Join Brian Wood for an in-depth discussion in this video Editing articles, part of Acrobat 8 Professional Beyond the Basics.
- [Narrator] Okay. Now that we've actually created an article, let's go through and show you how to edit it. By editing, I mean being able to add different parts to the story, being able to resize things, show you different things with view, et cetera. So, as long as you got coffee brochure open from the previous exercise, we're going to go through and start to edit our article. Now, if you're just joining us at this point, you can open from the exercise files folder, articles folder, you can open up coffee brochure final. And kind of follow along that way. I've got the advanced editing toolbar open. I'm going to go ahead and click on the article tool once again. The thing about the advanced editing toolbar is once you start to get in and get in further into Acrobat, you're going to notice that there's a lot of stuff we can do, and we're going to cover a lot of this in this title.
As you click on one of these tools, it starts to display those things on the PDF pages. So, article tool will display all the article boxes. So, I've scrolled back up to the first page and clicked show one page at a time. Now, you'll be able to see out here I've got my first article and my first section of the article. Suppose that I decide that this is too big, it's too big of an area, it's not zooming in enough or something like that, or I want to move it. With the article tools selected, I'm going to go over here, and actually, you'll see a little flag right here. It's going to say one of one. Now, if I come even in the center out here, you just go ahead and click. What it does is it selects the first box of the article.
You can resize it. You can do all sorts of things. So, what I'm going to do is zoom in just a bit using the plus up here, just a bit. There we go. Suppose I think it's too big, it's cutting off enough here. So, what I can do is, all these little points here allow me to actually resize the box and make it a little bit smaller here. You got to watch the width and height of these things. You got to remember that what it's trying to do is, it's trying to take this area and fit it into your space out here. It's trying to fit it into your window. If I had something that wasn't going to quite work, like, let's say I had something like this.
It'd be a little bit rough to view, meaning it would try and play break it up, or it would be a little bit too small. So, you've got to kind of work with these articles a little bit to make them appear the way you want to. So, once you actually get it about the size you want, you can click and drag, you can move the box wherever you see fit. So, suppose I think it's off just a little bit, I can kind of manipulate it a little bit out here. We've got our first box out here. Suppose we want to go through and continue this story. We realize that it's not quite done. So, what I'll do is I'll go to show one page at a time. I'm going to scroll down to page three down here where our second article box is.
Now, if you take a look at the article box, what I want to do is, suppose I want this story to continue down here to bean types, here's what we can do. If I come up here, I'm going to click on the flag, and you can move this anywhere you want. Alright, click in the center, it doesn't matter out here, and you can move it where you want. If it's too big, once again, I can resize it. This is the zoom area. Suppose I want, like I said, the story to continue. You're going to notice the plus down here. The plus allows you to continue a story. So, your whole job here is to come up to the plus, you click on it. What it does is it basically said, "Let's continue." So, if I come down here to bean types, and I click and drag, I'm going to try and make it the same width as that article box, so it doesn't look so jarring.
I'll let go, and you'll notice that it says one of two, one of three. So, this is still the first article, but it's the third box in the article, third view in the article, I guess you could say. Like I said, that was clicking on the plus. So, just suppose that we had an article working, and I needed to delete a box or something needed to go away. I decide, you know what, this one really doesn't need to be here. What I can do is if I click on it, whoops, excuse me, click okay, this happens all the time. If I actually hit delete right now with it selected, it's already selected, if I hit delete, it's going to say, "Okay. What do you want to do? Do you want to delete the whole article, or do you want to delete just this box in the article?" So, at any point, I can come to any box, and make sure it's selected, this one was already selected, and I can click on box, and it will delete just that one box.
At that point, if any article box I want to actually fix, like I said, I can click inside of it, select it, start to move it a little bit, sometimes you got to actually do that to see the points, and then I can keep going. You can delete boxes in the middle of an article, and what it'll do is it'll keep the other boxes strung together. So, this is a nice, easy way to create and edit an article. Articles are not that bad once you get the hang of them. The other thing about articles, too, is you have access to them through the article and navigation pane here. To click on articles on the right, I'm going to move my advanced editing toolbar out of the way.
Like I said, you've got the article right here. Any article's panel over here, you'll also notice that you have a little trash can. If you have any articles that you want to get rid of, like you saw, we could've done that out here by hitting delete and saying remove article, or you can click on the trash can and it will remove the selected article. Now, as far as articles are concerned, there are not that many options. You'll be able to see right here, we have hide after use, which basically hides the whole panel after you double click and start to read one. Read article is the same as you coming out there and start to click on the page or hit return or enter.
Delete, rename, and properties. Properties, if you choose properties right there, you guys, you can also right-click out here. If I click on properties, it's going to open up the article properties once again. That allows me to change the subject author keywords. Like I said, you can search on this later on if you feel it necessary. I'm going to cancel out of there. So, a couple ways we can work with the articles, just some quick, easy ways to edit the articles as well. Let me do this here really quick. I'm going to go to the hand tool. That kind of stops things, and what I'd like to do is we're going to create a second article really fast.
I'm going to go up to the second page here, page two-four. Suppose we created a little article right here. Using the article tool, click on the article tool, I'm going to come out here and click and drag to make an article box. I'm going to let go. I'm going to create a second one down here to go two of two. I'm going to try and make it about the same width here. Now, you got to watch the height on these things, because sometimes they can be a little tricky. You'll see what I mean in a second here. I'm going to let go. Now, suppose I'm done with the article. I can either double-click or hit return or enter. I'm going to hit enter and save, what's the title of this, I'm going to say the best and brightest, and I'm going to leave the rest of this alone.
Like I said, you could fill this out if you wanted to search on later on. So, click okay. You can see it says two, one, two of two. Go to the hand tool, come on here and start to read. I'm going to click and start to read. You'll notice that it actually zoomed in. I'll click again. It's down in the second part. I'll click one more time, and it should kind of take me back where I was. Here's the thing. Let's say we decide to do this, click on the article tool. I decide that this should be part of the other article. We can actually combine two articles pretty easily, so I'm going to go back to the first page here. Scroll up. Suppose I want to go from this article box down to the second page, starting here.
I come to this article box, then down here, and then down to the third page. I want to actually string these along. What we can do is this. If I come back to the first article, I'm going to click inside of it to kind of start it, come down to the plus, you'll see the plus on the very bottom of the page. Let me zoom in a little bit here so you can see it. That's a little plus down there. I'm going to go ahead and click on the plus to continue, go to the second page, scroll down to the second page. What I want to do is I want to actually add this article to the other article. We're going to combine them together. So, what I'm going to do is on Windows, I'm going to hold down control. On Mac, hold down option, and I'm going to actually see this little icon right here, which means let's stream them together, and I'm going to click.
Now, what that does is it basically, here's the thing though. It actually adds it to the end of the other article, meaning you'll see here it says one three, one four. What it did was, let me show one page at a time here. I'll scroll down to the third page just to show you this. You'll see that that is one two, so it's jumping from the first page to the third page, and then back up to this page. This is a way for you to combine articles if they were actually like strung together, if you had two stories that you wanted the people just to keep reading, but just know that it's actually just going to put them one on top of the other, basically.
It's literally going to say the first article is going to start and end, and then this article is just going to be kind of, I guess what you could call appended to the end of the first article. If the number gets out of whack here, you can go through and actually kind of start things again, removing the story and starting again, but there's a lot of ways to work with articles. Oh, and quickly, if any of you have used articles in the past, there used to be a preference under the page layout options on both platforms called MaxFit. It basically meant that if you had an article that zoomed in really tight, like 4,000 percent, and you didn't intend it to do that, it actually would add a maximum zoom that you could go to, and it would prevent it from going in that far, but from what I've seen, that's actually been taken out.
So, just to let you know. So, go ahead and close up coffee brochure. You don't need to save this, and what we'll do next is we're going to start to talk about commenting and reviewing, doing some collaborating.
Skill Level Intermediate
Q: How do I create a document that requires users to fill in all required fields before being able to print the document? Users should be able to see which fields are required and the PDF should display a message to users if all required fields are not filled in.
A: Since version 7 of Reader and Acrobat, form fields are highlighted by default on the page. To further highlight the fields by applying borders or a background color (or change any form fields), check out the video "Creating text fields" in the Acrobat 9 Pro: Creating Forms title.