Join Brian Wood for an in-depth discussion in this video Using the Organizer, part of Acrobat 9 Pro Essential Training.
As you become more familiar with Acrobat, you're going to realize that you have probably opened lots and lots of PDFs throughout your day. That's where the Organizer steps in. We are going to take a look at the Organizer and after viewing this video you're going to be able to see that the Organizer will help you to more effectively locate, as well as even organize files, PDF files that you come into contact everyday. Now I don't have a file opened yet because the Organizer is away for us to see not only files we have opened in the past but as an organizational tool. So the Organizer is located under the File menu. By clicking File, you will see it says the Open menu.
Obviously that opens files as well as the Organizer. Organizer like I said is an excellent way to be able to see files you have opened before, I do want to point out like a lot of other programs out there, at the bottom down here at the File menu, you will see the History, there is a list of files that you have opened recently and the list is only so long and the top one is the last one you've had open. The History is actually part of the Organizer. The History shows you all the PDFs you've opened, today, yesterday, the last seven days, etcetera. And you're going to see in that menu that pops open, Open Organizer.
So either opening Organizer from here or up at the top of the File menu, you will see it says Organizer we can do the same thing here. The menu under Organizer at the top of this File menu, you have more features that we can look at. We are going to take a look at what's called Collections in just a minute here. Click Open Organizer and that should launch the Organizer itself. The Organizer is a separate Window, it allows you to keep it open as long as you have Acrobat open and we can see a lot of the files we have already opened throughout our day. Typically by default the History on the left-hand side over here, you will see it says Today and that's selected, shows every PDF you've had open today.
I know people who just don't like this thing simply because they know what they have opened, they know where the PDFs are but when you open a file, it gets logged in here as your history. So as you click in a file, you can see it on the right-hand side. It even shows you a preview. I absolutely love that, simply because when I click on one of the files- If I'm looking at a file, I'm like, is that the right version? Is that the right one that I want I look at? On the far right over here where the Preview area is you have a Zoom. There is Dynamic Zoom at the very bottom. Clicking-and-dragging that Slider to the right will dynamically zoom in, dynamically zoom out, and of course you have a plus and a minus to zoom in and out.
The Organizer is not just a way to see these files but you can also organize them and find files from elsewhere. PDF files that is. Now looking at the top up here where it says Today, what you're looking at. To the right, you're going to see it says Sort by. Right now it's Last Open Date. So as you open these things, you're going to see a time/date stamp here, which is telling you exactly when you opened them. They'll sort by that. If you want to you can reverse the sort order by clicking on this, it looks like a little staircase right here. So that reverses the sort order for you. A lot of you have used things like this in other programs, meaning you have clicked on these kinds of icons, so you probably would be used to some of these.
Sort by allows you to sort by all sorts of things, and this is a great feature, simply because may be you're trying to find a file based on a file size. I actually do that all time because I have three brochures and one of them is huge because that's the final version. That's got all these pages in it. You can sort by file size. So look right here right now, the smallest file size is on top, largest on the bottom, I can reverse that order or re-sort by clicking on the button here and kind of switch it. So as you find the file you want you can simply open it by double-clicking or there is an Open button at the top here.
So it's not only a way to see the files but a way to interact with them by opening them and working with them. On the left I guess that is the History. If you go below that you're going to see there is a separate panel out here. This is the way for you to navigate your document to be able to see any files that are not in History. You also have the ability to store what are called Favorite Places. These are things that you see a lot. So for instance clicking on the desktop will show me all the PDFs I have out there. Now if you click on your desktop, yours may look a little different out here, but I've got this PDF on my desktop right now. If I wanted to I could open it, I could do all sorts of things to it, but it's just a way for me to navigate.
The great thing about this area over here, this is actually called your Favorites Places, you can see it right there. I can save things as my favorites. For instance, look in the left seeing desktop, clicking the plus, I could see I have my Exercise_Files folder over there. If you either navigate to your hard drive or somewhere on your desktop let's say and you click and find a folder and you want to be able to save that, if you look on the right you're going to see after I click in the folder, there are no PDFs because there are a lot of folders in there. By clicking on the plus I will see other folders that we've got throughout our exercises here and if I click on let's say 01_interface, I'll see the two PDFs in there.
Suppose throughout your daily workflow, you decide that you're going to get in this folder a lot. You can actually save this as a Favorite Place. There's a couple of ways to do this. Looking at the bottom you're going to see a little folder with a star. Clicking on that star allows you to save it as a Favorite Place. I'm going to minimize the desktop by clicking on the minus here after it says, it's going to say Browse for folder. I've got my Exercise_Files open. I want to say interface, save it as a Favorite Place. I click OK, you'll see right there it's selecting the folder. What that does if I close the desktop in the left, you will see it adds the interface folder right here as a Favorite Place.
It's basically just a shortcut to a folder you go to a lot. So this is your Favorite Place, and this is saved in here basically forever. So as I click on this, I'll be able to see all the PDFs inside. Now the other feature we have out here with the Organizer is called Collections. You've got a PDF file sitting on your desktop, you've got a PDF on the network and maybe they are all part of the same customer you're working for. Instead of moving these PDF files into a single folder, what you can do is you can loosely associate them through a collection. So for instance, I've got this marketing analysis spreadsheet, so as I know that one of my customers is using this and when next time I want to be able to work with this customer, I would be able to pull up, two PDF files pretty quickly.
So what I can do is I can take this little PDF file here and simply drag it over to Collection. It adds it to the Collection itself, and next time I want to see that file instead of going to this interface folder, I can simply click on Collection over here in the lower left and it shows me that PDF. I didn't move the file, the PDF file. It just created a shortcut to it. Like I said, as you're working let's suppose you've got a customer and you're trying to get all the files together from, you don't have to actually move the files, you can simply associate them with what's called the Collection. So if I go to my interface folder here like I said, and I want to take the brochure and associate it with it as well or any other folder for that matter, any file I want to associate with Collection, I could simply drag in there and next time I click on it, I'll see them in it.
So I guess that easy way to work with files. Now you can name these collections if you'd like. If you right-click on Ctrl+Click on Mac on the Collection folder or name itself it will say Create a New Collection, you can create your own if you want, these are just some generic place holders for you to use, 1, 2, 3; you can rename them, you can delete them or you can add more files by browsing. So I'm going to rename this, so I go with Rename, I'm going to call this as the Jackson project. So suppose I'm working for a company and I have this project I'm always working on.
I can just associate the files together. Now if I want to add another file, let's suppose I've got a PDF file I want to add and it is adding just PDF files and it's in a different folder. I right-click on the Jackson project there, I'll see it says Add Files, by choosing Add Files, browse then to go out and navigate my desktop here. I'm going to go find a folder, it could be anywhere, it could be on a network, etcetera. I'm going to go into the 02_create folder, find the PDF grun_project for instance, and let's suppose this is the presentation that I want to associate or one of these presentations I want to associate with this customer. I can simply choose one, click Add and it associates it with the Collection, you'll see there is a nice little preview there.
Like I said it doesn't move it, it just loosely associates them. You can easily get rid of these collections by deleting them. If you right-click on one, you'll see Delete Collection, it does not delete the original file, it just deletes the actual association. So Collections are great feature you can work with. If you look at the very top of the Organizer, you will see that you can print documents out of here. You can actually e-mail them directly; it attaches them to your e-mail. You can select multiple PDF files or multiple files here by using your Shift key or Ctrl or Command on Mac and combine them, that will combine them into a single PDF file, and in another video we will get into that.
If you select a single PDF in here, you'll see it says Send for Review. We have the ability to create a review process. So the Organizer is an effective way to more quickly find files that you have recently opened and a tool to help organize the PDFs you encountered throughout your day. So you can close the Organizer if you like, and if you want to you can keep it open, it's always open as long as Acrobat is open. I'm going to close this.
- 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