Using Adobe® Acrobat® 9 Standard

Using Adobe® Acrobat® 9 Standard
USING ADOBE
ACROBAT 9 STANDARD
®
®
Updated 30 January, 2009
© 2009 Adobe Systems Incorporated. All rights reserved.
Copyright
Using Adobe® Acrobat® 9 Standard for Windows®
If this guide is distributed with software that includes an end user agreement, this guide, as well as the software described in it, is furnished under license and
may be used or copied only in accordance with the terms of such license. Except as permitted by any such license, no part of this guide may be reproduced, stored
in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, recording, or otherwise, without the prior written permission of Adobe
Systems Incorporated. Please note that the content in this guide is protected under copyright law even if it is not distributed with software that includes an end
user license agreement.
The content of this guide is furnished for informational use only, is subject to change without notice, and should not be construed as a commitment by Adobe
Systems Incorporated. Adobe Systems Incorporated assumes no responsibility or liability for any errors or inaccuracies that may appear in the informational
content contained in this guide.
Please remember that existing artwork or images that you may want to include in your project may be protected under copyright law. The unauthorized
incorporation of such material into your new work could be a violation of the rights of the copyright owner. Please be sure to obtain any permission required
from the copyright owner.
Any references to company names in sample templates or images are for demonstration purposes only and are not intended to refer to any actual organization.
This work is licensed under the Creative Commons Attribution Non-Commercial 3.0 License. To view a copy of this license, visit
http://creativecommons.org/licenses/by-nc/3.0/us/
Adobe, the Adobe logo, Adobe Garamond, the Adobe PDF logo, Acrobat, Buzzword, Creative Suite, Distiller, Flash, FrameMaker, FreeHand, Illustrator,
InDesign, LiveCycle, Photoshop, PostScript, and Reader are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States
and/or other countries.
Apple, Macintosh, and Mac OS are trademarks of Apple Inc., registered in the United States and other countries. Microsoft, OpenType, Windows, and Windows
Vista are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. UNIX is a registered trademark of
The Open Group in the US and other countries. Helvetica and Times are trademarks of Heidelberger Druckmaschinen AG exclusively licensed through Linotype
Library GmbH, and may be registered in certain jurisdictions. ITC Zapf Dingbats is a registered trademark of International Typeface Corporation. All other
trademarks are the property of their respective owners.
The Spelling portion of this product is based on Proximity Linguistic Technology. © Copyright 1989, 2004 All Rights Reserved Proximity Technology A Division
of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. © Copyright 1990 Merriam-Webster Inc. © Copyright 1990 All Rights Reserved Proximity
Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. © Copyright 2003, 2004 Franklin Electronic Publishers, Inc. ©
Copyright 2003, 2004 All Rights Reserved Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. © Copyright
1991 Dr. Lluis de Yzaguirre I Maura. © Copyright 1991 All Rights Reserved Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington,
New Jersey USA. © Copyright 1990 Munksgaard International Publishers Ltd. © Copyright 1990 All Rights Reserved Proximity Technology A Division of
Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. © Copyright 1990, 1995 Van Dale Lexicografie bv © Copyright 1990, 1996 All Rights Reserved
Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. © Copyright 1990, 2004 IDE a.s. © Copyright 1990, 2004
All Rights Reserved Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. © Copyright 1992 Hachette / Franklin
Electronic Publishers, Inc. © Copyright 2004 All Rights Reserved Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New
Jersey USA. © Copyright 1991 Text & Satz Datentechnik © Copyright 1991 All Rights Reserved Proximity Technology A Division of Franklin Electronic
Publishers, Inc. Burlington, New Jersey USA. © Copyright 2004 Bertelsmann Lexikon Verlag © Copyright 2004 All Rights Reserved Proximity Technology A
Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. © Copyright 2004 MorphoLogic Inc. © Copyright 2004 All Rights Reserved
Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. © Copyright 1990 William Collins Sons & Co. Ltd. ©
Copyright 1990 All Rights Reserved Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington, New Jersey USA. © Copyright 1993,
1994, 1995 Russicon Company Ltd. © Copyright 1995 All Rights Reserved Proximity Technology A Division of Franklin Electronic Publishers, Inc. Burlington,
New Jersey USA.
This product contains either BSAFE and/or TIPEM software by RSA Security, Inc.
Portions include technology used under license from Autonomy, and are copyrighted.
This product includes software developed by the Apache Software Foundation (http://www.apache.org/).
Portions © Dainippon Ink and Chemicals, Incorporated 1967, 1988.
Flash CS3 video compression and decompression is powered by On2 TrueMotion video technology. © 1992-2005 On2 Technologies, Inc. All Rights Reserved.
http://www.on2.com.
This product includes software developed by the OpenSymphony Group (http://www.opensymphony.com/).
Speech compression and decompression technology licensed from Nellymoser, Inc. (www.nellymoser.com).
Sorenson Spark™ video compression and decompression technology licensed from Sorenson Media, Inc.
MPEG Layer-3 audio coding technology licensed from Fraunhofer IIS and Thomson.
Portions copyright Focoltone Colour System.
Adobe Systems Incorporated, 345 Park Avenue, San Jose, California 95110, USA.
Notice to U.S. Government End Users. The Software and Documentation are “Commercial Items,” as that term is defined at 48 C.F.R. §2.101, consisting of
“Commercial Computer Software” and “Commercial Computer Software Documentation,” as such terms are used in 48 C.F.R. §12.212 or 48 C.F.R. §227.7202,
as applicable. Consistent with 48 C.F.R. §12.212 or 48 C.F.R. §§227.7202-1 through 227.7202-4, as applicable, the Commercial Computer Software and
Commercial Computer Software Documentation are being licensed to U.S. Government end users (a) only as Commercial Items and (b) with only those rights
as are granted to all other end users pursuant to the terms and conditions herein. Unpublished-rights reserved under the copyright laws of the United States.
Adobe agrees to comply with all applicable equal opportunity laws including, if appropriate, the provisions of Executive Order 11246, as amended, Section 402
of the Vietnam Era Veterans Readjustment Assistance Act of 1974 (38 USC 4212), and Section 503 of the Rehabilitation Act of 1973, as amended, and the
regulations at 41 CFR Parts 60-1 through 60-60, 60-250, and 60-741. The affirmative action clause and regulations contained in the preceding sentence shall be
incorporated by reference.
iii
Contents
Chapter 1: Getting started
Activation and registration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Help and support
...................................................................................................... 2
Services, downloads, and extras
What’s new
........................................................................................ 3
........................................................................................................... 4
Getting started tutorials
............................................................................................... 5
Chapter 2: Workspace
Work area basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Customizing the work area
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Viewing PDF pages
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Adjusting PDF views
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Grids, guides, and measurements
Organizer
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Maintaining the software
Non-English languages
Acrobat in Mac OS
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Chapter 3: Creating PDFs
Overview of creating PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Creating simple PDFs with Acrobat
Using the Adobe PDF printer
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
Creating PDFs with PDFMaker (Windows)
Converting web pages to PDF
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
Creating PDFs with Acrobat Distiller
Adobe PDF conversion settings
Fonts
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98
Chapter 4: Combining content in PDFs
Combining files into a PDF Portfolio . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100
Other options for combining files
Adding unifying page elements
Rearranging pages in a PDF
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113
Chapter 5: Saving and exporting PDFs
Saving PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118
Exporting PDFs to other file formats
Reusing PDF content
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125
Chapter 6: Collaboration
File sharing and real-time collaboration
Preparing for a PDF review
Starting a review
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134
Participating in a PDF review
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135
USING ACROBAT 9 STANDARD iv
Contents
Tracking and managing PDF reviews
Commenting
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142
Managing comments
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155
Importing and exporting comments
Approval workflows
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161
Chapter 7: Forms
Forms basics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165
Creating and distributing forms
Form fields behavior
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178
Setting action buttons
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188
Publishing interactive web forms
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 192
Collecting and managing form data
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 195
Completing and submitting PDF forms
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 197
Chapter 8: Security
Opening secured documents
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 200
Choosing a security method
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204
Securing documents with passwords
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 206
Securing documents with certificates
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208
Securing documents with Adobe LiveCycle Rights Management ES
Setting up security policies
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 216
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 217
Creating or obtaining digital IDs
Removing sensitive content
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 222
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 227
Chapter 9: Digital signatures
Digital signatures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 229
Signing PDFs
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 232
Validating signatures
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 236
Chapter 10: Accessibility, tags, and reflow
Accessibility features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 239
Checking the accessibility of PDFs
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 241
Reading PDFs with reflow and accessibility features
Creating accessible PDFs
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 243
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 250
Making existing PDFs accessible
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 253
Chapter 11: Editing PDFs
Page thumbnails and bookmarks
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 255
Links and attachments
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 260
Actions and scripting
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 265
Converted web pages
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 267
Articles
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 268
Editing text and objects
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 271
Setting up a presentation
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 275
Document properties and metadata
Layers
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 278
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 282
Using Geospatial PDFs
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 284
USING ACROBAT 9 STANDARD v
Contents
Chapter 12: Searching and indexing
Searching PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 288
Creating PDF indexes
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 294
Chapter 13: Multimedia and 3D models
Multimedia in PDFs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 295
Interacting with 3D models
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 297
Chapter 14: Color management
Understanding color management
Keeping colors consistent
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 312
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 314
Color-managing imported images
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 317
Color-managing documents for online viewing
Proofing colors
Color-managing documents when printing
Working with color profiles
Color settings
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 319
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 320
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 321
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 323
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 327
Chapter 15: Printing
Basic printing tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 333
Other ways to print PDFs
Printing custom sizes
Advanced print settings
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 337
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 339
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 340
Chapter 16: Keyboard shortcuts
Keyboard shortcuts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 342
Index
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 347
1
Chapter 1: Getting started
Before you begin working with your software, take a few moments to read an overview of activation and the many
resources available to you. You have access to instructional videos, plug-ins, templates, user communities, seminars,
tutorials, RSS feeds, and much more.
Activation and registration
License activation (Windows)
During the installation process, your Adobe software may attempt to contact Adobe to complete the license activation
process. No personal data is transmitted. For more information on product activation, visit the Adobe website at
www.adobe.com/go/activation.
A single-user retail license activation supports two computers. For example, you can install the product on a desktop
computer at work and on a laptop computer at home. If you want to install the software on a third computer, you must
first deactivate it on one of the other two computers. Choose Help > Deactivate.
Register
Register your product to receive complimentary installation support, notifications of updates, and other services.
❖ To register, follow the onscreen instructions in the 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.
Adobe Product Improvement Program (Windows)
After you have used your Adobe software a certain number of times, a dialog box will appear, asking you whether you
would like to participate in the Adobe Product Improvement Program.
If you choose to participate, data about your use of Adobe software will be sent to Adobe. No personal information is
recorded or sent. The Adobe Product Improvement Program only collects information about the features and tools
you use in the software and how often.
You can opt in to or opt out of the program at any time:
• To participate, choose Help > Improvement Program Options and click Yes.
• To stop participating, choose Help > Improvement Program Options and click No, Thank You.
USING ACROBAT 9 STANDARD 2
Getting started
Adobe Customization Wizard
Adobe Customization Wizard 9 helps IT professionals take greater control of enterprise-wide deployments of
Adobe® Acrobat® 9 Standard and Adobe Reader®. With it, you can customize the installer and application features
before deployment. The Customization Wizard is a free downloadable utility. Providing a graphical interface to the
Windows Installer for Acrobat, the Customization Wizard enables IT administrators to:
• Optimize the behavior of the installer by including silent installation, pre-serialization, restart, multilingual, and
custom setup choices.
• Customize key application preferences—turn off automatic updates, add and set default job options, and customize
collaboration and security settings.
• Help prevent users from modifying certain preferences.
Read Me
The installation disc may contain a Read Me file for your software. Open the file to read important information about
topics such as the following:
• System requirements
• Installation (including uninstalling the software)
• Activation and registration
• Customer support
• Legal notices
Help and support
Community Help
Community Help is an integrated environment on adobe.com that gives you access to community-generated content
moderated by Adobe and industry experts. Comments from users help guide you to an answer.
Community Help draws on a number of resources, including:
• Videos, tutorials, tips and techniques, blogs, articles, and examples for designers and developers.
• Complete online product Help, which is updated regularly by the Adobe documentation team.
• All other content on Adobe.com, including knowledgebase articles, downloads and updates, Developer
Connection, and more.
Use the help search field in your product’s Help interface to access Community Help directly, or go to
www.adobe.com/support/acrobat to access the product Help and Support page, a portal to all of the Community Help
content for your product.
The sites searched by the default Community Help search engine are hand-selected and reviewed for quality by Adobe
and Adobe Community Experts. Adobe experts also work to ensure that the top search results include a mixture of
different kinds of content, including results from online product Help.
For more information on using Community Help, see http://help.adobe.com/en_US/CommunityHelp/.
For a video overview of Community Help, see www.adobe.com/go/lrvid4117_xp.
USING ACROBAT 9 STANDARD 3
Getting started
Product Help
Adobe provides a comprehensive user guide for Acrobat as online product Help and PDF. Topics from online product
Help are included in your results whenever you search Community Help.
If you want to consult or search online product Help only, you can access it by clicking the product Help link in the
upper-right corner of the Help and Support page. Be sure to select the This Help System Only option on the Help page
before you do your search.
The Help menu within the product opens local Help, a subset of the content available in online product Help. Because
local Help is not as complete or up-to-date as online product Help, Adobe recommends that you use the PDF version
of product Help if you want to stay off-line. A downloadable PDF of complete product Help is available from two
places:
• The product’s Help and Support page (upper-right corner of the page)
• Web Help (top of the Help interface)
For more information on accessing product help, see http://help.adobe.com/en_US/CommunityHelp/.
Support resources
Visit the Adobe Support website at www.adobe.com/support to learn about free and paid technical support options.
Services, downloads, and extras
You can enhance your product by integrating a variety of services, plug-ins, and extensions in your product. You can
also download samples and other assets to help you get your work done.
Adobe creative online services
Adobe® Creative Suite® 4 includes new online features that bring the power of the web to your desktop. Use these
features to connect with the community, collaborate, and get more from your Adobe tools. Powerful creative online
services let you complete tasks ranging from color matching to data conferencing. The services seamlessly integrate
with desktop applications so you can quickly enhance existing workflows. Some services offer full or partial
functionality when you’re offline too.
Visit Adobe.com to learn more about available services. Some Creative Suite 4 applications include these initial
offerings:
Kuler™ panel Quickly create, share, and explore color themes online.
Adobe® ConnectNow Collaborate with dispersed working teams over the web, sharing voice, data, and multimedia.
Resource Central Instantly access tutorials, sample files, and extensions for Adobe digital video applications.
Adobe Exchange
Visit the Adobe Exchange at www.adobe.com/go/exchange to download samples as well as thousands of plug-ins and
extensions from Adobe and third-party developers. The plug-ins and extensions can help you automate tasks,
customize workflows, create specialized professional effects, and more.
USING ACROBAT 9 STANDARD 4
Getting started
Adobe downloads
Visit www.adobe.com/go/downloads to find free updates, tryouts, and other useful software.
Adobe Labs
Adobe Labs at www.adobe.com/go/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 documentation
• Forums, wiki-based content, and other collaborative resources to help you interact with like-minded users.
Adobe Labs fosters a collaborative software development process. In this environment, customers quickly become
productive with new products and technologies. Adobe Labs is also a forum for early feedback. The Adobe
development teams use this feedback to create software that meets the needs and expectations of the community.
Adobe TV
Visit Adobe TV at http://tv.adobe.com to view instructional and inspirational videos.
Extras
The installation disc contains a variety of extras to help you make the most of your Adobe software. Some extras are
installed on your computer during the setup process; others are located on the disc.
To view the extras installed during the setup process, navigate to the application folder on your computer.
• Windows®: [startup drive]\Program Files\Adobe\[Adobe application]
• Mac OS®: [startup drive]/Applications/[Adobe application]
To view the extras on the disc, navigate to the Goodies folder in your language folder on the disc. Example:
•
/English/Goodies/
What’s new
PDF creation, editing, and searching
Unify a wide range of content into a PDF Portfolio Combine documents, drawings, email, and spreadsheets into a
single, compressed PDF Portfolio. Use professionally designed templates that can be branded with your logo and
include descriptions to guide recipients through the contents.
Convert paper documents to PDF New optical character recognition (OCR) technology and support for a broader
range of scanners improves searchability and appearance of the scanned documents. See “Scan a paper document to
PDF” on page 57.
Convert web pages to PDF Improved web capture allows you to convert complete web pages or just the portions you
want, including or excluding rich and interactive media. PDF versions of web pages are easy to print, archive, mark
up, and share. See “Converting web pages to PDF” on page 78.
USING ACROBAT 9 STANDARD 5
Getting started
Search across multiple PDFs Enhanced functionality enables you to search multiple PDF files in the same folder to
help you quickly find the information you need.
Collaboration
Use Acrobat.com for shared reviews Participants download the file from Acrobat.com, and add comments or data
using Acrobat or Adobe Reader. When finished, participants publish comments or submit responses to Acrobat.com.
When using Acrobat.com for shared reviews, you can also allow reviewers to open and share the PDF in a live chat
session. See “Starting a review” on page 134.
Collaborating in online meetings Use Adobe ConnectNow, a personal web-conference tool, to conduct real-time
meetings on your desktop. Attendees join the meeting by logging into a web-based meeting space from their own
computers. In a ConnectNow online meeting, you can share your desktop, use live chat, share online whiteboards, and
use many other collaboration features. See “Collaborate in online meetings” on page 130.
Use Acrobat.com to upload and share large documents From Acrobat or Reader, you can create your own user
account on Acrobat.com. Use Acrobat.com to upload and share most document types, and to share PDFs or your
desktop in online meetings. See “Share documents with others” on page 128.
Forms
Easily create and edit electronic forms (Windows) Use the new Forms Wizard to convert Microsoft® Word and Excel
documents or scanned paper into PDF forms. Form fields are automatically recognized and converted to fillable fields.
Quickly add, edit, and name form fields. Use the Tracker to see when forms have been completed and who has
completed them. See “Create a form” on page 169.
Collect and export form data Easily collect user data and export the data to a spreadsheet for analysis and reporting.
See “Collecting and managing form data” on page 195.
Track forms Use the Tracker to see when forms have been completed and who has completed them. See “About Forms
Tracker” on page 197.
Getting started tutorials
The step-by-step tutorials in this section help you get started with Acrobat 9. You’ll learn how to create PDFs using
PDFMaker; share documents with colleagues for review and discussion; create interactive, electronic forms; assemble
documents of various formats into a single PDF Portfolio; and securely sign documents digitally.
For more tutorials and videos about all that you can do with Acrobat, see the following online resources:
• Exploring key features of Acrobat 9: www.adobe.com/go/learn_acr_portfolio_std_en
• What is Acrobat?: www.adobe.com/go/lrvid4200_a9
• Introducing Acrobat 9: www.adobe.com/go/lrvid4081_a9
• Using multiple applications in a business workflow:
www.adobe.com/go/lrvid4204_a9
USING ACROBAT 9 STANDARD 6
Getting started
Create PDF
Creating PDFs using Acrobat PDFMaker (Windows)
Convert your business documents to Adobe PDF with a single click. Acrobat PDFMaker simplifies the process of
converting documents to PDF in several business applications, including Microsoft Office applications and Lotus
Notes. When you install Acrobat, it adds PDFMaker controls to compatible applications automatically.
1 Create your document.
Create and finalize the document in the authoring application that supports PDFMaker. Save the document.
Document in an application that converts to Adobe PDF
2 Select PDF conversion settings.
In the authoring application, choose Adobe PDF > Change Conversion Settings. If you’re using Lotus Notes, choose
Actions > Change Adobe PDF Conversion Settings. If you’re using a Microsoft Office 2007 application, click
Preferences in the Acrobat ribbon.
In the PDFMaker Settings area of the Acrobat PDFMaker dialog box, choose the appropriate PDF preset from the
Conversion Settings menu. The PDF preset determines file compression, image resolution, whether fonts are
embedded, and other PDF conversion settings. If you are preparing a document for professional printing, use the
High Quality Print or Press Quality preset. If you are preparing a document for online viewing, choose Small File
Size. The Standard default setting is appropriate for many business uses and desktop printing.
USING ACROBAT 9 STANDARD 7
Getting started
Settings for creating PDFs
Once you’ve selected conversion settings, those settings are used every time you create a PDF from that application
until you change the settings.
3 Select application settings.
In the Application Settings area of the dialog box, select whether to include bookmarks, hypertext links, accessibility
features, and other options. Click the application tab (for example, the Word tab) to see options that are specific to
your application. In Word, for example, you can convert footnotes and links. In Visio (supported in Acrobat 9 Pro
Extended and Acrobat 9 Pro), you can flatten layers. Click OK to close the Acrobat PDFMaker dialog box.
Application-specific settings for creating PDFs
4 Create the PDF.
Click the Convert To Adobe PDF button on the Acrobat PDFMaker toolbar or, in Microsoft Office 2007, click the
Create PDF button on the Acrobat ribbon. You can automatically email the PDF or send it out for a review, using
other commands in the Adobe PDF menu.
When prompted, enter a name and location for the PDF. Depending on the application you’re using and your
settings, prompts may appear allowing you to select other options when you create the PDF.
You can also convert web pages to PDF directly using Internet Explorer. To convert, visit a website in the Internet
Explorer browser, and then click the Convert button in the toolbar.
USING ACROBAT 9 STANDARD 8
Getting started
Collaborate
Initiating a shared review
In a shared review, all participants can view and respond to comments. It’s a great way to let reviewers resolve
conflicting opinions, identify areas for research, and develop creative solutions during the review process. You can
host a shared review on a network folder, WebDAV folder, SharePoint workspace, or on Acrobat.com, a new secure
web-based service. All you need is Acrobat, a PDF, and a free Adobe ID to get started.
1 Prepare the PDF.
Save the PDF you want participants to review. If you want to call attention to particular questions or topics for
discussion, add comments to the PDF.
2 Send the PDF for a shared review.
Choose Comments > Send For Shared Review. Acrobat opens the Send For Shared Review wizard. You can share
any document that can be modified with comments. If a document has security settings that do not allow
comments, Acrobat notifies you.
3 Select a method for collecting comments.
Choose how you want to post the PDF and collect comments from reviewers. Choose Automatically Download &
Track Comments With Acrobat.com if you want to use Acrobat.com to share the review. Choose Automatically
Collect Comments On My Own Internal Server to use a network server, a WebDAV server, or a SharePoint
workspace.
The Send For Shared Review wizard guides you through different ways to manage comments.
If you’re hosting the PDF on your own server, select the type of server and enter its path. If you’re hosting the PDF
on Acrobat.com, enter your Adobe ID. If you don’t have an Adobe ID, click Create Adobe ID to create one within
Acrobat.
4 Invite reviewers.
USING ACROBAT 9 STANDARD 9
Getting started
Enter the email addresses for the people you want to invite to the review, or select the addresses from your email
address book. Then, customize the message for reviewers. Set a review deadline. After the deadline, commenting
tools will no longer be available on the shared review server. If you’re using Acrobat 9 Pro Extended or Acrobat 9
Pro, then Adobe Reader users can participate in the shared review.
Preparing the review invitation
5 Send the PDF.
Click Send to post the PDF to the server and send email invitations to the review participants. Acrobat saves a copy
of the shared review file in the same location, with the word “_review” appended to it.
Once you’ve started a shared review, you can read and reply to comments on the shared review server. You can also
read all the comments after the review is over. Use Tracker, within Acrobat, to see who has commented, send email
reminders to reviewers, or change the deadline.
Enabling live collaboration
You can review a PDF live, online, with one or more colleagues using Acrobat.com. The live collaboration feature lets
you share pages, so that all viewers are seeing the same thing at the same time. Use the live chat window to discuss the
document you’re viewing. You can invite anyone with Acrobat 9 or Reader 9 to participate in live collaboration.
Note: The live collaboration feature is not available in all languages.
1 Prepare the document.
Create and save the document you want to discuss in live collaboration. If it’s not already a PDF, convert it to PDF
using Adobe PDF printer, Acrobat PDFMaker (Windows), or the Create PDF commands in Acrobat.
Open the PDF you want to discuss in Acrobat.
2 Start collaboration.
USING ACROBAT 9 STANDARD 10
Getting started
Choose File > Collaborate > Send & Collaborate Live. Log on to Acrobat.com, if prompted. If you don’t have an
Adobe ID, create one.
Use the Send and Collaborate Live wizard to start a live chat session.
3 Invite participants.
Enter the email addresses of the colleagues you want to collaborate with, placing a semicolon or return between
addresses. You can also add email addresses from the address book of your email application, such as Microsoft
Outlook.
USING ACROBAT 9 STANDARD 11
Getting started
Preparing the collaboration invitation
Edit the subject and message to customize the email invitation for your collaboration. To post the document to
Acrobat.com, select Store File On Acrobat.com And Send A Link To Recipients. Select a level of access to determine
who can access the document from Acrobat.com. If you don’t select Store File On Acrobat.com, Acrobat sends the
document to participants as an attachment.
The Collaborate Live navigation pane opens in the document.
4 Wait for other participants.
To share pages or chat online, at least one other person must join you. Using Acrobat 9 or Reader 9, participants
can join by clicking the PDF attachment or clicking the URL in the invitation. After participants log in with their
Adobe ID and password or join as a guest, they can double-click the PDF to open it.
Watching participants join the session
5 Share pages.
After at least one other person joins the live collaboration session, you can synchronize page views so that everyone
participating sees the same page view. To share pages, click the Start Page Sharing button. When you want to stop
page sharing, click Stop Page Sharing.
6 Chat online.
USING ACROBAT 9 STANDARD 12
Getting started
To discuss the document, type chat messages in the box at the bottom of the Collaborate Live navigation pane. Click
the color box to choose a color for your chat text. To save the chat history, choose Save Chat from the options menu
in the navigation pane.
Send instant messages to attendees.
Forms
Creating an interactive form
You can convert any form into an interactive form that users can fill out and return electronically. Start with a paper
form you’ve scanned or a form document you’ve created in any application.
1 Create the PDF.
You can scan a paper form directly into Acrobat (choose File > Create PDF > From Scanner). You can also convert
any electronic document to PDF using Acrobat PDFMaker, the Adobe PDF printer, or the Create PDF commands
in Acrobat.
2 Use the Form wizard to automatically create form fields.
Choose Forms > Start Form Wizard. Follow the onscreen instructions in the wizard, and click OK to close the
Welcome To Form Editing Mode dialog box. When you run the wizard, Acrobat analyzes the document and
automatically creates electronic form fields.
USING ACROBAT 9 STANDARD 13
Getting started
The Create Or Edit Form wizard creates form fields automatically.
3 Evaluate the form fields Acrobat created.
Acrobat lists the form fields it created in the Fields pane. Scroll through the document to see whether Acrobat
missed any fields or created any extra fields. To delete a field, select it in the Fields pane and press Delete.
Acrobat missed fields for the Yes and No radio buttons.
4 Add and edit form fields as needed.
Add form fields where you need them. You can add text fields, check boxes, list boxes, combo boxes, radio buttons,
action buttons, digital signature fields, and even barcodes to the PDF. Select the type of form field from the Add
New Field list in the Forms toolbar, and then click where you want the field to appear. Give each new field a unique
and descriptive name. The name doesn’t appear on the form that users see, but it identifies the field if you work
with the data in databases or spreadsheets.
USING ACROBAT 9 STANDARD 14
Getting started
Click Show All Properties in the field name dialog box if you want to make other changes. You can change the field
appearance, set a text field to accept multiple lines of text, create a label for users, or set other properties. To edit a
field, make sure you’re in Form mode, and then double-click the field. (To switch to Form mode, choose Forms >
Add Or Edit Fields.) To preview the form, click Preview in the Forms toolbar.
Editing form fields
5 Save the form.
Be sure to save the form with all the fields you’ve added. Choose File > Save As to save the form with a different
name, so that your original static document remains intact.
PDF Portfolios
Creating a PDF Portfolio
Quickly pull together all the files for a project into a single, coherent PDF Portfolio. These files can include text
documents, email messages, spreadsheets, CAD drawings, PowerPoint presentations, videos, PDFs, and more. You
don’t have to convert the component documents to PDF, and you can edit each component independently without
affecting anything else in the PDF Portfolio.
1 Create the PDF Portfolio file.
In Acrobat, choose File > Create PDF Portfolio. The PDF Portfolio toolbar appears below the menu bar; Acrobat
displays this toolbar whenever you open a PDF Portfolio. In Acrobat 9 Pro and Acrobat 9 Pro Extended, the Edit
PDF Portfolio pane is open on the right side of the window.
2 Add files to the PDF Portfolio.
Choose Modify > Add Files in the PDF Portfolio toolbar. Navigate to the files you want to include. Select a file, and
click Open. Shift-select to add multiple contiguous files; press Ctrl to select multiple files in any order.
USING ACROBAT 9 STANDARD 15
Getting started
Selecting files for a PDF Portfolio
When you add a file to the PDF Portfolio, a copy of the original document is included. If the document isn’t a PDF,
anyone who receives the PDF Portfolio may have to install the native application to preview that particular
document. For example, if you include a PowerPoint presentation, someone viewing your PDF Portfolio must have
Office installed to view that component.
3 Publish the PDF Portfolio.
When you’ve completed your PDF Portfolio, you can share it through email or on Acrobat.com, a secure web-based
service. You can burn it to a CD or DVD, or distribute it as you would share any other PDF.
First, choose File > Save Portfolio. From the share menu
in the PDF Portfolio toolbar, choose Email to send the
PDF Portfolio as an email attachment. You can also share it on Acrobat.com, which is especially useful if the PDF
Portfolio file size is too large for many email servers. From the share menu, choose Share Portfolio On Acrobat.com,
and then log on to Acrobat.com.
Security
Signing a document electronically
Like a handwritten signature, a digital signature is uniquely yours. Acrobat includes features to keep your digital
signature secure. Unlike traditional signatures, digital signatures can contain additional information, such as the date
and time of signature and the reason for signing. Just as you developed your own signature style early in life, you can
add your own flair to your signature appearance, as well.
1 Obtain a digital ID.
If you don’t already have a digital ID, create a self-signed digital ID in Acrobat. A self-signed digital ID includes an
encrypted private key for signing or decrypting documents. It also includes a public key in a certificate used to
validate signatures and encrypt documents.
To create a self-signed digital ID, choose Advanced > Security Settings. Select Digital IDs on the left, and then click
the Add ID button in the toolbar. Select A New Digital ID I Want To Create Now, and continue through the wizard.
Type the personal information for your digital ID, including your name. When you certify or sign a document, the
name appears in the Signatures panel and in the signature field. Name your digital ID and create a password for it
that contains at least six characters, with no punctuation marks or special characters. Click Finish. Make a backup
copy of your digital ID file, in case the original is lost or damaged.
USING ACROBAT 9 STANDARD 16
Getting started
Personal information for the digital ID
2 Create an appearance for your digital signature.
Your digital signature can be simple or complex. It can look like a handwritten signature or a typed name. It can
contain a company logo, include the date and time you signed, and state a reason for signing. You can create
multiple signature appearances for different uses; select one each time you sign a document. If you want to include
an image of your signature, scan your signature and save it as a PDF.
To create an appearance, choose Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS). Select Security
on the left, and then click New in the Digital Signatures section. Give the signature appearance a short, descriptive
title that you’ll recognize when you’re signing a document. Select options, including whether you want to include
an imported graphic, such as a scanned signature. As you make changes, your edited signature appears in the
preview window. Click OK.
Use Security preferences to customize how your signature appears.
USING ACROBAT 9 STANDARD 17
Getting started
If you selected Reason, click Advanced Preferences, and, in the Creation pane, select Show Reasons When Signing.
If you selected Location, select Show Location And Contact Information When Signing.
3 Review the document carefully.
Before you sign any document, physically or electronically, make sure that you know what you are signing and
where all the signature fields are. Because dynamic content might alter the appearance of the PDF and mislead you,
view the document in Preview Document mode before signing. To use Preview Document mode, open the
Preferences dialog box and select Security on the left; then, select View Documents In Preview Document Mode
When Signing.
Check each page of a document for signature fields. You may need to sign a document in more than one place. Each
signature field is unique, so your signature won’t automatically be copied from one field to the other signature fields
in the document.
4 Sign the PDF.
To sign the document, click the signature field. If no signature field exists, choose Sign > Place Signature from the
Tasks toolbar and draw a signature field on the page.
If you’ve set Acrobat to display documents in Preview Document mode before signing, a document message bar
reports whether any dynamic content exists in the document. When you’ve reviewed the document, click Sign
Document in the document message bar to proceed.
Choose a signature appearance when signing a document.
In the Sign Document dialog box, select an appearance, and then add any information it requires, such as the
location or the reason for signing. Enter a password if your digital ID requires it. Click Sign. Give the document a
new name so that you can change the original PDF without invalidating the signature, and click Save.
When you apply a digital signature, Acrobat embeds an encrypted message digest in the PDF. Acrobat also embeds
the details from your certificate and a version of the document at the time it was signed.
5 Distribute your certificate.
To verify your digital ID, others who view your document must have the public certificate from your digital ID. To
send your certificate, choose Advanced > Security Settings, and select Digital IDs on the left. Expand the list, select
the digital ID you want to share, and click Export. Follow the onscreen instructions to email your certificate as an
FDF file to someone or to save the certificate as a different file type.
18
Chapter 2: Workspace
As you get acquainted with your product, make setting up your work environment a priority. The more you learn
about its potential, the better you can take advantage of its features, tools, and options.
There’s much more to the application than you see at first glance. Various hidden tools, preferences, and options can
enhance your experience and give you greater control over how your work area is arranged and displayed.
Work area basics
View the work area
Adobe® Acrobat® 9 Standard opens in two different ways: as a stand-alone application, and in a web browser. The
associated work areas differ in small but important ways.
The work area for the stand-alone application includes a document pane and a navigation pane. The document pane
displays Adobe® PDFs. The navigation pane on the left side helps you browse through the PDF. Toolbars near the top
of the window provide other controls that you can use to work with PDFs.
A
B
C
D
Work area as it appears in Acrobat
A. Menu bar B. Toolbars C. Navigation pane (Bookmarks panel displayed) D. Document pane
When you open a PDF inside a web browser, the toolbars, navigation pane, and document pane are available.
Note: Some, but not all, PDFs appear with a document message bar. PDF Portfolios appear with a specialized work area.
USING ACROBAT 9 STANDARD 19
Workspace
See also
“Document message bar” on page 20
View the PDF Portfolio work area
The work area for PDF Portfolios includes the following features:
PDF Portfolio toolbar Located immediately below the menu. Look here for PDF Portfolio viewing options, publishing
options, a Modify menu with PDF Portfolio editing commands, and a search tool.
List of component documents and folders Located below the PDF Portfolio toolbar. The list of component documents
and folders can be displayed in various layouts as well as in File Details view.
A
B
PDF Portfolio work area
A. PDF Portfolio toolbar B. Component folders and documents
See also
“Search a PDF Portfolio” on page 290
Opening PDFs
You can open a PDF in many ways: from within the Acrobat application, from your email application, from your file
system, or on a network from within a web browser. The initial view of the PDF depends on how its creator set the
document properties. For example, a document may open at a particular page or magnification.
USING ACROBAT 9 STANDARD 20
Workspace
Some PDFs are restricted and open only after you enter a password provided to you by the PDF owner. If a document
is encrypted, you may need the permission of its creator to open it. In the case of some restricted or certified
documents, you may be prevented from printing a file or copying information to another application. If you have
trouble opening a PDF or can’t use certain features, contact its author or owner.
If a document is set to open in Full Screen mode, the toolbar, command bar, menu bar, and window controls are not
visible. You can quit Full Screen mode by pressing Ctrl+L.
See also
“Defining initial view as Full Screen mode” on page 275
“View the PDF Portfolio work area” on page 19
“Opening secured documents” on page 200
Select another tool
By default, the Select tool
is active when Acrobat opens, because it is the most versatile tool.
Specialized tools, such as those for zooming in or adding review comments, are available in toolbars and in the Tools
menus.
See also
“Keys for selecting tools” on page 342
Select a tool
❖ Do one of the following:
• Select a tool in a toolbar.
• Choose Tools > [toolbar name] > [tool].
Switch temporarily to the Zoom In or Hand tool
You can use these tools temporarily, without deselecting the current tool.
• To select the Hand tool temporarily, hold down the spacebar.
• To select the Zoom In tool temporarily, hold down Ctrl+spacebar.
When you release the keys, Acrobat reverts to the previously active tool.
Document message bar
The document message bar appears only in certain types of PDFs. Typically, you see this area when you open a PDF
form, a PDF that has been sent to you for review, a PDF with special rights or security restrictions, or a PDF that is
compliant with PDF/A, PDF/E, or PDF/X standards. The document message bar appears immediately below the
on the left side of the work area.
toolbar area. To show or hide the document message bar, click its button
Look on the document message bar for instructions on how to proceed and for any special buttons associated with the
task. The bar is color coded: purple for forms, yellow for reviews, and blue for certified or secure PDFs.
USING ACROBAT 9 STANDARD 21
Workspace
Document message bar for a form
See also
“Completing and submitting PDF forms” on page 197
“Commenting” on page 142
Set preferences
Many program settings are specified in the Preferences dialog box, including settings for display, tools, conversion,
and performance. Once you set preferences, they remain in effect until you change them.
1 Choose Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS).
2 Under Categories, select the type of preference you want to change.
Customizing the work area
Displaying menus
Ordinarily, it’s a good idea to keep the Acrobat menus visible so that they are available as you work. It is possible to
hide them, using the View > Menu Bar command. However, the only way to display and use them again is by pressing
F9/Shift+Command+M.
Acrobat also has numerous context-sensitive menus. These menus appear when you right-click an element in the work
area or PDF that has such a menu associated with it. A context menu displays commands that relate to the item or area
that you clicked. For example, when you right-click the toolbar area, that context menu displays the same commands
as the View > Toolbars menu.
Note: The menu bar appears only if Acrobat is open as a stand-alone application. If Acrobat is open within the browser,
only the browser application menu appears at the top of the window. However, context menus are available in both cases.
About toolbars
Toolbars reduce clutter in the work area by arranging tools in task-related groups. For example, the Page Display
toolbar includes buttons for changing how many pages you can see at a time in the document window. The Comment
& Markup toolbar contains tools for reviewing and annotating a PDF.
Any toolbar can float or be docked. Docked toolbars appear in the toolbar area. Floating toolbars appear as
independent panels that you can move anywhere in the work area.
USING ACROBAT 9 STANDARD 22
Workspace
Each toolbar has a grabber bar, which is a vertical gray stripe at the left end of the toolbar.
• When you position the pointer over a grabber bar, a tool tip displays the name of the associated toolbar.
• When you drag a grabber bar, the toolbar moves. You can drag toolbars off the toolbar area (so that they float), dock
them in the toolbar area, or rearrange them in the toolbar area.
Some toolbars appear by default and some are hidden.
A
B
C
D
E
F
Acrobat toolbars open by default
A. Tasks toolbar B. File toolbar C. Page Navigation toolbar D. Select & Zoom toolbar E. Page Display toolbar F. Find toolbar
A
B
C
D
E
Adobe Reader® toolbars open by default
A. File toolbar B. Page Navigation toolbar C. Select & Zoom toolbar D. Page Display toolbar E. Find toolbar
Each of the buttons in the Tasks toolbar is associated with a menu of commands. Click the arrow
to the right of
the button name to open the menu. For example, click the arrow next to the Collaborate button
to display a menu
of commands related to collaboration tasks.
Position the pointer over a tool to see a description of the tool. Position the pointer over the grabber bar on the left edge
of a toolbar to see its name. All tools are identified by name in the More Tools dialog box (Tools > Customize
Toolbars).
See also
“Customizing the work area” on page 21
“Displaying menus” on page 21
Display and arrange toolbars
When your work does not involve using the tools in a toolbar, you can close the toolbar to tidy up the work area. For
example, if you are not adding review comments to a PDF, there’s no need to have the Comment & Markup toolbar open.
When you need easy access to a toolbar that is hidden by default, you can open it. This toolbar appears as a floating
panel, which you can move or dock in the toolbar area.
Note: If several PDFs are open, you can customize the toolbars for each PDF independently. The different customized
states persist as you switch between PDFs.
See also
“Open or close reading mode” on page 30
USING ACROBAT 9 STANDARD 23
Workspace
Show or hide toolbars
• To open a toolbar, choose View > Toolbars > [toolbar name]. A check mark next to the toolbar name indicates that
the toolbar is displayed.
• To hide all toolbars, choose View > Toolbars > Hide Toolbars.
• To change a toolbar that is either shown or hidden, right-click the toolbar area, and choose the toolbar you want to
show or hide.
• To change the visibility of several toolbars, choose Tools > Customize Toolbars or View > Toolbars > More Tools.
Then, select and deselect toolbars. (Check marks by the toolbar names indicate which ones are currently visible.)
Note: Whether a new toolbar opens as a floating toolbar or docked in the toolbar area depends on its default position or
where it appeared in your previous configuration of the work area, if any.
Move toolbars
• To rearrange the docked toolbars, use the toolbar grabber bars to drag them from one position to another.
• To move a floating toolbar, drag it by its title bar or grabber bar to another location in the work area.
• To float a docked toolbar, drag it by its grabber bar from the toolbar area.
Use the title bar to move a section of tools from the toolbar area.
• To dock a floating toolbar, drag it by its title bar or grabber bar to the toolbar area.
• To move all floating toolbars to the toolbar area, choose View > Toolbars > Dock Toolbars.
Rows may be added to or removed from the toolbar area as you move the toolbars in and out.
Return toolbars to their default configuration
❖ Choose View > Toolbars > Reset Toolbars.
Lock or unlock the toolbar area
Locking the toolbars prevents any rearrangement of the toolbar area, so all grabber bars disappear when the toolbar
area is locked. Locking does not affect the positions of any floating toolbars.
❖ Choose View > Toolbars > Lock Toolbars.
Select the command a second time to unlock the toolbar area.
Note: When the toolbar area is locked, you can still move floating toolbars by dragging them by their title bars. However,
you can’t dock them unless you unlock the toolbar area.
USING ACROBAT 9 STANDARD 24
Workspace
Show and hide toolbar elements
You can alter the display within an individual toolbar to keep just the tools you need available with a minimum of
wasted space. You can also show and hide tool labels.
Show or hide individual tools
Acrobat includes more tools and more toolbars than the set that appears by default. You can customize the toolbars so
that the tools you use most often appear in the toolbar area.
❖ Do any of the following:
• Right-click the toolbar, and select a tool that you want to display or deselect a tool that is already displayed if you
want to hide it.
• Right-click any toolbar and choose More Tools. Then select individual tools and toolbars that you want to display,
and deselect those that you want to hide.
Note: A selected tool appears in the toolbar area only if its toolbar is also selected in the More Tools dialog box.
Show or hide tool labels
The default view shows labels for some toolbar buttons. You can show labels for all buttons to help you as you learn to
use Acrobat, or you can hide all tool labels to save space in the toolbar area.
❖ Choose View > Toolbars > Button Labels > [option].
Note: Tool labels are turned off selectively when space in the toolbar area becomes limited.
Review properties for tools and objects
The Properties toolbar provides easy access to the properties for many tools and objects such as links, comments, form
fields, media clips, and bookmarks. For example, if you select the Note tool, the Properties toolbar displays the current
default properties for that tool. If you select a note in the document, the Properties toolbar displays properties for that note.
You can use the Properties toolbar to change many of the settings that appear there. A few items only provide
information and cannot be edited.
Like all toolbars, the Properties toolbar can float or be docked in the toolbar area. The Properties toolbar is different
in that it doesn’t contain tools and can’t be customized to hide options.
1 Choose View > Toolbars > Properties Bar.
2 Select the object or tool that you want to review.
3 Change properties for the selected item, as desired.
If you want to change object properties other than those listed in the Properties toolbar, right-click the object, and
choose Properties.
Show or hide the navigation pane
The navigation pane is an area of the work space that can display different navigation panels. Typically, these panels
act like a table of contents, with items you can click to jump to a specific place in the document. For example, the Pages
panel contains thumbnail images of each page; clicking a thumbnail opens that page in the document.
USING ACROBAT 9 STANDARD 25
Workspace
When you open a PDF, the navigation pane is closed by default, but buttons along the left side of the work area provide
and the Bookmarks panel button . When Acrobat
easy access to various panels, such as the Pages panel button
is open but empty (no PDF is open), the navigation pane is unavailable.
1 To open the navigation pane, do one of the following:
• Click any panel button on the left side of the work area to open that panel.
• Choose View > Navigation Panels > Show Navigation Pane.
2 To close the navigation pane, do one of the following:
• Click the button for the currently open panel in the navigation pane.
• Choose View > Navigation Panels > Hide Navigation Pane.
Note: The creator of the PDF can control the contents of some navigation panels and may make them empty.
Adjust navigation panels
Like toolbars, navigation panels can be docked in the navigation pane, or they can float anywhere in the work area. You
can hide or close panels you don’t need and open the ones you do. You can also adjust the width of the navigation pane.
Change the display area for navigation panels
• To change the width of the navigation pane, drag its right border.
• To collapse a floating panel without closing it, click the tab name at the top of the window. Click the tab name again
to restore the panel to its full size.
Change the orientation of a docked navigation panel
By default, some panels, such as Bookmarks, appear in a column on the left side of the work area. Others, such as the
Comments panel, appear horizontally across the bottom of the document pane. You can change the orientation of any
panel to either vertical or horizontal by dragging the button for that panel, which appears on the left side of the work area.
• To orient the panel vertically, drag its button to the upper part of the navigation pane, near the buttons of other
vertically oriented panels.
• To orient the panel horizontally, drag its button to the lower part of the navigation pane, near the buttons of other
horizontally oriented panels.
In either case, a gray frame highlights the entire panel buttons area. If you release the mouse button before the area is
highlighted, the panel will float above the work area. If that happens, try again by dragging the panel tab into the upper
or lower part of the button area.
View a different panel in the navigation pane
By default, only a selected set of panel buttons appears on the left side of the work area. Other panels are included in
the View menu and may open as floating panels rather than in the navigation pane. However, you can dock the panel
in the navigation pane later.
❖ Do one of the following:
• On the left side of the navigation pane, select the button for the panel.
• Choose View > Navigation Panels > [panel name].
Dock or float navigation panels
• To float a panel that is docked in the navigation pane, drag the panel button into the document pane.
USING ACROBAT 9 STANDARD 26
Workspace
• To dock a floating panel, drag the tab to the navigation pane.
• To group two floating panels, drag the tab of one panel into the other floating panel.
Options in a navigation panel
All navigation panels have an options menu
in the upper-left corner. The commands available in these menus vary.
Some panels also contain other buttons that affect the items in the panel. Again, these vary among the different panels,
and some panels have none.
Viewing PDF pages
Open a PDF
You can open a PDF from within the Acrobat application, from the desktop, or from within certain other applications.
Open a PDF in the application
❖ Start Acrobat and do one of the following:
• Choose File > Open, or click the Open button
in the toolbar. In the Open dialog box, select one or more
filenames, and click Open. PDF documents usually have the extension .pdf.
• Choose File > Organizer > [collection name] > [PDF filename].
• Choose File > History > [time period] > [PDF filename].
If more than one document is open, you can switch between documents by choosing the document name from the
Window menu. In Windows, a button for each open document appears in the Windows taskbar. Click this button to
move between open documents.
Open a PDF from the desktop or within another application
❖ Do one of the following:
• To open a PDF attached to an email message, open the message and double-click the PDF icon.
USING ACROBAT 9 STANDARD 27
Workspace
• To open a PDF linked to an open web page, click the PDF file link. The PDF usually opens in the web browser.
• Double-click the PDF File icon in your file system.
Note: In Mac OS, you may not be able to open a PDF created in Windows by double-clicking the icon. Instead, choose
File > Open With > Acrobat.
Opening pages in a PDF
Depending on the PDF you open, you may need to move forward through multiple pages, see different parts of the
page, or change the magnification. There are many ways to navigate, but the following items are commonly used:
Note: If you do not see these items, choose View > Toolbars > Reset Toolbars.
Next and Previous The Next Page
and Previous Page
buttons appear in the Page Navigation toolbar. The
text box next to them is also interactive, so you can type a page number and press Enter to go directly to that page.
Scroll bars Vertical and horizontal scroll bars appear to the right and bottom of the document pane whenever the view
does not show the entire document. Click the arrows or drag to view other pages or different areas of the page.
Select & Zoom toolbar This toolbar contains buttons and controls for changing the page magnification.
Pages panel The Pages button
on the left side of the work area opens the navigation pane to the Pages panel, which
displays thumbnail images of each page. Click a page thumbnail to open that page in the document pane.
See also
“Retrace your viewing path” on page 29
“Adjust page magnification” on page 36
Page through a document
There are many ways to turn pages in a PDF. Many people use the buttons on the Page Navigation toolbar, but you
can also use arrow keys, scroll bars, and other features to move forward and backward through a multipage PDF.
The Page Navigation toolbar opens by default. The default toolbar contains frequently used tools: the Next Page
,
Previous Page
, and Page Number. Like all toolbars, the Page Navigation toolbar can be hidden and reopened by
choosing it in the Toolbars menu under the View menu. You can display additional tools on the Page Navigation
toolbar by right-clicking the toolbar and choosing an individual tool, Show All Tools, or More Tools and then selecting
and deselecting tools in the dialog box.
See also
“About bookmarks” on page 256
“About page thumbnails” on page 255
“Set the page layout and orientation” on page 39
Move through a PDF
❖ Do one of the following:
• Click the Previous Page
or Next Page
button on the toolbar.
• Choose View > Go To > [location].
• Choose View > Go To > Page, type the page number in the Go To Page dialog box and then click OK.
USING ACROBAT 9 STANDARD 28
Workspace
• Press the Page Up and Page Down keys on the keyboard.
Jump to a specific page
❖ Do one of the following:
• From Single Page or Two-Up page display view, drag the vertical scroll bar until the page appears in the small popup display.
• Type the page number to replace the one currently displayed in the Page Navigation toolbar, and press Enter.
Note: If the document page numbers are different from the actual page position in the PDF file, the page’s position within
the file appears in parentheses after the assigned page number in the Page Navigation toolbar. For example, if you assign
numbering for a file that is an 18-page chapter to begin with page 223, the number shown when the first page is active is
223 (1 of 18). You can turn off logical page numbers in the Page Display preferences. See “Renumber pages” on page 116
(Acrobat only) and “Preferences for viewing PDFs” on page 32.
Jump to bookmarked pages
Bookmarks provide a table of contents and usually represent the chapters and sections in a document. Bookmarks
appear in the navigation pane.
B
A
C
Bookmarks panel
A. Bookmarks button B. Click to display bookmark options menu. C. Expanded bookmark
1 Click the Bookmarks button, or choose View > Navigation Panels > Bookmarks.
2 To jump to a topic, click the bookmark. Expand or collapse bookmark contents, as needed.
Note: Depending on how the bookmark was defined, clicking it may not take you to that location but perform some other
action instead.
If the list of bookmarks disappears when you click a bookmark, click the Bookmarks button to display the list again. If
you want to hide the Bookmarks button after you click a bookmark, select Hide After Use from the options menu.
USING ACROBAT 9 STANDARD 29
Workspace
Use page thumbnails to jump to specific pages
Page thumbnails provide miniature previews of document pages. You can use thumbnails in the Pages panel to change
the display of pages and to go to other pages. The red page-view box in the page thumbnail indicates which area of the
page appears. You can resize this box to change the zoom percentage.
1 Click the Pages button or choose View > Navigation Panels > Pages to display the Pages panel.
2 To jump to another page, click its thumbnail.
Automatically scroll through a document
Automatic scrolling advances your view of the PDF at a steady rate, moving vertically down the document. If you
interrupt the process by using the scroll bars to move back or forward to another page or position, automatic scrolling
continues from that point forward. At the end of the PDF, automatic scrolling stops and does not begin again until you
choose automatic scrolling again.
1 Choose View > Automatically Scroll.
2 Press Esc to stop scrolling.
Retrace your viewing path
You can find PDF pages that you viewed earlier by retracing your viewing path. It’s helpful to understand the
difference between previous and next pages and previous and next views. In the case of pages, previous and next refer
to the two adjacent pages, before and after the currently active page. In the case of views, previous and next refer to
your viewing history. For example, if you jump forward and backward in a document, your viewing history retraces
those steps, showing you the pages you viewed in the reverse order that you viewed them.
1 Choose View > Go To > Previous View.
2 To continue seeing another part of your path, do either of the following:
• Repeat step 1.
• Choose View > Go To > Next View.
Note: You can make the Previous View button
and Go To Next View button
available in the toolbar area by rightclicking the Page Navigation toolbar and choosing them on the context menu, or choosing Show All Tools.
Change the PDF/A viewing mode
PDF/A is an ISO standard for PDFs. Documents you scan to PDF are PDF/A-compliant. You can specify whether you
want to view documents in this viewing mode.
1 In the Preferences dialog box under Categories, select Documents.
2 Choose an option for View Documents In PDF/A Mode: Never, or Only For PDF/A Documents.
You can switch in or out of PDF/A viewing mode by changing this preference setting again.
Navigate with links
Links can take you to another location in the current document, to other PDF documents, or to websites. Clicking a
link can also open file attachments and play 3D content, movies, and sound clips. To play these media clips, you must
have the appropriate hardware and software installed.
The person who created the PDF document determines what links look like in the PDF.
USING ACROBAT 9 STANDARD 30
Workspace
Note: Unless a link was created in Acrobat using the Link tool, you must have the Create Links From URLs option selected
in the General preferences for a link to work correctly.
1 Choose the Select tool
.
2 Position the pointer over the linked area on the page until the pointer changes to the hand with a pointing finger.
A plus sign (+) or a w appears within the hand if the link points to the web. Then click the link.
See also
“Links and attachments” on page 260
“Multimedia preferences” on page 295
PDFs with file attachments
If you open a PDF that has one or more attached files, the Attachments panel automatically opens, listing the attached
files. You can open these files for viewing, edit the attachments, and save your changes, as permitted by the document
authors.
If you move the PDF to a new location, the attachments automatically move with it.
See also
“Open, save, or delete an attachment” on page 264
Open or close reading mode
The reading mode view hides everything in the work area except the document and the menu bar.
❖ Choose View > Reading Mode.
Choosing Reading Mode again restores the work area to its previous view, with the same navigation buttons and
toolbar displays.
View PDFs in Full Screen mode
In Full Screen mode, PDF pages fill the entire screen; the menu bar, toolbars, and window controls are hidden. A PDF
creator can set a PDF to open in Full Screen mode, or you can set the view yourself. Full Screen mode is often used for
presentations, sometimes with automatic page advancement and transitions.
The pointer remains active in Full Screen mode so that you can click links and open notes. There are two ways to
advance through a PDF in Full Screen mode: You can use keyboard shortcuts for navigational and magnification
commands, and you can set a Full Screen preference to display Full Screen navigation buttons that you click to change
pages or exit Full Screen mode.
See also
“Preferences for viewing PDFs” on page 32
“Setting up a presentation” on page 275
Set the Full Screen navigation bar preference
1 In the Preferences dialog box under Categories, select Full Screen.
2 Select Show Navigation Bar, then click OK.
USING ACROBAT 9 STANDARD 31
Workspace
3 Select View > Full Screen Mode.
The Full Screen navigation bar contains Previous Page , Next Page
These buttons appear in the lower-left corner of the work area.
, and Close Full Screen View
buttons.
Read a document in Full Screen mode
If the Full Screen navigation bar is not shown, you can use keyboard shortcuts to navigate through a PDF.
Note: If you have two monitors installed, the Full Screen mode of a page sometimes appears on only one of the monitors.
To page through the document, click the screen displaying the page in Full Screen mode.
1 Choose View > Full Screen Mode.
2 Do any of the following:
• To go to the next page, press the Enter, Page Down, or Right Arrow key.
• To go to the previous page, press Shift+Enter, Page Up, or the Left Arrow key.
3 To close Full Screen mode, press Ctrl+L or Esc. (Escape Key Exits must be selected in the Full Screen preferences.)
To show a Full Screen tool
in the Page Display toolbar, right-click the Page Display toolbar and choose Full Screen
Mode. Then click the Full Screen tool to switch to Full Screen mode.
Viewing PDFs in a web browser
You can view PDFs in a supported web browser, or you can set your Internet preferences to open linked or downloaded
PDF files in a separate Acrobat window. If you open PDFs in Acrobat outside the browser, you cannot use Fast Web
Viewing, form submittal in a browser, or search highlighting on the web.
Because keyboard commands may be mapped to the web browser, some Acrobat shortcuts may not be available.
Similarly, you may need to use the tools and commands in the Acrobat toolbar rather than the browser toolbar or
menu bar. For example, to print a PDF document, use the Print button in the Acrobat toolbar rather than the Print
command in the browser. (In Microsoft Internet Explorer, you can choose File > Print, Edit > Copy, and Edit > Find
on the Internet Explorer toolbar.)
Internet preferences
Display PDF In Browser Displays any PDF opened from the web in the browser window. If this option is not selected,
PDFs open in a separate Acrobat window. On Mac OS, if you have installed both Reader and Acrobat, you can select
which application and which version to use.
Note: If Reader is installed on your system and you subsequently install Acrobat, Safari continues to use Reader to open
PDFs in your browser. Use this option to configure Safari to use Acrobat.
Allow Fast Web View Downloads PDFs for viewing on the web one page at a time. If this option is not selected, the
entire PDF downloads before it is displayed. If you want the entire PDF to continue downloading in the background
while you view the first page of requested information, also select Allow Speculative Downloading In The Background.
Allow Speculative Downloading In The Background Allows a PDF to continue downloading from the web, even after
the first requested page appears. Downloading in the background stops when any other task, such as paging through
the document, is initiated in Acrobat.
Connection Speed Choose a connection speed from the menu. This setting is also used by the multimedia plug-in.
Internet Settings [or Network Settings] Click to open the Internet or network connection dialog box or panel for your
computer. For more information, consult your operating system Help, your Internet service provider, or your local
network administrator.
USING ACROBAT 9 STANDARD 32
Workspace
Read articles
In PDFs, articles are optional electronic threads that the PDF author may define within that PDF. Articles lead readers
through the PDF content, jumping over pages or areas of the page that are not included in the article, in the same way
that you might skim through a traditional newspaper or magazine, following one specific story and ignoring the rest.
When you read an article, the page view may zoom in or out so that the current part of the article fills the screen.
See also
“Articles” on page 268
Open and navigate an article thread
1 Choose Tools > Select & Zoom > Hand Tool, or click the Hand Tool on the Select & Zoom toolbar.
2 Choose View > Navigation Panels > Articles to open the Articles panel.
Note: You cannot open the Articles panel if you are viewing the PDF inside a browser. You must open the PDF in Acrobat.
3 Double-click the article icon to go to the beginning of that article. The icon changes to the follow-article pointer
Note: If the Articles panel is blank, then the author has not defined any article threads for this PDF.
4 With the article thread open, do any of the following:
• To scroll through the article one pane at a time, press Enter or click in the article.
• To scroll backward through the article one pane at a time, Shift-click in the article, or press Shift+Enter.
• To go to the beginning of the article, Ctrl-click within the article.
5 At the end of the article, click in the article again.
The previous page view is restored, and the pointer changes to the end-article pointer
.
Exit a thread before the end of the article
1 Make sure that the Hand tool is selected.
2 Shift+Ctrl-click the page.
The previous page view is restored.
Preferences for viewing PDFs
The Preferences dialog box defines a default page layout and customizes your application in many other ways. For
viewing PDFs, examine the preferences options for Documents, General, Multimedia, and Page Display.
The preferences settings control how the application behaves whenever you use it; they are not associated with any
particular PDF document.
Note: If you install any third-party plug-ins, set these preferences using the Third-Party Preferences menu item.
See also
“3D preferences” on page 309
“Multimedia preferences” on page 295
“Setting accessibility preferences” on page 243
.
USING ACROBAT 9 STANDARD 33
Workspace
Documents preferences
Open Settings
Restore Last View Settings When Reopening Documents Determines whether documents open automatically to the
last viewed page within a work session.
Open Cross-document Links In Same Window Closes the current document and opens the document being linked to
in the same window, minimizing the number of windows open. If the document being linked to is already open in
another window, the current document is not closed when you click a link to the open document. If you do not select
this option, a new window opens each time you click a link to a different document.
Allow Layer State To Be Set By User Information Allows the author of a layered PDF document to specify layer
visibility based on user information.
Allow Documents To Hide The Menu Bar, Toolbars, And Window Controls Allows the PDF to determine whether the
menu bar, toolbar, and window controls are hidden when the PDF is opened.
Documents In Recently Used List Sets the maximum number of documents listed in the File menu.
Remember Files In Organizer History For Specifies how long PDF files remain in the History list.
Save Settings
Automatically Save Document Changes To Temporary File Every _ Minutes Determines how often Acrobat
automatically saves changes to an open document.
Save As Optimizes For Fast Web View Restructures a PDF document for page-at-a-time downloading from web
servers.
PDF/A View Mode
View Documents In PDF/A Mode Specifies when to use this viewing mode: Never, or Only For PDF/A Documents.
Examine Document
Examine Document Examines the PDF for items that may not be apparent, such as metadata, file attachments,
comments, and hidden text and layers. The examination results appear in a dialog box, and you can remove any type
of item that appears there.
• Examine Document When Closing Document (Not selected by default.)
• Examine Document When Sending Document By Email (Not selected by default.)
Adjust Filename When Applying Redaction Marks Specifies a prefix or suffix to use when saving a file to which
redaction marks have been applied.
Full Screen preferences
Full Screen Setup
Current Document Only Specifies whether or not the display is limited to a single PDF.
Fill Screen With One Page At A Time Sets the page view to the maximum screen coverage by a single page.
Alert When Document Requests Full Screen Displays a message before going into Full Screen mode. Selecting this
option overrides a previous selection of Do Not Show This Message Again in that message.
Which Monitor To Use Specifies the monitor on which full-screen display appears (for users with multiple-monitor
configurations).
USING ACROBAT 9 STANDARD 34
Workspace
Full Screen Navigation
Escape Key Exits Lets you exit Full Screen mode by pressing the Esc key. If this option is not selected, you can exit by
pressing Ctrl+L.
Show Navigation Bar Shows a minimal navigation toolbar regardless of the document settings.
Left Click To Go Forward One Page; Right Click To Go Back One Page Lets you page through an Adobe PDF document
by clicking the mouse. You can also page through a document by pressing Return, Shift-Return (to go backward), or
the arrow keys.
Loop After Last Page Lets you page through a PDF document continuously, returning to the first page after the last.
This option is typically used for setting up kiosk displays.
Advance Every _ Seconds Specifies whether to advance automatically from page to page every set number of seconds.
You can page through a document using mouse or keyboard commands even if automatic paging is selected.
Full Screen Appearance
Background Color Specifies the window’s background color in Full Screen mode. You can select a color from the color
palette to customize the background color.
Mouse Cursor Specifies whether to show or hide the pointer when Full Screen mode is in operation.
Full Screen Transitions
Ignore All Transitions Removes transition effects from presentations that you view in Full Screen mode.
Default Transition Specifies the transition effect to display when you switch pages in Full Screen mode and no
transition effect has been set for the document.
Direction Determines the flow of the selected default transition on the screen, such as Down, Left, Horizontal, and so
forth. The available options vary according to the transition. If no directional options affect the selected default
transition, this option is not available.
Navigation Controls Direction Mimics the user’s progress through the presentation, such as transitioning from top to
bottom when the user proceeds to the next page and from bottom to top when the user backtracks to the previous page.
Available only for transitions with directional options.
General preferences
Basic Tools
Use Single Key Accelerators To Access Tools Enables you to select tools with a single keystroke. This option is
unselected by default.
Create Links From URLs Specifies whether links that weren’t created with Acrobat are automatically identified in the
PDF document and become clickable links.
Make Hand Tool Select Text & Images Enables the Hand tool to function as the Select tool when it hovers over text in
an Adobe PDF.
Make Hand Tool Read Articles Changes the appearance of the Hand tool pointer when over an article thread. Upon the
first click, the article zooms to fill the document pane horizontally; subsequent clicks follow the thread of the article.
Make Hand Tool Use Mouse-wheel Zooming Changes the action of the mouse wheel from scrolling to zooming.
Make Select Tool Select Images Before Text Changes the order in which the Select tool selects.
Use Fixed Resolution For Snapshot Tool Images Sets the resolution used to copy an image captured with the Snapshot
tool.
USING ACROBAT 9 STANDARD 35
Workspace
Warnings
Do Not Show Edit Warnings Disables warning boxes that would normally appear when you delete items such as links,
pages, page thumbnails, and bookmarks.
Reset All Warnings Restores default settings for warnings.
Print
Show Page Thumbnails In Print Dialog Controls the print preview display in the Print dialog box. Deselecting this
option speeds up the preview.
Emit Passthrough PostScript When Printing Enables Adobe® PostScript® XObjects in the PDF file to be emitted when
that PDF file is printed to a PostScript printer.
Application Startup
Show Splash Screen Determines whether the application startup screen appears each time the application starts.
Use Only Certified Plug-Ins Ensures that only Adobe-certified third-party plug-ins are loaded. The notation Currently
in Certified Mode indicates either Yes or No depending on its status.
Check For Updates When selected, checks for software updates according to the frequency specified in the Adobe
Updater Preferences.
Check 2D Graphics Accelerator (Windows only) (Appears only if your computer hardware supports 2D graphics
acceleration.) When selected, allows hardware acceleration usage when the first document is opened. When
deselected, hardware acceleration usage starts after the first document is opened. This option can slow startup time, so
it is unselected by default.
Note: This option is available only when the option Use 2D Graphics Acceleration in the Page Display preferences is
selected.
See also
“Change updating preferences” on page 50
Page Display preferences
Default Layout And Zoom
Page Layout Sets the page layout used for scrolling when you first open a document. The default setting is Automatic.
The page layout setting in File > Properties > Initial View overrides the page layout setting in Preferences.
Zoom Sets the magnification level for PDF documents when they are first opened. This value overrides document
settings. The default setting is Automatic.
Resolution
Use System Setting Uses the system settings for monitor resolution.
Custom Resolution Sets the monitor resolution.
Rendering
Smooth Text Specifies the type of text-smoothing to apply.
Smooth Line Art Applies smoothing to remove abrupt angles in lines.
Smooth Images Applies smoothing to minimize abrupt changes in images.
USING ACROBAT 9 STANDARD 36
Workspace
Use Local Fonts Specifies whether the application uses or ignores local fonts installed on your system. When
deselected, substitute fonts are used for any font not embedded in the PDF. If a font cannot be substituted, the text
appears as bullets and an error message appears.
Enhance Thin Lines When selected, clarifies thin lines in the display to make them more visible.
Use Page Cache Places the next page in a buffer before the current page is viewed to reduce the time required to page
through a document.
Use 2D Graphics Acceleration (Windows only) (Appears only if your computer hardware supports 2D graphics
acceleration.) Speeds up zooming, scrolling, and redrawing of page content, and speeds the rendering and
manipulation of 2D PDF content. This option is selected by default.
Note: If this option is not available in the Page Display preferences, you may need to update your GPU card driver to
enable this hardware feature. Contact your card vendor or computer manufacturer for an updated driver.
Page Content And Information
Show Large Images Displays large images. If your system is slow to display image-intensive pages, deselect this option.
Use Smooth Zooming (Windows only) When deselected, turns off animation effects, which improves performance.
Show Art, Trim, & Bleed Boxes Displays any art, trim, or bleed boxes defined for a document.
Show Transparency Grid Displays the grid behind transparent objects.
Use Logical Page Numbers Enables the Number Pages command for matching the position of the page in the PDF to
the number printed on the page. A page number, followed by the page position in parentheses, appears in the Page
Navigation toolbar and in the Go To Page and Print dialog boxes. For example, i (1 of 1) if the printed number of the
first page is i. If this option is not selected, pages are numbered with arabic numbers starting at 1. Selecting this option
helps prevent unexpected behavior when clicking Back or Go Back in your web browser.
Always Show Document Page Size Displays the page measurements beside the horizontal scroll bar.
Use Overprint Preview Specifies whether Overprint Preview mode is on only for PDF/X files, never on, always on, or
set automatically. When set to Automatic, if a document contains overprints, then Overprint Preview mode is
activated. The Overprint Preview mode lets you see (on-screen) the effects of ink aliasing in the printed output. For
example, a printer or service provider could create an ink alias if a document contains two similar spot colors and only
one is required.
Reference XObjects View Mode
Show Reference XObject Targets Specifies the type of documents in which reference XObjects can be viewed.
Location Of Referenced Files (Optional) Specifies a location for the referenced documents.
Adjusting PDF views
Adjust page magnification
Tools on the Select & Zoom toolbar can change the magnification of PDF documents. Only some of these tools appear
on the default view of the toolbar. You can see all the tools by right-clicking the Select & Zoom toolbar and choosing
either individual tools, Show All Tools, or More Tools and then selecting individual tools.
USING ACROBAT 9 STANDARD 37
Workspace
A
B
C
D
E
F
G
H
I
J
All zoom tools
A. Marquee Zoom tool B. Dynamic Zoom tool C. Zoom Out button D. Zoom In button E. Zoom Value menu button F. Actual Size button
G. Fit Width button H. Fit Page button I. Pan & Zoom Window tool J. Loupe tool
• The Marquee Zoom tool works in a few different ways. You can use it to drag a rectangle around a portion of the
page that you want to fill the viewing area. Or, simply clicking the Marquee Zoom tool increases the magnification
by one preset level, centering on the point where you clicked. To decrease the magnification by one preset level,
Ctrl-click the Marquee Zoom tool.
• The Dynamic Zoom tool zooms in when you drag it up the page and it zooms out when you drag down. If you use
a mouse wheel, this tool zooms in when you roll forward and zooms out when you roll backward.
•
Zoom In and Zoom Out buttons change the document magnification by preset levels.
• The Zoom Value option changes the page view according to a percentage you type in or select from a pop-up menu.
• Actual Size displays the page at 100% magnification.
• Fit Width adjusts the magnification so that the PDF fills the document pane horizontally.
• Fit Page adjusts the magnification so that one page fills the document pane vertically.
• The Pan & Zoom Window tool adjusts the magnification and position of the view area to match the area in an
adjustable rectangle in the Pan & Zoom window’s thumbnail view of the page.
• The Loupe Tool window displays a magnified portion of the PDF that matches the area in an adjustable rectangle
on the document pane.
Resize a page to fit the window
• To resize the page to fit entirely in the document pane, choose View > Zoom > Fit Page.
• To resize the page to fit the width of the window, choose View > Zoom > Fit Width. Part of the page may be out of
view.
• To resize the page to fit the height of the window, choose View > Zoom > Fit Height. Part of the page may be out
of view.
• To resize the page so that its text and images fit the width of the window, choose View > Zoom > Fit Visible. Part
of the page may be out of view.
To see keyboard shortcuts for resizing the document, open the View menu.
Show a page at actual size
❖ Choose View > Zoom > Actual Size.
The actual size for a PDF page is typically 100%, but the document may have been set to another magnification level
when it was created.
Change the magnification with zoom tools
❖ Do one of the following:
• Click the Zoom In button
or the Zoom Out button
in the toolbar.
USING ACROBAT 9 STANDARD 38
Workspace
• Enter a magnification percentage in the Select & Zoom toolbar, either by typing or choosing from the pop-up
menu.
• Drag the Marquee Zoom tool
to define the area of the page that you want to fill the document pane.
• Drag the Dynamic Zoom tool
up to increase the magnification and down to decrease magnification.
When the Marquee Zoom tool is selected, you can Ctrl-click or Ctrl-drag to zoom out. Holding down Shift switches
temporarily from the Marquee Zoom tool to the Dynamic Zoom tool.
Change the magnification with the Pan & Zoom Window tool
1 Choose Tools > Select & Zoom > Pan & Zoom Window, or select the Pan & Zoom Window tool
on the Select
& Zoom toolbar.
2 Do any of the following:
• Drag the handles of the box in the Pan & Zoom window to change the document magnification.
• Drag the center of the box to pan across the area you want to see.
• Click the navigation buttons to move to a different page.
• Enter a value in the zoom text box, or click the plus
or minus
buttons to increase or decrease the
magnification by preset levels.
Change the magnification with the Loupe tool
1 Choose Tools > Select & Zoom> Loupe, or select the Loupe tool
on the Select & Zoom toolbar, if it is displayed.
2 Click the area of the document you want to view in closer detail. A rectangle appears in the document,
corresponding to the area shown in the Loupe Tool window. You can drag or resize the rectangle to change the
Loupe tool view.
3 To change the magnification of the Loupe tool, do any of the following:
• Drag the slider.
• Click the plus or minus buttons.
• Enter a value in the zoom text box.
Use the Loupe tool to view a magnified area of the document.
Note: You can change the color of the Loupe tool rectangle, click the Line Color pop-up menu in the lower-right corner of
the Loupe Tool window, and select a new color.
USING ACROBAT 9 STANDARD 39
Workspace
Change the magnification by using a page thumbnail
1 Click the Pages button on the left side of the window to view the page thumbnails.
2 Locate the thumbnail for the current page. Then position the pointer over the lower-right corner of the page-view
box until the pointer changes into a double-headed arrow.
3 Drag the corner of the box to reduce or expand the view of the page.
4 As needed, move the pointer over the zoom box frame within the thumbnail until it changes into a Hand icon. Then
drag the frame to see a different area of the page in the document pane.
A page-view box in a page thumbnail indicates the area of the page currently showing in the document pane.
Change the default magnification
1 In the Preferences dialog box under Categories, select Page Display.
2 Open the Zoom pop-up menu and choose a default magnification level.
Display off-screen areas of a magnified page
When you zoom in to a high magnification, you may be able to see only part of a page. You can shift the view to show
other areas of the page without changing the magnification level.
❖ Do either of the following:
• Use the vertical scroll bars to move up and down the pages or the horizontal scroll bars to move across the page.
• Select the Hand tool in the Select & Zoom toolbar, or choose Tools > Select & Zoom > Hand Tool, and drag to move
the page, as if moving a piece of paper on a table.
See also
“About PDF layers” on page 282
Set the page layout and orientation
Changing the page layout is especially useful when you want to zoom out to get an overview of the document layout.
You can use the following page layouts when viewing PDF documents:
Single Page Displays one page at a time, with no portion on other pages visible.
Single Page Continuous Displays pages in a continuous vertical column that is one page wide.
Two-Up Displays each two-page spread with no portion of other pages visible.
Two-Up Continuous Displays facing pages side by side in a continuous vertical column.
USING ACROBAT 9 STANDARD 40
Workspace
Single Page, Single Page Continuous, Two-Up, Two-Up Continuous page layouts
Set page layout
• To see only one page at a time, choose View > Page Display > Single Page.
• To see two pages at a time, side by side, choose View > Page Display > Two-Up.
• To scroll down continuously through one page after another, choose View > Page Display > Single Page
Continuous.
• To scroll down continuously through two pages at a time, choose View > Page Display > Two-Up Continuous.
• To display the first page of a multipage document alone on the right side, first specify either the Two-Up or TwoUp Continuous option. Then choose View > Page Display > Show Cover Page During Two-Up.
You can also display buttons for each of these options in the Display Pages toolbar by choosing View > Toolbars >
More Tools, and selecting them in the More Tools dialog box.
Note: In Single Page layout, choosing Edit > Select All selects all text on the current page. In other layouts, Select All selects
all text in the PDF.
Rotate the page view
You can change the view of a page in 90° increments. This changes the view of the page, not its actual orientation. You
can’t save this change.
❖ Choose View > Rotate View > Clockwise or Counterclockwise, or click the Rotate Clockwise button
Rotate Counterclockwise button
or the
in the toolbar.
Note: To save the rotation with the document, choose Document > Rotate Pages.
Change the default page layout
1 In the Preferences dialog box under Categories, select Page Display.
2 Open the Page Layout menu and choose Automatic, Single Page, Single Page Continuous, Two-Up, or Two-Up
Continuous.
Note: The PDF opens with the page layout specified in Preferences unless a different page layout is specified in Document
Properties (File > Properties > Initial View). The Document Properties setting overrides the Preferences setting. Acrobat
users can change the initial view, unless security settings prevent changes. Reader users cannot change the initial view.
See also
“Opening PDFs” on page 19
Use split-window view
You can view a PDF with the document pane divided into two panes (Split command) or four panes (Spreadsheet Split
command).
USING ACROBAT 9 STANDARD 41
Workspace
With Split view, you can scroll, change the magnification level, or turn to a different page in the active pane without
affecting the other pane.
The Spreadsheet Split view is useful if you want to keep column headings and row labels visible while scrolling through
a large spreadsheet or table. In this mode, changing the magnification in one pane changes the magnification in all
panes. Also, scrolling is coordinated between the panes: scrolling a pane horizontally also scrolls the pane above or
below it; scrolling vertically also scrolls the pane to the left or right of that pane.
1 Start creating the type of split view you want:
• To split the view into two panes, choose Window > Split, or drag the gray box above the vertical scroll bar.
• To split the view into four panes with synchronized scrolling and zoom levels, choose Window > Spreadsheet Split.
2 Drag the splitter bars up, down, left, or right to resize the panes, as needed.
3 Adjust the zoom level, as needed:
• In Split view, click a pane to make it active, and change the zoom level for that pane only.
• In Spreadsheet Split view, adjust the zoom level to change the displays in all four panes.
4 Scroll, as needed:
• In Split view, click a pane to make it active, and scroll to change that pane only.
• In Spreadsheet Split view, click a pane, and scroll vertically to change the views in the active pane and the pane
beside it. Scroll horizontally to change the views in the active pane and the pane above or below it.
5 To restore single-pane view, choose Window > Remove Split.
View a document in multiple windows
You can create multiple windows for the same document using the New Window command. New windows have the
same size, magnification, and layout as the original window and open at the same page and on top of the original
window. When you open a new window, Acrobat adds the suffix 1 to the original filename and assigns the suffix 2 to
the new window. You can open multiple windows with the suffix incrementing with each new window. Closing a
window causes the remaining open windows to be renumbered sequentially; that is, if you have five windows open and
you close the third window that you opened, the windows are renumbered with the suffixes 1 to 4.
Note: This feature is not available when PDFs are viewed in a browser.
Open a new window
❖ Select Window > New Window.
Close a window
❖ Click the close box in the window. You are prompted to save any changes. Closing a window does not close a
document if more than one window is open.
Close all windows for a document
❖ Choose File > Close. You are prompted to save any changes before each window is closed.
USING ACROBAT 9 STANDARD 42
Workspace
Display PDFs in Line Weights view
The Line Weights view displays lines with the weights defined in the PDF. When Line Weights view is off, it applies a
constant stroke width (1 pixel) to lines, regardless of zoom. When you print the document, the stroke will print at the
true width.
❖ Choose View > Line Weights. To turn off Line Weights view, choose View > Line Weights again.
Note: You cannot turn off Line Weights view when viewing PDFs within a web browser.
Grids, guides, and measurements
View grids
Use grids to accurately line up text and objects in a document. When turned on, the grid is visible over the document.
The Snap To Grid option aligns an object with the nearest grid line when you move the object.
View or hide the grid
❖ Choose View > Grid. A check mark appears next to the command name when the grid is displayed.
Turn the Snap To Grid option on or off
❖ Choose View > Snap To Grid. A check mark appears next to the command name when the option is turned on.
Change the grid appearance
1 In the Preferences dialog box under Categories, select Units & Guides.
2 To change grid settings, do any of the following:
• To change the spacing between grid lines, enter a value for Width Between Lines and Height Between Lines.
• To change the origin of the grid, enter a value for Grid Offset From Left Edge and Grid Offset From Top Edge.
• To change the number of subdivisions within each grid square, enter a value for Subdivisions. Subdivision lines are
lighter than grid lines.
• To change the color of the grid lines, click the Grid Line Color square and choose a new color from the Color panel.
Create ruler guides
Horizontal and vertical rulers let you check the size of objects in your documents. You can also create guides in your
document, which are especially useful for lining up objects, such as form fields. You can change the unit of
measurement and color used in the ruler.
Create new ruler guides
1 Choose View > Rulers.
2 Do one of the following:
• Drag down from the horizontal ruler to create a horizontal guide, or drag to the right of the vertical ruler to create
a vertical guide.
• Double-click a location on the horizontal ruler to create a vertical guide, or double-click a location on the vertical
ruler to create a horizontal guide.
USING ACROBAT 9 STANDARD 43
Workspace
Show or hide guides
❖ Choose View > Guides.
Move or delete ruler guides
❖ Click the guide to select it, and then drag it to a new location, or press Delete. To delete all guides, right-click in the
ruler area and choose Clear All Guides or Clear Guides On Page.
Change guide colors
1 In the Preferences dialog box under Categories, select Units & Guides.
2 Click the Guide Color square and choose a new color from the Color pop-up menu.
Measure the height, width, or area of objects
Use the measuring tools to measure distances and areas of objects in PDF documents. The measuring tools are useful
for showing the distances and areas associated with objects in a form or computer-aided design (CAD) drawing. You
can also use these tools to measure certain areas of a document before sending it to a professional printer. The
measuring tools are available to Reader users only if the PDF creator enables measuring functionality.
When you use a measuring tool, the Measurement Info panel shows information about the measurement, such as
current measurement, delta values, and scale ratio.
A
B
C
Measuring tools
A. Measuring toolbar B. Object being measured C. Measurement Info panel
1 Choose Tools > Analysis > Measuring Tool.
2 To measure areas of your PDF document, select any of the following measurement types:
• Select the Distance tool
to measure the distance between two points. Click the first point, move the pointer to
the second point, and click again.
• Select the Perimeter tool
to measure a set of distances between multiple points. Click each point you want to
measure. Then, double-click the last point.
• Select the Area tool
to measure the area within the line segments that you draw. Click each point you want to
measure. After you have clicked at least two points, click the first point to complete the area measurement.
3 While measuring objects, do any of the following:
• To snap the measurement to the end of a line, select Snap To Paths
.
USING ACROBAT 9 STANDARD 44
Workspace
• To snap the measurement to the endpoint of a line, select Snap To Endpoints
.
• To snap the measurement to the midpoint of a line, select Snap To Midpoints
.
• To snap the measurement to the intersection of multiple lines, select Snap To Intersections
.
• To constrain the measurement lines to increments of 45º, hold down the Shift key.
• To discontinue a measurement, right-click and choose Cancel Measurement.
• To delete a measurement markup, click it with the Measurement Tool and press Delete.
See also
“Change the look of your comments” on page 145
Measuring tool options
Use the right-click menu to set measuring tool options.
Change Scale Ratio Change the scaling ratio (such as 3:2) and unit of measurement on the drawing areas.
Change Markup Label Add or change text that appears with the measurement.
Disable/Enable Measurement Markup When enabled, the measurement lines you draw are added to the PDF. When
disabled, the measurement lines disappear when you measure another object or select another tool.
Turn Ortho On/Off When enabled, measurement lines are orthographic only.
Show/Hide Rulers Show or hide vertical and horizontal rulers on the page. (Has the same effect as choosing View >
Rulers.)
Snap To Page Content/Don’t Snap To Page Content Turn all Snap Enables on or off.
Export Measurement Markup To Excel Save the information for all the measurements in your PDF to a CSV file.
Preferences Open the Measurement (2D) preferences.
Measuring preferences
Change the 2D Measuring preferences to determine how 2D data is measured.
Note: In Reader, Measuring preferences apply to PDFs that have commenting enabled.
Use Scales And Units From Document (When Present) When enabled, measurements based on the units generated
from the original document, if present, are used. Deselect this option to specify the units of measurements manually.
Use Orthographic Lines When enabled, measurement lines are orthographic only.
Measuring Line Color Specifies the color or the line that appears while drawing.
Enable Measurement Markup When enabled, the measurement lines you draw are added to the PDF. When disabled,
the measurement lines disappear when you measure another object or select another tool. You can use the default
measurement labels or specify your own label.
Use Default Leader Length (Distance Tool only) When deselected, each time you draw a distance measurement, you
move the mouse to determine the leader length.
Default Line Ending (Distance Tool only) Specifies the appearance of the line endings in distance measurements.
Caption Style (Distance Tool only) Specifies whether the distance measurement caption is Inside or on Top of the
measurement line.
USING ACROBAT 9 STANDARD 45
Workspace
Default Leader Length (Distance Tool only) Specifies the length of the line leader that appears on one side of the
measurement points.
Default Leader Extension Above Line (Distance Tool only) Specifies the length of the leader extension that appears
above the measurement line.
Default Leader Offset From Line Points (Distance Tool only) Specifies the amount of blank space that appears between
the measurement points and the leader.
2D Snap Settings Specify snap behavior. Sensitivity indicates how close the pointer must be to the item being snapped
to. Snap Hint Color specifies the color of the snap line that appears when you hold the pointer over the object.
View cursor coordinates
The Cursor Coordinates show the coordinate position of the pointer within the document pane. The position
numbering begins in the upper-left corner of the document. Cursor Coordinates also shows the width and height of a
selected object as you resize it.
View x and y coordinates
1 Choose View > Cursor Coordinates.
2 Move the mouse pointer to view x and y coordinates.
Change the Cursor Coordinates measurement units
1 In the Preferences dialog box under Categories, select Units & Guides.
2 Choose a different unit of measurement from the Page & Ruler Units menu.
Organizer
Organizer window overview
Organizer helps you find PDFs that you’ve previously opened and PDFs that you’ve organized into collections and
favorites. With Organizer, you can see thumbnail images of PDF pages to quickly identify files. Use Organizer to
organize related PDFs without changing their location in your file structure. You can also use Organizer to quickly
browse, find, and sort PDFs that you recently viewed.
The Organizer and Organizer-related commands are available in the File menu. After you select one or more files
within the Organizer, you can start one of several different tasks using the buttons above the file list.
USING ACROBAT 9 STANDARD 46
Workspace
A
B
C
Organizer window in Windows
A. Categories pane B. Files pane C. Pages pane
Categories pane
The categories pane of the Organizer window is divided vertically into sections that contain categories. These items
can help you locate and organize PDFs that reside on your computer, on a network, and on the web.
History Contains subcategories that list all the PDFs that you’ve opened during a specified period of time. You can’t
change the subcategory names or manually add PDFs to the History, which is updated each time you open a PDF and
as time passes. You can, however, clear the entire history by using the Clear History button in the files pane. You can
also specify the maximum length of the file history or turn it off. Open the Preferences dialog box and under
Documents, select a value for Remember Files In Organizer History For.
My Computer Lists the hard drives and folders in their current hierarchy. This category is especially useful if you know
where a particular PDF resides.
Favorite Places Lists any folders, network locations, and web directories that you’ve specified as favorite destinations.
This category functions like bookmarks or favorite destinations used for quick access in a web browser. In this case,
however, the destinations are folders or hard drives that contain PDFs. You can add or remove destinations from the
Favorite Places list, but you can’t edit the destination names.
Collections Contains collection folders that list all PDFs that you’ve associated with each particular collection folder.
Each collection folder can point to multiple PDFs no matter where each PDF is located. For example, a single collection
folder can list PDFs that are located in different folders on your computer, on a network, and on the web. You can
change each collection folder name, add new collection folders, and add PDFs to each collection folder.
Note: Collections and PDF Portfolios both involve multiple PDFs, but in different ways. A PDF Portfolio is itself a PDF
file that can be composed of multiple files and that exists in a folder on your computer. For example, you can attach a
PDF Portfolio to an email message. Collections are more like reminders that help you find related files that are stored in
different locations on your computer.
USING ACROBAT 9 STANDARD 47
Workspace
Files pane
The files pane in the Organizer window lists the PDFs that are within the subcategory or folder selected in the
categories pane; each PDF listing shows the filename, modification date, page number, file size, location, and a
thumbnail image of the first page. You can sort the list by filename, metadata information, number of pages, file size,
modification date, and date last opened.
Use the buttons at the top of the Organizer window to open, print, email, or combine one or more selected PDFs; in
addition, you can send a selected PDF for review or approval.
Pages pane
The pages pane of the Organizer window displays thumbnails for every page of all PDF files that are selected in the files
pane. The Zoom slider and buttons at the bottom of the pages pane let you adjust the size of the page thumbnails.
Selecting a PDF (left) reveals a thumbnail for each page in the pages pane (right).
Adjust the Organizer window
You can make changes to your view of the Organizer.
See also
“Other options for combining files” on page 104
“Starting a review” on page 134
Display the Organizer window
❖ Choose File > Organizer > Open Organizer.
It isn’t necessary to open the Organizer window if you want to open a PDF in a collection, create a new collection, add
an open PDF to a collection, or open a PDF from your history of opened PDFs. Choose File > Organizer or File >
History to access commands that let you do all of these things.
Resize the Organizer and its panes
• To resize a pane relative to the other panes, drag the vertical bar that separates two panes.
• To resize the Organizer window, drag the left, right, or bottom edge of the window.
USING ACROBAT 9 STANDARD 48
Workspace
Sort the files pane list
1 If necessary, select a subcategory or folder in the categories pane to display PDFs in the files pane.
2 In the files pane, do any of the following:
• To sort the list of PDF files according to a particular property, choose a property from the Sort By menu.
• To change the sorting direction, click the Ascending Sort Order button
or the Descending Sort Order button
to the right of the Sort By menu.
• To view the location of the selected PDFs, right-click, and choose Show In Windows Explorer.
Organize PDF collections
You can manage PDF collections in the Organizer window.
Add a PDF to a collection
❖ Do any of the following:
• Right-click the collection, choose Add Files, select one or more PDFs, and click Add.
• Right-click the PDF in the files pane, and choose Add To A Collection > [collection name].
• Drag a PDF from the Desktop or a folder to the collection in the categories pane.
• After selecting a subcategory in the History, My Computer, or Favorite Places category, drag a PDF from the files
pane to the desired collection.
• In Acrobat, open the PDF and choose File > Organizer > Add To A Collection. Then either select the collection to
which you want to add the PDF or click New Collection, type a name, and click Create.
You can open any PDF from a collection by using the Open button
in the Organizer window or by choosing the
PDF filename from a submenu directly in Acrobat. To open a PDF from a collection in Acrobat, choose Collections >
in the File
[collection name] > [PDF filename] from either the File > Organizer submenu or the Organizer menu
toolbar.
Edit the collection folders
• To rename a collection, right-click the collection name, choose Rename Collection, and then type the new name.
• To delete a collection, right-click the collection name, choose Delete Collection, and then click Yes in the
confirmation dialog box. The PDF files within the collection aren’t deleted from their original locations.
• To create a new collection, click the Create A New Collection button
in the Organizer window. Or, in Acrobat,
choose File > Organizer > Create A New Collection. Type a name for the collection.
Move a PDF to a different collection
❖ To move a PDF from one collection to another, select the collection that contains the PDF, right-click the PDF file
in the files pane, and choose Move To Collection > [collection name].
Remove a PDF from a collection
❖ To remove a PDF from a collection, select the collection, click the PDF in the files pane, and press Delete.
Organize PDFs with the Favorite Places category
1 To add an existing folder or hard drive to the category, click the Add A Favorite Place button
hard drive, and click OK.
, select a folder or
USING ACROBAT 9 STANDARD 49
Workspace
2 To remove a folder or hard drive from the list of Favorite Places, right-click the item, and choose Remove [folder
name] From Favorite Places.
Expand views in the Categories pane
Items in the Categories pane can be expanded and collapsed so that you can see more of the structure. When you select
a date category, folder, or collection, all PDFs in that item are listed in the pages pane.
Expand an Organizer category
1 Click the icon to the left of the category or folder.
2 Select a subcategory or folder under a main category.
Expand the file structure
❖ Select a folder in the My Computer category. All PDFs in that folder are listed in the files pane.
Start a task from the Organizer files pane
1 Select a subcategory or folder under a main category in the categories pane to display PDFs in the files pane.
2 Select one or more files.
3 To perform an action on the selected PDF files, click one of the task buttons at the top of the Organizer window:
• To open, print, or email the PDF files, use the buttons above the files pane.
• To start combining PDF files into a single PDF file, click the Combine Files button and follow the instructions in
the wizard.
• To start a review, select the PDF and choose Send For Review > Send For Shared Review or Send For Review >
Attach For Email Review.
See also
“Other options for combining files” on page 104
“Starting a review” on page 134
Erase the history of opened PDFs
1 Select a History subcategory in the categories pane.
2 Click Clear History in the files pane.
Maintaining the software
About the updating process
Acrobat application files and components can be updated in a variety of ways. Some updates are available when you
open a PDF that triggers the updating process automatically. For example, if you open a form that uses Asian-language
fonts, you are asked whether you want to download the fonts. Other updates are available only from the Help menu,
and must be installed manually. Some updates are available both automatically and manually.
Depending on your preferences settings, updates are downloaded in the background.
USING ACROBAT 9 STANDARD 50
Workspace
Update the software
❖ Choose Help > Check For Updates, and follow any on-screen instructions.
Change updating preferences
1 Choose Help > Check For Updates.
2 In the Adobe Updater dialog box, click Preferences.
3 Select Automatically Check For Adobe Updates, and specify whether you want automatic checking on a weekly or
monthly basis and whether or not you want to be asked before updates are downloaded.
4 Make sure that the application you are running (Adobe Reader or Adobe Acrobat) is selected as the software that
will be updated.
5 If appropriate, click Browse to navigate to the location in which you want the downloads to be placed.
Manage security settings
If your organization uses server-based security policies, you can set up Acrobat to regularly check for updates to these
policies. Server-based security is set up by an administrator who provides the URL from which to get security updates.
1 In the Preferences dialog box under Categories, select Security.
2 In the Security Settings, select Load Security Settings From A Server.
3 Type the server address in the URL field.
4 Select how often you want to check for security updates.
5 Select Ask Before Installing to receive notification before the server is checked for policy updates.
Manage plug-ins
Plug-ins add more functionality, but they also increase the memory needed. To minimize memory requirements, you
may want to install only the plug-ins that you use. To load a plug-in correctly, you must place it in the plug-ins folder.
You can temporarily disable plug-ins when starting your software.
Disable a plug-in
1 Do one of the following:
• (Windows) Open the plug_ins folder (Program Files\Adobe\Acrobat 9.0\Acrobat\plug_ins).
• (Mac OS) Control-click the application icon, and choose Show Package Contents. Then double-click the Contents
folder and open the Plug-ins folder.
• (UNIX) Move the plug-in out of [location of install]/Adobe/Reader9.0/Reader/plug_ins.
2 Select the plug-ins you do not want to load, and move them out of the folder. Some of the plug-ins may be in folders
nested inside the plug-ins folder.
Disable all plug-ins temporarily
❖ Press the Shift key immediately after starting Acrobat.
USING ACROBAT 9 STANDARD 51
Workspace
Adobe Digital Editions
Use the free Adobe® Digital Editions software to read and organize eBooks and other publications. Digital Editions is
a separate web-based rich internet application (RIA) that replaces the eBooks features in previous versions of Acrobat.
When you install Digital Editions, your existing bookshelf items are automatically imported and available within the
new Digital Editions bookshelf experience. You can also manually import individual PDFs into your Digital Editions
bookshelf.
Note: When you open an eBook for the first time, the Digital Editions software is automatically installed on your
computer.
For more information about Adobe Digital Editions and to download the software, see
www.adobe.com/go/learn_acr_digital_en.
Non-English languages
Asian language PDFs
You can use Acrobat to view, search, and print PDF documents that contain Asian text (Traditional and Simplified
Chinese, Japanese, and Korean). You can also use these languages when you fill in forms, add comments, and apply
digital signatures.
Almost all of the Acrobat features are supported for Traditional and Simplified Chinese, Japanese, and Korean text if
you install the respective Asian language font packs.
In Acrobat in Windows, you must install the Asian language support files by using the custom installation and
selecting the Asian Language Support options under Create Adobe PDF and View Adobe PDF.
PDFMaker and the Adobe PDF printer automatically embed most Asian fonts in your file when creating PDF files.
You can control whether Asian fonts are embedded.
In Windows, you may be able to view and print files that contain Asian languages without having the necessary Asian
language support installed on your system. If you try to open a PDF file for which language support is required, you
are automatically prompted to install the required fonts.
Cyrillic, Central European, and Eastern European language PDFs
You can work with Adobe PDF files that contain Cyrillic text (including Bulgarian and Russian), Central European
text, and Eastern European text (including Czech, Hungarian, and Polish) if the fonts are embedded in the PDF files.
If the fonts are embedded, you can view and print the files on any system. Fonts do not need to be embedded to use
the Search feature.
Note: If you open a PDF file in which form fields or text boxes contain these languages but the fonts are not embedded
and are not installed on your system, choosing Help > Check For Updates Now automatically prompts you to download
and install the necessary fonts.
Hebrew, Arabic, Thai, and Vietnamese language PDFs
Acrobat supports the entry and display of Thai and Vietnamese text. In Windows only, Arabic and Hebrew are also
supported. By default, Right-To-Left Language Options is enabled under Arabic and Hebrew regional settings (in
Windows).
USING ACROBAT 9 STANDARD 52
Workspace
Enable right-to-left languages
Enabling right-to-left language options displays the user interface elements for controlling paragraph direction, digit
style, and ligature. When this option is selected, you can specify the writing direction (left-to-right or right-to-left) and
type of digits (Western or Arabic-Indic) used for creating and filling out certain form fields, adding digital signatures,
and creating text box markups.
Enable Right-To-Left Language Options is enabled by default under Arabic and Hebrew regional settings.
1 In the Preferences dialog box under Categories, select International.
2 Select Enable Right-To-Left Language Options.
Acrobat in Mac OS
Generally, Acrobat works the same for Windows and Mac OS. Some exceptions are noted throughout Help. In
addition, be aware of the following differences:
Common keyboard actions and functions
Windows
Mac OS
Right-click
Control-click
Alt
Option
Ctrl+[character]
Command+[character]
Ctrl-click
Option-click
Ctrl-drag
Option-drag
My Computer
[disk name]
Windows Explorer
Finder
Open the Preferences dialog box
To open the Preferences dialog box in Mac OS, choose Acrobat > Preferences.
Expand a nested list
Items such as bookmarks sometimes appear in nested lists that can be expanded or collapsed. To expand a list in Mac
OS, click the right-pointing triangle to the left of the icon. Click the down-pointing triangle to collapse the list. To
expand or collapse all items in a multilevel list, Option-click the triangle.
PDFMaker
PDFMaker is not available for Mac OS. However, you can still create PDFs from many business applications using the
File > Print command. In the Print dialog box, choose Adobe PDF from the Printer menu.
See also
“Keyboard shortcuts” on page 342
53
Chapter 3: Creating PDFs
Adobe® PDF is the solution of choice for capturing robust information from any application on any computer system.
You can create PDFs from blank pages, document files, websites, scanned paper documents, and clipboard content.
Overview of creating PDFs
What’s the best way to create a PDF?
You create a PDF by converting other documents and resources to Portable Document Format. You can usually choose
from several PDF creation methods, depending on the type of file you start with and your requirements for the PDF.
You can create PDFs from documents printed on paper, Microsoft Word documents, InDesign® files, and digital
images, to name just a few examples. Different types of sources have different tools available for PDF conversion. In
many applications, you can create PDFs by selecting the Adobe PDF printer in the Print dialog box.
If a file is open in its authoring application (such as a spreadsheet that is open in Microsoft Excel), you can usually
convert the file to PDF without opening Adobe® Acrobat® 9 Standard. Similarly, if Acrobat is already open, you don’t
have to open the authoring application to convert a file to PDF.
Every PDF strikes a balance between efficiency (small file size) and quality (such as resolution and color). When that
balance is critical to your task, you’ll want to use a method that includes access to various conversion options.
For example, you can drag and drop files on the Acrobat icon to create PDFs. In this case, Acrobat applies the most
recently used conversion settings without providing access to those settings. If you want more control over the process,
you’ll want to use another method.
For more information about creating PDFs, see these online resources:
• Acrobat user community forums: acrobatusers.com/forums/aucbb/
• Creating cohesive PDFs: www.adobe.com/cfusion/designcenter/search.cfm?product=Acrobat&go=Go
• Creating PDFs on a Mac or Windows: www.performancegraphics.com/Pages/howtof.html
See also
“Create a PDF from a blank page” on page 56
PDF creation methods by file type
Refer to the following lists to determine the methods available for the different types of files.
Most files
These methods can be used for documents and images in almost all file formats.
Create PDF menu Within Acrobat, by choosing From File.
Adobe PDF printer Within most applications, in the Print dialog box.
Drag and drop On the desktop or from a folder.
Context menu On the desktop or in a folder, by right-clicking.
USING ACROBAT 9 STANDARD 54
Creating PDFs
Paper documents
Requires a scanner and a hard copy of the document.
Create PDF menu Within Acrobat, by choosing From Scanner. Or, for previously scanned paper documents, by
choosing From File.
Document menu Within Acrobat, by choosing Scan To PDF.
Microsoft Office documents
PDFMaker (Windows only) Within the authoring application, in the Acrobat PDFMaker toolbar and on the Adobe
PDF menu. For Microsoft Office 2007 applications, in the Acrobat ribbon.
Adobe PDF printer Within the authoring application, in the Print dialog box.
Drag and drop (Windows only) On the desktop or from a folder.
Context menu (Windows only) On the desktop or in a folder, by right-clicking.
Email messages
PDFMaker (Windows only) Within Microsoft Outlook or Lotus Notes, by clicking Acrobat PDFMaker toolbar buttons.
Or by choosing commands in the Adobe PDF menu (Outlook) or the Actions menu (Lotus Notes).
Adobe PDF printer Within the email application, in the Print dialog box. Creates a PDF (not a PDF Portfolio).
Context menu (Outlook 2007 only) On an email folder or selection of messages, by right-clicking.
Web pages
Create PDF menu Within Acrobat, by choosing From Web Page.
PDFMaker (Windows only) Within Internet Explorer or when editing in a web-authoring application that supports
PDFMaker, such as Word. Also, in the Acrobat PDFMaker toolbar and on the Adobe PDF menu.
Adobe PDF printer Within Internet Explorer or when editing in a web-authoring application, such as Word; in the
Print dialog box.
Drag and drop On the desktop or from a folder, dragging the HTML file.
Context menu (HTML files) On the desktop or in a folder, by right-clicking the HTML file.
Content copied on the clipboard
Create PDF menu Within Acrobat, by choosing From Clipboard (Windows, all content) or From Clipboard Image
(Mac OS, screen shots only).
PostScript and EPS files
Drag and drop On the desktop or from a folder, by dragging to the Acrobat Distiller icon or into the Acrobat Distiller®
window.
Double-clicking (PostScript® files only) On the desktop or in a folder.
Open command Within Acrobat Distiller, in the File menu.
Create PDF menu Within Acrobat, by choosing From File.
Adobe PDF printer Within the authoring application, in the Print dialog box.
Context menu On the desktop or in a folder, by right-clicking.
USING ACROBAT 9 STANDARD 55
Creating PDFs
Balancing PDF file size and quality
You can select various settings to ensure that your PDF has the best balance between file size, resolution, conformity
to specific standards, and other factors. Which settings you select depends on your goals for the PDF that you are
creating. For example, a PDF intended for high-quality commercial printing requires different settings than a PDF
intended only for on-screen viewing and quick downloading over the Internet.
Once selected, these settings apply across PDFMaker, Acrobat, and Acrobat Distiller. However, some settings are
limited to specific contexts or file types. For example, PDFMaker options can vary among the different types of
Microsoft Office applications.
For convenience, you can select one of the conversion presets available in Acrobat. You can also create, define, save,
and reuse custom presets that are uniquely suited to your purposes.
For scanned documents, you can choose from several scanning presets that are optimized for scanning documents and
images in color or black and white. You can modify these presets, or use your own custom scanning settings.
See also
“Adobe PDF conversion settings” on page 85
Creating simple PDFs with Acrobat
Convert a file to PDF
1 In Acrobat, do one of the following:
• Choose File > Create PDF > From File.
• In the toolbar, click the Create button
and choose PDF From File.
2 In the Open dialog box, select the file. You can browse all file types or select a specific type from the Files Of Type menu.
3 Optionally, click Settings to change the conversion options. The options available vary depending on the file type.
Note: The Settings button is unavailable if you choose All Files as the file type or if no conversion settings are available
for the selected file type.
4 Click Open to convert the file to a PDF.
Depending on the type of file being converted, the authoring application opens automatically or a progress dialog box
appears. If the file is in an unsupported format, a message appears, telling you that the file cannot be converted to PDF.
5 When the new PDF opens, choose File > Save or File > Save As; then select a name and location for the PDF.
When naming a PDF that’s intended for electronic distribution, limit the filename to eight characters (with no spaces)
and include the .pdf extension. This action ensures that email programs or network servers don’t truncate the filename
and that the PDF opens as expected.
See also
“View PDFMaker conversion settings” on page 69
“Combining content in PDFs” on page 100
USING ACROBAT 9 STANDARD 56
Creating PDFs
Drag and drop to create PDFs
This method is best reserved for small, simple files, such as small image files and plain text files, when the balance
between file size and output quality is not important. You can use this technique with many other types of files, but
you won’t have the opportunity to adjust any conversion settings during the process.
1 Select the icons of one or more files.
2 Drag the file icons onto the Acrobat application icon. Or (Windows only) drag the files into the open Acrobat
window.
If a message appears saying that the file could not be opened in Acrobat, then that file type cannot be converted to PDF
by the drag-and-drop method. Use one of the other conversion methods for that file.
Note: You can also convert PostScript and EPS files to PDF by dragging them onto the Acrobat Distiller window or the
Distiller application icon.
3 Save the PDF.
(Windows only) You can also right-click a file in Windows Explorer and choose Create PDF.
Convert clipboard content to PDF (Windows)
You can create PDFs from text and images that you copy from any application.
1 Capture content in the Clipboard, either by using the Copy command in any application, or by pressing the
PrintScreen key.
2 In Acrobat, choose File > Create PDF > From Clipboard.
Note: The From Clipboard command appears only when content is copied to the Clipboard. If the Clipboard is empty,
the command does not appear.
Convert screen captures to PDF (Mac OS)
In Mac OS, you can create PDFs from screen captures.
❖ Do one of the following:
• In Acrobat choose File > Create PDF > [From Screen Capture, From Window Capture, or From Selection Capture].
• Use the Grab utility (Applications > Utilities > Grab) to capture a screen image, and choose Edit > Copy to copy
the image to the clipboard. Then start Acrobat and choose File > Create PDF > From Clipboard Image.
Note: The From Clipboard Image command appears only when an image is copied to the clipboard. If the clipboard is
empty or if you have copied text to the clipboard, the command does not appear.
Create a PDF from a blank page
With the PDF Editor feature, you can create a PDF from a blank page rather than beginning with a file, a clipboard
image, or scanning.
This process can be useful for creating relatively small PDFs of up to about 20 pages. For longer, more complex, or
heavily formatted documents, it’s better to create the source document in an application that offers more layout and
formatting options, such as Adobe InDesign or Microsoft Word.
USING ACROBAT 9 STANDARD 57
Creating PDFs
Note: The PDF Editor can make changes in text only with PDFs created from blank pages. To add a blank page to a PDF
created by another method, create a blank document in another application and convert that file to PDF. Then import
the blank file into the existing PDF.
Create and add text to a new, blank PDF
1 Choose File > Create PDF > From Blank Page.
2 Begin typing text to add to the page.
3 Add any formatting to the text by selecting it and selecting options in the New Document toolbar.
4 As needed, select other tools and options.
5 Choose File > Save, and select a name and location for the PDF file.
Note: When the page is filled with text, the PDF Editor automatically adds a new blank page to the document.
Edit text in a PDF created from a blank page
1 Choose File > Open, and locate and select a PDF created with PDF Editor (that is, one created from a blank page).
2 Choose Document > Resume Editing.
3 Add text and formatting as needed.
Prevent changes in PDF Editor
You can freeze the text you have added to PDFs created from a blank page. This prevents anyone from adding or
changing the text. There is no Undo for this process.
1 Choose Document > Prevent Further Edits.
2 In the message that appears, click Prevent Further Edits to confirm your choice. Or, click Keep Text Editable if you
want to continue adding or editing text with the PDF Editor.
3 In the Save As dialog box, select a new name and location for the file, or leave the original name and location
selected to replace the original file with the uneditable version.
Preferences for the PDF Editor
The PDF Editor preferences are available in the Preferences dialog box under New Document.
Font Specifies the font family to use by default for typing on a new, blank page.
Size Specifies the size of the default font.
Default Margins Specifies the measurements of the insets from the edges of the page: Left, Right, Top, and Bottom.
Size (under Default Page) Specifies the standard paper size, such as Letter, Tabloid, A4, and so on.
Orientation Specifies whether the longer side of the page runs horizontally (Landscape) or vertically (Portrait).
Scan a paper document to PDF
You can create a PDF file directly from a paper document, using your scanner and Acrobat. In Windows XP and
Windows Vista, Acrobat supports TWAIN scanner drivers and Windows Image Acquisition (WIA) drivers.
In Windows, when you create a PDF from a scanner, you can choose a scanning preset that best matches the type of
document you are scanning. (The available presets are Black & White Document, Grayscale Document, Color
Document, and Color Image). You can also scan using custom settings, and you can adjust the settings in the scanning
presets.
USING ACROBAT 9 STANDARD 58
Creating PDFs
Note: Preset scanning is available only for scanner drivers that support Hide Scanner’s Native Interface mode. The
scanning presets are not available in Mac OS.
In Windows, if a WIA driver is installed for your scanner, you can use the Scan button on your scanner to create a
PDF. Press the Scan button, and then in Windows, choose Adobe Acrobat from the list of registered applications.
Then, in the Acrobat Scan dialog box, select a scanner and a document preset or Custom Scan.
Scan a paper document to PDF using a preset (Windows)
1 Choose File > Create PDF > From Scanner > [document preset].
2 If prompted to scan more pages, select Scan More Pages or Scan Is Complete, and click OK.
Scan a paper document to PDF without presets
1 In Acrobat, do one of the following:
• (Windows) Choose File > Create PDF > From Scanner > Custom Scan.
• (Mac OS) Choose File > Create PDF > From Scanner.
2 Select scanning options in the Scan dialog box, as needed, and then click Scan.
Note: If you specify that you want to use the native scanner user interface instead of the Acrobat user interface, other
windows or dialog boxes appear. Consult the scanner documentation information on available options. In Mac OS, the
scanner user interface is always shown.
3 If prompted to scan more pages, select Scan More Pages or Scan Is Complete, and click OK.
Optimize a scanned PDF
1 Open a PDF created from a scanned document.
2 Choose Document > Optimize Scanned PDF.
3 Select options in the dialog box, and click OK.
The options available in the Optimized Scanned PDF dialog box also appear in the Optimization Options dialog box,
which are described in detail under that heading in this topic.
Configure scanning presets (Windows)
1 Choose File > Create PDF > From Scanner > Configure Presets.
2 In the Configure Presets dialog box, select a preset: Black & White Document, Grayscale Document, Color
Document, or Color Image.
3 Adjust the settings as needed.
4 Click Save to save the preset, and then click OK.
Scanning options
Scanner Select an installed scanner. You must have the manufacturer scanning software installed on your computer.
In Windows only, click the Options button to specify scanner options.
Sides Specify single or double-sided scanning. If you select Both Sides and the settings of the scanner are for only one
side, the scanner setting overrides the Acrobat settings.
USING ACROBAT 9 STANDARD 59
Creating PDFs
Note: You can scan both sides of pages even on scanners that do not themselves support two-sided scanning. When Both
Sides is selected, a dialog box appears after the first sides are scanned. You can then reverse the original paper documents
in the tray, and select the Scan Reverse Side (Put Reverse Of Sheets) option in that dialog box. This method produces a
PDF with all pages in the proper sequence.
Color Mode (Windows only) Select a basic color mode (Color, Black and White, or Grayscale) supported by your
scanner. This option is enabled if your Scanner Options are set to use the Acrobat scanning dialog box instead of the
scanner application.
Resolution (Windows only) Select a resolution supported by your scanner. This option is enabled if your Scanner
Options are set to use the Acrobat scanning dialog box instead of the scanner application.
Note: If you select a Color Mode or Resolution option not supported by your scanner, a message appears and your scanner
application window opens. Select different options in the scanner application window.
Paper Size (Windows only) Select a paper size or specify a custom width and height.
Prompt For Scanning More Pages When selected, a dialog box prompting you to scan additional pages appears after
scanning every page.
New PDF Document Creates a new PDF. This option is not available in the Configure Presets dialog box.
Multiple Files Creates multiple files from multiple paper documents. Click More Options, and specify whether to
create a PDF Portfolio of the files, the number of pages for each file, and a filename prefix. These options are not
available in the Configure Presets dialog box.
Append To Existing File Or Portfolio Adds the converted scan to an existing PDF or PDF Portfolio. This option is not
available in the Configure Presets dialog box.
Small Size/High Quality Drag the slider to set the balance point between file size and quality. Click Options to
customize optimization with specific settings for file compression and filtering.
Make Searchable (Run OCR) Select this option to convert text images in the PDF to searchable and selectable text. This
option applies optical character recognition (OCR) and font and page recognition to the text images and converts them
to normal text. When selected, this option also adds tags to the document, which improves accessibility for disabled
users. Click Options to specify settings in the Recognize Text - Settings dialog box. See “Recognize text in scanned
documents” on page 61.
Make PDF/A Compliant Select this option to make the PDF conform to ISO standards for PDF/A-1b. When selected,
only Searchable Image (Exact) is available in the Recognize Text - Settings dialog box for the PDF Output Style option.
Add Metadata When selected, the Document Properties dialog box appears after scanning. In the Document
Properties dialog box, you can add metadata, or information about the scanned document, to the PDF file. If you are
creating multiple files, you can enter common metadata for all of the files.
Scanner Options dialog box
Data Transfer Method Native Mode transfers in the default mode for your scanner. Memory Mode is automatically
selected for scanning in resolutions over 600 dots per inch (dpi).
User Interface The Hide Scanner’s Native Interface option bypasses the windows and dialog boxes provided by the
scanner manufacturer. Instead, scanning from Acrobat opens the Custom Scan dialog box.
Invert Black And White Images This option creates positive images from black-and-white negatives, for example.
USING ACROBAT 9 STANDARD 60
Creating PDFs
Optimization Options dialog box
The Optimization Options dialog box for image settings controls how scanned images are filtered and compressed for
the PDF. Default settings are suitable for a wide range of document pages, but you may want to customize settings for
higher-quality images, smaller file sizes, or scanning issues.
Automatic Applies default settings to balance file size and quality at a moderate level.
• Aggressive Applies settings that minimize file size. In some cases, selecting this option may visibly affect the quality
of the scanned PDF.
Custom Settings Makes additional settings available under Compression and Filtering and disables the Aggressive
setting under Automatic. If you select Custom Settings, the Color/Grayscale or Monochrome settings are available,
depending on the option you selected in the Acrobat Scan dialog box.
Color/Grayscale settings When scanning color or grayscale pages, select one of the following:
• Lossless Does not apply compression or filters—such as Deskew, Background Removal, and so forth—to scanned
pages.
• Adaptive Divides each page into black-and-white, grayscale, and color regions and chooses a representation that
preserves appearance while highly compressing each type of content. The recommended scanning resolutions are 300
dots per inch (dpi) for grayscale and RGB input, or 600 dpi for black-and-white input.
• JPEG Applies JPEG compression to the entire grayscale or RGB input page.
Note: The scanner uses either the selected Color/Grayscale option or the selected Monochrome option. Which one is used
depends on the settings you select in the Acrobat Scan dialog box or in the scanner’s TWAIN interface, which may open
after you click Scan in the Acrobat Scan dialog box. (By default, the scanner application dialog box does not open.)
Monochrome When scanning black-and-white or monotone images, select one of the following:
• JBIG2 Applies the JBIG2 compression method to black-and-white input pages. Settings of 0.95 or higher use the
lossless method; at lower settings, text is highly compressed. Text pages typically are 60% smaller than CCITT Group
4 compressed pages, but processing is slow. Compatible with Acrobat 5.0 (PDF 1.4) and later.
Note: For compatibility with Acrobat 4.0, use a compression method other than JBIG2.
• Adaptive (As described under Color/Grayscale settings.)
• CCITT Group 4 Applies CCITT Group 4 compression to black-and-white input page images. This fast, lossless
compression method is compatible with Acrobat 3.0 (PDF 1.2) and later.
Deskew Rotates any page that is not square with the sides of the scanner bed, to make the PDF page align vertically.
Choose Automatic or Off.
Background Removal Whitens nearly white areas of grayscale and color input (not black-and-white input).
For best results, calibrate your scanner’s contrast and brightness settings so that a scan of a normal black-and-white
page has dark gray or black text and a white background. Then, Off or Low should produce good results. If scanning
off-white paper or newsprint, use Medium or High to clean up the page.
Edge Shadow Removal Removes dark streaks that occur at the edges of scanned pages, where the paper edge shadows
the scanner light. Choose Off, Cautious, or Aggressive.
Despeckle Removes isolated black marks in black-and-white page content. Low uses a basic peephole filter. Medium
and High use both a peephole filter and a large area filter that removes larger spots farther from nearby features.
Descreen Removes halftone dot structure, which can reduce JPEG compression, cause moire patterns, and make text
difficult to recognize. Suitable for 200–400-dpi grayscale or RGB input or, for Adaptive compression, 400–600-dpi
black-and-white input. The Automatic setting (recommended) applies the filter for 300 dpi or higher grayscale and
USING ACROBAT 9 STANDARD 61
Creating PDFs
RGB input. Select Off when scanning a page with no pictures or filled areas, or when scanning at a resolution higher
than the effective range.
Halo Removal When On (recommended), removes excess color at high-contrast edges, which may have been
introduced during either printing or scanning. This filter is used only on color input pages.
Scanning tips
• Acrobat scanning accepts images between 10 dpi and 3000 dpi. If you select Searchable Image or ClearScan for PDF
Output Style, input resolution of 72 dpi or higher is required, and input resolution higher than 600 dpi is
downsampled to 600 dpi or lower.
• To apply lossless compression to a scanned image, select one of these options under the Compression section in the
Optimization Options dialog box: CCITT Group 4 for monochrome images, or Lossless for color or grayscale
images. If this image is appended to a PDF document, and the file is saved by Save, the scanned image remains
uncompressed. If the PDF document is saved using Save As, the scanned image may be compressed.
• For most pages, black-and-white scanning at 300 dpi produces text best suited for conversion. At 150 dpi, OCR
accuracy is slightly lower, and more font-recognition errors occur; at 400 dpi and higher resolution, processing
slows and compressed pages are bigger. If a page has many unrecognized words or very small text (9 points or
smaller), try scanning at higher resolution. Scan in black and white whenever possible.
• When Recognize Text Using OCR is disabled, full 10-to-3000 dpi resolution range may be used, but the
recommended resolution is 72 and higher dpi. For Adaptive compression, 300 dpi is recommended for grayscale
or RGB input, or 600 dpi for black-and-white input.
• Pages scanned in 24-bit color, 300 dpi, at 8-1/2–by-11 in. (21.59-by-27.94 cm) result in large images (25 MB) before
compression. Your system may require 50 MB of virtual memory or more to scan the image. At 600 dpi, both
scanning and processing typically are about four times slower than at 300 dpi.
• Avoid dithering or halftone scanner settings. These settings can improve the appearance of photographs, but they
make it difficult to recognize text.
• For text printed on colored paper, try increasing the brightness and contrast by about 10%. If your scanner has
color-filtering capability, consider using a filter or lamp that drops out the background color. Or if the text isn’t
crisp or drops out, try adjusting scanner contrast and brightness to clarify the scan.
• If your scanner has a manual brightness control, adjust it so that characters are clean and well formed. If characters
are touching, use a higher (brighter) setting. If characters are separated, use a lower (darker) setting.
Recognize text in scanned documents
You can use Acrobat to recognize text in previously scanned documents that have already been converted to PDF.
Optical character recognition (OCR) software enables you to search, correct, and copy the text in a scanned PDF. To
apply OCR to a PDF, the original scanner resolution must have been set at 72 dpi or higher.
Note: Scanning at 300 dpi produces the best text for conversion. At 150 dpi, OCR accuracy is slightly lower.
See also
“Adding unifying page elements” on page 106
Recognize text in a single document
1 Open the scanned PDF.
2 Choose Document > OCR Text Recognition > Recognize Text Using OCR.
USING ACROBAT 9 STANDARD 62
Creating PDFs
3 In the Recognize Text dialog box, select an option under Pages.
4 Optionally, click Edit to open the Recognize Text - Settings dialog box, and specify the options as needed.
Recognize text in multiple documents
1 In Acrobat, choose Document > OCR Text Recognition > Recognize Text In Multiple Files Using OCR.
2 In the Paper Capture Multiple Files dialog box, click Add Files, and choose Add Files, Add Folders, or Add Open
Files. Then select the files or folder.
3 In the Output Options dialog box, specify a target folder for output files, filename preferences, and an output
format.
4 In the Recognize Text - Settings dialog box, specify the options, and then click OK.
Recognize text in component PDFs in a PDF Portfolio
1 Select one or more scanned PDFs in a PDF Portfolio.
2 Choose Document > OCR Text Recognition > Recognize Text Using OCR.
3 Specify the options in the Recognize Text - Settings dialog box.
Recognize Text - Settings dialog box
Primary OCR Language Specifies the language for the OCR engine to use to identify the characters.
PDF Output Style Determines the type of PDF to produce. All options require an input resolution of 72 dpi or higher
(recommended). All formats apply OCR and font and page recognition to the text images and convert them to normal text.
• Searchable Image Ensures that text is searchable and selectable. This option keeps the original image, deskews it as
needed, and places an invisible text layer over it. The selection for Downsample Images in this same dialog box
determines whether the image is downsampled and to what extent.
• Searchable Image (Exact) Ensures that text is searchable and selectable. This option keeps the original image and
places an invisible text layer over it. Recommended for cases requiring maximum fidelity to the original image.
• ClearScan Synthesizes a new Type 3 font that closely approximates the original, and preserves the page background
using a low-resolution copy.
Downsample Images Decreases the number of pixels in color, grayscale, and monochrome images after OCR is
complete. Choose the degree of downsampling to apply. Higher-numbered options do less downsampling, producing
higher-resolution PDFs.
Enable Fast Web View in a PDF
Fast Web View restructures a PDF document for page-at-a-time downloading (byte-serving) from web servers. With
Fast Web View, the web server sends only the requested page, rather than the entire PDF. This option is especially
important with large documents that can take a long time to download from a server.
Check with your webmaster to make sure that the web server software you use supports page-at-a-time downloading.
To ensure that the PDF documents on your website appear in older browsers, you can also create HTML links (versus
ASP scripts or the POST method) to the PDF documents and use relatively short path names (256 characters or fewer).
USING ACROBAT 9 STANDARD 63
Creating PDFs
Verify that an existing PDF is enabled for Fast Web View
❖ Do one of the following:
• Open the PDF in Acrobat, and choose File > Properties. Look in the lower right area of the Description panel of the
dialog box for the Fast Web View setting (Yes or No).
• (Windows only) Right-click the PDF file icon and choose Properties. Click the PDF tab and look near the bottom
of the panel for the Fast Web View setting (Yes or No).
Verify the Fast Web View Preferences setting
Follow this procedure to make sure that you have Acrobat set up to enable Fast Web View during the PDF creation
process.
1 In the Preferences dialog box under Categories, select Documents.
2 On the right side of the dialog box, under Save Settings, make sure that Save As Optimizes For Fast Web View is
selected, and click OK.
Enable Fast Web View for an existing PDF
Use this procedure after you have verified your Fast Web View Preferences setting and checked the PDF properties to
be sure that the file is not already enabled for Fast Web View.
1 Open the PDF.
2 Choose File > Save As. Select the same filename and location.
3 When a message appears asking if you want to overwrite the existing file, click OK.
Using the Adobe PDF printer
Create PDFs by printing to file
In many authoring applications, you can use the Print command with the Adobe PDF printer to convert your file to
PDF. Your source document is converted to PostScript and fed directly to Distiller for conversion to PDF, without
manually starting Distiller. The current Distiller preference settings and Adobe PDF settings are used to convert the
file. If you’re working with nonstandard page sizes, create a custom page size.
Note: (Windows) For Microsoft Office documents, the Adobe PDF printer does not include some of the features that are
available from PDFMaker. For example, you cannot create bookmarks and hypertext links using the Adobe PDF printer.
If you’re creating a PDF from a Microsoft Office document and you want to use these features, use PDFMaker.
Note: The Adobe PDF printer creates untagged PDFs. A tagged structure is required for reflowing content to a handheld
device and is preferable for producing reliable results with a screen reader.
See also
“Creating accessible PDFs” on page 250
“Creating PDFs with PDFMaker (Windows)” on page 67
Create a PDF using the Print command (Windows)
1 Open the file in its authoring application, and choose File > Print.
2 Choose Adobe PDF from the printers menu.
USING ACROBAT 9 STANDARD 64
Creating PDFs
3 Click the Properties (or Preferences) button to customize the Adobe PDF printer setting. (In some applications,
you may need to click Setup in the Print dialog box to open the list of printers, and then click Properties or
Preferences.)
4 In the Print dialog box, click OK.
Note: By default, your PDF is saved in the folder specified in the printer port. The default location is My Documents. The
filename and destination are controlled by the Prompt For Adobe PDF Filename setting in the dialog box.
Create a PDF using the Print command (Mac OS)
1 Open the file in its authoring application, and choose File > Print.
2 Choose Adobe PDF from the printers menu.
3 Choose PDF Options from the pop-up menu that is beneath the Presets menu (it may show Copies & Pages by
default).
4 For Adobe PDF Settings, choose one of the default settings, or customize the settings using Distiller. Any custom
settings that you have defined are listed.
For most users, the default Adobe PDF conversion settings are adequate.
5 For After PDF Creation, specify whether to open the PDF.
6 Click Print.
7 Select a name and location for your PDF, and click Save.
Note: By default, your PDF is saved with the same filename and a .pdf extension.
Adobe PDF printing preferences (Windows)
Printing preferences apply to all applications that use the Adobe PDF printer, unless you change the settings in an
authoring application by using the Page Setup, Document Setup, or Print menu.
Note: The dialog box for setting printing preferences is named Adobe PDF Printing Preferences, Adobe PDF Printing
Defaults, or Adobe PDF Document Properties, depending on how you access it.
To access printing preferences:
• Open the Printers window from the Start menu. Right-click the Adobe PDF printer, and choose Printing
Preferences.
• In an authoring application such as Adobe InDesign, choose File > Print. Select Adobe PDF as the printer, and click
the Properties (or Preferences) button. (In some applications, you may need to click Setup in the Print dialog box
to access the list of printers, and then click Properties or Preferences to customize the Adobe PDF settings.)
PDF-specific options appear on the Adobe PDF Settings tab. The Paper Quality tab and Layout tab contain other
familiar options for the paper source, printer ink, page orientation, and number of pages per sheet.
Note: Printing Preferences are different from printer Properties. The Preferences include Adobe PDF-specific options for
the conversion process; the Properties dialog box contains tabs of options that are available for any type of printer.
Adobe PDF Conversion Settings Select a predefined set of options from the Default Settings menu or click Edit to view
or change the settings in the Adobe PDF Settings dialog box.
Adobe PDF Security To add security to the PDF, choose one of the following options, or click Edit to view or change
the security settings:
• Reconfirm Security For Each Job Opens the Adobe PDF - Security dialog box each time you create a PDF using the
Adobe PDF printer. Specify settings in the dialog box.
USING ACROBAT 9 STANDARD 65
Creating PDFs
• Use The Last Known Security Settings Uses the same security settings that were used the last time a PDF was
created using the Adobe PDF printer on your computer.
Adobe PDF Output Folder Choose an output folder for the converted PDF, or click Browse to add or change the output
folder. Choose Prompt For Adobe PDF Filename to specify a location and filename at conversion time.
Adobe PDF Page Size menu Select a custom page size that you have defined.
View Adobe PDF Results Automatically starts Acrobat and displays the converted document immediately.
Add Document Information Includes information such as the filename and date and time of creation.
Rely On System Fonts Only; Do Not Use Document Fonts Deselect this option to download fonts when creating the
PDF. All your fonts will be available in the PDF, but it will take longer to create it. Leave this option selected if you are
working with Asian-language documents.
Delete Log Files For Successful Jobs Automatically deletes the log files unless the job fails.
Ask To Replace Existing PDF File Warns you when you are about to overwrite an existing PDF with a file of the same name.
See also
“Create and use a custom page size” on page 66
Set Adobe PDF printer properties (Windows)
In Windows, you can usually leave the Adobe PDF printer properties unchanged, unless you have configured printer
sharing or set security.
Note: Printing Properties are different from printer Preferences. The Properties dialog box contains tabs of options that
apply to any type of printer; the Preferences include conversion options specifically for the Adobe PDF printer.
Set Adobe PDF printer properties
1 Open the Printers window from the Start menu, and right-click the Adobe PDF printer.
2 Choose Properties.
3 Click the tabs, and select options as needed.
Reassign the port that the Adobe PDF printer uses
1 Quit Distiller if it is running, and allow all queued jobs to the Adobe PDF printer to complete.
2 Open the Printers window from the Start menu.
3 Right-click the Adobe PDF printer, and choose Properties.
4 Click the Ports tab, and then click Add Port.
5 Select Adobe PDF Port from the list of available port types, and click New Port.
6 Select a local folder for PDF output files, and click OK. Then click Close to quit the Printer Ports dialog box.
7 In the Adobe PDF Properties dialog box, click Apply, and then click OK.
For best results, select a folder on the same system where Distiller is installed. Although remote or network folders are
supported, they have limited user access and security issues.
Delete a folder and reassign the Adobe PDF printer to the default port
1 Quit Distiller if it is running, and allow a few minutes for all queued jobs to Adobe PDF to complete.
USING ACROBAT 9 STANDARD 66
Creating PDFs
2 Open the Printers window from the Start menu.
3 Right-click the Adobe PDF printer, and choose Properties.
4 Click the Ports tab.
5 Select the default port, Documents, and click Apply.
6 Select the port to delete, click Delete Port, and then click Yes to confirm the deletion.
7 Select the Documents port again and click Close.
Configure the Adobe PDF printer (Mac OS)
In Mac OS, you must configure the Adobe PDF printer in three places: Distiller, your authoring application’s Page
Setup menu, and your authoring application’s Print dialog box.
1 In Distiller, specify the Adobe PDF settings, font locations, and security.
2 In an authoring application such as Adobe InDesign, choose File > Page Setup.
3 Select Adobe PDF 9.0 from the Format For menu.
4 Specify the paper size, orientation, and scale as necessary.
5 In your authoring application, choose File > Print, and select Adobe PDF 9.0 from the Printer menu.
6 In the pop-up menu below the Presets menu, choose PDF Options, and set any of the following options:
• Select a set of predefined conversion settings from the Adobe PDF Settings menu if you want to override default
settings. Default settings are the settings currently defined in Distiller.
• Specify whether to open the converted files in Acrobat in the After PDF Creation menu.
7 Specify print settings as desired in the other menus available in the pop-up menu below the Presets menu.
Create and use a custom page size
It’s important to distinguish between page size (as defined in the source application’s Document Setup dialog box for
your document) and paper size (the sheet of paper, piece of film, or area of the printing plate you’ll print on). Your
page size might be U.S. Letter (8-1/2-by-11 in. or 21.59-by-27.94 cm), but you might need to print on a larger piece of
paper or film to accommodate any printer’s marks or the bleed area. To ensure that your document prints as expected,
set up your page size in both the source application and the printer.
The list of paper sizes available to Acrobat comes from the PPD file (PostScript printers) or from the printer driver
(non-PostScript printers). If the printer and PPD file you’ve chosen for PostScript printing support custom paper sizes,
you see a Custom option in the Paper Size menu. For printers capable of producing very large print areas, Acrobat
supports pages as large as 15,000,000 in. (38,100,000 cm) by 15,000,000 in. (38,100,000 cm).
Create a custom page size (Windows)
1 Do one of the following:
• Open the Printers or Printer And Faxes window from the Start menu. Right-click the Adobe PDF printer, and
choose Printing Preferences.
• In an authoring application such as Adobe InDesign, choose File > Print. Select Adobe PDF as the printer, and click
the Properties button. (In some applications, you may need to click Setup in the Print dialog box to open the list of
printers, and then click Properties or Preferences to customize the Adobe PDF settings.)
2 In the Adobe PDF Settings tab, click the Add button next to the Adobe PDF Page Size menu.
USING ACROBAT 9 STANDARD 67
Creating PDFs
3 Specify the name, width, height, and unit of measurement. Click Add/Modify to add the custom page size name to
the Adobe PDF Page Size menu.
Create a custom page size (Mac OS)
1 In an authoring application such as Adobe InDesign, choose File > Page Setup.
2 In the Paper Size pop-up menu, select Manage Custom Sizes.
3 Click the + button.
4 Specify the name, height, width, and margins. The unit of measurement depends on the system language.
Use the custom page size
1 Choose File > Print Setup.
2 Select the new custom page size from the Paper Size menu.
Creating PDFs with PDFMaker (Windows)
About Acrobat PDFMaker
PDFMaker is an Acrobat feature that operates within many business applications, such as Microsoft Office
applications and Lotus Notes. When you install Acrobat, PDFMaker controls appear in the work area of the authoring
application.
Using PDFMaker within an authoring application is a simple, one-click procedure. It involves clicking an Acrobat
PDFMaker toolbar button or choosing a command on the Adobe PDF menu. It is not necessary to open Acrobat.
Convert a file using PDFMaker
In Windows, Acrobat installs both an Acrobat PDFMaker toolbar and an Adobe PDF menu in many popular
authoring applications. You can use either the toolbar buttons or the Adobe PDF menu (the Action menu in Lotus
Notes) to create PDFs, but the menu also provides access to conversion settings. Although many of the conversion
options are common to all authoring applications, a few are application-specific.
For Microsoft Office 2007 applications such as Word, Excel, PowerPoint, and Access, the options for creating PDFs
are available from the Acrobat ribbon.
Note: If you don’t see the PDF toolbar buttons in an application, you must show or activate the PDF toolbar.
See also
“Customize Adobe PDF settings” on page 87
“Create PDFs from Word mail merges” on page 74
Show or activate PDFMaker in Microsoft Office and LotusNotes
If the PDF toolbar buttons don’t appear in your Microsoft Office or LotusNotes application, use one of the following
methods to show or activate PDFMaker.
For Lotus Notes 7 or earlier, choose File > Preferences > Toolbar Preferences, click Toolbars, and select the Visible
option for Acrobat PDFMaker 9.0.
USING ACROBAT 9 STANDARD 68
Creating PDFs
For Lotus Notes 8 or later, choose File > Preferences. In the dialog box that appears, choose Toolbar > Toolbars, and
select the Visible option for Acrobat PDFMaker 9.0.
For Office 2003 or earlier, choose View > Toolbars > Acrobat PDFMaker 9.0.
For Office 2007, follow these steps:
1 Do one of the following:
• (Outlook) Choose Tools > Trust Center.
• (Other Office applications) Click the Office button, and then click the [Application] Options button, where
[Application] is the Office application name. For example, in Word, the button name is Word Options.
2 Click Add-Ins on the left side of the dialog box.
3 Do one of the following:
• If PDFMOutlook or Acrobat PDFMaker Office COM Addin is not listed, choose COM Add-Ins from the Manage
pop-up menu and click Go.
• If PDFMOutlook or Acrobat PDFMaker Office COM Addin is listed under Disabled Application Add-ins, select
Disabled Items from the Manage pop-up menu and click Go.
4 Select PDFMOutlook or Acrobat PDFMaker Office COM Addin and click OK.
5 Restart the Office application.
Convert a file to PDF
1 Open the file in the application used to create it.
2 Click the Convert To Adobe PDF button
on the Acrobat PDFMaker toolbar.
For Microsoft Office 2007 applications, such as Word, Excel, PowerPoint, and Access, click the Create PDF button
on the Acrobat ribbon.
3 Enter a filename and location for the PDF, and click Save.
Create a PDF as an email attachment
1 Open the file in the application used to create it.
2 Choose Adobe PDF > Convert To Adobe PDF And Email.
For Microsoft Office 2007 applications, such as Word, Excel, PowerPoint, and Access, click the Create And Attach To
on the Acrobat ribbon.
Email button
When the conversion is finished, a blank message with the new PDF included as an attachment automatically opens
in your default email application. You can then address and complete the message and either send it or save it as a draft.
Attach a file as PDF (Outlook)
1 In the Outlook email Message window, click the Attach As Adobe PDF button.
Note: If the Attach As PDF button isn’t visible, choose Adobe PDF > Change Conversion Settings, and then select Show
Attach As Adobe PDF Buttons. This option is not available in Outlook 2007.
2 Select a file to attach, and click Open.
Convert files to a secured PDF and attach it to an email message (Outlook)
1 In the Outlook email Message window, click the Attach As Secured Adobe PDF button
.
USING ACROBAT 9 STANDARD 69
Creating PDFs
Note: The Attach As Secured Adobe PDF button appears only after you’ve configured an Adobe LiveCycle® Rights
Management Server using the Advanced > Security Settings menu.
2 Click Browse, select a file to convert, and click Open.
3 Specify the users that can open the PDF, and then click OK:
• To specify only users that receive the PDF, select Restrict Access Only To People In This Message’s To:, Cc:, And
Bcc: List. In this case, the PDF isn’t secured until you send the email message.
• To specify only users that are specified by a security policy, select Restrict Access By Applying The Following
Security Policy, and then select a security policy in the list. In this case, the PDF is secured before it is attached to
the email message.
4 If prompted, enter your user name and password to log in to the Adobe LiveCycle Rights Management Server.
Create a PDF and send it for review
1 Open the file in the application used to create it.
2 Click the Convert To Adobe PDF And Send For Review button
on the Acrobat PDFMaker toolbar, or (if
available) choose Adobe PDF > Convert To Adobe PDF And Send For Review.
For Microsoft Office 2007 applications such as Word, Excel, PowerPoint, and Access, click the Create And Send For
on the Acrobat ribbon.
Review button
3 When the Identity Setup dialog box appears, enter the appropriate information about yourself, and click Complete.
4 Follow the directions in the wizard that appears, as described in “Start an email-based review” on page 135.
View PDFMaker conversion settings
PDFMaker conversion settings vary according to file types. For example, the options available for PowerPoint files
aren’t the same as the options available for Outlook files. Once you’ve selected conversion settings, those choices apply
to all subsequent PDFs you create from that file type. It’s a good idea to review the settings occasionally.
1 Open a PDFMaker-enabled application (such as Word or Excel).
2 Do one of the following:
• (Lotus Notes) Choose Actions > Change Adobe PDF Conversion Settings.
• (Office 2007 applications) In the Acrobat ribbon, click Preferences.
• (All other applications) Choose Adobe PDF > Change Conversion Settings.
3 (Optional) To revert to the original default settings, click Restore Defaults on the Settings tab.
See also
“Adobe PDF conversion settings” on page 85
“Application-specific PDFMaker settings” on page 75
Settings tab of the Conversion Settings
The settings available for PDFMaker depend on the application in which you’re using PDFMaker.
Conversion Settings Specifies the standard by which the PDF will be optimized. When you choose an item in the
menu, a description of that preset appears immediately below it.
View Adobe PDF Result Opens the converted document directly into Acrobat. (Exception: when you choose Convert
To Adobe PDF And Email.)
USING ACROBAT 9 STANDARD 70
Creating PDFs
Prompt For Adobe PDF File Name Lets you enter a custom filename for the resulting PDF. Deselect this option to save
the file in the same folder as the source file, using the same name but with a .pdf extension.
Convert Document Information Adds document information from the Properties dialog box of the source file. This
setting overrides the printer preferences and settings in the Advanced panel of the Adobe PDF Settings dialog box.
Note: The Advanced Settings button opens the Adobe PDF Settings dialog box, which contains many additional
conversion options. These conversion settings apply to all Acrobat features that create PDFs, such as Acrobat Distiller,
PDFMaker, and the Acrobat application itself.
Create PDF/A Compliant PDF File Creates the PDF so that it conforms to this ISO standard for long-term preservation
of electronic documents. (In the Microsoft Publisher application alone, PDFMaker does not support the PDF/A
standard.)
Note: When Conversion Settings are opened from within Word, Excel, or PowerPoint, this option specifies PDF/A 1a:2005. When opened from within Access, it specifies PDF/A 1-b:2005.
Security tab of the Conversion Settings
The settings available for PDFMaker depend on the application in which you’re using PDFMaker.
Require A Password To Open The Document When selected, makes the Document Open Password option available,
where you enter a password that users must use to open the document.
Restrict Editing And Printing Of The Document When selected, makes the other Permissions options available.
Change Permissions Password Specifies a password you set that users must use in order to do any allowable printing
or editing.
Printing Allowed Specifies whether users who use the Permissions Password can print the document and at what
resolution.
Changes Allowed Specifies what kind of changes users who use the Permissions Password can make.
Enable Copying Of Text, Images, And Other Contents Prevents or allows users from copying from the PDF.
Enable Text Access For Screen Reader Devices For The Visually Impaired Prevents or allows screen reader devices to
read text. (Selected by default.)
Enable Plaintext Metadata Specifies whether the search engine can read the document metadata. Available only when
the PDF-compatibility is set to Acrobat 6.0 (PDF 1.5) or later.
Convert Microsoft Word, PowerPoint, and Excel files to PDF
When creating a PDF from Microsoft Word, PowerPoint, or Excel, you can set conversion options for the current file.
You can also select a range of content in the file to convert. The conversion options that you can set in the following
steps are some of the most commonly used settings from the Acrobat PDFMaker dialog box. Any changes you make
to the conversion options apply to the current conversion only.
See also
“View PDFMaker conversion settings” on page 69
“Application-specific PDFMaker settings” on page 75
Convert Excel files to PDF
1 Open a file in Excel.
2 Optionally, select the cells to convert.
USING ACROBAT 9 STANDARD 71
Creating PDFs
3 Do one of the following:
• (Office 2003 or earlier) From the Adobe PDF menu, select one of the Convert To Adobe PDF options.
• (Office 2007) From the Acrobat ribbon, select one of the Create options.
4 In the Acrobat PDFMaker dialog box, select a Conversion Range, then click Convert To PDF.
5 In the Save Adobe PDF File As dialog box, specify a filename and location for the PDF.
6 Optionally, click the Options button to change the conversion settings.
7 Click Save to create the PDF.
Convert Word and PowerPoint files to PDF
1 Open a file in Word or PowerPoint.
2 Optionally, select objects and text (Word) or slides (PowerPoint), as needed.
3 Do one of the following:
• (Office 2003 or earlier) From the Adobe PDF menu, select one of the Convert To Adobe PDF options.
• (Office 2007) From the Acrobat ribbon, select Create PDF, Create And Attach to Email, or Create And Send For
Review.
4 In the Save Adobe PDF File As dialog box, specify a filename and location for the PDF.
5 Optionally, click the Options button to change the conversion settings.
6 Select a Page Range (Word) or Slide Range (PowerPoint). The Selection option is available only if you have selected
content in the file.
7 Click OK, then click Save to create the PDF.
Convert email messages to PDFs
You can use PDFMaker to convert one or more Microsoft Outlook or Lotus Notes email messages or entire folders of
messages to a merged PDF or PDF Portfolio. Within a PDF Portfolio, each email message appears as a separate PDF
file.
The Acrobat PDFMaker Conversion Settings dialog box contains the option that determines whether email messages
are merged into one continuous PDF or assembled into a PDF Portfolio.
The controls that activate an email conversion to PDF appear in two places within the email application: on the
Acrobat PDFMaker toolbar and on a menu. In Outlook, the menu is called Adobe PDF and appears to the right of the
Outlook Help menu. In Lotus Notes, PDF commands appear under the Actions menu.
You can convert one currently open email message to PDF (not to a PDF Portfolio) by choosing File > Print, and
selecting Adobe PDF as the printer in the Print dialog box. The PDFMaker conversion settings do not affect this
process.
See also
“Application-specific PDFMaker settings” on page 75
Specify whether email messages become merged PDFs or PDF Portfolios
1 Do one of the following:
• (Outlook) Choose Adobe PDF > Change Conversion Settings.
• (Lotus Notes) Choose Actions > Change Adobe PDF Conversion Settings.
USING ACROBAT 9 STANDARD 72
Creating PDFs
2 Do one of the following:
• To convert and merge email messages into a PDF as sequential pages of one document, deselect Output Adobe PDF
Portfolio When Creating A New PDF File.
• To assemble converted email messages as components of a PDF Portfolio, select Output Adobe PDF Portfolio
When Creating A New PDF File.
Convert an open email message to PDF (Outlook)
❖ Choose Adobe PDF > Convert To Adobe PDF.
You can also convert a different file to PDF from within an open Outlook email message if the Attach As Adobe PDF
toolbar is shown. Clicking this button opens a series of dialog boxes for selecting and saving the new PDF and also
starts Acrobat, if it is not already running. The resulting PDF is attached to the open email message.
Convert email messages to a new PDF
1 In Outlook or Lotus Notes, select the individual email messages.
2 Do one of the following:
• (Outlook) Choose Adobe PDF > Convert Selected Messages > Create New PDF.
• (Lotus Notes) Choose Actions > Convert Selected Messages To Adobe PDF.
3 In the Save Adobe PDF As dialog box, select a location, type a filename, and click Save.
Add email messages or folders to an existing PDF
1 In Outlook or Lotus Notes, select the individual email messages or folders.
2 Do one of the following:
• (Outlook) Choose Adobe PDF > Convert Selected Messages > Append To Existing PDF, or Adobe PDF > Convert
Selected Folders > Append To Existing PDF.
Note: If you have already created one or more PDF Portfolios, you can choose from recently created PDF Portfolios in
addition to the Append To Existing PDF option.
• (Lotus Notes) Choose Actions > Append Selected Message(s) To Existing Adobe PDF, or Actions > Append
Selected Folder(s) To Existing Adobe PDF.
3 Locate and select the PDF or PDF Portfolio to which you want to add the converted emails, and click Open.
Important: Do not type a new name for the PDF. If you do, a warning message appears telling you that the PDF was not
found. Click OK, and select a PDF without changing its name.
4 (Outlook only) If a message appears, alerting you that the existing PDF was created using an earlier version of
PDFMaker, do one of the following:
• To create a PDF Portfolio from the original PDF archive, click Yes, and select a name and location for the new
archive. (The default name adds _Portfolio to the original PDF filename.) When the conversion is complete and the
Creating Adobe PDF dialog box closes, the new archive opens in Acrobat.
• Click No to cancel the process.
Note: For PDF Portfolios of email converted or migrated in Acrobat 8 or later, only new messages—that is, messages that
are not already part of the PDF Portfolio—are appended.
USING ACROBAT 9 STANDARD 73
Creating PDFs
Convert email folders to a new PDF
PDFMaker can convert multiple folders to PDF in one procedure. It is not necessary to select the folders at the
beginning of the process because you can select them in a dialog box that appears automatically.
1 Do one of the following:
• (Outlook) Choose Adobe PDF > Convert Selected Folders > Create New PDF.
• (Lotus Notes) Choose Actions > Convert Selected Folder(s) To Adobe PDF.
2 In the Convert Folder(s) To PDF dialog box, select the folders. Then select or deselect the Convert This Folder And
All Sub Folders option.
3 In the Save Adobe PDF File As, select a location and name for the PDF Portfolio.
When the conversion is complete, the new PDF opens in Acrobat.
Migrate old Outlook PDF archives to PDF Portfolios
It’s a good idea to migrate old PDF email archives to PDF Portfolios for the following reasons: to facilitate sorting and
other functions, and to make it possible to add new email messages to those archives.
In PDF Portfolios, each email message is converted as a component PDF. You can then sort the messages by message
folder, sender, subject line, date, size, or attachments. Also, you can create custom categories and sort by those
categories.
If you open email archives created with Acrobat 7.0 or earlier, you must create an archive and append the selected
messages to the new archive. A wizard guides you through the process.
1 Open Outlook.
2 Choose Adobe PDF > Upgrade Acrobat 7 PDF Archive.
3 If a message appears, click Yes to continue the migration process.
4 Locate and select the old PDF archive, and click Open.
5 Select a location and name for the migrated PDF Portfolio, and click Save. (The default naming adds _Portfolio to
the existing filename, such as renaming an archive called Inbox.pdf as Inbox_Portfolio.pdf.)
When the conversion process is complete and the Creating Adobe PDF dialog box closes, the new archive opens in
Acrobat.
Set up automatic email archiving
1 Do one of the following:
• (Outlook) Choose Adobe PDF > Setup Automatic Archival.
• (Lotus Notes) Choose Actions > Setup Automatic Archival.
2 On the Automatic Archival tab of the Acrobat PDFMaker dialog box, select Enable Automatic Archival. Then select
options for Frequency and the time of day at which automatic archiving occurs.
3 Select other options, according to your needs:
Maintain Log Of Archival Creates a record of each archiving session.
Choose File Specifies the name and location of the archiving log.
Embed Index For Faster Search Creates an index that you can search to find specific words or characters instead of
having to search each individual document.
USING ACROBAT 9 STANDARD 74
Creating PDFs
4 Click Add, and select the email folders and subfolders. Then select or deselect the Convert This Folder And All Sub
Folders option, as preferred, and click OK.
5 In the Save PDF Archive File As dialog box, select a name and location for the archived email PDF. Then click Open.
6 Review the settings and the archive folder names listed in the Acrobat PDFMaker dialog box, and do any of the
following:
• To add other email folders to the list, click Add and select the folder.
• To remove folders from the list, select the folders and click Delete.
• To change an archive file, select any folder name from the list, click Change Archive File, and specify the name and
location.
• To start archiving email immediately, click Run Archival Now.
Create PDFs from Word mail merges
Mail merges from Word generate documents like form letters—for one common example—which are personalized
with information like the names and addresses of the individuals to whom they will be sent. With Acrobat PDFMaker,
you can save steps by using a Word mail merge document and corresponding data file to output mail merges directly
to PDF. You can even set up PDFMaker to attach those PDFs to email messages that are generated during the PDFcreation process.
Note: For information on setting up files for the Word Mail Merge feature, see Microsoft Office Word Help.
1 In Microsoft Word, open the template that you have created as the basis of your mail merge, or create the file using
the Word Mail Merge toolbar and Mail Merge wizard, as needed.
Important: Do not complete the mail merge in Word. Instead, set up and preview the mail merge as usual, so that you
can verify that the merge will work correctly.
2 Do one of the following:
• Choose Adobe PDF > Mail Merge To Adobe PDF.
• Click the Mail Merge To Adobe PDF button on the Mail Merge toolbar (View > Toolbars > Mail Merge).
• (Word 2007) From the Acrobat ribbon, click Mail Merge.
3 In the Acrobat PDFMaker - Mail Merge dialog box, select the options you want:
• To specify which records in the data file will be imported into the merged files, select All or Current, or enter a range
of pages by typing in the From and To boxes.
• To name the PDF that will be created, type in the Specify PDF File Name box.
Note: The PDF will be named using this text plus a series of numbers. For example, if you type JulyLetter in the Specify
PDF File Name box, the mail-merged PDFs might appear as JulyLetter_0000123, JulyLetter_0000124, July
Letter_0000125, and so forth.
4 For Automatically Send Adobe PDF Files By Email, do one of the following:
• To create and save merged PDFs for printing or sending later in email, leave the option unselected, and click OK.
• To create merged PDFs and attach each one to an email message to the appropriate recipient, select this check box,
and fill in the other Email options.
5 When the Browse For Folder dialog box appears, navigate to the location you want to use and click OK.
Status indicators appear as PDFMaker generates the individual PDFs, which takes an amount of time that is
proportional to the complexity of the merge and the number of PDFs you create.
USING ACROBAT 9 STANDARD 75
Creating PDFs
6 If you selected Automatically Send Adobe PDF Files By Email, a dialog box appears asking for your email profile.
Enter the appropriate information and click OK.
When the job is finished, a message appears, telling you that the process was successful.
Email options for PDF mail merges
To Use the pop-up menu to select the field or column in the associated data file that contains the email addresses in
each individual’s record.
Subject Line Type the text that you want to appear in the subject line of each message.
Message Type to add or edit text that you want to appear in the body of the email messages.
PDFs from Microsoft Project, Publisher, and Access
There are specific differences to be aware of when you create PDFs from files authored in these applications:
Microsoft Project You can create PDFs of only the currently selected view. Views designated as nonprintable in Project
cannot be converted to PDF.
Note: Converting Project files requires Acrobat Pro or Acrobat Pro Extended.
Microsoft Publisher PDFs converted from Microsoft Publisher support crop marks, links, bookmarks, spot colors,
transparency, bleed marks, printing bleed marks, and CMYK color conversion.
Microsoft Access When creating PDFs from Access files, the process can involve two additional steps:
• You must select the object in the Access file to be created as a PDF before using the PDFMaker button or command.
• You can choose Adobe PDF > Convert Multiple Reports To Single Adobe PDF. For Access 2007, click Acrobat and
then click Convert Multiple Reports. You can select individual reports that you want to include, and click Add
Report(s). When all of the reports that you want to convert appear in the Reports In Adobe PDF list, click Convert
to start creating the PDF.
Note: When you convert an Access file to PDF, Access tables, queries, forms, and reports are converted.
Application-specific PDFMaker settings
The conversion settings available in one PDFMaker-enabled application may be different from those settings you
would encounter within a different application.
Some PDFMaker settings are common to several or most applications. Some options are unique to a specific
application.
See also
“Adobe PDF conversion settings” on page 85
“Convert web pages to PDF in Internet Explorer (Windows)” on page 78
“Convert Microsoft Word, PowerPoint, and Excel files to PDF” on page 70
Settings tab options available from within most applications
The following settings appear on the Settings tab available from within most PDFMaker-enabled applications.
Attach Source File Includes the document being converted as an attachment to the PDF.
USING ACROBAT 9 STANDARD 76
Creating PDFs
Create Bookmarks Converts certain elements in original Office documents to PDF bookmarks: Word headings, Excel
worksheet names, or PowerPoint titles. Selecting this option overrides any settings on the Bookmarks tab of the
Conversion Settings dialog box.
Note: In Microsoft Publisher 2003 documents, PDFMaker includes Publisher headings as bookmarks in the PDF.
PDFMaker does not support the conversion of Publisher 2002 bookmarks, links, transparency, or crop marks and bleed
marks.
Add Links Includes active links and hypertext in the PDF.
Note: If this option is deselected, but the recipient of the PDF has the Create Links From URLs preference selected, URLs
in the PDF are still active. For more information, see “Preferences for viewing PDFs” on page 32.
Enable Accessibility And Reflow With Tagged Adobe PDF Embeds tags in the PDF.
Excel-specific options on the Settings tab
Convert Comments Converts user-created Excel comments to notes and lists them in the Acrobat Comments panel.
Fit Worksheet To A Single Page Adjusts the size of each worksheet so that all the entries on that worksheet appear on
the same page of the PDF.
Fit To Paper Width Adjusts the width of each worksheet so that all the columns on that worksheet appear on one page
in the PDF.
Prompt For Selecting Excel Sheets Opens a dialog box at the beginning of the file conversion process. In this dialog
box, you can specify which worksheets are included in the PDF and the order in which the sheets appear in the PDF.
PowerPoint-specific options on the Settings tab
Convert Multimedia Converts any linked audio-video file to an FLV file and embeds it in the PDF.
Preserve Animation (PowerPoint 2002 and 2003 only) Converts any animation effects in the PowerPoint file to
equivalent animations in the PDF. This option is not available in PowerPoint 2007.
Preserve Slide Transitions Converts PowerPoint slide transition effects to PDF transition effects.
Convert Hidden Slides To PDF Pages Converts any PowerPoint slides that are not seen in the usual playing of the
presentation to PDF pages.
Convert Speaker Notes Converts any speaker notes for the PowerPoint presentation into Text notes in the PDF.
Use PowerPoint Printer Settings (PowerPoint 2002 and 2003 only) Uses the same printer settings in the PDF as in the
original file. This option is not available in PowerPoint 2007.
Email-specific options on the Settings tab
The following options appear when you open the PDFMaker settings from within Microsoft Outlook or Lotus Notes.
Compatibility Sets the compatibility level of the PDF. Use the most recent version (in this case, version 1.7 ADBE-3)
to include all the latest features and functionality. If you’re creating PDFs that are distributed widely, choose an earlier
level to ensure that all users can view and print the document.
Attachments Indicates whether all files attached to email messages are included in the PDF.
Output Adobe PDF Portfolio When Creating A New PDF File When selected, always converts individual messages as
component files of a PDF Portfolio. When deselected, merges individual messages as separate pages of a PDF.
Do Not Include Folder Name Information When selected, excludes mail folder names from PDFs.
Embed Index For Faster Search Creates an embedded index, which speeds up searches, especially when you convert
large numbers of email messages or message folders.
USING ACROBAT 9 STANDARD 77
Creating PDFs
Block Download Of External Content When selected, prevents the downloading of any external Internet content, such
as images, CSS, and JavaScript.
Page Layout options Specifies page properties, like the properties found in the Print dialog box: page dimensions,
orientation, and margins.
Show This Number Of Recent Archives (Outlook only) When converting email messages and folders, the Adobe PDF >
[Convert Selected Messages and Convert Selected Folders] menus can list recently created PDFs to append. This
option specifies the maximum number of PDFs to list in the menus.
Show “Attach As Adobe PDF” Buttons If selected, the Attach As Adobe PDF button appears in the Outlook email
message window.
Word tab settings (Microsoft Word)
Convert Displayed Comments To Notes In Adobe PDF Changes any Word comment entries to PDF comments. If the
currently open Word document contains comments, more options appear in the Comments list on this tab:
• Reviewer Lists the names of reviewers who have entered comments in the current Word document.
• Include When deselected, does not include the comments in the PDF.
• Notes Open Specifies whether the PDF comment windows automatically open or are closed for that reviewer’s
comments.
• Color Shows the color for that reviewer’s comment icons. Clicking the color icon repeatedly cycles through a
limited set of available colors.
• # Of Comments Shows the number of comments that the reviewer made.
Convert Cross-References And Table Of Contents To Links (Word 2002 and 2003 only) Enables one-click navigation of
these elements in the new PDF. This option is not available in Word 2007.
Convert Footnote And Endnote Links Integrates these into the PDF.
Enable Advanced Tagging Integrates this into the PDF.
Bookmarks tab settings (Microsoft Word)
The options you specify on this tab determine which items are converted into PDF bookmarks in the PDF.
Important: To include bookmarks in the conversion process, the Add Bookmarks To Adobe PDF option on the Settings
tab must be selected. If you deselect that option, it overrides any options you select on this tab and no bookmarks are
created.
Convert Word Headings To Bookmarks Selects all the headings in the Elements list for conversion to PDF bookmarks.
Convert Word Styles To Bookmarks Selects all the text styles in the Elements list for conversion to PDF bookmarks.
(Unselected by default.)
Convert Word Bookmarks Converts any user-created Word bookmarks to PDF bookmarks.
Element list Specifies which Word headings and styles are converted to PDF bookmarks.
• Element Lists the names of all available Word headings and styles. The icons for Headings
indicate the element types.
and Styles
• Type Also indicates whether the element is a heading or style in the Word document.
• Bookmark Displays X’s, indicating whether individual elements are converted to PDF bookmarks. Clicking an
individual Bookmark option changes the selection status for that element.
USING ACROBAT 9 STANDARD 78
Creating PDFs
• Level Specifies where the element fits in the hierarchy structure of the PDF Bookmarks panel. Clicking an
individual Level number opens a menu that you can use to change the value.
Note: When some but not all of the available Word headings and styles are selected for conversion to PDF bookmarks,
the marker in the corresponding check boxes at the top of the tab change. If all elements of the type are selected, a check
mark appears. If only some of the elements of that type are selected, a colored square appears. Otherwise, the check box
is empty.
Converting web pages to PDF
Web pages and PDFs
The core of a web page is a file written in Hypertext Markup Language (HTML). Typically, the HTML file includes
associations with other files that either appear on the web page or govern how it looks or works.
When you convert a web page to PDF, the HTML file and all associated files—such as JPEG images, Adobe FLA files,
cascading style sheets, text files, image maps, and forms—are included in the conversion process.
The resulting PDF behaves much like the original web page. For example, the images, links, image maps, and most
media files appear and function normally within the PDF. (Animated GIF files appear as still images, showing the last
frame of the animation.)
Also, the PDF functions like any other PDF. For example, you can navigate through the file by scrolling or using
bookmarks; users can add comments to it; you can add security, form fields, and other features that enhance it.
In preparing to convert web pages to PDF, consider the following factors, which affect how you approach the
conversion process:
• How much do you want to convert?
If you want to convert only selected areas of the currently open web page, use PDFMaker from within Internet
Explorer. If you want to convert several levels or all of a multipage website to PDF, work within Acrobat.
• Do you want to create a new PDF from the web pages or to append the converted pages to an existing PDF?
You can do both in either Acrobat or Internet Explorer, but you choose different buttons or commands to
accomplish these things.
Note: To convert Chinese, Japanese, and Korean (CJK) language web pages to PDF on a Roman (Western) system in
Windows, you must have installed the CJK language support files while installing Acrobat. Also, it is preferable to select
an appropriate encoding from the HTML conversion settings.
Convert web pages to PDF in Internet Explorer (Windows)
When you install Acrobat, Internet Explorer (version 6.0 and later) gains an Adobe PDF toolbar. Using the commands
on this toolbar, you can convert the currently displayed web page to PDF in various ways: You can convert the entire
web page or selected areas of it; you can create a new PDF or append the converted web page to an existing PDF. The
Adobe PDF toolbar menu also contains commands that initiate further actions after conversion, such as attaching the
new PDF to a new email message or printing it.
USING ACROBAT 9 STANDARD 79
Creating PDFs
A menu on the PDF toolbar provides easy conversion and print capabilities.
See also
“Web page conversion options” on page 81
Convert a web page to PDF
1 In Internet Explorer, go to the web page.
2 Using the Convert menu on the Adobe PDF toolbar, do one of the following:
Note: If you don’t see the Adobe PDF toolbar in Internet Explorer, choose View > Toolbars > Adobe PDF.
• To create a PDF from the currently open web page, choose Convert Web Page To PDF. Then select a location, type
a filename, and click Save.
• To add a PDF of the currently open web page to another PDF, choose Add Web Page To Existing PDF. Then locate
and select the existing PDF, and click Save.
• To create and print a PDF from the currently open web page, choose Print Web Page. When the conversion is
complete and the Print dialog box opens, specify options and click OK.
• To create a PDF from the currently open web page and attach it to a blank email message, choose Convert Web
Page And Email. Then specify a location and filename for the PDF, and click Save. Type the appropriate
information in the email message that opens after the conversion is complete.
• For any of these options, to open the output PDF after conversion, select View Adobe PDF Results.
Convert part of a web page to PDF
1 Drag the pointer to select text and images on a web page.
2 Right-click on the selected content and choose one of the following:
• To create a new PDF, choose Convert To Adobe PDF. Then select a name and location for the PDF.
• To append the selected content to another PDF, choose Append To Existing PDF. Then locate and select the PDF
to which the selection will be added.
Convert selected areas in a web page to PDF
You can use the Select option to select specific areas on a web page to convert. You can use this option to convert
meaningful content on a web page and omit unwanted content, such as advertisements.
1 On the Adobe PDF toolbar, click Select
.
2 As you move the pointer around the web page, a red dotted line indicates areas of the web page that you can select.
Click the areas to convert. Selected areas appear in blue boxes. To deselect an area, click it again.
3 Proceed with conversion as usual.
4 To deselect all areas and exit Select mode, click Select again.
USING ACROBAT 9 STANDARD 80
Creating PDFs
Convert a linked web page to PDF
❖ In the open web page, right-click the linked text and choose one of the following:
• To add the linked web page to an existing PDF, choose Append Link Target To Existing PDF. Then locate and select
the existing PDF, and click Save.
• To convert the linked web page to a new PDF, choose Convert Link Target To Adobe PDF.
Note: The right-click menu also includes the options Append To Existing PDF and Convert To Adobe PDF. If you select
either of these options, the currently open web page, not the selected link, is converted.
Convert web pages to PDF in Acrobat
Although you can convert an open web page to PDF from Internet Explorer, you get additional options when you run
the conversion from Acrobat. For example, you can include an entire website in the PDF or just some levels of a
website.
See also
“Asian language PDFs” on page 51
“Web page conversion options” on page 81
Convert a web page to PDF
1 Choose File > Create PDF > From Web Page.
2 Enter the complete path to the web page, or click Browse and locate an HTML file.
3 To change the number of levels in the website to convert, expand Capture Multiple Levels. Enter the number of
levels to include, or select Get Entire Site to include all levels from the website.
Note: Some websites have hundreds or even thousands of pages. Converting a large website can make your system slow
and unresponsive, and can even use up available hard drive space and memory, causing a system crash. It’s a good idea
to begin by downloading one level of pages and then go through them to find particular links to download.
4 If Get Only N Level(s) is selected, select one or both of the following options:
Stay On Same Path Downloads only web pages subordinate to the specified URL.
Stay On Same Server Downloads only web pages stored on the same server.
5 Click Settings, change the selected options in the Web Page Conversion Settings dialog box as needed, and click OK.
6 Click Create.
Note: You can view PDF pages while they are downloading; however, you cannot modify a page until the download
process is complete.
7 If you closed the Download Status dialog box, Choose Advanced > Web Capture > Bring Status Dialogs To
Foreground to see the dialog box again.
Add an unlinked web page to an existing PDF
Use this procedure to append pages to a writable PDF. If the original PDF is read-only, the result will be a new PDF
rather than new pages in the existing PDF.
1 Open the existing PDF in Acrobat (the PDF to which you want to append a web page).
2 Choose Advanced > Web Capture > Create PDF From/Append Web Page.
USING ACROBAT 9 STANDARD 81
Creating PDFs
3 Enter the URL to the web page you want to append and select options, as described for converting web pages to
PDF, and then click Create.
Add a linked web page to an existing PDF
1 Open the previously converted PDF in Acrobat. If necessary, scroll to the page containing links to the pages you
want to add.
2 Do one of the following:
• Right-click the web link, and choose Append To Document.
• Choose Advanced > Web Capture > View Web Links. The dialog box lists all the links on the current page or on
the tagged bookmark’s pages. Select the linked pages to add. Click Properties to set the download options, as
needed, and then click Download.
• Choose Advanced > Web Capture > Append All Links On Page.
Note: After pages have been converted, links to these pages change to internal links, and clicking a link takes you to the
PDF page, rather than to the original HTML page on the web.
Convert a linked web page to a new PDF
1 Open the previously converted PDF in Acrobat. If necessary, scroll to the page containing a web link you want to
convert.
2 Right-click the web link, and choose Open Weblink As New Document.
Note: In Windows, you can also convert a linked page from a web page displayed in Internet Explorer, using a similar
right-click command.
Copy the URL of a web link
Use this procedure to copy the path for a web link to the clipboard, to use it for other purposes.
1 Open the previously converted PDF in Acrobat. If necessary, scroll to the page containing links to the pages you
want to copy.
2 Right-click the web link and choose Copy Link Location.
Change web page conversion options
The settings for converting web pages to PDF apply to the conversion process. The settings changes do not affect
existing PDFs.
1 Do one of the following:
• From Internet Explorer, in the Adobe PDF toolbar, choose Convert > Preferences.
• From Acrobat, choose File > Create PDF > From Web Page, and then click Settings.
2 On the General tab, select options under Conversion Settings and PDF Settings, as needed. Click the Settings button
to see additional options for the selected File Type.
3 On the Page Layout tab, select options for page size, orientation, and scaling, as needed.
Web page conversion options
The Web Page Conversion Settings dialog box is available from within Internet Explorer and Acrobat.
USING ACROBAT 9 STANDARD 82
Creating PDFs
General tab
Conversion Settings Specifies the conversion settings for HTML and text. Choose a file type and click Settings to select
the font properties and other characteristics.
Create Bookmarks Creates a tagged bookmark for each converted web page using the page title (HTML Title element)
as the bookmark name. If the page has no title, the URL is used as the bookmark name.
Create PDF Tags Stores a structure in the PDF that corresponds to the HTML structure of the web pages. This
structure lets you create tagged bookmarks for paragraphs, list elements, and other items that use HTML elements.
Place Headers And Footers On New Page Places a header and footer on every page. Headers show the web page title,
or if no title is available, the web page URL or file path. Footers show the web page URL or file path, and the date and
time of the download.
Page Layout tab
The Page Layout options specify a selection of page sizes and options for width, height, margin measurements, and
page orientation.
The Scaling options are as follows:
Scale Wide Contents To Fit Page Rescales the contents of a page, if necessary, to fit the width of the page. If this option
is not selected, the paper size adjusts to fit the contents of the page, if necessary.
Switch To Landscape If Scaled Smaller Than Changes the page orientation to landscape if the new version of a page is
less than the specified percentage of the original size. Available only if you selected portrait orientation.
HTML Conversion Settings
This dialog box opens when you select HTML on the General tab of the Web Page Conversion Settings dialog box and
then click the Settings button.
Input Encoding Lets you specify the following options:
• Default Encoding Sets the input encoding of the file text from a menu of operating systems and alphabets.
• Always Ignores any encoding that is specified in the HTML source file and uses the selection shown in the Default
Encoding option.
• When Page Doesn’t Specify Encoding Uses the selection shown in the Default Encoding option only if the HTML
source file does not specify a type of encoding.
Language Specific Font Settings Use these settings to change the language script, body text typeface, and base typeface size.
Default Colors Sets the default colors for text, page backgrounds, and web links. Click the color button to open a
palette and select the color. To use these colors in the PDF, select Force These Settings For All Pages. When this option
is unselected, the default colors are applied only for pages that don't have a specified color scheme.
Multimedia Content Determines whether to disable multimedia capture, embed multimedia files when possible, or
link to multimedia (such as SWF files) by URL.
Retain Page Background Specifies whether to display colors and tiled images in page backgrounds and colors in table
cells. If options are deselected, converted web pages sometimes look different than they do in a web browser, but are
easier to read when printed.
Convert Images Includes images in the conversion to PDF.
Underline Links Underlines textual web links on the pages.
USING ACROBAT 9 STANDARD 83
Creating PDFs
Text Settings
Input Encoding Sets the input encoding of the text for a file.
Language Specific Font Settings Use these settings to change the language script, body text typeface, and base typeface size.
Default Colors Sets the default colors for text and page backgrounds. Click the color button to open a palette, and select
the color.
Wrap Lines At Margin Inserts a soft return when the text reaches the edge of the text area on the page.
Creating PDFs with Acrobat Distiller
Acrobat Distiller overview
In Acrobat Distiller, you can select settings used to convert documents to PDFs, security options, and font
information. You also use the Acrobat Distiller window to monitor the jobs you’ve lined up for PDF conversion.
A
B
C
D
E
F
Acrobat Distiller main window (Windows)
A. Menus B. Adobe PDF settings files C. Files in job queue D. Failed job E. Context menu F. Status window
To start Acrobat Distiller from Acrobat, choose Advanced > Print Production > Acrobat Distiller.
Manage the conversion queue
Distiller lets you queue PostScript files that you create in authoring applications and then monitor them throughout
the PDF conversion process.
Queue a PostScript file
1 In Distiller, select an Adobe PDF settings file from the Default Settings pop-up menu.
USING ACROBAT 9 STANDARD 84
Creating PDFs
2 (Optional) Choose Settings > Security and select an encryption level.
3 Open the PostScript file and start the conversion process, using either method:
• Choose File > Open, select a PostScript file, and click Open.
• Drag one or more PostScript files from the desktop to the Acrobat Distiller window.
Click Pause before doing step 3 if you want to review the queue before Distiller starts converting the files.
Change the queue during processing
Do any of the following:
• To temporarily stop processing the current job, click Pause.
• To resume processing the current job, click Resume.
• To delete files from the queue, click Cancel Job. Cancel Jobs deletes all files from the queue that are not yet
successfully completed. Or (Windows only), select and right-click individual files in the job queue and choose
Cancel Job(s) to delete only those files.
• (Windows only) To open the folder where the selected files are, right-click the job queue and choose Explore.
• (Windows only) To open the selected PDF in Acrobat, a browser, or Reader, right-click the job queue and choose
View. Or, double-click the PDF to open it in Acrobat.
Save a history of the job queue (Windows)
❖ Right-click the job queue, and choose Save List.
Distiller saves and opens the history as a PDF.
Clear the queue
Remove all paused and successfully converted files from the list:
• (Windows) Right-click the job queue, and choose Clear History.
• (Mac OS) Click the Clear List button above the queue.
Distiller preferences
The Distiller preferences control global Distiller settings. You set Distiller preferences by choosing File > Preferences
(Windows) or Distiller > Preferences (Mac OS).
(Windows) Notify When Windows TEMP Folder Is Nearly Full Warns you if available hard disk space is less than 1 MB.
Required hard disk space is often double the size of the PostScript file being processed.
Ask For PDF File Destination Lets you specify the name and location for files when using drag-and-drop or the Print
command.
Ask To Replace Existing PDF File Warns you if you are about to overwrite an existing PDF.
View PDF When Using Distiller Automatically opens the converted PDF.
Delete Log Files For Successful Jobs Creates a log file (named messages.log) only if there are messages from
interpreting the PostScript file or if a PostScript error occurs. (Log files for failed jobs are always created.)
USING ACROBAT 9 STANDARD 85
Creating PDFs
Guidelines for creating PostScript files
If you want to fine-tune the creation of the PDF with Distiller parameters or pdfmark operators, first create a
PostScript file and then convert that file to PDF. For more information about the Adobe Acrobat 9 SDK, see the
Acrobat Developer Center at www.adobe.com/go/learn_acr_devcenter_en (English only).
In authoring applications such as Adobe InDesign, use the Print command with the Adobe PDF printer to convert a
file to PostScript. The Print dialog boxes can vary from application to application. For instructions on creating a
PostScript file from your specific application, see the application documentation.
Keep in mind the following guidelines when creating PostScript files:
• Use PostScript Language Level 3 whenever possible to take advantage of the most advanced features of PostScript.
• Use the Adobe PDF printer as your PostScript printer.
• (Windows) Send the fonts used in the document.
• Give a PostScript file the same name as the original document, but with the extension .ps. (Some applications use
a .prn extension instead.)
• Use color and custom page sizes that are available with the Acrobat Distiller PPD file. Other PPD files may cause
inappropriate colors, fonts, or page sizes in the PDF.
• Send PostScript files as 8-bit binary data when using FTP to transfer the files between computers, especially if the
platforms are different. This action prevents converting line feeds to carriage returns or vice versa.
Adobe PDF conversion settings
Choose an Adobe PDF preset for converting files
1 Do one of the following:
• Start Acrobat Distiller.
• In an Adobe Creative Suite® application, choose File > Print, select Adobe PDF as the target printer, and click
Properties.
• (Windows) In Office 2007 applications, choose Acrobat > Preferences.
• (Windows) In another authoring application or utility, choose Adobe PDF > Change Conversion Settings.
2 Choose a preset from the Default Settings (or Conversion Settings) menu.
Adobe PDF presets
A PDF preset is a group of settings that affect the process of creating a PDF. These settings are designed to balance file
size with quality, depending on how the PDF are used. Most predefined presets are shared across Adobe Creative Suite
applications, including InDesign, Illustrator, Photoshop, and Acrobat. You can also create and share custom presets
for your unique output requirements. A saved PDF preset file has the suffix .joboptions.
A few of the following presets are not available until you move them from the Extras folder (where they installed by
default) to the Settings folder for custom settings.
Typically, the Extras and Settings folders for default settings are found in (Windows) Documents and Settings/All
Users/Application Data/Adobe/Adobe PDF, (Vista) ProgramData/Adobe/Adobe PDF, or (Mac OS)
Library/Application Support/Adobe PDF. The default settings files installed with Distiller are Read Only and Hidden.
USING ACROBAT 9 STANDARD 86
Creating PDFs
The custom settings are found in (Windows) Documents and Settings/[username]/Application Data/Adobe/Adobe
PDF/Settings, (Vista) Users/[username]/AppData/Roaming/Adobe/Adobe PDF/Settings, or (Mac OS)
Users/[username]/Library/Application Support/Adobe/Adobe PDF/Settings.
Some presets are not available in some Creative Suite applications.
Review your PDF settings periodically. The settings do not automatically revert to the default settings. Applications
and utilities that create PDFs use the last set of PDF settings defined or selected.
High Quality Print Creates PDFs for quality printing on desktop printers and proofing devices. This preset uses PDF
1.4, downsamples color and grayscale images to 300 ppi and monochrome images to 1200 ppi. It also embeds subsets
of all fonts, leaves color unchanged, and does not flatten transparency (for file types capable of transparency). These
PDFs can be opened in Acrobat 5.0 and Acrobat Reader 5.0 and later.
Oversized Pages Creates PDFs suitable for viewing and printing of engineering drawings larger than 200 x 200 in. (508
x 508 cm). These PDFs can be opened in Acrobat and Reader 7.0 and later.
PDF/A-1b: 2005 (CMYK and RGB) Used for long-term preservation (archival) of electronic documents. PDF/A-1b uses
PDF 1.4 and converts all colors to either CMYK or RGB, depending on which standard you choose. These PDFs can
be opened in Acrobat and Reader versions 5.0 and later.
PDF/X-1a (2001 and 2003) PDF/X-1a requires all fonts to be embedded, the appropriate PDF bounding boxes to be
specified, and color to appear as CMYK, spot colors, or both. Compliant files must contain information describing the
printing condition for which they are prepared. PDF files created with PDF/X-1a compliance can be opened in Acrobat
4.0 and Acrobat Reader 4.0 and later.
PDF/X-1a uses PDF 1.3, downsamples color and grayscale images to 300 ppi and monochrome images to 1200 ppi. It
embeds subsets of all fonts, creates untagged PDFs, and flattens transparency using the High Resolution setting.
Note: The PDF/X1-a:2003 and PDF/X-3 (2003) presets are placed on your computer during installation. However, they
aren’t available until you move them from the Extras folder to the Settings folder.
PDF/X-4 (2007) This preset is based on PDF 1.4, which includes support for live transparency. PDF/X-4 has the same
color-management and International Color Consortium (ICC) color specifications as PDF/X-3. You can create
PDF/X-4-compliant files directly with Creative Suite 3 applications (Illustrator, InDesign, and Photoshop). In Acrobat
9, use the Preflight feature to convert PDFs to PDF/X-4 DRAFT.
PDF files created with PDF/X-4 compliance can be opened in Acrobat 7.0 and Reader 7.0 and later.
Press Quality Creates PDF files for high-quality print production (for example, for digital printing or for color
separations to an imagesetter or platesetter). However, it does not create files that are PDF/X compliant. In this case,
the quality of the content is the highest consideration. The objective is to maintain all the information in a PDF file
that a commercial printer or print service provider requires to print the document correctly. This set of options uses
PDF 1.4, converts colors to CMYK, and downsamples color and grayscale images to 300 ppi and monochrome images
to 1200 ppi. It embeds subsets of all fonts and preserves transparency (for file types capable of transparency).
These PDF files can be opened in Acrobat 5.0 and Acrobat Reader 5.0 and later.
Note: Before creating a PDF file to send to a commercial printer or print service provider, find out what output resolution
and other settings are required. Or, ask for a .joboptions file with the recommended settings. You sometimes must
customize the Adobe PDF settings for a particular provider and then provide a .joboptions file of your own.
Rich Content PDF Creates accessible PDF files that include tags, hypertext links, bookmarks, interactive elements, and
layers. This set of options uses PDF 1.6 and embeds subsets of all fonts. It also optimizes files for byte serving. These
PDF files can be opened in Acrobat and Reader 7.0 and later. (The Rich Content PDF preset is in the Extras folder.)
Note: This preset was called eBook in earlier versions of some applications.
USING ACROBAT 9 STANDARD 87
Creating PDFs
Smallest File Size Creates PDF files for displaying on the web or an intranet, or for distribution through an email
system. This set of options uses compression, downsampling, and a relatively low image resolution. It converts all
colors to sRGB, and (for Adobe Acrobat Distiller-based conversions) does not embed fonts. It also optimizes files for
byte serving.
These PDF files can be opened in Acrobat and Reader 6.0 and later.
Standard Creates PDF files to be printed to desktop printers or digital copiers, published on a CD, or sent to a client
as a publishing proof. This set of options uses compression and downsampling to keep the file size down. However, it
also embeds subsets of all (allowed) fonts used in the file, converts all colors to sRGB, and prints to a medium
resolution. Windows font subsets are not embedded by default. PDF files created with this settings file can be opened
in Acrobat and Reader 6.0 and later.
Customize Adobe PDF settings
You may want to create custom conversion settings for certain jobs or output devices. The selections you make
determine such things as whether the document fonts are embedded and subsetted at 100%, how vector objects and
images are compressed and/or sampled, and whether the resulting PDF includes high-end printing information such
as OPI (Open Prepress Interface) comments. Default settings files cannot be modified, but can be duplicated to help
create new settings files.
Note: If the PDF is intended for high-end printing, ask your service provider for their custom .joboptions file with the
recommended output resolution and other settings. This way, the PDF you give them will have characteristics optimized
for your print workflow.
Create a custom Adobe PDF settings file
1 Do one of the following:
• In Acrobat Distiller, select one of the predefined sets of options from the Default Settings menu to use as a starting
point, and then choose Settings > Edit Adobe PDF Settings.
• In authoring applications or utilities, select Adobe PDF as the target printer—typically in the Page Setup or Print
dialog boxes—and click Properties.
• (Windows) In the Acrobat PDFMaker dialog box, click Advanced Settings in the Settings tab.
Note: In Windows, you can switch to a different preset from within the Adobe PDF Settings dialog box. To do this, select
Show All Settings at the bottom left and then select a preset from the list on the left.
A
B
Adobe PDF Settings dialog box (Windows)
A. Predefined Adobe PDF settings B. Options panel
USING ACROBAT 9 STANDARD 88
Creating PDFs
2 Select panels one at a time, and make changes as needed.
3 Save your customized preset in one of the following ways:
• Click OK to save a duplicate of the custom preset file, which will automatically be renamed. For example, if you edit
the Press Quality preset, your first customized version appears as Press Quality (1).
• Click Save As, type a new descriptive name for the file, and click Save.
The custom file is saved in (Windows) /Documents and Settings/[user name]/Application Data/Adobe/Adobe
PDF/Settings, (Vista) User/[user name]/AppData/Roaming/Adobe/Adobe PDF/Settings, or (Mac OS) Users/[user
name]/Library/Application Support/Adobe/PDF/Settings.
Delete custom Adobe PDF settings files
1 In Acrobat Distiller, choose Settings > Remove Adobe PDF Settings.
2 Select the custom file and click Remove.
3 Repeat step 2 as needed, and then click Cancel to close the Remove Adobe PDF Settings dialog box.
Adobe PDF settings
The Adobe PDF Settings dialog box in Acrobat Distiller contains panels of options that you can select to customize
your PDF output.
See also
“Find PostScript font names” on page 99
General panel options
Use this panel to select a version of Acrobat for file compatibility and other file and device settings.
Compatibility Sets the compatibility level of the PDF. Use the most recent version (in this case, version 1.7 E) to
include all the latest features and functionality. If you’re creating PDFs that will be distributed widely, choose an earlier
level, to ensure that all users can view and print the document.
Object Level Compression Compresses structural information (such as bookmarks, accessibility, and
noncompressible objects), making this information neither visible or usable in Acrobat 5.0 or Reader 5.0. Tags Only
compresses structural information; Off applies no compression.
Auto-Rotate Pages Automatically rotates pages according to the direction of text.
• Collectively By File Rotates all pages to match the orientation of the majority of text in the document.
• Individually Rotates each page based on the orientation of the text on that page.
• Off Prevents pages from rotating.
Note: If Process DSC Comments is selected in the Advanced panel and if %%Viewing Orientation comments are included,
these comments take precedence in determining page orientation.
Binding Specifies whether to display a PDF with left side or right side binding. The Binding setting affects the
appearance of pages in the Two-Up Continuous view and the appearance of thumbnails side by side.
Resolution Use for PostScript files to emulate resolutions based on the printer they are printing to. Permitted values
range from 72 to 4000. Use the default setting unless you plan to print the PDF on a specific printer while emulating
the resolution defined in the original PostScript file.
Note: Increasing the resolution setting increases file size and may slightly increase the time required to process some files.
USING ACROBAT 9 STANDARD 89
Creating PDFs
Pages Specifies which pages to convert to PDF.
Embed Thumbnails Embeds a thumbnail preview for each page in the PDF, increasing the file size. Deselect this setting
when users of Acrobat 5.0 and later will view and print the PDF; these versions generate thumbnails dynamically each
time you click the Pages panel of a PDF.
Optimize For Fast Web View Restructures the file for faster access (page-at-a-time downloading, or byte serving) from
web servers. This option compresses text and line art, overriding compression selections on the Images panel.
Default Page Size Specifies the page size to use when one is not specified in the original file. EPS files give a bounding
box size, not a page size.
Images panel options
The options in the Images panel specify compression and resampling for color, grayscale, and monochrome images.
You may want to experiment with these options to find an appropriate balance between file size and image quality.
The resolution setting for color and grayscale images should be 1.5 to 2 times the line screen ruling at which the file
will be printed. The resolution for monochrome images should be the same as the output device, but be aware that
saving a monochrome image at a resolution higher than 1500 dpi increases the file size without noticeably improving
image quality. Images that will be magnified, such as maps, may require higher resolutions.
Note: Resampling monochrome images can have unexpected viewing results, such as no image display. If this happens,
turn off resampling and convert the file again. This problem is most likely to occur with subsampling, and least likely with
bicubic downsampling.
The following table shows common types of printers and their resolution measured in dpi, their default screen ruling
measured in lines per inch (lpi), and a resampling resolution for images measured in pixels per inch (ppi). For example,
if you were printing to a 600-dpi laser printer, you would enter 170 for the resolution at which to resample images.
Printer resolution
Default line screen
Image resolution
300 dpi (laser printer)
60 lpi
120 ppi
600 dpi (laser printer)
85 lpi
170 ppi
1200 dpi (imagesetter)
120 lpi
240 ppi
2400 dpi (imagesetter)
150 lpi
300 ppi
Downsample (Off) Reduces image resolutions that exceed the For Images Above value to the resolution of the output
device by combining pixels in a sample area of the image to make one larger pixel.
Average Downsampling To Averages the pixels in a sample area and replaces the entire area with the average pixel
color at the specified resolution.
Subsampling To Replaces an entire area with a pixel selected from that sample area, at the specified resolution. Causes
faster conversion time than downsampling, but resulting images are less smooth and continuous.
Bicubic Downsampling To Uses a weighted average, instead of a simple average (as in downsampling) to determine
pixel color. This method is slowest but produces the smoothest tonal gradations.
Compression/Image Quality Applies compression to color, grayscale, and monochrome images. For color and
grayscale images, also sets the image quality.
Anti-Alias To Gray Smooths jagged edges in monochrome images. Choose 2 bit, 4 bit, or 8 bit to specify 4, 16, or 256
levels of gray. (Anti-aliasing may cause small type or thin lines to look blurry.)
USING ACROBAT 9 STANDARD 90
Creating PDFs
Note: Compression of text and line art is always on. To turn it off, set the appropriate Distiller parameter. For details, see
the SDK information on the Acrobat Developer Center at www.adobe.com/go/learn_acr_devcenter_en (PDF, English
only).
Policy Opens the Image Policy dialog box, where you can set processing options for Color, Grayscale, and
Monochrome images that are less than the resolutions you specify. For each type of image, enter a resolution value,
and then choose Ignore, Warn And Continue, or Cancel Job.
Fonts panel options
The Fonts options specify which fonts to embed in a PDF, and whether to embed a subset of characters used in the
PDF. You can embed OpenType®, TrueType, and PostScript fonts. Fonts that have license restrictions are listed with
a lock icon . If you select a font that has a license restriction, the nature of the restriction is described in the Adobe
PDF Options dialog box.
Note: When you combine PDF files that have the same font subset, Acrobat attempts to combine the font subsets.
Embed All Fonts Embeds all fonts used in the file. Font embedding is required for PDF/X compliance.
Embed OpenType Fonts Embeds all OpenType fonts used in the file, and maintains OpenType font information for
advanced line layout. This option is available only if either Acrobat 7.0 (PDF 1.6) or Acrobat 8 (PDF 1.7) is selected
from the Compatibility menu in the General panel.
Subset Embedded Fonts When Percent Of Characters Used Is Less Than Specifies a threshold percentage if you want to
embed only a subset of the fonts. For example, if the threshold is 35, and fewer than 35% of the characters are used,
Distiller embeds only those characters.
When Embedding Fails Specifies how Distiller responds if it cannot find a font to embed when processing a file.
Always Embed To embed only certain fonts, move them into the Always Embed list. Make sure that Embed All Fonts
is not selected.
Never Embed Move fonts that you do not want to embed to this list. If necessary, choose a different font folder from
the pop-up menu to display the font in the font list.
Note: Fonts that have license restrictions are listed with a lock icon. If you select a font with a license restriction, the nature
of the restriction is described in the Adobe PDF Options dialog box.
Add Name If the font you want is not in a font folder, click Add Name. Enter the name of the font, select Always
Embed List (or Never Embed List), and click Add.
Note: A TrueType font can contain a setting added by the font designer that prevents the font from being embedded in
PDF files.
Remove Removes a font from the Always Embed or Never Embed list. This action doesn’t remove the font from your
system; it removes the reference to the font from the list.
Note: Acrobat does not include the Times, Helvetica, and ZapfDingbats fonts. If you want PDF recipients to view and
print these fonts in PDFs that you create, embed the fonts.
Color panel options
Whether you’re using color management information in the PostScript file, using Distiller CSFs, or defining custom
settings, you set all color management information for Distiller on the Color panel of the Adobe PDF Settings dialog box.
Settings File Lists color settings, including those used in graphics applications. The None setting lets you edit the
Color Management Policies and Working Spaces settings.
USING ACROBAT 9 STANDARD 91
Creating PDFs
Color Management Policies Specifies how Distiller converts unmanaged color in a PostScript file when you don’t use
a Distiller color settings file. This menu is available when None is selected in the Settings File menu.
Note: Color Management Policies values may affect a PDF differently depending on the compatibility setting you choose
in the General panel.
• Leave Color Unchanged Leaves device-dependent colors unchanged and preserves device-independent colors as
the nearest possible equivalent. This is a useful option for print shops that have calibrated their devices, have used that
information to specify color in the file, and are only outputting to those devices.
• Tag (Or Convert) Everything For Color Management Tags color objects with an ICC profile and calibrates colors,
making them device-independent in PDFs compatible with Acrobat 4.0 (PDF 1.3) and later. Converts devicedependent color spaces in images (RGB, Grayscale, and CMYK) to device-independent color spaces (CalRGB,
CalGray, and Cie L*a*b) in Acrobat 3.0 (PDF 1.2) compatible PDFs.
• Tag (Or Convert) Only Images For Color Management Tags ICC profiles in images only (not text or vector objects),
which prevents black text from undergoing any color shift when distilling Acrobat 4.0 (PDF 1.3) compatible PDFs.
Converts device-dependent color spaces in images (RGB, Grayscale, and CMYK) to device-independent color spaces
(CalRGB, CalGray, and Lab) in Acrobat 3.0 (PDF 1.2) compatible PDFs.
• Convert All Colors To sRGB (or Convert Everything To CalRGB) Calibrates color, making it device-independent.
Converts CMYK and RGB images to sRGB in PDFs compatible with Acrobat 4.0 (PDF 1.3) or later. Converts CMYK
and RGB images to calibrated RGB (CalRGB) in Acrobat 3.0 (PDF 1.2) compatible PDFs. Recommended for PDFs that
will be used on-screen or with low-resolution printers.
• Convert All Colors To CMYK Converts color spaces to DeviceGray or DeviceCMYK according to the options
specified in the Working Spaces menu. All Working Spaces must be specified.
Document Rendering Intent Choose a method to map colors between color spaces. The result of any particular
method depends on the profiles of the color spaces. For example, some profiles produce identical results with different
methods.
Acrobat shares four rendering intents (Perceptual, Saturation, Relative Colorimetric, and Absolute Colorimetric) with
other Creative Suite applications.
Acrobat also includes a rendering intent called Preserve, which indicates that the intent is specified in the output device
rather than in the PDF. In many output devices, Relative Colorimetric is the default intent.
Note: In all cases, intents may be ignored or overridden by color management operations that occur subsequent to the
creation of the PDF file.
Working Spaces For all Color Management Policies values other than Leave Color Unchanged, choose a working
space to specify which ICC profiles are used for defining and calibrating the grayscale, RGB, and CMYK color spaces
in distilled PDFs.
• Gray Choose a profile to define the color space of all grayscale images in files. The default ICC profile for gray
images is Adobe Gray - 20% Dot Gain. Choose None to prevent grayscale images from being converted.
• RGB Choose a profile to define the color space of all RGB images in files. The default, sRGB IEC61966-2.1, is
recognized by many output devices. Choose None to prevent RGB images from being converted.
• CMYK Choose a profile to define the color space of all CMYK images in files. The default is U.S. Web Coated
(SWOP) v2. Choose None to prevent CMYK images from being converted.
Note: Choosing None for all three working spaces has the same effect as selecting the option Leave Color Unchanged.
You can add ICC profiles (such as ones provided by your print service bureau) by placing them in the ICCProfiles
folder in the Common folder, the Windows\System\Color folder (Windows), or the System Folder/ColorSync folder
(Mac OS).
USING ACROBAT 9 STANDARD 92
Creating PDFs
Preserve CMYK Values For Calibrated CMYK Color Spaces When selected, device-independent CMYK values are
treated as device-dependent (DeviceCMYK) values, device-independent color spaces are discarded, and PDF/X-1a
files use the Convert All Colors To CMYK value. When deselected, device-independent color spaces convert to CMYK,
provided that Color Management Policies is set to Convert All Colors To CMYK.
Preserve Under Color Removal And Black Generation Retains these settings if they exist in the PostScript file. Black
generation calculates the amount of black to use when reproducing a color. Undercolor removal (UCR) reduces cyan,
magenta, and yellow to compensate for black generation. Because UCR uses less ink, it’s suitable for uncoated stock.
When Transfer Functions Are Found Specifies how to handle transfer functions in PDFs. Transfer functions are used
for artistic effect and to correct for the characteristics of a specific output device.
• Remove Deletes any applied transfer functions. Applied transfer functions should be removed, unless the PDF is
to be output to the same device that the source PostScript file was created for.
• Preserve Retains the transfer functions traditionally used to compensate for dot gain or dot loss that may occur
when an image is transferred to film. Dot gain or loss occurs when the ink dots that make up a printed image are larger
or smaller than in the halftone screen.
• Apply Applies the transfer function, changing the colors in the file but doesn’t keep it. This method is useful for
creating color effects in a file.
Preserve Halftone Information Retains any halftone information in files. Halftone information is intended for use
with a particular output device.
Advanced panel options
The Advanced options specify which Document Structuring Conventions (DSC) comments to keep in a PDF and how
to set other options that affect the conversion from PostScript. In a PostScript file, DSC comments contain information
about the file (such as the originating application, the creation date, and the page orientation) and provide structure
for page descriptions in the file (such as beginning and ending statements for a prologue section). DSC comments can
be useful when your document is going to print or press.
For more information, see the documents on the Adobe PDF Technology Center at
www.adobe.com/go/learn_acr_pdftechnology_en (PDF, English only).
Note: The ASCII Format option has been removed from Distiller, but is still available as a Distiller parameter.
Allow PostScript File To Override Adobe PDF Settings Uses settings stored in a PostScript file rather than the current
PDF settings file. For more information about customizing PDF settings, see the SDK information on the Acrobat
Developer Center at www.adobe.com/go/learn_acr_devcenter_en (PDF, English only).
Allow PostScript XObjects PostScript XObjects store fragments of PostScript code to be used when a PDF is printed
on a PostScript printer. Use only in controlled workflows where there is no other option. Available when the Standard
or Smallest File Size is selected from the Default Settings menu.
Convert Gradients To Smooth Shades Converts blends to smooth shades for Acrobat 4.0 and later, improving quality
and reducing file size of PDFs. Distiller converts gradients from Adobe Illustrator, Adobe InDesign, Adobe FreeHand®,
CorelDraw, QuarkXPress, and Microsoft PowerPoint.
Convert Smooth Lines To Curves Reduces the amount of control points used to build curves in CAD drawings, which
results in smaller PDFs and faster on-screen rendering.
Preserve Level 2 Copypage Semantics Uses the copypage operator defined in PostScript Level 2 rather than in
Language Level 3 PostScript. If you have a PostScript file and select this option, a copypage operator copies the page.
If this option is not selected, the equivalent of a showpage operation is executed, except that the graphics state is not
reinitialized.
USING ACROBAT 9 STANDARD 93
Creating PDFs
Preserve Overprint Settings Retains any overprint settings in files being converted to PDF. Overprint settings create
color by printing one ink on top of another ink.
Overprinting Default Is Nonzero Overprinting Prevents overprinted objects with zero CMYK values from knocking
out CMYK objects beneath them.
Save Adobe PDF Settings Inside PDF File Embeds the settings file (.joboptions) used to create the PDF as an
attachment. (To view the settings file, choose View > Navigation Panels > Attachments in Acrobat.)
Save Original JPEG Image In PDF If Possible Processes compressed JPEG images (images that are already compressed
using DCT encoding) without recompressing them. When deselected, performance improves because only
decompression, not recompression, occurs.
Save Portable Job Ticket Inside PDF File Preserves a PostScript job ticket in a PDF. Job tickets describe the PostScript
file and can be used later in a workflow or for printing the PDF.
Use Prologue.ps and Epilogue.ps Sends a prologue and epilogue file with each job. These files can be used to add
custom PostScript code that you want to have executed at the beginning or end of every PostScript job being converted.
Sample Prologue.ps and Epilogue.ps files are located in (Windows) /Documents and Settings/All Users/Application
Data/Adobe/Adobe PDF/Distiller/Data, (Vista) /Users/All Users/Adobe/Adobe PDF/Distiller/Data, or (Mac
OS)/Library/Application Support/Adobe/Adobe PDF/Distiller/Data.
In Windows Explorer, the Application Data folder is typically hidden; to make it visible, choose Tools > Folder Options,
click the View tab, and select Show Hidden Files And Folders. Or, you can type the path into the Address text box.
Note: Distiller processes prologue and epilogue files only if both files are present and located properly. The two files must
be used together.
Process DSC Comments Maintains DSC information from a PostScript file.
• Log DSC Warnings Displays warning messages about problematic DSC comments during processing and adds
them to a log file.
• Preserve EPS Information From DSC Retains information for an EPS file, such as the originating application and
creation date.
• Preserve OPI Comments Retains information needed to replace a For Placement Only (FPO) image or comment
with the high-resolution image located on servers that support Open Prepress Interface (OPI) versions 1.3 and 2.0. For
more information, see the OPI 2.0 specification at www.adobe.com/go/learn_acr_opi2spec_en (PDF, English only).
• Preserve Document Information From DSC Retains document properties, such as the title, creation date, and time,
in the PDF.
• Resize Page And Center Artwork For EPS Files Centers an EPS image and resizes the page to fit closely around the
image. If deselected, the page is sized and centered based on the upper left corner of the upper left object and lower
right corner of the lower right object on the page. This option applies only to jobs that consist of a single EPS file.
Standards panel options
By using Standards options, you can check document content in the PostScript file to make sure it meets standard
PDF/X1-a, PDF/X-3, or PDF/A criteria before creating the PDF. For PDF/X-compliant files, you can also require that
the PostScript file meet additional criteria by selecting options in the Standards panel. The availability of options
depends on the standard you select. You can also create a PDF/X file from a compliant PDF by using the Preflight
feature in Acrobat.
PDF/X-compliant Complies with the PDF/X standard for high-resolution print production.
USING ACROBAT 9 STANDARD 94
Creating PDFs
Note: PDFMaker, the conversion method used to convert Microsoft Word and other application files to PDF, does not
create PDF/X-compliant files.
PDF/A-compliant Complies with the PDF/A standard for archival documents.
Compliance Standard Produces a report that indicates whether the file complies with the standard you select, and if
not, what problems were encountered. The .log file appears at the bottom of the dialog box.
Note: PDFs that complied with both PDF/X-1a and PDF/X-3 standards in Acrobat 6.0 default to PDF/X-1a in Acrobat 9.
When Not Compliant Specifies whether to create the PDF if the PostScript file does not comply with the requirements
of the standard.
• Continue Creates a PDF even if the PostScript file doesn’t meet the PDF/X requirements and notes these problems
in the report.
• Cancel Job Creates a PDF only if the PostScript file meets the PDF/X requirements of the selected report options,
and is otherwise valid.
PDF compatibility levels
When you create PDFs, you decide which PDF version to use. You can change the PDF version by switching to a
different preset or choosing a compatibility option when you save as PDF or edit a PDF preset.
Generally, unless there’s a specific need for backward compatibility, use the most recent version (in this case, version
1.7). The latest version includes all the newest features and functionality. However, if you’re creating documents that
will be distributed widely, consider choosing Acrobat 6.0 (PDF 1.5) or Acrobat 7.0 (PDF 1.6). Using one of these
versions ensures that all users can view and print the document.
The following table compares some of the functionality in PDFs created using the different compatibility settings.
Acrobat 4.0 (PDF 1.3)
Acrobat 5.0 (PDF 1.4)
Acrobat 6.0 (PDF 1.5)
Acrobat 7.0 (PDF 1.6), and
Acrobat 8 and Acrobat 9
(PDF 1.7)
PDFs can be opened with
Acrobat 3.0 and Acrobat
Reader 3.0 and later.
PDFs can be opened with
Acrobat 3.0 and Acrobat
Reader 3.0 and later.
However, features specific
to later versions are
sometimes lost or not
viewable.
Most PDFs can be opened
with Acrobat 4.0 and
Acrobat Reader 4.0 and
later. However, features
specific to later versions are
sometimes lost or not
viewable.
Most PDFs can be opened
with Acrobat 4.0 and
Acrobat Reader 4.0 and
later. However, features
specific to later versions are
sometimes lost or not
viewable.
Cannot contain artwork
that uses live transparency
effects. Any transparency
must be flattened before
converting to PDF 1.3.
Supports the use of live
transparency in artwork.
(The Acrobat Distiller
feature flattens
transparency.)
Supports the use of live
transparency in artwork.
(The Acrobat Distiller
feature flattens
transparency.)
Supports the use of live
transparency in artwork.
(The Acrobat Distiller
feature flattens
transparency.)
Layers are not supported.
Layers are not supported.
Preserves layers when
creating PDFs from
applications that support
the generation of layered
PDF documents, such as
Illustrator CS and later or
InDesign CS and later.
Preserves layers when
creating PDFs from
applications that support
the generation of layered
PDF documents, such as
Illustrator CS and later or
InDesign CS and later.
USING ACROBAT 9 STANDARD 95
Creating PDFs
Acrobat 4.0 (PDF 1.3)
Acrobat 5.0 (PDF 1.4)
Acrobat 6.0 (PDF 1.5)
Acrobat 7.0 (PDF 1.6), and
Acrobat 8 and Acrobat 9
(PDF 1.7)
DeviceN color space with
eight colorants is
supported.
DeviceN color space with
eight colorants is
supported.
DeviceN color space with
up to 31 colorants is
supported.
DeviceN color space with
up to 31 colorants is
supported.
Multibyte fonts can be
embedded. (Distiller
converts the fonts when
embedding.)
Multibyte fonts can be
embedded.
Multibyte fonts can be
embedded.
Multibyte fonts can be
embedded.
40-bit RC4 security
supported.
128-bit RC4 security
supported.
128-bit RC4 security
supported.
128-bit RC4 and 128-bit
AES (Advanced Encryption
Standard) security
supported.
Share custom PDF settings
You can save and reuse your own Adobe PDF preset definitions. You can also share a custom preset by sending a copy
of the resulting file to other users. Those users can then add it to the Distiller applications installed on their own
computers.
Note: PDF settings files have the extension .joboptions. Custom preset files are stored in (Windows) Documents and
Settings/[username]/Application Data/Adobe/Adobe PDF/Settings, (Vista)
Users/[username]/AppData/Roaming/Adobe/Adobe PDF/Settings, or (Mac OS) User/[username]/Library/Application
Support/Adobe/Adobe PDF/Settings.
❖ To add a custom PDF settings file to the menu, do one of the following:
• Drag the .joboptions file onto the Distiller window.
• In Acrobat Distiller, choose Settings > Add Adobe PDF Settings, browse to the copied .joboptions file, select it, and
click Open.
The settings file appears as the selected option in the Default Settings menu.
Compressing and downsampling images
When converting PostScript files to PDF, you can compress vector objects (such as text and line art) and compress and
downsample images. Line art is described with a mathematical equation and is usually created with a drawing program
such as Adobe Illustrator. Images—whether color, monochrome, or grayscale—are described as pixels and are created
with applications like Adobe Photoshop or by scanning. Monochrome images include most black-and-white
illustrations made by paint programs and any images scanned with an image depth of 1 bit.
When you downsample (or decrease the number of pixels), information is deleted from the image. With Distiller, you
specify an interpolation method—average downsampling, bicubic downsampling, or subsampling—to determine how
pixels are deleted. Depending on the settings you choose, compression and downsampling can significantly reduce the
size of a PDF with little or no loss of detail and precision.
When Distiller processes a file, it normally applies the compression settings to images throughout the file. However,
you can assign different compression and downsampling methods to individual images.
USING ACROBAT 9 STANDARD 96
Creating PDFs
Varying the compression and downsampling methods within a PDF
Before you create a PDF, you can take various approaches to applying different compression and downsampling
options to the individual images that will go into that PDF:
• Use Adobe Photoshop to resample and compress existing image files before using Distiller. When you are ready to
create the PDF in Distiller, be careful to deselect the compression and downsampling or subsampling options.
• Create separate PostScript files for each part of the document that you want to process differently, and use different
compression options to distill each part. Then use Distiller to merge the files into a single PDF.
• When you create color, grayscale, and monochrome images in an art application (such as Adobe Photoshop), select
the compression and downsampling settings that you want when you save each image from within that application.
• Insert Distiller parameters before images in a PostScript file. You can use this technique to process every image in
a document differently. This technique is the most difficult, because it requires knowledge of PostScript
programming. For more information on using parameters, see the SDK documentation on the Acrobat Developer
Center at www.adobe.com/go/learn_acr_devcenter_en (English only).
Note: To apply the inserted Distiller parameters, select Allow PostScript File To Override Adobe PDF Settings on the
Advanced panel of the Adobe PDF Settings dialog box in Distiller. This option overrides settings you selected in the
Adobe PDF dialog box.
Compression methods
Distiller applies ZIP compression to text and line art, ZIP or JPEG compression to color and grayscale images, and ZIP,
CCITT Group 3 or 4, or Run Length compression to monochrome images.
USING ACROBAT 9 STANDARD 97
Creating PDFs
A
B
Sales Plan
Kahili Mountain Coffee
C
D
Suitable compression methods for different art types
A. ZIP B. JPEG C. CCITT D. Run Length
You can choose from the following compression methods:
ZIP Works well on images with large areas of single colors or repeating patterns, and for black-and-white images that
contain repeating patterns. Acrobat supports only 8-bit ZIP compression, which is lossless; that is, data is not removed
to reduce file size, so image quality is not affected.
Note: Adobe implementation of the ZIP filter is derived from the zlib package of Jean-loup Gailly and Mark Adler, whose
generous assistance we gratefully acknowledge.
JPEG Suitable for grayscale or color images, such as continuous-tone photographs. JPEG is lossy, which means that it
removes image data and may reduce image quality; however, it attempts to reduce file size with the minimum loss of
information. Because JPEG compression eliminates data, it can achieve much smaller file sizes than ZIP compression.
CCITT Available only for monochrome bitmap images. CCITT (Consultative Committee on International Telegraphy
and Telephony) compression is appropriate for black-and-white images and any images scanned with an image depth
of 1 bit. Group 4 is a general-purpose method that produces good compression for most monochrome images.
Group 3, used by most fax machines, compresses monochrome images one row at a time.
Run Length Produces the best results for images that contain large areas of solid white or black.
USING ACROBAT 9 STANDARD 98
Creating PDFs
Fonts
Font embedding and substitution
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, unless the document uses CID fonts, a font format commonly used for
Asian languages. You can embed or substitute fonts in Acrobat or when you export an InDesign document to PDF.
You can embed the entire font, or just a subset of the characters used in the file. Subsetting ensures that your fonts and
font metrics are used at print time by creating a custom font name. That way, for example, your version of Adobe
Garamond®, not your service provider’s version, is always used by the service provider for viewing and printing. Type
1 and TrueType fonts can be embedded if they are included in the PostScript file, or are available in one of the font
locations that Distiller monitors and are not restricted from embedding.
Note: (Acrobat) In some cases, TrueType fonts that have gone through a PostScript driver can no longer be searched,
copied, cut, or pasted. To minimize this problem, use Acrobat on the same system on which the PostScript file was created.
Then make sure that the TrueType fonts used in the file are available on the system.
When a font cannot be embedded due to the font vendor settings, and someone who opens or prints a PDF does not
have access to the original font, a Multiple Master typeface is temporarily substituted: AdobeSerifMM for a missing
serif font, and AdobeSansMM for a missing sans serif font.
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.
Note: (Acrobat) For Asian text, Acrobat uses fonts from the installed Asian language kit or from similar fonts on the user’s
system. Fonts from some languages or with unknown encodings cannot be substituted; in these cases, the text appears as
bullets in the file.
If characters are unconventional (left), the substitution font does not match (right).
Accessing and embedding fonts using Distiller
When converting a PostScript file to PDF, Distiller needs access to the file’s fonts to insert the appropriate information
in the PDF. Distiller first searches the PostScript file for Type 1, TrueType, and OpenType fonts. If the font isn’t
embedded in the PostScript file, Distiller searches additional font folders. Distiller searches the following font folders
in Windows:
• /Resource/Font in the Acrobat folder
• /Windows/Fonts
Distiller searches the following font folders in Mac OS:
• /Resource/Font in the Acrobat folder
• /Users/[user name]/Library/Fonts
USING ACROBAT 9 STANDARD 99
Creating PDFs
• /Library/Fonts
• /System/Library/Fonts
The Acrobat installation includes width-only versions of many common Chinese, Japanese, and Korean fonts,
therefore Distiller can then access these fonts in Acrobat. Make sure that the fonts are available on your computer.
(In Windows, choose Complete when you install Acrobat, or choose Custom and select the Asian Language
Support option. In Mac OS, these fonts are installed automatically.)
For information on including fonts in a PostScript file, see the documentation that came with the application and
printer driver you use to create PostScript files.
Note: Distiller does not support Type 32 fonts.
To specify other font folders for Distiller to search, in Acrobat Distiller, choose Settings > Font Locations. Then in the
dialog box, click Add to add a font folder. Select Ignore TrueType Versions Of Standard PostScript Fonts to exclude
TrueType fonts that have the same name as a font in the PostScript 3 font collection.
Note: To provide Distiller with access to a font folder that has been moved, use this dialog box to remove the folder listed
in its old location and add it in its new location.
Preview PDFs without local fonts
You can create a printable preview of your document that substitutes default fonts for any text formatted in fonts that
are available on your local computer but are not embedded in the PDF. This preview can help you decide whether to
embed those local fonts in the PDF, to achieve the look you want for your document.
❖ In the Preferences dialog box under Categories, select Page Display, and then deselect Use Local Fonts.
Note: If a font cannot be substituted, the text appears as bullets, and Acrobat displays an error message.
Find PostScript font names
If you need to enter a font name manually on the Fonts panel of the Adobe PDF Settings dialog box, you can use a PDF
to find the exact spelling of the name.
1 Use any application to create a one-page document with the font.
2 Create a PDF from the document.
3 Open the PDF in Acrobat, and choose File > Properties > Fonts.
4 Write down the name of the font, using the exact spelling, capitalization, and hyphenation of the name as it appears
in the Font Info dialog box.
100
Chapter 4: Combining content in PDFs
In Adobe® Acrobat® 9 Standard, you can easily create complex Adobe PDFs that include different types of files. You
can package multiple files of various types into a PDF Portfolio, in which each file appears separately and has its own
pagination. You can also convert and merge multiple files into a single merged PDF, in which converted documents
flow into the PDF as sequential pages.
It’s also easy to make changes in a complex PDF so that it contains just the information you want. You can make these
changes in an orderly, unified, and efficient document that serves your needs.
Combining files into a PDF Portfolio
About PDF Portfolios
A PDF Portfolio contains multiple files assembled into an integrated PDF unit. The files in a PDF Portfolio can be in
different formats and created in different applications. For example, suppose you have a project that includes text
documents, email messages, spreadsheets, CAD drawings, and PowerPoint presentations. You could combine all of
these documents into a PDF Portfolio. The original files retain their individual identities but are assembled into one
PDF Portfolio file. Users can open, read, edit, and format each component file independently of the other component
files in the PDF Portfolio.
Create a PDF Portfolio by using the File > Create PDF Portfolio command. In Windows, the Acrobat PDFMaker in
Outlook and Lotus Notes can create PDF Portfolios when you convert email messages.
Note: Adobe Reader® users cannot create PDF Portfolios or edit the layout, colors, headers, and so on.
Depending on the circumstances, PDF Portfolios offer several advantages over merging multiple files into a single PDF:
Adding and deleting Add or remove files easily, without having to find and select all the pages that originated in that file.
Previewing Quickly preview component files without having to open them in their native applications.
Editing Change individual files within the PDF Portfolio without affecting the other files. For example, you can
renumber pages in one document without renumbering other documents in the PDF Portfolio. You can also edit nonPDF files in their native applications from within a PDF Portfolio; any changes you make are saved to the file within
the PDF Portfolio.
Distribution Share a PDF Portfolio with others and be sure that they are getting all the component parts.
Sorting Sort component files by categories that you can add to, delete, hide, and customize. Simply click a column
name to sort the list.
Printing Print all the PDFs in a PDF Portfolio, or selected component PDFs.
Searching Search one or all files in a PDF Portfolio. You can even search non-PDF component files.
Incorporating other formats Add non-PDF files to an existing PDF Portfolio without converting them to PDF.
Independence from source files The source files of a PDF Portfolio—even existing files you add to the PDF Portfolio—
are not changed when you create a PDF Portfolio. Changes you make to the component files within a PDF Portfolio
do not change the original files from which you created the PDF Portfolio. You can move a PDF Portfolio anywhere
on your computer or network without any risk of losing or disconnecting its components.
Reuse Include the same file in multiple PDF Portfolios.
USING ACROBAT 9 STANDARD 101
Combining content in PDFs
Note: PDF Portfolios are different from collections that you create in the Acrobat Organizer. Organizer collections are
simply tools that help you find related PDFs, regardless of where they are stored in the folder structure on your computer.
PDF Portfolios are actual PDF files, each of which is stored in a single location on your computer. Also, PDFs attached to
other PDFs do not offer the same benefits as PDF Portfolios.
For videos on PDF Portfolios, see the following resources:
• Creating and securing PDF Portfolios: www.adobe.com/go/lrvid4201_a9
• Creating a business PDF Portfolio: www.adobe.com/go/lrvid4204_a9
• Articles, tutorials, and tips about PDF Portfolios: http://acrobatusers.com/
• PDF Portfolio gallery: www.acrobatusers.com/gallery/pdf_portfolio_gallery/
See also
“View the PDF Portfolio work area” on page 19
“Print PDFs in a PDF Portfolio” on page 338
“Search a PDF Portfolio” on page 290
View and edit components of a PDF Portfolio
You can sort and preview component files in a PDF Portfolio, as well as open, edit, and save component files in their
native application. Some file types require that you install the native application on your computer.
PDF Portfolios created in Acrobat 9 can be opened in Acrobat 8 and Reader 8. However, the following PDF Portfolio
features are not available in Acrobat 8 and Reader 8:
• Welcome page
• Header
• Layouts
• Color schemes
• Custom columns in File Details view
• Folders. All files inside the folders are available, but the folders do not appear.
• File previewing
View file details
When you open a PDF Portfolio, the component files are arranged in a layout specified by the PDF Portfolio author.
To view a detailed list of the component files, in the PDF Portfolio toolbar, click the File Details button . To return
to the original view, click the Home button .
Sort component files in a PDF Portfolio
1 In the PDF Portfolio toolbar, click the File Details button
, if necessary.
2 Click a column name. Click it a second time to reverse the order between Ascending and Descending.
The sorting order remains in place for only the current session, or until you change the sorting. The next time you
open the PDF Portfolio, it appears in the specified initial sort order.
To change the order of the columns in File Details view, drag a column name to a different location.
USING ACROBAT 9 STANDARD 102
Combining content in PDFs
Preview component files in a PDF Portfolio
You can preview many types of files within a PDF Portfolio. Previewing is useful when you want to view, but not
change, the contents of a file.
1 From the PDF Portfolio Home view or File Details view, double-click a file. If necessary, click the Preview button
2 To preview component files one by one, click the Next File
and Previous File
.
buttons.
When a component file is open in the PDF Portfolio previewer, a previewing toolbar appears below the PDF Portfolio
toolbar. The type of file that is being previewed determines which tools are available.
Open, edit, and save component files
You can open, edit, and save a component file in its native application, as long as the application is installed on your
computer. Any changes that you make to component files do not affect the original files outside your PDF Portfolio.
1 Do one of the following:
• From the PDF Portfolio Home view or File Details view, right-click the file, and choose Open File In Native
Application (for non-PDFs) or Open File (for PDFs).
• From previewing mode, click the Open button in the previewing toolbar.
2 If a confirmation dialog box appears, select Open This File or Always Allow Opening Files Of This Type, and click OK.
3 Edit the file as needed, and then save the file.
Create and edit PDF Portfolios
It’s easy to create a PDF Portfolio and add files to it. You can create folders within your PDF Portfolio, delete
component files and folders, edit component filenames, and add and edit descriptions of component files.
See also
“Convert email messages to PDFs” on page 71
“Save a PDF” on page 118
“Adobe PDF conversion settings” on page 85
Create a PDF Portfolio
❖ Choose File > Create PDF Portfolio.
Add files to a PDF Portfolio
❖ From an open PDF Portfolio, do one of the following:
• Choose File > Modify PDF Portfolio > Add Files, and select one or more files.
• Choose File > Modify PDF Portfolio > Add Existing Folder, and select a folder.
• On the desktop or from a folder, drag any files or folders into the PDF Portfolio work area.
Create a folder in a PDF Portfolio
❖ Choose File > Modify PDF Portfolio > Create New Folder.
Remove files and folders from a PDF Portfolio
❖ Select one or more files or folders in the PDF Portfolio and press Delete.
USING ACROBAT 9 STANDARD 103
Combining content in PDFs
If you delete a folder, all of the files within it are deleted from the PDF Portfolio.
Edit component filenames and descriptions in a PDF Portfolio
• To edit the name of a component file, click to select the file, and then click in the filename to show the insertion
point. Then enter a new filename.
• To edit the description on a component file, select the file, and then click the description area. (In Home view, the
description area is below the filename; in File Details view, it is a column in the file list.) Then enter a description.
See also
“View and edit components of a PDF Portfolio” on page 101
Extract component files in a PDF Portfolio
❖ Select one or more files, and then choose File > Save Files From Portfolio.
Share PDF Portfolios
Share a PDF Portfolio with others either by sending it in an email or by uploading it on Acrobat.com, a free, secure
web service.
Email a PDF Portfolio
❖ From the share
menu in the PDF Portfolio toolbar, choose Email.
Share a PDF Portfolio on Acrobat.com
1 From the share
menu in the PDF Portfolio toolbar, choose Share Portfolio On Acrobat.com.
2 If prompted, enter your Adobe ID and password, or create an ID if you don’t have one.
3 As needed, click Share More Files to add additional files. You can share many types of files on Acrobat.com, not
just PDF files.
4 In the email screen, do the following and then click Send:
• Enter the email addresses of the recipients. Click the To or Cc buttons to select email addresses from a Lotus Notes
or Microsoft Outlook address book. Insert a semicolon or a return between each address.
• Customize the email subject and message as needed. To use the default email message, click Reset Default Message.
• Choose an option from the Access Level menu to specify who can open and download the file.
Acrobat uploads the files you specified on Acrobat.com, and send the recipients an email with a link to the files.
Other functions enabled in PDF Portfolios
These commands are available for component files in PDF Portfolios:
Extend Forms Fill-In & Save In Adobe Reader Enables Reader users to save form data and digitally sign component
PDFs. For more information, see “Enable Reader users to save form data” on page 169.
Reduce File Size Reduces the file size of component PDFs. For more information, see “Reduce file size by saving” on
page 119.
Secure Portfolio With Password Adds document security to a PDF Portfolio or to component PDFs within a PDF
Portfolio. For more information, see “Securing documents with passwords” on page 206.
USING ACROBAT 9 STANDARD 104
Combining content in PDFs
Note: Other security features are also available for PDF Portfolios and component files in PDF Portfolios. For more
information, see “Security” on page 200.
OCR Enables you to search, correct, and copy the text in scanned component PDFs. For more information, see
“Recognize text in scanned documents” on page 61.
Add unifying page elements Adds, updates, and removes headers, footers, Bates numbers, backgrounds, and
watermarks to component PDFs. For more information, see “Adding unifying page elements” on page 106.
Print Prints component documents. For more information, see “Print PDFs in a PDF Portfolio” on page 338.
Other options for combining files
Create merged PDFs
In a merged PDF, converted documents flow into a single PDF as sequential pages.
1 Choose File > Combine > Merge Files Into A Single PDF.
If a PDF is currently open, it appears in the list of included files.
2 In the upper-right corner of the Combine Files dialog box, make sure that Single PDF is selected.
3 From the Add Files menu, choose any of the following:
• To add individual files, choose Add Files, then select the files.
• To add all the files in a folder, choose Add Folders, then select the folder.
Note: If the folder contains files that Acrobat does not support for PDF conversion, those files are not added.
• To add files that you have combined into PDFs in other sessions, choose Reuse Files. Then select a previously
created PDF from the left list, and from the right list, select the component documents. (If you have not used the
Combine Files dialog box before, this option is not available.)
• To add currently open PDFs, choose Add Open Files, then select the files.
In Windows, you can also drag files or folders from the desktop or a folder into the Combine Files dialog box. Or rightclick the selected items and choose Combine Supported Files In Acrobat.
If any files are password-protected, one or more messages appear, in which you must enter the correct password.
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.
4 As needed, do any of the following in the list of files:
• To rearrange the order of files on the list, select a file, then drag it or click Move Up or Move Down.
• To sort the list, click the column name that you want to sort by. Click again to sort in reverse order.
• 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.
Note: The name of the Choose button varies according to file type. For PDFs and Word documents, it is labeled Choose
Pages; for PowerPoint files, it is Choose Slides; for Excel files, Choose Sheets.
5 Click Options to specify conversion settings.
6 Specify a file size, and then click Combine Files.
USING ACROBAT 9 STANDARD 105
Combining content in PDFs
A status dialog box shows the progress of the file conversions. Some source applications start and close automatically.
See also
“Convert email messages to PDFs” on page 71
“Adobe PDF conversion settings” on page 85
File Size settings
Smaller File Size Reduces large images to screen resolution and compresses, using low-quality JPEG. Suitable for on-
screen display, email, and the Internet.
Note: If any of the source files are already PDFs, the Smaller File Size option applies the Reduce File Size feature to those
files. The Reduce File Size feature is not applied if either the Default File Size or Larger File Size option is selected.
Default File Size Creates PDFs suitable for reliable viewing and printing of business documents.
Larger File Size Applies the High Quality Print conversion preset.
Insert one PDF into another
1 Open the PDF that serves as the basis of the combined file.
2 Choose Document > Insert Pages > From File (Windows), or Document > Insert Pages (Mac OS).
3 Select the PDF.
4 In the Insert Pages dialog box, specify where to insert the document (before or after the first or last page, or a
designated page). Click OK.
5 To leave the original PDF intact as a separate file, choose Save As, and type a new name for the merged PDF.
You can also add an existing file to a PDF by dragging the file icon directly into position in the Pages panel of the open
PDF.
Insert a clipboard selection into a PDF (Windows)
You can insert one or more pages of selected content copied from any application into an existing PDF.
1 Open the document containing the content that you want to add. Select the content, and then copy the selection
(in most applications, by choosing Edit > Copy).
2 Open the PDF that you want to serve as the basis of the combined file, and choose Document > Insert Pages > From
Clipboard.
3 In the Insert Pages dialog box, specify where to insert the selection (before or after the first or last page, or a
designated page). Click OK.
4 To leave the original PDF intact as a separate file, choose Save As, and type a new name for the merged PDF.
USING ACROBAT 9 STANDARD 106
Combining content in PDFs
Placing PDFs as linked files in other documents
You can incorporate PDFs into other types of files that support Object Linking and Embedding (OLE), such as
InDesign® or Word files. These files are called OLE container documents. Later, if you make changes to the original
PDF, the OLE features in the container application can update the embedded file in the container document, reflecting
your changes to the original PDF.
❖ Do one of the following:
• Choose the OLE container application’s Insert Object command or Insert Hyperlink command.
• (Windows) In Acrobat, choose Edit > Copy File To Clipboard, and then choose the Paste Special command in the
container application.
Adding unifying page elements
Add and edit headers and footers
A header and footer present consistent information in the page margins throughout a PDF. For example, the
information could be a date, automatic page numbering, the title of the overall document, or name of the author. You
can add headers and footers to one or more PDFs, including component PDFs in a PDF Portfolio.
You can vary the headers and footers within a PDF. For example, you can add a header that displays the page number
on the right side of odd-numbered pages, and another header that displays the page number on the left side of evennumbered pages.
You can define and save your headers and footers to reuse them later, or you can simply apply a header and footer and
forget it. After applying a header and footer, you can edit, replace, or delete it in the PDF. You can also preview headers
and footers before applying them and adjust the header and footer margins so that they don’t overlap other page
content.
Add headers and footers, with an open document
1 Choose Document > Header & Footer > Add.
2 As needed, specify the Font and Margin values.
The text properties apply to all header and footer entries that are part of this setting definition. You cannot apply
different settings to individual header or footer text boxes within the same session in the Add Header And Footer
dialog box
To prevent overlapping, click the Appearance Options button and select Shrink Document To Avoid Overwriting The
Document’s Text And Graphics. To prevent resizing or repositioning when printing the PDF in large format, select
Keep Position And Size Of Header/Footer Text Constant When Printing On Different Page Sizes.
3 Type the text in any of the header and footer text boxes. To insert page numbers or the current date, click in a box
and then click the corresponding buttons. To select formatting for automatic entries, click Page Number And Date
Format.
Note: You can combine text with dates and page numbers. You can also add several lines of text to an entry.
4 To specify the pages on which the header and footer appear, click the Page Range Options button. Then specify a
page range and choose a Subset option, as needed.
5 Examine the results in the Preview area, using the Preview Page option to see different pages of the PDF.
6 (Optional) To save these header and footer settings for future use, click Save Settings at the top of the dialog box.
USING ACROBAT 9 STANDARD 107
Combining content in PDFs
7 (Optional) To apply the same settings to additional PDFs, click Apply To Multiple. Click Add Files, choose Add
Files or Add Open Files, and select the files. Then in the Output Options dialog box, specify your folder and
filename preferences, and click OK.
Add headers and footers, with no document open
1 Choose Document > Header & Footer > Add.
2 In the dialog box, click Add Files, choose Add Files, then select the files.
You can also add files or folders by dragging them into the dialog box.
3 Follow steps 2 through 6 in the procedure for adding headers and footers with an open document. When you have
finished setting up your headers and footers, click OK.
4 In the Output Options dialog box, specify your folder and filename preferences and click OK.
Add headers and footers to component PDFs in a PDF Portfolio
1 Select one or more component PDFs in a PDF Portfolio.
2 Follow the steps in the procedure for adding headers and footers with an open document.
Update the headers and footers
Updating applies to the most recently added header and footer set.
1 Open a single PDF.
2 Choose Document > Header & Footer > Update.
3 Change the settings as needed.
Add another header and footer
1 Open a single PDF, or select one component PDF in a PDF Portfolio.
2 Choose Document > Header & Footer > Add, and then click Add New in the message that appears.
The preview shows any existing headers and footers.
3 Type text in the header and footer text boxes to add more headers and footers. As you type, the preview updates the
appearance of the complete headers and footers on the page.
4 Select new formatting options, as preferred, again noticing the updating in the preview.
Replace all headers and footers
1 Open a single PDF.
2 Choose Document > Header & Footer > Add, and then click Replace Existing in the message that appears.
3 Specify the settings, as needed.
Note: This process applies only to headers and footers added in Acrobat 7.0 or later.
Remove all headers and footers
❖ Do one of the following:
• Open a single PDF, or select one component PDF in a PDF Portfolio. Then choose Document > Header & Footer
> Remove.
USING ACROBAT 9 STANDARD 108
Combining content in PDFs
• To remove headers and footers from multiple PDFs, close any open documents and choose Document > Header &
Footer > Remove. In the dialog box, click Add Files, choose Add Files, and select the files. Click OK, and then in
the Output Options dialog box, specify your folder and filename preferences.
Note: This process applies only to headers and footers added in Acrobat 7.0 or later.
Add and edit backgrounds
A background appears behind text or images on the page. The background can be as simple as a solid color, or you can
use an image. You can selectively apply a background to only specific pages or page ranges in one or more PDFs. A
PDF supports only one background per page, but the backgrounds can vary from page to page.
Before and after adding a background
Add, replace, or edit a background, with an open document
1 Choose Document > Background > Add/Replace.
Note: If a message appears, telling you that the current document already has a background, click Replace Background.
If you apply the new background to a limited range of pages, the old background remains unchanged on pages outside
that range.
2 (Optional) To apply the background selectively to individual pages, click Page Range Options. Then specify a page
range and choose a Subset option, as needed.
3 Specify the background:
• To reuse a background and background options that you saved in an earlier session, select it from the Saved Settings
menu.
• To apply a solid color background, select From Color. Then select a color swatch or custom color from the color
picker
.
USING ACROBAT 9 STANDARD 109
Combining content in PDFs
• To use an image, select File, then select the image file. To select a specific image in a multipage file, enter it in Page
Number.
Note: Only PDF, JPEG, and BMP files can be used as background images.
4 Adjust the appearance and position of the background, as needed.
5 (Optional) To apply the same background to additional PDFs, click Apply To Multiple. Click Add Files, choose
Add Files or Add Open Files, and then select the files. Then in the Output Options dialog box, specify your folder
and filename preferences, and click OK.
Add, replace, or edit a background, with no document open
1 Choose Document > Background > Add/Replace.
2 In the dialog box, click Add Files, choose Add Files, and then select the files.
You can also add files or folders by dragging them into the dialog box.
3 Click OK to close the Add Background dialog box.
4 Follow steps 2 through 4 in the procedure for adding, replacing, or editing a background with an open document.
When you have finished setting up your background, click OK.
5 In the Output Options dialog box, specify your folder and filename preferences and click OK.
Add, replace, or edit a background for component PDFs in a PDF Portfolio
1 Select one or more component PDFs in a PDF Portfolio.
2 Follow the steps in the procedure for adding, replacing, or editing a background with an open document.
Update a recently edited background image
If the original image file that you are using as a background changes, you can update the PDF to show the new version
of the image rather than removing the old version and re-adding the new one.
1 Open a single PDF.
2 Choose Document > Background > Update.
3 Click OK, or make other changes to the background options and then click OK.
Note: This process applies only to backgrounds added in Acrobat 7.0 or later.
Remove a background from selected pages
1 Open a single PDF, or select one or more component PDFs in a PDF Portfolio.
2 Choose Document > Background > Add/Replace.
3 Click Page Range Options, and then specify a page range and choose a Subset option, as needed.
Remove a background from all pages
❖ Do one of the following:
• Open a single PDF, or select one or more component PDFs in a PDF Portfolio. Then choose Document >
Background > Remove.
• To remove a background from multiple PDFs, close any open PDFs and choose Document > Background >
Remove. In the dialog box, click Add Files, choose Add Files or Add Open Files, and then select the files. Click OK,
and then in the Output Options dialog box, specify your folder and filename preferences.
USING ACROBAT 9 STANDARD 110
Combining content in PDFs
Add and edit watermarks
A watermark is text or an image that appears either in front of or behind existing document content, like a stamp. For
example, you could apply a “Confidential” watermark to pages with sensitive information. You can add multiple
watermarks to one or more PDFs, but each watermark must be added separately. You can specify the page or range of
pages on which each watermark appears.
Note: Unlike a stamp, a watermark is integrated into PDF pages as a fixed element. A stamp is a type of PDF comment,
which others reading the PDF can open to display a text annotation, move, change, or delete.
Before and after adding a watermark
Add or replace a watermark, with an open document
1 Choose Document > Watermark > Add.
2 (Optional) To apply the watermark selectively to individual pages, click Page Range Options. Then specify a page
range and choose a Subset option, as needed.
3 Specify the watermark:
• To reuse a watermark and watermark options that you saved in an earlier session, select it from the Saved Settings menu.
• To create a text watermark, select Text, and type the text in the box. Adjust the text formatting options as needed.
• To use an image as a watermark, select File. Then click Browse and select the image file. If the file has multiple pages
with images, specify the Page Number you want.
Note: Only PDF, JPEG, and BMP images can be used as watermarks.
USING ACROBAT 9 STANDARD 111
Combining content in PDFs
4 To change the size of an image watermark, do one of the following:
• To resize the watermark in relation to the original image file size, enter a percentage in the Absolute Scale option
(in the Source area of the dialog box).
• To resize the watermark in relation to the PDF page dimensions, enter a percentage in the Scale Relative To Target
Page (in the Appearance area of the dialog box).
5 Adjust the appearance and position of the watermark, as needed.
6 (Optional) Click Appearance Options and specify the following options:
• To specify when the watermark appears, select or deselect Show When Printing and Show When Displaying On
Screen.
• To control variations in a PDF with pages of varying sizes, select or deselect Keep Position And Size Of Watermark
Text Constant When Printing On Different Page Sizes.
7 (Optional) To apply the same settings to additional PDFs, click Apply To Multiple. Click Add Files, choose Add
Files or Add Open Files, and then select the files. Then in the Output Options dialog box, specify your folder and
filename preferences, and click OK.
Add or replace a watermark, with no document open
1 Choose Document > Watermark > Add.
2 In the dialog box, click Add Files, choose Add Files, and then select the files.
You can also add files or folders by dragging them into the dialog box.
3 Click OK to close the Add Watermark dialog box.
4 Follow steps 2 through 6 in the procedure for adding or replacing a watermark with a document open. When you
have finished setting up your watermark, click OK.
5 In the Output Options dialog box, specify your folder and filename preferences and click OK.
Add or replace a watermark in component PDFs in a PDF Portfolio
1 Select one or more component PDFs in a PDF Portfolio.
2 Follow the steps in the procedure for adding or replacing a watermark with a document open.
Update a watermark
1 Open a single PDF.
2 Choose Document > Watermark > Update.
3 Make changes to the watermark, and then click OK.
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:
• Open a single PDF, or select one or more component PDFs in a PDF Portfolio. Then choose Document >
Watermark > Remove.
USING ACROBAT 9 STANDARD 112
Combining content in PDFs
• To remove watermarks from multiple PDFs, close any open PDFs and choose Document > Watermark > Remove.
In the dialog box that appears, click Add Files, choose Add Files, and then select the files. Click OK, and then in the
Output Options dialog box, specify your folder and filename preferences.
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.
Crop empty areas around page content
1 Choose Document > Crop Pages.
2 Under Margin Controls, select Remove White Margins.
Crop one or more pages
1 Choose Document > Crop Pages.
2 Adjust values for the Margin Controls.
3 As needed, specify Page Range settings.
Crop a page with the Crop tool
1 Choose Tools > Advanced Editing > Crop Tool.
2 Drag a rectangle on the page you want to crop. If necessary, drag the corner handles of the cropping rectangle until
the page is the size you want.
3 Double-click inside the cropping rectangle.
The Crop Pages dialog box opens, indicating the margin measurements of the cropping rectangle and the page to be
cropped. You can override these settings or apply other options by making new selections in the dialog box before
clicking OK.
Crop Pages dialog box settings
The Crop Pages options specify a selection of options for cropping pages.
The Margin Control options are as follows:
Constrain Proportions Locks the proportions of the crop so that all margins are the same distance.
Remove White Margins Crops the page to the artwork boundary. This option is useful for trimming the edges of
presentation slides saved as PDFs.
Set To Zero Restores the crop margins to zero.
Revert To Selection Reverts to the crop margin selected with the Crop tool.
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:
• Document > Crop Pages.
USING ACROBAT 9 STANDARD 113
Combining content in PDFs
• Crop Pages from the options menu on the Pages panel.
2 Reset the margins to the original dimensions.
Rearranging pages in a PDF
Rotate a page
You can rotate all or selected pages in a document. Rotation is based on 90° increments.
1 Open the Rotate Pages dialog box using one of the following methods:
• Choose Document > Rotate Pages.
• From the options menu on the Pages panel, choose Rotate Pages.
2 For Direction, select the amount and direction of the rotations: Counterclockwise 90 Degrees, Clockwise 90
Degrees, or 180 Degrees.
3 For Pages, specify whether all pages, a selection of pages, or a range of pages are to be rotated.
4 From the Rotate menu, specify even pages, odd pages, or both, and select the orientation of pages to be rotated.
To temporarily change your view of the page, choose View > Rotate View > Clockwise or Counterclockwise. The
original page orientation is restored the next time you open the PDF.
Extract pages in a PDF
Extraction is the process of reusing selected pages of one PDF in a different PDF. Extracted pages contain not only the
content but also all form fields, comments, and links associated with the original page content.
You can leave the extracted pages in the original document or remove them during the extraction process—
comparable to the familiar processes of cutting-and-pasting or copying-and-pasting, but on the page level.
Note: Any bookmarks or article threading associated with pages are not extracted.
1 Open the PDF in Acrobat and choose Document > Extract Pages.
2 Specify the range of pages to extract.
3 In the Extract Pages dialog box, do one or more of the following before you click OK:
• To remove the extracted pages from the original document, select Delete Pages After Extracting.
• To create a single-page PDF for each extracted page, select Extract Pages As Separate Files.
• To leave the original pages in the document and create a single PDF that includes all of the extracted pages, leave
both check boxes deselected.
The extracted pages are placed in a new document named Pages From [original document name]-[n].
Note: The creator of a PDF document can set the security to prevent the extraction of pages. To view the security settings
for a document, choose File > Properties, and select Security.
See also
“Extract component files in a PDF Portfolio” on page 103
USING ACROBAT 9 STANDARD 114
Combining content in PDFs
Splitting PDFs into multiple documents
You can split one or more documents into multiple smaller documents. When splitting a document, you can specify
the split by maximum number of pages, maximum file size, or by top-level bookmarks.
Split one or more PDFs, with an open document
1 Open the PDF and choose Document > Split Document.
2 In the Split Document dialog box, specify the criteria for dividing the document:
Number Of Pages Specify the maximum number of pages for each document in the split.
File Size Specify the maximum file size for each document in the split.
Top-level Bookmarks If the document includes bookmarks, creates one document for every top-level bookmark.
3 To specify a target folder for the split files and filename preferences, click Output Options. Specify the options as
needed, and then click OK.
4 (Optional) To apply the same split to multiple documents, click Apply To Multiple. Click Add Files, and choose
Add Files, Add Folders, or Add Open Files. Select the files or folder, and then click OK.
Split one or more PDFs, with no document open
1 Choose Document > Split Document.
2 Click Add Files, and choose Add Files, Add Folders. Select the files or folder, and then click OK.
3 Follow steps 2 and 3 in the procedure for splitting documents with a document open.
Move or copy a page
You can use page thumbnails to copy or move pages within a document, and copy pages between documents.
When you drag a page thumbnail in a Pages panel, a bar appears near other thumbnails, indicating the position in
which it will appear in the PDF. This bar appears at the bottom or top when the thumbnails are in a single column, or
to the left or right if more than one column of thumbnails is displayed.
Note: Tagged bookmarks affect the order that reading devices follow, such as devices for the visually impaired. Tagged
bookmarks do not change the sequence of pages in a PDF.
See also
“Insert one PDF into another” on page 105
“About tags, accessibility, reading order, and reflow” on page 241
Move or copy a page within a PDF, using page thumbnails
1 Click the Pages button to open the Pages panel, and select one or more page thumbnails.
2 Do one of the following:
• To move a page, drag the page number box of the corresponding page thumbnail or the page thumbnail itself to the
new location. A bar appears to show the new position of the page thumbnail. The pages are renumbered.
• To copy a page, Ctrl-drag the page thumbnail to a second location.
Copy a page between two PDFs, using page thumbnails
1 Open both PDFs, and display them side by side.
USING ACROBAT 9 STANDARD 115
Combining content in PDFs
2 Open the Pages panels for both PDFs.
3 Drag the page thumbnail into the Pages panel of the target PDF. The page is copied into the document, and the
pages are renumbered.
Delete or replace a page
You can replace an entire PDF page with another PDF page. Only the text and images on the original page are replaced.
Any interactive elements associated with the original page, such as links and bookmarks, are not affected. Likewise,
bookmarks and links that may have been previously associated with the replacement page do not carry over.
Comments, however, are carried over and are combined with any existing comments in the document.
After you delete or replace pages, it’s a good idea to use the Reduce File Size command to rename and save the
restructured document to the smallest possible file size.
A page before and after it is replaced. The page’s bookmarks and links remain in the same locations.
Delete pages, using the Delete command
Note: You cannot undo the Delete command.
1 Choose Document > Delete Pages.
2 Enter the page range to be deleted, and click OK.
You cannot delete all pages; at least one page must remain in the document.
If you select Use Logical Page Numbers in the Page Display panel of the Preferences dialog box, you can enter a page
number in parentheses to delete the logical equivalent of the page number. For example, if the first page in the
document is numbered i, you can enter (1) in the Delete Pages dialog box, and the page is deleted.
Delete pages, using page thumbnails
1 In the Pages panel, select a page or group of pages.
2 Choose Delete Pages from the Pages panel options menu
, and click OK.
USING ACROBAT 9 STANDARD 116
Combining content in PDFs
Delete material associated with a tagged bookmark
1 In the Bookmarks panel, click the tagged bookmark for the material you want to delete. Shift-click to select multiple
bookmarks.
2 Choose Delete Page(s) from the options menu. The tagged bookmark and its associated page are deleted from the
document.
Replace the contents of a page
1 Open the PDF that contains the pages you want to replace.
2 Choose Document > Replace Pages.
3 Select the document containing the replacement pages, and click Select.
4 Under Original, enter the pages to be replaced in the original document.
5 Under Replacement, enter the first page of the replacement page range. The last page is calculated based on the
number of pages to be replaced in the original document.
Replace pages using a page thumbnail
1 Open the PDF that contains the pages you want to replace, and then open the PDF that contains the replacement
pages.
2 In the Pages panel of the PDF that contains the replacement pages, select a page or group of pages:
• Select the page number boxes of the page thumbnails that you want to use as replacement pages.
• Shift-click to select multiple page thumbnails. Ctrl-click to add to the selection.
• Drag a rectangle around a group of page thumbnails.
3 Ctrl+Alt+drag the selected page thumbnails onto the Pages panel of the target document. Release the mouse button
when the pointer is directly over the page number box of the first page thumbnail you want to replace so that these
pages become highlighted.
The pages you selected in the first document replace the same number of pages in the second document, starting at the
page number you selected to drop the new pages on.
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)
USING ACROBAT 9 STANDARD 117
Combining content in PDFs
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, 23, 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.
See also
“Add and edit headers and footers” on page 106
118
Chapter 5: Saving and exporting PDFs
You can save your changes to an Adobe® PDF or PDF Portfolio in the original PDF or in a copy of the PDF. You can
also save individual PDFs to other file formats, including text, XML, HTML, and Microsoft Word. Saving a PDF in
text format allows you to use the content with a screen reader, screen magnifier, or other assistive technology.
If you don’t have access to the source files that created an Adobe PDF, you can still copy images and text from the PDF
to use elsewhere. You can also export the PDF to a reusable format, or export images in a PDF to another format.
Adobe Reader® users can save a copy of a PDF or PDF Portfolio if the creator of the document has enabled usage rights.
If usage rights are enabled, Reader users can also save comments, entries in form fields, or digital signatures that they
have added to a document. If a document has additional or restricted usage rights, the document message bar under
the toolbar area describes the assigned restrictions or privileges.
Saving PDFs
Save a PDF
Use this method to save PDFs, including PDF Portfolios, and PDFs in which you have added comments, form field
entries, and digital signatures.
Reader users can save PDF Portfolios, comment, fill in forms, and use digital signatures only when the PDF creator
has extended additional rights to Reader users. Reader users can save files in PDF or .txt format.
Note: Saving a digitally signed PDF invalidates the signature.
❖ Do one of the following:
• To save changes to the current file, choose File > Save.
• To save a copy of a PDF, choose File > Save As.
• In Reader, choose File > Save A Copy or Save As Text.
• To save a copy of a PDF Portfolio, choose File > Save Portfolio As.
If you are viewing a PDF in a web browser, the Adobe® Acrobat® 9 Standard File menu is not available. Use the Save
button in the Acrobat toolbar to save the PDF.
See also
“Completing and submitting PDF forms” on page 197
“Participating in a PDF review” on page 135
Recover the last saved version
❖ Choose File > Revert, and then click Revert.
USING ACROBAT 9 STANDARD 119
Saving and exporting PDFs
About the Autosave feature
The Autosave feature guards against losing your work in case of a power failure by incrementally, and at regular
intervals, saving file changes to a specified location. The original file is not modified. Instead, Acrobat creates an
autosave file of changes, which includes all the changes you made to the open file since the last automatic save. The
amount of new information that the autosave file contains depends on how frequently Acrobat saves the autosave file.
If you set the autosave interval to 15 minutes, you could lose the last 14 minutes of your work if a problem occurs.
Frequent automatic saving prevents loss of data, and is especially useful if you make extensive changes to a document,
such as by adding comments.
You can apply autosave changes to the original files when you restart Acrobat. When you close, save manually, or
revert to the last-saved version of a file, the autosave file is deleted.
Note: If you use assistive technology, such as a screen reader, you may want to disable the Autosave feature so that you
don’t lose your place when the file is reloaded.
The Autosave feature won’t work in the following cases:
• A document that has its security changed. You must save the document to re-enable automatic saving of document
changes.
• A document created using the Web Capture feature or extracted from a larger PDF (Document > Extract Pages).
You must save the document to enable automatic saving of changes.
• A document displayed in a web browser or incorporated into a container document that supports Object Linking
and Embedding (OLE). This document appears outside the default file system and cannot support automatic
saving.
Recover lost changes
To prevent lost changes after an unexpected interruption, the Autosave feature must be enabled, which is the default
setting.
Set up automatic saving
1 In the Preferences dialog box under Categories, select Documents.
2 Select Automatically Save Document Changes To Temporary File Every xx Minutes (1-99), and specify the number
of minutes.
Recover lost changes after an unexpected shutdown
1 Start Acrobat or open the file you were working on last.
2 When prompted, click Yes to open the autosave file or files. If multiple files were open, Acrobat opens all of the files
for you.
3 Save the file or files with the same names as the files you were originally working on.
Reduce file size by saving
You can sometimes reduce the file size of a PDF simply by using the Save As command. Reducing the size of PDFs
improves their performance—particularly when they’re being opened on the web—without altering their appearance.
The Reduce File Size command resamples and recompresses images, removes embedded Base-14 fonts, and subsetembeds fonts that were left embedded. It also 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.
USING ACROBAT 9 STANDARD 120
Saving and exporting PDFs
Note: Reducing the file size of a digitally signed document removes the signature.
1 Open a single PDF, or select one or more PDFs in a PDF Portfolio.
2 Choose Document > Reduce File Size.
3 Select the version compatibility that you need.
If you’re certain that all your users use Acrobat 9 or Adobe Reader 9, limiting compatibility to the latest version can
further reduce file size.
Note: If you select Acrobat 4.0 And Later, and the document contains transparency, the conversion will fail.
4 (Optional) To apply the same settings to multiple files, click Apply To Multiple, and add the files. Click OK, then
in the Output Options dialog box, specify your folder and filename preferences.
Note: The Apply To Multiple button is not available in PDF Portfolios.
See also
“Balancing PDF file size and quality” on page 55
Exporting PDFs to other file formats
Exporting PDFs
You can save one or more PDFs to several different file formats, and then open and use those files in other applications.
The available formats include both text and image formats. To make a PDF compatible with earlier versions of Adobe
Acrobat and Reader, you can resave the PDF to an earlier PDF version.
When you save a PDF in an image format, each page is saved as a separate file.
Note: You cannot export PDF Portfolios, or PDFs within them, to other file formats.
Export a single PDF
1 With the PDF open, do one of the following:
• Choose File > Export, and choose a file format.
• Choose File > Save As, and choose a file format from the Save As Type menu.
2 Click Settings to set conversion options. (If the Settings button is unavailable, the format you selected has no
options.) Click OK to apply the settings. Conversion settings can also be edited in the Convert From PDF
Preferences.
Note: These conversion settings are stored separately from the settings used with the Export All Images command.
3 Click Save to export the PDF to the selected file format.
By default, the source filename is used with the new extension, and the exported file is saved in the same folder as the
source file.
USING ACROBAT 9 STANDARD 121
Saving and exporting PDFs
Export multiple PDFs
Note: When you export multiple PDFs, conversion settings are not available during the procedure. Before you export
multiple PDFs, you can specify conversion settings from the Preferences dialog box in the Convert From PDF panel. Under
Converting From PDF, select Microsoft Word Document, and then click Edit Settings.
1 Choose File > Export > Export Multiple Files.
2 Click Add Files, choose Add Files or Add Open Files, and select the files.
3 Click OK to close the Add Files dialog box.
4 In the Output Options dialog box, specify a folder, filename preferences, and a file output format.
File format options
When you export PDFs to different file formats using the Save As command, each file format includes unique
conversion settings.
If you want to use the same settings every time you convert PDFs to a particular format, specify those settings in the
Preferences dialog box. In the Convert From PDF panel, select a file format from the list and click Edit Settings. (Click
the Default button at any time to revert to the default settings.)
PostScript or Encapsulated PostScript (EPS) options
You can export a PDF to PostScript® for use in printing and prepress applications. The PostScript file includes full DSC
(Document Structuring Conventions) comments and other advanced information preserved by Adobe Acrobat
Distiller®. You can also create an EPS file from any PDF for placement or opening in other applications. The options
available depend on whether you are converting a document to PostScript or EPS.
Printer Description File The PostScript Printer Description (PPD) provides the necessary information to format a
PostScript file correctly for a particular output device. Device Independent creates only composite (not colorseparated) PostScript or EPS files. Acrobat Default provides a starting point and reference for creating all types of
PostScript and restores all default settings for the conversion. Adobe PDF 7.0 is compatible with most devices. This
option is available only for PostScript (PS) format.
ASCII or Binary Specifies the output format of image data. Binary output yields smaller files, but not all workflows can
accommodate binary output.
PostScript Specifies the level of PostScript compatibility. Use Language Level 3 only if the target output device
supports it. Language Level 2 is suitable for EPS files that will be placed in another document and color-separated as
part of that document. Use Language Level 2 for EPS files that you import into Microsoft applications.
Page Range Specifies the pages you want to export. When you export files to EPS output, each page in the range is
saved as a separate EPS file.
See also
“PostScript options” on page 340
HTML or XML options
When you export a PDF file to HTML or XML format, any images in PDF are converted to JPEG format.
Encoding Refers to the binary values, based on international standards, used to represent the text characters. UTF-8
is a Unicode representation of characters using one or more 8-bit bytes per character; UTF-16 represents characters
using 16-bit bytes. ISO-Latin-1 is an 8-bit representation of characters that is a superset of ASCII. UCS-4 is a Universal
Character Set coded in 4 octets. HTML/ASCII is a 7-bit representation of characters developed by ANSI.
USING ACROBAT 9 STANDARD 122
Saving and exporting PDFs
Use Mapping Table Default uses the default character encoding defined in mapping tables, which appear in the Plugins/SaveAsXML/MappingTables folder. These mapping tables specify many characteristics of how the data is output,
including the following default character encodings: UTF-8 (Save as XML or HTML 4.0.1) and HTML/ASCII (Save as
HTML 3.2).
Generate Bookmarks Generates bookmark links to content for HTML or XML documents. Links are placed at the
beginning of the resulting HTML or XML document.
Generate Tags For Untagged Files Generates tags for files that are not already tagged, such as PDFs created using
Acrobat 4.0 or earlier. If this option is not selected, untagged files are not converted.
Note: Tags are applied only as part of the conversion process and are discarded after the conversion. This is not a method
for creating tagged PDFs from legacy files.
Generate Images Controls how images are converted. Converted image files are referenced from within XML and
HTML documents.
Use Sub-Folder Specifies the folder in which to store generated images. The default is Images.
Use Prefix Specifies the prefix added to the image file names if you have several versions of the same image file. File
names assigned to images have the format filename_img_#.
Output Format Specifies the final format. The default is JPG.
Downsample To Downsamples image files to the specified resolution. If you do not select this option, image files have
the same resolution as in the source file. Image files are never upsampled.
JPEG and JPEG 2000 options
If your PDF contains a collection of images, you can export them individually as JPEG, PNG, or TIFF files by choosing
Advanced > Document Processing > Export All Images.
Note that the options available depend on whether you are exporting a document to JPEG or JPEG 2000.
Grayscale/Color Specifies a compression setting that balances file size with image quality. The smaller the file, the
lesser the image quality.
Tile Size Divides the image being compressed into tiles of the given size. (If the image height or width is not an even
multiple of the tile size, partial tiles are used on the edges.) Image data for each tile is individually compressed and can
be individually decompressed. The default value of 256 is recommended. This option is available only for JPEG 2000
format.
Format Determines how the file is displayed. Available only for JPEG format.
• Baseline (Standard) Displays the image when it has fully downloaded. This JPEG format is recognizable to most
web browsers.
• Baseline (Optimized) Optimizes color quality of the image and produces smaller file sizes but is not supported by
all web browsers.
• Progressive (3 scans-5 scans) Downloads the image first as a low-resolution image, with incremental quality
improvements as downloading continues.
RGB/CMYK/Grayscale Specifies the type of color management to be applied to the output file and whether to embed
an ICC profile.
Note: If you use the Save As or Export All Images command on a PDF that contains JPEG and JPEG 2000 images, and
export the content to JPEG or JPEG 2000 format, the resulting image may look different when opened in Acrobat. This
can happen if the images have a color profile included at the page level but not inside the image data. In this case, Acrobat
cannot bring the page-level color profile into the resulting saved image.
USING ACROBAT 9 STANDARD 123
Saving and exporting PDFs
Colorspace/Resolution Specifies a color space and resolution for the output file. You can let Acrobat determine these
settings automatically. To convert color images in the file to shades of gray, choose Grayscale.
Note: Higher resolutions, such as 2400 pixels per inch (ppi), are suitable only for small page sizes (up to 6.826 inches or
173.380 millimeters).
PNG options
PNG format is useful for images that will be used on the web.
Interlace Specifies if the image is interlaced. None creates an image that displays in a web browser only after
downloading is complete. Adam7 creates an image that displays low-resolution versions in a browser while the full
image file is downloading. Adam7 can make downloading time seem shorter and assures viewers that downloading is
in progress; however, it increases file size.
Filter Lets you select a filtering algorithm.
• None Compresses the image without a filter. Recommended for indexed-color and bitmap-mode images.
• Sub Optimizes the compression of images with even horizontal patterns or blends.
• Up Optimizes the compression of images with even vertical patterns.
• Average Optimizes the compression of low-level noise by averaging the color values of adjacent pixels.
• Paeth Optimizes the compression of low-level noise by reassigning adjacent color values.
• Adaptive Applies the filtering algorithm—Sub, Up, Average, or Paeth—best suited for the image. Select Adaptive
if you are unsure of which filter to use.
RGB/CMYK/Grayscale Specifies the type of color management for the output file and whether to embed an ICC profile.
Colorspace/Resolution Specifies a color space and resolution for the output file. You can let Acrobat determine these
settings automatically. To convert color images in the file to shades of gray, choose Grayscale.
Note: Higher resolutions, such as 2400 ppi, are suitable only for small page sizes (up to 6.826 inches or 173.380
millimeters).
TIFF options
TIFF is a flexible bitmap image format supported by virtually all paint, image-editing, and page-layout applications.
Resolution is determined automatically.
Monochrome Specifies a compression format. CCITTG4 is the default and generally produces the smallest file size.
ZIP compression also produces a small file.
Note: Some applications cannot open TIFF files that are saved with JPEG or ZIP compression. In these cases, LZW
compression is recommended.
RGB/CMYK/Grayscale/Other Specifies the type of color management for the output file.
Colorspace/Resolution Specifies a color space and resolution for the output file. You can let Acrobat determine these
settings automatically. To convert color images in the file to shades of gray, choose Grayscale.
Note: Higher resolutions, such as 2400 ppi, are suitable only for small page sizes (up to 6.826 inches or 173.380
millimeters).
USING ACROBAT 9 STANDARD 124
Saving and exporting PDFs
Export PDFs as text
If you have a PDF version of a document, but you don’t have the original application file, you can export the text to
Rich Text Format (RTF), a standard for exchanging content between text-editing applications, or Microsoft Word
format. Images in the PDF are saved by default in JPEG format. The text file you obtain when you export a PDF to RTF
or Word format is not equivalent to the source file in the authoring application. Some coding information may be lost
in the conversion.
You can also export a PDF to plain text or accessible text. Accessible text follows the reading order preference selected
in the Reading preferences, and includes comments and form fields in its output. Accessible text also includes some
formatting, such as line breaks. Any alternate text in the document tags is used in place of images and figures. Plain
text follows the structure order of text in the document and ignores all artifacts and figure elements in the conversion.
Hard hyphens are preserved, and soft hyphens are removed.
1 Choose File > Export, and then choose a text format: Microsoft Word Document, Rich Text Format, or Text
(Accessible or Plain).
2 Click Settings, select the options you want, click OK, and click Save.
Word and RTF options
(For a list of plain text options, see the options for HTML and XML.)
Layout Settings Specifies how to interpret the layout of the document. The Retain Flowing Text option preserves the
flow of the text, but does not necessarily preserve the layout. This setting is useful if you export a document with a
complex layout, such as multiple columns, and you want to retain the text flow for easy editing. The Retain Page Layout
option preserves the layout of the document, but the resulting file sometimes has more text boxes.
Regenerate Tags To Optimize Layout If The Document Is Already Tagged When saving a PDF to Word or RTF,
Acrobat uses any existing tags to generate the output layout. If the tags in a PDF do not represent the logical structure
of the document, the resulting layout is not necessarily optimal. When this option is selected, Acrobat removes the
existing tags and then adds new tags to the document before exporting it.
Include Comments Preserves PDF comments.
Include Images Includes images in the final output. The default image format is JPEG.
Output Format Specifies the image format. Select JPEG or PNG, and then select the color space and resolution
options.
Use Colorspace Specifies the color space. Choose Color or Grayscale, or let the color space be determined
automatically.
Change Resolution Downsamples images. If you do not select this option, images are created at the same resolution
as in the PDF.
Downsample To Specifies the resolution for downsampling images. Images are never upsampled.
Export images to another format
In addition to saving every page (all text, images, and vector objects on a page) to an image format using the File > Save
As command, you can export each image in a PDF to an image format.
Note: You can export raster images, but not vector objects.
1 Choose Advanced > Document Processing > Export All Images.
2 In the Export All Images As dialog box, choose a file format for the images.
By default, exported image files use the source filename.
USING ACROBAT 9 STANDARD 125
Saving and exporting PDFs
3 Click Settings.
4 In the Export All Images As Settings dialog box, select the file settings, color management, and conversion settings
for the file type.
5 For Exclude Images Smaller Than, select the smallest size of image to be extracted. Select No Limit to extract all
images.
6 Click OK. In the Export All Images As dialog box, click Save or OK.
Reusing PDF content
Select and copy text
The Select tool
lets you select horizontal and vertical text or columns of text in a PDF. You can use the Copy and
Paste commands to copy the selected text into another application. Note the following:
• If you’re unable to select text, the text may be part of an image. In Acrobat, to export image text to text that can be
selected, choose Document > OCR Text Recognition > Recognize Text Using OCR.
• If the Cut, Copy, and Paste commands are unavailable when you select text, the author of the PDF may have set
restrictions against copying text.
• If the text you copy uses a font that isn’t available on your system, the font will be substituted with a close match or
a default font.
Select text by dragging from an insertion point to an end point (left) or by dragging diagonally over text (right).
See also
“Open secured PDFs” on page 201
Select a column of text
1 Using the Select tool
, move the pointer toward a column of text. When the pointer changes to a vertical bar with
a box superimposed, the Select tool is in column select mode.
You can force column select mode by pressing Alt as you drag a rectangle over the column of text.
2 Drag a rectangle over the column of text. To select text in more than one column, drag from the beginning of the
text in one column to the end of text you want to select.
Select all the text on a page
1 Choose View > Page Display > Single Page.
2 Do one of the following:
• Choose Edit > Select All.
• Click four times in the text. This method selects all the text on the page regardless of the page layout.
USING ACROBAT 9 STANDARD 126
Saving and exporting PDFs
Note: If you choose any other page layout, all the text in the document is selected.
Copy selected text
1 Use the Select tool
to select any amount of text on the page.
2 Copy the text:
• Choose Edit > Copy to copy the selected text to another application.
• Right-click on the selected text, and then select Copy.
• Right-click on the selected text, and then choose Copy With Formatting. This command, which preserves the
column layout, appears only if the document is tagged properly.
You can paste copied text into comments and bookmarks as well as into documents authored in other applications.
Copy tables and charts
1 If it is not already selected, click the Select tool
.
2 Highlight the entire table or the rows and columns to copy.
To force Column Select mode, press Alt as you drag a rectangle over the column of text.
3 Right-click the selection, and choose one of the following options:
Copy As Table Preserves formatting when you copy the table to Excel. In Excel, use the Paste Special command and
select XML Spreadsheet.
Save As Table Lets you paste the table to a new file.
Open Table In Spreadsheet Opens the table in a CSV-compliant application, such as Excel.
To copy a table in RTF, drag the selected table into an open document in the target application.
Copy images
Use the Select tool to copy and paste individual images from a PDF to the clipboard (Windows only), to another
application, or to a file.
If you cannot select an image because of overlapping text, open the Preferences dialog box, and under Categories, select
General. Then select Make Select Tool Select Images Before Text.
1 Using the Select tool
, do one of the following:
• To select the entire image, click it or drag a rectangle around it.
• To select a portion of an image, hold the pointer over the image until the cross hair icon
appears, and then drag
a rectangle around the portion.
Note: To deselect an image and start over, click outside it.
2 Copy the image:
• Choose Edit > Copy, and then choose Edit > Paste to paste the image in an open document in another application.
• Right-click the image and choose an option to copy the image to the clipboard or to a new file.
• Drag the image into an open document in another application.
USING ACROBAT 9 STANDARD 127
Saving and exporting PDFs
See also
“Export images to another format” on page 124
Take a snapshot of a page
You can use the Snapshot tool to copy all selected content (text, images, or both) to the clipboard or to another
application. Text and images are copied as an image.
1 Select the Snapshot tool
by choosing Tools > Select & Zoom.
2 Do one of the following:
• Click anywhere in the page to capture the entire content displayed on the screen.
• Drag a rectangle around the text or images, or a combination of both.
• Drag a rectangle within an image to copy just a portion of the image.
Colors in the selected area are inverted momentarily to highlight the selection. The selection is copied automatically
to the clipboard when you release the mouse button. If a document is open in another application, you can choose Edit
> Paste to paste the copied selection directly into the target document.
You can save all the images from a PDF. See “Export images to another format” on page 124. This feature isn’t
available in Reader.
128
Chapter 6: Collaboration
You can conduct reviews for many types of content by distributing an Adobe® PDF version of the source document
for others to review. Reviewers add their comments to the PDF using commenting and markup tools. In shared
reviews, reviewers can publish their comments in a shared workspace, and view and reply to the comments of other
reviewers.
From Adobe® Acrobat® 9 Standard, you can create your own user account on Acrobat.com. Use Acrobat.com to
upload and share most document types, and to share PDFs or your desktop in online meetings. The Acrobat.com
services are available directly from Acrobat.
Note: Acrobat.com is not available in all languages.
File sharing and real-time collaboration
Upload documents to Acrobat.com
You can upload many file types to Acrobat.com, not just PDF files.
1 Choose File > Collaborate > Upload Documents To Acrobat.com.
2 If prompted, enter your Adobe ID and password, or create an ID if you don’t have one.
3 Click Upload More Files to add additional files.
4 Click Upload.
Share documents with others
You can share many file types on Acrobat.com, not just PDF files.
1 Choose File > Collaborate > Share Documents On Acrobat.com.
2 If prompted, enter your Adobe ID and password, or create an ID if you don’t have one.
3 As needed, click Share More Files to add additional files.
4 On the email screen, do the following, and then click Send:
• Enter email addresses of your invitees. Click the To or Cc buttons to select email addresses from your email
application address book. Insert a semicolon or a return between each address.
• Preview and edit the email subject and message as needed. Your custom message is saved and appears the next time
you share a document. To use the default email message, click Reset Default Message.
• Choose an option from the Access Level menu to specify who can download the file.
Acrobat uploads the files and emails your recipients with a link to the files.
Create and edit a collaborative document
Use Adobe Buzzword to create documents and edit them simultaneously with others. With Buzzword, you can create a
document from virtually any computer on the web, share it with colleagues, and review and revise it as a team. Buzzword
runs from Adobe secure servers, and your documents are stored there, so they are always available on the web.
USING ACROBAT 9 STANDARD 129
Collaboration
Note: Buzzword is not available in all languages.
1 Choose File > Collaborate > Create Buzzword Document.
2 If prompted, enter your Adobe ID and password, or create an ID if you don’t have one.
3 Choose Document > New.
Once you create a document, you can invite others to collaborate, either as coauthors, reviewers, or readers. For more
information, in Buzzword, choose Help > Buzzword Help.
Collaborate with others in a PDF
Use Collaborate Live to review a PDF with one or more remote users in an online session. In a Collaborate Live session,
the participants view a document with a live chat window. When sharing pages, the document page and magnification
is shared with all participants, so that everyone sees the same part of a document.
Acrobat 9 is required to initiate a Collaborate Live session. Acrobat 9 or Adobe Reader® 9 is required to participate in
a Collaborate Live session.
For a video on live collaboration, see www.adobe.com/go/lrvid4202_a9.
Initiate a Collaborate Live session
1 Choose File > Collaborate > Send & Collaborate Live.
2 If prompted, select or browse to the PDF, and click Next.
3 If prompted, enter your Adobe ID and password, or create an ID if you don’t have one.
4 On the email screen, do the following, and then click Send:
• Enter email addresses of your invitees. Insert a semicolon or a return between each address. Click the To or Cc
buttons to select email addresses from your email application address book.
• Preview and edit the email subject and message as needed. To use the default email message, click Reset Default
Message.
• To conduct the collaboration session on Acrobat.com, select Store File On Acrobat.com And Send A Link To
Recipients. To send the file as an attachment to the recipients, leave this option unchecked.
• If you are conducting the collaboration session on Acrobat.com, choose an option from the Access Level menu to
specify who can download the file.
The Collaborate Live navigation pane opens in the document. Once at least one participant joins the session, you can
share pages and chat online.
Participate in a Collaborate Live session
1 In the Collaborate Live email invitation, do one of the following:
• If the email contains a PDF attachment, double-click the attachment.
• If the email contains a URL, click the URL or type the URL in the address box of a browser. If prompted, log in with
your Adobe ID and password.
The PDF opens with the Collaborate Live navigation pane open.
2 If prompted, sign in as a guest or with your Adobe ID and password.
USING ACROBAT 9 STANDARD 130
Collaboration
3 While participating in a Collaborate Live session, do any of the following as needed:
• Type chat messages in the box at the bottom of the pane. Click the color box to choose a different color for your
chat text.
• To share your pages so that the same page view appears for all participants, click the Start Page Sharing button.
During page sharing, the button changes to Stop Page Sharing, and you can stop sharing at any time.
• To share your screen in an Adobe ConnectNow meeting, from the options menu
• To save the chat history, from the options menu
, choose Share My Screen.
, choose Save Chat.
• To disable live collaboration in a document, from the options menu
, choose Disable Chat & Page Sharing In
My Copy, or (initiator only) Disable Chat & Page Sharing In All Copies. If you disable live collaboration in all
copies, then users cannot log in to a live collaboration session with any copy of the document.
Collaborate in online meetings
Adobe ConnectNow is a personal web-conference tool that you can use to conduct real-time meetings on your
desktop. Attendees join the meeting by logging in to a web-based meeting space from their own computers. In a
ConnectNow online meeting, you can share your desktop, use live chat, share online whiteboards, and use many other
collaboration features.
Note: Adobe ConnectNow is not available in all languages.
Start a meeting
1 Choose File > Collaborate > Share My Screen.
2 If prompted, enter your Adobe ID and password, or create an ID if you don’t have one.
Once you are in your meeting room, you can invite participants. When other attendees have joined your meeting
room, you can share your computer screen, chat with attendees, take notes, and use other meeting features. For more
information, in the meeting room, choose Help > Adobe ConnectNow Help.
Attend a meeting
1 Click the meeting URL in the email invitation, or type the Meeting URL in the address box of a browser.
2 Type your Adobe ID and password, or log in as a guest.
Once you are in the meeting room, you can chat with attendees, take notes, and use many other meeting features. For
more information, in the meeting room, choose Help > Adobe ConnectNow Help.
Acrobat.com preferences
To change your Acrobat.com account settings, open the Preferences dialog box, and under Categories, select
Acrobat.com.
Email Address, Password Specifies your Adobe ID and password. To save your Adobe ID and password in the
preferences, click Remember Me.
Manage Account Click to view and manage your account settings.
Change Password Click to clear your currently saved password and specify a new one.
Always Connect When Opening Documents Enabled For Live Collaboration If this option and the Remember Me
option are both selected, you are connected automatically when you open a PDF enabled for live collaboration. If this
option is unselected, you are prompted to sign in when you open a document enabled for live collaboration.
USING ACROBAT 9 STANDARD 131
Collaboration
Copy Me When I Send An Email Invitation Using Acrobat.com When selected, sends you a copy of your initiating email
for shared documents, Collaborate Live sessions, shared reviews, and form distributions.
Preparing for a PDF review
About managed PDF reviews
In a managed review, you use a wizard to set up your review, specify the document location, and invite participants.
You don’t have to import comments, enable commenting for Reader users, or manually track reviewer responses.
Note: Acrobat Pro or Acrobat Pro Extended is required to enable commenting for Reader users in managed reviews.
Acrobat includes two types of managed reviews: shared and email-based reviews. Each type of review has a wizard that
helps you distribute a PDF with special tools and instructions to reviewers.
The Tracker tracks all managed reviews. Tracker provides access to the PDF file and information about the review and
its participants. Review initiators can change review deadlines, add reviewers, and end reviews from Tracker. Tracker
lets participants know when new comments are available, when deadlines are changed, and when reviewers are added,
even when Acrobat is closed. It also provides information about server error states.
Note: Managed reviews cannot be conducted for PDF Portfolios.
Shared reviews
Shared reviews are the most collaborative form of review because participants can read and reply to the comments of
other participants. Comments from participants are stored in a repository on Acrobat.com or on an internal server.
Acrobat synchronizes comments at regular intervals to download all the latest changes. Reviewers are notified of new
comments as they are added, and can see and reply to comments made by other reviewers.
In a shared review, recipients can easily join the review, share their comments, track their reviews, and get regular updates.
USING ACROBAT 9 STANDARD 132
Collaboration
Note: Acrobat 9 is required to initiate shared reviews on Acrobat.com. Acrobat 9 or Reader 9 is required to participate in
shared reviews on Acrobat.com. For shared reviews that are not on Acrobat.com, Acrobat 8 or higher, or Reader 8 or
higher is required to view other reviewer comments. Reviewers using earlier versions of Acrobat must send their comments
in email.
Email-based reviews
Email-based reviews are ideal when reviewers either don’t have access to a common server or don’t require a
collaborative approach to reviewing documents.
In an email-based review, the initiator sends a PDF to reviewers as an email attachment. Reviewers add their comments
and return the document by using the Send Comments button in the Comment & Markup toolbar or the document
message bar. When receiving these comments, the initiator can merge them into their copy of the PDF.
The primary limitation to email-based reviews is that participants can’t view other comments during the review.
Initiators can view comments only after receiving them.
Note: Acrobat 6.0 or later or Reader 7.0 or later is required to participate in an email-based review.
In an email-based review, participants send their comments to the initiator, who merges the comments into the master copy of the PDF.
Choosing a distribution option
Acrobat provides several distribution options in the Send For Shared Review and Distribute Form wizard. When
choosing an option, consider the security needs for the distributed file, what servers or websites your recipients can
use to download the file, and how you want to receive comments or form data.
Acrobat.com
Acrobat.com is a free, secure web service that works with Acrobat. Participants download a file from Acrobat.com, and
add comments or forms data using Acrobat. When finished, participants publish comments or submit secure form
responses to Acrobat.com. Form responses are also stored on your hard drive as they are returned. When using
Acrobat.com, you can also allow reviewers or form submitters to open and share the PDF in a live chat session.
Internal server
You can use your own internal server location if your recipients work behind a firewall and all have access to a common
server. The server can be a network folder, Microsoft SharePoint workspace (Windows only), or a web server folder.
You can include a link to your distributed PDF or send it as an attachment in an email message. For reviews, published
comments are uploaded to the server. For forms, responses are stored on your hard drive as they are returned.
Note: Web server folders are not available for form distribution.
USING ACROBAT 9 STANDARD 133
Collaboration
When you specify your own server, the wizard prompts you to save a profile with the server location and the
distribution options you chose. The next time you distribute a PDF, the saved profile is available as an option in the
wizard.
Email
The Distribute Forms wizard has an option for sending a form as an email attachment. You can send the form using
your own email client, or use the wizard to create an email message in which the form file is attached. Once your
recipients fill out and submit the form, the responses are returned to your mailbox. Each response is copied into a
master response file.
The email attachment option is not available in the Send For Shared Review wizard. To start the wizard for an emailbased review, choose Comments > Attach For Email Review.
Select an email application for reviews
You need an email application and a mail server connection for email-based reviews and to send comments. Acrobat
supports most email applications. If more than one email application is installed on your system, Acrobat might not
start the preferred application when it sends a PDF as an attachment. To specify which application starts, do one of the
following:
• (Windows) Double-click Internet Options in the Control Panel. In the Internet Properties dialog box, select the
Programs tab, and then select the preferred email application. Restart Acrobat for the changes to take effect.
• (Windows) Change the MAPI settings in your email application. Acrobat and Reader use the Messaging
Application Program Interface (MAPI) to communicate with your email application. Most email applications
come with MAPI settings to handle this communication. For more information on configuring your email
applications, see the email application’s Help.
• (Mac OS) In Mail, choose Mail > Preferences, select General, and then choose the preferred email application from
the Default Email Reader menu. Restart Acrobat for the changes to take effect. If your application isn’t listed,
choose Select from the menu and browse to the location. If you select an application that isn’t listed in the Default
Email Reader menu, Acrobat may not support it.
Specify a server
If you distribute a PDF using your own server location, you can specify a network folder, a Windows server running
Microsoft SharePoint Services, or a web server folder. Participants must have read and write access to the server you
specify. Ask your network administrator to provide a suitable server location for storing comments. No additional
software is required to set up a server.
Note: Web server folders are not available for form distribution.
If all recipients are within a local area network, network folders and SharePoint servers are the best choices for a
comment server. Network folders are generally the cheapest and most reliable. To initiate a review on a SharePoint
server, the initiator must use Windows; however, participants can use either Windows or Mac OS. All participants
must have read and write access to the Document Library folder within the specified workspace. WebDAV servers
(web servers that use the WebDAV protocol) are best used only if you have reviewers that are outside a firewall or local
area network.
USING ACROBAT 9 STANDARD 134
Collaboration
Starting a review
Start a shared review
The shared PDF that you send includes the Comment & Markup toolbar and instructions in the document message bar.
1 Choose Comments > Send For Shared Review.
You can also start a shared review directly from other applications that use PDFMaker, such as Microsoft Word.
Choose Adobe PDF > Convert To Adobe PDF And Send For Review. For Office 2007 applications, choose Acrobat >
Create And Send For Review.
2 If prompted, specify a PDF.
3 Choose a delivery and collection method: you can use Acrobat.com, your own internal server, or a server profile if
you have already created one. (For more information, see “Choosing a distribution option” on page 132.) Then
follow the on-screen instructions.
4 On the email screen, specify the following settings as needed:
Delivery Method Click to specify a different delivery and collection method than what is currently selected.
To, Cc Enter the email addresses of your reviewers. Insert a semicolon or a return between each address. Click the To
or Cc button to select email addresses from your email application address book.
Subject, Message Preview and edit the email subject and message as needed. Any changes you make are saved and
appear the next time you send a document for review. To use the default email message, click Reset Default Message.
Access Level (Acrobat.com only) Specifies who can download the file from Acrobat.com. You can limit access to only
the recipients of your email, or allow open access to anyone who knows the URL.
Review Deadline Click to specify a different date or no deadline. After the review deadline expires, reviewers cannot
publish comments.
Note: If the review deadline expires while a reviewer has the document open in Acrobat, then the reviewer can publish
comments before closing the document.
Allow Page View Sharing And Chat Collaboration In This Document (Acrobat.com only) When selected, reviewers can
use the Collaborate Live feature to open and share the PDF in a live chat session.
5 Click Send.
A copy of the shared review file, named [original filename]_review.pdf, is created in the same folder as the original file
you specified for the review.
For a video on starting a shared review, see www.adobe.com/go/lrvid4202_a9.
See also
“Save the PDF with comments” on page 140
“Acrobat.com preferences” on page 130
USING ACROBAT 9 STANDARD 135
Collaboration
Start an email-based review
When you start an email-based review, you send out a tracked copy of the PDF, enabling you to easily merge comments
that you receive. (Form fields in a PDF aren’t fillable during the review.) After initiating a shared review, you can also
start an email-based review with the same PDF.
Start the review
Before you start an email-based review, make sure that your email application is configured to work with Acrobat. (See
“Select an email application for reviews” on page 133.)
1 Choose Comments > Attach For Email Review.
2 If prompted, enter information in the Identity Setup dialog box.
3 Specify a PDF if it isn’t already open, and then click Next. The PDF that you specify becomes the master file. You’ll
merge comments you receive from reviewers into this file.
4 Specify reviewers by typing their email addresses. Insert a semicolon or a return between each address. Click
Address Book to select email addresses from your email application address book.
5 Preview and edit the email invitation as needed, and then click Send Invitation.
A copy of the PDF is sent to the reviewers as an attachment. When this PDF attachment is opened, it presents
commenting tools and instructions.
Merge comments
After you receive comments from reviewers, you can merge the comments into the master PDF so that they’re in one
location.
1 After a reviewer sends you comments, open the attached file in your email application. If the email application can’t
find the original version of the PDF, it prompts you to browse for it.
Note: If you didn’t initiate the review and you receive comments that you want to forward to the initiator, merge these
comments into your copy of the PDF and then send them (see “Send comments in email” on page 137). If you’ve already
sent your comments, the initiator will receive only new comments. Merged comments retain the original author name.
2 If you initiated the review, the Merge Comments dialog box appears. Select one of the following options:
Yes Opens the master copy of the PDF and merges all comments into it. After comments are merged, save the master PDF.
No, Open This Copy Only Opens the reviewer’s copy of the PDF with comments. If you select this option, you can still
merge comments by choosing Comments > Merge Comments Onto Master PDF.
Cancel Closes the reviewer’s PDF that contains comments.
You can hide comments that you don’t want to merge by using the Show menu in the Comments list. Save and reopen
the PDF, and then select Yes in the Merge PDF dialog box.
Participating in a PDF review
Review a PDF
When you receive an email invitation to a PDF review, the invitation typically includes the PDF as an attachment or
provides a URL to the PDF. Alternatively, you may receive a Forms Data Format (FDF) attachment. When opened, an
FDF file configures your review settings and opens the PDF in Acrobat.
USING ACROBAT 9 STANDARD 136
Collaboration
PDFs in a review have special features, including commenting tools and a document message bar with instructions.
Use the commenting tools to add comments to the PDF and then submit them, either by publishing comments to a
comment server where others can see them, or by sending comments as an email attachment to the review initiator.
Note: If you receive a PDF that doesn’t include special features, add your comments using tools from the Comment &
Markup toolbar, save the PDF, and then send it back. (See “Commenting and markup tools overview” on page 142.)
To review the PDF later, reopen it from the Tracker to ensure that your comments are added to the tracked copy of
the PDF, and that the initiator receives your comments. If you don’t send or publish your comments right away, save
the PDF before you close it to avoid losing your comments. Until the initiator receives your comments, they appear
only in your local copy of the PDF and aren’t visible to other reviewers.
If you review a PDF using Acrobat 8 or earlier, or Reader 8 or earlier, some features may not be available.
See also
“Reply to comments” on page 156
“Rejoin a review” on page 138
“Save the PDF with comments” on page 140
Join a review
1 In your email application, open the PDF by clicking the URL or double-clicking the attachment (PDF or FDF).
2 Do one or more of the following, if prompted:
• Log in to Acrobat.com with your Adobe ID and password.
• Click Connect in the Shared Review dialog box.
• Click OK in the Welcome To Shared Review window. This window shows the review deadline, participants,
whether each reviewer has made any comments, and the comment server location.
• Type your name, email address, company name, and job title.
3 Save the file to a location that you can find easily, such as the desktop.
4 Add comments to the PDF using tools in the Comment & Markup toolbar. To delete a comment, select it and press
Delete. (You can delete only comments that you made.)
5 Do all of the following that apply:
• If you’re notified that new comments from other reviewers are available, click the message. New comments appear
in the PDF.
• To find out if new comments are available from other reviewers, click the Check For New Comments button
.
6 Submit your comments by doing one of the following:
• In Acrobat, choose Comments > Publish Comments or Send Comments To Review Initiator.
• In Reader, choose Document > Comments > Publish Comments or Send Comments To Review Initiator.
When you send comments, a PDF containing your comments is sent as an email attachment to the review initiator.
When you publish comments, your comments are saved to the comment server.
Options in the document message bar
The options that are available in the document message bar depend on how the initiator set up the review and whether
you can access the comment server. Similar options may also appear in the Comment & Markup toolbar.
USING ACROBAT 9 STANDARD 137
Collaboration
For information about the different types of reviews, see “About managed PDF reviews” on page 131.
Check For New Comments Prompts Acrobat to synchronize comments between the comment server and the local
hard drive. If you don’t click this button, Acrobat checks for new comments every 10 minutes.
Merge Comments Copies the comments in the open PDF to your copy. This option is available only for PDFs you
receive from reviewers in email-based reviews.
Publish Comments Available only in shared reviews. Uploads your new comments to the comment server. This button
is disabled if the review has ended.
Save An Archive Copy Available only in shared reviews, when a review has ended. Saves a copy of the document with
review comments to your hard drive.
Send Comments Creates an email message addressed to the review initiator that contains the commented PDF as an
attachment. This option is always available for reviewers in email-based reviews. It appears in shared reviews if the
reviewer has chosen to work offline or if an attempt to connect to the comment server has failed.
Status An icon that displays the connected state of the comment server. The icon appears as the last attempt successful
, or the attempting to connect icon . If clicked, a menu with
icon , the last attempt unsuccessful icon
additional options appears. Review Tracker opens the Tracker. Save As Archive Copy saves a copy of the PDF that is
no longer connected to the review. Work Offline lets you work in offline mode, where you can make comments but
cannot publish them until you switch back to online mode. To switch to online mode, click Reconnect To Server.
Check for newly published comments
When you participate in a shared review, published comments on your local hard drive are synchronized with the
comments on the server. You are notified when new comments are available. Because synchronization continues after
the PDF is closed, you’ll continue to receive notifications.
Messages in the notification area inform you when new reviewers join the review, when updates occur (multiple
reviews), when deadlines change, and when synchronization attempts fail. They also inform you when a new broadcast
subscription is added in the Tracker. You can change how often messages appear and how often comments are
synchronized, and you can manually trigger the synchronization process.
To view new comments in a shared review, you must have access to Acrobat.com or be able to connect to the network
where the comment server is located. If you can’t connect, check the server status in the Tracker to determine the cause
of the problem.
❖ Do one of the following:
• In Acrobat, choose Comments > Check For New Comments.
• In Reader, choose Document > Comments > Check For New Comments.
• Click the Check For New Comments button
in the document message bar.
Send comments in email
If you review a PDF offline or outside of a firewall, or if you lose your connection to the comment server, you may need
to send your comments in an email message.
1 Choose File > Attach To Email.
2 Enter the address for the initiator, and click Send.
Note: If the PDF exceeds the 5 MB file-size limit, you’re prompted to send your comments in a smaller Forms Data Format
(FDF) file, which the initiator can import. To adjust the limit, open the Preferences dialog box, select Reviewing, and then
enter the new value for Send Comments As FDF For Files Greater Than [#] MB.
USING ACROBAT 9 STANDARD 138
Collaboration
Publish comments from other reviewers
When you participate in a review, you may receive comments from other reviewers. If a reviewer can’t access the
comment server, they may send you their comments. If you solicited feedback from individuals who weren’t initially
invited to the review, they may return a copy of the review PDF to you with their comments. By taking ownership of
the comments, you can share them with everyone in the review.
1 Open the PDF that contains comments.
2 Do one of the following:
• Click OK when asked if you want to publish comments for this reviewer. The published comments appear in the
PDF. Your name appears in the title bar and the author’s name appears in the body of the comments, preceded by
the text “On behalf of.”
• Click Yes when asked if you want to merge comments, or click Merge Comments in the document message bar and
then click Send Comments. Add email addresses for other reviewers, as needed, and then click Send.
• In Acrobat, open a copy of the PDF, choose Comments > Import Comments, and select a file with comments from
reviewers. Add email addresses for other reviewers, as needed, and then click Send.
• In Reader, open a copy of the PDF, choose Document > Comments > Import Comments, and select a file with
comments from reviewers. Add email addresses for other reviewers, as needed, and then click Send.
Only new or edited comments are published or sent.
Rejoin a review
Use the Tracker to reopen PDFs in an active review. If you received a PDF attachment with an email message and
didn’t save it the first time you opened it, reopen the PDF from your email application. Only PDFs that you’ve saved
appear in the Tracker.
1 Do one of the following:
• In Acrobat, choose Comments > Track Reviews.
• In Reader, choose View > Tracker.
2 In the Tracker, double-click the PDF.
3 Add new comments or edit existing comments. If you need to delete a comment, select it, and press Delete. (You
can delete only comments that you made.)
Deleted comments are removed from the online PDF the next time comments are synchronized. If you delete
comments that you sent in an earlier email message, they aren’t deleted in the initiator’s document.
4 Submit your new comments by doing one of the following:
• Click Publish Comments in the document message bar.
• Click Send Comments or Send And Receive Comments in the Comment & Markup toolbar.
Only new or edited comments are published or sent.
See also
“Save the PDF with comments” on page 140
USING ACROBAT 9 STANDARD 139
Collaboration
Tracking and managing PDF reviews
Tracker overview
Use the Tracker to manage document reviews and distributed forms, view the status of review and form servers, and
manage web broadcast subscriptions (known as RSS feeds). To open the Tracker from Acrobat, choose Comments >
Track Reviews. To open the Tracker from Reader, choose View > Tracker.
Use the Tracker to manage reviews, forms, and web broadcast subscriptions (RSS feeds). Left panel has links to review files, forms, server status
messages, and RSS feeds. Right panel shows details for item selected in left panel.
Latest Updates
The Latest Updates panel provides a summary of the latest changes in shared reviews, form files, and servers. If you
have no active reviews or forms, this panel provides instructions and links for creating managed reviews, creating
forms, and distributing forms. In the Latest Updates panel, you can also turn Tracker notifications on or off inside
Acrobat and, for Windows only, in the system tray.
Reviews
The Tracker shows who’s joined a shared review and how many comments they’ve published. From the Tracker, you
can rejoin a review and email the participants. If you’ve initiated reviews, you can add or change deadlines, add
reviewers, end a review, and start a new review with existing reviewers.
The left side of the Tracker shows all PDF documents in managed reviews. The information pane on the right lists the
date and time the PDF was sent and the list of invited reviewers. Links to shared PDFs provide additional information,
including the deadline (if set) and the number of comments submitted per reviewer. Deleting a link in the Tracker
doesn’t delete the PDF file.
Forms
Use Tracker to manage the forms that you have distributed or received. The Tracker allows you to view and edit the
location of the response file, and track which recipients have responded. You can also add more recipients, email all
recipients, and view the responses for a form. For more information, see “About Forms Tracker” on page 197.
USING ACROBAT 9 STANDARD 140
Collaboration
Server Status
The Server Status shows the state of all servers being used for reviews and distributed forms. The check mark icon
next to the server name indicates that the last synchronization attempt was successful. The warning icon
indicates
that the last synchronization attempt was unsuccessful. The warning icon indicates that the server is disconnected
from the network, has problems writing data to the disk, or has some other problem. Contact your network
administrator for assistance.
RSS
You can use the Tracker to subscribe to web content that uses the RSS (Really Simple Syndication) format, such as news
feeds and music channels. RSS format is compatible with XML and RDF formats.
Track reviewed PDFs
1 In the Tracker, expand the appropriate folder:
Sent Lists PDFs in reviews that you initiated. (Not available in Reader.)
Joined Contains PDFs in reviews that you’ve received. PDFs appear in this list only after you open them. If you open
a PDF from an email attachment and don’t save the PDF, the entry is removed from the Tracker when you close the file.
Note: PDFs listed in bold contain one or more of the following updates: comments that you haven’t read yet, a deadline
update from the review initiator, and reviewers who have joined the review.
2 Select a PDF.
Information specific to the selected PDF review appears on the right. Shared reviews list deadline information,
reviewers who have joined the review, and the number of comments.
Save the PDF with comments
You can save a copy of the review PDF that contains all the comments that reviewers have published or that you’ve
imported (merged).
If the PDF is in a shared review, you can save an archive copy. The copy is no longer connected to the shared review,
and you can edit both content and comments in it.
If you want to create a copy of a shared PDF to distribute to others, use the Save As command. The resulting file will
include all comments that were published up to that point, and it can be moved, copied, or renamed without affecting
its connection to the review or to the comment server.
❖ To save a copy of a review PDF with all the comments, open the file, and then do one of the following:
• For a shared review, choose File > Save As Archive Copy, or click the Status button in the document message bar
and choose Save As Archive Copy.
• For an email-based review, choose File > Save As to save a new copy of the PDF. This most recently saved version
is now the tracked PDF. The old version is the archive copy.
Invite additional reviewers
If you’re the review initiator, you can invite others to participate in the review. If you’re a reviewer and want other
people to participate, ask the review initiator to invite them. That way, the initiator can automatically track all
participants and receive notification when their comments are received.
1 In the Tracker, select the PDF, and then click Add Reviewers on the right.
2 Specify the email addresses of the reviewers to be added, change the message as needed, and then send the message.
USING ACROBAT 9 STANDARD 141
Collaboration
Additional reviewers appear with other participants in the right pane of the Tracker.
Add or change a deadline
A review initiator can add or change a deadline in an existing review.
1 In the Tracker, select the PDF, and do one of the following:
• If the review has no deadline, click Add Deadline.
• If the review has a deadline, click Change Deadline.
2 Click Review Deadline, change the deadline as needed, and click OK.
3 Change the email recipients, subject, and message as needed, and then click Send.
End a review
A review initiator can end an existing review. Once a review has ended, participants cannot publish comments to the
server. You can change the review deadline later if you want to restart the review.
❖ In the Tracker, select the PDF and click End Review.
Start a shared review with the same reviewers from an existing review
1 In the Tracker, select a PDF and click Start New Review With Same Reviewers.
2 Follow the steps for starting a shared review.
See also
“Start a shared review” on page 134
Send a message
During a review, you may want to contact other reviewers or send them a reminder of their approaching deadline.
1 In the Tracker, select the PDF, and click Email All Reviewers.
2 In the email message, make changes as needed to the To and Subject boxes or in the body of the email message, and
then click Send.
Update your profile
Your comments identify you as the author by displaying your name—the name you provided when you joined or
started a review, or your system login. You can change the author name and other profile information at any time. If
you do, your updated profile appears only in new comments; existing comments aren’t affected.
Update your review profile
1 In the Preferences dialog box under Categories, select Commenting.
2 Deselect Always Use Log-In Name For Author Name.
3 Select Identity from the list on the left.
4 Edit your profile, making sure to include the email address that you’ll use for reviews. Click OK.
USING ACROBAT 9 STANDARD 142
Collaboration
Update your profile for a shared review
1 In the Preferences dialog box under Categories, select Identity.
2 Edit your profile, making sure to include a valid email address, and click OK.
Subscribe to web broadcast services
1 Click the RSS button on the left side of the Tracker.
Note: If the RSS button doesn’t appear in Tracker, open the Preferences dialog box in Acrobat and select Tracker. Select
Enable RSS Feeds In Tracker, and click OK. Then close and reopen Tracker.
2 Click Subscribe To RSS Feed, and then enter a web address in the URL box.
Tracker preferences
To specify settings for Tracker, in the Preferences dialog box under Categories, select Tracker.
Automatically Check For New Comments And Form Data Specifies how often comments are synchronized. To disable
automatic synchronization, move the slider to the far right until the value Never appears.
Suspend The Check For New Comments And Form Data Specifies how long after review or form inactivity to stop
checking for comments or new form data.
Remove Custom Server Locations To remove a server profile, select it from the list and click Remove Server Profile.
Notifications Specifies where Tracker notifications appear.
Enable RSS Feeds In Tracker When selected, an RSS category appears on the left side of the Tracker, and you can
subscribe to RSS feeds from within the Tracker.
Commenting
Commenting and markup tools overview
Note: In Reader, commenting tools are available only in PDFs that have commenting enabled. PDFs in a review workflow
typically include commenting rights.
You use commenting and markup tools (View > Toolbars > Comment & Markup) to add comments. Comments are
notes and drawings that communicate ideas or provide feedback for PDFs. You can type a text message using the Sticky
Note tool, or you can use a drawing tool to add a line, circle, or other shape and then type a message in the associated
pop-up note. Text-editing tools let you add editing marks to indicate changes you want in the source document. Most
commenting and markup tools don’t appear in the toolbar until you add them.
Note: If you open a PDF in a browser for a shared review that has ended, the commenting tools are unavailable.
Most comments include two parts: the icon, or markup, that appears on the page, and the text message that appears in
a pop-up note when you click or double-click the icon or place the pointer over the icon.
After you add a comment, it stays selected until you click elsewhere on the page. A selected comment is highlighted by
a blue halo to help you find the markup on the page. A wireframe with selection handles appears so you can adjust the
size and shape.
USING ACROBAT 9 STANDARD 143
Collaboration
A
B
C
D
E
F
G
H
I
J
K
L
M
Comment & Markup toolbar
A. Sticky Note tool B. Text Edits tool C. Stamp tool and menu D. Highlight Text tool E. Callout tool F. Text Box tool G. Cloud tool H. Arrow
tool I. Line tool J. Rectangle tool K. Oval tool L. Pencil tool M. Show menu
A
B
C
D
Types of comments in a PDF
A. Stamp B. Text edit C. Comment rollover (tool tip) D. Sticky note
For more information about using Acrobat commenting tools, see these resources:
• Commenting tools: www.layersmagazine.com/acrobat-comments.html
• Collaboration and Commenting forum: acrobatusers.com/forums/aucbb/
• Video on using commenting tools: www.adobe.com/go/lrvid4202_a9
• Annotating a PDF File: www.uwec.edu/Help/acrobat8.htm
See also
“Show and hide toolbar elements” on page 24
“Comment on 3D designs” on page 310
Show the Comment & Markup toolbar
The Comment & Markup toolbar doesn’t appear by default, except when you open a PDF in a managed review
workflow.
❖ Choose View > Toolbars > Comment & Markup.
To add or remove tools for this toolbar, choose Tools > Customize Toolbars.
Select a commenting or markup tool
❖ Choose Tools > Comment & Markup > [tool].
USING ACROBAT 9 STANDARD 144
Collaboration
Note: After you make an initial comment, the tool changes back to the Select tool so that you can move, resize, or edit
your comment. (The Pencil, Highlight Text, and Line tools stay selected.)
Keep a commenting tool selected
You can add multiple comments without reselecting the tool.
1 Select the tool you want to use (but don’t use it yet).
2 Choose View > Toolbars > Properties Bar.
3 Select Keep Tool Selected.
Commenting preferences
Commenting preferences affect both the appearance of and the way you view comments and markups in PDFs.
Note: Because comments can be placed anywhere within the document frame, you may need to scroll or zoom out to see
comments that are located off the page.
In the Preferences dialog box under Categories, select Commenting.
Font, Font Size In Windows, you can determine the font and the size of text in pop-up notes. In Mac OS, you can select
only Large, Medium, or Small settings for the font. This setting applies to all new and existing comments.
Pop-up Opacity Determines the opacity of comment pop-up notes in values from 1-100. When a pop-up note is open
but not selected, an opacity value of 100 makes the note opaque, while lower values make it more transparent.
Enable Text Indicators And Tooltips Shows a tool tip containing the author name, comment status, and two lines of
the text when you place the pointer over a comment that includes a pop-up note. Selected by default.
Print Notes And Pop-ups Specifies that pop-up notes associated with comments, and icons for note, audio, and file
attachments, print exactly as they appear on the page.
Instead of selecting this option, you can print comment text in various layouts by choosing File > Print, and clicking
Summarize Comments.
Show Lines Connecting Comment Markups To Their Pop-ups On Mouse Rollover When you place the pointer over a
comment markup (such as a highlight or a note icon), the shaded connector line between the comment and the open
pop-up note appears. Selected by default.
Ensure That Pop-ups Are Visible As The Document Is Scrolled As you scroll a PDF, the pop-up notes on a given page
shift to stay in view within the document pane. Selected by default.
Automatically Open Comment Pop-ups For Comments Other Than Notes A pop-up note appears when you create a
new comment using a drawing tool, the Stamp tool, or the Pencil tool.
Hide Comment Pop-ups When Comments List Is Open Helps reduce screen clutter when a page includes many
comments. Selected by default.
Automatically Open Pop-ups On Mouse Rollover When you place the pointer over a comment of any type, including
drawing markups and stamps, the pop-up note opens.
Always Use Log-in Name For Author Name Determines which name appears in the pop-up note you create. If this
option is selected, the Login Name in the Identity panel of the Preferences dialog box is used. If this option isn’t
selected, the default name you specify for Author in a comment properties dialog box is used. Selected by default.
Create New Pop-ups Aligned To The Edge Of The Document Aligns pop-up notes with the right side of the document
window, regardless of where the comment markup (such as a note icon or highlighting comment) is added. If this
option is deselected, the pop-up note appears next to the comment markup. Selected by default.
USING ACROBAT 9 STANDARD 145
Collaboration
Copy Encircled Text Into Drawing Comment Pop-Ups Copies text that you circle using the drawing tools in the pop-up
note associated with the drawing markup.
Copy Selected Text Into Highlight, Cross-Out, And Underline Comment Pop-ups Copies selected text to the pop-up
note associated with text editing comments, such as those created by the Highlight Text tool.
Change the look of your comments
Note: In Reader, commenting tools are available only in PDFs that have commenting enabled. PDFs in a review workflow
typically include commenting rights.
You can change the color and appearance of comments or markups before or after you create them. You can set the
new look as the default appearance for that tool.
Note: To change how your name appears in comments, open the Preferences dialog box, select Commenting, and then
deselect Always Use Log-in Name For Author Name. This option isn’t available in Reader.
B
A
Properties toolbar
A. With note icon selected B. With pop-up text selected
Change a comment’s look and set it as the default
1 After you create a comment, choose Properties from the Options menu of the pop-up note.
2 In the Properties dialog box, do any of the following, and then click Close:
• Click the Appearance tab to change such options as the color and type of icon used. The type of comment selected
determines which options are available.
• Click the General tab to change the name of the author and subject of the comment.
• Click the Review History tab to see the history of changes people have made to the status of a comment during a
review.
• Select Locked at the bottom of the Properties dialog box to prevent the comment from being edited or deleted.
• Select Make Properties Default at the bottom of the Properties dialog box to apply these properties to all subsequent
comments of this type.
Set the default look for a tool
1 In the Comment & Markup toolbar, right-click the tool you want to use, and choose Tool Default Properties.
USING ACROBAT 9 STANDARD 146
Collaboration
Note: If the tool you want doesn’t appear in the Comment & Markup toolbar, right-click the toolbar, and select the tool.
2 Set the properties as desired, and click OK.
All comments you create using this tool will display the properties you set. Existing comments aren’t affected, nor is
the appearance of text in pop-up notes.
Add a sticky note
Note: In Reader, commenting tools are available only in PDFs that have commenting enabled. PDFs in a review workflow
typically include commenting rights.
The most common type of comment is the sticky note. A sticky note has a note icon that appears on the page and a
pop-up note for your text message. You can add a sticky note anywhere on the page or in the document area.
A
B
E
C
D
E
Use the Sticky Note tool to add a text message in a pop-up note.
A. Comment & Markup toolbar B. Sticky Note tool C. Close button D. Options menu E. Text message
Add a sticky note comment
1 Do one of the following:
• In Acrobat, choose Comments > Add Sticky Note.
• In Reader, choose Document > Comments > Add Sticky Note.
• Select the Sticky Note tool
in the Comment & Markup toolbar, and either click where you want to place the
note, or drag to create a custom-sized note.
2 Type text in the pop-up note. You can also use the Select tool
to copy and paste text from a PDF into the note.
Note: If you close the pop-up note, your text remains.
Edit a sticky note comment
1 Click or double-click the note icon.
2 Make changes, as needed:
• To resize the pop-up note, drag the lower-left or lower-right corner.
• To change the text formatting, choose View > Toolbars > Properties Bar, select the text, and then select the property
you want in the toolbar.
Use the Commenting panel in the Preferences dialog box to change the font size, default pop-up behavior, and other
settings for creating and viewing comments. The Commenting panel isn’t available in Reader.
When you’re finished, click the minimize button in the upper-right corner of the pop-up note, or click outside the popup note.
USING ACROBAT 9 STANDARD 147
Collaboration
Delete a sticky note
1 Select the Sticky Note tool
2
, the Hand tool
, or the Select tool
.
Select the note icon, and press Delete.
Alternatively, double-click the note icon and choose Delete from the Options menu of the pop-up note.
Mark up text with edits
Note: In Reader, commenting tools are available only in PDFs that have commenting enabled. PDFs in a review workflow
typically include commenting rights.
You can use text edit comments in a PDF to indicate where text should be edited in the source file. Text edit comments
do not change the actual text in the PDF. Instead, they indicate which text should be deleted, inserted, or replaced in
the source file from which the PDF was created.
You can use the Select tool or the Text Edits tool to add most types of text edits. Select text with the Select tool or Text
Edits tool, then right-click to open a menu of text editing options.
In Acrobat for Windows, you can export text edits directly to the Microsoft Word document that the PDF is based on
to revise the source document. To use this feature, you must use PDFMaker in Word to create the PDF. Before you
export your text edits, make sure that insertion comments use the exact text, including spaces and paragraph returns,
that you want to add. If you add extra instructional words (such as “Add the following:”), these words will have to be
deleted manually from the Word document.
A
B
Replace Text option
A. Selected text is struck out. B. New text is added to a linked pop-up note.
See also
“Export comments to Word (Windows)” on page 160
Replace text
1 Use the Select tool, or select the Text Edits tool
from the Comment & Markup toolbar.
2 Select the text.
3 Right-click and choose Replace Text, 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.
Add a note to a text edit
1 Using the Select tool or the Text Edits tool
from the Comment & Markup toolbar, right-click a text edit.
USING ACROBAT 9 STANDARD 148
Collaboration
2 Select Open Pop-Up Note from the menu.
3 Type your note in the pop-up note.
Show inserted text
1 Select the Text Edits tool
from the Comment & Markup toolbar.
2 Click between the words or characters where you want to insert text.
3 Do any of the following:
• Type the text you want to insert.
• To indicate that a new paragraph should be added, press Enter, and then close the pop-up note without adding text.
The paragraph insertion caret
appears.
• To indicate that a space should be added, press the spacebar, and then close the pop-up note without adding text.
The space insertion caret
appears.
You can also indicate text edits by using the Select tool
Replace Text (Comment).
to select text, right-click the selected text, and then choose
Delete inserted text
1 In the Comment & Markup toolbar, choose the Text Edits tool
.
2 Select the text, and then press Backspace or Delete, or right-click and choose Cross Out Text from the menu.
Delete text markups
If markup comments are stacked, delete the comments in the Comments list: Click the Comments button in the
navigation pane to open the Comments list, select the comment, and press Delete.
❖ Select the markup and press Delete.
Highlight, cross out, or underline text
Note: In Reader, commenting tools are available only in PDFs that have commenting enabled. PDFs in a review workflow
typically include commenting rights.
You can use the Highlight Text tool, Cross-Out Text tool, and the Underline Text tool to add comments by themselves
or in conjunction with notes. The Cross-Out Text tool and the Underline Text tool don’t appear in the Comment &
Markup toolbar, by default.
You can add a highlight with a note or you can cross out text by selecting the text using the Select tool or Text Edits
tool, right-clicking, and then choosing that option from the menu that appears. However, if you’re marking up a lot of
text, the specialized tools are faster and easier to use.
1 Choose Tools > Comment & Markups, and select the Highlight Text tool
Underline Text tool
, the Cross Out Text tool
, or the
.
Note: If you want to apply more than one comment using the Cross-Out Text tool or the Underline Text tool, choose
View > Toolbars > Properties Bar, and select Keep Tool Selected in the Properties toolbar after you select the tool. The
Highlight Text tool stays selected after you make the first comment.
2 Drag from the beginning of the text you want to mark up. Ctrl-drag to mark up a rectangular area of text. This is
especially useful when marking up text in a column.
3 (Optional) To add a note, double-click the markup to add text in a pop-up note.
USING ACROBAT 9 STANDARD 149
Collaboration
Stamp a document
Note: In Reader, commenting tools are available only in PDFs that have commenting enabled. PDFs in a review workflow
typically include commenting rights.
You apply a stamp to a PDF in much the same way you apply a rubber stamp to a paper document. You can choose
from a list of predefined stamps, or you can create your own stamps. Dynamic stamps obtain information from your
system and from the Identity panel of the Preferences dialog box, allowing you to indicate name, date, and time
information on the stamp.
The Stamp tool appears in the Comment & Markup toolbar, by default.
A
B
C
D
Stamp tool categories
A. Dynamic stamp B. Sign Here stamp C. Standard Business stamp D. Custom stamp
Open the Stamps palette
❖ Do one of the following:
• Choose Tools > Comment & Markup > Stamps > Show Stamps Palette.
• In the Comment & Markup toolbar, click the arrow next to the Stamp tool and choose Show Stamps Palette.
Apply a stamp
1 Select a stamp by doing one of the following:
• Click the Stamp tool. The most recently used stamp is selected.
• In the Stamps Palette, choose a category from the menu, and then select a stamp.
2 Click the document page where you want to place the stamp, or drag a rectangle to define the size and placement
of the stamp.
3 If you haven’t provided a name in the Identity preferences, the Identity Setup dialog box prompts you to do so.
Change a stamp’s location or appearance
❖ Using the Select tool or the Hand tool, do any of the following:
• To move a stamp, drag it to a new location.
• To resize a stamp, click it, and then drag a corner handle.
• To rotate a stamp, click it, move the pointer over the handle at the top of the stamp, and drag when the rotate stamp
icon
appears.
USING ACROBAT 9 STANDARD 150
Collaboration
• To delete a stamp, right-click the stamp and choose Delete.
• To change the stamp’s opacity or the color of its pop-up note, right-click the stamp, and choose Properties. In the
Appearance tab, set the opacity or color.
Move a stamp to the favorites list
1 Using the Select tool or the Hand tool, select a stamp markup on the page.
2 In the Comment & Markup toolbar, click the Stamp tool and choose Favorites > Add Current Stamp To Favorites.
Create a custom stamp
You can create custom stamps from a number of different formats, including (but not limited to) PDF, JPEG, bitmap,
Adobe® Illustrator® (AI), Adobe® Photoshop® (PSD), and Autodesk AutoCAD (DWT, DWG) files. In Reader, create
Custom stamp allows only PDF format.
Note: To add an image to a PDF one time only, simply paste the image into the document. Pasted images have the same
characteristics as other stamp comments; each includes a pop-up note and editable properties.
1 Choose Tools > Comment & Markup > Stamps > Show Stamps Palette.
2 Click Import, and select the file.
3 If the file has more than one page, scroll to the page you want, and then click OK.
4 Choose a category from the menu or type a new category name, name the custom stamp, and then click OK.
Change the name or category for a custom stamp
1 Choose Tools > Comment & Markup > Stamps > Show Stamps Palette.
2 Choose the stamp category, right-click the stamp, and choose Edit.
3 Edit the category or name of the stamp, or replace the image, and then click OK.
Delete a custom stamp
You can delete only the custom stamps that you created, not the predefined stamps. When you delete a stamp, the
stamp is removed from the Stamp tool menu, but the stamp file isn’t deleted.
1 Choose Tools > Comment & Markup > Stamps > Show Stamps Palette.
2 Choose the stamp category from the menu, right-click the custom stamp, and choose Delete.
Delete a custom stamp category
1 Choose Tools > Comment & Markup > Stamps > Manage Stamps.
2 Select the category you want to delete, and then click Delete.
Note: Deleting all stamps in a custom stamp category deletes the custom stamp category.
Add a line, arrow, or shape
Note: In Reader, drawing tools are available only in PDFs that have commenting enabled. PDFs in a review workflow
typically include commenting rights.
USING ACROBAT 9 STANDARD 151
Collaboration
When selecting a drawing tool, consider the effect you want.
1 Choose Tools > Comment & Markup, and select a drawing tool:
• The Rectangle tool
, the Oval tool
, the Arrow tool
, and the Line tool
let you create simple shapes.
• The Cloud tool
and Polygon tool
create closed shapes with multiple segments. The Polygon Line tool
creates open shapes with multiple segments.
• The Pencil tool
creates free-form drawings, and the Pencil Eraser tool
removes the pencil markups.
To specify the line width, color, and other properties before you draw, right-click the drawing tool, choose Properties,
and set the desired options in the Properties dialog box.
2 Draw in the PDF:
• To create a cloud or polygon shape, click to create the start point, move the pointer, and click to create each
segment. To finish drawing the shape, click the start point, or right-click and choose Complete from the menu.
Double-click to end a polygon line.
• To draw a line, arrow, or rectangle, either drag across the area where you want the markup to appear, or click twice:
once to create the start point and once to create the end point.
• To draw a square or circle, or to draw a line that’s horizontal, vertical, or at a 45° angle, press Shift while you draw.
• To draw free-form lines using the Pencil tool
, drag where you want to begin drawing. You can release the mouse
button, move the pointer to a new location, and continue drawing. To erase parts of the drawing, select the Pencil
and drag across the areas of the drawing that you want to remove.
Eraser tool
3 To edit or resize the markup, select it and drag one of the handles to make your adjustments.
4 To add a pop-up note to the markup, select the Hand tool, and double-click the markup.
5 (Optional) Click the close button in the pop-up note. A note icon appears to the right of the markup to indicate the
presence of text in the pop-up note.
Note: To delete a drawing markup, select it and press Delete.
Group and ungroup markups
You can group two or more markups so that your comments function as a single comment. You might group markups
temporarily to move them to a new location or to modify their properties rather than editing each one individually.
Grouping also helps to distinguish your markups from other reviewers’ markups in a document review.
Note: You cannot group text edit markups.
Group markups
1 Using the Select tool or the Hand tool, select a markup.
2 Ctrl-click/Command-click to select the markups you want to group.
3 Right-click within the selection, and choose Group.
Ungroup markups
❖ Right-click the grouped selection, and choose Ungroup.
Add comments in a text box or callout
Note: In Reader, commenting tools are available only in PDFs that have commenting enabled. PDFs in a review workflow
typically include commenting rights.
USING ACROBAT 9 STANDARD 152
Collaboration
You can use the Text Box tool
to create a box that contains text. You can position it anywhere on the page and
adjust it to any size. A text box remains visible on the document page; it doesn’t close like a pop-up note.
Another way to add a text box is simply to paste copied text into the PDF. Text font and size are based on the system
default settings.
Note: You can add comments to Japanese, Chinese, and Korean text with the Text Box tool, but you must have the Asianlanguage resource files installed. Text boxes allow for horizontal text only.
You can use the Callout tool
to create a callout text box. Callout text boxes are especially useful when you want to
single out—but not obscure—a particular area of a document. Callout text boxes have three parts: a text box, a knee
line, and an end-point line. You can resize each part by dragging a handle. The knee line can be resized in one direction
only; horizontal knee lines can be resized horizontally only; vertical knee lines can be resized vertically only. The text
box expands vertically as you type so that all text remains visible.
You can move the text box bar itself or together with the end-point line. The text box moves around a stationary anchor
point—the arrow on the end-point line—which is created when you first click in the PDF. You can modify the color
and appearance of the text box and add arrows or leaders to the end-point line.
Add a text box
1 Choose Tools > Comment & Markup > Text Box Tool
.
2 Click in the PDF.
3 Choose View > Toolbars > Properties Bar, and set the color, alignment, and font attributes for the text.
4 Type the text.
Text wraps automatically when it reaches the right edge of the box.
5 (Optional) To make further changes to the text box:
• Using the Select tool or the Text Box tool, click an edge of the text box to select it, and then drag a corner to resize
it. Use the Properties toolbar to change the border and fill options.
• Double-click the text box to edit the text or change the text attributes. Drag across text to select it, and then select
options from the Properties toolbar.
USING ACROBAT 9 STANDARD 153
Collaboration
6 To delete the text box, select it, and then press Delete.
You can also paste a block of text by selecting and copying the text in any application, selecting the Hand tool in
Acrobat, and choosing Edit > Paste.
Add a callout
1 Choose Tools > Comment & Markup > Callout tool
.
2 Click once to set the location of the end point, and click again to set the location of the text box.
3 Choose View > Toolbars > Properties Bar, and select the color, alignment, and font attributes for the text.
4 Type the text.
Text wraps automatically when it reaches the right edge of the box.
5 (Optional) To make further changes to the text box:
• To resize the callout, select it and drag any of the handles that appear.
• To move the text box, click inside the box and drag it.
• To move the entire callout, click either the end-point line or an edge of the text box, and drag it.
• To change the color, opacity, or line characteristics, use the Select tool to right-click the callout, choose Properties,
and select the options you want.
Add an audio comment
Note: In Reader, commenting tools are available only in PDFs that have commenting enabled. PDFs in a review workflow
typically include commenting rights.
You can use the Record Audio Comment tool to add a prerecorded WAV or AIFF file as a comment or to record and
place an audio comment in a document. Audio attachments appear in the Comments list and can be played back on
any platform. However, the appropriate hardware and software for playing audio files must be installed.
The Record Audio Comment tool doesn’t appear in the Comment & Markup toolbar by default. However, you can
add it by choosing Tools > Customize Toolbars.
See also
“Change the look of your comments” on page 145
Add a prerecorded audio comment
1 Choose Tools > Comment & Markup > Record Audio Comment and then click in the PDF where you want to place
the audio comment.
2 Click Browse (Windows) or Choose (Mac OS), and select the audio file you want to add.
3 (Optional) To hear the audio comment, click the Play button
. When you’re finished, click Stop and then click OK.
4 Specify options in the Properties dialog box, and then click OK.
Record an audio comment
1 Choose Tools > Comment & Markup > Record Audio Comment tool
and then click in the PDF where you want
to place the audio comment.
2 In the dialog box that appears, click the Record button
finished recording, click the Stop button
and then speak into the microphone. When you’ve
, and then click OK.
USING ACROBAT 9 STANDARD 154
Collaboration
3 Specify options in the Properties dialog box, and then click OK.
Add comments in a file attachment
Note: In Reader, commenting tools are available only in PDFs that have commenting enabled. PDFs in a review workflow
typically include commenting rights.
Use the Attach A File As A Comment tool to embed a file at a selected location in a PDF, so that the reader can open
it for viewing. By adding attachments as a comment, you can reference longer documents that can’t easily be pasted
into a pop-up note or text box. If you move the PDF to a new location, the embedded file automatically goes with it.
To view an attachment, the reader must have an application installed that can open the attachment.
Important: Be sure to use the Attach A File As A Comment tool in the Comment & Markup toolbar when attaching files
for a document review. Document-level file attachments that you attach using the paper clip icon (Attach A File tool)
from the File toolbar aren’t tracked with other comments in a review workflow and may cause your attached comments
to be lost.
1 Choose Tools > Comment & Markup > Attach A File As A Comment Tool
.
2 Click in the PDF where you want to place the attachment.
3 Select the file that you want to attach, and then click Select. If you’re attaching a PDF, you can highlight areas of
interest in the file using comments.
4 In the File Attachment Properties dialog box, select the settings for the file icon that appears in the PDF.
The comment attachment appears in the Attachments tab with a page number indicating its location.
Note: To delete the attachment, right-click the attached comment icon, and choose Delete.
Paste images as comments
Note: In Reader, commenting tools are available only in PDFs that have commenting enabled. PDFs in a review workflow
typically include commenting rights.
You can use the Paste Clipboard Image As Stamp tool to add images to a PDF. You can copy most image formats from
drawing and image-editing applications, such as Adobe Photoshop and Adobe Illustrator. If you want to add the image
to PDFs repeatedly, create a custom stamp of the image.
Note: The Paste Clipboard Image As Stamp tool isn’t available until you copy an image.
1 Copy an image by doing one of the following:
• In Acrobat, choose Tools > Select & Zoom > Snapshot Tool
, and select an image from a PDF.
• In another application, select an image and choose Edit > Copy.
2 Open a PDF.
3 Choose Tools > Comment & Markup > Stamps > Paste Clipboard Image As Stamp Tool.
4 Click in the PDF where you want the image to appear.
5 Do any of the following:
• To move the image, drag it.
• To resize the image, select it and then drag one of its handles. Press the Shift key when resizing the image to
maintain the original proportions.
• To change the image properties, right-click it and choose Properties.
• To delete the image, right-click it and choose Delete.
USING ACROBAT 9 STANDARD 155
Collaboration
See also
“Copy images” on page 126
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:
• In Acrobat, choose Comments > Show Comments List.
• In Reader, choose Document > Comments > Show Comments List.
• Click the Comments button
in the navigation pane.
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.
Sort comments
You can sort comments in the Comments list by author, page, type, date, color, checked state, or status by person. In
a thread of replies, only the first message is sorted, and the reply messages are sorted in the same category as the first
message in the thread.
1 Click the Comments button in the navigation pane.
2 Choose an option from the Sort By menu
in the Comments list.
USING ACROBAT 9 STANDARD 156
Collaboration
Show or hide comments
You can hide or show comments based on type, reviewer (author), status, or checked state. Hiding comments is also
called filtering. Filtering affects the appearance of comments in both the document window and the Comments list.
When you print or summarize comments, you can specify whether hidden comments are printed or summarized.
When you hide a note comment that has been replied to, all other replies in the thread are hidden as well.
Note: In an email-based review, hidden comments aren’t included when you send the comments to the initiator.
❖ From the Show menu
in the Comments list, do one of the following:
• To show all comments, choose Show All Comments.
• To hide all comments, choose Hide All Comments.
• To filter comments, choose the categories that you want to appear. For example, if you want only note comments
that you haven’t checked to appear, choose Show By Type > Notes so that only the note 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.
Reply to comments
Note: In Reader, commenting features are available only in PDFs that have commenting enabled. PDFs in a review
workflow typically include commenting rights.
Replies to comments are especially useful in shared reviews, when participants can read each other’s comments. They
can also be used by review initiators to let reviewers know how their suggestions are being implemented. When one or
more reviewers reply to a comment, the set of replies is called a thread. All replies in a thread appear in the pop-up
note and in the Comments list. Replies are indented below the original comment. The number of replies that a
comment has received appears in a box when you place the pointer over the comment.
A
B
Replies appear directly below the comment, in the pop-up note and in the Comments list.
A. Reply heading B. Options menu C. Reply option in Options menu
Reply in the pop-up note
1 Open the pop-up note for the comment.
C
USING ACROBAT 9 STANDARD 157
Collaboration
2 Choose Reply from the Options menu.
3 Type your reply in the box that appears.
Reply in the Comments list
1 Click the Comments button
in the navigation pane.
2 Select a comment in the Comments list.
3 Click the Reply button
.
4 Type your reply in the box that appears.
Delete a reply
If you delete a comment that’s been replied to, only the comment is deleted. Any replies remain in the PDF, but they
are no longer part of a thread. These replies may be difficult to view in the PDF because they are stacked. You may want
to view them in the Comments list.
❖ In the pop-up note, right-click the reply and choose Delete This Reply.
Set a status or check mark
Note: In Reader, commenting features are available only in PDFs that have commenting enabled. PDFs in a review
workflow typically include commenting rights.
Statuses and check marks are useful for keeping track of comments that you’ve read or that require further action. In
Windows, you can use a status or a check mark to indicate which comments you want to export to a Word document.
By setting the review status, you can show or hide a group of comments and let review participants know how you are
going to handle the comment. Once the review status is set, you cannot remove the review status display from the
comment in the Comments list, even if you change the review status to None. Check marks are for your personal use
and do not appear when others view the PDF unless you change the status of comments.
Set a status
1 Select the comment in the Comments list, click the Set Status button
, and choose an option.
The review status appears in the comment along with the name of who set the review status. If another reviewer sets
the review status for that comment, both reviewers’ names and review statuses appear in the Comments list.
2 To view a comment’s history of changes, right-click the note icon, markup, or title bar of a pop-up note, and then
choose Properties. Click the Review History tab.
Flag comments with a check mark
❖ In the Comments list, click the check box next to a comment so that the check mark icon
appears.
Print a comment summary
Summarizing comments is a convenient way to get a synopsis of all the comments associated with a PDF. When you
summarize comments, you can either create a new PDF with comments that you can print, or you can print the
summary directly. The summary is neither associated with nor linked to the PDF that the comments are derived from.
USING ACROBAT 9 STANDARD 158
Collaboration
A
B
C
D
Page layout options for comment summaries
A. Document and comments with connector lines on single page B. Document and comments with connector lines on separate pages
C. Comments only D. Document and comments with sequence numbers
By default, Acrobat prints PDFs with any stamps that were applied. For the greatest control over how comments are
printed, choose Comments > Print With Comments Summary.
1 Filter the comments to show only those you want in the summary. (In the Comments list, click the Show button
and choose the categories of comments you want to show.)
2 For the greatest control over how comments are printed, choose Comments > Print With Comments Summary.
Alternatively, to create a separate PDF of the comments, choose Comments > Summarize Comments.
3 In the Summarize Options dialog box, do the following:
• Choose a layout for the document and comments. The layout determines available options.
• Choose how to sort the comments.
• Specify a page range and choose whether to include pages without comments.
• Select whether you want all comments to appear in the summary or only the comments that currently appear.
4 Click Print Comment Summary or Create PDF Of Comments Summary.
Find a comment
Locate a comment in the Comments list by searching for a particular word or phrase.
1 Click the Comments button
in the navigation pane to display the Comments list.
2 Click the Search Comments button
in the Comments List toolbar.
3 In the Search window, specify the word or phrase you want to search for, and then click Search Comments.
See also
“Search features overview” on page 288
USING ACROBAT 9 STANDARD 159
Collaboration
Delete comments
You cannot delete other reviewers’ comments in a shared review, nor can you delete locked comments. If you add
comments to a PDF and then publish your comments, you can’t delete those comments.
To delete all of the comments in a PDF, use the Examine Document feature. The Examine Document feature isn’t
available in Reader.
See also
“Examine a PDF for hidden content” on page 227
Delete a comment
❖ Do one of the following:
• Select the comment and press Delete.
• In the Comments list, select the comments you want to delete, and then click the trash icon
.
Note: Before pressing the Delete key, make sure that the comment is selected.
Unlock a comment
1 Right-click the comment and choose Properties.
2 Deselect Locked.
Spell-check all text in comments
You can spell-check the text you add in note comments and form fields. However, you cannot spell-check the text in
the underlying PDF.
1 Choose Edit > Check Spelling > In Comments, Fields, & Editable Text. If the PDF is open in a browser, make sure
that the Edit toolbar is open, and click the Spell Check button
.
2 Click Start.
3 To change a word, do one of the following:
• Edit the selected word. To undo your change, click Undo Edit. To accept your change, click Change.
• Double-click a suggested correction.
• Select a suggested correction and then click Change. Click Change All to replace every instance of the unrecognized
word with the suggested correction.
Importing and exporting comments
Import Comments
Note: In Reader, commenting features are available only in PDFs that have commenting enabled. PDFs in a review
workflow typically include commenting rights.
USING ACROBAT 9 STANDARD 160
Collaboration
Comments can be imported from a PDF document. You can also import comments from a Forms Data Format (FDF)
file or an XFDF file, which is an XML-based FDF file. You cannot open and view FDF files or XFDF files on their own.
1 In the document that you want to receive comments, do one of the following:
• In Acrobat, choose Comments > Import Comments.
• In Reader, choose Document > Comments > Import Comments.
2 Choose All Files (*.*) from the menu. If you know the file format of the comments you want to import, choose it.
3 Double-click the name of the document with the comments.
The comment positioning matches that of the file from which they were imported. If comments appear out of place,
the source and recipient PDF documents are likely different. For example, if you import comments from a ten-page
document to a two-page document, only comments from the first two pages appear.
Export comments
Note: In Reader, commenting features are available only in PDFs that have commenting enabled. PDFs in a review
workflow typically include commenting rights.
If you add comments to a PDF that isn’t part of a managed review, you may need to export your comments to send
them to someone, or you may need to import comments you receive. (PDFs in a managed review workflow include
special options that let you send or publish your comments, rather than export them.)
When you export comments, you create a Forms Data Format (FDF) file that contains only comments. Consequently,
FDF files are usually smaller than PDFs. You or another reviewer can then import the comments from the FDF file
into the original PDF.
Export comments to a data file
1 In the PDF, do one of the following:
• In Acrobat, choose Comments > Export Comments To Data File.
• In Reader, choose Document > Comments > Export Comments To Data File.
2 Name the file and choose Acrobat FDF Files (*.fdf) or Acrobat XFDF Files (*.xfdf) for the file type.
3 Specify a location for the file, and then click Save.
Export selected comments
Note: Exporting selected comments isn’t available in Reader.
1 In the Comments list, select the comments you want to export.
2 From the options menu
in the Comments list, choose Export Selected Comments.
3 Name the file and choose Acrobat FDF Files (*.fdf) or Acrobat XFDF Files (*.xfdf) for the file type.
4 Specify a location for the file, and then click Save.
Export comments to Word (Windows)
In some instances, reviewers make comments in a PDF that was created from a Microsoft Word document. You can
revise the original Word document by exporting these comments from the PDF. For example, text that has been
inserted, crossed out, or replaced using the text edit tools in the PDF can be deleted or transferred directly to the source
Word document. Formatting added to comments (for example, boldface text) is lost during this process and must be
added to the Word document manually.
USING ACROBAT 9 STANDARD 161
Collaboration
To revise a Word document using comments, you must create a tagged PDF from the Word document. Before you
transfer text edits from the PDF, remove any extra words or information and then merge them to one PDF (if you have
comments from multiple reviewers). If you plan to import comments more than once, you may want to make a copy
of the Word document before you import the comments or comments may not be imported correctly.
1 Do one of the following:
• Choose Comments > Export Comments To Word.
• In Word, open the source document, and then choose Acrobat Comments > Import Comments From Acrobat. For
Word 2007, click Acrobat, and then choose Acrobat Comments > Import Comments From Acrobat.
2 Read the instructions, and click OK.
3 In the Import Comments From Adobe Acrobat dialog box, select the PDF and Word files, select from the following
options, and click Continue:
All Comments Imports all comments.
All Comments With Checkmarks Imports only those comments marked with check marks.
Text Edits Only: Insertions, Deletions, And Replaces Imports only those comments that you’ve added using the text
edit commands in the Comment & Markup toolbar.
Apply Custom Filters To Comments Imports only comments that you specify by author, type, or status.
Turn Track Changes On Before Importing Comments Shows the changes made by the imported comments in Word.
4 (Optional) If you imported text edits, click Integrate Text Edits in the Successful Import dialog box to review and
apply each edit individually. For each edit, select one of the following options:
Apply Makes the change in the document and deletes the comment bubble. If a comment appears to be empty, you
may want to integrate it to see if it’s a space or a paragraph return.
Discard Rejects the edit and deletes the comment bubble.
Next Skips to the next text edit. Text edits that are skipped or not integrated appear as bubbles in the Word document.
Apply All Remaining Integrates all remaining text edits and deletes the comment bubbles.
Undo Last Undoes the last text edit, including any manual changes.
5 Delete comment bubbles that appear in the Word document:
• Right-click the comment bubble and choose Delete Comment.
• Choose Acrobat Comments > Delete All Comments In Document. For Word 2007, this option is on the Acrobat
ribbon.
Approval workflows
About approval workflows
In Acrobat (Traditional Chinese, Simplified Chinese, Japanese, and Korean only), you can send PDFs as email
attachments for others to approve. When participants open an approval request in Acrobat (all languages), they can
approve the PDF by adding a digital identity stamp. Then, they can send the PDF to other approvers, or return the PDF
to the initiator and other appropriate participants. The initiator can track progress by choosing to be notified each time
the PDF is approved. The workflow ends when the last participant adds the final approval. If a PDF isn’t approved, the
approval workflow must be reinitiated.
USING ACROBAT 9 STANDARD 162
Collaboration
Note: If you use Acrobat Pro or Acrobat Pro Extended to initiate the workflow, you can invite users of Reader 9 or later
to participate by enabling commenting in the PDF.
Wizard sets up approval workflows (left); Stamps palette provides stamps for approving documents (right).
Send a PDF for approval
When you send a PDF by email for approval (Traditional Chinese, Simplified Chinese, Japanese, and Korean only),
approvers receive the PDF as an email attachment. When recipients open the PDF attachment, they can apply a digital
identity stamp from the Stamps palette and then make the appropriate selection in the document message bar.
To send a PDF for approval, use the wizard in Acrobat. The wizard provides on-screen instructions to help you invite
approvers, customize instructions, and send the PDF.
Before you initiate an approval workflow, make sure that your email application is configured to work with Acrobat.
1 To start an approval workflow, choose Comments > Send By Email For Approval.
2 If prompted, enter your email address in the Identity Setup dialog box.
3 Specify a PDF, and click Next.
4 Type the email address for the first approver in the To box.
5 If you want to be notified of the approval status for each participant, specify those options.
6 (Optional) Type additional instructions for the first approver at the top of the email message.
Only the default text message and instructions are forwarded to subsequent approvers.
Note: The invitation email contains instructions to help participants complete the approval process. Avoid changing or
removing this text.
7 Click Send Invitation.
Participate in an approval workflow
If you’re invited to participate in an approval workflow, you receive an email message that provides step-by-step
instructions for approving the attached PDF. When you open the PDF, the Stamps palette opens and the document
message bar appears at the top of the PDF. If your version of Acrobat is earlier than 7.0, you’re prompted to download
the latest version of Reader.
USING ACROBAT 9 STANDARD 163
Collaboration
You can select any of the digital identity stamps in the Stamps palette to approve the document. A digital identity
stamp contains identity information that you provide, such as name, title, organization, and email address. You can
use an identity stamp in place of a signature. When you apply a stamp, it becomes part of the document page content.
You can delete your own stamp during the approval process; however, once the approval process is completed, your
stamp is locked. You can’t move or delete stamps from other participants.
You can also reject documents that don’t meet your standards.
In addition to adding digital stamps to a PDF, you can add other types of comments, including note comments, text
edits, custom stamps, and file attachments.
See also
“Create a custom stamp” on page 150
“Commenting and markup tools overview” on page 142
“Select an email application for reviews” on page 133
Approve a PDF
1 Open the PDF attachment in the approval invitation email message.
Note: If you haven’t added identity information to the stamp, you’re prompted to do so.
2 Select a stamp from the Stamps palette. (To view all stamps, scroll or drag a corner to resize the window.)
3 Click the document to apply your approval stamp.
Note: To delete a digital identity stamp that you’ve applied, select it and press Delete. If you select Print, Save A Copy, or
Email during the approval process, you can’t delete your stamp.
4 Do one of the following:
• To send the document to the next approver, click the Approve button in the document message bar. In the Send
To Next Approver dialog box, type the email address for the next approver in the To box, add addresses for other
recipients as appropriate, and click Send.
• To complete the approval process, click the Final Approval button in the document message bar. In the Complete
Final Approval dialog box, specify whether to send an approval notification from the Final Approval Method menu.
If you send a notification, type an email address in the To box, add addresses for other recipients as appropriate,
and click Send. If you don’t send a notification, click Complete.
If the Notify Initiator Of Approval Status Via Email option is selected, a separate email notification appears, addressed
to the initiator. Click Send to send this notification.
USING ACROBAT 9 STANDARD 164
Collaboration
PDFs in an approval workflow present instructions and tools.
5 Save the PDF.
Important: If you use the Email button
in the toolbar to send the PDF, the PDF is no longer part of the workflow, and
approval options aren’t available to the recipient of that email message.
Reject a PDF
If the PDF you received in an approval request doesn’t meet the requirements for approval, use the options in the
document message bar to reject the document and return it to the initiator. If a PDF is rejected, the approval workflow
must be reinitiated.
1 Open the PDF attachment in the approval invitation email message.
2 Click the Reject button in the document message bar.
3 In the Reject And Send Notification dialog box, type the email address for the initiator in the To box. If the Notify
Initiator Of Approval Status Via Email option is selected, a separate email message is sent to the approval initiator.
Click Send.
4 Click Send in the email message that appears.
Add or change identity information for a digital stamp
1 From the Stamp menu, choose Show Stamps Palette.
2
In the Stamps palette, select Digital Identity Stamps, right-click your stamp, and choose Edit Identity.
3 In the Identity Setup dialog box, type or edit your name, title, company name, department, and email address, and
click Complete.
You can also change your identity information from the Preferences dialog box. Under Categories, select Identity.
165
Chapter 7: Forms
You can fill in forms using either Adobe® Acrobat® 9 Standard or the free Adobe Reader®. You can create static or
interactive forms in Acrobat or Adobe LiveCycle® Designer ES (included with Acrobat Pro or Acrobat Pro Extended
for Microsoft® Windows®). Interactive forms streamline the process of filling in and collecting data.
Forms basics
About forms
You can use Acrobat to create forms using one of the following methods:
• Convert an existing electronic document (for example an Adobe PDF, Microsoft Word, or Excel document) to a
PDF form.
Note: In Mac OS, you can only create a form using an existing PDF file.
• Scan a paper form to convert it to a PDF form.
• Create a form from scratch or from a template using LiveCycle Designer ES. This option is only available if you have
Designer ES or Acrobat Pro or Acrobat Pro Extended for Windows.
Note: You can create or edit XML forms in Designer ES but not in Acrobat.
After you convert an existing document to a PDF form, you can add fields to it to convert it to an interactive form.
An interactive form can be filled out on a computer and submitted through an Internet or local network connection.
For more information about forms, see these resources:
• How to lay out form fields on a grid: acrobat.timhuff.net/
• General help with PDF forms: www.uwec.edu/Help/acrobat8.htm
• Transforming a PDF into a fillable form: www.layersmagazine.com/acrobat-pdf-document-form.html
• Articles, tutorials, and tips about forms: http://acrobatusers.com/
• Forms gallery: http://acrobatusers.com/gallery/forms_gallery/
About LiveCycle Designer ES
Designer ES is a graphical form design tool that contains advanced features and controls for creating advanced forms.
A stand-alone application, Designer ES is included with Acrobat Pro or Acrobat Pro Extended for Windows. You can
also purchase it separately. You can use Designer ES to create dynamic forms that adapt to accommodate varying
amounts of data, or to user interaction. For example, you can create a form that calculates the proceeds of stock sales.
As the user enters names of stocks and quantities in the Sell field, it expands to accept the user entries. When the user
enters number to be sold, the Net Proceeds field is updated automatically. You can also use Designer ES to create forms
that support industry-specific XML schema and data.
If you have Acrobat 8 or later, you can use the Distribute wizard of Designer ES to send PDF forms to multiple
recipients. The wizard is available from the File menu in Designer ES. The wizard certifies the identity of the form
originator and encrypts the data that the recipients submit. It also adds usage rights to the form so that recipients can
save the form in Adobe Reader.
USING ACROBAT 9 STANDARD 166
Forms
Use Designer ES when you want to extend basic form capabilities in Acrobat. For example, a Designer ES form can
include Image Object fields so that you can easily add graphics to a form. Consider using Designer ES for these tasks:
• Create forms from scratch or from the predesigned layouts in the build-in templates that you edit and customize.
• Create dynamic forms.
• Add graphics, such as photographs.
• Add barcode collections.
• Create forms in formats that Designer ES can convert to HTML, especially if you intend to post the interactive form
on a website for people to fill in and submit from within a browser.
• Integrate PDF forms into existing workflows by binding forms to XML schemas, XML sample data files, databases,
and web services.
• Use scripting objects.
You must use Designer ES to edit any forms that were opened and saved in Designer ES, even if the form was originally
created in Acrobat.
Forms preferences
Set forms preferences to control various aspects of your interaction with form fields.
In the Preferences dialog box, select Forms on the left. The forms preferences are organized in three sections: General,
Highlight Color, and Auto-Complete.
Note: The forms preferences apply to the way the application handles open forms as you work. The preferences aren’t
saved with the PDF forms themselves.
See also
“Auto-Complete a form” on page 198
General
Automatically Calculate Field Values Automatically performs all field calculations upon user entry.
Note: The setting for this option only applies to your current session.
Show Focus Rectangle Indicates which form field currently has the focus.
Show Text Field Overflow Indicator Displays a plus sign (+) in text fields that exceed the bounds specified when the
fields were created.
Always Hide Forms Document Message Bar Hides the forms document message bar by default whenever a PDF form
is opened in Adobe Reader unless the document message bar has a Submit Form button. If the message bar has a
Submit Form button, you can’t hide the message bar.
Show Field Preview When Creating Or Editing Form Fields Displays the appearance of a form field when you create or
edit forms.
Manage Barcode Parameters Opens a dialog box with a list of barcode items (including the Parameter Set Name,
Symbology, and Built-in status for each item). Includes New, Edit, Delete, Import, and Export buttons for working
with new or selected parameter sets.
Highlight Color
Show Border Hover Color For Fields Displays a black outline around a form field when you place the pointer over it.
USING ACROBAT 9 STANDARD 167
Forms
Fields Highlight Color Opens a color picker for selecting the color of highlighted form fields. The highlight appears
when the Highlight Fields button
on the document message bar is clicked.
Required Fields Highlight Color Opens a color picker for selecting the border color of form fields that must be filled
in. The border appears for required form fields when the Highlight Fields button is selected or after you attempt to
submit the form.
Auto-Complete
Auto-Complete menu Displays three options for Auto-Complete: Off, Basic, or Advanced.
Remember Numerical Data Suggests your previously entered numerical entries when you type the same first character
into a similar field. When deselected, Auto-Complete offers suggestions only for text entries. (Available only when
Basic or Advanced is selected.)
Edit Entry List Displays current entries stored in the Auto-Complete memory. You can select and delete any entries
that you don’t want to keep for filling in future forms. (This option isn’t available if no entries are in the memory.)
Creating and distributing forms
About form elements
After you determine what information you want to receive from users, you can match information types with
appropriate form elements.
• For text and numeric data that the user will type, design the form to use text fields or combo boxes.
• For a single choice from a limited number of options, use radio buttons, a list box, or a combo box.
• For a limited number of options from which the user can select none, one, or more items, use check boxes, or use
a list box and set the form field properties to allow multiple selections.
• For actions, such as opening a file, playing a sound or video, submitting form data, and so forth, use buttons.
• For added security, add a digital signature field that verifies the user’s identity.
You can also make changes to individual form field properties, making it even easier and more foolproof for users
filling in the PDF form.
A PDF form created with Acrobat can contain the following types of elements:
Barcodes Encode the input from selected fields and display it as a visual pattern that can be interpreted by decoding
software or hardware (available separately).
Buttons Initiate a change on the user’s computer, such as opening a file, playing a sound, or submitting data to a web
server. These buttons can be customized with images, text, and visual changes triggered by mouse actions.
Note: Action buttons have a different purpose than radio buttons, which represent data choices made by the user.
Check boxes Present yes-or-no choices for individual items. If the form contains multiple check boxes, the user can
typically select as many or few of these as wanted.
Combo boxes Let the user either choose an item from a pop-up menu or type a value.
Digital signature field Lets the user electronically sign a PDF document with a digital signature.
Document message bar Displays automatically generated information about the PDF form and can display action
buttons and other options. The document message bar informs Reader users about their usage rights for the form. It
USING ACROBAT 9 STANDARD 168
Forms
also specifies if a form is certified or has signature fields and allows users to highlight fields. If the form doesn’t have a
submit button, a Submit Form button is added to the document message bar to allow the users to submit the form.
Note: If form recipients are using older versions of Acrobat or Reader, the document message bar may not be visible or
may contain different information.
List boxes Display a list of options the user can select.
Note: You can set a form field property that enables the user to Shift-click to select multiple items on the list.
Radio buttons Present a group of choices from which the user can select only one item. All radio buttons with the same
name work together as a group.
Text fields Let the user type text, such as name, address, or phone number.
D
E
F
G
H
A
B
C
Adobe Acrobat PDF form
A. Digital signature field B. Combo box C. Text fields D. Forms document message bar E. Check boxes F. Radio buttons G. List box
H. Buttons
See also
“Setting action buttons” on page 188
“Enable Reader users to save form data” on page 169
USING ACROBAT 9 STANDARD 169
Forms
Create a form
You can convert an existing electronic document (for example, a Word, Excel, or PDF document) or scan a paper
document to a PDF form, and then add interactive form fields to the form.
Note: When you convert a document to an Acrobat form, Acrobat detects the form fields in the document. You need to
examine the document carefully to verify that Acrobat detected the correct fields.
You can create forms from an existing electronic document (for example, a Word, PDF, or Excel document) or scan a
paper form into a PDF form. To create a form from scratch or from a template, you need to have Acrobat Pro or
Acrobat Pro Extended for Windows or Designer ES.
1 Choose Forms > Start Form Wizard.
2 Do one of the following, and then follow the on-screen instructions.
• To convert an existing electronic document (for example, Word or PDF) to a PDF form, select An Existing
Electronic Document.
Note: If you don’t want to use the wizard, you can open the file, and then choose Forms > Add Or Edit Fields to convert
a PDF document to an Acrobat form.
• To scan a paper form and convert it to a PDF form, select A Paper Form.
Note: To create an Acrobat form from scratch, first create a blank PDF by choosing File > Create PDF > From Blank
Page, and then use the Start Form Wizard to convert the PDF to an Acrobat form.
For tutorials and videos on creating forms, see these resources:
• Simplifying form creation: www.adobe.com/go/lrvid4203_a9
• Transforming a PDF into a fillable form: www.layersmagazine.com/acrobat-pdf-document-form.html
• Creating Acrobat forms: http://movielibrary.lynda.com/html/modPage.asp?id=540
• Complete forms workflow: http://tv.adobe.com/#vi+f1495v1626
Enable Reader users to save form data
Ordinarily, Reader users can’t save filled-in copies of forms that they complete. However, you can extend rights to
Reader users so they have the ability to do so.
1 Open a single PDF, or preview a component PDF in a PDF Portfolio.
2 Choose Advanced > Extend Forms Fill-In & Save In Adobe Reader.
These extended privileges are limited to the current PDF. When you create a different PDF form, you must perform
this task again if you want to enable Reader users to save their own filled-in copies of that PDF.
Make Adobe PDF forms accessible
You can make form fields accessible to vision- and motion-challenged users by adding tags to the PDF and by properly
structuring it. In addition, you can use the tool tip form field property to provide the user with information about the
field or to provide instructions. For example, using the tool tip property value, the screen reader could say “Your
name.” Without the tool tip property, a screen reader simply names the type of form field.
1 If necessary, choose Forms > Add or Edit Fields, and make sure that the Select Object
2 Double-click a selected form field to open the Properties window.
3 In the General tab, type a description into the tool tip box.
tool is selected.
USING ACROBAT 9 STANDARD 170
Forms
Note: If you use Designer ES for creating your form, you must run the screen reader before opening the form in Acrobat
in order to display accessibility tags with a flowable layout in Acrobat.
See also
“Accessibility features” on page 239
Adding JavaScript to forms
The JavaScript language lets you create interactive web pages. Adobe has enhanced JavaScript so that you can easily
integrate interactivity into PDF forms. The most common uses for JavaScript in Acrobat forms are formatting,
calculating, validating data, and assigning an action. In Windows, you can also configure Adobe PDF forms to connect
directly to databases using Open Database Connection (ODBC). For more information, see the JavaScript™ for
Acrobat® API Reference on www.adobe.com/go/learn_acr_javascript_en (PDF, English only).
Note: If you’re creating dynamic forms, keep in mind that Reader doesn’t support some custom JavaScripts, so the form
may not function properly when viewed in Reader unless additional usage rights are added to the PDF.
You can use the Acrobat Software Development Kit (SDK) to customize Acrobat. For more information on this SDK,
see the Acrobat Developer Center at www.adobe.com/go/learn_acr_devcenter_en (English only).
Create form fields
In Acrobat, you create a form field by choosing one of the form tools. For each field type, you can set a variety of
options through the form field Properties dialog box.
Note: In Windows, you can use Designer ES to edit forms that were created in Acrobat. However, Acrobat can’t edit form
fields that have been opened and saved in Designer ES.
See also
“Form fields behavior” on page 178
Create a new form field
1 After you convert your document to a PDF form, choose Forms > Add or Edit Fields.
2 Do one of the following:
• Click Add New Field, and then select a tool.
• Choose Forms > Form Tools, and then select a form tool.
• Right-click the page and select a tool.
Your cursor becomes a crosshair.
3 On the page, click where you want to add the field to create a field with the default size. To create a field using a
custom size, drag a rectangle to define the size of the field.
4 In the Field Name box, type the name of the field and specify if you want the field to be a required field. Choose a
name that is relevant and descriptive to make organizing and collecting the data easier.
5 To display the Properties dialog box and modify any other field properties, click Show All Properties.
Note: If you have selected the Keep Tool Selected option in the forms toolbar (visible when you select Add New Field >
Show Tools On Toolbar), the Field Name box doesn’t appear after adding a field. Each time you click the page, a new field
is added to the form. To exit this mode, press the Esc key or click the Select Object Tool button . To modify the
properties of the field, double-click the field.
USING ACROBAT 9 STANDARD 171
Forms
6 To test your form, click the Preview button
. Previewing a form allows you to view the form the same way the
form recipients will and gives you a chance to verify the form. If you are previewing a form, you can click the Edit
to go back to the edit mode.
Layout button
Lay out form fields on a grid
You can use grids to help position form fields precisely on a page. You can define the grid spacing, color, and position.
You can also choose whether to have the boundaries of a form field snap to grid lines when you’re editing the form
field. Grid lines don’t print.
1 Choose View > Grid.
2 To make form fields snap to the nearest grid lines when you create or move them, choose View > Snap To Grid.
Copy a form field
You can create copies of a form field on a single page of a PDF form. You can also copy a form field and paste it onto
other pages. When you create duplicate form fields, replicas of the original field are added to one or more other pages.
They are always in the same position on each page as the original. Both copies and duplicates can be dragged to
different locations on a page, but not from one page to another.
Both copies and duplicates are created with the same name as the original form field. Copies and duplicates pasted
using the Place Multiple Fields command also have a number appended. All form fields with the same basic name share
the same user data and action properties. Consequently, when a user adds or edits a response to a copy or duplicate
field, the response appears in all fields with the same basic name.
If you change the properties of any one of multiple versions of a form field with the same basic name, those changes
affect only that copy of the form field. The exception is when you change an Actions listing if the trigger isn’t a mouse
action.
If you want to prevent a duplicate or copied form field from reacting in unison with the original field to user-entered
responses, change the name of the new form field.
Create a copy of a form field
❖ Select the form field, and do one of the following:
• To copy the form field to the center of the current view, choose Edit > Copy, and then choose Edit > Paste.
• To copy the form field and move it to another location on the page, Ctrl-drag it.
To constrain the vertical or horizontal movement as you drag, press and hold Shift.
Create multiple copies of a form field on a page
1 Do one of the following:
• Right-click the form field and choose Place Multiple Fields.
• Select the form field and choose Forms > Edit Fields > Place Multiple Fields.
2 In the Create Multiple Copies Of Fields dialog box, select Preview, and move the dialog box as needed so that you
can see the original field and the copies on the form page.
3 Make the selections you want to apply:
• To change the number of copies being created, enter different values in the Copy Selected Fields Down and Copy
Selected Fields Across options.
USING ACROBAT 9 STANDARD 172
Forms
• To change the dimensions of the original field and all the copies, enter different values in the Change Width and
Change Height options.
• To move the original field and all the copies, click the Up, Down, Left, and Right buttons.
Duplicate a form field across multiple pages
1 Select the form field that you want to duplicate.
2 Choose Forms > Edit Fields > Duplicate.
Note: The Duplicate command isn’t available for forms with only one page.
3 Do one of the following:
• To duplicate the form field on every page in the form, select All, and click OK.
• To duplicate the form field on a limited range of pages, click the From button, and type the start and ending pages
on which you want the form field to appear.
Note: Including or not including the page on which the form field originally appears doesn’t affect the duplication process.
Including that page won’t create a second copy on top of the original one, and not including it won’t remove the original
form field.
Select multiple form fields
Selecting multiple form fields is the first step for several tasks, such as creating copies, aligning form fields, and
adjusting the spacing between form fields.
❖ If necessary, choose Forms > Add or Edit Fields, and then do any of the following:
• To select all form fields of all types, choose Edit > Select All.
• To select a range of form fields, click the first form field in the range, and then Shift-click the last form field. All
form fields between the two form fields are selected.
• To select individual form fields in different parts of the PDF page, Ctrl-click each form field.
• To select all form fields in an area of the page, use the Select Object tool
to drag a selection marquee around the area.
• To deselect an individual form field, Ctrl-click that field.
The field that is highlighted in dark blue and displays the border handles is the anchor. When you select multiple form
fields by clicking, the last field selected is the anchor. When you use a marquee, the form field that was created first is
the anchor. If you Ctrl-click to deselect the anchor, the form field located in the upper left of the selection becomes the
new anchor form field.
Resize and arrange form fields
After you create form fields, you can rearrange, resize, or move them to give the page a cleaner, more professional look.
To make adjustments in the layout of form fields, make sure that you are in editing mode (choose Forms > Add or Edit
Fields).
Resize a form field
1 Select the Select Object tool.
2 Select the form field that you want to resize.
USING ACROBAT 9 STANDARD 173
Forms
3 Do any of the following:
• To resize the field manually, click to select the form field, and then drag a border handle. Hold Shift and drag a
corner handle to maintain the current aspect ratio of the form field.
• To resize the field by one pixel, press Ctrl+Arrow key; to resize the fields by ten pixels, press Ctrl+Shift+Arrow key.
Resize multiple form fields to match a selected form field
1 Select all the form fields that you want to resize.
2 Right-click the form field that you want the other selected form fields to match. Choose Set Fields To Same Size,
and then select one of the following:
Height Adjusts the heights without changing the widths.
Width Adjusts the widths without changing the heights.
Both Adjust all widths and heights to match.
Move individual form fields
You can move form fields by simply dragging them. For greater precision in less time, you can use special features that
align them with each other, adjust the spacing between them, and center them on the page.
1 Using the Select Object tool, select one or more form fields that you want to move.
2 Do one of the following:
• To move to an approximate location, drag the selected form fields to the new location.
To constrain movement to a horizontal or vertical direction, begin dragging, and then press Shift while continuing to
drag the selection.
• To move either horizontally or vertically in small increments, press the arrow keys to nudge the selected form field
into position.
• To move the form field to the exact center of a page, choose Edit > Cut, navigate to the desired page, and then
choose Edit > Paste.
Note: Fields are placed in the center of the page only the first time they’re pasted. Additional pasted fields are offset from
the previously pasted field.
Align and center multiple form fields
1 Select two or more form fields that you want to align.
2 Right-click the field to which you want to align the other fields. Choose Align, Distribute Or Center, and then
choose a command as follows:
• To align a column of fields, choose Align Left, Right, or Vertical. They align respectively to the left edge, right edge,
or vertical axis (center) of the anchor form field.
• To align a row of fields, choose Align Top, Bottom, or Horizontally. They align respectively to the top edge, bottom
edge, or horizontal axis (center) of the anchor form field.
• To center the fields, choose Center Vertically, Horizontally, or Both.
Note: When you right-click one of the selected fields, it shows the border handles, indicating that it’s the anchor form field.
The Align menu commands move the other selected form fields to line up with the edges of the anchor form field.
USING ACROBAT 9 STANDARD 174
Forms
Adjust the spacing between form fields
In the context of laying out form fields on a page, distributing means to give a group of form fields uniform spacing,
measured from the centers of adjacent fields. The Distribute commands take precedence over the Snap To Grid
command.
1 Select the form fields that you want to adjust.
2 Right-click any one of the selected form fields, and do one of the following:
• To distribute the fields evenly between the topmost and bottommost fields, choose Align, Distribute Or Center >
Distribute Vertically.
• To distribute the fields evenly between the leftmost and rightmost fields, choose Align, Distribute Or Center >
Distribute Horizontally.
Note: The Distribute Form button in the Forms toolbar has a different function: Use that button to send your form to
others, who fill in the information and return the data to you.
Delete a form field
1 In the Fields panel or the page view, select the form fields that you want to delete.
2 Press Delete, or choose Edit > Delete.
About barcodes
Barcode fields translate a user’s form entries into a visual pattern that can be scanned, interpreted, and incorporated
into a database. Barcodes are helpful when users submit the form on paper or by fax.
The advantages of using barcodes are that they save time, eliminate the need for responses to be manually read and
recorded, and bypass data-entry errors that can occur.
A typical barcode workflow includes the following phases:
• The form author makes sure that Automatically Calculate Field Values is selected in the forms preferences, and
then creates the form in Acrobat, setting up all the other fields as usual.
• The form author adds the barcode field to the form, setting up the barcode so that it captures the needed data.
• The form author enables the form for Reader users (if the author wants to allow Reader users to save their own
filled-in copy of the form or if it contains certain barcode fields).
• The form author distributes the form to other users.
• Users fill in the form on their computers and submit it electronically or print a copy and deliver the copy to the
form distributor.
• The received barcode data is interpreted in one of the following ways, and can then be reviewed, sorted, and used
by the form receiver:
Forms faxed to a fax server The form receiver can use Adobe Acrobat Capture® to collect TIFF images from the fax
server and place them in an Adobe LiveCycle Barcoded Forms Decoder watched folder, if the receiver owns those
products.
Forms delivered on paper The form receiver can scan paper forms and then use an application such as LiveCycle
Barcoded Forms Decoder to decode the barcodes within those forms.
Note: Acrobat Capture and LiveCycle Barcoded Forms Decoder are standalone products appropriate for enterprise
workflows and are sold separately from Acrobat.
USING ACROBAT 9 STANDARD 175
Forms
Design tips for barcodes
Issues that affect how you design and place barcodes include usability and space. As an example, the barcode size can
also limit the amount of data that can be encoded. For the best results, follow these guidelines.
• Position the barcode so that it’s unlikely to get folded when placed in an envelope, and position it far enough from
the edges of the page so that it won’t get clipped off during printing or faxing.
• Position it so that it can be easily seen and scanned. If a handheld scanner will be used, avoid barcodes wider than
4 inches (10.3 cm). Tall, narrow barcodes generally work best in this case. Also, avoid compressing the contents of
the barcode when using a handheld scanner.
• Make sure that the size of the barcode can accommodate the amount of data to encode. If the barcode area is too
small, it turns a solid gray. Be sure to test a completed form before distributing it to make sure that the barcode area
is large enough.
Create, test, and edit barcode fields
One of the ways in which you can improve a PDF form barcode is by creating custom scripts. Writing such scripts
requires a basic competency with JavaScript and a familiarity with Acrobat-specific JavaScript. For more information,
see Developing Acrobat® Applications Using JavaScript™ on www.adobe.com/go/learn_acr_javascript_en (PDF, English
only). For information about basic JavaScript, refer to any of the many resources available on that subject.
After inserting a barcode of maximum size, changing the cell size or decode condition may cause the barcode to cross
the page borders. Avoid this behavior by selecting the appropriate cell size and decode conditions for the barcode.
See also
“Manage custom barcode settings” on page 187
“Value tab for form field properties” on page 186
“Options tab for form field properties” on page 180
Add a barcode field
1 Open the form in Acrobat, open the Preferences dialog box, and select Forms on the left. Then select Automatically
Calculate Field Values.
2 Select Forms > Add or Edit Form Field.
3 Click the Barcode tool
in the Forms toolbar, or choose Forms > Form Tools > Barcode.
4 Drag a rectangle to define the barcode area, and then double-click the barcode field to open the Properties dialog box.
5 In the Value tab, do one of the following:
• Select Encode Using, and then select a format (XML or Tab Delimited). Click the Pick button and select the fields
that you want to be encoded in the barcode field. If you don’t want to include the field names in the barcode data,
deselect Include Field Names.
• Select Custom Calculation Script, click Edit, and then enter your custom JavaScript code in the JavaScript Editor
dialog box.
6 In the Options tab, do all of the following:
• Select a Symbology option: PDF417, QR Code, or Data Matrix.
• Select Compress Data Before Encoding To Barcode if you want to apply this compression. Do not select this option
if a handheld scanner is used to capture data from returned forms.
USING ACROBAT 9 STANDARD 176
Forms
• In Decode Condition, choose the type of hardware to process returned forms: Handheld Barcode Scanner, Fax
Server, Document Scanner, or Custom.
• If necessary, click Custom and enter values for X Dimension, Y/X Ratio, and Error Correction Level.
7 Make any other changes in the General and Actions tabs. Then close the Barcode Field Properties dialog box.
JavaScript code is generated automatically to encode the selected fields in the XML or Tab Delimited format. The
Barcode Field Properties dialog box closes, and the barcode for which you specified values appears on the form.
Note: If you add a new field to a form after you have created the barcode, it is not automatically included in the data for
existing barcodes. However, you can manually include additional data fields in the barcode.
Test a barcode field
1 Choose Forms > Close Form Editing, or click the Preview button in the Forms toolbar.
2 Fill in the form. Use sample data that represents the maximum amount of information for each field or that you
expect users to enter.
3 If the barcode field is dimmed, follow either the procedure for resizing the barcode field or for adjusting the content
data. (See the following tasks.)
4 Make sure that the barcode field area is large enough to contain all of the incoming data. Choose Forms > Clear
Form to remove the sample data.
5 Select File > Save.
The barcode form field is now ready for distribution.
Include additional data fields in the barcode
1 If you are not in the edit mode, choose Forms > Add Or Edit Fields.
2 Double-click the barcode field.
3 In the Value tab, do one of the following:
• If Encode Using is selected, click Pick, and select additional form fields to be encoded.
• If Custom Calculation Script is selected, click Edit, and write additional JavaScript to include the additional fields.
After including new data fields in the barcode, be sure that the barcode area is large enough by testing sample data. If the
barcode area is dimmed, adjust the barcode size or text field properties so that the data content fits into the barcode area.
Adjust data content to fit in a barcode field
1 To edit the barcode properties so that it can accommodate more data, double-click the barcode field, and do any of
the following:
• In the Options tab, click the Custom button and enter lower values for Error Correction Level and Y/X Ratio.
• In the Options tab, select Compress Data Before Encoding To Barcode, but only if you are using an Adobe software
decoder (available separately).
• In the Value tab, select Tab Delimited rather than XML as the data-encoding format. XML requires more barcode
area to encode information than Tab Delimited does.
• In the Options tab, select a different Symbology option.
• In the Value tab, click the Pick button, and deselect any fields that don’t need encoding. For example, don’t include
fields with redundant information.
USING ACROBAT 9 STANDARD 177
Forms
• In the Value tab, enter a custom script that converts user-entered text to either all lowercase or all uppercase
characters during the encoding process.
Note: The National Association of Computerized Tax Processors (NACTP) guidelines, used by the United States Internal
Revenue Service and state tax agencies, recommend using all uppercase characters for 2D barcode data.
2 To minimize the amount of barcode area for containing the data, double-click the barcode field, and in the Value
tab, write a custom script that restricts data to alphanumeric characters and to a single case. (Text that is either all
uppercase or all lowercase requires less barcode area than the same text written in a mixture of uppercase and
lowercase characters.)
Consider creating additional barcode fields in the form and mapping different data to each barcode field.
Set form field navigation
If a PDF document doesn’t have a specified tab order, the default tabbing order is based on the document structure
unless the user has deselected the Tab Order option in the Accessibility preferences.
You can change the tabbing order after you create the fields. If you are in form editing mode, you can order the tabs
by document structure (default), row, or column. You can also choose the order manually by dragging and dropping
fields in the Fields panel. If you are not in the editing mode, you can change the page properties to order the tabs by
row or column. However, you can’t customize the tab order manually.
See also
“Create a form” on page 169
“Make Adobe PDF forms accessible” on page 169
Set tabbing order in edit mode
1 If you are not in form editing mode, choose Forms > Add Or Edit Fields.
2 In the Fields navigation panel on the left, make sure that you have selected Sort > Tab Order.
3 (Optional) To view the tabbing order for the fields, choose Forms > Edit Fields > Show Tab Numbers.
4 Select a Tab Order option:
Default Tab Order Tabs based on the document structure, and follows the order that is set up in the tagging.
Order Tabs By Row Tabs from the upper-left field, moving first left to right and then down, one row at a time.
Order Tabs By Column Tabs from the upper-left field, moving first from top to bottom and then across from left to
right, one column at a time.
Order Tabs Manually Allows you to drag and drop a field where you want it within the Fields navigation panel. You
can only move one field at a time. You can’t move a field to a different page, a radio button to another group, or a field
to a radio button.
Set tabbing order in Page Properties
1 If you are in editing mode, click Close Form Editing to exit the mode.
2 Click the Pages button
or choose View > Navigation Panels > Pages to open the Pages panel.
3 Select one or more page icons, and choose Page Properties in the Pages panel Options menu.
4 Select a Tab Order option:
Use Row Order Tabs from the upper-left field, moving first left to right and then down, one row at a time.
USING ACROBAT 9 STANDARD 178
Forms
Use Column Order Tabs from the upper-left field, moving first from top to bottom and then across from left to right,
one column at a time.
Use Document Structure For forms with tagged fields, follows the order set up in the tagging.
Unspecified Uses the existing sequence.
Distribute forms
After you create a form, you can choose one of the following options for distributing your form:
• Host your form on Acrobat.com, and send a secure link to your form that anyone or only the recipients can access.
• Send the form as an email attachment using Acrobat or your email application. You can then manually collect
responses in your email inbox. You can automatically download and organize responses using Acrobat.com.
• Send the form using a network folder or a Windows server running Microsoft SharePoint Services. You can
automatically collect responses on the internal server.
1 Choose Forms > Distribute Form.
2 A series of messages might appear, depending on the conditions Acrobat detects in your form. Respond to the on-
screen instructions as needed, and save the form.
3 If you are planning to use your own server location, specify a network folder or a Windows server running
Microsoft SharePoint workspace. For more information, see “Specify a server” on page 133.
4 In the Distribute Form wizard, select an option for distributing the form. For more information, see “Choosing a
distribution option” on page 132.
5 Click Next and follow the on-screen instructions for distributing the form.
6 If you choose to collect responses in your email inbox, do one of the following:
• Select the option Collect Name & Email from Recipients To Provide Optimal Tracking. The system prompts
recipients to provide their name and email address when they submit the form. This guarantees that in Tracker,
you see exactly who has and hasn't replied, and when.
• Deselect the option if you want to receive anonymous submissions, or you don't care about that level of tracking.
Note: If you don’t know the email addresses of your recipients, enter your own email address. The system sends you a link
to the form, which you can email to recipients as desired.
For a video on creating and distributing forms, see http://tv.adobe.com/#vi+f1495v1626.
Form fields behavior
About form field properties
How a form field behaves is determined by settings in the Properties dialog box for that individual field. You can set
properties that apply formatting, determine how the form field information relates to other form fields, impose
limitations on what the user can enter in the form field, trigger custom scripts, and so forth.
You can set a variety of properties for an Acrobat form field, depending on the form field type. The properties for each
type of form field are selected on a series of tabs. When you change a property, it is applied as soon as you select another
property or press Enter.
USING ACROBAT 9 STANDARD 179
Forms
All types of form fields have a General tab and an Actions tab. Other tabs appear only in specific types of form fields.
The Options tab appears for most form field types but the options available are unique to each type of form field.
Two items are available on every tab. If you select one on any tab, a check mark will appear, and the option will be
checked on all tabs. These are:
Locked When selected, prevents any further changes to any form field properties.
Close Closes the form field Properties dialog box. If you are changing the properties of multiple fields, you can leave
the Properties dialog box open. Click on each field to change its properties.
Note: If you select Locked on any tab, it locks all options for the field, not just the options on that tab.
Modify form field properties
You can access Acrobat form field properties only when you are in editing mode (by choosing Forms > Add Or Edit
Fields). You can change the properties for multiple form fields at a time.
1 Open the Properties dialog box using one of the following methods:
• To edit a single form field, double-click it or right-click it and choose Properties.
• To edit multiple form fields, select the fields that you want to edit, right-click one of the selected fields, and choose
Properties.
2 Change the properties on each of the available tabs, as needed.
The property is changed as soon as you select another property or press Enter.
3 Click Close to close the Properties dialog box.
If you select form fields that have different property values, some options in the Properties dialog box are not available.
Otherwise, changes to the available options are applied to all selected form fields.
To avoid accidental changes to the form field, select Locked in the lower-left corner of the Properties dialog box before
you close it. To unlock, click the option again.
See also
“Setting action buttons” on page 188
General tab for form field properties
The General tab appears for all types of form fields and includes the following options:
Name Specifies the unique name of the selected form field.
Tooltip Displays text that the hesitant user may find helpful in filling in the form field. Tooltips appear when the
pointer hovers briefly over the form field.
Form Field Specifies whether the form field can be seen, either on screen or in print. The choices are: Visible, Hidden,
Visible But Doesn’t Print, and Hidden But Printable.
Orientation Rotates the form field by 0, 90, 180, or 270 Degrees
Read Only Prevents the user from changing the form field content.
Required Forces the user to fill in the selected form field. If the user attempts to submit the form while a required field
is blank, an error message appears and the empty required form field is highlighted.
USING ACROBAT 9 STANDARD 180
Forms
Appearance tab for form field properties
Appearance properties determine how the form field looks on the page. The Appearance tab appears for all types of
form fields except barcodes, and includes the following options:
Border Color Opens a color picker in which you can select a color swatch for the frame surrounding the field. To leave
the field without a frame, select No Color.
Line Thickness Specifies the width of the frame surrounding the form field: Thin, Medium, or Thick.
Fill Color Opens a color picker in which you can select a color swatch for the background behind the field. To leave
the field uncolored, select No Color.
Note: A Fill Color choice other than No Color will block any images on the PDF page that are behind the form field.
Line Style Alters the appearance of the frame. Select Solid, Dashed, Beveled, Inset, or Underline.
Font Size Sets the size of user-entered text or of the selection marker for radio buttons and check boxes. The choices
include Auto, various preset values, and typing in a different value. If you select Auto for a text field, as the user types,
the font size changes to fit the text in the box.
Text Color Opens a color picker in which you can select a color swatch for the text or selection marker.
Font Lists the fonts available on your computer. This option is not available for form fields that do not display text.
Note: The Enable Right-To-Left Language Options in the International panel of the Preferences dialog box affects what
appears in the Appearance tab of the Properties dialog box. When that preference is selected, the Appearance tab includes
options for changing the digit style and text direction for text fields, combo boxes, and list boxes.
Options tab for form field properties
The options available on this tab change according to the type of form field selected. The Options tab appears for all
form field types except digital signatures.
Barcode
The Options tab for barcode field properties contains the following:
Symbology Includes the PDF417, QR Code, and Data Matrix barcode types.
Note: If your organization processes forms by multiple methods, select the method that accommodates the lowest quality
barcode images. For example, if forms will be returned by fax and mail, choose Fax Server as the decode condition to
ensure high read rates on all forms.
Compress Data Before Encoding To Barcode Specifies that data will be compressed before it is encoded. Data is
compressed with the Flate compression method. Compressed data usually requires less storage space in the barcode,
allowing more data to be stored. In general, select this option if you will use the Acrobat barcode forms decoder to
interpret the returned data. Do not select this option if you will use a handheld barcode scanner, because most of these
cannot decode compressed data.
Decode Condition The preset decode conditions represent recommended starting points that you can adjust by
clicking the Custom button.
Custom Opens a dialog box in which you can select custom processing parameters that are best for your specific
scanning and faxing hardware. (The available options vary according to barcode types.)
• X Dimension Width, in mils (1 mil = 0.001 inch or 0.0254mm), of the cell.
• Y/X Ratio Height/width ratio of the cell. For example, for a data cell that is twice as high as it is wide, enter 2.
(Available only for PDF417 barcodes.)
USING ACROBAT 9 STANDARD 181
Forms
Note: If you are planning to decode the barcode using a handheld laser scanner, avoid creating barcodes wider than 4
inches (10.2 cm). Taller and narrower barcodes generally work better with handheld scanners. Barcode height and width
will not be an issue if you are using an Adobe barcode decoder (available separately).
• Error Correction Level Corresponds to the level of data redundancy that is added to the barcode to correct any
potential decoding errors. Higher levels provide more redundancy and a more robust barcode that will generate more
successful decode results. However, higher levels will also result in a larger barcode and a reduced ability to encode
user-supplied or form structure data into the barcode. A more robust barcode can reduce problems created by pen
marks, poor print quality, degradation caused by fax transmission, or folds in the document. This option is available
for PDF417 and QR Code barcodes.
Manage Barcode Parameters Enables you to save your custom barcode selections in a file. You can then export the file
and make it available to other form authors in your organization.
Check boxes
Check Box Style Specifies the shape of the marker that appears inside the check box when the user selects it: Check (the
default), Circle, Cross, Diamond, Square, or Star. This property does not alter the shape of the check box itself.
Note: The size of the marker inside the check box is determined by the size of the font you specify in the Appearance tab.
Export Value Specifies a value to represent the item if the data will be exported. If left blank, the entry for Name in the
General tab is used as the export value.
Check Box Is Checked By Default Shows the check box selected unless the user deselects it.
Combo box and list box
For either combo boxes or list boxes, you use the Options tab to create a list of items from which the user selects.
Although most of the properties on this tab are common to both these types of form fields, a few are exclusive to one
type or the other.
Item Accepts the text that you type for options that you want to appear in the menu for the field.
Add Moves the current entry in Item to the Item List.
Export Value Where you type in a value to represent the item if the data will be exported. If left blank, the entry for
Name in the General tab is used as the export value.
Item List Displays the choices that will be available in the list.
Note: The highlighted item in the Item List box appears as the default selected item in the combo box or list box field. To
change the default item, highlight another item from the list.
Up and Down buttons Change the order in which the items are listed in the combo-box list. These buttons are not
available if Sort Items is selected.
Delete Removes the selected item from the list.
Sort Items Arranges the listed items numerically and alphabetically. A numerical sort (if applicable) is performed
before an alphabetical sort.
Allow User To Enter Custom Text (Combo boxes only) Enables users to enter a value other than the ones in the list.
Check Spelling (Combo boxes only) Checks the spelling of user-entered text. This option is available only if Allow
User To Enter Custom Text is selected.
Multiple Selection (List boxes only) Enables users to choose more than one item in the list.
USING ACROBAT 9 STANDARD 182
Forms
Commit Selected Value Immediately Saves the value as soon as the user selects it. If this option is not selected, the value
is saved only when the user tabs out of the current field or clicks another form field. For list boxes only, this option is
not available if Multiple Selection is selected.
Radio buttons
Create a group of radio buttons if you want the user to select only one choice among a set of choices. All of the radio
buttons in a group share the same Name but each button has a different Button Value.
Button Style Specifies the shape of the marker that appears inside the button when the user selects it: Check, Circle
(the default), Cross, Diamond, Square, or Star. This property does not alter the shape of the radio button itself.
Button Value Identifies the radio button and differentiates it from other radio buttons that share the same Name value.
Button Is Checked By Default Sets the selection state of the button when the user first opens the form.
Buttons With The Same Name And Value Are Selected In Unison Allows single-click selection of multiple related radio
buttons. For example, if the user selects a radio button that has the same field name and export value as another, both
radio buttons are selected.
Text Fields
Text fields accept user input, which can be alphabetic characters, numbers, or both.
Alignment Aligns the text left, right, or center within the field.
Default Value Specifies the text that appears until the user overwrites it by typing in the field. Enter the default value
by typing in this option.
Multi-line Allows more than a single-line entry in the text field.
Scroll Long Text Compensates for text that extends beyond the boundaries of the text field.
Allow Rich Text Formatting Allows users to apply styling information to the text, such as bold or italic. This might be
useful in certain text fields where such styling information is important to the meaning of the text, such as an essay.
Limit Of Characters Allows entries of up to the number of characters you specify.
Note: If you entered a default value, that value is clipped to this limit.
Password Displays the user-entered text as a series of asterisks (*). This option is available only if Check Spelling is
deselected.
Field Is Used For File Selection Allows the user to enter a file path as the field’s value when a file is submitted along
with the form. This option is available only when Scroll Long Text is the only selected option in the Options tab.
Check Spelling Checks the spelling of user-entered text.
Comb Of Characters Spreads the user-entered text evenly across the width of the text field. If a border color is specified
in the Appearance tab, each character entered in the field is separated by lines of that color. This option is available
only when no other check box is selected.
A
B
Text fields with and without the Comb property
A. Four text fields with a border color, using the Comb property B. Text field without the Comb property
USING ACROBAT 9 STANDARD 183
Forms
Actions tab for form field properties
Actions properties specify any actions that you want to associate with the form field, such as jumping to a specific page
or playing a media clip. The Actions tab appears for all types of form fields and includes the following options:
Select Trigger Specifies the user action that initiates an action: Mouse Up, Mouse Down, Mouse Enter, Mouse Exit,
On Focus, or On Blur.
Select Action Specifies the event that occurs when the user triggers the action: Execute A Menu Item, Go To A
3D/Multimedia View, Go To A Page View; Import Form Data, Multimedia Operation (Acrobat 9 and later), Open A
File, Open A Web Link, Play A Sound, Play Media (Acrobat 5 Compatible), Play Media (Acrobat 6 And Later
Compatible), Read An Article, Reset A Form, Run A JavaScript, Set Layer Visibility, Show/Hide A Field, and Submit
A Form.
Add Opens a window for the selected action.
Actions Displays the list of triggers and actions that you’ve defined.
Up and down buttons Change the order in which the selected action appears listed under the trigger. (Available only
when you have defined multiple actions for the same trigger.)
Edit Opens a dialog box with specific options for the selected action.
Delete Removes the selected action or trigger-action pair.
Calculate tab for form field properties
The Calculate tab appears in the Properties dialog boxes for only text fields and combo boxes. Use these options to
perform mathematical operations on existing form field entries and display the result.
Value Is Not Calculated Select this if you want the user to type.
Value Is The Select this to make further options available:
• Pop-up menu Lists the mathematical functions to apply to the selected fields. Choose Sum to add the values entered
in the selected fields, Product to multiply them, Average, Minimum, or Maximum.
• Pick Opens a dialog box with a list of the available fields in the form that you select to add or deselect to remove
from the calculation.
Simplified Field Notation Uses JavaScript with field names and simple arithmetic signs. The Edit button opens a dialog
box in which you can write, edit, and add scripts.
Custom Calculation Script Displays any custom scripts you have added for calculations. The Edit button opens a dialog
box in which you can write and add new JavaScripts.
Set the calculation order of form fields
When you define two or more calculations in a form, the order in which they are carried out is the order in which you
defined the calculations. In some cases, you may need to modify the calculation order to obtain correct results.
For example, if you wanted to use the result obtained from calculating two form fields to calculate the value of a third
form field, the first two form fields must be calculated together first to obtain the correct final results.
1 Choose Forms > Edit Fields > Set Field Calculation Order.
The Calculate Fields dialog box displays all calculable fields in your form and the order in which the calculations are
performed.
2 To change the field calculation order, select the field from the list, and then click the Up or Down button as needed.
USING ACROBAT 9 STANDARD 184
Forms
Acrobat automatically performs all assigned field calculations when you are creating and testing your form fields. For
convenience while you work, you can turn off automatic calculation in the forms preferences.
Signed tab for form field properties
The Signed tab is available only in the Digital Signature Properties dialog box. Selections made here determine what
happens when the user applies a digital signature to the form.
Nothing Happens When Signed This is the default.
Mark As Read-Only Prevents further changes to the digitally signed form, according to the selection in the pop-up menu:
• All Fields Prevents any changes to any form field.
• All Fields Except These Allows changes only to the form fields you select by clicking the Pick button and selecting
check boxes for the fields that you want the user to be able to edit after signing.
• Just These Fields Prevents changes in only the form fields you pick.
This Script Executes When Field Is Signed Activates a custom JavaScript when the user digitally signs the form. Use the
Edit button to change or create a new JavaScript action.
See also
“Adding JavaScript to forms” on page 170
Format tab for form field properties
The Format tab appears in the Properties dialog box for only text form fields or combo box form fields. The options
that are available depend on your selection in the Select Format Category pop-up menu.
None
No additional options are available. The input in a text or combo box with this property does not require any specific
formatting.
Number
Automatically imposes the selected formatting options on numeric data entries.
Decimal Places Sets the number of digits that appear to the right of the decimal point.
Separator Style Sets the placement of commas and periods.
Currency Symbol Sets the type of currency, such as Euros, Dollars, or Yen.
Negative Number Style Sets how negative numbers are displayed. You can choose Show Parentheses, Use Red Text,
neither, or both.
Percentage
Automatically imposes the selected formatting options on numeric data expressed as a percentage.
Decimal Places Sets the number of digits that appear to the right of the decimal point
Separator Style Sets the placement of commas and periods.
Date
List includes one-, two-, and four-digit variations where d stands for the day, m stands for month, and y stands for year.
USING ACROBAT 9 STANDARD 185
Forms
Time
List includes display variations where h stands for the hour on a 12-hour clock, H stands for the hour on a 24-hour
clock, MM stands for minutes, ss stands for the seconds, and tt stands for AM or PM.
Special
Zip Code For a five-digit U.S. postal code.
Zip Code + 4 For a nine-digit U.S. postal code.
Phone Number For a ten-digit telephone number.
Social Security Number For a nine-digit U.S. Social Security Number. Hyphens are inserted automatically after the
third and fifth digits.
Arbitrary Mask Changes the format category to Custom and makes another text field available, in which you can type
a custom format. Use this option to specify which types of characters the user can enter in any given position, and how
the data displays in the field.
• A Accepts only letters (A–Z, a–z).
• X Accepts spaces and most printable characters, including all characters available on a standard keyboard and
ANSI characters in the ranges of 32–126 and 128–255.
• O The letter “O” accepts alphanumeric characters (A–Z, a–z, and 0–9).
• 9 Accepts only numeric characters (0–9).
For example, a mask setting of AAA--p#999 accepts the input BOE--p#767. A mask setting of [email protected] accepts
the input [email protected]
Example of an Arbitrary Mask entry
USING ACROBAT 9 STANDARD 186
Forms
Custom
Makes additional options available to form designers who want to write their own JavaScripts for formatting and
keystrokes. For example, a custom script could define a new currency format or limit the user entry to specific
keystroke characters.
Custom Format Script Displays any custom scripts you have added for formats. The Edit button opens a dialog box in
which you can write and add new scripts.
Custom Keystroke Script Displays any custom scripts you have added to validate keystrokes. The Edit button opens a
dialog box in which you can write and add new scripts.
To get the JavaScript for Acrobat API Reference, see the Acrobat Developer Center at
www.adobe.com/go/learn_acr_javascript_en (PDF, English only).
Validation tab for form field properties
The Validation tab appears only in the Text Field Properties and Combo Box Properties dialog boxes. Validation
properties restrict entries to specified ranges, values, or characters, ensuring that users enter the appropriate data for
a specified form field.
Field Value Is Not Validated Turns off validation.
Field Value Is In Range Sets a numeric range for form fields using values you enter in either as a number or a
percentage.
Run Custom Validation Script Validates by a JavaScript that you create or provide.
See also
“Adding JavaScript to forms” on page 170
Value tab for form field properties
The Value tab appears for barcode form fields only.
Encode Using Activates these options:
• XML Encodes the data into the barcode in standard XFDF format. JavaScript script is automatically generated.
• Tab Delimited Encodes the fields into the barcode as tab-delimited values. JavaScript script is automatically
generated. If the form is configured to output the data in individual XFDF or XDP files, the data must be in a tabdelimited format with the field names in the first line. This option is also useful if you want to fit more data into a
barcode or if you intend to copy the data into database or spreadsheet tables.
• Pick Opens a dialog box in which you select which user data fields will be encoded in the barcode for you to
retrieve.
• Include Field Names (Available only when Tab Delimited encoding is selected.) Encodes field names as the first
line of the barcode contents. The values are encoded under them.
Custom Calculation Script Displays the default script. Click the Edit button to open the JavaScript Editor dialog box,
in which you can write custom calculation scripts for your barcode.
Reference To published Form Shows the path to the PDF form. You can edit this by typing in the URL to the published
form. Later, you can re-create a digital version of the completed form by merging the form template with an instance
of user-supplied data. You can also maintain the relationship between a specific form template and its related barcode
data files. When you encode a barcode using XML values, the URL reference is encoded into the barcode and is
displayed on the form, below the barcode.
USING ACROBAT 9 STANDARD 187
Forms
http://www.adobe.com/formscatalog/thisform.pdf
A type of barcode, with the URL reference below
Manage custom barcode settings
You can save, reuse, and share a set of custom settings for barcode parameters, to apply them when you create new
barcode form fields. You can make further adjustments to your custom parameter sets after you define them.
All of these processes begin by opening the barcode form field properties dialog box. To open the properties dialog
box, double-click the barcode field.
See also
“Create, test, and edit barcode fields” on page 175
“About barcodes” on page 174
Create a new barcode parameters set
1 In the Barcode Field Properties dialog box, click the Options tab, and then click Manage Barcode Parameters.
2 Select the existing parameter set that you want to use as the basis of the new set, and click New.
3 Type a name in the Name box and a description in the Description box.
4 Select options for Symbology, X Dimension, Y/X Ratio, and Error Correction Level, and then click OK.
The newly defined parameter set appears in the list in the Manage Barcode Parameters dialog box, and all the buttons
on the right side of the dialog box become available. The new definition also appears in the Decode Condition menu
in the Options tab of the Barcode Field Properties dialog box.
Edit or delete a set of custom barcode parameters
1 In the Barcode Field Properties dialog box, click the Options tab, and then click Manage Barcode Parameters.
2 Select a custom parameter set from the list.
3 Choose the appropriate action:
• Click Edit and make the changes to the settings; then click OK.
• Click Delete. Confirm the deletion in the message that appears by clicking OK.
Export or import a set of custom barcode parameters
1 In the Barcode Field Properties dialog box, click the Options tab, and then click Manage Barcode Parameters.
2 Choose the appropriate action:
• Select a barcode parameter set from the list and click Export. Select a location and file name for the file that has the
file name extension .bps.
• Click Import, and navigate to and select the BPS file that you want to import.
USING ACROBAT 9 STANDARD 188
Forms
Redefine form field property defaults
After you change properties for a specific type of form field, you can set those properties as the default set for that type.
For example, you can create a check box, change its properties, and then save the properties as the default values.
1 If necessary, choose Forms > Add Or Edit Fields to go to form-editing mode.
2 Right-click the form field for which you have already changed properties, and choose Use Current Properties As
New Defaults.
Note: Changing the default properties does not change the settings for existing form fields of that type. The new defaults
apply only to new fields that you create.
Setting action buttons
About buttons
Buttons are most commonly associated with forms, but you can add them to any document. Buttons can open a file,
play a sound or movie clip, submit data to a web server, and much more. When deciding on how to initiate an action,
remember that buttons offer the following capabilities that links and bookmarks do not:
• A button can activate a single action or a series of actions.
• A button can change appearance in response to mouse actions.
• A button can be easily copied across many pages.
• Mouse actions can activate different button actions. For example, Mouse Down (a click), Mouse Up (releasing after
a click), Mouse Enter (moving the pointer over the button), and Mouse Exit (moving the pointer away from the
button) can all start a different action for the same button.
Buttons are an easy, intuitive way to let users initiate an action in PDF documents. Buttons can have a combination
of labels and icons to lead users through a series of actions or events by changing as the mouse is moved. For
example, you can create buttons with “Play,” “Pause,” and “Stop” labels and appropriate icons. Then you can set
actions for these buttons to play, pause, and stop a movie clip. You can select any combination of mouse behaviors
for a button and specify any combination of actions for a mouse behavior.
Add a button to an Acrobat PDF form
1 Make sure you are in edit mode by selecting Forms > Add Or Edit Fields, and then select Button from the Add New
Field list. Your curser becomes a cross hair.
2 On the page, click where you want to add the button to create a button with the default size. For a custom size
button, drag a rectangle to define the size of the button.
3 Double-click the button field, and then specify a name, tool tip text, and other common properties.
4 Click the Appearance tab, and then specify options to determine the button appearance on the page. Remember, if
you select a background color, you are not able to see through to any images behind the button. The text options
affect the label you specify in the Options tab, not the button name in the General tab.
Note: If Enable Right-To-Left Language Options is selected in the International panel of the Preferences dialog box, the
Appearance tab includes options for changing the digit style and text direction for buttons.
5 Click the Options tab, and select options to determine how labels and icons appear on the button.
USING ACROBAT 9 STANDARD 189
Forms
6 Click the Actions tab. Specify options to determine what happens when the button is clicked, such as jumping to a
different page or playing a media clip.
7 Click Close.
If you’re creating a set of buttons, you can snap the object to grid lines or guides.
Add a submit button
When you distribute a form, Acrobat automatically checks the form. If it doesn’t find a submit button, it adds a Submit
Form button to the document message bar. Users can click the Submit Form button to send completed forms back to you.
If you don’t plan to use the Submit Form button created by Acrobat, you can add a custom submit button to your form.
1 Using the Button tool, create a button. Double-click the button and set options in the General and Options tabs.
2 In the Options tab, choose an option in the Layout menu for the button label, icon image, or both. Do one or both
of the following:
• Type text in the Label box to identify the button as a submit button.
• Click Choose Icon and either type the path to an image file or click Browse and locate the image file you want to use.
3 In the Actions tab, choose Submit A Form on the Select Action menu, and then click Add.
4 In the Enter A URL For This Link box, do one of the following:
• To collect form data on a server, type the location. For example, http://www.[domain]/[folder]/[subfolder]/ for an
Internet address or \\[server]\[folder]\[subfolder]\ for a location on a local network.
• To collect form data as attachments to email, type mailto: followed by the email address. For example,
mailto:[email protected]
5 Select options for Export Format, Field Selection, and Date Options, and click OK.
Note: If the data returns in FDF or XFDF format, the server URL must end with the #FDF suffix—for example,
http://myserver/cgi-bin/myscript#FDF.
Submit Form Selections options
The following options are available in the Submit Forms Selections dialog box:
FDF Returns the user input without sending back the underlying PDF file. You can select options to include Field Data,
Comments, and Incremental Changes To The PDF.
Note: Selecting the option for incremental changes is useful for receiving digital signatures in a way that is easily read and
reconstructed by a server.
HTML Returns the form in hypertext markup language.
XFDF Returns the user input as an XML file. You can include Comments with the field data or just the field data.
PDF Returns the entire PDF file with the user input.
Field Selection Specifies what fields are returned. To receive only some of the completed field data, select Only These,
click Select Fields, and select which fields to include or exclude in the Field Selection dialog box.
For example, you might use this to exclude some calculated or duplicate fields that appear in the form for the user’s
benefit but which do not add new information.
Date Options Standardizes the format for dates that the user enters.
USING ACROBAT 9 STANDARD 190
Forms
Making buttons change appearance
A button can have a label, an icon, or both. You can change how the button appears in each mouse state (Up, Down,
and Rollover). For example, you could create a button that has a “Home” label until the pointer is moved over the
button, when it might have a “Click to return to Home page” label.
Kahili
Kahili
Kahili
Kahili
A
B
C
D
Kahili
Kahili
E
F
G
Button layouts
A. Label only B. Icon only C. Icon top, label bottom D. Label top, icon bottom E. Icon left, label right F. Label left, icon right G. Label over
icon
You can make button icons from any file format that Acrobat can display, including PDF, JPEG, GIF, and other image
formats. For whichever format you select, the entire page is used, so if you want to use only a portion of a page as an
icon, you need to crop the image or page before carrying out this procedure. The smallest allowable PDF page size is
1-by-1 inch (2.54-by-2.54 cm). If you want the icon to appear smaller than 1-by-1 inch, scale it to fit the size of the box
drawn with the button tool. Clicking Advanced in the Options tab of the Button Properties dialog box lets you
determine how a button icon is scaled to fit inside a button.
Edit a button
❖ Select the Button field, and then do any of the following:
• To edit the properties for the button field, double-click the button.
• To change the appearance of buttons, use the appearance options in the Appearance tab of the Button Properties
dialog box.
• To align, center, or distribute the button with other form fields, or to resize or duplicate the button, right-click the
button, and then choose an option from the context menu.
See also
“Scale and position buttons” on page 191
Specify Acrobat button display properties
1 Make sure you are in edit mode by selecting Forms > Add Or Edit Fields, and then click the Select Object tool
.
2 Double-click an existing button, and then click the Options tab in the Button Properties dialog box.
3 For Layout, choose the type of label display you want. (For information on scaling button icons, see the next
procedure.)
4 For Behavior, specify the display of the button when clicked.
5 To define the label or icon that appears on the button, do the following:
• If a label option is selected from the Layout menu, type the text in the Label box.
• If an icon option is selected from the Layout menu, click Choose Icon, click Browse, and select the file. (Click Clear
to remove the selected icon.)
Button Behavior options
None Keeps the appearance of the button the same.
USING ACROBAT 9 STANDARD 191
Forms
Push Specifies appearances for the Up, Down, and Rollover states of the mouse. Select an option under State, and then
specify a label or icon option:
Up Determines what the button looks like when the mouse button isn’t clicked.
Down Determines what the button looks like when the mouse is clicked on the button, but before it’s released.
Rollover Determines what the button looks like when the pointer is held over the button.
Outline Highlights the button border.
Invert Reverses the dark and light shades of the button.
Scale and position buttons
1 Make sure you are in edit mode by selecting Forms > Add Or Edit Fields, and then click the Select Object tool
.
2 Double-click an existing button to open the Button Properties dialog box.
3 Click the Options tab, select one of the icon options from the Layout menu, and then click Advanced.
Note: The Advanced button isn’t available if you choose Label Only from the Layout menu.
4 Select an option from the When To Scale menu:
Always Scales the icon as defined regardless of its size in relation to the button size.
Never Preserves the original size of the icon; the button border crops the icon if it doesn’t fit. If Never is selected, scale
options aren’t available.
Icon Is Too Big Scales the icon as defined only if it is larger than the button.
Icon Is Too Small Scales the icon as defined only if it is smaller than the button.
5 From the Scale menu, select whether to scale the icon proportionally. If the icon is scaled nonproportionally, it may
be skewed.
6 To make sure that either the top and bottom or left and right sides of the icon are flush against the button edges,
select Fit To Bounds.
7 To define where the icon is placed inside the button, drag the slider arrows. Icon placement is defined according to
the percentage of space preserved between the icon and the left field boundary, and between the icon and the
bottom field boundary. The default setting (50, 50) places the icon in the middle of a field. You can click Reset at
any time to revert to the default placement setting.
8 Click OK, and then click Close.
Hide an Acrobat button except during rollover
In some cases, you may want the button area to be invisible until the pointer moves over it. By alternately showing and
hiding a button, you can create interesting visual effects in a document. For example, when you move a pointer over a
city on a map, a detail map of the city could be displayed, and the detail map could disappear when the pointer moves
away from the city.
USING ACROBAT 9 STANDARD 192
Forms
A
B
C
Showing and hiding icons
A. Pointer not over button area B. Pointer enters button area C. Pointer exits button area
1 Using the Button tool
, drag across the area where you want the pop-up button to appear. For example, if the
PDF file contains a map of France, drag across the area where you want a detailed map of Paris to pop up.
2 Double-click the button.
3 Click the Options tab, and choose Icon Only from the Layout menu.
4 Choose Push from the Behavior menu, and then choose Rollover from the State list.
5 Click Choose Icon, and then click Browse. Select the file type from the File Of Type, navigate to the location of the
image file, and then double-click the file. In this example, you would select a map of Paris. Click OK to accept the
previewed image as the button.
6 Click the Appearance tab. If needed, deselect Border Color and Fill Color, and then click Close.
7 If you are in the edit mode, click Preview. The image field you defined appears as the pointer rolls over the button
area and disappears when it exits.
If you want the image to be larger than the rollover area, or if you want the image to be in a different location than
the image button that pops up, use the Show/Hide A Field action. First, you specify an icon for the button that will be
shown and hidden. Next, you create a second button that acts as a hot spot when the mouse rolls over it. You do not assign
an icon for the appearance of the second button. Instead, you use the Actions tab to show the first button when the pointer
enters the second button, and hide the first button when the pointer exits.
Publishing interactive web forms
About web forms
PDF forms can be useful for submitting and collecting information over the web. This is done by providing several
button actions that perform functions similar to some HTML scripting macros. You must have a Common Gateway
Interface (CGI) application on the web server to collect and route the data to a database. Any existing CGI application
that collects data from forms (in HTML, FDF, or XML format) can be used.
Before you make your forms web-ready, make sure that your form-field names match those set in the CGI application.
Important: CGI scripts must be built outside Acrobat, and their creation is not covered by the Adobe Acrobat product.
Add submit functionality
Use the Submit A Form action to send form data to an email address or to a web server by specifying a URL. You can
also use the submit button to send other files back to a server or database. For example, you can attach scanned images
or files to a form. The files are submitted along with the rest of the form data when you click the Submit button.
If your PDF form contains an email-based submit button, you can use the Distribute Form workflow to facilitate
distributing the form to others.
1 Select Forms > Add Or Edit Fields, then select Button from the Add New Field list, and create a button.
USING ACROBAT 9 STANDARD 193
Forms
2 Double-click the button to open the Button Properties dialog box.
3 Click the Actions tab, and select Mouse Up from the Select Trigger menu.
4 Select Submit A Form from the Select Action menu, and then click Add.
5 In the Submit Form Selections dialog box, type an entry in Enter A URL For This Link:
• To send the form data to a web server, enter the destination URL.
• To send the form data to an email address, enter mailto: followed by the email address. For example, type
mailto:[email protected]
6 Make additional changes to the available options, and then click OK to close the dialog box.
7 Change settings on other tabs in the Button Properties dialog box as needed, and then click Close.
Submit Form Selections options
FDF Exports as an FDF file. You can select one or more of the available options: user-entered data, comments, and
incremental changes to the PDF file. The Incremental Changes To The PDF option is useful for exporting a digital
signature in a way a server can easily read and reconstruct.
Note: If the server returns data to the user in FDF or XFDF format, the server’s URL must end with the #FDF suffix—for
example, http://myserver/cgi-bin/myscript#FDF.
HTML Exports as an HTML file.
XFDF Exports as an XML file. You can choose to export the form fields data, comments, or both.
PDF The Complete Document Exports the entire PDF file that is your form. Although this creates a larger file than the
FDF option, it is useful for preserving digital signatures.
Note: If the users that fill in the PDF form are using Adobe Reader, you must choose either FDF or XFDF for the Export
Format option.
All Fields Exports all form fields even if the form fields do not contain values.
Only These Exports only the form fields you specify by clicking Select Fields and indicating which form fields to
include and whether you want to include empty fields.
Convert Date To Standard Format Exports all form dates in a single format, regardless of how they are entered in the form.
Add a Reset Form button
A Reset Form button clears any data a user has already entered in the form. It is like the Forms > Clear Form feature,
which is available to you when you create and edit Acrobat forms. However, you can set up your reset button so that
it clears only specific fields.
1 Select Forms > Add Or Edit Fields, then select the Button tool from the Add New Field list, and create a button.
2 Double-click the button to open the Button Properties dialog box.
3 Click the Actions tab, and select Mouse Up from the Select Trigger menu.
4 Select Reset A Form from the Select Action menu, and then click Add.
5 In the Reset A Form dialog box, do one of the following and then click OK:
• Click individual check boxes to select or deselect the fields that you want to be reset by the button.
• Select All.
The list in the Actions tab now shows Reset A Form nested under the Mouse Up action.
USING ACROBAT 9 STANDARD 194
Forms
As needed, you can open other tabs in the Button Properties dialog box and apply other types of properties to the
button.
See also
“Form fields behavior” on page 178
Add an Import Data button
Use the Import Form Data action to enable users to fill out common form fields, such as name and email address, with
data imported from another form. Users can also use the Import Data button to populate common form fields with
their personal profile information. Only form fields that match are updated. The fields that do not match are ignored.
Before you create an Import Form Data action, set up a form with common information form fields from which to
export the data.
Note: The Import Form Data action searches for the data file from which to import data in different locations in Windows
than on Mac OS. In Windows, the Import Form Data action searches the Acrobat or Adobe Reader folder, the current
folder, the System folder, the Windows folder, My Documents\Adobe\Acrobat, and the folders that are in the PATH
statement. On Mac OS, the Import Form Data action searches the Acrobat or Adobe Reader folder and the System
Preferences folder.
1 Select Forms > Add Or Edit Fields, then select Button from the Add New Field list, and create a button.
2 Double-click the button to open the Button Properties dialog box.
3 Click the Actions tab, and select Mouse Up from the Select Trigger menu.
4 Select Import Form Data from the Select Action menu, and then click Add.
5 Locate and select an FDF file, and click Select.
6 Click another tab in the Button Properties dialog box to continue defining properties for the button, or click Close.
See also
“Manage form data files” on page 196
“Add a button to an Acrobat PDF form” on page 188
CGI export values
An export value is the information sent to a CGI application to identify a user-selected form field. You need to define
an export value only if both of the following are true:
• The data is collected electronically in a database over a company intranet or the web.
• The data is different from the item designated by the form field, or the form field is a radio button.
When defining export values, keep the following guidelines in mind:
• Use the default export value (Yes) to indicate that a check box or radio button has been selected.
• Enter an export value for combo boxes or list boxes only if you want the value to be different from the item listed—
for example, to match the name of the form field in a database. The item selected in the combo box or list box is
used as the export value unless a different export value is explicitly entered in the Properties dialog box.
• Related radio buttons must have exactly the same form field name but different export values. This ensures that the
radio buttons toggle and that the correct values will be collected in the database.
USING ACROBAT 9 STANDARD 195
Forms
Collecting and managing form data
When you distribute a form, Acrobat automatically creates a PDF Portfolio for collecting the data submitted by users.
By default, this file is saved in the same folder as the original form and is named filename_responses. You can use this
file to compile returned forms.
Collect user data
1 After a user submits a form, open the returned form.
2 In the Add Completed Form To Responses File dialog box, select one of the following:
Add To An Existing Responses File Compiles the data in the response file that was created when you used the
Distribute Form wizard to send out the form. (If necessary, click Browse and locate the response file.)
Create A New Responses File Creates a new response file, using the name and location you specify.
The response file opens after you click OK. Each returned form added to the response file appears as a component file
of a PDF Portfolio.
Compile form data
1 In Acrobat, choose Forms > Compile Returned Forms.
2 In the Compile Data dialog box, do one of the following to select a PDF response file:
• Click Browse, and then locate and select the response file.
• Type the path to the response file.
3 Click Add File, and navigate to the returned form.
4 Repeat the previous step as many times as necessary to add more returned forms.
After you click OK, the data from the selected forms is added to the response file. Each returned form appears as a
component file of a PDF Portfolio.
Add user data to an existing response file
1 In Acrobat, open the response file.
2 In the left navigation panel, click Add.
3 In the Add Returned Forms dialog box, click Add File. Then locate and select the returned forms, and click Open.
4 Repeat the previous step to add any returned forms in other folders. When finished, click OK.
When you finish, each added PDF form appears as a component file of the PDF Portfolio.
Export user data from a response file
Use this process to save all the entries in a PDF Portfolio response file to a spreadsheet or XML file.
1 In Acrobat, open the response file and select the data to export.
2 In the left navigation panel, click Export.
3 In the Select Folder To Save File dialog box, specify a name, location, and file format (CSV or XML) for the form
data, and click Save.
USING ACROBAT 9 STANDARD 196
Forms
Manage form data files
You can move the answers on a PDF form to and from other file formats that preserve all the data in much less space
than a full PDF.
Import form data
In some workflow scenarios, individuals submit filled-in forms as data-only files rather than as complete PDF files.
These files are not PDFs, but use another file format, such as FDF or XML. You can view the data submitted by an
individual recipient in the context of the PDF by opening the original file and importing the information in the data
file.
1 In Acrobat, open the PDF form into which you want to import data.
2 Choose Forms > Clear Form.
Note: When you import data from another file into a PDF form, the imported data replaces any information that
appeared previously in the individual form fields. However, if the imported data file contains one or more blank form
fields, importing will not clear the original data.
3 Choose Forms > Manage Form Data > Import Data.
4 In the Select File Containing Form Data dialog box, select a format in File Of Type corresponding to the data file
you want to import. Then locate and select that file, and click Select.
Note: Some formats are available only for specific types of PDF forms, depending on the application used to create the
form, such as Acrobat or Designer ES. Data you import from a text file (.txt) must be formatted in tab-delimited rows
that form columns.
Export file data
You can save the information in a completed PDF form as a data file in another file format. Later, you can reuse the
data to fill in the form again or another form with the same fields and field names.
1 In Acrobat, open the completed form file.
2 Choose Forms > Manage Form Data > Export Data.
3 In the Export Form Data As dialog box, select the format in which you want to save the form data (FDF, XFDF,
XML, or TXT). Then select a location and filename, and click Save.
Note: Some file formats are available only for specific types of PDF forms, depending on how the form was created.
Merge exported data files to a spreadsheet
If you want to compile data from forms that are not already in a data set, use the following process.
1 Choose Forms > Manage Form Data > Merge Data Files Into Spreadsheet.
2 In the Export Data From Multiple Forms dialog box, click Add Files.
3 In the Select file Containing Form Data dialog box, select a file format option in File Of Type option (Acrobat Form
Data Files or All Files). Then locate the form files that you want to merge into the spreadsheet, select them, and click
Select.
4 Repeat the previous step to add form data files that are in other locations, as needed.
5 Click Export. Then select a folder and filename for the spreadsheet, and click Save.
6 In the Export Progress dialog box, click either View File Now to open the spreadsheet file or Close Dialog to return
to Acrobat.
USING ACROBAT 9 STANDARD 197
Forms
Note: When returned forms are in a response file, the most efficient way to export the information into a spreadsheet is
to use the Export Data button in the left navigation panel for the PDF Portfolio response file.
About Forms Tracker
Use Tracker to manage the forms that you have distributed or received. Tracker allows you to view and edit the
location of the response file, track which recipients have responded, add more recipients, email all recipients, and view
the responses for a form.
Track forms
1 Choose Forms > Track Forms.
2 In the left navigation panel, expand Forms.
3 Select a form and do one of the following:
• To view all responses for a form, click View Responses.
• To modify the location of the response file, in Responses File Location, click Edit File Location.
• To view the original form, click Open Original Form.
• To send the form to more recipients, click Add Recipients.
See also
“Tracker overview” on page 139
Completing and submitting PDF forms
Fill in and clear a form
If a PDF form contains interactive form fields, you can fill in the form with one of the tools in the Select & Zoom
tool or the Select
tool. When you place the pointer over an interactive form field, the pointer
toolbar: the Hand
icon changes to one of the following:
• Pointing Finger
or Pointing Hand Plus icon
box, or item in a list.
• Arrow
. Appears when the pointer is over a button, radio button, check
. Appears when you can select an item in a list of options.
• I-beam icon . Appears when you can type text into the form field.
If the form fields aren’t interactive, the basic pointer icon doesn’t change.
Non-interactive PDF forms can be printed and filled in by hand. Or, you can choose Tools > Typewriter > Typewriter
and use the Typewriter tool to type information over the blank form fields and then print a copy of the completed form.
In Reader, the Typewriter tool is available only if the document author enables it for Reader users.
Note: Some text fields are dynamic, meaning that they automatically resize to accommodate the amount of data you
enter and can span across pages.
See also
“Forms preferences” on page 166
USING ACROBAT 9 STANDARD 198
Forms
Fill in an interactive form
1 If necessary, select either the Hand tool
or the Select
tool.
2 (Optional) To make form fields easier to identify, click the Highlight Fields button
on the document message
bar. Form fields appear with a colored background (light blue by default), and all required form fields are outlined
in another color (red by default).
3 Click in the first form field you want to fill in, either to select that option or to place an I-beam pointer in the field
so you can start typing.
4 After making a selection or entering text, do any of the following:
• Press Tab or Shift+Tab to accept the form field change and go to the next or previous field.
• Press the Up Arrow or Left Arrow key to select the previous radio button in a group of radio buttons, or press the
Down Arrow or Right Arrow key to select the next radio button.
• Press Esc to reject the form field change and deselect the current form field. If you’re viewing the form in Full Screen
mode, pressing Esc a second time causes you to exit Full Screen mode.
Note: If the current form field is a single-line text field, you can press Enter to accept your typing and deselect the field. If
the current field is a check box, pressing Enter or Return turns the check box on or off. In a multiline text form field,
pressing Enter or Return creates a paragraph return in the same form field. In all cases, you can press Enter on the keypad
to accept the change and deselect the current form field.
5 After you fill in the form fields, do any of the following:
• Click the submit form button. Clicking this button sends the form data to a database across the web or over your
company intranet.
• In Acrobat, choose File > Save As, and rename the file to save the form with the data you entered.
• In Reader, choose File > Save A Copy, and specify a location for the copy.
Note: If the form author gave Reader users extended rights, the saved copy will include the entries you made in the form.
Otherwise, the saved copy will be blank.
• Export the form data.
• Print the form.
Clear a form in a browser
❖ Do either of the following:
• Select the reset form button, if one exists. You cannot undo this action.
• Quit the browser, and start again.
Note: Clicking the web browser’s Reload or Refresh button, the Back or Go Back button, or following a link to another
page may not completely clear the form.
Clear unsaved form entries
❖ Choose File > Revert.
Auto-Complete a form
The Auto-Complete feature stores any entries that you type in a PDF form field, and then suggests or even
automatically enters responses that match your typing in other form fields. The suggestions appear in a pop-up menu,
from which you can select a match. The Auto-Complete feature is off by default, so you must enable it in the forms
preferences if you want to use it.
USING ACROBAT 9 STANDARD 199
Forms
If you want to remove an entry from the Auto-Complete memory—such as a misspelled entry that you found and
corrected later—you can edit the list in the preferences.
Enable the Auto-Complete option
1 Open the Preferences dialog box.
2 Select Forms on the left.
3 Under Auto-Complete, choose Basic or Advanced from the menu.
4 Select Remember Numerical Data if you want the Auto-Complete memory to store numbers that you type into
forms.
When you select an option in the Auto-Complete menu, a description of how it affects the Auto-Complete behavior
appears in the text area below.
Delete an entry from the Auto-Complete memory
1 Open the Preferences dialog box.
2 Select Forms on the left.
3 Click Edit Entry List.
4 In the Auto-Complete Entry List dialog box, do one of the following, and then click Yes in the confirmation dialog box:
• To remove all of the entries, click Remove All.
• To remove some of the entries, select the entries and click Remove. (Shift-click to select multiple adjacent entries;
Ctrl-click to select multiple nonadjacent entries.)
200
Chapter 8: Security
You can use passwords to restrict users from opening, printing, and editing Adobe PDFs. You can use a certificate to
encrypt PDFs so that only an approved list of users can open them. If you want to save security settings for later use,
you can create a security policy that stores security settings.
Opening secured documents
Security alerts
Acrobat® and Reader® display security alerts when an action related to PDF files presents possible risks to your
computer and your data. Security alerts are displayed in the following situations:
Note: Security warnings are not displayed if the PDF is certified and the certificate is trusted for privileged system
operations (such as networking, printing, and file access).
Security Settings Update
Adobe periodically downloads security certificates for trusted sources. These downloads are important to ensure that
digitally signed PDFs from trusted sources maintain their trusted status. If you receive an update from an unknown
source, verify that it is from a web address that you trust before proceeding. Updates from untrusted websites can
create vulnerabilities on your computer.
Connecting to an unknown or untrusted website
This alert helps prevent PDFs from connecting to malicious Internet sites. It is displayed when a PDF tries to connect
to a site in these situations:
• The site is not on your list of trusted sites in Trust Manager.
• The PDF or the website is not listed as a privileged location in the Security (Enhanced) preferences.
Before allowing the connection, look carefully at the URL to ensure that it is an appropriate link. To find out why the
PDF is trying to contact the Internet, contact your system administrator or the PDF creator.
Silent printing
Silent printing is printing without any confirmation from you. It is a potential security risk because a malicious file can
silently print multiple times to your printer, wasting printer resources. It can also prevent other documents from
printing by keeping the printer busy. For this reason, silent printing is only allowed in the following situations:
• The site that is trying to print is in your list of trusted sites in Trust Manager.
• The open PDF is listed as a privileged location in the Security (Enhanced) preferences.
Contact your system administrator to determine when to allow silent printing privileges.
Enhanced Security warnings
When Enhanced Security is enabled, Acrobat and Reader alert you when a document attempts any of the following
actions.
Loading data from an untrusted site This alert helps prevent malicious documents from trying to get data from
Internet sites. This action is only allowed for documents that are located in privileged locations in Enhanced Security.
USING ACROBAT 9 STANDARD 201
Security
If you trust the document, you can add it to your privileged locations by opening the Preferences dialog box and
selecting Security (Enhanced) on the left.
Inserting data into forms When Enhanced Security is enabled, Acrobat and Reader alert you when an untrusted
source attempts to add data into a PDF. For example, an FDF file can attempt to add data into a PDF form. Your
organization can use this feature to streamline workflows. However, this feature can also be used to add malicious data
into a PDF. If you trust the source file, add it to your privileged locations in Enhanced Security. This action allows the
data to be added to the PDF or FDF file.
Loading or running script Acrobat and Reader prevent attempts to load scripts into or execute within a PDF when the
scripts are from an external source. For example, an FDF can attempt to load a JavaScript into a PDF form. This feature
can be used to add malicious script into a PDF. If you trust the source file, add it to your Enhanced Security privileged
locations to allow the scripts to run in the PDF file. In the Preferences dialog box, select Security (Enhanced) on the left.
See also
“About Enhanced Security” on page 203
“Enable Enhanced Security and set up privileged locations” on page 204
Open secured PDFs
Documents can be secured in several ways. To view the security settings of a document, open the Security tab of the
Document Properties dialog box. If you have trouble opening a PDF, or if you’re restricted from using certain features,
contact the author of the PDF.
Password protection A password-protected PDF either requires a password to open or a password to change or
remove restricted operations. If a document has restricted features, any tools and options related to those features are
dimmed.
Restricted If a document is restricted, encrypted, or has a special status, the Security Settings icon
appears to the
left of the document. Click the icon to display the Security Settings pane to see which features are restricted.
Digitally signed When a document is digitally signed, the digital signature status appears in the document message
bar above the document. A digital signature helps assure the recipient that the document content is valid.
Certified Certifying a document assures recipients that the document is authentic. Certifying signatures also include
information to allow or disallow particular actions, such as filling in forms and modifying the document. A document
with a valid certificate displays a Blue Ribbon icon . When you submit a certified form, you are assured that it is
going back to the valid author.
See also
“Digital signatures” on page 229
“Securing documents with passwords” on page 206
“Certificate security” on page 208
Sign a document
When a document is sent to you that requires your signature, you can sign it with an existing digital ID. Or, create a
new digital ID for that document.
1 Open the document and do one of the following:
• If the document has a signature field, click the field and continue to step 4.
USING ACROBAT 9 STANDARD 202
Security
• Click the Sign toolbar button
, and then click Sign Document.
2 Read the information in the dialog box, and then click OK.
3 Drag your mouse to create a space for the signature.
4 To create a new digital ID for this document, select New ID from the Sign As menu. For help creating an ID, see
the related information.
5 In the Sign Document dialog box, complete the signature as follows:
Password Type the password associated with the digital ID.
Appearance Select to change what information is displayed in the signature, such as the date and time.
Lock Document After Signing If this option is available, select it only if you are the last recipient to sign the document.
Selecting this option locks all fields, including the signature field.
See also
“Create a new digital ID” on page 223
Certify a document
By signing a document, you allow recipients to verify that the signed document actually came from you. Your digital
ID is part of the signature, which establishes your identity. You can create your own digital ID (called a self-signed ID)
or get a certificate from a certificate authority (an organization that issues certificates).
You can certify a document with or without a visible signature. Document recipients see a Blue Ribbon icon
the document, which signifies that it has been certified.
above
1 Open the document you want to certify with a digital signature.
2 Choose Advanced > Sign & Certify > Certify With Visible Signature or Certify Without Visible Signature. Or, click
the Sign icon
in the taskbar, and then click Certify With Visible Signature or Certify Without Visible Signature.
3 Read the information in the dialog boxes and click OK to each one.
4 If you select Certify With Visible Signature, drag your mouse to create a signature field as described in the previous
dialog box. If you do not have an digital ID, the Add A Digital ID dialog box is displayed. Otherwise, the Certify
Document dialog box is displayed.
Password Type the password associated with the digital ID.
Appearance Select an existing appearance or select Create New Appearance to select the information to be displayed
in the Signature field.
Permitted Actions After Certifying Select specific actions to allow in the document.
5 Click Sign, and then save the document.
When recipients open they document, they can open the signature panel to view the signature, and display the
signature properties.
Restrict URLs and attachments in PDFs
Acrobat warns you any time you try to open a URL (website) or a file attachment that uses a disallowed file type. URLs
and disallowed file types (for example, EXE) are potentially dangerous because they can transfer or run programs,
macros, or viruses that can damage your computer.
USING ACROBAT 9 STANDARD 203
Security
You can allow Acrobat to contact specific websites by adding those URLs to your list of allowed websites in the Trust
Manager preferences. Remove any URLs you no longer want to visit. To open file attachments in Acrobat, respond to
a prompt by indicating that you always allow files of that type. The file type is then added to a list stored in the registry.
To restrict a file type that you permitted in the past, reset this list to its default settings in the Trust Manager
preferences.
Trust Manager preferences
To open the Trust Manager preferences, open the Preferences dialog box, and select Trust Manager on the left.
Allow Opening Of Non-PDF File Attachments With External Applications When selected, allows file attachments to
start external applications when you open the files. You must have the external applications to open the files.
Restore Default List Of Allowed And Disallowed File Attachment Types Removes saved settings you chose for opening
attachments. For example, if you chose to always open TMP attachments when prompted, TMP appears in the list of
allowed file attachment types. By clicking Restore, you remove TMP from the list.
Change Settings When clicked, lets you specify the default behavior for accessing the Internet from PDFs. To restrict
access to only the URLs you specify, select Let Me Specify A List Of Allowed And Blocked Web Sites (the default). To
allow access to all URLs, select Allow All websites. To restrict access with all URLs in PDFs, select Block All Web Sites.
To specify a list of allowed and blocked websites, type each URL in the box, and click Allow or Block. Then, specify the
default behavior for Acrobat for websites that are not in the list.
Note: If you open a protected PDF and receive a prompt to allow or block a URL, select Remember My Action For This
Site. This reply adds the URL to this list.
Load Trusted Root Certificates From An Adobe Server Allows Acrobat to automatically download trust settings from
an Adobe server.
Ask Before Installing When selected, prompts the user when new root certificates are downloaded from Adobe. Click
Update Now to check for and install new root certificates immediately.
About Enhanced Security
Like all other file formats, a PDF file can be embedded with a malicious script that can damage a computer or steal data
when it is run. Acrobat Enhanced Security prevents a script from unknown sources from downloading. With
Enhanced Security, only a script that originates from the same server domain is allowed. For example, if a PDF has an
embedded script, but it is from your company, it downloads. Acrobat and Reader provide two ways to block potentially
unsafe PDFs:
• A system administrator can add Internet domain names to the crossdomain.xml file on the server. Only files from
locations listed in the crossdomain.xml file can be downloaded to individual computers. For more information on
how to set up the crossdomain.xml file, see Document Security User Guide For Adobe Acrobat and Adobe Reader
(PDF) at www.adobe.com/go/learn_acr_security_en or Enhanced security in Adobe Acrobat 9 and Adobe Reader
(PDF) at www.adobe.com/devnet/reader/articles/reader_compatibility.html.
• Individuals can identify specific files, folders, or URLs as privileged locations in the Enhanced Security dialog box.
A PDF that resides in a privileged location is then trusted. Any actions, such as loading data from the Internet or
running a script are allowed. For example, Enhanced Security blocks PDFs from a loading data from unknown
websites. If you add the PDF to your list of privileged locations, Acrobat allows the data to be loaded.
By using privileged locations, you can bypass the normal Enhanced Security restrictions.
USING ACROBAT 9 STANDARD 204
Security
Enable Enhanced Security and set up privileged locations
Set up privileged locations to allow PDFs saved in the specified locations to run actions that are normally restricted.
For example, a PDF stored on a privileged location website can load data from an external source.
1 In the Preferences dialog box, select Security (Enhanced) from the Categories on the left.
2 Select the Enable Enhanced Security option.
3 Select the type of location to add:
• Files Select this option if you only have one or two files from a location that you want to add. (If you have a large
number of files you know you can trust, it can be more practical to place them into one privileged PDF folder.
• Folders If you have a large number of files that you trust, it can be more practical to place them into one privileged
PDF folder.
• Host Enter the name of the root URL only. For example, you can enter www.adobe.com, but not
www.adobe.com/products. To only allow higher privileges for files accessed from secure connections, select the
option for Secure Connections Only (https:).
4 Click OK to complete the task.
Choosing a security method
Choosing which type of security to use
By adding security to documents, you can limit viewing, editing, printing, and other options to only the specified users.
You can choose if you want the users to have the required password, a digital ID, or access to Adobe LiveCycle® Rights
Management ES.
Acrobat provides different security methods with which to specify document authenticity, encryption, and permission
settings. You can encrypt all or part of a document and limit user actions. For example, you can restrict users to only
typing in fields in a form or prevent them from printing a PDF.
You can easily share some or all of your security settings with others by exporting and importing the settings. In
enterprise environments, you can save the security settings on a server, and then load them by specifying the URL for
the server. You can also use the exported settings to back up and restore your settings, as needed.
Acrobat takes advantage of the security features of Windows XP and other security systems. Use the Document
Properties dialog box to choose one of the following security methods:
Note: “Security” is sometimes confused with “accessibility,” which involves making documents easier to read for the
visually impaired.
Password security Use passwords to restrict opening, editing, and printing PDFs. Password security provides a simple
way to share documents among users where sharing passwords is possible or when high levels of backward
compatibility is required. Password security policies do not require specifying any document recipients.
You set password protection either for all contents or only on file attachments. PDF envelopes enable you to attach
encrypted files to an unencrypted PDF envelope.
Certificate security Certificate security provides a high level of security and eliminates the need for password sharing.
It also allows assigning different permissions to different users whose identities can be verified and managed.
Adobe LiveCycle Rights Management ES security Use Adobe LiveCycle Rights Management ES to apply a policy to
documents without the need for digital signatures and certificates. The policy contains the list of recipients and their
individual set of permissions.
USING ACROBAT 9 STANDARD 205
Security
Security policies
If you often apply the same security settings to PDFs, consider creating a security policy to simplify your workflow.
Different policies are useful for accommodating different requirements.
Envelope policy You can secure multiple documents by embedding them in a PDF envelope. Envelopes can be
encrypted to prevent unauthorized users from accessing the contents and certified to provide proof of origin.
Authorized recipients can open the envelope and extract the files to view them.
LiveCycle Rights Management ES policy Adobe LiveCycle Rights Management ES policies are stored on a server, and
users must have access to the server to use them. Creating these policies requires specifying the document recipients
from a list on Adobe LiveCycle Rights Management ES.
Password and certificate policies Save your password or certificate settings and reuse them to encrypt PDFs without
setting up the password or certificate for each instance.
Protection required:
Action:
Require a password to open a
Choose Encrypt With Password from the Secure button
PDF, or copy or print its contents in the Tasks toolbar. For a PDF Portfolio, choose File >
Modify PDF Portfolio > Secure Portfolio.
If your company is signed up, you can also use Adobe
LiveCycle Rights Management ES to secure documents.
Indicate that you approve of the
PDF content
Sign and certify the PDF. You must obtain a digital ID to
add digital signatures.
For Asian languages, you can add an approval stamp.
Prevent forms from being
tampered with
Use LiveCycle Designer to secure forms and create
locking signature fields. See the Adobe LiveCycle
Designer Help.
Send secure file attachments via
email
Use security envelopes.
Allow only the people you
specify to view a PDF
Choose Encrypt With Certificate from the Secure button
in the Tasks toolbar, or apply security using Adobe
LiveCycle Rights Management ES. You must have
certificates for users who can view the documents.
For more information on using security features, see these resources:
• Legal professionals: http://blogs.adobe.com/acrolaw/
• PDF Portfolios: www.adobe.com/go/lrvid4201_a9
See also
“Removing sensitive content” on page 227
“Setting up security policies” on page 217
Choosing security methods within FIPS mode (Windows)
Acrobat and Reader provide a FIPS mode to restrict data protection to Federal Information Processing Standard
(FIPS). FIPS mode uses FIPS 140-2 approved algorithms using the RSA BSAFE Crypto Micro Edition (ME) 2.1.0.3
cryptographic module.
USING ACROBAT 9 STANDARD 206
Security
The following security options aren’t available in FIPS mode:
• Applying password-based security policies to documents. You can use public key certificates or Adobe LiveCycle
Rights Management ES to secure the document, but you cannot use password encryption to secure the document.
• Creating self-signed certificates. To create a self-signed digital ID, it must be saved to the Windows certificate store.
You cannot create a self-signed digital ID that is saved to a file.
• RC4 encryption. A PDF file can only be encrypted by using the AES encryption algorithm when in FIPS mode.
• MD5 or RIPEMD160 digest methods. In FIPS mode, only the SHA-1 and SHA-2 families of digest algorithms can
be used when creating a digital signature.
In FIPS mode, you can open and view documents that are protected with algorithms that are not FIPS compliant.
However, you can’t save any changes to the document using password security. To apply security policies to the
document, use either public key certificates or Adobe LiveCycle Rights Management ES.
FIPS mode is configured in the Windows registry by a system administrator. For more information, see Document
Security User Guide For Adobe Acrobat and Adobe Reader (PDF) at www.adobe.com/go/learn_acr_security_en.
Securing documents with passwords
Add password security
You can limit access to a PDF by setting passwords and by restricting certain features, such as printing and editing.
Passwords cannot be added to a document if it is already signed or certified. Two types of passwords are available:
Document open password With a document open password (also known as a user password), users must type in the
password you specify to open the PDF.
Permissions password When you set only a permissions password (also known as a master password), recipients don’t
need a password to open the document. However, they must type the permissions password to set or change the
restricted features.
If the PDF is secured with both types of passwords, it can be opened with either password. However, only the
permissions password allows the user to change the restricted features. Because of the added security, setting both
types of passwords is often beneficial.
All Adobe products enforce the restrictions set by the permissions password. However, if third-party products do not
support or respect these settings, document recipients are able to bypass some or all of the restrictions you set.
Important: If you forget a password, there’s no way to recover it from the PDF. Consider keeping a backup copy of the
PDF that isn’t password-protected.
1 Do one of the following:
• In a single PDF or component PDF in a PDF Portfolio, open the PDF and choose Advanced > Security > Encrypt
With Password.
• In a PDF Portfolio, open the PDF Portfolio and choose File > Modify PDF Portfolio > Secure Portfolio. In the
Security Method menu, select Password Security.
2 If you receive a prompt, click Yes to change the security.
3 Select a compatibility level. This option sets the encryption level and key size.
Encryption algorithm and key size are version specific. Ensure that your encryption level is equal to or lower than the
recipients’ version of Acrobat or Reader.
USING ACROBAT 9 STANDARD 207
Security
4 Select the document components to encrypt.
To allow the document contents to be searched, leave the metadata unencrypted. To create security envelopes, use
Encrypt Only File Attachments.
5 Select the type of password to add, and then type the password in the corresponding field. If you are setting a
permissions password, determine the level of access.
6 To allow recipients to copy PDF content to another document, select Enable Copying Of Text, Images, And Other
Content.
7 Click OK. At the prompt to confirm each password, retype the appropriate password in the box and click OK.
Password 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 6.0 And Later lets you enable metadata for searching. Acrobat 9.0 And Later encrypts the document
using the AES encryption algorithm with a 256-bit key size.
People using an earlier version of Acrobat cannot open a PDF document with a higher compatibility setting. For
example, if you select the Acrobat 9 And Later option, the document cannot be opened in Acrobat 8.0 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. This option is available when you select a compatibility to
Acrobat 6.0 and later.
Encrypt Only File Attachments Select this option to require a password for opening file attachments. However, users
can open the PDF without a password. Use this setting for security envelopes. This option is available when you set
compatibility for Acrobat 7.0 and later.
Require A Password To Open The Document Select this option to require users to type the password you specify to
open the document. This option is unavailable if Encrypt Only File Attachments is selected.
Document Open Password Specify the password that users must type to open the PDF file.
Note: If you forget a password, there is no way to recover it from the document. It’s a good idea to store passwords in a
separate secure location in case you forget them.
Restrict Editing And Printing Of The Document Restricts access to the PDF file’s security settings. If the file is opened
in Acrobat, the user can view the file but must enter the specified Permissions password to change the security and
permissions settings. If the file is opened in Illustrator®, Photoshop®, or InDesign®, the user must enter the Permissions
password. It is not possible to open the file in a view-only mode.
Change 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 can be slower because each
page is printed as a bitmap image. This option is available only if the Compatibility option is set to Acrobat 5.0 Or
Later.
USING ACROBAT 9 STANDARD 208
Security
• 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 changing 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 doesn’t allow them to add comments or create form fields. This option is only available for high (128-bit RC4
or AES) encryption.
• Commenting, Filling In Form Fields, And Signing Existing Signature Fields Lets users add comments and digital
signatures, and fill in forms. This option doesn’t allow users to move page objects or create form fields.
• Any Except Extracting Pages Lets users edit the document, create and fill in form fields, and add comments and
digital signatures.
Enable Copying Of Text, Images, And Other Content Lets users select and copy the contents of a PDF.
Enable Text Access For Screen Reader Devices For The Visually Impaired Lets visually impaired users read the
document with screen readers, but doesn’t allow users to copy or extract the contents. This option is available only for
high (128-bit RC4 or AES) encryption.
Remove password security
You can remove security from an open PDF if you have the permissions to do so. If the PDF is secured with a serverbased security policy, only the policy author or a server administrator can change it.
1 In the open PDF, do one of the following:
• Select Advanced > Security > Remove Security.
• In the Security tab of the Document Properties dialog box, choose No Security from the Security Method menu.
2 Your options vary depending on the type of password security attached to the document:
• If the document only had Document Open password, click OK to remove it from the document.
• If the document had a permissions password, type it in the Enter Password box, and then click OK. Click OK again
to confirm the action.
Securing documents with certificates
Certificate security
Use certificates to encrypt documents and to verify a digital signature. A digital signature assures recipients that the
document came from you. Encryption ensures that only the intended recipient can view the contents. A certificate
stores the public key component of a digital ID.
USING ACROBAT 9 STANDARD 209
Security
When you secure a PDF using a certificate, you specify the recipients and define the file access level for each recipient
or group. For example, you can allow one group to sign and fill forms and allow another to edit text or remove pages.
You can choose certificates from your list of trusted identities, from files on disk, from an LDAP server, or from the
Windows certificate store (Windows only). Always include your own certificate in the recipient list so that you are later
able to open the document.
Note: If possible, encrypt documents using certificates from third-party digital IDs. If the certificate is lost or stolen, the
issuing authority can replace it. If a self-signed digital ID is deleted, all PDFs that were encrypted using the certificate from
that ID are forever inaccessible.
Certificates serve two purposes: to add a digital ID and to encrypt the document contents.
Certify With Signature Certifying with a digital signature confirms the identity of the sender and protects the
document from being tampered with. You can certify with a visible signature or one that cannot be viewed on the page.
When you certify without a visible signature, the Blue Ribbon icon tells recipients that the document is signed.
Encrypt With Certificate Encryption protects a document so that only the recipients can view it. When you choose
Advanced > Security > Encrypt With Certificate, you can specify the document components to encrypt and the level
of encryption. You can also set permissions for printing and editing and list the recipients.
Encrypt a PDF with a certificate
1 For a single PDF or a component PDF in a PDF Portfolio, open the PDF. For a PDF Portfolio, open the PDF
Portfolio and choose View > Portfolio > Cover Sheet.
2 Choose Advanced > Security > Encrypt With Certificate or click the Secure button
in the Tasks toolbar, and
choose Encrypt With Certificate.
3 At the prompt, click Yes.
4 In the Certificate Security Settings dialog box, select the document components to encrypt.
5 From the Encryption Algorithm menu, choose a rate of encryption, and then click Next.
The encryption algorithm and key size are version specific. Recipients must have the corresponding version (or later)
of Acrobat or Reader to decrypt and read the document.
• If you select 128-bit AES, recipients must have Adobe Acrobat 7.0 or later or Adobe Reader 7.0 or later to open the
document.
• If you select 256-bit AES, Adobe Acrobat 9 or later or Adobe Reader 9 or later is required to open the document.
6 Create a recipient list for the encrypted PDF. Always include your own certificate in the recipient list so that you
are later able to open the document.
• Click Search to locate identities in a directory server or in your list of trusted identities.
• Click Browse to locate the file that contains certificates of trusted identities.
• To set printing and editing restrictions for the document, select recipients from the list, and then click Permissions.
7 Click Next to review your settings, and then click Finish.
When a recipient opens the PDF, the security settings you specified for that person are used.
See also
“About digital IDs” on page 222
“Get certificates from other users” on page 211
“About PDF Portfolios” on page 100
USING ACROBAT 9 STANDARD 210
Security
Change or remove encryption from a PDF
You can change or remove security settings from PDF files that you’ve encrypted.
Change encryption settings
1 Do one of the following:
• For a single PDF or a component PDF in a PDF Portfolio, open the PDF.
• For a PDF Portfolio, open the PDF Portfolio and choose View > Portfolio > Cover Sheet.
2 Select Advanced > Security > Show Security Properties.
3 Click Change Settings.
4 Do any of the following, and then click Next.
• To encrypt different document components, select that option.
• To change the encryption algorithm, choose it from the menu.
5 Do any of the following:
• To check a trusted identity, select the recipient, and then click Details.
• To remove recipients, select one or more recipients, and then click Remove. Do not remove your own certificate
unless you do not want access to the file using that certificate.
• To change permissions of recipients, select one or more recipients, and then click Permissions.
6 Click Next, and then click Finish. Click OK to close the Document Properties dialog box, and save the document
to apply your changes.
Remove encryption settings
1 Do one of the following:
• For a single PDF or a component PDF in a PDF Portfolio, open the PDF.
• For a PDF Portfolio, open the PDF Portfolio and choose View > Portfolio > Cover Sheet.
2 Select Advanced > Security > Remove Security.
3 If prompted, type the permissions password. If you don’t know the permissions password, contact the author of the PDF.
Sharing certificates with others
Businesses that use certificates for secure workflows often store certificates on a directory server that participants can
search to expand their list of trusted identities.
When you receive a certificate from someone, you can add it to your list of trusted identities. You can set your trust
settings to trust all digital signatures and certified documents created with a specific certificate. You can also import
certificates from a certificate store, such as the Windows certificate store. A certificate store often contains numerous
certificates issued by different certification authorities.
For complete information on sharing certificates, see Document Security User Guide For Adobe Acrobat and Adobe
Reader (PDF) at www.adobe.com/go/learn_acr_security_en.
Note: Third-party security providers usually validate identities by using proprietary methods. Or, they integrate their
validation methods with Acrobat. If you use a third-party security provider, see the documentation for the third-party
provider.
USING ACROBAT 9 STANDARD 211
Security
See also
“Export security settings” on page 221
Get certificates from other users
Certificates that you receive from others are stored in a list of trusted identities. This list is like an address book and
enables you to validate the signatures of these users on any documents you receive from them.
See also
“Encrypt a PDF with a certificate” on page 209
Request a certificate from another user
1 Do one of the following:
• In Acrobat, choose Advanced > Manage Trusted Identities.
• In Reader, choose Document > Manage Trusted Identities.
2 Click Request Contact.
3 Type your name, email address, and contact information.
4 To allow other users to add your certificate to their list of trusted identities, select Include My Certificates.
5 Select either Email Request or Save Request As A File. Then click Next.
6 Select the digital ID file to use, and then click Select.
7 Do one of the following:
• If the Compose Email dialog box appears, type the email address of the person you’re requesting a certificate from,
and click Email. Send the email message that appears, with the attached certificate, in the default email application.
• If the Export Data As dialog box appears, specify a name and location for the file, click Save, and then click OK.
Add a certificate from email
When a contact sends a certificate to you in email, it is displayed as an FDF file attachment.
1
Double-click the email attachment, and then click Set Contact Trust in the dialog box that appears.
2 On the Trust tab of the Import Contact Settings dialog box, select trust options.
• Select Use This Certificate As A Trusted Root only if it is required to validate a digital signature. Once you make a
certificate a trust anchor, you prevent revocation checking on it (or any certificate in the chain).
• To allow actions that can be a security risk, click Certified Documents, and then select the options you want to
allow:
Dynamic Content Includes FLV and SWF files as well as external links.
Embedded High Privilege JavaScript Trusts embedded scripts.
Privileged System Operations Includes networking, printing, and file access
3 Click OK to view the import details, and then click OK again.
USING ACROBAT 9 STANDARD 212
Security
Add a certificate from a digital signature in a PDF
You can safely add a certificate to your trusted identities from a signed PDF by first verifying the fingerprint with the
originator or the certificate.
1 Open the PDF containing the self-signed signature.
2 Open the signature panel, and select the certificate in the Signatures panel.
3 On the Options menu, click Show Signature Properties, and then click Show Certificate.
4 If the certificate is self-signed, contact the originator of the certificate to confirm that the fingerprint values on the
Details tab are correct. Trust the certificate only if the values match the values of the originator.
5 Click the Trust tab, click Add To Trusted Identities, and click OK.
6 In the Import Contact Settings dialog box, specify trust options, and click OK.
Import a certificate
If you have a certificate that is already in your file system, you can import it into Acrobat for use with PDF files. To
import certificates, find out where they are stored (the filename and path).
1 Do one of the following:
• In Acrobat, choose Advanced > Manage Trusted Identities.
• In Reader, choose Document > Manage Trusted Identities.
2 In the Display menu, select Contacts, and then click Add Contacts.
3 Do any of the following:
• If Windows certificate digital IDs are allowed, select the appropriate directory and group.
• If your organization has configured an identity search directory, click Search to locate certificates.
• Click Browse, select the certificate file, and click Open.
4 Select the added certificate in the Contacts list to add it to the Certificates list. Select the certificate in the Certificates
list, and click Details.
5 If the certificate is self-signed, contact the originator of the certificate to confirm that the fingerprint values on the
Details tab are correct. Trust the certificate only if the values match the values of the originator.
6 Click Trust, specify trust options, and click OK.
Set up Acrobat to search the Windows certificate store (Windows only)
1 In the Security preferences, click Advanced Preferences.
2 Click the Windows Integration tab, and select Enable Searching The Windows Certificate Store For Certificates
Other Than Yours. Select the desired options, and click OK twice.
Trusting certificates from the Windows certificate store is not recommended.
Import certificates using the Windows Certificate Wizard (Windows only)
If you use the Windows certificate store to organize your certificates, you can import certificates using a wizard in
Windows Explorer. To import certificates, find out where they are stored (the filename and path).
1 In Windows Explorer, right-click the certificate file and choose Install PFX.
2 Follow the onscreen instructions to add the certificate to the Windows certificate store.
USING ACROBAT 9 STANDARD 213
Security
3 If you’re prompted to validate the certificate before installing it, note the MD5 digest and SHA1 digest values
(fingerprint). Contact the originator of the certificate to confirm that the values are correct. Trust the certificate
only if the values are correct. Click OK.
Associate a certificate with a contact
If you have a contact that is not associated with a certificate or you want to change the certificate associated with a
contact, follow these steps. A contact must have at least one valid certificate to exchange encrypted PDFs.
1 Do one of the following:
• In Acrobat, choose Advanced > Manage Trusted Identities.
• In Reader, choose Document > Manage Trusted Identities.
2 Select the contact, and click Details.
3 Click Associate Certificate.
4 Select a certificate, and click OK. Click OK again.
Verify information on a certificate
The Certificate Viewer dialog box provides user attributes and other information about a certificate. When others
import your certificate, they often want to check your fingerprint information against the information they receive with
the certificate. (The fingerprint refers to the MD5 digest and SHA1 digest values.) You can check certificate
information for your own digital ID files or for ID files that you import.
For more information about verifying certificates, see Digital Signature User Guide for Adobe Acrobat and Adobe
Reader (PDF) at www.adobe.com/go/learn_acr_security_en.
The Certificate Viewer dialog box provides the following information:
• The certificate validation period
• The intended use of the certificate
• Certificate data, such as the serial number and public key method
You can also check if the certificate authority has revoked the certificate. Certificates are typically revoked when an
employee leaves the company or when security is compromised in some way.
Verify your own certificate
1 Do one of the following:
• In Acrobat, choose Advanced > Security Settings.
• In Reader, choose Document > Security Settings.
2 Select your digital ID, and then click Certificate Details
.
Verify information on the certificate of a contact
1 Do one of the following:
• In Acrobat, choose Advanced > Manage Trusted Identities.
• In Reader, choose Document > Manage Trusted Identities.
2 Select the contact, and click Details.
3 Select the certificate name, and click Show Certificate.
USING ACROBAT 9 STANDARD 214
Security
Set the trust level of a certificate
In Acrobat or Reader, the signature of a certified or signed document is valid if you and the signer have a trust
relationship. The trust level of the certificate indicates which actions you trust the signer for.
You can change the trust settings of certificates to allow or disallow specific actions. For example, you can change the
settings to enable the dynamic content and embedded JavaScript within the certified document.
For more information, see Digital Signature User Guide for Adobe Acrobat and Adobe Reader (PDF) at
www.adobe.com/go/learn_acr_security_en.
1 Do one of the following:
• In Acrobat, choose Advanced > Manage Trusted Identities.
• In Reader, choose Document > Manage Trusted Identities.
2 Select a contact, and click Details.
3 Select the certificate name, and click Edit Trust.
4 In the Trust tab, select any of the following items to trust this certificate for:
Use This Certificate As A Trusted Root Trusts signatures created directly by this certificate. The root certificate is the
originating authority in a chain of certificate authorities that issued the certificate. By trusting the root certificate, you
trust all certificates issued by that certificate authority.
Signed Documents Or Data Acknowledges the identity of the signer.
Certified Documents Trusts documents in which the author has certified the document with a signature. You trust the
signer for certifying documents, and you accept actions that the certified document takes.
When Certified Documents is selected, the following options are available:
Dynamic Content Allows movies, sound, and other dynamic elements to play in a certified document.
Embedded High Privilege JavaScript Allows privileged JavaScript embedded in PDF files to run. JavaScript files can be
used in malicious ways. It is prudent to select this option only when necessary on certificates you trust.
Privileged System Operations Allows documents to use system operations, such as networking, printing, and file
access.
Note: Only allow Embedded High Privilege JavaScript and Privileged System Operations for sources who you trust and
work with closely, such as your employer or service provider.
5 Click OK twice, and then click Close.
Delete a certificate from trusted identities
1 Do one of the following:
• In Acrobat, choose Advanced > Manage Trusted Identities.
• In Reader, choose Document > Manage Trusted Identities.
2 Choose Certificates from the Display menu.
3 Select the certificate, and click Delete.
USING ACROBAT 9 STANDARD 215
Security
Use directory servers to store user certificates
Directory servers are commonly used as centralized repositories of identities within an organization. As such, the
server acts as an ideal location to store user certificates in enterprises that use certificate encryption. Directory servers
help you locate certificates from network servers, including LDAP (Lightweight Directory Access Protocol) servers.
After you locate a certificate, you can add it to your list of trusted identities so that you don’t have to look it up again.
By developing a storage area for trusted certificates, you or a member of your workgroup can facilitate the use of
encryption in the workgroup.
For more information about directory servers, see Digital Signature User Guide for Adobe Acrobat and Adobe Reader
(PDF) at www.adobe.com/go/learn_acr_security_en.
Import directory server settings (Windows only)
You import directory server settings from an FDF file. Make sure that you trust the provider of the FDF file before
opening it.
1 To open the FDF, double-click it, or do one of the following:
• In Acrobat, choose Advanced > Security Settings.
• In Reader, choose Document > Security Settings.
2 Select Directory Servers on the left, and then click Import. Select the FDF file, and click Open.
3 If the FDF file is signed, click the Signature Properties button to check the current signature status.
4 Click Import Search Directory Settings.
5 Click OK if prompted to confirm your choice.
The directory server appears in the Security Settings dialog box.
Export directory server settings (Windows only)
Although it is preferable to export security settings, you can export directory settings as a Form Data Format (FDF)
file. Use the FDF file to configure the directory server on another computer.
1 Open the Preferences dialog box, click Identity, and enter your name, organization, and email address to create
your profile.
2 Do one of the following:
• In Acrobat, choose Advanced > Security Settings.
• In Reader, choose Document > Security Settings.
3 Select Directory Servers on the left, and then select one or more servers on the right.
4 Click Export, select a destination, and click Next.
5 To prove that the file came from you, click Sign, add your signature, and then click Next.
6 Do one of the following:
• To save the file, specify a name and location for it, and click Save.
• To send the file as an email attachment, type an email address in the To box, click Next, and then click Finish.
See also
“Export security settings” on page 221
USING ACROBAT 9 STANDARD 216
Security
Securing documents with Adobe LiveCycle Rights
Management ES
Adobe LiveCycle Rights Management ES
Adobe LiveCycle Rights Management ES is a server-based security system that provides dynamic control over PDFs.
Adobe LiveCycle Rights Management ES can be configured to run with LDAP, ADS, and other enterprise systems.
Policies provided by Adobe LiveCycle Rights Management ES are stored on the server and can be refreshed from the
server. Users connect to Adobe LiveCycle Rights Management ES to work with these policies.
Security policies are stored on a server running Adobe LiveCycle Rights Management ES, but the PDFs are not. In
some situations, users are required to connect to the server to open or continue to use PDFs to which a security policy
is applied. For information on configuring Adobe LiveCycle Rights Management ES, click Help on the Adobe
LiveCycle Rights Management ES website after you log in to your account.
Connect to Adobe LiveCycle Rights Management ES
1 Choose Advanced > Security Settings.
2 Click Adobe LiveCycle Rights Management Servers on the left.
3 Click the New button
.
4 Type a name in the Name box and the URL in the Server Name box. Add the port number and click Connect To
This Server.
5 Type the user name and password for your account, and click OK.
View Adobe LiveCycle Rights Management ES policies
1 Click the Secure button
in the Tasks toolbar, and choose Adobe LiveCycle Rights Management > Manage My
Account.
The Adobe LiveCycle Rights Management page opens in your web browser.
2 If prompted, type your user name and password, and click Login.
3 Click the Policies link on the page.
For more information on using Adobe LiveCycle Rights Management, click the Help link in the upper right corner.
USING ACROBAT 9 STANDARD 217
Security
Setting up security policies
Types of 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 save time while ensuring a more consistently secure workflow. Creating policies for password and
certificate security lets you reuse the same security settings for any number of PDFs. Two kinds of security policies are
available:
• Organizational policies are especially useful if you want others to have access to PDFs for a limited time. Adobe
LiveCycle Rights Management ES policies are stored on a server, and users must have access to the server to use
them. Creating these policies requires specifying the document recipients from a list on Adobe LiveCycle Rights
Management ES. Adobe LiveCycle Rights Management ES controls access to PDFs and auditing events as defined
by the security policy. You can use Adobe LiveCycle Rights Management ES if your company has licensed the
software and made it available to you.
• User policies are policies created and applied by individuals. If you apply the same security settings to numerous
documents, you can save time by creating a user policy. Then, apply the user policy to documents. User policies for
passwords and public key certificates are stored on your local computer. With access to Adobe LiveCycle Rights
Management ES, you can create a user policy that’s stored on Adobe LiveCycle Rights Management ES. That policy
is available only to you.
How organizational policies are authenticated
In addition to reusing security settings, policies stored on Adobe LiveCycle Rights Management ES enable you to
expire and revoke documents (no matter how many copies were created or distributed). You can also maintain
accountability by auditing users who open protected documents.
A
B
C
Security policies
A. Policies are stored on server. B. Policies are applied to a PDF. C. Users can open, edit, and print a document only if permitted by policy.
Setting up server-based security policies involves four main stages:
Configure the Adobe LiveCycle Rights Management ES The system administrator of your company or group usually
configures Adobe LiveCycle Rights Management ES, manages accounts, and sets up organizational policies. For more
information on configuring Adobe LiveCycle Rights Management ES, see the Adobe website.
Publish a document with a security policy An author creates a PDF and applies a policy stored on Adobe LiveCycle
Rights Management ES to the PDF. The server generates a license and unique encryption key for the PDF. Acrobat
embeds the license in the PDF and encrypts it using the encryption key. The author or administrator can use this
license to track and audit the PDF.
USING ACROBAT 9 STANDARD 218
Security
View a document with a policy applied When users try to open the secure PDF in Acrobat 9 (or Reader 9), they must
authenticate their identities. If the user is granted access to the PDF, the PDF is decrypted and opens with whatever
permissions are specified in the policy.
Administer events and modify access By logging in to an Adobe LiveCycle Rights Management ES account, the author
or administrator can track events and change access to policy-secured PDFs. Administrators can view all PDF and
system events, modify configuration settings, and change access to policy-secured PDFs.
Create a user security policy
User policies can use passwords, certificates, or Adobe LiveCycle Rights Management ES to authenticate documents.
The policies for password and certificate security can be stored on a local computer. Security policies created by using
Adobe LiveCycle Rights Management ES are stored on a server, so you can audit actions and change security settings
dynamically. You can use Adobe LiveCycle Rights Management ES if your company has licensed the software and
made it available to you.
See also
“Securing documents with certificates” on page 208
“Securing documents with passwords” on page 206
“Securing documents with Adobe LiveCycle Rights Management ES” on page 216
Create a password policy
1 In Acrobat, choose Advanced > Security > Manage Security Policies.
2 Click New.
3 Select Use Passwords, and then click Next.
4 Type a name and description for the policy, do one of the following, and then click Next:
• To specify passwords and restrictions whenever you apply this policy to a document, clear the Save Passwords With
The Policy option.
• To save passwords and restriction settings with the policy, select Save Passwords With The Policy.
5 Specify a compatibility setting and password options. If you selected Save Passwords With The Policy, specify the
password and restrictions. Click OK.
6 Review the policy details, click Finish, and then click Close.
Create a certificate policy
1 In Acrobat, choose Advanced > Security > Manage Security Policies.
2 Click New.
3 Select Use Public Key Certificates, and then click Next.
4 Type a name and description for the policy, and specify the document components to encrypt.
Certificates must be current and have key usage that allows for encryption.
5 Determine how to enforce the policy:
• To create a policy that is associated with individual recipients, do not select Ask For Recipients When Applying This
Policy.
USING ACROBAT 9 STANDARD 219
Security
• To create a policy that is associated with individual documents, select Ask For Recipients When Applying This
Policy.
6 Select an encryption algorithm from the menu that is compatible with the recipients’ version of Acrobat, and click Next.
7 Do one of the following:
• If you selected Ask For Recipients When Applying This Policy, review the policy settings and then click Finish.
• If you did not select Ask For Recipients When Applying This Policy, specify recipients by selecting digital IDs
(including your digital ID). Then click Next.
8 Click Finish.
Creating policies for secure file attachments
You can add security to one or more documents by embedding them in an security envelope and sending it as an email
attachment. This method is especially useful if you want to send a secure file attachment without encrypting the files.
You can embed the documents as file attachments in a security envelope, encrypt the security envelope, and send it to
the recipients. When the recipients open the envelope, they can extract the file attachments and save them. The saved
files are identical to the original file attachments and are no longer encrypted when saved.
For example, when you send confidential documents, including non-PDF files, you only want the recipient to view the
documents. You can embed these documents as attachments in a security envelope, encrypt the security envelope, and
then email the envelope. Anyone can open the envelope, view its cover page, and even view a list of the contents of that
envelope. However, only the recipient can view the embedded attachments and extract them to read.
Embed file attachments in security envelopes for secure transit.
1 Click the Secure button
in the Tasks toolbar, and choose Create Security Envelope.
2 Click Add File To Send, select the documents you want to attach, and then click Open. Click Next.
3 Select an envelope template and click Next.
4 Select a delivery method, and click Next.
5 If an envelope policy has been created, select it or select New Policy, and then follow the steps to create a policy.
6 Review the information and click Finish.
7 For some policies, you are asked to type the information you want to be displayed on the envelope. Enter enough
information to allow recipients to know who sent the envelope.
8 Complete the security information (password, certificate, or policy).
9 When the envelope is displayed, type the names of the recipients, and then click either the Save or Mail icon in the
toolbar.
If you click the mail icon, your default mail program opens with the security envelope as an attachment. Type the email
addresses of the recipients, and send the email.
USING ACROBAT 9 STANDARD 220
Security
See also
“Apply security policies to PDFs” on page 220
Create a user security policy with Adobe LiveCycle Rights Management ES
If you have access to Adobe LiveCycle Rights Management ES, you can restrict document access and rights of
individuals registered with the server. When you create a user policy using Adobe LiveCycle Rights Management ES,
you’re redirected to the Adobe LiveCycle Rights Management ES web page.
1 Do one of the following:
• For a single PDF or a component PDF in a PDF Portfolio, open the PDF.
• For a PDF Portfolio, open the PDF Portfolio and choose View > Portfolio > Cover Sheet.
2 Choose Advanced > Security > Manage Security Policies.
3 Click New.
4 Select Use The Adobe LiveCycle Rights Management, and click Next.
5 On the Adobe LiveCycle Rights Management web page, click Policies, and then click New.
6 Type a name and description, set the validity period, and any other options.
7 Select the users or groups, set permissions for them, and click OK.
8 Specify the document components you want to encrypt, and whether you want a watermark.
9 When you’re done, click Save at the top of the page.
Apply security policies to PDFs
You can apply either an organization policy or a user policy to a PDF. To apply a server policy to a document, connect
to Adobe LiveCycle Rights Management ES. Adobe LiveCycle Rights Management security policies must be stored on
a server, but PDFs to which the policies are applied need not be. You can apply policies to PDFs using Acrobat, serverside batch sequences, or other applications, such as Microsoft Outlook.
Only the policy administrator can edit or remove organizational policies. For details on editing security policies, click
the Secure button in the Tasks toolbar, and choose Adobe LiveCycle Rights Management > Manage My Account. Then
click Help in the upper-right corner.
See also
“Securing documents with Adobe LiveCycle Rights Management ES” on page 216
Apply a security policy to a PDF
1 Do one of the following:
• For a single PDF or a component PDF in a PDF Portfolio, open the PDF.
• For a PDF Portfolio, open the PDF Portfolio and choose View > Portfolio > Cover Sheet.
2 If you are using a server policy, click the Secure button
in the Tasks toolbar. Then choose Adobe LiveCycle
Rights Management > Refresh Security Policies.
Refreshing security policies ensures that you get the most up-to-date server policies.
3 Choose Advanced > Security > Manage Security Policies. Select a policy, and then click Apply To Document.
In the Secure menu, you can identify organizational policies by the Enterprise Policy icon
Personal Policy icon
.
, and user policies by the
USING ACROBAT 9 STANDARD 221
Security
Apply a policy to attachments in Outlook
You can send different types of files as secure PDF attachments in Microsoft Outlook. This option is available only if
Adobe LiveCycle Rights Management ES is set up and available in Acrobat.
1 In Outlook, choose File > New > Mail Message.
2 In the toolbar, click the Attach As Secured Adobe PDF button
.
3 Select the file you want to attach by typing the file path or by clicking Browse.
4 Specify how you want to secure the document, and click OK.
The file is converted to PDF and encrypted using the security method you choose.
5 Complete the email message, and then click Send.
Remove a user security policy from a PDF
You can remove a security policy from a PDF if you have appropriate permissions. In general, a document owner can
remove a security policy from a PDF.
1 Do one of the following:
• For a single PDF or a component PDF in a PDF Portfolio, open the PDF.
• For a PDF Portfolio, open the PDF Portfolio and choose View > Portfolio > Cover Sheet.
2 Select Advanced > Security > Remove Security.
Export security settings
1 Choose Advanced > Security > Export Security Settings.
2 Choose which groups of settings you want to share and click OK.
3 Review and modify the security settings as needed, and then click Export.
4 Select the method to use to encrypt the security settings (if desired), and then click OK.
5 Certify the file.
Copy, edit, or delete a policy
1 Choose Advanced > Security > Manage Security Policies.
2 From the Show menu, choose whether you want to display all policies that you have access to, user policies that
you’ve created, or organizational policies.
3 Select a policy, and then use the options you want:
Note: Options to edit or delete organizational policies aren’t available unless you have administrator rights to Adobe
LiveCycle Rights Management ES. Changes to these policies can be made only on Adobe LiveCycle Rights Management
ES, which opens automatically when you select an option.
Copy Use to create a policy that’s based on the settings of an existing policy.
Edit Editing a user policy that is stored on a local computer affects only documents to which the policy is applied after
the policy is edited. For user policies stored on a server, you can edit the permission settings and other options. This
option isn’t available for organizational policies.
Delete This option usually is not available for organizational policies.
USING ACROBAT 9 STANDARD 222
Security
Favorite This option adds the selected policy to the Secure menu in the Tasks toolbar, and to the Advanced > Security
menu. You can apply the Favorite option to multiple policies. Use this option to make a policy easier to get to.
A star appears next to a favorite policy. (To remove a policy from the favorites, click Favorite again.)
Revoke a policy-protected PDF
To restrict access to a policy-protected PDF that you made available to a group of users, you can revoke the document.
1 Do one of the following:
• For a single PDF or a component PDF in a PDF Portfolio, open the PDF and log in to Adobe LiveCycle Rights
Management ES.
• For a PDF Portfolio, open the PDF Portfolio, log in to Adobe LiveCycle Rights Management, and choose View >
Portfolio > Cover Sheet.
2 Choose Advanced > Security > Adobe LiveCycle Rights Management > Revoke Document.
3 From the menu on the web page, choose an option that explains why you’re revoking the document or type a
message. If you’re replacing the revoked document, type the URL location of the new document.
4 Click OK to save your changes.
Creating or obtaining digital IDs
About digital IDs
Digital IDs include a private key that you safeguard and a public key (certificate) that you share.
A digital ID is like a driver’s license or passport. It proves your identity to people and institutions that you
communicate with electronically. A digital ID usually contains your name and email address, the name of the company
that issued your digital ID, a serial number, and an expiration date.
Digital IDs contain two keys: the public key locks, or encrypts, data; the private key unlocks, or decrypts, that data.
When you sign PDF documents, you use the private key to apply your digital signature. You distribute the certificate
that contains your public key and other identifying information to those who need to validate your signature, verify
your identity, or encrypt information for you. Only your private key can unlock information that was encrypted using
your certificate, so be sure to store your digital ID in a safe place.
USING ACROBAT 9 STANDARD 223
Security
You must have a digital ID to sign, certify, and apply certificate encryption to PDFs. You can get a digital ID from a
third-party provider, or you can create a self-signed digital ID. Self-signed digital IDs may be adequate for many
situations. However, to prove your identity in most business transactions, you may need a digital ID from a trusted
third-party provider, called a certificate authority. Because the certificate authority is responsible for verifying your
identity to others, choose one that is trusted by major companies doing business on the Internet. See the Adobe website
for information about Adobe security partners that offer digital IDs and other security solutions.
You can have multiple digital IDs that you use for different purposes, particularly if you sign documents in different
roles or using different certification methods. Digital IDs are usually password protected and can be stored on your
computer in PKCS #12 file format, on a smart card or hardware token, in the Windows certificate store, or on a signing
server (for roaming IDs). Acrobat includes a default signature handler that can access digital IDs from any of these
following locations. (You must register the digital ID in Acrobat for it to be available for use.)
See also
“Sharing certificates with others” on page 210
“Smart cards and hardware tokens” on page 224
Register a digital ID
Register your digital ID in Acrobat before you can use it. If you have a digital ID file that doesn’t appear in your list of
digital IDs, you can search for the missing digital ID file. Then, add it to the list. You can identify digital ID files by
their filename extensions. For PKCS #12 files, the extension is .pfx in Windows and .p12 in Mac OS. You need the
digital ID password (if any) to complete this task.
1 Do one of the following:
• In Acrobat, choose Advanced > Security Settings.
• In Reader, choose Document > Security Settings.
2 Select Digital IDs on the left.
3 Click the Add ID button
.
4 Select My Existing Digital ID From and choose one of the following options:
A File Select this option if you obtained a digital ID as an electronic file. Follow the prompts to select the digital ID file,
type your password, and add the digital ID to the list.
A Roaming Digital ID Stored On A Server Select this option to use a digital ID that’s stored on a signing server. When
prompted, type the server name and URL where the roaming ID is located.
A Device Connected To This Computer Select this option if you have a security token or hardware token connected to
your computer.
5 Click Next, and follow the onscreen instructions to register your digital ID.
Create a new digital ID
If you’re not using a third-party digital ID, you can create a self-signed digital ID. When you create a new digital ID,
it stores an encrypted private key for signing or decrypting documents and a public key contained in a certificate. Use
the certificate to validate signatures and encrypt documents.
1 Do one of the following:
• In Acrobat, choose Advanced > Security Settings.
USING ACROBAT 9 STANDARD 224
Security
• In Reader, choose Document > Security Settings.
2 Select Digital IDs on the left, and then click the Add ID button
.
3 Select A New Digital ID I Want To Create Now, and click Next.
4 Specify where to store the digital ID, and click Next.
New PKCS#12 Digital ID File Stores the information in a file that you can send to others. This file has a .pfx extension
in Windows and .p12 in Mac OS. The files can be used interchangeably between operating systems. If you move a file
from one operating system to another, Acrobat still recognizes it.
Windows Certificate Store (Windows only) Stores the digital ID where other Windows applications can also retrieve it.
5 Type a name, email address, and other personal information for your digital ID. When you certify or sign a
document, the name appears in the Signatures panel and in the Signature field.
6 (Optional) To use Unicode values for extended characters, select Enable Unicode Support, and then specify
Unicode values in the appropriate boxes.
7 Choose an option from the Key Algorithm menu. The 2048-bit RSA option offers more security than 1024-bit RSA,
but 1024-bit RSA is more universally compatible.
8 From the Use Digital ID For menu, choose whether you want to use the digital ID for signatures, data encryption,
or both. Click Finish.
You can export and send your certificate file to contacts who can use it to validate your signature.
Important: Make a backup copy of your digital ID file. If your digital ID file is lost or corrupted, or if you forget your
password, you cannot use that profile to add or validate signatures.
Set up a roaming ID account
A roaming ID is a digital ID that is stored on a server and can be downloaded—at the subscriber’s request—to the
roaming subscriber’s location. You must have a working Internet connection to access a roaming ID and an account
from an organization that supplies roaming digital IDs.
1 Do one of the following:
• In Acrobat, choose Advanced > Security Settings.
• In Reader, choose Document > Security Settings.
2 Expand Digital IDs on the left, select Roaming ID Accounts, and click Add Account.
3 Type the name and URL for the roaming ID server, and click Next.
4 Type the user name and password you’ve been assigned or follow the directions to create an account. Click Next,
and then click Finish.
5 Select your roaming ID to use it, or click Logout.
When you perform a task that uses your roaming ID, you’re automatically logged in to the roaming ID server if your
authentication assertion hasn’t expired.
Smart cards and hardware tokens
A smart card looks like a credit card and stores your digital ID on an embedded microprocessor chip. You can use the
digital ID on a smart card to sign and decrypt documents on devices that include a smart card reader.
USING ACROBAT 9 STANDARD 225
Security
Similarly, a security hardware token is a small, keychain-sized device that you can use to store digital IDs and
authentication data. You can access your digital ID by connecting the token to a USB port on your computer or mobile
device. Some smart card readers include a keypad for typing a personal identification number (PIN).
If you store your digital ID on a smart card or hardware token, specify that information when you sign or certify
documents.
See also
“Register a digital ID” on page 223
Specify the default digital ID
To avoid being prompted to select a digital ID each time your sign or certify a PDF, you can select a default digital ID.
1 Do one of the following:
• In Acrobat, choose Advanced > Security Settings.
• In Reader, choose Document > Security Settings.
2 Click Digital IDs on the left, and then select the digital ID you want to use as the default.
3 Click the Usage Options button
, and choose a task for which you want the digital ID as the default. To specify
the digital ID as the default for two tasks, click the Usage Options button again and select a second option.
A check mark appears next to selected options. If you select only the signing option, the Sign icon
appears next to
the digital ID. If you select only the encryption option, the Lock icon
appears. If you select only the certifying
option, or if you select the signing and certifying options, the Blue Ribbon icon
appears.
To clear a default digital ID, repeat these steps, and deselect the usage options you selected.
Change the password and timeout for a digital ID
Passwords and timeouts can be set for PKCS #12 IDs. If the PKCS #12 ID contains multiple IDs, configure the
password and timeout at the file level.
1 Do one of the following:
• In Acrobat, choose Advanced > Security Settings.
• In Reader, choose Document > Security Settings.
2 Expand Digital IDs on the left, select Digital ID Files, and then select a digital ID on the right.
3 Click the Change Password button. Type the old password and a new password. Confirm the new password, and
then click OK.
4 With the ID still selected, click the Password Timeout button.
5 Specify how often you want to be prompted for a password:
Always Prompts you each time you use the digital ID.
After Lets you specify an interval.
Once Per Session Prompts you once each time you open Acrobat.
Never You’re never prompted for a password.
6 Type the password, and click OK.
USING ACROBAT 9 STANDARD 226
Security
Delete your digital ID
When you delete a digital ID in Acrobat, you delete the actual PKCS #12 file that contains both the private key and the
certificate. Before you delete your digital ID, make sure that it isn’t in use by other programs or required by any
documents for decrypting.
Note: You can delete only self-signed digital IDs that you created in Acrobat.
1 Do one of the following:
• In Acrobat, choose Advanced > Security Settings.
• In Reader, choose Document > Security Settings.
2 Select Digital IDs on the left, and then select the digital ID to remove.
3 Click Remove ID, and then click OK.
See also
“Delete a certificate from trusted identities” on page 214
Protecting digital IDs
By protecting your digital IDs, you can prevent unauthorized use of your private keys for signing or decrypting
confidential documents. Make sure that you have a procedure in place in the event your digital ID is lost or stolen.
How to protect your digital IDs
When private keys are stored on hardware tokens, smart cards, and other hardware devices that are password- or PINprotected, use a strong password or PIN. Never divulge your password to others. If you must write down your
password, store it in a secure location. Contact your system administrator for guidelines on choosing a strong
password. Keep your password strong by following these rules: use eight or more characters; mix uppercase and
lowercase letters with numbers and special characters; choose a password that is difficult to guess or hack, but that you
can remember without having to write it down; do not use a correctly spelled word in any language, as they are subject
to “dictionary attacks” that can crack these passwords in minutes; change your password on a regular basis; contact
your system administrator for guidelines on choosing a strong password.
To protect private keys stored in P12/PFX files, use a strong password and set your password timeout options
appropriately. If using a P12 file to store private keys that you use for signing, use the default setting for password
timeout option so that your password is always required. If using your P12 file to store private keys that are used to
decrypt documents, make a backup copy of your private key or P12 file so that you can open encrypted documents if
you lose your keys.
The mechanisms used to protect private keys stored in the Windows certificate store vary depending on what company
has provided the storage. Contact the provider to determine how to back up and protect these keys from unauthorized
access. In general, use the strongest authentication mechanism available and create a strong password or PIN when
possible.
What to do if a digital ID is lost or stolen
If your digital ID was issued by a certificate authority, immediately notify the certificate authority and request the
revocation of your certificate. You should also stop using your private key.
If your digital ID was self-issued, destroy the private key and notify anyone to whom you sent the corresponding public
key (certificate).
USING ACROBAT 9 STANDARD 227
Security
Removing sensitive content
Preparing PDFs for distribution
Before you distribute a PDF, you may want to examine the document for sensitive content or private information that
can trace the document to you. Such information may be hidden or not immediately apparent. For example, if you
created the PDF, the document metadata likely lists your name as the author.
You may also want to remove content that can inadvertently change and modify the document’s appearance.
JavaScript, actions, and form fields are types of content that are subject to change. If your document doesn’t require
these items, remove them before you distribute the document. You can use the Examine Document command to find
and remove hidden content from a PDF.
Examine a PDF for hidden content
Use the Examine Document feature to find and remove content from a document that you don’t want, such as hidden
text, metadata, comments, and attachments.
If you want to examine every PDF for hidden content before you close it or send it in email, specify that option in the
Documents preferences using the Preferences dialog box.
1 Choose Document > Examine Document.
If items are found, they are listed in the Examine Document panel with a selected check box beside each item.
2 Make sure that the check boxes are selected only for the items that you want to remove from the document:
Metadata Metadata includes information about the document and its contents, such as the author’s name, keywords,
and copyright information, that can be used by search utilities. To view metadata, choose File > Properties.
File Attachments Files of any format can be attached to the PDF as an attachment. To view attachments, choose View
> Navigation Panel > Attachments.
Annotations And Comments This item includes all comments that were added to the PDF using the comment and
markup tools, including files attached as comments. To view comments, choose View > Navigation Panel >
Comments.
Form Fields This item includes form fields (including signature fields), and all actions and calculations associated with
form fields. If you remove this item, all form fields are flattened and can no longer be filled out, edited, or signed.
Hidden Text This item indicates text in the PDF that is either transparent, covered up by other content, or the same
color as the background. To view hidden text, click Preview. Click the double-arrow buttons to navigate pages that
contain hidden text, and select options to show hidden text, visible text, or both.
Hidden Layers PDFs can contain multiple layers that can be shown or hidden. Removing hidden layers removes these
layers from the PDF and flattens remaining layers into a single layer. To view layers, choose View > Navigation Panel
> Layers.
Bookmarks Bookmarks are links with representational text that open specific pages in the PDF. To view bookmarks,
choose View > Navigation Panel > Bookmarks.
Embedded Search Index An embedded search index speeds up searches in the file. To determine if the PDF contains
a search index, choose Advanced > Document Processing > Manage Embedded Index. Removing indexes decreases
file size but increases search time for the PDF.
Deleted Hidden Page And Image Content PDFs sometimes retain content that has been removed and which is no
longer visible, such as cropped or deleted pages, or deleted images.
USING ACROBAT 9 STANDARD 228
Security
3 Click Remove to delete selected items from the file, and click OK.
Note: When you remove checked items, additional items are automatically removed from the document: digital
signatures; document information added by third-party plug-ins and applications; and special features that enable Adobe
Reader users to review, sign, and fill in PDF documents.
4 Choose File > Save, and specify a filename and location. If you don’t want to overwrite the original file, save the file
to a different name, location, or both.
The selected content is permanently removed when you save the file. If you close the file without saving it, you must
repeat this process, making sure to save the file.
229
Chapter 9: Digital signatures
You use a digital signature much like a handwritten signature—to approve documents. A digital signature verifies your
identity and may include a photo, an image of your handwritten signature, or other personal details that you choose.
Document authors can attest to the contents of their documents by adding a certifying signature.
Digital signatures
About digital signatures
A digital signature, like a conventional handwritten signature, identifies the person signing a document. Unlike a
handwritten signature, a digital signature is difficult to forge because it contains encrypted information that is unique
to the signer and easily verified.
Most digital signatures are referred to as approval signatures. Signatures that certify an Adobe® PDF are called certifying
signatures. Only the first person to sign a PDF (most often, the author) can add a certifying signature. A certifying
signature attests to the contents of the document. It also allows the signer to specify the types of changes allowed for
the document to remain certified. Changes to the document are shown in the Signatures panel.
To sign a document, you must obtain a digital ID or create a self-signed digital ID in Adobe Acrobat®. The digital ID
contains a private key and a certificate (or public key). The private key is used to add the digital signature, and the
certificate that you share with people who use it to validate your signature.
When you apply a digital signature, Acrobat uses a hashing algorithm to generate a message digest, which it encrypts
using your private key. Acrobat embeds the encrypted message digest in the PDF, along with details from your
certificate, an image of your signature, and a version of the document at the time it was signed.
Note: For the latest information about digital signatures, choose Help > Online Support > Knowledgebase to open the
Adobe Acrobat support page on the Adobe website. Then search for “digital signatures.”
Digital signature in a PDF form
For articles on digital signatures, see these resources:
• Digital Signatures in PDF and Acrobat: www.acrobatusers.com/articles/2006/07/digital_signatures/index.php
• Migrating and Sharing Security Settings: www.adobe.com/devnet/acrobat/pdfs/sharing_security_settings_90.pdf
• Adobe Acrobat 9 Digital Signatures, Changes, and Improvements (PDF):
www.adobe.com/devnet/reader/articles/reader_compatibility.html
See also
“About digital IDs” on page 222
USING ACROBAT 9 STANDARD 230
Digital signatures
Create the signature appearance
You can set the appearance of your digital signature by selecting options in the Security section of the Preferences
dialog box. For example, you can include an image of your handwritten signature, a company logo, or a photograph.
You can also create alternate signature appearances that you use for different purposes. For some, you can provide a
greater level of detail.
A signature appearance can also include information that helps others verify your signature, such as reason for signing,
contact information, and more. Set these options by using the Preferences dialog box. By selecting these preferences,
you add options to the Sign Document dialog box that appears each time you sign a PDF:
A
B
Signature formats
A. Text signature B. Graphic signature
1 (Optional) If you want to include an image of your handwritten signature in the digital signature, scan your
signature, and save it as an image file. Place the image in a document by itself, and convert the document to PDF.
2 Right-click the signature field and select Sign Document or Certify With Visible Signature.
You can also create an appearance using the Security section of the Preferences dialog box. In the Appearance section,
select one of the available options or click New to create an appearance.
3 From the Appearance menu in the Sign dialog box, select Create New Appearance.
4 In the Configure Signature Appearance dialog box, type a title for the signature appearance. When you sign a
document, you select the signature appearance by its title, so use a short, descriptive title.
5 For Configure Graphic, choose an option:
No Graphic Displays only the default digital signature icon and other information specified in the Configure Text
section.
Imported Graphic Displays an image with your digital signature. Select this option to include an image of your
handwritten signature. To import the image file, click File, click Browse, and then select the image file.
Name Displays only the default digital signature icon and your name as it appears in your digital ID file.
6 For Configure Text, select the options that you want to appear in the signature. Distinguished Name shows the user
attributes defined in your digital ID, including your name, organization, and country.
7 For Text Properties, specify the writing direction and type of digits used, and then click OK.
8 (Optional) If the dialog box includes the Additional Signature Information section, specify the reason for signing the
document, the location, and your contact information. These options are only available if you selected them using
the Advanced Preferences section of the Preferences dialog box (Security > Advanced Preferences > Creation tab).
For more information, see Adobe Acrobat 9 Digital Signature Appearances (PDF) at
www.adobe.com/go/learn_acr_security_en.
USING ACROBAT 9 STANDARD 231
Digital signatures
See also
“Enable right-to-left languages” on page 52
Set signing preferences
1 Open the Preferences dialog box, and then select Security on the left.
2 Click Advanced Preferences, and then click the Creation tab.
3 (Optional) If you are planning to use a third party plug-in as your default signing method, make sure it is installed.
Choose the default method for signing documents.
4 Select any of the following:
Include Signature’s Revocation Status When Signing Embeds information about whether your certificate is valid or
has been revoked (required for signature validation). Selecting this option speeds the validation process by not having
to go online to determine whether the certificate has been revoked.
Show Reasons When Signing Adds your reason for signing to the signature field. When you sign a PDF, a menu
appears in the Sign Document dialog box. From this menu, you can select the option that best describes your reason
for signing the PDF.
Show Location And Contact Information When Signing Adds your location information to the signature field. Contact
information appears in the Signer tab of the Signature Properties dialog box. When you sign a PDF, text boxes appear
in the Sign Document dialog box where you can type this information.
Enable Reviewing Of Document Warnings Analyzes documents in a signing workflow for content that can change the
document appearance. It then provides an option in the Sign Document dialog box to review this content. Specify
Always, Never, or When Certifying A Document. Available options depend on the Prevent Signing Until Document
Warnings Are Reviewed setting.
Prevent Signing Until Document Warnings Are Reviewed Enable this option to require the signer to review document
warnings before signing or certifying a document. Specify Always, Never, or When Certifying A Document.
Add a timestamp to signatures
You can include the date and time you signed the document as part of your signature. Timestamps are easier to verify
when they’re associated with a timestamp authority’s trusted certificate. Including a timestamp helps to establish
exactly when you signed it and reduces the chances of an invalid signature. You can obtain a timestamp from a thirdparty timestamp authority or from the certificate authority that issued your digital ID. It is a good practice to include
a timestamp from a trusted source with a digital signature. This helps establish the time that the document was signed.
Timestamps appear in the signature field and in the Signature Properties dialog box. If a timestamp server is
configured, that timestamp appears in the Date/Time tab of the Signature Properties dialog box. If no timestamp server
is configured, the signatures field displays the local time of the computer at the moment of signing.
Configure a timestamp server
To configure a timestamp server, you need the server name and URL, a Forms Data Format (FDF) file that contains
the server settings, or a security settings file that contains the timestamp server information.
If you have a security settings file, install it and don’t use the following instructions for configuring a server. Make sure
that you obtained the security settings file from a source that you trust. Don’t install it without checking with your
system administration or IT department.
1 Do one of the following:
• In Acrobat, choose Advanced > Security Settings.
USING ACROBAT 9 STANDARD 232
Digital signatures
• In Reader, choose Document > Security Settings.
2 Select Time Stamp Servers on the left.
3 Do one of the following:
• If you have an FDF file with the timestamp server settings, click the Import button
. Select the FDF file, and click
Open.
• If you have a URL for the timestamp server, click the New button
. Type a name, and then type the server URL.
Specify whether the server requires a user name and password, and then click OK.
Set a timestamp server as the default
If you have two or more timestamp servers configured, you can set one of them as the default.
Note: Before you set a timestamp server as the default, you may want to check if the timestamp authorities charge a usage fee.
1 Do one of the following:
• In Acrobat, choose Advanced > Security Settings.
• In Reader, choose Document > Security Settings.
2 Select the timestamp server, and click the Set Default button
.
3 Click OK to confirm your selection.
About graphics tablet signatures
You can sign PDFs using graphics tablets and other input devices by using third-party software. Digital signature
providers, such as Silanis and the Communication Intelligence Corporation (CIC), provide this capability in an
Acrobat supported plug-in. These plug-ins may limit your access of certain encryption features in Acrobat. For more
information about third-party providers, visit the Adobe website.
Signing PDFs
Before you sign a PDF
You can expedite the signing process and optimize your results by making the following preparations in advance:
Note: Some situations require using particular digital IDs for signing. For example, a corporation or government agency
can require individuals to use only digital IDs issued by that agency to sign official documents. Find out about the digital
signature policies of your organization to determine the proper source of your digital ID.
• Obtain a digital ID, or create a self-signed digital ID in Acrobat.
Note: You cannot create self-signed digital IDs from within FIPS mode.
• Set the default signing method.
• Create an appearance for your digital signature. For information about creating an appearance, see “Create the
signature appearance” on page 230.
• Use Preview Document mode to suppress any dynamic content that can alter the appearance of the document and
mislead you into signing an unsuitable document. For information about using the Preview Document mode, see
“Sign in Preview Document mode” on page 234.
• Review all the pages in a document before you sign. Documents can contain signature fields on multiple pages.
USING ACROBAT 9 STANDARD 233
Digital signatures
See also
“About digital IDs” on page 222
Sign a PDF
You can sign a PDF to indicate your approval. A PDF can be signed more than once and by more than one person.
When you sign a document, your digital signature appears in the signature field. The appearance of the signature
depends on options you choose. The actual information for your digital signature is embedded in the PDF. Only PDFs
with Reader Rights enabled can be signed in Adobe Reader®.
The first person to sign a document (typically the document author) can add a certifying signature to restrict changes
to the document.
Sign a PDF
For best results, use Preview Document mode to add your signature. See “Sign in Preview Document mode” on page 234.
1 Click the signature field, or do one of the following:
• In Acrobat, choose Advanced > Sign & Certify > Sign Document.
• In Reader, choose Document > Sign > Sign Document.
• Click the Sign button
in the Tasks toolbar and choose Sign Document.
2 If the document doesn’t have any existing signature fields, you’re prompted to draw a signature field for your
signature.
3 If you haven’t specified a digital ID, you’re prompted to find or create a self-signed one.
Using self-signed certificates is not recommended for activities that require a high level of assurance about the identity
of the signer.
4 In the Sign Document dialog box, choose a digital ID from the Sign As menu. To create a new digital ID, select New ID.
5 To create an appearance for your signature or to use an existing appearance, use the Appearance menu. If you have
not created an appearance or you want to create one for this signature, choose Create New Appearance.
6 If the seed value and document rules allow locking, you can choose to Lock Document After Signing. If you select
this option, no further changes to any form fields or addition of visible signatures are allowed.
Note: The Lock Document After Signing option is not available if there are additional unsigned signature fields or if the
document is managed with Adobe LiveCycle® Workflow server.
7 If you selected advanced digital signature preferences, do any of the following based on the options you selected in
the Preferences dialog box:
For information about the advanced digital signature preferences, see “Create the signature appearance” on page 230.
• Choose a reason for signing the document.
• Type your location and contact information.
• Review any document warnings about content that may impact signing.
8 If your digital ID requires a password, type it in the Password box.
Note: Some digital IDs are configured to ask for a password or other user authentication after you click the Sign button.
USING ACROBAT 9 STANDARD 234
Digital signatures
9 Click Sign, and specify a filename for saving the signed document, and click Save. It is a good idea to save it as a
different file so that you can keep the original unsigned document. If you are signing from within Reader, use the
Submit button to submit the signed document to a server after it is signed.
Sign in Preview Document mode
For best results, use the Preview Document feature when you sign documents. This feature analyzes the document for
content that may alter the appearance of the document. It then suppresses that content, allowing you to view and sign
the document in a static and secure state.
The Preview Document feature can help you find out if the document contains any dynamic content or external
dependencies. It can also help you find out if the document contains any constructs such as form fields, multimedia,
or JavaScript that could affect its appearance. After reviewing the report, you can contact the author of the document
about the problems listed in the report.
You can also use Preview Document mode outside a signing workflow to check the integrity of a document.
Sign a PDF in Preview Document mode
1 Open the Preferences dialog box, and select Security on the left.
2 Select View Documents In Preview Document Mode When Signing, and click OK.
3 In the PDF, click the signature field, or click the Sign button in the Tasks toolbar and choose Sign Document.
The document message bar appears with the compliance status and options.
4 (Optional) Click View Report in the document message bar (if available) and select each item in the list to show
details. When you’re done, close the PDF Signature Report dialog box.
5 If you’re satisfied with the compliance status of the document, click Sign Document in the document message bar,
and add your digital signature.
6 Save the PDF using a different name than the original, and close the document without making any further changes.
Before you certify a PDF
Document authors can improve document integrity and ensure that their documents remain certified by addressing
the following issues before they certify PDFs:
• Disable or remove content that could modify the document or compromise its integrity, such as JavaScripts,
actions, or embedded media.
• Certify or sign a PDF only after you make final changes to it. If you make changes or resave the PDF after you sign
it, you may compromise the validity of your signature or the document’s certified status.
See also
“Examine a PDF for hidden content” on page 227
Certify a PDF
When you certify a PDF, you indicate that you approve of its contents. You also specify the types of changes that are
permitted for the document to remain certified. For example, suppose that a government agency creates a form with
signature fields. When the form is complete, the agency certifies the document, allowing users to change only form
fields and sign the document. Users can fill in the form and sign the document, but if they remove pages or add
comments, the document doesn’t retain its certified status.
USING ACROBAT 9 STANDARD 235
Digital signatures
You can apply a certifying signature only if the PDF doesn’t already contain any other signatures. Certifying signatures
in the Signatures panel indicates a valid certifying signature. A digital
can be visible or invisible. A blue ribbon icon
ID is required to add the certifying digital signature.
1 Click the Sign button
in the Tasks toolbar and choose one of the following options:
• Certify With Visible Signature.
• Certify Without Visible Signature. If you choose this option, your signature appears only in the Signatures panel.
2 Click OK in the Save As Certified Document dialog box.
If you are certifying with Visible signatures, you can place the signature in an existing signature field or create a field
for the signature. Follow the directions in the prompts to choose a location.
3 If you’re adding a visible signature, draw the signature field on the page.
Note: If you enabled View Documents In Preview Document Mode When Signing in the Security Preferences, click Sign
Document in the document message bar.
4 Follow the on-screen instructions to select a digital ID, if prompted.
Specify a default ID to avoid being prompted each time you sign a PDF.
5 In the Certify Document dialog box, specify the permitted changes, type your password or PIN for your digital ID,
and then click Sign.
Note: Some digital IDs are configured to ask for a password or other user authentication after you click the Sign button.
6 Save the PDF using a different filename than the original file, and then close the document without making
additional changes. It is a good idea to save it as a different file so that you can keep the original unsigned document.
See also
“Specify the default digital ID” on page 225
“About digital signatures” on page 229
Clear or remove a digital signature
❖ Do one of the following:
• To remove a signature, right-click the signature field and choose Clear Signature.
• To remove all signatures in a PDF, choose Clear All Signature Fields from the Options menu in the Signatures
panel.
You cannot remove a signature unless you are the one who placed it and you have the digital ID for signing it installed.
To delete the signature field in Acrobat, choose Tools > Advanced Editing > Select Object Tool, select the signature
field, and press the Delete key.
Customizing signature properties using seed values
Seed values offer additional control to document authors by letting them specify which choices a user can make when
signing a document. By applying seed values to signature fields in unsigned PDFs, authors can customize options, and
automate tasks. They can also specify signature requirements for items such as certificates and timestamp servers. For
more information about customizing signatures using seed values, see the Digital Signature User Guide (PDF) available
at www.adobe.com/go/learn_acr_security_en.
USING ACROBAT 9 STANDARD 236
Digital signatures
Validating signatures
Checking the validity of a signature
When signatures are validated, an icon appears in the document message bar to indicate the signature status. Further
details about the status appear in the Signatures panel and in the Signature Properties dialog box.
Third-party signature handlers can provide alternate methods of validating signatures. Check that the documentation
included with your third-party digital ID.
Important: To ensure that signatures are valid when you open a PDF and that all verification details appear with the
signature, set your verification preferences in advance. See “Set signature verification preferences” on page 237).
If the signature status is unknown or unverified, validate the signature manually to determine the problem and
possible solution. If the signature status is invalid, contact the signer about the problem.
For more information about signature warnings and valid and invalid signatures, see the Digital Signature User Guide
(PDF) at www.adobe.com/go/learn_acr_security_en.
See also
“Verify information on a certificate” on page 213
“Get certificates from other users” on page 211
Validate a signature manually
You can assess the validity of a digital signature by checking the signature properties.
1 Set your signature verification preferences. For more information, see “Set signature verification preferences” on
page 237.
2 Open the PDF containing the signature, right-click the signature, and then choose Validate Signature. The
Signature Validation Status describes the validity of the signature.
3 Click Signature Properties, and do the following:
• If the status is unknown, click the Signer tab, and then click Show Certificate to view the details of the certificate. If
you’re working with self-signed digital IDs, confirm that the certificate details are valid. If the certificate isn’t valid,
request a valid certificate from the signer. Click OK.
• Click the Date/Time tab to verify the timestamp, if needed.
• Click the Legal tab to learn more about the legal restrictions of the signature. In the Legal tab, click View Document
Integrity Properties to check if it contains items that could alter its appearance.
If the document was modified after it was signed, check the signed version of the document and compare it to the
current version.
See also
“Validate a timestamp certificate” on page 238
“Sign in Preview Document mode” on page 234
“View previous versions of a signed document” on page 238
USING ACROBAT 9 STANDARD 237
Digital signatures
Set signature verification preferences
1 Open the Preferences dialog box, and select Security on the left.
2 To automatically validate all signatures in a PDF when you open the document, select Verify Signatures When The
Document Is Opened. This option is enabled by default.
3 Click Advanced Preferences, and then click the Verification tab.
4 Choose the following options:
When Verifying These options specify methods that determine which plug-in to choose when verifying a signature.
The appropriate plug-in is often selected automatically. Contact your system administrator about specific plug-in
requirements for validating signatures.
Require Certificate Revocation Checking To Succeed Whenever Possible During Signature Verification Select this
option to check certificates against a list of excluded certificates during validation. If this option isn’t selected, the
revocation status for approval signatures is ignored. The revocation status is always checked for certifying signatures.
Verify Signatures Using Select an option to specify how to check the digital signature for validity. You can check by
the current time, by the time set by a timestamp server when the signature was signed, or by the time the signature was
created.
5 (Windows only) Click the Windows Integration tab, and specify whether you can import identities from the
Windows Certificates feature into the list of trusted identities. In addition, specify whether to trust all root
certificates in the Windows Certificates feature when validating signatures and when validating certified
documents. Selecting these options can compromise security.
Note: It is not recommended to trust all root certificates in the Windows Certificate feature. Many certificates that are
distributed with Windows are designed for purposes other than establishing trusted identities.
Signatures panel overview
The Signatures panel displays information about each signature in the current document and the change history of the
document since the first signature. Each signature has an icon identifying its verification status. Verification details are
listed beneath each signature and can be viewed by expanding the signature. The Signatures panel also provides
information about the time the document was signed, and trust and signer details.
Verify signatures in the Signatures panel.
Display the Signatures panel
❖ Choose View > Navigation Panels > Signatures, or click the Signature Panel button in the document message bar.
You can right-click a signature field in the Signatures panel to do most signature-related tasks, including adding,
clearing, and validating signatures. In some cases, however, the signature field becomes locked after you sign it.
USING ACROBAT 9 STANDARD 238
Digital signatures
Validate a timestamp certificate
Review the Validity summary section of the Signature Properties dialog box for the validity status of a timestamp
certificate. The summary might display one of the following messages:
Signature date/time are from the clock on the signer's computer The time is based on the local time on the signer’s
computer.
Signature is timestamped The signer used a timestamp server and your settings indicate that you have a trust
relationship with that timestamp server.
Signature is timestamped but the timestamp could not be verified You may need to establish a trust relationship with
the timestamp server. You can establish a trust relationship using the following instruction, but first you need to make
sure you are familiar with the timestamp server and trust it. Check with your system administrator.
To validate a signature that contains a timestamp, you must obtain the certificate for the timestamp server and add it
to your list of trusted identities. Otherwise, the timestamp appears as unverified, and you must validate the timestamp
manually.
1 Click the Signatures button
options menu
in the navigation pane, select the signature, and choose Validate Signature from the
.
2 Click the Signature Properties button in the Signature Validation Status dialog box.
3 In the Signature Properties dialog box, click the Date/Time tab to view the timestamp authority, and then click the
Show Certificate button. (This button appears in the Date/Time tab only if the signer used a timestamp server.)
4 In the Certificate Viewer, click the Trust tab to determine if the timestamp certificate is trusted. If it isn’t trusted
but you do trust it, click Add To Trusted Identities. If a certificate for the timestamp server isn’t listed, request one
from the signer.
See also
“Securing documents with certificates” on page 208
View previous versions of a signed document
Each time a document is signed, a signed version of the PDF is saved with the PDF. Each version is saved as appendonly and the original cannot be modified. All signatures and their corresponding versions can be accessed from the
Signatures panel.
1 In the Signatures panel, select and expand the signature, and choose View Signed Version from the option menu
The previous version opens in a new PDF, with the version information and the name of the signer in the title bar.
2 To return to the original document, choose the document name from the Window menu.
Compare versions of a signed document
After a document is signed, you can display a list of the changes made to the document after the last version.
1 In the Signatures panel, select the signature.
2 Choose Compare Signed Version To Current Version from the Option menu
3 When you’re done, close the temporary document.
.
.
239
Chapter 10: Accessibility, tags, and reflow
Accessibility features assist people with disabilities—such as mobility impairments, blindness, and low vision—in their
use of Adobe® Acrobat® 9 Standard and Adobe PDFs.
Accessibility features
About accessibility features
A document or application is accessible if it can be used by people with disabilities—such as mobility impairments,
blindness, and low vision. Accessibility features in Adobe Acrobat, Adobe Reader®, and Adobe Portable Document
Format (PDF) enable people with disabilities to use PDF documents, with or without screen readers, screen
magnifiers, and braille printers.
Making PDFs accessible tends to benefit all users. For example, the document structure that enables a screen reader to
read a PDF out loud also enables a mobile device to reflow and display the document on a small screen. Similarly, the
preset tab order of an accessible PDF form helps all users—not just users with mobility impairments—fill the form
more easily.
Accessibility features in Acrobat and Reader fall into two broad categories: features to make the reading of PDF
documents more accessible and features to create accessible PDF documents. To create accessible PDF documents, use
Acrobat, not Reader.
Features for accessible reading of PDFs
• Preferences and commands to optimize output for assistive software and devices, such as saving as accessible text
for a braille printer
• Preferences and commands to make navigation of PDFs more accessible, such as automatic scrolling and opening
PDFs to the last page read
• Accessibility Setup Assistant for easy setting of most preferences related to accessibility
• Keyboard alternates to mouse actions
• Reflow capability to display PDF text in large type and to temporarily present a multicolumn PDF in a single, easyto-read column.
• Read Out Loud text-to-speech conversion
• Support for screen readers and screen magnifiers
Features for creating accessible PDFs
• Creation of tagged PDFs from authoring applications
• Conversion of untagged PDFs to tagged PDFs
• Security setting that allows screen readers to access text while preventing users from copying, printing, editing, and
extracting text
• Ability to add text to scanned pages to improve accessibility
USING ACROBAT 9 STANDARD 240
Accessibility, tags, and reflow
Acrobat Standard provides some functionality for making existing PDFs accessible. Acrobat Pro and Acrobat Pro
Extended enable you to perform tasks—such as editing reading order or editing document structure tags—that are
necessary to make some PDF documents and forms accessible.
For more information about accessibility features, see these online resources:
• Acrobat 9 accessibility, overview, new features, and FAQ: www.adobe.com/accessibility/products/acrobat/
• Information and news about accessibility in Adobe products: blogs.adobe.com/accessibility/pdf/
• Creating accessible PDF documents: www.adobe.com/accessibility
• General accessibility tips: acrobatusers.com/forums/aucbb/
About accessible PDFs
Accessible PDFs have the following characteristics.
Searchable text
A document that consists of scanned images of text is inherently inaccessible because the content of the document is
images, not searchable text. Assistive software cannot read or extract the words, users cannot select or edit the text, and
you cannot manipulate the PDF for accessibility. Convert the scanned images of text to searchable text using optical
character recognition (OCR) before you can use other accessibility features with the document.
Fonts that allow characters to be extracted to text
The fonts in an accessible PDF must contain enough information for Acrobat to extract all of the characters to text for
purposes other than displaying text on the screen. Acrobat extracts characters to Unicode text when you read a PDF
with a screen reader or the Read Out Loud feature. Acrobat also extracts characters to Unicode when you save as text
for a braille printer. This extraction fails if Acrobat cannot determine how to map the font to Unicode characters.
Reading order and document structure tags
To read a document’s text and present it in a way that makes sense to the user, a screen reader or other text-to-speech
tool requires a structured document. Document structure tags in a PDF define the reading order and identify headings,
paragraphs, sections, tables, and other page elements.
Interactive form fields
Some PDFs contain forms that a person is to fill out using a computer. To be accessible, form fields must be
interactive—meaning that a user must be able to enter values into the form fields.
Navigational aids
Navigational aids in a PDF—such as links, bookmarks, headings, a table of contents, and a preset tab order for form
fields—assist all users in understanding the document without reading completely through it. Bookmarks are
especially useful and can be created from document headings.
Document language
Specifying the document language in a PDF enables some screen readers to switch to the appropriate language.
Security that doesn’t interfere with assistive software
Some authors of PDFs restrict users from printing, copying, extracting, adding comments to, or editing text. The text
of an accessible PDF must be available to a screen reader. You can use Acrobat to ensure that security settings don’t
interfere with the ability of the screen reader to convert the on-screen text to speech.
USING ACROBAT 9 STANDARD 241
Accessibility, tags, and reflow
For more information about PDF accessibility, see www.webaim.org/techniques/acrobat/.
See also
“Recognize text in scanned documents” on page 61
“Set the document language” on page 253
“Prevent security settings from interfering with screen readers” on page 254
“Keys for accessibility” on page 346
About tags, accessibility, reading order, and reflow
PDF tags are similar in many ways to XML tags. PDF tags indicate document structure: which text is a heading, which
content makes up a section, which text is a bookmark, and so on. A logical structure tree of tags represents the
organizational structure of the document. Thus tags can indicate the precise reading order and improve navigation—
particularly for longer, more complex documents—without changing the appearance of the PDF.
Assistive software determines how to present and interpret the content of the document by using the logical structure
tree. Most assistive software depends on document structure tags to determine the appropriate reading order of text
and to convey the meaning of images and other content in an alternate format, such as sound. An untagged document
does not have structure information, and Acrobat must infer a structure based on the Reading Order preference
setting. This situation often results in page items being read in the wrong order or not at all.
Reflowing a document for viewing on the small screen of a mobile device relies on these same document structure tags.
Often, Acrobat tags PDFs when you create them. To determine whether a PDF contains tags, choose File > Properties,
and look at the Tagged PDF value in the Advanced pane of the Description tab.
See also
“Reading PDFs with reflow and accessibility features” on page 243
“Accessibility preferences” on page 243
“Creating accessible PDFs” on page 250
“Making existing PDFs accessible” on page 253
Checking the accessibility of PDFs
About accessibility checkers
Of course, the best way to test the accessibility of a document is to attempt to use the document with the tools that your
readers will use. However, even if you don’t have a screen reader or braille printer, you can still use any of several
methods provided by Acrobat for checking the accessibility of a PDF.
• Use Quick Check to check for document structure tags, searchable text, and appropriate security settings for
accessibility. This method is often the best way to check for accessibility before attempting to use a PDF.
• Use Reflow view to quickly check reading order.
• Use Read Out Loud to experience the document as it will be experienced by readers who use this text-to-speech
conversion tool.
USING ACROBAT 9 STANDARD 242
Accessibility, tags, and reflow
• Save the document as accessible text and then read the saved text file in a word-processing application to experience
the document as it will be experienced by readers who use a braille printer.
Note: The accessibility checker tools can help to identify areas of documents that may be in conflict with the Adobe
interpretation of the accessibility guidelines referenced in the application and its documentation. However, these tools
don’t check documents against all accessibility criteria, including those in such referenced guidelines, and Adobe doesn’t
warrant that documents comply with any specific guidelines or regulations.
See also
“Reading a PDF with a screen reader” on page 248
“Reflow a PDF” on page 247
“Read a PDF with Read Out Loud” on page 248
“Save as accessible text for a braille printer” on page 247
Check accessibility with Quick Check
Use Quick Check to examine a PDF to see if it has searchable text, document structure tags, and appropriate security
settings to make it accessible.
❖ Choose Advanced > Accessibility > Quick Check.
If the document is unstructured, a message may appear, suggesting that you change reading order preferences.
See also
“Setting accessibility preferences” on page 243
Accessibility Quick Check results
“This document has logical structure but it is not a Tagged PDF. Some accessibility information may be missing.”
Quick Check has found an underlying document structure in the document, so Acrobat will use the available
document structure to control the reading order, rather than analyzing the document itself. However, this untagged
document structure might be incomplete or unreliable, so assistive software and the accessibility features in Acrobat
(such as the Read Out Loud and the Save As Text features) may not read the page properly. If the reading order of the
page seems to be wrong, select Override The Reading Order In Tagged Documents in the Reading panel of the
Preferences dialog box.
“This document is not structured, so the reading order may not be correct. Try different reading orders using the
Reading Preferences panel.” Quick Check has found no underlying document structure that Acrobat can use for
reading order. Acrobat will analyze the reading order of the document using the current analysis method set in the
Reading Order preference, but this PDF might not be read correctly by screen readers. If the reading order seems
wrong, select a different option for Reading Order in the Reading panel of the Preferences dialog box.
“No accessibility problems were detected in this quick check. Choose the Full Check command to check more
thoroughly.” Quick Check has found that the PDF contains searchable text, is tagged, has an underlying document
structure, and has no security settings that prohibit access for screen readers. To check for other types of accessibility
problems that may be present in the PDF, use Full Check.
“This document’s security settings prevent access by screen readers.” Quick Check has found that the PDF has
security settings that interfere with screen readers’ ability to extract text for conversion to speech. You may be able to
use a screen reader with this document if your assistive technology product is registered with Adobe as a Trusted
Agent. Contact your assistive technology product vendor.
USING ACROBAT 9 STANDARD 243
Accessibility, tags, and reflow
“This document appears to contain no text. It may be a scanned image.” Quick Check has found that the PDF
contains no searchable text, probably because the document consists entirely of one or more scanned images. This
means that screen readers, Read Out Loud, Reflow view, and most other accessibility features—which rely on text as
input—will not work with this document.
Reading PDFs with reflow and accessibility features
Setting accessibility preferences
Acrobat provides several preferences that help make the reading of PDFs more accessible for visually impaired and
motion-impaired users. These preferences control how PDFs appear on the screen and how they are read by a screen
reader.
Most preferences related to accessibility are available through the Accessibility Setup Assistant, which provides onscreen instructions for setting these preferences. Some preferences that affect accessibility aren’t available through the
Accessibility Setup Assistant including preferences in the Reading, Forms, and Multimedia categories. You can set all
preferences in the Preferences dialog box.
The names shown for some preferences in the Accessibility Setup Assistant are different from the names for the same
preferences shown in the Preferences dialog box. Acrobat Help uses the names shown in the Preferences dialog box.
For more information about accessibility features, see www.adobe.com/accessibility.
Set accessibility preferences with the Accessibility Setup Assistant
1 Start the Accessibility Setup Assistant by doing one of the following:
• Choose Advanced > Accessibility > Setup Assistant.
• (Windows only) Start Acrobat for the first time while a screen reader or screen magnifier is running.
2 Choose the option that is appropriate for your assistive software and devices.
The assistant presents only preferences that are appropriate for your assistive software and devices, according to the
option that you choose.
3 Follow the on-screen instructions. If you click Cancel at any point, Acrobat uses default settings for the preferences
set by the assistant (not recommended).
Set accessibility preferences with the Preferences dialog box
❖ Set preferences as appropriate for your assistive software and devices in various panels of the Preferences dialog box.
Accessibility preferences
Accessibility preferences in Accessibility panel
Replace Document Colors When this preference is selected, you can choose from a list of contrasting color
combinations for text and background, or you can create your own. These settings correspond to the Use High
Contrast Colors For Document Text option in the Accessibility Setup Assistant.
Always Use Page Layout Style Corresponds to the Override Page Layout Style option in the Accessibility Setup
Assistant.
Always Use Zoom Setting Corresponds to the Override Document Zoom option in the Accessibility Setup Assistant.
USING ACROBAT 9 STANDARD 244
Accessibility, tags, and reflow
Use Document Structure For Tab Order When No Explicit Tab Order Is Specified Improves navigation of form fields
and links in documents that don’t specify a tab order.
Always Display The Keyboard Selection Cursor Select this option if you use a screen magnifier. This preference
corresponds to the Always Display The Keyboard Selection Cursor option in the Accessibility Setup Assistant.
Always Use The System Selection Color When selected, the default selection color (blue) is overridden with a color
that the system specifies.
Always Show Portfolios In Platform Control When selected, shows PDF Portfolio components in a platform control
arrangement, which is more accessible.
Accessibility preferences in Documents panel
Automatically Save Document Changes To Temporary File When deselected, this preference disables the auto-save
action. Each time a PDF is saved, the screen reader or magnifier must reload the document. This preference
corresponds to the Disable Document Auto-Save option in the Accessibility Setup Assistant.
Accessibility preferences in Forms panel
Fields Highlight Color and Required Fields Highlight Color These preferences specify what colors will be used to
highlight fillable form fields. They correspond to the Field Highlight Color and Required Field Highlight Color options
in the Accessibility Setup Assistant.
Auto-Complete Enables Acrobat to automatically offer to complete some entries in form fields so that filling form
fields requires fewer keystrokes. This preference doesn’t correspond to an option in the Accessibility Setup Assistant.
Accessibility preferences in Internet panel
Display PDF In Browser Causes PDFs linked to from web pages to open in the web browser instead of a separate
Acrobat window. Deselect this preference for greater control when navigating a document in a screen reader. This
preference corresponds to the Display PDF Documents In The Web Browser option in the Accessibility Setup
Assistant.
Accessibility preferences in Multimedia panel
• Show Subtitles When Available
• Play Dubbed Audio When Available
• Show Supplemental Text Captions When Available
• Show Audio Description (Or Video Description, Or Descriptive Video) When Available
These preferences don’t correspond to any options in the Accessibility Setup Assistant.
Accessibility preferences in Page Display panel
Zoom Sets the on-screen magnification of documents and allows low-vision readers to read reflowed PDFs more
easily. This preference corresponds to the Override Document Zoom option in the Accessibility Setup Assistant.
Smooth Text Controls anti-aliasing of text. To disable smoothing of text and make text sharper and easier to read with
a screen magnifier, choose None. This preference corresponds to the Disable Text Smoothing option in the
Accessibility Setup Assistant.
USING ACROBAT 9 STANDARD 245
Accessibility, tags, and reflow
Accessibility preferences in Reading panel
Reading Order Specifies the reading order of documents. The reading order preferences also appear in the
Accessibility Setup Assistant.
• Infer Reading Order From Document (Recommended) Interprets the reading order of untagged documents by
using an advanced method of structure-inference layout analysis.
• Left-To-Right, Top-To-Bottom Reading Order Delivers the text according to its placement on the page, reading
from left to right and then top to bottom. This method is faster than Infer Reading Order From Document. This
method analyzes text only; form fields are ignored and tables aren’t recognized as such.
• Use Reading Order In Raw Print Stream Delivers text in the order in which it was recorded in the print stream. This
method is faster than Infer Reading Order From Document. This method analyzes text only; form fields are ignored
and tables aren’t recognized as such.
Override The Reading Order In Tagged Documents Uses the reading order specified in the Reading preferences
instead of that specified by the tag structure of the document. Use this preference only when you encounter problems
in poorly tagged PDFs. This preference corresponds to the Override The Reading Order In Tagged Documents option
in the Accessibility Setup Assistant.
Page Vs Document This preference determines how much of a document is delivered to a screen reader at a time. If a
PDF isn’t tagged, Acrobat may analyze the document and attempt to infer its structure and reading order, which can
take a long time for a long document. You may want to set Acrobat to deliver only the currently visible page so that it
analyzes only a small piece of the document at a time. This consideration will vary depending on the size and
complexity of the document and on the features of the screen reader. When Acrobat delivers information to a screen
reader, screen magnifier, or other assistive software, it loads information into a memory buffer that is directly available
to the assistive software. The amount of information that is delivered to the memory buffer can affect how long
Acrobat takes to perform tasks, such as opening the document, advancing to the next page, changing views, and
carrying out commands.
• Only Read The Currently Visible Pages This option is usually best when you use a screen magnifier. It improves
performance by eliminating the need for the software to process parts of the document that aren’t visible. When
Acrobat sends only the currently visible pages of a PDF to the memory buffer, the assistive technology has access to
those pages only. It cannot go to another page until the next page is visible and Acrobat has sent the page information
to the memory buffer. Therefore, if this option is selected, you must use the navigation features of Acrobat, not those
of the assistive technology, to navigate from page to page in the document. You should also set the Default Page Layout
option in preferences to Single Page if you choose to have Acrobat send only the currently visible pages to the assistive
technology. Because Acrobat sends page information about all visible pages, the assistive technology receives
information about pages that may be only partially visible (such as the bottom of one page or the top of the next), as
well as those pages that are completely visible. If you use a page display setting other than Single Page, such as
Continuous, and then you display the next page, the technology may not correctly track which portion of a previous
page it has already read aloud. For instructions on setting the default page layout to Single Page, see “Preferences for
viewing PDFs” on page 32.
This option corresponds to the Only Read The Currently Visible Pages option in the Accessibility Setup Assistant.
• Read The Entire Document This option can be best if you use a screen reader that has its own navigation and search
tools and that is more familiar to you than the tools in Acrobat. This option corresponds to the Read The Entire
Document At Once option in the Accessibility Setup Assistant.
• For Large Documents, Only Read The Currently Visible Pages This option is selected by default and is usually best
if you use a screen reader with long or complex PDFs. It allows Acrobat to deliver an entire small document but revert
to page-by-page delivery for large documents. This preference corresponds to the For Large Documents, Only Read
The Currently Visible Pages option in the Accessibility Setup Assistant.
USING ACROBAT 9 STANDARD 246
Accessibility, tags, and reflow
Confirm Before Tagging Documents When selected, lets the user confirm the options that will be used before Acrobat
prepares an untagged document for reading. Tagging can be a time-consuming procedure, especially for larger
documents. This preference corresponds to the Confirm Before Tagging Documents option in the Accessibility Setup
Assistant.
Read Out Loud Options Set preferences in this section to control volume, speed, and pitch of the voice used for Read
Out Loud. You can choose to use the default voice or any of the voices provided by your operating system. You can
also use the up and down arrows to read blocks of text. These preferences do not have corresponding options in the
Accessibility Setup Assistant.
Navigate and control the application with the keyboard
You can navigate by using the keyboard instead of the mouse. Several keyboard access features are available in Mac
OS; see the documentation for your operating system for details. In Windows, some of the keyboard shortcuts used to
navigate in Acrobat differ from the keyboard shortcuts used in other Windows applications.
When you open Acrobat within a web browser, keyboard commands are mapped to the web browser first.
Consequently, some keyboard shortcuts are not available in Acrobat or are available only after you shift the focus to
the PDF.
For information about accessibility features, see www.adobe.com/accessibility.
See also
“Keys for navigating a PDF” on page 343
“Keys for selecting tools” on page 342
“Keys for working with comments” on page 342
“Keys for general navigating” on page 344
“Keys for working with navigation panels” on page 344
“Keys for navigating the Help window” on page 345
“Keys for accessibility” on page 346
Enable single-key accelerators
You can select some tools and perform some actions with single-key accelerators. Most keyboard shortcuts in Acrobat
don’t require that you enable single-key accelerators.
❖ In the Preferences dialog box under Categories, select General, and then select Use Single-Key Accelerators To
Access Tools.
Note: Some screen readers do not work with Acrobat single-key accelerators.
Scroll automatically
The automatic scrolling feature makes it easier to scan through long PDFs, especially reflowed documents. You can
scroll through pages without using keystrokes or mouse actions.
1 Choose View > Automatically Scroll.
2 Do any of the following:
• To change the scrolling speed to a specific speed, press a number key (9 for fastest, 0 for slowest).
USING ACROBAT 9 STANDARD 247
Accessibility, tags, and reflow
• To increase or decrease the scrolling speed, press the Up Arrow or Down Arrow key, depending on the direction
of scrolling.
• To reverse the direction of scrolling, press the minus sign (-) key.
• To jump to the next or previous page, press the Left Arrow or Right Arrow key.
To stop automatic scrolling, press Esc or choose View > Automatically Scroll again.
Save as accessible text for a braille printer
Note: This document uses the term “braille printer” to refer to any device that is used to convert accessible text to a form
that can be used by a person with blindness or low vision.
You can save a PDF as accessible text to print on a braille printer. Accessible text can be imported and printed out as
formatted grade 1 or 2 braille documents by using a braille translation application. See the documentation included
with the braille translator for more information.
A text version of a PDF contains no images or multimedia objects, although the text version of an accessible PDF
contains alternate text descriptions for such objects if they have been provided.
1 Choose File > Save As.
2 Choose Text (Accessible) from the Save As Type (Windows) or Format (Mac OS) menu.
In Acrobat, if you are saving the file for further braille processing, you can also choose .doc or .rtf.
Reflow a PDF
You can reflow a PDF to temporarily present it as a single column that is the width of the document pane. This reflow
view can make the document easier to read on a mobile device or magnified on a standard monitor, without scrolling
horizontally to read the text.
You cannot save, edit, or print a document while it is in Reflow view.
In most cases, only readable text appears in the reflow view. Text that doesn’t reflow includes forms, comments, digital
signature fields, and page artifacts, such as page numbers, headers, and footers. Pages that contain both readable text
and form or digital signature fields don’t reflow. Vertical text reflows horizontally.
Acrobat temporarily tags an untagged document before reflowing it. As an author, you can optimize your PDFs for
reflow by tagging them yourself. Tagging ensures that text blocks reflow and that content follows the appropriate
sequences, so readers can follow a story that spans different pages and columns without other stories interrupting the
flow.
To quickly check the reading order of a document, view it in Reflow view.
USING ACROBAT 9 STANDARD 248
Accessibility, tags, and reflow
Headings and columns (left) reflow in a logical reading order (right).
Reflow a tagged PDF
❖ Choose View > Zoom > Reflow.
If the Page Display setting is Two-Up before you choose Reflow view, the Page Display setting automatically becomes
Single Page when the document is reflowed. If the Page Display setting is Two-Up Continuous before you choose
Reflow view, the Page Display setting automatically becomes Continuous when the document is reflowed.
Return to unreflowed view
❖ When in Reflow view, choose View > Zoom > Reflow.
Reading a PDF with a screen reader
Acrobat supports assistive software and devices—such as screen readers and screen magnifiers—that enable visually
impaired users to interact with computer applications. When assistive software and devices are in use, Acrobat adds
temporary tags to open PDFs to improve their readability. Use the Accessibility Setup Assistant to improve how
Acrobat interacts with the types of assistive software and devices that you use. When using a screen reader, you can
change your reading settings for the current document by choosing Advanced > Accessibility > Change Reading
Options.
See the documentation for your assistive software or device. Or, contact the vendor for more information about system
requirements, compatibility requirements, and instructions for using this software or device with Acrobat.
For more information about using screen readers, see www.adobe.com/accessibility/pdfs/accessing-pdf-sr.pdf.
Read a PDF with Read Out Loud
The Read Out Loud feature reads aloud the text in a PDF, including the text in comments and alternate text
descriptions for images and fillable fields. In tagged PDFs, content is read in the order in which it appears in the
document’s logical structure tree. In untagged documents, the reading order is inferred, unless a reading order has
been specified in the Reading preferences.
Read Out Loud uses the available voices installed on your system. If you have SAPI 4 or SAPI 5 voices installed from
text-to-speech or language applications, you can choose them to read your PDFs.
Note: Read Out Loud isn’t a screen reader, and some operating systems may not support it.
USING ACROBAT 9 STANDARD 249
Accessibility, tags, and reflow
Activate or deactivate Read Out Loud
You must activate Read Out Loud before you can use it. You can deactivate Read Out Loud to free system resources
and improve performance of other operations.
❖ Do one of the following:
• Choose View > Read Out Loud > Activate Read Out Loud.
• Choose View > Read Out Loud > Deactivate Read Out Loud.
You can also use the Select Tool to locate text. Activate Read Out Loud, and then choose Tools > Select Tool. Use the
up/down and left/right arrow keys to navigate through the document. You can hear where the Select Tool has been
placed, such as a heading or paragraph.
Read a PDF with Read Out Loud
1 Navigate to the page that you want to read.
2 Do one of the following:
• Choose View > Read Out Loud > Read This Page Only.
• Choose View > Read Out Loud > Read To End Of Document.
Read PDF form fields out loud
1 In the Reading panel of the Preferences dialog box, select Read Form Fields in the Read Out Loud Options section.
2 In the PDF form, press Tab to select the first form field.
3 Make entries and selections as needed, and then press Tab to move to the next field, repeating this step until the
form is completed. Acrobat reads the state of selected check boxes and radio buttons.
Note: Read Out Loud does not echo your keystrokes. To hear what you have typed, use a screen reader.
Interrupt reading out loud
❖ Do one of the following:
• Choose View > Read Out Loud > Pause.
• Choose View > Read Out Loud > Resume.
• Choose View > Read Out Loud > Stop.
About operating system accessibility tools
Accessibility tools in Windows
Windows 2000, XP, and Vista operating systems have built-in tools that provide increased or alternate access to
information on the computer screen. Narrator is a light version of a screen reader. Magnifier is a screen magnification tool.
For more information on the accessibility tools in the Windows 2000, XP, or Vista operating systems, see the Microsoft
accessibility website.
Accessibility tools in Mac OS
Mac OS X has built-in tools that provide increased or alternate access to information on the computer screen.
For more information on the accessibility tools in the Mac OS X operating system, see the Apple® Inc. accessibility
website.
USING ACROBAT 9 STANDARD 250
Accessibility, tags, and reflow
Creating accessible PDFs
Workflow for creating accessible PDFs
At a high level, the process of creating accessible PDFs consists of a few basic stages:
1 Consider accessibility before you convert a document to PDF.
2 As needed, add fillable form fields and descriptions, and set the tab order.
3 Add other accessibility features to the PDF.
4 Tag the PDF.
5 Evaluate the PDF and repair tagging problems.
These stages are presented in an order that suits most needs. However, you can perform tasks in a different order or
iterate between some of the stages. In all cases, first examine the document, determine its intended purpose, and use
that analysis to determine the workflow that you apply.
For more information about creating accessible PDFs, see these online resources:
• Guide to creating accessible PDFs, General Services Administration:
www.section508.gov/docs/PDFGuidanceForGovernment.pdf
• Acrobat plug-in for creating Section 508-compliant PDFs:
www.commonlook.com/documents/english/cl_adobe_home.asp
• Best practices: amp.ssbbartgroup.com
Consider accessibility before you convert a document to PDF
Whenever possible, think about accessibility when you create the source files in an authoring application, such as a
word-processing or page-layout application.
Typical tasks in the authoring application include adding alternate text to graphics, optimizing tables, and applying
paragraph styles or other document-structure features that can be converted to tags. For more information, see
“Creating a tagged PDF from an authoring application” on page 251.
Add fillable form fields and descriptions, and set the tab order
If your PDF includes form fields, use Advanced > Accessibility > Run Form Field Recognition to detect form fields and
make them interactive (fillable).
Use the Forms tools to create fillable form fields, such as buttons, check boxes, pop-up menus, and text boxes. When
you create a field, type a description in the Tooltip box in the Properties dialog box for that field. Screen readers read
this text aloud to the user. For more information, see “Create form fields” on page 170.
For information on setting the tab order to use document structure, see “Set form field navigation” on page 177.
Add other accessibility features to the PDF
This stage includes setting the document language, making sure that security settings don’t interfere with screen
readers, and adding bookmarks. For more information, see “Set the document language” on page 253, “Prevent
security settings from interfering with screen readers” on page 254, and “About bookmarks” on page 256.
USING ACROBAT 9 STANDARD 251
Accessibility, tags, and reflow
Tag the PDF
Improve the accessibility of PDFs by adding tags in Acrobat. If a PDF doesn’t contain tags, Acrobat attempts to tag it
automatically when users read or reflow it, and the results may be disappointing. With a tagged PDF, the logical
structure tree sends the contents to a screen reader or other assistive software or hardware in an appropriate order.
For best results, tag a document when converting it to PDF from an authoring application. Examples of these
applications include Adobe FrameMaker®, Adobe InDesign®, Microsoft Word, or OpenOffice Writer. If you do not
have access to an authoring application that can generate a tagged PDF, you can tag a PDF any time by using Acrobat.
Tagging during conversion to PDF requires an authoring application that supports tagging in PDF. Tagging during
conversion enables the authoring application to draw from the paragraph styles or other structural information of the
source document to produce a logical structure tree. The logical structure tree reflects an accurate reading order and
appropriate levels of tags. This tagging can more readily interpret the structure of complex layouts, such as embedded
sidebars, closely spaced columns, irregular text alignment, and tables. Tagging during conversion can also properly tag
the links, cross-references, bookmarks, and alternate text (when available) that are in the file.
To tag a PDF in Acrobat, use the Add Tags To Document command. This command works on any untagged PDF,
such as one created with Adobe PDF Printer. Acrobat analyzes the content of the PDF to interpret the individual page
elements, their hierarchical structure, and the intended reading order of each page. Then, it builds a tag tree that
reflects that information. It also creates tags for any links, cross-references, and bookmarks that you added to the
document in Acrobat.
The Add Tags To Document command adequately tags most standard layouts. However, it cannot always correctly
interpret the structure and reading order of complex page elements. These elements include closely spaced columns,
irregular text alignment, nonfillable form fields, and tables that don’t have borders. Tagging these pages by using the
Add Tags To Document command can result in improperly combined elements or out-of-sequence tags. These issues
cause reading order problems in the PDF.
Create a tagged PDF from a web page
A PDF that you create from a web page is only as accessible as the HTML source that it is based on. For example, if the
web page relies on tables for its layout design, the HTML code for the table may not flow in the same logical reading
order as a tagged PDF would require, even though the HTML code is sufficiently structured to display all the elements
correctly in a browser.
To produce the most accessible PDFs from web pages you create, first establish a logical reading order in their HTML
code. For best results, employ the Web Content Accessibility Guidelines that are published by the World Wide Web
Consortium (W3C). For more information, see the guidelines on the W3C website.
1 Do one of the following:
• In Acrobat, choose File > Create PDF > From Web Page, enter the web page address, and then click Settings.
• In Microsoft Internet Explorer, in the Adobe PDF toolbar, click the down arrow on the Convert button and choose
Preferences.
2 In the General tab, select Create PDF Tags, and then click OK.
3 Specify any other options as appropriate, and then click Create.
Creating a tagged PDF from an authoring application
In most cases, you create tagged PDFs from within an authoring application, such as Adobe FrameMaker®, Adobe
InDesign, or Microsoft Word. Creating tags in the authoring application generally provides better results than adding
tags in Acrobat.
USING ACROBAT 9 STANDARD 252
Accessibility, tags, and reflow
PDFMaker provides conversion settings that let you create tagged PDFs in Microsoft Excel, PowerPoint, and Word.
For more information about creating accessible PDFs, see www.adobe.com/accessibility.
For more information, see the documentation for your authoring application.
About tags in combined PDFs
You can combine multiple files from different applications in one operation to create a single PDF. For example, you
can combine word-processing files with slide presentations, spreadsheets, and web pages. Choose File > Create PDF >
Merge Files Into A Single PDF.
During conversion, Acrobat opens each authoring application, creates a tagged PDF, and assembles these PDFs into a
single tagged PDF.
The conversion process doesn’t always correctly interpret the document structure for the combined PDF, because the
files being assembled often use different formats. Use Acrobat Pro or Acrobat Pro Extended to create an accessible PDF
from multiple documents.
When you combine multiple PDFs into one tagged PDF, it is a good idea to retag the combined document. Combining
tagged and untagged PDFs results in a partially tagged PDF that isn’t accessible to people with disabilities. Some
users—such as those using screen readers—will be unaware of the pages that don’t have tags. If you start with a mix of
tagged and untagged PDFs, tag the untagged files before proceeding. If the PDFs are all untagged, add tags to the
combined PDF after you finish inserting, replacing, and deleting pages.
When you insert, replace, or delete pages, Acrobat accepts existing tags into the tag tree of the consolidated PDF in the
following manner:
• When you insert pages into a PDF, Acrobat adds the tags (if any) for the new pages to the end of the tag tree. This
order occurs even if you insert the new pages at the beginning or the middle of the document.
• When you replace pages in a PDF, Acrobat adds the tags (if any) from the incoming pages to the end of the tag tree.
This order occurs even if you replace pages at the beginning or the middle of the document. Acrobat retains the
tags (if any) for the replaced pages.
• When you delete pages from a PDF, Acrobat retains the tags (if any) of the deleted pages.
Pages whose tags are out of order in the logical structure tree can cause problems for screen readers. Screen readers
read tags in sequence down the tree, and possibly do not reach the tags for an inserted page until the end of the tree.
To fix this problem, use Acrobat Pro or Acrobat Pro Extended to rearrange the tag tree. Place large groups of tags in
the same reading order as the pages themselves. To avoid this step, plan on inserting pages to the end of a PDF, building
the document from front to back in sequence. For example, if you create a title page PDF separately from the content,
add the content PDF to the title page PDF, even though the content document is larger. This approach places the tags
for the content after the tags for the title page. The tags won’t need to be rearranged later in Acrobat Pro or Acrobat
Pro Extended.
The tags that remain from a deleted or replaced page don’t connect to any content in the document. Essentially, they
are large pieces of empty tag tree sections. These unneeded tags increase the file size of the document, slow down screen
readers, and can make screen readers present confusing results. For best results, make tagging the last step in the
conversion process. Use Acrobat Pro or Acrobat Pro Extended to delete the tags of deleted pages from the tag tree.
For more information, see “Create merged PDFs” on page 104.
USING ACROBAT 9 STANDARD 253
Accessibility, tags, and reflow
About tools for creating accessible PDF forms
Adobe offers several tools for the creation of accessible PDF forms:
Acrobat Pro or Acrobat Pro Extended Use either application to open untagged or tagged PDF forms (except PDF
forms that are created from LiveCycle Designer) to add fillable form fields, such as text boxes, check boxes, and
buttons. Then use the application’s other tools to make the form accessible. Add descriptions to form fields, tag
untagged forms, set the set tab order, manipulate tags, and perform the other PDF accessibility tasks.
LiveCycle Designer (Available in Acrobat Pro and Acrobat Pro Extended) Use this product to design and build new
forms or to import untagged PDF forms and make their form fields fillable and accessible. You can deploy forms in
tagged PDF, XML, and other formats from LiveCycle Designer. Once you create or edit an Acrobat form in LiveCycle
Designer, it becomes a LiveCycle Designer file. It is no longer a PDF that you can edit or manipulate in Acrobat. Both
Acrobat and Reader can open and read PDF forms that you create from LiveCycle Designer. These PDF forms,
however, don’t include permissions to modify the file. Therefore, use LiveCycle Designer only for PDFs that are
intended to contain only form-based information. Don’t use it to add form fields to a document that combines pages
of narrative with an occasional page that has form fields. In this case, use Acrobat Pro or Acrobat Pro Extended to add
the form fields. Then complete the accessibility tasks for the rest of the document content.
Authoring applications Most authoring applications that you can use to design forms don’t retain their fillable form
fields when you convert the files to PDF. Use the forms tools in Acrobat Pro or Acrobat Pro Extended to add fillable
form fields. Moreover, if you tag the form during conversion to PDF, the authoring application can generate
inappropriate tags for the text labels of the form fields. In a complex form, for example, the text labels for all the fields
can run together into a single line. Screen readers can’t interpret these fields as individual labels. Such reading order
problems can require time-consuming work in Acrobat Pro or Acrobat Pro Extended to split the labels apart. In this
case, producing an untagged PDF form from the authoring application is sometimes the better course. You can then
use the Forms tools in Acrobat Pro or Acrobat Pro Extended to add fillable form fields before you tag the entire
document. Some forms are straightforward enough that you can produce a tagged PDF from the authoring
application. Then perform light touchup in Acrobat Pro or Acrobat Pro Extended after you add the fillable form fields.
Making existing PDFs accessible
Add tags to an existing PDF
Creating a tagged document directly from an authoring application is the best way to make PDFs accessible. However,
if a PDF was created without tags, you can add them using Add Tags To Document.
1 Open the PDF.
2 Choose Advanced > Accessibility > Add Tags To Document.
Note: The Add Tags To Document command removes any tags that were in the document before the command was run.
Set the document language
Setting the document language in a PDF enables some screen readers to switch to the appropriate language. You can
set the document language for an entire document with Acrobat Pro, Acrobat Pro Extended, or Acrobat Standard. You
can set the document language for specific portions of a multilanguage document with Acrobat Pro or Acrobat Pro
Extended.
• To set the language for an entire document, choose File > Properties. Then select a language from the Language
menu in the Reading Options area of the Advanced tab.
USING ACROBAT 9 STANDARD 254
Accessibility, tags, and reflow
• To set the language for an entire document to a language not in the Language menu, choose File > Properties. Then
enter the ISO 639 code for the language in the Language field in the Reading Options area of the Advanced tab. For
more information about ISO 639, see www.loc.gov/standards.
Prevent security settings from interfering with screen readers
A document author can specify that no part of an accessible PDF is to be copied, printed, extracted, commented on,
or edited. This setting could interfere with a screen reader’s ability to read the document, because screen readers must
be able to copy or extract the document’s text in order to convert it to speech.
To maintain document security while allowing screen readers access to text, use one of the following settings:
• For low-encryption-level security, select Enable Copying Of Text, Images, And Other Content in the Password
Security - Settings dialog box.
• For high-encryption-level security, select Enable Text Access For Screen Reader Devices For The Visually Impaired
in the Password Security - Settings dialog box. This option overrides the document’s security settings only for the
purpose of giving assistive software, such as screen readers, access to the content.
If your assistive technology product is registered with Adobe as a Trusted Agent, you can read PDFs that might be
inaccessible to another assistive technology product. Acrobat recognizes when a screen reader or other product is a
Trusted Agent and overrides security settings that would typically limit access to the content for accessibility purposes.
However, the security settings remain in effect for all other purposes, such as to prevent printing, copying, extracting,
commenting, or editing text.
See also
“Securing documents with passwords” on page 206
About watermarks and screen readers
You can add a watermark to a tagged PDF without also adding it to the tag tree. Not having the watermark appear in
the tag tree is helpful for people who are using screen readers, because they won’t hear the watermark read as document
content.
The best way to add a watermark that doesn’t interfere with screen readers is to insert an untagged PDF of the
watermark into a tagged PDF.
See also
“Add and edit watermarks” on page 110
255
Chapter 11: Editing PDFs
It’s a fact that Adobe® PDF is unlike other document formats, in which you can freely copy, paste, and move text and
images on a page. Instead, consider a PDF as a snapshot of your original file. Use Adobe® Acrobat® 9 Standard to touch
up and enhance the file for readability and distribution, and reserve more substantial revisions for your source
application.
Page thumbnails and bookmarks
About page thumbnails
Page thumbnails are miniature previews of the pages in a document. You can use page thumbnails to jump quickly to
a selected page or to adjust the view of the page.
In Adobe Reader®, when you move a page thumbnail, you move the corresponding page.
In Acrobat, when you move, copy, or delete a page thumbnail, you move, copy, or delete the corresponding page.
Create page thumbnails
Because page thumbnails increase file size, they are not automatically created. After you create page thumbnails, you
can embed them in the PDF. Embedding prevents the page thumbnails from redrawing each time you click the Pages
button, often a time-consuming process.
See also
“PostScript options” on page 340
USING ACROBAT 9 STANDARD 256
Editing PDFs
Create page thumbnails
❖ Click the Pages button on the left.
Page thumbnails appear in the navigation pane. This process may require several seconds, particularly in larger
documents. The drawing of page thumbnails may pause if you interact with the application during this process.
Resize page thumbnails
❖ In the Pages panel, choose Reduce Page Thumbnails or Enlarge Page Thumbnails from the options menu
.
Embed or unembed page thumbnails in a PDF
❖ In the Pages panel, choose Embed All Page Thumbnails or Remove Embedded Page Thumbnails from the options
menu
.
Define the tabbing order
In the Pages panel, you can set the order in which a user tabs through form fields, links, and comments for each page.
1 Click the Pages button on the left.
2 Select a page thumbnail, and choose Page Properties from the options menu
.
3 In the Page Properties dialog box, click Tab Order, and select the tab order:
Use Row Order Moves through rows from left to right, or right to left for pages with a right-to-left binding.
Use Column Order Moves through columns from left to right and from top to bottom, or right to left for pages with a
right-to-left binding.
Use Document Structure Moves in the order specified by the authoring application.
Note: For structured documents—PDFs that were created from desktop publishing applications or that contain tags—it’s
best to select the Use Document Structure option to match the intention of the authoring application.
If the document was created in an earlier version of Acrobat, the tab order is Unspecified by default. With this setting,
form fields are tabbed through first, followed by links and then comments ordered by row.
About bookmarks
A bookmark is a type of link with representative text in the Bookmarks panel in the navigation pane. Each bookmark
goes to a different view or page in the document. Bookmarks are generated automatically during PDF creation from
the table-of-contents entries of documents created by most desktop publishing programs. These bookmarks are often
tagged and can be used to make edits in the PDF.
USING ACROBAT 9 STANDARD 257
Editing PDFs
Initially, a bookmark displays the page that was in view when the bookmark was created, which is the bookmark’s
destination. In Acrobat, you can set bookmark destinations as you create each bookmark. However, it is sometimes
easier to create a group of bookmarks, and then set the destinations later.
In Acrobat, you can use bookmarks to mark a place in the PDF to which you want to return, or to jump to a destination
in the PDF, another document, or a web page. Bookmarks can also perform actions, such as executing a menu item or
submitting a form.
For more information on creating bookmarks, see these online resources:
• Bookmarks in Acrobat: www.adobepress.com/articles/index.asp?st=41891
• Using Acrobat bookmarks: www.abanet.org/lpm/lpt/articles/att10051.html
• PDF bookmark options: www.acrobatusers.com/articles/2007/02/bookmark_options/index.php
Note: An Acrobat user can add bookmarks to a document only if the security settings allow it.
Bookmarks act as a table of contents for some PDFs.
See also
“About tags, accessibility, reading order, and reflow” on page 241
Create a bookmark
1 Open the page where you want the bookmark to link to, and adjust the view settings.
2 Use the Select tool
to create the bookmark:
• To bookmark a single image, click in the image, or drag a rectangle around the image.
• To bookmark a portion of an image, drag a rectangle around the portion.
• To bookmark selected text, drag to select it. The selected text becomes the label of the new bookmark. You can edit
the label.
3 Click the Bookmarks button, and select the bookmark under which you want to place the new bookmark. If you
don’t select a bookmark, the new bookmark is automatically added at the end of the list.
4 Choose New Bookmark from the options menu
5 Type or edit the name of the new bookmark.
.
USING ACROBAT 9 STANDARD 258
Editing PDFs
Edit a bookmark
In Acrobat, you can change a bookmark’s attributes at any time.
See also
“Action types” on page 266
Rename a bookmark
❖ Select the bookmark in the Bookmarks panel, choose Rename Bookmark in the options menu
, and type the new
bookmark name.
Wrap text in a long bookmark
❖ Click the Bookmarks button, and choose Wrap Long Bookmarks from the options menu
.
All the text of long bookmarks shows regardless of the width of the navigation pane. (This option is on when checked,
and off when not checked.)
Change the text appearance of a bookmark
You can change the appearance of a bookmark to draw attention to it.
1 In the Bookmarks panel, select one or more bookmarks.
2 (Acrobat only) To change the color and style of the text, choose View > Toolbars > Properties Bar.
After you have defined a bookmark’s appearance, you can reuse the appearance settings. To do this, select the
bookmark and from the options menu
, choose Use Current Appearance As New Default.
3 To change the font size, from the options menu
, choose Text Size > [size].
Change a bookmark’s destination
1 In the Bookmarks panel, select the bookmark.
2 In the document pane, move to the location you want to specify as the new destination.
3 If necessary, adjust the view magnification.
4 Choose Set Bookmark Destination in the options menu
.
Add an action to a bookmark
1 In the Bookmarks panel, select a bookmark.
2 From the options menu
, choose Properties.
3 In the Bookmark Properties dialog box, click Actions.
4 Choose an action from the Select Action menu, and click Add.
Delete a bookmark
❖ In the Bookmarks panel, select a bookmark or range of bookmarks, and then press Delete.
Important: Deleting a bookmark deletes any bookmarks that are subordinate to it. Deleting a bookmark does not delete
any document text.
USING ACROBAT 9 STANDARD 259
Editing PDFs
Create a bookmark hierarchy
You can nest a list of bookmarks to show a relationship between topics. Nesting creates a parent/child relationship.
You can expand and collapse this hierarchical list as desired.
Nest one or more bookmarks
1 Select the bookmark or range of bookmarks you want to nest.
2 Drag the icon or icons directly underneath the parent bookmark icon. The Line icon
shows the position of
the icon or icons.
The bookmark is nested; however, the actual page remains in its original location in the document.
Nesting a bookmark (left), and the result (right)
Move bookmarks out of a nested position
1 Select the bookmark or range of bookmarks you want to move.
2 Move the selection by doing one of the following:
• Drag the icon or icons, positioning the arrow directly under the label of the parent bookmark.
• Choose Cut from the options menu
, select the parent bookmark, and then choose Paste Under Selected
Bookmark from the options menu.
Moving a bookmark out of its nested position (left), and the result (right)
Expand or collapse all top-level bookmarks
❖ From the options menu
, choose Expand Top-Level Bookmarks or Collapse Top-Level Bookmarks.
USING ACROBAT 9 STANDARD 260
Editing PDFs
Add tagged bookmarks
Tagged bookmarks give you greater control over page content than do regular bookmarks. Because tagged bookmarks
use the underlying structural information of the document elements (for example, heading levels, paragraphs, table
titles), you can use them to edit the document, such as rearranging their corresponding pages in the PDF, or deleting
pages. If you move or delete a parent tagged bookmark, its children tagged bookmarks are moved or deleted along with it.
Many desktop publishing applications, such as Adobe InDesign® and Microsoft Word, create structured documents.
When you convert these documents to PDF, the structure is converted to tags, which support the addition of tagged
bookmarks. Converted web pages typically include tagged bookmarks.
If your document doesn’t include tags, you can always add them in Acrobat.
1 In the Bookmarks panel, choose New Bookmarks From Structure from the options menu
. (If this option isn’t
available, the document isn’t structured.)
2 Select the structure elements you want specified as tagged bookmarks. Ctrl-click to add to the selection.
The tagged bookmarks
are nested under a new, untitled bookmark.
See also
“Links and bookmarks in web pages” on page 267
Links and attachments
Create a link
Links let you jump to other locations in the same document, to other electronic documents including attachments, or
to websites. You can use links to initiate actions or to ensure that your reader has immediate access to related
information. You can also add actions to play a sound or movie file.
See also
“Destinations” on page 262
Create a link using the Link tool
1 Choose Tools > Advanced Editing > Link Tool, or select the Link tool
in the Advanced Editing toolbar.
The pointer becomes a cross hair, and any existing links in the document, including invisible links, are temporarily
visible.
2 Drag a rectangle where you want to create a link. This is the area in which the link is active.
3 In the Create Link dialog box, choose the options you want for the link appearance.
4 Select one of the following link actions:
Go To A Page View Click Next to set the page number and view magnification you want in the current document or in
another document (such as a file attachment), and then click Set Link.
Open A File Select the destination file and click Select. If the file is a PDF, specify how the document should open (for
example in a new window or within an existing window), and then click OK.
Note: If the filename is too long to fit in the text box, the middle of the name is truncated.
Open A Web Page Provide the URL of the destination web page.
USING ACROBAT 9 STANDARD 261
Editing PDFs
Custom Link Click Next to open the Link Properties dialog box. In this dialog box, you can set any action, such as
reading an article, or executing a menu command, to be associated with the link.
Create a link using the Select tool or Snapshot tool
1 Using the Select tool
or the Snapshot tool
which you want to create a link.
(Tools > Select & Zoom), drag to select the text or image from
2 Right-click the selection, and choose Create Link.
3 Select the options you want in the Create Link dialog box.
Note: The Custom Link option is not available for links created from selected text.
Edit a link
You can edit a link at any time. You can change its hotspot area or associated link action, delete or resize the link
rectangle, or change the destination of the link. Changing the properties of an existing link affects only the currently
selected link. If a link isn’t selected, the properties will apply to the next link you create.
You can change the properties of several links at once if you drag a rectangle to select them using the Link tool or the
Select Object tool.
Move or resize a link rectangle
1 Select the Link tool
or the Select Object tool
, and then move the pointer over the link rectangle so that the
handles appear.
2 Do one of the following:
• To move the link rectangle, drag it.
• To resize the link rectangle, drag any corner point.
Change the appearance of a link
1 Select the Link tool
and double-click the link rectangle.
2 In the Appearance tab of the Link Properties dialog box, choose a color, line thickness, and line style for the link.
3 Select a highlight style for when the link is selected:
None Doesn’t change the appearance of the link.
Invert Changes the link’s color to its opposite.
Outline Changes the link’s outline color to its opposite.
Inset Creates the appearance of an embossed rectangle.
Note: The Link Type, Color, and Line Style options are not available if Invisible is selected for Appearance.
4 Select Invisible Rectangle for Link Type if you don’t want users to see the link in the PDF. An invisible link is useful
if the link is over an image.
5 Select the Locked option if you want to prevent users from accidentally changing your settings.
6 To test the link, select the Hand tool.
Note: The link properties in the Create Link dialog box apply to all new links that you create until you change the
properties. To reuse the appearance settings for a link, right-click the link whose properties you want to use as the default,
and choose Use Current Appearance As New Default.
USING ACROBAT 9 STANDARD 262
Editing PDFs
Edit a link action
1 Select the Link tool
and double-click the link rectangle.
2 In the Actions tab of the Link Properties dialog box, select the listed action you want to change, and click Edit.
Delete a link
1 Select the Link tool
or the Select Object tool
.
2 Select the link rectangle you want to delete.
3 Choose Edit > Delete, or press the Delete key.
Create web links from URLs
You can automatically create links in a PDF from all URLs or from URLs on selected pages. When selected, the Create
Links From URLs setting in the General preferences generates active links from text in all PDFs that you open.
Create web links
1 Choose Advanced > Document Processing > Create Links From URLs.
2 In the Create Web Links dialog box, select All to create links from all URLs in the document, or select From and
enter a page range to create links on selected pages.
Remove all web links
❖ Choose Advanced > Document Processing > Remove All Links.
Link to a file attachment
You can direct users to a PDF attachment by creating a link in the parent PDF document that jumps to the attachment.
Note: Don’t confuse file attachments with files that can be opened from a link. Linked documents may be stored in
different locations; file attachments are always saved with the PDF.
1 Open a PDF that contains a PDF file attachment.
2 Go to where you want to create a link. If that location is in the file attachment, click the Attachments button in the
navigation pane, select the file attachment, and click Open.
3 Choose Tools > Advanced Editing > Link Tool, or select the Link tool in the Advanced Editing toolbar.
4 Select the area for the link.
5 In the Create Link dialog box, set the link appearance, select Go To A Page View, and then click Next.
6 Set the page number and view magnification you want, either in the parent PDF document or in the file attachment,
and then click Set Link.
Destinations
A destination is the end point of a link and is represented by text in the Destinations panel. Destinations enable you to
set navigation paths across a collection of PDFs. Linking to a destination is recommended when linking across
documents because, unlike a link to a page, a link to a destination is not affected by the addition or deletion of pages
within the target document.
USING ACROBAT 9 STANDARD 263
Editing PDFs
View and manage destinations
Manage destinations from the Destinations panel in the navigation pane.
View destinations
❖ Choose View > Navigation Panels > Destinations. All destinations are automatically scanned.
Sort the destinations list
❖ Do one of the following:
• To sort destination names alphabetically, click the Name label at the top of the Destinations panel.
• To sort destinations by page number, click the Page label at the top of the Destinations panel.
Change or delete a destination
❖ In the Destinations panel, right-click the destination, and choose a command:
• To move to the target location, choose Go To Destination.
• To delete the destination, choose Delete.
• To reset the target of the destination to the page displayed, choose Set Destination.
• To give the destination a different name, choose Rename.
Create and link a destination
You can create a link to a destination in the same or another PDF.
1 In the target document (destination), choose View > Navigation Panels > Destinations. If the document already
includes a destination that you want to link to, skip to step 5.
2 Navigate to the location where you want to create a destination, and set the desired view.
3 In the Destinations panel, choose New Destination from the options menu
, and name the destination.
4 Save the target document.
5 In the source document (where you want to create the link), choose Tools > Advanced Editing > Link tool
, and
drag a rectangle to specify a location for the link.
6 In the Create Link dialog box, set the link appearance, select Go To A Page View, and then click Next.
7 In the target document, in the Destinations panel, double-click the destination.
8 Save the source document.
Add an attachment
You can attach PDFs and other types of files to a PDF. If you move the PDF to a new location, the attachments move
with it. Attachments may include links to or from the parent document or to other attachments.
Don’t confuse attached comments with file attachments. A file attached as a comment appear in the page with a File
Attachment icon or Sound Attachment icon, and in the Comments List with other comments. (See “Add comments
in a file attachment” on page 154.)
USING ACROBAT 9 STANDARD 264
Editing PDFs
Use the Attachments panel to add, delete, or view attachments.
1 Choose Document > Attach A File.
2 In the Add Files dialog box, select the file you want to attach, and click Open.
Important: If you attach EXE, VBS, or ZIP file formats, Acrobat warns you that it won’t open the file once attached
because the format is associated with malicious programs, macros, and viruses that can damage your computer.
3 To make the attachment viewable in Acrobat 5.0 or earlier, do one of the following:
• Choose View > Navigation Panels > Attachments, and select Show Attachments By Default from the options menu
(selected by default).
• Choose File > Properties, click the Initial View tab, choose Attachments Panel And Page from the Navigation Tab
menu, and click OK.
4 Save the PDF.
5 (Optional) To add a description to the attachment that helps differentiate between similar files in the Attachments
panel, select the attached file, and from the options menu
description, and then save the file.
, choose Edit Description. Edit the text of the
Open, save, or delete an attachment
You can open a PDF attachment and make changes to it—if you have permissions—and your changes are applied to
the PDF attachment.
For other types of file attachments, you have an option of opening or saving the file. Opening the file starts the
application that handles the file format of the attachment—you must have that application to open the attachment.
Any changes you make are not applied to the attachment. Instead, save changes to the file, and then reattach it to the
PDF document.
Note: Acrobat does not open EXE, VBS, and ZIP file formats because these formats are associated with malicious
programs, macros, and viruses that can damage your computer.
Open an attachment
❖ In the Attachments panel, select the attachment, and then choose Open Attachment from the options menu
Save an attachment
❖ In the Attachments panel, select one or more attachments, and then choose Save Attachment from the options
menu
.
If you selected a single attachment, you have the option to rename the file.
.
USING ACROBAT 9 STANDARD 265
Editing PDFs
Delete an attachment
❖ In the Attachments panel, select an attachment, and then choose Delete Attachment from the options menu
.
Search in attachments
When searching for specific words or phrases, you can include attached PDFs as well as several other file types in the
search. Windows users can search Microsoft Office documents (such as .doc, .xls, and .ppt), AutoCAD drawing file
formats (.dwg and .dwf), HTML files, and Rich Text Format (.rtf) files. Mac OS users can search Microsoft Word
(.doc), HTML, and .rtf files. Search results from attachments appear in the Results list beneath the attachment filename
and icon. Attachments in other formats are ignored by the search engine.
Note: To enable Microsoft and AutoCAD file searches, the IFilters appropriate to the file types must be installed. IFilters
are typically installed with their applications, but can also be downloaded from product websites.
Search attachments from the Attachments panel
1 In the Attachments panel, choose Search Attachments from the options menu
.
2 In the Search window, type the word or phrase that you want to search for, select the results option you want, and
then click Search Attachments.
Search attachments from the Search window
1 Choose Edit > Search.
2 Type the word or phrase that you want to search for, and select the results option you want.
3 Click Use Advanced Search Options at the bottom of the window, and then select Include Attachments.
Actions and scripting
About Actions
You can cause an action to occur when a bookmark or link is clicked, or when a page is viewed. For example, you can
use links and bookmarks to jump to different locations in a document, execute commands from a menu, and perform
other actions. Actions are set in the Properties dialog box.
For bookmarks or links, you specify an action that occurs when the bookmark or link is clicked. For other items, such
as pages, media clips and form fields, you define a trigger that causes the action to occur and then define the action
itself. You can add multiple actions to one trigger.
The Locked option prevents the appearance and actions associated with an object from being accidentally changed.
Add an action
1 Do one of the following:
• Using the Hand tool, right-click the bookmark or page thumbnail, and choose Properties.
• Using the Select Object tool, double-click the link, media clip, or form field, and choose Properties.
2 Click the Actions tab.
3 From the Select Action menu, select the action type to occur, and then click Add. You can add multiple actions;
actions execute in the order that they appear in the Actions list box.
USING ACROBAT 9 STANDARD 266
Editing PDFs
4 (Optional) Select an action in the Actions tab, and use the buttons to reorder, edit, or delete the action.
5 Close the window to accept the actions.
Add actions with page thumbnails
To enhance the interactive quality of a document, you can specify actions, such as changing the zoom value, to occur
when a page is opened or closed.
1 Click the Pages button on the left.
2 Select the page thumbnail corresponding to the page, and choose Page Properties from the options menu
.
3 Click the Actions tab.
4 From the Select Trigger menu, choose Page Open to set an action when the page opens, or choose Page Close to set
an action when the page closes.
5 Choose an action from the Select Action menu, and click Add.
6 Specify the options for the action, and click OK. The options available depend on the action selected.
7 To create a series of actions, choose another action from the menu, and click Add again. Use the Up and Down
buttons to arrange the actions in the order you want them to occur.
Note: If you set an action that switches to Full Screen view on Page Open or Page Close, the next time the same page opens
or closes, Full Screen view is turned on.
Action types
You can assign the following actions to links, bookmarks, pages, media clips, and form fields:
Execute A Menu Item Executes a specified menu command as the action.
Go To A 3D/Multimedia View Jumps to the specified 3D view.
Go To A Page View Jumps to the specified destination in the current document or in another document.
Import Form Data Brings in form data from another file, and places it in the active form.
Multimedia Operation (Acrobat 9 And Later) Executes a specified action for a multimedia object in the file (such as
playing a sound file). The multimedia object must be added to the file before you can specify an action for it.
Open A File Launches and opens a file. If you are distributing a PDF file with a link to another file, the reader needs
the native application of that linked file to open it successfully. (You may need to add opening preferences for the target
file.)
Open A Web Link Jumps to the specified destination on the Internet. You can use http, ftp, and mailto protocols to
define your link.
Play A Sound Plays the specified sound file. The sound is embedded into the PDF document in a cross-platform
format.
Play Media (Acrobat 5 Compatible) Plays the specified QuickTime or AVI movie that was created as Acrobat 5compatible. The specified movie must be embedded in a PDF document.
Play Media (Acrobat 6 And Later Compatible) Plays a specified movie that was created as Acrobat 6-compatible. The
specified movie must be embedded in a PDF document.
Read An Article Follows an article thread in the active document or in another PDF document.
USING ACROBAT 9 STANDARD 267
Editing PDFs
Reset A Form Clears previously entered data in a form. You can control the fields that are reset with the Select Fields
dialog box.
Run A JavaScript Runs the specified JavaScript.
Set Layer Visibility Determines which layer settings are active. Before you add this action, specify the appropriate layer
settings.
Show/Hide A Field Toggles between showing and hiding a field in a PDF document. This option is especially useful in
form fields. For example, if you want an object to pop up whenever the pointer is over a button, you can set an action
that shows a field on the Mouse Enter trigger and hides a field on Mouse Exit.
Submit A Form Sends the form data to the specified URL.
Trigger types
Triggers determine how actions are activated in media clips, pages, and form fields. For example, you can specify a
movie or sound clip to play when a page is opened or closed. The available options depend on the specified page
element.
About JavaScript in Acrobat
The JavaScript language was developed by Netscape Communications as a means to create interactive web pages more
easily. Adobe has enhanced JavaScript so that you can easily integrate this level of interactivity into your PDF
documents.
You can invoke JavaScript code using actions associated with bookmarks, links, and pages. The Set Document Actions
command lets you create document-level JavaScript actions that apply to the entire document. For example, selecting
Document Did Save runs the JavaScript after a document is saved.
Acrobat Pro or Acrobat Pro Extended is required to use JavaScript with forms and batch sequences.
To learn how to create JavaScript scripts, download the JavaScript manuals from the Adobe website. Developing
Acrobat® Applications Using JavaScript™ contains background information and tutorials, and the JavaScript™ for
Acrobat® API Reference contains detailed reference information. These and other JavaScript resources are located on
the Adobe website.
Converted web pages
Links and bookmarks in web pages
You can work with a PDF document created from web pages the same way you work with any other PDF. Depending
on how you configured Acrobat, clicking a link on a converted web page adds the page for that link to the end of the
PDF, if it isn’t already included.
Note: Remember that one web page can become multiple PDF pages. A web page is a single topic (or URL) from a website
and is often one continuous HTML page. When you convert a web page to PDF, it may be divided into multiple standardsize PDF pages.
USING ACROBAT 9 STANDARD 268
Editing PDFs
When you first create a PDF from web pages, tagged bookmarks are generated if Create Bookmarks is selected in the
Web Page Conversion Settings dialog box. A standard (untagged) bookmark representing the web server appears at
the top of the Bookmarks tab. Under that bookmark is a tagged bookmark for each web page downloaded; the tagged
bookmark’s name comes from the page’s HTML title or the URL, if no title is present. Tagged web bookmarks are
initially all at the same level, but you can rearrange them and nest them in family groups to help keep track of the
hierarchy of material on the web pages.
If Create PDF Tags is selected when you create a PDF from web pages, structure information that corresponds to the
HTML structure of the original pages is stored in the PDF. You can use this information to add tagged bookmarks to
the file for paragraphs and other items that have HTML elements.
See also
“About bookmarks” on page 256
Get information on converted web pages
You can display a dialog box with the current page’s URL, title, date and time downloaded, and other information.
❖ Choose Advanced > Web Capture > Page Info.
Compare converted pages with current web pages
❖ To open a page or web link, do one of the following:
• To open the current page in a web browser, choose Advanced > Web Capture > Open Page In Web Browser.
• To open the bookmarked page, right-click a tagged bookmark, and choose Open Page In Web Browser.
• To open a linked page, right-click a link in the PDF version of the web page, and choose Open Web Link In Browser.
The browser opens in a new application window to the page you specify.
Articles
About articles
Many traditional print documents, such as magazines and newspapers, arrange text in multiple columns. Stories flow
from column to column and sometimes across several pages. While the format is effective for printed material, this
type of structure can be difficult to follow on-screen because of the scrolling and zooming required.
The article feature enables you to guide readers through material presented in multiple columns and across a series of
pages.
USING ACROBAT 9 STANDARD 269
Editing PDFs
A
B
A
1
C
2
A
3
The flow of an article thread. The user reads through text A, skips text B and C, and moves on to text A again.
Define articles
You create an article by defining a series of boxes around the content in the order in which you want the content read.
The navigational path you define for an article is known as the article thread. You create a thread connecting the
various boxes, unifying them into a continuous text flow.
Most desktop publishing programs allow you to generate article threads automatically as you convert the files to
Adobe PDF. If the file you’re viewing has articles, you can show the names of the articles on a tab and navigate easily
through them.
1 Choose Tools > Advanced Editing > Article Tool, or select the Article tool
in the Advanced Editing toolbar. The
pointer appears as a cross-hair pointer in the document window.
2 Drag a rectangle to define the first article box. An article box appears around the enclosed text, and the pointer
changes to the article pointer.
Each article box you create has a label that consists of the article number and its sequence within the article. For
example, the first box for the first article is labeled 1-1, the second box 1-2, and so on. The boxes for the second article
in the same document are labeled 2-1, 2-2, 2-3, and so on.
3 Go to the next part of the document you want to include in the article, and draw a rectangle around that text. Repeat
until you have defined the entire article.
Note: To resize or move an article box, you must first end the article.
4 To end the article, press Enter.
5 In the Article Properties dialog box, enter the article title, subject, author, and any keywords to describe the article,
and click OK.
View and edit an article
Use the Article tool to create, display, and make changes to an article box in the PDF document.
View articles on the page
❖ Choose Tools > Advanced Editing > Article Tool.
View articles in the PDF
1 Choose View > Navigation Panels > Articles.
Note: The Articles panel is a floating panel; it is not docked in the navigation pane by default. Drag the Articles panel to
the navigation pane to dock it with the other panels.
USING ACROBAT 9 STANDARD 270
Editing PDFs
2 To read an article, double-click it, or select the article and choose Read Article from the options menu
in the
Articles panel.
The first line of the article appears in the upper left corner.
3 To hide the Articles panel after the article opens, select Hide After Use in the options menu
of the Articles panel.
Delete an article or article box
❖ In the Articles panel, do one of the following:
• To delete the entire article, select the article in the Articles panel, and press the Delete key.
• To delete only one box from an article, right-click the box, and choose Delete. In the warning message, select Box.
If you select Article, the entire article is deleted.
The remaining articles or article boxes are automatically renumbered.
Insert an article box into an article thread
1 In the Document window, select the article box that you want the new article box to follow.
2 Click the plus sign (+) at the bottom of the selected box, and click OK when prompted to drag and create a new
article box.
An example of selecting an article with the Article tool
3 Draw a new article box. The new box is inserted into the article flow, and all following boxes are renumbered.
Move or resize an article box
❖ Using the Article tool, select the article box, and do one of the following:
• To move the box, drag it to the new location.
• To resize the box, drag a center handle to change only height or width, or drag a corner handle to change both
dimensions.
An example of resizing an article box
Edit article properties
1 Using the Article tool, select the article box that you want to edit.
USING ACROBAT 9 STANDARD 271
Editing PDFs
2 Right-click the box, and choose Properties.
3 Change the information in the Articles Properties dialog box, and click OK.
Combine two articles
1 In the document pane, select any article box in the article you want to be read first.
2 Select the plus sign (+) at the bottom of the article box, and click OK to dismiss the prompt to create a new article box.
3 Ctrl-click an article box you want to be read next. The second article is appended to the end of the first article. All
article boxes in the piece are renumbered automatically.
Editing text and objects
Choosing a tool
A common misconception about PDF documents is that they should behave like any other document that contains
images and text, letting you freely move or edit items on a page. A PDF is like a snapshot of your original document.
You can perform minor touch-ups, but if your PDF requires substantial revision, it’s easier to make changes to the
source document and regenerate the PDF.
For editing text and objects, choose from the tools in the Advanced Editing toolbar. To insert editing marks in a PDF
to indicate your changes to the original document, see “Mark up text with edits” on page 147.
The TouchUp Text tool lets you add to and replace existing text if the fonts used are available on the system. If the
fonts aren’t available, you can change only the appearance of existing text. However, you can add new blocks of text
using the TouchUp Text tool. To wrap text on a line during editing, select Enable Text Word Wrapping in the Touchup
Preferences. The Typewriter tool also lets you create new text, but provides fewer options to modify new text than the
TouchUp Text tool.
Note: Using the TouchUp Text tool may affect how the document reflows, which can make the document less accessible
to the visually impaired.
The Select Object tool provides basic editing capabilities for most objects. You can modify the size, page location, and
properties of images, links, fields, and multimedia objects. You can make these same changes with the tool used to
create the object.
Editing text with the TouchUp Text tool
Edit text
You can add or replace text only if the font used for that text is installed on your system. If the font isn’t installed on
your system but is embedded or subsetted in the PDF, you can make changes only to color, word spacing, character
spacing, baseline offset, or font size.
USING ACROBAT 9 STANDARD 272
Editing PDFs
You can edit text on rotated lines in the same way as on horizontal lines, and you can edit text using vertical fonts in
the same way as text using horizontal fonts. The baseline offset or shift for vertical fonts is left and right, instead of up
and down for horizontal fonts.
Note: Editing and saving a digitally signed PDF invalidates the signature.
Edit text using the TouchUp Text tool
1 Choose Tools > Advanced Editing > TouchUp Text Tool, or select the TouchUp Text tool
in the Advanced
Editing toolbar.
2 Click in the text you want to edit. A bounding box outlines the selectable text.
3 Select the text you want to edit:
• Choose Edit > Select All to select all the text in the bounding box.
• Drag to select characters, spaces, words, or a line.
4 Edit the text by doing one of the following:
• Type new text to replace the selected text.
• Press Delete, or choose Edit > Delete to remove the text.
• Choose Edit > Copy to copy the selected text.
• Right-click the text and choose the appropriate option.
Click outside the selection to deselect it and start over.
Edit text attributes
1 Select the TouchUp Text tool.
2 Click in the text you want to edit.
3 Right-click the text, and choose Properties.
4 In the TouchUp Properties dialog box, click the Text tab. You can change any of the following text attributes:
Font Changes the font used by the selected text to the font you specify. You can select any font installed on your system
or fully embedded in the PDF document. Document fonts are listed at the top; system fonts are listed below.
Font Size Changes the font size to the size (in points) that you specify.
Character Spacing Inserts uniform spacing between two or more characters in selected text.
Word Spacing Inserts uniform spacing between two or more words in selected text.
Horizontal Scaling Specifies the proportion between the height and the width of the type.
Baseline Offset Offsets the text from the baseline. The baseline is the line on which the type rests.
Fill Specifies the fill color.
Stroke Specifies the stroke color.
Stroke Width Specifies the width of the stroke.
Note: For legal reasons, you must have purchased a font and have it installed on your system to revise text using that font.
USING ACROBAT 9 STANDARD 273
Editing PDFs
Add new text
You can add new text to a PDF using any of the fonts installed on the system.
1 Select the TouchUp Text tool.
2 Ctrl-click where you want to add text.
3 In the New Font dialog box, select the font and mode you want, and click OK.
4 Type the new text.
5 To change the font size and other attributes, select the text, right-click, and choose Properties.
Note: Editing and saving a digitally signed PDF invalidates the signature.
Add text using the Typewriter tool
Use the Typewriter tool to type text anywhere on a PDF page. Organizations sometimes provide PDF versions of their
paper forms without interactive form fields. The Typewriter tool provides a simple solution for filling out such forms.
The Typewriter tool is like the Text Box tool, but includes a different set of default properties.
Note: Reader users can use the Typewriter tool if the document author enables use of the Typewriter tool for that PDF.
1 Choose Tools > Typewriter > Show Typewriter Toolbar, and then click the Typewriter button.
2 Click where you want to type, and then begin typing. Press Enter to add a second line.
3 To change the text properties, select the text, and then use any of the following tools in the Typewriter toolbar:
• To change the text size, click the Decrease Text Size button or the Increase Text Size button. Or choose a typeface
size from the pop-up menu.
• To change the line spacing (leading), click the Decrease Line Spacing button or the Increase Line Spacing button.
• Choose a color from the Text Color pop-up menu.
• Choose a typeface from the typeface pop-up menu.
4 To move or resize Typewriter text block, select the Select tool, click a Typewriter text block, and drag the text block
or one of its corners.
5 To edit the text again, select the Typewriter tool, and then double-click the Typewriter text.
Note: Editing and saving a digitally signed PDF invalidates the signature.
For more information about using the Typewriter tool, see these online resources:
•
Using the Typewriter tool for non-fillable PDF forms: blogs.adobe.com/bowman/acrobat/
•
Typewriter tool overview: www.abanet.org/lpm/lpt/articles/att04061.shtml
Embed fonts using the TouchUp Text tool
Embedding fonts ensures that your PDF uses the same fonts as the original document, no matter where you open the
PDF or what fonts are installed on that system.
1 Choose Tools > Advanced Editing > TouchUp Text Tool.
2 Click the text containing the font embedding or subsetting to edit. A paragraph of text is enclosed in a bounding
box. You can select text within the paragraph by dragging.
3 Right-click the text, and choose Properties.
USING ACROBAT 9 STANDARD 274
Editing PDFs
4 In the TouchUp Properties dialog box, click the Text tab to display the font name and font properties as well as
embedding and subset capabilities.
5 To see a list of all the fonts, scroll through the Font menu. Document fonts are listed first. Your system fonts are
listed below the document fonts.
6 Choose a font from the Font menu, check the permissions to determine which options are available for that font,
and then select an embedding option. The permissions determine which embedding options are available:
Can Embed Font You can select both the Embed and Subset options. To embed the entire font rather than a subset,
make sure that Subset is not selected.
Can Embed Font For Print And Preview Only You can only subset-embed the font. You can embed the font for print
and preview but not for editing.
Cannot Embed Font Both the Embed and Subset options are unavailable.
No System Font Available Both the Embed and Subset options are unavailable.
Note: Editing and saving a digitally signed PDF invalidates the signature.
See also
“Fonts” on page 98
Move or edit an object
A selected object usually shows a bounding box. Selection handles appear when the pointer is over the object. When
the pointer is over a locked object, no selection handles appear. When you select multiple objects, the last object you
select becomes the anchor and appears red; the others appear blue. The anchor object remains stationary during
alignment operations.
To make another object in the selection the anchor object, Ctrl-click the new target object twice, once to remove the
object from the selection, and once to add it back to the selection. As the last object added to the selection, it becomes
the anchor object.
When objects of the same type are selected and the selection covers multiple pages, you can change the appearance of
the objects but not move them.
When you edit a text box, the entire text box is selected. You must use the TouchUp Text tool to edit individual
characters and words.
Use the Select Object tool to select and move objects such as form fields and links.
Select an object
1 Select one or more objects:
• Click the object with the Select Object tool
, or with the tool you used to create the object.
• Right-click the object and choose Select All from the context menu. If the Select Object tool is active and the
document uses single-page layout, all objects on the current page are selected. If the document is in any other page
layout, all objects in the document are selected. If a tool in the Advanced Editing toolbar is active, all objects of that
type in the document are selected.
• Drag to create a rectangle around the desired objects. If the Select Object tool is active, all objects within the
rectangle are selected. If an Advanced Editing tool is active, press Ctrl as you drag; all objects of the tool type within
the rectangle are selected.
USING ACROBAT 9 STANDARD 275
Editing PDFs
2 (Optional) Add one or more objects to the current selection:
• Ctrl-click an object.
• Shift-click to add a range of objects. (The Select Object tool includes all objects when you Shift-click.) Using Shift
selects all items that lie within the rectangular bounding box formed by all items in the selection (including the item
that was just added).
Move an object
1 Click the object with the Select Object tool
or with the tool used to create it.
2 Move the image or object:
• Drag the object to the desired location. Objects cannot be dragged to a different page (you can cut and paste them
to a new page instead). Shift-drag the object to constrain movement up or down, or right or left.
• Right-click the image and choose an option to move the image on the page.
Resize an object
1 Click the object with the Select Object tool
or with the tool used to create it.
2 Drag a handle of the object. Shift-drag the handle to retain the original aspect ratio.
Setting up a presentation
Defining initial view as Full Screen mode
Full Screen mode is a property you can set for PDFs used for presentations. In Full Screen mode, PDF pages fill the
entire screen, and the Acrobat menu bar, toolbar, and window controls are hidden. You can also set other opening
views, so that your documents or collections of documents open to a consistent view. In either case, you can add page
transitions to enhance the visual effect as the viewer pages through the document.
To control how you navigate a PDF (for example, advancing pages automatically), use the options in the Full Screen
panel of the Preferences dialog box. These preferences are specific to a system—not a PDF document—and affect all
PDFs that you open on that system. Therefore, if you set up your presentation on a system you control, you can control
these preferences.
USING ACROBAT 9 STANDARD 276
Editing PDFs
Use the Full Screen button (circled) to view and navigate PDFs as a slide show.
Define an initial view
When a user opens your PDF document or PDF Portfolio, they see the initial view of the PDF. You can set the initial
view to the magnification level, page, and page layout that you want. If your PDF is a presentation, you may want to
set the initial view to Full Screen mode.
After you define the initial view of the PDF, you can add page transitions to selected pages or the entire document.
Acrobat supports page transitions and bullet fly-ins from PowerPoint.
Define the initial view
1 Choose File > Properties.
2 In the Document Properties dialog box, click Initial View.
3 Select the options you want, and then click OK. You have to save and reopen the file to see the effects.
Define the initial view as Full Screen mode
When setting the initial view of a PDF to Full Screen mode, you must define how the document opens.
1 Choose File > Properties.
2 In the Document Properties dialog box, select Initial View.
3 For best results, do the following:
• Choose Page Only from the Navigation Tab menu.
• Choose Single Page from the Page Layout menu.
• Set Open To Page to the page on which you want to start the presentation.
4 Select Open In Full Screen Mode to open the document without the menu bar, toolbar, or window controls
displayed. Click OK. (You have to save and reopen the file to see the effects.)
Note: Users can exit Full Screen mode by pressing Esc if their preferences are set this way. However, in Full Screen mode,
users cannot apply commands and select tools unless they know the keyboard shortcuts. You may want to set up page
actions in the document to provide this functionality.
USING ACROBAT 9 STANDARD 277
Editing PDFs
Initial View options for document properties
The Initial View options in the Document Properties are organized into three areas: Layout And Magnification,
Window Options, and User Interface Options.
Layout And Magnification Determines the appearance of the document.
• Navigation Tab Determines which panels are displayed in the navigation pane.
• Page Layout Determines how document pages are arranged.
• Magnification Sets the zoom level the document will appear at when opened. Default uses the magnification set by
the user.
• Open To Page Specifies the page that appears when the document opens.
Note: Setting Default for the Magnification and Page Layout options uses the individual users’ settings in the Page
Display preferences.
Window Options Determine how the window adjusts in the screen area when a user opens the document. These
options apply to the document window itself in relationship to the screen area of the user’s monitor.
• Resize Window To Initial Page Adjusts the document window to fit snugly around the opening page, according to
the options that you selected under Document Options.
• Center Window On Screen Positions the window in the center of the screen area.
• Open In Full Screen Mode Maximizes the document window and displays the document without the menu bar,
toolbar, or window controls.
• Show File Name Shows the filename in the title bar of the window.
• Show Document Title Shows the document title in the title bar of the window. The document title is obtained from
the Description panel of the Document Properties dialog box.
User Interface Options Determine which parts of the interface—the menu bar, the toolbars, and the window
controls—are hidden.
Note: If you hide the menu bar and toolbars, users cannot apply commands and select tools unless they know the keyboard
shortcuts. You may want to set up page actions that temporarily hide interface controls while the page is in view. (See
“Add actions with page thumbnails” on page 266.)
Add page transitions
You can create an interesting effect that occurs each time a page advances by using page transitions.
1 Do one of the following:
• Choose Advanced > Document Processing > Page Transitions.
• In the Pages panel, select the page thumbnails you want to apply transitions to, and choose Page Transitions from
the options menu
.
2 In the Set Transitions dialog box, choose a transition effect from the Transition menu. These transition effects are
the same as those set in the Full Screen preferences.
3 Choose the direction in which the transition effect occurs. Available options depend on the transition.
4 Choose the speed of the transition effect.
5 Select Auto Flip, and enter the number of seconds between automatic page turning. If you do not select this option,
the user turns pages using keyboard commands or the mouse.
6 Select the Page Range you want to apply transitions to.
USING ACROBAT 9 STANDARD 278
Editing PDFs
Note: If users select Ignore All Transitions in the Full Screen preferences, they do not see the page transitions.
Document properties and metadata
View document properties
When you view a PDF, you can get information about it, such as the title, the fonts used, and security settings. Some
of this information is set by the person who created the document, and some is generated automatically.
In Acrobat, you can change any information that can be set by the document creator, unless the file has been saved
with security settings that prevent changes.
1 Choose File > Properties.
2 Click a tab in the Document Properties dialog box.
See also
“Choosing a security method” on page 204
“Create print presets” on page 336
Document Properties
Description Shows basic information about the document. The title, author, subject, and keywords may have been set
by the person who created the document in the source application, such as Word or InDesign, or by the person who
created the PDF. You can search for these description items to find particular documents. The Keywords section can
be particularly useful for narrowing searches.
Note that many search engines use the title to describe the document in their search results list. If a PDF does not have
a title, the filename appears in the results list instead. A file’s title is not necessarily the same as its filename.
The Advanced area shows the PDF version, the page size, number of pages, whether the document is tagged, and if it’s
enabled for Fast Web View. (The size of the first page is reported in PDFs or PDF Portfolios that contain multiple page
sizes.) This information is generated automatically and cannot be modified.
Security Describes what changes and functionality are allowed within the PDF. If a password, certificate, or security
policy has been applied to the PDF, the method is listed here.
Fonts Lists the fonts and the font types used in the original document, and the fonts, font types, and encoding used to
display the original fonts.
If substitute fonts are used and you aren’t satisfied with their appearance, you may want to install the original fonts on
your system or ask the document creator to re-create the document with the original fonts embedded in it.
Initial View (Acrobat only) Describes how the PDF appears when it’s opened. This includes the initial window size, the
opening page number and magnification level, and whether bookmarks, thumbnails, the toolbar, and the menu bar
are displayed. You can change any of these settings to control how the document appears the next time it is opened.
Custom (Acrobat only) Lets you add document properties to your document.
Advanced Lists PDF settings, print dialog presets, and reading options for the document.
In the PDF settings for Acrobat, you can set a base Uniform Resource Locator (URL) for web links in the document.
Specifying a base URL makes it easy for you to manage web links to other websites. If the URL to the other site changes,
USING ACROBAT 9 STANDARD 279
Editing PDFs
you can simply edit the base URL and not have to edit each individual web link that refers to that site. The base URL
is not used if a link contains a complete URL address.
You can also associate a catalog index file (PDX) with the PDF. When the PDF is searched with the Search PDF
window, all of the PDFs that are indexed by the specified PDX file are also searched.
You can include prepress information, such as trapping, for the document. You can define print presets for a
document, which prepopulate the Print dialog box with document-specific values. You can also set reading options
that determine how the PDF is read by a screen reader or other assistive device.
Add a description to Document Properties
You can add keywords to the document properties of a PDF that other people might use in a search utility to locate the PDF.
1 Choose File > Properties.
2 Click the Description tab, and type the author’s name, subject, and keywords.
3 (Optional) Click Additional Metadata to add other descriptive information, such as copyright information.
Create document properties
You can add custom document properties that store specific types of metadata, such as the version number or
company name, in a PDF. Properties you create appear in the Document Properties dialog box. Properties you create
must have unique names that do not appear in the other tabs in the Document Properties dialog box.
1 Choose File > Properties, and then select Custom.
2 To add a property, type the name and value, and then click Add.
3 To change the properties, do any of the following, and then click OK:
• To edit a property, select it, change the Value, and then click Change.
• To delete a property, select it and click Delete.
To change the name of a custom property, delete the property and create a new custom property with the name you want.
Edit document metadata
PDF documents created in Acrobat 5.0 or later contain document metadata in XML format. Metadata includes
information about the document and its contents, such as the author’s name, keywords, and copyright information,
that can be used by search utilities. The document metadata contains (but is not limited to) information that also
appears in the Description tab of the Document Properties dialog box. Document metadata can be extended and
modified using third-party products.
The Extensible Metadata Platform (XMP) provides Adobe applications with a common XML framework that
standardizes the creation, processing, and interchange of document metadata across publishing workflows. You can
save and import the document metadata XML source code in XMP format, making it easy to share metadata among
different documents. You can also save document metadata to a metadata template that you can reuse in Acrobat.
View document metadata
1 Choose File > Properties, and click the Additional Metadata button in the Description tab.
USING ACROBAT 9 STANDARD 280
Editing PDFs
2 Click Advanced to display all the metadata embedded in the document. (Metadata is displayed by schema—that is,
in predefined groups of related information.) Display or hide the information in schemas by schema name. If a
schema doesn’t have a recognized name, it is listed as Unknown. The XML name space is contained in parentheses
after the schema name.
Edit or append document metadata
1 Choose File > Properties, click the Description tab, and then click Additional Metadata.
2 Select Advanced from the list on the left.
3 To edit the metadata, do any of the following, and then click OK.
• To add previously saved information, click Append, select an XMP or FFO file, and click Open.
• To add new information and replace the current metadata with information stored in an XMP file, click Replace,
select a saved XMP or FFO file, and click Open. New properties are added, existing properties that are also specified
in the new file are replaced, and existing properties that are not in the replacement file remain in the metadata.
• To delete an XML schema, select it and click Delete.
• To append the current metadata with metadata from a template, hold down Ctrl (Windows) or Command (Mac
OS) and choose a template name from the dialog box menu in the upper right corner.
Note: You must save a metadata template before you can import metadata from a template.
• To replace the current metadata with a template of metadata, choose a template file (XMP) from the dialog box
menu in the upper right corner.
Save metadata as a template or file
1 Choose File > Properties, click the Description tab, and then click Additional Metadata.
2 Select Advanced from the list on the left.
3 Save the document metadata, and then click OK:
• To save the metadata to an external file, click Save and name the file. The metadata is stored as a file in XMP format.
(To use the saved metadata in another PDF, open the document and use these instructions to replace or append
metadata in the document.)
• To save the metadata as a template, choose Save Metadata Template from the dialog box menu in the upper right
corner, and name the file.
View object data and metadata
You can view the metadata information of certain objects, tags, and images within a PDF. You can edit and export
metadata for Visio objects only.
USING ACROBAT 9 STANDARD 281
Editing PDFs
Use the Object Data tool to view object grouping and object data.
See also
“Find text in multiple PDFs” on page 289
View and edit Visio object metadata
1 Choose Tools > Analysis > Object Data Tool.
2 Double-click an object on the page to show its metadata.
The Model Tree opens and shows a hierarchical list of all structural elements. The selected object’s metadata appears
as editable properties and values at the bottom of the Model Tree.
The selected object is highlighted on the page. Use the Highlight Color menu at the top of the Model Tree to choose a
different color.
3 To edit the metadata, type in the boxes at the bottom of the Model Tree.
4 To export object metadata, from the options menu, choose Export As XML > Whole Tree to export all objects in
the Model Tree, or choose Export As XML > Current Node to export only the selected object and its children. Name
and save the file.
Export Visio object metadata
1 Choose Tools > Analysis > Object Data Tool.
2 Double-click an object on the page to show its metadata.
3 From the options menu
, choose one of the following:
• Choose Export As XML > Whole Tree to export all objects.
• Choose Export As XML > Current Node to export only the selected object and its children.
4 Name and save the file.
USING ACROBAT 9 STANDARD 282
Editing PDFs
Layers
About PDF layers
You can view, navigate, and print layered content in PDFs created from applications such as InDesign, AutoCAD, and
Visio.
You can control the display of layers using the default and initial state settings. For example, you can hide a layer
containing a copyright notice whenever a document is displayed on screen, while ensuring that the layer always prints.
For a video on working with layers, see www.adobe.com/go/lrvid4082_a9.
Show or hide layers
Information can be stored on different layers of a PDF. The layers that appear in the PDF are based on the layers
created in the original application. Use the Layers panel to examine layers and show or hide the content associated with
each layer. Items on locked layers cannot be hidden.
Some layers may be organized into nested groups with a parent layer. Other layers may be in groups with no parent
layer.
Note: A Lock icon in the Layers panel indicates that a layer is for information only. The visibility of a locked layer cannot
be changed.
A
B
C
D
E
Layers panel
A. Eye icon indicates a displayed layer B. Locked layer C. Hidden layer D. Nested layer group E. Layer group
1 Choose View > Navigation Panels > Layers.
2 To hide a layer, click the eye icon. To show a hidden layer, click the empty box. (A layer is visible when the eye icon
is present, and hidden when the eye icon is absent. This setting temporarily overrides the settings in the Layer
Properties dialog box.)
Note: In a nested layer group, if the parent layer is hidden, the nested layers are automatically hidden as well. If the parent
layer is visible, nested layers can be made visible or hidden.
3 From the options menu
, choose one of the following:
List Layers For All Pages Shows every layer across every page of the document.
List Layers For Visible Pages Shows layers only on the currently visible pages.
Reset To Initial Visibility Resets layers to their default state.
Apply Print Overrides Displays layers according to the Print settings in the Layer Properties dialog box (Prints When
Visible, Never Prints, Always Prints).
USING ACROBAT 9 STANDARD 283
Editing PDFs
Apply Export Overrides Displays layers according to the Export settings in the Layer Properties dialog box (Exports
When Visible, Never Exports, Always Exports).
Apply Layer Overrides Displays all layers. This option affects all optional content in the PDF, even layers that are not
listed in the Layers panel. All layers are visible, regardless of the settings in the Layer Properties dialog box. You cannot
change layer visibility using the eye icon until you deselect this command. When you edit layer properties in the Layer
Properties dialog box, changes are not effective until you choose Reset To Initial Visibility in the options menu.
(Changes to the layer name are the exception; they are effective immediately.)
Note: You cannot save the view of a layered PDF by using the eye icon in the Layers panel to show and hide layers. When
you save the file, the visibility of the layers automatically reverts to the initial visibility state.
Reorder layers
You can reorder individual layers in the Layers pane. This action is useful if you want to change the order of layers in
the list, or move a layer from one layer group to another.
Note: You cannot reorder locked layers, and you cannot reorder layers in nested layer groups.
1 In the Layers navigation panel, select a layer.
2 While holding down the Alt key, drag the layer to the new location.
Delete an empty layer group
❖ In the Layers navigation panel, select an empty layer and press Delete.
Add layer navigation
You can add links and destinations to layers, allowing you to change the view of a document when the user clicks a
bookmark or link.
Note: In general, changes to layer visibility made using the eye icon in the Layers panel are not recorded in the Navigation
toolbar.
Associate layer visibility with bookmarks
1 Set the required layer properties, visibility, and magnification level for the target PDF layer in the document pane.
2 Click the Bookmarks button, and choose New Bookmark from the options menu
3 Select the new bookmark, and choose Properties from the options menu
.
.
4 In the Bookmark Properties dialog box, click the Actions tab.
5 For Select Action, choose Set Layer Visibility, click Add, and then click OK.
6 Select the bookmark label in the Bookmarks panel, and name the bookmark.
Associate layer visibility with a link destination
1 Set the required layer properties for the destination in the document pane.
2 Choose View > Navigation Panels > Destinations.
The Destinations panel appears in a floating panel. You can add it to the other panels by dragging it to the navigation
pane. If the panel is collapsed, click the Destinations button to expand it.
3 Choose New Destination from the options menu
, and name the destination.
USING ACROBAT 9 STANDARD 284
Editing PDFs
4 Select the Link tool
, and drag in the document pane to create a link. (Because content is added to all layers, it
doesn’t matter that you are apparently creating the link on the target layer. The link works from any layer.)
5 In the Create Link dialog box, select Custom Link and click Next.
6 Click the Appearance tab in the Link Properties dialog box, and set the appearance of the link.
7 Click the Actions tab in the Link Properties dialog box, choose Set Layer Visibility, and click Add.
8 Close the dialog boxes.
You can test the link by changing the layer settings, selecting the Hand tool, and clicking the link.
Editing layered content
You can select or copy content in a layered PDF document using the Select tool or the Snapshot tool. (In Reader, the
PDF must include usage rights.) In Acrobat, you can edit content using a touchup tool. These tools recognize and select
any content that is visible, regardless of whether the content is on a selected layer.
In Acrobat, if the content that you edit or delete is associated with one layer, the content of the layer reflects the change.
If the content that you edit or delete is associated with more than one layer, the content in all the layers reflects the
change. For example, if you want to change a title and byline that appear on the same line on the first page of a
document, and the title and byline are on two different visible layers, editing the content on one layer changes the
content on both layers.
You can add content, such as review comments, stamps, or form fields, to layered documents just as you would to any
other PDF document. However, the content is not added to a specific layer, even if that layer is selected when the
content is added. Rather, the content is added to the entire document.
In Acrobat, you can use the Merge Files Into A Single PDF command to combine PDF documents that contain layers.
The layers for each document are grouped under a separate heading in the Layers panel of the navigation pane. You
expand and collapse the group by clicking the icon in the title bar for the group.
See also
“Move or edit an object” on page 274
Using Geospatial PDFs
About geospatial PDFs
A geospatial PDF contains information that is required to georeference location data. When geospatial data is
imported into a PDF, Acrobat retains the geospatial coordinates. With the coordinates, you can view and interact with
the PDF to find and mark location data.
Geospatial data can be either vector or raster based or a combination of both. After you import geospatial data into
Acrobat, you can use the data in a variety of ways:
• Find and mark location coordinates.
• Measure distance, perimeter, and area.
• Change the coordinate system and measurement units.
• Copy location coordinates to the clipboard, and then use them to show locations in several web mapping services.
• Register a raster image to create a geospatially aware PDF.
USING ACROBAT 9 STANDARD 285
Editing PDFs
Interact with geospatial PDFs
When you open a geospatially enabled PDF, you can find locations, measure distances, and add location markers. You
can also copy coordinates to the clipboard for use with a web mapping service.
View the geospatial measuring tools by choosing Tools > Analysis > Show Analysis Toolbar.
Use the Geospatial Location tool to perform these tasks:
• View latitude and longitude while the cursor is over an area containing geospatial information.
• Mark a location with a geospatial annotation.
• Search for a location in a document.
See also
“Commenting and markup tools overview” on page 142
“Measure the height, width, or area of objects” on page 43
Find map locations
1 Open a geospatial PDF and choose Tools > Analysis > Geospatial Location tool
.
2 Right-click inside the map, and then click Find A Location.
3 Type the latitude and longitude values (degrees, minutes, seconds, or decimal) in the two text boxes, and click Find.
If at least one location is available, the location is highlighted with a blue square and the page is centered on the
highlighted location.
4 If the PDF includes more than one map, click the Next or Previous button to view additional results, if any. Multiple
locations are available in several situations:
• When a document contains multiple maps (for example, if a PDF contains a smaller map within a larger map, such
as a city within a map of a state or country). When you search for a location within the city, Acrobat finds it in both
the larger map and the city map.
• When a document contains multiple pages of a map (for example, if page one is a map of a country and page two
is a map of a state or city within the country).
5 (Optional) To add a comment (such as a place name or address), click the location marker, and then add the
information in the comment box.
6 To end the search, right-click inside the map. Then select Hide Location Search, to remove the search boxes.
Mark geospatial locations
1 Open a geospatial PDF and choose Tools > Analysis > Geospatial Location Tool
.
2 Move the mouse pointer over the document to view latitude and longitude values of areas that contain geospatial
information. Right-click inside the map, and then do one of the following:
• To find a location, click Find A Location. Type the latitude and longitude values, and click Find.
• To mark a location with geospatial information, click Mark Location.
3 (Optional) To add a comment (such as a place name or address), click the location marker, and then add the
information in the comment box.
USING ACROBAT 9 STANDARD 286
Editing PDFs
Measure distance, perimeter, and area on maps
When you open a geospatial PDF, the Acrobat measuring tools read the geospatial information and measure distance
and area instead of page or object dimensions. Use the measurement tools to calculate distance, perimeter, and area
on any geospatially enabled PDF. As you move the mouse pointer over content in the document, snap markers are
shown that indicate that you are on a path or path end point. You can also see the latitude and longitude of your cursor
location when the mouse pointer is over geospatial content.
1 Choose Tools > Analysis > Measuring Tool
.
2 In the Measurement Tool display, select a measurement type: Distance
, Area
, or Perimeter
.
3 Select a snap-to option:
• Snap to paths
• Snap to end points
• Snap to midpoints
• Snap to intersections
4 Do one of the following:
• If you are using the Distance tool, click where you want to start the measurement, and then drag to the end point
and click again. The distance is displayed in the lower-right corner.
• If you are using the Perimeter tool, click the map in one corner of the perimeter, and then drag to each corner. Click
at each corner and then double-click at the end point. The information window displays the perimeter size.
• If you are using the Area tool, click the map at one corner of the area, and then drag to another corner. Click before
changing directions. Double-click at the end to display the total area.
5 To finish the measurement, right-click and select Complete Measurement. Or, select Cancel Measurement.
Copy location coordinates to the clipboard for use with a web mapping service
After you find a location on a geospatial PDF, you can copy the coordinates to the clipboard. From the clipboard, you
can paste the data into a web mapping service that reads latitude and longitude coordinates.
1 Choose Tools > Analysis > Geospatial Location Tool
, and then right-click the location on the map.
2 Click Copy Coordinates To Clipboard.
Acrobat copies the data in this format: latitude then longitude, separated by a space. Paste the data into the address bar
of a web mapping service that can interpret the location data.
Change measurement units within a document
To change the type of measurement units, right-click inside the map with the Measuring tool and choose Distance Unit
or Area Unit. Then select a measurement type.
Change geospatial measuring preferences
You can change the measurement units for all geospatial PDFs in the Preferences dialog box. Click Measuring (Geo)
from the Categories section.
Enable Measurement Markup Adds a label to a geospatial measurement. When Enable Measurement Markup is
selected, choose Use Label, and then type a label for measurements.
Snap Settings Select the path parts to which you want measurements to snap to.
USING ACROBAT 9 STANDARD 287
Editing PDFs
Display Value As Determines how latitude and longitude values are calculated. Choose Decimal to display latitude
and longitude as a decimal fraction. Choose Degrees, Minutes, Seconds to divide each degree of longitude into 60
minutes, each of which is divided into 60 seconds.
Display Direction As Choose between Signed and Named. Named direction displays an N (north) or S (south) next to
the Latitude, and an E (east) and W (west) for Longitude.
Always Display Latitude And Longitude As WGS 1984 Select to ensure that latitude and longitude use the current
standard reference frame for earth (World Geodetic System 1984). For older maps that were drawn with an earlier grid
(such as NAD 1927), you can deselect this option to see the original values. When an older map is registered in its
native coordinates, coordinate positions can be different from current standards used in GPS devices and web
mapping services.
Use Default Distance Unit Select the measurement unit to use.
Use Default Area Unit Area can be measured using a different unit from distance.
Don’t Show Transparency Layer In GeoTIFF And JPEG 2000 Images Raster image formats include a transparency layer
that you can choose to remove.
Export location and measurement markups
You can export geospatial location and measurement data to an FDF file. Each geospatial annotation has a GPTS entry.
The entry corresponds to the latitude and longitude for each of the annotation points. The types of information that
can be exported include the following:
• Marked locations entered by using the Geospatial Location tool
• Distance, perimeter (compound distance), and area measurements entered by using the Measurement tool over
geospatial content
Geospatial data can be exported by using either the Comments menu or the Comments pane.
• From the Comments menu, choose Comments > Export Comments To Data File.
• Open the Comments pane, choose Options > Export Comments To Data File.
To export a subset of the comments, select the comments, and then choose Options > Export Selected Comments.
Then, type the filename and click Save. The FDF file is saved.
288
Chapter 12: Searching and indexing
You have lots of control and lots of possibilities for running effective and efficient searches in Adobe® Acrobat®
9 Standard. A search can be broad or narrow, including many different kinds of data and covering multiple Adobe PDFs.
Searching PDFs
Search features overview
You run searches to find specific items in PDFs. You can run a simple search, looking for a search term within in a
single file, or you can run a more complex search, looking for various kinds of data in one or more PDFs.
You can run a search using either the Search window or the Find toolbar. In either case, Acrobat searches the PDF
body text, layers, form fields, and digital signatures. You can also include bookmarks and comments in the search.
The Search window offers more options and more kinds of searches than the Find toolbar. When you use the Search
window, object data and image XIF (extended image file format) metadata are also searched. For searches across
multiple PDFs, Acrobat also looks at document properties and XMP metadata, and it searches indexed structure tags
when searching a PDF index. If some of the PDFs you search have attached PDFs, you can include the attachments in
the search.
Note: PDFs can have multiple layers. If the search results include an occurrence on a hidden layer, selecting that
occurrence displays an alert that asks if you want to make that layer visible.
See also
“Show or hide layers” on page 282
“Examine a PDF for hidden content” on page 227
Access the search features
Where you start your search depends on the type of search you want to run. Use the Find toolbar for a quick search of
the current PDF. Use the Search window to look for words or document properties across multiple PDFs, use advanced
search options, and search PDF indexes.
Display the Find toolbar
❖ By default, the Find toolbar is already open. If it is closed, you can open it by choosing Edit > Find.
USING ACROBAT 9 STANDARD 289
Searching and indexing
Open the Search window
❖ Do one of the following:
• Choose Edit > Search.
• On the Find toolbar, click the arrow
and choose Open Full Acrobat Search.
Search appears as a separate window that you can move, resize, minimize, or arrange partially or completely behind
the PDF window.
Arrange the PDF document window and Search window
❖ In the Search window, click Arrange Windows.
Acrobat resizes and arranges the two windows side by side so that together they almost fill the entire screen.
Note: Clicking the Arrange Windows button a second time resizes the document window but leaves the Search window
unchanged. If you want to make the Search window larger or smaller, drag the corner or edge, as you would to resize any
window on your operating system.
Find text in a PDF
The Find toolbar searches the currently open PDF.
1 Type the text you want to search for in the text box on the Find toolbar.
2 (Optional) Click the arrow
next to the text box and choose one or more of the following:
Whole Words Only Finds only occurrences of the complete word you type in the text box. For example, if you search
for the word stick, the words tick and sticky aren’t found.
Case-Sensitive Finds only occurrences of the words that match the capitalization you type. For example, if you search
for the word Web, the words web and WEB aren’t found.
Include Bookmarks Also searches the text in the Bookmarks panel.
Include Comments Also searches the text of any comments.
3 Press Enter.
Acrobat jumps to the first instance of the search term, which appears highlighted.
4 Press Enter repeatedly to go to the next instances of the search term.
Find text in multiple PDFs
The Search window enables you to look for search terms in multiple PDFs. For example, you can search across all PDFs
in a specific location or all files in an open PDF Portfolio.
Note: If documents are encrypted (have security applied to them), you cannot search them as part of a multiple-document
search. Open those documents first and search them one at a time. However, documents encrypted as Adobe Digital
Editions are an exception and can be searched as part of a multiple-document search.
1 Open Acrobat on your desktop (not in a web browser).
2 Do one of the following.
• In the Find toolbar, type the search text, and then choose Open Full Acrobat Search from the pop-up menu.
• In the Search window, type the search text.
USING ACROBAT 9 STANDARD 290
Searching and indexing
3 In the Search window, select All PDF Documents In. From the pop-up menu directly below this option, choose
Browse For Location.
4 Select the location, either on your computer or on a network, and click OK.
5 To specify additional search criteria, click Use Advanced Search Options, and specify the options.
6 Click Search.
During a search, you can click a result or use keyboard shortcuts to navigate the results without interrupting the
search. Clicking the Stop button under the search-progress bar cancels further searching and limits the results to the
occurrences already found. It doesn’t close the Search window or delete the Results list. To see more results, run a new
search.
Search a PDF Portfolio
In a PDF Portfolio, you can search component PDF files as well as several other file types. Windows users can search
Microsoft Office documents (such as .doc, .xls, and .ppt), AutoCAD drawing file formats (.dwg and .dwf), HTML files,
and Rich Text Format (.rtf) files. Mac OS users can search Microsoft Word (.doc), HTML, and .rtf files.
Note: To enable Microsoft and AutoCAD file searches, the IFilters appropriate to the file types must be installed. IFilters
are typically installed with their applications, but can also be downloaded from product websites.
1 Open the PDF Portfolio in Acrobat on your desktop (not in a web browser).
2 In the Search box on the PDF Portfolio toolbar, type the search text.
3 To specify additional search criteria, open the pop-up menu, and specify the options.
The search results show all files where the text was found. For PDF files, expand the list to see the results in context.
Click a search result to go to the location of the text in the PDF. For other types of files, click Open to open and search
the file.
See also
“About PDF Portfolios” on page 100
“View and edit components of a PDF Portfolio” on page 101
Review search results
After you run a search from the Search window, the results appear in page order, nested under the names of each
searched document. Each item listed includes a few words of context (if applicable) and an icon that indicates the type
of occurrence.
Jump to a specific instance in the search results (single PDFs only)
1 If necessary, expand the search results. Then select an instance in the results to view it in the PDF.
2 To view other instances, do any of the following:
• Click another instance in the results.
• Choose Edit > Search Results, and then choose Next Result or Previous Result.
Sort instances in the search results
❖ Select an option from the Sort By menu near the bottom of the Search window. Results can be sorted by Relevance
Ranking, Date Modified, Filename, or Location.
USING ACROBAT 9 STANDARD 291
Searching and indexing
Icons shown with search results
The icon next to an instance of the search results indicates the search area in which the instance appears. Selecting an
icon has the following effect:
Document icon
Makes the document active in the document window. Expand the list to show the individual
search results within that document.
In PDFs, jumps to that instance of the search term, usually in the body text of the
PDF. The instance of the search term is highlighted in the document.
(General) Search Result icon
Non-PDF Search Result icon [
] In non-PDF files, opens the file; or if opening of that file type is restricted, opens a
message dialog box.
Bookmark icon
Opens the Bookmarks panel and highlights the instances of the search terms.
Comments icon
Opens the Comments panel and highlights the instances of the search terms.
Layer icon
May open a message indicating that the layer is hidden and asking if you want to make it visible.
Attachment icon
Opens a file that is attached to the searched parent PDF and shows the highlighted instances of
the search terms.
Advanced Search Options
By default, the Search window displays basic search options. Click Use Advanced Search Options near the bottom of
the window to display additional options. To restore the basic options, click Use Basic Search Options near the bottom
of the window.
You can set a preference so that advanced search options always appear in the Search window. In the Preferences
dialog box under Categories, select Search.
Return Results Containing Restricts your search results according to the option you choose:
• Match Exact Word Or Phrase Searches for the entire string of characters, including spaces, in the same order in
which they appear in the text box.
• Match Any Of The Words Searches for any instances of at least one of the words typed. For example, if you search
for each of, the results include any instances in which one or both of the two words appear: each, of, each of, or of each.
• Match All Of The Words Searches for instances that contain all your search words, but not necessarily in the order
you type them. Available only for a search of multiple PDFs or index definition files.
• Boolean Query Uses the Boolean operators that you type with the search words into the What Word Or Phrase
Would You Like To Search For box. Available only for searching multiple PDFs or PDF indexes.
Note: You cannot run wildcard searches using asterisks (*) or question marks (?) when searching PDF indexes.
Look In Restricts the search to the current PDF, all of a currently open PDF Portfolio (if applicable), an index, or a
location on your computer. If you choose to search an index, a location, or a PDF Portfolio, additional options appear
under Use These Additional Criteria.
Use These Additional Criteria (text options) Includes the basic search options plus four additional options:
• Proximity Searches for two or more words that are separated by no more than a specified number of words, as set
in the Search preferences. Available only for a search of multiple documents or index definition files, and when Match
All Of The Words is selected.
• Stemming Finds words that contain part (the stem) of the specified search word. For example, a search for opening
finds instances of open, opened, opens, and openly. This option applies to single words and phrases when you search
USING ACROBAT 9 STANDARD 292
Searching and indexing
the current PDF, a folder, or an index created with Acrobat 6.0 or later. Wildcard characters (*, ?) aren’t permitted in
stemming searches. Stemming isn’t available if either Whole Words Only or Case-Sensitive is selected.
• Include Bookmarks Searches the text of any bookmarks, as viewed in the Bookmarks panel.
• Include Comments Searches the text of any comments added to the PDF, as viewed in the Comments panel.
• Include Attachments Searches files that are attached to the current PDF or other attached PDFs (up to two levels
deep).
Use These Additional Criteria (document properties) Appears only for searches across multiple PDFs or PDF indexes.
You can select multiple property-modifier-value combinations and apply them to searches. This setting does not apply
to non-PDF files inside PDF Portfolios.
Note: You can search by document properties alone by using document property options in combination with a search
for specific text.
• Check box Applies the criteria set in the three connected options to the search. (The check box is selected
automatically when you enter information in any of the three options for that set. After you enter options, deselecting
the check box doesn’t clear the entries; they just aren’t applied to the search.)
• First menu (property) Indicates the document characteristic to search for. The available options include Date
Created, Date Modified, Author, Title, Subject, Filename, Keywords, Bookmarks, Comments, JPEG Images, XMP
Metadata, and Object Data.
• Second menu (modifier) Indicates the level of matching. If the first menu selection is a date, the available options
in the second menu are Is Exactly, Is Before, Is After, Is Not. Otherwise, the available options are Contains and Does
Not Contain.
• Third box (value or text) Indicates the information to be matched, which you type in. If the first menu selection is
a date, you can click the arrow to open a calendar that you can navigate to find and select the date you want.
Boolean operators
Commonly used Boolean operators include the following:
AND Use between two words to find documents that contain both terms, in any order. For example, type paris AND
france to identify documents that contain both paris and france. Searches with AND and no other Boolean operators
produce the same results as selecting the All Of The Words option.
NOT Use before a search term to exclude any documents that contain that term. For example, type NOT kentucky to
find all documents that don’t contain the word kentucky. Or, type paris NOT kentucky to find all documents that
contain the word paris but not the word kentucky.
OR Use to search for all instances of either term. For example, type email OR e-mail to find all documents with
occurrences of either spelling. Searches with OR and no other Boolean operators produce the same results as selecting
the Any Of The Words option.
^ (exclusive OR) Use to search for all instances that have either term but not both. For example, type cat ^ dog to find
all documents with occurrences of either cat or dog but not both cat and dog.
( ) Use parentheses to specify the order of evaluation of terms. For example, type white AND (whale OR ahab) to find
all documents that contain either white and whale or white and ahab. (The query processor performs an OR query on
whale and ahab and then performs an AND query on those results with white.
To learn more about Boolean queries, syntax, and other Boolean operators that you can use in your searches, refer to
any standard text, website, or other resource with complete Boolean information.
USING ACROBAT 9 STANDARD 293
Searching and indexing
Search index files of cataloged PDFs
A full-text index is created when someone uses Acrobat to define a catalog of PDFs. You can search that index rather
than running a full-text search of each individual PDF in the catalog. An index search produces a results list with links
to the occurrences of the indexed documents.
Note: To search a PDF index, you must open Acrobat as a stand-alone application, not within your web browser.
In Mac OS, indexes created with some older versions of Acrobat are not compatible with the Acrobat 9 Search feature.
If you have upgraded recently, update the index before using Acrobat 9 to search.
1 Choose Edit > Search.
2 Type the search text, and then click Use Advanced Search Options.
3 For Look In, choose Select Index.
4 Select an index from the list, or click Add and add an index. Repeat as needed.
Note: To read file data about a selected index, click Info. To exclude an index from the search, select it and click Remove.
5 Click OK to close the Index Selection dialog box, and then choose Currently Selected Indexes from the Look In menu.
6 Proceed with your search as usual.
Note: Selecting the Match Whole Word Only option when searching indexes significantly reduces the time taken to return
results.
See also
“Search features preferences” on page 293
Search features preferences
In the Preferences dialog box under Categories, select Search.
Ignore Asian Character Width Finds both half-width and full-width instances of the Asian language characters in the
search text.
Ignore Diacritics And Accents Finds the search terms with any variation of the alphabetical characters. For example,
typing cafe finds both cafe and café. Likewise, typing café finds both versions. If this option isn’t selected, typing cafe
doesn’t find café, and vice versa.
Always Use Advanced Search Options Makes the advanced options available in the Search window, in addition to the
basic options.
Show Document Title In Search Results Displays document titles in search results. If a document does not have a title,
displays the filename. When unselected, displays filenames in search results.
Enable Search Highlights From External Highlight Server Enables highlighted search results when using an external
server, such as a web-based search mechanism.
Maximum Number Of Documents Returned In Results Limits the search results in the Search PDF window to a specific
number of documents. The default value is 500, but you can enter any number from 1 to 10,000.
Range Of Words For Proximity Searches Limits the search results to those in which the number of words between the
search terms isn’t greater than the number you specify. Accepts a range from 1 to 10,000.
Enable Fast Find Generates a cache of information from any PDF that you search. This cache reduces subsequent
search times for that PDF.
USING ACROBAT 9 STANDARD 294
Searching and indexing
Maximum Cache Size Limits the temporary cache of search information for the Fast Find option to the specified size
in megabytes (between 5 and 100,000). The default setting is 100.
Purge Cache Contents Deletes the Fast Find option’s entire temporary cache of search information.
Creating PDF indexes
Create and manage an index in a PDF
You can reduce the time required to search a long PDF by embedding an index of the words in the document. Acrobat
can search the index much faster than it can search the document. The embedded index is included in distributed or
shared copies of the PDF. Users search PDFs with embedded indexes exactly as they search those without embedded
indexes; no extra steps are required.
For more information on using indexes for faster PDF searches, see Seneca Design & Training tips at
w.ww.senecadesign.com/designgeek/acrobat.html.
Add an index to a PDF
1 With the document open in Acrobat, choose Advanced > Document Processing > Manage Embedded Index.
2 In the Manage Embedded Index dialog box, click Embed Index.
3 Read the messages that appear, and click OK.
Note: In Outlook and Lotus Notes, you have the option of embedding an index when you convert email messages or
folders to PDF. This is especially recommended for folders containing many email messages.
Update or remove the embedded index in a PDF
1 Choose Advanced > Document Processing > Manage Embedded Index.
2 Click either Update Index or Remove Index.
295
Chapter 13: Multimedia and 3D models
The possibilities for Adobe PDFs extend to the richness of multimedia communication. PDFs can include video clips,
digital audio, interactive content, and 3D models that readers can move, turn, zoom in on, and examine part by part.
Multimedia in PDFs
Play multimedia
PDFs can include many types of multimedia files, including (but not limited to) Flash®, QuickTime, mp3, MPEG, and
Windows® Media files. You can play these files on a page or activate them from a link, bookmark, form field, or page
action. Each multimedia file includes a play area from which the media can be activated. The play area typically appears
on the PDF page as an image or a rectangle, but can also be invisible.
Any computer that has Adobe Reader® can play these files.
• Media files created in Flash (FLV format)
• Media files that comply with the H.264 standard for video compression
Media files in other formats require the necessary hardware and software to play.
To help protect your computer from viruses, Acrobat asks you if you want to play multimedia files from unverified
sources. You can change this default behavior in the Multimedia Trust preferences.
❖ Using the Hand tool or the Select tool, click the play area of the video or sound file. When the pointer is positioned
over the play area, it changes to the play mode icon
.
Multimedia preferences
Two types of PDF files require you to set multimedia preferences:
• PDF files created in Acrobat 8 and earlier
• PDF files created in Acrobat 9 and later in which the multimedia files were added by using the legacy placement
method
These files require you to identify an additional media player with which to run the multimedia.
Open the Preferences dialog box, and then select Multimedia (Legacy) from the left side of the dialog box.
Player Options Choose the format in which you want to run legacy media content: QuickTime, Flash, Windows
Media, or Windows built-in player.
Accessibility Options Specify if you want special features (if available) to appear when media plays, such as subtitles
and dubbed audio. Specify the preferred language for the media, in case multiple languages are available.
USING ACROBAT 9 STANDARD 296
Multimedia and 3D models
Multimedia Trust preferences
Multimedia files within PDFs sometimes need additional resources to play. For example, some files require resources
from the Internet, such as a multimedia player. You can set trust settings to determine whether multimedia content is
allowed to use external resources.
• To set trust settings for playing content created with Acrobat 9, use Trust Manager preferences.
• To set trust settings for playing content created with earlier versions of Acrobat, use Multimedia Trust (Legacy)
preferences.
Both of these settings are available in the Preferences dialog box.
See also
“Restrict URLs and attachments in PDFs” on page 202
Multimedia Trust (Legacy)
In Multimedia Trust preferences, you can specify whether to play embedded multimedia files in trusted or nontrusted
PDF documents. A trusted document is a document that you or an author you trust has approved. By setting your
permissions to play multimedia only in trusted documents, you can prevent programs, macros, and viruses from
potentially damaging your computer.
The list of trusted documents and authors is stored internally and can’t be viewed. If you add a certified document to
the list, both the document and the certificate of the author are added to the list of trusted documents. All documents
that this author certified are trusted. (Trusted documents also include PDFs from authors in your list of trusted
identities.)
In the Preferences dialog box, select Multimedia Trust (Legacy) from the Categories.
Display Permissions For Choose to set permissions for either trusted documents or other (nontrusted) documents.
Allow Multimedia Operations Select this option to allow media clips to be played. When selected, you can change the
permission settings for a particular player and enable options that determine the appearance of the media during
playback.
Change Permission For Selected Multimedia Player To Select the player from the list, and then choose one of the
following options from the menu:
• Always Allows the player to be used without prompting.
• Never Prevents the player from being used.
• Prompt Asks the user whether the player can be used. If you select this option and allow the player to play the
media in a particular document, that document becomes trusted.
Allow Playback Options Three playback options enable you to control how the video is displayed.
• Allow Playback In A Floating Window With No Title Bars Select this option to run the video without a title bar. The
result is that no title or close buttons are displayed.
• Allow Document To Set Title Text In A Floating Playback Window Select this option to display a title bar when the
video plays back in a floating window. To edit the text in the title bar, double-click the video with the Select Object
Tool (Tools > Advanced Editing > Select Object Tool). Select Edit Rendition, and then on the Playback Location tab,
select Show Title Bar. Add the title bar text in the Title text field.
• Allow Playback In Full-Screen Window This option automatically plays the video in full screen mode when it is
played back. Full screen display can conflict with end-user security settings.
USING ACROBAT 9 STANDARD 297
Multimedia and 3D models
Clear Your List Of Trusted Documents Deletes the current list of trusted documents and authors. Use this option to
prevent media from playing in documents that were previously trusted documents or created by trusted authors. This
option is available only when a PDF that contains multimedia is open.
Interacting with 3D models
Displaying 3D models
In Acrobat, you can view and interact with high-quality 3D content created in professional 3D CAD or 3D modeling
programs and embedded in PDFs. For example, you can hide and show parts of a 3D model, remove a cover to look
inside, and turn parts around as if holding them in your hands.
A 3D model initially appears as a two-dimensional preview image. Clicking the 3D model with the Hand or Select tool
enables (or activates) the model, opens the 3D toolbar, and plays any animation.
A
B
C
Selected 3D object
A. Model Tree B. 3D toolbar C. 3D object
Note: Creating and editing PDFs from 3D models requires Acrobat Pro Extended. Acrobat Pro users can add 3D models
to PDFs.
3D toolbar overview
The 3D toolbar appears after you click the 3D model with the Hand tool. This action activates the 3D model and plays
animations that are set to play when the file is enabled. The 3D toolbar always appears in the area above the upper-left
corner of the 3D model and cannot be moved. A small arrow appears to the right of the Rotate tool, which you can
click to either hide or expand the toolbar.
You can use the 3D toolbar to zoom in and out, rotate, and pan across the object. Use the Model Tree to hide or isolate
parts, or make parts transparent.
You manipulate a 3D model by selecting and dragging various 3D navigation tools. When you navigate in 3D, it helps
to think of it as viewing the stationary 3D model from a camera’s perspective. You can rotate, pan (move up, down, or
side-to-side), and zoom in or out.
USING ACROBAT 9 STANDARD 298
Multimedia and 3D models
Note: You can hide the toolbar by right-clicking the 3D model and choosing Tools > Hide Toolbar. To show the toolbar,
choose Show Toolbar from the same context menu. This option isn’t available in Adobe Reader.
3D navigation tools
Turns 3D objects around relative to the screen. How the objects move depends on the starting view, where
you start dragging, and the direction in which you drag.
Rotate
Note: You can also use the Hand tool to rotate an object. Ensure that Enable 3D Selection For The Hand Tool is selected
in the 3D panel of the Preferences dialog box.
Spin
Pan
Turns a 3D model in parallel to two fixed axes in the 3D model, the x axis and the z axis.
Moves the model vertically and horizontally only. You can also pan with the Hand tool: Ctrl-drag.
Zoom
Moves you toward, or away from, objects in the scene when you drag vertically. You can also zoom with the
Hand tool by holding down Shift as you drag.
Pivots horizontally around the scene when you drag horizontally. Moves forward or backward in the scene
when you drag vertically; maintains a constant elevation level, regardless of how you drag. The Walk tool is especially
useful for architectural 3D models. To change the walking speed, change the default display units in the Preferences (3D).
Walk
Note: The Walk tool is available when you select the Preferences setting that consolidates tools or when you right-click
the 3D model and choose Tools > Walk.
Navigates through a model while maintaining the surface orientation. Right-click and drag inside the 3D
window. The Fly tool moves more slowly the closer you move toward an object. Drag the mouse pointer right or left
to turn.
Fly
To rotate the camera view, click the left mouse button inside the 3D window and drag to turn the camera view. To
return to the starting camera direction, move the mouse back to the initial click point.
Use the mouse scroll wheel to move rapidly backward and forward along the camera view direction. This is useful if
you get lost within a model or fly into the surface.
Defines the camera angle, alignment, and other properties that define the lens through which
a 3D model is viewed. Camera properties are components of views but are set independently.
Camera properties
3D Measurement Tool
Measures part sizes and distances in the 3D model.
3D toolbar view controls
Default View
Returns to a preset zoom, pan, rotation, and projection mode of the 3D model. Use the Options
menu in the View pane of the Model Tree to set a different view as the default. Or use the Manage Views command
on the 3D toolbar Views menu to set a different view as the default.
If an object ever moves out of your view, you have, in essence, turned your camera away from the object. Click the
Default View icon on the 3D toolbar to move the object back into view.
Views menu Lists any views defined for the current 3D model.
Toggle Model Tree
Opens and hides the Model Tree.
Play/Pause Animation
Plays or pauses any JavaScript-enabled animation. The Play/Pause Animation pop-up
menu opens a slider that you can drag back and forth to move to different times in the animation sequence.
Use Orthographic/Perspective Projection
Toggles between displaying perspective and orthographic projection of
the 3D object.
Model Render Mode menu Determines how the 3D shape appears. For an illustrated guide, see “Examples of model
rendering modes” on page 299.
USING ACROBAT 9 STANDARD 299
Multimedia and 3D models
Enable Extra Lighting menu Lists the different lighting effects that are available to enhance the illumination of the 3D
object. Experiment to get the visual effects you want.
Background Color Opens the color picker, which you can use to select a different color for the space surrounding the
3D object.
Toggle Cross Section Shows and hides cross sections of the object. Click the pop-up menu to open the Cross Section
Properties dialog box. For more information, see “Create cross sections” on page 302.
Add Multimedia/3D Comment
Enables you to add a sticky note to any part of the 3D model. The note stays with
the view. See “Comment on 3D designs” on page 310.
Examples of model rendering modes
The model rendering modes include combinations of factors that affect the appearance of the 3D object. The
illustration below shows a simple object rendered in each of the available modes.
A
B
C
D
E
F
G
H
I
J
K
L
M
N
O
Model rendering modes
A. Solid B. Transparent Bounding Box C. Transparent D. Solid Wireframe E. Illustration F. Solid Outline G. Shaded Illustration
H. Bounding Box I. Transparent Bounding Box Outline J. Wireframe K. Shaded Wireframe L. Transparent Wireframe M. Hidden
Wireframe N. Vertices O. Shaded Vertices
USING ACROBAT 9 STANDARD 300
Multimedia and 3D models
Change rendering mode, lighting, projection, and background
The model rendering mode determines the surface appearance of the 3D model. The default rendering mode is usually
solid, but you can also choose another rendering mode. You can also change the lighting of the 3D model as well as
the background.
A
B
C
D
Changing the appearance of the 3D model
A. Default appearance B. Wireframe rendering mode C. Colored lighting D. Different background color
❖ Use items on the 3D toolbar to make any of these changes:
• To change the rendering mode, choose an option from the Model Render Mode pop-up menu
.
• To view an orthographic projection, click the Use Orthographic Projection button
. An orthographic projection
effectively removes a dimension, preserving the size ratio between objects but giving the 3D model a less realistic
appearance. Click the button again to use perspective projection.
• To turn lighting on or off or to change lighting, choose an option from the Enable Extra Lighting pop-up menu
.
• To change the background color, click the arrow next to the Background Color swatch and choose a color.
Note: Model rendering modes, lighting schemes, and background color options are also available by right-clicking the 3D
model, and then clicking Viewing Options. Model rendering modes also appear under the Options menu on the Model Tree.
See also
“Examples of model rendering modes” on page 299
Model Tree overview
The Model Tree appears in the navigation pane on the left side of the work area. You can also open the Model Tree by
on the 3D toolbar. Or, right-click the 3D model and choose Show Model Tree.
clicking the Toggle Model Tree button
Note: Using the Model Tree requires version 7.0.7 or later of either Acrobat or Adobe Reader. Users with earlier versions
can interact with 3D models but not with the Model Tree.
The Model Tree has three panes, each of which displays a specific type of information or controls.
Structure pane The topmost pane shows the tree structure of the 3D object. For example, a 3D object depicting a car
has separate groups of objects (called nodes) for the chassis, engine, and wheels. In this pane, you can move through
the hierarchy and select, isolate, or hide various parts.
Product Manufacturing Information (PMI) appears as a group of items on the same hierarchical level as its related
object or assembly.
USING ACROBAT 9 STANDARD 301
Multimedia and 3D models
View pane The middle pane lists the views that have been defined for the 3D object. When you change a view, click
one of the listed views to return the 3D model to a saved state. See “Set 3D views” on page 307.
You can also add to and edit views in the View pane. For example, after you isolate and rotate a part, you can save that
particular view, including the camera angle, background, lighting, and other attributes. This feature is not available for
Adobe Reader.
Object Data pane The lower pane displays other information, including properties and metadata, if any, about the
object or part. You cannot edit this information for 3D objects in Acrobat.
A
B
C
Model Tree
A. 3D object hierarchy B. Saved views C. Part or object information
Note: To change the default behavior for the Model Tree, open the Preferences dialog box and under Categories, select 3D
and Multimedia. Then choose an option from the Open Model Tree On 3D Activation menu.
The author of the PDF can set up a 3D model in the conversion settings so that clicking it automatically displays the
Model Tree.
Hide, isolate, and change the appearance of parts
Some 3D models are composed of individual parts. You can use the Model Tree to hide or isolate parts, zoom in to
parts, or make parts transparent. Parts that show in the 3D model appear in the tree with a check mark next to them.
USING ACROBAT 9 STANDARD 302
Multimedia and 3D models
A
B
C
D
Manipulating parts
A. Selected part B. Hidden part C. Isolated part D. Transparent part
1 In the 3D model, use the Hand tool to click the part you want to manipulate. If a preference setting prevents you
from using the Hand tool, select the part in the Model Tree list.
2 From the Options menu in the top pane of the Model Tree, choose any of the following:
Note: The items that appear on the Options menu depend on whether the 3D model is composed of just one part or
multiple parts. Many of these options are also available by right-clicking a part in the 3D model.
Model Render Mode Changes the surface appearance of the entire 3D model according to the item you choose from
the submenu: Transparent Bounding Box, Solid, Transparent, Solid Wireframe, and so on.
Show All Parts Displays the entire 3D model.
Fit Visible Displays all visible parts and centers them in the view.
Show Physical Properties Displays the surface area and volume (if available) in the Object Data pane of the Model Tree.
Display Bounding Box Displays the box that encloses the 3D object or selected parts of the model.
Set Bounding Box Color Changes the color of the bounding box. Choose this option, select a color, and then click OK.
Hide Displays the model without showing the selected parts. You can also select and deselect check boxes in the top
pane of the Model Tree to hide and show different parts.
Isolate Displays only the selected part, hiding all others.
Zoom To Part Changes the center focus from the entire 3D model to the selected parts. This setting is especially useful
for rotating a part, allowing the rotation to occur around the center focus of the part rather than around the entire
model.
Part Render Mode Displays all of the rendering modes that are available for the part. The rendering mode changes the
appearance of the 3D model according to the rendering mode you choose.
Transparent Displays a see-through version of the selected part.
Export As XML Creates a separate XML file of either Whole Tree or Current Node of the 3D model.
Export As CSV Creates a separate file in CSV format that contains all of the model data. You can export the data from
the whole Model Tree or a selected node. The file can be opened in any program that supports CSV formatting, such
as Microsoft Excel.
Note: If the 3D model includes Product Manufacturing Information (PMI), options for showing and hiding the PMI are
available on this menu.
Create cross sections
Displaying a cross section of a 3D model is like cutting it in half and looking inside. Use the Cross Section Controls
dialog box to adjust the alignment, offset, and tilt of the cutting plane.
USING ACROBAT 9 STANDARD 303
Multimedia and 3D models
Before and after cross section
1 Click the Toggle Cross Section icon
on the 3D toolbar to turn on or off the cross section.
2 (Optional) Click the arrow next to the Toggle Cross Section icon, and choose Cross Section Properties, which opens
the Cross Section Properties dialog box. Then do any of the following:
• Change settings under Alignment, Display Settings, and Position And Orientation.
• Click the Save Section View button to save the current cross-sectional view. (The saved view will appear on the
Views menu in the 3D toolbar and in the View pane of the Model Tree with a default name, SectionView[n].)
Cross-section properties
Changes you make here are applied immediately. To see these changes, make sure that the Cross Section Properties
dialog box does not block your view of the active 3D model. The Cross Section Properties dialog box remains on top
if you focus or interact with the underlying PDF. To close it, click the Close button in the upper-right corner.
Enable Cross Section When selected, makes the other options available.
Alignment Determines the axis (x, y, or z) to which the cross-section aligns.
Align To Face Cuts the cross-section on a plane defined by the surface of any face that you then click in the 3D model.
(The dialog box is dimmed until you click the face of a model part.)
Align To 3 Points Cuts the cross-section on a plane defined by any three points that you click the 3D model. (The
dialog box is dimmed until you click three points of a model.)
Show Intersections Indicates where the cutting plane slices the 3D model by adding a colored outline. Click the color
swatch if you want to select a different color.
Show Cutting Plane Displays the two-dimensional field that cuts the 3D model. Click the color swatch to select a
different color, and enter a different percentage to change the opacity of the plane.
Ignore Selected Parts Removes the selected parts from the cross-section view.
Show Transparent Displays parts that are not part of the cross-section.
Cutting Plane Opacity Defines the transparency level of the cutting plane.
Align Camera With Cutting Plane Rotates the 3D model so that it is level with the cutting plane.
USING ACROBAT 9 STANDARD 304
Multimedia and 3D models
Offset Determines how much of the 3D model is sliced. Drag the slider left or right, or change the percentage.
To understand how each axis divides the 3D model, select an axis and then drag the Offset slider back and forth.
Observe the changes in the embedded 3D model.
Flip Reverses the cross-section. For example, if the top half of the model is cut off, click Flip to display the top half and
cut off the bottom half.
Tilt sliders Determine the angles between the cutting plane and the axes. Drag the sliders left or right, or change the
percentages.
Save Section View Opens the View Properties dialog box in which you can select the display properties to save with
the view. After you select the properties to save, the cross-sectional view is added to the list of views in the 3D toolbar
and the Model Tree. The saved view is given a default name, SectionView[n].
Display properties that you choose not to save revert to the setting of the previous view. For example, if you do not
save the background color, the cross-section view retains the background color of the previously displayed view.
Measure 3D objects
Use the 3D Measurement Tool to measure 3D models. You can create measurements between combinations of points
or edges of the 3D model. As you move the pointer over the 3D model, specific points and edges are highlighted. The
3D Measurement Tool supports four types of measurements: perpendicular distance between two straight edges,
linear distance between two points, the radius of circular edges, and the angle between two edges (or three points).
You can associate 3D measurements with specific views. If the default view is active when a measurement is added, a
new measurement view is created. This view is added to the view hierarchy in the Model Tree. The measurement is
associated with that view only. The measurement shows up as a child of the view.
You can also display comments while taking measurements. These comments (also called measurement markups) are
preserved after the document is closed.
3D measurement display
1 Click a 3D model in a PDF to enable it.
2 Click the 3D Measurement Tool icon
on the 3D toolbar. (If the 3D toolbar view is set for consolidated tools,
select the 3D Measurement tool from the pop-up menu next to the Navigation tool.)
3 Select the options you want in the Snap Enables and Measurement Types areas of the 3D Measurement Tool palette.
4 Right-click the model background, and change the options as needed. Leave the 3D Measurement Tool palette open.
5 Measure the 3D model:
• To measure the distance between two positions on the 3D model, click to set a start point. Then move the pointer
to another location or an edge.
USING ACROBAT 9 STANDARD 305
Multimedia and 3D models
• To measure the circumference of a round shape, move the pointer to the edge of the shape so that a circle appears,
and click once.
• To create and set an annotation on the measurement, right-click the object background and select Change Markup
Label. Type a markup label. Measure the 3D model as described previously. Click to set the end point for the
measurement, and then click a third time to set the location of the measurement and label.
• To save a measurement as a comment, select the Hand tool, right-click the measurement, and click Convert To
Comment.
• To discontinue a measurement, right-click and choose Cancel Measurement.
• To delete a measurement markup, click it with the 3D Measurement Tool and press Delete.
Note: To learn how to rotate, pan, zoom, and snap while you measure, right-click the model and choose 3D Measurement
Navigation Tips.
Snap Enables options in the 3D Measurement Tool palette
Snaps to the entire edge.
3D Snap To Edge Endpoints
3D Snap To Linear Edges
Snaps to a straight-line segment of an edge.
3D Snap To Radial Edges
Snaps to a circumference.
3D Snap To Silhouettes
Snaps to the apparent edge of a part, such as the side of a cylinder.
Snaps to the geometric plane making up a face of the part.
3D Snap To Planar Faces
Measurement Types options in the 3D Measurement Tool palette
Measures the distance between two positions on the 3D model. Click to set a start
point, and then click another location to set an end point or edge.
3D Point To Point Measurement
3D Perpendicular Dimension
3D Radial Dimension
3D Angle Measurement
Measures the distance between two edges taken at a right angle to the starting edge.
Measures the radius at the location clicked.
Measures the angle between two edges.
Units and markup options
To use the Units and Markup measurement tools, select the 3D Measurement Tool, and then right-click inside the
model.
Define Model Units Select to change the measurement units.
Enable Coordinate Display Displays or hides the coordinates of the mouse pointer location in the Measurement Info
Window.
Change Markup Label Type the text that you want to appear with the measurement, both in the 3D model area and in
the Comments panel. (Not available if Measurement Markup is not selected.)
Disable Measurement Markup Select when you want to take measurements in a model, but not add them to the
document. The measurements are only visible while the current measurement is active. If you start another
measurement or change tools, the markup disappears.
Don’t Snap To 3D Content Disables the ability to snap the insertion point to a likely target. Select this option to
improve performance when you are working with a large model. Return to Snap To 3D Content to ensure precise
measurement in 3D objects.
USING ACROBAT 9 STANDARD 306
Multimedia and 3D models
3D Measurement Navigation Tips Opens a dialog box that lists the keyboard shortcuts for several navigation shorts.
You can use these shortcuts while you are measuring.
Preferences Opens the Measuring (3D) Preferences dialog box.
Hide/Show Measurement Info Window The Measurement Info Window displays the Units And Markup settings for
the model. Select to remove the window from the model window.
Hide/Show Measurement Toolbar Removes/displays the 3D Measurement Tool palette.
Measuring preferences
Change the 3D Measuring preferences to determine how 3D data is measured. These options appear in the Measuring
(3D) panel of the Preferences dialog box.
Note: In Adobe Reader, these preferences apply to PDFs that have commenting enabled.
Use Scales And Units From Model (When Present) Displays measurements based on the model units, if present,
generated from the original 3D model. Deselect this option to specify the units of measurements manually. This setting
can be changed in the 3D Measurement Tool palette.
Use Default Display Unit Uses units of measurement that you specify here rather than the measurement units in the
3D model.
Significant Digits To Display Specifies the maximum number of digits in the measurement number.
3D Measuring Line Color Specifies the color of the line that appears when you click or drag to measure an object.
Measure Feedback Size Sets the text size for the measurement display.
Angular Measurements Shown In Specifies units as either degrees or radians.
Circular Measurements Shown As Designates whether the diameter or radius is measured for circular parts.
Show Circle For Radial Measurements Displays the circumference associated with the radial measurement.
3D Snap Settings Turns on snap and specifies whether points, arcs, edges, silhouette edges, or faces are snapped to.
Sensitivity indicates how close the pointer must be to the item being snapped to. For Snap Hint Color, specify the color
of the snap line that appears when you hold the pointer over the 3D object.
Change camera properties
Camera properties define the precise angle and positioning for a view of an object. Camera properties make up a
camera view, which can be used both between views and between files.
1 On the 3D toolbar, click the Camera Properties icon
.
If you don’t see the icon, click the arrow next to the navigation tool on the left side of the 3D toolbar.
2 In the Camera Properties dialog box, click Save As to name a new camera view, or select an existing view from the menu.
3 Move the Camera Properties dialog box so that you can see the 3D model. Select a camera alignment:
• Select Target to align the camera properties only to the target position.
• Select Camera And Target to align the camera properties to both the camera direction and the target position.
4 Select the type of alignment:
Select Model After you select this option, click a 3D model in the document. The Camera Properties dialog box shows
the current camera position.
• If Target is selected, the new position of the camera target is the center of the selected model.
USING ACROBAT 9 STANDARD 307
Multimedia and 3D models
• If Camera And Target is selected, the position of the camera target is the center of the selected model. The camera
is aligned to the selected model.
Select Face After you select this option, click a face of the 3D model in the document. The Camera Properties dialog
box shows the current camera position.
• If Target is selected, the new position of the camera target is the center of the selected face.
• If Camera And Target is selected, the position of the camera target is the center of the selected face. The camera is
aligned to this face.
Select 3 Points After you select this option, select three points on the same or different models in the document. The
Camera Properties dialog box shows the current camera position.
• If Target is selected, the new position of the camera target is the center of the three selected points.
• If Camera and Target is selected, the camera target is the center of the three selected points. The camera position is
aligned to the plan composed by the three selected points.
5 In the Position section, select Angle Units to change the X, Y, and Z values to Azimuth, Altitude, and Distance.
These values enable you to manipulate the camera by azimuth (distance) and altitude (X axis), and to zoom using
the distance value.
6 Move the sliders in the Camera and Target positions to the desired location.
7 To change the focal angle of the camera, drag the Field Of View slider to the desired degree.
8 To change the roll angle of the camera, drag the Roll slider to the desired degree.
9 Click Save Camera View to save the settings and add the view to the Model Tree.
The view is added to the Model Tree with the default name of CameraView[n], with [n] being an incremental number.
You can rename the camera view in the Views list.
Set 3D views
The default view of a 3D model lets you quickly revert to a starting point at any time as you interact with the model. A
default view is different from a preview, which determines what the 3D model looks like when it’s not activated. The
list of all available views for the 3D model appears in the Views menu on the 3D toolbar and in the View pane of the
Model Tree.
You can also create additional views of the 3D model in Acrobat that let you quickly navigate the 3D content as you
want (such as top, bottom, left, right, inside, outside, exploded, or assembled). A view can include lighting, camera
position, rendering mode, the Model Tree state, and transparency and cross section settings. Custom views can include
precise camera properties.
You can link views to bookmarks in the Bookmarks panel, or you can use the Go To 3D View action to link views to
buttons and links that you create on the page.
Create a custom view
1 With the Hand tool, click the 3D model to enable it.
2 Use the Rotate, Pan, and Zoom tools in the 3D toolbar to change the view.
3 In the View Properties dialog box, select the display settings to include in the view.
Properties that are not selected use the settings that were last displayed. For example, if Background Color is not
selected, the background color of the view remains the same as the background that was previously displayed.
The view is listed as NewView in the View pane of the Model Tree. Select it to rename it.
USING ACROBAT 9 STANDARD 308
Multimedia and 3D models
Display a view
❖ Use these methods to change the view, as appropriate:
• From the 3D toolbar, select the view from the Views pop-up menu.
• In the Model Tree, click the view name.
• Click the Default View icon
.
Change the default view
❖ In the View pane of the Model Tree, do one of the following:
• Select a view, and then choose Set As Default View from the Options menu.
• Right-click a view, and then choose Set As Default View.
Add a 3D view to a bookmark or link
This process requires a 3D model with one or more defined views, which you can create. You can associate the view
with an existing bookmark or link, or you can create a new one for this purpose.
1 Do one of the following:
• To create a new bookmark, click the New Bookmark button
at the top of the Bookmarks panel, and type a new
name for the bookmark. Then, right-click it and choose Properties.
• To create a new link, choose Tools > Advanced Editing > Link Tool, and drag to create a link rectangle anywhere
on the page. Then, under Link Action, in the Create Link dialog box, select Custom Link, and click Next.
• To link a view to an existing bookmark or link, right-click the bookmark or link, and choose Properties.
2 In the Properties dialog box, click the Actions tab.
3 From the Select Action menu, choose Go To A 3D/Multimedia View, and then click Add.
4 In the Select A 3D View dialog box, select the 3D annotation for the 3D model from the list on the left, and then
select a view option on the right:
Current View Matches the 3D rotation, pan, and zoom characteristics that are active in your document at the time you
create the link or bookmark, whether or not this view is listed on the Model Tree as a defined view.
First View Changes to the view that appears at the top of the list in the Model Tree.
Last View Changes to the view definition that appears at the bottom of the list in the Model Tree.
Previous View Moves up the Model Tree list of defined views, one view at a time.
Next View Moves down the Model Tree list of defined views, one view at a time.
Named View Changes to the defined view that you select from the list appearing below this option.
5 (Optional) To make a bookmark or link also jump to a specific page and page view, choose Go To A Page View on
the Selection Action menu, and click Add. Then use the scroll bars and zoom tools to adjust the page view before
you click the Set Link button. When finished, click Close in the Properties dialog box.
Delete a 3D view
❖ Do one of the following:
• On the 3D toolbar, open the Views pop-up menu and choose Manage Views. Select the views you want to remove,
and click Delete View.
USING ACROBAT 9 STANDARD 309
Multimedia and 3D models
• In the View pane of the Model Tree panel, select the views you want to remove. From within the View pane, either
click the Delete button
or click the Options button and choose Delete View.
3D preferences
In the 3D & Multimedia panel of the Preferences dialog box, you can determine whether the 3D toolbar and Model
Tree are displayed by default. You can also specify a default renderer and determine whether animations are allowed.
Preferred Renderer Specifies the rendering engine used to affect both performance and quality, so it’s important to
select the appropriate renderer. Depending on your system, you can change your render engine. If you select a
DirectX® or OpenGL option, all rendering takes place using the graphics chip on the video adapter. If Software is
selected, rendering takes more time, but the performance is often more consistent with the model rendering of the
originating application.
Enable Hardware Rendering For Legacy Video Cards Forces the use of a hardware accelerator for even video adapters
that do not support a pixel shader.
Enable Double-Sided Rendering Some model parts have two sides. To save time and space, you can deselect this
option to render only the side facing the user. If the user looks inside a part rendered with only one side, the back side
would be invisible.
Preferred 3D PMI Rendering Mode Specifies the PMI mode to use for rendering. You can select one of the following
options:
Use Content Setting—The rendering of the PMI uses the setting of each PMI to decide whether it uses the Z-buffer.
Always Render 3D PMI In Front Of Model—The rendering of the PMI ignores the Z-buffer regardless of the setting
in the file.
Always Render 3D PMI Using Z-buffer—The rendering of the PMI always turns on Z-buffer regardless of the setting
in the file.
Open Model Tree On 3D Activation Determines whether the Model Tree is displayed when the 3D model is activated.
Choose Use Annotation’s Setting to use whichever setting the author used when adding the 3D model to the PDF.
Default Toolbar State Determines whether the 3D toolbar is shown or hidden when a 3D model is activated. Choose
Use Annotation’s Setting to use whichever setting the author used when adding the 3D model to the PDF.
Enable Selection For The Hand Tool Lets the user select and highlight parts of the 3D model using the Hand tool. If this
option is not selected, use the Object Data tool (Tools > Analysis > Object Data Tool) to select the object.
Consolidate Tools On The 3D Toolbar Selecting this option places the manipulation and navigation tools under the
Rotate tool, thereby shortening the 3D toolbar.
Enable View Transitions Some 3D models include animated transitions between views. Deselect this option if you
want to prevent this 3D animation.
Show 3D Orientation Axis Turns on or off an in-scene display of an axis that indicates the current orientation of the
3D scene.
Optimization Scheme For Low Framerate Specifies what happens to animations of complex models when the
framerate becomes low. None does not compromise the visuals and leaves the framerate low. Bounding Box shows the
three-dimensional planes enclosing the parts instead of the parts themselves, which keeps the framerate high. Drop
Objects does not show some parts of the model, which keeps the framerate high.
Framerate Threshold Sets the minimum framerate, either by dragging the slider or entering a number in the value box.
If the framerate drops below that number of frames per second, the Optimization Scheme For Low Framerate option
goes into effect.
USING ACROBAT 9 STANDARD 310
Multimedia and 3D models
Comment on 3D designs
Comments added to a 3D object are associated with specific views that are defined when the comments are added. If
the view is changed—for example, if the 3D object is rotated or moved—the comments are no longer visible.
You have three ways to add comments to a 3D object:
• Using the 3D Comment Tool on the 3D toolbar to add comments to specific parts of a 3D model.
• Using the Comments and Markup toolbar to add a variety of comment types to a 3D view.
• Converting a 3D measurement into a comment.
Note: Adding comments to 3D model views requires version 7.0.7 or later of Acrobat or Reader.
When the view of a 3D object is changed, any comment associated with that object disappears (right).
If you don’t want a comment to be associated with a 3D view, add the comment outside the 3D object area.
See also
“Commenting” on page 142
Add a 3D Comment to an object
Comments created by using the 3D Comment Tool are like measurements in that they are associated with a specific
part of the 3D geometry. When you add 3D comments to the default view of a model, a new view, called
3DCommentView is created. 3D comments added to other views are listed as components of that view in the Model
Tree. You can edit and remove 3D comments the same way to edit and remove measurements.
1 Click the Add 3D Comment tool on the 3D toolbar.
2 Select a part of the model you want to add a 3D comment to.
3 In the Enter Comment String dialog box, type your comment.
Add comments from the Comment & Markup toolbar
When you add comments by using the tools on the Comment & Markup toolbar, a new view is created in the Model
Tree called CommentView.
Note: Adobe Reader users can add comments to a PDF if the document author enables commenting for that PDF.
1 Display the Comment & Markup toolbar (Tools > Comment & Markup > Show Comment & Markup Toolbar).
USING ACROBAT 9 STANDARD 311
Multimedia and 3D models
2 Select a commenting tool, and then click inside the 3D object area.
3 Click inside the 3D object area to create a comment. A new view definition is also created in the Model Tree with
a default name such as “CommentView1.”
4 To add more comments, do one of the following:
• To create an additional comment in a view, make sure that the commenting view you want is selected in the Model
Tree. Then click inside the 3D object area.
• To create an additional comment in a new commenting view, make sure that no commenting view is selected in the
Model Tree,. Then click inside the 3D object area.
Note: If you delete one of these automatically generated commenting views, the associated comments are still available.
You can view and select them in the Comments panel or in the Model Tree, where they are listed under the views. Selecting
a comment switches the 3D model to the same viewing configuration it had when the comment was added.
Convert 3D measurements to comments
Individual measurements can be converted to comments, so that they can be reviewed and annotated like other types
of comments.
1 In the View pane of the Model Tree, right-click the plus sign next to the measurement view to display the list of
individual measurements.
2 Right-click a measurement name and click Convert To Comment.
Display comments for a 3D object
1 Do one of the following:
• In the Model Tree, select a view that contains comments.
• Click the Comments button or choose View > Navigation Panels > Comments.
• In the View pane of the Model Tree, click Options and choose List Comments.
2 Double-click a comment to open its comment window.
3 Repeat steps 1 and 2 to see other comments associated with other views.
When you select a comment, the 3D model appears in the same view it was in when the comment was added.
Run a JavaScript
If a separate JavaScript file is associated with the 3D model PDF, you can activate it.
1 Open the PDF in Acrobat.
2 Click the 3D model with the Hand tool to enable it, and then right-click the 3D model and choose Run A JavaScript.
3 Find the JavaScript file you want to add, and click Open.
312
Chapter 14: Color management
Understanding color management
Why colors sometimes don’t match
No device in a publishing system is capable of reproducing the full range of colors viewable to the human eye. Each
device operates within a specific color space that can produce a certain range, or gamut, of colors.
A color model determines the relationship between values, and the color space defines the absolute meaning of those
values as colors. Some color models (such as CIE L*a*b) have a fixed color space because they relate directly to the way
humans perceive color. These models are described as being device-independent. Other color models (RGB, HSL, HSB,
CMYK, and so forth) can have many different color spaces. Because these models vary with each associated color space
or device, they are described as being device-dependent.
Because of these varying color spaces, colors can shift in appearance as you transfer documents between different
devices. Color variations can result from differences in image sources; the way software applications define color; print
media (newsprint paper reproduces a smaller gamut than magazine-quality paper); and other natural variations, such
as manufacturing differences in monitors or monitor age.
RGB
CMYK
A
B
C
Color gamuts of various devices and documents
A. Lab color space B. Documents (working space) C. Devices
What is a color management system?
Color-matching problems result from various devices and software using different color spaces. One solution is to
have a system that interprets and translates color accurately between devices. A color management system (CMS)
compares the color space in which a color was created to the color space in which the same color will be output, and
makes the necessary adjustments to represent the color as consistently as possible among different devices.
A color management system translates colors with the help of color profiles. A profile is a mathematical description of
a device’s color space. For example, a scanner profile tells a color management system how your scanner “sees” colors.
Adobe color management uses ICC profiles, a format defined by the International Color Consortium (ICC) as a crossplatform standard.
USING ACROBAT 9 STANDARD 313
Color management
Because no single color-translation method is ideal for all types of graphics, a color management system provides a
choice of rendering intents, or translation methods, so that you can apply a method appropriate to a particular graphics
element. For example, a color translation method that preserves correct relationships among colors in a wildlife
photograph may alter the colors in a logo containing flat tints of color.
Note: Don’t confuse color management with color correction. A color management system won’t correct an image that
was saved with tonal or color balance problems. It provides an environment where you can evaluate images reliably in
the context of your final output.
See also
“About color profiles” on page 323
“About rendering intents” on page 331
Do you need color management?
Without a color management system, your color specifications are device-dependent. You might not need color
management if your production process is tightly controlled for one medium only. For example, you or your print
service provider can tailor CMYK images and specify color values for a known, specific set of printing conditions.
The value of color management increases when you have more variables in your production process. Color
management is recommended if you anticipate reusing color graphics for print and online media, using various kinds
of devices within a single medium (such as different printing presses), or if you manage multiple workstations.
You will benefit from a color management system if you need to accomplish any of the following:
• Get predictable and consistent color output on multiple output devices including color separations, your desktop
printer, and your monitor. Color management is especially useful for adjusting color for devices with a relatively
limited gamut, such as a four-color process printing press.
• Accurately soft-proof (preview) a color document on your monitor by making it simulate a specific output device.
(Soft-proofing is subject to the limitations of monitor display, and other factors such as room lighting conditions.)
• Accurately evaluate and consistently incorporate color graphics from many different sources if they also use color
management, and even in some cases if they don’t.
• Send color documents to different output devices and media without having to manually adjust colors in
documents or original graphics. This is valuable when creating images that will eventually be used both in print and
online.
• Print color correctly to an unknown color output device; for example, you could store a document online for
consistently reproducible on-demand color printing anywhere in the world.
Creating a viewing environment for color management
Your work environment influences how you see color on your monitor and on printed output. For best results, control
the colors and light in your work environment by doing the following:
• View your documents in an environment that provides a consistent light level and color temperature. For example,
the color characteristics of sunlight change throughout the day and alter the way colors appear on your screen, so
keep shades closed or work in a windowless room. To eliminate the blue-green cast from fluorescent lighting, you
can install D50 (5000° Kelvin) lighting. You can also view printed documents using a D50 lightbox.
• View your document in a room with neutral-colored walls and ceiling. A room’s color can affect the perception of
both monitor color and printed color. The best color for a viewing room is neutral gray. Also, the color of your
clothing reflecting off the glass of your monitor may affect the appearance of colors on-screen.
USING ACROBAT 9 STANDARD 314
Color management
• Remove colorful background patterns on your monitor desktop. Busy or bright patterns surrounding a document
interfere with accurate color perception. Set your desktop to display neutral grays only.
• View document proofs in the real-world conditions under which your audience will see the final piece. For
example, you might want to see how a housewares catalog looks under the incandescent light bulbs used in homes,
or view an office furniture catalog under the fluorescent lighting used in offices. However, always make final color
judgements under the lighting conditions specified by the legal requirements for contract proofs in your country.
Keeping colors consistent
About color management in Adobe applications
Adobe color management helps you maintain the appearance of colors as you bring images in from external sources,
edit documents and transfer them between Adobe applications, and output your finished compositions. This system
is based on conventions developed by the International Color Consortium, a group responsible for standardizing
profile formats and procedures so that consistent and accurate color can be achieved throughout a workflow.
By default, color management is turned on in color-managed Adobe applications. If you purchased the Adobe Creative
Suite, color settings are synchronized across applications to provide consistent display for RGB and CMYK colors.
This means that colors look the same no matter which application you view them in.
Color settings for Adobe Creative Suite are synchronized in a central location through Adobe Bridge.
If you decide to change the default settings, easy-to-use presets let you configure Adobe color management to match
common output conditions. You can also customize color settings to meet the demands of your particular color
workflow.
Keep in mind that the kinds of images you work with and your output requirements influence how you use color
management. For example, there are different color-consistency issues for an RGB photo printing workflow, a CMYK
commercial printing workflow, a mixed RGB/CMYK digital printing workflow, and an Internet publishing workflow.
USING ACROBAT 9 STANDARD 315
Color management
Basic steps for producing consistent color
1. Consult with your production partners (if you have any) to ensure that all aspects of your color management
workflow integrate seamlessly with theirs.
Discuss how the color workflow will be integrated with your workgroups and service providers, how software and
hardware will be configured for integration into the color management system, and at what level color management
will be implemented. (See “Do you need color management?” on page 313.)
2. Calibrate and profile your monitor.
A monitor profile is the first profile you should create. Seeing accurate color is essential if you are making creative
decisions involving the color you specify in your document. (See “Calibrate and profile your monitor” on page 325.)
3. Add color profiles to your system for any input and output devices you plan to use, such as scanners and
printers.
The color management system uses profiles to know how a device produces color and what the actual colors in a
document are. Device profiles are often installed when a device is added to your system. You can also use third-party
software and hardware to create more accurate profiles for specific devices and conditions. If your document will be
commercially printed, contact your service provider to determine the profile for the printing device or press condition.
(See “About color profiles” on page 323 and “Install a color profile” on page 325.)
4. Set up color management in Adobe applications.
The default color settings are sufficient for most users. However, you can change the color settings by doing one of the
following:
• If you use multiple Adobe applications, use Adobe® Bridge CS3 to choose a standard color management
configuration and synchronize color settings across applications before working with documents. (See
“Synchronize color settings across Adobe applications” on page 315.)
• If you use only one Adobe application, or if you want to customize advanced color management options, you can
change color settings for a specific application. (See “Set up color management” on page 316.)
5. (Optional) Preview colors using a soft proof.
After you create a document, you can use a soft proof to preview how colors will look when printed or viewed on a
specific device. (See “Soft-proofing colors” on page 320.)
Note: A soft proof alone doesn’t let you preview how overprinting will look when printed on an offset press. If you work
with documents that contain overprinting, turn on Overprint Preview to accurately preview overprints in a soft proof.
6. Use color management when printing and saving files.
Keeping the appearance of colors consistent across all of the devices in your workflow is the goal of color management.
Leave color management options enabled when printing documents, saving files, and preparing files for online
viewing. (See “Printing with color management” on page 321 and “Color-managing documents for online viewing” on
page 319.)
Synchronize color settings across Adobe applications
If you use Adobe Creative Suite, you can use Adobe Bridge to automatically synchronize color settings across
applications. This synchronization ensures that colors look the same in all color-managed Adobe applications.
USING ACROBAT 9 STANDARD 316
Color management
If color settings are not synchronized, a warning message appears at the top of the Color Settings dialog box in each
application. Adobe recommends that you synchronize color settings before you work with new or existing documents.
1 Open Bridge.
To open Bridge from a Creative Suite application, choose File > Browse. To open Bridge directly, either choose Adobe
Bridge from the Start menu (Windows) or double-click the Adobe Bridge icon (Mac OS).
2 Choose Edit > Creative Suite Color Settings.
3 Select a color setting from the list, and click Apply.
If none of the default settings meet your requirements, select Show Expanded List Of Color Setting Files to view
additional settings. To install a custom settings file, such as a file you received from a print service provider, click Show
Saved Color Settings Files.
Set up color management
1 Do one of the following:
• (Illustrator, InDesign, Photoshop) Choose Edit > Color Settings.
• (Acrobat) Select the Color Management category of the Preferences dialog box.
2 Select a color setting from the Settings menu, and click OK.
The setting you select determines which color working spaces are used by the application, what happens when you
open and import files with embedded profiles, and how the color management system converts colors. To view a
description of a setting, select the setting and then position the pointer over the setting name. The description appears
at the bottom of the dialog box.
Note: Acrobat color settings are a subset of those used in InDesign, Illustrator, and Photoshop.
In certain situations, such as if your service provider supplies you with a custom output profile, you may need to customize
specific options in the Color Settings dialog box. However, customizing is recommended for advanced users only.
Note: If you work with more than one Adobe application, it is highly recommended that you synchronize your color
settings across applications. (See “Synchronize color settings across Adobe applications” on page 315.)
See also
“Customize color settings” on page 327
Change the appearance of CMYK black (Illustrator, InDesign)
Pure CMYK black (K=100) appears jet black (or rich black) when viewed on-screen, printed to a non-PostScript
desktop printer, or exported to an RGB file format. If you prefer to see the difference between pure black and rich black
as it will appear when printed on a commercial press, you can change the Appearance Of Black preferences. These
preferences do not change the color values in a document.
1 Choose Edit > Preferences > Appearance Of Black (Windows) or [application name] > Preferences > Appearance
Of Black (Mac OS).
2 Choose an option for On Screen:
Display All Blacks Accurately Displays pure CMYK black as dark gray. This setting allows you to see the difference
between pure black and rich black.
Display All Blacks As Rich Black Displays pure CMYK black as jet black (RGB=000). This setting makes pure black and
rich black appear the same on-screen.
USING ACROBAT 9 STANDARD 317
Color management
3 Choose an option for Printing/Exporting:
Output All Blacks Accurately When printing to a non-PostScript desktop printer or exporting to an RGB file format,
outputs pure CMYK black using the color numbers in the document. This setting allows you to see the difference
between pure black and rich black.
Output All Blacks As Rich Black When printing to a non-PostScript desktop printer or exporting to an RGB file format,
outputs pure CMYK black as jet black (RGB=000). This setting makes pure black and rich black appear the same.
Managing process and spot colors
When color management is on, any color you apply or create within a color-managed Adobe application automatically
uses a color profile that corresponds to the document. If you switch color modes, the color management system uses
the appropriate profiles to translate the color to the new color model you choose.
Keep in mind the following guidelines for working with process and spot colors:
• Choose a CMYK working space that matches your CMYK output conditions to ensure that you can accurately
define and view process colors.
• Select colors from a color library. Adobe applications come with several standard color libraries, which you can load
using the Swatches panel menu.
• (Acrobat, Illustrator, and InDesign) Turn on Overprint Preview to get an accurate and consistent preview of spot
colors.
• (Acrobat, Illustrator, and InDesign) Use Lab values (the default) to display predefined spot colors (such as colors
from the TOYO, PANTONE, DIC, and HKS libraries) and convert these colors to process colors. Using Lab values
provides the greatest accuracy and guarantees the consistent display of colors across Creative Suite applications. If
you want the display and output of these colors to match earlier versions of Illustrator or InDesign, use CMYK
equivalent values instead. For instructions on switching between Lab values and CMYK values for spot colors,
search Illustrator or InDesign Help.
Note: Color-managing spot colors provides a close approximation of a spot color on your proofing device and monitor.
However, it is difficult to exactly reproduce a spot color on a monitor or proofing device because many spot color inks exist
outside the gamuts of many of those devices.
Color-managing imported images
Color-managing imported images (Illustrator, InDesign)
How imported images are integrated into a document’s color space depends on whether or not the image has an
embedded profile:
• When you import an image that contains no profile, the Adobe application uses the current document profile to
define the colors in the image.
• When you import an image that contains an embedded profile, color policies in the Color Settings dialog box
determine how the Adobe application handles the profile.
See also
“Color management policy options” on page 330
USING ACROBAT 9 STANDARD 318
Color management
Using a safe CMYK workflow
A safe CMYK workflow ensures that CMYK color numbers are preserved all the way to the final output device, as
opposed to being converted by your color management system. This workflow is beneficial if you want to
incrementally adopt color management practices. For example, you can use CMYK profiles to soft-proof and hardproof documents without the possibility of unintended color conversions occurring during final output.
Illustrator and InDesign support a safe CMYK workflow by default. As a result, when you open or import a CMYK
image with an embedded profile, the application ignores the profile and preserves the raw color numbers. If you want
your application to adjust color numbers based on an embedded profile, change the CMYK color policy to Preserve
Embedded Profiles in the Color Settings dialog box. You can easily restore the safe CMYK workflow by changing the
CMYK color policy back to Preserve Numbers (Ignore Linked Profiles).
You can override safe CMYK settings when you print a document or save it to Adobe PDF. However, doing so may
cause colors to be reseparated. For example, pure CMYK black objects may be reseparated as rich black. For more
information on color management options for printing and saving PDFs, search in Help.
See also
“Color management policy options” on page 330
Preparing imported graphics for color management
Use the following general guidelines to prepare graphics for being color-managed in Adobe applications:
• Embed an ICC-compliant profile when you save the file. The file formats that support embedded profiles are JPEG,
PDF, PSD (Photoshop), AI (Illustrator), INDD (InDesign), Photoshop EPS, Large Document Format, and TIFF.
• If you plan to reuse a color graphic for multiple final output devices or media, such as for print, video, and the web,
prepare the graphic using RGB or Lab colors whenever possible. If you must save in a color model other than RGB
or Lab, keep a copy of the original graphic. RGB and Lab color models represent larger color gamuts than most
output devices can reproduce, retaining as much color information as possible before being translated to a smaller
output color gamut.
See also
“Embed a color profile” on page 325
View or change profiles for imported bitmap images (InDesign)
InDesign allows you to view, override, or disable profiles for imported bitmap images. This may be necessary when
you are importing an image containing no profile or an incorrectly embedded profile. For example, if the scanner
manufacturer’s default profile was embedded but you have since generated a custom profile, you can assign the newer
profile.
1 Do one of the following:
• If the graphic is already in layout, select it and choose Object > Image Color Settings.
• If you’re about to import the graphic, choose File > Place, select Show Import Options, select and open the file, and
then select the Color tab.
2 For Profile, choose the source profile to apply to the graphic in your document. If a profile is currently embedded,
the profile name appears at the top of the Profile menu.
3 (Optional) Choose a rendering intent, and then click OK. In most cases, it’s best to use the default rendering intent.
Note: You can also view or change profiles for objects in Acrobat.
USING ACROBAT 9 STANDARD 319
Color management
See also
“Convert document colors to another profile (Photoshop)” on page 327
Color-managing documents for online viewing
Color-managing documents for online viewing
Color management for online viewing is very different from color management for printed media. With printed
media, you have far more control over the appearance of the final document. With online media, your document will
appear on a wide range of possibly uncalibrated monitors and video display systems, significantly limiting your control
over color consistency.
When you color-manage documents that will be viewed exclusively on the web, Adobe recommends that you use the
sRGB color space. sRGB is the default working space for most Adobe color settings, but you can verify that sRGB is
selected in the Color Settings dialog box (Photoshop, Illustrator, InDesign) or the Color Management preferences
(Acrobat). With the working space set to sRGB, any RGB graphics you create will use sRGB as the color space.
When working with images that have an embedded color profile other than sRGB, you should convert the image’s
colors to sRGB before you save the image for use on the web. If you want the application to automatically convert the
colors to sRGB when you open the image, select Convert To Working Space as the RGB color management policy.
(Make sure that your RGB working space is set to sRGB.) In Photoshop and InDesign, you can also manually convert
the colors to sRGB using the Edit > Convert To Profile command.
Note: In InDesign, the Convert To Profile command only converts colors for native, not placed, objects in the document.
See also
“About color working spaces” on page 328
“Color management policy options” on page 330
Color-managing PDFs for online viewing
When you export PDFs, you can choose to embed profiles. PDFs with embedded profiles reproduce color consistently
in Acrobat 4.0 or later running under a properly configured color management system.
Keep in mind that embedding color profiles increases the size of PDFs. RGB profiles are usually small (around 3 KB);
however, CMYK profiles can range from 0.5 to 2 MB.
See also
“Printing with color management” on page 321
Color-managing HTML documents for online viewing
Many web browsers do not support color management. Of the browsers that do support color management, not all
instances can be considered color-managed because they may be running on systems where the monitors are not
calibrated. In addition, few web pages contain images with embedded profiles. If you manage a highly controlled
environment, such as the intranet of a design studio, you may be able to achieve some degree of HTML color
management for images by equipping everyone with a browser that supports color management and calibrating all
monitors.
USING ACROBAT 9 STANDARD 320
Color management
You can approximate how colors will look on uncalibrated monitors by using the sRGB color space. However, because
color reproduction varies among uncalibrated monitors, you still won’t be able to anticipate the true range of potential
display variations.
Proofing colors
Soft-proofing colors
In a traditional publishing workflow, you print a hard proof of your document to preview how its colors will look when
reproduced on a specific output device. In a color-managed workflow, you can use the precision of color profiles to
soft-proof your document directly on the monitor. You can display an on-screen preview of how your document’s
colors will look when reproduced on a particular output device.
Keep in mind that the reliability of the soft proof depends upon the quality of your monitor, the profiles of your
monitor and output devices, and the ambient lighting conditions of your work environment.
Note: A soft proof alone doesn’t let you preview how overprinting will look when printed on an offset press. If you work
with documents that contain overprinting, turn on Overprint Preview to accurately preview overprints in a soft proof.
A
B
C
Using a soft proof to preview the final output of a document on your monitor
A. Document is created in its working color space. B. Document’s color values are translated to color space of chosen proof profile (usually the
output device’s profile). C. Monitor displays proof profile’s interpretation of document’s color values.
Soft-proof colors
1 Choose View > Proof Setup, and do one of the following:
• Choose a preset that corresponds to the output condition you want to simulate.
• Choose Custom (Photoshop and InDesign) or Customize (Illustrator) to create a custom proof setup for a specific
output condition. This option is recommended for the most accurate preview of your final printed piece.
2 Choose View > Proof Colors to toggle the soft-proof display on and off. When soft proofing is on, a check mark
appears next to the Proof Colors command, and the name of the proof preset or profile appears at the top of the
document window.
To compare the colors in the original image and the colors in the soft proof, open the document in a new window before
you set up the soft proof.
Soft-proof presets
Working CMYK Creates a soft proof of colors using the current CMYK working space as defined in the Color Settings
dialog box.
Document CMYK (InDesign) Creates a soft proof of colors using the document’s CMYK profile.
Working Cyan Plate, Working Magenta Plate, Working Yellow Plate, Working Black Plate, or Working CMY Plates
(Photoshop) Creates a soft proof of specific CMYK ink colors using the current CMYK working space.
USING ACROBAT 9 STANDARD 321
Color management
Macintosh RGB or Windows RGB (Photoshop and Illustrator) Creates a soft proof of colors in an image using either a
standard Mac OS or Windows monitor as the proof profile space to simulate. Both options assume that the simulated
device will display your document without using color management. Neither option is available for Lab or CMYK
documents.
Monitor RGB (Photoshop and Illustrator) Creates a soft proof of colors in an RGB document using your current
monitor color space as the proof profile space. This option assumes that the simulated device will display your
document without using color management. This option is unavailable for Lab and CMYK documents.
Custom soft-proof options
Device To Simulate Specifies the color profile of the device for which you want to create the proof. The usefulness of
the chosen profile depends on how accurately it describes the device’s behavior. Often, custom profiles for specific
paper and printer combinations create the most accurate soft proof.
Preserve CMYK Numbers or Preserve RGB Numbers Simulates how the colors will appear without being converted to
the color space of the output device. This option is most useful when you are following a safe CMYK workflow.
Rendering Intent (Photoshop and Illustrator) When the Preserve Numbers option is deselected, specifies a rendering
intent for converting colors to the device you are trying to simulate.
Use Black Point Compensation (Photoshop) Ensures that the shadow detail in the image is preserved by simulating the
full dynamic range of the output device. Select this option if you plan to use black point compensation when printing
(which is recommended in most situations).
Simulate Paper Color Simulates the dingy white of real paper, according to the proof profile. Not all profiles support
this option.
Simulate Black Ink Simulates the dark gray you really get instead of a solid black on many printers, according to the
proof profile. Not all profiles support this option.
In Photoshop, if you want the custom proof setup to be the default proof setup for documents, close all document
windows before choosing the View > Proof Setup > Custom command.
Save or load a custom proof setup
1 Choose View > Proof Setup > Custom.
2 Do either of the following:
• To save a custom proof setup, click Save. To ensure that the new preset appears in the View > Proof Setup menu,
save the preset in the default location.
• To load a custom proof setup, click Load.
Color-managing documents when printing
Printing with color management
Color management options for printing let you specify how you want Adobe applications to handle the outgoing
image data so the printer will print colors consistent with what you see on your monitor. Your options for printing
color-managed documents depend on the Adobe application you use, as well as the output device you select. In
general, you have the following choices for handling colors during printing:
• Let the printer determine colors.
USING ACROBAT 9 STANDARD 322
Color management
• Let the application determine colors.
• (Photoshop and InDesign) Do not use color management. In this workflow, no color conversion occurs. You may
also need to turn off color management in your printer driver. This method is useful primarily for printing test
targets or generating custom profiles.
Letting the printer determine colors when printing
In this workflow, the application does no color conversion, but sends all necessary conversion information to the
output device. This method is especially convenient when printing to inkjet photo printers, because each combination
of paper type, printing resolution, and additional printing parameters (such as high-speed printing) requires a
different profile. Most new inkjet photo printers come with fairly accurate profiles built into the driver, so letting the
printer select the right profile saves time and alleviates mistakes. This method is also recommended if you are not
familiar with color management.
If you choose this method, it is very important that you set up printing options and turn on color management in your
printer driver. Search Help for additional instructions.
If you select a PostScript printer, you can take advantage of PostScript color management. PostScript color
management makes it possible to perform color composite output or color separations at the raster image processor
(RIP)—a process called in-RIP separations—so that a program need only specify parameters for separation and let the
device calculate the final color values. PostScript color-managed output workflows require an output device that
supports PostScript color management using PostScript Level 2 version 2017 or later, or PostScript Lanuage Level 3.
Letting the application determine colors when printing
In this workflow, the application does all the color conversion, generating color data specific to one output device. The
application uses the assigned color profiles to convert colors to the output device’s gamut, and sends the resulting
values to the output device. The accuracy of this method depends on the accuracy of the printer profile you select. Use
this workflow when you have custom ICC profiles for each specific printer, ink, and paper combination.
If you choose this option, it is very important that you disable color management in your printer driver. Letting the
application and the printer driver simultaneously manage colors during printing results in unpredictable color. Search
Help for additional instructions.
Obtaining custom profiles for desktop printers
If the output profiles that come with your printer don’t produce satisfactory results, you obtain custom profiles in the
following ways:
• Purchase a profile for your type of printer and paper. This is usually the easiest and least expensive method.
• Purchase a profile for your specific printer and paper. This method involves printing a profiling target on your
printer and paper, and providing that target to a company that will create a specific profile. This is more expensive
than purchasing a standard profile, but can provide better results because it compensates for any manufacturing
variations in printers.
• Create your own profile using a scanner-based system. This method involves using profile-creation software and
your own flatbed scanner to scan the profiling target. It can provide excellent results for matte surface papers, but
not glossy papers. (Glossy papers tend to have fluorescent brighteners in them that look different to a scanner than
they do in room light.)
• Create your own profile using a hardware profile-creation tool. This method is expensive but can provide the best
results. A good hardware tool can create an accurate profile even with glossy papers.
USING ACROBAT 9 STANDARD 323
Color management
• Tweak a profile created using one of the previous methods with profile-editing software. This software can be
complex to use, but it lets you correct problems with a profile or simply adjust a profile to produce results more to
your taste.
See also
“Install a color profile” on page 325
Working with color profiles
About color profiles
Precise, consistent color management requires accurate ICC-compliant profiles of all of your color devices. For
example, without an accurate scanner profile, a perfectly scanned image may appear incorrect in another program,
simply due to any difference between the scanner and the program displaying the image. This misleading
representation may cause you to make unnecessary, time-wasting, and potentially damaging “corrections” to an
already satisfactory image. With an accurate profile, a program importing the image can correct for any device
differences and display a scan’s actual colors.
A color management system uses the following kinds of profiles:
Monitor profiles Describe how the monitor is currently reproducing color. This is the first profile you should create
because viewing color accurately on your monitor allows for critical color decisions in the design process. If what you
see on your monitor is not representative of the actual colors in your document, you will not be able to maintain color
consistency.
Input device profiles Describe what colors an input device is capable of capturing or scanning. If your digital camera
offers a choice of profiles, Adobe recommends that you select Adobe RGB. Otherwise, use sRGB (which is the default
for most cameras). Advanced users may also consider using different profiles for different light sources. For scanner
profiles, some photographers create separate profiles for each type or brand of film scanned on a scanner.
Output device profiles Describe the color space of output devices like desktop printers or a printing press. The color
management system uses output device profiles to properly map the colors in a document to the colors within the
gamut of an output device’s color space. The output profile should also take into consideration specific printing
conditions, such as the type of paper and ink. For example, glossy paper is capable of displaying a different range of
colors than matte paper.
Most printer drivers come with built-in color profiles. It’s a good idea to try these profiles before you invest in custom
profiles.
Document profiles Define the specific RGB or CMYK color space of a document. By assigning, or tagging, a document
with a profile, the application provides a definition of actual color appearances in the document. For example, R=127,
G=12, B=107 is just a set of numbers that different devices will display differently. But when tagged with the Adobe
RGB color space, these numbers specify an actual color or wavelength of light–in this case, a specific color of purple.
When color management is on, Adobe applications automatically assign new documents a profile based on Working
Space options in the Color Settings dialog box. Documents without assigned profiles are known as untagged and
contain only raw color numbers. When working with untagged documents, Adobe applications use the current
working space profile to display and edit colors.
USING ACROBAT 9 STANDARD 324
Color management
A
B
C
D
Managing color with profiles
A. Profiles describe the color spaces of the input device and the document. B. Using the profiles’ descriptions, the color management system
identifies the document’s actual colors. C. The monitor’s profile tells the color management system how to translate the document’s numeric
values to the monitor’s color space. D. Using the output device’s profile, the color management system translates the document’s numeric values
to the color values of the output device so the correct appearance of colors is printed.
See also
“Calibrate and profile your monitor” on page 325
“Letting the printer determine colors when printing” on page 322
“Obtaining custom profiles for desktop printers” on page 322
“About color working spaces” on page 328
About monitor calibration and characterization
Profiling software can both calibrate and characterize your monitor. Calibrating your monitor brings it into
compliance with a predefined standard—for example, adjusting your monitor so that it displays color using the
graphics arts standard white point color temperature of 5000° K (Kelvin). Characterizing your monitor simply creates
a profile that describes how the monitor is currently reproducing color.
Monitor calibration involves adjusting the following video settings:
Brightness and contrast The overall level and range, respectively, of display intensity. These parameters work just as
they do on a television. A monitor calibration utility helps you set an optimum brightness and contrast range for
calibration.
Gamma The brightness of the midtone values. The values produced by a monitor from black to white are nonlinear—
if you graph the values, they form a curve, not a straight line. Gamma defines the value of that curve halfway between
black and white.
Phosphors The substances that CRT monitors use to emit light. Different phosphors have different color
characteristics.
White point The color and intensity of the brightest white the monitor can reproduce.
USING ACROBAT 9 STANDARD 325
Color management
Calibrate and profile your monitor
When you calibrate your monitor, you are adjusting it so it conforms to a known specification. Once your monitor is
calibrated, the profiling utility lets you save a color profile. The profile describes the color behavior of the monitor—
what colors can or cannot be displayed on the monitor and how the numeric color values in an image must be
converted so that colors are displayed accurately.
1 Make sure your monitor has been turned on for at least a half hour. This gives it sufficient time to warm up and
produce more consistent output.
2 Make sure your monitor is displaying thousands of colors or more. Ideally, make sure it is displaying millions of
colors or 24-bit or higher.
3 Remove colorful background patterns on your monitor desktop and set your desktop to display neutral grays. Busy
patterns or bright colors surrounding a document interfere with accurate color perception.
4 Do one of the following to calibrate and profile your monitor:
• In Windows, install and use a monitor calibration utility.
• In Mac OS, use the Calibrate utility, located on the System Preferences/Displays/Color tab.
• For the best results, use third-party software and measuring devices. In general, using a measuring device such as a
colorimeter along with software can create more accurate profiles because an instrument can measure the colors
displayed on a monitor far more accurately than the human eye.
Note: Monitor performance changes and declines over time; recalibrate and profile your monitor every month or so. If
you find it difficult or impossible to calibrate your monitor to a standard, it may be too old and faded.
Most profiling software automatically assigns the new profile as the default monitor profile. For instructions on how
to manually assign the monitor profile, refer to the Help system for your operating system.
Install a color profile
Color profiles are often installed when a device is added to your system. The accuracy of these profiles (often called
generic profiles or canned profiles) varies from manufacturer to manufacturer. You can also obtain device profiles from
your service provider, download profiles from the web, or create custom profiles using professional profiling
equipment.
• In Windows, right-click a profile and select Install Profile. Alternatively, copy the profiles into the
WINDOWS\system32\spool\drivers\color folder.
• In Mac OS, copy profiles into the /Library/ColorSync/Profiles folder or the
/Users/[username]/Library/ColorSync/Profiles folder.
After installing color profiles, be sure to restart Adobe applications.
See also
“Obtaining custom profiles for desktop printers” on page 322
Embed a color profile
To embed a color profile in a document you created in Illustrator, InDesign, or Photoshop, you must save or export
the document in a format that supports ICC profiles.
1 Save or export the document in one of the following file formats: Adobe PDF, PSD (Photoshop), AI (Illustrator),
INDD (InDesign), JPEG, Photoshop EPS, Large Document Format, or TIFF.
USING ACROBAT 9 STANDARD 326
Color management
2 Select the option for embedding ICC profiles. The exact name and location of this option varies between
applications. Search Adobe Help for additional instructions.
Embed a color profile (Acrobat)
You can embed a color profile in an object or an entire PDF. Acrobat attaches the appropriate profile, as specified in
the Convert Colors dialog box, to the selected color space in the PDF. For more information, see the color conversion
topics in Acrobat Help.
Changing the color profile for a document
There are very few situations that require you to change the color profile for a document. This is because your
application automatically assigns the color profile based on the settings you select in the Color Settings dialog box. The
only times you should manually change a color profile are when preparing a document for a different output
destination or correcting a policy behavior that you no longer want implemented in the document. Changing the
profile is recommended for advanced users only.
You can change the color profile for a document in the following ways:
• Assign a new profile. The color numbers in the document remain the same, but the new profile may dramatically
change the appearance of the colors as displayed on your monitor.
• Remove the profile so that the document is no longer color-managed.
• (Acrobat, Photoshop and InDesign) Convert the colors in the document to the color space of a different profile.
The color numbers are shifted in an effort to preserve the original color appearances.
Assign or remove a color profile (Illustrator, Photoshop)
1 Choose Edit > Assign Profile.
2 Select an option, and click OK:
Don’t Color Manage This Document Removes the existing profile from the document. Select this option only if you are
sure that you do not want to color-manage the document. After you remove the profile from a document, the
appearance of colors is defined by the application’s working space profiles.
Working [color model: working space] Assigns the working space profile to the document.
Profile Lets you select a different profile. The application assigns the new profile to the document without converting
colors to the profile space. This may dramatically change the appearance of the colors as displayed on your monitor.
See also
“Changing the color profile for a document” on page 326
Assign or remove a color profile (InDesign)
1 Choose Edit > Assign Profiles.
2 For RGB Profile and CMYK Profile, select one of the following:
Discard (Use Current Working Space) Removes the existing profile from the document. Select this option only if you
are sure that you do not want to color-manage the document. After you remove the profile from a document, the
appearance of colors is defined by the application’s working space profiles, and you can no longer embed a profile in
the document.
USING ACROBAT 9 STANDARD 327
Color management
Assign Current Working Space [working space] Assigns the working space profile to the document.
Assign Profile Lets you select a different profile. The application assigns the new profile to the document without
converting colors to the profile space. This may dramatically change the appearance of the colors as displayed on your
monitor.
3 Choose a rendering intent for each type of graphic in your document. For each graphic type, you can choose one
of the four standard intents, or the Use Color Settings Intent, which uses the rendering intent currently specified in
the Color Settings dialog box. For more information on rendering intents, search in Help.
The graphic types include the following:
Solid Color Intent Sets the rendering intent for all vector art (solid areas of color) in InDesign native objects.
Default Image Intent Sets the default rendering intent for bitmap images placed in InDesign. You can still override this
setting on an image-by-image basis.
After-Blending Intent Sets the rendering intent to the proofing or final color space for colors that result from
transparency interactions on the page. Use this option when your document includes transparent objects.
4 To preview the effects of the new profile assignment in the document, select Preview, and then click OK.
See also
“Changing the color profile for a document” on page 326
“View or change profiles for imported bitmap images (InDesign)” on page 318
Convert document colors to another profile (Photoshop)
1 Choose Edit > Convert To Profile.
2 Under Destination Space, choose the color profile to which you want to convert the document’s colors. The
document will be converted to and tagged with this new profile.
3 Under Conversion Options, specify a color management engine, a rendering intent, and black point and dither
options (if available). (See “Color conversion options” on page 330.)
4 To flatten all layers of the document onto a single layer upon conversion, select Flatten Image.
5 To preview the effects of the conversion in the document, select Preview.
See also
“Changing the color profile for a document” on page 326
Color settings
Customize color settings
For most color-managed workflows, it is best to use a preset color setting that has been tested by Adobe Systems.
Changing specific options is recommended only if you are knowledgeable about color management and very confident
about the changes you make.
USING ACROBAT 9 STANDARD 328
Color management
After you customize options, you can save them as a preset. Saving color settings ensures that you can reuse them and
share them with other users or applications.
• To save color settings as a preset, click Save in the Color Settings dialog box. To ensure that the application displays
the setting name in the Color Settings dialog box, save the file in the default location. If you save the file to a different
location, you must load the file before you can select the setting.
• To load a color settings preset that’s not saved in the standard location, click Load in the Color Settings dialog box,
select the file you want to load, and click Open.
Note: In Acrobat, you cannot save customized color settings. To share customized color settings with Acrobat, you must
create the file in InDesign, Illustrator, or Photoshop, and then save it in the default Settings folder. It will then be available
in the Color Management category of the Preferences dialog box. You can also add settings manually to the default
Settings folder.
About color working spaces
A working space is an intermediate color space used to define and edit color in Adobe applications. Each color model
has a working space profile associated with it. You can choose working space profiles in the Color Settings dialog box.
A working space profile acts as the source profile for newly created documents that use the associated color model. For
example, if Adobe RGB (1998) is the current RGB working space profile, each new RGB document that you create will
use colors within the Adobe RGB (1998) gamut. Working spaces also determine the appearance of colors in untagged
documents.
If you open a document embedded with a color profile that doesn’t match the working space profile, the application
uses a color management policy to determine how to handle the color data. In most cases, the default policy is to
preserve the embedded profile.
See also
“About missing and mismatched color profiles” on page 329
“Color management policy options” on page 330
Working space options
To display working space options in Photoshop, Illustrator and InDesign, choose Edit > Color Settings. In Acrobat,
select the Color Management category of the Preferences dialog box.
To view a description of any profile, select the profile and then position the pointer over the profile name. The
description appears at the bottom of the dialog box.
RGB Determines the RGB color space of the application. In general, it’s best to choose Adobe RGB or sRGB, rather
than the profile for a specific device (such as a monitor profile).
sRGB is recommended when you prepare images for the web, because it defines the color space of the standard
monitor used to view images on the web. sRGB is also a good choice when you work with images from consumer-level
digital cameras, because most of these cameras use sRGB as their default color space.
Adobe RGB is recommended when you prepare documents for print, because Adobe RGB’s gamut includes some
printable colors (cyans and blues in particular) that can’t be defined using sRGB. Adobe RGB is also a good choice
when working with images from professional-level digital cameras, because most of these cameras use Adobe RGB as
their default color space.
USING ACROBAT 9 STANDARD 329
Color management
CMYK Determines the CMYK color space of the application. All CMYK working spaces are device-dependent,
meaning that they are based on actual ink and paper combinations. The CMYK working spaces Adobe supplies are
based on standard commercial print conditions.
Gray (Photoshop) or Grayscale (Acrobat) Determines the grayscale color space of the application.
Spot (Photoshop) Specifies the dot gain to use when displaying spot color channels and duotones.
Note: In Acrobat, you can use the color space in an embedded output intent instead of a document color space for viewing
and printing. For more information on output intents, see Acrobat Help.
Adobe applications ship with a standard set of working space profiles that have been recommended and tested by
Adobe Systems for most color management workflows. By default, only these profiles appear in the working space
menus. To display additional color profiles that you have installed on your system, select Advanced Mode (Illustrator
and InDesign) or More Options (Photoshop). A color profile must be bi-directional (that is, contain specifications for
translating both into and out of color spaces) in order to appear in the working space menus.
Note: In Photoshop, you can create custom working space profiles. However, Adobe recommends that you use a standard
working space profile rather than create a custom profile. For more information, see the Photoshop support
knowledgebase at www.adobe.com/support/products/photoshop.html.
About missing and mismatched color profiles
For a newly created document, the color workflow usually operates seamlessly: Unless specified otherwise, the
document uses the working space profile associated with its color mode for creating and editing colors.
However, some existing documents may not use the working space profile that you have specified, and some existing
documents may not be color-managed. It is common to encounter the following exceptions to your color-managed
workflow:
• You might open a document or import color data (for example, by copying and pasting or dragging and dropping)
from a document that is not tagged with a profile. This is often the case when you open a document created in an
application that either does not support color management or has color management turned off.
• You might open a document or import color data from a document that is tagged with a profile different from the
current working space. This may be the case when you open a document that was created using different color
management settings, or scanned and tagged with a scanner profile.
In either case, the application uses a color management policy to decide how to handle the color data in the document.
If the profile is missing or does not match the working space, the application may display a warning message,
depending on options you set in the Color Settings dialog box. Profile warnings are turned off by default, but you can
turn them on to ensure the appropriate color management of documents on a case-by-case basis. The warning
messages vary between applications, but in general you have the following options:
• (Recommended) Leave the document or imported color data as it is. For example, you can choose to use the
embedded profile (if one exists), leave the document without a color profile (if one doesn’t exist), or preserve the
numbers in pasted color data.
• Adjust the document or imported color data. For example, when opening a document with a missing color profile,
you can choose to assign the current working space profile or a different profile. When opening a document with
a mismatched color profile, you can choose to discard the profile or convert the colors to the current working space.
When importing color data, you can choose to convert the colors to the current working space in order to preserve
their appearance.
USING ACROBAT 9 STANDARD 330
Color management
Color management policy options
A color management policy determines how the application handles color data when you open a document or import
an image. You can choose different policies for RGB and CMYK images, and you can specify when you want warning
messages to appear. To display color management policy options, choose Edit > Color Settings.
To view a description of a policy, select the policy and then position the pointer over the policy name. The description
appears at the bottom of the dialog box.
RGB, CMYK, And Gray Specifies a policy to follow when bringing colors into the current working space (either by
opening files or importing images into the current document). (The Grayscale option is available for Photoshop only.)
Choose from the following options:
• Preserve Embedded Profiles Always preserves embedded color profiles when opening files. This is the
recommended option for most workflows because it provides consistent color management. One exception is if you’re
concerned about preserving CMYK numbers, in which case you should select Preserve Numbers (Ignore Linked
Profiles) instead.
• Convert To Working Space Converts colors to the current working space profile when opening files and importing
images. Select this option if you want to force all colors to use a single profile (the current working space profile).
• Preserve Numbers (Ignore Linked Profiles) This option is available in InDesign and Illustrator for CMYK.
Preserves color numbers when opening files and importing images, but still allows you to use color management to
view colors accurately in Adobe applications. Select this option if you want to use a safe CMYK workflow. In InDesign,
you can override this policy on a per-object basis by choosing Object > Image Color Settings.
• Off Ignores embedded color profiles when opening files and importing images, and does not assign the working
space profile to new documents. Select this option if you want to discard any color metadata provided by the original
document creator.
Profile Mismatches: Ask When Opening Displays a message whenever you open a document tagged with a profile
other than the current working space. You will be given the option to override the policy’s default behavior. Select this
option if you want to ensure the appropriate color management of documents on a case-by-case basis.
Profile Mismatches: Ask When Pasting Displays a message whenever color profile mismatches occur as colors are
imported into a document through pasting or dragging-and-dropping. You will be given the option to override the
policy’s default behavior. Select this option if you want to ensure the appropriate color management of pasted colors
on a case-by-case basis.
Missing Profiles: Ask When Opening Displays a message whenever you open an untagged document. You will be given
the option to override the policy’s default behavior. Select this option if you want to ensure the appropriate color
management of documents on a case-by-case basis.
Color conversion options
Color conversion options let you control how the application handles the colors in a document as it moves from one
color space to another. Changing these options is recommended only if you are knowledgeable about color
management and very confident about the changes you make. To display conversion options, choose Edit > Color
Settings, and select Advanced Mode (Illustrator and InDesign) or More Options (Photoshop). In Acrobat, select the
Color Management category of the Preferences dialog box.
Engine Specifies the Color Management Module (CMM) used to map the gamut of one color space to the gamut of
another. For most users, the default Adobe (ACE) engine fulfills all conversion needs.
To view a description of an engine or intent option, select the option and then position the pointer over the option
name. The description appears at the bottom of the dialog box.
USING ACROBAT 9 STANDARD 331
Color management
Intent (Photoshop, Illustrator, InDesign) Specifies the rendering intent used to translate one color space to another.
Differences between rendering intents are apparent only when you print a document or convert it to a different
working space.
Use Black Point Compensation Ensures that the shadow detail in the image is preserved by simulating the full dynamic
range of the output device. Select this option if you plan to use black point compensation when printing (which is
recommended in most situations).
Use Dither (Photoshop) Controls whether to dither colors when converting 8-bit-per-channel images between color
spaces. When the Use Dither option is selected, Photoshop mixes colors in the destination color space to simulate a
missing color that existed in the source space. Although dithering helps to reduce the blocky or banded appearance of
an image, it may also result in larger file sizes when images are compressed for web use.
About rendering intents
A rendering intent determines how a color management system handles color conversion from one color space to
another. Different rendering intents use different rules to determine how the source colors are adjusted; for example,
colors that fall inside the destination gamut may remain unchanged, or they may be adjusted to preserve the original
range of visual relationships when translated to a smaller destination gamut. The result of choosing a rendering intent
depends on the graphical content of documents and on the profiles used to specify color spaces. Some profiles produce
identical results for different rendering intents.
In general, it is best to use the default rendering intent for the selected color setting, which has been tested by Adobe
Systems to meet industry standards. For example, if you choose a color setting for North America or Europe, the
default rendering intent is Relative Colorimetric. If you choose a color setting for Japan, the default rendering intent is
Perceptual.
You can select a rendering intent when you set color conversion options for the color management system, soft-proof
colors, and print artwork:
Perceptual Aims to preserve the visual relationship between colors so it’s perceived as natural to the human eye, even
though the color values themselves may change. This intent is suitable for photographic images with lots of out-ofgamut colors. This is the standard rendering intent for the Japanese printing industry.
Saturation Tries to produce vivid colors in an image at the expense of color accuracy. This rendering intent is suitable
for business graphics like graphs or charts, where bright saturated colors are more important than the exact
relationship between colors.
Relative Colorimetric Compares the extreme highlight of the source color space to that of the destination color space
and shifts all colors accordingly. Out-of-gamut colors are shifted to the closest reproducible color in the destination
color space. Relative Colorimetric preserves more of the original colors in an image than Perceptual. This is the
standard rendering intent for printing in North America and Europe.
Absolute Colorimetric Leaves colors that fall inside the destination gamut unchanged. Out-of-gamut colors are
clipped. No scaling of colors to destination white point is performed. This intent aims to maintain color accuracy at
the expense of preserving relationships between colors and is suitable for proofing to simulate the output of a
particular device. This intent is particularly useful for previewing how paper color affects printed colors.
Advanced controls in Photoshop
In Photoshop you display advanced controls for managing color by choosing Edit > Color Settings and selecting More
Options.
Desaturate Monitor Colors By Determines whether to desaturate colors by the specified amount when displayed on
the monitor. When selected, this option can aid in visualizing the full range of color spaces with gamuts larger than
USING ACROBAT 9 STANDARD 332
Color management
that of the monitor. However, this causes a mismatch between the monitor display and the output. When the option
is deselected, distinct colors in the image may display as a single color.
Blend RGB Colors Using Gamma Controls how RGB colors blend together to produce composite data (for example,
when you blend or paint layers using Normal mode). When the option is selected, RGB colors are blended in the color
space corresponding to the specified gamma. A gamma of 1.00 is considered “colorimetrically correct” and should
result in the fewest edge artifacts. When the option is deselected, RGB colors are blended directly in the document’s
color space.
Note: When you select Blend RGB Colors Using Gamma, layered documents will look different when displayed in other
applications than they do in Photoshop.
333
Chapter 15: Printing
Whether you send a quick draft to an inkjet or laser printer, provide a multicolored document to an outside service
provider, or print a complex technical document with custom page sizes, you can set options in the Print dialog box
to ensure that the finished document appears as intended.
For more information on printing, see the following online resources:
• Forums on printing and prepress: acrobatusers.com/forums/aucbb/
• Adobe Print Resource Center: www.adobe.com/go/print_resource
Basic printing tasks
Print a PDF
If the desired printing option is in the Print dialog box, set it there rather than through the printer driver. The
computer you wish to print an Adobe® PDF from must be connected either to a local, shared, or network printer and
be configured to use that printer.
1 Make sure that you’ve installed the correct printer driver for your printer.
2 Choose File > Print Setup to choose a paper size, page orientation, and other general printing options. The options
vary with different printers and drivers. See your printer driver documentation for details.
3 To print comments, such as sticky notes, in the Preferences dialog box, choose Commenting and select Print Notes
And Pop-ups.
4 Click the Print button
, or choose File > Print.
5 Choose a printer from the menu at the top of the Print dialog box.
6 Set additional printer driver options in your operating system.
7 To print comments or forms, select an option from the Comments And Forms pop-up menu.
8 Indicate which pages you want to print, and then click OK.
Options in the Print dialog box
Most of the options in the Adobe Acrobat® Print dialog box are the same for other applications, however there will be
some minor variations that are operating system specific.
Comments And Forms Specifies which visible content prints.
• Document Prints the document contents and form fields.
• Document And Markups Prints document contents, form fields, and comments.
• Document And Stamps Prints the document, form fields, and stamps, but no other markups, such as note
comments and pencil lines.
• Form Fields Only Prints interactive form fields but doesn’t print document contents.
USING ACROBAT 9 STANDARD 334
Printing
Current View/Selected Graphic Prints the page area (including text, comments, and so on) that is visible in the current
view. The option name changes depending on whether you have no pages selected (Current View), a page or pages
selected (Selected Pages), or an area on a page selected using the Snapshot tool (Selected Graphic).
Current Page Prints the page that is visible in the current view.
Pages Specifies the range of pages to print in the open PDF. Separate numbers in a range by using a hyphen, and
separate multiple pages or ranges by using commas or spaces. If the Use Logical Page Numbers option is selected in
Page Display Preferences, you can enter numbers that match the numbering printed on the pages using roman
numerals or actual page numbers. For example, if the first page of a document is numbered iii, you can enter iii or 1
to print that page. Selecting Odd Pages Only or Even Pages Only affects which pages in a range print. For example, in
a range that includes 2, 7–10 with Even Pages Only selected, only pages 2, 8, and 10 will print.
To print from a specific page to the end of the document, enter the page with a hyphen. For example, “11-” prints page
11 to the last page of the document.
Subset Choose All Pages In Range, or choose Odd Pages Only or Even Pages Only to print only those pages within
the specified range.
Reverse Pages Prints pages in reverse order. If page ranges are entered, the pages print opposite of the order in which
they were entered. For example, if the Pages box shows 3–5, 7–10, selecting Reverse Pages prints pages 10–7, and then
5–3.
Page Scaling Reduces, enlarges, or divides pages when printing.
• None Prints the upper left or center of a page (if auto-rotated and centered) without scaling. Pages or selections
that don’t fit on the paper are cropped.
• Fit To Printable Area Reduces or enlarges each page to fit the printable area of the currently selected paper size. For
PostScript® printers, the PPD determines the printable area of the paper.
• Shrink To Printable Area Shrinks large pages to fit the currently selected paper size but doesn’t enlarge small pages.
If an area is selected and is larger than the printable area of the currently selected paper, it’s scaled to fit the printable
area. This option is always active during N-up printing.l
• Tile Large Pages Applies tiling to pages that are larger than the selected paper size at the specified scale. These
pages are mapped to multiple sheets of paper. If this option is selected, you can also specify settings for Tile Scale,
Overlap, Cut Marks, and Labels.
• Tile All Pages Applies tiling to all pages, regardless of size. However, only the pages that are larger than the selected
paper size at the specified scale are mapped to multiple sheets of paper. If this option is selected, you can also specify
settings for Tile Scale, Overlap, Cut Marks, and Labels.
• Multiple Pages Per Sheet Enables N-up printing, where multiple pages print on the same sheet of paper. If this
option is selected, you can also specify settings for Pages Per Sheet, Page Order, Print Page Border, and Auto-Rotate
Pages.
Note: N-up printing in Acrobat is independent of the N-up printing features of printer drivers. The Acrobat print settings
don’t reflect the N-up settings of the printer drivers. Select N-up printing either in Acrobat or in the printer driver, but
not both.
• Booklet Printing Prints multiple pages on the same sheet of paper in the order required to read correctly when
folded. The printer must support duplex printing (printing on both sides of the sheet). Acrobat automatically enables
duplex printing, if available, for booklet printing.
Pages Per Sheet Prints a predefined number of pages, or a custom number (up to 99), horizontally and vertically
during N-up printing. If you select a predefined number from the menu, Acrobat automatically selects the best paper
orientation.
USING ACROBAT 9 STANDARD 335
Printing
Page Order Defines how the pages are ordered on paper during N-up printing. Horizontal places pages from left to
right, top to bottom. Horizontal Reversed places pages from right to left, top to bottom. Vertical places pages top to
bottom, left to right. Vertical Reversed places pages top to bottom, right to left. Both reversed options are suitable for
Asian-language documents.
Print Page Border Draws the crop box (the page boundary of PDF pages) during N-up printing.
Auto-Rotate And Center Adjusts the page orientation to match the orientation specified in the printer properties.
Choose Paper Source By PDF Page Size (Windows) Uses the PDF page size to determine the output tray rather than
the page setup option. This option is useful for printing PDFs that contain multiple page sizes on printers that have
different-sized output trays.
Print To File (Windows) Creates a device-dependent PostScript file of the document. The resulting file contains code
for enabling and controlling specific device features, making it less compatible with devices other than the target
device. For better results when creating PostScript files, use the Save As PostScript command. The Save As PostScript
command isn’t available in Adobe Reader®.
Note: You don’t need to have a PostScript printer to create a PostScript file.
Printing Tips If you’re connected to the Internet, this option connects to the Adobe website for information on how
to troubleshoot printing problems.
Advanced Opens one or more panels for setting additional printing options.
Summarize Comments Creates a separate, printable PDF of the comments in a document. This option is unavailable
when you print from a web browser or print multiple documents in PDF Portfolios. See “Print a comment summary”
on page 157.
See also
“Downloading Asian fonts to a printer” on page 341
“Create print presets” on page 336
Print a portion of a page
1 Choose Tools > Select & Zoom > Snapshot Tool.
2 Drag around the area you want to print.
Acrobat copies the selected area to the clipboard.
3 Choose File > Print to print the selection.
Print layers
Normally, when you print a PDF that contains layers, just the content that is visible on-screen is printed. However, the
creator of a layered PDF can specify that some layered content, such as watermarks or confidential information, must
(or must not) print, regardless of its visibility on-screen. If the document is designed to print differently from how it
currently appears on-screen, a message may appear in the Print dialog box. The Preview image in the Print dialog box
always shows the page as it will print.
Note: To work with layers in Acrobat, convert the source document to PDF using a preset that preserves layers, such as
Acrobat 6 (PDF 1.5) or later.
View how layers print
1 Click the Layers icon
in the navigation panel.
USING ACROBAT 9 STANDARD 336
Printing
2 Choose Apply Print Overrides from the Options menu.
Note: Depending on the visibility settings specified when the PDF was created, Apply Print Overrides may be unavailable
in the Options menu.
Change print settings for a layer
1 Click the Layers icon
in the navigation panel.
2 Expand the layers area, select a layer, and then select Layer Properties from the Options menu.
3 In the Layer Properties dialog box, choose one of the following from the Print pop-up menu:
Always Prints Forces the layer to print.
Never Prints Forces the layer not to print.
Prints When Visible Matches printed output to on-screen visibility.
Create print presets
A PDF can contain a set of print presets, a group of document-specific values that is used to set basic print options. By
creating a print preset for a document, you can avoid manually setting certain options in the Print dialog box each time
you print the document. It’s best to define print settings for a PDF at the time that you create it, but print presets
provide a means to add basic print settings to a PDF at any time.
1 Choose File > Properties, and click the Advanced tab.
2 In the Print Dialog Presets section, set options and click OK.
The next time you open the Print dialog box, the values will be set to the print preset values. These settings are also
used when you print individual documents in a PDF Portfolio.
Note: To retain a print preset for a PDF, you must save the PDF after creating the print preset.
Print Dialog Presets
Page Scaling Prepopulates the Page Scaling option in the Print dialog box with the option you choose:
• Default Uses the application default setting, which is Shrink To Printable Area.
• None Prevents automatic scaling to fit the printable area. This setting is useful for preserving the scale of page
content in engineering documents, or for ensuring that documents print at a particular point size to be legal.
DuplexMode For best results, the selected printer should support duplex printing if you select a duplex option.
• Simplex Prints on one side of the paper.
• Duplex Flip Long Edge Prints on both sides of the paper; the paper flips along the long edge.
• Duplex Flip Short Edge Prints on both sides of the paper; the paper flips along the short edge.
Paper Source By Page Size Selects the option by the same name in the Print dialog box. Uses the PDF page size to
determine the output tray rather than the page setup option. This option is useful for printing PDFs that contain
multiple page sizes on printers that have different-sized output trays.
Print Page Range Prepopulates the Pages box in the Print Range section of the Print dialog box with the page ranges
you enter here. This setting is useful in a workflow where documents include both instruction pages and legal pages.
For example, if pages 1–2 represent instructions for filling out a form, and pages 3–5 represent the form, you can set
up your print job to print multiple copies of only the form.
USING ACROBAT 9 STANDARD 337
Printing
Number Of Copies Prepopulates the Copies box in the Print dialog box. Choose a number from 2 to 5, or choose
Default to use the application default, which is one copy. This limitation prevents multiple unwanted copies from
being printed.
Other ways to print PDFs
About booklets
Booklets are documents with multiple pages arranged on sheets of paper that, when folded, present the correct page
order. You can create 2-up saddle-stitched booklets, where two side-by-side-pages, printed on both sides, are folded
once and fastened along the fold. The first page prints on the same printed sheet as the last page, the second page on
the same sheet as the second-to-last page, and so on. Each page is automatically centered on the sheet, and large pages
are scaled (shrunk) to fit the printable area. When you collate, fold, and staple the double-sided pages, the result is a
single book with correct pagination.
To print booklets, your printer must support either automatic or manual duplex printing (printing on both sides of the
paper). Manual duplex printing requires two separate printing passes: one to print the front side, and another to print
the back side. To find out whether your printer supports duplex printing, check the printer manual, contact the printer
manufacturer, or click the Properties button in the Print dialog box and look for options that mention two-sided or
duplex printing.
1
2
3
3
4
1
1
4
2
3
Pages arranged in PDF (top), pages arranged in booklet layout (bottom), and pages printed and folded into new booklet
Print a booklet
1 Choose File > Print and select the printer.
2 Under Page Handling, choose Booklet Printing from the Page Scaling menu.
3 In the Print Range area, specify which pages to print:
• To print pages from front to back, select All.
• To divide a large booklet into smaller groupings, select Pages and specify a page range for the first grouping. Print
each page range separately.
• To print certain pages on a different paper or paper stock, specify those pages using the Sheets From/To option.
Click the Properties button and select the correct paper tray and any other options as necessary.
4 Choose additional page handling options. The Preview image changes as you specify options.
Booklet Subset Determines which sides of the paper print. Choose Both Sides to automatically print both sides of the
paper (your printer must support automatic duplex printing). Choose Front Side Only to print all pages that appear
on the front side of the paper. After these pages print, flip them, choose File > Print again, and choose Back Side Only.
Depending on the printer model, you might have to turn and reorder the pages to print the back sides.
USING ACROBAT 9 STANDARD 338
Printing
To prevent others in a shared printing environment from printing on your pages before you print the back side,
consider printing the back side pages using a different paper tray.
Auto-Rotate Pages Automatically rotates each page for the best fit in the printable area.
Sheets From Specifies the first and last sheet to print. Acrobat determines which sheets must print to accommodate
the print job. For example, if you have a 16-page document, then sheets 1 through 4 print.
Binding Determines the orientation for the binding. Choose Left for text read left-to-right; choose Left (Tall) for paper
folded on the long side, where the printable area is long and narrow. Choose Right for text read right-to-left or for
Asian-style vertical reading; choose Right (Tall) for paper folded on the long side.
Compare Right binding with Right (Tall).
Print PDFs in a PDF Portfolio
A PDF Portfolio contains multiple documents wrapped in one PDF. You can print the component PDFs in a PDF
Portfolio individually or together.
1 Open the PDF Portfolio. To print only certain PDFs, select those PDFs.
2 Choose File > Print, and then choose one of the following:
All PDF Files Prints all the PDFs in the PDF Portfolio.
Selected PDF Files Prints the selected PDFs. This option is available only when multiple files are selected in the list of
component documents.
3 Choose applicable printing options, and click OK.
USING ACROBAT 9 STANDARD 339
Printing
Documents are printed in the order they appear in the PDF Portfolio.
Note: You must use the native application to print any component file that is not a PDF. To open a component file in its
native application, right-click the file and choose Open File In Native Application. (The native application must be
installed for you to open the file.)
See also
“About PDF Portfolios” on page 100
Print from the Bookmarks tab
You can print the pages associated with bookmarks directly from the Bookmarks tab. Bookmarks appear in a
hierarchy, with parent bookmarks and child (dependent) bookmarks. If you print a parent bookmark, all page content
associated with child-level bookmarks also print.
Not all bookmarks display page content, and therefore cannot be printed. For example, some bookmarks open a file
or play a sound. If you select a mix of printable and nonprintable bookmarks, the nonprintable bookmarks are ignored.
Note: Bookmarks made from tagged content always display page content because the tagged content represents printable
elements in the document structure, such as headings and figures.
1 Open a PDF with bookmarks. If necessary, choose View > Navigation Panels > Bookmarks so the bookmarks
appear in the navigation pane.
2 Select one or more bookmarks, and then right-click the selection.
3 Choose Print Page(s) from the menu.
See also
“About bookmarks” on page 256
“Add tagged bookmarks” on page 260
Printing custom sizes
Print an oversized document
Although you can create a PDF file as large as 15,000,000 inches (38,100,000 cm) in either direction, most desktop
printers cannot print such large pages. To print an oversized document on your desktop printer, you can print each
page in pieces, called tiles, and then trim and assemble those pieces.
You can also increase the scale of a standard-sized document and print it on multiple pages.
1 Choose File > Print.
2 From the Page Scaling menu, choose Tile All Pages if all pages of the document are oversized. If some of the pages
are standard-sized, choose Tile Large Pages.
3 (Optional) Set any of these options, referring to the Preview image to check the output results:
Tile Scale Adjusts the scaling. The scaling affects how the sections of the PDF page map to the physical sheet.
Overlap Specifies the minimum amount of duplicated information you want printed on each tile for ease in assembly.
The Overlap option uses the unit of measure specified for the document. The value should be greater than the
minimum nonprinting margins for the printer. You can specify up to half the size of the shortest side of the document
USING ACROBAT 9 STANDARD 340
Printing
page to overlap. For example, tiles for a page that measures 11-by-17 inches (279.4mm-by-431.8mm) can overlap up
to 5.5 inches (139.7mm).
Labels Includes the PDF name, date of printing, and tile coordinate on every sheet. For example, Page 1 (1,1) means
row 1, column 1 of the first page. Tile coordinates are used for reassembling the tiles.
Cut Marks Prints marks on each corner of a tiled page for ease of assembly. Use this option in conjunction with the
Overlap option. When you specify an overlapping edge and then superimpose those edges, you can use the cut marks
to line up the tiles.
Scale a document for printing
To print an oversized PDF on paper that has smaller dimensions, you can scale the document’s width and height to fit.
1 Choose File > Print.
2 From the Page Scaling menu, choose Fit To Printable Area or Shrink To Printable Area.
Advanced print settings
About advanced print settings
If normal print settings don’t produce the results you expect, you may need to specify options in the Advanced Print
Setup dialog box. For example, if your printed output doesn’t match the document’s on-screen appearance, you may
need to try printing the document as an image. Or, if a PDF uses fonts that aren’t embedded, you must download the
fonts to the printer when you print the document.
Set advanced print options
The Advanced Print Setup dialog box is available for PostScript and non-PostScript printers.
1 In the Print dialog box, click Advanced.
To learn more about an option, select it. A description appears at the bottom of the dialog box.
2 Set options for PostScript printers, and then click OK.
Note: Acrobat sets the PostScript level automatically, based on the selected printer.
PostScript options
Use the PostScript Options panel of the Advanced Print Setup dialog box to set options for a particular PostScript
printer. These options include how to handle nonresident printer fonts and whether to download Asian fonts. If a PDF
contains device-dependent settings, such as halftones and transfer functions, these settings can be sent in the
PostScript output to override the default settings in the printer. To use these options, you must be connected to a
PostScript printer or have a PostScript printer driver installed with a PPD file selected.
Font And Resource Policy Specifies how fonts and resources in the document are sent to a printer when those fonts
and resources aren’t present on the printer.
• Send At Start Downloads all fonts and resources at the start of the print job. The fonts and resources remain on the
printer until the job has finished printing. This option is the fastest but uses the most printer memory.
USING ACROBAT 9 STANDARD 341
Printing
• Send By Range Downloads fonts and resources before printing the first page that uses them, and then discards
them when they are no longer needed. This option uses less printer memory. However, if a PostScript processor
reorders the pages later in the workflow, the font downloading can be incorrect, resulting in missing fonts. This option
does not work with some printers.
• Send For Each Page Downloads all fonts and resources for a given page before the page prints, and then discards
the fonts when the page has finished printing. This option uses the least printer memory.
Language Specifies the level of PostScript to generate for the pages. Choose the level of PostScript appropriate for your
printer.
Download Asian Fonts Prints documents with Asian fonts that aren’t installed on the printer or embedded in the PDF.
The Asian fonts must be present on the system.
Convert TrueType To Type 1 Converts TrueType fonts to PostScript fonts for PostScript file. Some older PostScript
output devices require this conversion.
Emit CIDFontType2 As CIDFontType2 (PS Version 2015 And Greater) Preserves hinting information in the original
font when printing. If unselected, CIDFontType2 fonts are converted to CIDFontType0 fonts, which are compatible
with a wider range of printers. This option is available for PostScript 3 and PostScript Level 2 (PostScript version 2015
and later) output devices.
Print As Image Prints pages as bitmap images. Select this option if normal printing doesn’t produce the desired results,
and specify a resolution. This option is available only for PostScript printers.
Downloading Asian fonts to a printer
Select the Download Asian Fonts option in the Advanced Print Setup dialog box if you want to print a PDF with Asian
fonts that aren’t installed on the printer or embedded in the document. Embedded fonts are downloaded whether or
not this option is selected. You can use this option with a PostScript Level 2 or higher printer. To make Asian fonts
available for downloading to a printer, be sure you have downloaded the fonts to your computer using the Custom or
Complete installation option during installation of Acrobat.
If Download Asian Fonts is not selected, the PDF prints correctly only if the referenced fonts are installed on the
printer. If the printer has similar fonts, the printer substitutes those. If there are no suitable fonts on the printer,
Courier is used for the text.
If Download Asian Fonts does not produce the results you want, print the PDF as a bitmap image. Printing a document
as an image may take longer than using a substituted printer font.
Note: Some fonts cannot be downloaded to a printer, either because the font is a bitmap or because font embedding is
restricted in that document. In these cases, a substitute font is used for printing, and the printed output may not match
the screen display.
342
Chapter 16: Keyboard shortcuts
This section lists common shortcuts for moving around a document.
Keyboard shortcuts
Keys for selecting tools
To enable single-key shortcuts, open the Preferences dialog box, and under General, select the Use Single-Key
Accelerators To Access Tools option.
Tool
Windows/UNIX action
Mac OS action
Hand tool
H
H
Temporarily select Hand tool
Spacebar
Spacebar
Select tool
V
V
Snapshot tool
G
G
Marquee Zoom tool
Z
Z
Cycle through zoom tools: Marquee
Zoom, Dynamic Zoom, Loupe
Shift+Z
Shift+Z
Temporarily select Dynamic Zoom tool
(when Marquee Zoom tool is selected)
Shift
Shift
Temporarily zoom out (when Marquee
Zoom tool is selected)
Ctrl
Option
Temporarily select Zoom In tool
Ctrl+spacebar
Spacebar+Command
Select Object tool
R
R
Object Data tool
O
O
Article tool
A
A
Crop tool
C
C
Link tool
L
L
TouchUp Text tool
T
T
Measuring tool
B
B
Keys for working with comments
To enable single-key shortcuts, select the Use Single-Key Accelerators To Access Tools option in General preferences.
USING ACROBAT 9 STANDARD 343
Keyboard shortcuts
Result
Windows/UNIX Action
Mac OS Action
Sticky Note tool
S
S
Text Edits tool
E
E
Stamp tool
K
K
Current highlighting tool
U
U
Cycle through highlighting tools:
Highlighter, Underline Text, Cross Out
Text
Shift+U
Shift+U
Arrow tool
D
D
Cycle through drawing markup tools:
Arrow, Line, Rectangle, Oval, Polygon
Line, Polygon, Pencil Tool, Eraser Tool
Shift+D (Windows only)
Shift+D
Text Box tool
X
X
Attach file as comment
J
J
Cycle through attach tools: Attach File,
Record Audio Comment
Shift+J
Shift+J
Move focus to comment
Tab
Tab
Move focus to next comment
Shift+Tab
Shift+Tab
Open pop-up note for comment that has
focus
Enter
Return
Keys for navigating a PDF
Result
Windows/UNIX Action
Mac OS Action
Previous screen
Page Up or Shift+Enter
Page Up or Shift+Return
Next screen
Page Down or Enter
Page Down or Return
First page
Home or Shift+Ctrl+Page Up or
Shift+Ctrl+Up Arrow
Home or Shift+Command+Up
Arrow
Last page
End or Shift+Ctrl+Page Down or
Shift+Ctrl+Down Arrow
End or Shift+Command+Down
Arrow
Previous page
Left Arrow or Ctrl+Page Up
Left Arrow or Command+Page Up
Next page
Right Arrow or Ctrl+Page Down
Right Arrow or Command+Page
Down
Previous open document
Ctrl+F6 (UNIX)
Command+F6
Next open document
Shift+Ctrl+F6 (UNIX)
Shift+Command+F6
Scroll up
Up Arrow
Up Arrow
Scroll down
Down Arrow
Down Arrow
Scroll (when Hand tool is selected)
Spacebar
Spacebar
Zoom in
Ctrl+equal sign
Command+equal sign
Zoom out
Ctrl+hyphen
Command+hyphen
USING ACROBAT 9 STANDARD 344
Keyboard shortcuts
Keys for general navigating
Result
Windows/UNIX Action
Mac OS Action
Move focus to menus (Windows, UNIX);
expand first menu item (UNIX)
F10
Control+F2
Move focus to toolbar in browser and
application
Shift+F8
Shift+F8
Move to next open document (when
focus is on document pane)
Ctrl+F6
Command+F6
Move to previous open document (when
focus is on document pane)
Ctrl+Shift+F6
Command+Shift+F6
Close current document
Ctrl+F4
Command+F4
Close all open documents
Not available
Command+Option+W
Move focus to next comment, link, or
form field in the document pane
Tab
Tab
Move focus to document pane
F5
F5
Move focus to previous comment, link, or Shift+Tab
form field in the document pane
Shift+Tab
Activate selected tool, item (such as a
movie clip or bookmark), or command
Spacebar or Enter
Spacebar or Return
Open context menu
Shift+F10
Control+click
Close context menu
F10
Esc
Return to Hand tool or Select tool
Esc
Esc
Move focus to next tab in a tabbed dialog Ctrl+Tab
box
Not available
Move to next search result and highlight
it in the document
F3
F3
Search previous document (with Search
results displaying multiple files)
Alt+Shift+Left Arrow (Windows
only)
Command+Shift+Left Arrow
Search next document (with Search
results displaying multiple files)
Alt+Shift+Right Arrow (Windows
only)
Command+Shift+Right Arrow
Select text (with Select tool selected)
Shift+arrow keys
Shift+arrow keys
Select next word or deselect previous
word (with Select tool selected)
Shift+Ctrl+Right Arrow or Left
Arrow
Not available
Keys for working with navigation panels
Result
Windows/UNIX Action
Mac OS Action
Open and move focus to navigation pane Ctrl+Shift+F5
Command+Shift+F5
Move focus among the document,
message bar, and navigation panels
F6
F6
Move focus to previous pane or panel
Shift+F6
Shift+F6
USING ACROBAT 9 STANDARD 345
Keyboard shortcuts
Result
Windows/UNIX Action
Mac OS Action
Move among the elements of the active
navigation panel
Tab
Tab
Move to previous or next navigation
Up Arrow or Down Arrow
panel and make it active (when focus is on
the panel button)
Up Arrow or Down Arrow
Move to next navigation panel and make
it active (when focus is anywhere in the
navigation pane)
Ctrl+Tab
Not available
Expand the current bookmark (focus on
Bookmarks panel)
Right Arrow or Shift+plus sign
Right Arrow or Shift+plus sign
Collapse the current bookmark (focus on
Bookmarks panel)
Left Arrow or minus sign
Left Arrow or minus sign
Expand all bookmarks
Shift+*
Shift+*
Collapse selected bookmark
Forward Slash (/)
Forward Slash (/)
Move focus to next item in a navigation
panel
Down Arrow
Down Arrow
Move focus to previous item in a
navigation panel
Up Arrow
Up Arrow
Keys for navigating the Help window
Result
Windows/UNIX Action
Mac OS Action
Open Help window
F1
F1 or Command+?
Close Help window
Ctrl+W (Windows only) or Alt+F4
Command+W
Move back to previously opened topic
Alt+Left Arrow
Command+Left Arrow
Move forward to next topic
Alt+Right Arrow
Command+Right Arrow
Move to next pane
Ctrl+Tab
See Help for your default browser
Move to previous pane
Shift+Ctrl+Tab
See Help for your default browser
Move focus to the next link within a pane Tab
Not available
Move focus to the previous link within a
pane
Shift+Tab
Not available
Activate highlighted link
Enter
Not available
Print Help topic
Ctrl+P
Command+P
USING ACROBAT 9 STANDARD 346
Keyboard shortcuts
Keys for accessibility
Result
Windows Action
Mac OS Action
Quick Check tool
Shift+Ctrl+6
Shift+Command+6
Change reading settings for the current
document
Shift+Ctrl+5
Shift+Command+5
Reflow a tagged PDF, and return to
unreflowed view
Ctrl+4
Command+4
Activate and deactivate Read Out Loud
Shift+Ctrl+Y
Shift+Command+Y
Read only the current page out loud
Shift+Ctrl+V
Shift+Command+V
Read out loud from the current page to
the end of the document
Shift+Ctrl+B
Shift+Command+B
Pause reading out loud
Shift+Ctrl+C
Shift+Command+C
Stop reading out loud
Shift+Ctrl+E
Shift+Command+E
347
Index
Numerics
3D content
Acrobat Distiller
about 83
3D preferences 309
naming files 84
bookmarking views 308
settings 84, 85, 87
Adobe PDF settings. See Adobe PDF options
Adobe Photoshop
resampling and compressing images
with 96
Adobe Policy Server (APS) 216
cross sections 302
Acrobat Self-Sign Security. See Default
Certificate Security
defined views 307
Acrobat. See Adobe Acrobat
Adobe RGB color space 328
interacting with 297
Acrobat.com
Advanced Adobe PDF options 92
commenting 310
Adobe Product Improvement Program 1
JavaScripts 311
about 128
Advanced Search Options pane 291
measuring 304
preferences 130
Model Tree 300
sharing files on 128
Allow Layer State to Be Set by User
Information option 32
viewing 299, 300, 301, 307
sharing PDF Portfolios on 103
3D measurements
convert to comments 311
3D toolbar 297
uploading documents to 128
using for forms distribution 132
using in shared reviews 132
actions
A
absolute colorimetric intent 91
adding to links 265
accelerators, single-key 246
adding to pages 266
accessibility
mouse 188
adding to media clips 267
automatic scrolling 246
opening 266
bookmarks 240
page opening and closing 266
checking 241
types of 266
creating PDFs 250
activation of software 1
elements of 240
Actual Size command 37
fonts 240
Add Tags To Document 253
forms 169
Adobe Acrobat
keyboard shortcuts 246
comparing versions 94
language 240, 253
compatibility with earlier versions 120
preferences 243
Quick Check 242
Read Out Loud 248
version compatibility 76, 88, 120
Adobe Bridge
Creative Suite color settings 314, 315
reading order 241
Adobe Digital Editions 51
searchable text 240
Adobe Exchange 3
security 240, 254
Adobe PDF conversion settings 85
tags 241
Adobe PDF options
web pages 251
Advanced settings 92
Accessibility Setup Assistant 243
color options 90
accessible text
Font settings 90
about 247
overriding 96
compared to plain text 124
settings 87
Acrobat Connect 130
Adobe PDF printer
creating custom page sizes 66
creating PDF 63
printing preferences 64
setting properties 65
Allow PostScript File To Override Job
Options 96
alternate text, in document conversion 124
Analysis toolbar 285
analyzing 3D models. See measuring
angles, measuring 304
Apply Print Overrides option 336
approving PDFs
about 161
approval workflow 162
initiating approval workflows 162
signing 233
Arabic language 51, 52
Area tool 43
Arrow tool 151
arrows
creating 151
deleting 151
art boxes 36, 112
Article tool 269
articles
about 268
changing 269
navigating 32
reading 266
setting properties 271
Articles panel 32
articles, scrolling 32
Asian fonts, downloading 341
Asian language PDFs 51
Asian text
adding comments in 152
converting to PDF (Windows) 51
converting web pages to PDF 78
embedding 51
USING ACROBAT 9 STANDARD 348
Index
printing as bitmap images 51
deleting 258
width only versions 99
destination 257
certifying
checklist 234
Assign Profile command 326
finding current 28
assistive technology, and AutoSave 119
generating 122
Attach File As Comment tool 154
hiding after use 28
Attach For Email Review command 135
in PDF layers 283
attaching
managing 257
check boxes, as form elements 167
files to PDFs 154
navigating with 28
Chinese text
sound 153
printing associated pages 339
source files 75
searching 288, 291
attachments
documents 234
CGI
applications 192
export values 194
See also Asian text
adding comments in 152
showing and hiding 28
Chinese, traditional and simplified 51
searching 288
tagged 260
securing 219
tagged, organizing web pages 267
CID fonts Type 2, preserving hinting
information 341
audio clips. See media clips
Bookmarks panel 28
Circle tool. See Oval tool
author
Bookmarks tab, opening 28
circles
name on comments 144
bookshelf 51
searching by 291
Boolean operators
Auto-Complete
about 198
preferences 166
about 291
searching text with 291
braille printers, creating text for 247
creating 151
deleting 151
CMYK
color profiles 91
color space, converting images to 91
Bridge. See Adobe Bridge
Collections, organizing PDFs 46
about 246
browsers. See web browsers
color
command 29
buttons
Automatically Scroll
See also color separations
about 188
of grid lines 43
about 119
editing 190
in online displays 91
file 119
importing data with 194
mapping between color spaces 91
preferences 33
labeling 190
options for 90
saving 119
labels 24
autosave
B
background
color gamuts 312
pop-up effects 191
color images, resampling and
compressing 89
reset form 193
adding 108
showing and hiding 24
downloading 31
Submit 192
removing 109
byte-serving 31
background, in 3D models 300
Background Removal option 60
preventing shifts in text 91
measuring 43
bicubic downsampling 89
C
CalRGB color space 91
black generation 92
cascading style sheets 78
black point compensation 331
CCITT compression filters 96
bleed boxes 36, 112
certificates
color management
See also color profiles, color settings
about 312, 313, 314
color settings reference 327
considerations for importing images 317,
318
considerations for printing
documents 321
considerations for process and spot
colors 317
automatic download 200
creating a viewing environment 313
creating 223
for online graphics 319
booklet printing 337
directory servers and 215
for PDFs 319
bookmarks
security 200
image files 90
for 3D views 307
setting trust levels 214
setting up 315
about 257
sharing 210
soft-proofing colors 320
accessibility 240
verifying 213
synchronizing color settings 315
bleeds
page size and 66
appearance 257
creating 257
creating from web pages 82
certified document, multimedia in 296
USING ACROBAT 9 STANDARD 349
Index
color management conversion options
connecting lines 144
content, protecting 208
JPEG 122
expanding in Comments list 155
continuous-tone images, compressing 97
PNG 123
exporting 160
conversion settings
TIFF 123
filtering 156
Adobe PDF printer 63
color model working space 326
finding 158
converting web pages 81
color profiles
font and font size 144
customizing 87
about 323
from 3D measurements 311
display 83
assigning and removing from
documents 326
grouping comments 151
for image files 89
converting 327
indicating text edits 147
Convert To Profile command 327
for desktop printers 322
keyboard shortcuts for 343
converting
for imported images 317, 318
navigating 155
See also exporting
for monitors 324, 325
opening 146
image files 56
installing 325
preferences 144
images in web pages 82
warning messages for 329
printing 144, 157, 333
color settings
importing 160
publishing for other reviewers 138
presets 85
Microsoft Office files 67
converting web pages
See also color management
saving an archive copy 140
about 78
color conversions 330
searching 288, 291
background options 82, 83
color management policies 329
sending in email 137
dragging and dropping 81
customizing 327
showing and hiding 158
HTML page display options 83
for Adobe applications 316
sorting 155
preserving structure 82
presets for 327
spell checking 159
rendering intents 331
sticky notes 146
Copy Link Location command 81
synchronizing with other
applications 315
summarizing and printing 157
copying
working spaces 328
color spaces
converting 91
defining and calibrating 91
colors
See also color management, color model
columns, selecting 125
Combine command 104
Combine Files button 49
combining
layered PDF files 284
combo boxes
about form elements 167
calculation options 183
formatting 184
Comment & Markup tools 142
about 142
creating a custom stamp 150
commenting
on a PDF 135
tools 142
comments
in 3D models 310
appearance 145
checking for 137
wrapping lines 83
text boxes compared to notes 152
See also copying and pasting
tracking with check marks 157
files to clipboard, OLE 106
viewing 155
limiting with Default Certificate
Security 209
viewing locked 145
Community help 2
pages using page thumbnails 114
Community search engine 2
prohibited 204
comparing
versions of signed documents 238
compatibility
web link URLs 81
copying and pasting
exporting PDF images 124
between versions 76, 88
font substitution 125
settings for 76, 88
images from Clipboard 126
with earlier versions of Acrobat 120
prohibited 125
compressing
about 95
files by image type 95
selecting images 126
selecting text 125
Snapshot tool 127
files in Acrobat Distiller 95
copypage operator, PostScript 92
images 122
create PDF
line art 89
with Adobe Photoshop 96
compression options
JPEG 122
from Office documents 70
Create PDF From Clipboard command 56
Create PDF From Scanner command 58
creating
methods 96
accessible PDFs 250
PNG 123
backgrounds and watermarks 108, 110
setting in Acrobat Distiller 88
bookmarks for web pages 268
TIFF 123
EPS files 121
connection speed, setting 31
headers and footers 106
USING ACROBAT 9 STANDARD 350
Index
HTML files 121
page thumbnails 255
dimmed menu items, security 201
JPEG files 120
pages 115
disabilities. See accessibility
PNG files 123
Descreen option 60
PostScript files 121
Deskew option 60
art, trim, and bleed boxes 36
RTF or Word files 124
desktop printers, color profiles for 322
large images 32
tagged PDFs 250
Despeckle option 60
TIFF files 123
destinations
Creating PDF tutorial 6
about 262, 263
creating PDFs
creating 263
displaying
low-resolution images 123
distance measurements 286
Distance tool
3D models 304
Adobe PDF printer 63
deleting 263
by dragging and dropping 56
in PDF layers 283
Distiller. See Acrobat Distiller
from a scanner 54
listing 262, 263
distribution lists, editing for security 210
from clipboard content 56
moving to 263
docking toolbars 23
in Internet Explorer 78
device-dependent
from Microsoft applications 67
color 91
from multiple files 49
PostScript files 335
PDF/X-compliant files 93
print options 340
by scanning 57
dictionaries
about 43
document integrity, checking 234
document message bar 20
in forms 167
review options 136
Document Open password 206
from screen captures 56
adding words to 159
document pane, about 18
using Acrobat Distiller 83
excluding words 159
document profiles. See color profiles
using the Print command 63
Digital Editions 51
from web pages 78
digital IDs
document properties
advanced 278
cropping pages 112
certificates in 210
base URL 278
cross sections, 3D content 302
creating 223
creating metadata 279
cross-out text 147
defined 222
custom 278
Cross-Out Text tool 148
deleting 226
description panel 278
cursor coordinates 45
hardware tokens 224
embedded data objects 280
Custom document properties 278
protecting 226
fonts 278
customizing
roaming IDs 224
Initial View 276, 277
See also preferences
setting default 225
PDF Information 278
PDF conversion settings 87
setting passwords 225
searching 288
stamps 149
setting timeouts 225
smart cards 224
D
date, searching by 291
what to do if lost or stolen 226
digital signatures
security 278
Document Properties command 276, 278,
279
documents preferences 32
Default Certificate Security, encrypting
files 208
about 229
double-byte fonts 98
about form elements 167
downloading
defaults
adding 233
3D views 307
adding a handwritten signature to 230
zoom setting 32
adding time stamps to 231
documents from web 31
downloads
updates, plug-ins, and tryouts 4
Delete Pages command 115
certifying signatures 234
Downsample Images option (scanning) 62
deleting
digital IDs 223, 225
downsampling
articles 270
editing fields 184
See also compressing
bookmarks 258
fields 233
comments 146, 148, 159
searching 288
DSC comments, retaining 93
destinations 263
tutorial 15
dual monitors, Full Screen mode 31
form data 197
using graphics tablets 232
Dynamic Zoom tool 36
headers and footers 107
validating 236
links 262
verifying 211
markups 148, 151, 159
what the icons mean 236
average 89
USING ACROBAT 9 STANDARD 351
Index
E
Edge Shadow Removal option 60
excluding words, spell check 159
Find toolbar 288
Export PDF button 120
FIPS mode 205
editing
exporting
First Page button 27
articles 269
See also saving
headers and footers 107
form values 194
Fit In Window command. See Fit Page
command
links 261, 262
PDF images 124
Fit Page command 37
prohibiting 204
PDF to HTML, XML 121
Fit Visible command 36
text 271
PDF to JPEG, JPEG2000 120
Fit Width button 36
PDF to PNG 123
Flash movies. See media clips
convert to PDF 71
PDF to PostScript or EPS 121
Flash Player 295
converting to PDF 54
PDF to RTF or Word files 124
floating panels 25
for reviews 133
PDF to text 124
folders
opening PDFs from 26
PDF to TIFF 123
email
sending comments in 137
email archives, create PDF Portfolios
from 73
Extensible Metadata Platform (XMP) 279
extracting pages 113
font substitution, in copied text 125
Extras 4
fonts
email-based reviews
about 132, 133
searching for fonts 98
font installation 2
See also Asian text
F
Fast Web View 62, 63
Adobe PDF settings 90
participating in 135
starting 135
Favorite Places, organizing PDFs 48
downloading Asian 51
tracking reviews 139
fields
embedding in PDFs 98
changing 272
email-based Submit buttons, creating 192
clearing form data 197
embedding with TouchUp Text tool 273
embedded index 294
filling in forms 197
for comments 144
embedding
file attachments
getting information on 278
all fonts 90
creating 265
listed in document properties 278
finding font folders 98
deleting 265
multiple master 98
fonts with TouchUp Text tool 273
dragging 264
PostScript names 99
fonts, threshold 90
opening 30
subsetting 90, 98
thumbnails 88
searching 265
Enable Right-To-Left Language Options
option 52
Enable Unicode Support option 224
encrypted documents
creating 206
file formats
See also individual formats, exporting,
and saving
file sharing 128
file size
substituting 98, 99
footers
adding 106
adding during web conversion 82
deleting 107
editing 107
opening 201
optimizing 119
removing encryption 210, 217
and page thumbnails 89
resetting 267
searching 289
reducing 115, 119
showing fields 267
encrypting
creating digital IDs 223
file types, multimedia 295
files
form actions
submitting 267
form fields
documents 206
See also PDFs
See also forms, signature fields
files, security policies 217
adding to PDF Portfolios 102
accessibility 169
encryption, removing 210
attaching to documents 154
appearance 179
Enhanced Security
combining into merged PDFs 104
buttons 188, 190, 193
alerts 200
combining into PDF Portfolios 100
Calculation options 183
privileged locations 200
combining layered PDF 284
creating with Acrobat Forms tools 170
envelopes, sending files in secured 219
editing in PDF Portfolios 103
in digital signatures 233
epilogue files 93
extracting from PDF Portfolios 103
export values 194
EPS files 93
removing from PDF Portfolios 102
measuring distances 43
converting to PDF 54
Exchange 3
filtering comments 156
moving manually 173
Find Comment command 158
pop-up effects 191
USING ACROBAT 9 STANDARD 352
Index
positioning with grids 171
properties 188
reading out loud 249
rulers 42
geospatial PDFs 284
measuring 286
GeoTiff
transparency layer 286
Model Tree 300
parts of 3D models 301
Properties toolbar 24
thumbnails 29
securing 208
Go To, destination 263
tabbing order of 256
going to actions 266
High Quality Print, PDF preset 86
validating 186
GPTS entries 287
Highlight Color preferences 166
grabber bar, on toolbars 22
Highlighter tool 148
See also form fields
gradients, banding 88
highlighting text (markup) 147
about types of 165
graphics tablets, signing PDFs with 232
History (in Organizer)
accessibility 169
grayed out menu items, security 201
Auto-Complete 166, 198
grayscale images
forms
calculation options 183
clearing 197
collecting data over the web 192
toolbars 23
deleting 49
locating PDFs with 46
color space profiles 91
History list 33
resampling and compressing 89
HTML files, converting to PDF 56, 78
grids
creating with Acrobat Forms tools 170
about 42
distribution methods 132
changing units 42
email-based Submit buttons 192
displaying behind transparent objects 36
See also color profiles
filling 197
showing and hiding 42
custom 91
highlight colors 166
snap to 42
import data actions and buttons 194
to position form fields 171
positioning fields with grids 171
guides
preferences 166
changing colors of 43
printing 333
for positioning form fields 171
Reset Form buttons 193
ruler 42
Submit actions and buttons 192
tabbing fields 256
embedding in images 91
image compression
See also compressing, compression
options
setting in Acrobat Distiller 89
images
conversion settings 89
searching 288
spell checking 159
I
ICC profiles
H
halftones
preserving information 92
converting to CalRGB 91
converting to PDF 56
converting web pages to PDF 82
tutorial on creating 12
Halo Removal option 61
copying and pasting 126
using JavaScript in 170
Hand tool
displaying large 32
validating 186
with Down arrow 32
downloading from the web 78
web 192
moving around pages 39
downsampling and compressing 95
Forms toolbar 170
selecting temporarily 20
exporting 124
framerate optimization 309
text selection 32
resampling and compressing 89
Free Text tool. See Text Box tool
handicap. See accessibility
searching metadata in 288
FTP transfer, PostScript files 85
smoothing jagged edges 89
Full Screen mode 30, 34
handwritten signatures, creating the
appearance of 230
Full Screen view
hardware tokens, signing and 224
suppressing display 32
headers
unexpected monochrome viewing
results 89
exiting 30, 32
stamps 149
opening documents in 20
adding 106
reading documents in 30
adding during web conversion 82
slide presentations 275
deleting 107
data buttons 194
editing 107
form data 194
G
gamut, color 312
General preferences 32
geographic locations, in PDFs 285
geospatial measurement tool 286
Hebrew language 51, 52
Help
keyboard shortcuts for 345
hiding
importing
form data actions 266
index, embedded 294
Indicate Text Edits tool 147, 148
information about documents 278
bookmarks 28
Initial View, document properties 276, 278
comments 156
initiating e-mail reviews 135
USING ACROBAT 9 STANDARD 353
Index
input device profiles 323, 325
Korean text
Insert Object command 106
See also Asian text
Insert Pages command 105
adding comments in 152
Insert Text At Cursor tool 148
inserting
text, text edit comments 147
installing Adobe Digital Editions 51
interactivity
location data
copy to clipboard 286
exporting 287
Locked option
actions 265
L
labels, showing and hiding 24
locked PDF documents, passwords 204
language
locking
accessibility 240
comments 145
change in video 295
documents for security 206
interlacing, in PNG files 123
right-to-left 52
PDF layers 282
International Color Consortium (ICC) 314
support 51
adding buttons 188
International Coordinating Committee for
Telephony and Telegraphy (CCITT)
compression 97
Internet
access for multimedia 296
review settings 133
settings 31
Internet access
blocking 200
security alerts 200
Internet Explorer
converting web pages 78
opening PDFs 27
J
Japanese language PDFs 51
Japanese text
See also Asian text
adding comments in 152
JavaScript
with 3D content 311
in forms 170
running a JavaScript action 267
toolbars 23
Last Page button 27
lossy and lossless compression 97
Layer Properties option 336
lost work, recovering 119
layers
Lotus Notes, display PDFMaker in 67
about 282
Loupe tool 38
adding content 284
locked 282
printing 282
M
Macromedia Breeze. See Adobe
ConnectNow
reordering 283
magnifying views 36
navigating 283
searching 288
viewing 282
See also zooming
managed reviews 131
Layers command 335, 336
managing an embedded index 294
lighting, 3D models 300
map data
line art
copy to clipboard 286
compressing 89
exporting 287
defined 95
in PDFs 284
Line tool 151
marking up documents
Line Weights view 42
grouping markups 151
lines
icons for 146
creating 151
deleting 151
lining up objects, guides 42
viewing 146
markups. See marking up documents
measurement
Link tool 260
distance 286
linked files, color management
considerations 317
geospatial tools 285
joboptions file, default location 88
JPEG 2000
links
support, Web Capture 78
transparency layer 286
grids 42
measuring
to 3D views 307
3D model dimensions 304
JPEG compression 96
adding actions 265
geospatial preferences 286
JPEG images
creating 261
searching by 291
jumping to pages 266
preferences for 3D models 306
deleting 262
measuring tools 43
editing 261, 262
media clips
underlining 82
adding actions 267
working with 260
playing 295
K
keyboard commands 31, 246
list boxes, about form elements 168
keyboard shortcuts
live collaboration, about 129
media formats 295
exiting Full Screen view 32
LiveCycle Designer, creating PDFs 253
meetings, initiating 130
single key accelerators 32
loading XMP metadata 280
menu item actions, executing 266
keywords, searching by 291
Korean language PDFs 51
playing via buttons 188
menus, context sensitive 21
USING ACROBAT 9 STANDARD 354
Index
metadata
opening 25
optimizing
creating document properties 279
options in 26
about 119
loading XMP files 280
showing and hiding 24
improving performance 119
searching by 291
viewing 279
Microsoft applications
navigation tabs
keyboard shortcuts for 344
Navigation toolbar 27
PDF files 62
Organizer window 45
orientation
attaching Excel files to documents 154
network servers, review settings 133
converting files to PDF 67
New Window command 41
create PDFs from 75
non-English language support 51
orthographic projection, 3D models 300
PDF settings for Office files 69
non-PostScript printers, and paper size 66
output device profiles 322, 323, 325
Visio 280
note comments
Oval tool 151
Microsoft Office
create PDFs from Excel files 70
create PDFs from Outlook files 71
create PDFs from Word or PowerPoint 71
show PDFMaker in 67
Microsoft Word
create PDF from mail merges 74
mobile devices, preparing PDFs for 247
about 146
adding to markups 147
printing 157
numbering
See also headers and footers
overview 300
O
Object Data tool 280
Page Navigation toolbar 27
rotating 274
page order, printing multiple pages per
sheet 335
selecting 274
playback options 296
Office documents, converting to PDF 54
online comments
preferences 133
server settings 133
online meeting, starting 130
Multiple Pages Per Sheet option 334
online resources 4
multiple windows 41
Open cross-document links in the same
window 32
My Computer, finding PDFs 46, 49
N
navigating
Page Info command, converting web
pages 268
moving 275
searching data of 288
display permissions 296
Page Display preferences 32, 112
page layout, setting 39
MPEG files. See media clips
multimedia (legacy)
P
page actions, open and close 266
height and width information 45
MP3 files. See media clips
add to Word and PowerPoint files 71
preserving settings 93
Oversized Pages, PDF preset 86
objects
multimedia
deleting 151
overprinting
pages 117
mouse actions
pages, with page thumbnails 114
creating 151
N-up printing 334
Object Linking and Embedding (OLE) 106
moving
ovals
overriding layer print settings 336
monitor profiles 323, 324, 325
about 188
rotating 40
logical page numbers 36
Model Tree
3D models and 297
page layout 39
Page Setup command (Mac OS) 333
page size, as opposed to paper size 66
page thumbnails
creating 255
deleting 255, 256
displaying 29
embedding 89, 256
jumping to pages with 29
moving and copying pages with 114
Open Organizer command 47
navigation 255
opening
replacing pages 116
actions 266
resizing view 39
page transitions
articles 32
file attachments 30
with bookmarks 28
in Full Screen view 20, 275, 276
for slideshow 275
keyboard shortcuts for 343, 344
password-protected documents 204
in Full Screen view 275
layers 282, 283
web links 80, 81
with page thumbnails 29, 255
web links as new documents 80, 81
page view, defining 276
with links 29
web links in a browser 268
page-at-a-time downloading 31, 32, 62
navigation panel
about 18
change orientation 25
docking 25
opening view, defining 276
OPI (Open Prepress Interface)
comments 93
setting 277
pages
deleting 115
displaying 27
jumping to 266
USING ACROBAT 9 STANDARD 355
Index
layout 39
printing 338
opening 26
logical 36
removing files from 102
printing 340
moving 114
sharing 103
recent documents list 32
orienting 39, 113
sorting files in 101
saving a copy 118
renumbering 116
toolbar 19
security 204
replacing 115, 116
tutorial 14
rotating 113
viewing file details 101
Pencil Eraser tool 151
work area 19
Pencil tool 151
scaling 334
splitting 114
scanning 57
PDF presets 85
perceptual intent 91
setting actions for 266
PDF reviews
performance. See optimization
Pages Per Sheet option 334
add reviewers 140
Perimeter tool 43
Pan & Zoom Window command 38
exporting comments 160
Permissions password 206
paper size, as opposed to page size 66
importing comments 160
photographs, compressing 97
participating in email-based reviews 135
mark up text with edits 147
Photoshop. See Adobe Photoshop
passwords
tracking 157
plain text compared to accessible text 124
opening documents 204, 206
update your profile 141
player controls, media files 295
removing 208
using Tracker 139
plug-ins
required to open PDF 201
viewing comments 155
restricting access 20
PDF toolbar 67
setting permissions 206
PDF version capabilities 76, 88, 94
signatures 223
PDF/A
tips for creating 226
Paste Special command 106
pasting
images 126
presets 86
viewing mode 29
rendering mode 309
policies
about 217
applying to document 220
PDF/X
creating 218
compliance in PostScript files 93
text 125
converting files to 93
text as a comment 152
presets 86
PDF Editor 56
managing 50
PMI
PDF/SigQ compliant PDFs 234
tables 126
PDF conversion settings 85
in Adobe Store 4
PDFMaker
about 67
encrypting files 217
removing from a document 221
Polygon tool 151
polygons
creating 151
preferences 57
converting Microsoft Office files 67
prevent changes 57
converting Office documents 54
pop-up bar, replying to comments 156
converting web pages 78
pop-ups
PDF export presets
about 85
show in Office and Lotus Notes 67
creating 85
tutorial 6
PDF images, exporting to other file
formats 124
PDFs
approving 233
deleting 151
buttons 191
preference settings 144
portfolios. See PDF Portfolios
PostScript files
PDF Information, document properties 278
certifying 234
creating with Print command 85, 335
PDF Portfolios
color management considerations 319
FTP transfer 85
about 100
creating from a scanner 57
naming 85
adding files 102
creating. See creating PDF files
portable job ticket 93
creating 102
editing signed 237
setting options for 340
creating from email archives 73
forms. See forms
editing 102
from scanned pages 57
PostScript Language Level compatibility 121
editing component files 102
from web pages 78
PPD files
editing files in 103
getting information on 278
emailing 103
metadata 279
extracting files from 103
moving 114
3D content 309
opening 18
navigating 29
accessing the dialog box 21
previewing files in 102
online collaboration 129
Acrobat Distiller 84
varying compression with 96
in file conversion 121
preferences
USING ACROBAT 9 STANDARD 356
Index
Acrobat.com 130
general printing options 333
autosaving 119
layers, documents with 335
Documents panel 32
layers, overrides 336
forms 166
multiple pages per sheet 334
General panel 32
not allowed, security 204, 209
Measuring, for 2D data 44
PDF documents 333
rendering engine 309
Measuring, for 3D models 306
PDF Portfolios 338
rendering intents 91, 331
opening 21
preferences, Adobe PDF printer 64
rendering modes for 3D content 299
Page Display 32
properties, Adobe PDF printer 65
rendering modes, for 3D 300
Reviewing 133
silent printing 200
renumbering pages 116
Search 293
set digital signature appearance 230
process colors
color management considerations 317
removing
hidden content 227
page thumbnails 255
renaming
PDFs 118
Reopen Documents to Last Viewed Page
option 32
prologue files 93
reordering layers 283
preferences 32
Proof Setup command 320
replacing
setting up 275
proofreading marks and comments 147
presentations
preserving
black generation settings 92
properties
Adobe PDF printer 65
pages 115
Reset Form button 193
resetting
document information 93
Properties Bar command 24
form actions 267
EPS information 93
Properties toolbar 24
toolbars 23
halftone information 92
Proximity (searches) 291
OPI comments 93
overprint settings 93
Q
Quick Check 242
transfer functions 92
QuickTime files. See media clips
for converting files 85
R
radio buttons, in forms 168
PDF export 85
read me file 2
Press Quality, Adobe PDF settings 86
Read Out Loud 248
Preview Document mode
reading articles 32, 266
signing a document 234
previewing
note comments 146
pages 36
using thumbnails 39
resolution
under color removal settings 92
presets
resizing
magnifying and reducing 36
Level 2 copypage semantics 92
page display 32
setting in Acrobat Distiller 88
restoring
files 118
toolbars 23
Reading mode 30
restricted documents 206
reading order
restricting
colors. See soft-proofing
about 241
font substitutions 99
accessibility 241
attachments 202
URLs 202
Print As Image option 341
RealOne files. See media clips
restrictions, removing 210
print settings
RealPlayer 295
returning review comments 135
advanced options 340
real-time collaboration 128
Revert command 118
general options 333
recent documents, listing 32
review status 157
PostScript 340
recovering lost changes 119
reviewing documents
Print Setup command (Windows) 333
Rectangle tool 151
inviting additional reviewers 140
Print To File command (Windows) 335
rectangles
inviting reviewers 135
printing
See also print settings
creating 151
adding or changing deadlines 141
deleting 151
ending a review 141
and Enhanced Security 200
reducing file size 115, 119
participating in review 135
area on a page 335
reflow
preferences 133
Asian text 51
about 247
rejoining 138
booklets 337
registration of software 1
replying to comments 156
bookmark contents 339
relative colorimetric intent 91
reviewing others’ comments 146
color management considerations 321
saving a copy with comments 140
comments 144, 157
See also managed reviews
USING ACROBAT 9 STANDARD 357
Index
starting a shared review 134, 141
scaling
security hardware tokens 224
starting an email-based review 135
pages for printing 334
Security, Internet access for multimedia 296
tools used for 142
pages for web conversion 82
seed values
tracking reviews 139
Scan To PDF command 58
viewing a list of comments 155
scanning
reviews
select an email application for 133
RGB color space profiles 91
compressing images 62
digital signature properties 235
Select All command 40, 125
selecting
creating PDF from 58
images 126
tips 61
objects 274
RGB color space, Adobe 328
scanning documents 54
Rich Content PDF, Adobe PDF settings 86
scanning optimization options 60
tables 126
right-to-left language options 52
screen captures, converting to PDF 56
Send & Collaborate Live command 129
roaming ID, signing PDFs 224
screen magnifiers. See accessibility
setting layer visibility action 267
rollovers 191
screen readers
shared review
text 125
Rotate Pages command 40
See accessibility
about 131
rotating pages 113
set preferences for 243
distribution methods 132
changing view 40
RSA security 224
scroll bars 27
initiating 134
scrolling
participating in 135
RSS, subscribing to 140
automatic 246
ruler guides, creating 42
automatically 29
Run Length compression 96
default page layout 32
running a JavaScript action 267
searching
tracking documents in 139
tutorial 8
sharing files 128
sharing PDF Portfolios 103
Advanced Search 291
sharing your desktop 130
S
saturation intent 91
Boolean 291
Show Documents in Windows Taskbar 32
by document properties 291
Show Splash Screen option 32
Save As command, renaming
documents 118
comments 158
showing
multiple documents 289
bookmarks 28
saving
preferences 293
comments 156
results display 278
comments on 3D content 310
See also exporting and saving, formats
as accessible text 124
field actions 267
as certified document 235
Section 508 (U.S. government). See
accessibility
automatically 33
security
Properties toolbar 24
Model Tree 300
changes 118
accessibility 240, 254
showpage 92
images to image format 124
alerts 200
thumbnails 29
metadata 280
attachments 219
optimizing for Fast Web View 63
certificate 200
PDF Settings inside file 93
certifying documents 234
security 229
PDFs 118
changing in Default Certificate
Security 210
validating 236
saving, formats
EPS 121
digital signature overview 229
HTML 121
distribution lists 210
JPEG, JPEG2000 120
envelopes 219
PNG 123
FIPS mode 205
PostScript 121
limit access to PDFs 206
RTF 124
managing settings 50
text 121
methods of 204
TIFF 123
passwords 64, 84, 204
Word 124
policies 50, 217
XML 121
removing restrictions 208, 210
RSA key algorithms 224
silent printing 200
toolbars 23
signature
signature properties
add timestamp 231
customize with seed values 235
signature status 236
Signatures tab 237
signing
checking integrity of PDFs 234
PDFs 233
Single Page layout 40
single-key accelerators 246
single-key tool access 32
slide presentations, setting up 275
slide show. See Full Screen
USING ACROBAT 9 STANDARD 358
Index
Smallest File Size, Adobe PDF settings 87
smart cards, signing and 224
T
tabbing order 256
Snap To Grid command 42
table of contents. See bookmarks
displaying 22
Snapshot tool
tables
docking 21, 23
copying text and images 127
selecting print area 335
soft-proofing
about 320
in Photoshop, Illustrator and
InDesign 320
toolbars
3D 297
copying 126
Forms 170
tagged bookmarks
locking 23
deleting 116
locking and unlocking 23
organizing web pages with 267
moving 23
tags
removing 22
about 241
restoring to default 23
accessibility 241
selecting buttons 20
activation 1
adding to a PDF 253
showing and hiding 23
downloads 4
creating PDFs with 250
showing and hiding labels 24
registration 1
in combined PDFs 252
software
sorting comments 155
special effects buttons 188
spell checking
searching 288
web pages 251
text
tasks 22
tools
3D navigation 297
selecting 20
adding words to dictionary 159
accessible, converting 124
forms and comments 159
adding 273
tracked PDF documents, review 135
while typing 159
Asian. See Asian text
Tracker
single-key access 32
split window 40
copying and pasting 125
splitting PDFs 114
copying, prohibited 125
spot colors
editing 271
tracking status of distilled files 84
color management considerations 317
managing reviews with 139
preferences 142
exporting 121
transfer functions 92
spreadsheets, split view 40
preventing color shifts 91
transitions 275
Square tool. See Rectangle tool
scanned 125
transparency
squares
searching 288
creating 151
deleting 151
unrecognizable 125
grids, displaying 36
triggers, action 267
text attributes, editing 272
trim boxes 36
sRGB color space 319, 328
Text Box tool 152
Trust Manager 200
stamps
text edits, commenting
trusted identities
adding to documents 149
adding notes to markups 147
adding contacts 212
customizing 149
deleting 148, 159
checking 210
dynamic 149
text fields
for distributing encrypted documents 208
editing 149
about form elements 168
tryouts 4
moving and resizing 149
calculation options 183
tutorial
status, tracking distilled files 84
editing 181, 182
creating forms 12
Stemming (searches) 291
formatting 184
creating PDFs 6
sticky notes 146
text files, converting to PDF 56
digital signatures 15
strikethrough, indicating deleted text 147
Thai language 51
live collaboration 9
stroke width, constant 42
threaded comments, replying 156
PDF Portfolios 14
submitting
threshold, font embedding 90
shared review 8
comments 136
thumbnails. See page thumbnails
Type 1 fonts 99
form actions 267
time stamps
Type 32 fonts 99
subsampling 89
add to digital signature 231
subscribing to web services 140
in digital signatures 231
subsetting fonts
validating certificates for 238
Typewriter tool 273
specifying a threshold 90
timestamp certificate, validating 238
U
undercolor removal (UCR) 92
text editing 274
tips for scanning 61
Underline Text tool 148
toolbar labels 24
underlining links 82
summarizing comments 157
USING ACROBAT 9 STANDARD 359
Index
unicode, digital signatures 224
unlocking toolbars 23
updates 4
updating
web browsers
displaying PDFs in 31
opening PDFs from 27
Web Capture
Adobe application software 49
converting web pages to PDF 78
embedded index 294
display options 83
URLs
restricting 202
Use Current Properties As New Defaults
command 188
X
XIF format, searching metadata in 288
XML, source code document
information 279
XMP format
metadata 279, 288
web forms 192
web graphics
color management considerations 319
Z
ZIP compression 96, 97
web links, opening in new PDF 80, 81
Zoom toolbar 32
zooming
Use Page Cache option 32
web mapping service, copy location data
to 286
user passwords. See passwords
web pages
Use Only Certified Plug-ins option 32
changing magnification 36
default setting 32
adding headers and footers 82
Dynamic Zoom tool 36
adding to PDFs 79
Loupe tool 38
appending all linked 81
Pan & Zoom Window 38
appending to documents 81
selecting tools temporarily 20
form fields 186
Asian-language, converting to PDF 78
view 36
signatures 236
backgrounds 82, 83
time period for signatures 213
conversion settings 81
time stamp certificates 238
converted to Adobe PDF 267
user policies 217
V
validating
vector graphics 95
converting images in 82
version compatibility 76, 88
converting in Internet Explorer 78
video clips. See media clips
converting to PDF 54
Vietnamese language 51
converting to PDF in Acrobat 80
View Signed Version command 238
getting information on 268
View Web Links command 81
PDF conversion settings 81
viewing
reorganizing converted 268
3D content 299, 300, 307
file attachments 30
tags and accessibility 251
wrapping lines 83
magnification 36
web services, subscribing to 140
PDF conversion results 69
websites
tables and spreadsheets 40
viewing path, retracing 29
views
restricting 202
review settings 133
WGS 1984 286
comments in 3D models 310
width-only fonts. See Asian fonts
defining for 3D content 307
windows
Visio
viewing object data 280
multiple 41
split 40
spreadsheet split 40
W
watermarks
Windows Built-In player 295
Windows Media Player 295
accessibility 254
WMV files. See media clips
adding 110
Word documents
removing 111
adding information from 70
WAV files. See media clips
work area, customizing 21
web browser
working spaces, color 328
displaying PDF in 21
opening PDF in 18
wrapping lines, converting web pages 83
Was this manual useful for you? yes no
Thank you for your participation!

* Your assessment is very important for improving the work of artificial intelligence, which forms the content of this project

Download PDF

advertisement