Join Brian Wood for an in-depth discussion in this video Customizing the toolbars, part of Acrobat 9 Pro Essential Training.
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We are going to look at customizing toolbars and talk a little bit more about the toolbars themselves, which are located towards the top of the page up here. The reason why we are going to do this is because when you go to, let's say, secure a PDF file you want to be able to have the action or the button out there on the toolbar if you tend to use this sort of thing a lot. So we can customize these to show things that you use a lot more. Toolbars themselves can be moved around. We can also close them or add different toolbars. So looking at the top of the screen I could see that I have got a single tasks-based toolbar up here.
On the left side I'd be able to see a little gripper, it's a double line on the left, I can actually take these, click-and-drag, and it allows me to drag these off and place them out in the workspace. So by dragging them out here you can see that I'm customizing the toolbars at the top of the page up there and I can close this one if I don't feel that I need to utilize these tools. They are task toolbars. Something you're going to use a lot, so I'm not going to want to do this. I want to keep this up there. So if you ever drag a toolbar off of the toolbar area, I can always drag it back up there. A lot of times you can take it by the gripper on the left-hand side, drag it out.
Come up towards the top. You will see that a gray bar is going to appear. I can put it just about anywhere I want. If I let it go somewhere it's going to place it up there and in possibly a different order than we had initially. Now the toolbars, there is a lot of them in here, are located in different areas here. Now I want to show where these are located. By clicking on the View menu up top I'd be able the toolbars. If you look out here, you're going to see there is a lot. So when there's a checkmark the toolbar is already out there. If we want to, let's say we are going to do something different. Supposedly you want to edit the PDF. You want to do something like edit some text out there.
That's called the Advanced Editing toolbar, for instance. To open one of these toolbars I will select Advanced Editing. It opens a toolbar. Toolbar is free floating out in the workspace out here, which means dragging it by the title tag up here, I can drag it anywhere I want, or by dragging it up by the left-hand side, the little gripper. I can also take this and dock it up top in the toolbar. So if I drag it up top here, depending on where you want to put it, if I want to put in between two different toolbars, I'll see a highlight area appear between the toolbars. When my cursor reaches it I can let go and that places it up there.
And you will see that where I place it is kind of dependent on where I drop it. So once I put it up there I tend to do this. As you work in Acrobat a lot you're going to realize that there are certain toolbars you don't want, certain toolbars you need and you want to put them where you want them to gain easier access. By clicking-and-dragging on the gripper bar on the left edge of any toolbar, I can drag it where I want to and sort of reorganize or rearrange my tools. If your screen is, let's say, too small, it won't fit them all in one line. You could see what it did here. It actually dropped it down to the second line. Toolbars can be changed and edited in different ways as well.
If you like shortcuts out here, what you can do is, on Windows if you right-click and on Mac if you Ctrl+Click on the toolbar area up here, you will be able to see the same thing we just saw under the View menu. It's a nice little context menu, which allows you to open as well as close toolbars that are already out here. Just to give you little heads up here, one of the toolbars I always have open is called Advanced Editing, if you have this available, as well as Typewriter. Typewriter tool is really, really important, when I'd actually go to actually add text to a file. So for instance, if you have a form and it's not fillable, you can't actually click and start typing.
You can use the Typewriter tool to add the text you need. So if I click on Typewriter it allows me to open the Typewriter toolbar. I can then take the Typewriter toolbar, drag it up top by the title bar or the gripper, put it where I want it, and if they won't fit, it will put it out here for me and kind of stick it on the side. The toolbars can also be edited, meaning you can change how they look, the appearance, by coming to a toolbar and right-clicking on Windows or Ctrl+Clicking on Mac on one of the toolbars and you can see it says, all the different tools you've got available right here.
So if there is a check ark that means the tool is already out there. Suppose there are tools you know you're not going to use. You can use close some of these so you don't have to even look at them. For instance, looking here at the Advanced Editing toolbar I can see that I've got my Article tool. Let's suppose I'm never going to create an article. By clicking Article tool it will remove that from the toolbar and give me more space to be able to see the other toolbars. Now looking on the right you're going to see that the Tasks toolbar and when I hit all the buttons that you first originally saw, the words are gone. And you can see Create here, simply because when it can't fit it, it tries its best to kind of close some of these, like the words.
If I right-click on let's say the Create out here and take a look and you'd able to see once again that I can change these. When you work with toolbars a lot of things we can do here. If you look where it says Show All tools, that's a way for you by right-clicking or Ctrl+Clicking on Mac to see every toolbar available. I usually don't suggest this, but it'll put them all out there. And after you work with your toolbars for a little while, sometimes these can be kind of harried up here, a little bit of a mess. So you can clean them up pretty easily by right-clicking or Ctrl+Clicking to see the context menu. You can reset your toolbars. Choosing Reset toolbar will basically reset them back where they were.
You can see the toolbar right there. It still has everything out there. If I would do it over here to this one, the Advanced Editing toolbar, I had closed the Article tool. By right-clicking or Ctrl+clicking on Mac, I can Reset the toolbar, it will reset it to its default appearance. You can see the Article tool came back out there. A lot of things in Acrobat you're going to find you can either go to a menu item like we saw up under the menus, under View, Toolbars. We have a lot of menu items we can use and you will see the same commands under here as well as right-clicking somewhere to get a context menu or Ctrl+Clicking on the Mac platform.
One of things that we could do as well that we can't do out on the toolbars in the menus here up in the View menu is the ability to see what's called Hide Toolbars. Now Hide Toolbars is nice quick shortcut, allow you to just simply hide them when you're trying to see more of your document. We can also lock the toolbars. Lock Toolbars. You can't move them, you can't edit them. As well as Button Labels. This is a really important one. Button Labels, when you see toolbars out here you have the ability to go in and change if there are words on the buttons. So what we are going to do right now is I'm going to reset the toolbars. So coming to Reset Toolbars here. I'll choose that. What that does is it actually resets them back exactly where they were when you first opened Acrobat.
Now you notice in the Tasks toolbar up here you will see the words, Create, Combine, Collaborate, Secure, Sign, etcetera. If you want to save screen real state here, not have to see those words once you get used to these, you can hide those. They are the actual terms. By coming under View, I come under here to toolbars, I could see it says Button Labels. The Button Labels right now are set on default. I can show all labels for every single tool, which will give me a brief description of what that tool does, or I can say no labels by choosing No Labels. Choose No Labels and you can see it actually hides the labels.
This is great for saving or conserving screen real estate to be able to see more of the tools that you want to access. So with toolbars there is a lot of creative energy here that we can use to get these exactly where you need them, and the reason why I would do that is because you may want to work a little bit faster and have the tools available so you don't have to go searching for them. Now that you have seen how the toolbars work, by using them a little bit more effectively you can set yourself up for the ability to work faster in here, and it's a little bit smarter. So you can show the tools you need to show and if you don't know what you need to show right now, you can leave them at their default states.
Later on as you get a little bit more comfortable, come in here, you can start to change these up a little bit and I'm sure you will. To help you work a little bit faster, little bit smarter later on down the road.
- Understanding the difference between Adobe Reader and the Acrobat family
- Creating PDFs from Office files, web pages, scanned pages, and other Adobe files
- Creating bookmarks and links
- Exporting and batch-process exporting to other formats
- Annotating PDFs and attaching files or audio comments
- Using Buzzword in various PDF workflows
- Setting encryption, passwords, and other security features