Using Adobe Acrobat 7.0

1. Using Adobe Acrobat 7.0 Colorado State University Cooperative Extension Technology Unit

2. Basics What is Adobe Acrobat?, Navigating in Adobe Reader, Using Full Screen mode in Adobe Reader

3. What is Adobe Acrobat? • Creates .pdf files • pdf = Portable Document Format • Used to distribute forms and documents in a standardized format • Can be read by free (and widely distributed) Adobe reader • Security tools: • Restrict who can see the document • Digitally sign/certify documents • Restrict printing (no printing, or low resolution only) • Restrict text/images from editing, copying and pasting • Particularly useful for web and email

4. What is Adobe Acrobat (con’t)? • Original document is authored in another format, then converted • Office apps: Word, Wordperfect, PowerPoint, Excel, Outlook • Graphics: .bmp, .gif, .jpeg, .ng, .eps, .psd • .html (single web page, or entire web sites) • Convert your own .html (to preview site for client) • Pull sites directly off the web by typing web address into Acrobat • Combine multiple documents (and multiple document types) into one .pdf document

5. 3 types of Acrobat • Adobe Reader • Formerly called Acrobat Reader • Free, widely distributed • Can read .pdfs, but not create • If you offer .pdfs, always offer the link to the free reader as well (www.adobe.com – logo found there as well for an image link) • Adobe Acrobat (standard) • Converts most office applications and graphics to .pdf • Supports some multimedia, downloads websites • About $45 at CSU Software Cellar • Adobe Acrobat Pro • Interactive forms (buttons, checkboxes, text fields) • Supports more multimedia • MS Visio, MS Project, AutoCAD, Mac pict format • About $69 at CSU Software Cellar

6. Navigating in Adobe Reader • Navigation tools in Reader: • Bookmark and page tabs at left side • Page toolbar at bottom • Zoom toolbar at top • Single/Continuous/Facing options at lower right • Full Screen View for presentation (lower left) • Scrollbars • Hand tool (drag doc from page to page) • Good idea to preview a doc in Reader, NOT Acrobat, to get a sense of what the end-user will see

7. Full Screen View in Adobe Reader • Mimics basic PowerPoint presentation • Add limited transitions and auto-timing • In Acrobat: • Page tab>Options>Page Transitions • Set Effect, speed of effect • Auto-flip to create a self timed show • All pages, or a range • Hit Full Screen button to play slideshow

8. Creating a .pdf Converting Microsoft Office documents, non-Office documents, images, multiple documents, websites

9. Converting Microsoft Office Documents • Acrobat will add PDFMaker to your toolbar upon installation (unless you decline) • Three buttons: • Create .pdf • Create .pdf and email • Create .pdf and Send for Review • If you don’t see PDFMaker: • R-click near toolbars and check PDFMaker toolbar • If no PDFMaker toolbar option: Help>About…>Disabled Items>Choose Acrobat>Enable button

10. PDF Conversion Settings • After install, should see “Adobe PDF” menu listed • Same 3 options as toolbar, and a fourth: “Change Conversion Settings” • Each MS Office Application has similar - not identical - set of Conversion Settings

11. PDF Conversion Settings (con’t) • These 4 are common to most MS Office Apps • Attach Source File to PDF • Adds source file (e.g. Word, Excel) to .pdf as an attachment • Nice option, but obviously increases file size • Add Bookmarks to PDF • Good option for PPoint and Excel • Adds bookmark for each slide/sheet in document • Can seem a little haphazard in Word • Creates a bookmark for each Heading and/or Style • Often easier to create Word bookmarks in Acrobat • Add Links to PDF • Links in native app. a better “look and feel” than adding them in Acrobat • Enable Accessibility and Reflow with Tagged PDF • Allows re-flowed text for PDAs, text-to-speech, etc. • Only downside is a larger file size

12. Converting Word to PDF • Conversion settings specific to Word • Word Tab • Convert displayed comments to notes • Convert cross-references, TOC to links • Convert footnote/endnote links • Bookmarks tab • Choose which headings and styles convert to bookmarks • A good choice IF your are already working with styles and headings to denote sections • Otherwise, do it in Acrobat

13. Creating Bookmarks in Word • Assign a heading to every section in doc that require a bookmark • You can convert text to a heading quickly using the Format painter • Apply style to text once, select text, click Format Painter TWICE • Go through document selecting text – it will convert to that heading

14. Converting PowerPoint to PDF • Conversion settings specific to PowerPoint • Save Slide Transitions • Only saves simple ones – best to add after the fact • Only need them in Full Screen mode • Save Animations • Only saves simple ones – best to add after the fact • Only need them in Full Screen mode • Convert multimedia to PDF multimedia • Applies to video, sound, images • Make sure and test! Lots of tweaking required for this! • Convert hidden slides • Slide-sorter view – you can “hide” slides to avoid deleting them • PDF Layout based on PowerPoint printer settings • Important for printing Notes page, Handouts • After settings set, set printer to Adobe PDF

15. Converting Excel to PDF • Conversion settings specific to Excel: • Convert Entire Workbook is an option in the Adobe PDF menu • Each worksheet has a bookmark • Convert comments to notes • Fit worksheet to single page (grayed out if Convert Entire Workbook is selected) • Good option if doc is likely to be printed (as Excel worksheets can be hard to print and show all rows/columns)

16. Converting Publisher to PDF • Specific to Publisher • Preserve Spot Color • All black and white except for chosen spot colors • Print Crop Marks • Where paper is cut • Allow Bleeds • Color extending beyond edge to allow for variations in cutting • Preserve Transparency • For .gif, .png, .tiff • These are options for high-end printers • If you are using a professional printer, call and ask them what they require

17. Converting Access to PDF • Specific to Access • Only 2 options in Conversion Settings: • Attach source file • Create bookmarks • Tables can only be converted one at a time • Multiple reports can be converted simultaneously • Adobe PDF menu>Convert multiple reports to single PDF

18. Combining Multiple Access Reports • Pretty simple – add reports from left column to right column, arrange, Convert to PDF

19. Converting Outlook to PDF • Good way to archive emails • Includes attachments • 4 bookmarks created, sorting emails by date, sender, subject, folders • Can also combine emails with other documents • Include email exchanges discussing document along with document itself • Select messages or folders to archive, then convert

20. Converting non-MS Office documents • Two methods: • Open document in native application • File>Print>Choose Adobe PDF as printer • It won’t print the file, merely convert • Good for Photoshop, Wordperfect, etc. • Works for Office Apps too • Open Adobe Acrobat • Create PDF>From File • Browse to the file

21. Combining documents • Open Acrobat • Create PDF>From Multiple Documents • Can be a mix of document formats (VERY handy) • Browse to files, select, arrange, click OK

22. Converting Images • .jpeg, .gif, .png, .tiff, .bmp, .eps • Don’t need a native application, because there is none • Open Acrobat • Create PDF>From File>Browse to image • Create PDF>From Multiple Files>Browse to images and create a montage that can work as a slideshow in Full Screen Mode

23. Converting websites to PDF • Convert either existing website, or html • Second option a good way to preview a website for client without actually publishing the site to a server • Open Acrobat • Create PDF>From Website • Type in URL or browse to .html file

24. The Convert Website Dialogue Box • Get entire site • Rarely a good idea unless it is small and self contained (i.e. no links to other sites) • 3 ways to limit download • Get only 1 or 2 levels • Stay on same path (will remain within root folder) • Stay on same server (will go outside root folder but only convert links to sites on same server)

25. Converting Websites: Helpful Hints • If you need to capture large sections of a sprawling site or one that links to many other places, capture small sections or individual pages and pull them together with Create PDF>Multiple files • Use the Settings button, Page Layout tab to size and scale large web pages • Links in document still active for downloaded pages

26. Converting a website: 3 examples • Create PDF>From Website • http://www.ext.colostate.edu • Good example of a large, sprawling site – “Get Entire Site” would be downloading for days • 1 level gets you only the current page • 2 levels pull ALL the links from this page, including navigation buttons at top (65 pages total) • Stay On Same Path/Server not very useful as most links are ON this path (SOSP gives a 47 page doc) • http://www.radon.org/ • Good example of a “Get Entire Site” candidate • Only links are to meaningful docs related to Radon • Includes slideshow downloaded intact • Browse to kiddos/kiddos.htm • Converted from local site, not from server

27. Adding Navigation Aids Creating Bookmarks, Links, and Hotspots

28. Adding bookmarks • Often easier to add Bookmarks in Acrobat rather than native application • Not just a navigation tool – also shows structure of document at a glance • Use Table of Contents as guide • Go to page you want to bookmark • Choose view (width, height, zoom in to specific object) • Bookmarks pane>New Bookmark icon • Name bookmark • Drag up or down in order • Drag under and to the right to nest it within a larger bookmark

29. Adding Bookmarks (con’t) • Set view of page for bookmark - Fit Width or Height, zoom in to a specific feature • Often looks nice to have first page at fit width, ret of doc at fir height • Drag bookmarks around after creation to set order • Nest bookmarks within other bookmarks by dragging child under and just to the right of parent

30. Bookmark Options • Options button allows: • Change text size • Wrap long bookmarks • Use Properties to change color and style (bold, italics, bold and italics)

31. Adding text links • Unlike bookmarks, MS Office does better looking links than Acrobat • If possible, create links in native application • If not: • Bring up document in Acrobat • Choose Select tool and select text • R-Click (away from markup options icon) and choose Create Link

32. Adding text links (con’t) • Type: visible rectangle • Style: underline • Highlight style will add a basic behavior • Action: open a web page (though you can link to other docs, or spots in this doc) • “Next” takes you to URL box • For email, mailto: followed by address

33. Hotspot and Image links • Same process, just use the Snapshot tool instead of select • A visible rectangle and some type of link behavior is wise, to let the end user know there is a link

34. Adding attachments, comments and mark-up, touching up text Attachments, Attaching a File as Comment, Adding Comments and Mark-up, Sending Documents for Review, Touching Up Text

35. Attachments • Most basic attachment is the source file • Add automatically in Conversion Settings • To add any other docs as an attachment, click the paper clip and browse to the file • To view, click the Attachments tab, doc will appear in the Attachments pane

36. Attach a File As Comment • Helps the end-user know there is an attachment, and allows you to comment on the attachment • Click the pulldown arrow to the right of the paper clip icon, and choose the paper clip with comment balloon • Cursor will become crosshair • Click where you want comment to appear • Dialogue box will appear

37. Attach a File as Comment (con’t) • Choose graph, paperclip, pushpin, comment balloon • Choose color and opacity • General tab allows you to add author’s name and a description • Rollover shows author and description • Click the icon, or use attachment tab to open attachment

38. Adding Comments - Notes • Click “Comments and Markup”, Commenting Toolbar will appear • Note tool to add a text comment • Click-and-drag to define size of text box • Type in your text, Close box • Select, then Options>Properties will allow you to choose icon, color, author’s name, etc. • Rollover of icon reveals comment

39. Adding Comments – Text Edits • Click Text Edit button • To Insert text: • Click between where you want to insert, start typing • Carat appears, rollover reveals inserted text • To Delete text: • Select text, hit Delete • Text is crossed out • To Replace text: • Select text, start typing • Text is crossed-out, carat appears, rollover reveals replacement text

40. Adding Comments – Stamp Tool • Click Stamp tool • You’ll be prompted for identity info (which you can skip) • Cursor turns into a little stamp icon (first time) or the last stamp used • Pull-down at right allows you to choose a stamp in several categories: Dynamic (date, time, author), Sign here, Standard business, Custom • Custom requires an image – Acrobat will size it • Click where you want stamp to appear on document

41. Adding Comments – Highlighting and Attach File as Comment tools • Highlighting tool • Highlights text • Click highlight button, Select text to highlight • Pulldown allows underline and cross-out highlight options • Attach File as Comment tool • Previously discussed in slide 41 • Pull-down allows Record Audio Comment • Click it, Click on Document, Sound recorder appears • Click Red circular button to record, black Rectangle to stop • Choose icon, add author and description (will show in rollover)

42. Adding Comments – Show Comments Tool • If there a lot of comments, you can sort (or hide) using the Show button • Hide all, or sort by: • Type, Reviewer, Status, Checked state • All comments will be shown by clicking the Comments tab at the left

43. Markup Toolbar – Callout Tool • Click Comments and Mark-up Pulldown, choose Show Drawing Markup Toolbar • Click callout tool, click where in document you want arrow to END (in the example, just below picture) • Type text into text box • You can resize textbox, end point and “elbow” of arrow after the fact using sizing boxes

44. Markup Toolbar – Cloud Tool • Click Cloud tool • Draw a polygon by selecting multiple points in document • Make sure you finish the polygon by returning to your starting point • Acrobat will draw a cloud around polygon • R-Click, choose properties, Add note to add a comment inside • Best use is for highlighting a section of a graphic

45. Markup Toolbar – Arrow and Drawing Tools • Arrow tool is default tool, but pulldown gives you rectangles, ovals, lines, polygons, freehand pencil and pencil eraser • Work similarly to standard Microsoft Office drawing tools • Good for graphics, so you can circle, point to, and outline areas for review (and comment with notes tool) • Right-click>Open Pop-Up Note to add comment

46. Markup Toolbar – Dimensioning Tool, Text Box Tool • Dimensioning tool • Good for graphics • Click and drag for arrow endpoints • Type text next • Text box tool • Click-and-Drag to define box, then type in text • Right-click>Properties to change fill color, line size, opacity, etc.

47. Sending Documents for Review • Third button over on PDFMaker suite of buttons • In Acrobat menu, use the Send For Review button • Allows you to email a PDF to multiple recipients for review • If they have Adobe Reader 7 or later, it will temporarily turn on Commenting and Markup for them to comment on that doc alone • They don’t have to buy Acrobat

48. Sending Documents for Review (con’t) • Choose document for Review • Invite reviewers • Type in email addresses or use Address Book button if you have Outlook

49. Sending Documents for Review (con’t) • Customize review options button allows: • Choose reply email address(es) • Turn on Markup • By default, allows Adobe Reader to participate in review • Auto-generated email subject and message • Use this window to customize subject and message

50. Editing PDF Documents Touching Up Text and Objects, Working with Pages, Working with Thumbnails