Join Brian Wood for an in-depth discussion in this video The Organizer, part of Acrobat 8 Professional Essential Training.
- [Instructor] The next thing I'd like us to go through, is talking about the Organizer. The Organizer is a great way for you to be able to see PDF files, that you've had open, in the past, to organize them into what's called Collections, to be able to print them, etc.. The Organizer is something that comes with Acrobat Professional 8, as well as Standard 8, and, it's something that was around last version, as well. If you come under File, and come to Organizer, this is one way we can actually access the Organizer. The Organizer is like a separate window, that stays open, as long as Acrobat's open. If you look under here, you're going to see Open Organizer. You're also going to see Add to a Collection, which is dim, Create a New Collection, and Collections.
We're going to talk a lot about Collections, in just a little while, here, but, let's open up the Organizer, click on Open Organizer. If you're just opening Acrobat, for the first time, you're probably not going to see anything, inside of here. Because, what it does, is, it shows you everything that you've opened, as far as history, today, yesterday, the last seven days, etc.. As a matter of fact, in my Organizer, if you look over here, on the left hand side, what we have, is what's called History. The History says, here's what you've opened today. If I click on Yesterday, you may see something like There are no PDF files in, that's because you didn't open any, yesterday. The Last 7 days, the Last 14 days, what it's doing, is, it's showing us our History, of what we've opened.
I've got a bunch of these, that I've actually opened. And, the way the Organizer works, like I said, is, it's trying to actually show you what you've done. Now, if you look right here, it's just going to tell you what history you've got. We're looking at Today, I can see I've got Coffee Brochure, I've got a GCC bean project, annual report, etc.. And, it's kind of trying to show me that some of these have thumbnails, some don't, etc.. And, part of that's because it's either Acrobat 8, made in there, or not, sometimes, you'll see something like that. Now, it's also showing you when it's been changed, modified, how many pages there are, where it's located, and file size. I love this information, because that way, you know, if I'm ever trying to find a certain PDF, I don't have to guess at its size, or where it's located.
If you want to, let's look on the left hand side, over here, let's take a look at the History. Now, the way the Organizer's set up, is, we've got our History, right below that, we've got what's called Favorites, these are your Favorite Places, and, then, below that, we've got our Collections. Now, you'll notice there are little dividing lines, out here, and, these little dividing lines are just kind of separating things out. And, to the right, over here, there's actually a larger dividing line. There's three basic sections, to the Organizer. If I open this up, kind of move it a little bit, on this left hand side, we've got all our little panels, basically your History, like I said, your Favorites, and your Collections. In the middle, we've actually got a listing of the PDFs, themselves, and I can, on the right, here, actually open and close this up, as well.
And, on the right hand side, we've got the thumbnails, or the pages. These allow us to see the document, before you open it, which is what I love, because, if you've got two documents that are very similar, you can click between them, and see the pages, themselves. Over to the left, again, and, I'm just going to kind of take a look, here. If you take a look, there is the History, like I said. Sometimes, you have too many PDFs, in here, or, you've opened a PDF multiple times, and, it's kind of annoying you, you want to clear that. At the bottom, down here, of the Organizer, you're going to see something called Clear History. That will allow you to clear this. Note that it all goes away, OK? So, for this demonstration purpose I'm not going to do that.
Below the History, like I said, down here, you've got your Favorites. Your Favorites are, literally, like your local disk, your hard disk, if you've got a CD, or anything in network, etc., that you're kind of logged in to. So, this allows you to go out there, and, let's say I, you know, click on my local disk, or something like that, it's going to say there's no PDF files out there. OK, go to My Computer, please select an item to the left. Now, it's going to look a little different, on Mac. Matter of fact, I think, on Mac, you've got little arrows, here. These little pluses allow you to open things up, close things up, etc., so, you can sort of, kind of navigate through your hard drive, or places like that.
Now, you'll also notice that you've got your Favorite Places down here, it's just like a shortcut. OK, it's like when you're in Internet Explorer, and you create yourself a Bookmark, or something like that, it's kind of like that. If I click on My Documents, it'll show me all the PDFs, that are in My Documents folder. If I go to Desktop, it'll show me all the PDFs, on my Desktop, and, I apologize, I don't have any out there, right now. But, the great thing is, if you go to your Desktop, let's say I do that, and click on the arrow on Mac, or the plus, there, you'll be able to see your folders, your content, everything you've got out there, and you can kind of navigate through, to find a PDF, and display it, over here, and preview it.
Now, here's what I'm going to do. I'm going to come back up to History, and come back to Today, and see what I've got. The thing about Favorite Places, which is really great, is, you can make your own. Suppose you've got a folder that you always want to be able to go to, that you keep looking at, for PDFs. For instance, on my hard drive, I've actually got a folder called Learning PDFs. And I've put stuff in there, that I find on the Web, and I want to learn, and I want to be able to go back to that pretty regularly. So, what I can do, is, I can actually find that. For instance, let's say I want to find it. I can go out to my hard drive, my disks, wherever it is, suppose I'm going to my Desktop, here, I click on the Exercise Files folder.
Basically, what you can do, is, if I come to a folder I find, in my Collection, over here, or in my Window, if I right click on this, I can say Add exercise files to the Favorite Places, it's going to add it to my Favorite Places. Another way to do that, is, if you're going out here, and you're clicking on your arrows, or your plus, and you find a folder you want to use, once you select that folder, take a look down at the lower left, down here, you're going to see, basically, Add a favorite place. And, what this is going to do, if I click on Add a favorite place, here, it's going to say let's go find it, OK? This is yet another way to do it. If I navigate through here, I'm going to want to right click, on the folder, to get to it, OK, to make it a Favorite Place, to save it as a Favorite Place.
And I'll do it this way, it's fine. So, right now, what it's doing, is, it's showing my Desktop. I want to take the Exercise Files folder, and actually make that a Favorite Place. So, it actually, its got the folder name, right there. I could also make a New Folder, and put PDFs in there, later on. I'll click OK, and, what it does, is, it actually pulls that out, let me close the Desktop, here, pulls that out, and allows me to see inside that folder. I've got PDFs within other folders, so, if I were to open this up, and take a look, I've got different things, inside here. I could go through, and kind of search, and find different things. For instance, if I go to interface, here, click on interface, I should be able to see the PDFs, that are located in that folder.
So, it allows you to create Favorite Places, which are just, literally, like I said, bookmarks to a folder. Now, if you don't want one, you can actually right click on it, and say Remove It from Favorite Places, and it lets you kind of remove it from there pretty easily. It is just like a bookmark type thing. Now, I'm going to come back up here, to my History, and go to Today, I'll click back on Today, I can see all my files, that are open. Now, another thing we can do, in the Organizer, is create what's called a Collection, or use a Collection. A Collection is, sort of, like shortcuts to PDFs. Collection is not a folder that sits on your hard drive, and you move PDFs into it, it's just an association of PDFs, I guess you could call it.
What Adobe does is they give you, basically, three Collection folder, here. Collection 1, Collection 2, Collection 3 mean nothing to me, so, what I can do, is, I can actually associate PDFs. Let's say I've got a project I'm working on, and I need to grab a bunch of PDFs, from different locations, and kind of associate them together, for that project. What I can do, is, I can either take the Collection folders they give me, which are blank, and, if I click on Collection 1, here, I'll notice there's no PDF files, in here, and actually, what's really cool, is, it tells you what it is, it's really kind of neat, it's giving you a hint, here. So, if I scroll down, I can see what I'm doing. What I can do, is, rename this.
OK, Collection 1, let's say I want to call this the Coffee Job, or, you know, the Johnson collection, or something. If you right click on Collection 1, once again, I keep saying right click, but, if you're on a Mac, and you have a one button mouse, you can actually ctrl click. If I say Rename Collection, it'll let me rename it. Let's say I call this coffee, OK? So, I'll just hit return, or enter, and that will rename the Collection. Now, what this allows me to do, is, add PDFs to it. I can add PDFs to the Collection, in multiple ways. I can drag it in from my Desktop, I can from the finder, etc., I can go to my History, and find a PDF that I really like, and, literally, drag it on top of my Collection, here, and let go.
And, all it does, is associate it with that Collection. It's not moving it, or anything like that. So, if I go back to coffee Collection, I should be able to see that that PDF is now associated with the Collection, which is pretty cool. So, it allows you to, any time you find a PDF, and you're like, yeah, you know what, I want to associate this with the coffee job, I can do that, relatively easily, either by dragging, or, another method, here, is this. If I go back to my History, here, if I find a PDF, like my Market Analysis, let's say I want to add that to a Collection. If I right click on the Market Analysis, I can actually see it says Add to a Collection, and, then, I pick what Collection I want to add it to.
Once again, it's not moving it, just making it associated with that Collection, which is really nice. I'll come back to my Coffee brochure, here. Now, if you take a look in the lower left, down here, I'm actually going to see that I've got Create a new collection, as well. Create a new collection, if you click on that folder, that allows you to go in, and create a new folder, out here, and give it a new name. So, that's kind of something you can do, as well. I tend to use the ones they have, and, then, if I want to make more, I'll create new Collections, down here. Now, like I said before, if you get into your Organizer, and you're starting to try and create Collections, etc., what you're probably going to want to do, is, open up some PDFs, so you have some History.
I mentioned this earlier, but, you might want to do that, that way you can see some PDFs, in here. Because when you first open Acrobat, you're not going to see anything in your History, here. Looking at the middle panel, out here, you're going to see these are all the PDF files, themselves. You can sort these, which is pretty cool. I'm looking at my Today history, or, if I was looking at a Favorite Place, or a Collection, it doesn't matter. If I go to Sort by, I can, actually, sort by different things, depending on what's happening. I can sort by the Title, Author, Keywords, there's different things, inside of here, and, sometimes, some of these things will show up. Suppose I want to sort by Last Open Date, that's actually pretty cool, because, if I know that I'm working on a PDF, and I have multiple names, like Coffee brochure one, two, etc., I can find the last one I opened, that I've worked on.
If you decide, once again, you pinpoint a PDF that you like, or you want to open it, or work on it, if I click on it, over here, in the actual Today, or in the History, in this area, here, on the right hand side I will be able to see the pages, for the PDF, it's just preview pages. You'll look down at the bottom, down here, lower right hand corner of the Organizer, and, once you see the preview pages, there, you can actually zoom in, zoom out, which is so nice. You can also use your plus and minus, kind of a little bit slower way to do that, but, it's dynamically zooming in and out. And, I'll also see a scroll bar, here. You'll notice, on mine, here, it's actually getting a little bit chunky, but, it should be able to smooth that out a little bit, for you.
Now, you can also preview multiple PDF files. So, if I come out here, and I click on Coffee brochure, and, let's say I zoom out a little bit, here, so I can see more of it. If I shift click, to select multiple PDF files, here, it'll actually show me the previews of those pages. Here's the thing, sometimes, sometimes you will actually see that there are not thumbnails, for a document. It may take a few seconds for it to show up, or, sometimes, that may mean that the PDF was created in an earlier version of Acrobat, that needs to be opened, and edited, or changed, and, then, re-saved, inside of the new version of Acrobat.
But, it'll allow you to see multiple thumbnails of different documents, which is kind of nice. So, if I come back to this one, you can also, like I said, you can also come out here, and select disparate ones, ones that are not next to each other, by ctrl clicking on Windows, or apple clicking on Mac, to select some that are not next to each other, OK? So, I click back on Coffee brochure, I've got my PDF pages out here. Now, the thumbnail pages on the right, here, some really cool things. If your thumbnail pages, if your pages in your document have some special features, like they've got layers, or different things going on, there will actually be little icons that show up, near the title bar.
And, you can hover over those, or, even, click on them, and see what it's telling you. It could say that there's layers, in this document, or some feature like that. For each one of these pages, right here, if I come up to one of these, and, I decide to right click on it, you can, actually, open a document this way. There's 16 ways to do this, but, this will, actually, open it, to the page you have selected, which is kind of cool. So, if I find a page I'm like, oh, this looks like the one, I can right click on it, and say open it to that page, and it'll do it for me. Now, another thing you can do, is, if you come over here and click on, like I said, once again, you've got to have some History, here, to be able to see these, or, you could navigate to some place on your hard drive, to be able to find a PDF that you can see, if you click on a PDF file, there is an open button.
That will do just what it says, it will open it, directly, inside of Acrobat. A couple other things I can do. If you look at the bottom, down here, you're going to see a button called Select All. That, literally, does just what it says. It allows you to select all the PDFs in the window, here. Now, if you want to open a PDF, if you select them, like I said before, shift clicking, or ctrl clicking, or apple clicking on Mac, you can double click on a PDF, as well, to open it. So, there's a lot of ways to do that. The last thing up here, if you look at the top, we're going to see there's a bunch of buttons, up here, we've got Print, Email, Combine Files, and Send for Review.
What these do, it's relatively self explanatory. If you select a single PDF, or multiple PDFs, in your Window, here, you can print them all at once. It opens a Print dialog box, and lets you print them. Email is going to try and attach them to an e mail for you, as long as you have some kind of e mail software set up, or e mail application, some way to get at e mail. Combine Files lets you take multiple files, and combine them into a single PDF, or, create a PDF package, which is new, in Acrobat 8. We're going to talk about that a little bit further down the road, here.
Now, you can also Send for Review. Send for Review is a way for you to be able to, actually, if you click on the button, there, to create an E mail based review, or a Shared Review. Shared review is sort of like a real time review. That way you could select multiple PDF files, and get those to send out, so people could make comments, or review them, and send them back to you, etc.. So, those are review comment cycles. A lot of features, a lot of things that you can do, right here, in the Organizer window, which is kind of nice. And, one last thing, here, is, you're going to notice that there is a little button, here, called Ascending Sort Order, and Descending, it just kind of flips it back and forth, depending on what you want to do, up or down.
So, if I say Last Opened Date, it'll actually flip it up and down, OK? So, Ascending and Descending Order. You can keep Organizer open the whole time Acrobat's open, like I said, if you double click on a PDF, or double click over here, it doesn't matter, or click Open, it will open the PDF file for you, and let you work on it. But, I will notice that the Organizer window is still kind of open, in the background, out here. So, if you want to close the Organizer window, or minimize it, you're going to have to do it on Windows, using the X, on Mac, using the red button, to be able to close that, for yourself. A lot of features in the Organizer, a lot of things that it can do for you, to help you to see what you've done, and get things stated, really quickly.
Now, the next thing we're going to talk about is what's called Auto Save, an excellent feature in case you ever crash, in a program.