Adobe Acrobat8Professional Basics

Email:training@health.ufl.edu WebSite:http://training.health.ufl.edu 3522735051


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TableofContents
GettingStarted .........................................................................................................................................2 . PDFDocuments.........................................................................................................................................3 CreatingPDFDocumentsfromOriginatingApplications..........................................................................4 TheAdobeAcrobat8ProfessionalInterface............................................................................................6 Toolbars....................................................................................................................................................6 NavigationPane........................................................................................................................................8 CreatingPDFDocumentsfromwithinAcrobat ........................................................................................8 . Security.....................................................................................................................................................9 Signatures...............................................................................................................................................11 Bookmarks..............................................................................................................................................12 AutomaticallyfromWord...................................................................................................................12 CreatingBookmarksinAcrobat..........................................................................................................12 WorkingwithPages................................................................................................................................13 EditingTextandImagesAdvancedEditingToolbar.............................................................................13 EditingText.........................................................................................................................................14 EditingObjects....................................................................................................................................14 CommentandMarkup............................................................................................................................14 TextEdits.............................................................................................................................................15

Diane Millican Training Specialist HSC Information Technology Center

Health Science Center PO Box 1001 Gainesville, FL 32610-0152

E-mail: dmillic@ufl.edu training@health.ufl.edu http://training.health.ufl.edu

Getting Started
AdobeAcrobat8ProfessionalisaproductdesignedtochangemanykindsoffilesintoPDFdocuments. PDFstandsforportabledocumentfile.PDFdocumentsareveryportableinthattheyaresmallerfiles thanfilescreatedintypicalwordprocessingprograms.Forexample,aWordfileof235MBturnsintoa 495KBPDFfile.ThismakesPDFsverygoodtouseonlineorforemail.SecuritycanalsobeaddedtoPDF documents.PDFfilescanbeopenedandreadwithafreedownloadablereaderinanycomputer platform:PC,MAC,Linux/Unix.Thefreereaderisavailabletoanyonefrom: http://www.adobe.com/products/acrobat/readstep2.html RemembertheReaderdoesnotcreatePDFs,itonlyopensthemsotheycan bereadbyanyone. Alimitedtime(30days)trialversionofthefullprogramofAcrobatProfessional8canbedownloaded forfreefrom:http://www.adobe.com/products/acrobatpro/tryout.html Faculty,staffandstudentsareeligibletopurchasetheEducationEditionatareducedpricewithvalid academicidentification.

UponstartingtheAdobeAcrobat8ProfessionalprogramthefirstscreenshownistheGettingStarted pageshownabove.Fromthispageyoucanchoosedifferentoptionsandeitherstartaprojectorget moreinformationaboutthatprocedure.ForexampleifyouchooseCreatePDFyouwillgetthe followingscreen.

Theyellowbuttonswillallowyoutostartyourproject,whilethegreenbuttonswilltakeyoutothehelp pagethatwillgiveyouinformationaboutthetask.TheHomelinkwilltakeyoubacktothemain GettingStartedpage. TheGettingStartedPagestartsupbydefault,butcanbeturnedoffbycheckingtheboxintheupper rightcornerDonotshowatstartup.Ifyoudecidelateronyouwantittoshowatstartupagain,goto theHelpmenuoption,clickonGettingStartedwithAdobeAcrobat8ProfessionalandunchecktheDo notshow..box.TheGettingStartedpagecanstayopeninthebackgroundorbeclosedusingtheXin theupperrighthandcorner.ThetasksontheGettingStartedpagearealsoontheTaskstoolbar.

PDF Documents
PDFdocumentsareusuallycreatedfirstinotherapplicationssuchasWord,Excel,Outlook,PowerPoint andcanalsobecreatedfromwebpagesorimagefiles.AcrobatProfessionalisnotconsideredan authoringapplication,butworksinconnectionwithmanytypesofapplications.Inotherwords,you wouldcreateyourdocumentinWord,PublisherorInDesignandthenturnitintoaPDFdocumentto use.ThePDFswouldbecreatedfromtheoriginatingapplication.PDFscanalsobecreatedfromhard copydocumentsthatcanbescannedintoAcrobatProfessionalandthenusedasanydigitalfile.Newto AcrobatProfessional8,documentscanbecreatedfromablankpagewithinAcrobatProfessional.This isnormallyusedonlyforsmallsparinglyformatteddocuments. 3

Creating PDF Documents from Originating Applications

ThereareseveralwaystocreatePDFdocuments.Themostcommonwayistousetheoneclickbutton intheoriginatingapplication.Forexample,inWord,onceAcrobatProfessional8isinstalled,there shouldbeanAcrobattoolbarandanAdobemenuoptionavailable (or,inOffice2007,anAcrobattabontheRibbon).

Withthedocumentopenintheoriginatingapplication,clickontheConverttoAdobePDF(ortheCreate PDF)button.Thiswillpromptyoutosaveyouroriginaldocumentifyouhavenotalreadydoneso,and thenaskwhereyouwanttosavethePDFandwhatyouwouldliketonameit.Itcanbenamedexactly thesameastheoriginaldocumentasitisadifferenttypeoffileandwillhaveadifferentextension.For exampleifyouroriginalfileiscalledofficeprocedures.docthenthepdfcouldbeofficeprocedures.pdf.It isagoodideatosavethePDFinthesamelocationastheoriginalincaseyouneedtogobackandmake majorchanges.Asyouwillseelater,changescanbemadetoaPDFdocument,butifyouhavemajor changesitissometimeseasiertogobacktotheoriginal,makethechangesandrecreatethePDF.

 Whenusingtheoneclickbutton,Acrobatusesthe settingscurrentlyineffect.Ifyouwantmore controloverthesettingschooseAdobePDF ConversionSettingsorPreferences.Thisgives optionsformakingbiggerorsmallerfiles.Higher qualityproduceslargerfiles;however,smallerfiles maybegoodenoughforweboremailapplications. PDF/Asettingsareusedforarchivalsituationsfor longtermpreservationofdigitaldocuments. Othersettingsmayberequiredwhenusing professionalprintingservices.Undernormal circumstances,theStandardconversionsettings workfine.

The Adobe Acrobat 8 Professional Interface

MenuBar F9toshow/hide

ToolbarsF8toshow/hide

DocumentArea

NavigationBar

Toolbars
ToolbarshelpyouworkinAcrobatbygivingyoutaskrelatedgroupsoficons.Thetoolbarscanbe rearrangedtosuityourpreferences.Thetoolbarshavegrabberswhicharethegraystripeattheleft sideofthetoolbar.Ifyouhoveroverthegrabberareayoucanclickanddragthetoolbarouttobea floatingtoolbarinsteadofadockedtoolbar.Theycanthenberearrangedorclosed.

Taskbar Thistoolbarallowsyoutostartdifferenttasks

DefaultToolbars

Page Display Toolbar

FileToolbar

Page Navigation Toolbar

Select&ZoomToolbar

Find Toolbar

 Ifyoudontseeatoolbarthatyouneed,youcangototheViewMenuoption,chooseToolbarsanda listoftheavailabletoolbarswillopen.Alternatelyyoucanrightclickinanemptyspaceinthetoolbar areaandgetthesamelistoftoolbars.Theonesthatarecheckedarevisibleandifyouseetheoneyou wantanditisnotchecked,clickonitanditshouldopenupforyou.ForexampletheAdvancedEditing toolbarisnotopenbydefaultwhenyouopentheAcrobatprogram.Ifyouneedtoedittextdoother alterationstoyourdocumentyoucanturnontheAdvancedEditingtoolbartohaveaccesstothose items. NewToolbarsmayshowupasfloatingtoolbars.Theycanbedockedbyclickinganddraggingonthe titlebarandmovingthemuptothetoolbararea.Youwillseeagraylinewherethetoolbarwilldock (snapintoplaceinthetoolbararea).Ifyoudontseeagraylinewhenyouhoverthetoolbaroverthe toolbarareathetoolbarsmaybelocked.IfyougototheViewMenuoptionandchooseToolbarsor rightclickinthetoolbararea,oneoptionavailableforthetoolbarsistoLockToolbars.Sinceyouhave theoptionofdraggingyourtoolbarsaroundandrearrangingthemtosuityourstyle,onceyougetthem setthewayyouwantyoumaywanttolockthetoolbarssotheycannolongerbemovedorundocked. Thisisawaytoworkmoreefficientlybyarrangingthetoolbarstomatchthewayyouusetheprogram. Ifyouhavemovedthetoolbarsaroundandyoudecideyounolongerlikethewaytheyarearranged thenyoucangobacktothetoolbarmenu,UnlockthetoolbarsandthenResetthetoolbars.Theywill thengobacktothedefaulttoolbarlayout.AnotheroptionontheToolbarmenuiswhetheryouwantto showButtonlabelsfortheiconsornot.Somelabelsareshownbydefault,andthenyouhavethe choicetoshowalllabelsorshownolabels.Youmaywanttoshowthelabelsuntilyougetfamiliarwith theworkingsofAcrobatandthenafterawhileyoumaywanttofreeupmoretoolbarspaceandnot showanyofthelabels. FileToolbar PageNavigationToolbar 12345 ToNavigatethroughyourdocument: 1. OpenexistingPDFfile Usetheleftfacingarrowtogotopreviouspage 2. Printdocument Usetherightfacingarrowtogotothenextpage 3. Savedocumentwithchanges Typeinthepagenumbertogodirectlytoa 4. Attachcurrentdocumentandemail specificpage 5. GotoBridge SelectandZoomToolbar PageDisplayToolbar 12345 1. Selecttextand/orimagesforcopyand pasting 2. Handtoolmovearoundthedocument 3. MarqueZoomClickanddragarounda sectiontomagnify 4. DecreaseorIncreaseMagnification 5. Typeinorusedropdownforaspecificzoom level 7

Youhaveoptionsonhowtoviewyourpages.The firsticonbydefaultshowsthepagefull widthandyoucanscrollthroughthepages. Thesecondiconshowsthewholepage,onepage atatime. Otheroptionsavailableonrightclickaretoshow twopagesatatimeorshowfullscreen.

Navigation Pane
Ontheleftsideoftheinterfacethereisadarkgrayareawithseveralicons.Thisis calledtheNavigationPane. Thetopiconshowsathumbnailprevieworasmallgraphicalrepresentationofall thepagesinyourdocument.Clickingontheiconwillopenthethumbnailimages. Clickontheiconagaintoclosethethumbnailpane.Asyouincreaseanddecrease the size of the frame, you will be able to see more or less of the pages in your document. Thesecondiconallowsyoutoseeandfollowbookmarks. Thethirdiconshowsyouifthereareanydigitalsignaturesinyourdocument. Thenexticon(thesmallgreencirclewiththe?)willopentheHowTohelpsection. On the bottom of the Navigation pane are icons to show if there are any Attachments with your PDF document or if there are Comments in your document.

Creating PDF Documents from within Acrobat

Oneofthemainreasonsweusecomputersistosavetimeorworkmoreefficiently.Sowhenweneed tocreatePDFdocuments,wewanttodoitinthemosttimeefficientway.Manytimeswewillbe creatingtheoriginaldocumentandwillchoosetocreatethePDFfromthatapplication.Othertimeswe maynothavethedocumentopenatallandinthatcasewecanopenAcrobatandcreateaPDFdirectly fromtheAcrobatapplication.Todothis,startbygoingtotheTaskbar.ChooseCreatePDF. Severaloptionsarepresented.PDFdocumentscanbecreatedfromfilesanywhereonyourcomputer. ChoosingFromFilewillbringuptheopendialogboxsoyoucannavigatetothefileyouneed.Youcan ctrl+clicktoopenseveralfilesandaPDFdocumentwillbecreatedforeachone.Youdoneedtohave theoriginatingapplicationonyourcomputer.Inotherwords, youwouldnotbeabletocreateaPDFfromaWordfileunless youhadtheWordprogramalreadyinstalled. ChoosingFromMultipleFilesworksalittledifferentlyinthat youcancreateonePDFfromallthefiles. FromScannerallowsyoutoscanhardcopiesdirectlyinto Acrobat.Ifyouaregoingtowanttoeditthedocumentmake suretheMakeSearchable(RunOCR)ischecked. FromClipboardwillcreateaPDFfromanyimageyouhadplaced ontheclipboardbycopyorbyprintscreen.

 AfterthePDFiscreatedyoumaybealldonewiththedocumentandwilleitherputitonawebsiteor emailit.Butthereareseveralthingsyoumayneedorwanttodobeforeyouarereallyfinishedwiththe document.

Security
OneofthebenefitstousingAcrobatPDFfilesistheabilitytoaddsecuritytothedocument. DocumentSecurityallowsyouto: Requireapasswordtoopenthedocument Requireapasswordtochangethesecurityofthedocument Preventorallowyourdocumentfrombeingprinted Preventorallowyourdocumentfrombeingchangedormodified Preventorallowothersfromcopyingtextorgraphics Preventorallowothersfromadding/changingcommentsorfillingoutformfields ToaddSecuritytoyourdocumentfrom theFilemenuchoosetheProperties option.WhentheDocumentProperties dialogboxopenschoosetheSecurityTab. OryoucanstartwiththeSecurebuttonon theTaskbarandchooseShowSecurity Settings.Ifyouhavecreatedthis documentitwillhaveaSecurityMethod of:NoSecurity. Securitycanbeaddedusingapassword. ClickontheSecurityMethoddropdown andchoosePasswordSecurity.

IntheCompatibilitysection,youneedtodetermineifthepeopleyouwillbesharingthisdocumentwith willhaveanolderornewerversionofAcrobat.SomeoldercomputersmaystillhaveAcrobat6for exampleiftheyhaveanoldOperatingSystem.Ifyouknowyouwillonlybesharingwithpeoplethat haveuptodateequipment,thenyoucouldgohigheronthecompatibilityversion.Thehigherthe version(newerAcrobatProgram):thebetterthesecurity. Choosewhatyouwanttoencrypt.Ifitisveryimportanttoencrypt(protect)alltheinformation,thenbe suretochooseEncryptAllDocumentContents. ThehighestsecuritywillbeappliedifyouRequireaPasswordtoOpen.Foranyonetoopenthe documentatall,theywouldhavetohavethepassword. ThenextlevelofsecuritywouldbePermissions.Thislevelofsecurityletsyoudecideifyouwantthe personviewingyourdocumenttobeabletocopy,printorchangeyourdocument.Onecommonsetting ofPermissionsistoonlyallowChangesofFillinginFormsandsigningexistingSignaturefields.Ifyoudo notwanttoallowcopyingoftextorimagesmakesurethatcheckboxisunchecked.Howeverfor accessibility,leavethelastcheckboxchecked.WhenyousetPermissions,Acrobatwilltellyouthat therearethirdpartyprogramsthatmaybeabletogetthroughPermissionsSecurity.Butundernormal conditionsthesepermissionswillbeineffect.TheideaisthatonlypeoplewiththePermissions passwordwillbeabletomakechanges.

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Signatures
Adigitalsignature,likeaconventionalhandwrittensignature,identifiesapersonorentitysigninga document.Unliketraditionalsignatures,however,eachdigitalsignaturestoresinformationbehindthe scenesaboutthepersonsigningandabouttheexactstateofthedocumentwhenitwassigned.Once adocumentissigned,anychangesmadesincethesigningarerecordedintheSignaturespalette.You cantrackchangesmadebetweensigningsusingtheSignaturespaneintheNavigationBarorby comparingsignedversionsofthedocument.

ThisisapictureofadigitallysigneddocumentandtheSignaturepane.Ittellswhenandbywhomthe documentwassigned.Iftherewerechangesmadeafteritwassigneditwouldnotethataswell.Ifa truedigitalsignatureiscreated,thereisapublicandaprivatekey.Youwouldsendthepublickeyto whoeverwastoreceiveyoursigneddocument.Thenwhentheygotthesigneddocumentitwouldlook atthepublickeyandmakesureeverythingmatchedandwouldsayitwasagoodsignature.

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Bookmarks

Automatically from Word

WhenyoucreateaPDFdocumentyouhavetheabilitytohavebookmarksinyourdocument.The bookmarksarelinkstoareasinyourdocument.So,forexampleyoucouldhaveabookmarkforeach chapterheadingorsubheading.IfyourdocumentwascreatedinWordandyouusedstyleswith Heading1,Heading2,etc.,Acrobatcancreatethebookmarksforyouautomatically.Whenyoustartto createthePDF,gototheAcrobatTabinWord2007(theAdobePDFmenuoptioninWord2003and earlier).ClickonPreferences(ChangeConversionSettings).OntheBookmarkstab,makesurethe ConvertWordHeadingstoBookmarksischeckedandtherearecheckmarksinthebookmarksectionfor Headings.

Creating Bookmarks in Acrobat

IfyourdocumentwascreatedinotherwaysandyouwanttoaddBookmarks youcandothatalso.OrifyouwanttoaddBookmarksinplacesotherthan Headingsyoucandothataswell. ChoosetheBookmarkiconintheNavigationpane. Navigatetothespotwhereyouwantthebookmarkinyourdocument. ClickontheNewBookmarkicon.Thenewbookmarkwillbeplacedbelow thecurrentlyselectedbookmark. Namethebookmark. RightclickandchooseSetDestination. Bookmarkscanalsoberearrangedbyclickinganddraggingwithinthe bookmarkpane. 12

Working with Pages

EventhoughthePDFdocumentsarereallysupposedtobeafinishedproduct,thereisalotofflexibility inanAcrobatPDFdocument.ThepagesinthedocumentcanbereorderedinthePagespaneofthe Navigationbarbyclickinganddraggingthepagethumbnailtothenewlocation.ThePagespanelets youdeleteaselectedpage,byselectingthethumbnail(clickonthethumbnailCtrl+clicktoselectmore thanonepage)thenclickingonthetrashcanbutton.TheOptionsmenushowsmanyofthePageoptions suchas:InsertPages,ExtractPages,ReplacePages,DeletePages,etc.Directlyfromthisview,youcan croporrotateyourpagesaswellassetpagetransitionswhichcanbeseenwhenyourPDFisviewedin fullscreenmode.Insertingpagesallowsyoutoinsertpagesfromotherfiles.Replacepagesallowsyou todeleteanexistingpageandreplaceitwithanewpage.Extractfilesallowsyoutotakepartofthe documentoutandcreateanewfilewithit.Whenextractingyoucandeletetheextractedpagesor leavethemintactintheoriginalfile.Deletedpagesarepermanentlyremovedfromyourdocument.

Editing Text and Images Advanced Editing Toolbar

TheAdvancedEditingtoolbarcanbeaccessedinseveralways.FromtheViewmenuoptionschoose toolbarsandclickontheAdvancedEditingtoolbar.FromtheToolsmenuoption,chooseAdvanced Editingandyoucanthenchooseatoolorchoosetoshowthetoolbar.Fromarightclickinanempty toolbararea,chooseAdvancedEditing.

123456789 1. SelectObjectToolAllowsyoutoseealllinksandformfields. 2. ArticleToolAllowsyoutolinkpartsofyourPDFasonearticleorstory.Forexample,ifyouare readinganewsletterPDFandthestoryonthefrontpageiscontinuedonpage4,iftheArticletool hadbeenusedtolinkthestorytogether,youcoulddoubleclickonthefirstpartanditwouldtake youautomaticallytothesecondpart. 3. CropToolAllowsyoutocropthecurrentpage,toremoveanyexcessfromtheouteredgesofyour document. 4. LinkToolCreatesahyperlinktoanotherpageinyourdocument,anotherfile,orawebpage. 5. 3DToolAllowsinsertionofa3Dfile(forexampleaCADfile). 6. MovieAllowsinsertionofmoviefiles. 7. SoundToolAllowsinsertionofaudiofiles. 8. TouchUpTextToolAllowsyoutoselectandedittextinyourdocument. 9. TouchUpObjectToolAllowsyoutoselectandeditobjectsinyourdocument.

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Editing Text
OnceyouhavechosentheTouchupTextToolyoucaneditthetextinthedocument.Selectthetextby clickinganddraggingwiththeTouchupTextTool.Youcancorrectspellingerrorsfairlyeasily.Todelete wordsoraddwordsisalittlemoredifficultdependingonthespaceyouhaveavailable.Thetextdoes notflowfrompagetopageasitdoesintypicalwordprocessingapplications.Andifyoumovetext, imagesorotherobjectsdonotmovewithit.Forexampleifyouhaveaddedahyperlinktoanareaof textandyoumovethetextyouwillalsohavetogobackandmovethehyperlink.Ahyperlinkis consideredanobject.

Editing Objects
TochangeobjectssuchasimageschoosetheTouchupObjectTool.Youthenhavetheoptionofclicking ontheobjectanddraggingtomoveortoclickonittoselectitanddeletewiththedeletekeyonyour keyboardorselectandrightclickforseveralmoreoptionssuchasrotateorflip.Again,rememberthat deletedanimagedoesnotmakethetextflowtofillintheemptyspace.

Comment and Markup

PDFdocumentscanbesenttoothersforrevieworcomments. TheComment&MarkupToolbarcanbeaccessedinseveralways.FromtheViewmenuoptionschoose toolbarsandclickonComment&Markup.FromtheToolsmenuoption,chooseComment&Markup andyoucanthenchooseatoolorchoosetoshowthetoolbar.Fromarightclickinanemptytoolbar area,chooseComment&Markup. TheStickyNotetoolwillallowyoutoaddanotetothe documentjustasifyouwereplacingarealstickynote paperonthepage.Choosethetoolandthenclickon thedocumentwhereyouwanttoputthenote.Itputs asmallicononthepageatthatpointandopensupa boxtowritein. Youcanthenhidethenotebyclickingontheminusin theupperrightcornerandjustthesmalliconisvisible. Whenyouhoveroverthesmalliconitwillshowwhat waswrittenandbywhom.Oryoucanclickontheicon toopentheboxupagain.ThePropertiesmenuintheOptionsdropdownwillallowyoutochangethe colorofthenote,thestyleofthesmallicon,authorinformation,etc.

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Text Edits
TheTextEdittoolallowsyoutoindicatewheretextshouldbeinserted,deletedorreplaced.Whenyou choosethistoolthefirsttimetheboxbelowwillopen.ThisexplainshowtousetheTextEdittool.Once youarecomfortablewiththetoolyoucanchecktheboxtoDontshowagaininthelowerleftcorner.

Texteditswillshowupwiththeauthoroftheeditandtheinformationabouttheeditinthesame formatastheStickynotes.Theauthorinformationandcolors,etccanbechangedinthesamewayas theStickynoteswerechangedwiththeOptionsdropdownandchoosingproperties. ThenexttoolistheStamptool.Thestamptoolcanstampyourdocumentswithyourinformationand dateandtimeinformationtoshowwhenthedocumentwasreceivedorcreated.Choosethestampyou wanttouseandthenclickinthedocumentwhereyouwantthestamptobeplaced.Youcancreate yourownstampswithinformationorwithimagesusingtheCreateCustomStampoption.Youcan createalogostampwithyourcompanyordepartmentlogoandstampyourdocumentswiththat.If yourlogochanges,youcandeletetheoriginalandstamponthenewone. Oncecommentshavebeenaddedtoadocumenttheycanbereviewedasyougothroughthedocument oryoucanusetheCommentbuttonintheNavigationbartoseealltheComments.Theycanbesorted bypage,author,date,ortype.

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