Adobe Acrobat 8 Professional Getting Started Guide

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GETTING STARTED
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© 2007 Adobe Systems Incorporated. All rights reserved.
Adobe Acrobat 8 Professional Getting Started Guide for Windows® and Mac OS
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iii
Contents
Chapter 1: Getting Started Guide
Installation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Using Adobe Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Workflows. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
What’s new. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
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1
Chapter 1: Getting Started Guide
Installation
2 Follow the on-screen instructions.
Requirements
Note: If you want to install the software on a different
computer, you must first deactivate the software on your
computer: Choose Help > Activation > Deactivate.
To review complete system requirements and recom­
mendations for your Adobe® software, see the Read
Me file included with your software.
Register
Install the software
Register your product to receive complimentary
installation support, notifications of updates, and
other services.
1 Close any other Adobe applications open on your
computer.
❖ To register, follow the on-screen instructions in the
2 Insert the installation disc into the disc drive, and
follow the on-screen instructions.
Note: For more information, see the Read Me file
included with your software.
Activate the software
Adobe software may include license management
technology to ensure compliance with the product
license agreement. When present, this technology
prompts you to verify the license of your product
within 30 days after you first use it. Verification is
mandatory.
You may be prompted to activate the software. The
verification process doesn’t collect, transmit, or use
any information about the identity of users. For more
information on this topic, see the Read Me file on your
installation disc, or visit the Adobe website at
www.adobe.com/go/activation.
1 If the Activation dialog box isn’t already open,
choose Help > Activation > Activate.
Registration dialog box, which appears after you
install and activate the software.
If you postpone registration, you can register at any
time by choosing Help > Registration.
Read Me
The installation disc contains the Read Me file for your
software. (This file is also copied to the application
folder during product installation.) Open the file to
read important information about the following
topics:
• System requirements
• Installation
• Registration
• Electronic licensing
• Legal notices
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2 CHAPTER 1
Getting Started Guide
Using Adobe Help
Adobe Help resources
Documentation for your Adobe software is available
in a variety of formats.
In-product and LiveDocs Help
In-product Help provides access to all documentation
and instructional content available at the time the
software ships. It is available through the Help menu
in your Adobe software.
LiveDocs Help includes all the content from
in-product Help, plus updates and links to additional
instructional content available on the web. For some
products, you can also add comments to the topics in
LiveDocs Help. Find LiveDocs Help for your product
in the Adobe Help Resource Center, at
www.adobe.com/go/documentation.
Most versions of in-product and LiveDocs Help let
you search across the Help systems of multiple
products. Topics may also contain links to relevant
content on the web or to topics in the Help of another
product.
Think of Help, both in the product and on the web, as
a hub for accessing additional content and commu­
nities of users. The most complete and up-to-date
version of Help is always on the web.
How To topics
The How To topics provide a brief overview of the
most common tasks. If you need more information,
click the link at the bottom of the How To topic to view
the related Help topic.
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ADOBE ACROBAT 8 PROFESSIONAL 3
Getting Started Guide
PDF documentation
Accessibility features
The in-product Help is also available as an Adobe PDF
that is optimized for printing. Other documents, such
as installation guides and white papers, may also be
provided as PDFs.
Adobe Help content is accessible to people with
disabilities—such as mobility impairments, blindness,
and low vision. In-product Help supports these
standard accessibility features:
All PDF documentation is available through the Adobe
Help Resource Center, at
www.adobe.com/go/documentation. To see the PDF
documentation included with your software, look in the
Documents folder on the installation or content DVD.
• The user can change text size with standard context
Printed documentation
Printed editions of the in-product Help may be
available for purchase in the Adobe Store, at
www.adobe.com/go/store. You can also find books
published by Adobe publishing partners in the Adobe
Store.
A printed workflow guide is included with all Adobe
Creative Suite® 3 products, and stand-alone Adobe
products may include a printed getting started guide.
Note: Printed documentation is not available in all
languages.
Using Help in the product
In-product Help is available through the Help menu.
After you start the Adobe Help Viewer, you can access
Help for additional Adobe products installed on your
computer. Topics may contain links to additional
content on the web.
If you search for a phrase, such as “shape tool,”
enclose it in quotation marks to see only those topics
that include all the words in the phrase (applies to
roman language versions of the software).
menu commands (Microsoft® Windows®) and
standard menu commands (Apple Mac OS).
• Links are underlined for easy recognition.
• If link text doesn’t match the title of the destination,
the title is referenced in the Title attribute of the
Anchor tag. For example, the Previous and Next
links include the titles of the previous and next
topics.
• Content supports high-contrast mode.
• Images without captions include alternate text.
• Each frame has a title to indicate its purpose.
• Standard HTML tags define content structure for
screen reading or text-to-speech tools.
• Style sheets control formatting, so there are no
embedded fonts.
Keyboard shortcuts for Help toolbar controls
(Windows)
Back button Alt+Left Arrow
Forward button Alt+Right Arrow
Print Ctrl+P
About button Ctrl+I
Help For menu Alt+Down Arrow or Alt+Up Arrow to
view Help for another application
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4 CHAPTER 1
Getting Started Guide
Keyboard shortcuts for Help navigation (Windows)
• To move between panes, press Ctrl+Tab (forward)
and Shift+Ctrl+Tab (backward).
• To move through and outline links in a pane, press
Tab (forward) or Shift+Tab (backward).
• To activate an outlined link, press Enter.
• To change text size, press Ctrl/Command+plus sign
(+) or Ctrl/Command+minus sign (-).
Resources
Adobe Video Workshop
Adobe Creative Suite 3 Video Workshop offers over
200 training videos covering a wide range of subjects
for print, web, and video professionals.
You can use Adobe Video Workshop to learn about
any Creative Suite 3 product. Many videos show you
how to use Adobe applications together.
Note: Adobe Video Workshop is not available in all
languages.
When you start Adobe Video Workshop, you choose
the products you want to learn and the subjects you
want to view. You can see details about each video to
focus and direct your learning.
Community of presenters
With this release, Adobe Systems invited the
community of its users to share their expertise and
insights. Adobe and lynda.com present tutorials, tips,
and tricks from leading designers and developers such
as Joseph Lowery, Katrin Eismann, and Chris
Georgenes. You can see and hear Adobe experts such
as Lynn Grillo, Greg Rewis, and Russell Brown. In all,
over 30 product experts share their knowledge.
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ADOBE ACROBAT 8 PROFESSIONAL 5
Getting Started Guide
Tutorials and source files
Acrobat videos
Adobe Video Workshop includes training for novices
and experienced users. You’ll also find videos on new
features and key techniques. Each video covers a single
subject and typically runs about 3-5 minutes. Most
videos come with an illustrated tutorial and source
files, so you can print detailed steps and try the tutorial
on your own.
Adobe Video Workshop covers a wide range of
subjects for Adobe Acrobat®, including these:
Using Adobe Video Workshop
• Adding comments to PDFs
You can access Adobe Video Workshop using the
DVD included with your Creative Suite 3 product. It’s
also available online at
www.adobe.com/go/learn_videotutorials. Adobe will
regularly add new videos to the online Video
Workshop, so check in to see what’s new.
• Working with shared reviews
• Setting up the workspace and taskbars
• Combining files into a PDF
• Converting PDFs
• Modifying PDFs
• Reviewing and summarizing comments
• Adding security to forms
• Collaborating in real time with Adobe Acrobat
Connect™
• Preflighting files
• Printing documents
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6 CHAPTER 1
Getting Started Guide
To access Adobe Creative Suite 3 video tutorials, visit
Adobe Video Workshop at
www.adobe.com/go/learn_videotutorials.
Note: Adobe Video Workshop is not available in all
languages.
Extras
You have access to a wide variety of resources that will
help you make the most of your Adobe software. Some
of these resources are installed on your computer
during the setup process; additional content is
included on the installation or content disc, if appli­
cable. Unique extras are also offered online by the
Adobe Exchange community, at
www.adobe.com/go/exchange.
Adobe Design Center
Adobe Design Center offers articles, inspiration, and
instruction from industry experts, top designers, and
Adobe publishing partners. New content is added
monthly.
You can find hundreds of tutorials for design products
and learn tips and techniques through videos, HTML
tutorials, and sample book chapters.
New ideas are the heart of Think Tank, Dialog Box,
and Gallery:
• Think Tank articles consider how today’s designers
engage with technology and what their experiences
mean for design, design tools, and society.
• In Dialog Box, experts share new ideas in motion
graphics and digital design.
Installed resources
During software installation, a number of resources
are placed in your application folder. To view those
files, navigate to the application folder on your
computer.
• The Gallery showcases how artists communicate
design in motion.
Visit Adobe Design Center at
www.adobe.com/designcenter.
Disc content
Adobe Developer Center
The disc included with your product may contain
additional resources for use with the software, such as
presets, plug-ins, a PDF version of the Help, technical
information, and other documents.
Adobe Developer Center provides samples, tutorials,
articles, and community resources for developers who
build rich Internet applications, websites, mobile
content, and other projects using Adobe products. The
Developer Center also contains resources for devel­
opers who develop plug-ins for Adobe products.
Adobe Exchange
For more free content, visit
www.adobe.com/go/exchange, an online community
where users download and share thousands of free
actions, extensions, plug-ins, and other content for use
with Adobe products.
In addition to sample code and tutorials, you'll find
RSS feeds, online seminars, SDKs, scripting guides,
and other technical resources.
Visit Adobe Developer Center at
www.adobe.com/go/developer.
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ADOBE ACROBAT 8 PROFESSIONAL 7
Getting Started Guide
Customer support
Visit the Adobe Support website, at
www.adobe.com/support, to find troubleshooting
information for your product and to learn about free
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8 CHAPTER 1
Getting Started Guide
and paid technical support options. Follow the
Training link for access to Adobe Press books, a
variety of training resources, Adobe software certifi­
cation programs, and more.
Downloads
Visit www.adobe.com/go/downloads to find free
updates, tryouts, and other useful software. In
addition, the Adobe Store (at
www.adobe.com/go/store) provides access to
thousands of plug-ins from third-party developers,
helping you to automate tasks, customize workflows,
create specialized professional effects, and more.
Adobe Labs
Adobe Labs gives you the opportunity to experience
and evaluate new and emerging technologies and
products from Adobe.
At Adobe Labs, you have access to resources such as
these:
• Prerelease software and technologies
• Code samples and best practices to accelerate your
learning
• Early versions of product and technical documen­
tation
• Forums, wiki-based content, and other collabo­
rative resources to help you interact with
like-minded developers
Adobe Labs fosters a collaborative software devel­
opment process. In this environment, customers
quickly become productive with new products and
technologies. Adobe Labs is also a forum for early
feedback, which the Adobe development teams use to
create software that meets the needs and expectations
of the community.
Visit Adobe Labs at www.adobe.com/go/labs.
User communities
User communities feature forums, blogs, and other
avenues for users to share technologies, tools, and
information. Users can ask questions and find out how
others are getting the most out of their software.
User-to-user forums are available in English, French,
German, and Japanese; blogs are posted in a wide
range of languages.
To participate in forums or blogs, visit
www.adobe.com/communities.
Workflows
Adobe Acrobat 8 Professional Getting Started Guide
software offers robust tools to support many aspects of
your document processes.
• Create Adobe PDFs from many different applica­
tions.
• Assemble files from multiple sources into a PDF
package.
• Convert PDFs to other formats, such as Word,
HTML, or JPG.
• Restrict access to your PDFs using various security
features.
• Approve a PDF by digitally signing and certifying it.
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ADOBE ACROBAT 8 PROFESSIONAL 9
Getting Started Guide
• Conduct reviews using numerous commenting and
review tools.
• Create fillable forms, distribute them securely, and
collect the form data.
Browse through the following Quickstart topics to get
an overview of Acrobat capabilities. For more infor­
mation on a topic, see Help.
Create PDFs
PDFs retain the appearance of your original
documents, so you don’t need to worry about losing
document quality. And because PDFs can be viewed
on Windows, Mac OS, or UNIX by using free Adobe
Reader® software, anyone can view and print PDFs
without having the source applications. You can create
PDFs from within Acrobat, or from various source
applications.
For example, you can convert a Microsoft Outlook
email message discussing project issues to a PDF and
then attach it to a PDF containing the project specification and schedule. Or you may have personnel
documents that are currently only on paper. You can
easily create PDFs from each of these paper
documents as part of the process of creating an online
human resources package.
Convert your original document (top) to Adobe PDF (center), and
then add bookmarks, comments, and so on in Acrobat (bottom).
Create from a file
To create a PDF from within Acrobat, the application
that created the original file must be installed on the
system in most cases.
1 Click the Create PDF button
and choose From
File.
2 Select the file you want to convert, and click Open.
The authoring application opens automatically or a
progress dialog box appears. If the file is in an unsup­
ported format, a message appears, telling you that the
file cannot be converted to a PDF.
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Getting Started Guide
Create from a paper document
You can create a PDF directly from a paper document
using Acrobat and your scanner.
1 Click the Create PDF button
and choose From
Scanner.
2 Select the input, output, and document options in
the Acrobat Scan dialog box, and then click Scan.
3 If creating a new PDF, specify a filename and
location, and click Save.
4 Select Scan More Pages or Scanning Complete.
To convert the PDF so that it cannot be re-edited,
choose Document > Prevent Further Edits.
Create from Word
After you install Acrobat, an Acrobat PDFMaker
toolbar is added to Microsoft® Word. In Word 2007 for
Windows, you access the PDFMaker options from the
Acrobat ribbon instead of the toolbar.
1 In Word, open the file you want to convert.
2 Do one of the following:
• (Word 2007 for Windows) Click Acrobat and then
click the Create PDF button
Create from a web page
.
You can download and convert web pages from the top
level, or any number of subordinate levels, of a URL.
• (Other versions of Word) Click the Convert To
1 Click the Create PDF button
3 Specify a filename and location, and click Save.
and choose From
Adobe PDF button
.
Web Page.
4 (Mac OS only) Click View File or Done.
2 Type the URL into the text box. (Click Browse to
3 Specify the number of levels to download and
where to download files from, and then click Create.
You can also convert a file to PDF and then email it for
review by clicking Create And Send For Review
(other versions
(Office 2007) or Send For Review
of Office).
Create from scratch
Create from Outlook (Windows)
You can create small PDFs that can be edited in
Acrobat.
After you install Acrobat, an Acrobat PDFMaker
toolbar is added to Outlook.
1 Choose File > Create PDF > From Blank Page.
1 Select the desired email messages and click Create
.
Adobe PDF From Selected Messages
convert a web page you have already downloaded.)
2 Click in the document and begin typing. Use
options on the New Document toolbar to change text
attributes.
3 Save the document.
4 To continue editing, choose Document > Resume
Editing.
2 Specify a filename and location, and click Save.
The selected messages are converted to a PDF package
or a merged PDF, depending upon conversion
settings. To convert email folders, select the desired
folders and click Create Adobe PDF From Folders .
You can also automatically archive email messages and
folders.
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ADOBE ACROBAT 8 PROFESSIONAL 11
Getting Started Guide
Create from Lotus Notes (Windows)
After you install Acrobat, an Acrobat PDFMaker
toolbar is added to IBM Lotus Notes and commands
are added to the Actions menu.
3 If prompted, specify a filename and location, and
click Save.
You can also choose a different default Adobe PDF
printer setting or create a customized setting.
1 Select the desired email messages and click Convert
Selected Messages To Adobe PDF
.
Combine files
2 Specify a filename and location, and click Save.
The messages are converted to a merged PDF or a PDF
package, depending upon conversion settings. You can
convert an entire folder to PDF by clicking Convert
Selected Folder To Adobe PDF .
Create from Internet Explorer (Windows)
You can convert an entire web page or a selected
portion of it to PDF.
1 In Microsoft Internet Explorer, open the web page
you want to convert.
2 (Optional) Drag to select the text and images you
want to convert.
3 Click Convert Web Page To PDF
.
4 Specify a filename and location, and click Save.
You can also convert one or more web pages, and even
entire websites, from within Acrobat.
Create using Adobe PDF printer
In many applications, you can use the Print command
with the Adobe PDF printer to convert a file to PDF.
1 Open the file you want to convert, and choose
File > Print.
2 Choose Adobe PDF from the list of printers, and
print the file.
Combine files from various sources into a single,
merged PDF or an assembled PDF package of related
files. For example, you might collect brochures,
presentations, spreadsheets, and contracts into a
cohesive sales proposal.
If you merge files into a single PDF, you can then add
unifying elements to help tie the document together.
For example, you can add a header or footer to the new
file. Or renumber pages so that the page numbers that
appear in the Page Navigation toolbar are consecutive
across the merged files. You can also rotate, delete, and
replace pages as necessary to create a cohesive look
and keep the PDF up-to-date.
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Getting Started Guide
Assemble PDFs in a package
A PDF package lets you assemble related information
into a single PDF while maintaining individual PDFs
within it.
1 Click Combine Files
, and then click Add Files.
2 Select the files you want to combine, and click Add
Files.
3 Adjust the order of files as desired, and then choose
a file size and conversion setting.
4 Click Next, select Assemble Files Into A PDF
Package, and click Create.
Modify a list of files to combine
When combining files, you have several options for
adjusting the set of files.
1 Click Combine Files
Merge documents from different applications into one Adobe PDF.
Create a PDF from multiple files
You can easily merge files of different types into a
single PDF.
1 Click Combine Files
, and then click Add Files.
2 Select the files you want to combine, and click Add
Files.
3 Adjust the order of files as desired, and then choose
a file size and conversion setting.
4 Click Next, select Merge Files Into A Single PDF,
and click Create.
Rather than merging files, you can also create a PDF
package of files.
, click Add Files, and add
the desired files.
2 To modify the list of files or remove a file from the
list, select a file, and then do any of the following:
• Click Move Up
or Move Down
file to a new location.
or drag the
• Click Choose Pages to include a subset of pages.
(Button name might change based on file type.)
• Click Remove or press Delete.
Add headers and footers
You can add a single header and footer throughout a
PDF or apply different headers and footers selectively
to various pages.
1 Choose Document > Header & Footer > Add. If a
message appears, click Add New.
2 Specify font and margin settings.
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ADOBE ACROBAT 8 PROFESSIONAL 13
Getting Started Guide
3 In the header and footer text boxes, type the desired
text. Click the buttons below the boxes to insert a page
number or date.
Delete pages
You can save header and footer settings for easy reuse.
1 (Optional) Click the Pages button
Renumber pages
When you renumber pages, only the numbers that
appear in the Pages panel and the toolbar are affected.
To change the numbers that appear on the document
pages, add a header or footer.
1 Click the Pages button
, and choose Number
Pages from the Options menu.
After combining files, you can delete unwanted or
blank pages.
in the
navigation pane and select the pages you want to
delete.
2 Choose Document > Delete Pages.
3 Click Selected to delete selected pages or click From
and specify a range.
If you want to retain a copy of the original PDF, make
sure that you save the new document using Save As
rather than Save.
2 Specify which pages the numbering will be applied to.
3 Specify the numbering style, prefix (if any), and
starting number.
You can also continue the numbering style of the
previous section.
Rotate pages
You can rotate all or selected pages in a PDF.
1 Choose Document > Rotate Pages.
2 Specify the direction of the rotation and the page
range.
Replace pages
To quickly update a PDF, you can replace individual
pages.
1 Choose Document > Replace Pages.
2 Select the document that contains the replacement
pages, and click Select.
3 Under Original, specify the pages you want to
replace. Under Replacement, specify the beginning
replacement page.
3 Choose the desired options from the Rotate menus.
Interactive elements, such as links and bookmarks,
associated with the original pages aren’t deleted.
To temporarily rotate a page, choose View > Rotate
View > Clockwise or Counterclockwise.
Export
If you don’t have access to the original source file for a
PDF, you can convert the PDF to an editable format.
You can also copy selected text and images to reuse in
other documents. Or extract pages and save them as a
new PDF.
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For example, you might save a brochure in HTML
format for use on your company’s website. Or extract
a few relevant pages from a large in-house document
to share with clients. You could easily repurpose
images and text from a design specification by copying
them into a Word, Adobe Photoshop®, or Adobe
InDesign® document.
Export as text
Export as Word
2 If saving to RTF or plain text, click Settings to adjust
the conversion settings.
If you don’t have the original file from which a PDF
was created, you can save the PDF as a Word
document that you can then edit in Word.
1 Click Export
in the Tasks toolbar, and then
choose Word Document.
You can save a PDF in Rich Text Format (RTF), as
accessible text, or as plain text. RTF preserves the most
formatting. Accessible text preserves such items as
comments, form fields, and alternate text.
1 Click Export
in the Tasks toolbar, choose More
Formats, and then choose the desired text format.
Select and copy text
You can copy words, lines, or columns of text from a PDF.
1 Using the Select tool
, do any of the following:
2 Click Settings to set conversion options.
• Drag across text.
Note: When you save a PDF to Word format, the
resulting file isn’t equivalent to a file created in Word;
some coding information may be lost.
• Double-click or triple-click to select a word or a line
Export as HTML or XML
To easily use the content of a PDF on the web, simply
convert the PDF to HTML or XML format.
in the Tasks toolbar, and then
choose HTML Web Page or XML 1.0.
of text.
2 Move the pointer over the icon that appears next to the
selected text, and then choose an option from the menu.
If you cannot select text, it may be part of an image or
from a scanned document.
1 Click Export
Select and copy an image
2 Click Settings to set conversion options.
You can copy an image from a PDF to the clipboard or
to another application, or you can save it to a file.
You can save a PDF in HTML 3.2 format by clicking
Export, and choosing More Formats > HTML 3.2.
1 Using the Select tool
, click an image or drag to
select a portion of it after the pointer changes to a
crosshairs icon.
2 Do any of the following:
• Drag the image into an open document in another
application.
• Right-click/Control-click the image and choose
Copy Image or Save Image As.
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Take a snapshot of a page
Use the Snapshot tool to copy all selected content. Text
and images are both copied as an image.
1 Choose Tools > Select & Zoom > Snapshot tool.
2 Drag on the page to select content, or click to copy
the entire page.
The selected content is copied to the clipboard when
you release the mouse button.
allowed. You can redact sensitive content in a legal
brief or examine a PDF for personal information
before making it available to the public.
Examine a PDF for hidden content
Before making a PDF available to others, you may
wish to remove content that reveals the document
history or that contains your personal information,
such as metadata that lists your name as the author.
1 Choose Document > Examine Document.
Extract pages
When you extract pages, they are saved in a new PDF.
1 Choose Document > Extract Pages.
2 Specify the range of pages to extract.
3 Choose whether you want to delete the pages after
2 Select the items you want removed from the PDF,
and click Remove All Checked Items.
3 Save the document with a new name.
You can also examine a PDF at the end of a redaction process.
extracting them.
4 To save the extracted pages as individual files,
rather than a single PDF, select Extract Pages As
Separate Files.
All links, comments, and form fields on the extracted
pages are also extracted, but bookmarks and articles
are not.
Secure
You can use password or certificate encryption, as well
as server-based policies, to help control access to your
PDFs. These security features allow you to restrict
what others can do and see in the PDFs you create.
For example, you can create read-only files for web
distribution, or you can limit access in files that you
send out for review so that only commenting is
Redact sensitive content
Use redaction to remove sensitive content from a PDF.
Important: Save a copy of the PDF before applying
redaction markups.
1 Choose View > Toolbars > Redaction.
2 Click Mark For Redaction
following:
, and do any of the
• Double-click a word or an image.
• Drag across text.
• Ctrl-drag/Control-drag over an area of the page.
3 Click Apply Redactions
. Search for and remove
hidden content, if desired.
Use Search And Redact to remove all instances of a
search string.
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Add a document password
One way to restrict access to a PDF is to add a
Document Open password.
Important: There is no way to open the PDF if you
forget the password.
1 Click Secure
on the Tasks toolbar, and choose
Password Encrypt.
2 Select Require A Password To Open The
Document, and type a case-sensitive password in the
text box.
If the PDF already has security applied, you may need
to supply the Permissions password that lets you
change security settings.
Prevent changes to a PDF
Add security restrictions to help prevent others from
changing your PDF.
1 Click Secure
on the Tasks toolbar, and choose
Password Encryption.
2 Select Restrict Editing And Printing Of The
Document, and type a Permissions password.
3 Choose an option from the Changes Allowed menu.
For information on using other security methods to
restrict access, see Help.
Create secure attachments
You can add security to both PDF and non-PDF
documents by embedding them in an encrypted
envelope, called a security envelope, that you can send
as an email attachment.
1 Click Secure
on the Tasks toolbar, and choose
Create Security Envelope.
2 Click Add File To Send, and select the desired
documents.
3 Click Next, and follow the on-screen instructions to
create the security envelope.
Recipients can extract and save the encrypted
documents. Once saved, the documents are no longer
encrypted.
Secure PDFs using policies
You can quickly apply security options by using either
a user policy that you create or an organizational policy
created by an Adobe LiveCycle® Policy Server admin­
istrator and shared by a group of users. Two user
policies come with Acrobat.
1 Click Secure
on the toolbar, and choose one of
the policies listed at the top of the menu.
2 Click Yes, and then change the security settings as
desired.
Create a user security policy
Security policies provide an easy way for you to apply
the same security settings to multiple PDFs. Security
policies include encryption, permission settings, and
information about who can open the PDFs or change
security settings.
1 Click Secure
on the toolbar, and choose Manage
Security Policies.
2 Click New, and select the type of security you want.
3 Click Next, and follow the on-screen instructions to
set up the policy and choose the desired security
settings.
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Sign
Create a self-signed digital ID
Digitally signing a PDF is much like signing a paper
document. For example, you can use a digital
signature to indicate that you approve of the contents,
that you have reviewed the contents, or that you agree
to the terms outlined in the document.
A digital ID is required to sign documents and apply
certificate security. Self-signed digital IDs created
from Acrobat may be adequate for many situations.
See the Adobe website for information on acquiring a
digital ID from Adobe security partners.
Adding a digital signature also allows you to track any
changes made to the PDF. For added security, you can
certify a PDF so that recipients can be assured that the
PDF has not been altered. Finally, you can check
digital signatures to ensure that they are valid.
1 Choose Advanced > Security Settings.
2 Select Digital IDs, and click Add ID.
3 Select Create A Self-Signed Digital ID For Use With
Acrobat.
4 Follow the on-screen instructions to set up the self-
signed digital ID.
Register a digital ID
A
B
You must register a digital ID in Acrobat before you
can use it.
1 Choose Advanced > Security Settings.
2 Select Digital IDs, and click Add ID.
3 Select Browse For An Existing Digital ID File.
4 Follow the on-screen instructions to select the
digital ID file, type your password, and register the
digital ID.
You can create self-signed digital IDs in Acrobat. Or,
see the Adobe website for information on acquiring a
digital ID from Adobe security partners.
Share your certificate
Sign a PDF to indicate you’ve read it or to certify its contents.
A. Certifying signature B. Digital signature
Your digital ID includes a certificate that others
require to validate your signature and encrypt
documents for you.
1 Choose Advanced > Security Settings.
2 Select Digital IDs on the left.
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3 Select the ID you want to share, and click
.
Export
Certify a PDF
4 Follow the on-screen instructions to email the
certificate or save it to a file.
Certifying a PDF indicates that you approve of its
content and allows you to specify the types of changes
that are permitted for the PDF to remain certified.
If you use a third-party security method, you usually
don’t need to share your certificate with others.
1 Click Sign
on the Tasks toolbar, choose Certify
With Visible Signature or Certify Without Visible
Signature, and click OK.
Create a signature appearance
2 If certifying with a visible signature, draw a
signature field.
You can modify your digital signature appearance. For
example, you can include your scanned signature.
1 (Optional) Save the desired image on a page by
itself, and convert the page to PDF.
3 Follow the on-screen instructions to apply the
certifying signature.
4 Save the PDF using a different filename.
2 Choose Edit > Preferences (Windows) or Acrobat
(Mac OS) > Preferences, and select Security.
Validate signatures
3 Click New, and type a title.
When you open a document, a status icon appears
next to the signature, indicating if the signature is
valid.
4 (Optional) Select Imported Graphic, click File, and
select the desired file.
5 Specify options as desired.
1 Click Signatures
select the signature.
Sign a PDF
2 Right-click/Control-click and choose Show
Signature Properties.
Use a digital signature to indicate your approval. For
best results, change your security preferences to
always sign in Preview Document mode, so that you
can view and sign the PDF in a secure state.
1 Click the signature field. Or, click Sign
choose Sign Document.
, and
2 Follow the on-screen instructions to apply your
digital signature.
If the document does not contain an unsigned
signature field, click Sign and choose Place Signature
to sign the PDF.
in the navigation pane, and
3 Use the various tabs and options in the Signature
Properties dialog box to resolve any signature issues.
For example, if the identity is unknown or unverified,
click the Signer tab, and click Show Certificate to
determine if the certificate is trusted.
Review & Comment
Start an automated email or shared review to simplify
the reviewing process. When you review a PDF using
Acrobat, all users can comment on a single,
unchanging document using a wide variety of
commenting tools, from sticky notes and stamps to
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text edits, highlights, and drawing markups. If you set
up a shared review, reviewers can see and respond to
others reviewers’ comments. Using the Review
Tracker, you can invite additional reviewers, rejoin a
review, and track the progress of shared reviews.
For example, suppose you have a specification that
needs to be reviewed by your project team, which
includes people in several locations. Set up a shared
review to send the PDF to all the review participants.
When the participants (including Adobe Reader 8
users if you have enabled commenting for Adobe
Reader) open the email attachment, Acrobat opens the
Commenting toolbar and instructions on how to
complete the review.
C
A
D
Start an email review
An email-based review lets you track review status and
merge received comments into the PDF.
1 Click Review & Comment
For Email Review.
and choose Attach
2 If prompted, enter your identity information to
create a reviewer profile.
3 Follow the on-screen instructions to select the PDF,
invite reviewers, and send the email invitation.
If your email application doesn’t send email automati­
cally, you may need to answer alert messages and
switch to your email application to finish sending the
message.
Start a shared review
A shared review allows reviewers, including those
using Adobe Reader, to see and respond to others’
comments during the review.
Important: To conduct a shared review, you and your
reviewers need write access to a shared comment server.
E
B
F
1 Click Review & Comment
and choose Send For
Shared Review.
2 If prompted, enter your identity information to
create a reviewer profile.
Add different kinds of comments to your PDF. They also appear in
the Comments list.
A. Note B. Drawing markup C. Stamp D. Replaced Text E. File
attachment F. Highlighted text
3 Follow the on-screen instructions to select (or add)
a server, select the PDF, invite reviewers, and send the
email invitation.
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Track and manage reviews
The Review Tracker provides information for all
documents that you’ve sent and received for review.
Use the Review Tracker to rejoin a review, send a
reminder, or invite additional reviewers.
1 Click Review & Comment
, and choose Review
Tracker.
2 Select the desired PDF on the left.
Important: If you’re prompted to connect to a server
when you open the PDF, you’ve been invited to a shared
review.
1 Open the PDF attachment from your email appli­
cation.
2 Use commenting tools to add comments.
3 Save the PDF, and then click Send Comments.
3 Do any of the following:
Participate in a shared review
• To rejoin a review, double-click the PDF.
When you open the shared PDF, commenting tools and
a document message bar with instructions also open.
• To send a message, click Email All Reviewers or
1 Open the PDF attachment or link.
Email Initiator.
• To invite additional reviewers, click Add Reviewers.
2 Click Connect, and type your login name and
password, if prompted.
Invite additional reviewers
3 Type your name, email address, and job title to
create a reviewer profile, if prompted.
If you initiated a review, you can invite more
reviewers. If you are a reviewer, ask the initiator to add
reviewers so the initiator can track all reviewers and
receive notification when comments are received.
1 Click Review & Comment
, and choose Review
Tracker.
2 Select the desired PDF under Reviews I’ve Sent, and
click Add Reviewers.
3 Follow the on-screen instructions to add email
addresses, change the message as needed, and send the
invitation.
Participate in an email review
When you open the PDF attachment in an email
review, a tracked copy of the PDF opens with a
document message bar, a Send Comments button, and
a Comment & Markup toolbar.
4 Add comments.
5 When you want to share your comments, click
Publish Comments.
In a shared review, you can see all reviewers’
comments that have been published.
Create drawing markups
You can add lines, arrows, and shapes to a PDF by
using the drawing markup tools.
1 Choose Tools > Comment & Markup, and choose
the desired tool.
2 Draw in the PDF. For example, click and drag to
form a line, arrow, or rectangle.
3 (Optional) Using the Select tool, double-click the
markup, and then type a comment in the pop-up note.
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To change properties, such as line color and width,
right-click/Control-click the markup and choose
Properties.
Forms
You can create a PDF form with interactive form fields
from many different sources—an existing electronic
document such as a Word document or a spreadsheet,
a scanned paper document, or a template. You can
then distribute the form through email or a shared
server and track the forms that have been returned to
you. Finally, you can easily collect and review form
data and export it to other applications.
For example, you could convert all of your human
resources forms to PDF and post them for easy access
on a shared server. You could then track a specific
form, such as a yearly benefits enrollment form, and
know who has filled out and returned the form. After
you have collected the returned data, you could then
export it to a spreadsheet or a personnel database.
A
B
C
D
E
Interactive form fields make it easy to collect data.
A. Check box B. Radio button C. Combo box D. Text box
E. Button
Create a form
The Create New Form wizard guides you through
creating a PDF form from a template (Windows only),
an electronic document, spreadsheet data, or a
scanned paper document.
1 Click Forms
New Form.
on the toolbar, and choose Create
2 Select the source for the PDF form, and click
Continue.
3 Follow the on-screen instructions.
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Forms created with the wizard are LiveCycle Designer
forms. To create an Acrobat form instead, choose
Forms > Run Form Field Recognition.
Edit a form
Depending upon how a PDF form was created, you
can edit it in either Acrobat or LiveCycle Designer
(Windows only).
Note: (Windows) PDF forms created in Acrobat can be
edited in LiveCycle Designer, but those created or edited
in LiveCycle Designer cannot be edited in Acrobat.
Track and manage forms
The Forms Tracker helps you manage forms you’ve
distributed.
1 Click the Forms button
and choose Track Forms.
on the Tasks toolbar,
2 Select an icon on the left to see forms in that
category:
• To Do displays forms you’ve received.
• History displays forms you’ve distributed.
• Search Results allows you to search for specific
forms.
1 Open a PDF form.
2 Choose Forms > Edit Form In Designer or Edit
Form In Acrobat.
3 Add or modify form fields and field properties as
desired.
Distribute a form
• Forms Library displays forms you’ve saved in the
library for future distribution.
Compile data received by email
As users return their form data, you can compile it into
a data set.
After you create a PDF form, you can distribute it by
using the Distribute Form wizard.
1 Open the email attachment containing the returned
form.
Note: To use the wizard, the form must contain a submit
button.
2 In the dialog box that appears, select an existing
data set or create a new set for the form data.
1 Open the desired form.
The new data is added and the data set opens, allowing
you to review all responses. You can also compile data
on the Tasks toolbar, and
by clicking Forms
choosing Compile Returned Forms.
2 Click the Forms button
on the Tasks toolbar,
and choose Distribute Form.
3 Follow the on-screen instructions to prepare the
form for distribution.
4 Specify if you want to email the form or save and
send it later.
5 Follow the on-screen instructions to distribute the
form.
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Review form responses
After you’ve compiled returned form data into a data
set, the PDF automatically opens for you to review the
responses.
❖ With the desired data set PDF open, do any of the
Customizable toolbars Easily hide or show individual
following:
• To review an individual response, select a line in the
response list.
• To sort the response list, click the desired column
heading.
• To add data, click Import Data
Maximized work area View PDFs in a new visual
design for the work area, navigation pane, and
toolbars. User interface elements have been removed
to maximize space. See “View the work area” in
Acrobat Help.
.
• To delete data, select a record and press Delete.
Export form data to a spreadsheet
Once you’ve collected PDF form data in FDF or XML
format, you can organize the form data into a commadelimited spreadsheet (CSV) file.
tools by right-clicking/Control-clicking a toolbar, or
use the More Tools dialog box to customize toolbars.
See “Display and arrange toolbars” in Acrobat Help.
Search enhancements Find words or use advanced
search tools, all from the same integrated toolbar.
View search results in a floating, resizable panel.
Search documents in a PDF package. See “Search
features overview” in Acrobat Help.
Embedded PDF search index Embed a search index
for a specific file directly within the PDF to speed up
searching. See “Create and manage an index in a PDF”
in Acrobat Help.
1 Choose Forms > Manage Form Data > Merge Data
Files Into Spreadsheet.
2 Click Add Files, and then select the desired data
files.
3 Click Export, choose a location for the CSV file,
and click Save.
What’s new
Viewing, navigating, and searching
Getting Started window At a glance, see the main
features of Adobe Acrobat 8 Professional Getting
Started Guide and click links to start tasks or learn
more about features. See “Start in the Getting Started
window” in Acrobat Help.
PDF creation, assembly, and editing
PDF from a blank page Create a blank PDF page and
type text onto the page. Format text using formatting
controls. Lock the document so that it can’t be edited.
See “Create a PDF from a blank page” in Acrobat Help.
PDF packages Assemble PDF files (including PDF
forms) and non-PDF files into a single package. Files
aren’t modified when packaged, so signatures and
security options stay intact. Documents within a
package are viewed in the same window. Easily add,
delete, or extract documents from the package. Search
and print the current or selected document, or all
documents within the package. See “About PDF
packages” in Acrobat Help.
Combined files user interface Combine files into a
single PDF with concatenated pages, or assemble files
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into a PDF package. Choose simple options to control
the size of the resulting PDF. See “Combining different
types of files” in Acrobat Help.
PDFs from Word, Microsoft Excel, Microsoft PowerPoint, Adobe Acrobat Distiller, and the Acrobat
Preflight tool.
Mail merge to PDF within Microsoft® Word Convert
Bates numbering Apply identifying labels to a batch
of related documents—typically legal documents
associated with a court case. Bates numbering appears
as a header or footer on each page of each PDF in the
batch. See “Add a Bates numbering header or footer”
in Acrobat Help.
Word mail merge documents to PDF and send them
out by email. See “Create PDFs from Word mail
merges” in Acrobat Help.
Microsoft Excel worksheet enhancements
(Windows) Select and order worksheets for
conversion. Convert all links and bookmarks. Create
PDF/A-compliant files. See “Application-specific
PDFMaker settings” in Acrobat Help.
Microsoft PowerPoint presentation enhancements
(Windows) Convert overlapping shapes and images,
action buttons, action settings, and speaker notes.
Convert backgrounds to a separate, nonprinting layer.
Create PDF/A-compliant files. See “Applicationspecific PDFMaker settings” in Acrobat Help.
Email conversion enhancements Convert an email
message or a complete mail folder to PDF from Lotus
Notes. Create PDF packages of email from both
Microsoft Outlook and Lotus Notes. In Outlook on
Windows, convert email archives to PDF packages and
automatically archive email on a schedule. See
“Convert email messages to PDFs (Windows),”
“Migrate Outlook PDF archives to PDF packages
(Windows),” and “Set up automatic email archiving
(Windows)” in Acrobat Help.
Scanning enhancements Scan to PDF or PDF/A from
a broader range of scanners. Add metadata while
scanning. Optimize a scanned PDF. See “Scan a paper
document to PDF” in Acrobat Help.
PDF/A-compliant files Create PDF/A-compliant files
when scanning paper documents and when creating
Document examination Inspect PDFs for metadata,
annotations, attachments, hidden data, form fields,
hidden layers, or bookmarks. Remove some or all of
the information. See “Examine a PDF for hidden
content” in Acrobat Help.
Headers, footers, watermarks, and backgrounds Save
header, footer, watermark, and background options as
named settings for reuse. Remove or update existing
headers, footers, watermarks, and backgrounds.
Shrink content to accommodate headers and footers.
Preview changes in real time. Set underline text. See
“Add and edit headers and footers” in Acrobat Help.
Review and commenting
Acrobat Connect meetings Access the real-time, web-
based collaboration capabilities of Acrobat Connect
(sold separately). Click the Start Meeting button to
escalate from a document review to real-time commu­
nication with others over the Internet. Acrobat
Connect uses Adobe Flash® CS3 Professional and a
personal meeting room for screen sharing, audio and
video conferencing, whiteboarding, and more. When
you first click the Start Meeting button, you can create
a free trial account. Each subsequent time, you go
directly to your Acrobat Connect personal meeting
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room. (Acrobat Connect is not available in all
languages.) See “Meetings” in Acrobat Help.
Edit in Adobe LiveCycle® Designer. See “Creating and
editing forms” in Acrobat Help.
Shared reviews Initiate a review where comments are
stored on a central server, allowing all participants to
see comments in real time. No extra server software is
needed. Shared reviews work with a folder on a
network server, a Windows SharePoint workspace, or
a web folder on a web server. Comments are automat­
ically retrieved, even if Reader isn’t running and could
be added even when you are disconnected from the
network. Notifications alert users that there are new
comments. Comments from reviewers outside the
firewall can be merged into the shared review, and you
can enable Reader users to participate in reviews. See
“Start a shared review” in Acrobat Help.
PDF background artwork Import a PDF as
Review Tracker Provides details about all active
reviews. For shared reviews, details include the
number of comments from a reviewer, the review
deadline, server status, unread reviews, and a
summary of updated shared reviews. See “Tracking
PDF reviews” in AcrobatHelp.
Commenting and markup enhancements View and
accurately place callout and cloud markups as you apply
them. The callout leader automatically moves as you
position the callout. Selected comments are highlighted
for easier visibility when zoomed out. Rotate stamps
and select all tools from a single, integrated toolbar. See
“Commenting” in Acrobat Help.
background artwork on a form in LiveCycle Designer.
Add form fields on top of the background. See
LiveCycle Designer Help.
Forms Tracker Track the forms you initiate or fill out.
See “About Forms Tracker” in Acrobat Help.
Export and compile form data Aggregate returned
forms into a PDF package. Export the form data to a
spreadsheet. See “Submitting forms” and “Export
records from a PDF data set” in Acrobat Help.
Form field recognition Automatically recognize form
fields on noninteractive PDF documents and convert
them to interactive fields that can be filled electroni­
cally. See “Creating new forms” in Acrobat Help.
Reader-enabled rights Enable Reader 7 and 8 users to
fill in, digitally sign, and locally save forms and other
PDFs. See “Enable Reader users to save form data” in
Acrobat Help.
Digital signatures
Roaming IDs Enroll in a signing service where the
server holds your private key. Authenticate to the
server from Acrobat and allow the document to be
signed with your credentials stored on the server. See
“Set up a roaming ID” in Acrobat Help.
Signature preview mode and conformance checker
Forms
Simple forms creation (Windows) Use a wizard to
create PDF forms from templates, existing electronic
documents, paper forms, or spreadsheet data.
Customize forms with contact information and logos.
Before signing, view the document content as it will
appear after eliminating transparency, scripts, fonts,
and other dynamic content that can alter a document’s
appearance. Acrobat automatically runs the
Document Integrity Checker, which now includes
checking for Qualified Signatures conformance before
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entering signature preview mode. See “Sign in Preview
Document mode” in Acrobat Help.
Certificate enhancements Predetermine the signing
certificate. Configure the chain model for certificate
validation. See “Sharing and managing certificates” in
Acrobat Help.
Bates numbering Apply identifying labels to a batch
of related documents—typically legal documents
associated with a court case. Bates numbering appears
as a header or footer on each page of each PDF in the
batch. See “Add a Bates numbering header or footer”
in Acrobat Help.
Seed values Specify which choices a user can make
Creative professional
when signing a document. See “Customizing signature
properties using seed values” in Acrobat Help.
Color management improvements In Adobe Creative
Signatures in Reader Allow Reader users to draw a
signature field. See “Before you certify a PDF” in
Acrobat Help.
Architecture, engineering, and construction
Batch conversion/direct conversion From Autodesk
AutoCAD, convert multiple AutoCAD files to
multiple PDFs. Convert AutoCAD files to PDF with
improved speed. See “Convert AutoCAD files to PDF
(Windows)” in Acrobat Help.
DWG/DWF support 2D Measurement tool enhance­
ments Measurement is recalculated if start or end
points move. Measurements snap to lines, intersec­
tions, or corners. See “Measure the height, width, or
area of objects” in Acrobat Help.
Legal
Redaction tools Mark text, images, and sensitive areas
for redaction. Permanently apply redaction. Modify the
appearance of redaction marks, including color and
codes. See “Redact sensitive content” in Acrobat Help.
Search and redact From within the Search feature,
mark some or all search results for redaction. See
“Search and redact words” in Acrobat Help.
Suite, synchronize settings for on-screen color across the
applications with a single click. See “Synchronize color
settings across Adobe applications” in Acrobat Help.
Shared transparency flattener presets Define
flattener presets in one Adobe application, such as
Acrobat, and then easily share those swatches with
other applications, such as Adobe Illustrator® and
Adobe InDesign®. See “Create a flattener preset” in
Acrobat Help.
Preflight Locate, modify, or remove PDF elements
using customizable fixup profiles. Create an inventory
of PDF content, including Extensible Metadata
Platform (XMP) metadata. Perform advanced inspec­
tions on Cos objects and fonts. Convert to and validate
PDF/X-4 and PDF/A files. Edit droplet settings for
automated preflight inspections. See “Correcting
problem areas” and “Advanced inspections” in
Acrobat Help.
Booklet printing Print pages as a simple booklet, such
as 2-up, saddle-stitched. See “Print a booklet” in
Acrobat Help.
Metadata in documents and objects Maintain and
access document and object-level metadata. See
“Document properties and metadata” in Acrobat Help.
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ADOBE ACROBAT 8 PROFESSIONAL 27
Getting Started Guide
TouchUp Object tool enhancement See and change
the color space of a selected object. Scale, rotate, or clip
an object. See “Move or edit an object” in Acrobat Help.
Additional new features
FIPS mode Version 8.1 of Acrobat provides a FIPS
mode to restrict data protection to Federal Infor­
mation Processing Standard (FIPS) 140-2 approved
algorithms using the RSABSAFE Crypto-C 2.0
encryption module with FIPS 140-2 validation certif­
icate 608. See “Securing PDFs in FIPS mode” in
Acrobat Help.
Microsoft Windows Vista™ support Version 8.1 of
Acrobat supports Windows Vista.
Installing Acrobat on 64-bit versions of Windows
Version 8.1 of Acrobat supports the 64-bit versions of
Microsoft Windows XP and Windows Vista.
Version Cue 2.0 Manage files and versions as a single
user or in a small workgroup. Integrate with Adobe
Bridge to manage files for your Creative Suite projects.
See “Adobe Version Cue” in Acrobat Help.
Digital Editions Read and organize eBooks and other
publications with Adobe® Digital Editions (a separate
product). When you first click the Digital Editions
menu item, you can download and install the Adobe
Digital Editions software. After installation, choose
Digital Editions to go directly to your Adobe Digital
Editions bookshelf. See “Adobe Digital Editions” in
AcrobatHelp.
Printing over the Internet Print documents to a
FedEx Kinkos office in the United States. See “Print
over the Internet” in Acrobat Help.
2D Measurement tool enhancements Measurementis
recalculated if start or end points move. Measure­
ments snap to lines, intersections, or corners. See
“Measure the height, width, or area of objects” in
Acrobat Help.
ug.book Page 28 Friday, April 6, 2007 9:57 AM
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