:23 | I created it or some sort of note to my
client or the page number or something like that.
| | 00:28 | And I think, oh, man,
| | 00:29 | I'm going to have to go to every
single page in this PDF, and edit by hand
| | 00:34 | with one of the Edit Text tools.
| | 00:36 | But actually, you can do a lot of
magical things with headers and footers.
| | 00:40 | Now, I talked about adding page
numbers specifically in a different video.
| | 00:44 | I'll mention that in this video as well,
but also talk about all the other cool
| | 00:47 | stuff that you can do with headers and footers.
| | 00:48 | So what I have opened right now is a PDF of
a catalog that was created in Adobe InDesign.
| | 00:55 | Let's say that we want to add
something at the top of each one of these pages
| | 00:59 | that says something like Copyright
AM Concepcion or something like that
| | 01:03 | because I am going to be distributing this and I
need everybody to know that I own the copyright.
| | 01:08 | So I can easily do that with
headers and footers in Adobe Acrobat.
| | 01:11 | To do that, go to the tools menu.
| | 01:14 | It's one of the page commands
that's down here under Edit Page Design,
| | 01:18 | choose Header and Footer.
| | 01:20 | What we want to do is we
want to add a header and footer.
| | 01:24 | I think this dialog box is quite
overwhelming personally, I don't know about you.
| | 01:28 | But let's just break this apart and
then I think that you will be able to make
| | 01:32 | your way around it very easily.
| | 01:34 | First, this part at the bottom;
| | 01:35 | let's start at the bottom.
| | 01:36 | It's showing you a preview of
the first page in your document.
| | 01:40 | So actually the first page in my
document is the back cover of the catalog.
| | 01:45 | So that's why it's filled with color
all the way to the top and it's showing us
| | 01:49 | a preview of the very top
part, and the very bottom part;
| | 01:52 | the header and the footer.
| | 01:54 | If I don't want to see a preview of that,
if I want to see a preview of one of
| | 01:57 | the interior pages like this page that
you can see peeking out at the left, I
| | 02:00 | can just click the Preview Page Up
and Down arrows, and get a better idea.
| | 02:05 | So here is the very top of the page,
and here's the very bottom of the page.
| | 02:09 | So don't let this flummox you.
| | 02:11 | This is just showing you a little
preview of the very top and bottom of a
| | 02:13 | certain page that you select.
| | 02:15 | That's because you can preview the
header and footer information that you're
| | 02:19 | about to add directly at the
header and footer of the page.
| | 02:23 | Why it doesn't just have a little preview
check box so you can see down the actual page?
| | 02:27 | I don't know. This is Acrobat.
| | 02:29 | So you can add Header Text and/or
Footer Text, you can choose if it's going to
| | 02:34 | be on the left side of the page,
center, or right for each one;
| | 02:37 | so these three fields are for the
Header, these are for the Footer.
| | 02:41 | How far from the left
will left header text appear?
| | 02:45 | The answer is to look over
here under Margin which is set in
| | 02:49 | inches automatically.
| | 02:50 | It's going to appear an inch from the left.
| | 02:53 | Now, Adobe Acrobat is just making this up, all right.
| | 02:55 | It gives you the starting margins, the
same things for every single PDF that you
| | 03:00 | create, because really there is
no such thing as a Margin in a PDF.
| | 03:05 | In this example, you can sort of see
that it should be less than an inch from
| | 03:08 | the left if you want it to align
exactly, and if I were very careful, I could
| | 03:11 | have gone under the View menu and
chosen Show Rulers so I can see exactly how
| | 03:15 | far from the left I want it to be.
| | 03:18 | But for now, what I'm going to do is
I'm just going to use this little Preview
| | 03:20 | area down here to see if
it's inset from the left enough.
| | 03:23 | So I am going to say Left Header Text;
| | 03:26 | Copyright 2010 AM Concepcion, right.
| | 03:34 | So that's actually a little too
much in so I am going to make my left
| | 03:38 | margin maybe 0.5 inches.
| | 03:41 | That's a little too much to the left, see
I am trying to get it to align right here.
| | 03:45 | So maybe I'll try 0.6, and okay,
so because I'm careful like that;
| | 03:52 | 0.62 there, that's close enough.
| | 03:54 | So you can do a little bit of
positioning in this dialog box through clever
| | 04:00 | setting of your margins.
| | 04:01 | Now, the type itself is governed by
the type font that you choose up here.
| | 04:06 | So you know that Adobe loves Arial,
so it's choosing it by default.
| | 04:11 | But maybe you want something else like
let's say Goudy Old Style and I want it
| | 04:16 | to be a little larger, and
maybe I want a different color.
| | 04:19 | I don't really want black, but I'd like
to have it maybe a shade of gray, so it
| | 04:23 | doesn't take so much prominence on the page.
| | 04:26 | And also, I think it's a little
too close to the page information.
| | 04:30 | So I'm going to move it up a bit by
saying the Top Margin is not 0.5 inch, but
| | 04:34 | it's something less than that.
| | 04:36 | This time I am just going to press the Down
Arrow key, and that looks a little better.
| | 04:40 | Now, it will automatically apply this
header to every single page in the document.
| | 04:46 | If I don't want it to, I need to go to
Page Range options, and set the pages
| | 04:53 | that I want it to apply.
| | 04:54 | So if I don't want it to apply to
the cover for example, I could say page
| | 04:57 | numbers 3 to 8 or something like that.
| | 04:59 | But in this case, I do want
it to apply to all the pages.
| | 05:01 | Now, another thing that you can do with
headers and footers is you could set a
| | 05:05 | Left Header Text on the left facing
pages, and Right Header Text on the right
| | 05:08 | facing pages, make it look all fancy that way.
| | 05:11 | And if you want to do that, we're not
going to do that in this video, but if
| | 05:13 | you want to, you would say under
Subset that you want it to apply to all the
| | 05:18 | even or odd pages only.
| | 05:20 | So if the left facing pages are even
pages, which they normally are, then you can
| | 05:24 | say just do it that way, and then you
can come back here and add a different
| | 05:27 | header to the right edge.
| | 05:29 | I am going to show how you would
add a different header in general.
| | 05:32 | But for now, we're going to
apply this header to all the pages.
| | 05:34 | I'll just click OK.
| | 05:36 | So you can add text to any one of these
fields at the same time if you'd like.
| | 05:40 | If you want to add a page number like
maybe on the right-hand side you want to
| | 05:43 | add a page number, you'd click Insert
Page Number, and then it inserts a magical
| | 05:47 | field that will
automatically increment with every page.
| | 05:51 | So right now you can see it says,
it's kind of hard to read, this is page 4
| | 05:54 | here, it's in that light gray color.
| | 05:56 | But I don't want that.
| | 05:58 | You can also choose Insert Date.
| | 06:01 | So the date format is m/d. So it's showing
the dates that I'm actually entering this.
| | 06:06 | But if you want to change the date
format, you can click this little link right
| | 06:10 | here, and change the page
number, and the date format.
| | 06:12 | So instead of month/day, you could
choose day/month/year like the European style.
| | 06:19 | You can include the year, the four
digit year, the two digit year, lots of
| | 06:23 | different options for you here.
| | 06:24 | I am going to click Cancel
and you can combine these.
| | 06:27 | So like you can have this text here,
and then I am going to add a space, and
| | 06:31 | then say insert the date.
| | 06:32 | So you can have text followed by the
date, or followed by the page number.
| | 06:36 | They don't have to be in their own field.
| | 06:38 | So I've spent a lot of time in this
dialog box and I might want to add this
| | 06:41 | copyright line to other documents.
| | 06:42 | So of course, I am going to come
up here, and choose Save Settings.
| | 06:46 | That way, I can just recall it by
choosing it from this menu called Save Settings.
| | 06:50 | So I'll say Copyright
Upper Left, and then click OK.
| | 06:59 | Now, if I want to go back and add say a
footer in the center, I would come back
| | 07:03 | to header and footer, and
I'm not going to choose Update.
| | 07:06 | Update is for when you want to
edit an existing header or footer.
| | 07:10 | I want to add a new header or footer.
| | 07:12 | So I choose Add Header and Footer.
| | 07:14 | And you're going to get a
dialog box that says, hey Buddy!
| | 07:16 | This thing already has one.
| | 07:17 | Do you want to replace the existing
one or do you want to add a new one?
| | 07:23 | So I want to add a new one.
| | 07:26 | So when you choose Add New, it
clears out what you have had before.
| | 07:30 | So you're only going to see that text
over here in the field if you chose Update.
| | 07:35 | When you say Add New, it shows you the
existing header and footer already in
| | 07:39 | these previews and then you can add a
new header or footer. So let's Preview;
| | 07:45 | move up a few pages, and in the
center, I'll say, My favorite catalog.
| | 07:53 | So that's how you would add additional
header and footer to an existing document.
| | 07:58 | One final thing I want to show
you about header and footers.
| | 08:01 | Let's say, let's come
back here and choose Update.
| | 08:05 | You notice how my copyright is right on
top of this artwork, on the first page
| | 08:11 | and also on the second page.
| | 08:13 | This is a problem sometimes when your
header and footer overlaps page content.
| | 08:18 | You don't have a lot of control
over that except you can do this;
| | 08:21 | you can go to Appearance Options, and
you can say, instead of my header and
| | 08:25 | footer overwriting page content,
shrink the content in the document.
| | 08:30 | So it'll scale the content in the
document, so that my header and footer appears
| | 08:34 | in all of its glory.
| | 08:35 | In some cases, that might be
exactly what you need to do.
| | 08:38 | So I am going to turn that
on to show you what happens.
| | 08:41 | So actually, Acrobat did shrink
the page content. Let's say, OK.
| | 08:46 | If we go to the cover, you see it sort
of backed it off from the edges, so that
| | 08:52 | you can see the header
information up there on all the pages.
| | 08:57 | So that is how you work
with headers and footers.
| | 09:00 | They're very useful for adding text, or
automatic dates, and page numbers to one
| | 09:04 | or more pages in your document.
| | Collapse this transcript |
| Adding bookmarks| 00:00 | What are bookmarks in a PDF?
| | 00:02 | They are little links that help you
navigate a long PDF quickly, or to find
| | 00:07 | specific information, and you can
see the bookmarks by opening up the
| | 00:11 | Bookmarks panel on the left.
| | 00:13 | See this little guy that looks like a bookmark.
| | 00:14 | Just click it, and if there are any
bookmarks in the PDF, they will be listed here.
| | 00:20 | So this document actually is
pretty rich with bookmarks.
| | 00:23 | It has some top level bookmarks like
Definitions of Employees Status and if
| | 00:27 | you click it, it jumps you right to that page
that starts out Definitions of Employees Status.
| | 00:32 | Let's actually make this a little
wider, so you can see it a little better;
| | 00:35 | Standards of Conduct, jumps
you to Standards of Conduct.
| | 00:39 | There are also second
level bookmarks. You can see.
| | 00:41 | You can reveal them by clicking
the little Plus symbol here.
| | 00:43 | So someone has thoughtfully included
bookmarks to what to do if you are absent
| | 00:48 | without notice, or about harassment, and so on.
| | 00:51 | So when you click a bookmark, it brings
it right to the top of the screen there.
| | 00:55 | So you can see that
bookmarks would be very handy.
| | 00:58 | Unfortunately, Acrobat doesn't
just make them up out of whole cloth.
| | 01:03 | In fact, most PDFs that you
encounter will not have bookmarks.
| | 01:08 | So I am going to go to the same handbook;
| | 01:10 | Two Trees Olive Oil Employee Manual.
| | 01:13 | This is normally what the
Bookmarks panel looks like.
| | 01:15 | So you can create bookmarks
in a PDF in one of two ways.
| | 01:19 | One, you can add them
manually here in the Bookmarks panel.
| | 01:23 | This thing will create a new bookmark,
and I am going to be showing you how to
| | 01:26 | do that bookmark by bookmark in a bit.
| | 01:28 | But the other, much faster, much more
convenient way, if you can do it, is to have
| | 01:34 | the original file, when you export it
to PDF, say from Word or PowerPoint or
| | 01:38 | whatever, include bookmarks on the fly.
| | 01:41 | So let's see how that might work.
| | 01:43 | First, let's take a look at Adobe InDesign.
| | 01:46 | I have this manual opened in Adobe
InDesign, and Adobe InDesign does have a
| | 01:52 | Bookmarks panel, if you go to Window,
where all of the panels are listed, and go
| | 01:56 | down to Interactive, and choose
Bookmarks, you can see there is a panel.
| | 02:00 | It is empty at the moment.
| | 02:02 | The way to automatically create
bookmarks in InDesign is through the use of
| | 02:07 | Paragraph styles and the table of contents.
| | 02:10 | I know those don't sound like they have
anything to do with bookmarks, but it's
| | 02:12 | how things get automated.
| | 02:14 | As in Acrobat, you could add bookmarks
manually one by one, but that would be
| | 02:18 | ridiculous. Instead what you do is you
use paragraph styles in the documents. For
| | 02:23 | example, this Section 1 introduction,
this part that's against the dark orange,
| | 02:28 | if we open up Paragraph Styles, you
can see that's called Heading 1, and the
| | 02:32 | ones below that are called Heading 2.
| | 02:34 | So the Body Text is just
Normal or something else.
| | 02:38 | So as long as you can be careful about
using Paragraph Styles for Headings and
| | 02:42 | Sections, then you can have InDesign
automatically create bookmarks based on
| | 02:47 | where those paragraph styles occur.
| | 02:50 | So we can do that by going to the
Layout menu and choosing Table of Contents,
| | 02:55 | and then you just select those
paragraph styles that you want to create a
| | 03:00 | bookmark for and add them
to this list on the left.
| | 03:03 | So even if you are not going to
include a Table of Contents in the document
| | 03:07 | or export it to PDF, this is kind of a sneaky
way to quickly create bookmarks on your own.
| | 03:12 | I am going to turn on more Options, so
you can see that you can even set the
| | 03:15 | level of the bookmark.
| | 03:16 | In Heading 2, we want to add that, we
want Heading 2 to be part of Heading 1, so
| | 03:22 | just like the bookmarks that we just
saw where you had multiple subsections
| | 03:25 | under a section, that's
what's going to happen here.
| | 03:28 | Also you see down here is the magical clue;
| | 03:31 | Create PDF Bookmarks.
| | 03:33 | So if you have that turned on, and
then you click OK, then two things happen;
| | 03:39 | first your cursor becomes loaded with the
automatically generated Table of Contents.
| | 03:43 | In this case, I really don't want to
have it be part of the PDF, so I am just
| | 03:46 | going to drag it out and
put it on the pasteboard.
| | 03:48 | But take a look at the Bookmarks.
| | 03:50 | Those were automatically generated.
| | 03:52 | Now, when I export this document to PDF,
when I go to Adobe PDF Presets, let's
| | 03:58 | just choose High Quality Print,
I can say Include Bookmarks.
| | 04:03 |
| | 04:04 | So when it makes the PDF, it's
going to include these bookmarks.
| | 04:08 | So that's how you do it from InDesign.
| | 04:10 | Let's take a look at Microsoft Word.
| | 04:12 | Basically, it's the same thing.
| | 04:14 | You need to use Styles in Word and
then once you have things that are styled,
| | 04:19 | like if I click here, you can see up
here it's Heading 1, and let's keep
| | 04:23 | scrolling down a bit, that's Heading 1
again, and Changes in Policies, Heading 2.
| | 04:27 | So it's showing us a little preview of Styles.
| | 04:30 | Now, I know we are using Office 2010, but
this works in just about any version of Word.
| | 04:35 | When you export this to PDF by using
Windows, this doesn't work in Mac, sorry
| | 04:40 | guys, but it works in Windows, go to Acrobat.
| | 04:43 | In Preferences, you can say,
there is a tab for Bookmarks.
| | 04:47 | I mentioned this earlier, in an
earlier video about creating PDFs from the
| | 04:50 | Microsoft Office Apps, but this
is where the good stuff happens.
| | 04:54 | So you can say Convert
Word Headings to bookmarks.
| | 04:57 | If you use any type of style name
that was a heading, it will automatically
| | 05:01 | convert that, or you can turn it off
and say, I just want Heading 1 and Heading
| | 05:05 | 2 to be bookmarks, or it could be any style.
| | 05:08 | Maybe you use something that wasn't a
heading style and you can just select them
| | 05:11 | right here, sort of like
what we did with Adobe InDesign.
| | 05:13 | I am going to cancel out of here to
show you that you don't always have to go
| | 05:17 | to Preferences first.
| | 05:18 | If you go just directly to Create PDF,
there is an Options button down here that
| | 05:22 | also has a facility to
create bookmarks in that PDF.
| | 05:25 | So you can see that bookmarks are
pretty well integrated in Microsoft Word and
| | 05:29 | in fact in many of the other
Microsoft Office applications.
| | 05:33 | So we exported a document to PDF from
Microsoft Word with Bookmarks and that is
| | 05:39 | how we ended up with this thing of
beauty, with all these bookmarks.
| | 05:45 | So these came over directly from Microsoft Word.
| | 05:47 | If you actually held down the Caps Lock
key as you typed in Headings, and that is
| | 05:52 | what the bookmarks look like.
| | 05:53 | Now you don't have to leave them as is,
these are all completely editable.
| | 05:57 | So for example, I could right-click
on this bookmark and choose Rename.
| | 06:02 | I could say sexual harassment.
| | 06:04 | So the bookmarks do not have
to exactly match the headings.
| | 06:10 | It's only when you have them exported
automatically, that the bookmark name
| | 06:14 | matches exactly what the text said.
| | 06:15 | You can also select any bookmark and
delete it, so if we didn't need any
| | 06:19 | bookmark for telephone use for
example, we could right-click on it, and
| | 06:22 | just choose Delete.
| | 06:24 | There are other things you can do with
bookmarks like for example on Cover, and
| | 06:28 | these I actually did edit earlier.
| | 06:30 | And then on Cover, I could right-click
and choose Properties, and you can change
| | 06:35 | things like the style of the text, like
I want it to be Bold perhaps, and I can
| | 06:40 | also change the color.
| | 06:42 | So maybe you want to make it red.
| | 06:43 | We'll look at Actions in a minute. Here it is.
| | 06:50 | There is the red text.
| | 06:51 | So it's something that you really want
to have people's attention jump to, you
| | 06:54 | can like make it look
different than the other bookmarks.
| | 06:56 | Now, I am a big fan of right-clicking,
so I am choosing it that way, but you can
| | 07:00 | also just select a bookmark and then
use the Bookmark dropdown menu here where
| | 07:04 | you see Properties and all
the other kind of fun stuff.
| | 07:08 | Let's look at the
document that has no bookmarks.
| | 07:11 | How do you create them on the fly?
| | 07:13 | Like maybe you just might have a
simple document that doesn't have that you
| | 07:16 | didn't use styles with, or maybe you don't
have the original file that was used to
| | 07:20 | create the PDF, and you just
want to add your own bookmarks.
| | 07:23 | It's actually really simple.
| | 07:24 | It's just two steps.
| | 07:25 | Number one is go to the location that
you want the bookmark to take you to.
| | 07:29 | So let's say that we wanted to
create a bookmark that would bring us to
| | 07:33 | Definitions of Employees Status.
| | 07:36 | So you go there first.
| | 07:37 | Then in the Bookmarks panel, you click
the icon for a New Bookmark, and then
| | 07:41 | call it whatever you'd like.
| | 07:42 | So I will say, Definitions of Employees
Status or I can just say, What is an employee?
| | 07:51 | So you can call a bookmark whatever you'd like.
| | 07:54 | Now, let's test this out.
| | 07:56 | We'll go back to the Cover, and then
we'll click on the Bookmark, and it brings
| | 08:00 | us right back to
Definitions of Employees Status.
| | 08:02 | Now, say that we wanted a
bookmark for regular full-time.
| | 08:06 | I will just click New Bookmark, and we
will call this let's say Regular Full-time.
| | 08:13 | We want this to be a
child of this bookmark, right?
| | 08:15 | We want this to be a subset.
| | 08:16 | So you just drag it to the right.
| | 08:18 | So you see as I am dragging it, it's showing
me a little icon that says where it belongs to.
| | 08:24 | In any document that you have bookmarks
it's really easy to move bookmarks around.
| | 08:29 | So you just select the
bookmark and just drag it up and down.
| | 08:32 | Another thing that you can do with the
Bookmark is you can assign an action to it.
| | 08:36 | I am going to make a new bookmark, and
I am going to call it Search this PDF.
| | 08:41 | I am going to move it up here to the
very top, I want it at the very top.
| | 08:48 | And then I am going to right-click
Search this PDF, and go down to Properties
| | 08:52 | and assign it an action.
| | 08:54 | When somebody clicks Search this PDF,
what I want Acrobat to do is to open up
| | 08:59 | the Search panel, so they can
actually do a search, because a lot of people
| | 09:02 | don't realize you can search, and
it's different than doing a Find.
| | 09:05 | So you can add an action to a
bookmark that is any menu item.
| | 09:09 | So if I click Add, I wanted
to do an Edit, Advanced Search.
| | 09:13 | That's what I wanted to do, as though
they had chosen that from the Edit menu.
| | 09:17 | Then for this action, I want to delete it.
| | 09:19 | I don't need to jump to a page, I just want it
to execute a menu item, and then click OK.
| | 09:24 | So we will test it out.
| | 09:27 | Let's go back to the Cover, close
this up, open up the Bookmarks panel,
| | 09:33 | click Search this PDF.
| | 09:34 | So I always click, if you click the
name of the PDF in Acrobat, it thinks you
| | 09:37 | want to edit the bookmark, instead we want to
click the little icon to the left. And boom!
| | 09:42 | It sets you up to search the
actual PDF which I think is pretty cool.
| | 09:45 | So there are all sorts of neat page actions.
| | 09:48 | So there are other actions that you
might want to explore and other cool
| | 09:51 | things that you can do with bookmarks
that's covered in quite a bit of detail
| | 09:54 | in the Online Help.
| | 09:55 | But one thing I want to mention to you
is that a problem that I found when I've
| | 09:59 | gone to the trouble of adding bookmarks
to a PDF is that a lot of my recipients
| | 10:04 | don't even realize that there are bookmarks.
| | 10:05 | Now, bookmarks will work whether
somebody has Reader or Acrobat, but if they
| | 10:10 | get a PDF and it opens like this,
they are not even going to think to look at
| | 10:13 | it, most users won't.
| | 10:15 | So what you want to do is you want to
save your PDF so that by default when
| | 10:19 | somebody opens it, it opens
with the Bookmarks panel Open.
| | 10:23 | You can do that by going to the File
menu, and going down to Properties.
| | 10:28 | I will be talking about this in more
detail in another video, but if you go
| | 10:32 | to Initial View, you can say under
Navigation tab that it should be the
| | 10:37 | Bookmarks panel and the page.
| | 10:39 | So that will automatically open.
| | 10:41 | Let's just leave it as is, and click OK.
| | 10:45 | So I am going to save this to my desktop;
| | 10:47 | Save As, Two Trees.
| | 10:52 | I will call it Fixed. Then close this.
| | 10:59 | Now, let's test it out.
| | 11:00 | I am going to go to File > Open, go to
the desktop, open up Two Trees Handbook
| | 11:05 | Fixed, and it automatically opens
with the Bookmarks panel showing.
| | 11:10 | So that's what you want to do.
| | 11:11 | If you go to the trouble of adding
bookmarks, and it's actually not that much
| | 11:14 | trouble if you're able to generate them
automatically from another program as I showed you.
| | 11:19 | You want to make sure that their users
enjoy, and appreciate and are able to use
| | 11:23 | all the bookmarks, make it obvious for
them by having the PDF open automatically
| | 11:28 | with the Bookmarks panel open.
| | Collapse this transcript |
| Attaching files to a PDF| 00:00 | Sometimes when you're putting together
a PDF to send to somebody, you realize,
| | 00:04 | you know what, I need to also send them
not just this PDF, but also this other
| | 00:09 | file, and that file and this Excel
file, and the ZIP file, and so on.
| | 00:13 | So you make an e-mail and then you attach
the PDF, plus a whole bunch more files.
| | 00:19 | So as an alternative to sending
somebody multiple files, you can do one of two
| | 00:24 | things with Acrobat;
| | 00:25 | you can create one PDF and either
attach files to that one PDF, so you'd still
| | 00:32 | be sending just one PDF.
| | 00:34 | When they open it, they will see the
attachments in the PDF in Reader or
| | 00:38 | Acrobat, or you could create a PDF
portfolio which is all these different files
| | 00:44 | that are in one PDF, they're not really
attachments per se, but like a PDF with
| | 00:49 | attachments, it's just one PDF.
| | 00:51 | And in there, you can navigate through
all the other files that you included.
| | 00:55 | So I'll be talking about PDF
portfolios in another video.
| | 00:59 | In fact, there's a whole chapter on
them because they are pretty cool.
| | 01:02 | But the problem with PDF
portfolios is that they are not fully
| | 01:05 | backwards compatible.
| | 01:07 | Sometimes, you can create a PDF
portfolio and somebody with an older version
| | 01:10 | of Reader or Acrobat will open it and they
won't know quite what they're looking at.
| | 01:14 | So let's see how that works.
| | 01:15 | Now, what you need to do
is start out with a PDF.
| | 01:18 | You can't just start out with
nothing like you can with a portfolio.
| | 01:21 | So you start out with a PDF, you can call
it like the home PDF, or the cover page PDF.
| | 01:26 | You could even, if you don't have
anything, you just have a collection of files
| | 01:28 | that you want to send somebody, you
should use Microsoft Word or something to
| | 01:31 | create a cover letter saying, hey!
| | 01:33 | Here are all the cool files that I'm
attaching, and here is what you should do
| | 01:36 | with them, export that to PDF and then
start from there, from your home base.
| | 01:40 | So we are going to assume here in
this example that we're going to use the
| | 01:42 | Employee Manual as a home base. And to
this, we want to include attachments.
| | 01:47 | So to attach a file, you can do so
either by using the Attachments panel,
| | 01:51 | see the paper clip. Isn't that clever?
| | 01:53 | If there were attachments to this
file, they would appear here in a list.
| | 01:57 | There are none on this file, but you
can add an attachment by clicking the
| | 02:01 | little PDF with the New icon to it,
or you can go to the tools panel on the
| | 02:06 | right, and in the Content section,
you can attach a file from here.
| | 02:10 | You can also add a bookmark from here.
| | 02:11 | So it's kind of interesting that you
can add bookmarks, or files in one of two
| | 02:15 | paces on the right or the left.
| | 02:17 | We're going to go ahead
and choose Attach a File.
| | 02:19 | Now this is not the same as combining
files which I will be talking about separately.
| | 02:23 | We're not creating one
massive PDF that has like 500 pages.
| | 02:27 | We are actually just creating one PDF
with a bunch of files attached to it;
| | 02:30 | sort of like hitchhikers
coming along for the ride.
| | 02:33 | So it opens up the Add Files dialog box,
and I have a folder here called More files.
| | 02:39 | They don't have to be PDFs that you are
adding, they can be any kind of file format.
| | 02:42 | So I might say, let's add
Head Count, Excel file.
| | 02:45 | I will just click Open.
| | 02:47 | Let's just see one, and how that looks.
| | 02:50 | So it added one file.
| | 02:52 | Let's go ahead and add some more.
| | 02:53 | I'll come back out here
and choose Attach a File.
| | 02:55 | Let's say, add the fw9 form, and
then I'm going to hold down the Ctrl key
| | 03:00 | to also select Two Trees Payroll,
Excel file, and then also I'll Ctrl+Click
| | 03:06 | the Employee Handbook.
| | 03:07 | So we are going to add three files as well.
| | 03:10 | Now you can't add an
entire folder unfortunately;
| | 03:12 | it's just not going to let you.
| | 03:14 | You can select a folder, but
it's not going to attach it.
| | 03:17 | You have to attach individual files.
| | 03:19 | So if you wanted to get any of those files
inside that folder, go back to Attach a File.
| | 03:24 | You'd have to double-click it to open it,
and then select the individual files in here.
| | 03:28 | In this case, there is only one file.
| | 03:30 | But normally, what you want to do is
if you have a folder full of files, you
| | 03:33 | need to zip it, or
compress it. Now, Zipped files;
| | 03:37 | a lot of companies have rules against
accepting ZIP files, because they can be
| | 03:43 | vectors for viri, and if you select a
ZIP file to attach to a PDF, Acrobat will
| | 03:49 | also warn you about this.
| | 03:51 | It says, the file type you're adding
cannot be opened or saved from Acrobat
| | 03:55 | because of your Trust Manager
Settings in your Preferences.
| | 03:59 | That's just because the Acrobat is preset not
to trust them, and to give you this warning.
| | 04:04 | But if you're the one who created
the ZIP file, and you're perfectly fine
| | 04:06 | with the ZIP file, and the person you're
sending it to will be perfectly fine with
| | 04:10 | it, then you can just say,
go ahead, and add it anyway.
| | 04:12 | Now, I have a file with a bunch of
attachments, and can you see that there's a
| | 04:17 | little bit of a header peeking out here?
| | 04:19 | If you go to this little textured area
to the right of the Attachments panel and
| | 04:24 | then drag out, you will see, oh!
| | 04:25 | Look, there is actually a
lot of information here.
| | 04:28 | The Description field is very cool
because you can actually add a description
| | 04:32 | for any of these files that you've added.
| | 04:34 | So I'm going to right-click on Head Count and
choose Edit Description and type a description.
| | 04:40 | So here are all the final
head counts for our locations.
| | 04:51 | You can do the same thing
with all of these.
| | 04:53 | The fw9, I am going to say Edit Description and say,
Please complete and return! And so on.
| | 05:04 | You can search through all of these.
| | 05:06 | Any file that it has search access to, it
will come up with a hit in the Search field.
| | 05:11 | You can easily delete any of the files
that you've added, maybe you change your
| | 05:14 | mind, you can add additional files,
you can save, you can open the files in
| | 05:18 | their original programs.
| | 05:20 | That's all the cool stuff that you can
do when somebody sends you an attachment,
| | 05:22 | or when you are working
with attachments yourself.
| | 05:25 | So we've added the attachments
that we want to this document.
| | 05:28 | Now, another thing that you want to do,
if you are going to send somebody this
| | 05:30 | file is you want to make sure that they
are aware that the PDF has attachments.
| | 05:34 | So similar to bookmarks in a different
video, you want to set it so that when
| | 05:38 | somebody first opens it, that they
see the Attachments panel open, because
| | 05:43 | otherwise, how are they going
to know there is attachments.
| | 05:44 | This doesn't change unfortunately, this icon.
| | 05:47 | You have to actually reveal it.
| | 05:48 | So to do that, you go to File > Properties.
| | 05:52 | This would be properties of the PDF itself.
| | 05:54 | Go to the Initial View tab and say
that under the Navigation, you want it to
| | 05:59 | open with the Attachments panel and
the page, not just the page itself.
| | 06:03 | So I am going to click OK.
| | 06:04 | We're going to save this document.
| | 06:06 | I will do a little Save As.
| | 06:08 | We will save this on the
desktop as Two Trees With Files.
| | 06:17 | Okay, and close it.
| | 06:22 | Now, let's open that again, and see if it
opens up, and how we want it to open up.
| | 06:25 | So it's just one PDF file, it's kind of
big, but that's because it has all the
| | 06:29 | other files within it.
| | 06:30 | I will click Open, and it
automatically opens with the attachments.
| | 06:35 | So the person who receives this would
just double-click these files and it will
| | 06:38 | open it up inside the original program
assuming that they have Microsoft Word.
| | 06:42 | It always has to put up this alert, because
some people can use attachments to be malicious.
| | 06:48 | But if you know the person who sent
this to you, then you would say go ahead and
| | 06:52 | always allow opening files of this type.
| | 06:54 | So I am going to click OK, and then it
boots up Word, and it opens up that document.
| | 06:59 | So that's how easy it is to add files
to a PDF, that when you're sending a whole
| | 07:03 | mess of files to somebody, you can
just send them one PDF, and have them all
| | 07:07 | attached to that PDF in a very convenient panel.
| | Collapse this transcript |
| Adding metadata| 00:00 | What is Metadata?
| | 00:02 | Metadata I know the word itself
sounds kind of strange and maybe a little
| | 00:05 | technical or nerdish, but it's actually
something quite familiar to most people
| | 00:09 | who've ever worked on a computer.
| | 00:11 | Metadata is information about the file itself;
| | 00:13 | you know something as simple as a file name.
| | 00:16 | When you name something that you save,
that's metadata about the file, or like
| | 00:20 | the date that the file was created or
last updated, that kind of information
| | 00:23 | that you can see in Windows Explorer
or the Finder, that's all Metadata.
| | 00:28 | But going further than that, Metadata
can be actually, you can add Metadata to a
| | 00:33 | file in special panels or different,
there's different ways to add that to
| | 00:38 | different files, because these days
there are a lot of software systems that
| | 00:43 | want to access a file's Metadata.
| | 00:45 | So not just the content of the file,
but information about the file;
| | 00:49 | like a typical example might be
Google search engine that searches not just
| | 00:54 | the contents of web pages, but also
information that the designer of the web
| | 00:57 | page can insert in the title of the
web page or keywords for the web page,
| | 01:03 | that kind of thing.
| | 01:04 | Especially, if you are posting your PDFs
to a web site, Google and other search
| | 01:09 | engines will index or copy into their
little database all of the PDF's Metadata;
| | 01:15 | so not just the content of
the PDF but also the metadata.
| | 01:18 | So where can you actually add things
like keywords and description and authors
| | 01:23 | and copyright, that kind of stuff?
| | 01:24 | You go to the File > Properties command.
| | 01:28 | So open up the PDF, go to File,
Properties, and it's this area right here, under
| | 01:34 | Description, and then also
Additional Metadata that you can access.
| | 01:38 | So for example, though the file name is
ChgoCreativeCoalitionNL.pdf, you might
| | 01:43 | want to have a title that's a
little bit more description like Chicago
| | 01:48 | Creative Coalition Summer 2010
Newsletter. And then the Author, whoever created
| | 01:58 | the PDF, whoever created the
publication, I might just say it's
| | 02:01 | ChicagoCreative.org and the subject is
whatever you want to put in here, and
| | 02:08 | then keywords, I am not going to
add a whole lot but I will just say,
| | 02:11 | creative, you separate these by commas;
| | 02:14 | organization, graphic design and so on.
| | 02:19 | As I said, search engines will index
this information, and also there are
| | 02:22 | programs that enterprise uses, sort of
like Digital Asset Management programs
| | 02:28 | that will look for metadata in your PDFs
and other files and include that so you
| | 02:32 | can easily do a search for example for
anything having to do with the graphic
| | 02:35 | design and know the words graphic
design aren't in the file name or the title
| | 02:40 | of this document, they were included in
the keywords and so this document would
| | 02:43 | come up as one of the search results.
| | 02:45 | If you go to Additional Metadata, there
is other information you can enter like
| | 02:50 | Author, and a Description of
the file, Description Writer;
| | 02:53 | you can set if the PDF is copyrighted.
| | 02:56 | So I'll say, yes, it is copyrighted,
it's not public domain and enter your
| | 02:59 | Copyright Notice here along with the URL for
more information and then click OK and save it.
| | 03:04 | So this is using what's called XMP
which is kind of a standard for saving
| | 03:08 | metadata that's used among various
programs including Adobe Acrobat.
| | 03:13 | So click OK and then click OK and then save
it and then your metadata is saved with the PDF.
| | 03:19 | Now, in addition, when this file is
created in Word or InDesign or Publisher or
| | 03:23 | whatever, all these pictures could
also have Keywords, and Descriptions and
| | 03:27 | Copyright Info attached to them.
| | 03:29 | Now, they're not immediately evidenced
in the PDF but metadata that is saved
| | 03:33 | with an image is also included in the PDF and
can be extracted with a number of utilities.
| | 03:38 | So that's how you add metadata to a
PDF and it's a very good practice to use
| | 03:43 | with all of your PDFs.
| | Collapse this transcript |
| Optimizing a PDF for file size and compatibility| 00:00 | When we talk about optimizing a PDF,
what we actually mean is that what we are
| | 00:05 | trying to do is reduce the file size of
the PDF while maintaining the quality of
| | 00:10 | the text and graphics.
| | 00:12 | And the reason that you'd want to do
that is because you need this digital file
| | 00:16 | to be downloaded quickly
from a web site, for example.
| | 00:19 | So maybe a lot of your customers
don't have the fastest DSL or fiber optic
| | 00:23 | connections to the Internet, but you
want them to be able to download say this
| | 00:26 | catalog as a PDF and not have
it take three hours to download.
| | 00:30 | So you want to reduce the file size but you
still want all the followers to look really nice.
| | 00:35 | Now, if you're just trying to transfer
a large PDF to somebody else and you are
| | 00:39 | trying to avoid long times in
transferring something as an attachment to an
| | 00:43 | e-mail, there is a different solution,
so that you don't need to actually have
| | 00:46 | to worry about optimizing.
| | 00:48 | If you are just trying to send one
thing to one person you can always
| | 00:50 | use Adobe's new Send Now online
service and I'll be talking about that
| | 00:54 | in a different video.
| | 00:55 | The Send Now online service lets you
send very large PDFs to one or more
| | 01:01 | recipients without having to go
through somebody's mail server.
| | 01:04 | But we are talking about a situation
where you want to send out a PDF to many
| | 01:08 | people or you want to make it available
to be downloaded from a web site, so
| | 01:11 | you want to reduce the file size
while maintaining the quality of the file.
| | 01:15 | So first of all, when we're going to do
this in Acrobat, we need to figure out
| | 01:19 | how big is the file on the first place.
| | 01:20 | We could always jump over to the Finder
or Windows Explorer and select the file
| | 01:25 | and figure out how large it is there,
but that's too much work for me.
| | 01:28 | I like to find out right in Acrobat
and all you need to do is go to the File
| | 01:33 | menu and choose Properties or press
Cmd or Ctrl+D. In the first tab in
| | 01:38 | Document Properties, look down
here and you'll see File Size, right?
| | 01:42 | So that's a fast way to find out.
| | 01:44 | There are a few other places too
where you get a report of file size but, I
| | 01:47 | use this all the time.
| | 01:48 | So its 11.2 megabytes, which
is a pretty hefty file size.
| | 01:52 | So let's take a look at this file and
see, you know, I wonder why it's so
| | 01:56 | large and I would guess, I am sure that you're
right there with me, is that it's because it's
| | 02:01 | got so many images and images take up a
lot of space because of their resolution
| | 02:05 | and all the colors they use.
| | 02:07 | So what we want to do though, the
images are very important to this document.
| | 02:10 | We want to reduce the file size, but
keep the image quality pretty high.
| | 02:14 | Now there are two ways to go about
optimizing a PDF in Acrobat, one is what I
| | 02:19 | call the quick and dirty way and the
other one is the more scientific way. And I am
| | 02:23 | going to show you both ways right here.
| | 02:25 | Now, the quick and dirty way, you go
to the File menu and choose Save As and
| | 02:30 | choose Reduced Size PDF, right?
| | 02:33 | What could be simpler than that?
| | 02:34 | There is only one decision to make and
that is which version do you want to make
| | 02:39 | this new PDF compatible with?
| | 02:42 | It's going to assume you want to make
it compatible with the current version or
| | 02:45 | later which is Acrobat X in
this case, but it could be earlier.
| | 02:49 | Now this really just depends like if I
create a PDF that's compatible to Acrobat
| | 02:53 | X and later, and I give it to somebody
say with Reader 7, or 8 or 9, in most
| | 02:58 | cases they're still going to be able to open it.
| | 03:00 | They might get a little peep of complaint
from Reader saying this was created in a
| | 03:04 | later version and there maybe
elements that you can't see, but we know that
| | 03:07 | there are no elements like crazy Flash
video or anything in this PDF, so that's
| | 03:10 | not that much of a concern.
| | 03:12 | What is a concern is that if you save
it in an early version, like say Acrobat 4
| | 03:16 | and later, Acrobat can't do that good
of a job of making the file size smaller.
| | 03:21 | Only because in early versions of
Acrobat it doesn't support some of the
| | 03:25 | features that are supported in later
versions and it has to convert that to
| | 03:29 | something simple, which usually means
the file size gets larger, all right?
| | 03:33 | So I know it sounds kind of backwards
that the later the version, the smaller
| | 03:36 | the file size, but that's what it's like.
| | 03:38 | So you should choose a file size
that's pretty late in the game, definitely
| | 03:41 | version 6 or later if possible.
| | 03:44 | So, but, well I am just going to leave this at
version 10 and later and we'll just say OK.
| | 03:48 | Now, one other little side is that
this Apply to Multiple button, if you need
| | 03:53 | to reduce the file size of, say, 10
years' worth of PDF archives of your
| | 03:57 | newsletter because you're going to
upload them to the web site, you might as
| | 04:00 | well click Apply to Multiple.
| | 04:01 | That will give you a dialog box that
lets you add a whole bunch of PDFs that you
| | 04:04 | can apply this to all of them at once.
But we are going to skip the Apply to
| | 04:08 | Multiple button right now, we have seen
that before in some of the videos like
| | 04:11 | on Watermarks and Background, so.
| | 04:13 | All right, instead let's just go
right to OK and now it does not actually
| | 04:18 | compress this file, it makes a copy and
compresses the copy, which is nice, so
| | 04:22 | you always have the original not going
to get harmed and we'll call this final
| | 04:27 | reduced, so we can keep track of it.
| | 04:33 | So it's processing the images and what
it's actually doing it's going through a
| | 04:37 | whole bunch of different steps to make
this a smaller file and I have not been
| | 04:41 | able to find it documented
anywhere exactly what it's doing.
| | 04:45 | I know for sure that one of the
things that it does is it reduces the
| | 04:48 | resolution of the images.
| | 04:50 | We have got an alert that says,
there are some things in this PDF that it
| | 04:53 | couldn't do much with, some things
that contain image masks that were not
| | 04:57 | downsampled, you will get
that alert every once in a while.
| | 04:59 | That just means if you did something
fancy in the originating program, sometimes
| | 05:03 | it can't give out that image data and it
has to skip over those images. That's fine.
| | 05:07 | All right!
| | 05:07 | So we're looking at this.
| | 05:09 | It looks pretty good to me,
I don't know about you.
| | 05:11 | The images still look pretty sharp.
| | 05:13 | Let's see the file size.
| | 05:15 | We'll go back to File,
Properties, check that out;
| | 05:20 | 2.18 megabytes, that's pretty
good from 11-something, right?
| | 05:25 | I can sort of see that this little
thing got a little fuzzy over here but I
| | 05:29 | mean look at these pansies over here on
the left, they look pretty great and I
| | 05:34 | am zooming in a little bit, they look good and
I think this is perfectly fine for downloading.
| | 05:38 | So that was 2.8 or 2.18 megabytes,
let's see if we can get it even smaller.
| | 05:43 | For that, we're going to take a look
at the more scientific way of optimizing
| | 05:47 | a PDF that I mentioned at the get go.
| | 05:49 | It's in the same menu if you remember,
| | 05:51 | go to File > Save As, and instead of Reduced
Size PDF we want to choose Optimized PDF.
| | 05:58 | I think that's a dumb name, it should say
Reduced Size, Optimize, or make it smaller,
| | 06:03 | better or something, but Optimized
PDF opens up a dialog box that basically
| | 06:08 | gives you complete control over every
aspect of a PDF, many more than you ever
| | 06:13 | thought existed, and what it should
keep, what it should retain and what it
| | 06:17 | should change when you click the OK button.
| | 06:20 | In other words it's going to create
another PDF that's optimized and it's going
| | 06:23 | to use these settings.
| | 06:25 | One is this button up here, Audit space usage.
| | 06:29 | If you click this, it will just take a
second and it'll go through your
| | 06:32 | PDF and tell you hey!
| | 06:33 | What's causing all this space?
| | 06:34 | So it will say your total size is 2.28
megs and 92% of that is because of the images.
| | 06:42 | There is some document overhead
that's 3%, that's the next largest thing.
| | 06:46 | Now, you might get some documents
that maybe the largest amount of size
| | 06:50 | isn't coming from images but from
document overhead, or from forms, or because
| | 06:55 | of all the embedded fonts.
| | 06:56 | This will give you an idea of the area over
here that you need to pay attention to.
| | 07:01 | So if most of our problem children are the
images, we need to spend a lot of time
| | 07:04 | in the Images pane and trying to
reduce that, okay? So we'll say OK.
| | 07:10 | So here in Images, now I've already
been playing with this for a while, but
| | 07:13 | normally when you open it, you're
going to see that this first field says 150
| | 07:18 | and this field says something like 225.
| | 07:20 | Well, what its saying is that if I
click OK, it's going to look at all these
| | 07:24 | images and any image that is currently
above 225 pixels per inch of resolution,
| | 07:31 | it's going to reduce those to 150
pixels per inch, and it will do the same thing
| | 07:35 | for grayscale images and monochrome images.
| | 07:37 | Well, I know in this case that it's
mainly color images, so I am not even going to
| | 07:42 | pay attention to this.
| | 07:43 | And I might say you know, I don't need
150 pixels per inch, 72 will be fine, 72
| | 07:48 | pixels per inch is the resolution for
most web graphics and people will be
| | 07:51 | downloading this from the web, so they
won't be expecting anything really high.
| | 07:55 | I'll leave this for 72, and I don't
want this applied to only images that are
| | 07:59 | above 225. I swiped over here
and it automatically changed it to 108;
| | 08:03 | some sort of math is happening in the
background, but I want every single image
| | 08:07 | to be 72, so I am going to say,
if it's over 72, make it 72.
| | 08:12 | You can also change the compression and
the quality of the compression. Or, let's
| | 08:16 | go the other way, say that you're a
photographer and you've got a portfolio
| | 08:20 | that, a PDF, you want your photographs
to remain of very high quality, so you
| | 08:24 | don't want Acrobat to touch those
at all when it optimizes the PDF.
| | 08:29 | In that case, you might want to turn
off the Downsampling all together, so
| | 08:32 | you can do that too.
| | 08:33 | But I am going to leave it at Bicubic,
72, and then like I said, there are other
| | 08:38 | things that you can take a look at over here.
| | 08:39 | There is like Discard Objects,
should it toss out any JavaScript actions?
| | 08:44 | If there's Form Fields,
should it flatten the Form Fields?
| | 08:46 | All these things you can
choose to turn on and turn off.
| | 08:49 | Then you just click OK and you do that
a few times and check the different file
| | 08:53 | sizes to see which one worked the
best, which one made the optimal PDF?
| | 08:58 | And when you find the magic
combination, you should definitely save it.
| | 09:03 | So we can save, we'll call this Low-res
catalog for web, because I am going to
| | 09:11 | bring everything to 72, so that's low res.
| | 09:12 | Let's just leave that as is and
then we'll go ahead and make a new one.
| | 09:18 | So we'll say this is reduced,
I'll say optimized, just o-p-t there.
| | 09:25 | See if we can get it even smaller.
| | 09:27 | It's going through the images,
all right, yes, we had a problem.
| | 09:31 | All right, so it opened it up, you
can see up here in the title, it's
| | 09:34 | final-reduced-optimized. Let's take a look.
| | 09:37 | I always want to wish we had a
drumroll kind of sound effect.
| | 09:41 | Look at that, it's under a meg, 788k.
I think it's as small as we're going to
| | 09:47 | be able to make this thing and
still be able to see the images.
| | 09:49 | So these are now 72.
| | 09:51 | They don't look that bad, do they?
| | 09:52 | And it did other optimizations too, those
other things that were checked on, all right?
| | 09:57 | So it made a nice, look at how nice
this looks, and it's less than a meg, we
| | 10:00 | started out with 11.5.
| | 10:01 | All right, so now I think you have a
really good idea of how to reduce your file
| | 10:04 | sizes while keeping the image and text
quality as high as possible whenever you
| | 10:09 | want to optimize a PDF in Acrobat.
| | Collapse this transcript |
| Creating initial view settings| 00:00 | Sometimes it's important how
a PDF opens to your recipient.
| | 00:06 | For example, if I just sent my client
this file, this is a Two Trees handbook,
| | 00:11 | this is how it would open automatically.
| | 00:13 | It would take up their entire screen.
| | 00:15 | They might not know that I have gone
to the trouble of creating bookmarks
| | 00:20 | unless they were savvy enough to
check to see if there were bookmarks.
| | 00:23 | The title is less than optimal,
you see up here where it says
| | 00:26 | TwoTreesHandbook-bkmks.pdf.
| | 00:30 | I might want it to say Two Trees
Olive Oil Employee Manual instead.
| | 00:33 | So you have the power to actually
control how a PDF opens to your recipient when
| | 00:39 | they first open it in Reader or Acrobat.
| | 00:43 | Now, of course they can change things.
Like, if you say that it should always open
| | 00:46 | with the Bookmarks panel showing, they
can always close it after that happens.
| | 00:50 | But at least when they first
open it, they will notice that oh!
| | 00:52 | It does have bookmarks.
| | 00:54 | So let me show you how you do that.
| | 00:56 | All that is done in the Initial View
panel which is part of Document Properties.
| | 01:01 | So, Document Properties is here under
File, go down to Properties, Cmd or
| | 01:05 | Ctrl+D. And initially, you
see the Description panel.
| | 01:10 | We're going to come back here in a second,
but right now let's move to Initial View.
| | 01:15 | The default is that only the
document itself opens the page.
| | 01:19 | We want the Page and the
Bookmarks panel to open.
| | 01:23 | So we choose that option.
| | 01:25 | We also have control over page layout.
| | 01:27 | Right now, it's going to be viewed in
Single Page Continuous, which actually is
| | 01:31 | perfectly fine with me.
| | 01:33 | But if this were a Facing Pages
document, I might want the client or my
| | 01:36 | recipient to see it as Spread.
| | 01:38 | So I might choose Two-Up Facing
with a Cover Page and so on.
| | 01:42 | But I will just leave it
at Single Page Continuous.
| | 01:46 | And then Magnification,
| | 01:47 | the Default means use the recipient's default.
| | 01:51 | But actually, what I want is for it
to fit in 100% size or maybe to fit the
| | 01:56 | page, so they get an idea of what the
entire page looks like in their window.
| | 02:01 | You can also say which page it should open to?
| | 02:03 | Page 1 is perfectly fine with me.
| | 02:05 | You have some choices about Window Options,
should it resize the window, resize the page?
| | 02:10 | I always find that a little creepy if
I open up a PDF and suddenly my window
| | 02:14 | starts changing size, I'd
rather not, that not happen.
| | 02:17 | Same thing with Center window onscreen.
| | 02:20 | Now, Open in Full Screen mode,
| | 02:21 | we might want to do that and I have
another example, I'll show you when you
| | 02:24 | might want to do that in a
second, but not with this manual.
| | 02:27 | Then also here, Show File
Name or Show Document Title.
| | 02:31 | I usually like to show the Document Title.
| | 02:33 | I don't know how many people pay
attention to it up here, it's actually much
| | 02:37 | more visible on a Macintosh than it is on a PC.
| | 02:40 | But the Document Title, you can say,
obviously it's still going to have the same file
| | 02:44 | name, but it'll show a title that
you enter here under Description.
| | 02:48 | So we'll jump back over to Description
and say the title of this should be Two
| | 02:53 | Trees Olive Oil Company
Employee Manual, all right?
| | 03:04 | You can choose also to hide the menu Bar and/
or the toolbars and/or the Window Controls.
| | 03:09 | I don't really see why that's
necessary, so I'll just leave them as is.
| | 03:12 | Okay, let's click OK and
now let's see how this works.
| | 03:17 | I'm going to close the file, and
those were actual edits that I made to the
| | 03:22 | file, those changes in initial view, so
it wants to know if I want to save those
| | 03:25 | changes, and I'll say Yes.
| | 03:27 | I have another document
open in the background.
| | 03:30 | But let's go ahead and
open that document in Reader.
| | 03:33 | I have Reader running,
| | 03:34 | Reader 10, all right.
| | 03:36 | So I'm going to go to File, and choose Open.
| | 03:39 | That was TwoTreesHandbook-bkmks.pdf, click Open.
| | 03:43 | Look at that, the page fits in the window.
| | 03:47 | Here is the actual title of the document, and
the Bookmarks panel is showing. Nice and easy.
| | 03:52 | Let me show you how you might want to do
something different with a presentation.
| | 03:57 | This was exported from PowerPoint, and
it just has 4, 5 pages, but there are
| | 04:04 | transitions applied, so that when
somebody moves from one page to the next, they
| | 04:08 | see this cool little animation effect occur.
| | 04:11 | Now, that's not going to happen
though if they're looking at it in normal
| | 04:14 | view like we are now.
| | 04:15 | That will only happen if they're
viewing it in Full Screen mode.
| | 04:19 | Now, how many users will open something
up and say, let me see what this looks
| | 04:24 | like in Full Screen mode?
| | 04:25 | Well, I can tell you, the answer is 0.
| | 04:27 | But if we do look at it in Full
Screen mode, look how nice it looks.
| | 04:31 | I am just pressing the Right
Arrow to move to the next page.
| | 04:35 | It does this little wipe animation.
| | 04:36 | I am going backwards. Pretty cool!
| | 04:41 | There's all sorts of fun animations
that you can do when you move from page to
| | 04:44 | page and I cover that in a different video.
| | 04:47 | But let's escape out of Full Screen
mode by pressing the Escape key or Ctrl
| | 04:52 | or Cmd+L again.
| | 04:54 | I would like this to open up in Full
Screen mode when my client opens it up.
| | 04:59 | Perhaps, I'm going to send it to one of
my salespeople, and I want them to start
| | 05:04 | running it while they're giving a talk
and I don't trust the salesperson to know
| | 05:08 | how to get this document into Full Screen mode.
| | 05:10 | So I am going to set that up automatically.
| | 05:12 | I'll go to File, Properties.
| | 05:15 | Again, we want to go to Initial View, all right?
| | 05:19 | I am fine with the Navigation
being the page only in single page.
| | 05:23 | What I'm most concerned here is that
I want it to open in Full Screen mode.
| | 05:27 | When it opens in Full Screen mode,
nobody is going to see the title or the file
| | 05:30 | name, so this is immaterial at this point.
| | 05:32 | I want to make sure that it opens to
page 1, and if it's opening in Full
| | 05:36 | Screen mode, it's always going to fit in window,
so I don't need to worry about any of this.
| | 05:40 | Let's click OK and close it and save
it and test it in Reader or Acrobat.
| | 05:49 | You always want to test in whichever
program you think your recipient is
| | 05:52 | going to use most often. I can close this.
| | 05:56 | File > Open and go to the presentation.
| | 06:00 | Now, the user is always going to get an
alert because sometimes it freaks a user
| | 06:04 | out if their screen goes black.
| | 06:06 | I don't know, I guess it would freak me out.
| | 06:08 | But it says that this document is
trying to put Acrobat in Full Screen mode,
| | 06:12 | which takes over your screen.
| | 06:13 | Are you sure that you want
to let this document do that?
| | 06:16 | Now, if you're sending this to your
salespeople, they're going to be used to it.
| | 06:20 | If you are actually making this
available for distribution, you might want to
| | 06:23 | put a note on it saying,
here is our sales presentation.
| | 06:25 | Note that it opens in Full Screen mode,
if you don't like that, just click No at
| | 06:30 | the alert or press the Escape key.
| | 06:31 | But I am going to say Yes, go ahead,
and let it go into Full Screen mode, and
| | 06:36 | it opens up to page 1.
| | 06:38 | So I am the presenter and I've got
this on the screen being projected from my
| | 06:42 | computer and I can say, here
is our yearly sales presentation.
| | 06:45 | And I go to the next slide and I
get that nice little wipe animation.
| | 06:48 | Subtle, but professional, yes.
| | 06:51 | So I don't have to worry as the presenter
putting it into Full Screen mode, it's
| | 06:54 | already been set to do that automatically.
| | 06:56 | I'll press Escape here and go back to Acrobat.
| | 07:00 | So when you're done working on your PDF,
if this is going to be distributed to
| | 07:04 | other people who will be downloading
or opening up this PDF in Reader or
| | 07:08 | Acrobat, take a few seconds, and think
about how you want it to open, and set
| | 07:12 | that up in Document Properties Initial View.
| | Collapse this transcript |
|
|
5. Adding Rich Media and InteractivityAdding hyperlinks to URLs| 00:00 | A hyperlink is text in a PDF that, when
you hover your cursor over it, allows you
| | 00:05 | to click on that hyperlink and go to a
specific URL, or sometimes it will open up
| | 00:10 | an e-mail message in your default e-mail
program that is pre-addressed to the
| | 00:14 | mail to address that you're hovering over.
| | 00:17 | So the question is, how do you
get these hyperlinks into your PDFs?
| | 00:20 | They are very useful, assuming
| | 00:21 | somebody is going to be reading them
online in reader, or in Adobe Acrobat,
| | 00:26 | obviously they won't work if they are
printed out, not yet, anyway, maybe next year.
| | 00:29 | Normally, you create these
hyperlinks in the originating program, in
| | 00:34 | the authoring program.
| | 00:35 | So like in Adobe InDesign or
Illustrator or in Microsoft Word, we create the
| | 00:40 | hyperlinks there, and then when you
export them to PDF, you can opt to include
| | 00:44 | the hyperlinks that they show up automatically.
| | 00:46 | The question here is what about
hyperlinking directly from within Adobe
| | 00:50 | Acrobat, can you do that?
| | 00:51 | And the answer of course is yes.
| | 00:53 | You know, you may not even need to do that.
| | 00:55 | Take a look at this document, Taste
of California, that's open in front.
| | 00:58 | You see that there is a URL for Napa
Valley, and if I hover my cursor over it, it
| | 01:02 | turns into this little pointing finger icon.
| | 01:05 | This is not a hardwired hyperlink.
| | 01:07 | This is not part of the PDF.
| | 01:09 | This is actually a feature of
Adobe Acrobat and of Reader as well.
| | 01:12 | For the past few versions, they can
automatically detect hyperlinks in the text.
| | 01:17 | If you go to Preferences, under the Edit
menu on a PC or under the Adobe Acrobat
| | 01:23 | menu on a Mac, and look at General,
you'll see that Creates links from URLs is
| | 01:29 | turned on by default.
| | 01:30 | So if I scroll through this document, I happen
to know where there are some other hyperlinks,
| | 01:35 | You see that it's also detecting this one.
| | 01:38 | Notice how it automatically adds http://
in front of it, which is pretty smart
| | 01:44 | of it, and then there's also a mail
address down here, an e-mail address, so
| | 01:48 | mailto, that's a properly
formatted mailto address.
| | 01:51 | This one it didn't do too
well at, beachcalifornia, and the .com.
| | 01:56 | So when they split across
multiple lines, it doesn't do that well.
| | 02:00 | If making sure that the hyperlinks
are all intact and working correctly is
| | 02:04 | important to you in the PDFs that you create,
| | 02:06 | you really need to go through the
document, maybe do a find for everything that
| | 02:09 | starts with www. Plus, there are some
URLs that feature of Preferences is not
| | 02:15 | going to recognize, like, say for
example, that you wanted Buck LeSabre here,
| | 02:19 | this person, you wanted that to be a
link to Buck's e-mail address, or you wanted
| | 02:24 | the Garlic Festival to be a link
to the Garlic Festival's web site.
| | 02:28 | So sometimes if it's not spelled out
as an e-mail address or URL, you still
| | 02:33 | want it to be a hyperlink, but Acrobat's
feature is not going to automatically pick that up.
| | 02:37 | So that's one time when you might need
to create them by hand in Acrobat, if
| | 02:42 | they weren't already
created in the original program.
| | 02:45 | And the other issue is that preference
itself, because what if somebody turns
| | 02:49 | off the preference, for whatever reason,
what if they turn this off, or they have
| | 02:54 | a really old version of Reader that
doesn't even have that feature, then they're
| | 02:58 | not going to see any URLs.
| | 03:00 | Those URLs are not going to be hyperlinked.
| | 03:02 | So I always think that the better
idea is to, what I call hardwire the
| | 03:06 | hyperlinks, to actually embed them in
the PDF and not rely on the preference.
| | 03:10 | There is a fast way to do that in Adobe
Acrobat. Go to the tools Pane, and look
| | 03:16 | for the section called Document Processing.
| | 03:19 | Now by the way, if you don't happen to
see it, remember that you can click on
| | 03:22 | this little menu at the top of the
tools Pane to show or hide the different
| | 03:25 | panels, and then just
choose Document Processing.
| | 03:28 | So inside Document Processing there is a
wonderful command called Create links from URLs.
| | 03:33 | So you click it and it says, this
can't be undone, would you like to proceed,
| | 03:37 | which I think is kind of a silly
little alert, because there are many
| | 03:40 | things you could do in Acrobat that you can't
undo, and you don't get the alert every time.
| | 03:44 | And also, it's not the end of the world,
| | 03:46 | you can always just close the document
and not save changes, or choose Revert.
| | 03:49 | So I am just going to say,
Yes, go ahead and proceed.
| | 03:51 | Which pages you want me to
generate links for? All of them.
| | 03:54 | That was fast, four links
were added to the document.
| | 03:57 | So does it look any different to you?
| | 03:59 | No, not to me either.
| | 04:00 | Here's a tip. To quickly find out
where the links are in a document,
| | 04:04 | go to another pane under the tools
panel called Content, and in this section
| | 04:10 | here Add or Edit Interactive
Object, choose Select Object.
| | 04:14 | When you choose that, Acrobat will
automatically put this nonprinting rectangle
| | 04:18 | around every hyperlink, every link,
every button, every form field, and so on,
| | 04:23 | so it's a really neat way to quickly
see what are the invisible interactive
| | 04:27 | elements happening in this PDF.
| | 04:29 | So it recognized these URLs, but
this one, it had the same problem, or
| | 04:33 | didn't get the entire URL.
| | 04:35 | And if I switch back to the Hand tool
and hover over that URL, you can see that
| | 04:41 | it just got Beach California, that was all.
| | 04:44 | By the way, while I am hovering here,
notice the slightly different look
| | 04:46 | of that hand cursor, it has a w inside
it. That indicates that this is a hardwired or
| | 04:52 | embedded hyperlink, not one coming
from the preference, which is a subtle, but
| | 04:57 | important clue to anybody
who is creating these PDFs.
| | 05:00 | So how do you fix this kind of hyperlink?
| | 05:03 | You can just right-click on this
link with the Select Object tool or
| | 05:06 | double-click, and it will open up into
a dialog box, and under Actions, you can
| | 05:12 | go ahead and fix the URL here.
| | 05:14 | So I am just selecting Open a web
link, clicking Edit, I'll go ahead and
| | 05:18 | edit the entire link.
| | 05:19 | Let's just leave it at something-something.html.
| | 05:25 | And I'll say OK, so it fixes it and
then you can increase the size of this link
| | 05:29 | to encompass the entire URL,
or you could just delete this.
| | 05:34 | I'm going to go right-click, choose
Edit, and choose Delete, to get rid of
| | 05:37 | the hyperlink and then do it by hand.
| | 05:39 | To do it by hand, you would select the
text with the Selection tool, like so,
| | 05:44 | and then right-click on the selected text,
and you'll see an option to Create a Link.
| | 05:48 | I'll choose Create a Link, let me move
it over, so I can see what this says.
| | 05:52 | We want the link to Open a web page.
| | 05:54 | So you click Next, and then
you enter the URL for the link.
| | 06:01 | And now that's a link as well.
| | 06:02 | So we'll switch to the Hand tool and
then click to deselect that blue thing, and
| | 06:08 | now when you hover over it, you
can see that the URL is correct.
| | 06:11 | That's how you would do a link, say,
for something that is not even a URL.
| | 06:15 | If you wanted to make a mailto link
for Buck LaSabre, you'd select the text,
| | 06:19 | right-click, choose Create Link.
| | 06:22 | You want to Open a web page, click Next.
| | 06:24 | Mailto link, you enter mailto:// and
then the guy's e-mail address, so we'll
| | 06:31 | say, buck@lesabre.com, right?
| | 06:35 | Now that's a link as well.
| | 06:37 | Now of course, the only problem here is
that if you're reading this, you don't
| | 06:40 | know that this is a link, unless
your cursor happens to hover over it.
| | 06:43 | So the other part about adding
hyperlinks to a PDF is to signal to the end-user
| | 06:48 | that this is a link.
| | 06:49 | So you might want to change the color
or the typeface for Buck LaSabre, or put
| | 06:54 | an underline underneath it.
| | 06:55 | You would do all that kind of reformatting
with the Edit Document Text tool that I
| | 07:00 | talked about in a different video.
| | 07:02 | But for creating hyperlinks themselves,
all you need to do is use the regular
| | 07:05 | Selection tool, swipe over text, right-
click, choose Link, and enter the URL
| | 07:10 | yourself, when of course, the
automated procedure of Create links from URLs
| | 07:15 | doesn't do it for you.
| | 07:17 | By the way, don't forget that you can
also Remove All Links if for some reason
| | 07:20 | you need a PDF with no links at all, with
that little command right underneath it.
| | 07:24 | And that will remove not just the links
that you've added in Acrobat, but also
| | 07:27 | any links that came over because you
had used them in Word or InDesign or the
| | 07:32 | Authoring application.
| | Collapse this transcript |
| Creating links with the Link tool| 00:00 | Adobe Acrobat's Link tool is one of my
favorite tools in the program, and it's
| | 00:04 | been with the program forever.
| | 00:06 | It's just a simple little tool that
lets you drag out a rectangle and turn
| | 00:10 | whatever is underneath
that rectangle into a link.
| | 00:12 | So let me show you how that works.
| | 00:14 | The Links tool is inside the
Tools panel, believe it or not.
| | 00:17 | Go down to Content, it's down here under Add
or Edit Interactive Object, the Link tool.
| | 00:23 | When you select it, you get a little
crosshair and as I said, all you need to do
| | 00:26 | is drag a rectangle around
something that you want to be a link.
| | 00:29 | It can be as little as a tiny little
letter, it could be as large as an entire
| | 00:34 | graphic, it could even be over a
completely empty area, if you want to make a
| | 00:38 | secret link for some reason.
| | 00:40 | But let's say that we wanted this little
subhead or sidebar to turn into a link if
| | 00:45 | somebody clicked it.
| | 00:46 | I am just going to drag out a rectangle on top;
| | 00:48 | you don't have to be perfect, because
you can always come back and resize it.
| | 00:52 | As soon as you release the mouse button,
you get the Create Link dialog box.
| | 00:57 | It wants to know about the
Appearance of the link. It should have put a
| | 01:00 | rectangle around it to let people know
that it is a link. I usually prefer to
| | 01:03 | leave it as an invisible rectangle and
use the page design to convey that what
| | 01:07 | this thing is, is a link, like a
different color type or a sidebar hanging out
| | 01:12 | with the drop shadow.
| | 01:13 | Then when somebody clicks
on it, what should happen?
| | 01:15 | Should the inside area of that square
that you dragged out, should it
| | 01:19 | Invert, should it get a brief outline,
should nothing happen, let's just leave
| | 01:22 | it at Invert for now.
| | 01:24 | And then what happens when
somebody clicks the link?
| | 01:26 | This is the important part down here.
| | 01:28 | Your choices are, Go to a page view;
| | 01:31 | it means another page in the document.
| | 01:34 | Open a file, another PDF or
basically any file; Open a web page, which is
| | 01:39 | essentially the same as creating a
hyperlink, something that I covered in a
| | 01:43 | different video; or creating a Custom link,
and we'll talk about that too as well.
| | 01:47 | Let's try, Go to a page view.
| | 01:49 | Select page view, and the idea being,
when somebody clicks here, I want them to
| | 01:54 | go to a detailed page later in
this brochure that's all about the tour.
| | 01:58 | So I'll say, Go to a page view, I
click Next, and I'll get a little dialog
| | 02:02 | box that says, Use any means necessary,
scrollbars, mouse, zoom tools to select
| | 02:08 | the target view and then
press Set Link. It's very simple.
| | 02:11 | So let's say that I came over here
and it was actually the picture of the
| | 02:16 | avocado that I want people to get to,
so I'm going to zoom in, and so I
| | 02:20 | get over there to the avocado here,
that's the one I want, the link to bring people.
| | 02:25 | So I'll click Set Link, and to
signify that the link has been set, I see
| | 02:29 | this little blue rectangle
surrounding it along with resize handles, if I
| | 02:33 | want to resize the link.
| | 02:34 | And then to test it, I'll switch to
the Hand tool or the Selection tool, you
| | 02:39 | know, the usual tools that somebody
with Reader or Acrobat would be using to
| | 02:41 | read this, hover over it, and I'll see that
the cursor changes into a pointing finger.
| | 02:47 | I click and bam, it jumps to the avocado.
| | 02:50 | So that is called the Page View Link.
| | 02:53 | And if you want to edit a link, what
you do is you just either select the Link
| | 02:57 | tool again, or you select the Select
Object tool and then you'll see an outline
| | 03:02 | appear around all the links in the page
and you can just double-click it to edit it.
| | 03:05 | So if I want to change the action,
Instead of going to Page 2 with this Custom
| | 03:09 | Zoom level, I can do something different.
| | 03:11 | But let's, actually instead
of editing this, we'll make a new link.
| | 03:15 | Let me zoom out and I'll use the Link
tool, and this time we'll go around Taste
| | 03:20 | of California, this header. Here you go.
| | 03:23 | Dialog box opens, this time
we'll choose Open a file, right?
| | 03:28 | So we choose Open a file.
| | 03:29 | It says, what is the file that you want to open?
| | 03:31 | This file is inside the folder called
hyperlinks, and I'm going to have it
| | 03:35 | open this other PDF.
| | 03:37 | And so, it wants to know what happens
when it opens, should the Window be set
| | 03:41 | by the user preference, should it be
in a New window or should it be added to
| | 03:45 | the Existing window?
| | 03:46 | In other words, should that PDF that I
am opening replace this PDF, or should
| | 03:50 | the user be prompted about what they want to do?
| | 03:53 | So I'll just say, New window,
click OK, and let's test that out.
| | 03:56 | We switch to the Hand tool, click,
and there, it opens up and it's in a new
| | 04:02 | window, see there's my old document.
| | 04:04 | As I said it could be an Excel file
that opens up in Excel, it could be an image that
| | 04:08 | opens up in Preview on the Mac or
Picture and Fax Viewer on a PC, or Photoshop.
| | 04:13 | Of course, it depends that the user needs to
have that program installed in order to open it.
| | 04:18 | Let's try another kind of link.
| | 04:19 | I'll grab the Link tool, this time I'll go
on the little logo, for Taste of California.
| | 04:25 | Let's Open up a web page.
| | 04:25 | This is a very simple one;
| | 04:27 | you click Next, what's the URL?
| | 04:29 | So you just type in the URL.
| | 04:33 | That is essentially the same as
creating a hyperlink, by the way.
| | 04:36 | In the hyperlink video I mentioned that
you would select text, right-click and
| | 04:39 | choose Set a Link, but in the
end it set a link just like this.
| | 04:43 | So if I wanted to set a link with the
Link tool, instead of using the Text tool,
| | 04:48 | I could just drag out a link around a
URL, say Open a web page, and then the
| | 04:53 | Custom link though is actually really cool.
| | 04:55 | Let's say, I want to do a
custom link around the headline.
| | 04:58 | I have the Link tool still selected,
this time I'll say Custom link.
| | 05:01 | Go to Next, and now in addition to
the Appearance, I have this list of
| | 05:06 | Actions, and Actions I'm going to
talk about in a bit more detail in a video
| | 05:10 | devoted to actions.
| | 05:12 | But basically an action is something
that you can have Acrobat do in response
| | 05:18 | to clicking a bookmark, in response
to clicking a page, opening a PDF or
| | 05:23 | somebody clicking on a link.
| | 05:24 | There are all sorts of really cool
actions that can enliven your PDFs.
| | 05:28 | As you can see, you can Play a sound,
you can Reset a form, you can set a
| | 05:32 | bookmark to automatically search the document.
| | 05:35 | So if you choose Execute a menu item,
then Acrobat presents you with a list of
| | 05:40 | all the menu items saying,
which one do you want it to happen?
| | 05:42 | So if I say, well, I wanted to go to
the next page and click OK, and you see
| | 05:47 | executed menu item Next Page.
| | 05:48 | You can continue adding multiple
actions to the same link if you wanted to.
| | 05:53 | I am just going to leave it at that,
say OK, and now let's check it out.
| | 05:56 | We'll use our Hand tool, click on
there, and it jumps to the next page.
| | 06:00 | So using the Link tool is one of the
most flexible ways, and easy ways, to add
| | 06:05 | interactivity and interest to your PDFs.
| | Collapse this transcript |
| Working with interactive actions| 00:00 | Whenever we are talking about
interactive PDFs, a lot of what we are talking
| | 00:04 | about is adding actions to elements in
the PDF that our end user can interact
| | 00:09 | with, whether they're using Reader or Acrobat.
| | 00:13 | So I wanted to devote this movie just
to talking about these kinds of actions
| | 00:17 | that you can assign to elements.
| | 00:19 | They're not immediately obvious.
| | 00:20 | They're kind of quiet,
but they're very powerful.
| | 00:23 | So let's just go through the different
places where you can assign an action and
| | 00:27 | then talk about some of the different
actions that you might want to consider.
| | 00:30 | I am looking at a simple two-page PDF
and on this PDF I have both a link, which
| | 00:36 | is surrounding the title Taste of
California, and I have a button which is this
| | 00:41 | right pointing arrow.
| | 00:43 | Now if I go to the tools panel to edit
some of these things, so I am going to
| | 00:47 | Content > Select Object. Here is my link.
| | 00:50 | If you double-click it, you will see
that there is a tab called Actions.
| | 00:54 | So if you select that, you will see
that you can add an action to the link.
| | 00:58 | Now the Action will not happen
until somebody clicks the link.
| | 01:03 | Which action can happen?
| | 01:04 | Well, right now its set to Execute a menu
item, and the menu item is to Open a web link.
| | 01:09 | That means when somebody clicks on this
link in Reader or Acrobat, it's going to
| | 01:14 | open up in their browser to this URL.
| | 01:17 | The Action was added to this link
from this dropdown menu up here.
| | 01:21 | The very first choice in the dropdown
menu and almost every place that you find
| | 01:25 | an action in Acrobat will be Execute a
menu item, which to me is one of the most
| | 01:30 | accessible ways to add
some interactivity to a PDF.
| | 01:34 | If you choose Execute a menu item and
click Add, you will be presented with a
| | 01:38 | list of just about every menu
item possible in the program.
| | 01:41 | So you could select any of these and
then when somebody clicks this link, it
| | 01:45 | would be the same thing as if they had
gone to the Edit menu and chosen Find.
| | 01:50 | Or some other actions that you might
want to choose, things that don't exist on
| | 01:53 | the menu, are going to a certain view,
importing data, opening a file, opening a
| | 01:58 | web link was the one that
we used already for this one.
| | 02:01 | Playing a sound, reading an article,
which is a different way to read
| | 02:05 | information in a PDF, run a JavaScript,
turn a layer on and off, show and hide a
| | 02:10 | field, all these are the cool kind
of actions that you can add to a link.
| | 02:15 | To the right of that we have a button.
| | 02:16 | You remember that right pointing arrow?
| | 02:18 | So I have a video devoted to buttons, but
I just want talk about actions and buttons.
| | 02:22 | If you double-click the button, in the
Button Properties, it's a little bit more
| | 02:27 | complicated, not too much, the fact
that you have a choice about what happens
| | 02:32 | when the action occurs.
| | 02:34 | It's not by default when
somebody clicks the button;
| | 02:36 | by the way, when somebody presses
down the mouse button and then the mouse
| | 02:38 | button goes up, then the action occurs.
| | 02:41 | But look, you can also have it, Mouse
Enter, Mouse Exit or when you are tabbing
| | 02:46 | into that button or tabbing out
of it, that's On Focus and On Blur.
| | 02:50 | So you have more control
over what triggers the action.
| | 02:53 | The action itself is basically the same
as what we looked at for the links, so
| | 02:57 | Execute a menu item, Open a
file, Open a web link, and so on.
| | 03:02 | You can add, by the way more than one
action to an item, and that will just take
| | 03:06 | place one right after the other.
| | 03:08 | Also, a very powerful command is
for the action to run a JavaScript.
| | 03:12 | JavaScript is a programming language
that's pretty accessible to most normal
| | 03:16 | human beings, and there are people
and companies that specialize in writing
| | 03:20 | JavaScripts for the Creative
Suite programs and for Acrobat.
| | 03:24 | If you run a JavaScript and then
click Add, then you open up the JavaScript
| | 03:28 | Editor in Acrobat, where if you had
hired somebody to write a script for you
| | 03:31 | or you want to try it out on your own, you
can just enter the JavaScript right here.
| | 03:35 | So when somebody clicks the
button, then it would run the script.
| | 03:38 | JavaScripts are written to go
beyond what the program offers.
| | 03:42 | Adobe includes a lot of what they called
hooks inside the program via a Software
| | 03:47 | Development Kit, an SDK and that can
be accessed by anybody for free, and you
| | 03:52 | can read about all the
different things that you can script.
| | 03:55 | So it would be being able to string
together various actions or being able to do
| | 04:00 | things in a PDF that normally you
can't do by choosing menu commands or items
| | 04:06 | from the list of possible actions.
| | 04:08 | In the concluding video, in this title,
when I talk about different resources
| | 04:12 | for learning more about Acrobat, I will
include a couple of resources just for
| | 04:15 | learning about
JavaScripting and where to find scripts.
| | 04:18 | So that was buttons and links.
| | 04:20 | While I have this panel
open, let's look at Forms.
| | 04:23 | Now I don't have a form prepared here
for you, I just want to mention that in
| | 04:27 | form fields like text, input, radio
button, submit, that kind of thing, you can
| | 04:31 | also apply actions and I'll be talking
about that in more detail in the chapter
| | 04:36 | on forms in this title.
| | 04:38 | I previously set up this Employee
Manual to automatically open with the
| | 04:42 | Bookmarks panel open.
| | 04:44 | Why would I want to do that?
| | 04:45 | Not only just to let people know there
are bookmarks, but also to show you a
| | 04:48 | different way to add actions.
| | 04:50 | You can add an action to a bookmark.
| | 04:52 | Now bookmarks normally have an action
assigned to them by default, which is that
| | 04:56 | they jump to that page view. That's the action.
| | 04:59 | If I right-clicked on this bookmark and
went to Properties, and went to Action,
| | 05:03 | you can see that it's automatically set
to Go to a page in this document, Page 2.
| | 05:09 | But you're not limited to just those.
| | 05:11 | I added a bunch of additional
bookmarks at the top called Useful Links, where
| | 05:15 | I showed some examples of other kinds
of actions that you might want to sign
| | 05:18 | to bookmarks, like,
| | 05:20 | wouldn't it be nice if you received
this Employee Manual that you would be able
| | 05:24 | to automatically do a search?
| | 05:26 | So if I click Search This Document,
it opens up the high end search, rather
| | 05:30 | than doing regular find.
| | 05:31 | That you could jump to a web
site, that you could read an FAQ.
| | 05:35 | That you could even, like, select this,
and let me show you what it looks like
| | 05:38 | behind the scenes before we actually do it.
| | 05:40 | Properties, the Action for
this is to Open up a file.
| | 05:43 | So what is this file?
| | 05:45 | If you click it, it opens up
an employee verification form.
| | 05:49 | So the Search This Document is
the link that executes a menu item.
| | 05:53 | Advanced search, and visit our web site
opens up a URL, and FAQ might jump to a
| | 05:58 | page or open up a different
document, and Sign the Employee Form.
| | 06:01 | So sometimes when you're dealing with
a PDF, you don't have room to add links
| | 06:06 | or to add buttons, to do things that
you think the recipient might want to do.
| | 06:10 | So a great way is to add
the Action to a bookmark.
| | 06:13 | Also, because you can set it up so that
the bookmark panel opens up by default.
| | 06:17 | The same is true for the Page Thumbnails panel.
| | 06:19 | The Page Thumbnails panel is a place
where you can right-click, go to Page
| | 06:22 | Properties, and choose an
Action just for that page.
| | 06:26 | You can set a Trigger, but the
default trigger is Page Open.
| | 06:29 | In other words, as soon as somebody
opens up this PDF, this action will occur.
| | 06:33 | So did you ever want that to happen,
like maybe or as soon somebody opened up a
| | 06:37 | PDF, automatically the Search field opened up?
| | 06:39 | You could do that with Page
Properties and adding Actions to pages.
| | 06:43 | So as you can see, Actions are
very powerful ways to add high-level
| | 06:48 | interactivity to all your PDFs, and
don't forget that they're available to you
| | 06:51 | in Links, Buttons, Form Fields,
Bookmarks, and the Page Thumbnails panel.
| | Collapse this transcript |
| Creating and adding buttons| 00:00 | One of the most powerful and fun to
use interactive tools in Adobe Acrobat
| | 00:04 | is the Button tool.
| | 00:06 | The Button tool can be found in
the tools pane under Contents.
| | 00:10 | There's a Button, that says, okay, if
you were watching the other video that
| | 00:13 | I did about Links, a Button can act just
like a link, except it also has more properties.
| | 00:19 | So you could call it like a superlink.
| | 00:21 | Like a Link, you can use the Button tool
to drag an area over any part of your page.
| | 00:26 | So when people click on it something happens.
| | 00:28 | For example, I could drag the button
over the title of this document, and we
| | 00:34 | will just leave the button Field Name
as is, but if you go All Properties and
| | 00:39 | come over to Appearance, you could say
the Border Color is none, and the Fill
| | 00:43 | Color is none, then in Actions you can
go ahead choose the action that you'd
| | 00:47 | like to apply, just like the link, Execute
a menu item, Open a file, Open a web link.
| | 00:52 | The Trigger is a click.
| | 00:54 | So a mouse click is equivalent to Mouse Up.
| | 00:57 | There are other triggers that you could
select, but they really make not that much sense.
| | 01:00 | So in other words, in this way a
button is exactly the same as a link.
| | 01:05 | Now let's see how much
more powerful it could be.
| | 01:08 | Let's close out of here and I am just
going to go ahead and delete this button
| | 01:11 | that we just created.
| | 01:12 | So I am right-clicking and choosing Delete.
| | 01:14 | This time I am going to make a button
to the right of the headline by dragging
| | 01:18 | rectangularly with the button, go to All
Properties, and now I can actually give
| | 01:23 | a Fill Color and a Border Color to this.
| | 01:25 | Let's say that we wanted to add a
button on the cover page of this PDF that
| | 01:29 | prompted somebody to open up another PDF.
| | 01:31 | Like say, the verification form that
they need to fill out indicating that
| | 01:35 | they've read the manual.
| | 01:37 | So we want to give this a color, so
they know that there is actually a button
| | 01:40 | here and let's go ahead and let's
try this color orange. That's good.
| | 01:46 | Then the Font Size, we are going to put a
label right on here and what Font Size do we want?
| | 01:50 | Well I'm going to make something really large.
| | 01:52 | Not limited to this dropdown menu.
| | 01:54 | Let's say 24, and we'll
leave the text color Black.
| | 01:58 | Then the options here are, what do you
want to show, the Label only in labels
| | 02:02 | which you type here?
| | 02:03 | Or do you want to show the label on top
of an icon, and an icon is artwork that
| | 02:08 | you can bring in, which
we'll do in a little bit.
| | 02:10 | But for now, let's just choose Label only,
and we will say Label is, Open the other PDF.
| | 02:19 | Then the Action will be to actually Open a file.
| | 02:22 | You're going to open a file
and then you want to say Add.
| | 02:25 | So which file do you want to add?
| | 02:26 | We are going to add the
Employee Handbook Verification file.
| | 02:30 | You get your choice of what should
happen when somebody clicks that button and
| | 02:34 | the new document opens.
| | 02:35 | Should it replace the current documents?
| | 02:37 | That would be existing window.
| | 02:39 | Should it open a second document?
| | 02:41 | That would be New window.
| | 02:42 | I will tell you in my experience,
| | 02:44 | it's always a good idea to say New Window.
| | 02:45 | Because if you say Existing window, people
often are like, what happened to my old document?
| | 02:49 | So New Window is good.
| | 02:51 | Or Window set by user preference,
users can set this up in their preferences
| | 02:55 | file, what happens when a link opens
up a new document, but I always like to
| | 02:59 | override that and
say always open in New window.
| | 03:01 | It looks like our type is a little too
big, so I am going to come back over here
| | 03:04 | to Appearance and choose Font Size.
| | 03:07 | But also in general the button name is fine.
| | 03:10 | This is used internally when
you need to refer to this button.
| | 03:13 | In some other part of Acrobat, nobody
ever actually sees that in the PDF, but
| | 03:17 | the tooltip they do see.
| | 03:18 | So if their hover their mouse cursor
over this button, they will get a little
| | 03:22 | tooltip and whatever you
put in here, is what appears.
| | 03:24 | So I will say like, Click to open
the form PDF and then click Close.
| | 03:33 | So now let's choose our
Hand tool to see how it works.
| | 03:37 | So there is our button, with the color,
and our text, and if we hover over here,
| | 03:42 | the tooltip opens up.
| | 03:43 | Then if we click, the PDF opens. But wait!
| | 03:47 | That's not all.
| | 03:48 | So buttons are useful for adding
Actions where there's no content, you can't make
| | 03:52 | a hyperlink or a regular link on
top of some existing artwork or text.
| | 03:56 | They are also useful, because you can
import your own artwork as you create the
| | 04:00 | button, and they're very easy
to duplicate on multiple pages.
| | 04:05 | To me this is one of the
most useful aspects of a button.
| | 04:07 | Like say for example, we are looking
at a 22-page PDF, and let's say that
| | 04:11 | you're not sure that the people reading this
PDF will know how to move from page to page.
| | 04:16 | It could happen.
| | 04:17 | So you would like to put little arrows
on the top saying, next page, previous
| | 04:21 | page, that people can click, because
they're used to doing that in web sites.
| | 04:25 | You would do that with a button.
| | 04:26 | So I am going to take the Button tool,
drag out an area, say, at the very top of
| | 04:30 | page where I want my right-pointing arrow to go.
| | 04:32 | And I will call this one
NextPage, as the Field Name.
| | 04:36 | Go to Properties.
| | 04:37 | I will go ahead and say
Click to advance one page.
| | 04:42 | For the Appearance, I don't
want any Fill Color or Border Color.
| | 04:46 | So I am choosing No Color for this.
| | 04:49 | For the Options, I am going make the
Label Next Page. So I want to use that.
| | 04:54 | But I want to use an icon.
| | 04:56 | So actually I am going to choose Icon only.
| | 04:58 | I don't actually want a label.
| | 05:00 | All I want is this little arrow artwork
that I have already created that people
| | 05:04 | will click on the arrow
and it will go to next page.
| | 05:07 | So that's what an icon is.
| | 05:08 | So I click Choose Icon, where is the icon?
| | 05:11 | So I click Browse and I have
a folder here called artwork.
| | 05:14 | Now initially nothing shows up, because
it's only showing you PDF files, but it
| | 05:17 | can convert to PDF on the fly.
| | 05:20 | So any of these formats can
be converted into a button.
| | 05:24 | I have some PNG files.
| | 05:25 | There is the right arrow. There it is.
| | 05:28 | This looks good.
| | 05:29 | So that's what our icon is going to look like.
| | 05:32 | Then the Actions would be that we wanted to
use a menu item, which is to go to the next page.
| | 05:39 | So View > Page Navigation >
Next Page. Let's try that.
| | 05:43 | Use our Hand tool.
| | 05:44 | There's our little icon, click
to advance one page. There we go!
| | 05:49 | But now we need that on every
single page, right? So let's go back.
| | 05:52 | Let's take our select object tool.
| | 05:56 | Remember that's how you
select interactive elements.
| | 05:58 | I am going to right-click and choose Duplicate.
| | 06:01 | It says Duplicate this field on which pages?
| | 06:04 | One of my favorite
features of Acrobat right here.
| | 06:06 | The first time I heard about this, I'm like,
oh, what a pain, having to paste it on
| | 06:09 | every single page, but nope.
| | 06:11 | Put it on every single page.
| | 06:12 | Let's see if that worked.
| | 06:15 | Next page, next page, next page. Perfectly!
| | 06:18 | So you just have to do the same thing
for previous page, and you're good to go.
| | 06:21 | That's why I love buttons.
| | 06:23 | They're just like links,
| | 06:24 | except they're superlinks, and they have
that really powerful duplicate command.
| | Collapse this transcript |
| Adding video, sound, and SWF files| 00:00 | One of the best ways to liven up a
PDF is to add some rich media to it.
| | 00:05 | That's kind of a jargon term that actually
means things like video or sound or animation.
| | 00:10 | It's actually quite simple do in Acrobat.
| | 00:12 | Now, in fact, you could even
include that stuff in the authoring file.
| | 00:16 | Like in Word, you could place a
video, or in InDesign, or in Illustrator.
| | 00:21 | Then when you export to PDF, there are
options that will include that media,
| | 00:26 | so that it's already in the PDF.
| | 00:27 | But we will start with the scenario
that you have a PDF that has no rich media
| | 00:32 | that you'd like to add to it.
| | 00:34 | So we have here a very simple two page
extract of a brochure that you would
| | 00:38 | like to add some interest to.
| | 00:40 | Let's start with video.
| | 00:42 | I have some room down here to add a video.
| | 00:45 | You add rich media from the tools panel.
| | 00:47 | Go to Content, down here under
Add or Edit Interactive Object;
| | 00:53 | we want to add some Multimedia called a Video.
| | 00:56 | So you choose Video and if you're
thinking I'm going to get a pop-up that says
| | 01:00 | where is the video file, you're mistaken.
| | 01:02 | Actually, what you get is a crosshair.
| | 01:04 | So you're supposed to drag out the area
of the page where you want the video to go.
| | 01:08 | You can always move it later if you want.
| | 01:09 | So I am dragging out a rectangular area.
| | 01:12 | Now we get the little pop-up.
| | 01:13 | Where is the video?
| | 01:15 | I am going to click Browse and I have
an F4V, a Flash video here in
| | 01:20 | the Exercise Files.
| | 01:21 | You can place any F4V or other Flash
video format or any MOV, QuickTime movie
| | 01:27 | file, that has been saved with H.264 encoding.
| | 01:30 | So we will click Open.
| | 01:32 | Now let's take a look at the Advanced
Options before we actually place it.
| | 01:36 | The Advanced Options ask us
first of all about Launch Settings.
| | 01:40 | When should this video start playing?
| | 01:43 | The default is when somebody clicks on it.
| | 01:45 | They will get a little pop-up that
says, click to play or click to enable.
| | 01:50 | You could say when somebody moves to
the page like in a multipage PDF, or when
| | 01:56 | somebody scrolls to the page, that it
should start playing immediately, but I
| | 01:59 | think most users like to
have more control over that.
| | 02:02 | When should it be disabled?
| | 02:03 | When Disable Content is selected from
the right-click or context menu, or when
| | 02:07 | somebody moves away from the page.
| | 02:09 | We will just leave that at the default.
| | 02:10 | The Playback Style is, do you want the
movie to play on the page or do you want
| | 02:14 | it to open in a little pop-up window,
like a little floating window, and then
| | 02:17 | they click a close box when
it's over? It's up to you.
| | 02:19 | I am going to leave it as content on the page.
| | 02:22 | Let's go down here to Poster Image.
| | 02:24 | I usually like to create a little
JPEG or PNG file that is a preview or a
| | 02:28 | poster for the movie.
| | 02:30 | That's what shows on the movie
file until it's actually playing.
| | 02:34 | So I've already created one here.
| | 02:35 | If you click Browse, you can go to
Poster Images and here's the picture of olive
| | 02:41 | picking, which is what the movie is
all about, picking olives, kind of neat.
| | 02:46 | Under controls you have your choice of skins.
| | 02:49 | A skin is kind of like a style and
these are all the controls that you would
| | 02:53 | find on any kind of video player.
| | 02:56 | So Play, Seek, Mute, Stop,
Pause, all that kind of stuff.
| | 03:00 | Now these controls, I am going to
leave it at All Controls, are set to
| | 03:03 | Auto-hide by default.
| | 03:05 | What that means is that the controls
don't appear underneath the video, they
| | 03:08 | appear on top of the video.
| | 03:09 | Sort of like toward the bottom.
| | 03:10 | They are like a rollover effect.
| | 03:12 | So when your mouse goes over the
video, then they see the control.
| | 03:15 | When your mouse leaves the video area,
then the controls disappear and you
| | 03:18 | can see the full movie.
| | 03:20 | Even when the controls are on top of
movie though, you can still see the movie
| | 03:24 | content behind it, because it's
not 100% opaque. It's 75% opaque.
| | 03:28 | That's what this is all about.
| | 03:30 | Let's just leave those as is.
| | 03:32 | Finally, the last video tab
lets you set chapter points.
| | 03:35 | These are kind of like bookmarks at
different time codes in the video that lets
| | 03:39 | you use buttons or links to jump
to certain points in the video.
| | 03:44 | So, basically using the default
settings, except for our Poster Image, we are
| | 03:47 | going to click OK, and there is the video.
| | 03:50 | Now if you want to see it play, put
your cursor over and click to activate like
| | 03:54 | the tooltip tells you.
| | 03:56 | (Video Playing)
| | 04:08 | This is a very interesting video about
picking olives, and you notice that when
| | 04:13 | I moved my cursor over the video that
you saw the playback controls, and when the
| | 04:17 | cursor moved away, they
disappeared. Pretty neat.
| | 04:19 | Now let's add some sound.
| | 04:20 | I am just going to drag out a little
area for sound right below the movie.
| | 04:24 | Again, I'm going to the Multimedia
menu choice and I'll choose Sound.
| | 04:29 | Again, I have the crosshairs.
| | 04:30 | So I am going to drag out a
little area for the sound.
| | 04:32 | I am going to get a pop-up
saying where is the sound?
| | 04:35 | You can use AIFF or you can use MP3s.
| | 04:38 | That's new in more recent versions of Acrobat.
| | 04:41 | I have an MP3 file here, which is just
me in a very bad recording saying welcome.
| | 04:47 | So I will click Open.
| | 04:49 | Let's look at the Advanced Options for sound.
| | 04:52 | Again, when should the sound play?
| | 04:54 | When somebody goes to that page?
| | 04:56 | That's everybody's favorite thing.
| | 04:57 | When somebody goes to a page and
music starts playing. Ah! Forget about it!
| | 05:00 | When content is clicked,
| | 05:02 | that's what I like to have.
| | 05:04 | And the Playback Style, play the content on
the page or do you want it in a pop-up window?
| | 05:07 | Let's take a look at that one this time.
| | 05:09 | A little floating window.
| | 05:10 | Again, I have a Poster Image that I created.
| | 05:13 | It's just my headshot,
because it's actually me talking.
| | 05:16 | So I thought that would make a lot of sense.
| | 05:18 | Then let's click OK.
| | 05:20 | So there is the headshot
and then click to activate.
| | 05:23 | (Music Playing)
| | 05:26 | Wasn't that exciting?
| | 05:27 | So I am going to just close the box right here.
| | 05:29 | That's how you add a sound file.
| | 05:31 | Finally, let's add an animation.
| | 05:34 | Now, this file is created in InDesign,
and InDesign CS5 can export SWF animation.
| | 05:39 | So in InDesign I actually made
this cool little logo up here twirl.
| | 05:44 | Then I exported that selection as a SWF
and that's what we are going to place here.
| | 05:47 | We are going to replace this
boring static one with a twirling logo.
| | 05:51 | So first I need to delete the existing one.
| | 05:54 | I am just going to use my Edit Object tool.
| | 05:56 | To select it, just drag a little
selection rectangle over it and press Delete,
| | 06:01 | and then we're going to go to
the Multimedia tool and choose SWF.
| | 06:06 | You can get SWF files not just by
exporting them from InDesign, but for Flash or
| | 06:10 | there are also web sites where you can
download different kinds of SWF files.
| | 06:14 | They're a lot of fun to play with. Here we go!
| | 06:16 | I am going to drag out a
little area for the SWF file.
| | 06:18 | Now I want to know where is the SWF file?
| | 06:21 | I am going go back to Rich Media, and
let's look at those Advanced Options.
| | 06:26 | They're essentially the same as
they were for video and sound, we are just
| | 06:30 | going to use the poster artwork
that's already in the SWF file.
| | 06:34 | The other two tabs are for
more advanced uses for SWFs.
| | 06:37 | Programmers can do all sorts of interesting
things between dynamic data and SWF files.
| | 06:42 | We will leave that for another title.
| | 06:44 | So I am just going to accept
the existing default and click OK.
| | 06:47 | And there's our animation.
| | 06:49 | It comes in sideways for some reason.
| | 06:51 | I'm not quite sure why, but if we click
to activate, there it is and it's twirling.
| | 06:56 | Now I am going to select this
thing and enlarge it. Here we go!
| | 07:04 | I just dragged it to scale it up. Now
notice it's obscuring some of
| | 07:07 | the artwork behind it.
| | 07:08 | So I am going to right-click, Properties
and choose Transparent Background, so we
| | 07:13 | can see some of the background behind it.
| | 07:16 | Let's play with our Hand tool. There we go!
| | 07:21 | So you saw how easy it is to add
interest to any PDF, just by bringing in video or
| | 07:26 | sound or cool animations.
| | 07:28 | It's a lot of fun.
| | Collapse this transcript |
| Adding page transitions| 00:00 | Adding a page transition in between
pages of your PDF file makes for a far more
| | 00:06 | exciting presentation, and what I'm
talking about by a presentation I mean is
| | 00:10 | when you put the PDF into full-screen
mode by going to View, Full Screen mode,
| | 00:17 | pressing Cmd or Ctrl+L.
| | 00:18 | So notice when you're in presentation
mode, full-screen mode, to get from one
| | 00:22 | page to the other, you click or you
press the right arrow key, and all that happens
| | 00:27 | is that one page replaces
the other, kind of boring.
| | 00:29 | It would be neat if we could have
like one-page shimmer into position,
| | 00:33 | replacing the old one, right?
| | 00:34 | That's called a page transition.
| | 00:36 | You can add page transitions in
PowerPoint and include them when you export to PDF.
| | 00:41 | You can also add them in Adobe InDesign
and include those when you export to an
| | 00:45 | interactive PDF, but if you forget or
you have a boring PDF in front of you that
| | 00:50 | you want to add some transition
pizzazz to, it's easy to do.
| | 00:54 | There are two ways to get to
the Transitions dialog box.
| | 00:57 | The one that that I usually use
is just from the Page Thumbnails.
| | 01:00 | You can select the page, right-click,
and choose Page Transitions or you can
| | 01:04 | come up here, and choose Page
Transitions to the Page Thumbnail dropdown
| | 01:08 | menu, or you can go to the tools panel down here in
Document Processing, where you find Page Transitions.
| | 01:15 | No matter how you choose it, you're
going to end up with the same dialog box and
| | 01:19 | at the top part it says what kind of
transition do you want, and at the bottom
| | 01:22 | part is like between which pages.
| | 01:24 | So normally, you have one transition
between every page, unless this is the
| | 01:28 | first time you've used it and I
can always tell when somebody just
| | 01:31 | discovered transitions because I
will get a PDF that has a different
| | 01:33 | transition on every page.
| | 01:35 | They're kind of fun to play with.
| | 01:36 | Now let's just go with the very first one,
Blinds, just to see what it looks like.
| | 01:41 | For some of the transitions you
have the choice of like how it works;
| | 01:43 | Horizontal, Vertical or diagonal and for
many of them you have a choice of the Speed.
| | 01:48 | I will leave it at Medium.
| | 01:49 | We will look at Auto Flip in a second.
| | 01:50 | Let's just test this one out.
| | 01:52 | So we have applied the Blinds
transition to all the pages in this document.
| | 01:58 | I'm going to jump into full-screen
mode by pressing Ctrl+L, and the first
| | 02:02 | page Page Transitions that way, I
will press the right arrow key, here is
| | 02:06 | page two, page three.
| | 02:09 | So that's a Blind transition.
| | 02:11 | Let's just escape out of
there, pressing the Escape key.
| | 02:13 | Let's try something else.
| | 02:14 | I am going to right-click, go to Page
Transitions, make sure it says All pages
| | 02:19 | in the document instead of
Pages selected in the Pages panel.
| | 02:21 | Let's just try it one more, Glitter is fun.
| | 02:24 | With the Direction Right Down and a
Slow Speed, this time I'm going to choose
| | 02:30 | Auto Flip and Auto Flip is for
when you want a self-running demo.
| | 02:34 | So somebody is supposed to be sitting
in front of this PDF, maybe you have a
| | 02:37 | voice-over or something, or it's just
something running like in a booth, at a
| | 02:40 | conference, and you want the
pages to automatically advance.
| | 02:43 | That's what this is.
| | 02:44 | So how often should it advance, I am
going to say every 3 seconds, Click OK,
| | 02:50 | Cmd or Ctrl+L to jump into
full-screen mode. Ooh! That was pretty!
| | 02:54 | Every 3 seconds it goes ahead
and transitions to the very end.
| | 02:57 | It does not loop around.
| | 02:58 | You can't turn that on with the transitions.
| | 03:00 | So let's press Escape, get
back into normal view mode.
| | 03:04 | So again to apply transitions to
your pages, you can use the Page
| | 03:08 | Transitions command under the Tools >
Document Processing, or just grab it
| | 03:12 | from the Page Thumbnails.
| | 03:13 | Either way, remember that you can only
see the transitions when a document is
| | 03:18 | being viewed in full-screen mode, that
trips up a lot of people, check it out in
| | 03:22 | on full-screen mode, and have fun.
| | Collapse this transcript |
|
|
6. Combining and Rearranging PDFsExtracting pages| 00:01 | Okay, we're looking at a
slightly long PDF document.
| | 00:06 | If you cast your eyeballs up here
you can see it's 115 pages long.
| | 00:11 | Let's say that you just want to
extract a few pages from here.
| | 00:15 | You don't need every
single one of these 115 pages.
| | 00:17 | You just want this one section here
that you want to send to somebody,
| | 00:22 | the Instructions for form 8854.
| | 00:26 | How are you suppose to do that?
| | 00:27 | You might be thinking, Oh! I know.
| | 00:29 | I saw Anne-Marie's video on using the
Pages panel, what I will do is I open that
| | 00:33 | up, and I'll select the pages that I
don't want, like from pages 1 all the way to
| | 00:38 | pages 52, click the Delete Pages, and
then do that afterwards, and then do a Save
| | 00:43 | As and, bleah, too much work.
| | 00:45 | When you want to extract just a few
pages from a long PDF or even half the pages
| | 00:50 | from a short PDF, it's really easy to
do because there is an Extract Command.
| | 00:54 | It's really handy. I wish every
program had an Extract Command.
| | 00:57 | You can get to the Extract
Command in one of two places.
| | 00:59 | One, you can do it from the tools Pane.
| | 01:02 | So if you open up the tools Pane, and
go down to Pages, you can click Extract.
| | 01:09 | So just click Extract, now you do have
to know the page numbers first because
| | 01:14 | you are going to have to enter them here.
| | 01:15 | So let's cancel this and talk about
the quick way to find the page number.
| | 01:18 | We know we are on page 53.
| | 01:21 | If you scroll, you get a little
preview of the pages on the right.
| | 01:25 | So I know it's 53 is the beginning in
this section, and it looks like page 58 is
| | 01:30 | the end of the section.
| | 01:31 | I can go there to double check, yes it is.
| | 01:33 | So I know I want pages 53 to 57.
| | 01:38 | If you're not seeing that little
preview as you scroll, you have to go to the
| | 01:42 | View menu, go to Page Display, and make
sure you're not looking at a view that
| | 01:46 | has scrolling enabled,
just a Single Page View.
| | 01:50 | I talked about that in my
video on changing the View display.
| | 01:53 | So page 53 to page 57, now let's go
back to Extract, page 53 to page 57.
| | 02:00 | After you enter them in these fields,
the dialog box wants to know, what should I
| | 02:05 | do with these pages after I extract them?
| | 02:08 | Should I delete them, in other words
sort of like cut them from this document?
| | 02:12 | And also, should I extract the pages as
separate files, do you want me to extract
| | 02:17 | four separate PDFs, one for just page
53, one for just page 54 and so on.
| | 02:22 | And in this case, I don't want it to do either one.
| | 02:24 | I want it to keep the pages here.
| | 02:26 | I just want it to make a copy of pages 53 to 57.
| | 02:29 | And I want them extracted as one PDF.
| | 02:32 | So I will leave these selected, which
is the default, and Acrobat automatically
| | 02:36 | creates a new document called, look up
here it says, Pages from and then it has
| | 02:40 | the name of the source document.
| | 02:42 | So it hasn't been saved yet.
| | 02:43 | These are the pages that you asked it
to create and you can double-check in the
| | 02:48 | Page Thumbnail panel.
| | 02:49 | Yep, there are our five pages, and now
you would do something like Save As PDF
| | 02:55 | and call it Instructions for this
document, whatever the name is that you want
| | 02:59 | for the extracted file.
| | 03:01 | So that's how you make an
extracted document using the tools Pane.
| | 03:06 | You can also extract right from the
Page Thumbnails panel on the left.
| | 03:10 | So I could select page 53, go down to
page 57, I am going to Shift+Click to
| | 03:17 | select all these and then either from
a dropdown menu up here, or simply by
| | 03:22 | right-clicking, you can choose Extract
Pages, you get the same exact dialog box.
| | 03:27 | Now the only issue is that what if you
want to extract page 53 and page 55 and
| | 03:32 | page 57 and put them on to their own PDF.
| | 03:36 | It is possible to do.
| | 03:37 | You can't do it with the Extract
Pages Commandd though, unfortunately.
| | 03:40 | It only works with contiguous pages.
| | 03:43 | However, I do talk about doing that
exact technique, along with a bunch of other
| | 03:47 | ones, in a different video in this
title called Move, Copy and Replace pages.
| | Collapse this transcript |
| Splitting a PDF into multiple files| 00:01 | I often get asked by clients about how
to take a long PDF and quickly spit out
| | 00:07 | the same PDF, only in individual pages.
| | 00:10 | So in a 10-page PDF, you
have page1.pdf, page2.pdf, page3.pdf,
| | 00:14 | page4.pdf and so on.
| | 00:16 | There actually is a wonderful command
in Adobe Acrobat that does just that
| | 00:20 | and more called Split.
| | 00:22 | So what we're looking at right now is
a 22-page PDF, you can see 22 pages.
| | 00:27 | The Split command is under the
tools Pane in the Pages section.
| | 00:31 | Split Document is the one that we want.
| | 00:33 | Click it, and you will see that you
can set how many pages should be split.
| | 00:39 | In other words, right now it would create 11
documents of two pages each, 11 times 2 is 22.
| | 00:45 | But what if you just were like my
clients and you wanted each PDF to be one page
| | 00:49 | long, just do that, or you could say
that I want the splits into to two 11-page
| | 00:54 | PDFs, really it's up to
you how you want to split it.
| | 00:57 | You can only split in whole numbers
though, or maybe this is because you are
| | 01:01 | trying to transmit a big PDF and you
want somebody to be able to compile them
| | 01:06 | all together again at the other end.
| | 01:07 | So you're limited by file size.
| | 01:09 | So you could say, well each page has
to be at the max a half of a meg.
| | 01:15 | So split it accordingly.
| | 01:16 | It will still split in whole
page increments by the way.
| | 01:19 | Let's go back to Number of
pages, we will leave it 1.
| | 01:23 | You can also split by Top-level bookmarks,
and we will check that out in a second.
| | 01:27 | For now, let's split them up into single
pages and let's look at Output Options.
| | 01:33 | Where do you want these split documents to occur?
| | 01:35 | Now it's not going to
split this original document.
| | 01:38 | It's going to split a copy the document.
| | 01:40 | So do you want them to be in the same
folder as where this document is, or a
| | 01:43 | different folder? And if you choose a
different folder, it would say which
| | 01:46 | different folder, we
will keep it in same folder.
| | 01:48 | Then how should it name the new PDFs.
| | 01:50 | So you can say add a label and a
number before or after the original name and
| | 01:56 | then you can enter what label you want to use.
| | 01:57 | So I will install say Part, use the
separator, this underscore, and do not
| | 02:02 | overwrite existing files.
| | 02:03 | So if you have done this before or
maybe you happened to have a PDF that has
| | 02:07 | Part and the underscore after a file name, you
don't want it to overwritten, turn it on.
| | 02:11 | It's always a good idea to keep that turned on,
and I will just click OK, and say OK here.
| | 02:18 | The end, nice and fast. Let's take a look.
| | 02:20 | I will open up Windows Explorer and
there are all of our PDFs, part one,
| | 02:24 | part two, part three.
| | 02:25 | Each one is one page long.
| | 02:27 | Let's check it out. Here is page 1.
| | 02:29 | And let's look at splitting along
bookmarks or Top-level bookmarks.
| | 02:34 | Let me come back here to
our original 22-page file.
| | 02:40 | If we look at bookmarks, remember
that's this little panel on the left, just
| | 02:43 | click the bookmark icon, this
document happens to have many bookmarks.
| | 02:47 | It has some top-level bookmarks.
| | 02:49 | These are the ones that you see immediately.
| | 02:51 | Then it has some second and third
level bookmarks if you click the little
| | 02:55 | Plus or reveal triangle on a
Mac to see the additional sub-headings
| | 03:00 | underneath the main bookmark.
| | 03:02 | And I talk about how to create
bookmarks in a different video, but the
| | 03:05 | point is that this document does have
bookmarks and maybe, we'd like to split up
| | 03:08 | along each section, each
major bookmarks section.
| | 03:12 | So we want to split
according to section 1, section 2.
| | 03:14 | Some of these sections are five
pages long, some are one page long.
| | 03:19 | The Split command can handle that as well.
| | 03:22 | So we come back here to Split Document.
| | 03:24 | This time we will say split among Top-level
bookmarks, Output Options, the same as before.
| | 03:30 | Let's do to a folder in my computer
and we will go to the Desktop, and we
| | 03:34 | will make a new folder called
newsplits, click OK, and say make it so.
| | 03:47 | Nine documents, I am going to say all
right, 1, 2, 3, 4, 5, 6, 7, 8, 9, yes.
| | 03:53 | Let's take a look on the Desktop, in
the newsplits, New Folder, and there are
| | 03:59 | the different parts,
| | 04:00 | each one was one section with the part number.
| | 04:03 | That command, Split Document, comes in
very handy. So that's the command, Split
| | 04:08 | Document, which is just the ticket when
that's what you want to do, split
| | 04:11 | the document.
| | Collapse this transcript |
| Inserting pages from files and other sources| 00:00 | Sometimes you're starting with a PDF
and you want to add more pages to it from
| | 00:06 | other documents. That is when you
want to turn to the Insert command.
| | 00:10 | The Insert command is underneath the tools pane.
| | 00:13 | You want to go down here to Insert Pages.
| | 00:16 | Now Inserting Pages is not
the same as Attaching Pages.
| | 00:19 | I covered that in a different video.
| | 00:20 | That's over here, our friend the
paperclip where you can attach different
| | 00:24 | documents to this PDF.
| | 00:25 | They are still separate documents, like
you can attach an Excel file to this PDF
| | 00:30 | and it would be an Excel file.
| | 00:32 | Inserting Pages actually lets you
insert pages from other PDFs or other file
| | 00:38 | types which it will convert to PDF on
the fly and actually increase the page
| | 00:42 | count of this one single PDF.
| | 00:45 | So it is important to remember the
difference between Inserting and Attaching.
| | 00:50 | So let's do a very simple insertion.
| | 00:52 | This is a two-page section of some sort
of employee benefits manual, and let's
| | 00:57 | say that I want to attach the cover of the
employee benefits manual to the front of this,
| | 01:02 | so that it's the new page 1.
| | 01:05 | Go to Tools > Insert Pages > Insert from
File and locate the cover, which is right
| | 01:10 | here, and it's already a
PDF file, and click Select.
| | 01:14 | The only, I would say, drawback to
using the Insertion command in my experience
| | 01:18 | is that it doesn't let you choose
which pages from the incoming PDF to add.
| | 01:23 | It doesn't even tell you
how many pages there are.
| | 01:25 | So unless you know, unless to took a
peek beforehand or you know for sure, it's
| | 01:29 | always a gamble, how
many pages it's bringing in.
| | 01:32 | But what you do get a choice of is
where it should be located, where the
| | 01:36 | insertion should occur.
| | 01:38 | So the default is After the First page,
but it could be Before the current page
| | 01:44 | or whichever page you are on right now.
| | 01:45 | Let's say we want it to be the First page,
and we will say Before the First page.
| | 01:49 | So in other words it'll become the new
first page and click OK and Boom! We're done.
| | 01:55 | Now it's a three-page document as you
can see up here, and if we scroll down you
| | 01:59 | can see, there's our old page 1
is now page 2, and it's three pages.
| | 02:03 | So, that was simple, right?
| | 02:05 | Let's insert another file.
| | 02:06 | Go to Insert from File and this
time we will include the Intro.
| | 02:12 | Click Select and now we want
this to be After the First page.
| | 02:19 | Now let's take a look.
| | 02:22 | There is page 1, it stayed the same,
page 2 is the Intro, and then there is
| | 02:26 | our original document.
| | 02:27 | So that's really simple to do, right?
| | 02:29 | All we've done is add more pages to
the document and you have control about
| | 02:32 | where they get added.
| | 02:33 | Now you're not limited to just PDFs.
| | 02:36 | If you click Insert from File and then
down here under Files of type or on a Mac
| | 02:41 | I believe it says Format, choose All
Files, and then it'll give you access to all
| | 02:46 | the files that it can insert.
| | 02:47 | So for example, we want to insert
this file bread.gif, click Select.
| | 02:53 | We want it to be the Last page
of the document. There it is.
| | 02:59 | Let's choose, again, you have
to remember to choose All Files.
| | 03:04 | Let's try the Excel file and we
want this to be after page 1.
| | 03:12 | So right after the cover.
| | 03:14 | Now it has to actually convert this file.
| | 03:16 | So it is opening Excel in the background,
you don't really see it come to the front.
| | 03:20 | It converts it then it
quits out of Excel and adds it.
| | 03:24 | So now that's page 2.
| | 03:25 | Let's look at this in our Pages panel, so we
can see what's happening. There is page 1.
| | 03:30 | Here is the spreadsheet that it added,
which took up two pages, and then the rest
| | 03:35 | of the pages of our PDF. Wait!
| | 03:37 | That's not all folks.
| | 03:38 | There are more Insert options here.
| | 03:41 | You can hook up a scanner and then have
it automatically insert pages that you
| | 03:45 | feed into the scanner into this current PDF.
| | 03:48 | I will be talking about creating new
PDFs from the scanner in a different video.
| | 03:53 | You could add to the PDF from a Web Page.
| | 03:55 | If you select that it will bring up the
same dialog box as when you create a PDF
| | 04:00 | from a web page that I
covered in a different video.
| | 04:02 | Basically, you just enter the URL and
tell it if you just want that page or also
| | 04:07 | other pages that link to.
| | 04:07 | It's a lot of fun, a lot of
settings that you can play with here.
| | 04:10 | I am going to Cancel out of it.
| | 04:12 | I'll show you one of my favorite uses.
| | 04:14 | Let's say we're up here in the last
page of the text and there's a bit of text
| | 04:20 | from the web site that's
not here that I want to add.
| | 04:24 | I can go to the web site, which I
already have queued up, and say that it is
| | 04:29 | under the News section.
| | 04:31 | I want to include this bit right here.
| | 04:34 | I can select this, go to Edit > Copy,
switch back to Acrobat and choose
| | 04:41 | Insert from the Clipboard.
| | 04:44 | So it reads what's in my clipboard,
says where do you want it to go?
| | 04:46 | I would like it to go after page 6 of
7, and there is the text right there.
| | 04:53 | Then finally, if you want, you
can even insert a blank page.
| | 04:56 | Like, sometimes you want to put a
cover page on top of the whole thing.
| | 04:58 | I can go to More Insert Options > Insert a
Blank page and say that I want it to be
| | 05:03 | the very first page. So Before the First
page, and now I have a new empty page at
| | 05:10 | the very top that I can use any of my
Content tools, Edit Document Text or Add
| | 05:15 | Text Box, to add my own text.
| | 05:17 | I can copy and paste graphics onto here.
| | 05:20 | So I can basically put
together my own cover page if I want.
| | 05:22 | I just find it very convenient
sometimes to be able to add a blank page in
| | 05:26 | between sections of a longer PDF or
as a cover page for a PDF that contains
| | 05:31 | lots of different files.
| | 05:32 | It's pretty useful.
| | 05:33 | So that's how you use the Insert command.
| | 05:35 | Just go to the Pages panel under the
tools pane and look under Insert Pages.
| | Collapse this transcript |
| Moving, copying, and replacing pages| 00:01 | Sometimes when you are putting together a
PDF, you want to combine pages from two
| | 00:06 | or more PDFs into one.
| | 00:09 | I showed in a different video how you
can use the Insert command to do that,
| | 00:13 | but sometimes if you want to insert
just certain pages or just contiguous
| | 00:17 | pages from one PDF into another one, the Insert
command really doesn't work very well for you.
| | 00:22 | Or maybe instead of inserting pages
you just want to quickly rearrange pages
| | 00:26 | or duplicate pages.
| | 00:28 | In all of those cases inserting, moving,
copying, rearranging, your best friend
| | 00:32 | is going to be the Pages panel.
| | 00:34 | So let me show you some interesting
ways that you can use the Pages panel to
| | 00:38 | make your work a lot easier.
| | 00:40 | I have open here a four page
presentation that I've exported from PowerPoint.
| | 00:45 | Say for example, I want, do you
see how that chart is page 3 and some
| | 00:50 | bullet points are page 2?
| | 00:51 | If I want the chart to be the second
page, I can just select it in the Page
| | 00:55 | Thumbnails panel and drag it up.
| | 00:58 | That's the fastest way to rearrange pages.
| | 01:00 | I wish most programs let you do this.
| | 01:03 | It's one of my favorite things to do.
| | 01:04 | Like if I wanted to say, these two pages,
I am going to Shift+Click both of them.
| | 01:09 | I want them to be right up front.
| | 01:11 | I can drag either one of them up here
and now they become pages 2 and 3 and
| | 01:16 | the chart is page 4.
| | 01:18 | You can select any individual page,
right-click and you will have a lot of the
| | 01:22 | commands that we've talked about before
such as extracting a page or deleting a page.
| | 01:26 | You can also replace a page.
| | 01:28 | So if you have a different PDF that has
an updated version of this page, you can
| | 01:32 | use the Replace Pages command.
| | 01:33 | We will look at that in a second.
| | 01:35 | There is a secret tip hiding here in
the Page Thumbnails panel, in that if you
| | 01:39 | can duplicate pages really easily.
| | 01:41 | If for some reason you want to, say,
duplicate the cover so that it is the last
| | 01:45 | slide in this presentation, you can
select it and then start dragging and as you
| | 01:50 | drag, hold down the Ctrl key on your
keyboard that would be on a PC, but the
| | 01:54 | Option key on the Mac.
| | 01:55 | If you notice how we get a little icon.
| | 01:57 | It's really hard to see, but there is
a Plus symbol next to that cursor.
| | 02:00 | So I bring it all the way down until I
see the blue insertion bar at the end,
| | 02:04 | and then I release the mouse button
before I release the Ctrl key, and it
| | 02:10 | duplicates the cover.
| | 02:11 | So that's how you would duplicate a page.
| | 02:14 | You can't right-click and
choose Copy or Duplicate.
| | 02:16 | That command doesn't exist here.
| | 02:18 | But as long as you know that
secret trick of either Ctrl+Dragging or
| | 02:22 | Option+Dragging on a Mac, you can duplicate
pages in the Page Thumbnails panel as well.
| | 02:26 | Now say that we wanted to include
some of these pages in another PDF.
| | 02:32 | I have that PDF open, our friend the handbook.
| | 02:35 | There is a Pages panel for this one.
| | 02:37 | How do I get pages from one PDF to the other?
| | 02:40 | You can use the Insert command, which
I talked about in a different video.
| | 02:45 | You go to the tools penal, choose Pages >
Insert from File, but this will only let
| | 02:50 | you insert a complete PDF.
| | 02:52 | If you just want a few pages from one
PDF into the next one, the easiest way is
| | 02:56 | to drag and drop in between
the Page Thumbnails panels.
| | 03:00 | So your first order of
business is opening up both PDFs.
| | 03:04 | The second order of business is
arranging the windows so that you can see both
| | 03:09 | documents side by side.
| | 03:11 | You can do that easily in Acrobat by going to
the Window menu and go down to the Tile command.
| | 03:17 | Let's say that we want to
tile these horizontally.
| | 03:20 | So what happens is that Acrobat
automatically looks at all the open documents in
| | 03:24 | Acrobat and then resizes the window so
that they are tiled next to each other.
| | 03:29 | Actually, I think I'd rather
have them tiled vertically. There!
| | 03:33 | That's a little easier.
| | 03:34 | So let's say that we wanted to add
a chart from here to our handbook.
| | 03:40 | The easiest way would just be to
select the chart in the Page Thumbnail panel
| | 03:43 | here and drag and drop it into the handbook.
| | 03:46 | Let's put it right after the cover.
| | 03:48 | Say that we wanted to bring this little
bullet point and the ending slide over
| | 03:55 | to this, and that's a
discontiguous number of pages,
| | 03:58 | something that cannot be done with the
Insert from File command, but you can do
| | 04:02 | it by dragging and dropping.
| | 04:03 | So in the source document, the
presentation one, I'm going to select that bullet
| | 04:08 | point slide and then hold down the
Ctrl key to select the other slide.
| | 04:14 | Then I will drag and drop them
right over here, let's say after page 3.
| | 04:18 | And that adds two the pages
right in a row. Very useful.
| | 04:23 | Let me show you another way that
you can use the Page Thumbnails panel.
| | 04:27 | I am going to close these,
I don't need to save changes.
| | 04:33 | Let's maximize this and open up
another PDF that I have here called
| | 04:37 | Explore California.
| | 04:39 | We will resize it so we
can what's happening here.
| | 04:42 | It is a series of two page spreads
from a very image heavy catalog that was
| | 04:49 | created in Adobe InDesign. And you can
see those two page spreads as well in the
| | 04:54 | Page Thumbnails panel.
| | 04:55 | Now there is a spread here called
Taste of California, and let's say that
| | 05:00 | we've already created this as a PDF
and then the designer realizes they need
| | 05:05 | to make some changes.
| | 05:07 | So we don't know that.
| | 05:08 | We're just merrily going about on our
own way and we already started to add some
| | 05:12 | interactivity to this PDF.
| | 05:13 | I am going to open up the tools panel
and show you that if I go to Content and
| | 05:19 | click Select Object, you will
see that I've added some links.
| | 05:22 | I talked about this in the Links video.
| | 05:24 | But taste of California is
linked to this box's link.
| | 05:27 | I have a URL that's linked, and
imagine that you have done this to numerous
| | 05:32 | pages, that you've added stuff here, and
then the designer says I need to give you a
| | 05:35 | new PDF, because we need to update some text.
| | 05:38 | Does that mean you need to redo
all of this work? No, you don't.
| | 05:42 | You can use your friend
the Replace Pages command.
| | 05:45 | So here in InDesign, we will go to the
Taste of California page and let's just
| | 05:52 | change this to Taste of Illinois,
| | 05:55 | make the change really obvious.
| | 05:57 | What you do in InDesign is you can
even export the whole thing to PDF if you
| | 06:01 | want to, but you don't need to.
| | 06:02 | You can just export the changed pages.
| | 06:05 | So this is page 6 and 7.
| | 06:07 | I'm going to go to File > PDF Presets > High
Quality Print, and we'll do, I actually
| | 06:13 | just name them pg6-7 when I am
exporting them just for replacing.
| | 06:18 | And I want to make sure that I use the
same settings as I used before.
| | 06:22 | In this case, it was Spreads, and I
only want to do pages 6-7, and I will go
| | 06:27 | ahead and view the PDF
after exporting. There it is;
| | 06:32 | page 6 and 7 in this PDF.
| | 06:34 | I am going to close this up and what
we want to do in Acrobat in the main
| | 06:39 | document is we want to replace this
page with page 6 and 7 from that PDF that
| | 06:45 | we have just created.
| | 06:46 | So I am going to right-click
here, choose Replace Pages.
| | 06:49 | It says where is the file with the new pages.
| | 06:51 | I will say it's this guy right here. Select.
| | 06:55 | When you choose Replace Pages, you
don't have to worry that the PDF that is
| | 06:59 | coming in to replace the old pages is
the same number of pages or is the same
| | 07:03 | length of the document.
| | 07:04 | It can be any length at all, because
you are given a choice of which pages do
| | 07:09 | you want to pull from the incoming document.
| | 07:13 | So down here is where you would set that up.
| | 07:15 | Now because our incoming document is
only one page long - remember that I had
| | 07:19 | exported it as a Spread,
| | 07:20 | so page 6 and 7 counts as one page -
then we don't need to make that choice.
| | 07:24 | Then it says in the Original
which pages do you want to replace?
| | 07:28 | We want to replace this one, page 4,
Taste of California, with page 1. Say OK.
| | 07:33 | Are you sure? Yes.
| | 07:37 | So there is the replaced content and
notice that it did not replace our links.
| | 07:42 | Our links are still there.
| | 07:44 | So because the links and form fields
and other kinds of interactivity that
| | 07:48 | exists in a PDF exists sort of
like on a layer above the content.
| | 07:52 | So the best way to update an existing
PDF when somebody has made changes in the
| | 07:57 | original document, the fastest way is
simply to replace the changed pages.
| | 08:02 | So when you are trying to combine or
manipulate the pages in a PDF, don't forget
| | 08:07 | that your friend is the Page Thumbnails
panel, where it allows you to duplicate,
| | 08:12 | rearrange, drag and drop, and replace pages.
| | Collapse this transcript |
| Combining PDFs| 00:00 | Sometimes one of the most efficient
ways of getting your PDF put together is to
| | 00:04 | use the Combine Files
dialog box in Adobe Acrobat.
| | 00:09 | Adobe understands that and they make
it very visible upfront so you can see
| | 00:12 | right here on the splash screen,
Combine Files into PDF is available.
| | 00:17 | Or if you already have a PDF opened,
you can't see this, under the Create menu,
| | 00:22 | you can go to Combine Files into a Single PDF.
| | 00:24 | So that's how you get to the Combine command.
| | 00:27 | Let's choose it from either
place, and you get a big dialog box.
| | 00:31 | Combining file just means exactly what it says.
| | 00:33 | Basically, it's kind of like inserting a
whole bunch of files into each other to
| | 00:37 | make one monster PDF.
| | 00:39 | So if you watched the inserting video,
I would say, combining files is kind of
| | 00:44 | like the granddaddy of inserting.
| | 00:46 | Combine files is actually much more
powerful and flexible than inserting.
| | 00:50 | If you just need to quickly add a
couple of more PDFs or part of a web
| | 00:53 | page into an existing PDF, probably
the Insert command is better, but if you
| | 00:58 | have whole bunch of different files
that you want to combine into one PDF,
| | 01:02 | this is the way to go.
| | 01:04 | So, first, take a look at the top.
| | 01:06 | The choices are, do you want to make
one Single PDF like I just said, or do you
| | 01:10 | want to make a PDF Portfolio, which is
a very cool feature available in Acrobat
| | 01:14 | 9 and 10 and visible to Reader
users who are using Reader 9 and 10.
| | 01:19 | I talk about Adobe's PDF
Portfolio in entire chapter in this title.
| | 01:24 | Right now we just want to make a Single PDF.
| | 01:27 | You can drag and drop files if you
want to rearrange your windows, so you
| | 01:31 | can see Windows Explorer, or the Mac Finder,
next to this. You can just drag and drop them
| | 01:35 | right into here, which is pretty cool.
| | 01:36 | But what I want to do here is I am just
going to use the Add Files dropdown menu.
| | 01:40 | So you can add individual files or you
can add entire folders, like I'll come
| | 01:43 | here and say, Add a Folder, and then it
says, where is the folder that you want
| | 01:46 | to add and I know that on my Desktop,
in Chapter_06 Exercise Files I have
| | 01:53 | something called Combining with
a folder that is called Logos.
| | 01:56 | I want to add that.
| | 01:58 | So it extracts the contents of that
folder and because some of the stuff was
| | 02:02 | created on a Mac, it's bringing
in some of these invisible files.
| | 02:05 | So I could select this and choose Remove.
| | 02:08 | I don't need that weird
little file, that resource work.
| | 02:11 | Let's add some additional files.
| | 02:14 | Let's say individual files.
| | 02:15 | I want to bring in sec6 PDF.
| | 02:18 | I am going to hold down the Ctrl key, I
want to bring in this TIF file, add those.
| | 02:25 | You could attach a scanner and add some
pages that you scan from a PDF, you
| | 02:30 | can add a web page, let's go ahead and do that.
| | 02:32 | We don't want to add Adobe.com,
but we will add the homepage
| | 02:35 | for twotreesolive.com.
| | 02:42 | So it's going to suck that in as well.
| | 02:46 | You can also add Email messages.
| | 02:48 | This will go ahead and start up
Outlook and you can drag and drop individual
| | 02:51 | Email messages onto this, or a folder,
like a folder of certain Email messages
| | 02:57 | that you have set up in Outlook.
| | 02:59 | It's going to combine these into a
single PDF and it gives you some kind of
| | 03:03 | general control over the file size.
| | 03:06 | So if you want to make this combined
PDF as small as possible while it is
| | 03:11 | combining and converting these files to
PDF format, it will try to optimize them
| | 03:15 | as small as possible.
| | 03:17 | If you really don't care about the
file size, you just want to keep the
| | 03:19 | highest quality of images and text as much as
possible, then keep it up here, larger file size.
| | 03:25 | It uses the high quality
Adobe PDF settings as you see.
| | 03:28 | The default is mama bear
right there in the middle.
| | 03:32 | So now we have these things and I might
want to say, well, actually I want the
| | 03:35 | Olive tree to be the first one.
| | 03:37 | So I am going to select this and move it up.
| | 03:39 | So I want that to be the first page of
the PDF, and then I would like the web
| | 03:43 | page to be the second page of the PDF, and I
want the bread logo to be the very last thing.
| | 03:49 | So you could rearrange them in this way.
| | 03:52 | Then if you go to Options, you
have a few options, not too many.
| | 03:56 | The main thing is that you might want to
turn on Always add bookmarks to the PDF.
| | 03:59 | So it can add a bookmark whenever a new document
that it combined starts, which is kind of neat.
| | 04:06 | And if an error occurs while it's combining,
because you can add hundreds of files
| | 04:09 | to this dialog box, and you want it to
keep on going and then just report on the
| | 04:13 | errors at the end, then keep that turned on.
| | 04:16 | This is what I usually do.
| | 04:17 | This just has to do if you
are creating a portfolio,
| | 04:20 | if you are using the
Portfolio option, which we are not,
| | 04:22 | so we can just ignore that.
| | 04:25 | So that's the Combine Files.
| | 04:26 | It's very powerful and flexible.
| | 04:28 | Let's go ahead and make
it so, Combine the Files.
| | 04:33 | It is going to the web site - Before I
could even explain what it did, it finished.
| | 04:38 | So we have a six page PDF
starting with the picture.
| | 04:42 | Let's look at our little Page Thumbnails panel.
| | 04:44 | There is the web page that it
captured. There is the logo.
| | 04:48 | Here is the section from the employee manual.
| | 04:50 | There is another logo and that's it.
| | 04:53 | That is the very powerful, very flexible
Combine Files into Single PDF dialog box.
| | 05:01 | Keep that in mind next time you have to
pull together a whole bunch of different
| | 05:04 | files and make a single PDF out of them.
| | Collapse this transcript |
|
|
7. Extracting and Converting ContentExporting text| 00:00 | It's kind of funny, when you think
about it, that most of this title is about
| | 00:03 | getting stuff into PDF format, but this whole
chapter is about getting stuff out of PDF format.
| | 00:10 | It actually happens quite often that
you get a PDF, you download something from
| | 00:14 | the Internet, or somebody sends you an
attachment, and you need to grab some of
| | 00:18 | the text or some of the images out
of there and reuse them elsewhere.
| | 00:21 | So I did already talk about--in a
previous video--how to copy and paste text and
| | 00:26 | images, but I think it will help us
just to review that really quickly.
| | 00:30 | Basically, if you just want to grab
text and copy and paste it elsewhere, you
| | 00:34 | use the Selection tool up here in the toolbar.
| | 00:37 | So if I just grabbed this paragraph, I
could select it and then copy and then
| | 00:42 | jump over to say, Microsoft Word, and paste it in.
| | 00:46 | What if you want to extract more
text than just what you can select?
| | 00:50 | For example, here we have a 22-page PDF,
and we want to extract all the text to
| | 00:57 | say, for example, pour it into an
Adobe InDesign file or something.
| | 01:01 | How do you do that?
| | 01:03 | Well, you could click inside the text and
then go to the Edit menu and choose Select All.
| | 01:13 | You'd think that it would select all
the text in the document, but if you are
| | 01:16 | looking at the document in the View mode
of Page Display > Single Page View, then
| | 01:22 | Select All just selects one page worth of text.
| | 01:26 | If you turn on Enable Scrolling and then
say Select All again, then you will see
| | 01:34 | that all the text in the document is selected.
| | 01:37 | Now, you could copy and paste it.
| | 01:39 | But still, that's pretty inefficient,
and you don't have a lot of control
| | 01:42 | over how it gets copied.
| | 01:44 | So the fastest way to get all the
copy out and have some control over what
| | 01:48 | happens with the formatting is to
actually convert it to text, or export it to text.
| | 01:54 | Interestingly, you will not find
either one of those two commands in Acrobat,
| | 01:58 | convert or export to text.
| | 02:01 | It's kind of funny, but that's why you are
watching this video, right, to learn how to do that.
| | 02:04 | You have to go to the File menu and
choose Save As, and then in this Save As
| | 02:09 | dropdown menu, here are all the different
ways that you can export content out of a PDF.
| | 02:16 | This is what will be
going through in this chapter.
| | 02:19 | To export copy to text, you would
want to go down to More Options.
| | 02:23 | Here you see the options to save the
PDF with a different standard, but down
| | 02:28 | here you would see Rich Text Format,
which is generic text format except that it
| | 02:33 | also includes formatting information.
| | 02:36 | So, you are probably going to be
choosing Rich Text Format, or you are going to
| | 02:39 | choose Plain Text, if you didn't want any
other formatting to come along for the ride.
| | 02:45 | Now of course there is also Save As
Microsoft Word, either a current .docx
| | 02:50 | format or older .doc format, but we are going
to be talking about that in a different video.
| | 02:55 | So let's go back down here.
| | 02:57 | I am going to export the text from this
document to Rich Text Format, and I will
| | 03:02 | save this file out on the Desktop.
| | 03:04 | Before you do so, you might want to go
to Settings, and you are going to see
| | 03:09 | this every time that you Save
As a PDF out to text or images,
| | 03:13 | it wants to know, do you want me to
favor flowing text or favor page layout?
| | 03:19 | The difference between these two things
is that if it says Retain Flowing Text,
| | 03:24 | then that means it's a lot easier to
edit after you export this text, because
| | 03:30 | the text will just flow right into each other.
| | 03:32 | But if you say Retain Page Layout, then
what you are exporting will look almost
| | 03:36 | exactly like how it looks here in the
PDF, but things will be put into sort of
| | 03:41 | stationary boxes when they get exported.
| | 03:43 | So they are little more
difficult to edit and re-flow.
| | 03:47 | Normally, if you are just trying to get
the text out because you want to reuse
| | 03:50 | it, you should turn on Retain Flowing Text.
| | 03:53 | If you want to include any kind of
comments that people have left, from the
| | 03:57 | annotations or mark-up,
then you want to turn that on.
| | 03:59 | There are no comments in here.
| | 04:01 | So it's just not going to make any difference.
| | 04:03 | Also, if there are any images in this
file, when you export to RTF, it can also
| | 04:08 | include the images as well.
| | 04:09 | I don't think we have any images in this one.
| | 04:12 | Run OCR if needed, you might as well
this turned on as it is by default, because
| | 04:17 | it's kind of interesting--when you
export to text or Microsoft Word or Excel
| | 04:21 | format, Acrobat uses its OCR
engine, which is extremely powerful--
| | 04:25 | that's Optical Character Recognition--
to make sure that words that might be
| | 04:30 | difficult to recognize as an actual
word or maybe typefaces that aren't loaded,
| | 04:35 | that it's not really recognizing, the
OCR engine will convert those to actual
| | 04:40 | readable text, as much as it can.
| | 04:41 | So leave that turned on.
| | 04:43 | We will just OK, and then Save.
| | 04:45 | Now you will see a little progress bar
appear in the lower-right, and when it goes
| | 04:52 | away, that means that the file is ready for you.
| | 04:53 | We can check right here on our
Desktop, and there is the RTF file.
| | 04:59 | Let's see what that looks like
by opening up in Microsoft Word.
| | 05:02 | I have turned on the paragraph marker
symbols, so that we can actually see how
| | 05:11 | it's adding the space.
| | 05:12 | You see it actually retained a
lot of the formatting, and this is
| | 05:15 | completely editable text here.
| | 05:17 | I am scrolling down.
| | 05:21 | Even though we didn't opt to maintain
the layout, or to favor the layout--we said
| | 05:26 | we want to favor flowing
text so it will be easy to edit--
| | 05:28 | it actually did a really good
job of matching the layout anyway.
| | 05:32 | Let's see what the difference is if I
go back to that same file, and this time
| | 05:37 | when I Save As > More Options > Rich
Text Format, we choose the other setting:
| | 05:45 | Retain Page Layout. To the Desktop,
| | 05:50 | I will add layout after
this, so I know what's what.
| | 05:59 | We get the same progress bar.
| | 06:05 | Let's open up that one in Word.
| | 06:07 | I double-click on it, and now we
have something a little different.
| | 06:12 | It says Section Break (Next Page).
| | 06:13 | We don't have that line of Returns.
| | 06:17 | Then on the next page, it's,
again, sort of the same text.
| | 06:21 | It looks the same until you click inside
it, and you can see that what it's done
| | 06:24 | is created these boxes that Word
uses to maintain an item's position.
| | 06:29 | So with a text-heavy documented, this
is probably not the option that you want.
| | 06:33 | You want to stay with flowing text.
| | 06:35 | Just a couple of other things about
exporting to text or RTF is that you need to
| | 06:39 | remember that you don't have to export
the whole document just to get some of
| | 06:43 | the text into Word or into an RTF file.
| | 06:45 | I mean obviously you can copy and
paste. But you could also swipe over
| | 06:49 | some text, right-click, and choose Export
Selection As, which a lot of people overlook.
| | 06:56 | When you choose Export Selection As,
then you are able to choose which
| | 07:00 | format do you want to export the selection as,
DOCX, or DOC, or RTF and any of these formats?
| | 07:06 | So I can just call it "intro" and the click Save.
| | 07:14 | The benefit of doing that, of swiping
over text and selecting them and then
| | 07:18 | choosing Export, is that
| | 07:19 | that OCR engine kicks into place.
| | 07:21 | Now if you go to Edit > Preferences,
which on a PC is under the Edit menu and on
| | 07:28 | a Macintosh go underneath Adobe
Acrobat, and choose Preferences, and
| | 07:32 | on the left choose Convert From PDF,
| | 07:34 | you will see that all the different
ways that you can do a Save As to one of
| | 07:38 | these formats, all of the
setting are listed here.
| | 07:40 | So for Rich Text Format, here are the
same settings that we just looked at when
| | 07:44 | we clicked the Settings box.
| | 07:46 | If you want to have certain options set
as a default, you should do it here, and
| | 07:50 | you are converting from PDF dialog box.
Like I normally would when I save as RTF,
| | 07:55 | I always want to retain flowing text
rather than the Page Layout. I hate those boxes,
| | 07:59 | so I will click OK.
| | 08:01 | You might want to see the same thing,
like for text if you export to text, all
| | 08:05 | the settings that you can
do for exporting the text.
| | 08:09 | So just keep in mind that when you want
to get all the text out of a PDF, you
| | 08:13 | have a lot of options available to you:
| | 08:16 | You can copy and paste.
| | 08:17 | You can select and choose Export from
the right-click menu. Or the fastest, most
| | 08:22 | efficient and usually the way that
gets you the best results is to use our
| | 08:26 | friend File > Save As > More
Options, and then either RTF or Text.
| | Collapse this transcript |
| Exporting images| 00:00 | Sometimes you need to reuse one or
more of the images from a PDF because you
| | 00:04 | don't have the original ones; you just
have the PDF that somebody sent to you
| | 00:08 | that you grabbed from a web site.
| | 00:10 | So, how can you get the images out of the PDF?
| | 00:13 | Well, I did show earlier in this title
how to copy and paste images, and just to
| | 00:18 | review that really quickly,
| | 00:19 | you could use the Selection tool to
just click on an image, like this, and when
| | 00:25 | you have selected an image, you can
copy it, and then you can paste it.
| | 00:30 | So like I will jump over
to Word and Paste, right?
| | 00:32 | So, it's just a regular image here in
Word. Or if I go to Adobe InDesign even, I
| | 00:38 | could choose Edit > Paste.
| | 00:40 | The image comes through there as well,
but I can tell you that it's not a good
| | 00:43 | idea to paste any images into InDesign,
because you really want InDesign to be
| | 00:47 | linking to the original one, if you
want the most control, and you don't want a
| | 00:51 | commercial printer to go
crazy, when they get your file.
| | 00:54 | So this is not the best way to
get images into InDesign from a PDF.
| | 00:58 | I will show you a better way in a second.
| | 01:00 | Let me delete that.
| | 01:01 | Let's go back to Acrobat. And then let
me also mention that you could click on
| | 01:06 | an image and then right-click and
choose Save Image As, and when you do that,
| | 01:11 | you have your choice of
the format for the image.
| | 01:13 | It could be saved as a BMP--
| | 01:15 | bitmap image--as a TIFF file, or as a JPEG file.
| | 01:19 | This is much better, if you are trying
to get an image into InDesign, or if you
| | 01:23 | need an original image to
open in Photoshop, for example,
| | 01:27 | because it's a stand-alone image; it's
not embedded in any document. And then
| | 01:31 | from here, you could always place it,
or import it into any other program.
| | 01:36 | Another benefit of doing a Save As by
right-clicking on a selected image is that
| | 01:40 | it retains the resolution
that the image is currently in.
| | 01:43 | So if the image is 72-ppi,
it will be saved as 72.
| | 01:47 | If it is 300 pixels/inch, it
will be saved as 300 pixels/inch.
| | 01:53 | Now you might think, what if to export
all the images at once, you go to the same
| | 01:57 | place if you wanted to
export all the text at once,
| | 02:00 | which would be under the File > Save
As menu? And indeed, there is an option
| | 02:05 | here called Image. And let's try it.
If you choose JPEG, and we'll just save
| | 02:09 | them out to the Desktop, and
click Save, and what does it do?
| | 02:15 | Let's take a look. Why, it creates one
whole JPEG file that is the entire page.
| | 02:22 | So if you had a 22-page PDF, and you
said export to JPEG, you'd end up with 22
| | 02:27 | JPEGs, each one representing an individual page.
| | 02:31 | I am sure that there are great
reasons for ever wanting to do that.
| | 02:35 | I don't know of any offhand.
| | 02:37 | Maybe something having to do with
faxing or processing or an image database,
| | 02:41 | page database, I have no clue.
| | 02:43 | I have never needed it myself.
| | 02:44 | Instead, what I normally need is I am
going to need to export all of these
| | 02:47 | images as stand-alone images.
| | 02:49 | Instead of selecting every individual
image and choosing Save Image As, isn't
| | 02:53 | there some automated way that
Acrobat can do that? Yes, there is.
| | 02:57 | But it's not here under the File menu;
| | 02:59 | it's over here under Document
Processing in the Tools pane.
| | 03:03 | If you don't see Document Processing
as an option, by the way, look at the
| | 03:07 | little tiny menu icon here, right
underneath Tools, Comment, and Share, and
| | 03:14 | select Document Processing so that it's showing.
| | 03:16 | Now all these are available by default.
| | 03:21 | So under Document Processing, you can
choose Export All Images. And here I am
| | 03:26 | going to create a new folder, and
we'll call it "images from pdf". And then you
| | 03:35 | can choose which type of
image you want to export them to.
| | 03:38 | So you can export them to JPEG,
to PNG, to TIFF, or JPEG 2000.
| | 03:44 | I normally would choose TIFF or JPEG.
| | 03:48 | Let's just leave it at TIFF for now.
And then under Settings, depending on the
| | 03:53 | option that you chose, you
will see different settings.
| | 03:56 | Up here, under File Settings, you can
choose the quality of the TIFFs that it exports.
| | 04:00 | For example, I might want all my color
TIFFs exported as maximum quality JPEGs.
| | 04:05 | The other ones I really
don't care that much about.
| | 04:08 | Under Color Management,
should I include profiles or not?
| | 04:13 | Do I want to include any kind of
CMYK profiles or Grayscale profiles?
| | 04:18 | To me, the most important options here
though, and these apply to any of
| | 04:21 | the formats that you choose when you export
all the images, are down here under Conversion.
| | 04:26 | So, for example, Colorspace, you know PDF
can contain a mix of RGB and CMYK images.
| | 04:33 | If you want to keep CMYK images
CMYK and RGB RGB, then leave them at
| | 04:37 | Determine Automatically.
| | 04:39 | If all these images you're going to be say,
reusing on a web site, they need to be RGB.
| | 04:44 | So choose RGB, and it will go ahead and
convert CMYK images, which are normally
| | 04:49 | used for printing, to RGB.
| | 04:51 | Under Resolution, the same thing.
| | 04:53 | If an image has a 72 ppi resolution, it's
going to export it with that resolution.
| | 04:58 | If another one has 300,
it's going to export it at 300.
| | 05:00 | That's what Determine Automatically means.
| | 05:03 | If you want them all downsampled at the
time that it exported them--like, say that
| | 05:07 | you are doing these for a web site--
then you probably want it automatically set
| | 05:10 | to not 96, but maybe 72
pixels/inch when it exports.
| | 05:14 | Finally, under Extraction, it wants to know, "Gee!
| | 05:17 | Should I export every single thing that I
don't recognize as a character from a typeface?"
| | 05:23 | That would be if we chose No limit
here, under Exclude images smaller than.
| | 05:28 | But it's assuming that you might have
many tiny images, like little triangles
| | 05:32 | and extra bullets, or something like
that, that it doesn't recognize as a
| | 05:35 | typeface, and for which you don't want
to export a stand-alone image, right?
| | 05:39 | So it's suggesting that any images
smaller than 1 inch, it's not going to export.
| | 05:44 | You can change it here of course if you want.
| | 05:46 | I am going to leave it at 1 inch.
And you click OK, and then click Save.
| | 05:51 | It just takes a second, and then you can
check in your Windows Explorer, or Finder,
| | 05:58 | take a look at that folder, images
from pdf, and there are all the images.
| | 06:04 | So it's very simple to export one
image out to JPEG or bitmap or PNG or TIFF.
| | 06:11 | It's also quite simple to export all
the images at once and maintain their
| | 06:15 | resolution and color settings.
| | 06:18 | Just remember that what you want to do
is go to the Tools pane, go to Document
| | 06:22 | Processing and choose Export All
Images, if that's what you want to do.
| | 06:25 | Don't go to the File > Save As image,
which simply creates an image of every
| | 06:30 | single page in the PDF.
| | Collapse this transcript |
| Exporting PDFs to Microsoft Word| 00:00 | Adobe Acrobat does an incredibly
great job exporting PDFs to Word format.
| | 00:07 | It can export to older Word format .doc,
and also to the more recent .docx format.
| | 00:15 | So to do that, you go to the File
menu, go down to Save As, and then
| | 00:21 | choose Microsoft Word.
| | 00:22 | All right, so here is the Word Document
more recent, and here is the old version.
| | 00:28 | Since I have 2010 installed, we will
do Word Document. And it wants to know
| | 00:31 | where to export it to, and I
will export it to the Desktop, docx.
| | 00:36 | Before I go there, I am going to check Settings.
| | 00:39 | We have two basic kinds of
philosophies about what we want to do with this
| | 00:42 | document afterwards.
| | 00:43 | If we want to still continue to format
it very heavily, and we want everything
| | 00:49 | to flow correctly, then you want
to turn on Retain Flowing Text.
| | 00:53 | If you want the resulting document to
look almost exactly like the PDF, you can
| | 00:58 | still edit it, but it might be a little
clunkier to edit because it's going to
| | 01:02 | use boxes to position items with,
then you choose Retain Page Layout.
| | 01:06 | We will look at that in a second.
| | 01:08 | You can choose to include
comments, which is really slick.
| | 01:11 | So if you have added comments to the
PDF from a review cycle, from anything in
| | 01:16 | the Comment pane, then those comments
are supported, and can be viewed and read
| | 01:21 | and reply to in the Word document.
| | 01:24 | If you want to include the images, you
can include that as well, and the images
| | 01:27 | will appear in place. And then as always you
want to keep this turned on Run, OCR if needed.
| | 01:33 | This is Acrobat's really cool high-
end engine for converting typefaces, or
| | 01:39 | little instances of text that it
doesn't quite recognize its text.
| | 01:42 | It will go ahead and run it through
its OCR engine to make sure that it
| | 01:45 | exports as editable text.
| | 01:46 | So if you don't have the typefaces used
in this document, it's still going to be
| | 01:51 | editable, and it's going to make its
best guess as to which default typeface
| | 01:55 | that you do have installed it should use.
| | 01:57 | So let's just click OK, and we are
going to save this again to the Desktop.
| | 02:05 | You get a little processing bar that
tells you what it is doing: Preprocessing
| | 02:08 | file for export, meaning it's sort of
like scanning through the document to see
| | 02:12 | what kind of problem children its going
to find, and then it takes care of that.
| | 02:16 | And it will be nice if it would open it
up right after, but it doesn't. You have
| | 02:19 | to jump over to Word yourself.
| | 02:21 | Oh, so much work. File > Open,
Desktop. Here we go. And look at that.
| | 02:32 | So we chose the option to go with the flow.
| | 02:36 | All right, so it's still very
editable. So if I decide it to make a couple
| | 02:40 | paragraphs here, it goes ahead and does that.
| | 02:43 | It's matching the same line breaks.
| | 02:45 | It's even matching the colors behind the text.
| | 02:48 | It's not creating styles.
| | 02:49 | Notice everything is styled normal up here.
| | 02:52 | So everything is sort of like locally formatted.
| | 02:55 | It was smart enough to convert this
stuff in the header to an actual header.
| | 03:00 | So it's only editable when you show the header.
| | 03:02 | However, the text appears in this weird frame.
| | 03:05 | I am not quite sure why it does that,
but it is neat that it does repeat the
| | 03:08 | header throughout... and the
same thing with the footer.
| | 03:16 | So each one of these instances of
text as I anchored frame, but it does a
| | 03:20 | very good job of it.
| | 03:23 | Let's take a look at something else.
| | 03:25 | Well, we said to include comments, right?
And if we look back here at the Acrobat
| | 03:29 | file, we open up the Comment pane,
| | 03:33 | there are actually three comments in this PDF.
| | 03:35 | If I double-click on one, you can
see there are some comments in this one
| | 03:39 | section, 3.4 Probationary Period, on page 6.
| | 03:43 | So let's take a look to
see if those made it through.
| | 03:46 | We go to Word, and we want page 6.
| | 03:53 | Scrolling, scrolling.
| | 03:55 | Before I get there, I guess I should go to
Review to make sure that we are seeing it.
| | 04:00 | Yes we are. Okay, Final:
Show Markup. There it is:
| | 04:04 | Probationary Period For New Employees.
| | 04:06 | So you can see that here is the
strike out and the replacement.
| | 04:11 | Here is the highlighting of text.
| | 04:13 | Here are my little sticky notes that
appeared next to these comments, and my
| | 04:17 | name is also identified as well.
| | 04:19 | So if you had multiple users who had
commented on this, their names would
| | 04:23 | appear differently here too.
| | 04:25 | Let's jump back to Acrobat.
| | 04:27 | I am going to show you a
different kind of document.
| | 04:29 | So here we have a single page from a
very highly formatted catalog, and we are
| | 04:33 | going to export this to Word as well.
| | 04:35 | If I go to File > Save As >
Microsoft Word, and we will put this on a
| | 04:43 | Desktop, and we will call this "flow,"
because we are going to use the setting
| | 04:50 | of Retain Flowing Text,
| | 04:55 | we want to compare the two formats.
And this is a good idea to do with your
| | 04:58 | documents too, if you need to convert or
export files to Word format to see which
| | 05:04 | one of these settings would be best for you.
| | 05:06 | All right, that's done. Let's do the other way:
Save As > Word > Word Document, Settings, Retain Page
| | 05:16 | Layout, on the Desktop, and we'll call
this "-layout". Now, they are both done.
| | 05:27 | Let's jump back to Word.
| | 05:28 | So File > Open. On the Desktop,
we want to open flow and layout.
| | 05:38 | I am Shift+Clicking so we can open both of them.
| | 05:40 | Okay, so we are looking
at Layout, and look at it.
| | 05:44 | It did a fantastic job.
| | 05:46 | Let me reduce the scale here a bit, so
we can see it better. And all this text
| | 05:51 | is editable, but notice that when I
click inside the frames that they are in
| | 05:57 | these little boxes; maybe that's what you want.
| | 06:00 | Let's take a look at the other one,
Switch Windows, and let's look at it with
| | 06:06 | the Flow option selected.
| | 06:08 | So it actually did a very good job as well.
| | 06:10 | Let me sort of zoom out a bit.
But these things are not in boxes; instead, it's
| | 06:16 | using section breaks and returns.
| | 06:18 | All right, so then as I start editing
one, then things start to get all messy.
| | 06:28 | But if I go back to the other one,
that was layout, as I start editing it, the
| | 06:35 | box doesn't resize.
| | 06:36 | It doesn't jam into the pictures
below here, and I can just edit it to fit.
| | 06:39 | All right, so if it's important to
maintain the same layout but keep it
| | 06:44 | editable, that's the
format that you want to choose.
| | 06:47 | It's probably the best format to choose
very highly designed documents, but if
| | 06:51 | you have something that is mainly text,
as we have with our employee handbook,
| | 06:56 | then probably the best option to
choose would be the regular flow one.
| | 07:00 | It's really nice to know that not only
is it easy to move from Microsoft Word to
| | 07:04 | Adobe Acrobat, but it's not that
difficult to move back from Acrobat to
| | 07:09 | Microsoft Word as well.
| | 07:10 | It's almost as though they
were created by the same company.
| | 07:12 | There weren't, of course.
| | 07:14 | But I think that Adobe is aware that
a lot of people who use Acrobat also use
| | 07:18 | Word, and vice-versa.
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| Exporting PDFs to Microsoft Excel | 00:00 | If you want to see something really
incredible, check out how great Adobe
| | 00:04 | Acrobat exports to Microsoft Excel,
or basically any spreadsheet format.
| | 00:09 | What we are looking at here
is kind of a lengthy table.
| | 00:13 | It was exported from Adobe
InDesign, so it's not from Excel.
| | 00:18 | If you want to see, by the way, how the PDF
was created, just go to File > Properties.
| | 00:23 | You can see that this was
exported from Adobe InDesign, right?
| | 00:27 | What we want to do is we want to export
this to Excel and not have it come in
| | 00:32 | as like a big picture, or bunch of text.
| | 00:34 | We wanted these things
to be in individual cells.
| | 00:37 | So how do you do that?
| | 00:39 | Go to the File menu, choose Save As,
and just as we were exporting to Microsoft
| | 00:46 | Word, go down to Spreadsheet.
| | 00:48 | So you can export something as a
Microsoft Excel workbook, or you could also
| | 00:53 | export it as an XML spreadsheet from circa 2003.
| | 00:55 | We are going to just stick with Microsoft
Excel Workbook, and that's an XLSX file.
| | 01:06 | Let's export it to the Desktop and
check out our settings before we click Save.
The settings are pretty much of a no-brainer.
| | 01:14 | If you want to run OCR, this is always
a good option to turn on because that
| | 01:18 | means that if necessary, Acrobat's
built-in powerful Optical Character
| | 01:22 | Recognition engine will kick in, helping
to tell Acrobat if something is a piece
| | 01:27 | of artwork, if it's a
background, or if it's a letter.
| | 01:31 | So we'll just say OK and then click Save.
| | 01:33 | You get a little processing bar very
quickly, and let's jump over to Excel
| | 01:42 | and open up that file.
| | 01:43 | It was on the Desktop, this guy right here.
| | 01:52 | There we go. Check that out!
| | 01:55 | Is that amazing or what? I don't know.
| | 01:57 | I am blown away by this.
| | 01:58 | I think it is so cool.
| | 01:59 | This will save us so much work that
anything that you have to look like a
| | 02:03 | spreadsheet basically Acrobat
can figure out is a spreadsheet.
| | 02:07 | Now some things didn't quite make it all
the way through, like these things were
| | 02:10 | all supposed to be centered. Apparently,
while it was processing this field, it
| | 02:14 | thought, "Oh, this is supposed to be left
-aligned," maybe because it is kind of a
| | 02:17 | long word. I am not quite sure how it did that.
| | 02:20 | And it didn't retain our align on the
decimal point that we had in Acrobat, and
| | 02:26 | that came from InDesign, but at
least all the figures are there.
| | 02:29 | This gray bar here is the header from
the page 2 of PDF, and it didn't create
| | 02:36 | two pages for the
spreadsheet; it just created one page, and it
| | 02:40 | put it altogether, which is
usually exactly what you want it to do.
| | 02:43 | So I thought that was an incredible job.
| | 02:45 | Now let's check out another
interesting little feature here, in that you can
| | 02:49 | also export selections to a spreadsheet.
| | 02:52 | We could select something from
here, but I thought, let's try a
| | 02:55 | different document.
| | 02:56 | I have that presentation open
that I have been using on and off.
| | 02:59 | This is an export to PDF from PowerPoint,
and I am opening up the Page Thumbnail
| | 03:05 | panel so we can come down
here where there is a chart.
| | 03:08 | I have no idea how this chart was made.
| | 03:10 | I am suspecting this looks like
something that was built in PowerPoint.
| | 03:14 | But all you need to do is make a selection,
and you can export the selection to Excel.
| | 03:19 | So you have this Selection tool selected.
| | 03:21 | I am just going to come out here, and
let's grab say from the Plains to the Mideast.
| | 03:30 | Let's actually get a better selection.
Make sure I get all of the Mideast. There we go:
| | 03:35 | Plains, South, Mideast.
| | 03:37 | Now with that selected, I am going to
right-click and choose Export Selection
| | 03:41 | As, and I want it to export it as an
Excel workbook. With my fingers crossed,
| | 03:48 | I am going to call this PPT chart.
Check our Settings. Yes,
| | 03:55 | they haven't changed since
we last looked. Click Save.
| | 04:01 | So it did a little processing.
| | 04:03 | Let's jump over to Excel and open that
file. And there is PPT-chart. Did it work?
| | 04:13 | Yes it did. Look at that!
| | 04:15 | Is that great?
| | 04:16 | I think it's fantastic.
| | 04:18 | It even brought over the background
color of green, which is kind of interesting.
| | 04:22 | So that's about it.
| | 04:22 | It's really simple, and I love simple.
| | 04:25 | I don't know about you. But if you
have a spreadsheet, or something that looks
| | 04:29 | like a spreadsheet, in Acrobat, all you
need to do to get it into an editable
| | 04:34 | format in Excel would be to go to
File > Save As and choose the Spreadsheet
| | 04:39 | option for Microsoft Excel Workbook.
| | Collapse this transcript |
|
|
8. Creating and Working with PortfoliosWorking with portfolios| 00:00 | Let's take a look at a portfolio.
| | 00:03 | What's a portfolio?
| | 00:04 | It's not really just a series
of your beautiful artwork;
| | 00:07 | it's actually a specific kind of PDF
that's been available since Acrobat 9.
| | 00:12 | It's a single PDF, as you can see here, I
have one called TwoTrees_portfolio.pdf,
| | 00:17 | but it's essentially a PDF that
contains a number of other files that are
| | 00:22 | actually compressed, or zipped.
| | 00:24 | You don't see anything about
zipping when you open up the PDF.
| | 00:27 | You only have to attach one PDF when
you're sending it via e-mail, but the
| | 00:31 | person who receives it gets
a treat when they open it.
| | 00:33 | Watch. I will double-click, and
the portfolio opens in Adobe Acrobat.
| | 00:39 | It would also open the same way in Reader.
| | 00:44 | So what we're looking at is a
collection of various files--not just PDFs, but
| | 00:49 | it includes PDFs here,
| | 00:50 | you can see from the file names--
inside a single wrapper PDF called
| | 00:55 | TwoTrees_portfolio.pdf at the top.
| | 00:58 | The very top section here is this
banner that gives it some branding, saying
| | 01:03 | this is the Two Trees Information Pack,
and here is a logo from Two Trees, and
| | 01:07 | then the bottom part is
where you access the files.
| | 01:10 | You can see, at a glance, that
this document has at least six files.
| | 01:15 | We have got some PDFs.
| | 01:16 | We have an Excel file, a PowerPoint
presentation, and then we have a couple of folders:
| | 01:23 | Flash media and Head shots.
| | 01:25 | If I double-click Flash media folder,
I can see the little cards--these are
| | 01:30 | called--for the files inside that folder,
a PDF file, a movie file, and a SWF file.
| | 01:39 | To go back to the folder, I'd click Flash media.
| | 01:43 | Same thing for Head shots. Double-click that
one, and I can see all these lovely Head shots.
| | 01:48 | I can go back to Head shots, or I can
just click the little x upper-right.
| | 01:51 | To see these documents up closer,
you can just double-click them.
| | 01:56 | Like, if I double-clicked NDA.pdf,
what opens up is what's called a Full
| | 02:01 | Preview, and I can use a little
Navigation bar at the bottom to cycle
| | 02:06 | through every page.
| | 02:07 | Now this is actually a JPEG
preview, so it's not the actual PDF.
| | 02:12 | To open up the actual PDF, I would
click the link up here called Open File.
| | 02:17 | But it's nice that I don't have to
actually open up every single PDF, or file
| | 02:21 | here, just to get an idea of what it
contains, especially with PDFs, because you
| | 02:25 | can view every page of a PDF.
| | 02:26 | I am clicking the left and right arrows
here to show you the previous and next file.
| | 02:30 | So like here is the very first file,
the employee handbook which we've been
| | 02:34 | using in lot of the videos in this
title, and I can click through the
| | 02:39 | different pages just by clicking the up and
down arrows, or I can swipe over here and say,
| | 02:43 | let me see what's on the very
last page. Press Enter or Return.
| | 02:47 | We have two other buttons in the
left, next to the separator bar.
| | 02:52 | The i says Show info view, and if I
click it, I get a little info tab that gives
| | 02:58 | me more information about this file,
its size, when it was created and last
| | 03:02 | modified, any tags associated with it--
| | 03:06 | these are useful for searching--and a
description: "Here is your handbook, please
| | 03:10 | read it and then return the Verification form."
| | 03:13 | So to close that, I can just click that
little x here. And then the other icon
| | 03:18 | here with little dog-eared page with the
downward pointing arrow means Extract File.
| | 03:23 | So if I want to I can just
make a copy of this file elsewhere.
| | 03:27 | It doesn't remove it from the portfolio.
| | 03:29 | It just makes a copy and puts it elsewhere.
| | 03:31 | So, for example, if I wanted to forward
just this file on to somebody, I can do
| | 03:34 | it that way. Or I could click Open File,
and then edit it as I need to, or do a
| | 03:42 | Save As and save it with
the different name elsewhere.
| | 03:46 | So when you have a PDF open that you
have opened up from a portfolio, it's the
| | 03:49 | same as if you would open it just
directly form your operating system.
| | 03:51 | I'll close this PDF and return to the portfolio.
| | 03:57 | Now if you have a file type in the
portfolio that Acrobat can't preview, like
| | 04:02 | say this Excel file,
| | 04:03 | you can still double-click it;
| | 04:05 | you just get the little icon here.
And instead, you need to open the file, and it
| | 04:08 | would open it up in the original application.
| | 04:10 | So this is called the Layout View, and
you can see in the bar at the top that there
| | 04:16 | is also a Files view. I'll click Files.
| | 04:20 | Files view is a very handy list view of
everything included in this portfolio,
| | 04:26 | without any distracting background
graphics or branding. Plus, you can see all
| | 04:31 | the descriptions at a glance.
| | 04:33 | You can also sort just by clicking in
one of the column names. For example, if
| | 04:38 | you want to see what is the largest,
sort it by largest to smallest, or smallest
| | 04:42 | to largest, just click in the Size field.
| | 04:46 | You can also double-click any one of
these files to open it. And because I am
| | 04:50 | double-clicking a non-PDF file--
| | 04:52 | this is a PowerPoint--Acrobat is asking me,
"What should it do with this kind of file?"
| | 04:56 | And I know that whenever I double-
click a PowerPoint file, I want you to go
| | 05:00 | ahead and just open up right up in PowerPoint,
and then I can click that and click OK.
| | 05:04 | I am not going to actually open up
right now, so I will click Cancel.
| | 05:06 | So sometimes if Layout View is a
little too distracting, if you figure
| | 05:11 | out like, where is that file that you
really need to use that was in this
| | 05:14 | portfolio, you can just go
directly to the Files view.
| | 05:19 | From either view, you can do a search,
and you can print, and you can attach the
| | 05:24 | entire PDF to an e-mail or
use the sharing online service.
| | 05:29 | So if I wanted to print a PDF, for
example, I could select this one--maybe I
| | 05:34 | want to print two PDFs, so these two--
and then I go directly to the Print icon
| | 05:40 | or go to File > Print, and notice that in
the Print dialog box, Selected PDF file
| | 05:46 | is automatically selected.
| | 05:47 | Let's go back to Layout
view, and we'll do a search.
| | 05:55 | So if I search for say, "payroll," it
searches through all the documents that it
| | 06:01 | can get access to--in other words all
of the PDF files--and when it finds a hit
| | 06:07 | inside of a PDF file, it opens up like
a regular Search panel, where it shows
| | 06:12 | you the found results in context.
And you can click to open up to that page, and
| | 06:19 | get that word selected in the PDF.
| | 06:24 | I will click another one,
so it jumps right down there.
| | 06:25 | I will close the share, and you can
see that I am actually still looking in
| | 06:30 | preview, but if I want to, I can
actually open up the file. Let's close this.
| | 06:36 | So this is what a
portfolio looks like in Acrobat.
| | 06:39 | In Reader, it looks essentially the same
except you don't have the Edit button, all right?
| | 06:43 | But in Reader users will open up in
layout by default, and they will have
| | 06:46 | Layout and File View too.
| | 06:48 | They will be able to search.
| | 06:49 | They will be able to print.
| | 06:51 | So it's a very nice, slick way to
include a bunch of different files in one PDF.
| | Collapse this transcript |
| Creating portfolios| 00:00 | It's very often the case that you need
to send more than one PDF to somebody;
| | 00:04 | you need to send a few, or you need to
send a collection of various documents
| | 00:08 | all related to the same event or a
situation or maybe all the files that you want
| | 00:12 | send to perspective client or to a new employee.
| | 00:15 | There's a number ways to do that with Acrobat.
| | 00:17 | Probably one of most common ways is to
send one PDF with a bunch of attachments.
| | 00:23 | But a much more elegant way is to
actually create a portfolio in Acrobat, and
| | 00:27 | that's been around since version 9.
| | 00:29 | Portfolio doesn't have anything to
do with like a photography portfolio.
| | 00:33 | They're actually the name for single
PDF that can include various other files
| | 00:38 | within it, kind of like a PDF wrapper,
and to the end recipient they just receive
| | 00:44 | one PDF that's attached to an e-mail.
| | 00:46 | They double-click it, and they
immediately have access to all the files inside.
| | 00:50 | They can preview them, or they
can open them. It's really cool.
| | 00:52 | It's very easy to create a portfolio.
| | 00:54 | Let's do that in this video.
| | 00:56 | You can see that right at the get-go
you can choose either to create a PDF or
| | 00:59 | create a PDF portfolio.
| | 01:01 | You can also choose, from the Create
menu > PDF Portfolio and if you watched my
| | 01:06 | video on combining files, you will
remember there is a radio button right there,
| | 01:10 | in case you change your mind.
| | 01:11 | I don't want to combine
everything into a single PDF.
| | 01:13 | Let's just grab it all in a
collection, like a portfolio.
| | 01:16 | I'll click Cancel there.
| | 01:18 | I'm just going to create a
PDF portfolio right here.
| | 01:21 | When you do so, it's a very simple wizard.
| | 01:24 | It just wants to know two things: one,
what layout you want to use, and two, which
| | 01:28 | files you want to include.
| | 01:29 | And then best part is that
you don't have to know for sure.
| | 01:32 | You can just choose one, and then
once the portfolio is created, you can go
| | 01:36 | ahead and change your layout,
add different files, and so on.
| | 01:40 | So we'll look at all these different
layouts in a bit. Right now, let's just
| | 01:43 | choose Grid, and then we are going to
click Add Files, and I have a bunch of
| | 01:49 | files that we can use.
| | 01:52 | I'm just going to select. Let's see.
| | 01:54 | Let's get the employee handbook,
and I'm holding down the
| | 01:58 | Ctrl key to select multiple files:
| | 02:01 | an Excel file, a brochure and one
more PDF, this one. I'll click Open.
| | 02:10 | Acrobat puts them all together and shows
you what it's going to look like in the
| | 02:14 | layout that you chose.
| | 02:15 | In this case, we chose Grid.
| | 02:17 | So essentially, a portfolio
contains previews of all the files that are
| | 02:21 | contained in the portfolio down
here, but it's still one simple PDF.
| | 02:26 | Portfolio2.pdf is the temporary file
name I gave it. And then you can go ahead
| | 02:30 | and customize it with different layouts,
different themes, and color palettes,
| | 02:35 | backgrounds, you can add content and
folders, you can add a banner at the very
| | 02:40 | top with your logo, with some type.
| | 02:43 | We're going to be looking
at all that in this chapter.
| | 02:45 | But for now, let's take a look at the
different portfolio layouts and themes.
| | 02:50 | This is the Grid layout.
| | 02:51 | There's also a Click-Through layout.
| | 02:53 | It's kind of like a little light table
where you have a strip at the bottom,
| | 03:01 | showing you small previews.
| | 03:02 | So you select one of these, and
| | 03:04 | you see a larger preview here.
Or you can use the right or left arrows to
| | 03:09 | go, to cycle through.
| | 03:11 | We have Freeform layout, which is kind
of like a whole bunch of photographs
| | 03:15 | spread out on a desk.
| | 03:17 | You can drag them around
and move them in different positions,
| | 03:23 | however you'd like. And so like if you
want to add another file, I'll click Add
| | 03:26 | File, let's go ahead and add--
I don't think we have NDA yet.
| | 03:29 | We just added it right there, and so on.
I'd rather have that right down here and
| | 03:35 | then put that one over here, and so on.
| | 03:37 | Grid, we saw. Linear and Wave are kind
of the same in that it shows you know a
| | 03:43 | PDF coming in and then the old ones
going out. And this one, it has a strip at
| | 03:48 | the bottom for Linear. And what's also
interesting about Linear is that you can
| | 03:51 | put a little bit of descriptive text--
| | 03:54 | it's optional--for each one of the files
that are inside the portfolio. And Wave,
| | 04:05 | Wave is very modern. And as you select files,
the ones that you just looked at appears
| | 04:11 | to have like fading off in the distance,
and you can see the ones coming in like
| | 04:15 | a wave, or you can just click
down here and they move. Kind of fun.
| | 04:20 | After you choose a layout--let's try
the Click-Through, I kind of like that
| | 04:27 | one--you can choose a different visual theme.
| | 04:33 | These are the same visual themes
that you can apply to different layouts.
| | 04:36 | So you can bounce back and forth.
Like, for example, if we looked at the Spring
| | 04:40 | visual theme, with the Click-Through
layout, you could also look at the Spring
| | 04:44 | visual theme with the Grid
layout. It didn't remember it.
| | 04:52 | Let's come back here to
the Spring. There we go.
| | 04:58 | We also have the Modern visual theme.
| | 05:02 | I'm going to go back to Click-Through,
and then we'll try the last to see, and
| | 05:10 | the Translucent visual theme.
| | 05:12 | You can import custom themes and custom layouts.
| | 05:15 | These things can be created in Flex and
Illustrator, so Adobe assumes that there
| | 05:20 | are going to be lots of people who are
creating these and offering them for free
| | 05:23 | downloads or for sale, which I'm looking
forward to. But in the meantime, these
| | 05:27 | are really nice to start working with.
| | 05:29 | In addition to layouts and themes, you
can also choose different color palettes.
| | 05:33 | So this is the current talent, but
you can choose a different one, to give a
| | 05:36 | slightly different look and tone to your
portfolio. And you can even create your
| | 05:42 | own palettes down here.
| | 05:44 | So once you've selected a color palette,
a visual theme, and a layout, and you've
| | 05:49 | added all the files that you want to
add then your portfolio is basically done.
| | 05:53 | Of course, you can customize it, which I'll be
talking about in another video in this chapter.
| | 05:57 | You can add a header, with
your company name and artwork.
| | 06:00 | You can add a background picture.
| | 06:01 | You can add details about each file.
But essentially, all you need to do is
| | 06:05 | choose a layout, add your files,
change your theme, or color palettes, if you'd
| | 06:11 | like, and that's about it.
| | 06:12 | So we'll just go ahead and
save this, Save Portfolio.
| | 06:16 | I'll save it on the Desktop as,
| | 06:18 | we will call it Employee packet, and
then we can go ahead and send it out.
| | Collapse this transcript |
| Customizing portfolios| 00:00 | So, we are looking at a very simple portfolio.
| | 00:03 | There are just three files here, and
it's using one of the default layouts and
| | 00:07 | themes, and it definitely does the job.
| | 00:10 | It includes three different files in
one PDF, so it's doing the basics, but
| | 00:14 | there's so much more that you can do
with a portfolio than what we see here.
| | 00:18 | So when you open a portfolio, if you
want to customize it, all you need to do is
| | 00:22 | click the Edit button at the very top.
| | 00:24 | Let's talk about a few different ways
that you might want to customize this.
| | 00:30 | One thing that you might want to do
would be to add some sort of background
| | 00:34 | picture or text to the header or to the body.
| | 00:38 | If I click in the Header, then you'll
see a new panel appears at the bottom
| | 00:43 | called Header Properties. And if
you have a template, you can use that.
| | 00:48 | You can see there is a bunch of
templates that can choose from. So if I said,
| | 00:52 | for example, Text and Image, it puts a
little frame here to add your own text
| | 00:57 | and then another little frame to add an image.
| | 00:59 | Or I could say None, and instead add
my own. So I could click Add Text, and it
| | 01:04 | creates a frame on its own that I
could drag around wherever I'd like.
| | 01:08 | So maybe I'll just go ahead and add
some text, and I'll call this New Employee
| | 01:14 | Packet, and I can select that text,
and you can see down here under Textfield
| | 01:19 | Properties, I can choose
any one of these typefaces--
| | 01:23 | let's try Tahoma--and then you
can choose to embed the typeface.
| | 01:31 | A little information button will
tell you that if you choose to embed a
| | 01:35 | typeface that means that everybody who gets
this portfolio will see it in that actual typeface.
| | 01:40 | Otherwise, if the typeface itself is
not that important to you, you can choose
| | 01:43 | not to embed it, which will
reduce the file size a bit.
| | 01:47 | I think it's a little small, so I am
going to increase the type size to 18,
| | 01:51 | maybe make it bold. If you don't have a
bold version of the font then it won't
| | 01:56 | make it bold, but we do
have a bold version of Tahoma.
| | 01:59 | And you can change the color as well,
just by clicking this little color square.
| | 02:02 | So maybe I will make it this red color.
| | 02:05 | As you're working and modifying and
customizing your portfolio, you can always
| | 02:10 | click the Preview button to get an
idea of what it's going to look like,
| | 02:13 | because while you're editing
sometimes it doesn't give you true preview.
| | 02:16 | Like you can see that we got rid
of the little outline around here.
| | 02:19 | So I am going to go back here
and maybe I think, "You know what?
| | 02:22 | I think I'll move it closer."
| | 02:25 | So again, to get back to Header
Properties, you have to keep remembering to click
| | 02:28 | in Header. Then you can
change the background color.
| | 02:33 | So right now, it is a
solid fill of a certain color.
| | 02:37 | Let's try a linear gradient or radial gradient.
| | 02:41 | I like linear gradient, and then you
can choose different colors to be in the
| | 02:46 | linear gradient and then the gradient intensity.
| | 02:50 | So from very light--and that sort of
reverses the gradient--to darker kind of like
| | 02:56 | that kind of looks interesting.
| | 02:59 | Different layouts will allow you to
do different things to the layout.
| | 03:02 | Now something else you might want to
do would be to add a background image.
| | 03:06 | Now to add a background image, you want
to look for the Background panel, and
| | 03:10 | it's kind of buried here.
If you noticed, there was a scrollbar.
| | 03:13 | So you can scroll all the way down.
Right underneath color palettes, we have background.
| | 03:18 | Right now, the background is using a
linear gradient of this blue color.
| | 03:21 | You can choose a different color,
like let's try that green one I just had.
| | 03:26 | That's kind of interesting. Maybe that's
little too much, reminiscent of a baby puke.
| | 03:32 | Let's try that one. No. We will stay with this.
| | 03:36 | That one is kind of cool. I like that.
| | 03:38 | Or you can choose a solid fill or a
radial gradient, and you can reduce and
| | 03:43 | increase the intensity.
| | 03:47 | You can also choose an image.
| | 03:49 | So if we say Choose New then it
prompts you to select an image to use, and it
| | 03:55 | uses the usual PNG, JPEG, or bitmap.
| | 04:00 | So I have a folder called artwork.
| | 04:02 | Let's try the oil press, and that's pretty big.
| | 04:08 | It takes up the whole thing.
| | 04:09 | But down here under background image,
you can say under Image Scale > Actual Size.
| | 04:14 | You could say Show All so that it
scales it to fit, and then you can reduce the
| | 04:20 | opacity, because that's a
little overwhelming I think.
| | 04:22 | But just to give like a whisper
of what your company is about,
| | 04:27 | you can reduce the opacity;
| | 04:28 | you can even increase the blur too,
so they are not too distracted by it.
| | 04:31 | It's kind of interesting looking.
| | 04:34 | Again, keep going back to Preview.
| | 04:37 | So I don't like how that looks.
| | 04:38 | I think that that type should be white.
| | 04:40 | So I am going to come back here.
| | 04:41 | I am going to select this type.
| | 04:44 | You need to select the type in order to
change the color, and we will choose white.
| | 04:49 | Let's see that.
| | 04:52 | There, that looks better.
| | 04:53 | You can add an image up here as well.
| | 04:55 | You can continue playing around with this.
| | 04:57 | You can see how it can really take up
a whole morning just to get the most
| | 05:00 | beautiful look that you want.
| | 05:02 | But let's talk about going on and
customizing the file information themselves.
| | 05:06 | If you click on Details, then you see
the list of files, and here is where you
| | 05:11 | can enter things like a description.
| | 05:12 | So for employee handbook, I will say,
"This PDF should be read by each
| | 05:20 | new employee within the first two weeks,"
okay, and maybe Two Tree Sales Presentation.
| | 05:29 | I can say, "You can use this on sales calls."
| | 05:34 | Other things, you can add additional
columns to display here to add more
| | 05:38 | information like, for example, Tags.
| | 05:40 | If you think a lot of people will be
searching through this collection of files,
| | 05:45 | you can add tags to file so that even
though say, for example, you can't search
| | 05:49 | inside of Photoshop image that
you might include in a portfolio,
| | 05:52 | you can apply a tag to that Photoshop
image and searching will apply to the
| | 05:56 | tags as well. So you could say, this
Photoshop image belongs with marketing, for example.
| | 06:01 | A problem is that, depending on your
screen resolution, just because you add the
| | 06:05 | column doesn't mean you are going to show.
| | 06:07 | However, you can always resize the
columns just by dragging the dividers between
| | 06:12 | them, so there is Tags.
| | 06:16 | So for handbook, we might say
"employee, guide, information,"
| | 06:22 | and then brochure we can just use the tags.
| | 06:25 | So these are kind of like keywords.
| | 06:29 | You apply the same keyword of things
that you think people will be searching
| | 06:32 | for to multiple items.
| | 06:34 | You can also add additional columns,
and you can change the sort order of these
| | 06:38 | files simply by dragging and dropping.
| | 06:40 | So if you wanted the presentation to be
the first thing in the portfolio, you can
| | 06:44 | just drag this up, and the
presentation becomes the first.
| | 06:49 | So if you look at layout as well, the
presentation is the first element in the portfolio.
| | 06:57 | So starting out with a basic
portfolio using one of the built-in layouts,
| | 07:02 | and themes is great.
| | 07:03 | But why not take advantage of all
the other ways that you can use to
| | 07:06 | customize your portfolios,
| | 07:08 | by adding branding information to the
layout, such as header information and
| | 07:13 | background pictures and your logo and
so on, and also information to each of
| | 07:17 | the individual files to make it
easier for your end users to locate the
| | 07:21 | information they want.
| | Collapse this transcript |
| Optimizing backward compatibility| 00:00 | So PDF portfolios are
wonderful. They are lovely.
| | 00:04 | There is one gripe that I have with
them now, and that is their compatibility
| | 00:09 | with other versions.
| | 00:10 | If you create a PDF portfolio in
version 10, as I've done here, it looks
| | 00:16 | fantastic in Reader 10.
| | 00:18 | So if you can be assured that everybody
else is using Reader 10, you have no problems.
| | 00:22 | But there will be some glitches if you
send this out and you don't know which
| | 00:26 | version of Reader or
Acrobat your recipients will have.
| | 00:29 | For example, if this PDF is opened in
Reader or Acrobat version 9--I took a
| | 00:37 | screenshot of it being open in
Macintosh, though it makes no difference if
| | 00:41 | it's Mac or Windows.
| | 00:42 | I wish I could show it to you right
here what it would look like in Reader 9
| | 00:45 | and Reader 8, but you can't install
more than one version of Reader and Acrobat
| | 00:49 | on Windows at least.
| | 00:50 | I took a screenshot and then I
saved it as a PDF. So let's go to it.
| | 00:55 | You get this little alert, not this huge, okay.
| | 00:58 | But this alert appears on top of the
portfolio when it's opened in version 9.
| | 01:03 | The person can just click OK, and then
they'll be returned to their portfolio
| | 01:07 | and the can go ahead and flip through it.
| | 01:09 | Some aspects of the design might not
make it through, only because in version 10
| | 01:14 | they use a different version of flex,
to create those layouts and things, than
| | 01:19 | they do in previous versions.
| | 01:20 | The good news is that in Acrobat
and Reader 11 and 12 and so on, those
| | 01:25 | themes and layouts should make the
version switch without a problem.
| | 01:30 | That was a big change they did from
version 9 version to version 10 was they
| | 01:33 | sort of broke apart what they called the
user interface from the underlying engine
| | 01:36 | that makes the themes and the layouts.
| | 01:39 | So they are more independent in
version 10. It just means still though, in
| | 01:43 | version 9 this is what's going to
happen. And it's somewhat worse in version
| | 01:47 | 8. If you open up a portfolio in Reader or
Acrobat 8, this is a screenshot of the entire window.
| | 01:56 | Now the files are still intact, and
because Reader and Acrobat 8 had no
| | 02:03 | conception of what a portfolio was,
| | 02:05 | they can't show you the portfolio.
| | 02:08 | Instead, they use the closest thing to
it that was available in version 8, which
| | 02:11 | is called a Package.
| | 02:13 | It's still one PDF, TwoTrees_portfolio.pdf, but
all the files are included in this list here.
| | 02:19 | In addition, they get the big alert
that says, "Hey, you're probably using the
| | 02:23 | wrong version," and then also you get
this, what I consider to be this horrible,
| | 02:27 | huge page that says, "For the best
experience you should upgrade to Acrobat X or
| | 02:33 | Adobe Reader X," with the link there.
| | 02:35 | In my experience when I've sent out a
portfolio to people who open it up in
| | 02:39 | Reader or Acrobat 8 or
earlier and they see this,
| | 02:42 | they think that they have
to install something later.
| | 02:44 | They often don't even see this stuff
up here, and then they get all nervous
| | 02:48 | about it. And plus, you know not
everybody is comfortable with installing
| | 02:50 | Reader, especially if they've never needed
to install an upgrade for anything else.
| | 02:55 | So if this is open in Reader or Acrobat 7,
because I don't have that installed, I
| | 03:01 | can show you how it degrades to--gracefully--
| | 03:05 | it degrades to one PDF with attachments.
| | 03:08 | However, they don't see this file.
| | 03:11 | They see that very large warning,
that red and white cover page.
| | 03:15 | But you can't select which file that's
included in your PDF portfolio should be
| | 03:21 | the default home or cover page in
earlier versions of Reader or Acrobat.
| | 03:26 | The files still exist, and
they can still open those files.
| | 03:30 | So here is my suggestion for making
the PDF portfolios that you create in
| | 03:34 | Acrobat X a little friendlier to older versions.
| | 03:37 | Let's go back to the actual portfolio.
| | 03:42 | To me, the problem is that red
and white page, this thing here.
| | 03:47 | This is called the Cover page.
| | 03:49 | I would like there to be a different
page that appears by default if somebody
| | 03:53 | opens it in an older version.
| | 03:55 | So what you need to do is create
another PDF, a cover page for yourself.
| | 04:00 | If you want to match the size,
that's fine. It's immaterial.
| | 04:03 | I've already done that, and
I've created a cover page.
| | 04:06 | I will go ahead and open it.
| | 04:07 | So it's just a little page--
| | 04:11 | let me zoom out a bit--
| | 04:13 | with our logo for Two Trees, and it
says, "Hey, all the files that you need to
| | 04:17 | read are in this PDF."
| | 04:19 | Double-click the ones from the list of
attached files, so they're either going
| | 04:23 | to appear in a package at the top or in
the list of attached files in the left.
| | 04:26 | I add a paragraph about, hey, if you
want to go ahead and upgrade to Reader
| | 04:30 | or Acrobat X, you will be able to see
this file as designed, and assuming that
| | 04:33 | this is a new employee packet, so they can
all contact their IT helpdesk for assistance.
| | 04:38 | But you know, if the person doesn't
have to, this reassures them that you
| | 04:41 | don't have to install any kind of
software; all the files that are in this PDF
| | 04:44 | are exactly the same.
| | 04:46 | So feel free to contact me with any question.
| | 04:47 | So that's my new cover page.
| | 04:49 | So what you do with your
portfolio is you go to this buried view,
| | 04:57 | go down to View > Portfolio, where
you can actually see the cover sheet.
| | 05:03 | And then you want to replace this
cover sheet with the one that you created.
| | 05:06 | Do you remember how to replace a page?
| | 05:10 | Yes, that's right, you choose Replace.
| | 05:10 | I want to up my little Page Thumbnail panel.
Right-click here. Choose Replace Pages.
| | 05:15 | I am going to find my cover page. Click Select.
| | 05:19 | Replace pages 1 To 1
with this page. Yes, please.
| | 05:23 | Are you sure?
Yes, please. And that's all.
| | 05:25 | So I can close this cover sheet, and
now I know that when somebody with an
| | 05:31 | earlier version, say Acrobat or
Reader 8 or prior, opens up this portfolio
| | 05:37 | they, will see that much more
friendly cover page, along with the list of
| | 05:40 | attached files.
| | Collapse this transcript |
|
|
9. Getting Started with FormsCreating an interactive form| 00:00 | So we are looking at a very common
form here in the United States that I
| | 00:04 | downloaded this morning from the
Internal Revenue Service web site, irs.gov.
| | 00:10 | It's the form that all freelancers in
the US need to fill out and give to their
| | 00:13 | clients for tax reporting
purposes, called the W-9 form.
| | 00:18 | Whether you have ever filled this out or
any other kind of form, you know that if
| | 00:22 | you have it digitally, it's much easier
to fill out if it has been converted to
| | 00:27 | an interactive form. And it's very
cool that many of the IRS forms that you
| | 00:31 | download as PDFs from their
web site are interactive forms.
| | 00:35 | I have it all here opened up in Reader.
| | 00:37 | You cannot tell that there are
interactive field too until you click Highlight
| | 00:41 | Existing Fields, and now you can see them.
| | 00:44 | So instead of me having to actually
print it out--heaven forbid--and fill it out
| | 00:48 | with my own hand, manually, with a pen,
and fax it, or scan it back, all I need to
| | 00:54 | do is click inside here and start
typing my name, and then I can just press the
| | 00:59 | Tab key to jump to the next field, and so on.
| | 01:02 | The check boxes work as well.
This field, if I tried typing in letters, I get a
| | 01:08 | little bing, because it won't let you.
| | 01:10 | It only wants numbers, and so on.
| | 01:12 | These kind of forms are all created in
Adobe Acrobat, and that's what I'm going
| | 01:15 | to be covering in this chapter.
| | 01:17 | Let's jump over to Acrobat,
where I have a document open
| | 01:21 | that is not an interactive form, but
we are going to turn it into a form.
| | 01:25 | And the very nice thing about this
is that since Acrobat 9 there's been a
| | 01:30 | form wizard built in.
| | 01:31 | Basically, if you create a form in
say Word, or InDesign, like this one was
| | 01:36 | done, and then you convert that to a PDF,
you can run a little wizard that will
| | 01:40 | automatically detect where the
fields should go and add them.
| | 01:44 | You can also create your own form
manually by dragging out fields, and we will
| | 01:48 | cover both approaches in this chapter.
| | 01:50 | Right now, let's look at the Form Wizard.
| | 01:52 | That's underneath the Tools panel.
| | 01:54 | You go down to Forms. And if there
were any fields in here, you could see them
| | 02:00 | if you clicked Highlight Existing
Fields, and there are no fields so you are
| | 02:03 | not seeing anything.
| | 02:04 | So what we want to do is create a form.
| | 02:07 | Now there is no like Convert to Form here.
What you want to do is choose Create,
| | 02:12 | and it asks you, "Should I
use the current document,
| | 02:14 | or is there another document
that you want me to browse to?
| | 02:17 | Or do you want to start by hooking up a
scanner, and you have a paper form, and
| | 02:22 | it's going to scan it and then OCR it,"
which is recognizing the text, converting
| | 02:26 | the scan to editable text and then
from there it's going to convert it to a
| | 02:30 | form, which is a really slick workflow.
| | 02:31 | But right now we just want
to use the current document.
| | 02:34 | I am going to click Next, and
this is the current document.
| | 02:38 | We are now in Form Editing mode, so
it switched us to a different, but you
| | 02:41 | can also do it manually.
| | 02:43 | To access more Acrobat tools, choose
Close Form Editing in the right-hand pane.
| | 02:48 | So notice that we don't have the
Tools and the Comments anymore.
| | 02:51 | We are in Form Editing mode,
a special kind of mode.
| | 02:54 | It just reports that yes, I
searched through this document--
| | 02:57 | it doesn't have to be just one page,
it could be multiple pages--and it has
| | 03:01 | automatically detected the form fields for us.
| | 03:03 | Okay, let's see what it did.
| | 03:05 | So here we are still in Form Editing
mode, and what it did was it added a form
| | 03:10 | field on those underlines, right next
to the labels, and then it gave those
| | 03:15 | fields the same name as the label.
| | 03:18 | So I'm going to preview this and turn
off the highlighting of existing fields to
| | 03:24 | give you a couple tips about
designing these documents in the first place.
| | 03:28 | When you are creating this in Word
or InDesign or whatever program you're
| | 03:31 | using to create your form, you want to
put the label next to an underline.
| | 03:36 | Keep it close but keep it separated by a good
amount from the previous label with an underline.
| | 03:42 | You can also put the label underneath
the underline, and then it will pick
| | 03:45 | that up automatically.
| | 03:47 | But don't let the label touch the
underline; otherwise it will get confused.
| | 03:51 | If you do something like if we put
first name on top of the underscore here, it
| | 03:55 | would not be able to recognize the field.
| | 03:58 | There are other rules, like, for example,
if you're doing check boxes or radio
| | 04:01 | buttons, to stack them right on top of
each other. And if they belong to certain
| | 04:05 | category, like interests or T-shirt, to
put that label of the category on top.
| | 04:09 | We are going to be looking at each kind
of form field in detail in another video.
| | 04:15 | But these rules will make it a lot
easier for Acrobat to detect where the form
| | 04:19 | fields should be and what kind
of form field they should be.
| | 04:22 | There are more guidelines that are
very helpful on this web site that I've
| | 04:26 | called up on acrobatusers.com.
| | 04:29 | It was written for Acrobat 9,
but it also covers Acrobat 10.
| | 04:33 | Notice that toward the bottom it's got
a nice little chart of like the best way
| | 04:37 | to lay these things out,
| | 04:39 | not just for text fields but also
for check boxes, radio buttons, digital
| | 04:44 | signatures, credit card fields if you
are working with a table, and so on.
| | 04:49 | So you will see the URL to
get to here on your screen.
| | 04:53 | Let's go back to Acrobat, and we are
going to go back to Edit mode. So you go
| | 04:57 | to Preview to see what we just saw and then
back to Edit mode to continue editing the form.
| | 05:04 | On the right-hand side, it shows you
the names of all of the fields that it
| | 05:07 | picked up and then with a little icon
that indicates the kind of field it is.
| | 05:11 | This is a text field. These are check boxes.
| | 05:13 | This is a radio button. And it knows
that for a radio button that these are all
| | 05:17 | choices for a T-shirt of
medium, large, or extra-large.
| | 05:23 | Let's say that you wanted
to edit something in a field.
| | 05:25 | You could just double-click it and
go ahead and enter information in the
| | 05:30 | Textfield Properties.
| | 05:31 | Like, for example, instead of the name I
am bringing, I would rather the name of
| | 05:35 | this field be Guests.
| | 05:37 | You can also add a
tooltip for any of these fields.
| | 05:40 | So, in this one, instead of saying "I am
bringing," when the cursor is over this
| | 05:46 | field, I want to say, "Enter the number
one or two if you are bringing guests."
| | 05:57 | There are other kinds of things that you
can change for each one of these fields
| | 06:00 | that we will be going into a
little bit of detail in other videos.
| | 06:03 | But basically that's the workflow, is
that you create the form in an authoring
| | 06:08 | application, you convert it to a PDF by
exporting to PDF or choosing Create PDF
| | 06:13 | from file here in Acrobat,
| | 06:14 | then you choose Create Form, and let it
run through its little form recognition
| | 06:19 | thing, and then you go ahead and
edit these fields as necessary.
| | 06:23 | When you're done, just click the Close
Form Editing button over here on the
| | 06:27 | right, under Tasks, and there you go.
| | 06:30 | You now have a form that you can
go ahead and send out to people.
| | 06:32 | Let's turn on the Highlight
Existing Fields, so we can double-check.
| | 06:36 | When you're done, you end up with a
form that is interactive and ready to
| | 06:40 | send out to people.
| | Collapse this transcript |
| Working with form fields| 00:00 | Here is a simple, interactive form
that we created in a previous video,
| | 00:04 | an invitation to Oilfest. And this was
created by creating the document itself in
| | 00:09 | a different program, converting that to
PDF, and then letting Acrobat's Automatic
| | 00:14 | Form Recognition Field engine take over, and it
has turned this into bunch of different fields:
| | 00:19 | text insertion fields and also
check boxes and radio buttons.
| | 00:23 | But I'll tell you that most of the
time you're going to have to do further
| | 00:27 | editing on top of Acrobat's own automatic stuff.
| | 00:30 | For example, here in the Department
field, I can click in here and type the
| | 00:34 | name of my department, but what if I
prefer that the people are filling this
| | 00:37 | out choose the name of their department from a
list of six departments that I am going to offer.
| | 00:42 | Well there is no way for the Form
Recognition engine to figure out what's
| | 00:47 | supposed to be a dropdown menu, especially
if you don't have them all listed here.
| | 00:50 | So even just that one example is an
example of why you'd need to edit a form.
| | 00:55 | So what I want to do is go through,
briefly, each of the eight different kinds of
| | 01:00 | form fields that you might add to a form,
or edit in one that Acrobat created for you.
| | 01:04 | So to edit a form, you want to go to
the Tools panel, go down to Forms and
| | 01:10 | click Edit. And by the way, you can get right
into the Edit Form mode for any kind of PDF.
| | 01:16 | It doesn't have to be an existing
interactive form. Just click Edit, and if
| | 01:20 | you get an offer to convert it automatically,
you can just click No, and you'll stay in Edit mode.
| | 01:25 | So once you're in Editing Form mode, you
can see the eight fields across the top here.
| | 01:30 | They are also in a dropdown menu here.
| | 01:34 | Again, to preview what the form is
going to look like without leaving Form Edit
| | 01:37 | mode, just click the Preview button, and
then click the Edit button to go back to
| | 01:42 | editing your form. When you're
done, click Close Form Editing.
| | 01:46 | So let's say that I don't want this to
be a text field, so I am going to select
| | 01:50 | this field, right-click, and choose Delete.
| | 01:53 | Instead, I wanted to have a dropdown menu.
| | 01:55 | So I will select this tool up here,
which is the dropdown menu, and drag across.
| | 02:02 | Let's create my own field. Give it a name.
| | 02:05 | I will call this Department and then go
to Properties and fill in all the items
| | 02:12 | in the list that I want, all
the different departments.
| | 02:15 | I will be talking about properties of
different field types in the next video.
| | 02:18 | But I made a little cheat sheet for
you, to show you the different kinds of
| | 02:22 | fields, all these eight
fields, and what they are for.
| | 02:26 | I have that open already, but I can't
get to it because I'm in Form Editing mode,
| | 02:30 | which is a little quirk of
Acrobat that drives me crazy.
| | 02:33 | If you want to switch to a different
document, you have to close Form Editing,
| | 02:37 | and now I can go back there.
| | 02:39 | So I choose the exploring form fields
in Acrobat X, and if you have the exercise
| | 02:44 | files, this document is sitting in that chapter.
| | 02:47 | The first kind of field
that we have is the text field--
| | 02:50 | let me get back into Form Editing
mode, so we can see them onscreen.
| | 02:54 | This is the kind that Acrobat adds most often
next to any kind of label with a line next to it.
| | 03:00 | This field is the kind that you see
most often any form, where you just click
| | 03:03 | inside and start typing. And you
can have multiple lines of type,
| | 03:06 | you can choose to have a scrollbar appear;
| | 03:08 | it's a very flexible kind of field.
| | 03:10 | Then you also have two kinds of
fields that present you a with a list of
| | 03:14 | pre-selected choices, and one of them is
called the list box, and the other one
| | 03:18 | is Dropdown. And up here in the Tools
panel, this of the list box one and the one
| | 03:24 | to the right next to it is the Dropdown list.
| | 03:27 | You'll see them over here
again as List Box and Dropdown.
| | 03:31 | See the cute little dropdown?
| | 03:34 | So if we go to Preview, you can
sort of see how these would work.
| | 03:38 | Somebody is in the list box, and it says like,
"Choose your favorite things." So they say, "Oh!
| | 03:43 | I love whiskers on kittens."
| | 03:44 | Well you can allow people, in Properties,
to just choose more than one thing, and
| | 03:48 | if so, you would say, in the instructions,
hold down the Command or Ctrl key and
| | 03:53 | to select additional items.
| | 03:54 | So I just did so to select these two things.
| | 03:57 | In a dropdown menu, like what we're
talking about for our departments, you would
| | 04:01 | enter in the Field Properties a list
of the options, and choose which one
| | 04:05 | appears by default.
| | 04:06 | Then the users would see this, and then
they can select the one that they want.
| | 04:10 | And again, you can offer them the
opportunity--if you set this up properly in
| | 04:14 | Properties--to select more than one
item, or even to enter their own item.
| | 04:19 | If we go back to Edit mode, we can
take a peek at how this is set up.
| | 04:24 | So I double-click on the Dropdown
Edit mode, and you see that it's called
| | 04:27 | Raindrops on Roses is the first one it
should appear in it, and then these are
| | 04:33 | all the other choices.
| | 04:34 | I will close out of that.
| | 04:35 | Then we have--I'm going to scroll
down--check box and radio buttons.
| | 04:40 | The main difference between
check box and radio buttons are
| | 04:43 | if you aren't presenting the recipient
with a list of choices and they can make
| | 04:47 | choose more than one item from a
certain category--like, for example, interests
| | 04:52 | at this event--then you want to
give them a series of check boxes.
| | 04:55 | On the other hand, if they have to
make one choice in a list of options for a
| | 05:00 | certain category--and only one choice--
then you want to give them radio buttons.
| | 05:04 | Let's see how that looks.
| | 05:06 | I will switch back to Preview. So for
check box, I could say, I'm interested in
| | 05:10 | brining and grading.
| | 05:12 | So please sign me up for those seminars.
| | 05:15 | But for my T-shirt size, I am definitely
a large. Oh wait, I think I'd like to get
| | 05:19 | a medium for my daughter
too. Oh no, you can't. See?
| | 05:23 | All the other ones become
deselected as soon as you select one.
| | 05:25 | We will go back to Edit mode.
Then we have a button and bar code, all right.
| | 05:32 | So up here, this is the button where it
says "OK," and the bar code is over here.
| | 05:38 | You may remember talking about the
button field in the chapter on using
| | 05:43 | multimedia, because a button can be
used to do things like start and stop
| | 05:46 | movies, things like that.
| | 05:48 | Well, buttons are also used in forms,
such as submit data or clear data or send
| | 05:53 | something or import something.
| | 05:56 | So a button is another frequently
accessed field in interactive forms.
| | 06:01 | Bar codes are used with third-party
software that allows you to treat a bar
| | 06:05 | code field that automatically pulls in
or exports information to a database.
| | 06:10 | And finally, we have the digital signature field,
which is this field up here with the X next to it.
| | 06:16 | The digital signature field I've
talked about in a few videos. This allows
| | 06:20 | you to indicate where the recipient
should click inside to add their own
| | 06:24 | digital signature--an the actual
digital signature; not something they would
| | 06:28 | print out and write out themselves; something
that gets created within Adobe Acrobat or Reader.
| | 06:33 | So those are the eight different
kinds of fields that you can create and
| | 06:37 | manipulate and modify in Adobe Acrobat.
| | Collapse this transcript |
| Editing field properties| 00:00 | Every field type in an interactive form in
Adobe Acrobat has its own set of properties.
| | 00:06 | Now I want to give a quick tour of the
different kind of properties that you
| | 00:08 | might want to manipulate
for each of these field types.
| | 00:11 | So to do so, we need to go into Edit Form mode.
| | 00:16 | I'll open up Forms and then click Edit.
| | 00:19 | To see a field's property, simply double-
click it, and it will open up into a window.
| | 00:24 | Now, let's look at the General tab.
| | 00:26 | This is common to all the
different kinds of field types.
| | 00:29 | What is the name of the
field, and what is the tooltip?
| | 00:32 | So a tooltip is what appears when the
user puts their cursor over that field,
| | 00:36 | and it's great for providing instructions.
| | 00:39 | You can put as much
information as you like in the tooltip.
| | 00:42 | So instead of just saying Last Name,
which is a duplicate of the name of the
| | 00:46 | field itself--that's what Acrobat
will do automatically when it does its
| | 00:49 | automatic form field recognition--
| | 00:51 | you might want to say something like
"Please enter your last name," so you put
| | 00:57 | in useful tooltips.
| | 00:59 | Also under General, is the common property,
like, for example, is this form field
| | 01:03 | visible or not. Or maybe it's
visible, but it doesn't print.
| | 01:08 | And down here, under Common Properties,
you choose whether or not this form field
| | 01:12 | is visible, not just onscreen, but
perhaps it's visible while you're looking at
| | 01:17 | it, but doesn't appear on printouts.
| | 01:20 | To the right of that is a read-only check box.
| | 01:23 | You might want to create a field
that's read-only if you want to put
| | 01:26 | information in a form
field that users can't change.
| | 01:30 | However, because it's in a form field
that means it's still when you export the
| | 01:33 | form data that will appear in your database.
| | 01:36 | One that is important to pay attention
to is Required. By default, no field is
| | 01:41 | required, but if you turn on Required, and
that means a person cannot submit the form--
| | 01:47 | click the Submit button in the form--
unless they have filled out that field.
| | 01:51 | So if it's critical that somebody
enters information in a certain field, make
| | 01:55 | sure that you turn on Required.
And they will get a little alert that says,
| | 01:58 | "Sorry, you can't submit this form
unless you fill in such-and-such a field."
| | 02:03 | Under Appearance, this is the
appearance of the field itself.
| | 02:06 | Like, for example, if you don't want
any border or fill color on it, then you
| | 02:11 | choose that: no color and no fill.
| | 02:14 | If there is a border color, you choose
the line thickness and style. Then what
| | 02:18 | size is the text that appears within the field?
| | 02:21 | Auto is kind of interesting, meaning
that usually the text appears at a certain
| | 02:26 | size to fit comfortably within the field,
| | 02:29 | but then as they add more data, like
a really long last name, the text will
| | 02:33 | automatically shrink to fit.
| | 02:36 | And that's usually what
I keep it at the default.
| | 02:39 | Then each different kind of
field has its own set of properties.
| | 02:42 | So, for example, for text field, you can
choose whether or not multiple lines to
| | 02:46 | be allowed, so that if multiple
lines of text are allowed then people can
| | 02:51 | continue writing when they get to the
end, and it'll automatically scroll.
| | 02:55 | In addition, you can say that there is a
limit of a certain number of characters.
| | 02:59 | You're can have people check spelling.
| | 03:01 | You can enter text to appear by
default, like you might say, "replace with your
| | 03:07 | last name." Something like that would
be kind of ridiculous.
| | 03:10 | But you can see where
that might have its utility.
| | 03:13 | Most of the fields have actions,
meaning that when somebody does something in
| | 03:18 | that field, then an action can occur.
| | 03:20 | We talked about working with actions
in a different video on this title.
| | 03:24 | You can choose a certain kind of format.
By default, anybody can type in anything
| | 03:28 | they like in this field.
| | 03:29 | But if you only want a number, or you
only want a date, or you only want a time,
| | 03:34 | and any other kind of input won't
be allowed, then choose that here.
| | 03:38 | If you want to validate--meaning that
if somebody submits the form then it
| | 03:43 | checks to make sure that it's a proper
e-mail address, or the age they enter is
| | 03:47 | within a certain range that kind
of thing--then turn on Validate.
| | 03:50 | Finally, you can also have Acrobat
create calculation fields, which is a little
| | 03:54 | bit more advanced, but
that's what the Calculate is for.
| | 03:57 | Let's close that and look at a
couple of other field properties.
| | 04:00 | I'm going to close Form Editing for
this document, and switch to the Exploring
| | 04:06 | Form Fields document that I've created earlier.
| | 04:08 | I'll go to Edit form, and then show
you that with list box, and also with
| | 04:14 | dropdown, you need to go to the Options
panel and list all the different kind of
| | 04:19 | options that should appear in
that list box or dropdown menu.
| | 04:23 | For a list box, you can choose whether or
not people can select more than one item.
| | 04:27 | And here under dropdown, under Options,
though people can only enter one item,
| | 04:35 | you can allow them to enter custom text.
| | 04:38 | So when they get to the dropdown field,
they'll be able to enter their own data,
| | 04:41 | or they can choose on that
you've already entered for them.
| | 04:47 | For check boxes and radio buttons--
let's double-click here really quick--under
| | 04:52 | Options, there are some good
instructions here about what it is that you are
| | 04:55 | supposed to be entering under General
and Options over here. But one that's very
| | 05:01 | interesting is here under Radio Button.
| | 05:04 | If you look at Options, it says,
"To create a set of mutually exclusive radio
| | 05:08 | buttons where only one can be selected
at a time, give the field the same name
| | 05:12 | but different button choices."
| | 05:14 | So that means that each one of these
fields and name is T-shirt, but in Options,
| | 05:20 | the button choice is
Medium or Large or Extra Large.
| | 05:23 | And that's how Acrobat knows that
only one of these can be selected.
| | 05:27 | So as you're working with
interactive forms, make sure to set the correct
| | 05:31 | properties for each one of your fields.
| | Collapse this transcript |
| Distributing and collecting forms| 00:00 | So we've finished creating
our form in Adobe Acrobat.
| | 00:03 | If I wanted to, I could just send off
this PDF via e-mail to people that I
| | 00:08 | wanted to fill out, and have them fill
it out and send it back to me, But there
| | 00:12 | is an easier way to do that in Acrobat,
and that is by distributing the form.
| | 00:16 | Let's take a look at how that's done.
| | 00:18 | In these Forms pane, under the Tools
section, as long as you are done editing
| | 00:23 | your form, you can click Distribute.
| | 00:26 | You're given three choices of how to
collect responses from your recipients.
| | 00:32 | You could automatically download and
organize responses with acrobat.com--
| | 00:36 | that's the free online service
that sort of ties into Adobe Acrobat.
| | 00:41 | You can have it manually collect
responses in your e-mail inbox, or you could
| | 00:45 | automatically collect
responses on your own internal server.
| | 00:48 | We're going to use the acrobat.com,
because it's kind of like the middle road
| | 00:52 |
that offers a nice bit of automation
without a whole lot of set up required.
| | 00:57 | Really, the only thing that's
required in that case is that you and your
| | 01:01 | respondents have an
acrobat.com account, which is free.
| | 01:04 | If they don't have an acrobat.com
account, when they get the e-mail from you
| | 01:08 | saying, "It's available for you to fill
out," they'll be prompted with a very
| | 01:12 | simple wizard-like thing to
create an acrobat.com account.
| | 01:15 | All they need is their e-mail
address and a password, and then they don't
| | 01:18 | even have to confirm.
| | 01:19 | From then on, they can just
go ahead and download the PDF.
| | 01:22 | Okay, acrobat.com lets you
distribute the form. Respondents can use Adobe
| | 01:27 | Acrobat or Reader to fill in the
form, and the responses are encrypted.
| | 01:31 | So if you're asking for something, say
like a credit card number, they don't
| | 01:34 | have to worry about that.
| | 01:35 | Acrobat stores all the responses on
your hard drive and notifies you via the
| | 01:39 | tracker about which recipients have responded,
and when they've responded. It's very cool.
| | 01:44 | Let's go ahead and follow this
wizard for distributing the acrobat.com.
| | 01:49 | It's authenticating my Adobe ID,
which I had already added to preferences.
| | 01:54 | In the video on important
preferences to set up earlier in this title, I
| | 01:58 | mentioned if you go to online services
and preferences, you can enter in your
| | 02:02 | acrobat.com ID because it's used in
various places throughout the program.
| | 02:07 | So I've already done that.
| | 02:08 | If I hadn't done that, it would have
brought me into a wizard that let me set up
| | 02:11 | my acrobat.com account on the fly.
| | 02:13 | Now what I need to do is add the e-mail
addresses of people that I want to send this to.
| | 02:18 | You could enter them by hand, you could
copy and paste them, or if you click the
| | 02:22 | To field, that will give you
access to your Address Book in Outlook.
| | 02:25 | Now you can see that it's got a canned
message and subject, but you can always
| | 02:29 | swipe over this and type in
something else if you would prefer.
| | 02:32 | But you can see that is basically just
inviting people to complete the form, that
| | 02:38 | they can use Acrobat or Reader, and
then they'll have a Submit button in that
| | 02:41 | form--even though we didn't create that.
| | 02:43 | It's part of the reason why
you'd want to use this method.
| | 02:45 | It's really great. And then they'll
have a link to the place where they
| | 02:49 | can download the PDF.
| | 02:50 | The Access Level is where Acrobat can
restrict who is able to download that PDF
| | 02:56 | from acrobat.com, either anybody who
knows the URL--like one of the recipients
| | 03:01 | could pass on the URL to somebody--
or just these specific recipients.
| | 03:05 | You can also have it collect the
recipient's name and e-mail addresses, which will
| | 03:09 | help us with tracking.
| | 03:10 | So let's just go ahead and click Send.
| | 03:13 | A little progress bar tells us that
it's prepping the file for distribution.
| | 03:18 | It's adding the extended features in Reader,
| | 03:20 | so if somebody replies with Reader that
they're able to fill in and save their
| | 03:24 | responses and send their responses.
And then what happens is the tracker
| | 03:28 | automatically opens.
| | 03:29 | Now the tracker--opened from right here,
this little link, but open on its own--
| | 03:34 | it is kind of like a little mini
application that's built in to Adobe Acrobat,
| | 03:39 | and it has two functions:
| | 03:40 | one, it tracks forms that you
distributed, and two, it tracks shared reviews, which
| | 03:45 | I'll be talking about in a different chapter.
| | 03:48 | So on the left, it's showing us some
information about what we've just sent, and
| | 03:52 | on the right detailed about the selected form.
| | 03:55 | Now I have the video just
about using this tracker later.
| | 03:57 | So when I can spend a whole lot of
time here, but let's just see what happens
| | 04:00 | with our recipients.
| | 04:02 | So I'm going to close out of
here and quit out of Acrobat.
| | 04:06 | I'm going to jump to Gmail, where
I've already logged on as Joe Schmoe.
| | 04:12 | I'm Joe, and Joe has
received the e-mail invitation.
| | 04:16 | So let's see what that looks like.
| | 04:18 | Please complete this PDF with the
information, and here is, in case they don't have Reader,
| | 04:24 | they can click here.
| | 04:25 | They can download the PDF right here or
if they want to use a different browser,
| | 04:29 | they can copy and paste this URL.
| | 04:31 | So I'm going to copy this URL, and
then I'm going to log on to my own
| | 04:41 | acrobat.com account as Joe Schmoe--only
because we're using everything in the
| | 04:46 | same account, and I don't want
to accidentally log on to Olivia's
| | 04:49 | acrobat.com account.
| | 05:02 | I'm logged on to acrobat.com as Joe, and
now I'll just go ahead and paste in the
| | 05:07 | URL that I copied from that e-mail.
| | 05:10 | If he's on his own computer, he could
have just as easily just clicked the link
| | 05:13 | in the e-mail to get to this point.
| | 05:17 | I'm in Joe's e-mail box on Gmail, where
there is the invitation that Olivia just
| | 05:22 | sent him to complete this form.
| | 05:25 | So he clicks the form, which brings him
to acrobat.com, and it says, "This file is
| | 05:33 | a PDF form. Please download." Pick the location.
| | 05:38 | I'll put it on my desktop.
Oilfest-invite-form_distributed.pdf.
| | 05:44 | Actually, I think I'll make a folder
on my desktop called Joes and put inside
| | 05:50 | Joes folder, just to keep things
straight, since I'm dealing with two different
| | 05:53 | personas on the same account.
Download complete, and it's done.
| | 06:00 | Now let's go to Reader, and it will say that
Joe only has Reader, and this will work,
| | 06:06 | by the way, with Reader 9 or 10.
| | 06:08 | Then I go to File > Open and get to
Joes folder on my desktop, where I open up
| | 06:19 | the PDF that Olivia sent.
| | 06:21 | So it opens up it as a form, and it
says that I can save data typed into this
| | 06:25 | form because distributing it this way
automatically extended Reader rights.
| | 06:29 | So normally, Reader users can't
save form data, but here they can.
| | 06:33 | Then there's a button to submit the form.
| | 06:35 | So I'll go ahead and insert this
information, so my last name is Schmoe, my
| | 06:39 | first name, I'll say Joseph, and my
title is Marketing Manager and the Marketing
| | 06:46 | Department. My extension is 123, my
e-mail is joe123.schmoe@gmail.com, and
| | 06:56 | here's where the automatic size
of the fields comes into play; it
| | 07:00 | automatically shrinks to fit.
| | 07:03 | I am bringing one guest.
| | 07:05 | I am interested in learning how to brine
and how to grade olive oil, and I'll take
| | 07:10 | a Large T-shirt, and that's it.
| | 07:12 | So I will submit the form.
| | 07:14 | It says okay, it's going to send it to
Olivia, so it remembers who sent it to me, and
| | 07:18 | here's a subject with an attachment.
| | 07:20 | Here is my e-mail address, my
name, and then I'll click Send.
| | 07:23 | Now what Reader has done is it has sent
this information actually to Adobe Acrobat.
| | 07:31 | So it didn't actually create an e-mail
and attach it to my built-in e-mail account.
| | 07:37 | If I want to, I can save this as Joe,
in case I need to keep a record of it,
| | 07:43 | or I can just cancel without saving which
I'm going to do, because I really don't care.
| | 07:48 | Now I'll go back to Acrobat, and as
Olivia, I can check to see how many people
| | 07:53 | have replied to my form yet by going
to the tracker. And I have a video just
| | 07:58 | based completely on the tracker to talk
about more details about how this works.
| | 08:02 | But here is the Oilfest invitation that
I sent out, and it shows that I've sent
| | 08:07 | it out to two people, and I can see if
anybody has responded yet by clicking
| | 08:12 | View Responses, and it has
imported Joe's information.
| | 08:18 | I will just click Get Started.
| | 08:21 | What it replies with is this thing
that's kind of like a portfolio, actually,
| | 08:25 | if you watched the video on portfolio.
So there's Layout, Files and Edit.
| | 08:28 | It actually collects all of the
responses as PDFs into this one portfolio.
| | 08:35 | So I could open them up individually if
I wanted to, but notice that I also can
| | 08:38 | view all of the responses here.
| | 08:41 | I can do things like if I want to
check to see if anybody else has
| | 08:44 | responded, click the Update.
| | 08:46 | If I want to filter the responses by, say
only people in the marketing department
| | 08:49 | to see who has replied, I can even
export all this information to a CSV file and
| | 08:56 | open it up in Excel. It's so cool.
| | 08:59 | When I'm all done, I can archive all
the responses, and if some people for
| | 09:03 | some reason did not want to fill out
an acrobat.com account and they just
| | 09:07 | sent me back the actual form, I could
manually import those responses into this portfolio.
| | 09:15 | I'm going to close the response file--
and no, I don't need to save any changes--
| | 09:21 | and look at my tracker again. And you
can see that after I imported Joe's
| | 09:27 | response, it told us yes, he
responded, and when he responded.
| | 09:31 | So there are lots of different ways
that after you create a form you can
| | 09:33 | distribute it that go beyond just
individually attaching a form to an e-mail and
| | 09:37 | sending it to somebody.
| | 09:38 | You should take advantage of all the
distribution methods that Acrobat offers.
| | Collapse this transcript |
| Enabling Reader to save form data| 00:00 | Let's say you've just created a form in
Acrobat, and then you attached it to an
| | 00:04 | e-mail and sent it out to
somebody without doing anything special.
| | 00:08 | You didn't use any of the
built-in form distribution methods--
| | 00:11 | just sent it out just like
you would with the regular PDF.
| | 00:14 | If a person with Reader opened that up,
they would see something similar to
| | 00:18 | what you see here in the screen.
This is Reader 10, but it's also true for
| | 00:22 | earlier versions of Reader.
| | 00:23 | They would see a little bar going
across the top, some sort of indicator that
| | 00:26 | this is a form, along with a
button to highlight or not highlight the
| | 00:30 | existing fields. But look at what it says here,
"You cannot save data typed into this form.
| | 00:36 | Please print your completed form
if you need a copy for your records."
| | 00:40 | Doesn't that seem kind of crazy?
| | 00:42 | I mean even in Reader 10, which comes
with the commenting tools and a few more
| | 00:46 | features than earlier versions of Reader,
I cannot save the information that I
| | 00:51 | type into this form. Very often you want to
save that, digitally, not just as a printout.
| | 00:56 | In order for the person with Reader to
be able to fill out this form and save
| | 01:01 | it--including their responses--in a
PDF, the person who created the form--
| | 01:06 | you--need to extend Reader rights,
| | 01:10 | it's called, or enable Reader rights,
and you can only do that in Acrobat Pro.
| | 01:15 | It won't work in standard, by the way.
| | 01:16 | So let's open this back up in Adobe
Acrobat Pro, and to enable extra rights for
| | 01:22 | Reader, you go to the File menu, to
Save As, and choose Reader Extended PDF.
| | 01:29 | There are various levels of additional
rights and tools and privileges that you
| | 01:34 | can include in a PDF that would
extend to the person using Reader.
| | 01:38 | The one that you want to use to
save form data is the last one: Enable
| | 01:42 | Additional Features.
| | 01:44 | Select that, and you will see a list
here that says when somebody open this
| | 01:48 | in the free Adobe Reader, they will be able to
Save form data (for a fillable PDF form only).
| | 01:54 | There is other things they can do, but that
is the main one that we are concerned with.
| | 01:58 | So click Save Now, but before you
do that, check out this little note:
| | 02:03 | "Once Reader Enabled, certain functions
in Acrobat, like editing document content
| | 02:09 | or inserting and deleting
pages, will be restricted."
| | 02:12 | So in other words you should make all
of your edits to this PDF first before
| | 02:16 | you enable for Reader; otherwise, if
you forget and you need to make additional
| | 02:21 | edits, you have to work on the
original PDF and then re-enable it for Reader.
| | 02:26 | So I will click Save Now, and it
prompts me to save it with another name.
| | 02:30 | And I will call this RE for Reader Enabled,
click Save, so it's still opened as RE
| | 02:39 | here in Adobe Acrobat, but I am not
allowed to do things like add pages or
| | 02:43 | anything like that.
| | 02:44 | Notice there is another special
little icon, and that's just because it
| | 02:48 | indicating this is a form.
| | 02:49 | We'll close out of Acrobat
and open this up in Reader,
| | 02:54 | the Reader-enabled version now.
| | 02:57 | We get the same banner going across,
telling us that it's a form, but no more
| | 03:03 | information saying, "You can't save this data."
| | 03:06 | Instead, I could go ahead and fill
this out, Schmoe, first name Joe, and if I
| | 03:11 | want to, I can save it right here,
and all my data would be saved as well.
| | 03:15 | So if you want to send out a form or
make a form available on your web site and
| | 03:19 | have people who download it--even if
they are using Reader--be able to save that
| | 03:23 | form data, make sure you remember
to extend Reader rights to that PDF.
| | Collapse this transcript |
|
|
10. Working with Comments in PDFsAdding sticky notes and other annotations| 00:00 | Reviewing PDFs in Acrobat and Reader and
marking them up with corrections is so
| | 00:05 | commonly done that in Acrobat you'll
see that they devoted an entire panel to
| | 00:10 | it, a Comment panel, to the right of Tools.
| | 00:13 | We're going to go through a lot of these
annotations in this video, but a couple
| | 00:17 | of things. Before we start,
| | 00:18 | first of all, you want to check your
Preferences because all of your annotations
| | 00:22 | are going to be marked with
your login name by default.
| | 00:25 | So you can get to Preferences from the
Edit menu, and go down to Preferences.
| | 00:29 | Or on a Mac underneath the Adobe Acrobat
menu, choose Preferences. Or over here in
| | 00:34 | the Comment dropdown menu, in the Comments List,
| | 00:38 | you can see that you can jump
right in Commenting Preferences.
| | 00:41 | So normally Always use Log-in name
for Author name is usually turned on by
| | 00:45 | default, and that would mean that it's
going to use your identity--this name up
| | 00:50 | here--as the name whenever you add a comment.
| | 00:53 | Now if you want to modify that, like
I would rather that my name just be
| | 00:56 | Anne-Marie in my comments, then
make sure that you go to the Commenting
| | 01:00 | Preferences and turn that off.
| | 01:03 | Now to add a comment, let's just
start out with a sticky note, just like a
| | 01:07 | yellow Post-it sort of note, and that's
this little bubble right here. Or it's
| | 01:10 | so common to add that that you can
just press Ctrl+6 or Command+6. Or also
| | 01:15 | notice up here under Quick Tools,
it is one of the first tools there by
| | 01:19 | default, because it's so often used.
| | 01:21 | So just select that tool and go
anywhere that you would like to on the
| | 01:25 | document and click.
| | 01:27 | So it's using the name Anne-Marie,
because that's what I had last used when I
| | 01:30 | made a comment. And I'm just going to
add something like, "I love this new logo!"
| | 01:35 | So this is called the annotation
icon, and this is called a pop-up.
| | 01:40 | Acrobat refers to pop-ups in a lot
of its preferences and other settings.
| | 01:44 | So in case you're wondering what it
means by pop-up, it's this guy right here.
| | 01:47 | You can close the pop-up by clicking
the close box, and you can reveal it again
| | 01:51 | by double-clicking the icon.
| | 01:54 | But also, even if it's closed, if you
hover over the icon, you can see the
| | 01:57 | contents of the pop-up. But if you want
to see when this comment was made, then
| | 02:02 | you need to actually double-click it to open it.
| | 02:04 | Now if you want to change the default
look of that pop-up, you can right-click
| | 02:08 | on the icon and choose Properties.
| | 02:11 | So you can even change the appearance.
| | 02:14 | So instead of a comment talk bubble,
you could have the icon be something else,
| | 02:20 | and that would just be for this one instance.
| | 02:22 | So it could be a check mark.
| | 02:24 | It could be a circle.
| | 02:25 | It could be a right pointer,
or a star, which is kind of fun.
| | 02:28 | You can change the opacity.
| | 02:29 | You can also change who the author is.
| | 02:31 | So this is--the last time that I was
making a comment with this, I used the name
| | 02:35 | Anne-Marie, but if I want to change it
to say Joe, I could do that. And if want
| | 02:40 | to make that the default from now on
for this kind of annotation, I would just
| | 02:44 | choose Make Properties Default.
| | 02:46 | I'm going to click OK, and
then add another comment.
| | 02:49 | So I'll do one right on this one saying,
| | 02:51 | "I love this picture," so that you can see now
that Joe is actually the author of this comment.
| | 02:56 | "I love this picture!"
| | 03:00 | As you add annotations, you'll see them
appear in this dropdown list down here
| | 03:04 | called the Comments List. And I'll be
talking about working with the Comments
| | 03:07 | List in a different video. But you
can always double-click one of these
| | 03:11 | entries in the Comments List and that
corresponding comment gets highlighted on the page.
| | 03:17 | Let's go through these
other types of annotations.
| | 03:20 | We have the highlighted text.
| | 03:21 | So you just drag over text, and it
highlights it when you release the mouse button.
| | 03:26 | So it's sort of like selecting
text, but it also highlights it.
| | 03:29 | Let me zoom in with the Ctrl+Plus.
| | 03:33 | Now all it did was highlight it,
| | 03:34 | so that doesn't tell the person who
receives this PDF much about, well, why
| | 03:38 | did you highlight it?
| | 03:39 | You can see that even in the
Comments List, it just says Joe.
| | 03:42 | So you can always double-
click this and then add your own.
| | 03:46 | So it's only for the sticky note and a
couple of the other annotations that a
| | 03:50 | pop-up automatically appears for you
to enter a comment; otherwise, you need to
| | 03:54 | double-click it to enter something.
| | 03:55 | So I'll say, "Make this a subhead."
| | 04:03 | This annotation lets you attach a file,
| | 04:06 | so it looks like a little thumbtack, and then
you can just attach your file as an annotation.
| | 04:11 | You can also record a sound annotation
and add this here, or if you don't happen
| | 04:15 | to have the microphone hooked up and you
have another kind of--you've recorded
| | 04:20 | a sound or got it from somewhere else--
you can click Browse and attach your
| | 04:23 | sound annotation to this.
| | 04:24 | There is also stamps, which is probably
worthy of its own chapter in this title,
| | 04:29 | though we're just going to
go over each of these briefly.
| | 04:32 | So I'm just going to talk
about stamps in general.
| | 04:35 | Stamps area very powerful part of
commenting on a PDF, and there are a lot of
| | 04:39 | built-in stamps in the Stamps palette.
| | 04:42 | So if you click to show the Stamps
palette, then you can sort of drag it
| | 04:45 | around and keep it handy.
| | 04:46 | There is a dropdown list, and as you use
the same kind of stamps over and over again,
| | 04:51 | you can save it to Favorite Stamps.
But there are also stamps for signing, and
| | 04:57 | then there are stamps for what
they call standard business.
| | 05:00 | So like if I say that I'm doing
a document, I want somebody to sign
| | 05:04 | something--that's still on my. There we go.
| | 05:06 | Let's grab this one.
| | 05:09 | I need you to witness this, and then
I need you to initial here and here.
| | 05:17 | Next to, say a signature line, you'd
click Sign Here, and then you could send
| | 05:21 | this to somebody, and they
would know exactly where to sign.
| | 05:23 | These are exactly the kind of like
little sticky notes that you can buy from an
| | 05:26 | office supply store and
hang off of a piece of paper.
| | 05:30 | So I think they're very cool.
| | 05:31 | Dynamic stamps are ones that
automatically include your username and time as you
| | 05:36 | stamp with them. Very useful. And then
Standard Business ones are kind of like
| | 05:41 | Draft, Final, Completed--you can use those.
| | 05:43 | You can also create your own
stamps, if you wanted to do.
| | 05:45 | That's what the Import button is for,
but that's the topic for another video.
| | 05:49 | That's the Stamp tool, and then we
have one for working with text markup.
| | 05:53 | So this is to insert text.
| | 05:56 | This is to delete text and
replace it with something else.
| | 05:59 | This is to cross out text, to underline text,
and to add a comment to text or a note to text.
| | 06:06 | So let's look at the Insert one.
| | 06:08 | If you'd select this one and then click
in between a couple of words, a pop-up
| | 06:14 | automatically appears, and
you can say, "and this too."
| | 06:19 | So in other words sort of like you're
marking up with proofreader's marks and
| | 06:22 | you add little a upward pointing chevron
to say add this text right at this point.
| | 06:27 | Notice that it says (Ins).
| | 06:30 | So on your keyboard, if you have a
keyboard that has an Ins key--and on this
| | 06:35 | Windows keyboard, there is
one next to zero on the keypad--
| | 06:38 | you could just use that key as a shortcut.
| | 06:41 | So I can click like right here and
then press the Ins key, and it automatically
| | 06:47 | appears and I enter, because, "all the," like that.
| | 06:52 | This is to delete and replace, so
like, say that I don't like the word
| | 06:57 | "thanks," and I'll select that and then
automatically the pop-up appears, and
| | 07:03 | I'll write in, "because of."
| | 07:07 | So when the recipient gets it, they see this.
| | 07:09 | They see a cross out the little insertion mark.
| | 07:12 | This is a plain delete,
| | 07:13 | so I'll delete the word
"point." Just select that.
| | 07:17 | All I need to do is drag over it, and
it automatically becomes crossed out.
| | 07:21 | This is underscore, underline.
| | 07:23 | I am not quite sure why
you'd ever use the underline.
| | 07:26 | But for all these, you can double-click
to see the pop-up and edit it and type
| | 07:31 | something. "Are you sure you don't mean 'Under'?"
| | 07:37 | So some of these annotations, they can
replace each other, like I could have used
| | 07:41 | a sticky note right next to here, but
then I would have to say, "For the word
| | 07:45 | 'over', are you sure you don't mean 'under'?"
| | 07:47 | That's why you want to use one of these
actual text annotation ones so that the
| | 07:51 | recipient knows exactly what it is
that you're talking about, or where exactly
| | 07:54 | to insert something.
| | 07:57 | Then we have the same kind
of thing with a note to text,
| | 07:59 | so a note that relates exactly
to this text to the word Scott.
| | 08:04 | I would say, "Use full name,"
maybe something like that.
| | 08:10 | One last thing I want to
bring up about using annotations:
| | 08:13 | in Acrobat 10 you can you can use
the Selection tool to annotate as well.
| | 08:18 | Like even if the Comments pane is
not showing, I can grab this tool and
| | 08:23 | select, say the word "April."
| | 08:24 | Now if release the mouse button, the
word April just becomes selected. But if I
| | 08:29 | press the Backspace key, bam!
| | 08:31 | It becomes a cross-out, and I can
double-click it and say, "change to May."
| | 08:37 | You can also do the same
thing with the Insertion key.
| | 08:41 | Using just the Selection tool--I'm not
using any of the Commenting annotation tools--
| | 08:45 | I can go ahead and say, "Living in this 'Very
Same' decade," or digital decade, and so on.
| | 08:52 | So it's kind of neat that they added
these kind of annotations that you can do
| | 08:57 | directly with the Selection tool,
making it a lot easier to add your comments
| | 09:00 | to a PDF.
| | Collapse this transcript |
| Using the drawing markup tools| 00:01 | A lot of people, when you ask them
to please mark up a PDF in Acrobat or a
| | 00:06 | Reader, they will say, "Well, I can go
ahead and put a couple of sticky notes
| | 00:10 | around here and maybe say something
should be deleted, but it's a lot easier for
| | 00:13 | me if I can just print it out and then
draw on it, with a pen or pencil. And then
| | 00:18 | can I fax it to you?"
| | 00:19 | Well, I guess you could always do that
if they're the client and they're paying,
| | 00:22 | but you can say, "Hey!
| | 00:23 | Did you know that there are actually
drawing tools that you can use for commenting?
| | 00:27 | And all you do is go to the Comment
panel and look at Drawing Markups right
| | 00:31 | underneath Annotations."
| | 00:33 | So you can get close, especially if you
have a say a pen tablet, to using these
| | 00:38 | kind of things and free-form markup a
PDF right onscreen without actually having
| | 00:43 | to select individual letters, for example.
| | 00:46 | So let's go through some of these.
| | 00:48 | First of all, let's try just a
real simple one, like the arrow.
| | 00:51 | So if I select the arrow and then I
come out to my page and I just drag, like
| | 00:57 | I'm pointing at this guy, that's all it is.
| | 01:01 | It's just a little bit of markup that
can be shown and hidden and printed and
| | 01:04 | not printed. And then if you want to
add some sort of note next to it, just
| | 01:09 | double-click it, and you'll get a
little pop-up that appears, letting you typed
| | 01:13 | something in, like, "can we try a color picture?"
| | 01:17 | Now the reason that this is colored
green and is this thick is because, at some
| | 01:23 | point, the last time when I used this
tool, I changed the defaults, because
| | 01:27 | otherwise it would be red in
one point like these other ones.
| | 01:30 | So if you right-click on a selected
drawing markup and choose Properties, you
| | 01:36 | can change their properties and then
turn on Make Properties Default so that
| | 01:40 | from then on, every time that you use
that tool, that's what the tool looks like.
| | 01:44 | So, for example, if I wanted, from now
on all, of these arrows to look orange,
| | 01:50 | then I can turn on Make
Properties Default and click OK.
| | 01:53 | Before I click OK, let's jump over
here to the General tab, because also if I
| | 01:57 | want to change the Author name--like
let's say I don't want to be Anne-Marie for
| | 02:02 | this round of proofing, I'm somebody else,
| | 02:03 | so I'll be Marcia--
| | 02:05 | then you can just change your name right there.
| | 02:07 | So click OK, and now that's
orange, and it's done by Marcia.
| | 02:12 | Then also it changes here.
| | 02:13 | It's kind of hard to tell that it's
orange, and the other one is red, but
| | 02:15 | take my word for it.
| | 02:17 | So that's Arrow tool and did you also
notice that if you happened to drag wrong,
| | 02:20 | like let's say I grab the arrow tool
again, and I want to point at this empty
| | 02:26 | white space, all right,
like oops! What did I do?
| | 02:28 | So you don't have to delete this and drag again.
| | 02:31 | You can just right-click, and choose Flip Line.
| | 02:34 | So that's a wonderful little
feature of all the Arrow tools here.
| | 02:38 | The Text Box Drawing Markup tool is
very useful because you can just drag out
| | 02:43 | any kind of frame anywhere you
like on the page and then type a note.
| | 02:47 | So I'm just typing some gibberish here.
But you can swipe over all this text
| | 02:52 | here, right-click, and
choose a different text style.
| | 02:59 | You can also click right just outside
the edge of the frame itself to select the
| | 03:03 | frame, and you can resize the frame.
| | 03:06 | You can also right-click on that
selected frame, choose Properties, and choose
| | 03:11 | different settings for the properties
of the frame. Like, for example, I almost
| | 03:14 | always will change the fill color to
none in case I happen to obscure something
| | 03:19 | in the page, and you might even want
to change the border style to none.
| | 03:24 | So now, I can drag this guy over and
deselect--let's choose the Hand tool--and it
| | 03:32 | looks like it's just part of the
page, but it's actually a comment.
| | 03:35 | The text callout is a cross
between the Arrow and the Text box tool.
| | 03:38 | So you can just start dragging at
something that you want to comment on, and it
| | 03:42 | creates a text box with an
arrow pointing to it--very useful.
| | 03:45 | I know a lot of people who have marked
up my PDF have used that tool a bit.
| | 03:50 | We have a Straight Line tool, which is
pretty self-explanatory, as is the Ellipse
| | 03:55 | and the Square and the Cloud tool.
| | 03:58 | Well, the Cloud tool deserves special mention.
| | 04:01 | The Cloud tool is one of the Polygon
tools, meaning that you don't actually
| | 04:05 | drag out a cloud; that's what you might think
looking at it, but no, it's not what happens.
| | 04:09 | Instead, you're supposed to
click corners of the cloud.
| | 04:12 | I don't know the last time you saw a
cloud with corners, but that's how it
| | 04:16 | works. And then you get back to the
beginning point to that area with the black square,
| | 04:20 | you just click once, and it closes the shape.
| | 04:23 | Now I heard that you ever need to
drag out a cloud. I mean this, obviously,
| | 04:25 | this is a shape for like, you are
supposed to enclose something that you want to
| | 04:28 | call the person's attention to.
But its saving grace is that you can
| | 04:32 | right-click on it and change that bump
kind of style for the line to something
| | 04:38 | more useful, like say a dashed line.
| | 04:41 | Let's make this a thicker amount, and
we'll change the color to green, and you
| | 04:48 | can see why this would be useful.
| | 04:50 | Then we have a Polygon tool and a Line tool.
| | 04:53 | They both work the same except that
one always makes close shape; one always
| | 04:57 | makes an open shape.
| | 04:58 | So here is the closed shape.
| | 05:00 | Say I wanted to say something
about this purple bit of texture,
| | 05:03 | there is closed shape and then the open shape.
| | 05:06 | You can just say, this section here,
you double-click to finish it, exactly as
| | 05:11 | though I had drawn on here with
the pen saying, "This section, right here."
| | 05:15 | Then we have the Free-form tool so
that you can actually draw whatever you'd
| | 05:18 | like. Like, for example, if I want to
say that these two elements should be
| | 05:22 | flipped, you can drag out
this kind of Proof mark tool.
| | 05:26 | It looks kind of bumpy, but everybody
understands that you're drawing it with
| | 05:29 | this tool, and it always comes out bumpy.
| | 05:31 | It never looks smooth.
| | 05:32 | Again, if you're not sure the person is
going to understand what you're saying,
| | 05:35 | by dragging this out, you can always
double-click it, open up the pop-up and
| | 05:39 | type some explanation: "please flip
the position of these 2 bits of text."
| | 05:47 | If you don't like what you did with
that Free-form tool, there is this cute
| | 05:52 | little pink gum eraser tool that you
can use to just drag over what you just
| | 05:56 | created, and it erases as it goes.
| | 05:59 | So between the regular annotations kind
of comments and the drawing markup kind
| | 06:04 | of comments, I believe that Acrobat has
you covered, as far as marking up a PDF.
| | Collapse this transcript |
| Viewing, filtering, and replying to comments| 00:01 | So the scenario is that we sent out
this Chicago Creative Coalition newsletter
| | 00:05 | proof to two people who need
to review it and add comments.
| | 00:10 | Each one has done so. They added their
initials at the end of the file name
| | 00:13 | and returned it to us.
| | 00:14 | So we have Joe Schmoe's and Marcia's
comments on this one PDF. Let's take a look.
| | 00:19 | I am going to double-click it and
open it up in Acrobat. And you can see,
| | 00:23 | immediately, all the comment markup.
And I could just sort of like go over
| | 00:27 | here and try to make sure that I see
everything, so that I can actually make
| | 00:30 | those edits in the native file, which
in this case would be an InDesign document.
| | 00:34 | But it's a lot easier for me to
look at these in the Comments List.
| | 00:38 | So to see the Comments List, click on
the Comment pane, give it the second, and
| | 00:43 | the Comments List will populate with
each comment, listed in order, along with the
| | 00:47 | total number of how many
comments you're looking at.
| | 00:50 | This is a very useful pane.
| | 00:52 | There is three dropdown menus,
and there is also a Find command.
| | 00:56 | So, for example, if I just want to see
Marcia's comments, I can click in here
| | 01:00 | and start typing "Marcia," and as
soon as I type in the few letters, it
| | 01:04 | automatically selects all the ones
from Marcia. Or if I wanted to search for
| | 01:09 | certain word, or something like that, in
the comments, I can do that here as well.
| | 01:12 | Right now, I'm going to delete that
because I want to see everybody comments.
| | 01:16 | Another way to filter down to just one
person's comments, or certain people's
| | 01:20 | comments, is to go to the Filter dropdown menu.
| | 01:23 | That's this little balloon icon over here.
| | 01:26 | Right now, we are looking at all the
comments, but you could say, "Just show
| | 01:28 | me Marcia's comments."
| | 01:30 | So I am going down to Reviewer and
choosing Marcia, and so now we just
| | 01:33 | see Marcia's comments.
| | 01:34 | I am going to come back here and say Reviewer >
All. You could also hide all the comments.
| | 01:40 | Sometimes that's really useful just to
be able to understand what's happening in
| | 01:44 | the PDF and then show and hide the
comments. But notice that even if you choose
| | 01:48 | Hide All the Comments, the Comments
List will tell you that there are actually
| | 01:52 | seven comments in this document.
| | 01:54 | So we'll show them all again.
| | 01:56 | You could filter by the type of comment.
| | 01:59 | So this tells you the type
of comments that people left.
| | 02:01 | So if you just want to see all
sticky notes, choose Sticky Note, and then
| | 02:05 | it's only that one.
Let's show all of them again.
| | 02:10 | When you're looking at the full list of
comments, let's say, for example, Marcia
| | 02:13 | said, "You should insert 2010 here"
and like, I wonder where she said that?
| | 02:17 | You can just double-click on them
in the Comments List, and they become
| | 02:20 | highlighted in the document page.
| | 02:22 | Now sometimes it's really hard to
tell where they become highlighted.
| | 02:25 | So if you zoom in with Command+Plus or
Ctrl+Plus a few times, you can sort of
| | 02:30 | see it right there.
| | 02:31 | Watch, if I double-click on this one,
how that one becomes highlighted as well.
| | 02:36 | So the idea is that you read the
comments and then you flip over to Word or
| | 02:40 | PowerPoint or InDesign or wherever you
have the original document, and you make
| | 02:44 | that change that they are suggesting.
Or if you don't agree with it, you can
| | 02:48 | reply to it here in the Comments List
and then return the PDF to them, and they
| | 02:52 | can read your replies.
| | 02:53 | So to reply to a comment, just right-
click on the comment, and choose Reply,
| | 02:59 | and then enter your reply.
| | 03:00 | So I'll say, "I'm not sure.
| | 03:03 | I'll check." Something like that.
| | 03:06 | So you can reply, and then if you
want to change the sort order, you use
| | 03:11 | this first column here.
| | 03:13 | So right now, it's showing you all the
comments by page number, but you can
| | 03:17 | also say sort by author, and it sorts
it all alphabetically by author, or sort
| | 03:22 | by Checkmark Status.
| | 03:23 | Now what's Checkmark Status about?
| | 03:25 | Let me go back to sort by Page.
| | 03:26 | You see these boxes.
| | 03:28 | When you select one of these comments,
there's a box that appears in the right.
| | 03:32 | You can add a check mark to it, and what
I do is when I'm actually going through
| | 03:38 | a marked-up PDF, when I have done
this change that they suggest, or I have
| | 03:43 | replied to it, I will check it.
| | 03:46 | So like if Joe says, "I thought we were
going to use the picture that Melanie took?"
| | 03:49 | if I replace it in the InDesign file
with the picture that Melanie took, then
| | 03:52 | I've taken care of Joe's
comment, and I'll check it.
| | 03:56 | So then what you can say is under the
Filter menu, you can say, "Show me all the
| | 04:02 | unchecked comments," so you know how many
edits you still have to look at. And so
| | 04:07 | as you go through them all, you can
just click on them to check them off and
| | 04:11 | then go on to the next one.
| | 04:13 | I'm going to go back to Filter
and say, "Show me all of the comments."
| | 04:19 | You can also apply a status to a
comment. Like, if I right-click on Marcia's
| | 04:25 | comment about checking with Brent
about the title to this article, there is a
| | 04:29 | Set Status flyout menu.
| | 04:31 | So I can say, "I've accepted this
comment," or "I reject this comment," or "I
| | 04:37 | finished this comment."
| | 04:38 | So using the Completed status is an
alternative to checking a comment.
| | 04:43 | It really depends in how you like to
work. But say that I choose Rejected, like
| | 04:47 | I don't like your comment, and actually
this is the title that I'm supposed to use,
| | 04:51 | so it appears with a status in me,
comment itself. And then if you go to Filter,
| | 04:57 | notice that you can filter also by status.
| | 04:59 | That will show me all the rejected comments.
| | 05:02 | I'm going to go back to Status, show me all,
so we can see all the comments once again.
| | 05:08 | So when you're dealing with a marked-
up PDF with a lot of comments, especially
| | 05:12 | when they're from more than one reviewer,
it's great to be able to use all the
| | 05:16 | features in the Comments panel to help
you filter what you're looking at, to set
| | 05:20 | status, to reply to comments, and so on.
| | Collapse this transcript |
| Printing, summarizing, and exporting comments| 00:01 | We're looking at a PDF with some
comments from a couple different reviewers, and
| | 00:05 | I want to talk about working with
these comments as they exist in a PDF.
| | 00:10 | A lot of people don't quite understand
that the Comment layer kind of sits apart
| | 00:16 | from the Content layer of a PDF.
| | 00:18 | I mean one thing is obviously that you
can hide and show them, as I showed in
| | 00:22 | previous video: you can like hide
all the comments and show them.
| | 00:25 | That gives you a clue that they're kind
of like on a different layer, though there
| | 00:28 | is no such thing as a Comments layer.
But for example, when you print this
| | 00:32 | document you can choose to hide or
show the comments when you print.
| | 00:37 | If I press Command+P and Ctrl+P to
bring up the dialog box, by default comments
| | 00:43 | will print. That's what Document and
Markups mean. And you can see a preview of
| | 00:47 | how the comments will appear in the printout.
| | 00:49 | You can choose, when you print, not to
include the markup, to just include the Document.
| | 00:55 | So it's able to hide the comments
when you print, and somebody using Reader
| | 00:59 | can do the same thing.
| | 01:01 | I'm going to click Cancel out of here.
| | 01:02 | Now similar to that is
creating a summary of the comments.
| | 01:07 | You can create a summary of the
comments from the Print dialog box or from the
| | 01:11 | Comments List menu over here.
| | 01:14 | We're going to go to Create Comment
Summary, so you can see the different choices
| | 01:18 | that you have first.
| | 01:19 | Create Comment Summary lets you create
another page that has all of these comments,
| | 01:25 | so it's a little easier to follow--
especially if you get a PDF back with a lot of
| | 01:30 | comments, and you'd rather commit those
edits to the native file from a printout
| | 01:35 | rather than flipping back and
forth to Acrobat to read them.
| | 01:38 | So, for example, let's just take a
look at the default settings. Just
| | 01:41 | leave everything as is.
| | 01:43 | I just chose Create Comment
Summary, and we'll click that button.
| | 01:47 | This will give you better
idea of what I'm talking about.
| | 01:49 | So what it's done is created a new document.
See the name of it, Summary of Comments?
| | 01:54 | And it put the actual page on the left
and it assigned numbers to each edit. Now, on
| | 02:01 | the right, it shows you number 1, the
author is Marcia, what the subject was--
| | 02:06 | meaning the kind of comment--the date,
and the contents of that comment.
| | 02:10 | So you could print this out. So this is
actually--see how it's created 16 pages?
| | 02:16 | So that was page 1, and page 3 had no
comments, page 5 had no comments, so 5 out of 16.
| | 02:21 | This is actually page 3, so it's
counting the comments page as a separate page.
| | 02:26 | Let's close this document without saving
changes and try something a little different.
| | 02:33 | We'll go back to Create a Comment
Summary, and now these options will make a
| | 02:36 | little bit more sense to you.
| | 02:38 | So the default is to assign a number to
each comment and then create a separate
| | 02:42 | page with the contents of each comment.
| | 02:44 | That's what we just saw:
| | 02:45 | document and comments with sequence
numbers on separate pages. But you can have
| | 02:50 | a document and comments with
connector lines instead of numbers on separate
| | 02:54 | pages, which I think is a little unwieldy.
| | 02:57 | Maybe a little better would be Document and
comments with connector lines on single pages.
| | 03:02 | Let's take a look at what that looks like.
| | 03:05 | So it miniaturizes each page, and it
draws connector lines, and gives you the
| | 03:11 | details of what's happening for
each comment on the same page.
| | 03:15 | So it's just created an 8-page document.
| | 03:17 | Now it keeps generating pages for
document pages that have no comments, but
| | 03:22 | that's easily rectified.
| | 03:23 | I just cancelled out of there.
| | 03:25 | This time, we'll go back to Create
Comment Summary, and we'll turn off pages
| | 03:29 | containing no comments, so
we don't want those created.
| | 03:32 | So you can also create a comment summary with
comments only, or you can have it by your side.
| | 03:37 | You can print it out or keep it.
| | 03:38 | And then you also might want to
change the font size, and how comments are
| | 03:42 | sorted, and what kind of comments are
included. By default, all the comments are,
| | 03:47 | but if you have modified what you're
viewing here on the right, you can say Only
| | 03:51 | the comments that are currently showing.
| | 03:53 | So that's how you create a comment
summary. Now, notice that you can also jump
| | 03:57 | straight through to Print with the
Comment Summary, and it's going to use your
| | 04:02 | last settings for the kind of
comment summary you want created.
| | 04:05 | So you can see it's going to print nine
pages. And if we go to the next page, if we
| | 04:11 | go to page two, you'll see it's going to
include the summary of comments there, but
| | 04:14 | it's not going to include any comment
pages for the other ones, because we said,
| | 04:18 | "Don't generate those."
| | 04:19 | Also, as you can see at the very
bottom of the Print dialog box, there is
| | 04:22 | shortcut to summarize comments.
| | 04:25 | So if you wanted to, you could jump
right to Summarize Comments from the Print
| | 04:28 | dialog box, rather than using the
dropdown menu in the Comments List.
| | 04:33 | The last way that we can deal with
comments as belonging to their own layer is
| | 04:37 | by exporting and importing comments.
| | 04:40 | So let's say that the two reviewers who
created this--let's say this is a huge
| | 04:45 | PDF, and they didn't want to
send this huge PDF back to you.
| | 04:48 | They could send you just the comments,
and then you can import those comments.
| | 04:52 | So to export comments from a PDF, you go
to the Comments List dropdown menu and
| | 04:57 | choose Export All to Data File.
| | 05:00 | Its ends with .FDF. So I'm just call
this C3 newsletter comments and then
| | 05:07 | somebody could then just e-mail that to you.
| | 05:11 | So the FDF file is much smaller
than the full newsletter file.
| | 05:15 | We can take a look at it here. The FDF file's
only 12k whereas the newsletter is 1.5 megabytes.
| | 05:22 | So we'll open up a plain newsletter.
This doesn't have any comments at all.
| | 05:27 | We get that FDF file, and then to import
them, we go right back to the same menu
| | 05:31 | and choose Import Data File.
| | 05:33 | So, where is the FDF file? That's it.
| | 05:36 | We get a little alert here, because I
have done a couple of Save As's to this
| | 05:39 | document, and so it's
thinking it's a different version.
| | 05:42 | Basically, it has to be the same document that
you had exported the documents, the comments from.
| | 05:46 | That's the kind that you
need to import them into.
| | 05:49 | But obviously the PDF that our
reviewers had is a different document than the
| | 05:53 | one we have, because there is
two copies, right? So that's okay.
| | 05:56 | We know that it's the same document.
| | 05:58 | I'll just click Yes, and they
become imported into this document.
| | 06:01 | So it's a lot faster to send comments
back and forth if you just export the
| | 06:05 | comments file and import them back in.
| | 06:07 | And you could have multiple reviewers
export their own comments, and then you
| | 06:11 | could import those, one right after the
other, to the same document to get all
| | 06:14 | their comments back together again.
| | 06:16 | So I know I've just jammed a whole lot
of information into one video, but they
| | 06:20 | all share the same thing:
| | 06:21 | the fact that comments exist in their
own sort of quasi layer. And I want you
| | 06:26 | know that it's easy to understand how
you can quickly show, hide, summarize,
| | 06:31 | print, not print, and export, and import them.
| | Collapse this transcript |
| Exporting comments to Word for Windows| 00:01 | There is a special kind of comments
workflow that you can take advantage of,
| | 00:05 | depending if you meet a couple certain criteria.
| | 00:08 | First of all, you have to be dealing
with a PDF that was created from Microsoft
| | 00:12 | Word for Windows, and second, that
PDF has to have comments added to it.
| | 00:19 | The idea is that if you export a document to
PDF from within Microsoft Word for Windows,
| | 00:26 | when people comment on that PDF, you can
easily get those comments back into the
| | 00:31 | live Word file, which is a pretty cool workflow.
| | 00:34 | And I really wish that we could do that
for Adobe InDesign. Not yet. But let me
| | 00:39 | show you how it works with Word.
| | 00:40 | What we're looking at right here is a
document that was exported from Word, and
| | 00:43 | then I added a few comments to it, as
you can see here in the Comments List.
| | 00:47 | I added a little sticky note at the top.
| | 00:50 | I added a couple of
insertions within the document.
| | 00:53 | Now instead of me giving this back to
the author of the Word file and then
| | 00:57 | having that person have to flip back
and forth between Acrobat and Word to
| | 01:00 | make these changes, what I can do is
just export these comments back to Word.
| | 01:04 | Or as the owner of the Word file, I
would take this PDF, open it up in Acrobat, and
| | 01:09 | say export to Word.
| | 01:11 | So that's what I'm going to do.
| | 01:12 | Right from the Comments List menu--the
Options menu here--choose Export to Word.
| | 01:19 | Notice you can also do this to AutoCAD.
| | 01:20 | I just don't happen to have any
AutoCAD documents to show you.
| | 01:24 | Export to Word. And you get this big dialog
box that says, "Are you sure you want to do this?"
| | 01:29 | Basically, it goes over what I just
told you, that you have these criteria.
| | 01:31 | All right, it suggests that you make a
backup to the Word file before you import
| | 01:35 | them, because sometimes importing
the comments can change the Word file.
| | 01:39 | That's the major thing this
dialog box is worried about.
| | 01:41 | In this case, I'm not really that worried
about changing the Word file. But if it
| | 01:45 | was something critical, 500 pages long,
I would follow what this says, and work
| | 01:49 | on a duplicate the Word file
and turn on Track Changes, and so on.
| | 01:51 | I'm not going to bother with that right now.
| | 01:53 | I'm just going to say, "Would you like to
begin the import process now?" Yes, please sir.
| | 01:58 | So it says, "Take the comments from this
PDF file," and it's the one that we have open--
| | 02:03 | it's going to be the default, though I
suppose you could browse for different
| | 02:05 | one--and place the comments in this Word file.
| | 02:08 | So I'm going to find my original Word file,
which I have here in the Word file folder.
| | 02:17 | And now, which comment types do
I want to import? All of them?
| | 02:21 | All the ones that somebody has checked?
Remember the check mark that you can
| | 02:24 | apply to a comment that I covered in a
different video? Only the text edits and
| | 02:27 | not all the other kind of crazy kind of
markup? And if I want to apply any kind
| | 02:31 | of custom filter to a comment, but I don't
want to, so I'm just going to say All Comments.
| | 02:36 | Do I want to turn on track changes
before I import the comments into Word?
| | 02:40 | No, I really don't care.
| | 02:41 | I am just going to say Continue, and
that was really fast. Well, there is only three
| | 02:45 | changes, three comments in this one page
document, but you can see the Import Summary.
| | 02:51 | And now, it can help you integrate the
text edits by going one by one through the
| | 02:56 | comments and helping you to accept
or reject those, but I don't care.
| | 02:59 | I'm just going to click
Cancel, so I can see what it did.
| | 03:01 | It added three comments right out here:
Sticky Note, Replace, and Replace with
| | 03:07 | the content of my note. And what
I wanted replaced is highlighted.
| | 03:11 | See how great that worked?
| | 03:13 | So that's a really cool way to use
comments, if you're using the right
| | 03:16 | combination of criteria.
| | 03:17 | It has to be on Windows, and it has to
be from Microsoft Word for Windows, and
| | 03:22 | you have to have that original
Microsoft Word document of course, in order to
| | 03:25 | bring those comments back in.
| | Collapse this transcript |
| Enabling extended commenting in Acrobat Reader| 00:01 | So you've created a PDF, and you want to
send it out to people for their comments.
| | 00:04 | The question is, how do you
know that they have Acrobat?
| | 00:07 | How do you know that they are going
to be able to add comments to it and
| | 00:10 | save their comments?
| | 00:11 | Because a lot of people
just have the free Reader.
| | 00:14 | So, what should you to do if you're
thinking that your recipients may be using Reader?
| | 00:17 | Well, first of all if you know that
they're using Reader 10, you have leg-up on
| | 00:21 | things, because for the first time
Adobe added the ability to add certain kinds
| | 00:27 | of comments and to save those comments
in Reader without you, as the Acrobat user,
| | 00:31 | having to do anything
special to your document. Watch.
| | 00:34 | I'm going to close this document--
Chicago Creative Coalition Newsletter--
| | 00:38 | switch over to Reader 10, and
open up that same document.
| | 00:46 | Notice that I'm able to add sticky
notes and text highlighting kinds of
| | 00:50 | annotations, as you can see here from the
Comments pane, without Acrobat
| | 00:54 | Reader having to save
this PDF in any special way.
| | 00:58 | So I can add a note. I can say, "Love it!"
| | 01:04 | Then I have a Save command, where I
can save my changes. Pretty cool!
| | 01:09 | Even if somebody else has already
added comments--I am going to click No,
| | 01:13 | I don't want to save the
changes, let me show you;
| | 01:14 | I'm going to open up another
PDF with other peoples edits--
| | 01:19 | I can also see their comments, and I can
reply to them, and I can expand or collapse.
| | 01:26 | I can filter them to show
and hide. I can sort them.
| | 01:29 | I can search through them. It's very slick.
| | 01:34 | So does that mean that you never have to
worry about doing anything special to your PDFs?
| | 01:38 | Sorry, not true.
| | 01:40 | First of all, notice that there are
only two kinds of annotations that
| | 01:43 | Reader users can use.
| | 01:45 | They can't add stamps.
| | 01:46 | There's no drawing markup tools.
| | 01:48 | So you might want your commentaries to
be able to add any kind of annotation
| | 01:54 | that they need to, the same ones
that are available to you in Acrobat.
| | 01:58 | Can you make that happen for
people with Reader? Yes, you can.
| | 02:02 | Also, of course, not every body has Reader 10.
| | 02:05 | If you have a Reader 9 or an earlier
version, you don't even have these tools.
| | 02:09 | You don't have a Save command.
| | 02:10 | So even though Reader 10 has a few
new commenting features, for the most part
| | 02:15 | you will probably want to save a special
version of your PDF from Acrobat that's
| | 02:20 | been Reader rights enabled
is what it's called.
| | 02:23 | Let me go back to Acrobat, and we'll open
up at same newsletter without any comments.
| | 02:32 | To enable Reader rights, go to the File
menu, choose Save As, and here's we'll
| | 02:38 | get them. They are called
the Reader Extended Rights.
| | 02:41 | There are three kinds of rights
you can enable, and some of them are
| | 02:44 | included with other ones.
| | 02:46 | But the one you want to go to, right away,
is this one: Enable Commenting & Measuring.
| | 02:52 | Now whenever you enable Reader Rights,
that sort of blocks you out from doing
| | 02:56 | certain actions in Acrobat, like
adding pages or doing other kinds of edits.
| | 03:01 | So it always wants you to save a version
of this PDF with Reader Rights enabled.
| | 03:06 | That's why you should
probably save this step for last.
| | 03:09 | So I'm just going to add RE after this,
for Reader Enabled, and I'll close this
| | 03:17 | one and jump to Reader and open the RE1. Ta-da!
| | 03:26 | We have all the annotations.
| | 03:28 | We have all the drawing markups.
| | 03:30 | You still have the same comments
list that we are able to do as before.
| | 03:34 | Now, we can rest assured that whether
the person is using Reader 10, Reader 9, or
| | 03:39 | Reader 8 that they will be able to add
their comments and annotations to this
| | 03:43 | PDF, save it, and return it to us.
| | Collapse this transcript |
|
|
11. Managing PDF ReviewsUnderstanding the different review processes| 00:00 | I've created a PDF, and I need you to look
at it, so I can easily just e-mail it to you,
| | 00:05 | attach it to an e-mail and say, "Please
review this. Add your comments, add your
| | 00:09 | markup, and then send it back to me."
| | 00:11 | I covered that in the commenting
chapter, and included, in case you have Reader,
| | 00:15 | how I as the Acrobat user can include
extended Reader rights in the PDF so that
| | 00:20 | even though you only have Reader, you
still have full access to all of the
| | 00:23 | annotation and drawing markup tools.
| | 00:25 | Well, in this chapter, we're going a
little bit beyond that in this section like
| | 00:29 | here called Review, which is
also part of the comment panel.
| | 00:32 | For example, one step up from just e-mailing
you the PDF is I can say send for e-mail review.
| | 00:39 | When I do that, even though it does
actually attach the PDF to my e-mail, it's a
| | 00:44 | little bit more managed, in then it
tracks who I sent it to, and if I've gotten
| | 00:48 | responses back; all that is done
in this thing called Track Reviews.
| | 00:52 | Send for Shared Review lets me open that
up to many more people, and not only can
| | 00:57 | I send out one PDF to many people, but
each person who receives that can update
| | 01:03 | their PDF as other people add comments.
| | 01:06 | So in other words, people aren't just
working in a vacuum; they can see other
| | 01:09 | people's comments as they're saved
to the PDF, without having to e-mail
| | 01:12 | things back and forth. It's really cool.
| | 01:14 | In both those cases, E-mail Review and
Shared Review, the tracker, where it says Track
| | 01:19 | Reviews, keeps track of who has received
which PDF, which comments have come back
| | 01:24 | yet, it lets me set a deadline of when
people should return their comments by,
| | 01:28 | and it lets me review all of
the responses in one compiled PDF.
| | 01:32 | This other choice, Collaborate Live,
really isn't a review. But I guess this was
| | 01:37 | the most logical section for Adobe to
put it in, because it does involve two
| | 01:41 | people looking over PDF, but
not tracked by the tracker.
| | 01:45 | The Collaborate Live is more of a
screen sharing session, where you and one or
| | 01:50 | more people can all gather together at
the same time and review a PDF online.
| | 01:55 | As one person moves from page to page,
everybody else sees that same page being moved to.
| | 02:00 | It's pretty cool.
| | 02:01 | So we're going to look at all these
different ways to manage a commenting review
| | 02:04 | process in Adobe Acrobat.
| | Collapse this transcript |
| Using the email review process| 00:00 | I have got this two-page PDF up, and
I'd like three of my clients to review it
| | 00:05 | and add comments and send it back to me.
| | 00:07 | Now, I don't know if they have Acrobat
or Reader or either one, but the best way
| | 00:11 | to do this, rather than me calling them
up and asking them and then sending them
| | 00:14 | each out an individual e-mail with this
PDF attached, would be to use Acrobat's
| | 00:19 | built-in Send for Email Review.
| | 00:21 | So you go to the Comment pane and open
up the Review section and click Send for
| | 00:26 | Email Review, and it will
step through the process.
| | 00:29 | So I'll click it, and it says, "Which
document do you want to send," and I want to
| | 00:33 | send the one that's currently open,
which is the default, so I'll click Next.
| | 00:37 | Who do you want to send it to?
| | 00:38 | And I could hook into my Apple Mail or
Microsoft Outlook Address Book. So I'll
| | 00:43 | just enter them in manually.
Then click Next, and it shows me the invitation,
| | 00:54 | the e-mail is going to be sent.
| | 00:56 | I could edit this if would like to, but
basically it's telling people, "I need you
| | 01:00 | to review the attached
document and add your comments.
| | 01:03 | You can use Acrobat or Reader 6 or above.
| | 01:06 | If you don't have it, here's where
you can download the free Reader.
| | 01:09 | When you're finished click the Send
Comments--there's going to be a big button at
| | 01:12 | the top--to return your comments to the author."
| | 01:14 | Now, what's nice about this method is
that Acrobat will automatically enable this
| | 01:19 | PDF for Reader users to add comments
and to save the comments to the file, and
| | 01:25 | then also it steps the
recipients through the process.
| | 01:28 | So as soon as they open it, they will
see what they are supposed to do, and
| | 01:30 | there will be a big fat Send
Comments, so that I can get in return.
| | 01:34 | Let's go ahead and click Send
Invitation, and it says that, "An e-mail message
| | 01:38 | with this attached has been given
to your default e-mail application."
| | 01:41 | It's going to send it out automatically unless
I have told my e-mail program not to do that.
| | 01:45 | If that's the case, I need to jump over
there and click the outgoing e-mail box
| | 01:49 | and go ahead and send this to the three people.
| | 01:51 | So, I am just going to click OK.
| | 01:53 | Now in Track Reviews, which I'll
discuss in detail in another video in this
| | 01:57 | chapter, you can see that it has
recorded the fact that we have sent this Two
| | 02:02 | Trees Handbook front, e-mail based
review as what EMR stands for, out, and if I
| | 02:07 | select it you can see who it's been
sent out to, amarie@senecadesign, Joe and
| | 02:12 | Tom, and that myself--
| | 02:14 | the person I am logged in as
is Olivia--is the initiator.
| | 02:18 | So the person who sends it out is the initiator.
| | 02:20 | It says where that file is--
| | 02:22 | it's in Chapter 11, in my exercise
files on my Desktop--that it's active, and
| | 02:26 | then when I sent it out.
| | 02:28 | Now let's see what it looks like on
Joe's end as he retrieves it from his Gmail
| | 02:32 | account. And here is the e-mail from Olivia
| | 02:36 | that was also sent to amarie and to
tommueller to please join this review, and
| | 02:40 | it says, "You are invited to review the
document, and the document is attached."
| | 02:44 | So I'll go ahead and download it.
| | 02:46 | So here is how it looks to the
recipient when they receive a request to review
| | 02:51 | something by e-mail.
| | 02:52 | It automatically opened up in Reader,
which is all that I have, but notice that I
| | 02:56 | am able to add many more
comments and annotations that normal.
| | 03:00 | So even though I get these for free in
Reader 10, in earlier versions of Reader
| | 03:04 | you couldn't add any kind of comment
unless the initiator did something special
| | 03:07 | to the PDF, which Acrobat
did for us automatically.
| | 03:10 | I can just go ahead and add comments
here if I would like. And then when I'm done
| | 03:14 | I would click Send Comments, and it
would automatically attach it to an outbound
| | 03:18 | e-mail message in my program on my
computer and send it back to Olivia.
| | 03:22 | So Olivia checks her e-mail, and
Acrobat is prompting me to merge all the
| | 03:28 | comments you just received into the
tracked PDF that you have sent for
| | 03:32 | e-mail-based review.
| | 03:33 | So here are Anne-Marie's comments here,
I'll say Merge Comments, and here is the
| | 03:39 | original document, so I have merged them.
| | 03:42 | Now let's get Tom's changes.
| | 03:44 | So I'll come over here and
double-click. Click Merge Comments.
| | 03:48 | These are just Tom's changes here.
Click Ok. And now we have one PDF document
| | 03:56 | with all of the comments: Anne-Marie's and Tom's.
| | 03:59 | If I just want to see Tom's, I can
type "T-o-m" and here tommueller's changes.
| | 04:06 | He likes different color. He thinks the
fonts should be bigger. Or if I want to see
| | 04:10 | Anne-Marie's changes, or everybody's,
I can just click this out here.
| | 04:16 | Now I have all the comments from two
out of the three reviewers that I sent it
| | 04:19 | out to, and I'll just have to give Joe a
call to remind him to send his back in.
| | 04:25 | It's a lot easier having Acrobat manage
all this for me rather than me having to
| | 04:29 | look at three individual PDFs,
each with their own set of comments.
| | Collapse this transcript |
| Conducting a shared review with Acrobat.com| 00:00 | Now let's try a different kind of
automated review process from Adobe Acrobat;
| | 00:04 | we'll try the Send for Shared Review.
| | 00:07 | The shared review advantage is mainly
that the recipients can not only see the
| | 00:12 | PDF, comment on it, and send it back to
the initiator, but they can also update
| | 00:17 | the PDF that they're looking at on
their computer with other people's comments
| | 00:22 | who have already uploaded them.
| | 00:23 | So it keeps everybody in the loop and
people can reply to each other's comments,
| | 00:27 | kind of like if everybody was in the
same conference room, passing around the
| | 00:30 | same PDF. Pretty neat.
| | 00:33 | So to start out, first I have my PDF open, and
I am going to click for Send for Shared Review.
| | 00:38 | It's says, "How do you want to
collect the comments from your reviewers?"
| | 00:41 | You have a couple of choices.
| | 00:43 | You can use Acrobat.com, which is the
free online service that has hooks into
| | 00:48 | Adobe Acrobat, or if you have your own
internal server, or you set up a network
| | 00:52 | folder on your own computer, you could use that.
| | 00:55 | We'll just stick with Acrobat.com for now.
| | 00:57 | I am going to I click Next, and it
reminds me to log on to Acrobat.com.
| | 01:03 | I already have my Adobe ID.
| | 01:05 | So I'll say Sign In.
| | 01:06 | Now it want to know who should
be participating in this review.
| | 01:10 | I'll go ahead and send it
to the same three people.
| | 01:13 | I'll send it to Anne-Marie--
| | 01:16 | you can just separate these with commas--
| | 01:18 | Tom and Joe, our friend Joe.
| | 01:26 | Please join the review of this
document. HanselPetal-SRv, that's for Shared
| | 01:31 | Review, and it adds the name
review to the end of it, notice.
| | 01:35 | "You're invited to review this document.
| | 01:37 | You need Adobe Acrobat 9 or
Reader 9 or later to review it."
| | 01:41 | That's a disadvantage of using this
method with the e-mail-based review.
| | 01:45 | It was open to anybody from Reader 6
or later, but a lot of people should be
| | 01:50 | up to Reader 9 by now.
| | 01:51 | And then it has instructions. This is
going to be, again, in the e-mail message.
| | 01:55 | "Open this up and Acrobat or Adobe
Reader. Make your comments using Comment
| | 01:59 | Markup. When you're done,
| | 02:01 | click the Publish Comments button,"
which it will have automatically, "to return
| | 02:05 | your comments to the
author and all other reviewers.
| | 02:08 | In case somebody doesn't have the
latest version of Reader, here's the link and
| | 02:12 | then Acrobat will automatically put
a link to the file that's going to be
| | 02:17 | uploaded to your
acrobat.com account automatically."
| | 02:20 | Now you can set the access level, like
who can open up this file: anybody who
| | 02:24 | knows the URL or only the
people that you're sending it to.
| | 02:27 | I am going to leave it at Open Access.
| | 02:29 | You can also set a review deadline,
and that means that after that review
| | 02:33 | deadline, even when people send
comments back, you will not receive them.
| | 02:37 | They'll be aware if there is a
review deadline, by the way.
| | 02:40 | You can also turn on Allow page view
sharing and chat collaboration in this
| | 02:45 | document, which is something you
might want to do if everybody's got in the
| | 02:48 | Acrobat.com account, and
they are familiar with that.
| | 02:50 | We'll leave it off for now.
| | 02:51 | We'll just click Send.
| | 02:52 | So the progress bar is telling us
that it's creating a folder on our
| | 02:56 | Acrobat.com account,
| | 02:58 | it's uploading this file, and it's been
distributed to the reviewers and saved to
| | 03:02 | acrobat.com in your local hard drive.
| | 03:03 | Okay, so check the name of this file
up here. review.pdf has been added to it.
| | 03:09 | So now, this is kind of like the parent file;
| | 03:12 | this is going to be the one where all
comments are updated to. And anybody who
| | 03:16 | opens this up in Adobe Acrobat or
Reader will see this yellow banner going
| | 03:20 | across the top, to please add your
comments and click Publish Comments as you do
| | 03:25 | so, so other reviewers can see
them, and when the deadline is.
| | 03:28 | I'll am going to close this up, and
then I'll go ahead and add my own comment
| | 03:33 | with a little bubble here.
| | 03:34 | I'll just say, "Should we keep the lines
surrounding every page? I'm not sure."
| | 03:44 | That's all.
| | 03:46 | Then I'll click Publish Comments, so you
yourself, as you're adding comments, can upload them.
| | 03:51 | So I have logged on to Gmail as Joe,
and here is the invitation to participate
| | 03:57 | in the shared review.
| | 03:58 | It reminds them too that they need
Acrobat 9 or Reader 9, and to open up the
| | 04:02 | document in Adobe Acrobat or
Reader and make your comments.
| | 04:06 | So to open up the document, click this
link up here, which will download it off
| | 04:10 | of Acrobat.com. Or I can
copy and paste that link here.
| | 04:13 | Now, let's choose this one.
| | 04:16 | There is the PDF file and click
Download, HanselPetal, Pick a Location.
| | 04:20 | I'll save this to my desktop in
a new folder, Joe, and save it.
| | 04:27 | So here is Joe, and he's got the file
open in Reader. And he can go ahead and add
| | 04:33 | comments and check for new comments and
publish comments, just like Olivia could
| | 04:38 | in Adobe Acrobat, and just like
the other authors can as well.
| | 04:41 | I am going to quit out of Reader and
take a look at what's happening back
| | 04:44 | in Olivia's account.
| | 04:45 | Olivia sent this off to the three reviewers,
and now she wants to check for new comments,
| | 04:50 | so she clicks the Check for New
Comments button. And it says three new
| | 04:53 | comments were received.
| | 04:54 | Let's see what they are.
| | 04:56 | If we look at the Comments list here,
we can twirl it open and see that
| | 05:00 | there is Olivia's, and there are Anne's,
but we haven't got any from Tom or Joe yet.
| | 05:06 | Now, let's go ahead and answer Anne Marie's.
| | 05:10 | So Anne says here in this one, "are you
sure this is a tree," and we don't know if
| | 05:15 | she's being facetious in that.
| | 05:16 | So I am going to go ahead and reply to
say "yes, I'm sure! you're joking right,"
| | 05:24 | and then I'll say Publish Comments.
| | 05:26 | Now the next time that anybody chooses
check for new comments, they'll see not
| | 05:33 | only Anne Marie's comment appear
in their copy of this file on their
| | 05:37 | computer, but also my reply.
| | 05:39 | I can go ahead and quit out of
Acrobat if I want. I can do other things.
| | 05:42 | The next time that I open this up, I can
go ahead and click Check for New Comments.
| | 05:46 | I found a couple--three more.
Here we go. So let's look.
| | 05:52 | Anne and there's Tom.
| | 05:53 | So Tom says, "Are these the correct prices."
| | 05:56 | I'm not sure where Tom is talking about,
| | 05:58 | so I'll double-click to highlight
where he put his sticky note. And then
| | 06:03 | let's look at when Anne-Marie says, "is this a
tree?" and then Olivia said, "are you kidding?"
| | 06:09 | Then Anne-Marie also has a reply as well.
Or you can say, let's just search for
| | 06:15 | any kind of comments about, "are you sure,"
and then only the comments include the
| | 06:20 | word, "sure," are there, or
let's look for any of Anne's.
| | 06:23 | You can filter down to just
Anne's comments and responses.
| | 06:26 | So it's really easy to use. And as you
are working, you can always add comments
| | 06:32 | and check for new comments.
| | 06:33 | So you can see it's truly collaborative.
| | 06:35 | That's why it's called a shared review.
| | 06:37 | At any point if you want, you can go
to Track Reviews and with this Shared
| | 06:42 | Review selected, you can change the
deadline, you can choose to end the review,
| | 06:46 | you can see how many people are participating.
| | 06:48 | We'll be talking about the Track Review
panel in another video, and that's how
| | 06:52 | Shared Reviews work.
| | Collapse this transcript |
| Using the Review Tracker| 00:00 | Throughout this chapter, I've been
referring to the Track Reviews tab in the
| | 00:04 | Comments pane, and let's take a
closer look at it in this video.
| | 00:08 | The Track Reviews tab opens up the same
dialog box that you get when you go to
| | 00:14 | Tools > Forms, and click Track there.
| | 00:18 | They just give it two different names.
| | 00:20 | The Tracker, which is what most people
call it, tracks both distributed forms
| | 00:24 | and distributed reviews.
| | 00:26 | So you'll see, on the left, all the
reviews that you've ever sent, or that other
| | 00:30 | people have sent you that you've joined.
| | 00:33 | So if somebody sends a request to
join an e-mail-based review or a shared
| | 00:37 | review, you'll see those listed here;
| | 00:39 | same thing with forms.
| | 00:40 | If you've distributed forms, you'll
see the ones that you distributed here
| | 00:44 | and then the ones that people have
sent you that you filled out and then
| | 00:47 | returned will appear here.
| | 00:48 | The Server Status will show a check mark
or an angry, red X, if there's something
| | 00:53 | wrong with the server or sometimes a
yellow triangle with a question mark if
| | 00:57 | there is a problem. And you can just
sort of hover over there to get a tooltip
| | 01:00 | that tells you what the deal is.
| | 01:02 | So for some reason like you're offline,
it will say acrobat.com can't be found
| | 01:06 | that might be why you're not getting
updates to some of your comments, or
| | 01:10 | responses from some of your
forms that you've sent out.
| | 01:12 | So it's a good idea to
check the Server Status as well.
| | 01:15 | The buttons down here lets you
expand or collapse all of these.
| | 01:18 | You can also resize this.
| | 01:20 | At the very top, it says Latest Updates.
| | 01:22 | So these are the latest things having
to do with reviews or forms that you
| | 01:26 | have not looked at yet.
| | 01:27 | So, no, you currently have no updated reviews.
| | 01:30 | You currently have no
updated form data collections.
| | 01:32 | There is a notification icon in your
system tray, or in your menu bar on a
| | 01:37 | Macintosh, for when you get new
information here from the Tracker.
| | 01:41 | Or inside Acrobat, you'll also get
like little pop-ups that tell you if
| | 01:44 | there's new information.
| | 01:45 | But let's go back to the Sent reviews.
| | 01:48 | Here is the one that I did in a
previous video, called Send for Shared Review,
| | 01:52 | where I sent out this PDF to three people--
these three down here--asking them to participate.
| | 01:59 | So the rracker then tracks what's
happening with these things that you send out.
| | 02:03 | First of all, here is the location of
the file that people are commenting on.
| | 02:07 | Its status is active, so
it hasn't closed down yet.
| | 02:10 | We haven't ended the review.
| | 02:11 | When it was sent, who can
access it, what the deadline is.
| | 02:15 | Because I am the initiator, I'm able to
change the deadline or end the review.
| | 02:20 | So if I wanted to move the deadline up
a little bit, if I click here and then
| | 02:24 | I would send a message out to people and
telling them here's the new review deadline.
| | 02:29 | So it's kind of nice that it's one
location where I can send out mass e-mails to
| | 02:33 | everybody who has been responding.
| | 02:35 | I personally have been involved in these
kinds of reviews where there were 15 or
| | 02:37 | 20 people who all needs to take
a pass at the same important PDF.
| | 02:42 | So, it's really great to have this
kind of organizer available to me.
| | 02:45 | Down here, I want to call your attention
to the fact that in case you forgot to
| | 02:49 | e-mail somebody, or in case somebody
joins the team later it says, "I need to
| | 02:52 | participate in this review," you can
easily add more reviewers just by clicking
| | 02:56 | that button and then adding more
e-mail addresses to the To field and sending
| | 03:00 | them out the same e-mail.
| | 03:02 | If you need to send out a general message,
regardless of what it's about, to all
| | 03:06 | of the reviewers, you can click Email
All Reviewers, which actually opens up your
| | 03:11 | own default e-mail program and fills in
the To field with everybody's addresses.
| | 03:16 | So you can send them a message like,
"I'm sending a new version and keep an eye
| | 03:20 | out for the new invitation." Something like that.
| | 03:23 | So that's very handy.
| | 03:24 | And also, if you are constantly doing
the same kind of review with the same
| | 03:28 | group of people, you can only start
a new review with the same reviewers.
| | 03:32 | If you are done with a certain project,
like let's say this one, the employee
| | 03:35 | form--it says it's active, but
actually I finished this a long time ago--
| | 03:39 | you can click the Trashcan icon;
that's how you clear these out.
| | 03:42 | So as I click the Trashcan, "Are you
sure you want to remove the review?"
| | 03:46 | Yes, I am done with them, so you
don't have to look at it anymore.
| | 03:48 | The View Responses will open up a
compiled view of all the responses to a
| | 03:54 | particular document.
| | 03:55 | So in the case of a form, it opens
up something like a PDF portfolio that
| | 04:00 | contains everybody's PDF of their form
data, and then has a couple extra bells
| | 04:04 | and whistles that are very useful, such
as being able to sort by the fields that
| | 04:08 | they entered and export to an Excel file.
| | 04:10 | I talked all about that in the Forms chapter.
| | 04:14 | If you select a review and you choose
to View Comments, that will open up the
| | 04:17 | parent document that contains all
of the compiled comments and markup.
| | 04:22 | So whether you're using the Tracker
to take care of your managed reviews or
| | 04:26 | to take care of your distributed
forms, it's one of the best features in
| | 04:30 | Adobe Acrobat.
| | Collapse this transcript |
| Using the Collaborate Live review process| 00:00 | Here is another really neat way to
go over a PDF with one or more people.
| | 00:04 | Even if you are spread around the
country or around the world, you can all
| | 00:08 | gather together to review the same PDF live.
| | 00:12 | So this is called, in Acrobat parlance,
Collaborate Live, and it's available under
| | 00:18 | the Review section of the Comment pane.
| | 00:21 | To run this, first of all, you want to
make sure that the people who are ready to
| | 00:24 | collaborate are there.
| | 00:26 | Because what's going to happen is
it's going to send them an invitation by
| | 00:31 | e-mail to Collaborate Live, and then
I'll double-click it and then suddenly, boom--
| | 00:35 | they will be in the room.
| | 00:36 | So it's kind of like a screen sharing.
| | 00:38 | If you've ever done Acrobat Connect
or WebEx, it's going to be like a
| | 00:41 | screen-sharing of a PDF.
| | 00:42 | Let's go ahead and start this up.
| | 00:44 | We are going click Collaborate Live,
and it reminds you of what you're going
| | 00:48 | to do: you're going to collaborate
with other people live and within the
| | 00:50 | context of a PDF document.
| | 00:52 | It initiates a live online chat session
| | 00:55 | that's typing chat, sort of like I am,
and shared page views. So click Next.
| | 01:01 | I will just send this to my client, Tom Mueller.
| | 01:05 | Again, you can send this to
30 people if you wanted to.
| | 01:08 | "Please collaborate with me on," this
document, and it adds this underscore
| | 01:12 | collaboration afterwards because you
might be marking this up with your own
| | 01:17 | comments as you are talking.
| | 01:18 | Here is the invitation.
| | 01:19 | "It says you're going to need Acrobat or
Reader 9 or later to view this document."
| | 01:23 | "Open the file attachment," so it's
going to attach this file to the e-mail
| | 01:27 | invitation, "and then go to
the Collaborate Live panel."
| | 01:31 | So it adds a Collaborate Live panel to
this PDF that as soon as they open it up,
| | 01:36 | starts a chat session with
me and the other reviewers.
| | 01:39 | Now if this was a very large file, what
I could do would be to store the file on
| | 01:44 | acrobat.com, and instead of this being an
attachment, they would get a link to it.
| | 01:49 | I think this time I am actually going
to send it as an attachment, because it's
| | 01:52 | not that big of a file.
| | 01:54 | So I'll click Send.
| | 01:55 | It's enabling PDF file live.
| | 01:57 | It's sending the e-mail invitation,
and now we just need to wait for Tom.
| | 02:01 | So at this point we could actually call him
up on the phone and say, "Hey check your e-mail."
| | 02:05 | In the meantime, it's opened up the
collaboration version of this Two Trees
| | 02:09 | Olive Oil Employee Manual in front of
me, and you can see that currently only
| | 02:14 | me, Olivia, is viewing it.
| | 02:16 | This is the Document Chat window where
anybody who joins the review can go ahead
| | 02:20 | and type in something
that everybody else can read.
| | 02:22 | All right, so Tom has joined
the meeting, as you can see.
| | 02:25 | So everybody gets this cute little
avatar. And if you had lots of people
| | 02:28 | joining, they would all
appear in the scrolling list.
| | 02:31 | You can resize this
Collaborate panel on the left.
| | 02:35 | There is a resize texture area right here.
| | 02:37 | You can also change the amount of
room that you see for Document Chat and
| | 02:42 | the current viewers.
| | 02:43 | There is a dropdown menu with some
commands that you can run, and then if you're
| | 02:47 | done, you can always sign out.
| | 02:48 | Clicking this tab up here will close
the panel if you need more room, but you
| | 02:52 | see this little person icon with a
little speech bubble that will open up the
| | 02:56 | Collaborate Live panel again.
| | 02:58 | So basically, Tom and I are
on the phone. Hello Tom!
| | 03:00 | Tom Mueller: Hi Olivia!
| | 03:02 | Anne-Marie: So thank you so much for joining me.
| | 03:03 | How is the weather over there
on the other side of the world?
| | 03:06 | Tom: Oh, it's great. Great.
Anne-Marie: All right, great.
| | 03:08 | Anne-Marie: So Tom, you're my client, and
you've seen a couple of proofs of this employee
| | 03:12 | manual already, and you e-mailed me
and said that you wanted to go over something.
| | 03:16 | So what exactly do you
want to go over?
| | 03:18 | Tom: Well I am really concerned about updating
the thing, and I wanted to take a look at some of the things.
| | 03:26 | Anne-Marie: I thought you said that you had
some special comments about a table, or about--?
| | 03:28 | Tom: Yeah, that's true.
| | 03:31 | Anne-Marie: Okay, why don't you click
Start Page Sharing on your end?
| | 03:35 | Tom: Okay.
Anne-Marie: That's this button.
| | 03:37 | Anne-Marie: So, this is another feature of the
Collaborate Live is that when somebody chooses
| | 03:42 | Start Page Sharing, then everybody
else gets the option to join page sharing.
| | 03:47 | What that means is if you join page
sharing, then any page that Tom, as the sharer
| | 03:53 | is on, everybody else will see automatically.
| | 03:56 | So I will click OK because I want to join it.
| | 03:58 | So when Tom moves to the page that he
is interested in then everybody else sees
| | 04:03 | it, and as Tom moves his cursor around
on the screen, you also see his name,
| | 04:10 | so you know what he is pointing to.
| | 04:12 | So Tom, what is the
problem with this table?
| | 04:14 | Tom: I'd like the font to be a little
bigger and the names. It could be,
| | 04:19 | I suppose, a little narrower in
this area here to allow room for that.
| | 04:23 | Anne-Marie: All right, that's a great idea.
| | 04:24 | Hang on, let me add a
little comment to that: larger.
| | 04:29 | In the Collaborate Live, we are not
actually sharing comments back and forth; we
| | 04:33 | are all looking at the same file,
but we are not sharing comments.
| | 04:37 | So still as the initiator of this
Collaborator Live or the person who is in-charge
| | 04:40 | of the PDF, you can keep notes on your
own PDF as people are making comments.
| | 04:46 | If somebody else was here, they could say,
"I'm a little lost. Which typeface is too small?"
| | 04:55 | So they could send comments that other
people could respond to. Or like if Tom
| | 04:59 | said, "You forgot to enter a couple
more retail store locations," he could copy
| | 05:04 | and paste them into the Document Chat field.
| | 05:07 | We could get those,
| | 05:08 | because one of the commands as
available to you is to save the chat.
| | 05:12 | So you can save this for further reference.
| | 05:15 | So if people need to put in phone
numbers or e-mail addresses or other important
| | 05:19 | information, you can get it that way.
| | 05:21 | So if I need to look at another page, I
can still do so. But if I want to stop
| | 05:28 | sharing Tom's page, I can
click Stop Page Sharing.
| | 05:31 | All right, so Tom, why don't you go ahead
and stop page sharing yourself?
| | 05:36 | Tom: Okay, done.
| | 05:37 | Anne-Marie: Thank you, and now if I wanted to take
control and have people look at the page
| | 05:41 | that I need to, instead of me saying,
"Everybody go to page 23," or something, I
| | 05:45 | could say, Start Page Sharing, and it
says, "All current viewers of the document
| | 05:49 | will now move on to
whatever page you're currently at."
| | 05:53 | And so then if I say, "Well, I was
wondering what you thought about this part
| | 05:56 | of our office hours.
| | 05:57 | Do you really need to say that we're open
for business from 9 to 7? That's kind of long."
| | 06:03 | So because I am moving my cursor
over this part where it says, "9 to 7," he
| | 06:07 | sees my cursor with my name on it, and if I
zoom in, he also sees it zoom in on his side.
| | 06:13 | So with Collaborate Live it's almost
as though everybody is in the same room
| | 06:18 | looking at the same PDF at once.
| | 06:20 | It's just important to remember that
Collaborate Live means that you're all
| | 06:24 | looking at the same pages of the PDF,
but you're not on a phone conference call,
| | 06:29 | so that's something you need to do on your own.
| | 06:31 | And you're not really sharing a screen.
| | 06:33 | You are just looking at the same PDF.
| | 06:35 | If you want to share a screen, you can do so.
| | 06:37 | That is one of the features built into
acrobat.com. And to get to it you first
| | 06:42 | collaborate live on a document, and
then from this dropdown menu you can
| | 06:46 | choose Share My Screen, which tells you
that you're going to open up a meeting
| | 06:50 | room on acrobat.com and then all the
current viewers who are looking at this
| | 06:53 | will be invited to attend.
| | 06:55 | So when you share a screen, that means
you're not just sharing the PDF but
| | 06:58 | everything on your screen.
And I could jump to other programs,
| | 07:01 | I could jump to InDesign, or my e-mail
program, or a browser, and everybody would
| | 07:05 | be seeing my screen as well.
| | 07:07 | And then when you're done, you can just click
Sign Out and close the document. That's about it.
| | 07:11 | So as you can see, if you ever need
to review a PDF and e-mail is just not
| | 07:16 | cutting it, you might want to just get
on the phone and have everybody gather
| | 07:20 | together and go over it, once and
for all, using Collaborate Live.
| | Collapse this transcript |
|
|
12. Preflighting and Print ProductionReviewing the print production tools| 00:00 | Unless you're in the printing industry,
you may not realize that Acrobat is the
| | 00:05 | primary application that people who
work at printers in the department called
| | 00:08 | Prepress use to make sure that the files that
are about to be printed will print correctly.
| | 00:13 | PDF is the standard
format for these kind of files.
| | 00:17 | So if you're a designer, you're not
really sending your live InDesign, or Word,
| | 00:22 | or Publisher, files to their printer;
| | 00:24 | you're exporting them to PDF and then
sending the press-ready PDF to your printer.
| | 00:29 | Or even if your printer is asking for
the native files, just in case you did
| | 00:33 | something wrong, which of course you
wouldn't, otherwise only people who don't
| | 00:36 | go to lynda.com make mistakes.
| | 00:39 | They will take your native file, and
they will convert it to PDF and then run it
| | 00:43 | through various checks in Acrobat.
| | 00:45 | So there are a whole bunch of
tools built into Adobe Acrobat that are
| | 00:49 | specifically for prepress, meaning
before they go on a printing press,
| | 00:54 | to check various things like colors,
and printer's marks, and resolution of
| | 00:59 | images--things like that.
| | 01:01 | They're not showing by default in Acrobat X.
| | 01:04 | To see them, you need to go to the Tools
Panel menu right here, and choose Print
| | 01:09 | Production--that's where they are
hiding--and then you could just whole new
| | 01:14 | dropdown of all these cool tools.
| | 01:16 | Now in this video, I'm actually going
to give you a brief synopsis of what each
| | 01:20 | of these tools does,
| | 01:21 | just in case you're curious. We are not
going to go into a lot of detail at all
| | 01:25 | in any of them, but in the other
videos in this chapter, I will go into some
| | 01:29 | amount of detail on some of
the more commonly used ones,
| | 01:33 | things that you might want to use, even if
you're not working in prepress at a big,
| | 01:36 | huge commercial printer.
| | 01:38 | So starting from the top, Acrobat
Distiller used to be sold as a separate
| | 01:42 | program. For the past few versions it's
been part of Adobe Acrobat, and if you
| | 01:47 | click it, it'll open up the small mini
program that actually converts PostScript
| | 01:52 | files and EPS files to PDF files.
| | 01:56 | Distiller is hardly ever used these days
because most programs have it built-in.
| | 02:00 | Like in Microsoft Word, the PDFMaker,
that whole Ribbon there--that's actually
| | 02:04 | Distiller, all right. Or in Adobe
InDesign, when you export to PDF, it's using
| | 02:09 | Distiller in the background.
| | 02:11 | So it's not used that often.
| | 02:13 | Output Preview is a big, fat dialog box.
| | 02:16 | It has lots of tools for looking at a
PDF to preview any kind of issues. It doesn't
| | 02:22 | really fix anything; it just
helps you look at specific things.
| | 02:25 | Preflight is a monster of a dialog box.
It doesn't look so monstrous at first
| | 02:33 | glance. But it has a ton of little
programs built-in that can check and correct,
| | 02:39 | in other words it can
modify a PDF to fix things.
| | 02:42 | Like it can convert color to grayscale,
it can do all sorts of PDF fix-ups and
| | 02:48 | prepress things, and
create layers, as you can see.
| | 02:51 | It also has a Standards panel
that we will be talking about
| | 02:54 | that will let you save it in
a press-ready standard format.
| | 02:58 | That's what the whole
Preflight dialog box is about.
| | 03:01 | It comes from preflighting, like when
you're going to fly a jet airplane. Before
| | 03:04 | the pilots take off, they go through a
check list of things to check to make sure
| | 03:08 | that everything is cool
before they are up in the air.
| | 03:11 | And that's what a lot of people do
before you send a job out to a very expensive
| | 03:14 | press is they make a bunch of checks of
the document to make sure all the fonts
| | 03:18 | are there, the pictures are there, and so on.
| | 03:19 | That's what the Preflight
dialog box helps you do.
| | 03:23 | Trap Presets are just to create
something called trapping, which is when two
| | 03:27 | colors abut, in case things slip on press to
make sure there is no white gaps in between things.
| | 03:32 | Very technical.
| | 03:33 | You'll never need to use that.
| | 03:34 | Convert Colors is pretty cool.
| | 03:36 | It lets you convert colors,
believe it or not. Yes, it's true.
| | 03:40 | The Ink Manager gives you fine-tuned
control over the actual inks that are going
| | 03:44 | to be used on press, the primary
process inks plus any spot color inks.
| | 03:49 | Set Page Boxes is actually the
Crop tool, which I talked about before,
| | 03:53 | just that when you're in Prepress you
use Set Page Boxes a lot to do things like
| | 03:57 | add extra room for bleeds--things like that.
| | 03:59 | Once you've added extra rooms for
bleeds then you might want to add printer's
| | 04:04 | marks, trim marks, crop marks.
| | 04:06 | Sometimes a designer will export a
document to PDF but forget to include
| | 04:10 | printer's marks, which printers really
need when you print it out, in order to be
| | 04:13 | able align things up correctly on press.
| | 04:17 | Fix Hairlines is a nice little fix-up
that I guess is so commonly in need of
| | 04:21 | fixing that they created a special tool
just for this, and we'll be looking at
| | 04:25 | that in a different video.
| | 04:26 | A hairline is a very thin line or rule
on a page, but sometimes if it's too thin,
| | 04:30 | it will just disappear
completely once it's printed.
| | 04:33 | So this will make sure that that doesn't happen.
| | 04:36 | The Flattener Preview is a very
large dialog box that shows you live
| | 04:40 | transparency on the page, and what
things will be effected by live transparency--
| | 04:44 | a little bit beyond the purview of our video.
| | 04:48 | And finally JDF Job Definitions, these
are kind of like files that go along, or
| | 04:54 | they are included in a PDF,
embedded in a PDF, that help the workflow.
| | 04:59 | It describes like binding requirements and
what job identity and all sorts of information.
| | 05:04 | So if you're using a JDF job workflow, then
this is very useful to you. And that's it.
| | 05:10 | That was the fastest tour of all the
Print production tools that I have ever
| | 05:13 | heard, and now if you'd like to learn
more about them, I encourage you to watch
| | 05:16 | the other videos in this chapter.
| | Collapse this transcript |
| Previewing color separations| 00:00 | Traditionally, when a color
publication needs to be printed, somebody at the
| | 00:05 | printer takes each color page--like what
you see here in screen--they separate it
| | 00:10 | into the four basic process colors,
which are cyan, magenta, yellow, and black.
| | 00:15 | Those are the four inks that are
loaded on a press, and various combination of
| | 00:19 | those colors produce basically every
color that you see in front of you.
| | 00:22 | They don't load one million colors on the
press in order to produce these lovely flowers.
| | 00:27 | In addition to the process colors,
there's something called spot colors, which
| | 00:30 | are additional colors that are specific
color, like say the red of the Coca-Cola
| | 00:35 | logo, that cannot be reproduced in CMYK.
| | 00:39 | And so they pay for a
fifth ink. That's spot color.
| | 00:43 | That's the quick little color
separation 101, to let you know why color
| | 00:46 | separation is of critical
importance to print production.
| | 00:49 | Now, there is a place in Adobe Acrobat
where you can preview the color separations,
| | 00:56 | but if you look for a dialog box or a
tool called Preview Color Separations,
| | 01:01 | you'll never find one. It kills me.
| | 01:03 | It's actually hidden in one
of the Print Production tools.
| | 01:06 | So, to see the Print Production tools
that I have open here on the right, in
| | 01:09 | case you don't see them, make sure and
reveal them from the dropdown menu here, okay.
| | 01:14 | The Preview Color Separations dialog
box is actually part of Output Preview.
| | 01:19 | So just remember Preview.
| | 01:20 | You want to preview
separations, choose Output Preview.
| | 01:25 | Output Preview is actually a bunch of
different Previews built into one, but the
| | 01:29 | first one that's selected is Separations.
| | 01:32 | Immediately, by default, it shows you
all of the colors that are being used
| | 01:36 | in the current PDF.
| | 01:37 | So this one uses all four process
plates, plus it uses one pantone color.
| | 01:43 | If it was separated out, and you just want
to see what the black plate would look
| | 01:46 | like, you could uncheck all the other
colors except for black, and then this is
| | 01:51 | what the black plate would look like.
| | 01:55 | Most often though, you're trying to
find where the spot color is used because
| | 01:58 | you want to get rid of spot color.
| | 02:00 | A lot of designers not knowing quite
what they're doing in the authoring
| | 02:03 | application will choose colors from a
big menu in the dialog box or palette or
| | 02:07 | whatever their program offers, and pay no
attention if it's a process color or a spot color.
| | 02:12 | But this will add so much money to a
print job that often you want to get rid
| | 02:16 | of the pantone color.
| | 02:17 | So here is all the process
colors without pantone, and it's not
| | 02:21 | immediately obvious to me.
| | 02:23 | I'm going to fit in window with Command+
Minus or Ctrl+Minus a bit. Hang on a minute.
| | 02:28 | There we go.
So we can see the entire page.
| | 02:32 | I'm not seeing where that pantone color is used.
| | 02:34 | So instead, I'm going to turn on the
spot color plates and turn off the process
| | 02:39 | plates, and then I can see that down
here in the footer, the designer used a
| | 02:45 | pantone color for this blue down here,
instead of just a blue color from the mix
| | 02:49 | of the process plates.
| | 02:50 | So that's a way for me to
spot where it's being used.
| | 02:53 | Again, Output Preview, you
can't use to fix anything.
| | 02:56 | It's just a preview thing.
| | 02:57 | If I wanted to convert the pantone
color to a process color, I could do that
| | 03:01 | from within Acrobat in one of the other
dialog boxes, or I could go back to the
| | 03:04 | original application, fix it
there, and re-output this to PDF.
| | 03:08 | While I have this open, I wanted to
also show you that you might want to
| | 03:12 | use this Show dropdown menu to say
things like show me things that are just
| | 03:16 | spot color, which is maybe a little faster
than clicking and unclicking all these things.
| | 03:21 | There is also, show me anything that is RGB.
| | 03:26 | Maybe in your workflow, you don't
want to have any RGB files in your PDFs.
| | 03:31 | So I can say, "Oh my goodness, all
these are RGB. They're not CMYK."
| | 03:34 | RGB is the color space that you
use for monitors or online things.
| | 03:38 | So there is a very useful dropdown menu
at the top that I want to make sure that
| | 03:41 | you pay attention to, in
addition to these check boxes.
| | 03:44 | Between the menu and the check boxes,
you'll be able to preview everything you
| | 03:47 | would ever want to know
about the colors in your PDF.
| | Collapse this transcript |
| Using the Object Inspector to learn details| 00:00 | Sometimes when you print a job from
Acrobat, something doesn't print right.
| | 00:04 | A picture might become all pixelated
or text drops out or color is wrong.
| | 00:09 | So, it would be nice if you could
really find out what exactly is the
| | 00:12 | problem with that area of the page
in Acrobat, and you indeed have a tool,
| | 00:17 | called the Object Inspector.
| | 00:19 | Now, it's part of the Print
Production tools, and if you're not seeing Print
| | 00:22 | Production underneath your Tools panel,
go to the little dropdown menu and
| | 00:26 | choose Print Production if
they don't show by default.
| | 00:29 | And then, if you look through here, you
are not going to find something called
| | 00:33 | the Object Inspector.
| | 00:35 | The Object Inspector, like the Color
Separations Preview, is actually part of
| | 00:39 | Output Preview, all right.
| | 00:41 | So you click Output Preview, and
there you will see Object Inspector.
| | 00:45 | So, select it here, underneath the Preview list.
| | 00:49 | And isn't that exciting, all the
information it shows you by default?
| | 00:53 | The Object Inspector, unlike the Color
Separations Preview, needs you to actually
| | 00:58 | click something on the page.
| | 00:59 | So you're given a little crosshairs,
and it's not enough just to hover;
| | 01:03 | you need to click somewhere.
| | 01:04 | It's like if I click on this picture
of a flower, then the Object Inspector
| | 01:09 | kicks in and tells me everything
that's happening underneath where I clicked.
| | 01:14 | So, it's saying that what I clicked,
it has a DeviceCMYK Blend Color Space.
| | 01:19 | The blending mode is Normal, meaning
when two things overlap each other and
| | 01:25 | there is a live transparency as there
is in this document, one object may blend
| | 01:29 | with the object underneath it in a
method that's not "normal,"
| | 01:33 | meaning the object on the top
obscures the object underneath 100%.
| | 01:37 | There is actually a bunch of
different blend modes that you can choose in a
| | 01:40 | program like say Photoshop
or Illustrator or InDesign.
| | 01:43 | It's saying that this is an image, and
here is its size in pixels and in inches,
| | 01:48 | how many bits/pixel there are, and the
resolution: 300 pixels/inch vertical and
| | 01:55 | 300 pixels/inch horizontal
| | 01:57 | I assume is what it says out there,
| | 01:59 | that it is a JPEG, and then some
other interesting color information.
| | 02:04 | So, let's zoom in a bit.
| | 02:06 | Let me press Command+Plus or Ctrl+Plus,
so we can really click closely. Like I
| | 02:10 | can click on this type, and it tells
us that this blend mode is Normal again.
| | 02:15 | And then the color value, it's not
really clear, but this is actually CMYK:
| | 02:20 | cyan, magenta, yellow, and
black--and 1.0 means 100%.
| | 02:26 | So this type is 100% black.
| | 02:30 | It tells us the Font is ChaparralPro-
Bold, and its size, and that if it's been
| | 02:35 | set to overprint or not, and
some other interesting information.
| | 02:37 | So, like if you get some type that
won't print, you can find out what is the
| | 02:42 | problem child typeface. Let's scroll down.
| | 02:45 | Let's say that this image here
was pixelating when I printed.
| | 02:49 | If I click inside the image with the
Object Inspector, I can see that maybe the
| | 02:53 | problem is because of the resolution.
| | 02:56 | You can see the resolution is less
than 150 pixels/inch, which is way too low
| | 03:00 | for high-end commercial printing.
| | 03:02 | So, you can the Object Inspector to
click everywhere that you would like to on a
| | 03:06 | page in a PDF, and find out a ton of
information that will help you to get this
| | 03:10 | page to print successfully.
| | Collapse this transcript |
| Working with the Preflight dialog box| 00:00 | There is an innocuous little tool over
here in the Print Production section of
| | 00:04 | Adobe Acrobat called Preflight.
| | 00:06 | If you're not seeing Print Production,
just go under the Tools panel and go to
| | 00:11 | that little menu here, and
turn on Print Production.
| | 00:13 | It's not turned on by default.
| | 00:15 | Now, it's a cute little icon, isn't it?
| | 00:17 | It's got a magnifying glass and a little
printer. But once you open it, holy moley!
| | 00:22 | You're looking at the
mother of all dialog boxes.
| | 00:25 | I believe that lynda.com could do an
entire eight-hour video title just on the
| | 00:30 | Preflight dialog box, but I
won't subject you to that.
| | 00:33 | We're just going to take about five
minutes and talk about a few things that
| | 00:37 | it can do, and actually do something to this
document that we're looking at out in screen.
| | 00:41 | In fact, let me show you what the problem is.
| | 00:43 | If you watched one of the other videos
prior to this one in this chapter, you
| | 00:47 | will have learned that this blue ink
at the bottom, the page number and the
| | 00:51 | phone number on the left, are using a
spot color. And you can quickly see that
| | 00:55 | from Output Preview, if we go to say
show me all the Spot Color, you can see
| | 01:00 | these are using spot color.
| | 01:02 | Every thing else is using CMYK, one
of the primary process colors, and the
| | 01:08 | objective here is to convert the spot
color to a combination of the process colors.
| | 01:13 | So we still want it to look blue, but
we don't want to pay the extra couple
| | 01:16 | hundred bucks to put a fifth ink on
the press to print this spot color.
| | 01:20 | That is the job of Preflight.
| | 01:22 | So, the Preflight dialog box has three tabs:
| | 01:25 | Profiles, Results, and Standards.
| | 01:28 | The Results are what
happens after you run a profile,
| | 01:30 | so you can't really click anything yet.
And the Standards tab lets you save a
| | 01:34 | PDF according to one of the prepress
standards, and I have another video
| | 01:38 | talking about this.
| | 01:39 | So we're going to stay here under Profiles.
| | 01:41 | The profiles are a combination of
automated routines that can either analyze
| | 01:46 | the document or both analyze and change the
document based on the results of that analysis.
| | 01:52 | The ones that change it are called fix-ups.
| | 01:54 | So, if you look through here, there
are various profiles for different
| | 01:59 | aspects of a document.
| | 02:00 | For example, if you wanted to run a
profile that prepped the document for color
| | 02:04 | digital printing, you could choose
this one. And when you select one of the
| | 02:08 | profiles, it gives you a little
explanation of what this does.
| | 02:11 | You could take a look at a
few of the different fix-ups;
| | 02:14 | they're very interesting.
| | 02:15 | So, Convert to CMYK, Downsample
image resolution, Embed fonts,
| | 02:20 | Flatten transparency--
| | 02:21 | these are all things that prepress
normally has to do in order to ensure that a
| | 02:26 | job will print correctly according to
the customer's specifications and according
| | 02:30 | to their equipment and software.
| | 02:33 | The thing is that all of these are
kind of daunting to search through.
| | 02:37 | So, one of my favorite things is up here,
| | 02:39 | you can choose one of the filters.
| | 02:41 | Instead of showing all, you could say,
"Show me everything having to do with
| | 02:45 | digital printing and online publishing."
| | 02:48 | So there are only four things.
| | 02:49 | So, Online publishing (optimize for
quality), for example, or show me everything
| | 02:54 | having to do with prepress,
where you have a lot more.
| | 02:57 | Prepare something for Sheetfed offset
and using one of the process colors, or
| | 03:01 | including the spot
colors and the process colors.
| | 03:05 | Let's go back to Show All.
| | 03:06 | Another feature that I
like is using the Find command.
| | 03:09 | So, let's go back to our example, and we
want to convert those spot colors to CMYK.
| | 03:15 | So I would type in "convert" to find any
of the profiles that have the word "convert"
| | 03:21 | in them, and here we have the one
that we want: Convert to CMYK only.
| | 03:25 | SWOP means standard web-offset printing,
which is the standard that we want to use.
| | 03:29 | So, I'll select that one.
| | 03:31 | Now, when you select one of these
profiles, either a PDF fix-up or an analysis,
| | 03:36 | they have a little Edit button to the
right. And if you click that, that opens
| | 03:40 | up the subject of another lynda.com
title where all the different things that
| | 03:45 | this one Preflight thing will do.
| | 03:47 | You could select any of these elements,
and if they are locked, you can unlock
| | 03:51 | them and then start
editing all of this information.
| | 03:55 | And then, you could play with all these buttons.
| | 03:57 | You could have for yourself a high old
time, fiddling around in the Preflight
| | 04:01 | definition for what this does.
| | 04:03 | But we're just going to accept what
it does right off the bat. And if you
| | 04:06 | think you're going to be using this
a lot, you can click over here on the
| | 04:09 | right and choose it as a favorite,
and that way you can choose to show only
| | 04:13 | your favorites, which after a time, if
you're constantly using the same five or
| | 04:17 | ten different Preflights and fix-ups, makes
this a much easier dialog box to deal with.
| | 04:22 | We're going to run this Convert to
CMYK only, and we're going to click the
| | 04:26 | button down here: Analyze and fix.
| | 04:28 | So that's why you see two different buttons.
| | 04:30 | If the preflight that you selected is
actually going to change the document, it
| | 04:33 | will say Analyze and fix;
| | 04:35 | otherwise it'll just say Analyze.
| | 04:38 | Part of the Preflight definition--
remember when I clicked the Edit button?-- said to
| | 04:42 | make a copy of this document.
| | 04:44 | It's not going to actually change this.
| | 04:45 | So we'll call this page5-fixed,
click Save, and that's it.
| | 04:55 | When you see the green check mark at the top,
in Results, that means you're a happy camper.
| | 04:59 | Did not find any problems.
| | 05:00 | It was able to do its job.
| | 05:02 | You could create a report if you wanted to.
| | 05:05 | You can embed it in an audit trail.
| | 05:06 | You can do all sorts of crazy things.
| | 05:07 | But for us, all we care about is--
let's check out Output Preview
| | 05:11 | to see if it did its job.
| | 05:15 | Well, first of all, we can see there is
no spot colors down here, but if we say
| | 05:18 | show me Spot Color, nothing.
| | 05:21 | It converted those instances of spot
color at the bottom of the document to CMYK
| | 05:26 | using the same color blue.
| | 05:28 | That is the job of Preflight.
| | 05:31 | It is the prepress operator's best friend.
| | Collapse this transcript |
| Fixing hairlines| 00:00 | One of the most useful tools in the
Print Production pantheon--did you like that?--
| | 00:05 | is the Fix Hairlines tool right here.
| | 00:07 | Before we go into it though, let me help
you out. If you're not seeing Print Production,
| | 00:12 | you can get to it by going to
your Tools Panel menu right here, and
| | 00:16 | choosing Print Production,
so you can see all these tools.
| | 00:19 | It's not enabled by default.
| | 00:20 | Okay, so what these Fix Hairlines do, and
what is a hairline in the first place?
| | 00:25 | A hairline is a print industry
term for a very thin line or rule.
| | 00:30 | Sometimes, hairlines can be too thin,
and they won't show up when they
| | 00:34 | are actually on press.
| | 00:35 | It's a very common mistake to happen,
because a lot of people are just dragging
| | 00:40 | outlines onscreen and then scaling
them and not paying attention to what's
| | 00:43 | happening as they scale the lines.
| | 00:46 | So the screen will always show the line.
| | 00:47 | It will make the line disappear, right?
| | 00:49 | It'll always be at least one pixel wide.
| | 00:51 | But sometimes when it's actually
printed, it's less than that, so the
| | 00:55 | printer can't print it.
| | 00:56 | So, this will go through and look for
hairlines, narrower than or equal to a
| | 01:03 | certain measure, and then fix them--
| | 01:05 | actually, replace them with a thicker line.
| | 01:07 | So let's take a look at
this document, for example.
| | 01:09 | It might not be obvious from the get-go
where is the problem lying, but if
| | 01:14 | you zoom in closely and hold down
the Ctrl and the Spacebar to get the
| | 01:18 | temporarily Zoom tool, or
Command+Spacebar in a Mac--
| | 01:20 | I'm just going to drag a little selection
rectangle at the upper left-hand corner--
| | 01:25 | you can see how this line
does not match this line.
| | 01:27 | Let's say that we wanted
this line to match this line.
| | 01:30 | What we could do is use Fix Hairlines,
and I am more of a points person than an
| | 01:36 | inches person when I'm
working with the printing.
| | 01:39 | So I'll just say find a line that is
less than half of a point, 0.5, and
| | 01:46 | replace it with a half of point, because
I believe that this is a half of point.
| | 01:50 | So you can say all pages in document, or the
current page, or a page range, and then click OK.
| | 01:56 | Are you sure you want to do
it, because you can't undo.
| | 02:00 | Well, of course, you could always like
close the document without saving your changes.
| | 02:03 | So you don't need to worry about that too much.
| | 02:05 | There you go--nice and fixed.
| | 02:08 | Even though this wasn't a hairline per
se, it's a really nice way of being able
| | 02:11 | to change the width of certain lines.
| | 02:14 | But let me show you an actual hairline problem.
| | 02:17 | I have a document opened
called Two Trees Business Card.
| | 02:20 | Here is something that typically
happens is that the designer lays out the
| | 02:23 | business card, has some beautiful artwork,
places the artwork, and then scales it down.
| | 02:29 | Now I happen to know that the
original artwork of these two olives on the olive
| | 02:32 | branch is about a letter-size page.
| | 02:35 | This is a business card, which
is about 2 inches x 3 inches.
| | 02:39 | So this was scaled down a lot.
And when you scale an image down in Word, or
| | 02:44 | PowerPoint, or InDesign, or
QuarkXPress for that matter, it always scales
| | 02:49 | everything down, including line widths.
| | 02:51 | If we zoom in closely here--again with
Command or Ctrl+Spacebar--and drag, these
| | 02:57 | lines are extremely thin.
| | 03:00 | So we're going to use our friend, Fix
Hairlines, to actually bring any line that
| | 03:07 | is less than a hairline to a hairline's width.
| | 03:09 | Now in the US, we are typically using
.125 of a point as the lowest amount of
| | 03:16 | width that a line can hold.
| | 03:18 | That is called a hairline.
| | 03:20 | So we're going to again switch the
units to points. I'll put in .125.
| | 03:25 | So any line that is less
than an eighth of the point,
| | 03:29 | please make it an eight of the point.
| | 03:31 | It might be difficult to see a change,
| | 03:35 | but keep your eye on this line
and this line here, and click OK.
| | 03:42 | You can see they got a little bit
thicker. And so they're still nice, and thin,
| | 03:46 | and delicate, as the designer
wanted, but at least they'll print.
| | 03:49 | So that is the job of Fix Hairlines.
| | 03:52 | It's just a one-trick pony, but it's
often just exactly the pony that you need.
| | Collapse this transcript |
| Converting colors| 00:00 | Sometimes, for artistic or for
production purposes, you need to play with
| | 00:04 | the colors in a PDF,
| | 00:06 | you need to convert colors, and
that is the job of the Convert Colors
| | 00:11 | Print Production tool.
| | 00:12 | If you're not seeing Print Production
tools, go to the Tools Panel menu here,
| | 00:16 | and choose Print Production,
because it's not open by default.
| | 00:20 | Let's say that in this page, we want
to convert the images to grayscale,
| | 00:26 | but we'd like to keep the spot color down here,
because that spot color is used elsewhere.
| | 00:31 | So instead of printing a five-color job--
the four process colors and the spot
| | 00:35 | color-- we are going to only pay for a
two-color job, just grayscale, which is black
| | 00:39 | ink, and the spot color. It would be nice.
| | 00:42 | So how do you that in Acrobat?
| | 00:44 | Just choose Convert Colors.
| | 00:47 | This is kind of like a big, hairy dialog box.
| | 00:49 | But here is a simple way to
convert things to grayscale.
| | 00:52 | First, look here under Matching Criteria.
| | 00:55 | If I left this at Any Object, it
would convert everything to whichever
| | 01:00 | color profile I choose.
| | 01:02 | I don't want to convert everything;
| | 01:03 | I just want to convert the images.
| | 01:05 | All right. Or if you just want to
convert text, you can choose that.
| | 01:08 | I'm just going to convert the images.
| | 01:10 | So this is keeping track, up here,
of what it is you're about to do.
| | 01:14 | So you're going to convert every image, no
matter what its color space, to a certain Profile.
| | 01:21 | So Color Type is where
it's getting Any Colorspace.
| | 01:24 | You could say only the RGB images do I
want to convert, or only the CMYK images
| | 01:29 | do I want to convert, so on.
| | 01:30 | We're going to leave it at Any Colorspace.
| | 01:34 | Then we want to Convert to Profile.
| | 01:36 | Which Conversion profile do you want?
| | 01:38 | Here is where you need to
choose one that is grayscale.
| | 01:41 | The grayscales are down here at the bottom;
| | 01:43 | Gray Gamma 1.8 or 2.2.
| | 01:46 | You can pick and choose between them.
| | 01:47 | One is a little darker than
the other. I'll choose 1.8.
| | 01:51 | If you don't like it, you could always
revert and try again with the other one.
| | 01:54 | That's basically all you need to
do, other than choose which pages.
| | 01:57 | Now, this is just a one-page
document, so I'll say All.
| | 02:00 | But if you just wanted to convert certain
pages, you could do that here. Then I'll say OK.
| | 02:04 | Now this one of those things that Adobe
can't undo, so all you will be left with
| | 02:10 | will be the ability to revert,
| | 02:12 | or to go back to a last
saved version. Keep that in mind.
| | 02:16 | I'm just going to say I would like to proceed.
| | 02:17 | Yes, go ahead, and that's it.
| | 02:20 | It converted all of the images to grayscale,
| | 02:23 | it left my spot color as
is, and I may happy camper.
| | Collapse this transcript |
| Saving as a standards-compliant PDF| 00:00 | You know, one of the worst things that
can happen to you if you work for prepress
| | 00:03 | at a commercial printer is to get a
PDF and have it not be a standard PDF,
| | 00:08 | meaning like, PDF/X-1a, 3Xa, or 4Xa, or
all those kind of standard ISO sorts of
| | 00:14 | things, because you have
no clue what is in that PDF.
| | 00:18 | It's an evolving thing over the
past few years of printers and graphic
| | 00:23 | designers and publishers trying to
figure out, okay, if I want to send
| | 00:25 | over PDF, I can assure the printer
that I have specified some sort of color
| | 00:30 | management, or output intent, that
all the fonts are there, that kind of thing.
| | 00:34 | If all this is true, it will
validate as a certain standard PDF.
| | 00:39 | For example, you may have heard
magazines ask you for an advertisement
| | 00:44 | in PDF/X-1a format.
| | 00:46 | PDF/X-1a is a very common format when you
have no idea who the printer is going to be.
| | 00:50 | It's kind of like a common denominator format.
| | 00:53 | So like, for example, if I go in
Acrobat and I open up a PDF that's been saved
| | 00:59 | to that X1a standard,
| | 01:01 | I can tell immediately, because I'll
get a new panel on the left called the
| | 01:05 | Standards panel, where it'll
say this is a PDF/X-1:2001.
| | 01:10 | I can do things like verify the conformance.
| | 01:13 | It says that what the output intent is?
| | 01:16 | It's to U.S. Web Coated,
Standard Web Offset Press version 2.
| | 01:20 | I can do all sorts of things.
| | 01:21 | That's how I know in Acrobat that
have opened up a standards-compliant PDF.
| | 01:27 | So how do you create a standards-compliant PDF?
| | 01:30 | Usually, you do it in the
originating application.
| | 01:34 | For example, in Adobe InDesign if you
take your live file here and you want to
| | 01:38 | convert this file to PDF,
| | 01:40 | you want to export it to PDF to
hand off to a commercial printer,
| | 01:43 | you go to File > Adobe PDF Presets, and
save in one of these standard formats.
| | 01:49 | So I can easily create a PDF/X-1a version--
that's 2001 version--of this file for my printer.
| | 01:55 | PDF/X-4 is the same thing as PDF/X-1,
except it contains live transparency,
| | 02:01 | which is usually better for both the
designer and the prepress operator.
| | 02:05 | It makes a lot easier to edit the PDF in case
they need to, like fix hairlines or something.
| | 02:10 | In Microsoft Word for Windows only--this
doesn't work with the Mac version of Windows--
| | 02:15 | the PDFMaker lets you specify a standard.
| | 02:18 | It's not real obvious.
| | 02:19 | But if you click Acrobat, and go to
Preferences before you create your PDF,
| | 02:24 | you can see that the
Conversion Settings are Standard.
| | 02:27 | You might not know what that means.
| | 02:29 | You do see one kind of
standard down here. It says PDF/A-1a.
| | 02:34 | This is not the same thing as PDF/X.
PDF/A is for archiving the file.
| | 02:38 | That's what the A is.
| | 02:39 | It's kind of a newer standard.
| | 02:41 | That means if you open up a
PDF/A in Adobe Acrobat or Reader--
| | 02:45 | well, especially Adobe Acrobat--because
normally you can change a PDF in Acrobat,
| | 02:49 | you cannot change a PDF/A. It's archive.
| | 02:52 | So it's for just long-term
storage after you're doing using a PDF.
| | 02:56 | So this is not the one you want to use.
| | 02:58 | Instead, you go to Advanced Settings.
| | 03:02 | Here is where all the
goodies are for Adobe PDF settings.
| | 03:05 | Go to Standards, and choose a
compliance standard from this dropdown menu.
| | 03:11 | So we do have PDF/X-1a.
| | 03:13 | We don't have PDF/X-4,
the live transparency one.
| | 03:16 | But at least the PDF/X-1a would be good enough.
| | 03:18 | Let me click Cancel out of here.
| | 03:21 | However, if you are in Acrobat, and
you are working with a PDF that is not
| | 03:27 | standards-compliant, you can
make it standards-compliant.
| | 03:30 | I'm going to go to File > Open, and open
up a version of that same document that
| | 03:36 | is not standards-compliant.
| | 03:37 | You can see we don't our friendly
little Standard panel on the left.
| | 03:40 | You can do this with one of
the Print Production tools.
| | 03:43 | So open up your Tools panel,
and go down to Print Production.
| | 03:47 | If you don't see Print Production, go
to the Tools Panel menu and choose it.
| | 03:51 | What you want to do is go to Preflight.
| | 03:54 | It doesn't say it makes standards-complaint.
| | 03:56 | It's not that easy. Sorry.
| | 03:58 | Go to Preflight.
| | 04:00 | We're going to go right
here to the Standards panel.
| | 04:04 | We want to save this
document as PDF/X. We'll Continue.
| | 04:09 | All right, so it says, "Well, there is various
flavors of the PDF/X. Which one do you want?"
| | 04:14 | So you would get this
information from your commercial printer.
| | 04:17 | But mainly, it's going to be PDF/X-1a,
or PDF/X-4 is the same thing as PDF/X-1a,
| | 04:22 | except that it supports live transparency.
| | 04:26 | But we'll just leave it as PDF/X-1a--
| | 04:27 | it's going to flatten anything that's
transparent here--and click Continue.
| | 04:32 | Now it wants to know, which of the
following conversion profiles should it use,
| | 04:36 | because it's probably going to have
to convert some things inside this file
| | 04:40 | before it can make it compliant?
| | 04:42 | So you can choose which
one of these that you want:
| | 04:44 | you know, Magazine Ads, Newspaper Ads.
| | 04:46 | I have selected here Sheetfed offset (CMYK and
spot colors), so we can keep the spot colors.
| | 04:53 | If it's low-res, you can select that.
| | 04:55 | So it won't have a problem
if you have low-res images.
| | 04:57 | Go ahead and choose one of these.
| | 04:59 | Again, this is the best way to figure
out which of these you should choose is to
| | 05:03 | ask your printer. Sheetfed offsets.
| | 05:07 | Which of the printing conditions?
| | 05:09 | The last time I use this, I had
US Web Coated (SWOP), which it says
| | 05:12 | might have a problem.
| | 05:14 | I could try something else if I wanted to
like going to the ISO Web Coated, or whichever.
| | 05:20 | Again, my printer says I
like to stay with US Web Coated.
| | 05:22 | So it's not having a red X, which
is saying there might be an issue.
| | 05:26 | Then finally down here, depending on the
chosen conversion profile, sometimes it
| | 05:31 | might run into things where it
has to actually make a change.
| | 05:33 | We're telling it, "Yes, please
go ahead and apply the corrections."
| | 05:36 | So I'll just click Save as.
| | 05:38 | It wants to know, what do you
want to call this? I'll say "my-x1a".
| | 05:41 | Click Save.
| | 05:49 | Now it goes through the PDF, every single page,
and it gives you report of what it's doing.
| | 05:54 | Now it actually did make it compliant, as
you can see--we have it right here in the left.
| | 05:57 | But it had a few warnings, some
things that you might want to look at.
| | 06:01 | If it has a red X, then that's a problem.
| | 06:03 | You need to fix it yourself.
| | 06:05 | It's something that Acrobat couldn't fix.
| | 06:07 | So, for example, it doesn't like that
destination profile, the US Web Offset.
| | 06:12 | It found some slightly thin hairlines, 0.124,
| | 06:17 | a couple of other issues, but none of
these actually make it not PDF/X-1a.
| | 06:22 | So I'm perfectly fine with this. I'll close it.
| | 06:26 | We can verify for ourselves by opening
up this panel, and see that yes, it is a
| | 06:30 | standard-compliant PDF/X-1 for our printer.
| | 06:34 | That is how you can create a
standards-compliant PDF for your commercial printer
| | 06:39 | right in Adobe Acrobat.
| | Collapse this transcript |
|
|
13. Scanning and Optical Character Recognition (OCR)Scanning a paper document to PDF| 00:00 | If you have a lot of paper documents
that you need to convert to PDFs, especially
| | 00:04 | searchable PDFs, ones that have text
in them, then you need to invest in a
| | 00:09 | scanner with a document feeder.
| | 00:11 | It will pay for itself 10 times over--let
me tell you. I have one, and it is fantastic.
| | 00:17 | But any kind of scanner, even if it
doesn't have a document feeder, can be
| | 00:20 | plugged into your computer and Adobe
Acrobat Pro can recognize it as a scanner
| | 00:25 | and do some automation with it.
| | 00:27 | Let's take a look at how that's done.
| | 00:29 | Well first, you hook up your scanner.
| | 00:31 | Then you go to the Create menu,
and choose PDF from Scanner.
| | 00:37 | The easiest thing to do would be to
choose one of these presets: Autodetect
| | 00:41 | Color mode, or Black and White,
Grayscale, Color, Color Image, and then just
| | 00:46 | have it go to town.
| | 00:48 | These presets are automatically
configured to do things to pages as they're fed
| | 00:53 | through the document feeder.
| | 00:55 | So let's take a look of
what some of the preset are.
| | 00:57 | We are not going to go into a lot of
detail. But just to give you an idea of the
| | 01:00 | kind of automation that Acrobat will do
when you feed files in through a scanner
| | 01:06 | is that, for example, it can
scan both sides at once, and it will
| | 01:10 | automatically detect if the page has
color or not, because it applies different
| | 01:14 | compression and settings to pages
depending on if there's color or if it's all
| | 01:19 | black-and-white type.
| | 01:21 | You can set the resolution all the way
up to 3000 DPI. 300 is usually far enough.
| | 01:26 | If you do it really high,
these PDFs will be huge.
| | 01:29 | Paper size, and it can prompt you after
you've fed in 20 pages, if you need to
| | 01:34 | feed in another 20, because you're
trying to scan an entire book and your
| | 01:39 | document feeder only takes 20 pages at
a time, you can have it prompt you to
| | 01:42 | scan more pages, and it will keep
adding those new pages to the same document.
| | 01:48 | As it is scanning this, what it's doing is
it's actually scanning it just like any scanner.
| | 01:52 | It's going to scan a picture of the
page, and then it's going to convert
| | 01:55 | that picture into a PDF, and we'll be
looking at that in other videos in this chapter.
| | 02:00 | But what it's asking you here is after it
converted to a PDF, how should it optimize it?
| | 02:05 | It can apply various levels of
compression depending on the content, and if you
| | 02:10 | are really after a smaller size, and
you are okay with sacrificing some of the
| | 02:14 | quality of the scan, then you
should drag the slider to the left.
| | 02:18 | If you need a high-quality scan, like
these documents have to look almost
| | 02:22 | exactly like how they looked in paper as
they do in a PDF, then you want to drag
| | 02:27 | this over to high-quality.
| | 02:28 | Now there are some options that you have
here as far as Optimization options, so
| | 02:34 | what happens to the images, should it
Deskew, meaning if the scan is tilted,
| | 02:38 | should it straighten it up?
| | 02:40 | We'll be looking at all these Optimization
options in a bit more detail in other videos.
| | 02:46 | After it scans the page and turns it
into a picture and it is saved as a
| | 02:50 | PDF, do you also wanted to Run OCR,
Optical Character Recognition? In other
| | 02:56 | words, instead of a picture of text,
should it turn into actual text, so you
| | 03:00 | could actually select it and copy it
and paste it elsewhere or do finds and
| | 03:04 | searches in the PDF?
| | 03:06 | You can see that in this present it is
automatically turned on to do so. And in
| | 03:10 | the options for that preset, you can
choose which language it should use.
| | 03:15 | So it's going to assume that the
documents you are feeding in are in English,
| | 03:20 | but, you know, if the documents you're
feeding in are in Hebrew, it's not going
| | 03:22 | to do very good job. So you should
choose Hebrew if that's the language of the
| | 03:26 | text that you're feeding in.
| | 03:28 | I'll move it back to English, because I
know I'm going to forget that. And then
| | 03:33 | the PDF Output Style, you have your
choice here of a few different types. Well,
| | 03:37 | in PDF Output Style, you have your
choice of Searchable Image and ClearScan, and
| | 03:41 | I'll be talking about the difference
between those two in a different video.
| | 03:45 | We'll just click OK here. And finally,
you can choose to make your scan PDF/A-1b-
| | 03:51 | compliant, which means, convert
them to the standard used for archive
| | 03:56 | documents, and an archived PDF is
very difficult to change in Adobe Acrobat
| | 04:01 | or Reader, so it's perfect for
archiving lots of paper documents that you've
| | 04:04 | converted to digital.
| | 04:05 | I'm going to close this.
No, I don't want to save my changes.
| | 04:10 | Let's go back to that create PDF
from scanner. So those were the presets
| | 04:16 | that come built-in.
| | 04:17 | If you want, you can do it on the fly,
creating your own set of options right
| | 04:21 | here under Custom Scan instead of
modifying any of the existing presets.
| | 04:26 | So here you can choose color mode, what
the output should be, what the document
| | 04:30 | setting should be, and so on.
| | 04:31 | So I'm telling you, if you have a lot of
documents that you need to convert from
| | 04:35 | paper to digital, definitely get one
of these scanners with an automatic
| | 04:39 | document feeder that Acrobat can read,
and then you can just go to town.
| | Collapse this transcript |
| Setting up optimization options| 00:00 | Now, let's say that you are starting with a scan,
| | 00:02 | just a regular scan saved as a JPEG
or a TIF, and you want to convert it to a
| | 00:07 | PDF but also convert the text
in that scan to searchable text.
| | 00:12 | Let's see the best kind of settings that you
should set up in Acrobat to make that happen.
| | 00:17 | Let's take a look at the scans that we
will be working with in this chapter.
| | 00:22 | I have them open up here in Photoshop.
| | 00:24 | So I scanned something as a bitmap,
but this should look familiar to you.
| | 00:27 | Its just one page of that employee manual
that we've been working with. Notice its size.
| | 00:33 | It's almost 2 MB. And then I have a
page from the magazine catalog,
| | 00:39 | whatever would call it. Unfortunately, it
got a little tilted while I was scanning it.
| | 00:43 | And this page is an RGB, and it is 24 MB.
| | 00:48 | The resolution for this one, by the way
in case you are wondering, is 300 pixels
| | 00:52 | per inch, and the letter scan is 400
pixels per inch. But because it's a
| | 00:56 | bitmap and not RGB, then it's a smaller file size.
But in either case, they are pretty big files.
| | 01:02 | So I am going to close these up, and we
will convert these to PDFs in Acrobat.
| | 01:08 | So I switch to Acrobat.
| | 01:10 | What we want to go is down to Create >
PDF from File, because these are your
| | 01:16 | already files, and locate the file.
And I'll start with the magazinescan.tif.
| | 01:25 | That's the color one.
| | 01:26 | So I selected here in the Open
dialog box, and I want to access the
| | 01:31 | settings before we do so.
| | 01:32 | This is I think a bug in Adobe Acrobat,
that unless you change the files of type--
| | 01:37 | or in a Mac it would say format--to
just the kind of format that you are
| | 01:42 | looking for, then the
Settings button is inaccessible.
| | 01:45 | So switch it to that. Or of course, if
you're looking at JPEG scans, switch this to JPEG.
| | 01:49 | And now you can click the Settings
button, and let's look at the different
| | 01:53 | optimization options.
| | 01:54 | So when we convert this TIF to a PDF,
we can choose to also have it run OCR and
| | 02:02 | optimize the scan, so that's
what that check mark is for.
| | 02:05 | So I suggest you to turn it on, because that
will save you bunch of steps down the line.
| | 02:09 | Then go to Settings for that, and
let's look at these settings here.
| | 02:12 | So Optimize Scanned PDF.
| | 02:14 | First of all, it's going to apply
adaptive compression, which is very
| | 02:18 | intelligent compression of different
parts of the page, depending on the content.
| | 02:23 | So in Color/Grayscale parts of it,
it will apply JPEG2000 compression.
| | 02:29 | For Monochrome, it will apply this kind
of compression, and it might lose some
| | 02:33 | image data, but it usually doesn't
make that much difference in monochrome.
| | 02:37 | But you have your choice of choosing
a different kind of compression level
| | 02:41 | if you want. Or just use the slider to say
these are very important historic documents.
| | 02:47 | I want you to use high-quality when
you convert them PDF. Or these are just
| | 02:51 | some receipts that I am going to
send in with my expense report.
| | 02:54 | You can make them small size.
| | 02:55 | Then look at the Filters, and let's click Edit.
| | 02:58 | Here at the default settings for the
filters, when you choose to optimize a
| | 03:02 | scanned PDF. First of all, Deskew:
deskew means if you happen to have tilted and
| | 03:07 | didn't get a perfectly straight scan,
then it will straighten it up, which is
| | 03:11 | something you have always want to turn on.
| | 03:13 | Now it's not that smart. It will only go
up to about 10 to 15 degrees off center, so if
| | 03:19 | it's a lot rotated, then it's not going to work.
| | 03:21 | However, remember that if you scan
something and say sideways or upside down,
| | 03:26 | you can always rotate the
page in 90-degree increments.
| | 03:29 | So I will leave Deskew turned on to fix the
slight tilting of the pages as I scan them in.
| | 03:35 | Then Background removal, if your
pages have a lot of dirt and dust and
| | 03:40 | scratches and stuff on them, or maybe
there's some see-through from a color
| | 03:44 | image on the other side of the page,
| | 03:45 | you might want to turn that on.
| | 03:47 | The default is for it to be off.
| | 03:50 | And the Descreen is on.
| | 03:51 | Descreen is when you take something
that's been printed and has a halftone screen,
| | 03:55 | sometimes when you scan it, you get a
really weird pattern known as Moire pattern;
| | 03:59 | this can Descreen it as it scans it.
| | 04:01 | Sometimes this kind of degrades the
image a little bit, so if your scan was not
| | 04:05 | from printed material, you
might want to turn this off.
| | 04:07 | I will leave it on for now.
| | 04:10 | And then Text Sharpening, so the text
sharpening means, sometimes when you scan
| | 04:15 | something the characters get like a
little halo around them, so this will
| | 04:19 | sharpen that up and remove that halo.
| | 04:22 | Sometimes it goes a little overboard,
and they don't look like letters anymore,
| | 04:25 | which means that your recognized
text isn't going to work that well.
| | 04:29 | I am just going to leave that at the
defaults, but these are what the filters
| | 04:31 | are for. And if you make a scan using
these filters and convert it to a PDF and
| | 04:37 | it's not right, then come back and try
again with some different settings here.
| | 04:41 | So those are the filters, and
let's look at the OCR options.
| | 04:44 | First of all, we definitely want it to
Make Searchable, that means apply OCR.
| | 04:48 | Adobe is trying to use more English-like
language; not everyone understands what
| | 04:53 | OCR means. So Make Searchable means
that you can actually search for a word in
| | 04:57 | the PDF, and it would find it.
| | 04:59 | The primary language is English, and
the PDF output style is searchable image.
| | 05:03 | If you want to change either one of
those, you just click the Edit button.
| | 05:07 | So the primary language there it should be
is English. What that means is that it's
| | 05:11 | expecting the text to be in English.
| | 05:13 | If the text is in a different language,
definitely choose the different language here.
| | 05:18 | And then the PDF Output Style, should
it be searchable image or clear scan?
| | 05:22 | These are sort of two different outputs,
and I am going to show that in more
| | 05:26 | detail in the next video.
| | 05:28 | We can just leave it at Searchable Image.
| | 05:29 | Either one of these will
make for a searchable PDF;
| | 05:32 | one just gives truer results than the other.
| | 05:34 | I will click Cancel to leave all these
things as is, and then I can just click
| | 05:39 | OK. And now it's retained all those
settings for Scan Optimization OCR.
| | 05:45 | But we can leave all the Color
Management settings as is, and now I am going to
| | 05:48 | click OK, and it will convert
that TIF file to a searchable PDF.
| | 05:55 | So it went through its little
engine, and the PDF opens up.
| | 05:59 | It still looks somewhat
like a scan, which is good.
| | 06:01 | I mean, sometimes when you convert a scan to
a PDF, you want it to look like the original.
| | 06:06 | However, it is a PDF.
| | 06:07 | Let's zoom out with Fit in Window.
| | 06:10 | We can select text, so it
actually has done the OCR.
| | 06:13 | We could do say a search.
| | 06:15 | I am going to press Ctrl+F and say
search for plant, and it found plants
| | 06:20 | and plants over here.
| | 06:22 | We can continue searching if we
wanted to, and let's look at the file size.
| | 06:25 | If I go to File > Properties,
the size of this PDF is 3.57K.
| | 06:32 | Do you remember what it was in Photoshop?
| | 06:36 | It was like 24 MB. But it
looks just like it did. Didn't it?
| | 06:39 | And it's straight this time, so it
does a fantastic job of converting scanned
| | 06:44 | documents into searchable PDFs.
| | Collapse this transcript |
| Recognizing text in a scanned PDF| 00:00 | Now you can have Acrobat
automatically run OCR on scans as you scan them in
| | 00:07 | or on scans as you convert them to a
PDF, but you can also start with just a
| | 00:12 | regular picture PDF and then run the
OCR directly from within Acrobat while
| | 00:18 | you're looking at it.
So let's see how that's done.
| | 00:21 | If we go to Create, we are going to
create a PDF from a file again, as we did in
| | 00:25 | the previous video. And I'll use the
magazinescan.tif again, but this time in
| | 00:32 | Settings, I'm going to turn
off OCR and Scan Optimization.
| | 00:36 | And I'll click OK and then click Open.
| | 00:43 | So it has converted the document to a PDF--
| | 00:45 | it's magazinescan.pdf--but it's a picture.
| | 00:48 | Let me zoom out a bit.
| | 00:52 | If I have the text selection
tool, I can't select any text;
| | 00:55 | it just recognizes it as one big picture.
| | 00:57 | So to convert this to a recognizable
PDF that has text that I can select, you
| | 01:04 | would run the command from the
Tools menu under Recognize text.
| | 01:09 | So we want to run it from in this file,
and I am going to click In This File,
| | 01:14 | and it says, "Which page is the current page,"
and again, here are the Settings that we've looked at
| | 01:18 | before, so we can choose Edit.
| | 01:21 | What is the primary OCR language?
| | 01:23 | What language should it use?
| | 01:24 | What language is this document in?
| | 01:25 | It's in English (US),
so we will leave it there.
| | 01:28 | What is the PDF output style?
| | 01:29 | And I had two examples to show
you, but we have Searchable Image.
| | 01:34 | Searchable Image (Exact), and Clear Scan.
You will see what that difference is in a bit.
| | 01:38 | I'm going to leave it at
Searchable Image, which is the one you would
| | 01:41 | normally want to use.
| | 01:42 | And then any kind of down sampling
that you want to do, you can choose
| | 01:46 | that option as well.
| | 01:47 | I am going to leave it high-res at 600.
| | 01:49 | Click OK and then click OK here.
| | 01:51 | So it deskews the image, it rotates it, it
does its image processing, it does its
| | 01:58 | OCR, and then we ended up with actual text
that you can swipe over and select, and
| | 02:04 | you can search on it.
| | 02:05 | So that's how you do it from within Acrobat.
| | 02:08 | You don't have to do it at the same time
that you're converting, or while you're scanning.
| | 02:12 | You can take any file that is currently in
image and convert it into searchable text.
| | 02:19 | Now let's look at those
different kinds of searchable text.
| | 02:21 | I am going to close this for a second.
And we don't need to save any changes.
| | 02:26 | This time I am going to open a couple of
examples that I saved, and these are in
| | 02:30 | your samples file, if you want to take a look.
| | 02:31 | I will leave them at this size,
but I am going to show them to you
| | 02:37 | side by side by going to the Window
menu and tiling them vertically. And we
| | 02:42 | can close Tools there.
| | 02:44 | So on the left, we made this into a
PDF using the Searchable Image setting,
| | 02:50 | and this one is Clear Scan. And if we
zoom in--I am pressing Command+Plus or
| | 02:54 | Ctrl+Plus a few times--
| | 02:56 | I think that you can see that the text
in the Clear Scan one is cleaner than the
| | 03:02 | text in the Searchable
Image one. Can you see that?
| | 03:08 | They both are actual text,
| | 03:10 | but this one seems cleaner. So why
would you ever want to choose Searchable
| | 03:15 | Image, rather than
Clear Scan as the kind of OCR output?
| | 03:19 | Well, because Searchable Image is
actually two things in one. It's the image;
| | 03:25 | it's the actual scan that
is sitting on top of the type.
| | 03:28 | So when you do this,
| | 03:29 | you are selecting type that is behind
these letters, and so this Searchable
| | 03:35 | Image is the closest to the original
that you can get, but still be searchable
| | 03:40 | as far as text is concerned; whereas
this one doesn't have any image data in it
| | 03:44 | at all for the type.
| | 03:46 | It's been replaced by actual characters,
so it might not be exactly as true as
| | 03:52 | what was in the scan.
| | 03:54 | It's just clearer to read.
For example, if there was a typeface that Adobe
| | 03:59 | didn't recognize that was used here,
it could not show you that typeface
| | 04:03 | if it doesn't have that typeface loaded,
so it's not going to be that close to
| | 04:07 | the original if you use Clear Scan.
| | 04:10 | The third type of PDF output that you
can make is called Searchable Image Exact,
| | 04:15 | which gets even closer to the
original. It would keep it tilted.
| | 04:19 | It wouldn't deskew it.
| | 04:20 | It would look exactly like the original scan;
however, it would still be text behind there.
| | 04:26 | So those are your choices when
you do OCR. Do you want Clear Scan?
| | 04:29 | Do you want a Searchable Image?
| | 04:31 | I would say in my experience, most
people use Searchable Image, because they
| | 04:35 | want to keep the look of the scan, but
they also wanted to do double duty as an
| | 04:40 | actual PDF that's searchable and index-able.
| | Collapse this transcript |
| Reviewing and correcting OCR suspects| 00:00 | Here's a page that I have scanned from
the printed material, converted to a PDF,
| | 00:06 | and run the recognized text on it
with the Searchable Image option.
| | 00:11 | So we are seeing a view of the actual
scan on top, but there is text behind it,
| | 00:16 | so we can actually select things,
| | 00:18 | we can search for words and find
them, and so on. Are we good to go?
| | 00:23 | Almost, not quite, because though
it may look good, it might not be
| | 00:27 | accurate, because it is just a
computer after all, and it's making guesses
| | 00:32 | about what these letters are.
| | 00:33 | There's no little human being
saying, "Oh, this is the word 'plants'."
| | 00:37 | It's just sort of guessing at it.
| | 00:38 | So if you want to make sure about what
the text is that's behind these letters,
| | 00:43 | then you want to run through OCR Suspects.
| | 00:46 | That's over here in the
Recognize Text section of the Tools pane.
| | 00:51 | So go to OCR Suspects and
choose Find First Suspect.
| | 00:55 | It has selected the item number of
the Bonsai Tree down here, with its weird
| | 01:01 | little selection preview, and
according to the dialog box Find Element, it's
| | 01:07 | saying, "Here is what the scan
look like. Here's a close-up of it."
| | 01:11 | And if you click inside here, you'll
see what the text looks like without the
| | 01:17 | image in front of it--in other words,
as though you had chosen Clear Scan as
| | 01:22 | the method for OCR.
| | 01:24 | Let's zoom in a bit with Command+Plus
or Ctrl+Plus, so we can see this a little
| | 01:27 | closer, because it looks like HP10-CP1
to me. But actually, do you notice that
| | 01:33 | it is HP, maybe a lowercase L and then
an O, and then there is a lower case L
| | 01:39 | and then an O over there?
| | 01:41 | So if you are actually doing a search
for HP10 in this catalog, you would not
| | 01:47 | find this one as a match, which is
pretty good that Acrobat is recognizing that
| | 01:51 | it might have guessed wrong on this word.
| | 01:53 | So when you click in it, you see the
actual text, and it gives you chance to
| | 01:57 | correct it, so this
should be actually HP 1 and 0.
| | 02:01 | I am typing by hand here, and this is CP.
| | 02:05 | I want to make sure that's a 1.
| | 02:06 | Then you click Accept and Find,
and go on to the next one.
| | 02:11 | So it's saying that it's not sure
about the word "Blue" with the quote mark.
| | 02:15 | Again, you click in it to
see the text that it's using.
| | 02:18 | Oh yeah, it guessed right. It's "Blue.
| | 02:20 | That's fine. Accept and Find, and so on.
| | 02:24 | You go on throughout the entire
document, clicking inside here and making sure
| | 02:28 | that it's correct or not.
| | 02:29 | In my experience, if while you're
scanning and converting to OCR you
| | 02:34 | choose the Clear Scan method of OCR,
it doesn't do a good job as detecting
| | 02:39 | where the suspects are.
| | 02:40 | So to ensure that the text is as
accurate as possible, I would recommend that
| | 02:45 | whenever you do the OCR that you
choose the Searchable Image option.
| | 02:49 | When you do so, Acrobat has something
to compare against, when you ask it to
| | 02:54 | find possible suspects in
words that are not quite accurate.
| | 02:59 | It's a great help.
| | Collapse this transcript |
|
|
14. Automating Routine TasksUsing the built-in Actions for automation| 00:00 | There is a great feature in Adobe
Acrobat X that lets you to string together
| | 00:03 | various commands from menus and panels,
letting you automate and standardize
| | 00:09 | really tedious kinds of
things that you do every day.
| | 00:12 | You'll find those Actions in the
Tools panel. Look for Action Wizard.
| | 00:16 | You'll see that there are seven
default Actions, but you can create your
| | 00:22 | own Actions, and you can save those Actions
and share them with others in your workgroup.
| | 00:26 | You could sell them on eBay or Craigslist--
| | 00:28 | all sorts of fun stuff.
| | 00:29 | Now, before we get into this any further,
I want to make sure that you understand
| | 00:34 | this has nothing really to do with the
other kind of actions that I talked about
| | 00:38 | in various videos which add
interactivity to content on the page.
| | 00:43 | For example, if I open up the Page
Thumbnail panel and right-click and choose
| | 00:48 | Page Properties, we've talked about
these kind of actions for buttons and for
| | 00:53 | bookmarks and things like that.
| | 00:55 | This adds interactivity to
content on the actual page in the PDF.
| | 01:01 | These Actions are actually
for you to do production work.
| | 01:05 | So that doesn't add anything to the content.
| | 01:07 | I don't know why Adobe decided to
call these Actions as well. C'est la vie.
| | 01:10 | Let's take a look at each of these
Actions, and see what it is they do.
| | 01:16 | So you just need to click them
once. I am going to click this one, and
| | 01:19 | you'll always get this
little descriptive dialog box.
| | 01:21 | If you get tired of looking at it, you can
turn on Don't show again for this Action.
| | 01:25 | An Action always includes a
description, written by whoever created the
| | 01:29 | Action, and three sections:
| | 01:32 | One is what kind of file do you start
with? The second one is what are the
| | 01:36 | things that it's going to do to that file or
files? And third, what should it do when it's done?
| | 01:42 | Should it save the file?
| | 01:43 | Should it save it with a new name?
| | 01:44 | Should it prompt you for a save location?
| | 01:47 | So these three things are part of every Action.
| | 01:50 | Let's look at Archive Paper Documents.
| | 01:53 | The description tells us that it
lets us automate taking paper documents,
| | 01:58 | converting them to digital format,
and then saving them in an Archive PDF
| | 02:02 | format so that they can't be changed,
which is a wonderful process, but could
| | 02:06 | be a very tedious process if you are trying to
convert all your paper stuff to digital PDFs.
| | 02:12 | That's why the Action is so useful.
| | 02:15 | Prepare for Distribution is something that
some people do quite a bit in Adobe Acrobat.
| | 02:19 | They take a document and they need to
distribute it to a bunch of different
| | 02:22 | people, and here are series of
Actions that they may need to take to every
| | 02:26 | single document before they distribute it.
| | 02:28 | They want to add a header and footer.
| | 02:30 | They want to add a watermark.
| | 02:32 | They want to add bookmarks.
| | 02:33 | They want to remove hidden information
like JavaScripts and buttons before it
| | 02:36 | gets distributed publicly.
| | 02:38 | This will help anybody in the office go
through these steps exactly every time
| | 02:44 | before a PDF gets distributed.
| | 02:47 | Get a Scan Doc from an MFP, which I
believe is a Multi Function Printer.
| | 02:54 | This basically helps you automate doing
OCR and adding descriptions and tags to
| | 02:59 | documents as you scan them in.
| | 03:02 | Create Accessible PDFs,
| | 03:05 | if part of your job is making sure
that your PDF documents are accessible to
| | 03:09 | people with visual disabilities,
this Action is just for you.
| | 03:12 | It goes through all of the many steps
that are required to make a PDF accessible.
| | 03:18 | Prepare for Review,
| | 03:19 | if you're about to send your PDF out to
a client or a group of people for their
| | 03:23 | comments, this helps prepare a PDF for
review. And Publish Sensitive Documents
| | 03:29 | such as documents that
contain confidential information,
| | 03:33 | you need to go through and redact
them and remove hidden information.
| | 03:36 | This steps you through all the
different things that you need to do to strip a
| | 03:41 | document of that sensitive
information before you distribute it.
| | 03:43 | So let's actually run one of these
Actions. Like let's run the Prepare for Web
| | 03:49 | Publishing on our current catalog page here.
| | 03:52 | So we'll just say, Next, and first
it's going to remove hidden information.
| | 03:59 | You'll see a little Progress bar down here
that tells you which step of the tasks it's on.
| | 04:04 | So right now, we're on
Remove Hidden Information.
| | 04:08 | In the case of this step, we have a
dialog box where we can customize exactly
| | 04:12 | which hidden information is deleted.
| | 04:15 | So not every step gives you a
dialog box, but this one does.
| | 04:18 | So if I wanted to, I could say, I don't
want you to remove the file attachments.
| | 04:22 | If there's any file attachments
here, leave them. And I'll click OK.
| | 04:27 | Then the next one is Reduce File Size.
| | 04:29 | Again, I am given the
option to choose a compatibility.
| | 04:33 | I'll just retain existing.
| | 04:36 | Then it goes through Preflight,
but notice it didn't give me the
| | 04:39 | Preflight dialog box.
| | 04:40 | So the type of preflight that it went
through was already part of the Action.
| | 04:45 | Now, it's asking me where to save the document.
| | 04:47 | I'll say, let's just save it in the same folder.
| | 04:50 | I'll call it "forweb," and
click Save, and it's done.
| | 04:59 | Here is the document right here.
| | 05:00 | It's ready for web publishing.
| | 05:03 | So these default Actions,
they are really useful.
| | 05:05 | You may want to edit them to make them
fit your particular workflow, or you may
| | 05:10 | want to create your own because you
have other things that you do all the time
| | 05:13 | that aren't covered by these Actions.
| | 05:16 | In any of those cases--using the
existing ones, editing the existing ones, or
| | 05:19 | creating new ones--Acrobat can take care of you.
| | 05:22 | So I think you can see that having
some default Actions and also the ability
| | 05:26 | to create your own Actions can save
you a ton of time when you are working
| | 05:30 | with Adobe Acrobat.
| | Collapse this transcript |
| Editing Actions| 00:00 | A great way to figure out more about an
Action is to look at how it was put together,
| | 00:06 | look at its anatomy and then from there,
you can get ideas for your own Actions,
| | 00:10 | or maybe you can figure out how to tweak or
edit that Action to better suit what you need.
| | 00:15 | Let's start by looking at
one of these built-in Actions.
| | 00:18 | First, let's run the
Prepare for Web Publishing Action.
| | 00:21 | This is the same Action I ran in the previous
video, but maybe we're jumping in at this point.
| | 00:26 | I am just going to click Prepare for Web
Publishing, and it opens up this little
| |
|
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