Beruflich Dokumente
Kultur Dokumente
Contents
Toolbars ............................................................................................................................................................ 1 Saving PDFs ..................................................................................................................................................... 1 Save a copy of a PDF .................................................................................................................................... 1 Reduce file size by saving.............................................................................................................................. 1 Creating PDFs .................................................................................................................................................. 2 Creating simple PDFs with Acrobat ............................................................................................................... 2 Using the Adobe PDF printer ......................................................................................................................... 2 Creating PDFs with PDFMaker ....................................................................................................................... 3 Convert a file to PDF ...................................................................................................................................... 3 View PDFMaker conversion settings ............................................................................................................. 3 Fonts ................................................................................................................................................................. 3 Preview PDFs without local fonts ................................................................................................................... 3 Combining files into a single PDFs ............................................................................................................... 4 Create merged PDFs and PDF packages ..................................................................................................... 4 Insert one PDF into another ........................................................................................................................... 5 Add and edit watermarks ............................................................................................................................... 6 Crop pages ..................................................................................................................................................... 6 Rearranging pages in a PDF ........................................................................................................................... 8 Rotate a page ................................................................................................................................................. 8 Extract pages in a PDF .................................................................................................................................. 8 Move or copy a page ...................................................................................................................................... 8 Delete a page ................................................................................................................................................. 8 Add and edit headers and footers ................................................................................................................. 9 Renumber pages ............................................................................................................................................ 9 Saving PDFs to other file formats ................................................................................................................ 10 Copy text from a document .......................................................................................................................... 10 Commenting and Markup tools .................................................................................................................... 11 Change the look of your comments ............................................................................................................. 12 Add a sticky note .......................................................................................................................................... 12 Mark up text with edits ................................................................................................................................. 13 Managing comments ..................................................................................................................................... 14 View comments ............................................................................................................................................ 14 Protecting Documents .................................................................................................................................. 16 Choosing which type of security to use ........................................................................................................ 16 Check security restrictions ........................................................................................................................... 16 Set passwords for PDFs .............................................................................................................................. 16 Security options ............................................................................................................................................ 17 Security policies ........................................................................................................................................... 18 Create a user security policy ........................................................................................................................ 18 Manage security policies .............................................................................................................................. 18
Toolbars
Acrobat window
A B
B. Toolbars
D. Document pane
Saving PDFs
You can save a copy of a PDF with any comments, entries in form fields, or digital signatures that you have added to the PDF. If the PDF restricts your usage rights, the document message bar under the toolbar area describes these restrictions when you open the document. You can also save the contents of a PDF in text format. This allows you to easily reuse the text from a PDF and to use the content with a screen reader, screen magnifier, or other assistive technology.
their appearance. The Reduce File Size command resamples and recompresses images, removes embedded fonts, compresses document structure, and cleans up elements such as invalid bookmarks. If the file size is already as small as possible, this command has no effect. Note: Reducing the file size of a digitally signed document removes the signature. 1. Choose File > Save AS > Reduced Size PDF. 2. Select the version compatibility that you need, and click OK. 3. If youre certain that all your users use Acrobat 10 or Adobe Reader 10, limiting compatibility to the latest version can further reduce file size.
Creating PDFs
You create a PDF by converting other documents and resources to Portable Document Format (PDF). Adobe Acrobat is a powerful tool with many uses, but it is not an authoring applicationthat is, not an application in which you design page layouts, write text, or create and place images on a blank page. Instead, it works in harmony with other applications and built-in operating system features to produce PDFs that you can then use for a variety of purposes. The best method for creating a PDF depends on several things: What is the source document? You can create PDFs from documents printed on paper, Word documents, and spreadsheets, to name just a few examples. Different types of sources have different tools available for PDF conversion. What is already running on your computer? You can save time by using the most readily available Acrobat conversion feature. If the document you want to convert is already open in its authoring application (for example, a spreadsheet that is open in Excel), there are several ways to convert the file to PDF without opening Acrobat. Similarly, if Acrobat is already open, you dont have to open the authoring application to convert a file to PDF. How will you use the PDF? Every PDF strikes a balance between efficiency (small file size) and quality (such as resolution and colour). When that balance is critical to your task, youll want to use a method that includes access to various conversion options as a part of the process.
2. Choose Adobe PDF from the printers menu. 3. In the Print dialog box, click OK.
Fonts
A font can be embedded only if it contains a setting by the font vendor that permits it to be embedded. Embedding prevents font substitution when readers view or print the file, and ensures that readers see the text in its original font. Embedding increases file size only slightly. When a font cannot be embedded due to the computer settings, and someone who opens or prints a PDF does not have access to the original font, a Multiple Master typeface is temporarily substituted. The Multiple Master typeface can stretch or condense to fit, to ensure that line and page breaks in the original document are maintained. The substitution cannot always match the shape of the original characters, however, especially if the characters are unconventional ones, such as script typefaces.
If characters are unconventional (left), the substitution font will not match (right).
2. In the Combine Files wizard, do any or all of the following: To add individual files, click Add Flies, navigate as needed, select the files, and click Add Files. Repeat as needed to add files in other locations. To select all the files in a specific location, click Add Folders, navigate to the needed folder, select it, and click OK. Repeat as needed. To select files that you have combined into PDFs in other sessions, click Reuse Files. Select PDF on the left list, and then, in the right list, select the component documents that you want to include. (If you have not used the Combine Files wizard before, this button is not available.) To add other currently open PDFs, click Add Open Files, and select those PDFs. If any files are password-protected, one or more messages appear, in which you must enter the correct password. Note: You can add a file more than once. For example, one file could be used for transition pages between other files or a blank file could be used to add blank pages.
3. Select what type of file you want to create: To combine the files as sequential pages of a PDF, select Single PDF. To combine the files into a PDF package, select PDF Portfolio. 4. Using the list of files, do any of the following: To rearrange the order of files on the list, select a file and drag it up or down the list. Or, select a file and click Move Up or Move Down. To remove a file from the list, select the filename and click Remove. To convert only part of a multipage source file, double-click the file, or select the file and click the Choose Pages button (see Note). In the Preview, review and select pages, as needed, following the instructions in the dialog box, which vary according to file type, and click OK. (Do not attempt to edit the document itself in the Preview.) Note: The name of the Choose button varies according to file type. For PDFs and Word documents, it is labelled Choose Pages. For PowerPoint files, it is Choose Slides and for Excel files, Choose Sheets. 5. Select an appropriate file size and conversion options. Small, Default or Larger file size
6. Click Combine Files or Crete PDF Portfolio button. A status dialog box shows the progress of the file conversions. Some source applications may start and close automatically. If creating a portfolio you may be asked to select a cover-sheet option: Use Adobe Template or Use First Document. Note: If any of the selected files involve digital signatures, security settings, or XML forms, warnings may appear. 7. A Save As window will appear. Select a name (default name will be either Binder1 or Portfolio 1) and location for the merged PDF. Click Save.
Update a watermark
1. Choose Tools > Pages > Watermark > Update. 2. Make changes to the watermark, and then click OK. 3. Important: If you have multiple watermarks in a PDF, this procedure will update only the first watermark you added and will discard all other watermarks. If you change your mind about updating the watermarks after you have completed this process, immediately choose Edit > Undo Watermark.
Remove watermarks
Do one of the following: To remove all watermarks from all pages, choose Tools > Pages > Watermark > Remove, and click OK to confirm the removal. To remove a watermark from all pages immediately after adding it, choose Edit > Undo Watermark.
Crop pages
The Crop Pages dialog box is where you can adjust the visible page area. This can help you create consistency within a PDF composed of pages of different sizes. Cropping does not reduce file size because information is merely hidden, not discarded.
Undo cropping
Cropping a PDF does not reduce file size because information is merely hidden, not discarded. By resetting the page size, you can restore the page and its content to its original condition. 1. Open the Crop Pages dialog box by choosing one of the following: Tools > Pages > Crop Pages. Crop Pages from the Options menu on the Pages panel. 2. Reset the margins to the original dimensions.
Delete a page
You can delete a page or multiple pages but you cannot delete all pages; at least one page must remain in the document. After you delete, its a good idea to use the Reduce File Size command to rename and save the restructured document to the smallest possible file size. Note: You cannot undo the Delete command. 1. Choose Tools > Pages > Delete Pages. 2. Enter the page range to be deleted, and click OK.
Renumber pages
The page numbers on the document pages do not always match the page numbers that appear below the page thumbnails and in the Page Navigation toolbar. Pages are numbered with integers, starting with page 1 for the first page of the document. Because some PDFs may contain front matter, such as a copyright page and table of contents, their body pages may not follow the numbering shown in the Page Navigation toolbar.
Printed page numbering (top) compared to logical page numbering (bottom) You can number the pages in your document in a variety of ways. You can specify a different numbering style for groups of pages, such as 1, 2, 3, or i, ii, iii, or a, b, c. You can also customize the numbering system by adding a prefix. For example, the numbering for chapter 1 could be 1-1, 1-2, 1-3, and so on, and for chapter 2, it could be 2-1, 2-2, 2- 3, and so on. Using the Number Pages command affects only the page thumbnails on the Pages panel. You can physically add new page numbers to a PDF using the headers and footers feature. 1. Click the Pages button to open the Pages panel, and choose Number Pages from the Options menu. 2. Specify a page range. (Selected refers to pages selected in the Pages panel.) 3. Select one of the following, and then click OK: Begin New Section Starts a new numbering sequence. Choose a style from the pop-up menu, and enter a starting page number for the section. Specify a prefix, if desired. Extend Numbering Used In Preceding Section To Selected Pages Continues the numbering sequence from previous pages without interruption.
4. Copy the text: Choose Edit > Copy to copy the selected text to another application. Right-click the highlighted text, and then select either Copy or Copy With Formatting. (Copy With Formatting, which preserves the column layout, appears only if the document is created properly.)
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A. Stamp
B. Text edit
D. Sticky note
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Replace Text option A. Selected text is struck out. B. New text is added to a linked pop-up note.
Replace text
1. Use the Select tool, or select the Text Edits tool from the Comment & Markup toolbar. If you dont want the Indicating Text Edits dialog box to appear each time you select the Text Edits tool, select Dont Show Again in the dialog box, and then click OK. 2. Select the text you want to replace. 3. Press Enter or Return, or choose Replace Text from the menu that appears, and then do one of the following: Type the text to be inserted or added. This text appears in a pop-up note. Any selected text is crossed out. The insertion caret appears. To indicate that a new paragraph should be added, close the pop-up note without adding text. The paragraph insertion caret appears.
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Select the markup and press Delete. Right-click/Control-click the markup, such as the highlighting or cross-out, and then choose Delete.
Managing comments
View comments
The Comments list displays all the comments in a PDF, and it provides a toolbar with common options, such as sorting, filtering, deleting, and replying to comments.
The Comments button in the navigation pane opens the Comments list. Open the Comments list 1. Do one of the following: Click the Comments button in the navigation pane Choose Comments > Show Comments List. Click the Review & Comment button in the Task toolbar and choose Show Comments List. 2. Using the options at the top of the Comments list, do any of the following: Expand or collapse the comments. Click Expand All or Collapse All in the Comments List toolbar. To expand or collapse individual comments, click the plus and minus signs next to the comment. Browse through the comments. Click a comment in the list, or click the Next button or the Previous button to go to the next or previous comment. (These buttons are unavailable if no comment is selected.) The page on which the selected comment is located appears in the document pane, and the selected comment scrolls into view. To go to the page where another comment is located, simply click the comment in the list.
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comments appear, and then choose Show By Checked State > Unchecked so that only unchecked note comments appear. To reverse a filter, choose the All command for hidden categories. For example, if you filtered comments so that only those by a certain reviewer appear, choose Show > Show By Reviewer > All Reviewers.
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Protecting Documents
Document security is similar to home security. Just as you lock your doors to prevent someone from entering your house without permission, you use security features to lock an Adobe PDF. For example, you can use passwords to restrict users from opening, printing, and editing PDFs. If you want to save security settings for later use, you can create a security policy that stores security settings.
Password encryption: Add passwords and set security options to restrict opening, editing, and printing. Certify a document: Save the PDF as a certified document. Certifying a PDF adds a (visible or invisible) certifying signature that lets the document author restrict changes to the document.
Before you secure a PDF, you may want to remove any sensitive or dynamic page content that can compromise the documents integrity. If others will be filling in, or signing, form fields in the document, you may want to set the form field properties to read-only to prevent modifications to the form fields.
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Security options
You can set the following options when you create a PDF or when you apply password protection to a PDF. Options vary depending on the Compatibility setting. Security options are not available for PDF/X standards or presets. Compatibility Sets the type of encryption for opening a password-protected document. The Acrobat 3 And Later option uses a low encryption level (40-bit RC4), while the other options use a high encryption level (128-bit RC4 or AES). Acrobat 6 And Later lets you enable metadata for searching. Be aware that anyone using an earlier version of Acrobat cannot open a PDF document with a higher compatibility setting. For example, if you select the Acrobat 7 And Later option, the document cannot be opened in Acrobat 6.0 or earlier. Encrypt All Document Contents Select this option to encrypt the document and the document metadata. If this option is selected, search engines cannot access the document metadata. Encrypt All Document Contents Except Metadata Select this option to encrypt the contents of a document but still allow search engines access to the document metadata. Require A Password To Open The Document Select this option to require users to type the password you specify to open the document. Document Open Password Specify the password that users must type to open the PDF file. Use A Password To Restrict Editing And Printing Of The Document Restricts access to the PDF files security settings. If the file is opened in Adobe Acrobat, the user can view the file but must enter the specified Permissions password in order to change the files Security and Permissions settings. If the file is opened in Illustrator, Photoshop, or InDesign, the user must enter the Permissions password, since it is not possible to open the file in a view-only mode. Permissions Password Specify a password that is required to change the permissions settings. This option is available only if the previous option is selected. Printing Allowed Specifies the level of printing that users are allowed for the PDF document. None: Prevents users from printing the document. Low Resolution: (150 dpi) Lets users print at no higher than 150-dpi resolution. Printing may be slower because each page is printed as a bitmap image. This option is available only if the Compatibility option is set to Acrobat 5 (PDF 1.4) or later. High Resolution: Lets users print at any resolution, directing high-quality vector output to PostScript and other printers that support advanced high-quality printing features. Changes Allowed Defines which editing actions are allowed in the PDF document. None: Prevents users from making any changes to the document that are listed in the Changes Allowed menu, such as filling in form fields and adding comments. Inserting, Deleting, And Rotating Pages: Lets users insert, delete, and rotate pages, and create bookmarks and thumbnails. This option is only available for high (128-bit RC4 or AES) encryption. Filling In Form Fields And Signing Existing Signature Fields: Lets users fill in forms and add digital signatures. This option doesnt allow them to add comments or create form fields. This option is only available for high encryption. Commenting, Filling In Form Fields, And Signing Existing Signature Fields: Lets users add comments and digital signatures, and fill in forms. This option doesnt allow users to move page objects or create form fields. Page Layout, Filling In Form Fields, And Signing: Lets users insert, rotate, or delete pages and create Introduction to Adobe Acrobat Flinders University Centre for Educational ICT 17
bookmarks or thumbnail images, fill out forms, and add digital signatures. This option doesnt allow them to create form fields. This option is only available for low (40-bit RC4) encryption. Any Except Extracting Pages: Lets users edit the document, create and fill in form fields, and add comments and digital signatures.
Security policies
If you often apply the same security settings to multiple PDFs, you can save your settings as a policy that you can reuse. Security policies include the type of security encryption, the permission settings, and information about who can open the PDFs or change security settings. There are two kinds of security policies: A user policy is developed and applied by an individual user. If you apply the same security settings to various documents, you can save time by creating a user policy and then reapplying the user policy to documents without having to specify the security settings each time. User policies for passwords and public key certificates are stored on your local computer.