Using Adobe Acrobat 6

Creating PDF Files

Creating PDF files from other applications

11. Using the Adobe PDF printer
22. Dragging and dropping the file over Adobe Acrobat icon
33. Using the Create PDF from File command
44. Using the context menu (right-click)
55. Using the Save As or Export command
66. Scanning documents into Acrobat
0 • Set the resolution to 300dpi to ensure the text to be readable.

Converting Microsoft Office files to PDF

11. Use the Adobe PDF menu pick to convert the files.

Combining multiple files into one PDF file

11. In Acrobat, File menu > Create PDF > From Multiple Files…
22. Click Browse to select file.
33. The PDF pages will be arranged in the order of files selected. Use Move Up or Move
Down as needed. Click OK.

OCR in PDF
You can create a PDF file directly from a scanner. The resulting file is a bitmapped image
file. If you want to search or edit the file, you will have to use the Capture feature in
Acrobat.

Converting scanned pages to searchable text

11. The original document should be scanned in 300dpi for both black & white and color
images.
22. If the scanned page contains too many unrecognized words, use higher resolution.
33. Go to File menu > Create PDF > From Files > open the scanned images.
44. Go to Document menu > Paper Captures > Start Capture.

Setting Paper Capture Preferences

11. Click Edit menu to change necessary settings:
0 • Exact - This keeps the original image in the foreground and place searchable
 text behind the bitmapped image. File size could be large.
1 • Compact – It applies compression to the foreground image to reduce file
size but also reduce image quality. File size will be reduced.
2 • Formatted Text and Graphics – The scanned text becomes searchable and
editable. Use this option if the scanned image looks very much like the
original. After conversion, the file size becomes really small.
21. The Paper Capture feature has a 50-page limit. If you have more pages to scan,
scan them in different batches.

Editing PDF Documents

Editing Text
11. Use the TouchUp Text tool from the Advanced Editing toolbar to edit text in a
PDF file.
22. Highlight the text and then right click in the highlighted area > choose Properties >
click on the Text tab.
33. Change font style, color, or size as needed.
44. Edit the text as needed.

Editing Images and Graphic Objects

11. Use the TouchUp Object tool from the Advanced Editing toolbar to edit text in a
PDF file.
22. Right click on the image or object > choose one of the commands.

Inserting Images from Other Application

11. Copy the image from the source application.
22. In Acrobat, go to Tools menu > Advanced Commenting > Attach > Paste Clipboard
Image.
33. Position and resize the image as needed.

Saving & Converting PDF Files to Other File Format

Saving Changes to a PDF File

11. File > Save or File > Save As > choose PDF format.
Converting PDF Files
11. File > Save As > then choose appropriate file type to convert the PDF file into
different format.

Using Acrobat Distiller to Open PostScript Files

Acrobat Distiller allows you to convert PostScript or EPS files to PDF file. In other words, it
allows you to create PDF files from any software program that has printing capability.

11. In Acrobat, go to Advanced menu > Acrobat Distiller

22. Set the settings to Standard, or earlier version if you like.
33. Go to File menu > then open the PostScript (.ps) or Encapsulated PostScript (.eps)
file. > Open.
44. Save the converted file to PDF format.

Adding Navigational Tools to PDF Files

Using Thumbnails
You can use this feature to rearrange page order, delete pages, add pages and even merge
pages from different PDF documents.

11. Click on the Pages tab on the side to access to the thumbnail.
22. Rearrange the page orders using drag and drop.
33. Use the Options menu to insert pages, delete pages, rotate pages, and other
options.
1• If you delete a page, you can’t undo it.
2• Embed All Thumbnails option increase the PDF file size. If users are using Acrobat 5
or later, embedding is unnecessary, since it will be created automatically.

Using Bookmarks
Bookmarks allow users to jump between different sections in the document. You can also
use it to link to another PDF file or an URL.

11. PDF files converted from Word with a Table of Content will have bookmarks created
automatically. If not, you can manually add bookmarks yourself.
22. While you are at the page, highlight the text that should become the name of the
bookmark. If you can’t highlight the text, make sure to click on the Text Select Tool
first.
33. Click the Bookmarks tab from the Navigation pane > select Create New Bookmark
icon.
Creating Nested Bookmarks
11. Create all the bookmarks first.
22. Click and hold down on a bookmark, or a group of bookmarks, that you want to
nest.
33. Drag the bookmark underneath the first letter in the parent bookmark. You will see a
black bar shows underlining the text.
44. Click OK to confirm the changes.

Setting a Document to Show Bookmarks when Opened

11. File menu > Document Properties > Open Options.
22. In the Initial View section, enable the Bookmarks and Pages option > click OK >
Save the file.

Using Links
It works like hyperlinks in a Web page.

11. Click on the Link tool from the toolbar.

22. Draw a rectangle around the text where the action should take place.
33. Select rectangle type and highlight options as needed.

Optimizing PDF Sizes

Limiting the compatibility with older versions of Acrobat can reduce the file size. File >
Reduce File Size > then select the version compatibility that you need > click OK.

Using PDF Optimizer

11. Advanced menu > PDF Optimizer.
22. On the Images tab, select the options you want for color, grayscale, and
monochrome images. Or, select Enable Adaptive Compression at the bottom of the
tab and drag the slider to a position representing the balance you want between
Compression and Quality.
33. On the Fonts tab, unembed any fonts that aren't needed, such as fonts that you
know are already installed on the computers of all users who will need them.
44. On the Clean Up tab, select a Compression Option and then select check boxes for
the items you can remove or discard from the file.

General Guidelines
11. Use the Save As command, so the document can be reproduced efficiently.
 22. Audio the use of space in the file using Advanced menu > PDF Optimizer > click the
Audio Space Usage button.
33. Downsampling lowers the resolution of images. Compression eliminates unnecessary
pixel data. Use GIF or JPG images instead of Bitmap or TIFF images.
44. When possible, do not embed fonts.
55. Do not include thumbnails if the users are using compatible version of Acrobat.

Creating Accessible PDF Files

An accessible PDF document should contain structured contents, bookmarks for navigation,
real text, ALT tags for images, and meaningful descriptions for form fields. Best ways to
comply with the accessibility guidelines is to prepare the document in its original
application.

Using Office Programs to Create Accessible PDF Files

11. In Word, for example, make sure to use proper paragraph styles.
22. Add Alternative Text to all the images. Right click on the image > Format Picture >
click the Web tab > add a short description to the Alternative Text box.
33. Use Columns command to crate columns. Don’t use tables or spacebar to generate
column-like text.
44. Using table tools to make tables is okay.
55. Finally, click on Adobe PDF menu > choose Change Conversion Settings > click Word
tab > make sure all the options are checked off.
66. Convert your Word document file to PDF file.

Accessibility Check in Acrobat

11. In Acrobat, click Advanced menu > Accessibility > Full Check. It gives you a report
of the document structures.
22. Choose Add Tags to Document command to fix some of the problems.
33. Use the TouchUp tool to select each image. Right click on the image > Properties >
then add ALT tag for each image.

Detailed instructions can be found at

http://www.adobe.com/products/acrobat/pdfs/accessbooklet.pdf