Join Anne-Marie Concepción for an in-depth discussion in this video Adding missing tools, part of Acrobat 9 Pro Tips and Tricks.
Have you noticed that as each new version of Acrobat and Reader comes out that certain tools that you have come to rely upon appear to have been removed from the programs? I mean that's what I had thought until I did a little digging and I learned that in most cases Adobe just decided to hide some tools that they used to show by default. Don't ask me why, but a good thing to know is that it's easily fixed. Do you remember, I don't know if you have been working in this field for as long I have but it wasn't that many versions back when there used to be a toolbar across the bottom where the page field was.
In an addition to First Page, Next Page Up, Next Page Back, there was a Jump to First Page, Jump to Last Page, there was also a Previous View and a Next View. Now it's up here and we are missing some commands. I mean, if you saw my video on customizing the toolbar, you know that we can actually drag our little Page Navigation toolbar, instead of it floating here in the middle or docked up at the top. We can bring it down to the bottom sort of approximate the utility of having the Page Navigation be all by itself on the bottom. But what about the other tools? Well, they are actually here. Let me show you. If you go to the View menu and go to Toolbars and go all the way to the bottom, where it says More Tools, we have the motherload of tools that can be in the toolbars. The toolbar itself is checked if it's turned on and it's showing which tools in that toolbar are part of that default set that's visible. Like for example, under the Comments & Markup Toolbar, which we do have open across the top, we have some of these tools showing, but we have a bunch of tools that aren't showing.
And I think we already have plenty showing. We will come back to that in a bit. Let's find the Page Navigation toolbar. So see we still have our First Page and our Last Page and we still have a Previous and a Next View. So this is one of the customizations that I do immediately when I get Acrobat or if I reset the toolbar, I immediately add these back in. So just turn on Previous View and Next View. I might as well turn on First Page and Last Page too. Why not, right? Click OK and you will see that they get added right down here. Remember that in older versions of Acrobat, the Previous Page used to be the Left and the Next Page to the right. They made a little bit more sense. Let's see, why would you want to use those? Well, they're kind of like a Back button and a Forward button in a web browser.
We already know that if we want to go to Page 2, we can just press the down arrow, then I click again then to go to Page 3 and then click the Up arrow to go to previous page, you can also click the Right and Left arrows as I'm doing now on your keyboard to jump back and forth. But let's say I want to go to Page 10 and compare something that's on Page 2. So if I swipe in the Page Field, type 10 and hit Return or Enter and I want to compare with Page 2, I don't have to select this field again and press Page 2, I just click Previous View. Next View, Previous View and it jumps back and forth on its own.
By the way while I'm talking about page numbers, let me tell you about a keyboard shortcut that's so useful but I really have met very few people who know about it and that is the Go To Page command. You know the page that you want to go to. Press Command+Shift+N on a Mac or Ctrl+Shift+N on a PC. Let's go to Page 5 and then press Return or Enter to jump to that page. All right, so that's how you add tools to toolbars. Now of course it is a lot easier to do all of this by right- clicking. This is easier I think to add and remove toolbars on the fly by right- clicking and choosing which ones you want to see. You can also get to the More Tools. You don't have to open up the full dialog box though.
Like let's say for example-- what's one that I always add? Oh, I know. Under Select & Zoom. So where is the Select & Zoom toolbar? I believe it's this one. So I'm right-clicking underneath a toolbar, and remember that's our little trick for if you don't know what is the name of the toolbar that these tools represent. Right-click directly underneath them and the one that has the asterisk is the name of it. But notice that when you right-click underneath a toolbar as opposed in an empty area, so here is empty area, here is toolbar that you actually see the list of tools belonging to that toolbar and you can turn them on and off on the fly. So you don't need to open up that big monstrous More Tools srolling list.
So some tools that I miss in Acrobat 9 that used to be in there were Fit Width and Fit Page. Actual Size I have gotten used to just pressing Command+1 or Ctrl+1. But Fit Width and its cousin Fit Page, I like those. So here is Fit Width. That actually fits however much of the width of this page will fit and then also the entire page. Then we have other tools that are there by default but I have missed these two guys. On the other hand, we also have some tools that are here that maybe we don't use.
So why clutter up the toolbars with superfluous tools. Like take a look at this list here in the Comments & Toolbars. Now I do a lot of commenting in PDFs. I use this little guy all the time. I don't use stamps that often. When I do use stamps, I probably come up here and pull it from the menu. So I'm going to right-click underneath this toolbar and say that I don't need the Stamp tool and I can in that way kind of prune the Commenting tools that I don't use a lot. Now, because I have so many perhaps this would be a time when I would want to just go to More Tools and then find the Commenting & Markup toolbar and turn them off from here. I do use the Arrow tool, I don't use Rectangle, don't use Pencil tool, Show and Hide Comments. I don't really send comments from there too often. And now I have a just a little bit more real estate up here to fit other tools that I do use.
So in addition to choosing which toolbars you want to show and where you want them to be and adding tools that you miss, you can also remove tools that you really don't care for. I think it's just important, because so much of the work that we do in Acrobat and Reader involve using a tool that it makes it a lot easier if you are only confronted by the tools that you actually use.
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