Adobe Acrobat 3D 8.0 Instructions

Adobe Acrobat 3D 8.0 Instructions
USER GUIDE
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Adobe® Acrobat® 3D Version 8 for Windows®
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iii
Contents
Chapter 1: Before you begin
Installation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Using Adobe Help
........................................................................ 2
Resources
................................................................................ 4
What’s new
............................................................................... 9
Chapter 2: Workspace
Quickstart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Work area basics
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Customizing the work area
Viewing PDF pages
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Playing movies and sounds
Adjusting PDF views
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Grids, guides, and measurements
Saving PDFs
Organizer
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Maintaining the software
Non-English languages
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Chapter 3: Creating PDFs
Quickstart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Overview of creating PDFs
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Creating simple PDFs with Acrobat
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Using the Adobe PDF printer
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
Creating PDFs with PDFMaker
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
Application-specific features of PDFMaker
Converting web pages to PDF
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88
Creating PDFs with Acrobat Distiller
Adobe PDF conversion settings
Fonts
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113
Chapter 4: Combining PDF content
Quickstart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116
Combining files into PDFs
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119
Adding unifying page elements
Rearranging pages in a PDF
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135
Chapter 5: Exporting PDFs
Quickstart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140
Exporting PDFs to other file formats
Reusing PDF content
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146
iv
Chapter 6: Review and comment
Quickstart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150
Preparing for a PDF review
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153
Starting and managing a review
Meetings
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160
Participating in a PDF review
Tracking PDF reviews
Commenting
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168
Managing comments
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181
Importing and exporting comments
Approval workflows
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191
Chapter 7: Forms
Quickstart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 195
Forms basics
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 198
Filling in PDF forms
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 201
Submitting forms
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205
Planning a PDF form
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 206
Creating and editing forms
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 212
Laying out new form fields
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 214
Form fields behaviors
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 222
Setting action buttons in Acrobat
Distributing forms
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 232
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 236
Publishing interactive web forms
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 237
Collecting and managing form data
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 240
Chapter 8: Security
Quickstart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 244
Opening restricted documents
Removing sensitive content
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 247
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 248
Creating or obtaining digital IDs
Sharing and managing certificates
Directory servers
Securing PDFs
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 253
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 258
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 262
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 263
Security policies
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 269
Chapter 9: Digital signatures
Quickstart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 274
Digital signatures
Signing PDFs
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 275
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 278
Validating signatures
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 282
Chapter 10: Accessibility, tags, and reflow
Accessibility features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 287
Checking the accessibility of PDFs
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 290
Reading PDFs with reflow and accessibility features
Creating accessible PDFs
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 293
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 299
v
Making existing PDFs accessible
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 305
Editing document structure with the Content and Tags tabs
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 314
Chapter 11: Editing PDFs
Quickstart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 322
Page thumbnails and bookmarks
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 324
Links and attachments
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 331
Actions and scripting
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 336
Converted web pages
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 339
Articles
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 340
Optimizing
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 343
Editing text and objects
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 347
Setting up a presentation
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 353
Adding movies and sounds
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 356
Document properties and metadata
Layers
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 360
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 364
Processing in batches
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 368
Chapter 12: Searching and indexing
Quickstart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 372
Searching PDFs
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 373
Creating PDF indexes
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 379
Chapter 13: 3D models
Quickstart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 385
Converting 3D models
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 388
Capturing 3D models
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 395
Adding 3D models to PDFs
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 397
Inserting 3D models in Word, Excel, and PowerPoint files
Interacting with 3D models
Exporting geometry from 3D models
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 414
Adding functionality to 3D designs with JavaScript
Chapter 14: Color management
Understanding color management
Keeping colors consistent
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 417
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 422
Color-managing documents for online viewing
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 424
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 425
Color-managing documents when printing
Working with color profiles
Color settings
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 416
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 419
Color-managing imported images
Proofing colors
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 398
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 399
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 427
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 429
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 434
Chapter 15: Printing
Quickstart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 439
Basic printing tasks
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 440
Other ways to print PDFs
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 444
vi
Printing custom sizes
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 447
Advanced print settings
Printing color
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 448
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 454
Chapter 16: Print production tools
Quickstart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 459
Tools for high-end output
Trapping color
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 460
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 461
Previewing output
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 469
Color conversion and ink management
Printer marks, cropping, and hairlines
Transparency flattening
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 473
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 478
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 480
Chapter 17: Preflight
Quickstart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 487
Analyzing documents for print readiness
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 488
Viewing preflight results, objects, and resources
Preflight reports
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 491
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 495
Advanced inspections
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 497
Preflight profiles
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 498
Additional checks
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 503
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 508
Correcting problem areas
PDF/X- and PDF/A-compliant files
Automating document analysis
Output intents
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 512
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 514
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 515
Chapter 18: JDF instructions
Job definition format (JDF) files
Submitting print jobs
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 517
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 524
Chapter 19: Adobe Version Cue
Using Adobe Version Cue . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 527
Working with Version Cue projects
Working with files in Version Cue
Disconnecting from projects
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 530
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 535
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 541
Deleting files, folders, and projects
Version Cue versions
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 542
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 544
Editing and synchronizing offline files
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 546
The Version Cue Administration utility
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 548
Creating, editing, and managing projects in Version Cue Administration
Working with users and privileges
Viewing logs, reports, and workspace information
Version Cue PDF reviews
. . . . . . . . . . . . . . . . . . 553
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 560
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 563
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 564
vii
Chapter 20: Keyboard shortcuts
Keyboard shortcuts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 569
Index
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 575
1
Chapter 1: Before you begin
Installation
Requirements
To review complete system requirements and recommendations for your Adobe® software, see the Read Me file
included with your software.
Install the software
1 Close any other Adobe applications open on your computer.
2 Insert the installation disc into the disc drive, and follow the on-screen instructions.
Note: For more information, see the Read Me file included with your software.
Activate the software
Adobe software may include license management technology to ensure compliance with the product license
agreement. When present, this technology prompts you to verify the license of your product within 30 days after you
first use it. Verification is mandatory.
You may be prompted to activate the software. The verification process doesn’t collect, transmit, or use any infor­
mation about the identity of users. For more information on this topic, see the Read Me file on your installation disc,
or visit the Adobe website at www.adobe.com/go/activation.
1 If the Activation dialog box isn’t already open, choose Help > Activation > Activate.
2 Follow the on-screen instructions.
Note: If you want to install the software on a different computer, you must first deactivate the software on your computer:
Choose Help > Activation > Deactivate.
Register
Register your product to receive complimentary installation support, notifications of updates, and other services.
❖ To register, follow the on-screen 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.
Read Me
The installation disc contains the Read Me file for your software. (This file is also copied to the application folder
during product installation.) Open the file to read important information about the following topics:
• System requirements
• Installation
• Registration
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• Electronic licensing
• Legal notices
Using Adobe Help
Adobe Help resources
Documentation for your Adobe software is available in a variety of formats.
In-product and LiveDocs Help
In-product Help provides access to all documentation and instructional content available at the time the software
ships. It is available through the Help menu in your Adobe software.
LiveDocs Help includes all the content from in-product Help, plus updates and links to additional instructional
content available on the web. For some products, you can also add comments to the topics in LiveDocs Help. Find
LiveDocs Help for your product in the Adobe Help Resource Center, at www.adobe.com/go/documentation.
Most versions of in-product and LiveDocs Help let you search across the Help systems of multiple products. Topics
may also contain links to relevant content on the web or to topics in the Help of another product.
Think of Help, both in the product and on the web, as a hub for accessing additional content and communities of
users. The most complete and up-to-date version of Help is always on the web.
How To topics
The How To topics provide a brief overview of the most common tasks. If you need more information, click the link
at the bottom of the How To topic to view the related Help topic.
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PDF documentation
The in-product Help is also available as an Adobe PDF that is optimized for printing. Other documents, such as
installation guides and white papers, may also be provided as PDFs.
All PDF documentation is available through the Adobe Help Resource Center, at www.adobe.com/go/documen­
tation. To see the PDF documentation included with your software, look in the Documents folder on the installation
or content DVD.
Printed documentation
Printed editions of the in-product Help may be available for purchase in the Adobe Store, at
www.adobe.com/go/store. You can also find books published by Adobe publishing partners in the Adobe Store.
A printed workflow guide is included with all Adobe Creative Suite® 3 products, and stand-alone Adobe products
may include a printed getting started guide.
Note: Printed documentation is not available in all languages.
Using Help in the product
In-product Help is available through the Help menu. After you start the Adobe Help Viewer, you can access Help for
additional Adobe products installed on your computer. Topics may contain links to additional content on the web.
If you search for a phrase, such as “shape tool,” enclose it in quotation marks to see only those topics that include all
the words in the phrase (applies to roman language versions of the software).
Accessibility features
Adobe Help content is accessible to people with disabilities—such as mobility impairments, blindness, and low
vision. In-product Help supports these standard accessibility features:
• The user can change text size with standard context menu commands (Microsoft® Windows®) and standard menu
commands (Apple Mac OS).
• Links are underlined for easy recognition.
• If link text doesn’t match the title of the destination, the title is referenced in the Title attribute of the Anchor tag.
For example, the Previous and Next links include the titles of the previous and next topics.
• Content supports high-contrast mode.
• Images without captions include alternate text.
• Each frame has a title to indicate its purpose.
• Standard HTML tags define content structure for screen reading or text-to-speech tools.
• Style sheets control formatting, so there are no embedded fonts.
Keyboard shortcuts for Help toolbar controls (Windows)
Back button Alt+Left Arrow
Forward button Alt+Right Arrow
Print Ctrl+P
About button Ctrl+I
Help For menu Alt+Down Arrow or Alt+Up Arrow to view Help for another application
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Keyboard shortcuts for Help navigation (Windows)
• To move between panes, press Ctrl+Tab (forward) and Shift+Ctrl+Tab (backward).
• To move through and outline links in a pane, press Tab (forward) or Shift+Tab (backward).
• To activate an outlined link, press Enter.
• To change text size, press Ctrl/Command+plus sign (+) or Ctrl/Command+minus sign (-).
Resources
Adobe Video Workshop
Adobe Creative Suite 3 Video Workshop offers over 200 training videos covering a wide range of subjects for print,
web, and video professionals.
You can use Adobe Video Workshop to learn about any Creative Suite 3 product. Many videos show you how to use
Adobe applications together.
Note: Adobe Video Workshop is not available in all languages.
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User Guide
When you start Adobe Video Workshop, you choose the products you want to learn and the subjects you want to
view. You can see details about each video to focus and direct your learning.
Community of presenters
With this release, Adobe Systems invited the community of its users to share their expertise and insights. Adobe and
lynda.com present tutorials, tips, and tricks from leading designers and developers such as Joseph Lowery, Katrin
Eismann, and Chris Georgenes. You can see and hear Adobe experts such as Lynn Grillo, Greg Rewis, and Russell
Brown. In all, over 30 product experts share their knowledge.
Tutorials and source files
Adobe Video Workshop includes training for novices and experienced users. You’ll also find videos on new features
and key techniques. Each video covers a single subject and typically runs about 3-5 minutes. Most videos come with
an illustrated tutorial and source files, so you can print detailed steps and try the tutorial on your own.
Using Adobe Video Workshop
You can access Adobe Video Workshop using the DVD included with your Creative Suite 3 product. It’s also available
online at www.adobe.com/go/learn_videotutorials. Adobe will regularly add new videos to the online Video
Workshop, so check in to see what’s new.
Acrobat videos
Adobe Video Workshop covers a wide range of subjects for Adobe Acrobat®, including these:
• Setting up the workspace and taskbars
• Combining files into a PDF
• Converting PDFs
• Modifying PDFs
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• Adding comments to PDFs
• Working with shared reviews
• Reviewing and summarizing comments
• Adding security to forms
• Collaborating in real time with Adobe Acrobat Connect™
• Preflighting files
• Printing documents
To access Adobe Creative Suite 3 video tutorials, visit Adobe Video Workshop at
www.adobe.com/go/learn_videotutorials.
Note: Adobe Video Workshop is not available in all languages.
Extras
You have access to a wide variety of resources that will help you make the most of your Adobe software. Some of
these resources are installed on your computer during the setup process; additional content is included on the instal­
lation or content disc, if applicable. Unique extras are also offered online by the Adobe Exchange community, at
www.adobe.com/go/exchange.
Installed resources
During software installation, a number of resources are placed in your application folder. To view those files, navigate
to the application folder on your computer.
Disc content
The disc included with your product may contain additional resources for use with the software, such as presets,
plug-ins, a PDF version of the Help, technical information, and other documents.
Adobe Exchange
For more free content, visit www.adobe.com/go/exchange, an online community where users download and share
thousands of free actions, extensions, plug-ins, and other content for use with Adobe products.
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Adobe Design Center
Adobe Design Center offers articles, inspiration, and instruction from industry experts, top designers, and Adobe
publishing partners. New content is added monthly.
You can find hundreds of tutorials for design products and learn tips and techniques through videos, HTML
tutorials, and sample book chapters.
New ideas are the heart of Think Tank, Dialog Box, and Gallery:
• Think Tank articles consider how today’s designers engage with technology and what their experiences mean for
design, design tools, and society.
• In Dialog Box, experts share new ideas in motion graphics and digital design.
• The Gallery showcases how artists communicate design in motion.
Visit Adobe Design Center at www.adobe.com/designcenter.
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Adobe Developer Center
Adobe Developer Center provides samples, tutorials, articles, and community resources for developers who build
rich Internet applications, websites, mobile content, and other projects using Adobe products. The Developer Center
also contains resources for developers who develop plug-ins for Adobe products.
In addition to sample code and tutorials, you'll find RSS feeds, online seminars, SDKs, scripting guides, and other
technical resources.
Visit Adobe Developer Center at www.adobe.com/go/developer.
Customer support
Visit the Adobe Support website, at www.adobe.com/support, to find troubleshooting information for your product
and to learn about free and paid technical support options. Follow the Training link for access to Adobe Press books,
a variety of training resources, Adobe software certification programs, and more.
Downloads
Visit www.adobe.com/go/downloads to find free updates, tryouts, and other useful software. In addition, the Adobe
Store (at www.adobe.com/go/store) provides access to thousands of plug-ins from third-party developers, helping
you to automate tasks, customize workflows, create specialized professional effects, and more.
Adobe Labs
Adobe Labs gives you the opportunity to experience and evaluate new and emerging technologies and products from
Adobe.
At Adobe Labs, you have access to resources such as these:
• Prerelease software and technologies
• Code samples and best practices to accelerate your learning
• Early versions of product and technical documentation
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• Forums, wiki-based content, and other collaborative resources to help you interact with like-minded developers
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, which the Adobe
development teams use to create software that meets the needs and expectations of the community.
Visit Adobe Labs at www.adobe.com/go/labs.
User communities
User communities feature forums, blogs, and other avenues for users to share technologies, tools, and information.
Users can ask questions and find out how others are getting the most out of their software. User-to-user forums are
available in English, French, German, and Japanese; blogs are posted in a wide range of languages.
To participate in forums or blogs, visit www.adobe.com/communities.
What’s new
Viewing, navigating, and searching
Getting Started window At a glance, see the main features of Adobe® Acrobat® 3D Version 8 and click links to start
tasks or learn more about features. See “Start in the Getting Started window” on page 19.
Maximized work area View PDFs in a new visual design for the work area, navigation pane, and toolbars. User
interface elements have been removed to maximize space. See “View the work area” on page 15.
Customizable toolbars Easily hide or show individual tools by right-clicking/Control-clicking a toolbar, or use the
More Tools dialog box to customize toolbars. See “Display and arrange toolbars” on page 20.
Search enhancements Find words or use advanced search tools, all from the same integrated toolbar. View search
results in a floating, resizable panel. Search documents in a PDF package. See “Search features overview” on
page 373.
Embedded PDF search index Embed a search index for a specific file directly within the PDF to speed up searching.
See “Create and manage an index in a PDF” on page 379.
PDF creation, assembly, and editing
PDF from a blank page Create a blank PDF page and type text onto the page. Format text using formatting controls.
Lock the document so that it can’t be edited. See “Create a PDF from a blank page” on page 63.
PDF packages Assemble PDF files (including PDF forms) and non-PDF files into a single package. Files aren’t
modified when packaged, so signatures and security options stay intact. Documents within a package are viewed in
the same window. Easily add, delete, or extract documents from the package. Search and print the current or selected
document, or all documents within the package. See “About PDF packages” on page 119.
Combined files user interface Combine files into a single PDF with concatenated pages, or assemble files into a PDF
package. Choose simple options to control the size of the resulting PDF. See “Combining different types of files” on
page 119.
Mail merge to PDF within Microsoft® Word Convert Word mail merge documents to PDF and send them out by
email. See “Create PDFs from Word mail merges” on page 81.
Microsoft Excel worksheet enhancements (Windows) Select and order worksheets for conversion. Convert all links
and bookmarks. Create PDF/A-compliant files. See “Application-specific PDFMaker settings” on page 85.
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Microsoft PowerPoint presentation enhancements (Windows) Convert overlapping shapes and images, action
buttons, action settings, and speaker notes. Convert backgrounds to a separate, nonprinting layer. Create PDF/A­
compliant files. See “Application-specific PDFMaker settings” on page 85.
Email conversion enhancements Convert an email message or a complete mail folder to PDF from Lotus Notes.
Create PDF packages of email from both Microsoft Outlook and Lotus Notes. In Outlook on Windows, convert
email archives to PDF packages and automatically archive email on a schedule. See “Convert email messages to PDFs
(Windows)” on page 78, “Migrate old Outlook PDF archives to PDF packages (Windows)” on page 80, and “Set up
automatic email archiving (Windows)” on page 80.
Scanning enhancements Scan to PDF or PDF/A from a broader range of scanners. Add metadata while scanning.
Optimize a scanned PDF. See “Scan a paper document to PDF” on page 64.
PDF/A-compliant files Create PDF/A-compliant files when scanning paper documents and when creating PDFs
from Word, Microsoft Excel, Microsoft PowerPoint, Adobe Acrobat Distiller, and the Acrobat Preflight tool.
Bates numbering Apply identifying labels to a batch of related documents—typically legal documents associated
with a court case. Bates numbering appears as a header or footer on each page of each PDF in the batch. See “Add a
Bates numbering header or footer” on page 128.
Document examination Inspect PDFs for metadata, annotations, attachments, hidden data, form fields, hidden
layers, or bookmarks. Remove some or all of the information. See “Examine a PDF for hidden content” on page 248.
Headers, footers, watermarks, and backgrounds Save header, footer, watermark, and background options as named
settings for reuse. Remove or update existing headers, footers, watermarks, and backgrounds. Shrink content to
accommodate headers and footers. Preview changes in real time. Set underline text. See “Add and edit headers and
footers” on page 125.
Review and commenting
Acrobat Connect meetings Access the real-time, web-based collaboration capabilities of Acrobat Connect (sold
separately). Click the Start Meeting button to escalate from a document review to real-time communication with
others over the Internet. Acrobat Connect uses Adobe Flash® CS3 Professional and a personal meeting room for
screen sharing, audio and video conferencing, whiteboarding, and more. When you first click the Start Meeting
button, you can create a free trial account. Each subsequent time, you go directly to your Acrobat Connect personal
meeting room. (Acrobat Connect is not available in all languages.) See “Meetings” on page 160.
Shared reviews Initiate a review where comments are stored on a central server, allowing all participants to see
comments in real time. No extra server software is needed. Shared reviews work with a folder on a network server,
a Windows SharePoint workspace, or a web folder on a web server. Comments are automatically retrieved, even if
Reader isn’t running and could be added even when you are disconnected from the network. Notifications alert users
that there are new comments. Comments from reviewers outside the firewall can be merged into the shared review,
and you can enable Reader users to participate in reviews. See “Start a shared review” on page 157.
Review Tracker Provides details about all active reviews. For shared reviews, details include the number of
comments from a reviewer, the review deadline, server status, unread reviews, and a summary of updated shared
reviews. See “Tracking PDF reviews” on page 165.
Commenting and markup enhancements View and accurately place callout and cloud markups as you apply them.
The callout leader automatically moves as you position the callout. Selected comments are highlighted for easier
visibility when zoomed out. Rotate stamps and select all tools from a single, integrated toolbar. See “Commenting”
on page 168.
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Forms
Simple forms creation (Windows) Use a wizard to create PDF forms from templates, existing electronic documents,
paper forms, or spreadsheet data. Customize forms with contact information and logos. Edit in Adobe LiveCycle®
Designer. See “Creating and editing forms” on page 212.
PDF background artwork Import a PDF as background artwork on a form in LiveCycle Designer. Add form fields
on top of the background. See LiveCycle Designer Help.
Forms Tracker Track the forms you initiate or fill out. See “About Forms Tracker” on page 242.
Export and compile form data Aggregate returned forms into a PDF package. Export the form data to a spreadsheet.
See “Submitting forms” on page 205 and “Export records from a PDF data set” on page 241.
Form field recognition Automatically recognize form fields on noninteractive PDF documents and convert them to
interactive fields that can be filled electronically. See “Creating new forms” on page 212.
Reader-enabled rights Enable Reader 7 and 8 users to fill in, digitally sign, and locally save forms and other PDFs.
See “Enable Reader users to save form data” on page 213.
Digital signatures
Roaming IDs Enroll in a signing service where the server holds your private key. Authenticate to the server from
Acrobat and allow the document to be signed with your credentials stored on the server. See “Set up a roaming ID
account” on page 255.
Signature preview mode and conformance checker Before signing, view the document content as it will appear after
eliminating transparency, scripts, fonts, and other dynamic content that can alter a document’s appearance. Acrobat
automatically runs the Document Integrity Checker, which now includes checking for Qualified Signatures
conformance before entering signature preview mode. See “Sign in Preview Document mode” on page 280.
Certificate enhancements Predetermine the signing certificate. Configure the chain model for certificate validation.
See “Sharing and managing certificates” on page 258.
Seed values Specify which choices a user can make when signing a document. See “Customizing signature
properties using seed values” on page 277.
Signatures in Reader Allow Reader users to draw a signature field. See “Before you certify a PDF” on page 281.
Architecture, engineering, and construction
Batch conversion/direct conversion From Autodesk AutoCAD, convert multiple AutoCAD files to multiple PDFs.
Convert AutoCAD files to PDF with improved speed. See “Convert AutoCAD files to PDF (Windows)” on page 83.
DWG/DWF support Convert AutoCAD DWF and DWG format files without installing AutoCAD.
2D Measurement tool enhancements Measurement is recalculated if start or end points move. Measurements snap
to lines, intersections, or corners. See “Measure the height, width, or area of objects” on page 44.
3D Computer Aided Design (CAD)
Produce compact PDFs Adjust 3D conversion settings to create highly compressed, universally-accessible PDF files
that are a fraction of the size of the original CAD file or assembly. See “About PRC and U3D conversion formats” on
page 390.
Import PMI Import and view geometric dimensioning and tolerancing specifications in the 3D model as Product
Manufacturing Information (PMI) instead of sending a separate 2D drawing. Supported file formats include CATIA
V5, I-DEAS, JT, NX, and Pro/ENGINEER. See “View Product Manufacturing Information (PMI)” on page 406.
Export geometry Export geometry to standard formats (IGES, STEP, ParaSolid, and VRML) for interoperability
with Computer Aided Manufacturing (CAM) applications. See “Exporting geometry from 3D models” on page 414.
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Support for latest CAD applications Open the latest versions of most CAD file formats without installing the CAD
application. See “About supported 3D file formats” on page 388.
Legal
Redaction tools Mark text, images, and sensitive areas for redaction. Permanently apply redaction. Modify the
appearance of redaction marks, including color and codes. See “Redact sensitive content” on page 249.
Search and redact From within the Search feature, mark some or all search results for redaction. See “Search and
redact words” on page 250.
Bates numbering Apply identifying labels to a batch of related documents—typically legal documents associated
with a court case. Bates numbering appears as a header or footer on each page of each PDF in the batch. See “Add a
Bates numbering header or footer” on page 128.
Creative professional
Color management improvements In Adobe Creative Suite, synchronize settings for on-screen color across the
applications with a single click. See “Synchronize color settings across Adobe applications” on page 421.
Shared transparency flattener presets Define flattener presets in one Adobe application, such as Acrobat, and then
easily share those swatches with other applications, such as Adobe Illustrator® and Adobe InDesign®. See “Create a
flattener preset” on page 485.
Preflight Locate, modify, or remove PDF elements using customizable fixup profiles. Create an inventory of PDF
content, including Extensible Metadata Platform (XMP) metadata. Perform advanced inspections on Cos objects
and fonts. Convert to and validate PDF/X-4 and PDF/A files. Edit droplet settings for automated preflight inspec­
tions. See “Correcting problem areas” on page 508 and “Advanced inspections” on page 497.
Booklet printing Print pages as a simple booklet, such as 2-up, saddle-stitched. See “Print a booklet” on page 444.
Metadata in documents and objects Maintain and access document and object-level metadata. See “Document
properties and metadata” on page 360.
TouchUp Object tool enhancement See and change the color space of a selected object. Scale, rotate, or clip an
object. See “Move or edit an object” on page 351.
Additional new features
FIPS mode Version 8.1 of Acrobat provides a FIPS mode to restrict data protection to Federal Information
Processing Standard (FIPS) 140-2 approved algorithms using the RSABSAFE Crypto-C 2.1 encryption module.
See “Securing PDFs in FIPS mode (Windows)” on page 264.
Microsoft Windows Vista™ support Version 8.1 of Acrobat supports Windows Vista.
Installing Acrobat on 64-bit versions of Windows Version 8.1 of Acrobat supports the 64-bit versions of Microsoft
Windows XP and Windows Vista.
Version Cue 2.0 Manage files and versions as a single user or in a small workgroup. Integrate with Adobe Bridge to
manage files for your Creative Suite projects. See “Adobe Version Cue” on page 527.
Digital Editions Read and organize eBooks and other publications with Adobe® Digital Editions (a separate
product). When you first click the Digital Editions menu item, you can download and install the Adobe Digital
Editions software. After installation, choose Digital Editions to go directly to your Adobe Digital Editions bookshelf.
See “Adobe Digital Editions” on page 54.
Printing over the Internet Print documents to a FedEx Kinkos office in the United States. See “Print over the
Internet” on page 440.
2D Measurement tool enhancements Measurement is recalculated if start or end points move. Measurements snap
to lines, intersections, or corners. See “Measure the height, width, or area of objects” on page 44.
13
Chapter 2: Workspace
As you get acquainted with Adobe® Acrobat® 3D Version 8, make setting up your Acrobat 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. Acrobat has hidden tools, preferences, and options
that can enhance your experience and give you greater control over how your work area is arranged and displayed.
Quickstart
Customize the work area
You can change the work area to suit your needs.
• To change the toolbars that appear, choose View > Toolbars, and select the desired toolbars.
• To change the navigation pane view, click one of the buttons to the left of the navigation pane.
• To customize the display colors for page background and document text, choose Edit > Preferences > Accessi­
bility.
• To set the default zoom level and page layout, choose Edit > Preferences > Page Display.
See also
“Customizing the work area” on page 19
Move a toolbar
Some toolbars, such as the Tasks toolbar, appear in the toolbar area. Others, such as the Comment & Markup toolbar,
open as floating toolbars.
❖ To move a toolbar, drag the grabber bar at the left edge of the toolbar:
• Drag a toolbar to a new location in the toolbar area.
• Drag a toolbar out of the toolbar area to create a floating toolbar.
• Drag a floating toolbar into the toolbar area.
See also
“Display and arrange toolbars” on page 20
Add tools and toolbars
You can customize Acrobat to display the tools and toolbars you use most often.
❖ Right-click/Control-click a toolbar and do any of the following:
• Select the buttons you want to display.
• Choose Hide Toolbars and select the toolbars you want to hide.
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• Choose More Tools, and select the toolbars and buttons you want to display.
See also
“Show and hide toolbar elements” on page 22
Change the look of a tool or object
You can easily change the properties for many tools and objects, including comments, form fields, and bookmarks.
1 Right-click/Control-click the tool or object you want to change.
2 Choose Properties or Tool Default Properties.
3 Set the desired properties.
To apply an object’s settings to all subsequent objects of the same type, right-click/Control-click the object and
choose Make Current Properties Default or Use Current Properties As New Defaults.
See also
“Review properties for tools and objects” on page 22
Change viewing mode
To give you more space for reading a document, you can change the viewing mode.
❖ Choose View > Reading Mode or Full Screen Mode.
In Reading mode, toolbars and the navigation pane are hidden but the menu bar is present. In Full Screen mode,
everything but the document is hidden. To exit from Full Screen mode, press Esc.
See also
“View PDFs in Full Screen mode” on page 30
View PDFs in a package
An Adobe PDF package opens with a list of the PDFs it contains and a PDF package navigation bar.
❖ Open the package and do any of the following:
• To view a PDF, select it from the PDF list or click Open Next
or Open Previous
.
• To change the position of the PDF list, click one of the list position icons.
• To access package-related commands, click Options and choose the desired command.
See also
“View, sort, and search components in a PDF package” on page 27
View attachments
A PDF may have other PDFs attached to it, either as single files or a PDF package. When you open a PDF containing
attachments, the Attachment panel opens automatically.
❖ Double-click the desired PDF. The attachment opens in a new window.
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If the attachment is a PDF package, the first PDF in the package opens along with a list of all PDFs in the package.
Click a PDF to view it.
See also
“PDFs with file attachments” on page 30
Reduce PDF file size
Reducing the size of PDFs improves their performance—particularly when they’re being accessed on the web.
1 Choose Document > Reduce File Size.
2 Select the version compatibility you need, and click OK.
3 Specify a filename and location, and click Save.
If you’re certain that all your users use Acrobat 8 or Adobe Reader 8, limiting compatibility to the latest version can
further reduce file size.
See also
“Reduce file size by saving” on page 48
Locate PDFs in the Organizer
The Organizer helps you quickly locate PDFs you’ve previously opened and PDFs you’ve organized into collections
or favorites.
1 Choose File > Organizer > Open Organizer.
2 Click in the categories pane on the left to locate PDFs.
All PDFs found are listed in the files pane. After you locate a PDF, you can use the buttons at the top of the Organizer
to work with the file.
See also
“Organizer window overview” on page 48
Work area basics
View the work area
Acrobat 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 Acrobat work area includes a document pane that displays PDFs and a navigation pane on the left side that helps
you browse through the current PDF. Toolbars near the top of the window provide other controls that you can use
to work with PDFs.
Note: Opening certain types of PDFs causes specialized parts of the work area to appear: the document message bar and
PDF package navigation features. For other types of PDFs, these areas are not seen and not available.
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See also
“Document message bar” on page 18
“Navigation areas for PDF packages” on page 18
View the work area for PDFs open in the application
1 Click the Acrobat icon on the desktop, or use the Start menu (Windows) or Finder (Mac OS) to start the Acrobat
application.
2 Choose File > Open, navigate to and select any PDF on your computer, and click Open.
A
B
C
D
Acrobat window
A. Menu bar B. Toolbars C. Navigation pane (Bookmarks panel displayed) D. Document pane
View the work area for PDFs open in a web browser
1 Open a web browser application.
2 Do one of the following:
• Select a PDF anywhere on the Internet and open it.
• Choose File > Open (or Open File). If necessary, choose PDF or All Files in the pop-up menu for the type of file.
Then navigate to and select any PDF on your computer or local network, and click Open.
3 Identify items in the work area.
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A
B
D
C
PDF open within a web browser
A. Web browser application menu bar and buttons B. Acrobat toolbars C. Navigation pane (Bookmarks panel displayed) D. Document
pane
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.
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 the Esc key if your preferences are set this way, or by pressing
Ctrl+L/Command+L.
See also
“Defining initial view as Full Screen mode” on page 353
“Navigation areas for PDF packages” on page 18
“Open secured PDFs” on page 247
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.
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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/Command+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, or a PDF with special rights or security restrictions. The document
message bar appears immediately below the toolbar area, and can be hidden or shown by clicking its button
on
the left side of the work area.
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.
Document message bar for a form
See also
“Filling in PDF forms” on page 201
“Commenting” on page 168
Navigation areas for PDF packages
When you open a PDF package, two unique areas appear:
PDF package navigation bar Located immediately below the toolbars area. Look here for the Cover Sheet
button , buttons that hide or set the orientation of the list of component documents, buttons for moving to the
next or previous component document, and an Options menu with commands for viewing, editing, and using the
PDF package.
List of component documents By default, located between the PDF package navigation bar and the document pane,
but can be hidden or displayed vertically, to the left of the navigation pane. Selecting a component file in the list
opens it in the document pane.
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User Guide
A
B
c
D
E
Navigation areas for PDF packages
A. Cover Sheet button B. PDF list display options C. Open Previous button, currently displayed PDF filename, Open Next button D. PDF
package navigation bar E. List of component PDFs (shown vertically)
See also
“About PDF packages” on page 119
“View, sort, and search components in a PDF package” on page 27
Start in the Getting Started window
The Getting Started window opens by default when you start Acrobat. The home page in this window contains links
that open additional pages. All Getting Started pages include buttons and links that start specific tasks or display
topics in the full Acrobat Help system (which you are reading now).
You can open or close the Getting Started window, or simply let it remain open behind or beside the Acrobat work area.
Start a task from the Getting Started window
1 On the Getting Started home page, select a task group, such as Create PDF or Review & Comment.
2 Start a task or view a Help topic:
• Click an action text link or button
to initiate a task.
• Click an information text link or button
to open full Acrobat Help to the related Help topic.
If you decide to try a different task group, click Home in the upper-left corner to return to the Getting Started home page.
Reopen and reset the Getting Started window
1 Choose Help > Getting Started With Adobe Acrobat®.
2 Deselect the Do Not Show At Startup option in the upper-right corner.
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.
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Acrobat also has numerous context-sensitive menus. These menus appear when you right-click/Control-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/Control-click the toolbar area, that
context menu displays the same commands as the View > Toolbars menu.
Note: The Acrobat 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.
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.
Buttons in the Tasks toolbar behave somewhat differently from other toolbar buttons. Each of these buttons 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 Start Meeting button
to display a menu of commands related to Adobe
Acrobat Connect meetings.
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 19
“Displaying menus” on page 19
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.
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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/Control-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.
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User Guide
About the Properties toolbar
The Properties toolbar looks like any other toolbar and can be moved, docked, or floated in the same way. It also
contains buttons and can be hidden or displayed by choosing it by name from the View > Toolbars menu.
The buttons in the Properties toolbar display properties of the currently selected tool or object. Unlike buttons in
most toolbars, the buttons in the Properties toolbar can’t be hidden. Also, many of the buttons merely display infor­
mation, so you cannot use them to make changes to the PDF.
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/Control-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/Control-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 infor­
mation 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 Do one of the following:
• Choose View > Toolbars > Properties Bar.
• Right-click/Control-click the toolbar area, and choose Properties Bar from the context menu.
2 Select the object or tool that you want to review.
3 Change properties for the selected item, as desired.
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If you want to change object properties other than those listed in the Properties toolbar, right-click/Control-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.
When you open a PDF, the navigation pane is closed by default, but buttons along the left side of the work area
provide easy access to various panels, such as the Pages panel button
and the Bookmarks panel button . When
Acrobat 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.
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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.
• 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-right corner. The commands available in these menu 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.
Click Options to open the menu.
Viewing PDF pages
Open a PDF
You can open a PDF from within the Acrobat application, from the desktop, or from within certain other applica­
tions.
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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.
• (Windows) Choose File > [a previously opened PDF].
• (Mac OS) Choose File > Open Recent File > [a previously opened PDF].
• From either the File > Organizer submenu or the Organizer button menu on the File toolbar, choose Collections
> [collection name] > [PDF filename].
• From the File menu or the Organizer button menu on the File toolbar, choose 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, the application places a button for each open document on the Windows taskbar. You
can 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, either by double-clicking the PDF icon or rightclicking/Control-clicking and choosing Open.
• 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 on 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 38
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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 on the Toolbars menu under the View menu. You can display additional tools on the Page Navigation
toolbar by right-clicking/Control-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 327
“About page thumbnails” on page 324
“Set the page layout and orientation” on page 41
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, and then type the page number in the Go To Page dialog box.
• Press the Page Up and Page Down keys.
Jump to a specific page
❖ Do one of the following:
• Drag the vertical scroll bar until the page appears in the small pop-up display.
• Type the page number to replace the one currently displayed in the Page Navigation toolbar, and press Enter or
Return.
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 138 and “Preferences for viewing PDFs” on page 33.
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.
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C
A
B
Bookmarks panel
A. Bookmarks button B. Expanded bookmark C. Click to display bookmark Options menu.
1 Click the Bookmarks button, or choose View > Navigation Panels > Bookmarks.
2 To jump to a topic, click the bookmark. Click the plus (+) or minus (-) sign to expand or collapse the bookmark
contents.
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 on the Options menu.
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.
View, sort, and search components in a PDF package
Both Adobe Reader users and Acrobat users can view, sort, and search component files in a PDF package.
Note: You can dramatically increase the speed of searches by creating an embedded index when you create a PDF
package.
See also
“Searching PDFs” on page 373
“Creating PDF indexes” on page 379
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View component PDFs in a PDF package
The PDF package navigation bar contains buttons that control the visibility and placement of the list of component
files. If the list is hidden, the View Top button or View Left button will make the list visible either horizontally or
vertically adjacent to the document pane.
1 Open the PDF package in Acrobat.
2 In the PDF package navigation bar, select the View Left
or View Top button
, as needed, so that you can
and Open Previous
buttons to review the
see the list of component PDFs.
3 Select the PDF you want to read. Or, use the Open Next
component PDFs one by one.
Sort the components of a PDF package
Because the data categories are shown in columns in View Top mode, use that view to complete this procedure.
1 In the PDF package navigation bar, select the View Top button
, if necessary, so that you can see the list of
component PDFs and the categories bar across the top of the list.
2 Do any of the following:
• Click a category name. Click it a second time to reverse the order between Ascending and Descending.
• In the PDF package navigation bar, choose Options > Sort By > [category name].
• Right-click/Control-click a PDF in the list or anywhere in the categories bar and choose Sort By > [category name].
• Right-click/Control-click a PDF in the list or anywhere in the categories bar and choose Package Properties. Then
choose options in the Sort By and Sort Order menus. (This sets the default sorting for the PDF package.)
Note: Unless you change the default sorting for the PDF package, the sorting remains in place for only the current session
or until you change the sorting again. The next time you open the PDF package, it will appear in the default sorting order.
Search component PDFs in a PDF package
1 Choose Edit > Search, or choose Open Full Acrobat Search on the Find toolbar pop-up menu.
2 Select which PDFs to search. You can search only the currently open document, several documents that you select,
or all the PDFs in the package.
3 Enter the search text and select other options for searching, as usual.
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.
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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.
Retrace your path in a PDF
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
right-clicking/Control-clicking the Page Navigation toolbar and choosing them on the context menu, or choosing Show
All Tools.
Retrace your path through multiple PDFs
❖ Choose View > Go To > Previous Document or Next Document. These commands open the other PDF
documents if the documents are closed.
Note: If Acrobat is open in a web browser, you can use the web browser’s Back and Forward options as usual to retrace
your steps.
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 when and
whether you want to view documents in this viewing mode.
1 Choose Edit > Preferences (Windows) or Acrobat> Preferences (Mac OS).
2 Select Documents under Categories.
3 Choose an option for View Documents In PDF/A: Never, Always, 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.
Note: Unless a link was created in Acrobat using the Link tool, you must have the Automatically Detect URLs From Text
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.
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See also
“Links and attachments” on page 331
“Multimedia preferences” on page 37
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 335
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 33
“Setting up a presentation” on page 353
Set the Full Screen navigation bar preference
1 Choose Edit > Preferences.
2 Under Categories, select Full Screen.
3 Select Show Navigation Bar.
4 Select View > Full Screen Mode.
The Full Screen navigation bar contains Previous Page
which appear in the lower left corner of the work area.
, Next Page
, and Close Full Screen View
buttons,
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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 may appear 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.
• To change the magnification, press Ctrl+0/Command+0 for Fit Page view, Ctrl+1/Command+1 for actual size,
Ctrl+2/Command+2 for Fit Width view, or Ctrl+3/Command+3 for Fit Visible view.
You can show a Full Screen tool
on the Page Display toolbar by right-clicking/Control-clicking the Page Display
toolbar and choosing Full Screen Mode. Then, you can click the Full Screen tool to switch to Full Screen mode.
Close Full Screen mode
❖ Do one of the following:
• Press Ctrl+L/Command+L.
• Press Esc. (Escape Key Exits must be selected in the Full Screen preferences. This is the default setting.)
Viewing PDFs in a web browser
You can view PDFs in a supported web browser, or you can set your Acrobat 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.)
Important: (Mac OS) If you have Adobe Reader installed on your system and subsequently install Acrobat, Safari
continues to use Adobe Reader to open PDFs in your browser. To reconfigure Safari to use Acrobat, you must quit Safari
and all versions of Acrobat or Adobe Reader, start Acrobat, and then start Safari while Acrobat is running.
Internet preferences
To open the Internet preferences, choose Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS), and
select Internet under Categories.
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 versions of Adobe Reader and Acrobat,
you can select which application and which version to use.
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.
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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.
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 340
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/Return or click in the article.
• To scroll backward through the article one pane at a time, Shift-click in the article, or press Shift+Return.
• To go to the beginning of the article, Ctrl-click/Option-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/Shift+Option-click the page or press Enter/Return.
The previous page view is restored.
.
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Preferences for viewing PDFs
The Preferences dialog box defines a default page layout and customizes your application in many other ways. To
modify preferences, choose Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS), and select the panel
you want under Categories. For viewing PDFs, examine the preferences options for Documents, General, Multi­
media, 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 412
“Multimedia preferences” on page 37
“Setting accessibility preferences” on page 293
Documents preferences
Open Settings
Show Each Document In Its Own Window Creates multiple Acrobat windows rather than opening multiple PDFs in
one instance of Acrobat.
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 (Windows) or
when you choose File > Open Recent File (Mac OS). The default is five for Windows and nine for Mac OS.
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 automat­
ically 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: Always, Never, or Only For PDF/A
Documents.
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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.)
Adobe Version Cue CS3
Enable Version Cue File-Version Manager Turns on Adobe Version Cue® CS3 (a feature of Adobe Creative Suite 3)
and adds the Save A Version command and the Versions command to the File menu.
Note: To use Version Cue in Acrobat, you must be able to access a Version Cue Workspace in Creative Suite.
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).
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/Command+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 palettet 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.
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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, Horizontally, 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 is off 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 The Hand Tool Select Text Enables the Hand tool to function as the Select tool when it hovers over text in an
Adobe PDF.
Make The 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 The Hand Tool Use Mouse-wheel Zooming Changes the action of the mouse wheel from scrolling to zooming.
Make The 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.
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 splash screen appears each time the application starts.
Use Only Certified Plug-Ins Ensures that only Adobe-certified third-party plug-ins are loaded.
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Page Display preferences
Default Layout And Zoom
Resolution
Use System Setting Uses the system settings for monitor resolution.
Custom Resolution Sets the monitor resolution.
Rendering
Smooth Text Specifies the kind of text-smoothing to apply: None, For Monitor, or For Laptop/LCD.
Smooth Line Art Applies smoothing to remove abrupt angles in lines.
Smooth Images Applies smoothing to minimize abrupt changes in images.
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.
Use 2D GPU Acceleration (Appears only if your computer hardware supports 2D GPU acceleration.) Speeds up
zooming, scrolling, and redrawing of page content, and speeds the rendering and manipulation of 2D PDF content.
This option is deselected by default.
Note: If the 2D GPU Acceleration option appears on the Page Display preferences but is not available, 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.
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.
Page Content And Information
Show Large Images Displays large images. If your system is slow to display image-intensive pages, you can deselect
this option.
Overprint Preview Turns overprint preview on or off. The Overprint Preview mode lets you see (on-screen) the
effects of ink aliasing in the printed output. A printer or service provider may create an ink alias if a document
contains two similar spot colors and only one is required, for example.
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 Smooth Zooming When deselected, turns off animation effects, which improves performance.
Use Smooth Scrolling When deselected, turns off animation effects, which improves performance.
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Playing movies and sounds
Play movies and sounds
PDFs can include many types of movie and sound files, including (but not limited to) Flash, QuickTime, mp3,
MPEG, and Windows Media files. These files may be accessed on a page or within a link, bookmark, form field, or
page action. Each movie and sound 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.
Note: You must have the necessary hardware and software installed to play the media files.
To help protect your computer from viruses, Acrobat solicits your approval before playing 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 movie or sound file. When the pointer is positioned
over the play area, it changes to the play mode icon
.
Multimedia preferences
You can specify the media player you want to play movies and sounds by choosing Edit > Preferences (Windows) or
Acrobat > Preferences (Mac OS), and then selecting Multimedia from the left side of the dialog box.
Preferred Media Player Choose the default player that plays media clips from the list of currently installed media
players.
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.
Multimedia Trust preferences
In the 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 approved or that was produced by an author
you approved. By setting your permissions to play multimedia only in trusted documents, you can prevent programs,
macros, and viruses from playing on, and 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 author’s certificate are added to the list of trusted documents. All documents
that are certified by this author are trusted. (Trusted documents also include PDFs that were created by authors in
your list of trusted identities.)
To access these preferences, choose Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS), and then
select Multimedia Trust from the left side of the dialog box.
Display Permissions For Choose whether you want to display security permissions for 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 Settings For A Player Select the player in 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.
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• 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.
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.
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/Control-clicking the Select &
Zoom toolbar and choosing either individual tools, Show All Tools, or More Tools and then selecting individual
tools.
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/Option-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.
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• 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.
• 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/Option-click or Ctrl-drag/Option-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 magnifi­
cation 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.
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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.
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, and 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 to a Hand icon, and
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 Choose Edit > Preferences.
2 Under Categories, select Page Display.
3 Open the Zoom pop-up menu and choose a default magnification level.
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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.
Note: If a document has more than two pages, the Two-Up and Two-Up Continuous views display the first page alone
on the right side of the document pane, to ensure proper display of two-page spreads.
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.
You can also display buttons for each of these options in the Display Pages toolbar by choosing Tools > 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: If you want the rotation to be saved with the document, choose Document > Rotate Pages.
Change the default page layout
1 Choose Edit > Preferences.
2 Under Categories, select Page Display.
3 Open the Page Layout menu and choose Automatic, Continuous, Single Page, Two-Up, or Two-Up Continuous.
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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).
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 magnifi­
cation 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.
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User Guide
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 364
Display PDFs in Line Weights view
The Line Weights view 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. Line Weights view is off by default.
❖ Choose View > Line Weights. To turn off Line Weights view, choose View > Line Weights again.
Note: Line Weights view is not available for viewing PDFs within a web browser.
Grids, guides, and measurements
About grids, rulers, and measurement tools
Acrobat includes a set of tools that helps you fine-tune the layout of your Adobe PDF documents. Tools such as grids,
rulers, guides, measurement tools, and the Info panel are especially useful when you’re designing forms, inspecting
CAD (computer-aided design) drawings, and preparing for professional printing.
View grids
You can 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 Choose Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS), and then select Units & Guides under
Categories.
2 To change grid settings, do any of the following:
• To change the spacing between grid lines, use the arrow keys or the text box to enter a value for Width Between
Lines and Height Between Lines.
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User Guide
• To change the origin of the grid, use the arrow keys or the text box to 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, use the arrow keys or the text box to 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. Then click OK.
3 Click OK to close the Preferences dialog box.
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.
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/Control-click in the ruler area and choose Clear All Guides or Clear Guides On Page.
Change guide colors
1 Choose Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS), and then select Units & Guides under
Categories.
2 Click the Guide Color square and choose a new color from the Color pop-up menu, and then click OK.
Measure the height, width, or area of objects
The Measuring toolbar contains tools you can use to measure distances and areas of objects in PDF documents. The
measuring tools are especially useful when you need to know the distances or areas associated with objects in a form
or computer-aided design (CAD) drawing, or when you want 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 tool dialog box displays the measurements of the line segments you draw.
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User Guide
A
B
C
Measuring tools
A. Measuring toolbar B. Object being measured C. Tool display
1 Choose Tools > Measuring, and select a measuring tool. Or, right-click/Control-click the toolbar area, and then
choose Measuring.
2 To measure areas of your PDF document, do any of the following:
• Select the Distance tool
to measure the distance between two points. Click the first point, move the pointer
to the second point, and then click again. The measurements appear in the tool dialog box.
• 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, or hold the pointer over the last point and click.
• 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.
Note: You can also finish a measurement by right-clicking/Control-clicking and choosing Complete Measurement from
the context menu.
3 While measuring objects, do any of the following:
• To change the scaling ratio (such as 3:2) on the drawing areas, specify the appropriate numbers in the tool dialog
box. If desired, change the unit of measurement next to this ratio.
• Select Measurement Markup in the tool dialog box if you want the lines you draw to appear as a comment. You
can then use the Hand tool to double-click the comment and view the measurement for the line segments that you
draw. Unless Annotate is selected, the object you draw will disappear when you measure another object or select
another tool.
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View the Info panel
The Info panel lets you see the coordinate position of the pointer within the document pane. The position
numbering begins at the upper left corner of the document. The Info panel also shows the width and height of a
selected object as you resize it.
View x and y coordinates
1 Choose View > Navigation Panels > Info.
2 Move the mouse pointer to view x and y coordinates.
Change the panel’s measurement units
❖ In the Options menu in the Info panel, choose a different unit of measurement. The currently selected option has
a check mark next to its name.
Saving PDFs
About saving PDFs
You can save a copy of a PDF with any comments, entries in form fields, or digital signatures that you have added to
the PDF. If the PDF restricts your usage rights, the document message bar under the toolbar area describes these
restrictions when you open the document.
You can also save the contents of a PDF in text format. This allows you to easily reuse the text from a PDF and to use
the content with a screen reader, screen magnifier, or other assistive technology.
Save a copy of a PDF
1 Choose File > Save As (or Save A Copy, if Save As is not shown).
2 In the Save As dialog box, enter the filename and location, and click Save.
Save comments, form field entries, and digital signatures
❖ Do one of the following:
• Choose File > Save to save changes to the current file.
• Choose File > Save As to save changes to a new file.
If you are viewing a PDF in a web browser, the Acrobat File menu is not available. However, you can use the Save A
Copy button in the Acrobat toolbar to save the PDF.
See also
“Filling in PDF forms” on page 201
“Participating in a PDF review” on page 161
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Save document changes
If you modify a PDF—such as by adding new pages from another file or deleting pages—you can save your changes
by saving the PDF or by saving a copy of the PDF. You can also save changes to your work incrementally and then
recover those changes if a problem occurs.
Note: Saving a digitally signed PDF invalidates the signature.
Save changes
• To save the changes to the current document, choose File > Save.
• To save the modified document to a new file, choose File > Save As. For Save As Type (Windows) or Format (Mac
OS), choose Adobe PDF Files (*.pdf). Type a name and location, and click Save.
Recover the last saved version
❖ Choose File > Revert, and then click Revert.
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 WebCapture 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 Choose Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS).
2 Select Documents in the Categories list.
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3 If Automatically Save Document Changes To Temporary File Every xx Minutes (1-99) is not selected, select it now.
4 In the Minutes box, specify how often you want Acrobat to save files.
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 accessed on the web—without altering their
appearance.
The Reduce File Size command resamples and recompresses images, removes embedded fonts, compresses
document structure, and cleans up elements such as invalid bookmarks. If the file size is already as small as possible,
this command has no effect.
Note: Reducing the file size of a digitally signed document removes the signature.
1 Choose Document > Reduce File Size.
2 Select the version compatibility that you need, and click OK.
If you’re certain that all your users use Acrobat 8 or Adobe Reader 8, limiting compatibility to the latest version can
further reduce file size.
If you want to control changes and quality trade-offs, use PDF Optimizer, which makes more options available.
See also
“PDF Optimizer” on page 343
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. You can also use
Organizer to organize related PDFs without changing their location in your file structure, and quickly browse, find,
and sort PDFs that you recently viewed.
You access the Organizer and Organizer-related commands 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.
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User Guide
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 automatically updated each time you
open a PDF and as time passes, but you can clear the entire history by using the Clear History button in the files pane.
You can also control the maximum length of the file history or turn it off with the Remember Files In Organizer
History For option in Edit > Preferences > Documents.
My Computer (Windows) or [disk name] (Mac OS) 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 destina­
tions. This category functions like bookmarks or favorite destinations that you create for quick access in a web
browser, except that the destinations are folders or disk 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 actually located in different folders on your computer, on a network, and also
on the web. You can change each collection folder’s name, add new collection folders, and add PDFs to each
collection folder.
Note: Collections and PDF packages both involve multiple PDFs, but in very different ways. A PDF package is itself a
PDF file that can be composed of multiple PDFs and that exists in a folder on your computer. For example, you can
attach a PDF package to an email message. Collections are more like reminders that help you find related files that may
be stored in different locations on your computer.
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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, or upload it for a browser-based review.
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
“Combining files into PDFs” on page 119
“Starting and managing a review” on page 157
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.
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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/Control-click, and choose Show In Windows Explorer
(Windows) or Show In Finder (Mac OS).
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/Control-click the collection, choose Add Files, select one or more PDFs, and click Add.
• Right-click/Control-click the PDF in the files pane, and choose Add To A Collection > [collection name].
• Drag a PDF from Windows Explorer or Mac OS Finder 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/Control-click the collection name, choose Rename Collection, and then type
the new name.
• To delete a collection, right-click/Control-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/Control­
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, right-click/Control-click the PDF in the files pane, and
choose Remove From [collection name].
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Organize PDFs with the Favorite Places category
1 To add an existing folder or hard drive to the category, do one of the following:
• Click the Add A Favorite Place button
, select a folder or hard drive, and click OK.
• Right-click/Control-click the folder in the My Computer (Windows) or [disk name] (Mac OS) category, and
choose Add [folder name] To Favorite Places.
• Right-click/Control-click the subfolder in the Favorite Places category, and choose Add [favorite place name] To
Favorite Places.
2 To remove a folder or hard drive from the list of Favorite Places, right-click/Control-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 by clicking the plus sign [+] (Windows) or arrow
(Mac OS) 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 To expand or collapse a category or folder in the categories pane, click the icon to the left of the category icon or
folder icon.
2 Select a subcategory or folder under a main category. The pages pane lists all PDFs associated with that subcat­
egory or folder.
Expand the file structure
❖ Select a folder in the My Computer (Windows) or [disk name] (Mac OS) 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 the file or files you want to work with:
• To select a listed PDF file, click it.
• To select all the PDF files listed, click Select All.
• To add noncontiguous PDF files to or remove them from the selection, Ctrl-click/Command-click them.
• To add contiguous PDF files to the selection, Shift-click them.
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.
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See also
“Combining files into PDFs” on page 119
“Starting and managing a review” on page 157
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 Asianlanguage fonts, Acrobat asks whether you want to download the fonts. Other updates are available only from the
Help menu, and you must install them manually. Some updates are available both automatically and manually.
Depending on your preferences settings, Acrobat downloads updates in the background.
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.
About Speed Launcher (Windows)
When you install Acrobat, the Speed Launcher program is installed into your computer’s Common Startup group.
The Speed Launcher shortens the time needed to start Acrobat.
Although this is not recommended, you can disable Speed Launcher by dragging its icon out of the Startup folder.
Note: If you have both Acrobat and Reader installed on the same system, two Speed Launcher icons appear in the Startup
folder. If you want to disable Speed Launcher, remove both Speed Launcher icons from the Startup folder.
For more information about this topic, see the Adobe support website.
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Adobe Digital Editions
Acrobat 8 changes the way you open and manage eBooks. Now, you 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 double-click the icon for an eBook, Acrobat automatically opens the Digital Editions download website,
where you can start installing the software.
To learn more about how to make the transition to this new solution for eBooks and for a link to the secure download
website, go to the Adobe website.
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.
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, Acrobat also supports Arabic
and Hebrew. By default, Right-To-Left Language Options is enabled under Arabic and Hebrew regional settings (in
Windows).
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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 signa­
tures, and creating text box markups.
Enable Right-To-Left Language Options is enabled by default under Arabic and Hebrew regional settings.
1 Choose Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS).
2 Under Categories, select International.
3 Select Enable Right-To-Left Language Options.
56
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, scanned paper documents, and clipboard images.
Quickstart
Following are quick steps for some common PDF creation tasks.
Create from a file
To create a PDF from within Acrobat, the application that created the original file must be installed on the system in
most cases.
1 Click the Create PDF button
and choose From File.
2 Select the file you want to convert, and click Open.
The authoring application opens automatically or a progress dialog box appears. If the file is in an unsupported
format, a message appears, telling you that the file cannot be converted to a PDF.
See also
“Convert a file to PDF” on page 62
Create from a paper document
You can create a PDF directly from a paper document using Acrobat and your scanner.
1 Click the Create PDF button
and choose From Scanner.
2 Select the input, output, and document options in the Acrobat Scan dialog box, and then click Scan.
3 If creating a new PDF, specify a filename and location, and click Save.
4 Select Scan More Pages or Scanning Complete.
See also
“Scan a paper document to PDF” on page 64
Create from a web page
You can download and convert web pages from the top level, or any number of subordinate levels, of a URL.
1 Click the Create PDF button
and choose From Web Page.
2 Type the URL into the text box. (Click Browse to convert a web page you have already downloaded.)
3 Specify the number of levels to download and where to download files from, and then click Create.
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See also
“Convert web pages to PDF in Acrobat” on page 91
Create from scratch
You can create small PDFs that can be edited in Acrobat.
1 Choose File > Create PDF > From Blank Page.
2 Click in the document and begin typing. Use options on the New Document toolbar to change text attributes.
3 Save the document.
4 To continue editing, choose Document > Resume Editing.
To convert the PDF so that it cannot be re-edited, choose Document > Prevent Further Edits.
See also
“Create a PDF from a blank page” on page 63
Create from Word
After you install Acrobat, an Acrobat PDFMaker toolbar is added to Microsoft® Word. In Word 2007 for Windows,
you access the PDFMaker options from the Acrobat ribbon instead of the toolbar.
1 In Word, open the file you want to convert.
2 Do one of the following:
• (Word 2007 for Windows) Click Acrobat and then click the Create PDF button
• (Other versions of Word) Click the Convert To Adobe PDF button
.
.
3 Specify a filename and location, and click Save.
4 (Mac OS only) Click View File or Done.
You can also convert a file to PDF and then email it for review by clicking Create And Send For Review
2007) or Send For Review
(other versions of Office).
(Office
See also
“Creating PDFs with PDFMaker” on page 74
Create from Outlook (Windows)
After you install Acrobat, an Acrobat PDFMaker toolbar is added to Outlook.
1 Select the desired email messages and click Create Adobe PDF From Selected Messages
.
2 Specify a filename and location, and click Save.
The selected messages are converted to a PDF package or a merged PDF, depending upon conversion settings. To
convert email folders, select the desired folders and click Create Adobe PDF From Folders . You can also automat­
ically archive email messages and folders.
See also
“Convert email messages to PDFs (Windows)” on page 78
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Automatically archive email (Windows)
You can automatically archive your Outlook email messages as PDFs.
1 In Outlook, choose Adobe PDF > Setup Automatic Archival.
2 Click the Automatic Archival tab, and select Enable Automatic Archival.
3 Specify frequency and run time. If desired, set up a log file and embedded index.
4 Click Add, select the desired folders, and specify a filename and location for the archive.
To create an archive immediately, click Run Archival Now.
See also
“Set up automatic email archiving (Windows)” on page 80
Create from Lotus Notes (Windows)
After you install Acrobat, an Acrobat PDFMaker toolbar is added to IBM Lotus Notes and commands are added to
the Actions menu.
1 Select the desired email messages and click Convert Selected Messages To Adobe PDF
.
2 Specify a filename and location, and click Save.
The messages are converted to a merged PDF or a PDF package, depending upon conversion settings. You can
convert an entire folder to PDF by clicking Convert Selected Folder To Adobe PDF .
See also
“Convert email messages to PDFs (Windows)” on page 78
Create from Internet Explorer (Windows)
You can convert an entire web page or a selected portion of it to PDF.
1 In Microsoft Internet Explorer, open the web page you want to convert.
2 (Optional) Drag to select the text and images you want to convert.
3 Click Convert Web Page To PDF
.
4 Specify a filename and location, and click Save.
You can also convert one or more web pages, and even entire websites, from within Acrobat.
See also
“Convert web pages to PDF in Internet Explorer (Windows)” on page 89
Create using Adobe PDF printer
In many applications, you can use the Print command with the Adobe PDF printer to convert a file to PDF.
1 Open the file you want to convert, and choose File > Print.
2 Choose Adobe PDF from the list of printers, and print the file.
3 If prompted, specify a filename and location, and click Save.
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You can also choose a different default Adobe PDF printer setting or create a customized setting.
See also
“Create PDFs by printing to file” on page 70
Overview of creating PDFs
What’s the best way to create a PDF?
There are many correct answers to this question. You create a PDF by converting other documents and resources to
Portable Document Format.
Adobe Acrobat is a powerful tool with many uses, but it is not an authoring application—that is, not an application
in which you design page layouts, write text, or create and place images on a blank page. Instead, it works in harmony
with other applications and built-in operating system features to produce PDFs that you can then use for a variety of
purposes.
The best method for creating a PDF depends on several things:
• What is the source document?
You can create PDFs from documents printed on paper, Word documents, InDesign files, images taken by a digital
camera, and spreadsheets, to name just a few examples. Different types of sources have different tools available for
PDF conversion.
• What is already running on your computer?
You can save time by using the most readily available Acrobat conversion feature. If the document you want to
convert is already open in its authoring application (for example, a spreadsheet that is open in Excel), there are
several ways to convert the file to PDF without opening Acrobat. Similarly, if Acrobat is already open, you don’t have
to open the authoring application to convert a file to PDF.
• How will you use the PDF?
Every PDF strikes a balance between efficiency (small file size) and quality (such as resolution and color). When that
balance is critical to your task, you’ll want to use a method that includes access to various conversion options as a
part of the process.
For example, you can drag and drop files on the Acrobat icon on the desktop to create PDFs, but Acrobat simply
applies the most recently used conversion settings without offering you access to those settings. If you want more
control over the process, another method might be a better choice.
Note: In Acrobat 8, you can also create a new PDF from a blank page.
See also
“Create a PDF from a blank page” on page 63
PDF creation methods by file type
Refer to the following lists to determine the methods available for the different types of files.
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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, in Windows Explorer or in Mac OS Finder.
Context menu On the desktop, in Windows Explorer or in Mac OS Finder (by right-clicking/Control-clicking).
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 Within the authoring application, in the PDF toolbar and on the Adobe PDF menu. For Office 2007
applications, in the Acrobat Ribbon and on the Microsoft Office Button menu.
Adobe PDF printer Within the authoring application, in the Print dialog box.
Drag and drop On the desktop, in Windows Explorer or in Mac OS Finder.
Context menu On the desktop, in Windows Explorer or in Mac OS Finder (by right-clicking/Control-clicking).
Email messages
PDFMaker (Windows only) Within Microsoft Outlook or Lotus Notes, by clicking Acrobat PDFMaker toolbar
buttons or 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 package).
Web pages
Create PDF menu Within Acrobat, by choosing From Web Page.
PDFMaker Within Internet Explorer or when editing in a web-authoring application that supports PDFMaker, such
as Word; 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 that supports
PDFMaker, such as Word; in the Print dialog box.
Drag and drop On the desktop, in Windows Explorer or in Mac OS Finder, dragging the HTML file.
Context menu (HTML files) On the desktop, in Windows Explorer or in Mac OS Finder (by right-clicking/Control­
clicking the HTML file).
Images copied on the clipboard
Create PDF menu Within Acrobat, by choosing From Clipboard Image.
Adobe Creative Suite files
Adobe PDF printer Within the authoring application, in the Print dialog box.
Export Within InDesign or Adobe GoLive®, on the File menu. (In InDesign, using the file type menu in the Export
dialog box; in GoLive, using the HTML As Adobe PDF command on the Export submenu.)
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Save As Within Adobe Photoshop® or Adobe Illustrator, on the File menu and using the file type menu in the Save
As dialog box.
Drag and drop On the desktop, in Windows Explorer or in Mac OS Finder.
Context menu On the desktop, in Windows Explorer or in Mac OS Finder (by right-clicking/Control-clicking).
AutoCAD files
Create PDF menu Within Acrobat, by choosing From File.
PDFMaker Within AutoCAD, in the Acrobat PDFMaker toolbar or on the Adobe PDF menu.
Adobe PDF printer Within AutoCAD, in the Print dialog box.
Context menu On the desktop, in Windows Explorer or in Mac OS Finder (by right-clicking/Control-clicking).
PostScript and EPS files
Drag and drop On the desktop, in Windows Explorer or in Mac OS Finder, by dragging to the Acrobat Distiller icon
or into the Acrobat Distiller window.
Double-clicking (PostScript files only) On the desktop, in Windows Explorer or Mac OS Finder.
Open command Within Acrobat Distiller, on 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, in Windows Explorer or in Mac OS Finder (by right-clicking/Control-clicking).
3D captures
Note: Requires Adobe Acrobat 3D. Adobe Acrobat Professional and Adobe Acrobat Standard cannot convert 3D files to PDF.
Create PDF menu Within Acrobat 3D, by choosing From 3D Capture.
Adobe PDF printer Within the authoring application, in the Print dialog box.
Context menu On the desktop, in Windows Explorer or in Mac OS Finder (by right-clicking/Control-clicking).
Balancing PDF file size and quality
There are important settings that you can select so 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, there are some
settings that 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.
See also
“Adobe PDF conversion settings” on page 99
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Creating simple PDFs with Acrobat
Convert a file to PDF
1 In Acrobat, do one of the following:
• Choose File > Create PDF > From File.
• On the toolbar, click the Create PDF button
and choose From File.
2 In the Open dialog box, select the file you want to convert to PDF. You can browse all file types or select a specific
type in the Files Of Type menu.
3 (Optional) 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 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 76
“Combining PDF content” on page 116
Drag and drop to create PDFs
This method is usually best reserved for small, simple files, such as small image files or 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 Using Explorer (Windows) or the Finder (Mac OS), select the file icons of one or more files that you want to
convert to PDF.
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.
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Convert clipboard images to PDF
You can create PDFs from screen captures and other images you copy from an image-editing application.
❖ Use the method described for the operating system running on your computer:
• (Windows) Capture a displayed image to the Clipboard, either by using the Copy command in an image-editing
application, such as Adobe Photoshop, or by pressing the PrintScreen key. Then in Acrobat, choose File > Create
PDF > From Clipboard Image, or choose From Clipboard Image in the Create PDF toolbar menu.
• (Mac OS) Choose Acrobat > Services > Grab > [Screen, Selection, or Timed Screen]. (Grab is the Mac OS X
screen-capture utility.) Your screen capture automatically converts to a PDF and opens.
Note: The From Clipboard Image command appears only when there is an image 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
Adobe® Acrobat® 3D Version 8 introduces the PDF Editor feature. With it, 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 a dozen pages. For longer, more complex,
or heavily formatted new documents, it’s usually better to create the source document in an authoring application
that offers more layout and formatting options, such as Adobe InDesign or various business software products.
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 and import it
into the existing PDF.
Create and add text to a new, blank PDF
1 Choose File > Create PDF > From Blank Page.
2 Begin typing the text you want to add to the blank page.
3 Add any formatting to the text by selecting it and selecting options on the New Document toolbar.
4 As needed, select other tools and options that you want to apply to the PDF.
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.
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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
You can access the PDF Editor preferences options by choosing Edit > Preferences (Windows) or Acrobat > Prefer­
ences (Mac OS) and then selecting New Document in the list under Categories.
Font Specifies the font family that will be used by default for typing on a new, blank page.
Size Specifies the font 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, starting within Acrobat and using your scanner. In
Windows XP, Acrobat supports TWAIN scanner drivers and Windows Image Acquisition (WIA) drivers.
If you need to convert large numbers of paper documents to PDF archives, consider purchasing Adobe Acrobat
Capture®.
Note: You can also scan paper forms in a way that converts them into interactive PDF forms. See “Creating new forms”
on page 212.
Scan a paper document directly to PDF
1 In Acrobat, do one of the following:
• Choose File > Create PDF > From Scanner.
• Choose Document > Scan To PDF.
• Choose From Scanner from the Create PDF menu on the toolbar.
2 In the Acrobat Scan dialog box, select basic scanning options.
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Note: The Options button under Text Recognition And Metadata is not available unless Make Searchable (Run OCR)
is selected.
3 As needed, click Scanner Options and the two Options buttons to access advanced settings for your selected
scanner, Optimization Options, and Recognize Text settings.
Note: If you specify that you want to use your scanner’s native interface instead of the Acrobat interface, other windows
or dialog boxes appear. Consult the scanner manufacturer’s documentation for more information on available options.
In Mac OS, the scanner’s interface is always shown.
4 Click Scan.
5 Click the Scan More Pages (Put Sheet N+1) option if you are scanning multiple pages (where N is the number of
pages already scanned); click Scanning Complete and OK if you are finished scanning.
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.
Basic scanning options
Scanner Select an installed scanner. You must have the manufacturer’s scanning software installed on your
computer.
Scanner Options (Windows only) Click to open the Scanner Options dialog box. (Available only after you select a
scanner.)
Sides Specify single or double-sided scanning. If you select Both Sides and the scanner’s own settings are for only
one side, the scanner setting overrides the Acrobat settings.
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, select the Scan Reverse Side (Put Reverse Of Sheets) option in that dialog box, and click OK to scan the back
sides of the paper pages. This 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’s application window opens, where you can select different options.
New PDF Document Select this to create a new PDF; deselect it if you want to append the scanned pages to an
existing PDF.
Append Select this if you want to add the converted scan to an existing PDF. Use the pop-up menu to select an open
PDF or click Browse to find and select another PDF.
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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.
Optimization Drag the slider to set the balance point between file size and quality. Click the Options button if you
want to customize optimization with specific settings for file compression and filtering.
Make Searchable (Run OCR) Select this option to make text and images in the PDF searchable and selectable. This
option applies OCR and font and page recognition to the text images and converts them to normal text. Click the
Options button to select specific settings in the Recognize Text - Settings dialog box. See “Recognize text in scanned
documents” on page 68.
Make Accessible Select this option to add tags to the document, which improve accessibility for disabled users.
(Available only when Make Searchable (Run OCR) is selected.)
Add Metadata Select this if you want to add information about the scanned document to the PDF file. When this
option is selected, the Document Properties dialog box appears after scanning, where you can type in the metadata
you want to add.
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 Acrobat Scan dialog box.
Paper Size The menu lists available standard page sizes.
Invert Black And White This option creates positive images from black-and-white negatives, for example.
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 kind of content. Recommended scanning resolutions are 300
pixels per inch (ppi) for grayscale and RGB input, or 600 ppi for black-and-white input.
• JPEG Applies JPEG compression to the entire grayscale or RGB input page.
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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 above, 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 scanner light is
shadowed by the paper edge. 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 ppi grayscale or RGB input or, for Adaptive compression, 400–600
ppi black-and-white input. The Automatic setting (recommended) applies the filter for 300 ppi or higher grayscale
and 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 intro­
duced during either printing or scanning. This filter is used only on color input pages.
Scanning tips
• Acrobat scanning accepts images between 10 and 3000 ppi. If you select Searchable Image or Formatted Text &
Graphics for PDF Output Style, input resolution of 72 ppi or higher is required, and input resolution higher than
600 ppi is downsampled to 600 ppi or lower.
• On the Color/Grayscale menu in the Optimization Options dialog box, apply lossless compression to a scanned
image by choosing CCITT for black-and-white 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 ppi produces text best suited for conversion. At 150 ppi, OCR
accuracy is slightly lower, and more font-recognition errors occur; at 400 ppi 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.
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• When Recognize Text Using OCR is disabled, full 10-to-3000 ppi resolution range may be used, but the recom­
mended resolution is 72 and higher ppi. For Adaptive compression, 300 ppi is recommended for grayscale or RGB
input, or 600 ppi for black-and-white input.
• Pages scanned in 24-bit color, 300 ppi, at 8-1/2–by-11 inches (21.59-by-27.94 cm) result in large images (25 MB)
prior to compression. Your system may require 50 MB of virtual memory or more to scan the image. At 600 ppi,
both scanning and processing typically are about four times slower than at 300 ppi.
• Avoid dithering or halftone scanner settings. These 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.
OCR runs with header/footer/Bates number on image PDF files.
1 Open the scanned PDF.
2 Choose Document > OCR Text Recognition > Recognize Text Using OCR.
3 In the Recognize Text dialog box, select an option under Pages.
4 (Optional) Click Edit to open the Recognize Text - Settings dialog box, and select the options you want to use.
Recognize Text - Settings
Optical Character Recognition (OCR) software enables you to search, correct, and copy the text in a scanned PDF.
If you do not apply OCR when you create a PDF by scanning a paper document, you can apply OCR to the PDF later
if you have set the scanner resolution at 72 ppi and higher.
OCR runs with header/footer/Bates number on image PDF files.
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 be produced. All options require an input resolution of 72 ppi 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 or not the image will be 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.
• Formatted Text & Graphics Reconstructs the original page using recognized text, fonts, and graphic elements. The
accuracy of the results depends on the scanning resolution and other factors. You may need to review and correct
the OCR text in the new PDF page after scanning.
Note: The Formatted Text & Graphics option is available for only some languages.
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Black-and-white scanning at 300 ppi produces the best text for conversion. At 150 ppi, OCR accuracy is slightly lower,
and more font-recognition errors occur. 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.
Downsample Images Decreases the number of pixels in color, grayscale, and monochrome images after OCR is
complete. Choose the degree of downsampling that you want to apply. Higher-numbered options do less downsam­
pling, producing higher-resolution PDFs.
Correct OCR text in PDFs
When you scan to Formatted Text & Graphics output, Acrobat analyzes bitmaps of text and substitutes words and
characters for those bitmap areas. If the ideal substitution is uncertain, Acrobat marks the word as suspect. Suspects
appear in the PDF as the original bitmap of the word, but the text is included on an invisible layer behind the bitmap
of the word. This makes the word searchable even though it is displayed as a bitmap. You can accept these suspects
to correct them.
as they are, or you can use the TouchUp Text tool
Note: If you try to select text in a scanned PDF that does not have OCR applied, or try to perform a Read Out Loud
operation on an image file, Acrobat asks if you want to run OCR. If you click OK, the Recognize Text dialog box opens
and you can select options, which are described in detail under the previous topic.
1 Do one of the following:
• Choose Document > OCR Text Recognition > Find All OCR Suspects. All suspect words on the page are enclosed
in boxes. Click any suspect word to show the suspect text in the Find Element dialog box.
• Choose Document > OCR Text Recognition > Find First OCR Suspect.
Note: If you close the Find Element window before correcting all suspect words, you can return to the process by choosing
Document > OCR Text Recognition > Find First OCR Suspect, or by clicking any suspect word with the TouchUp Text tool.
2 In the Find option, choose OCR Suspects.
3 Compare the word in the Suspect text box with the actual word in the scanned document, and accept, correct, or
ignore the word. If the suspect was incorrectly identified as text, click the Not Text button.
4 Review and correct the remaining suspect words, and then close the Find Element dialog box.
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 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 may also want to
create HTML links (versus ASP scripts or the POST method) to the PDF documents and use relatively short path
names (256 characters or fewer).
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).
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• (Windows only) In Windows Explorer, 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 Choose Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS).
2 Under Categories, select Documents.
3 On the right side of the dialog box, under Save Settings, make sure that Save As Optimizes For Fast Web View is
selected, or select it now, 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 that you want to have Fast Web View.
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.
You can also quickly enable Fast Web View in entire folders of Adobe PDF files by using a batch sequence. See “Run
a predefined batch sequence” on page 368.
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: 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 299
Create a PDF using the Print command (Windows)
1 Open the file that you want to convert to a PDF in its authoring application, and choose File > Print.
2 Choose Adobe PDF from the printers menu.
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 access the list of printers, and then click Properties or Prefer­
ences.)
4 In the Print dialog box, click OK.
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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 Adobe PDF Printing
Preferences dialog box.
Create a PDF using the Print command (Mac OS)
1 Open the file that you want to convert to a PDF in its authoring application, and choose File > Print.
2 Choose Adobe PDF 8.0 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 or not 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:
• Click the Start button and choose Settings > Printers And Faxes. 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 in 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.
• 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.
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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 73
Set Adobe PDF printer properties (Windows)
In Windows, you can usually leave the Adobe PDF printer’s 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.
2 Open the Printers window from the Start menu.
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3 Right-click the Adobe PDF printer, and choose Properties.
4 Click the Ports tab.
5 Select the default port, My Documents, and click Apply.
6 Select the port to delete, click Delete Port, and then click Yes to confirm the deletion.
7 Select the My 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 8.0 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 8.0 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 inches 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 inches (38,100,000 cm) by 15,000,000 inches (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 access
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.
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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 Settings pop-up menu, select Custom Paper Size.
3 Click the New button.
4 Specify the name, height, width, and margins. The unit of measurement depends on the system language.
5 Click Save, and then click OK.
Use the custom page size
1 Choose File > Print Setup.
2 Select the new custom page size from the Paper Size menu, and click OK.
Creating PDFs with PDFMaker
About Acrobat PDFMaker
PDFMaker is an Acrobat feature that operates within many business applications, such as Microsoft Office applica­
tions and Lotus Notes. When you install Acrobat, PDFMaker controls appear in the work area of the authoring appli­
cation.
Using PDFMaker within an authoring application is a simple, one-click procedure. It involves clicking an Acrobat
PDFMaker toolbar button or (Windows only) choosing a command on the Adobe PDF menu. It is not necessary to
open Acrobat.
Use PDFMaker to convert a file to PDF (Windows)
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, and PowerPoint, the options for creating PDFs are
available from the Acrobat Ribbon.
Note: If you don’t see the PDF toolbar buttons in an application, choose View > Toolbars > Acrobat PDFMaker 8.0. Or,
in Lotus Notes only, choose File > Preferences > Toolbar Preferences, click Toolbars, and select the Visible check box for
Acrobat PDFMaker 8.0.
See also
“Customize Adobe PDF settings” on page 101
“Create PDFs from Word mail merges” on page 81
Convert a file to PDF
1 Open the file in the application used to create it.
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2 Click the Convert To Adobe PDF button
on the Acrobat PDFMaker toolbar, or (if available) choose Adobe
PDF > Convert To Adobe PDF. (In Lotus Notes only, PDF conversion commands appear on the Actions menu.)
For Microsoft Office 2007 applications such as Word, Excel, PowerPoint, and Access, click the Create PDF button
on the Acrobat Ribbon.
3 In the Save Adobe PDF File As dialog box, 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
Email button
on the Acrobat Ribbon.
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 PDF button
.
Note: If the Attach As PDF button isn’t visible, in Outlook, choose Adobe PDF > Change Conversion Settings, and then
select Show Attach As Adobe PDF Buttons. The Attach As PDF button is not available for 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
.
Note: The Attach As Secured Adobe PDF button appears only after you’ve configured an Adobe LiveCycle Policy 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 Policy 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
Review button
on the Acrobat Ribbon.
3 When the Identity Setup dialog box appears, enter the appropriate information about yourself, and click
Complete.
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4 Follow the directions in the wizard that appears, as described in “Start an email-based review” on page 158.
Use PDFMaker to convert a file to PDF (Mac OS)
The default Acrobat installation adds Convert To Adobe PDF buttons to Office application toolbars. You can use
these buttons to create Adobe PDF files quickly and easily from Microsoft Word, Excel, and PowerPoint files without
opening Acrobat.
The PDF creation process applies the currently selected conversion settings. If you want to change those settings, you
must open Acrobat Distiller and select options there. In most cases, the default settings produce good results.
Note: Password-protected Excel files can’t be converted to PDF on Mac OS. Also, many PowerPoint features aren’t
converted when you produce a PDF from a PowerPoint file on Mac OS. For example, animations and transitions aren’t
converted.
1 Open the file in the Office application.
2 On the Adobe Acrobat PDFMaker 8 toolbar, select one of the following:
• Convert To Adobe PDF.
• Convert To Adobe PDF And EMail.
3 In the Save dialog box, type a filename, select a folder in which to save the PDF, and click Save.
4 When the conversion is complete, choose View File if you want to open the new PDF in Acrobat, or Done if you
want to close the Acrobat PDFMaker status dialog box without opening the PDF.
If you selected Convert To Adobe PDF And Email, the newly created PDF is attached to a blank email that opens in
your default email application. You can either address, complete, and send the message immediately or save it as a
draft to send later.
See also
“Customize Adobe PDF settings” on page 101
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 those 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) Choose Acrobat > 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.
Note: PDFMaker isn’t available for email applications on Mac OS.
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See also
“Application-specific features of PDFMaker” on page 78
“Adobe PDF conversion settings” on page 99
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.)
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 preser­
vation 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 1­
a:2005. When opened from within Microsoft Visio, Access, Microsoft Project, AutoCAD, or Publisher, 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 type to set a password that users must use in order 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
access text. (Selected by default.)
Enable Plaintext Metadata Specifies whether or not the search engine can access the document metadata. Available
only when the PDF-compatibility is set to Acrobat 6.0 (PDF 1.5) or later.
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Application-specific features of PDFMaker
Convert email messages to PDFs (Windows)
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 package. Within a package, 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 package.
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 package) 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 85
“Create and manage an index in a PDF” on page 379
Specify whether email messages become merged PDFs or PDF packages
1 Do one of the following:
• (Outlook) Choose Adobe PDF > Change Conversion Settings.
• (Lotus Notes) Choose Actions > Change Adobe PDF Conversion Settings.
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 Package When Creating A New PDF File.
• To assemble converted email messages as components of a PDF package, select Output Adobe PDF Package 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 that you want to archive.
2 Do one of the following:
• (Outlook) Click the Convert Messages button
in the Acrobat PDFMaker toolbar, or choose Adobe PDF >
Convert To Adobe PDF > Selected Messages.
• (Lotus Notes) Click the Convert Selected Messages To Adobe PDF button
or choose Actions > Convert Selected Messages To Adobe PDF.
in the Acrobat PDFMaker toolbar,
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3 In the Save Adobe PDF As dialog box, select a location, type a filename, and click Save.
Note: For security reasons, the default settings in Outlook 2003 block automatic downloading of pictures in HTML email
messages from unknown senders and sites. If you want to download such images and include them in the conversion to
PDF, you can change that setting in Outlook by choosing Tools > Options, clicking the Security tab, and then clicking the
Change Automatic Download Settings, where specific options are available. For more information, see the Outlook Help
system.
Add email messages to an existing PDF
1 In Outlook or Lotus Notes, select the individual email messages that you want to convert and add to a PDF.
2 Do one of the following:
• (Outlook) Choose Adobe PDF > Convert And Append To Existing Adobe PDF > Selected Messages.
• (Lotus Notes) Choose Actions > Append Selected Messages To Existing Adobe PDF.
3 Locate and select the PDF or PDF package 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 creating using an earlier version of
PDFMaker, do one of the following:
• To create a PDF package from the original PDF archive, click Yes, and select a name and location for the new
archive. (The default name adds _Packaged to the original PDF filename.) When the conversion is complete and
the Creating Adobe PDF dialog box closes, the new archive opens in Acrobat.
• To not create a PDF package from the original PDF archive, click No and cancel the process.
Note: In earlier versions of Acrobat and for email merged into a single PDF, messages might be duplicated when running
the append process. For PDF packages of email converted or migrated in Acrobat 8, only new messages—that is, messages
that are not already part of the PDF package—are appended.
(Lotus Notes) Convert an email folder to a new PDF
1 In Lotus Notes, select the folder that you want to convert to PDF.
2 Click the Convert Selected Folder To Adobe PDF button
on the Acrobat PDFMaker toolbar, or choose Actions
> Convert Selected Folder To Adobe PDF.
3 In the Save Adobe PDF File As, specify a location and name for the PDF package, and click Save.
To convert other Lotus Notes folders to PDF, repeat this procedure for each folder.
(Outlook) Convert email folders to a new PDF
In Outlook, PDFMaker can convert multiple folders to PDF in one procedure. It is not necessary to select those
folders at the beginning of the process because you can make these selection in a dialog box that appears automati­
cally.
1 In Outlook, choose Adobe PDF > Convert To Adobe PDF > Selected Folders.
2 In the Convert Folder(s) To PDF dialog box, select the folders you want to convert, and 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 package.
The Creating Adobe PDF status dialog box shows the progress of the conversion. When the conversion is complete,
the new PDF opens in Acrobat.
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Migrating old Outlook PDF archives to PDF packages (Windows)
There are two good reasons for migrating old PDF email archives to PDF packages: to facilitate sorting and other
functions, and to make it possible to add new email messages to those archives.
In PDF packages, 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.
You can open email archives you created with earlier version of Acrobat in Acrobat 8.0, but you cannot add email
messages to that archive in the same way. If you try, messages will appear that will guide you through the process of
creating a new archive from the old one and appending the selected messages to the new PDF package archive.
Migrate old Outlook PDF archives to PDF packages (Windows)
1 Open Outlook.
2 Choose Adobe PDF > Migrate Old PDF Archives To PDF Packages.
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 package, and click Save. (The default naming adds _Packaged to
the existing filename, such as renaming an archive called Inbox.pdf as Inbox_Packaged.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 (Windows)
In Microsoft Outlook, you can set up PDFMaker to automatically archive your email messages.
1 In Outlook, choose Adobe PDF > Setup Automatic Archival.
2 On the Automatic Archival tab of the Acrobat PDFMaker dialog box, select Enable Automatic Archival, and 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.
4 Click Add, and select the email folders and subfolders that you want PDFMaker to archive. 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 ones you want to remove and click Delete.
• To make changes to an archive file, select any folder name on the list, click Change Archive File, and specify the
name and location.
• To start archiving email immediately, click Run Archival Now.
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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 PDF-creation process.
Note: For more 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) Choose Acrobat > 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 deselected, 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 propor­
tional to the complexity of the merge and the number of PDFs you create.
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.
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PDFs from Microsoft Project, Publisher, and Access (Windows)
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 Professional or Acrobat 3D.
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 Report. 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 PDF list, click Convert to start
creating the PDF.
Note: When you convert an Access 2003 or Access 2002 file to PDF, Access reports, tables, queries, and forms are
converted. When you convert an Access 2000 file to PDF, only reports are converted.
Convert Visio files to PDF (Windows)
PDFs created from Visio files preserve page sizes and support layers, searchable text, custom properties, links,
bookmarks, and comments, depending on your settings in the conversion settings. (Choose Adobe PDF > Change
Conversion Settings to review these, if needed.)
When you convert your Visio file, only shapes and guides that are printable and visible in the Visio drawing are
converted and appear in the PDF. Shapes are converted regardless of their protection or behavior. Shape custom
properties can be converted to PDF object data.
When you convert the Visio file to a PDF, you can preserve all or just some layers, or you can flatten all layers. If you
flatten layers, the PDF will look like the original drawing, but won’t contain any layer information. When flattened,
the contents of only visible and printable layers will appear in the converted PDF.
See also
“Adobe PDF conversion settings” on page 99
Convert Visio files
1 If you want to change the PDFMaker conversion settings, open Visio and choose Adobe PDF > Change
Conversion Settings. (For information about a setting, place the pointer over the setting to display a tool tip below.)
2 If you want to convert each page in the Visio file to a bookmarked page in the PDF file, choose Adobe PDF >
Convert All Pages In Drawing. If this option is deselected, only the current page is converted.
3 Do one of the following:
• Click the Convert To Adobe PDF button in the Adobe PDF toolbar.
• Choose Adobe PDF > Convert To Adobe PDF.
• Choose Adobe PDF > Convert To Adobe PDF And EMail. The PDF file attaches to a new email message in your
default email application.
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• Choose Adobe PDF > Convert To Adobe PDF And Send For Review. The file converts to an Adobe PDF file, and
an email-based review process begins.
4 If you want to include the custom properties of shapes, select that option.
5 Click Continue.
6 Select a layers option to retain or flatten layers in the resulting PDF, and click Continue.
Note: If you select Retain Some Layers In The Selected Page, you’ll be prompted to choose which Visio layers to include.
7 Click Convert To Adobe PDF, specify a location and filename, and click Save.
Convert AutoCAD files to PDF (Windows)
If you’re working in AutoCAD, you can convert files from within the application with the Acrobat PDFMaker.
Note: Converting AutoCAD files in DWF or DST formats to PDF requires use of the default filters installed with the
AutoCAD application. For more information, refer to the AutoCAD application documentation.
See also
“Adobe PDF conversion settings” on page 99
“What’s the best way to create a PDF?” on page 59
Convert AutoCAD files when AutoCAD is not installed
The default Acrobat installation installs Autodesk filters that allow you to convert files with DWG, DWF, or DST
format into PDF, without the native application installed. All layers and layouts will be created in the PDF file.
For information about different methods to convert AutoCAD files to PDF, see “PDF creation methods by file type”
on page 59.
Convert AutoCAD files when AutoCAD is installed
The default Acrobat installation adds two Convert To Adobe PDF buttons to the toolbar that allow you to convert
your AutoCAD data into a PDF that preserves layers and layouts. You can create PDF settings to define the layers
and layer status in the resulting PDF. You can then name, save, and reuse these settings for subsequent conversions.
Note: Acrobat PDFMaker automatically acquires and uses the necessary page size and plotting information of the
respective layout to create a correctly sized PDF file.
1 If you want to change the PDF conversion settings, choose Adobe PDF > Change Conversion Settings in
AutoCAD. (For information on the conversion settings, place the pointer over each option to display a tool tip.)
2 Do one of the following:
• Click a button on the Adobe PDF toolbar: Convert To Adobe PDF
Review button
or Convert To Adobe PDF And Send For
.
• Choose Adobe PDF > Convert To Adobe PDF.
• Choose Adobe PDF > Convert To Adobe PDF And Email.
• Choose Adobe PDF > Convert To Adobe PDF And Send For Review.
3 To select which AutoCAD layouts to include in the resulting PDF and their order, do any of the following in the
Acrobat PDFMaker dialog box, and then click OK:
• To include one or more AutoCAD layouts, select the layouts in the Layouts In Drawing list, and click Add.
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• To remove AutoCAD layouts from the list of layouts to include, select the layouts in the Layouts In PDF list, and
click Remove.
• To reorder the PDF layouts, select a layout in the Layouts In PDF list, and click Move Up or Move Down.
4 To determine how the AutoCAD layers are converted, select one of the following, and click Continue:
• Flatten All Layers.
• Retain All Or Some Layers. The Acrobat PDFMaker dialog box displays a screen in which you must choose which
layers to include in the resulting PDF.
5 Choose a location in which to save the resulting PDF file in the Save In box, type a filename, and click Save.
Select AutoCAD layers to convert
If you choose to create a PDF file that retains some AutoCAD layers, you can specify which layers are preserved in
the PDF.
The Layers In Drawing list shows all the layers in the AutoCAD file. You transfer layers that you want to be present
in the PDF from the Layers In Drawing list to the Layers In PDF list. Only layers and objects of layers present in the
Layers In PDF list are present in the PDF.
1 In AutoCAD, start to convert an AutoCAD file and select the Retain All Or Some Layers option.
2 To show AutoCAD layers in the Acrobat PDFMaker dialog box, do any of the following:
• Choose an option from the Named Layer Filters menu to list all layers that fit that criterion.
• Select the Invert option to list all layers except those that are described by the selected choice in the Named Layer
Filters menu.
• To change the sort order of the layers, click the headings.
Note: To change a layer’s On, Frozen, or Plot properties, click Cancel Conversion, change the properties in the AutoCAD
drawing, and restart the procedure.
3 Do any of the following to select the AutoCAD layers from the Layers In Drawing list that you want to convert
and include in the PDF:
• To select a set of layers you’ve already saved, choose a layer setting from the PDF Layer Settings menu.
• To select a single layer, click the name of the layer.
• To select more than one layer, Ctrl-click the desired layers.
• To select all layers, right-click and choose Select All.
Note: To navigate through the AutoCAD layers, use the Up and Down Arrow keys. Use the scroll bar at the bottom of
the column to scroll horizontally through the table.
4 To add the selected AutoCAD layers to the list of layers to convert to PDF, do one of the following:
• To convert the selected AutoCAD layers to individual PDF layers within a PDF layer set, click Create Layer Set,
and optionally, type a layer name. (A PDF layer set is a folder for organizing layers in the Layers panel in Acrobat.)
• To convert the selected AutoCAD layers to individual layers, click the Add Layer(s) button.
The name of a layer in the Layers In Drawing list is unavailable if that layer is included in the Layers In PDF list. When
you select that layer in the Layers In PDF list, a bullet appears next to the layer’s name in the Layers In Drawing list.
5 Optionally, do any of the following:
• To reorder the layers in the Layers In PDF list, drag an item up or down in the list.
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• To include a visibility property that can be switched on or off in Acrobat, deselect Locked On adjacent to the PDF
layer; to lock the resulting PDF layer’s visibility on, select Locked On.
• To save the current settings of AutoCAD layers selected, click Add PDF Settings, name the layer setting, and click
OK. The Add PDF Settings button is unavailable unless you’ve added at least one AutoCAD layer from the Layers
In Drawing list to the Layers In PDF list. These settings are used the next time you convert an AutoCAD file to
PDF and can be renamed or edited at any time.
6 Click the Convert To PDF button, specify a folder in the Save In box in which to save the PDF file, type a filename,
and then click Save.
Convert AutoCAD files in batches
❖ Choose Adobe PDF > Batch Conversion, and follow the instructions.
Application-specific PDFMaker settings
PDFMaker is a flexible feature of Acrobat that adapts according to its environment. The conversion settings available
in one PDFMaker-enabled application may be different than those you would encounter within a different appli­
cation.
Some PDFMaker settings are common to several or most applications. Some options are unique to a specific appli­
cation.
See also
“Adobe PDF conversion settings” on page 99
“Convert web pages to PDF in Internet Explorer (Windows)” on page 89
“Settings for a single conversion for Office 2007 applications” on page 88
Settings tab options available from within most applications
The following settings appear on the Settings tab accessed from within most PDFMaker-enabled applications.
Attach Source File To Adobe PDF Includes the document being converted as an attachment to the PDF.
Add Bookmarks To Adobe PDF Converts certain elements in original Office documents to PDF bookmarks: Word
headings, Excel worksheet names, or PowerPoint titles. Selecting this option overrides any settings in 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 To Adobe PDF Includes active links and hypertext in the PDF.
Enable Accessibility And Reflow With Tagged Adobe PDF Embeds tags in the PDF.
Excel-specific options on the Settings tab
Convert Comments To Notes 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.
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Prompt For Selecting Excel Sheets Opens a dialog box at the beginning of the file conversion process, in which 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 To PDF Multimedia Adds any linked audio-video files to the PDF.
Save Animations In Adobe PDF Converts any animation effects in the PowerPoint file to equivalent animations in
the PDF.
Save Slide Transitions In Adobe PDF 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 To Text Notes In Adobe PDF Converts any speaker notes for the PowerPoint presentation
into Text notes in the PDF.
PDF Layout Based On PowerPoint Printer Settings Uses the same printer settings in the PDF as in the original file.
Email-specific options on the Settings tab
The following options appear when you open the PDFMaker settings from within Microsoft Outlook or Lotus Notes.
Attachments Indicates whether or not all files attached to email messages will be included in the new PDF.
Output Adobe PDF Package When Creating A New PDF File When selected, always converts individual messages as
component files of a PDF package. When deselected, merges individual messages as separate pages of a PDF.
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.
Show “Attach As Adobe PDF” Buttons If selected, the Attach As Adobe PDF button appears in the Outlook email
message window.
Page Layout options Specify page properties, similar to those found in the Print dialog box: page dimensions, orien­
tation, and margins.
AutoCAD-specific options on the Settings tab
Open Layers Pane When Viewed In Acrobat Shows layers structure when a PDF is opened in Acrobat or Adobe
Reader.
Embed Scale Information Preserves drawing-scale information, which is usable with the Acrobat measurement
tools.
Choose Layout Specifies whether Current Layout, All Layouts, or Selected Layouts are included in the PDF.
Choose Layer Specifies whether All Layers, Selected Layers, or No Layers are included as layers in the PDF.
Visio-specific options on the Settings tab
The following options appear when you open the PDFMaker settings from within Microsoft Visio.
Include Visio Custom Properties As Object Data In The Adobe PDF Indicates whether or not custom properties of
the Visio image will be included as object data in the new PDF.
Exclude Visio Objects With No Custom Properties Indicates if the new PDF should exclude Visio objects without
custom properties.
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Convert Comments To Adobe PDF Indicates if the comments in the Visio file should be converted to PDF comments
in the new PDF.
Always Flatten Layers In Adobe PDF Specifies if the layers should be flattened. If you flatten layers, the PDF will look
like the original drawing, but won’t contain any layer information. All shapes in the Visio drawing are converted,
regardless of their protection or behavior, and shape custom properties can be converted to PDF object data.
Word 2007-specific options on the Settings tab
The following options appear when you open the PDFMaker settings from within Microsoft Word 2007.
Fully Functional PDF creates a fully functional, high-quality, and compact PDF file.
Quick And Simple PDF Creates a basic PDF file for viewing. The Bookmark and Word tab settings are not available
for quick and simple PDFs.
Word tab settings (Microsoft Word)
Convert Displayed Comments To Notes In The 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 that reviewer’s 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.
Convert Cross-References And Table Of Contents To Links Enables one-click navigation of these elements in the new
PDF.
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: The Add Bookmarks To Adobe PDF option on the Settings tab must be selected in order to include any
bookmarks in the conversion process. If you deselect that option, it overrides any options you select on this tab and no
bookmarks will be 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.
(Deselected by default.)
Convert Word Bookmarks Converts any user-created Word bookmarks to PDF bookmarks.
Element list Specifies which Word headings and styles will be converted as PDF bookmarks.
• Element Lists the names of all available Word headings and styles. The icons for Headings
indicate the element types.
• Type Also indicates whether the element is a heading or style in the Word document.
and Styles
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• Bookmark Displays X’s, indicating whether or not individual elements will be converted to PDF bookmarks.
Clicking an individual Bookmark check box changes the selection status for that element.
• Level Specifies where the element will fit 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.
Settings for a single conversion for Office 2007 applications
For Word 2007, Excel 2007, and PowerPoint 2007 applications, if you want the settings to be used only for the
selected conversion and not for future conversions, you can define the settings by accessing the conversion options
from the Save Adobe PDF File As dialog box.
View and modify options for a single conversion
1 Click the Office button and choose Save As > Adobe PDF.
2 Select the View Result check box if you want to view the PDF file after the conversion is complete.
3 (Word 2007) Specify if you want the PDF to be complete and fully functional or if you just need a quick and simple
PDF. The quick and simple PDF option does not allow you to create bookmarks from Word styles.
4 Click Adobe PDF Conversion Options to define the options to be used for the current conversion.
The initial settings in the Conversion Options dialog box are based on the options that you set using the Preferences
button on the Acrobat Ribbon.
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 Flash
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, there are decisions to consider that affect how you approach the
conversion process:
• How much do you want to convert?
If you want to convert only a selected area of the currently open web page, use PDFMaker from within Internet
Explorer. If you want to convert several levels or all of a multipage web site to PDF, work within Acrobat.
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• 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 this in either Acrobat or Internet Explorer PDFMaker, but you choose different buttons or commands to
accomplish these things.
• Do you need to apply advanced conversion settings to the process?
The conversion settings available from within Internet Explorer are limited. Use Acrobat for the conversion process
if you need to select additional settings. When you finish your selections and have converted at least one web page to
PDF from within Acrobat, those settings will apply when you convert web pages from within Internet Explorer, too.
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 just a selected part 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.
A menu on the PDF toolbar provides easy conversion and print capabilities.
Convert a web page to PDF
1 Start Internet Explorer and go to the web page that you want to convert to PDF.
2 Using the Adobe PDF toolbar menu, 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 new 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 PDF to which the converted file will be added, and click Save.
• To create and print a new PDF from the currently open web page, choose Print Web Page. When the conversion
is complete and the Print dialog box opens, select options and click OK.
• To create a new PDF from the currently open web page and attach it to a blank email message, choose Convert
Web Page And Email. Then select a location for the PDF, type a filename, and click Save. Type the appropriate
information in the email message that opens after the conversion is complete.
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Convert part of a web page to PDF
You can convert text or images on a web page. This is useful if you want to save content without saving navigation
frames or advertising.
1 Drag the pointer to select text and images on a web page.
2 On the Adobe PDF toolbar menu, choose one of the following:
• To create a new PDF, choose Convert Web Page To PDF. Then select a name and location for the PDF.
• To append the selected content to another PDF, choose Add Web Page To Existing PDF. Then locate and select the
PDF to which the selection will be added.
3 Make sure that Only Convert Selection is selected, and click Save.
Convert a linked web page to PDF
❖ In the open web page, right-click the linked text and choose one of the following:
• To convert the linked web page to a new PDF, choose Convert Link Target To Adobe PDF.
• To add the linked web page to an existing PDF, choose Convert Link Target To Existing PDF. Then locate and
select the existing PDF, and click Save.
Set PDF conversion preferences for Internet Explorer (Windows)
The Internet Explorer PDF preferences determine only whether converted files open in Acrobat automatically, and
whether you are prompted to confirm the deletion of files or addition of pages to an existing PDF.
1 In Internet Explorer, choose Preferences from the Adobe PDF toolbar menu.
2 Select and deselect options in the Adobe PDF Preferences, as needed:
• To continue working in Internet Explorer after the conversion without opening the new PDF in Acrobat, deselect
Open PDF Files In Acrobat After Conversion.
• To delete PDF files without further notice, deselect Ask For Confirmation Before Deleting PDF Files.
• To append PDF files without further notice, deselect Ask For Confirmation Before Adding Pages To PDF Files.
• To skip alerts reminding you that the PDF file you are appending to has been changed, deselect Warn Before
Adding Pages If The PDF File Has Been Modified.
Manage PDFs in Internet Explorer (Windows)
You can open the Adobe PDF Explorer Bar within Internet Explorer to see PDF files and folders on your computer
in a familiar navigation-tree pane and format. All other types of files do not appear, which makes it easier to find the
PDFs on your computer. You can move PDFs and folders, rename them, or delete them, just like in Windows
Explorer.
The Adobe PDF Explorer Bar also contains buttons for converting the current web page to PDF or creating new
folders on your computer.
Note: When you right-click a web page, the context-sensitive menu includes some commands for converting PDFs. Which
commands are available depends on the element you right-click on the web page. For example, the commands that appear
when you right-click a text link differ from those that appear when you right-click ordinary text on the web page.
1 Open the Adobe PDF pane in Internet Explorer, using one of the following methods:
• Choose Adobe PDF Explorer Bar from the Adobe PDF toolbar menu.
• Choose View > Explorer Bar > Adobe PDF.
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2 In the Adobe PDF pane, manage folders by doing any of the following:
• To add a new folder, select the location for the folder in the tree structure and click New Folder, or right-click the
location icon and choose New Folder.
• To rename a folder, right-click the folder, choose Rename, and type a new name.
• To delete a folder, right-click the folder and choose Delete.
Note: Only PDF files appear in the navigation structure in the Adobe PDF pane, but other files may be present in folders.
If you attempt to delete a folder that contains files that aren’t visible, a confirmation message appears. If you’re not sure
that you want to delete those files, click No.
3 In the Adobe PDF pane, manage PDFs by right-clicking a PDF and choosing one of the following:
Open In Internet Explorer Opens the selected PDF within the document pane of Internet Explorer.
Open In Acrobat Opens the selected PDF in a standalone instance of Acrobat.
Open Containing Folder Opens the folder in which the PDF is located, as a new instance of Windows Explorer.
Add Web Page To This File Converts the currently open web page to PDF and adds it as a new page to the selected PDF.
Add Selection To This File Converts your selection within the currently open web page to PDF and adds it as a new
page to the selected PDF.
Note: You can also rename or delete the selected PDF from the right-click menu.
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 the Acrobat application. For example, you can include an entire website in the PDF or just
some levels of a website. Also, you can select Web Page Conversion options that apply when you create PDFs from
web pages.
See also
“Asian language PDFs” on page 54
“Web Page Conversion options in Acrobat” on page 93
Convert a web page to PDF
1 In Acrobat, choose File > Create PDF > From Web Page, or click the Create PDF From Web Page
button on
the toolbar to open the dialog box.
2 In URL, enter the complete path to the web page, or click Browse and locate the HTML page that you want to
convert.
3 Under Settings, enter the number of levels you want to include, or select Get Entire Site to include all levels from
the website.
Note: Some websites may have hundreds or even thousands of pages. This can take a long time to download, may make
your system slow and unresponsive, and can even use up all available hard disk space and memory, causing a system
crash. You may want to begin by downloading only one level of pages and then go through them to find particular links
to download.
4 Select one or both of the following options:
Stay On Same Path Downloads only web pages subordinate to the specified URL.
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Stay On Same Server Downloads only web pages stored on the same server.
5 Click Settings, and review the selected options in the Web Page Conversion Settings dialog box. Make any changes
you want on the General and Page Layout tabs, 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.
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.
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:
• Click a web link in your PDF.
• Right-click/Control-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. Using the Shift key or Ctrl key as needed, click to select the linked pages you want
to add, or click Select All. 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 Do one of the following:
• Right-click/Control-click the web link, and choose Open Weblink As New Document.
• Ctrl-click/Control-click the web link.
Note: In Windows, you can also convert a linked page from a web page displayed in Internet Explorer, using a similar
right-click command.
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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/Control-click the web link and choose Copy Link Location.
Change Acrobat web page conversion options
The settings for converting web pages to PDF apply to the conversion process. Any changes you make to these
settings apply to PDFs you create from web pages after changing the settings. The settings changes do not affect
existing PDFs.
Edit the web page conversion options
1 Choose File > Create PDF > From Web Page.
2 Click the Settings button.
3 On the General tab, select new options under File Type Settings and PDF Settings, as needed. If you select a text
file type, you can click the Settings button to see additional options for that file type.
4 On the Page Layout tab, select options for page size, orientation, and scaling, as needed, and then click OK.
Reset web page conversion options to default settings
1 Choose Edit > Preferences.
2 Under Categories, select Web Capture, and then click Reset Conversion Settings To Defaults.
Web Page Conversion options in Acrobat
The Web Page Conversion Settings dialog box is available only from within Acrobat. The Settings button in the
Create PDF From Web Page dialog box opens the Web Page Conversion Settings.
Note: The options available in the Web Page Conversion Settings are different from those available in the Web Capture
Preferences. Together, these settings apply to both the web conversion and web capture processes.
General tab
File Type Settings Specifies the file type to be downloaded. If you select HTML or Plain Text as the file type, click
Settings to select the font properties and other display characteristics.
Create Bookmarks Creates a tagged bookmark for each converted web page using the page’s 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 and lets
you create tagged bookmarks for paragraphs, list elements, and other items that use HTML elements.
Place Headers & Footers On New Pages Places a header and footer on every page. Headers show the web page’s title;
footers show the page’s URL, the page number in the downloaded set, and the date and time of the download.
Save Refresh Commands Saves a list of all URLs and remembers how they were downloaded in the PDF for
refreshing (updating) purposes. Must be selected before you can update a PDF-converted website.
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Page Layout tab
The upper portion of this tab shows options similar to those on a Page Setup or Print dialog box, specifying a
selection of page sizes and options for width, height, margin measurements, and page orientation. The right side of
the tab area shows a Sample Page that adjusts when you change the measurements or orientation options.
The Scaling portion of the tab area shows these options:
Scale Wide Contents To Fit Page (Windows)/Scale Contents To Fit Page (Mac OS) Rescales a page’s contents, if
necessary, to fit the width of the page. If this option is not selected, the paper size adjusts to fit the page’s contents 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 70% 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.
General tab Lets you specify the following options:
• Default Colors Sets the default colors for text, page backgrounds, web links, and text that replace unavailable
images. Click the color button to open a palette, and select the color. To use these colors on all pages, select Force
These Settings For All Pages.
• Background Options Specifies whether to display colors and tiled images in page backgrounds and colors in table
cells. If options are deselected, converted web pages may look different than they do in a web browser, but may be
easier to read when printed.
• Line Wrap Wraps preformatted (HTML) lines of text. When selected, this option changes the line breaks so that
the text fits on the PDF pages. Select this setting if an HTML file has unreasonably long lines of preformatted text.
• Multimedia Determines whether to reference multimedia (such as SWF files) by URL, disable multimedia
capture, or embed multimedia files when possible.
• Convert Images Includes images in the conversion to PDF. If you do not select this option, an image is indicated
by a colored border (and possibly text, if specified by the page’s design).
• Underline Links Underlines textual web links on the pages.
Fonts And Encoding tab Lets you specify the following options:
• Default Under Input Encoding, sets the input encoding of a file’s 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 option.
• When Page Doesn’t Specify Encoding Uses the selection shown in the Default option only if the HTML source file
does not specify a type of encoding.
• Language Specific Font Settings Use these settings to change the fonts used to display body text, headings, and
preformatted text. Click Change, select new fonts from the menus, and click OK.
• Font Size Sets the font sizes used for body text, headings, and preformatted text.
• Embed Platform Fonts When Possible Stores the fonts used on the pages in the PDF so that the text always
appears in the original fonts. Note that embedding fonts increases the size of the file.
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Plain Text Conversion Settings
General tab Lets you specify the following options:
• Color swatches Swatches indicate the colors selected for text and background. Colors can be changed by clicking
the swatch and selecting a new color in the color picker that opens.
• Wrap Lines At Margin Inserts a soft return when the text reaches the edge of the text area on the page.
• Reflow Text (Available only when Wrap Lines At Margin is selected.) Makes text more accessible for users with
special needs.
• Limit Lines Per Page Sets the maximum number of lines that can appear on a single page, based on the entry in
Max Lines.
Fonts And Encoding tab Lets you specify the following options:
• Default Under Input Encoding, sets the input encoding of a file’s text.
• Language Specific Font Settings Use these settings to change the fonts used to display body text, headings, and
preformatted text. Click Change, select new fonts from the menus, and click OK.
• Font Size Sets the font sizes used for body text, headings, and preformatted text.
• Embed Platform Fonts When Possible Stores the fonts used on the pages in the PDF so that the text always
appears in the original fonts. Note that embedding fonts increases the size of the file.
Web Capture preferences in Acrobat
You can set several preferences for opening PDFs created from web pages and for customizing the process of
converting web pages to PDFs. To open the Web Capture Preferences, choose Edit > Preferences (Windows) or
Acrobat > Preferences (Mac OS) and select Web Capture under Categories.
Note: The options available in the Web Capture Preferences are different from those available in the Web Page
Conversion Settings. Together, these settings apply to both the web conversion and web capture processes.
Verify Stored Images Specifies how often to check whether images on the website have changed.
Show Bookmarks Panel When New PDF File (Created From Web Page) Is Opened When selected, automatically
opens the navigation pane and displays tagged bookmarks when you open a new file. (When deselected, the
navigation pane is closed when you open converted web pages, but the tagged bookmarks are still created. Click the
Bookmarks button to see the tagged bookmarks in the navigation pane.)
Skip Downloading Secured Pages Select Always to skip secured pages when downloading multiple levels of a
website. If you select After, a password dialog box appears that times out and skips the secured pages after the
specified number of seconds.
Reset Conversion Settings To Defaults Changes the options in the Web Page Conversion Settings dialog box back to
the original settings.
Note: If you select this option, the settings revert immediately and irreversibly. If you want to restore your custom
conversion options, you must enter each of those settings again.
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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 infor­
mation. 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
Note: In Mac OS, there is no context menu. Instead, a Clear List button clears all distilled jobs from the list.
To convert PostScript files automatically, set up a watched folder in Distiller.
Start Acrobat Distiller
❖ Do one of the following:
• In Acrobat, choose Advanced > Print Production > Acrobat Distiller.
• (Windows) Choose Start > Programs > Acrobat Distiller 8.0.
• (Mac OS) Use the Finder to locate Acrobat Distiller 8.0, and double-click it to open the Distiller application.
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.
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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. Or (Windows only), right-click the job queue and
choose Pause.
• To resume processing the current job, click Resume. Or (Windows only), right-click the job queue and choose
Resume.
• To delete files from the queue, click Cancel Job. Cancel Jobs deletes all files from the queue that are not yet success­
fully 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).
Notify When Watched Folders Are Unavailable Returns a message if a watched folder becomes unavailable or can’t
be found.
(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.
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Delete Log Files For Successful Jobs Creates a log file (named messages.log) only if there are messages from inter­
preting the PostScript file or if a PostScript error occurs. (Log files for failed jobs are always created.)
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 details, download the Adobe Acrobat 8 SDK or specific parts of
it, such as the pdfmark Reference Manual, from various tabs on the Acrobat SDK documentation page (English only)
on the Adobe website.
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’s documentation.
Keep the following guidelines in mind 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 8.0 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, to avoid converting line feeds to carriage returns or vice versa.
About watched folders
You can configure Distiller to look for PostScript files in certain folders called watched folders. Distiller can monitor
up to 100 watched folders. When Distiller finds a PostScript file located in the In folder of a watched folder, it
converts the file to PDF and then moves the PDF (and usually the PostScript file and any associated log file) to the
Out folder. A watched folder can have its own Adobe PDF settings and security settings that apply to all files
processed from that folder. Security settings for a watched folder take priority over the security settings for Distiller.
For example, Distiller does not convert a PostScript file in a watched folder if the file is marked with read-only
permission.
(Windows) Settings and preferences are unique to each user. On a non-NT File System (NTFS), custom settings files
stored in this settings folder are read- and write-accessible by every user on the system. On an NTFS, only files
created by respective users are read- and write-accessible. Settings files created by other users are read-only. (The
default settings files installed with Adobe Acrobat Distiller are Read Only and Hidden.)
(Mac OS) Each user’s settings and preferences for Distiller are normally not accessible to any other user. To share a
watched folder with other users, the folder’s creator must set the appropriate permissions for the In and Out folders.
Sharing enables other users to copy files to the In folder and get files from the Out folder. The creator must be logged
into the system and have Distiller running. The other users must log in remotely to access the live watched folder
and have their files processed.
Important: You can’t set up watched folders as a network service for other users. Every user who creates PDFs must have
either an Acrobat Professional or Acrobat 3D license.
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Set watched folders
1 In Acrobat Distiller, choose Settings > Watched Folders.
2 Click Add Folder, and select the target folder. Distiller automatically puts an In folder and an Out folder in the
target folder. You can place In and Out folders at any level of a disk drive.
3 To define security options for a folder, select the folder and click Edit Security. Click OK to return to the Watched
Folders dialog box.
Note: A security icon is prepended to any folder name for which security is set. To return a folder to the original options
selected in the Distiller window, select the folder, and click Clear Security.
4 Set Adobe PDF conversion settings for the folders:
• To edit the Adobe PDF settings to be applied to a folder, select the folder, click Edit Settings, and edit the Adobe
PDF settings. Click OK to save it to the watched folder as folder.joboptions.
• To use a different set of Adobe PDF settings, select the folder and click Load Settings. Use any settings that you
have defined, named, and saved, and then click OK.
5 Set options to manage the processing of files:
• Enter a number of seconds to specify how often to check the folders. You can enter up to 9999. (For example, 120
equals 2 minutes, and 9999 equals about 2-3/4 hours.)
• Choose what to do with a PostScript file after it has been processed. The file can be moved to the Out folder along
with the PDF file or deleted. Any log file is also automatically copied to the Out folder.
• To delete PDFs after a certain period of time, enter a number of days, up to 999. This option also deletes PostScript
and log files, if you have chosen to delete them.
6 If you want to remove a folder, select the folder and click Remove Folder. Make sure that Distiller has finished
processing all the files in the folder before you remove it.
Note: When you remove a watched folder, Distiller does not delete the In and Out folders, their contents, or the
folder.joboptions file. You can delete these manually when appropriate.
See also
“Customize Adobe PDF settings” on page 101
Adobe PDF conversion settings
Choose an Adobe PDF preset for converting files
1 Do one of the following:
• Start Acrobat Distiller 8.0.
• 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.
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Note: All settings create PDFs that can be opened in Acrobat 5.0 and later, and Acrobat Reader 5.0 and later, unless
otherwise described.
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 will be 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 few of the presets listed below are not available until you move them—as needed—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/Appli­
cation Support/Adobe PDF. The default settings files installed with Distiller are Read Only and Hidden.
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, 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. In InDesign, this preset also creates tagged PDFs.
Illustrator Default (Illustrator only) Creates a PDF in which all Illustrator data is preserved. PDFs created with this
preset can be reopened in Illustrator without any loss of data.
Oversized Pages (Acrobat only) Creates PDFs suitable for viewing and printing of engineering drawings larger than
200 x 200 inches (508 x 508 cm). These PDFs can be opened in Acrobat and Reader 7.0 and later.
PDF/A-1b: 2005 (CMYK and RGB) (Acrobat only) 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,
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 but aren’t
available until you move them from the Extras folder to the Settings folder.
PDF/X-4 (2007) In Acrobat 8, this preset is called PDF/X-4 DRAFT to reflect the draft state of the ISO specification
at Acrobat ship time. 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
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PDF/X-4-compliant files directly with Creative Suite 3 applications (Illustrator, InDesign, and Photoshop). In
Acrobat 8, 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 separations
to an imagesetter or platesetter), but 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 needs in order to print the document correctly. This set of options uses PDF 1.4,
converts colors to CMYK, downsamples color and grayscale images to 300 ppi and monochrome images to 1200 ppi,
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 an Adobe PDF file to send to a commercial printer or print service provider, find out what the
output resolution and other settings should be, or ask for a .joboptions file with the recommended settings. You might
need to 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, hyperlinks, bookmarks, interactive elements, and
layers. This set of options uses PDF 1.5 and embeds subsets of all fonts. It also optimizes files for byte serving. These
PDF files can be opened in Acrobat 6.0 and Adobe Reader 6.0 and later. (The Rich Content PDF preset is in the
Extras folder.)
Note: This preset was called eBook in earlier versions of some applications.
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 5.0 and Acrobat Reader 5.0 and later.
Standard (Acrobat only) 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, but also embeds subsets of all (allowed) fonts used in the file, converts all colors to sRGB, and prints to a
medium resolution. Note that Windows font subsets are not embedded by default. PDF files created with this settings
file can be opened in Acrobat 5.0 and Acrobat Reader 5.0 and later.
For more information about shared PDF settings for Adobe Creative Suite applications, see the PDF Integration
Guide on the Creative Suite CD.
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.
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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
2 Select panels one at a time, using the folder icons in the list (Windows) or the tab buttons across the top of the
dialog box (Mac OS), and make the changes that you want to apply.
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 a custom file that you want to delete, 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.
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See also
“PDF/X- and PDF/A-compliant files” on page 512
“Find PostScript font names” on page 115
General panel options
Use this panel to select a version of Acrobat for file compatibility and other file and device settings. (The panel
appearance differs in Windows and Mac OS.)
Compatibility Sets the compatibility level of the PDF. Use the most recent version (in this case, version 1.7) 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 noncom­
pressible 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
display of pages in the Two-Up Continuous view and the display 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.
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 dynam­
ically 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.
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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.)
Note: Compression of text and line art is always on. If you need to turn it off, you can do so by setting the appropriate
Distiller parameter. For details, see the documentation available for download on the Acrobat SDK documentation page
(English only) on the Adobe website.
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 Type 1 fonts. Fonts that have license restrictions are preceded by a
lock icon . If you select a font that has a license restriction, the nature of the restriction is described in the expla­
nation area of 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.
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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 (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 less than 35% of the characters are used,
Distiller embeds only those characters.
When Embedding Fails Specifies how Distiller should respond 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 preceded by a lock icon. If you select a font with a license restriction, the
nature of the restriction is described in the explanation area of 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’s designer that prevents the font from being embedded in
PDF files.
Remove Removes a font from the Always Embed or Never Embed list. The font isn’t removed from your system; the
reference to it is removed from the list.
Note: Acrobat 8 does not include the Times, Helvetica, and ZapfDingbats fonts that have been included in Acrobat 5.0
and earlier. If you want these fonts to be viewed and printed 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.
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.
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• 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. For descriptions of these rendering intents, see “About rendering intents” on
page 438.
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. For more information on working spaces, see “About color working spaces” on page 434.
• 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).
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.
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• 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 infor­
mation 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.
When you work with the Advanced options, it is helpful to have an understanding of the PostScript language and
how it is translated to PDF. See PostScript Language Reference, Third Edition (Addison-Wesley) and PDF Reference
Fifth Edition: Adobe Portable Document Format Version 1.6 on the PDF reference page (English only) on the Adobe
website. The same website has more detailed descriptions of the Advanced options and their parameters.
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 details, see the documentation available for download on the Acrobat SDK documen­
tation page (English only) of the Adobe website.
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.
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.
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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. If the prologue and epilogue files are at the same level as the In and Out folders of a watched folder,
they are used instead of the ones in the Distiller folder.
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 (English only) on the Adobe website.
• 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.
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.
Note: If you set up a watched folder for creating PDF/A-compliant files, be sure that you do not add security to the folder;
the PDF/A standard does not allow encryption.
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.
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Note: PDFs that complied with both PDF/X-1a and PDF/X-3 standards in Acrobat 6.0 will default to PDF/X-1a in
Acrobat 8.
When Not Compliant Specifies whether to create the PDF if the PostScript file does not comply with the standard’s
requirements.
• 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.
Report As Error Flags the PostScript file as noncompliant if one of the reporting options is selected and a trim box
or art box is missing from any page.
Set TrimBox To MediaBox With Offsets (Points) Computes values for the trim box based on the offsets for the media
box of respective pages if neither the trim box nor art box is specified. The trim box is always as small as or smaller
than the enclosing media box.
Set BleedBox To MediaBox Uses the media box values for the bleed box if the bleed box is not specified.
Set BleedBox To TrimBox With Offsets (Points) Computes values for the bleed box based on the offsets for the trim
box of respective pages if the bleed box is not specified. The bleed box is always as large as or larger than the enclosed
trim box. This option uses the units specified on the General panel of the Adobe PDF Settings dialog box.
Output Intent Profile Name Indicates the characterized printing condition for which the document has been
prepared, and is required for PDF/X compliance. If a document doesn’t specify an output intent profile name,
Distiller uses the selected value from this menu. If your workflow requires that the document specify the output
intent, choose None.
Output Condition Identifier Indicates the reference name that is specified by the registry of the output intent profile
name. For more information, click the question mark next to the option.
Output Condition Describes the intended printing condition. This entry can be useful for the intended receiver of
the PDF. For more information, click the question mark next to the option.
Registry Name (URL) Indicates the web address for finding more information about the output intent profile. The
URL is automatically entered for ICC registry names. The registry name is optional, but recommended. For more
information, click the question mark next to the option.
Trapped Indicates the state of trapping in the document. PDF/X compliance requires a value of True or False. If the
document does not specify the trapped state, the value provided here is used. If your workflow requires that the
document specify the trapped state, choose Leave Undefined.
PDF compatibility levels
When you create PDFs, you need to 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 speaking, unless there’s a specific need for backward compatibility, you should use the most recent version
(in this case, version 1.7). The latest version will include all the newest features and functionality. However, if you’re
creating documents that will be distributed widely, consider choosing Acrobat 5 (PDF 1.4) or Acrobat 6 (PDF 1.5)
to ensure 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.
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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 (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 may be 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
may be lost or not view­
able.
Most PDFs can be opened
with Acrobat 4.0 and
Acrobat Reader 4.0 and
later. However, features
specific to later versions
may be lost or not view­
able.
Cannot contain artwork
that uses live transparency
effects. Any transparency
must be flattened prior to
converting to PDF 1.3.
Supports the use of live
transparency in artwork.
(The Acrobat Distiller
feature flattens transpar­
ency.)
Supports the use of live
transparency in artwork.
(The Acrobat Distiller
feature flattens transpar­
ency.)
Supports the use of live
transparency in artwork.
(The Acrobat Distiller
feature flattens transpar­
ency.)
Layers are not supported.
Layers are not supported.
Preserves layers when
creating PDFs from applica­
tions 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 applica­
tions that support the
generation of layered PDF
documents, such as
Illustrator CS and later or
InDesign CS and later.
DeviceN color space with 8 DeviceN color space with 8
colorants is supported.
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, who 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 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.
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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 signif­
icantly 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.
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 documentation available for download on the
Acrobat SDK documentation page (English only) of the Adobe website.
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.
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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 Teleg­
raphy 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.
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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, can always be 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, and 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’s 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 will 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 infor­
mation 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
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• /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.
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 machine but are not embedded in the PDF. This can help you decide whether or not to
embed those local fonts in the PDF, to achieve the look you want for your document.
1 In Acrobat, choose Edit > Preferences (Windows) or Acrobat 8 > Preferences (Mac OS.
2 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.
Add more folders to Distiller font searches
In addition to the default font folders, Distiller can also search other font folders that you specify.
1 Start Acrobat Distiller by doing one of the following:
• In Acrobat, choose Advanced > Print Production > Acrobat Distiller.
• Click or double-click an Acrobat Distiller icon or shortcut on the desktop, Start menu (Windows), or Dock (Mac OS).
2 Choose Settings > Font Locations. The dialog box displays a list of the folders that Distiller searches for fonts.
These folders can be on your hard drive or on a network.
Distiller indicates that a font folder is available by displaying a folder icon to the left of the folder name. If no icon
appears, or if an icon with an x through it appears with a folder name, the connection to the folder has probably been
lost. You’ll need to reestablish the connection.
3 To add a font folder, click Add, select the folder to add, and click OK (Windows) or Select Folder (Mac OS).
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.
4 To remove a font folder, select the folder, and click Remove.
5 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.
6 Click OK.
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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.
116
Chapter 4: Combining PDF content
Creating complex Adobe PDFs that include different types of files—files created in a variety of formats, even if they
have different page sizes and page orientations—is actually quite easy in Acrobat 8.
It’s also easier than you might imagine to make changes in a complex PDF so that it contains just the information
you want to include, and does so in an orderly, unified, and efficient document that serves your needs.
Quickstart
The following topics provide brief overviews of common tasks for combining PDFs and adding unifying elements.
Create a PDF from multiple files
You can easily merge files of different types into a single PDF.
1 Click Combine Files
, and then click Add Files.
2 Select the files you want to combine, and click Add Files.
3 Adjust the order of files as desired, and then choose a file size and conversion setting.
4 Click Next, select Merge Files Into A Single PDF, and click Create.
Rather than merging files, you can also create a PDF package of files.
See also
“Create merged PDFs and PDF packages” on page 121
Assemble PDFs in a package
A PDF package lets you assemble related information into a single PDF while maintaining individual PDFs within it.
1 Click Combine Files
, and then click Add Files.
2 Select the files you want to combine, and click Add Files.
3 Adjust the order of files as desired, and then choose a file size and conversion setting.
4 Click Next, select Assemble Files Into A PDF Package, and click Create.
See also
“Create merged PDFs and PDF packages” on page 121
Modify a list of files to combine
When combining files, you have several options for adjusting the set of files.
1 Click Combine Files
, click Add Files, and add the desired files.
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2 To modify the list of files or remove a file from the list, select a file, and then do any of the following:
• Click Move Up
or Move Down
or drag the file to a new location.
• Click Choose Pages to include a subset of pages. (Button name might change based on file type.)
• Click Remove or press Delete.
See also
“Create merged PDFs and PDF packages” on page 121
Add headers and footers
You can add a single header and footer throughout a PDF or apply different headers and footers selectively to various
pages.
1 Choose Document > Header & Footer > Add. If a message appears, click Add New.
2 Specify font and margin settings.
3 In the header and footer text boxes, type the desired text. Click the buttons below the boxes to insert a page
number or date.
You can save header and footer settings for easy reuse.
See also
“Add and edit headers and footers” on page 125
Add a watermark
A watermark is text or an image that appears either behind or on top of content in a PDF.
1 Choose Document > Watermark > Add.
2 Do one of the following:
• Type the desired text and set the font attributes.
• Click File and browse to select the desired file.
3 Specify rotation, opacity, scale, location, and position.
You can save watermark settings for reuse. For example, save a “Draft” watermark to add to all review PDFs.
See also
“Add and edit watermarks” on page 131
Add a background
A background is an image or color that’s placed behind content in a PDF.
1 Choose Document > Background > Add/Replace.
2 Do one of the following:
• Click From Color, click the color swatch, and choose a background color.
• Click File and browse to select the desired image file.
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3 Set the rotation, opacity, scale, and position.
You can save background settings for reuse. For example, save an organizational emblem to add to official correspon­
dence.
See also
“Add and edit backgrounds” on page 129
Rotate pages
You can rotate all or selected pages in a PDF.
1 Choose Document > Rotate Pages.
2 Specify the direction of the rotation and the page range.
3 Choose the desired options from the Rotate menus.
To temporarily rotate a page, choose View > Rotate View > Clockwise or Counterclockwise.
See also
“Rotate a page” on page 135
Delete pages
After combining files, you can delete unwanted or blank pages.
1 (Optional) Click the Pages button
in the navigation pane and select the pages you want to delete.
2 Choose Document > Delete Pages.
3 Click Selected to delete selected pages or click From and specify a range.
If you want to retain a copy of the original PDF, make sure that you save the new document using Save As rather than Save.
See also
“Delete or replace a page” on page 136
Replace pages
To quickly update a PDF, you can replace individual pages.
1 Choose Document > Replace Pages.
2 Select the document that contains the replacement pages, and click Select.
3 Under Original, specify the pages you want to replace. Under Replacement, specify the beginning replacement page.
Interactive elements, such as links and bookmarks, associated with the original pages aren’t deleted.
See also
“Delete or replace a page” on page 136
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Renumber pages
When you renumber pages, only the numbers that appear in the Pages panel and the toolbar are affected. To change
the numbers that appear on the document pages, add a header or footer.
1 Click the Pages button
, and choose Number Pages from the Options menu.
2 Specify which pages the numbering will be applied to.
3 Specify the numbering style, prefix (if any), and starting number.
You can also continue the numbering style of the previous section.
See also
“Renumber pages” on page 138
Combining files into PDFs
Combining different types of files
You already know that you can convert many types of files into Adobe PDFs. But you can also group files as you
convert them, so that the end result keeps those files together. For example, you could combine all the documents
for a specific project—such as the text documents, email messages, spreadsheets, CAD drawings, PowerPoint
presentations, and so forth—into a PDF or PDF package. When you use the Combine Files wizard, you can even limit
the conversion to specific pages (or spreadsheets, or slides) within individual source documents.
There are three types of PDFs that involve multiple files:
Merged PDFs You can convert multiple files of various types to produce a merged PDF: one in which converted
documents flow into the PDF as sequential pages.
PDF packages You can use the Combine Files wizard to convert multiple files of various types into a PDF package: a
set PDF components in which each file appears separately and has its own pagination. Component files also retain
their individual security settings, forms features, and default views, and digital signatures stay intact. On Windows,
you can archive Outlook or Lotus Notes email messages and message folders as PDF packages, using PDFMaker
within the email application.
PDFs embedded in other files You can insert PDFs into files in other formats that support Object Linking and
Embedding (OLE), such as Adobe InDesign or Word documents.
See also
“Convert email messages to PDFs (Windows)” on page 78
About PDF packages
A PDF package converts multiple files—which can be in different formats and created in different applications—and
assembles them into an integrated PDF unit. The original files retain their individual identities, but are still part of
the one PDF package file. Each component file can be opened, read, edited, and formatted independently of the other
component files in the PDF package.
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You can create PDF packages when you use the Combine Files wizard, starting either from the Getting Started
window, the Tasks toolbar, or the File > Combine Files command. In Windows, the Acrobat PDFMaker in Outlook
and Lotus Notes can create PDF packages when you convert email messages to PDF or migrate PDF email archives
created in earlier versions of Acrobat.
Depending on the circumstances, PDF packages offer several advantages over merging multiple files into an
ordinary PDF:
Adding and deleting You can add or remove component documents easily, without having to find and select all the
pages that originated in that file.
Viewing The component files do not open in separate windows, so you can quickly flip through them and make
changes without having to pause for the Open or Save dialog boxes.
Editing You can make changes to individual PDFs within the PDF package without affecting the other component
PDFs. For example, you can change the page numbering within that PDF, digitally sign, select different security
settings, and so forth, without those changes applying to the other component documents. You can also rename
components.
Distribution Because the PDF package is one file, you can share it with others and be sure that they are getting all
the component parts.
Sorting The component PDFs in a PDF packages are listed under an assortment of categories that you can add to,
delete, hide, and customize. Then, you simply click the category name to sort the list.
Printing The Print command on the File menu includes commands for printing the currently open document, all
the documents in the PDF package, or multiple component documents selected in the PDF package list.
Searching The Advanced Search window includes options for searching the currently open document, all the
documents in the PDF package, or multiple component documents selected in the PDF package list.
Incorporating other formats You can add non-PDF files to an existing PDF package without converting them to
PDF. This can be done by a simple drag-and-drop process from the desktop, Microsoft Explorer, or the Mac OS
Finder to the list of components in the open PDF package. Of course, non-PDF files do not enjoy all of the benefits
of PDFs in the package.
Independence from source files The source files of a PDF packages—even existing PDFs you add to the package—
are not changed when you create a PDF. Changes you make to the PDFs within the PDF package do not change the
original files from which you created the PDF. You can move a PDF package anywhere on your computer or network
without any risk of losing or disconnecting its components.
Reuse You can include or convert the same original source file into multiple PDF packages.
There are two limitations to PDF packages. They cannot be reviewed using one of the formal wizards or sent out in
a data-collection workflow.
Note: PDF packages are completely 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 packages 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 packages.
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See also
“View, sort, and search components in a PDF package” on page 27
“Convert email messages to PDFs (Windows)” on page 78
“Print documents in a PDF package” on page 446
Create merged PDFs and PDF packages
The choices you make in the Combine Files wizard determine whether the files are merged into a single PDF or
combined into a PDF package.
1 Choose File > Combine Files, or click Combine Files
on the Tasks toolbar.
If a PDF is currently open, it appears on the list of included files.
2 In the Combine Files wizard, do any or all of the following:
• To add individual files, click Add Files
, navigate as needed, select the files, and click Add Files. Repeat as
needed to add files in other locations.
• To select all the files in a specific location, click Add Folders
, navigate to the needed folder, select it, and click
OK. Repeat as needed.
• To select files that you have combined into PDFs in other sessions, click Reuse Files
. Select a previously created
PDF on the left list, and then, in the right list, select the component documents that you want to include. (If you
have not used the Combine Files wizard before, this button is not available.)
• To add other currently open PDFs, click Add Open Files, and select those PDFs.
• (Windows) To add files or folders from Windows Explorer, drag them into the Combine Files wizard or right-click
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.
3 Using the list of files, do any of the following:
• To rearrange the order of files on the list, select a file and drag it up or down the list. Or, select a file and click Move
Up or Move Down.
• To remove a file from the list, select the filename and click Remove.
• To convert only part of a multipage source file, double-click the file, or select the file and click the Choose Pages
button (see Note). In the Preview, review and select pages, as needed, following the instructions in the dialog box,
which vary according to file type, and click OK. (Do not attempt to edit the document itself in the Preview.)
Note: The name of the Choose button varies according to file type. For PDFs and Word documents, it is labeled Choose
Pages. For PowerPoint files, it is Choose Slides; for Excel files, Choose Sheets; for AutoCAD, Choose Layouts; for Visio
files, Sheet Selection.
4 Select an appropriate file size and conversion options (as described in the following topic).
5 Click Next, and then do one of the following:
• To combine the files as sequential pages of a PDF, select Merge Files Into A Single PDF.
• To combine the files into a PDF package, select Assemble Files Into A PDF Package. Then select a cover-sheet
option: Use Adobe Template or Use First Document.
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Note: If any of the selected files involve digital signatures, security settings, or XML forms, warnings will appear if you
select Merge Files Into A Single PDF. In this case, combining the files into a PDF package is recommended. Also, a
warning may appear if the first file listed is itself a PDF package because its cover sheet will be modified.
6 Use the Move Up, Move Down, and Remove buttons to make any final adjustments to the file sequence, if
necessary, and then click Create.
A status dialog box shows the progress of the file conversions. Some source applications may start and close automat­
ically.
7 When the conversion is complete, review the preview thumbnails. If you want to make changes, click the Back
button in the wizard, make the changes, and proceed forward again.
8 Click Save, and select a name and location for the merged PDF or PDF package.
The default name of a new package is Package [n].
See also
“Convert email messages to PDFs (Windows)” on page 78
“Adobe PDF conversion settings” on page 99
Conversion settings
Conversion settings affect all files that will be converted to PDF from other file formats. The three options available
in the Combine Files wizard apply three different conversion presets.
You can customize the default conversion preferences (choose Edit > Preferences, select Convert To PDF under
Categories, and then specify the settings you want to use).
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. This is not done 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.
Options button Opens the Options For Conversion Settings dialog box, which contains the following options:
• Always Enable Accessibility And Reflow Improves the readability for users with disabilities and on small-screen
devices.
• Always Add Bookmarks To Adobe PDF Converts existing bookmarks in different native file formats to Adobe PDF
bookmarks.
Note: An individual PDF created by merging multiple files into a single PDF has structured bookmarks that you can use
to print or delete individual documents from the PDF. You can also use the bookmarks to extract the original component
files as independent PDFs.
Add custom cover sheets to PDF packages
Each PDF package includes a cover sheet, which appears each time you open the file. Typically, the cover sheet
provides instructions or information that is helpful to users reading the package. The default cover sheet is the Adobe
template, which briefly discusses viewing PDF packages.
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The cover sheet does not appear in the list of component PDFs. However, you can go back to the cover sheet by
clicking the Cover Sheet button
in the PDF package navigation bar.
1 Using the authoring application of your choice, create the cover sheet.
2 In Acrobat, choose File > Combine Files, and proceed as usual to select files, folders, and pages, and to choose a
conversion option, and click Next. Be sure to include your custom cover sheet as one of the files, and then click Next.
3 Select Assemble Files Into A PDF Package.
4 Select the custom cover sheet source file, and drag it or click the Move Up button until it appears at the top of the list.
5 Under Select Cover Sheet, choose Use First Document, and then click Create.
6 When the conversion is complete, click Save and specify and location and name for the PDF package file.
Extract component files in a PDF package
1 In the list of component files, select the files that you want to extract.
2 Do one of the following:
• Adjust the Acrobat window so that it does not completely fill the screen, and then drag the file onto the desktop,
Windows Explorer, or the Finder.
• On the PDF package navigation bar, choose Options > Save File As, and select a location and name for the
extracted file.
• Right-click/Control-click and choose Options > Save File As, and select a location and name for the extracted file.
See also
“View, sort, and search components in a PDF package” on page 27
Edit a PDF package
Editing a PDF package involves changes at the package level. For example, you can add or remove component files
or set up new categories to facilitate sorting the components.
Editing the component PDFs within a package involves the same techniques used to make changes to any PDF, which
are presented elsewhere in Help.
See also
“Editing text and objects” on page 347
“Adding unifying page elements” on page 125
Add unconverted files to a PDF package
1 On the PDF package navigation bar, choose Options > Add File, and select a location and name for the extracted
file. Or, right-click/Control-click and choose Add File.
2 Open the PDF package, and adjust the Acrobat window so that it does not completely fill the screen.
3 On the desktop or in Windows Explorer or the Finder, select the file or files you want to add to the PDF package,
and drag them into the list of component files in the Acrobat work area.
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Add PDFs to a PDF package
❖ Do any of the following:
• In Windows Explorer or the Finder, select the PDFs you want to add to the currently open PDF package and drag
them into the list of component files.
• In the PDF package navigation bar, choose Options > Add File or right-click/Control-click and choose Add File.
Then locate and select the files you want to add.
Remove component files from a PDF package
❖ In the list of component files for the open PDF package, select the files that you want to remove and press Delete,
or choose Options > Delete File.
Customize categories for the PDF list
1 Do one of the following:
• On the PDF package navigation bar, choose Options > Package Properties
• Right-click/Control-click the categories pane in the PDF package navigation pane, and choose Package Properties.
2 Click Add, and type a name for the new category in the Add Field dialog box.
3 Make any other changes you want in the Package Properties dialog box:
• To change the order in which the categories appear, select individual categories and click Up or Down until you
have them in the order you want.
• To hide a category, deselect its check box, or select the category and click Hide.
• To show a category, select its check box, or select the category and click Show.
• To remove a category, select the category and click Delete.
• To change the default category for sorting the PDFs, choose another category name in the Sort By menu.
• To set the sorting order, select Ascending or Descending.
• To specify the default locations of the PDF list, select Top, Left, or Minimized in the Initial View menu.
• To open the currently displayed PDF each time you reopen the PDF package, select Show Current Document
When Opening Collection.
Note: Changes made to the Package Properties affect the entire PDF package and can be viewed by other users who open
the PDF package.
Edit category entries for the currently open component PDF
1 In the list of component files, select the file that you want to edit.
2 Do one of the following:
• On the PDF package navigation bar, choose Options > Edit Value > [category name].
• Right-click/Control-click the categories bar or the selected component file, and choose Edit Value > [category
name].
3 In the Edit [category name] dialog box, type the text to appear under this category for the currently selected
component file.
Insert one PDF into another
1 Open the PDF that you want to serve as the basis of the combined file, and choose Document > Insert Pages.
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2 Select a PDF that you want to insert into the target document, and click Select.
3 In the Insert Pages dialog box, specify where you want to insert the document (before or after the first, last, or a
designated page of the open PDF), and 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.
You can also add an existing PDF with a currently open PDF by dragging the desktop icon for the PDF you want to
add directly into position in the Pages panel of the open PDF.
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.
• 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 infor­
mation could be a date, automatic page numbering, the title of the overall document, or author’s name.
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. Each of these headers must be added individually.
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.
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Kahili Mountain Coffee Company
7/31/06
CONFIDENTIAL
4
A header appears at the top of the page. A footer appears at the bottom of a page.
Define and apply headers and footers
You can add one or more sets of headers and footers to a PDF and apply them either globally or selectively to its
pages. Each set of headers and footers must be applied in a separate session in the Add Header And Footer dialog
box. Headers and footers can include automatically generated information and formatting, such as page numbering
and the current date.
If you use the same types of headers and footers frequently, you can save header and footer definitions so that you
can quickly apply them to other PDFs.
1 Choose Document > Header & Footer > Add. If a message appears, click Add New.
2 Select your preferences for the font, type size, text color, and text underlining of the header and footer.
Note: 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.
3 Using the three header text boxes and three footer text boxes, type the text that you want to appear in any of these
locations, and then do any of the following:
• To add the date of creation, click inside one of the header or footer text boxes, and click the Insert Date button.
• To add automatic page numbering, click inside one of the header or footer text boxes, and click the Insert Page
Number button.
• To select formatting for automatic entries, click the Page Number And Date Format button, and choose the Date
Format, Page Number Format, and Start Page Numbers At settings that you want to use.
Note: You can combine text with dates and page numbers. You can also add several lines of text to an entry. Text typed
in the Left, Center, and Right boxes appears left-aligned, centered, and right-aligned, respectively.
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Limiting header and footer to a range of pages
4 If you want to limit the pages on which the header and footer appear, click the Page Range Options button, and
do the following:
• To limit the header and footer to a specific range of pages, select Pages From, and enter the beginning and ending
page numbers.
• To limit the header and footer to one side or the other of a document with facing pages, choose an option on the
Subset menu: Even Pages Only or Odd Pages Only. Otherwise, leave the default setting: All Pages In Range.
5 As needed, change the values in the Top, Bottom, Left, and Right options to adjust the margins within the header
and footer, using the Preview area to evaluate the results.
To prevent any overlapping, you can 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.
6 Examine the results in the Preview area, using the Preview Page option to see different pages of the PDF.
7 (Optional) At the top of the dialog box, click Save Settings, type a descriptive name for the header and footer
settings, and click OK. Then click OK again to apply the header and footer to the PDF.
If you want to add additional headers or footers, simply repeat this procedure.
Update the headers and footers
Updating applies to the most recently added header and footer set.
1 Choose Document > Header & Footer > Update.
2 Make the changes you want.
Add another header and footer
1 Choose Document > Header & Footer > Add, and then click Add New in the message that appears.
The preview shows any existing headers and footers.
2 Type text in the header and footer text boxes to add more headers and footers, noticing that the preview updates
the appearance of the complete headers and footers on the page.
3 Select new formatting options, as preferred, again noticing the updating in the preview.
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Replace all headers and footers
1 Choose Document > Header & Footer > Add, and then click Replace Existing in the message that appears.
2 Type text in the header and footer text boxes.
3 Select formatting options, as needed.
Note: This process applies only to headers and footers added in either Acrobat 7 or Acrobat 8.
Remove all headers and footers
❖ Do one of the following:
• To remove all headers and footers, choose Document > Header & Footer > Remove, and then click Yes in the
confirmation message that appears.
• To remove one header and footer immediately after adding it, choose Edit > Undo Headers/Footers.
Note: This process applies only to headers and footers added in either Acrobat 7 or Acrobat 8.
Add a Bates numbering header or footer
Bates numbering is a method of indexing legal documents for easy identification and retrieval. Each page of each
document is assigned a unique Bates number that also indicates its relationship to other Bates-numbered
documents. Bates numbers appear as headers or footers on the pages of each PDF in the batch.
Although the Bates identifier is referred to as a number, it can include an alphanumeric prefix and suffix, which can
make it easier to recognize the central subject matter of the files.
Adding Bates numbering does not change the filenames of the PDFs, rearrange them in desktop folders, link them,
or add them to a collection in the Organizer. You can tell that Bates numbering has been added only by opening the
PDF and looking at the headers and footers.
Note: Bates numbering is unavailable for protected or encrypted files and some forms, and it applies only to the cover
sheets of existing PDF packages. However, Bates numbering can be applied to individual PDFs that are then assembled
into a PDF package.
Add Bates numbering
1 In Acrobat, choose Advanced > Document Processing > Bates Numbering > Add.
2 In the Bates Number dialog box, do any of the following:
• To include any open PDFs, select Include All Open PDF Documents.
• To add other PDFs, click Browse, navigate to a folder, and select the files you want to apply Bates numbers to.
Repeat as needed until all the PDFs you want to include are listed.
3 Adjust the list of PDFs, as needed:
• To change the order in which Bates numbers will be assigned, select a PDF in the list and drag it to a different
position or click Move Up or Move Down as needed.
• To verify a PDF on the list, select it and click Preview, which opens a window in which you can see each individual
page of the PDF.
• To remove a PDF from the list, select it and click Remove.
4 Click Next. Then, in the Add Header And Footer dialog box, click to place the insertion point in the header or
footer text box in which you want the Bates number to appear (such as Left Header Text or Center Footer Text).
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5 Click Insert Bates Number. Then enter the text that you want to make up the Bates numbers:
• In Number Of Digits, specify how many digits make up the Bates number, entering any number between 6 and
15. The default number is 6, which produces Bates numbers such as 000001, 000002, and so forth.
• In Start Number, enter the number that will be assigned to the first PDF on the list. The default number is 1.
• In Prefix, type any text that you want to appear before the Bates number.
• In Suffix, type any text that you want to appear after the Bates number.
Note: For court cases involving very large numbers of pages, enter a higher value in Number Of Digits. Do not use the #
character in the Prefix or Suffix text.
6 Click OK and then make any other changes to the settings, as you would for any other header and footer.
Add more documents to a Bates numbering series
Before you begin, be sure that you know the last applied Bates number in the series.
1 Follow the procedure described above to start the Bates numbering process, selecting the files that you want to
add to the series.
2 After you click Insert Bates Number, type the Suffix and Prefix text that matches the rest of the series, and then
type the next number in the series in Start Number.
3 When you finish changing settings in the Add Header And Footer dialog box, click OK.
Search for Bates-numbered PDFs
1 Choose Edit > Search.
2 As the search word or phrase, type in all or part of the Bates numbering that you want to find.
For example, if you want to find a specific document and know its Bates number, type in the complete number as the
search text. If you want to find any documents in a Bates number series, type in a distinctive portion of the Bates
series, such as the prefix or suffix.
3 Under Look For Files In, click Browse (if necessary) and select the folder, computer drive, or network location that
you want to search, and then click Search.
Remove Bates numbering
You can remove Bates numbering, but this also removes all the headers and footers in the PDFs.
1 In Acrobat, choose Advanced > Document Processing > Bates Numbering > Remove.
2 In the Bates Number dialog box, click Browse, navigate to a folder, and select PDFs. Repeat as needed until all the
PDFs you want are listed, and then click Next.
3 Click OK to remove the Bates numbering and all other headers and footers, or click Cancel and start over if you
want to start over and choose different files.
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 a PDF. A PDF
supports only one background per page, but the backgrounds can vary from page to page.
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Before and after adding a background
Add, replace, or edit a background
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 will remain unchanged on pages outside
of that range.
2 (Optional) To apply the background selectively to individual pages, click Page Range Options, select Pages From,
and enter beginning and ending page numbers; then choose a Subset option for applying the background only to odd
pages, even pages, or both.
3 For Source, specify what you want to serve as the background:
• To reuse a background and background options that you saved in an earlier session, select it in the Saved Settings menu.
• To apply a solid color background, select From Color. Then click the color swatch
to open the color picker, and
select a color swatch or custom color.
• To use an image, select File. Then click Browse, locate the image file you want to use, and select it.
Note: Only PDF, JPEG, and BMP files can be used as background images.
4 Adjust the appearance and position of the background, as needed:
• To select a specific image in a multipage file, enter it in Page Number.
• To show an image file at a specific percentage of its full-size display, enter a value in Absolute Scale.
• To rotate a background image or colored area, enter a value in Rotation.
• To give the background image or color some transparency, drag the Opacity slider to the left or enter a percentage
value.
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• To resize a background image as a percentage of the PDF page size, select Scale Relative To Target Page.
• To show or hide the background when printing or viewing on screen, click Appearance Options and select the
items you want to apply.
• To shift the position of the background image or colored area, enter values for the Vertical Distance from the Top,
Center, or Bottom of the page and the Horizontal Distance from the Left, Center, or Right of the page.
5 If a message appears after you click OK, telling you that backgrounds have already been defined for some pages
in the page range, click OK.
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 Choose Document > Background > Update.
2 Click OK, or make other changes to the background options and then click OK.
Note: This process applies only to backgrounds added in either Acrobat 7 or Acrobat 8.
Remove a background from PDF pages
❖ Do one of the following:
• To remove the background from only some pages in the PDF, choose Document > Background > Add/Replace.
Then click Page Range Options, and enter page numbers and Subset options to restrict the background to the
designated pages.
• To remove the background from all pages, choose Document > Background > Remove, and click OK to confirm
the removal.
• To remove a background from all pages immediately after adding it, choose Edit > Undo Add Background.
Add and edit watermarks
A watermark is text or an image that appears either above or behind existing document content, similar to a stamp.
For example, you might want to apply a “Confidential” watermark to pages with sensitive information. You can add
multiple watermarks to a PDF, and 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 may open to display a text annotation, move, change, or delete.
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Before and after adding a watermark
Add or replace a watermark
You can add multiple watermarks to a PDF, but each one must be added separately.
1 Choose Document > Watermark > Add. If the PDF already contains one or more watermarks, a message appears;
select Add New if you want to create an additional watermark, or select Replace Existing if you want to replace all
existing watermarks with a new one.
2 (Optional) To apply the watermark selectively to individual pages, click Page Range Options, select Pages From,
and enter beginning and ending page numbers; then choose a Subset option for applying the watermark only to odd
pages, even pages, or both.
3 Specify the Source option:
• To create a text watermark, select Text, type the text you want to appear as the watermark in the text box, and then
adjust the font, font size, font color, underlining, and paragraph-alignment options, as needed.
• To use an image as a watermark, select File. Then click Browse, locate the image file you want to use, select it, and
click Open. If the file has multiple pages with images, click the Page Number up and down arrows to select the
page you want.
Note: Only PDF, JPEG, and BMP images can be used as watermarks.
4 To change the size of an image watermark, do one of the following:
• To resize the watermark in relation to the actual size of the original image file, enter a percentage in the Absolute
Scale option (in the Source area of the dialog box).
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• 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 of the text or image watermark, as needed:
• To rotate the watermark, select an angle of rotation or enter a custom value.
• To give the watermark some transparency, drag the Opacity slider or enter a percentage.
• To stack the watermark relative to the page content, select Appear Behind Page (page content overprints the
watermark) or Appear On Top Of Page (watermark overprints the page content).
• To specify when the watermark appears, click Appearance Options and select or deselect Show When Printing and
Show When Displaying On Screen.
• To control variations in a PDF with pages of varying sizes, click Appearance Options and select or deselect Keep
Position And Size Of Watermark Text Constant When Printing On Different Page Sizes.
6 Specify the position in which you want the watermark to appear by entering the vertical and horizontal distances
between the watermark and the left, right, center, top, or bottom of the page.
Update a watermark
1 Choose Document > Watermark > Update.
2 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:
• To remove all watermarks from all pages, choose Document > Watermark > Remove, and click OK to confirm the
removal.
• To remove a watermark from all pages immediately after adding it, choose Edit > Undo Watermark.
Crop pages
The Crop Pages dialog box is where you can adjust the visible page area. This can help you create consistency within
a PDF composed of pages of different sizes.
Cropping does not reduce file size because information is merely hidden, not discarded.
When you prepare a PDF for printing, you can change the Art, Trim, and Bleed areas for a PDF page in the Crop
dialog box. If you want to see indicators of these areas in the document pane, select the Display Art, Trim, Bleed
Boxes option in the Page Display Preferences. (Choose Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS),
and select Page Display under Categories.)
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.
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2 In the pop-up menu in the upper left corner, leave CropBox selected, and then adjust values for the Margin
Controls: Top, Bottom, Left, and Right.
A black rectangle in the thumbnail page display shows the adjusted boundaries of the cropped page.
3 (Optional) One by one, select ArtBox, TrimBox, and BleedBox in the pop-up menu, and adjust the Margin
Control values each time. The adjusted boundaries appear as rectangles in the thumbnail page display: red, green,
and blue, respectively.
4 Select other options under Change Page Size, as appropriate for your PDF.
5 Under Page Range, in the lower right area of the dialog box, do any of the following:
• To crop all pages in the PDF, select All.
• To crop only one page or a range of pages, select From, and enter page numbers in the From and To options.
• To crop only every other page, choose either Odd Pages Only or Even Pages Only from the Apply To menu.
Otherwise, leave Even And Odd Pages selected.
Note: If you select a range of pages to be cropped, the odd- or even-pages setting applies only within that range.
Otherwise, it applies to all pages in the document.
Because the Crop property is selected by default, the margin values that you specify determine the final Crop
boundary. The dialog box displays each selected property as a differently colored box in the preview area. Select
Show All Boxes to preview all properties at once. Select each property that you want to adjust.
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
Show All Boxes Shows the black, red, green, and blue rectangles indicating the CropBox, ArtBox, TrimBox, and
BleedBox on the page thumbnails. When two (or more) margins coincide, only a colored line appears.
CropBox Defines the boundary for the contents of a page when it’s displayed or printed. If not otherwise specified
(for example, in the JDF settings), the crop boundary determines how page contents are positioned on the output
medium.
ArtBox Defines the meaningful content of the page, including white space.
TrimBox Defines the finished dimensions of the page after trimming.
BleedBox Defines the clipping path when the page is printed professionally to allow for paper trimming and folding.
Printing marks may fall outside the bleed area.
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.
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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.
• 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—compa­
rable 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.
4 If a message appears asking you to confirm the deletion, click Yes to delete the extracted pages from the original
PDF, or click No to go back to the Extract Pages dialog box.
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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 package” on page 123
Move or copy a page
You can use page thumbnails to copy or move pages within a document and 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 124
“About tags, accessibility, reading order, and reflow” on page 289
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/Option-drag the page thumbnail to a second location.
Move or copy a page between two PDFs, using page thumbnails
1 Open both PDFs, and display them side by side.
2 Open the Pages panels for both PDFs, and do one of the following:
• To copy a page, drag the page thumbnail into the Pages panel of the target PDF. The page is copied into the
document, and the pages are renumbered.
• To remove a page from one PDF and insert it into another PDF, select the page thumbnail and Ctrl-drag/Option­
drag it into the Pages panel of the target PDF. The page is inserted into the target document and deleted from the
source document. 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.
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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:
• Select the page number box of the thumbnail or the page thumbnail itself.
• Shift-click to select a range of page thumbnails. Ctrl-click/Command-click to add to the selection. Or, in
Windows, press Ctrl+A to select all thumbnails, and then Ctrl-click to deselect the pages that you want to keep.
• Drag a rectangle around a group of page thumbnails.
2 Do one of the following:
• Choose Delete Pages from the Pages panel Options menu, and click OK.
• Click the trash icon
at the top of the Pages panel.
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.
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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/Command-click to add to the selection.
• Drag a rectangle around a group of page thumbnails.
3 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 thumb­
nails and in the Page Navigation toolbar. Pages are numbered with integers, starting with page 1 for the first page of
the document. Because some PDFs may contain front matter, such as a copyright page and table of contents, their
body pages may not follow the numbering shown in the Page Navigation toolbar.
Printed page numbering (top) compared to logical page numbering (bottom)
You can number the pages in your document in a variety of ways. You can specify a different numbering style for
groups of pages, such as 1, 2, 3, or i, ii, iii, or a, b, c. You can also customize the numbering system by adding a prefix.
For example, the numbering for chapter 1 could be 1-1, 1-2, 1-3, and so on, and for chapter 2, it could be 2-1, 2-2, 2­
3, and so on.
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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 125
140
Chapter 5: Exporting PDFs
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, or export the PDF to a reusable format. You can also export images in a PDF to another format.
Quickstart
Following are overview steps to some common conversion tasks.
Export as Word
If you don’t have the original file from which a PDF was created, you can save the PDF as a Word document that you
can then edit in Word.
1 Click Export
in the Tasks toolbar, and then choose Word Document.
2 Click Settings to set conversion options.
Note: When you save a PDF to Word format, the resulting file isn’t equivalent to a file created in Word; some coding
information may be lost.
See also
“Export PDFs as text” on page 145
Export as HTML or XML
To easily use the content of a PDF on the web, simply convert the PDF to HTML or XML format.
1 Click Export
in the Tasks toolbar, and then choose HTML Web Page or XML 1.0.
2 Click Settings to set conversion options.
You can save a PDF in HTML 3.2 format by clicking Export, and choosing More Formats > HTML 3.2.
See also
“Export PDFs” on page 142
Export as text
You can save a PDF in Rich Text Format (RTF), as accessible text, or as plain text. RTF preserves the most formatting.
Accessible text preserves such items as comments, form fields, and alternate text.
1 Click Export
in the Tasks toolbar, choose More Formats, and then choose the desired text format.
2 If saving to RTF or plain text, click Settings to adjust the conversion settings.
See also
“Export PDFs as text” on page 145
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Select and copy text
You can copy words, lines, or columns of text from a PDF.
1 Using the Select tool
, do any of the following:
• Drag across text.
• Double-click or triple-click to select a word or a line of text.
2 Move the pointer over the icon that appears next to the selected text, and then choose an option from the menu.
If you cannot select text, it may be part of an image or from a scanned document.
See also
“Select and copy text” on page 146
Select and copy an image
You can copy an image from a PDF to the clipboard or to another application, or you can save it to a file.
1 Using the Select tool
, click an image or drag to select a portion of it after the pointer changes to a crosshairs icon.
2 Do any of the following:
• Drag the image into an open document in another application.
• Right-click/Control-click the image and choose Copy Image or Save Image As.
See also
“Copy images” on page 148
Take a snapshot of a page
Use the Snapshot tool to copy all selected content. Text and images are both copied as an image.
1 Choose Tools > Select & Zoom > Snapshot tool.
2 Drag on the page to select content, or click to copy the entire page.
The selected content is copied to the clipboard when you release the mouse button.
See also
“Take a snapshot of a page” on page 149
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Exporting PDFs to other file formats
Export PDFs
You can save a PDF to a number of different file formats, and then open and use that file in other applications. The
available formats include both text and image formats. To make a PDF compatible with earlier versions of Adobe
Acrobat and Adobe Reader, you can resave the PDF to an earlier version of the PDF format.
1 With the PDF open, do one of the following:
• Click the Export button
in the Tasks toolbar and choose a file format or choose More Formats.
• Choose File > Export, and choose a file format.
• Choose File > Save As, and choose a file format from the menu.
2 Click Settings to set conversion options. (If the Settings button is unavailable, there are no options for the format
that you selected.) 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 file name is used as the file name, with the new extension, and the exported file is saved in the
same folder as the source file. When you save a PDF in an image format, each page is saved as a separate file.
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
Convert From PDF preferences. Choose Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS), and select
Convert From PDF from the left. Select a file format from the list and click Edit Settings. (Click the Default button at
any time to revert to the default settings.)
Adobe PDF options
You can resave PDFs as optimized PDFs, using settings in the PDF Optimizer dialog box. The PDF Optimizer lets
you change the compatibility version of your PDFs so they can be viewed using older versions of Acrobat or Adobe
Reader. When you change the compatibility setting, newer features may be unavailable in the PDF. For an expla­
nation of each compatibility setting, see “PDF compatibility levels” on page 109.
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. (For a complete description of
PostScript options, see “PostScript options” on page 449.)
Note: If you are creating EPS files for separations, all image color spaces should be CMYK.
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
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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.
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.
Use Mapping Table Default uses the default character encoding defined in mapping tables, which appear in the Plug­
ins/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 JPEG2000 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 JPEG2000.
Grayscale/Color Specifies a compression setting that balances file size with image quality. The smaller the file, the
lesser the image quality.
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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
JPEG2000 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 JPEG2000 images, and
export the content to JPEG or JPEG2000 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.
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.
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Note: Higher resolutions, such as 2400 ppi, are suitable only for small page sizes (up to 6.826 inches or 173.380 milli­
meters).
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 milli­
meters).
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 Do one of the following:
• Click the Export button in the Tasks toolbar, and choose Word Document.
• Choose File > Save As, and then choose a text format: Microsoft Word Document (*.doc); Rich Text Format
(*.rtf); Text (Accessible) (*.txt); or Text (Plain) (*.txt).
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.)
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. You can choose Color or Grayscale, or let the color space be determined
automatically.
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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.
You can export multiple PDFs to RTF using the Advanced > Document Processing > Batch Processing command.
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 file name.
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. If you hold the pointer over the text selection, a
menu appears that lets you copy, highlight, or underline the text, among other options. Note the following:
• If you’re unable to select text, the text may be part of an image. Export image text to text that can be selected by
using either the File > Create PDF > From Scanner command or the Document > OCR Text Recognition >
Recognize Text Using OCR command.
• 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).
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See also
“Open secured PDFs” on page 247
Select a word or line of text
1 Move the Select tool
over the text you want to select. When the pointer changes to the I-beam icon
, do one
of the following:
• Drag across the text to be selected. (You can also click to create an insertion point, and Shift-click to create a
second insertion point. The text between the two insertion points is selected.)
• Double-click to select a word.
• Triple-click to select a line of text.
2 If you want to extend a selection letter by letter, press Shift and an arrow key. To extend a selection word by word,
press Shift+Ctrl (Windows) or Shift+Command (Mac OS) and an arrow key.
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 the Alt key (Windows) or the Command key (Mac OS) 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.
• Select any text on the page and then press Ctrl+A (Windows) or Command+A (Mac OS).
• Click four times in the text. This method selects all the text on the page regardless of the page layout.
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.
• Hold the pointer over the selection until a menu appears, and then select Copy.
• Hold the pointer over the selection until a menu appears, and then choose Copy To Clipboard or Copy With
Formatting. (Copy With Formatting, which preserves the column layout, appears only if the document is tagged
properly.)
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A menu appears when you hold the pointer over selected text.
You can paste copied text into comments and bookmarks as well as into documents authored in other applications.
Copy tables and charts
1 Using the Select tool
, highlight the entire table or the rows and columns to be copied.
2 Right-click/Control-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
You can copy and paste individual images from a PDF to the clipboard (Windows only), to another application, or
to a file using the Select tool.
If you cannot select an image because of overlapping text, choose Edit > Preferences (Windows) or Acrobat > Prefer­
ences (Mac OS), select General on the left, and select the Make Select Tool Select Images Before Text option.
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 crosshairs 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/Control-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.
See also
“Export images to another format” on page 146
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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 appli­
cation. 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 146
150
Chapter 6: Review and comment
You can conduct reviews for many types of content by sending out an Adobe PDF version of the source document
for others to review, or by posting a PDF to a shared server. Reviewers add their comments to the PDF using
commenting and markup tools and then send, or upload, their comments.
If you create documents in Microsoft Word for Windows or Autodesk AutoCAD, you can import comments directly
into the source document to revise the content.
Quickstart
The following steps provide a quick overview of common review and commenting tasks.
Start an email review
An email-based review lets you track review status and merge received comments into the PDF.
1 Click Review & Comment
and choose Attach For Email Review.
2 If prompted, enter your identity information to create a reviewer profile.
3 Follow the on-screen instructions to select the PDF, invite reviewers, and send the email invitation.
If your email application doesn’t send email automatically, you may need to answer alert messages and switch to your
email application to finish sending the message.
See also
“Start an email-based review” on page 158
Start a shared review
A shared review allows reviewers, including those using Adobe Reader, to see and respond to others’ comments
during the review.
Important: To conduct a shared review, you and your reviewers need write access to a shared comment server.
1 Click Review & Comment
and choose Send For Shared Review.
2 If prompted, enter your identity information to create a reviewer profile.
3 Follow the on-screen instructions to select (or add) a server, select the PDF, invite reviewers, and send the email
invitation.
See also
“Start a shared review” on page 157
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Invite additional reviewers
If you initiated a review, you can invite more reviewers. If you are a reviewer, ask the initiator to add reviewers so the
initiator can track all reviewers and receive notification when comments are received.
1 Click Review & Comment
, and choose Review Tracker.
2 Select the desired PDF under Reviews I’ve Sent, and click Add Reviewers.
3 Follow the on-screen instructions to add email addresses, change the message as needed, and send the invitation.
See also
“Invite additional reviewers” on page 160
Track and manage reviews
The Review Tracker provides information for all documents that you’ve sent and received for review. Use the Review
Tracker to rejoin a review, send a reminder, or invite additional reviewers.
1 Click Review & Comment
, and choose Review Tracker.
2 Select the desired PDF on the left.
3 Do any of the following:
• To rejoin a review, double-click the PDF.
• To send a message, click Email All Reviewers or Email Initiator.
• To invite additional reviewers, click Add Reviewers.
See also
“Tracking PDF reviews” on page 165
Start a meeting
If you have an Adobe Acrobat Connect account, you can start a meeting to review PDFs in a web browser. You can
also create a trial account to start a meeting.
Note: Acrobat Connect is not available in all languages.
1 Click Start Meeting
in the Tasks toolbar.
2 Click Log In, and then type your Meeting URL, login, and password. (Or click Create Trial Account and follow
the on-screen instructions.)
3 Click Send An E-mail Invitation or Share My Screen.
See also
“Start a meeting” on page 160
Participate in an email review
When you open the PDF attachment in an email review, a tracked copy of the PDF opens with a document message
bar, a Send Comments button, and a Comment & Markup toolbar.
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Important: If you’re prompted to connect to a server when you open the PDF, you’ve been invited to a shared review.
1 Open the PDF attachment from your email application.
2 Use commenting tools to add comments.
3 Save the PDF, and then click Send Comments.
See also
“Review a PDF” on page 161
Participate in a shared review
When you open the shared PDF, commenting tools and a document message bar with instructions also open.
1 Open the PDF attachment or link.
2 Click Connect, and type your login name and password, if prompted.
3 Type your name, email address, and job title to create a reviewer profile, if prompted.
4 Add comments.
5 When you want to share your comments, click Publish Comments.
In a shared review, you can see all reviewers’ comments that have been published.
See also
“Review a PDF” on page 161
Add a sticky note
The sticky note is the most common type of comment.
1 Click Review & Comment
in the Tasks toolbar, and then choose Add Sticky Note.
2 Type your comment in the pop-up note. (Your comment remains if you close the note.)
3 (Optional) Drag the sticky note icon or pop-up window to a new location.
You can also add other types of comments, such as markups and text edits.
See also
“Add a sticky note” on page 172
Mark up text with edits
Add editing markups to indicate where text should be inserted, deleted, or replaced.
1 Click Review & Comment
, and choose Comment & Markup Tools > Text Edits Tool.
2 Select the text you want to edit or place the insertion point where you want to add text.
3 Move the pointer over the icon that appears, and choose an option from the pop-up menu, or simply begin typing.
See also
“Mark up text with edits” on page 173
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Create drawing markups
You can add lines, arrows, and shapes to a PDF by using the drawing markup tools.
1 Choose Tools > Comment & Markup, and choose the desired tool.
2 Draw in the PDF. For example, click and drag to form a line, arrow, or rectangle.
3 (Optional) Using the Select tool, double-click the markup, and then type a comment in the pop-up note.
To change properties, such as line color and width, right-click/Control-click the markup and choose Properties.
See also
“Add a line, arrow, or shape” on page 177
Preparing for a PDF review
Choosing a review type
While you can send out a PDF for review through email, it’s easier to set up a managed review using a wizard. That
way you don’t have to do the work of importing comments, enabling commenting for Adobe Reader users, or
manually tracking reviewer responses.
Note: Acrobat Professional is required to enable commenting for Adobe Reader users in shared reviews and email-based
reviews.
Acrobat includes three types of managed reviews. Each type of review has a wizard that helps you distribute a PDF
with special tools and instructions to reviewers. The Review Tracker tracks all managed reviews and provides access
to the PDF file and to information about the review and its participants.
Shared reviews and email-based reviews are the best choices for most document reviews. To initiate any managed
review, you need a supported email application and a mail server connection. (No additional server software is
required for shared or browser-based reviews.) In addition to managed reviews, Acrobat offers a meeting option that
lets you share your desktop with others to collaborate on documents. (See “Start a meeting” on page 160.)
Shared reviews
Shared reviews are best for groups that work behind a firewall and have access to a remote server. Shared reviews are
the most collaborative form of review because participants can read and reply to each other’s comments whether they
review the PDF locally, as an email attachment, or on a remote server. Reviewers outside the firewall can also partic­
ipate by sending their comments to a reviewer within the firewall, who then publishes them to the shared PDF.
Of all the managed reviews, shared reviews provide the most detailed information about the active review. A notifi­
cation feature lets you know when new comments are available, even when Acrobat is closed, and you’re informed
of all recent review activity each time you open the PDF. Published comments are saved to the server and to the local
hard drive, and Acrobat synchronizes comments between these two locations at regular intervals to download all the
latest comments and changes.
Note: To view other reviewers’ comments in a shared review, you must use Acrobat 8 or Adobe Reader 8. Reviewers using
Acrobat 6.0 or 7.0 must send their comments in email. Shared reviews do not support commenting in Acrobat 3D files.
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In a shared review, the PDF file contains special information that lets recipients easily join the review and share their comments.
Email-based reviews
Email-based reviews are ideal for soliciting feedback from individuals who either don’t have access to a remote server
or who 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 to the PDF and return the document by using the Send Comments button in either 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 each other’s comments during the
review. Initiators can view comments only after receiving them.
Note: Acrobat 6.0 or later or Adobe 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.
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Browser-based reviews
Like shared reviews, browser-based reviews are suitable for collaborative groups with access to a shared server.
Reviewers can view each other’s comments during the review process. In a browser-based review, the initiator
uploads a PDF to the server and then sends an email invitation to reviewers. The invitation includes a setup file that,
when clicked, opens the PDF in the default browser. Reviewers click the Send Comments button in the Comment &
Markup toolbar to upload their comments, which are stored in a comments repository on the shared server.
Browser-based reviews lack many of the advantages of shared reviews in terms of setup and tracking tools, and
support for network folders. In addition, Acrobat must download all comments in the PDF each time you join the
review, often a time-consuming process. For these reasons, Adobe recommends shared reviews as the preferred
collaborative method.
Note: Acrobat 6.0 or later is required to participate in browser-based reviews. (Adobe Reader users cannot participate.)
In a browser-based review, the initiator uploads a PDF to the server and sends a setup file to the reviewers, who can see each other’s comments.
Enable commenting for Adobe Reader users
By enabling commenting rights in a PDF, Adobe Reader 8 users can participate in reviews of that PDF. When a PDF
with commenting rights opens in Reader, it includes a document message bar, a How To pane with instructions, and
commenting tools that are otherwise unavailable.
❖ Use either of these methods to enable commenting for Reader users:
• In an open PDF, choose Comments > Enable For Commenting In Adobe Reader, and then save the PDF.
• Start the wizard to initiate a shared review or an email-based review and follow the on-screen instructions. When
you’re finished, commenting is enabled in the PDF that you specify for the review.
See also
“Start a shared review” on page 157
“Start an email review” on page 150
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Select an email application for reviews
You need an email application and a mail server connection to send a PDF for review 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. Adobe Reader uses 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.
After you verify that Acrobat works with your email application, you can initiate a review.
Specify a server for comments
You must specify a server location to store all the comments that are submitted during a shared review or a browserbased review. This server location is referred to as the comment server (also called a comments repository). Reviewers
must have read and write access to the comment 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 comment server.
For a shared review, you can specify a network folder, a WebDAV server, or a Windows server running Microsoft
SharePoint Services. If all reviewers are within a local area network, network folders and SharePoint servers are the
best choices for a comment server—network folders being the cheapest and most reliable. To initiate a review on a
SharePoint server, the initiator must use Windows; however, reviewers 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 of a firewall or local area network.
For a browser-based review, you can specify either a network folder or a WebDAV server. If you use a network folder,
comments may not be viewable to reviewers on both platforms. Even if all reviewers use the same platform, they may
not see comments if they access the server location as a mapped drive instead of by its full file path. If you use a
WebDAV server, make sure that all reviewers have unique login names that aren’t differentiated solely by case.
Specify a server for shared reviews
❖ Start the wizard to initiate a shared review, click Add Folder, and follow the on-screen instructions.
Specify a server for browser-based reviews
1 Choose Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS), and select Reviewing from the list on
the left.
2 For the Online Comments Repository, choose a server type from the menu.
3 To specify the server settings, do one of the following, and then click OK:
• Click Browse (Windows) or Choose (Mac OS) to select a network folder, and then click OK.
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• Type the path in the Administrator Provided Server Settings box. For example, type a WebDAV server using a web
address (such as http://server/folder), or a network folder using a UNC (Universal Naming Convention) address
(such as \\server\folder).
• If your organization subscribes to automatic configuration services, click Configure Automatically.
If the server information changes for subsequent reviews, you must respecify the location.
Starting and managing a review
Start a shared review
To conduct a shared review, you and your reviewers must have read and write access to the server you use for storing
comments. (See “Specify a server for comments” on page 156.)
The shared PDF that you send includes the Comment & Markup toolbar and instructions in the document message bar.
1 Start the setup wizard for a shared review:
• Click the Review & Comment button in the Task toolbar and choose Send For Shared Review.
• Choose Comments > Send For Shared Review.
2 If prompted, type your name, email address, and job title in the Review Profile dialog box, and click OK.
3 Choose the shared location that you’ll use to store comments, or click Add New Location. If you set up a new
location, type a descriptive name, specify the type of server (network folder, SharePoint workspace, or WebDAV
folder), and click Next. Type the full path of the folder location, using the examples in the screen, or browse to select
the folder. Verify that you have write access to that location, and then click Add Folder and click Next.
The option to enable commenting for Reader users is selected by default.
4 Select the PDF to be reviewed, and then specify whether to send it as an email attachment, or to post it on the
network and send an email invitation with a URL. If you want to distribute the PDF later or use a different method
(such as FTP), select the option to save a copy to your local hard drive. Click Next.
5 Specify reviewers by typing their email addresses, or by clicking Address Book and selecting email addresses from
a Lotus Notes or Microsoft Outlook address book. Insert a semicolon or a return between each address. If you want
to specify a date when the review ends, select Set Deadline, and enter the month, day, and year. Click Next.
6 Review the invitation, and then click Finish.
The shared PDF now contains the following information: the email addresses of reviewers, the path to the shared
folder, and the initiator’s profile. No matter when or how you send this PDF, each recipient gets this information,
which appears in the Welcome screen with news of recent activity when the PDF is opened.
7 If you’re sending the shared PDF as an email attachment and your email application doesn’t let you send email
automatically for security reasons, answer any alert messages that this application might return, and send the
message.
If you distribute the shared PDF after the review has started, any review comments that have been published up to
that point will appear in the file, even if the recipient doesn’t have access to the comment server.
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See also
“Save the PDF with comments” on page 166
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.)
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 156.)
1 Start the email-based review wizard by using any of these methods:
• Click the Review & Comment button in the Task toolbar and choose Attach For Email Review.
• Choose Comments > Attach For Email Review.
You can also start an email-based review directly from other applications that use PDFMaker, such as Microsoft
Word. Choose Adobe PDF > Convert To Adobe PDF And Send For Review, or click the Convert To Adobe PDF And
Send For Review button. For Office 2007 applications, choose Acrobat > Create And Send For 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, or by clicking Address Book and selecting email addresses from
a Lotus Notes or Microsoft Outlook address book. Insert a semicolon or return between each address.
5 To specify that persons other than yourself receive the review comments, click Customize Review Options and type
the email addresses of those individuals in the Request That Reviewers Return Their Comments To box. Click OK.
The option to enable commenting for Reader users is selected, by default.
6 Click Next to preview the email invitation, and then click Send Invitation. If your email application doesn’t let you
send email automatically for security reasons, answer any alert messages that this application might return, and send
the message.
A copy of the PDF is sent to the reviewers as an attachment. When reviewers open this file attachment, Acrobat
presents commenting tools and a PDF that provides 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 164). 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.
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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 Sort menu in the Comments list. Save and reopen
the PDF, and then select Yes in the Merge PDF dialog box.
Start a browser-based review
When you initiate a browser-based review, a PDF is uploaded to a server, and reviewers receive an email message
with a setup file in Forms Data Format (FDF). When reviewers click this file, the PDF opens in the default web
browser and review settings are configured to enable comments to be uploaded to the remote server. Uploaded
comments are stored as an FDF file in the comments repository, an online location that is accessible to all reviewers.
You can set up the comments repository on the same or a different server as the uploaded PDF.
Note: Add comments to the PDF after you upload it to the server. If you add comments to the PDF before you upload it
to the server, the comments are embedded in the PDF, and you can’t edit them later.
1 Specify the comments repository in the Reviewing preferences. (See “Specify a server for comments” on
page 156.)
2 Start the setup wizard by choosing Comments > Upload For Browser Review.
3 If you’re prompted to enter information in the Identity Setup dialog box, do so.
4 Specify the PDF to upload, and then click Next.
5 Select a server, using either of these methods:
• Type the path for the server location in the text box, and click Next.
• Click Browse (Windows) or Choose (Mac OS) to select a network folder, click Save, and click Next.
You can upload the PDF to a WebDAV server using a web address (such as http://server/folder), or to a network
folder using a UNC (Universal Naming Convention) address (such as \\server\folder).
6 In the Invite Reviewers box, specify reviewers by typing their email addresses, or by selecting email addresses from
a Lotus Notes or Microsoft Outlook address book. Insert a semicolon or return between each address. Click Next.
7 Edit the invitation message as necessary, and then click Send Invitation.
8 If your email application doesn’t let you send email automatically for security reasons, make the email application
active, answer any alert messages that this application might return, and send the message.
9 To make sure that the setup is correct, add a comment to the document, and then click the Send And Receive
Comments button in the Comment & Markup toolbar. If your comments aren’t uploaded to the server, your
Reviewing preferences settings are likely incorrect. Contact your network administrator for assistance.
See also
“Save the PDF with comments” on page 166
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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 partic­
ipants and receive notification when their comments are received.
1 Do one of the following:
• Choose Comments > Invite Additional Reviewers.
• Choose Comments > Review 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.
Additional reviewers appear with other participants in the right pane of the Review Tracker.
Send a message
During a review, you may want to contact other reviewers or send them a reminder of their approaching deadline.
1 Do one of the following:
• Choose Comments > Send Review Reminder.
• Choose Comments > Review 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.
Meetings
Start a meeting
From Acrobat, you can start a meeting to share your desktop and review PDF documents. Adobe Acrobat Connect
is a personal web-conference tool that you can access from Acrobat to conduct real-time meetings on your desktop.
Attendees join the meeting by logging into a web-based meeting space from their own computers.
You must have an Acrobat Connect account to start and attend meetings. You can subscribe or set up a trial account
by clicking the Start Meeting button in Acrobat to get started.
Note: Acrobat Connect is not available in all languages.
1 To start a meeting, do one of the following:
• Click the Start Meeting
button.
• Choose File > Start Meeting.
2 In the dialog box that appears, do one of the following:
• If you have an account, click Log In. Type the Meeting URL, login, and password for your Acrobat Connect
account, and then click Log In. Your Acrobat Connect account uses your Adobe ID (your email address) for your
login.
Note: You can also use Meeting URLs for Macromedia Breeze® and Adobe Acrobat Connect Pro accounts. These
accounts require a login that is different than your Adobe ID.
• If you don’t have an account, click Create Trial Account, and follow the on-screen directions.
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3 Do one of the following:
• To invite participants to a meeting, click Send An E-mail Invitation, type the email addresses of those you want to
invite, and then click Send.
• To share the document that’s displayed on your screen, click Share My Screen.
As participants join the meeting, their names appear in the Attendee List.
4 Do any of the following:
• Type a message in the Chat pod, select who to send the message to, and click the Send Message button.
• Take notes in the Notes pod and send them out after the meeting.
• If you want another attendee to share his or her desktop, select that person’s name in the Attendee List, click the
Set User Role button, and choose Set As Presenter.
Attend a meeting
If you don’t have an Acrobat Connect account, you can join a meeting as a guest.
Note: Acrobat Connect is not available in all languages.
1 In the email invitation, click the URL for the meeting or type the Meeting URL in the address box of a browser.
2 Type the login and password for your Acrobat Connect account, or log in as a guest.
3 In the Acrobat Connect meeting, do any of the following:
• To send a message, type it in the Chat pod, select who to send it to, and click the Send Message button.
• To clear the Chat pod or change the font size, click the Pod Options button and choose an option.
• To take notes, type them in the Note pod.
Acrobat Connect preferences
When you start an Acrobat Connect meeting, the Meeting URL and login you provide are stored in the Acrobat
Connect preferences. To change your Acrobat Connect account settings, choose Edit > Preferences (Windows) or
Acrobat > Preferences (Mac OS), and select Meeting on the left.
The login for your Acrobat Connect account is your Adobe ID. To change your login, create a new Adobe ID on the
Adobe website.
Note: Acrobat Connect is not available in all languages.
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 a web browser.
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.
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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 168.)
To review the PDF later, reopen it from the Review 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 a version earlier than Acrobat 8 or Reader 8, some features may not be available.
See also
“Reply to comments” on page 182
“Rejoin a review” on page 165
“Save the PDF with comments” on page 166
Join a review
1 In your email application, open the PDF by double-clicking the attachment (PDF or FDF) or URL.
2 Do one or more of the following, if prompted:
• Click Connect in the Join Shared Review dialog box.
• Click OK in the Welcome To Shared Review window. This window tells you who’s invited to the review and if
they’ve made any comments, and it tells where the comment server is located.
• Type your login name and password for the comment server. If you don’t have access to the comment server, click
Work Offline, or click Save And Work Offline in the Comment & Markup toolbar.
• Type your name, email address, company name, and job title, if prompted.
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. If you need 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.
• If you want 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:
• Click Publish Comments in the document message bar.
• Click Send Comments or Send And Receive Comments in the Comment & Markup toolbar.
• Choose Comments > 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.
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For information about the different types of reviews, see “Choosing a review type” on page 153.
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 at the intervals specified in the Reviewing
preferences. This button is available only when new comments are published to the server in a shared review.
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 Uploads your new comments to the comment server. This option is available only in shared
reviews.
Send Comments Creates an email message addressed to the review initiator that contains the commented PDF as an
attachment. This option is always available in email-based reviews, and it appears in shared reviews only after an
attempt to connecting to the comment server has failed.
Status Displays the connected state of the comment server. If clicked, a menu with additional options appears.
Review Tracker opens the Review Tracker. Save As Archive Copy saves a copy of the PDF that is no longer connected
to the review. Work Offline saves a copy of the PDF that is temporarily disconnected from the review. Reconnect To
Server appears only in the PDF you created by choosing Work Offline.
Check for newly published comments
When you participate in a shared review, Acrobat synchronizes published comments on your local drive with those
on the comment server, and then notifies you when new comments are available. Notifications appear as bezel-style
messages in the open PDF. In Windows, notifications also appear as balloon-style messages in the notification area
(system tray). 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), and when synchronization attempts fail. They also inform you when a new broadcast subscription is added
in the Review Tracker. You can change how often messages appear and how often comments are synchronized, and
you can manually trigger the synchronization process.
View new comments
To view new comments, you must be able to connect to the network where the comment server is located. If you can’t
connect, check the server status in the Review Tracker to determine the cause of the problem. (See “Check server
status” on page 167.)
❖ Do one of the following:
• Click the Check For New Comments button
in the document message bar.
• Choose Comments > Check For New Comments.
• Click the message in the notification area (Windows).
Change frequency of synchronization and notifications
1 Open the Reviewing preferences:
• Choose Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS), and then click Reviewing on the left.
• In Windows, right-click the notification icon
in the notification area, and choose Reviewing Preferences.
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2 Move the sliders to change the following settings:
Check For New Comments The top slider specifies (in minutes) how often comments are synchronized when a
shared PDF is open. The bottom slider specifies (in hours, weeks, days, or months) how often comments are
synchronized when a shared PDF is closed.
Show Review Tracker Alerts Specifies how often alert messages appear.
Disable notifications
❖ Do one of the following:
• Choose Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS), click Reviewing on the left, move the
slider for Show Review Tracker Alerts to the far left until the value Never appears, and then click OK.
• In Windows, right-click the notification icon
in the notification area. If a check mark appears next to Show
Review Notifications, select that option so a check mark no longer appears.
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.
❖ Do one of the following:
• Click the Email button in the toolbar. Type the initiator’s email address in the To text box, type the message, and
click Send.
• Choose File > Attach To Email, type the initiator’s email address, and click Send.
• Click the Send Comments button in the Comments & Markups toolbar, type the address for the initiator in the To
text box, 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, choose Edit > Preferences (Windows) or Acrobat > Prefer­
ences (Mac OS), select Reviewing, and enter the new value for Send Comments As FDF For Files Greater Than [#] MB.
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.
Note: If you publish comments from a reviewer who later gains access to the comments server, those comments may
appear in the PDF in duplicate.
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.
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• Choose Comments > Import Comments, and then click Send Comments. 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 Review 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 in your email application. Only PDFs that you’ve saved
appear in the Review Tracker.
1 Choose Comments > Review Tracker.
2 In the Review Tracker, double-click the PDF.
In shared reviews, the Welcome Back To Shared Review window shows the number of new comments that were
published since the last time you opened the PDF. Click OK to close this window.
3 Add new comments or edit existing comments. If you need to delete a comment, select it, and press Delete.
Deleted comments are removed from the online PDF the next time comments are synchronized or the browser
window is refreshed. 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 166
Tracking PDF reviews
Review Tracker overview
You can use the Review Tracker to manage your document reviews. From this window, you can see who’s joined a
shared review and how many comments they’ve published. You can also rejoin a review, access comment servers
used in reviews, and email participants.
The Review Tracker includes links to all PDF documents in managed reviews. Each link 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 Review Tracker doesn’t
delete the PDF file.
In addition to the Review Tracker panel, the Review Tracker includes two other panels where you can manage forms
and web broadcast subscriptions (known as RSS feeds). You can access these panels by clicking the Forms button or
the Subscriptions button on the left side of the window.
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A
B
C
Review Tracker
A. Review Tracker icon B. Reviews you initiated or received C. Information for the selected review
Open the Review Tracker
❖ Do one of the following:
• Choose Comments > Review Tracker.
• Click the Review & Comment button
in the Task toolbar, and choose Review Tracker.
If you’re participating in a shared review, you can open the Review Tracker by clicking the Status button
in the document message bar of the shared PDF.
menu
Track reviewed PDFs
1 Choose Comments > Review Tracker.
2 Expand the appropriate folder:
Reviews I’ve Sent Lists PDFs in reviews that you initiated.
Reviews I’ve Joined Contains PDFs in reviews that you’ve received. PDFs appear in this list only after you open
them.
Note: PDFs listed in bold contain comments that you haven’t yet read.
3 Select a PDF.
Information specific to the selected PDF review appears on the right. Shared reviews open a summary page that lists
reviewers who have joined the review and the number of new 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.
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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.
• For a browser-based review, use the Save And Work Offline button in the Comment & Review toolbar to save a
copy of the PDF with all the comments to the local hard drive.
Check server status
Check the server status in a shared PDF or in the Review Tracker to determine if you can connect to the comment
server.
Check status in a shared PDF
The Status button
in the document message bar indicates whether the last attempt to connect to the comment
server was successful.
1 Open the shared PDF.
2 In the upper-right corner of the document, the Status button displays either the last attempt successful icon
the last attempt unsuccessful icon
, or the attempting to connect icon
,
.
Check status in the Review Tracker
1 Choose Comments > Review Tracker.
2 On the left, click the plus sign (+) next to Review Servers to expand the list.
The green icon
next to the server name indicates that the last synchronization attempt was successful. The red
icon
indicates that the last synchronization attempt was unsuccessful. The server may be disconnected from the
network, it may have problems writing data to the disk, or it may have some other problem. Contact your network
administrator for help.
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
You can also update your review profile from the Welcome Back To Review window that appears when you rejoin a
shared review.
1 Choose Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS).
2 To change your author name, select Commenting from the list on the left, and deselect Always Use Log-In Name
For Author Name.
3 Select Identity from the list on the left.
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4 Edit your profile, making sure to include the email address that you’ll use for reviews. Click OK.
Update your profile for a shared review
1 Open the shared PDF.
2 In the Welcome screen that appears, click the Edit button for Reviewer Profile.
3 Edit your profile, making sure to include a valid email address, and click OK.
If you change the name in your profile, it will appear twice—in the list of invited participants, and in the list of
uninvited participants.
Subscribe to web broadcast services
You can use the Review Tracker as a news reader by subscribing to web content that uses the RSS (Really Simple
Syndication) format, such as news feeds or music channels. RSS format is compatible with XML and RDF formats.
1 Do one of the following:
• Click the Subscriptions button
on the left side of the Review Tracker. Click the Subscribe button, enter a web
address in the URL box, and then click OK.
• Click the link for an RSS service.
2 If a security warning prompts you to approve the link, click OK.
Commenting
Commenting and markup tools overview
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.
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.
You can add tags to your comments so that readers with motion or vision limitations can read them using assistive
technologies.
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
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A
B
C
D
Types of comments in a PDF
A. Stamp B. Text edit C. Comment rollover (tool tip) D. Sticky note
See also
“Show and hide toolbar elements” on page 22
“Add tags to comments” on page 318
“Comment on 3D designs” on page 413
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.
❖ Do one of the following:
• Choose View > Toolbars > Comment & Markup.
• Choose Comments > Show Comment & Markup Toolbar.
• Choose Tools > Comment & Markup > Show Comment & Markup Toolbar.
• Click the Review & Comment button
in the Task toolbar, and choose Show Comment & Markup Toolbar.
To add or remove tools for this toolbar, right-click/Control-click the toolbar, and select the tool. Or, choose Tools >
Customize Toolbars.
Select a commenting or markup tool
❖ Do one of the following:
• Select a tool from the Comment & Markup toolbar.
• Choose Tools > Comment & Markup > [tool].
• Choose Comments > Comment & Markup Tools > [tool].
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.)
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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.
To set commenting preferences, choose Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS), and then
select Commenting on the left side.
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.
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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
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: If you want to change how your name appears in comments, open the Commenting preferences—choose Edit >
Preferences (Windows) or Acrobat > Preferences (Mac OS), and choose Commenting on the left—and deselect Always
Use Log-in Name For Author Name in the Commenting panel of the Preferences dialog box.
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, do one of the following:
• Choose Properties from the Options menu of the pop-up note.
• Right-click/Control-click the markup, and then choose Properties.
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 author’s name 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 Current Properties Default at the bottom of the Properties dialog box to apply these properties to all
subsequent comments of this type that you make.
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Set the default look for a tool
1 In the Comment & Markup toolbar, right-click/Control-click the tool you want to use, and choose Tool Default
Properties.
Note: If the tool you want doesn’t appear in the Comment & Markup toolbar, right-click/Control-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
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
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:
• 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.
• Choose Comments > Add Sticky 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. Or, select the text, right-click/Control-click, and choose a text style option.
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.
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When you’re finished, click the minimize button in the upper-right corner of the pop-up note, or click outside the
pop-up note.
Delete a sticky note
1 Select the Sticky Note tool
, the Hand tool
, or the Select tool.
2 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
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. Shortly after you click or select text
with the Text Edits tool, an icon appears. If you right-click this icon, a menu of text editing options appears.
In 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.
In Windows, you can export text edit comments directly to an Autodesk AutoCAD document that the PDF is based
on to incorporate your edits. To use this feature, you must use PDFMaker in AutoCAD to create the PDF.
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 189
“Export comments to AutoCAD (Windows)” on page 190
Replace text
1 Use the Select tool, or select the Text Edits tool
from the Comment & Markup toolbar.
If you don’t want the Indicating Text Edits dialog box to appear each time you select the Text Edits tool, select Don’t
Show Again in the dialog box, and then click OK.
2 Select the text you want to replace.
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3 Press Enter or Return, or choose Replace Text from the menu that appears, and then do one of the following:
• Type the text to be inserted or added. This text appears in a pop-up note. Any selected text is crossed out. The
insertion caret
appears.
• To indicate that a new paragraph should be added, close the pop-up note without adding text. The paragraph
insertion caret
appears.
Add a note to a text edit
1 Use the Select tool or the Text Edits tool
from the Comment & Markup toolbar.
2 Select Add Note At Cursor from the menu that appears.
3 Type your note in the pop-up note.
Note: If you export your text edits to Microsoft Word, any text you add to the pop-up note that’s associated with a text
edit is imported (into Word) with the text edit.
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 or Return, 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
and then choose Replace Text (Comment).
to select text, right-click/Control-click the selected text,
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 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.
❖ Do one of the following:
• Select the markup and press Delete.
• Right-click/Control-click the markup, such as the highlighting or cross-out, and then choose Delete.
Highlight, cross out, or underline text
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.
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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, 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 (Windows) or Option-drag (Mac OS) 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.
Stamp a document
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 infor­
mation 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 mostly recently used stamp is selected.
• In the Stamps Palette, choose a category from the menu, and then select a stamp.
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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.
• To delete a stamp, right-click/Control-click the stamp and choose Delete.
• To change the stamp’s opacity or the color of its pop-up note, right-click/Control-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.
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, select the file you want to use, and then click Select.
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/Control-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/Control-click the custom stamp, and choose Delete.
3 If you haven’t provided a name in the Identity preferences, the Identity Setup dialog box prompts you to do so.
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Delete a custom stamp category
1 Choose Tools > Comment & Markup > Stamps > Manage Stamps.
2 Select the category you want to delete, and then press Delete.
Note: Deleting all stamps in a custom stamp category deletes the custom stamp category.
Add a line, arrow, or shape
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
tool
and Polygon tool
create closed shapes with multiple segments. The Polygon Line
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/Control-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/Control-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 Eraser tool
and drag across the areas of the drawing that you want to remove.
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/Control-click within the selection, and choose Group.
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Ungroup markups
❖ Right-click/Control-click the grouped selection, and choose Ungroup.
Add comments in a text box or callout
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.
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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.
6 To delete the text box, right-click/Control-click the text box, and then choose 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/Control-click the callout,
choose Properties, and select the options you want.
Add an audio comment
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 not 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 171
“Add movies or sounds to PDFs” on page 356
Add a prerecorded 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 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.
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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
and then speak into the microphone. When you’ve
finished recording, click the Stop button , and then click OK.
3 Specify options in the Properties dialog box, and then click OK.
Add comments in a file attachment
Use the Attach File As 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 Properties dialog box, select the settings for the file icon that appears in the PDF, and then click Close.
The comment attachment appears in the Attachments tab with a page number indicating its location.
Note: To delete the attachment, right-click/Control-click the attached comment icon, and choose Delete.
Paste images as comments
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/Control-click it and choose Properties.
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• To delete the image, right-click/Control-click it and choose Delete.
See also
“Copy images” on page 148
Managing comments
View comments
The Comments list displays all the comments in a PDF, and it provides a toolbar with common options, such as
sorting, filtering, deleting, and replying to comments.
The Comments button in the navigation pane opens the Comments list.
Open the Comments list
1 Do one of the following:
• Click the Comments button
in the navigation pane.
• Choose Comments > Show Comments List.
• Click the Review & Comment button in the Task toolbar and choose Show Comments List.
2 Using the options at the top of the Comments list, do any of the following:
• Expand or collapse the comments. Click Expand All or Collapse All in the Comments List toolbar. To expand or
collapse individual comments, click the plus and minus signs next to the comment.
• Browse through the comments. Click a comment in the list, or click the Next button
or the Previous button
to go to the next or previous comment. (These buttons are unavailable if no comment is selected.) The page on
which the selected comment is located appears in the document pane, and the selected comment scrolls into view.
To go to the page where another comment is located, simply click the comment in the list.
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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.
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
Replies to comments are especially useful in shared and browser-based 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.
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A
B
C
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.
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.
❖ Do one of the following:
• In the pop-up note, right-click/Control-click the reply and choose Delete This Reply.
• Select the reply in the Comments list and then click the trash icon in the Comments List toolbar.
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Set a status or check mark
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/Control-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.
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
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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, do one of the following:
• Choose Comments > Summarize Comments.
• Choose Summarize Comments from the Options menu in the Comments list.
3 In the Summarize Options dialog box, do the following, and then click OK:
• 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 Do one of the following:
• Click Print Comment Summary, and click OK. (This option appears only if you chose the Print With Comments
Summary command.)
• Click Create PDF Comment Summary.
To print or summarize comments directly without opening the Summarize Options dialog box, click the Print
Comments button
in the Comments List toolbar, and choose Print Comments 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 373
Delete comments
You cannot delete other reviewers’ comments in a shared review or a browser-based review, nor can you delete locked
comments. If you add comments to a PDF before you upload it to a remote server for review, you can’t delete those
comments.
To delete all of the comments in a PDF, use the Examine Document feature. See “Examine a PDF for hidden content”
on page 248.
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Delete a comment
❖ Do one of the following:
• Select the comment and press Delete.
• Right-click/Control-click the comment, and choose 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/Control-click the comment and choose Properties.
2 Deselect Locked, and then click Close.
Spell-check 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. Unrecognized words appear underlined after you type them. You can edit these words in
context, or you can open the Check Spelling dialog box. The comment in the document window is updated with your
changes.
See also
“Spell-check form entries” on page 203
Spell-check a single word
1 Open the pop-up note of a comment.
2 Select the word you want to check, and right-click/Control-click the selection.
3 Select the correct word from the list of alternatives that appear at the top of the menu.
Spell-check all text in comments
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 to begin the spell check. When a word that may be misspelled is found, it appears under Word Not
Found. Suggested corrections appear under Suggestions.
3 To change the word that may be misspelled, 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.
• Click Ignore if you don’t want to change the word and want to continue with the check.
• Click Ignore All to ignore every instance of the word. Click Add to add the word to your personal dictionary.
• Select a suggested correction and then click Change. Click Change All to replace every instance of the unrecog­
nized word with the suggested correction.
4 Click Done.
Specify a language dictionary
1 Choose Edit > Check Spelling > Edit Dictionary.
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2 Choose a language dictionary from the Dictionary menu, and click Done.
Add a word to the dictionary
By adding words to the spell-check dictionary, you can reduce the number of words that are flagged during a spell
check, such as names and company terminology. You can also exclude words from being considered during a spell
check. For example, if you want to use an alternate spelling for a common word like “bicycle,” add it to the list of
excluded words so that it is flagged during a spell check. A separate set of added and excluded words is maintained
for each installed language.
1 To add a word, do one of the following:
• During a spell check, if an unrecognized word appears in the Check Spelling dialog box, click Add to add it to the
dictionary. The word is added to the language dictionary selected from the Add To menu.
• Choose Edit > Spell Checking > Edit Dictionary. Type the word you want to add in the Entry box, and then click
Add. When you’re finished adding words, click Done.
2 To remove a word from the list, select the word in the Edit Custom Dictionary dialog box, and then click Delete.
Exclude a word from a spell check
1 Choose Edit > Check Spelling > Edit Dictionary.
2 Choose a language from the Dictionary menu, and then choose Excluded Words from the unnamed menu.
3 Type the word you want to exclude in the Entry box, and then click Add. When you’re finished adding words, click
Done.
Spelling preferences
You can specify whether words are spell-checked while you type, which color is used to underline words, and which
dictionary language is used as the default. To open the Spelling preferences, choose Edit > Preferences (Windows)
or Acrobat > Preferences (Mac OS), and select Spelling from the list on the left.
Check Spelling While Typing When selected, underlines unrecognized words as you type in a form field or
comment.
Underline Color Specifies the color for underlining unrecognized words.
Dictionaries Lists available language dictionaries for spell-checking the PDF. Dictionaries appear in the order in
which the spell checker goes through dictionaries in search of words. The dictionary at the top of the list is the first
dictionary searched. Click Up or Down to change its position in the list.
Importing and exporting comments
Import Comments
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, choose 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.
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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
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. Conse­
quently, 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 that contains comments, choose Comments > Export Comments To Data File.
2 Choose either Acrobat FDF Files (*.fdf) or Acrobat XFDF Files (*.xfdf) from the menu.
3 Name the file and specify a location for it.
4 Click Save to create a data file that contains only the comments.
Export selected comments
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.
Compare a revised PDF to an earlier version
The Document Compare feature lets you see the differences in two versions of a PDF, as well as select the type of
differences you’re looking for to verify that the appropriate changes have been made. The Document Compare
feature does not compare comments in the PDF.
1 Choose Advanced > Compare Documents.
2 Specify the two documents to be compared. If necessary, click Choose, select the file, and then click Open. If the
documents are open, you can select them from a menu.
3 Under Type Of Comparison, select one of the following:
Page By Page Visual Differences Finds any textual or graphic differences between the documents. Select the level of
detail you want from the menu.
Textual Differences Shows which text has been inserted, deleted, or moved.
Include Font Information Compares formatting.
4 Under Choose Compare Report Type, select one of the following:
Side By Side Report Creates a new PDF that displays the two documents in Continuous-Facing mode.
Consolidated Report Adds markups where the differences occur in the current document. When you hold the
pointer over a markup in a consolidated report using the Hand tool, the differences appear.
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To compare text-based documents, you may want to select Textual Differences to appear in Side By Side Report
format. For technical drawings, you may want to select Page By Page Visual Differences to appear in Consolidated
Report format.
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.
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 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.
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Import comments to a revised PDF
To import new or unresolved comments to a PDF after the document has been revised, use the Migrate Comments
feature. This feature attempts to place comments in the correct location by searching specific word groupings and
structural elements in the revised PDF.
Note: Results may be less reliable in untagged PDFs, which lack the internal structure necessary to correctly place
imported comments in a revised document.
Text comments that reference particular words, such as highlights, cross-outs, and insertion carets, appear within
the word grouping where they were originally placed. Drawing markups and sticky notes appear in the same struc­
tural location as they did in the original document. Circle, polygon, rectangle, and stamp comments always appear
on the same page as the original document.
If the revised PDF no longer contains the original word groupings or logical structure order that the comment refer­
ences, the migrated comment appears on the same page as the original document (or on the last page if the refer­
enced page doesn’t exist). In this case, text edits are converted to note comments.
Migrate comments to a revised PDF
1 Open the original PDF and the revised PDF.
2 In the revised PDF, choose Comments > Migrate Comments.
3 Choose the original PDF from the From menu, and click OK.
Set the migration status for a comment
❖ In the Comments list, select the comment, click the Set Status button
, and choose Migration > [status].
Export comments to AutoCAD (Windows)
You may have reviewers add comments to a PDF that was created from an AutoCAD drawing in Windows XP or
Windows 2000. If you use AutoCAD PDFMaker to create a PDF, you can import comments into the AutoCAD
drawing, rather than switch between AutoCAD and Acrobat. You can import most comment types, including
drawing markups, sticky notes, stamps, and text edits.
1 Save the PDF to ensure that recently added comments are included.
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2 Do one of the following:
• In Acrobat, choose Comments > Export Comments To AutoCAD, and then specify the PDF file and the
AutoCAD file in the Import Comments dialog box.
• In AutoCAD, choose Acrobat Markups > Import Comments From Acrobat.
3 In the Import Comments dialog box, specify the PDF that contains the comments, specify which comments to
import, and click Continue. If you import a custom set of comments, specify the set by making sure that only the
characteristics you want are selected. You must select at least one option in each category.
Show By Reviewer Imports comments by individual reviewers.
Show By Type Imports comments by type, such as text edits or note comments.
Show By Status Imports comments by review status.
Show By Checked State Imports comments that are checked.
All imported comments appear in the Adobe Acrobat Markups layer as custom objects that you can edit, filter, or
delete.
4 To modify an imported comment (change the status, add a check mark, or modify text), right-click the comment,
choose Acrobat Comments, and then choose an option.
Approval workflows
About approval workflows
In Acrobat (Traditional Chinese, Simplified Chinese, Japanese, and Korean only), you can send PDFs as email attach­
ments 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.
Note: To initiate an approval workflow, you must use Acrobat 7.0 or later (except for Acrobat Elements). If you use
Acrobat Professional to initiate the workflow, you can invite users of Adobe Reader 7.0 or later to participate by enabling
commenting in the PDF.
Wizard sets up approval workflows (left); Stamps palette provides digital identity stamps for approving documents (right).
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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.
The wizard enables commenting in the PDF so that Adobe Reader users can participate in the approval workflow.
Before you initiate an approval workflow, make sure that your email application is configured to work with Acrobat.
1 To start an approval workflow, do one of the following:
• Click the Review & Comment button in the Task toolbar, and choose Send By Email For Approval.
• Choose Comments > Send By Email For Approval.
2 If prompted, enter your email address in the Identity Setup dialog box.
3 Click Browse (Windows) or Choose (Mac OS), select a PDF, click Open, and click Next.
4 Type the email address for the first approver in the To box.
5 If you want to enable Reader users to participate or if you want to be notified of the approval status for each partic­
ipant, 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 and the How To window
open, 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 Adobe Reader.
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, and it can
be used in place of a signature. When you apply a stamp, it becomes part of the document’s 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 may 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.
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See also
“Create a custom stamp” on page 176
“Commenting and markup tools overview” on page 168
“Select an email application for reviews” on page 156
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 appro­
priate, 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.
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.
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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/Control-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 by choosing Edit > Preferences (Windows) or Acrobat > Preferences
(Mac OS) and selecting Identity on the left.
195
Chapter 7: Forms
Adobe PDFs can be interactive forms that can streamline the process of filling out a form and of collecting form
information.
You can create PDF forms using either Adobe Acrobat 8 Professional or Adobe LiveCycle Designer (included with
Acrobat Professional). Filling in a form can be done in either Acrobat or the free Adobe Reader.
Quickstart
The following topics provide overview steps to some common forms tasks.
Fill in a form with fields
An interactive PDF form contains form fields that can be selected or filled in.
1 Click to select options, such as radio buttons. Click inside a text field to type.
2 Press Tab to move forward or Shift+Tab to move backward.
3 When finished, click the submit button, if applicable, and save or print the form if desired.
To fill out noninteractive PDF forms, use the Typewriter tool
(if enabled).
See also
“Fill in and clear a form” on page 201
Type on a form without fields
If a PDF form doesn’t contain interactive form fields that can be selected or filled in, you can still fill in the form
online.
1 Choose Tools > Typewriter > Typewriter.
2 Click over a blank form field and type.
3 (Optional) Choose Tools > Typewriter > Show Typewriter Toolbar. Use these tools to change the size or position
of the typed text.
4 When finished, print a copy of the completed form.
See also
“Fill in and clear a form” on page 201
Return a filled-in form
You have several options for returning form data.
1 To return an interactive form, do any of the following:
• Click the submit button.
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• Save and email the form (if enabled by the form creator).
• Print and mail the form.
2 To return a noninteractive form, do one of the following:
• If you filled in the form with the Typewriter tool, print and mail the form.
• Print the form, fill it in by hand, and mail it.
See also
“Fill in and clear a form” on page 201
Create a form
The Create New Form wizard guides you through creating a PDF form from a template (Windows only), an
electronic document, spreadsheet data, or a scanned paper document.
1 Click Forms
on the toolbar, and choose Create New Form.
2 Select the source for the PDF form, and click Continue.
3 Follow the on-screen instructions.
Forms created with the wizard are LiveCycle Designer forms. To create an Acrobat form instead, choose Forms >
Run Form Field Recognition.
See also
“Creating new forms” on page 212
Edit a form
Depending upon how a PDF form was created, you can edit it in either Acrobat or LiveCycle Designer (Windows
only).
Note: (Windows) PDF forms created in Acrobat can be edited in LiveCycle Designer, but those created or edited in
LiveCycle Designer cannot be edited in Acrobat.
1 Open a PDF form.
2 Choose Forms > Edit Form In Designer or Edit Form In Acrobat.
3 Add or modify form fields and field properties as desired.
See also
“Create form fields in Acrobat” on page 214
Distribute a form
After you create a PDF form, you can distribute it by using the Distribute Form wizard.
Note: To use the wizard, the form must contain a submit button.
1 Open the desired form.
2 Click the Forms button
on the Tasks toolbar, and choose Distribute Form.
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3 Follow the on-screen instructions to prepare the form for distribution.
4 Specify if you want to email the form or save and send it later.
5 Follow the on-screen instructions to distribute the form.
See also
“Distribute a form by email” on page 236
Track and manage forms
The Forms Tracker helps you manage forms you’ve distributed.
1 Click the Forms button
on the Tasks toolbar, and choose Track Forms.
2 Select an icon on the left to see forms in that category:
• To Do displays forms you’ve received.
• History displays forms you’ve distributed.
• Search Results allows you to search for specific forms.
• Forms Library displays forms you’ve saved in the library for future distribution.
See also
“About Forms Tracker” on page 242
Compile data received by email
As users return their form data, you can compile it into a data set.
1 Open the email attachment containing the returned form.
2 In the dialog box that appears, select an existing data set or create a new set for the form data.
The new data is added and the data set opens, allowing you to review all responses. You can also compile data by
clicking Forms
on the Tasks toolbar, and choosing Compile Returned Forms.
See also
“Compile form data” on page 240
Review form responses
After you’ve compiled returned form data into a data set, the PDF automatically opens for you to review the
responses.
❖ With the desired data set PDF open, do any of the following:
• To review an individual response, select a line in the response list.
• To sort the response list, click the desired column heading.
• To add data, click Import Data
.
• To delete data, select a record and press Delete.
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See also
“Manage form data files” on page 241
Export form data to a spreadsheet
Once you’ve collected PDF form data in FDF or XML format, you can organize the form data into a commadelimited spreadsheet (CSV) file.
1 Choose Forms > Manage Form Data > Merge Data Files Into Spreadsheet.
2 Click Add Files, and then select the desired data files.
3 Click Export, choose a location for the CSV file, and click Save.
See also
“Export records from a PDF data set” on page 241
Forms basics
What are PDF forms?
You’re already familiar with paper forms: documents with blanks that people fill in and deliver to the appropriate
person or organization. An Adobe PDF form is a computer-based version of a form, which can either be distributed
through email or CDs, or published on a website.
PDF forms can be ordinary PDFs with blank form fields or they can be interactive. Ordinary PDFs are a convenient
way of publishing forms that must be printed, filled out by hand, and physically delivered, such as by mail or fax. An
interactive form can be filled out on a computer and may be submitted through an Internet or local network
connection. The built-in security features can safeguard the privacy of electronically submitted data.
Interactive forms simplify the work users must do to provide the needed information. Electronically submitted forms
can be labor-saving at the receiving end, too, because the data from many individuals can be set up to be collated
automatically.
If you already use other kinds of forms, you can quickly make them into interactive PDF forms: You can scan paper
forms and you can convert electronic forms in other formats (such as Word documents, InDesign layouts, and Excel
spreadsheets) to interactive PDF forms.
Viewing a PDF form
When you open a form that someone sends you to fill out, a document message bar appears between the Acrobat
toolbars and the form itself.
The left side of the message bar typically displays instructions about how to complete and return the form. If you
open the form in Adobe Reader, the usage rights associated with that form are also described in this area. You can
hide or show the document message bar by clicking its button .
The right side of the message bar has one or more buttons. The first is a Highlight Fields button , which colors the
backgrounds of all blanks to be filled in and outlines any required blanks, making it easy to see them at a glance.
You navigate and adjust views of a form in exactly the same way that you do in ordinary PDFs.
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Note: You can change the default settings for highlight color, whether forms open with the document message bar visible
or hidden, and other viewing options in the forms preferences. Choose Edit > Preferences (Windows) or Acrobat >
Preferences (Mac OS), and select Forms under Categories.
Types of PDF forms
The way in which you fill in and submit information on a PDF form is determined by the person who created it.
Fill-and-print PDF forms Contain interactive form fields or static form fields; either way, the person filling in the
form must manually deliver a printed copy of the form, such as by mail or fax.
Submit-by-email PDF forms Contain a button that either extracts all interactive-field data from the PDF form and
attaches it to an email message or attaches the entire filled-in PDF form to the message.
Submit-online PDF forms Contain a button that sends all interactive-field data to an online repository, such as a
database. Available only when Acrobat is open inside a web browser.
When you fill in a PDF form, you can press Tab to jump from one form field to the next. After you Tab to a check
box or button that you want to select, press Enter or spacebar to select it (or to deselect it, if it’s already selected).
Another important distinction is between XML forms and other PDF forms. You can create and edit XML forms in
LiveCycle Designer but not in Acrobat.
Printing and saving PDF forms
Interactive forms can be filled in using either Adobe Reader or Acrobat. Users running either of these applications
can save a blank version of the form, and they can print copies of their completed forms before submitting them.
After a form is filled in, Acrobat users can save a copy of the completed form, showing all the information they typed.
Whether or not Adobe Reader users can save a copy of a completed form depends on the usage rights set up by the
person who created that form.
Note: When you open a form in Adobe Reader, the usage rights appear in the notification area above the form itself.
About security for PDF forms
As with all sensitive data you transmit, precautions should be taken to minimize the likelihood of interception and
use by malicious parties. Such precautions may include the use of encryption, passwords, and other security
measures on your document.
All Adobe products enforce the restrictions set by the permissions password. However, not all third-party products
fully support and respect these settings. Recipients might be able to bypass some or all of the restrictions you’ve set.
See also
“Opening restricted documents” on page 247
Forms preferences
Set forms preferences to control various aspects of your interaction with form fields.
To open the Preferences dialog box, choose Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS), and
then select Forms on the left. The forms preferences are organized in three sections: General, Highlight Color, and
Auto-Complete
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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
“Change the Auto-Complete options” on page 202
General
Automatically Calculate Field Values Automatically performs all field calculations upon user entry.
Show Focus Rectangle Indicates which form field currently has the focus.
Keep Forms Data Temporarily Available On Disk Retains forms data in the web browser if you briefly go to another
web page and then click Back to return to the PDF form.
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.
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.
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 only 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.)
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Filling in 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
toolbar: the Hand
tool or the Select
tool. When you place the pointer over an interactive form field, the
pointer 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.
Noninteractive 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.
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 199
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 box, you can press Enter (Windows) or Return (Mac OS) 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, if one exists. Clicking this button sends the form data to a database across the web
or over your company intranet.
• Choose File > Save As, and rename the file to save the form with the data you entered.
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• 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.
Change the Auto-Complete options
The Auto-Complete feature stores any entries that you type in a PDF form field, and then suggests or even automat­
ically 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 prefer­
ences if you want to use it.
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 feature
1 Choose Edit > Preferences (Windows) or choose Acrobat > Preferences (Mac OS).
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 Choose Edit > Preferences (Windows) or choose Acrobat > Preferences (Mac OS).
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 /Command-click to select multiple nonadjacent entries.)
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Adding lengthy entries in forms
PDF forms can contain dynamic text fields, which grow in size to accommodate the text you type into it. A scroll bar
appears in dynamic text fields when the text you type exceeds the current size of the field; when you’re finished
typing and the field is deactivated, the text field expands to display all of the typed text.
If necessary, the field may span onto the next page. If you want to continue editing a dynamic text field that spans
across pages, you can begin editing the field on either page; you’ll have access to all of the text in the field.
Entering text in form field that spans across two pages
Filling in forms with barcodes
Some forms include barcode fields, which capture and display other information in the form as a black-and-white
pattern. You don’t have to do anything with the barcode area itself. As you fill in the form on your computer, the
information you enter is included in the barcode and changes the barcode appearance.
Important: For any form with barcode fields, it’s essential that you fill it in on your computer. Don’t fill it in by hand on
a printed copy. If you’re going to submit the form on paper, such as by mail or fax, be sure to fill it in electronically before
you print it.
The barcode field makes collecting data easier for the form recipient because the barcode can simply be scanned. The
results are an accurate and detailed summary of your input.
Search a form
When you search for words in a PDF, the search includes any text appearing in form fields (as well as other text in
the PDF), whether you typed the text or selected it from a list or menu on the form.
❖ Do one of the following:
• Type the text you want to search for in the Find box in the toolbar, and then press Enter. To find the next instance
of the search text, press Enter again.
• Choose Edit > Search, and type the text into the Search window. Then select other basic or advanced options for
searching, and click Search.
Spell-check form entries
You can spell-check the text you typed in note comments and form fields. If you want to check the spelling in a
comment, first open the comment window.
You cannot check the spelling of text in the underlying Adobe PDF document.
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Correct a misspelling
❖ Right-click/Control-click the word in the form field or comment window, and then choose the correct word from
the list of alternatives.
Spell-check entries and comments
1 Choose Edit > Check Spelling > In Comments. If the PDF document is open in a web browser, make sure that the
Edit toolbar is open, and click the Spell Check button
.
2 Click Start to begin the spell check. When a word that may be misspelled is found, it appears under Word Not
Found. Suggested corrections appear under Suggestions.
3 If a possibly misspelled word appears under Word Not Found, do any of the following:
• Edit the unrecognized word by typing. To undo your change, click Undo Edit. To accept your change, click
Change. To change all instances of the unrecognized word, click Change All.
• Select the correct version of the unrecognized word from the Suggested Corrections section and click Change. Or,
simply double-click the correct version of the word. To change all instances of the word to the selected correct
version, click Change All.
• Click Ignore if you don’t want to change the word and want to continue with the check.
• Click Ignore All to ignore every instance of the word. Click Add if you want to add the word to your personal
dictionary.
4 After you make a selection in step 3, the next unrecognized word (if any) is highlighted; repeat step 3 until the
Restart button appears.
5 Click Done.
Specify a dictionary
1 Choose Edit > Check Spelling > Edit Dictionary.
2 Choose the language dictionary you want to use from the Dictionary menu, and then click Done.
Import form data
As an alternate to filling in a PDF form manually, you can import file data from a text (TXT), Extensible Markup
Language (XML), Acrobat Form Data Format (FDF), XML Data Package File (XDP), FormFlow99 Data File (XFD),
or Acrobat XFDF (XFDF) file into a PDF form. Some file formats are available only if you import the data into
particular PDF forms, such as a PDF form created in LiveCycle Designer.
Note: If you import data from a text file, each row in a text file must be tab-delimited to create columns, as in a table.
When a row of data is imported, each cell becomes the value of the form field that corresponds to the column name.
1 Open the PDF form.
2 Choose Forms > Manage Form Data > Import Data.
3 Choose the form data type from the Files Of Type menu, select a file, and click Select.
Note: If you import form data from a form that doesn’t match the form you’re importing into, only the form fields that
match are updated, and those that don’t match are ignored. Existing text in text form fields is replaced if you import data
to those fields.
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Commenting on forms
Acrobat users can comment on PDF forms, just as on any other PDF. If the form creator has extended rights to Adobe
Reader users, they can also add comments.
Whether or not these comments are included when the form is submitted depends on how it’s submitted. For
example, if you use Reader to print the form for mailing or faxing, the comments don’t appear. If you attach the filledin form to email as a complete PDF, the comments are included.
See also
“Commenting” on page 168
“Enable Reader users to save form data” on page 213
Submitting forms
Exporting and emailing forms
You can export data you enter into a form to a separate file. When you export the form data, it’s saved in a file that’s
considerably smaller than the original PDF. A smaller file is preferable for archiving or sharing the data electronically.
Depending on how the form was created, you can save the form data as a tab-separated text (TXT), Acrobat XFDF
(XFDF), Acrobat Form Data Format (FDF), or Extensible Markup Language (XML) file; or, you are able to save the
form only in XML or XDP format.
You can also import data from an exported file into another form if that form has fields with the same names. Alter­
natively, you can import file data from a text file.
PDF forms can contain an email-based submit button that exports the data you entered. You can email the form data
with a desktop or web-based email application, or you can submit the form data at a later time.
Note: If the PDF form doesn’t contain an email-based submit button, it may have a submit button that sends the form
data via the web or some other service.
See also
“Import form data” on page 204
Export form data to a file
1 Open the PDF form and fill it in.
2 Choose Forms > Manage Form Data > Export Data.
3 Choose a format from the Save As Type menu, specify a location and filename, and click Save.
Email a form using your email application
When you click an email-based submit button in a PDF form, you have the option to submit the form data with your
preferred desktop email application.
1 Click the submit or return form button on the PDF form.
2 In the Select Email Client dialog box, select Desktop Email Application; then click OK.
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Your default email application displays a new email message with the To, Subject, Body, and Attachment fields
automatically filled in.
3 Send the email.
Email a form using a web service
When you click an email-based submit button in a PDF form, you have the option to submit the form data with a
web-based email service.
1 Click the submit or return form button on the PDF form.
2 In the Select Email Client dialog box, select Internet Email; then click OK.
3 Click Save PDF File or Save Data File, specify a location for the file, and click Save.
4 Log in to your web-based email service, and create a new, blank email message.
5 In the Sending The PDF File dialog box in Acrobat, copy the text in the To box.
6 In the blank email message, paste the copied text into the To box. Repeat the process for the Subject and Message
Text boxes.
7 Attach the file that you saved to the email message.
Submit a PDF form at a later time
When you click an email-based submit button in a PDF form, you have the option of not submitting the form data,
but instead saving it on your computer to send at a later time.
1 Click the submit or return form button on the PDF form.
2 In the Select Email Client dialog box, select Other, and then click OK.
3 Click Save PDF File or Save Data File, specify a location for the file, and click Save.
4 Write down the values that appear in the To, Subject, and Message Text boxes so you’ll have them when you’re
ready to email the form data.
5 To email the form data, create a new message in your email application. Enter the To, Subject, and Message Text
values that you wrote down, attach the data file that you saved, and send the email.
Planning a PDF form
Options for creating PDF forms
There are many approaches to creating PDF forms. If you have existing paper forms, you can convert them to PDF
in various ways, depending on their current format. If you have noninteractive PDF forms, you can transform them
into interactive PDF forms that can be filled in and submitted electronically through a network or Internet
connection.
Using LiveCycle Designer (included with Adobe Acrobat Professional for Windows), you can also create entirely new
PDF forms from blank pages or from designer-created templates.
Paper forms Using a scanner, you can convert a paper form to PDF and use the forms tools to create interactive form
fields in the same page locations as on the paper form.
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Electronic documents In Windows, you can start with an existing form or you can create a new one in an authoring
application, such as Word, Excel, or InDesign, and convert it to PDF. Or you can start with an existing PDF and use
Acrobat to add form fields and other forms features.
Blank documents In Acrobat 8, you can create a PDF from a blank page and use the new PDF Editor feature to add
text. Then, you can use the Forms tools to add form fields of various types. Or, in Windows, you can create a form
in LiveCycle Designer, taking advantage of its powerful collection of advanced features and tools.
LiveCycle Designer templates (Windows) Using the wizard from the Forms > Create New Form command, you can
select an appropriate type of form document. Then, you personalize it by swapping out placeholder text, graphics,
form fields, and properties with custom ones that you provide or define.
Using Acrobat versus LiveCycle Designer (Windows)
LiveCycle Designer is included with Acrobat Professional for Windows. LiveCycle Designer enhances the formcreation features in Acrobat and offers a robust collection of advanced features and controls.
Note: Acrobat users on Mac OS can create and edit forms in Acrobat only if those forms haven’t been opened and saved
on Windows in LiveCycle Designer. Of course, Acrobat and Reader users on Mac OS can open and fill in any PDF form,
regardless of whether it was created on Windows or Mac OS, or which program was used to save it.
Similarities Use either Acrobat or LiveCycle Designer to do any of the following:
• Use a paper document scanned to PDF as the basis of a form.
• Convert an existing electronic document to PDF, to be the basis of a form.
• Design forms, starting with a blank page. (Forms created from a PDF using the PDF Editor feature in Acrobat have
limited formatting options available.)
• Run automatic form-field recognition on existing PDFs and documents converted to PDF.
• Edit PDF forms created in Acrobat.
• Create forms to distribute by email or post on a website for people to download onto their computers for
completing in Acrobat or Reader or for printing and completing by hand.
• Create forms that users can complete in Acrobat or Reader and submit through email.
Differences Acrobat and LiveCycle Designer differ in these ways:
• In LiveCycle Designer, you can start with one of the blank, built-in templates—predesigned layouts that you edit
and customize.
• You must use LiveCycle Designer to edit any forms that have been opened and saved in LiveCycle Designer, even
if the form was originally created in Acrobat.
• In LiveCycle Designer, you can extend compatibility back as far as Acrobat 6.0 and Reader 6.0 for most form data
fields. In Acrobat, you can extend compatibility as far as Acrobat 4.0 and Reader 4.0.
• LiveCycle Designer can create forms in formats that it can convert into HTML. This ability makes LiveCycle
Designer the better application to use if you intend to post the interactive form on a website for people to fill in
and submit from within a browser. You can also integrate PDF forms into existing workflows by binding forms to
XML schemas, XML sample data files, databases, and web services.
• With LiveCycle Designer, you can use scripting objects, integrate a form with a data source, and create dynamic
forms.
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Note: You can start LiveCycle Designer from the Windows Start menu, or from within Acrobat Professional, either by
choosing Forms > Create New Form and following the wizard for creating a new form or by selecting a Forms task in the
Getting Started window.
Decisions based on form content
Planning your PDF form depends on what information will be exchanged through the form. Different types of infor­
mation correspond to various form elements, which are designed especially for that kind of data.
In Windows, the choice between editing a form in Acrobat or editing it in LiveCycle Designer is also influenced by
the content of the form.
Your answers to the following questions may guide your decision about what elements to include in the form layout
and which application to use to create and edit the form.
What information do I need to collect from the user?
This most basic planning step depends on your goals in sending out the form.
What information should I provide to the user?
Besides providing the questions and labels for information the person filling in the form will provide, many forms
identify the person or organization that originated the form and provide contact information, instructions, graphics,
logos, and so forth.
If you want to edit the text or change the layout of an existing PDF form, you must edit the original source document
in its native authoring application or, in Windows only, you can edit the file in LiveCycle Designer.
Do I want to receive barcoded information? (Windows)
Barcoding fields are supported by both Acrobat and LiveCycle Designer, with more options available in LiveCycle
Designer.
What are the different types of information the users will submit?
PDF forms can collect many kinds of data: typed text, numbers, a single selection from limited choices, multiple
selections from limited choices, and so on. The data you want to collect affects the types of form fields you use.
For example, List Box fields force users to choose just one answer from a list of limited possibilities, but you could
configure radio buttons that would do the same thing. Which you use might depend on the amount of space
available, usability factors, and design aesthetics.
What user-input is essential and what information can be optional?
This issue is an offshoot of your primary goal for the form. It’s helpful to identify what data fields are essential and
should be set up as required, as compared to data that is only supplementary for other purposes. For example, if the
form is a purchase order, you cannot send the merchandise to the purchaser without a shipping address. However, if
the user left a “Comments” field blank, you could still carry out the primary function of the form, so you wouldn’t
want to mark it as a required field.
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Which form fields could benefit from information formatting?
Many types of form fields can be configured to accept only certain types of information. For example, text boxes can
be set up to accept only numbers, only letters, or a combination of the two. You can restrict input to specific
sequences, such as those for dates, telephone numbers, or Social Security numbers. You can create fields that
automatically display calculations from other fields. You can set text field properties so that the field area scrolls,
allowing users to write lengthy responses without taking up a large area of the form.
Decisions about the form’s work cycle
Planning your PDF form depends on the methods you’ll use for collecting data. In Windows, the planning also influ­
ences your choice between editing a form in Acrobat or editing it in LiveCycle Designer.
Your answers to the following questions may guide your decision about what elements to include in the form.
How do I want users to send back information?
The possibilities include:
• On paper or fax, to be collated manually.
• On paper or fax, to be scanned and save as an electronic document.
• On paper or fax, to be scanned and interpreted from one or more barcode fields included in the form.
• As an email attachment that includes the entire form.
• As an email attachment that includes only the form data.
• Through an Internet or network connection directly to a database.
What are the needs of those who will fill out the forms?
Consider the following factors, which affect who can fill in a form and how comfortable they are in doing so.
• Compatibility. Consider whether all members of your intended audience are likely to be using the latest version
of Acrobat or Reader to fill in the form. You may need to set up the form to be compatible with earlier versions.
• Security. Especially if the form captures sensitive or personal information, consider adding security measures,
such as passwords, digital signatures, or masked form data to protect you and your audience, and to prevent others
from being able to access the data.
• Adobe Reader users. Consider granting Reader users extended rights for the form so they can save a copy of the
completed form before submitting it.
Do I want to track response levels?
Acrobat 8 offers tracking features that you can use to keep yourself informed on the submitted data. For more infor­
mation on this topic, go to the Adobe website.
Choosing form elements
Once you’ve determined 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 in, design the form to use text boxes 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.
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• 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.
Barcode workflow
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, 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 Designer 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 Adobe
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.
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.
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See also
“Create, test, and edit barcode fields” on page 219
“Manage custom barcode settings” on page 230
Form elements in Acrobat
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 in 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 also informs Reader users about their usage rights for 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 or Ctrl-click/Control-click to select multiple
items on the list.
Radio buttons Present a group of choices from which the user can select only one item.
Text boxes Let the user type in text, such as name, address, or phone number.
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D
E
F
G
H
A
B
C
Adobe Acrobat PDF form
A. Digital signature field B. Combo box C. Text boxes D. Forms document message bar E. Check boxes F. Radio buttons G. List box
H. Buttons
See also
“Setting action buttons in Acrobat” on page 232
“Enable Reader users to save form data” on page 213
Creating and editing forms
Creating new forms
You can add interactive form fields to a PDF by using the extensive form tools in LiveCycle Designer (Windows) or
the basic form tools in Acrobat Professional.
LiveCycle Designer is a standalone application that is included with Acrobat Professional for Windows or can be
purchased separately.
In Windows, you can initiate the process of creating a LiveCycle Designer form either from within that application
or from Acrobat, using the Create New Forms wizard.
In Acrobat, you can initiate the process of creating an Acrobat form by clicking either Convert An Existing
Document or Scan A Paper Form in the Getting Started window, or by opening an existing PDF and choosing
Forms > Run Form Field Recognition.
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Note: PDF form fields that were created in Acrobat Professional can be modified in LiveCycle Designer, but PDF form
fields that were created in LiveCycle Designer can’t be modified in Acrobat Professional.
See also
“Using Acrobat versus LiveCycle Designer (Windows)” on page 207
About the Create New Forms wizard
The Create New Forms wizard initiates the process of creating a form in LiveCycle Designer. Forms saved in
LiveCycle Designer can be opened and distributed in Acrobat, but you cannot use the Acrobat Forms toolbar or
other Acrobat forms features to edit a LiveCycle Designer form.
There are several ways to start the Create New Forms wizard from the Acrobat work area: from the Acrobat Forms
menu, the Acrobat File menu, or from the Forms page of the Getting Started window, by clicking Browse The
Template Library or Create New Form.
Each page in the wizard contains complete instructions on how to proceed. For information on how to edit forms in
LiveCycle Designer, refer to LiveCycle Designer Help by starting the LiveCycle Designer application and choosing
Help > Adobe LiveCycle Designer Help.
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. These extended rights also include the ability to add comments, use
the Typewriter tool, and digitally sign the PDF.
1 Choose Advanced > Enable User Rights In Adobe Reader.
2 Read the instructions that appear, and then click Save Now.
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.
Creating secure PDF forms
PDF forms can be secured in the same ways and by the same methods as other PDFs. Security can be especially
important when sensitive information is included in the form.
See also
“Securing PDFs” on page 263
“About digital IDs” on page 253
Make Adobe PDF forms accessible (Acrobat)
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 Tooltip form field property to provide the user with information
about the field or to provide instructions. For example, using the Tooltip property’s value, the screen reader could
say “Your name.” Without the Tooltip property, a screen reader simply names the type of form field.
1 If necessary, choose Forms > Edit Form In Acrobat, and make sure that the Select Object
tool is selected.
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Note: If the Forms menu shows the Edit Form In LiveCycle Designer command, then use the corresponding procedure
for that application. See LiveCycle Designer Help.
2 Do one of the following to open the form field’s Properties window:
• Double-click a selected form field.
• Click the More button in the Properties toolbar. (If this toolbar is hidden, choose View > Toolbars > Properties bar.)
3 In the General tab, type a description into the Tooltip box.
See also
“Accessibility features” on page 287
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 Professional 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 the JavaScript support page (English only) of the Adobe website.
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.
For information on customizing Acrobat, see the Acrobat Software Development Kit (SDK). The Acrobat SDK is
provided to members of the Adobe Solutions Network (ASN) Developer Program. For information on this SDK, visit
the Adobe Acrobat SDK page (English only) on the Adobe website.
See also
“Enable commenting for Adobe Reader users” on page 155
Laying out new form fields
Create form fields in Acrobat
In Acrobat, you create a form field by choosing one of the form tools, dragging on the document page to define the
size and location of the field, and naming the field. For each field type, you can set a variety of options through the
form field Properties dialog box.
Note: In Windows, you can use LiveCycle Designer to edit forms that were created in Acrobat, but Acrobat can’t edit
form fields that have been opened and saved in LiveCycle Designer. LiveCycle Designer offers additional features and
possibilities than are available in Acrobat alone. However, there are some situations in which Acrobat forms are
preferable.
See also
“Using Acrobat versus LiveCycle Designer (Windows)” on page 207
“Form fields behaviors” on page 222
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Create a new form field
1 Do one of the following:
• Choose Forms > Edit Form In Acrobat.
• Choose View > Toolbars > Forms.
2 In the Forms toolbar, select a forms tool, and do one of the following:
• Drag to create a form field of the required size.
• Double-click the page to create a form field using the default size.
Note: You cannot create a form field on top of a comment.
3 In the [form field name] Properties dialog box, which opens automatically, select property options to specify the
form field behavior.
To add form fields to a PDF document’s tags tree at the same time that you create the form fields in Acrobat, make
sure that Tag Annotations is selected in the Options menu of the Tags tab. Select the item in the tags tree that should
be the parent of the form field you’re about to create, and create the form field.
Create multiple copies of form fields
You can create multiple copies of form fields even if the fields have different types. The new form field names are
based on the original form fields and appended with a number. All new fields are created sequentially, using standard
array format.
1 Select one or more form fields that you want to copy.
2 Choose Forms > Edit Fields > Place Multiple Fields.
3 In the Create Multiple Copies Of Fields dialog box, do the following:
• To specify the number of rows to be created, enter a number in Copy Selected Fields Down.
• To specify the number of columns to be created, enter a number in Copy Selected Fields Across.
• To specify the width of the area in which the columns of fields appear, enter a number in Change Width.
• To specify the height of the area in which the columns of fields appear, enter a number in Change Height.
Note: The width and height values don’t change the dimensions of individual fields but designate the size of the entire
area for all of the selected and newly created fields.
• To change the position of the fields, use the Up, Down, Left, and Right buttons.
4 Click Preview to apply the results, make any additional changes, and click OK.
Note: Copies of form fields function independently of each other. You can use a different procedure to duplicate form
fields, creating an information-sharing relationship among these form fields.
Lay out Acrobat 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.
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Copy an Acrobat form field
You can create copies of a form field on a single page of a PDF form and you can 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,
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, but with 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 any one of the copies or duplicates, that 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 that have the same basic name—such as
the appearance or behavior options for the selected form field—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 duplicated or copied form field from reacting in unison with the original field to user-entered
responses, change the name of the new form field using the General tab in form field Properties dialog box.
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/Option-drag it.
To constrain the vertical or horizontal movement as you drag, press Shift.
Create multiple copies of a form field on a page
1 Do one of the following:
• Select the form field and choose Forms > Edit Fields > Place Multiple Fields.
• Right-click/Control-click the form field and choose Create Multiple Copies.
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.
• 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.
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• 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 in Acrobat
Selecting multiple form fields is an essential step in several tasks you can perform, such as creating copies, aligning
form fields, and adjusting the spacing between form fields.
❖ If necessary, choose Forms > Edit Form In Acrobat, 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/Command-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 select all form fields of a specific type in an area of the page, select the forms tool for that type of field and drag
a selection marquee around the area. For example, if you select the Radio Button tool, only radio button form fields
are selected.
• To deselect an individual form field, Ctrl-click/Command-click that field.
The form field highlighted in red 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/Command-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 in Acrobat
After you create form fields, you may need to rearrange, resize, or move them to give the page a cleaner, more profes­
sional look.
To make adjustments in the layout of form fields, you must be in editing mode (choose Forms > Edit Form In
Acrobat or choose Tools > Advanced Editing > Select Object Tool).
Resize a form field
1 Select either the Select Object tool or the form tool that was used to create the form field.
2 Select the form field that you want to resize.
3 Do any of the following:
• To resize the field manually, click to select the form field, and then drag a border handle. Press Shift to maintain
the current aspect ratio of the form field.
• To resize the field by 1 pixel, press Ctrl+Arrow key/Command+Arrow key; to resize the fields by 10 pixels, press
Ctrl+Shift+Arrow key/Command+Shift+Arrow key.
Resize multiple form fields to match a selected form field
1 Select all the form fields that you want to resize.
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2 Right-click/Control-click the form field that you want the other selected form fields to match, choose 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/Control-click the field to which the others will align, choose Align, and then choose a command as
follows:
• To align a column of fields, choose Left, Right, or Vertical to align them respectively to the left edge, right edge,
or vertical axis (center) of the anchor form field.
• To align a row of fields, choose Top, Bottom, or Horizontally to align them respectively to the top edge, bottom
edge, or horizontal axis (center) of the anchor form field.
Note: When you right-click/Control-click one of the selected fields, it’s highlighted in red instead of blue, 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.
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 Press Shift and select the form fields that you want to adjust.
2 Right-click/Control-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 Distribute > Vertically.
• To distribute the fields evenly between the leftmost and rightmost fields, choose Distribute > Horizontally.
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Note: The Distribute button in the Forms toolbar has a different function: Use that button to send your form to others,
who will fill in the information and return the data to you.
Delete a form field
1 Select the form fields you want to delete.
2 Press Delete, or choose Edit > Delete.
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 information, see
Developing Acrobat® Applications Using JavaScript™ on the JavaScript support page (English only) of the Adobe
website. 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
“Design tips for barcodes” on page 210
“Manage custom barcode settings” on page 230
“Value tab for form field properties” on page 230
“Options tab for form field properties” on page 224
Add a barcode field
1 Open the form in Acrobat, choose Edit > Preferences and select Forms on the left. Then select Automatically
Calculate Field Values.
2 Click the Barcode tool
in the Forms toolbar, or choose Tools > Forms > Barcode Tool.
3 Drag a rectangle to define the barcode area. The Barcode Field Properties dialog box opens.
4 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.
5 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 will be used to capture data from returned forms.
• In Decode Condition, choose the type of hardware that will 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.
6 Make any other changes in the General and Actions tabs. Then click OK to close the Barcode Field Properties
dialog box.
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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, the new field will not automatically be 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 > Edit Form In Acrobat to deselect it, or click the Preview button in the Forms toolbar.
2 Fill in the form, using sample data that represents the maximum amount of information that a each field allows
or that you expect any user might enter.
3 If the barcode field is grayed out, follow either the procedure for resizing the barcode field or for adjusting the
content data. (See the following tasks.)
4 When you are 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, and then choose File > Save.
The barcode form field is now ready for distribution.
Include additional data fields in the barcode
1 Using either the Barcode tool or the Select Object tool, select the barcode field and choose Forms > Show Field
Properties.
2 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 grayed out, adjust the barcode size, barcode properties, or text field properties so that the data
content fits into the barcode area.
Resize a barcode field
The most common error when authoring barcoded forms is when the barcode area is too small to accommodate the
data. If this occurs during your test of sample data, the barcode appears as a solid gray rectangle instead of showing
its coding pattern.
1 Select the Barcode tool
, and select the barcode field.
Important: Be sure to use only the Barcode tool to resize a barcode. If you resize a barcode using the Text Field tool or
the Select Object tool, the barcode can be distorted and becomes unusable.
2 Drag a handle along the edges or corners of the barcode field frame.
3 If necessary, drag the barcode from inside its frame to move it to another location on the page.
Adjust data content to fit in a barcode field
1 To edit the barcode properties so that it can accommodate more data, select it, choose Forms > Show Field
Properties, 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 Tab Delimited rather than XML as the data-encoding format. XML requires more
barcode area to encode information than Tab Delimited does.
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• In the Options tab, select Compress Data Before Encoding To Barcode, but only if you will be using an Adobe
software decoder (available separately).
• In the Options tab, select a different Symbology option.
• In the Value tab, click the Pick button, and deselect any fields that you don’t need to encode. For example, don’t
include fields with redundant information
• 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 edit a text field to minimize the amount of barcode area needed to contain the data, select the text field, choose
Forms > Edit Field Properties, and do either of the following:
• In the Options tab, enter a value (or reduce the existing value) for Limit Of Characters.
• In the Validate 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 tabbing order in Acrobat
If a PDF document isn’t tagged and doesn’t have a specified tab order, the order in which the form fields were created
determines their tabbing order. If a PDF document is tagged, the document structure determines the form fields’
tabbing order unless the user has deselected the Tab Order option in the Accessibility preferences.
You can change the tabbing order after you create the fields in either of two ways: by setting the tabbing order in the
Page Properties, or manually.
See also
“Creating new forms” on page 212
“Make Adobe PDF forms accessible (Acrobat)” on page 213
Set tabbing order in Page Properties
1 Click the Pages button
or choose View > Navigation Panels > Pages to open the Pages panel.
2 Select one or more page icons, and choose Page Properties in the Pages panel Options menu.
3 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.
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. For untagged forms, this is the order in which the fields were created.
Reset tabbing order automatically
1 Choose Forms > Edit Fields > Set Tab Order.
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Note: You can choose this command only if the tab order property in the Page Properties is set to Unspecified.
2 Click Yes in the message that appears to automatically determine the tab order.
Set tabbing order manually
1 Choose Forms > Edit Fields > Set Tab Order.
Note: You can choose this command only if the tab order property in the Page Properties is set to Unspecified. You can
verify this by selecting the page in the Pages panel and choosing Page Properties in the Pages panel Options menu or
context menu.
2 Click No in the message that appears.
Numbers representing the tabbing order for the fields appear in the upper left corner of each field.
Note: If you decide not the change the tabbing order, click a blank area of the page or a part of the page that is not part
of a field. This hides the tabbing order numbers so that clicking a field no longer changes the tabbing order.
3 Click anywhere in the field that you want to be first in the tabbing order.
The number in the upper left corner is set as 1.
4 Click each of the other fields in the order that you want tabbing to occur.
Form fields behaviors
About Acrobat 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.
All types of form fields have a General tab, Appearance 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 Applies and saves the current form field properties, and closes the form field Properties dialog box.
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 in Acrobat
You can access Acrobat form field properties only when you are in editing mode (by choosing Forms > Edit Form In
Acrobat or Tools > Advanced Editing > Select Object Tool). You can change the properties for multiple form fields
at a time.
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Note: Some basic options can be changed on the Properties toolbar, which you can open or hide by choosing View >
Toolbars > Properties Bar.
1 Open the Properties dialog box using one of the following methods:
• To edit a single form field, double-click it or right-click/Control-click it and choose Properties.
• To edit multiple form fields, select the fields that you want to edit, right-click/Control-click one of the selected
fields, and choose Properties.
2 Make changes to the properties on each of the available tabs, as needed.
3 Click Close to apply and save the changed properties to the selected form fields.
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 check box again.
See also
“Setting action buttons in Acrobat” on page 232
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.
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 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.
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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.
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 (Western or Arabic-Indic) 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.)
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.
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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 field. To change
the default item, highlight another item from the list.
Up and down arrows Change the order in which the items are listed in the combo-box list. These buttons are not
available if Sort Items is selected.
Note: The highlighted item in the Item List box appears as the default selected item in the combo box field. To change
the default item, highlight another item from the list.
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.
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
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.
Export 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.
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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
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
View, Go To A Page View; Import Form Data, 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 Browse-for-file window.
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Actions Displays the list of triggers and actions that you’ve defined.
Up and down arrows 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 boxes 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.
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.
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• 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 214
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.
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.
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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 box 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
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.
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To get the JavaScript for Acrobat API Reference, go to the JavaScript support page (English only) of the Adobe website.
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 214
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.
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.
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All of these processes begin by opening the barcode form field properties dialog box, which you can do by using the
Select Object tool (Tools > Advanced Editing > Select Object Tool) to select a barcode form field, and then choosing
Forms > Show Field Properties.
See also
“Create, test, and edit barcode fields” on page 219
“Design tips for barcodes” on page 210
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 Barcode Type, 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.
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. This would not affect the default properties of other types of form fields, such as text boxes or radio buttons.
1 If necessary, do one of the following to go to form-editing mode and to activate the Select Object tool:
• Choose Forms > Edit Form In Acrobat so that a check mark appears next to that command in the Forms menu.
• Choose Tools > Advanced Editing > Select Object Tool.
2 Right-click/Control-click the form field for which you have already changed properties, and choose Use Current
Properties As New Defaults.
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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 in Acrobat
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 In Acrobat, choose Tools > Forms > Button Tool.
2 Drag the cross hair to create the button area.
3 Click the General tab, and then specify a name, tool tip text, and other common properties.
4 Click the Appearance tab, and then specify options to determine how the button will look on the page. Remember,
if you select a background color, you won’t be 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.
6 Click the Actions tab, and then 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 may want to snap the object to grid lines or guides.
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Add a submit button
Forms that will be returned by a network or Internet connection must have a submit button, which users click to
send completed forms back to you.
1 Using the Button tool, create a button and set options in the General and Options tabs.
2 In the Appearance tab, choose an option in the Layout menu for the button label, icon image, or both, and then
do one or both of the following:
• Type text in the Label option 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 Select, 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
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.
Edit a button in Acrobat
❖ Select the Button tool
, and then do any of the following:
• To edit the button’s properties, double-click the button.
• To change the button’s appearance, click the button, and then specify options using the Properties toolbar. You can
also change these appearance options in the Appearance tab of the Properties dialog box.
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• To align, center, or distribute the button with other form fields, or to resize or duplicate the button, right-click
(Windows) or Control-click (Mac OS) the button, and then choose an option from the context menu.
See also
“Scale and position buttons in Acrobat” on page 234
Specify Acrobat button display properties
1 Select the Button tool
or 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, and then click Browse. Select the file type
from the Objects of Type (Windows) or Show (Mac OS) menu, double-click the file name, and then click OK.
(Click Clear to remove the selected icon.)
6 Click Close to accept these display properties.
Button Behavior options
None Keeps the appearance of the button the same.
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 in Acrobat
1 Select the Button tool
or 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 icon’s original size; 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.
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Icon Is Too Small Scales the icon as defined only if it is smaller than the button.
5 From the Scale menu, select whether or not to scale the icon proportionally. If the icon is scaled nonpropor­
tionally, 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.
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 (Windows) or Show (Mac OS)
menu, 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 Select the Hand tool
, and move the pointer across the button. 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.
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Distributing forms
Distribute a form by email
If you want to distribute the form immediately and through your default email application, you can complete the
distribution process entirely in the Distribute Form wizard. However, if you want to distribute the form later, or if
you want to distribute it through a web-based email account, the process is slightly different.
Distribute the form now
1 Do one of the following:
• Choose Forms > Distribute Form.
• In the Forms toolbar, click the Distribute button
.
• Choose Tools > Forms > Distribute.
• On the Tasks toolbar, choose Distribute Form on the Forms button
menu.
Note: In order to distribute a form, it must contain a submit button. Otherwise, the Distribute commands and Distribute
button may not be available.
2 A series of messages might appear, depending on the conditions Acrobat detects in your form. Respond to the onscreen instructions as needed, to finalize fields, add a submit button, clear any sample data, and save the form.
3 In the form Distribution Options dialog box, select Send Now Via Email.
4 Follow the instructions that appear in the Distribute Form wizard providing all the following information, and
clicking Next after each addition:
• The email address to which the form data will return.
• A location for the data collection file.
• Email addresses for all the individuals to whom the form will be sent.
• Text for the email subject line and message body text, if you want something other than the default text. Or, you
can click Select Text File and browse to select a text file that you have created with content for the message body text.
5 Click Done, and then open the Outbox in your default email application and review the prepared message.
Notice that the recipient addresses are automatically listed in the Bcc box, so that the identities of the addressees are
hidden from all recipients.
Prepare the form for later distribution
1 Do one of the following:
• Choose Forms > Distribute Form.
• In the Forms toolbar, click the Distribute button
.
• In the Tasks toolbar, choose Distribute Form on the Forms button
menu.
Note: In order to distribute a form, it must contain a submit button. Otherwise, the Distribute commands and Distribute
button may not be available.
2 A series of messages might appear, depending on the conditions Acrobat detects in your form. Respond to the on-
screen instructions as needed, to finalize fields, add a submit button, clear any sample data, and save the form.
3 In the form Distribution Options dialog box, select Save And Send Later.
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4 Follow the instructions that appear in the Distribute Form wizard.
The wizard saves two versions of the PDF form. The default name given to one is [original file
name]_dataset_0001.pdf, which is where returned data will be collected. The other PDF is the one that is attached
to email for distribution. Its default name is [original file name]_pub_0001.pdf.
5 When you are ready to distribute the form, open the email application or web-based email site, create a new
message, address it to the people you want to fill in the form, and add Subject line and message text.
When you send out a form to more than one person, it’s usually a good idea to place all addresses on the Bcc address
line so that the identities of the recipients are hidden from all viewers.
6 Add the [original file name]_pub_0001.pdf as an attachment to the outgoing email message, and click Send.
Send secure forms
Sending a secure form certifies the form-originator’s identity to form recipients and encrypts the data that the recip­
ients submit when returning a filled-in form.
1 Open the form, and do one of the following:
• If the form is open in Acrobat, choose Forms > Distribute Forms.
• If the form is open in LiveCycle Designer, choose File > Distribute Forms.
2 In the Form Distribution Options dialog box, specify whether you want to send the form now or save it to send
later.
3 In the Distribute Form wizard, enter the email address to which completed forms will be sent, and select Secure
Forms On Return.
4 Continue through the Distribute Form wizard, following the on-screen instructions.
Requirements
• The form must be an Adobe XFA form, which is the format applied by LiveCycle Designer. If you edited the form
in Acrobat, you must save it in LiveCycle Designer (available only for Windows) before you can use the sendsecure feature.
• The form must contain a submit button that is configured with an email return address, such as
mailto:[email protected]
• The form originator must have a digital ID. See “Creating or obtaining digital IDs” on page 253.
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 appli­
cation 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 appli­
cation.
Important: CGI scripts must be built outside Acrobat, and their creation is not covered by the Adobe Acrobat product.
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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 In the Acrobat Forms toolbar, select the Button tool, 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 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.
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Add a Reset Form button (in Acrobat)
A Reset Form button clears any data a user has already entered in the form. It is similar to 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 In the Forms toolbar, select the Button tool, 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, either click individual check boxes to select or deselect the fields that you want
to be reset by the button or select Select All. Then click OK.
The list in the Actions tab now shows Reset A Form nested under the Mouse Up action.
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 behaviors” on page 222
Add an Import Data button (in Acrobat)
You can 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. Those that do not
match are ignored. Before you create an Import Form Data action, you must have set up a form with common infor­
mation form fields from which the data will be exported.
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 Acrobat 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 Acrobat Reader folder and the
System Preferences folder.
1 In the Forms toolbar, select the Button tool, 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 OK to accept the selections.
7 Click another tab in the Button Properties dialog box to continue defining properties for the button, or
click Close.
See also
“Import form data” on page 204
“Add a button to an Acrobat PDF form” on page 232
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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.
Collecting and managing form data
About data set files
Data set files are PDF packages that contain individual records submitted for a specific form that you have
distributed. You create the data set file during the distribution process, as one of the steps in the Distribute Form
wizard.
You can also create a data set file after the distribution process and then add individual records to that file.
For more information, choose Help > Complete Adobe Acrobat 8 Professional Help, and search for “About PDF
packages” and “Distributing forms.”
Add completed form data to a data set file
1 In your email application, open an email message with a completed form attached to it.
2 Double-click the returned form icon in the email.
3 In the Add Completed Form To Data Set dialog box, select one of the following:
Add To An Existing Data Set Compiles the data in the data set you created when you used the Distribute Form
wizard to send out the form. (If necessary, click Browse and locate that data set file.)
Create A New Data Set Creates a new data set, using the name and location you specify by typing and clicking the
Browse button.
The data set opens after you click OK. Each returned form added to the data set appears as a component file of a PDF
package.
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 data set file:
• Click Browse, and then locate and select the data set file.
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• Choose a data set file from the menu.
• Type the path to the data set 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 data set. Each returned form appears as a
component file of a PDF package.
Add records to an existing data set
1 In Acrobat, open the data set PDF file.
2 In the data set navigation bar (between the toolbar area and the document pane), click Import Data.
3 In the Add Returned Forms dialog box, click Add File. Then locate and select the returned form data files, 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 data file appears as a component file of the data set PDF package.
Export records from a PDF data set
Use this process to save all the entries in a data set PDF package to a spreadsheet or XML file.
1 In Acrobat, open the data set PDF file.
2 In the data set navigation bar (between the toolbar area and the document pane), click Export Data.
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.
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 (FDF, XFDF, XML, XDP, XFT,
TXT, or All Files) corresponding to the data file you want to import. Then locate and select that file, and click Select.
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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 LiveCycle Designer. 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.
Note: When returned forms are in a data set, the most efficient way to export the information into a spreadsheet is to
use the Export Data button in the navigation bar for the data set PDF package.
About Forms Tracker
The Forms Tracker is a panel of the same window in which you track PDF reviews and subscriptions.
There are several ways to open the Forms Tracker:
• Choose Forms > Track Forms.
• In the Tasks toolbar, choose Track Forms from the Forms button pop-up menu.
• In the Review Tracker window (opened by choosing Comments > Review Tracker), click the Forms Tracker
button
on the left side of the window.
Four buttons appear on the left side of the Forms Tracker. Each one opens a different panel when clicked: To Do,
History, Search Results, and Forms Library. These panels can remind you of the status of various forms that are part
of your workflow and make it easy to find and reopen those forms.
You add a form to the Forms Library panel during the forms-distribution process. At the end of the Distribute Form
wizard, a message appears, stating that the form has been sent to your default email application. This message also
includes an Add To My Form Library option.
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Search for forms
It is not necessary to have any PDF open when you search for forms.
1 Choose Forms > Track Forms.
2 In the Search text box at the top of the Forms Tracker, type all or part of the filename for the forms you want to
find, and then click Search.
The Search Results panel opens automatically, showing a list of forms that match your search text.
244
Chapter 8: Security
Document security is similar to home security. Just as you lock your doors to prevent someone from entering your
house without permission, you use security features to lock an Adobe PDF. For example, you can use passwords to
restrict users from opening, printing, and editing PDFs. 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.
Note: To apply security features to PDFs, you need Adobe Acrobat 8 Professional, Acrobat 8 Standard, or Acrobat 3D
Version 8.
Quickstart
The following topics provide an overview of some common security tasks.
Check security restrictions
When you receive a PDF, it may contain restrictions preventing actions such as printing or copying information.
1 Click Security Settings
or Signatures
to the left of the document window. (The Security Settings button
only appears when the PDF contains security restrictions.)
2 View restriction information. In the Security Settings panel, you can click Permission Details to get more infor­
mation.
If you cannot open a PDF or are restricted from using certain features, contact the PDF author.
See also
“Open secured PDFs” on page 247
Examine a PDF for hidden content
Before making a PDF available to others, you may wish to remove content that reveals the document history or that
contains your personal information, such as metadata that lists your name as the author.
1 Choose Document > Examine Document.
2 Select the items you want removed from the PDF, and click Remove All Checked Items.
3 Save the document with a new name.
You can also examine a PDF at the end of a redaction process.
See also
“Examine a PDF for hidden content” on page 248
Redact sensitive content
Use redaction to remove sensitive content from a PDF.
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Important: Save a copy of the PDF before applying redaction markups.
1 Choose View > Toolbars > Redaction.
2 Click Mark For Redaction
, and do any of the following:
• Double-click a word or an image.
• Drag across text.
• Ctrl-drag/Control-drag over an area of the page.
3 Click Apply Redactions
. Search for and remove hidden content, if desired.
Use Search And Redact to remove all instances of a search string.
See also
“Redact sensitive content” on page 249
Register a digital ID
You must register a digital ID in Acrobat before you can use it.
1 Choose Advanced > Security Settings.
2 Select Digital IDs, and click Add ID.
3 Select Browse For An Existing Digital ID File.
4 Follow the on-screen instructions to select the digital ID file, type your password, and register the digital ID.
You can create self-signed digital IDs in Acrobat. Or, see the Adobe website for information on acquiring a digital
ID from Adobe security partners.
See also
“Register a digital ID” on page 254
Create a self-signed digital ID
A digital ID is required to sign documents and apply certificate security. Self-signed digital IDs created from Acrobat
may be adequate for many situations. See the Adobe website for information on acquiring a digital ID from Adobe
security partners.
1 Choose Advanced > Security Settings.
2 Select Digital IDs, and click Add ID.
3 Select Create A Self-Signed Digital ID For Use With Acrobat.
4 Follow the on-screen instructions to set up the self-signed digital ID.
See also
“Create a self-signed digital ID” on page 254
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Share your certificate
Your digital ID includes a certificate that others require to validate your signature and encrypt documents for you.
1 Choose Advanced > Security Settings.
2 Select Digital IDs on the left.
3 Select the ID you want to share, and click Export
.
4 Follow the on-screen instructions to email the certificate or save it to a file.
If you use a third-party security method, you usually don’t need to share your certificate with others.
See also
“Sharing certificates with others” on page 258
Add a document password
One way to restrict access to a PDF is to add a Document Open password.
Important: There is no way to open the PDF if you forget the password.
1 Click Secure
on the Tasks toolbar, and choose Password Encrypt.
2 Select Require A Password To Open The Document, and type a case-sensitive password in the text box.
If the PDF already has security applied, you may need to supply the Permissions password that lets you change
security settings.
See also
“Set passwords for PDFs” on page 264
Prevent changes to a PDF
Add security restrictions to help prevent others from changing your PDF.
1 Click Secure
on the Tasks toolbar, and choose Password Encryption.
2 Select Restrict Editing And Printing Of The Document, and type a Permissions password.
3 Choose an option from the Changes Allowed menu.
For information on using other security methods to restrict access, see Help.
See also
“Set passwords for PDFs” on page 264
Create secure attachments
You can add security to both PDF and non-PDF documents by embedding them in an encrypted envelope, called a
security envelope, that you can send as an email attachment.
1 Click Secure
on the Tasks toolbar, and choose Create Security Envelope.
2 Click Add File To Send, and select the desired documents.
3 Click Next, and follow the on-screen instructions to create the security envelope.
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Recipients can extract and save the encrypted documents. Once saved, the documents are no longer encrypted.
See also
“Create secure attachments” on page 268
Opening restricted documents
Open secured PDFs
If you receive a PDF that is protected by security features, you may need a password to open the document. Some
protected documents have restrictions that prevent you from printing, editing, or copying content in the document.
If a document has restricted features, any tools and menu items related to those features are dimmed.
❖ If a document is restricted or has a special status, the Security Settings button
or the Signatures button
appear to the left of the document window. Click the button to discover the protection settings and determine which
features are restricted.
If you have trouble opening a PDF, or if you’re restricted from using certain features, contact the author of the PDF.
Restrict URLs and attachments in PDFs
Acrobat warns you any time you try to open a URL (web link) 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.
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, you must
respond to a prompt by indicating that you always allow files of that type. The attachment’s file type is then added to
a list stored in the registry. If you want to restrict a file type that you permitted in the past, you can reset this list to
its default settings in the Trust Manager preferences.
Trust Manager preferences
To open the Trust Manager preferences, choose Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS),
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 on
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 Web Sites. 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 text box, and click Allow or Block. Then
specify the default behavior for Acrobat for websites that aren’t in the list.
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Note: If you open a protected PDF and a security warning dialog box prompts you to allow or block a URL, select
Remember My Action For This Site, and the URL is added to this list.
Allow External Content Allows Acrobat to read data from stream objects in a PDF. Stream objects are URLs or file
specifications identified by flags, as specified in PDF Reference Version Fifth Edition: Adobe Portable Document
Format Version 1.6. Use this option if you’re a PDF developer who creates PDF files that contain streams, or if you
work with these types of files.
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.
JavaScripts, 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.
To remove sensitive images and text that are visible in a PDF, use the Redaction tools.
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 (choose Edit > Preferences [Windows] or Acrobat > Preferences [Mac OS], and select
Documents on the left).
1 Choose Document > Examine Document.
If items are found, they are listed in the Examine Document dialog box with a selected check box beside each item.
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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 Field Logic Or Actions This item includes form fields (including signature fields), and all actions and calcula­
tions 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.
Note: The Examine Document feature doesn’t find or remove links. If you want to remove links, use PDF Optimizer. See
“PDF Optimizer” on page 343
3 Click Remove All Checked Items 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 signa­
tures; 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.
Redact sensitive content
The Redaction tools let you permanently remove (redact) visible text and images from PDFs. In place of the removed
items, you can have redaction marks that appear as colored boxes, or you can leave the area blank. You can specify
custom text or redaction codes to appear over the redaction marks.
Note: If you want to locate and remove specific words or phrases, use the Search And Redact tool
instead.
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Text marked for redaction (left), and redacted (right)
1 Choose View > Toolbars > Redaction.
2 (Optional) To set the appearance of redaction marks, click Redaction Properties.
3 Select the Mark For Redaction tool
.
4 Mark items you want to remove by doing any of the following:
• Double-click to select a word or image.
• Press Ctrl/Control as you drag to select a line, a block of text, an object, or an area. Use this method to select areas
of a page in a scanned document.
To preview how your redaction marks will look, hold the pointer over the marked area.
5 To redact the marked items, click Apply Redactions in the Redaction toolbar.
6 Click OK to remove the items. The items aren’t permanently removed from the document until you save it.
7 If you want to search for and remove hidden information in the document by using the Examine Document
feature, click Yes. Otherwise, click No.
8 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.
Search and redact words
Use the Search And Redact tool to find and remove words or phrases in one or more PDFs that contain searchable text.
Note: The Search And Redact tool doesn’t search secured (encrypted) PDFs.
1 Choose View > Toolbars > Redaction, and select the Search And Redact tool
.
2 In the text box, type the word or phrase you want to remove.
3 Specify if you want to search the current PDF or PDFs in another location.
4 Select Whole Words Only and Case-Sensitive if you want to apply these conditions to the search.
5 Click Search And Redact.
6 In the search results, click the plus sign (+) next to the document name to see all occurrences of the word or
phrase. Then, select the occurrences you want to mark for redaction:
• To select all occurrences in the list, click Check All.
• To select individual occurrences, click the check box for each one you want to redact. Click the text next to a check
box to view the occurrence on the page.
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• To mark none of the occurrences, close the Search window or click New Search to start over.
7 If you selected occurrences that you want to mark for redaction, click Mark Checked Results For Redaction.
The Search window closes, and the items you checked in the list are shown marked for redaction.
Note: If you haven’t saved the file, you can select redaction marks in the document and press Delete to remove the
redaction mark. The redaction marks become permanent after you save the file.
8 To remove the marked items, click Apply Redactions in the Redaction toolbar, and then click OK.
The items aren’t permanently removed from the document until you save it.
9 If you want to search for and remove hidden information in the document by using the Examine Document
feature, click Yes. Otherwise, click No.
10 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.
See also
“Searching PDFs” on page 373
Change the look of redaction markers
By default, black boxes appear in place of redacted images and text. You can set the default appearance of redaction
marks before you mark items for redaction, or you can change the look of redaction marks before you apply the
redactions.
Set the default look of all marks
1 In the Redaction toolbar, click Redaction Properties.
2 On the Appearance tab, select options you want to change, and then click OK:
• Click the Redacted Area Fill Color icon and select a fill color from the Color palette for the boxes that replace
removed items. Choose No Color to leave the redacted area blank.
• Select Use Overlay Text if you want to select the custom text or redaction code options. Select the font, size, and
text alignment.
• Select Custom Text, and type the text you want to appear in the redacted area.
• Select Redaction Code and then either select a code within an existing set, or click Edit to define a new code set
or a new code.
Change the look of a mark
1 After you apply redactions, right-click/Control-click a redaction mark, and choose Properties.
2 Select the options you want, and then click OK.
Properties for redaction text
Custom Text Displays text you type into the Custom Text option over the redaction mark.
Font Displays custom text in the selected font.
Font Size Displays custom text in the selected point size.
Auto-Size Text To Fit Redaction Region Resizes custom text to fit within the redacted area. When selected, this
option overrides the Font Size setting for the overlay text.
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Font Color Displays custom text in the selected color, which you can change by clicking the color swatch.
Repeat Overlay Text Fills the redacted area with as many instances of the custom text as needed, without changing
the font size. For example, if you specify the letter x or a hyphen (-) as the custom text, these characters are repeated
throughout the redacted area.
Text Alignment Sets the text alignment.
Create and edit redaction codes
Both the Redaction Code and Custom Text options create text that overprints areas that contain redaction markers.
The difference is that redaction codes are text entries that you can save, export, and import. One code set can contain
multiple codes.
Note: Codes don’t save the current attributes for overlay text as part of the code definition, such as colors, font charac­
teristics, and repetition or size of text. Codes only make the overlay text itself reusable in future sessions and by other
users with whom you share code sets. You set other attributes for the code in the Redaction Tool Properties dialog box.
Create redaction codes and code sets
1 Click Redaction Properties
in the Redaction toolbar.
2 Select Use Overlay Text.
3 Select Redaction Code, and then click Edit Codes.
4 In the Redaction Code Editor dialog box, click Add Set.
5 (Optional) Type a new name for the set in the text box below the list of code sets, and then click Rename Set.
6 Click Add Code, and type the text that you want to appear as overlay text in the text box below the list of code
entries, and then click Rename Code.
7 Repeat the previous step to add another code entry to that code set, or repeat the previous three steps to create
additional code sets and codes.
Edit redaction codes and code sets
1 Click Redaction Properties
in the Redaction toolbar.
2 Select Use Overlay Text, and then select Redaction Code.
3 Select a code set from the list on the left, and click Edit Codes.
4 In the Redaction Code Editor dialog box, do any of the following:
• To remove a code set and all of the code entries within it, select the code set and click Remove Set.
• To export a code set to a separate XML file that you can reuse in other PDFs or share with others, select the code
set and click Export Set, specify a filename and location, and click Save.
• To import a previously saved code set, click Import Set, locate and select that file, and click Open.
• To rename a code set, type a new name in the box below the list and click Rename Set.
5 With the code set selected, select the code entry that you want to edit, and do one of the following:
• To remove a code entry, click Remove Code.
• To rename a code entry, type a new name in the box below the list and click Rename Code.
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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 commu­
nicate 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 operate by using a key pair: 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.
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 258
“Smart cards and hardware tokens” on page 255
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Register a digital ID
You must register your digital ID in Acrobat before you can use it. If you obtained or created a digital ID file that
doesn’t appear in your list of digital IDs, you can search for the missing digital ID file and add it to the list. You can
identify digital ID files by their file extensions. For PKCS #12 files, the extension is .pfx in Windows and .p12 in Mac
OS. Digital ID files from some earlier versions of Acrobat have an .apf extension. If you select an .apf digital ID file,
you may be prompted to convert it to a supported file type. You may need the password created for the digital ID to
complete this task.
1 Choose Advanced > Security Settings.
2 Select Digital IDs on the left.
3 Click the Add ID button
.
4 Select one of the following options:
Browse For An Existing Digital ID File Select this option if you obtained a digital ID as an electronic file or if you store
it in the Windows certificate store. Follow the prompts to select the digital ID file, type your password, and add the
digital ID to the list.
Configure A Roaming ID For Use On This Computer 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.
Create A Self-signed Digital ID For Use With Acrobat Select this option to create a self-signed digital ID.
Look For Newly Inserted Hardware Tokens Select this option if you have a security token or hardware token
connected to your computer.
5 Click Next, and follow the on-screen instructions to register your digital ID.
Create a self-signed digital ID
If you’re not using a third-party digital ID, you can create your own self-signed digital ID. When you create a selfsigned digital ID, the resulting file stores an encrypted private key used for signing or decrypting documents and a
public key contained in a certificate, which is used for validating signatures and encrypting documents.
1 Choose Advanced > Security Settings.
2 Select Digital IDs on the left, and then click the Add ID button
.
3 Select Create A Self-Signed Digital ID For Use With Acrobat, 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 is a standard
encryption format with a .pfx extension in Windows and .p12 in Mac OS.
Windows Certificate Store (Windows only) Stores the file 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. 2048-bit RSA 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 Next.
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9 Specify a filename and location for the digital ID file.
10 Type a password; passwords are case-sensitive, must contain at least six characters, and may not contain double
quotation marks or the following characters: ! @ # $ % ^ & * , | \ ; < > _. Type the same password in both the Password
and Confirm Password boxes. Click Finish.
You can export and send your certificate file to those who need 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.
See also
“Sharing and managing certificates” on page 258
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.
1 Choose Advanced > 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 a new account. Click
Next, and then click Finish.
5 If you don’t need to use your roaming ID, select it, and 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.
See also
“Configure a directory server manually” on page 262
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.
Similarly, a security hardware token is a small, keychain-sized device that you can use to store digital IDs and authen­
tication data. You can access your digital ID by connecting the token to a USB port on your computer or mobile
device. The token may include a keypad that lets you type a personal identification number (PIN).
If you store your digital ID on a smart card or hardware token, you must specify that information when you sign or
certify documents.
See also
“Register a digital ID” on page 254
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Change the signing method
You may need to specify a different signing method than the default security method provided in Acrobat.
1 If necessary, install a third-party signature provider.
2 Choose Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS), and click Security on the left.
3 Click Advanced Preferences, and click the Creation tab.
4 From the menu in the Creation tab, choose the default method you want for signing and encrypting documents,
and click OK.
The menu lists all the security methods installed in the Acrobat plug-ins folder.
Specify the default digital ID
Before you certify, sign, or encrypt a PDF, you may be prompted to select a digital ID file. To avoid being prompted
repeatedly, you can select a digital ID to use every time you sign or certify a document.
1 Choose Advanced > 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. If you want
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 Pen icon
appears next
to the digital ID. If you select only the encryption option, the Lock icon
appears. If you select only the certifying
appears.
option, or if you select the signing and certifying options, the Blue Ribbon icon
To clear a default digital ID, repeat these steps, and deselect the usage options you selected.
Change a digital ID’s password and timeout
Passwords and timeouts can be set for PKCS #12 IDs and Windows Personal Certificates. If the PKCS #12 ID
contains multiple IDs, you must configure the password and timeout at the file level.
1 Choose Advanced > 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.
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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 decryption.
Note: You can delete only self-signed digital IDs that you created in Acrobat.
1 Choose Advanced > Security Settings.
2 Select Digital IDs on the left, and then select a digital ID on the right.
3 Click Remove ID, and click OK.
See also
“Delete a certificate from trusted identities” on page 261
Protecting digital IDs
By protecting your digital IDs, you can prevent unauthorized use of your private keys for signing or decrypting confi­
dential 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
PIN-protected, be sure to use a strong password or PIN. Never divulge your password to others. You should not write
your password down, but if you must, store it in a secure location. 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 these 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 appro­
priately. If using a P12 file to store private keys that you use for signing, set your password timeout option so that
your password is always required (this is the default behavior). If using your P12 file to store private keys that are
used to decrypt documents, ensure that there is a backup copy of your private key or P12 file so that you can continue
to open encrypted documents should 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 best to protect these keys from unautho­
rized access and for backup purposes. In general, you should use the strongest authentication mechanism available
and should seek to require 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).
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Sharing and managing certificates
Sharing certificates with others
Your digital ID includes a certificate that others require to validate your digital signature and to encrypt documents
for you. If you know that others will need your certificate, you can send it in advance to avoid delays when
exchanging secure documents. Businesses that use certificates to identify participants in signing and secure
workflows often store certificates on a directory server that participants can search to expand their list of trusted
identities.
If you use a third-party security method, you usually don’t need to share your certificate with others. Third-party
providers may validate identities using other methods, or these validation methods may be integrated with Acrobat.
See the documentation for the third-party provider.
When you receive a certificate from someone, their name is added to your list of trusted identities as a contact.
Contacts are usually associated with one or more certificates and can be edited, removed, or reassociated with
another certificate. If you trust a contact, you can set your trust settings to trust all digital signatures and certified
documents created with their certificate.
You can also import certificates from a certificate store, such as the Windows certificate store. A certificate store may
contain numerous certificates issued by different certification authorities.
Send your certificate to others
1 Choose Advanced > Security Settings.
2 Select Digital IDs on the left.
3 Verify that your certificate information is correct: Select the digital ID you want to share, and click the Certificate
Details button
. Click OK to return to the Security Settings dialog box.
4 With the digital ID selected, click the Export button
.
5 Do one of the following:
• Select Email The Data To Someone, and click Next to send your certificate as an FDF file to another user. Type the
email address, click Email, and then send the email message that appears in the default email application.
• Select Save The Data To A File, and click Next. Choose a file type from the menu, specify a name and location for
the file, and click Save.
Get certificates from other users
You keep certificates that you receive from other users in a list of trusted identities. This list is like an address book
that stores certificates. It lets you validate the signatures of these users on any documents you receive. You can also
use the list to encrypt files.
See also
“Encrypt a PDF and create a recipient list” on page 266
Request a certificate from another user
1 Choose Advanced > Manage Trusted Identities.
2 Click Request Contact.
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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 whether to email the request or save it as a file to email later, and 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
1 After a user sends you certificate information, open the email attachment in Acrobat, and then click Set Contact
Trust in the dialog box that appears.
2 Select trust options, click OK, and follow the prompts.
Add a Windows certificate (Windows only)
This option is recommended if you use the Windows certificate store to organize certificates.
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.
3 Choose Advanced > Manage Trusted Identities.
4 Click Add Contacts.
5 Do any of the following:
• If Windows certificate digital IDs are allowed, select the appropriate directory and group.
• If you configured an identity search directory, select the appropriate directory and group. You can then click
Search to locate specific certificates.
• Click Browse, select the certificate file, and click Open.
6 Select the added certificate in the Contacts list to add it to the Certificates list. Select the certificate in the Certif­
icates list, and click Details.
7 In the Certificate Viewer dialog box, click the Details tab and note the MD5 digest and SHA1 digest values (finger­
print). Contact the certificate’s originator to confirm that the values are correct. The certificate should be trusted only
if the values are correct. Click OK.
8 After you verify that the information is correct, click Trust, specify trust options, and click OK.
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.
1 In Windows Explorer, right-click the certificate file and choose Install Certificate.
2 Follow the on-screen instructions to add the certificate to the Windows certificate store.
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3 If you’re prompted to validate the certificate before installing it, note the MD5 digest and SHA1 digest values
(fingerprint). Contact the certificate’s originator to confirm that the values are correct. The certificate should be
trusted only if the values are correct. Click OK.
Add a certificate using a 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
certificate’s originator.
1 Open the PDF containing the user’s self-signed signature.
2 Click the signature in the document to check whether it’s valid.
3 Click Signature Properties, and then click Show Certificate.
4 In the Certificate Viewer dialog box, click the Details tab and note the MD5 digest and SHA1 digest values (finger­
print). Contact the certificate’s originator to confirm that the values are correct. The certificate should be trusted only
if the values are correct.
5 After you verify that the certificate information is correct, click the Trust tab, click Add To Trusted Identities, click
OK, specify trust options, and click OK.
Associate a certificate with a contact
Contacts are typically trusted identities with whom you exchange documents. To exchange encrypted PDFs with a
contact, you must associate at least one certificate with that contact.
Adding a contact may or may not add a certificate because certificates aren’t necessarily attached to the contact infor­
mation. Add contact information by browsing to the contact file location or search for the file.
1 Choose Advanced > Manage Trusted Identities.
2 Select the contact, and click Details.
3 Select a name from the list, and 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 other
users import your certificate, they may ask you 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 certif­
icate information for your own digital ID files or for ID files that you import.
The Certificate Viewer dialog box provides the validation period in which the certificate is valid, the certificate’s
intended usage, and certificate data such as a unique 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 information on your own certificate
1 Choose Advanced > Security Settings.
2 Select your digital ID, and then click Certificate Details
Verify information on someone else’s certificate
1 Choose Advanced > Manage Trusted Identities.
.
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2 Select the contact, and click Details.
3 Select the certificate name, and click Show Certificate.
4 Click the Revocation tab, and then click Check Revocation.
The results of the revocation check appear in the Details box.
Set the trust level of a certificate
You can change the trust settings of certificates. For example, if you have verified the fingerprint in a certificate that
you received from someone else, you can change the settings so that you explicitly trust all digital signatures and
certified documents created with this certificate. You can even choose to trust the certified document’s dynamic
content and embedded JavaScript.
A certificate must be explicitly trusted before you can use it to encrypt PDFs for the person associated with that
certificate. If you have multiple certificates for a person, set trust levels for at least one of their certificates.
You can also trust a certificate by trusting the root 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. Exercise caution when trusting root certificates.
1 Choose Advanced > 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:
Signatures And As a Trusted Root Trusts signatures for this certificate and trusts the certificate as a trusted root so
that any other certificates that have this certificate as the root in a certificate chain are also trusted.
Certified Documents Trusts documents in which the author has certified the document with an author signature.
Dynamic Content Trusts movies, sound files, and other dynamic elements.
Embedded High Privilege JavaScript Trusts embedded scripts.
5 Click OK, click OK again, and then click Close.
Delete a certificate from trusted identities
1 Choose Advanced > Manage Trusted Identities.
2 Choose Certificates from the Display menu.
3 Select the certificate, and click Delete.
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Directory servers
About directory servers
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. Directories 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.
Configure a directory server manually
1 Choose Advanced > Security Settings.
2 Select Directory Servers on the left.
3 Click the New button
, type the directory name and server settings, and click OK.
For more information on server settings, contact your system administrator.
Import and export directory server settings
Administrators and users can export directory settings as a Form Data Format (FDF) file, and use that file to
configure the directory server on another computer. As you export the file, you can choose to send it as a signed
email attachment.
Export directory server settings
1 Choose Advanced > Security Settings.
2 Select Directory Servers on the left, and select a server on the right.
3 Click Export.
4 Select a destination, and click Next.
5 If you need to verify the information in the FDF file, click Sign, add your signature, and then click Next.
6 Do one of the following:
• If you’re saving the file, specify a name and location for it, and click Save.
• If you’re sending the file as an email attachment, type an email address in the To box, click Next, and then click
Finish.
Import directory server settings
1 Do one of the following:
• Double-click the FDF file.
• Choose Advanced > Security Settings, select Directory Servers on the left, and then click Import. Select the FDF
file, and click Open.
2 If the FDF file is signed, right-click/Control-click the signature and choose options to validate the signature or
view signature properties.
3 Click Import Search Directory Settings.
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4 Click OK if prompted to confirm your choice, and then click Close.
The directory server appears in the Security Settings dialog box.
Securing PDFs
Choosing which type of security to use
Acrobat takes advantage of the security features of Windows XP and a number of other security systems. You can
secure a PDF by using the following security methods:
Note: “Security” is sometimes confused with “accessibility,” which involves making documents easier to read for the
visually impaired.
Password encryption Add passwords and set security options to restrict opening, editing, and printing PDFs.
Certification encryption Encrypt a document so that only a specified set of users has access to it.
Certify a document Save the PDF as a certified document. Certifying a PDF adds a (visible or invisible) certifying
signature that lets the document author restrict changes to the document.
Server-based security policies Apply server-based security policies to PDFs (for example, using Adobe LiveCycle
Policy Server). Server-based security policies are especially useful if you want others to have access to PDFs for a
limited time.
Before you secure a PDF, you may want to remove any sensitive or dynamic page content that can compromise the
document’s integrity. If others will be filling in, or signing, form fields in the document, you may want to set the form
field properties to read-only to prevent modifications to the form fields.
If you want to do this:
Do this:
Require a password to open a
Secure the document by choosing Password Encryption
PDF, or copy or print its contents from the Secure button in the Tasks toolbar.
If your company is signed up, you can also use Adobe
LiveCycle Policy Server to secure documents.
Indicate that you approve of the
PDF’s 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
Encrypt the document. Choose Certificate Encryption
from the Secure button in the Tasks toolbar, or apply
security using Adobe LiveCycle Policy Server. You must
have certificates for those who can view the documents.
If you often apply the same security settings to PDFs, consider creating a security policy to simplify your workflow.
Both Adobe LiveCycle Policy Server and certificate encryption let you save settings as a policy. If you apply security
settings to large collections of PDFs, you can automate the steps by using the Batch Processing command.
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See also
“Removing sensitive content” on page 248
“Modify form field properties in Acrobat” on page 222
“Run a predefined batch sequence” on page 368
Securing PDFs in FIPS mode (Windows)
Version 8.1 of Acrobat and Reader provides a FIPS mode to restrict data protection to Federal Information
Processing Standard (FIPS) 140-2 approved algorithms using the RSA BSAFE Crypto-C 2.1 encryption module.
The following options aren’t available in FIPS mode:
• Applying password-based security policies to documents. You can use public key certificates or Adobe LiveCycle
Policy Server to secure the document, but you cannot use password encryption to secure the document.
• Creating self-signed certificates. In FIPS mode, you cannot create self-signed certificates.
In FIPS mode, you can open and view documents that are protected with non-FIPS compliant algorithms, but you
cannot save any changes to the document using password security. To apply security policies to the document, use
either public key certificates or LiveCycle Policy Server.
Configure FIPS mode (Windows)
1 Exit from Acrobat.
2 Choose Start > Run, and then type regedit in the Open box.
3 Navigate to the following key in the registry: HKEY_CURRENT_USER>SOFTWARE>Adobe>Adobe
Acrobat>8.0>AVGeneral.
4 Right-click AVGeneral, and then select New > DWORD Value.
5 Change the name of the new value to bFIPSMode.
6 In the right pane of the Registry Editor, double-click bFIPSMode.
7 Set the value of bFIPSMode to 1 to enable or 0 to disable FIPS mode.
Set passwords for PDFs
You can limit access to a PDF by setting passwords and by restricting certain features, such as printing and editing.
A PDF can have two kinds of passwords: a Document Open password and a Permissions password. When you set a
Document Open password (also known as a user password), anyone who tries to open the PDF must type in the
password you specify. When you set a Permissions password (also known as a master password), recipients don’t
need a password to open the document, but 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, but only the
Permissions password allows the user to change the restricted features. Because of the added security, setting both
types of passwords is preferable to setting just one.
All Adobe products enforce the restrictions set by the Permissions password. However, because third-party products
may not support or respect these settings, document recipients may be 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.
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See also
“Secure PDFs using policies” on page 273
Add a password and security
1 Click the Secure button
in the Tasks toolbar, and choose Password Encrypt.
2 Click Yes to the prompt about changing the security, and if necessary, type the Permissions password that lets you
change security settings. If you don’t know the password, contact the author of the PDF.
3 In the Password Security - Settings dialog box, set the security options as desired, confirm the password, click OK,
and then click OK again.
4 Save the document to apply the security settings.
Note: You can also restrict editing capabilities when you certify a document, or when you apply a policy to a PDF.
Remove passwords and security settings
You can remove passwords and security policies from an open PDF if you have the permissions to do so. If the PDF
is secured with a security policy that resides on a server, the changes can be made only by the author of the policy or
by a server administrator.
1 Do one of the following:
• Click the Secure button
in the Tasks toolbar, and choose Remove Security. Type your password, and click Yes
to the prompt about removing the security.
• In the Security tab of the Document Properties dialog box, choose No Security from the Security Method menu.
2 When prompted, specify the Permissions password, and then click OK.
Security options
You can set the following options when you create a PDF or when you apply password protection to a PDF. Options
vary depending on the Compatibility setting. Security options are not available for PDF/X standards or presets.
Compatibility Sets the type of encryption for opening a password-protected document. The Acrobat 3 And Later
option uses a low encryption level (40-bit RC4), while the other options use a high encryption level (128-bit RC4 or
AES). Acrobat 6 And Later lets you enable metadata for searching.
Be aware that anyone using an earlier version of Acrobat cannot open a PDF document with a higher compatibility
setting. For example, if you select the Acrobat 7 And Later option, the document cannot be opened in Acrobat 6.0
or earlier.
Encrypt All Document Contents Select this option to encrypt the document and the document metadata. If this
option is selected, search engines cannot access the document metadata.
Encrypt All Document Contents Except Metadata Select this option to encrypt the contents of a document but still
allow search engines access to the document metadata.
Encrypt Only File Attachments Select this option to require a password for opening file attachments. However, users
can open the document without a password.
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.
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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.
Use A Password To Restrict Editing And Printing Of The Document Restricts access to the PDF file’s security settings.
If the file is opened in Adobe Acrobat, the user can view the file but must enter the specified Permissions password
in order to change the file’s Security and Permissions settings. If the file is opened in Illustrator, Photoshop, or
InDesign, the user must enter the Permissions password, since it is not possible to open the file in a view-only mode.
Permissions Password Specify a password that is required to change the permissions settings. This option is
available only if the previous option is selected.
Printing Allowed Specifies the level of printing that users are allowed for the PDF document.
• None Prevents users from printing the document.
• Low Resolution (150 dpi) Lets users print at no higher than 150-dpi resolution. Printing may be slower because
each page is printed as a bitmap image. This option is available only if the Compatibility option is set to Acrobat 5
(PDF 1.4) or later.
• High Resolution Lets users print at any resolution, directing high-quality vector output to PostScript and other
printers that support advanced high-quality printing features.
Changes Allowed Defines which editing actions are allowed in the PDF document.
• None Prevents users from making any changes to the document that are listed in the Changes Allowed menu,
such as filling in form fields and adding comments.
• Inserting, Deleting, And Rotating Pages Lets users insert, delete, and rotate pages, and create bookmarks and
thumbnails. This option is only available for high (128-bit RC4 or AES) encryption.
• Filling In Form Fields And Signing Existing Signature Fields Lets users fill in forms and add digital signatures.
This option 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.
• Page Layout, Filling In Form Fields, And Signing Lets users insert, rotate, or delete pages and create bookmarks or
thumbnail images, fill out forms, and add digital signatures. This option doesn’t allow them to create form fields. This
option is only available for low (40-bit RC4) encryption.
• Any Except Extracting Pages Lets users edit the document, create and fill in form fields, and add comments and
digital signatures.
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 document’s contents. This option is
available only for high (128-bit RC4 or AES) encryption.
Encrypt a PDF and create a recipient list
To encrypt PDFs, you use public-key cryptography. Public-key cryptography uses two keys: a public key, which is
stored inside a certificate that can be shared with other users, and a private key, which you don’t share with others.
The public key (certificate) is used to encrypt documents or to verify digital signatures, and the private key is used
to decrypt documents or to create digital signatures. Both keys are included in a digital ID.
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The advantage of securing documents with certificates is that authors can specify unique permissions for each group
in their company. For example, authors can permit employees to sign and fill forms, and permit managers to edit text
or remove pages. When you encrypt a PDF using a certificate, you specify a list of recipients and define each
recipient’s level of access to the file—for example, whether the recipient can edit, copy, or print the file. You can
specify certificates from your list of trusted identities, from files on disk, from an LDAP server, or from the Windows
certificate store (Windows only). Be sure to include your own certificate in the 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.
If you need to encrypt a large number of PDFs, use the Batch Processing command to apply a predefined sequence,
or edit an existing sequence to add the security features you want. You can also save your certificate settings as a
security policy and reuse it to encrypt PDFs.
1 Do one of the following:
• Click the Secure button
in the Tasks toolbar, choose Show Security Properties, and then choose Certificate
Security from the Security Method menu. (Use this method if you want to save your settings as a security policy.)
• Choose Advanced > Security > Certificate Encryption.
• Click the Secure button
in the Tasks toolbar, and choose Certificate Encryption.
2 In the Certificate Security Settings dialog box, specify whether to save your settings as a policy or discard them
after applying (if available).
3 Select which document components to encrypt.
4 From the Encryption Algorithm menu, choose 128-bit AES or 128-bit RC4. If you select 128-bit AES, Adobe
Acrobat 7.0 or later or Adobe Reader 7.0 or later is required to open the document. Click Next.
5 Select the digital ID you want to use.
6 Create a recipient list for the encrypted PDF: Click Search to locate identities in a directory server or in your list
of trusted identities, or click Browse to locate the file that contains certificates.
7 In the Recipients list, select the recipient(s) for whom you wish to set levels of access, click Permissions, and click
OK in the Acrobat Security dialog box. Then select the levels of access. If you don’t set permissions, recipients have
full access by default.
8 Click OK to implement your settings, and then click Next. 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 253
“Get certificates from other users” on page 258
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 Click the Secure button
in the Tasks toolbar, and choose Show Security Properties.
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2 Click Change Settings.
3 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.
4 Do any of the following:
• To check a recipient’s 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
from this list, or you won’t have access to the file using that certificate.
• To change recipients’ permissions, select one or more recipients, and then click Permissions.
5 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 Click the Secure button
in the Tasks toolbar, and choose Remove Security.
2 If prompted, type the Permissions password. If you don’t know the Permissions password, contact the author of
the PDF.
Create secure attachments
You can add security to any document by embedding it in an encrypted envelope, called a security envelope (or
eEnvelope, in earlier versions) and sending it as an email attachment. This method is especially useful if you want to
send a secure file attachment without modifying the attached file. When other users open the security envelope, they
can extract the file attachments and save them to disk. The saved files are identical to the original file attachments
and are no longer encrypted when saved.
For example, suppose that you want to send several documents, including non-PDF documents, to your accountant,
but you don’t want anyone else to view the documents. You can embed these documents as file attachments in a
security envelope, encrypt the security envelope so that only your accountant can open the attachments, 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, but only your accountant can view the embedded attachments and extract them to the computer.
When you create a secure attachment, you’re prompted to select or create a security policy.
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. Select any PDFs in the list
that you don’t want to include and click Remove Selected Files.
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3 Click Next.
4 Select an envelope template, and click Next.
5 Select a delivery method, and click Next.
6 Select Show All Policies, and then select a security policy from the list of available policies (or create a new policy
if needed). Click Next.
7 Follow the on-screen instructions to complete the security envelope. If prompted, provide your identity infor­
mation.
8 Type an email address in the message that appears and click Send, or save the security envelope to send later.
See also
“Secure PDFs using policies” on page 273
Security policies
About security policies
If you often apply the same security settings to multiple PDFs, you can save your settings as a policy that you can
reuse. Security policies include the type of security encryption, the permission settings, and information about who
can open the PDFs or change security settings. There are two kinds of security policies:
• A user policy is developed and applied by an individual user. If you apply the same security settings to various
documents, you can save time by creating a user policy and then reapplying the user policy to documents without
having to specify the security settings each time. User policies for passwords and public key certificates are stored
on your local computer. If you have access to Adobe LiveCycle Policy Server, you can create a user policy that’s
stored on a policy server and is available only to you.
• An organizational policy is created by an Adobe LiveCycle Policy Server administrator and is stored on a policy
server to be shared by a group of users. Adobe LiveCycle Policy Server controls access to PDFs and auditing events
as defined by the security policy. You can use Adobe LiveCycle Policy Server if your company has licensed the
software and made it available to you.
How organizational policies are authenticated
In addition to allowing the reuse of the same security settings, policies stored on Adobe LiveCycle Policy Server have
the added benefit of letting you expire and revoke documents (no matter how many copies were created or
distributed), and maintain accountability by auditing users who open protected documents.
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A
B
C
Security policies
A. Policies are stored on server. B. Policies are applied to PDF. C. Users can open, edit, and print document only if permitted by policy.
The process of using server-based security policies involves four main stages:
Configure the policy server The system administrator of your company or group usually configures Adobe
LiveCycle Policy Server, manages accounts, and sets up organizational policies. For more information on configuring
the policy server, see the Adobe website.
Publish a document with a security policy An author creates a PDF and applies a policy stored on Adobe LiveCycle
Policy Server to the PDF. The policy 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.
View a document with a policy applied When users try to open the secure PDF in Acrobat 8.0 (or Reader 8.0), 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 modifying access By logging in to an Adobe LiveCycle Policy Server 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. Users may be required to
check in the PDF periodically to continue to have access to it.
Adobe LiveCycle Policy Server
Adobe LiveCycle Policy Server is a server-based security system that provides dynamic control over PDFs. Adobe
LiveCycle Policy Server can be configured to run with LDAP, ADS, and other enterprise systems. Policies provided
by Adobe LiveCycle Policy Server are stored on the server and can be refreshed from the server. You must connect
to Adobe LiveCycle Policy Server to use these server policies.
While security policies are stored on a policy server, the PDFs aren’t. However, users may be required to connect to
the policy server so that they can open or continue to use PDFs to which a security policy has been applied. For infor­
mation on configuring an Adobe LiveCycle Policy Server, click Help on the Adobe LiveCycle Policy Server website
after you log in to your account.
Connect to an Adobe LiveCycle Policy Server
1 Choose Advanced > Security Settings.
2 Click Adobe LiveCycle Policy 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.
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5 Type the user name and password for your account, and click OK.
View Adobe LiveCycle Policy Server policies
1 Click the Secure button
in the Tasks toolbar, and choose Adobe Policy Server > Manage My Account.
The Adobe LiveCycle Policy Server 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 Policy Server, click the Help link in the upper right corner.
Create a user security policy
You can create three types of security policies: password security (to password-protect documents), certificate
security (to encrypt documents for a list of recipients), and Adobe LiveCycle Policy Server policies. Creating policies
for password and certificate security lets you reuse the same security settings for a set of PDFs without having to
change security settings for each. The policies for password and certificate security are stored on the local computer.
When you create a user security policy using Adobe LiveCycle Policy Server, the policy is stored on a server, letting
you audit actions and change security settings dynamically. You can use Adobe LiveCycle Policy Server if your
company has licensed the software and made it available to you.
See also
“Encrypt a PDF and create a recipient list” on page 266
Create a password policy
1 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:
• If you want to specify passwords and restrictions whenever you apply this policy to a document, deselect Save
Passwords With The Policy.
• If you want 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 Next.
6 Review the policy details, and then click Finish.
Create a certificate policy
1 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.
5 If you want to specify recipients whenever you apply this policy to a document, select Ask For Recipients When
Applying This Policy, and click Next.
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6 If Ask For Recipients When Applying This Policy is not selected, specify recipients by selecting the digital IDs you
want to use to encrypt the document (including your own digital ID), and click Next.
7 Click Finish.
Create a user policy with Adobe LiveCycle Policy Server
When you create a user policy using the Adobe LiveCycle Policy Server, you’re redirected to the Adobe LiveCycle
Policy Server web page.
1 Choose Advanced > Security > Manage Security Policies.
2 Click New.
3 Select Use The Adobe LiveCycle Policy Server, and click Next.
4 On the Adobe LiveCycle Policy Server web page, click Policies, and then click New.
5 Type a name and description, set the validity period, and any other options.
6 Select the users or groups, set permissions for them, and click OK.
7 Specify the document components you want to encrypt, and whether you want a watermark.
8 When you’re done, click Save at the top of the page.
Manage security policies
After you create security policies, you can manage them by copying, editing, and deleting them. You can also set up
a list of favorite policies so that they’re easy to access.
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 do one or more of the following:
Note: Options to edit or delete organizational policies aren’t available unless you have administrator rights to the Adobe
LiveCycle Policy Server. Changes to these policies can be made only on the Adobe LiveCycle Policy Server, which opens
automatically when you select an option.
• To create a new policy, click New.
• To copy an existing policy, click Copy. This option is useful if you want to create a new policy that’s based on the
settings of an existing policy.
• To edit a policy, click Edit. For password and certificate policies, which are stored on the local computer, editing
a policy affects only those 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 organiza­
tional policies.
• To delete the policy, click Delete. This option may not be available for organizational policies.
• To make the policy easier to get to, click 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.
A star appears next to a favorite policy. (To remove a policy from the favorites, click Favorite again.)
4 Click Close.
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Secure PDFs using policies
You can apply either an organization policy or a user policy to a PDF. You must be online with a connection to your
Adobe LiveCycle Policy Server host to apply an Adobe LiveCycle Policy Server policy to a document. Adobe
LiveCycle Policy Server security policies must be stored on a policy server, but PDFs to which the policies are applied
need not be. You can apply policies to PDFs using Acrobat, server-side batch sequences, or other applications, such
as Microsoft Outlook.
To remove a policy from a PDF, you must be the one who applied it. Similarly, only the person who created the user
policy can edit it. To edit organizational policies, you must be the policy administrator. For details on editing security
policies, click the Secure button in the Tasks toolbar, choose Adobe Policy Server > Manage My Account, and then
click Help in the upper right corner.
See also
“Adobe LiveCycle Policy Server” on page 270
Apply a security policy to a PDF
❖ Open a PDF, and do one of the following:
• Click the Secure button
in the Tasks toolbar and choose Adobe Policy Server > Refresh Security Policies to
ensure that you have access to the most up-to-date server policies. Then, click the Secure button in the Tasks
toolbar and choose a policy. Click OK to any warnings about changing the security for the document.
In the Secure menu, you can identify organizational policies by the Enterprise Policy icon
.
the Personal Policy icon
, and user policies by
• Choose Advanced > Security > Manage Security Policies. Select a policy, and then click Apply To Document.
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 Policy Server 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
❖ Click the Secure button in the Tasks toolbar, choose Remove Security, and click OK.
Revoke a policy-protected PDF
If you need to restrict access to a policy-protected PDF that you made available to a group of users, you can revoke
the document.
1 Open the PDF to which you applied the policy, and log in to the Adobe LiveCycle Policy server.
2 Choose Advanced > Security > Adobe Policy Server > 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.
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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. If you
receive a signed Adobe PDF, status icons let you know if the signature is valid. If a signature is questionable, you can
verify it manually.
Quickstart
The following topics provide overview steps to some common digital signature tasks.
Create a signature appearance
You can modify your digital signature appearance. For example, you can include your scanned signature.
1 (Optional) Save the desired image on a page by itself, and convert the page to PDF.
2 Choose Edit > Preferences (Windows) or Acrobat (Mac OS) > Preferences, and select Security.
3 Click New, and type a title.
4 (Optional) Select Imported Graphic, click File, and select the desired file.
5 Specify options as desired.
See also
“Create the signature appearance” on page 276
Sign a PDF
Use a digital signature to indicate your approval. For best results, change your security preferences to always sign in
Preview Document mode, so that you can view and sign the PDF in a secure state.
1 Click the signature field. Or, click Sign
, and choose Sign Document.
2 Follow the on-screen instructions to apply your digital signature.
If the document does not contain an unsigned signature field, click Sign and choose Place Signature to sign the PDF.
See also
“Sign a PDF” on page 279
Certify a PDF
Certifying a PDF indicates that you approve of its content and allows you to specify the types of changes that are
permitted for the PDF to remain certified.
1 Click Sign
and click OK.
on the Tasks toolbar, choose Certify With Visible Signature or Certify Without Visible Signature,
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2 If certifying with a visible signature, draw a signature field.
3 Follow the on-screen instructions to apply the certifying signature.
4 Save the PDF using a different filename.
See also
“Certify a PDF” on page 281
Validate signatures
When you open a document, a status icon appears next to the signature, indicating if the signature is valid.
1 Click Signatures
in the navigation pane, and select the signature.
2 Right-click/Control-click and choose Show Signature Properties.
3 Use the various tabs and options in the Signature Properties dialog box to resolve any signature issues. For
example, if the identity is unknown or unverified, click the Signer tab, and click Show Certificate to determine if the
certificate is trusted.
See also
“Validating signatures” on page 282
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 a PDF are called certifying signa­
tures. 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 and allows the signer to specify the types of changes allowed for the
document to remain certified. Changes to the document are detected in the Signatures panel.
To sign a document, you must obtain a digital ID or create a self-signed digital ID in Acrobat. The digital ID contains
a private key that is used to add the digital signature, and it contains a certificate that you share with those who need
to validate your signature.
Note: You cannot create self-signed digital IDs from within FIPS mode.
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 certif­
icate, a visual representation 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 > Knowledge Base to open the
Adobe Acrobat support page on the Adobe website, and then search for “digital signatures.”
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Valid digital signature in a PDF form
See also
“About digital IDs” on page 253
Create the signature appearance
You can set the appearance of your digital signature by selecting options in the Security Preferences. 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 may want to provide a greater level
of detail.
A signature appearance can also include information that helps others verify your signature, such as certificate
revocation status, reasons for signing, contact information, and more. 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 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 Choose Edit > Preferences (Windows) or Acrobat (Mac OS) > Preferences, select Security on the left, and then
click New to create a new signature appearance.
3 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.
4 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, select the image file, click Select, and then
click OK (Windows) or Select (Mac OS).
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Name Displays only the default digital signature icon and your name as it appears in your digital ID file.
5 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.
Important: To include a reason and a location in your signature, you must select those options both in this dialog box
and in the Advanced Preferences.
6 For Text Properties, specify the writing direction and type of digits (Western or Arabic-Indic) used, and then click OK.
7 Click Advanced Preferences, click the Creation tab, select any of the following, click OK, and click OK again:
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 which 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 might change
the document appearance and 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.
To edit or delete a signature appearance, select it in the Appearance box, and then click Edit or Delete.
See also
“Enable right-to-left languages” on page 55
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,
automate tasks, and specify signature requirements for items such as certificates and timestamp servers. For more
information on this topic, go to Acrobat Developer Center and search for the Acrobat 8.0 Security User Guide.
Add a timestamp to signatures
You can include the date and time you signed the document as part of your signature. Like signatures, timestamps
are easier to verify when they’re associated with a timestamp authority’s trusted certificate. Including a timestamp
helps to prove that the document wasn’t changed after you signed it and reduces the chances of an invalid signature.
You can obtain a timestamp from a third-party timestamp authority or from the certificate authority that issued your
digital ID.
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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 or a Forms Data Format (FDF) file that contains
the server settings.
1 Choose Advanced > 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 Choose Advanced > 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:
• 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.
• Use Preview Document mode to suppress any dynamic content that may alter the appearance of the document
and mislead you into signing something you shouldn’t.
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• Review all the pages in a document before you sign. Documents may contain signature fields on multiple pages.
When you sign one field, your signature appears in all occurrences of the field, whether you approve those pages
or not.
See also
“About digital IDs” on page 253
“Change the signing method” on page 256
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.
The first person to sign a document (typically the document author) has the option of adding a certifying signature,
which allows one 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 280.
1 Click the signature field, or do one of the following:
• Choose Advanced > Sign & Certify > Sign Document.
• Click the Sign button
in the Tasks toolbar and choose Sign Document or Place Signature.
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2 If you chose Place Signature, 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 one.
4 In the Sign Document dialog box, choose the digital ID you want to use. If you defined a personalized signature,
choose it from the menu.
5 If you selected advanced digital signature preferences, do any of the following:
• Choose a reason for signing the document.
• Type your location and contact information.
• Review any document warnings about content that may impact signing.
6 If your digital ID requires a password, type it in the Password box.
7 Click Sign, and specify a new name for the document so you can make changes to the original PDF without inval­
idating the signature, and click Save.
Sign a PDF in a web browser
To sign a PDF on the web, the document must contain an empty signature field. When you sign a document in a
browser, only the incremental portion of the file is saved to your hard drive.
1 Click a signature field, and then follow the steps to add your digital signature.
2 To retain a copy of the signed document, click the Save A Copy button
in the File toolbar.
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 document’s appearance, and then suppresses that content, allowing you to view and
sign the document in a static and secure state.
When you view a PDF in Preview Document mode, a document message bar lets you know if the PDF complies with
the PDF/SigQ Level A and Level B specification. Level A indicates that the document contains no dynamic content
that can alter its appearance. Level B indicates that the document contains dynamic content that can be suppressed
during signing. If the document doesn’t comply with Level A or B, you may want to refrain from signing the
document and contact the document author about the problem.
You can also use Preview Document mode outside of a signing workflow to check the integrity of a document.
Sign a PDF in Preview Document mode
1 Choose Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS), 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 or
Place Signature.
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/SigQ Conformance 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.
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6 Save the PDF using a different name than the original, and close the document without making any further
changes. If you save the document a second time, your signature must be verified by using the View Signed Version
option in the Signatures panel. (See “View previous versions of a signed document” on page 286.)
View a PDF in Preview Document mode
1 Choose Advanced > Sign & Certify > Preview Document.
2 In the document message bar, click View Report (if available) and select each item in the list to show details. When
you’re done, click Close, and then click Exit.
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.
• If you intend for others to sign the document, enable usage rights to let Adobe Reader users add a digital signature
(choose Advanced > Enable Usage Rights In Adobe Reader).
• 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.
Document authors can use Adobe LiveCycle Designer (Windows) to create signature fields that lock after signing,
preventing changes that may invalidate signatures. For more information, see Adobe LiveCycle Designer Help.
See also
“Examine a PDF for hidden content” on page 248
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.
You can apply a certifying signature only if the PDF doesn’t contain any other signatures. Certifying signatures can
in the Signatures panel (and if visibly signed, in
be visible or invisible, and are indicated by the blue ribbon icon
the signature field). A digital ID is required to add digital signatures (see “About digital signatures” on page 275.)
1 Change the default signing method, if needed.
2 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.
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Note: If you enabled View Documents In Preview Document Mode When Signing in the Security Preferences, click Sign
Document in the document message bar.
3 Click OK in the Save As Certified Document dialog box.
4 If you’re adding a visible signature, draw the signature field on the page. 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, and then click Sign.
6 Save the PDF using a different filename than the original file, and then close the document without making
additional changes.
See also
“Change the signing method” on page 256
“Specify the default digital ID” on page 256
“About digital IDs” on page 253
Clear or remove a digital signature
❖ Do one of the following:
• To remove a signature, right-click/Control-click the signature field and choose Clear Signature Field.
• To remove all signatures in a PDF, choose Clear All Signature Fields from the Options menu in the Signatures
panel.
If you want to delete the signature field, choose Tools > Advanced Editing > Select Object Tool, select the signature
field, and press the Delete key.
Validating signatures
Checking the validity of a signature
By default, signatures are validated when you open a PDF. An icon appears in the signature field on the document
page 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 may provide alternate methods of validating signatures. Check the documentation
included with your third-party digital ID.
Important: To ensure that signatures are validated 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 284).
• The digital signature icon
along with the name of the field in the Signatures panel indicate the presence
of an unsigned signature field.
• The blue ribbon icon
indicates that the PDF is certified—that is, it contains a valid certifying signature. (Certi­
fying signatures can be visible or invisible.)
• The check mark icon
indicates that the signature is valid.
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• The red x icon
indicates that the signature is invalid.
• The caution triangle icon
indicates that the document was modified after the signature was added.
• The question mark icon
indicates that the signature couldn’t be validated because the signer’s certificate isn’t
in your list of trusted identities.
If the signature status is unknown or unverified, or if the document was modified after it was signed, validate the
signature manually to determine the problem’s cause and possible solution. If the signature status is invalid (indicated
by the red x icon), contact the signer about the problem.
See also
“Verify information on a certificate” on page 260
“Get certificates from other users” on page 258
What makes a digital signature invalid?
A signature can have an invalid status for the following reasons:
• The signer’s certificate was revoked.
• The signer’s certificate has expired.
• The signer’s certificate was removed from the trusted identities list or the trust level changed.
• The PDF was modified after it was signed or certified.
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 284.
2 Open the PDF containing the signature, and click the Signatures button
panel.
on the left to open the Signatures
3 Select the signature in the Signatures panel, and then choose Validate Signature from the Options menu. The
Signature Validation Status describes the validity of the signature.
4 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 the document is PDF/SiqQ-compliant, or 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.
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See also
“Validate a timestamp certificate” on page 285
“Sign in Preview Document mode” on page 280
“View previous versions of a signed document” on page 286
Set signature verification preferences
Before you open signed documents, set your preferences to optimize Acrobat for validating signatures.
1 Choose Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS), 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 That Certificate Revocation Checking Be Done Whenever Possible During Signature Verification Select this
option to require certificates to be checked 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 certi­
fying signatures.
Verify Signatures Using Select an option to determine whether the time that appears in the digital signature reflects
the time the signature was validated (Current Time), the time set by the default timestamp server specified in the
Security Settings, or the time the signature was created.
Hide Signature Field Validity Icon When Signature Is Valid Hides the signature status if the signature is valid, even if
the document has changed since it’s been signed (indicated by a green check mark and caution triangle icon).
5 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. Be aware that selecting
these options might compromise security.
Signatures panel overview
The Signatures panel lists all the signatures in the current document. Each signature has an icon identifying its verifi­
cation status. Verification details are listed beneath each signature and can be viewed by expanding the signature, or
by making selections from the Options menu in the Security panel.
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Verify signatures in the Signatures panel.
Display the Signatures panel
❖ Choose View > Navigation Panels > Signatures, or click the Signatures button
in the navigation pane.
You can right-click/Control-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 may become locked
after you sign it.
Expand or collapse a signature
❖ In the Signatures panel, click the plus sign (Windows) or triangle (Mac OS) next to the signature to expand it.
Click the minus sign (Windows) or the rotated triangle (Mac OS) to collapse it.
When collapsed, the signature shows only the name, date, and status.
Validate a timestamp certificate
If a signature displays the date and time, that time is the local time on the signer’s computer. However, a second date
and time may appear in the Signature Properties dialog box, indicating that the signer uses a timestamp server. 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 in the Signatures panel as unverified, and you must
validate the timestamp manually.
1 Click the Signatures button
the Options menu.
in the navigation pane, select the signature, and choose Validate Signature from
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,
click Add To Trusted Identities. If a certificate for the timestamp server isn’t listed, request one from the signer.
See also
“Sharing and managing certificates” on page 258
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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 append­
only so that it cannot be modified. All signatures and their corresponding versions can be accessed from the Signa­
tures panel.
1 In the Signatures panel, select 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.
287
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 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—and not just by people who can see well and use a mouse. Accessibility features in Adobe
Acrobat, Adobe Reader, and Adobe Portable Document Format (PDF) make it easier for people with disabilities to
use PDF documents and forms, with or without the aid of assistive software and devices such as screen readers,
screen magnifiers, and braille printers.
Making PDFs accessible tends to benefit all users. For example, the underlying document structure that makes it
possible for a screen reader to properly read a PDF out loud also makes it possible for a mobile device to correctly
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,
you must 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 temporarily present the text of a PDF in a single easy-to-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
• Tools for editing reading order and document structure
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• Tools for creating accessible PDF forms
Though Acrobat Standard provides some functionality for making existing PDFs accessible, you must use Acrobat
Professional or Acrobat 3D to perform certain tasks—such as editing reading order or editing document structure
tags—that may be necessary to make some PDF documents and forms accessible.
For more information about creating accessible PDFs and using accessibility features to read PDFs, see
http://www.adobe.com/go/accessibility.
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. You must convert the scanned images of text to searchable text
using optical character recognition (OCR) before you can use other accessibility features with the document.
Alternate text descriptions
Document features such as images and interactive form fields can’t be read by a screen reader unless they have
associated alternate text. Though web links are read by screen readers, you can provide more meaningful descrip­
tions as alternate text. Alternate text and tool tips can aid many users, including those with learning disabilities.
Fonts that allow characters to be extracted to text
The fonts in an accessible PDF must contain enough information for Acrobat to correctly 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, or 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 that the document be structured. 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 inter­
active—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 using the document without having to read through the entire document, word by word.
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.
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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 a screen reader’s ability to convert the on-screen text to speech.
See also
“Recognize text in scanned documents” on page 68
“Check and correct reading order” on page 307
“Workflow for creating accessible PDF forms” on page 304
“Add alternate text and supplementary information to tags” on page 317
“Set the document language” on page 313
“Prevent security settings from interfering with screen readers” on page 313
“Check accessibility with Full Check” on page 291
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.
For people who are unable to see or interpret the visual appearance of a document, assistive software can determine
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. In an untagged document, there is no such
structure information, and Acrobat must infer a structure based on the Reading Order preference setting, which
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 293
“Creating accessible PDFs” on page 299
“Making existing PDFs accessible” on page 305
“Standard PDF tags” on page 319
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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 Full Check to perform a more thorough check for many characteristics of accessible PDFs, such as the use of
fonts that can be mapped reliably to Unicode text.
• 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.
• 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.
• Use the TouchUp Reading Order tool, Tags tab, and Content tab to examine the structure, reading order, and
contents of a PDF in detail.
Note: The accessibility checker tools can help to identify areas of documents that may be in conflict with the Adobe inter­
pretation 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 298
“Reflow a PDF” on page 297
“Read a PDF with Read Out Loud” on page 298
“Save as accessible text for a braille printer” on page 297
“Check and correct reading order” on page 307
“View tags in the Tags tab” on page 315
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.
❖ Press Shift+Ctrl+6/Shift+Command+6.
If the document is unstructured, a message may appear, suggesting that you change reading order preferences.
See also
“Setting accessibility preferences” on page 293
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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.
“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.
Check accessibility with Full Check
Use Full Check to check a PDF for many of the characteristics of accessible PDFs.
You can choose which kinds of accessibility problems to look for and how you want to view the results.
1 Choose Advanced > Accessibility > Full Check.
2 Select options for how you want to view the results, the page range to check, and which types of accessibility
problems to check for.
3 Click Start Checking.
Note: A full accessibility check can be time-consuming. You can stop the process by pressing the Esc key. Consider
choosing a smaller page range.
You can choose to view the results of a full accessibility check as an HTML file or as comments that are placed
throughout the document where the accessibility problems are detected.
Because the Full Check feature is unable to distinguish between essential and nonessential content types, it may
report issues that don’t affect readability. It’s a good idea to review all issues to determine which ones require
correction.
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Accessibility Full Check options
Create Accessibility Report Creates an HTML report of accessibility issues, which is opened in the navigation pane
and saved in the location indicated by the Folder field.
Include Repair Hints In Accessibility Report Adds suggestions for fixing accessibility problems to the HTML report
or comments.
Create Comments In Document Adds comments to the document that indicate accessibility problems.
Delete all accessibility comments from the PDF after you repair the accessibility issues.
Page Range The range of pages to check.
Name The set of accessibility criteria to check. For the Section 508 and W3C guidelines, the options area includes a
Browse button that links to the website for the respective guidelines. Select Adobe PDF to choose from options for
the Adobe PDF accessibility standard:
• Alternative Descriptions Are Provided Checks for tagged figures that are missing alternate text.
• Text Language Is Specified Checks for paragraphs that don’t have a language specified for them. Setting the
language for an entire document in the Document Properties dialog box corrects all errors related to this option.
• Reliable Character Encoding Is Provided Checks for fonts that are inaccessible to screen readers and other
assistive software. Fonts must contain enough information for Acrobat to correctly extract all the characters to text.
If one or more fonts don’t allow for the correct extraction of all the characters, the PDF is inaccessible.
• All Content Is Contained In The Document Structure Checks for page elements that may have been overlooked
during tagging. Adding these elements to the tag tree (if necessary) ensures that a screen reader can present the
content to a user.
• All Form Fields Have Descriptions Checks for form fields that are missing descriptions.
• Tab Order Is Consistent With The Structure Order Checks whether tags properly reflect the document’s structure.
• List And Table Structure Is Correct Checks whether tags that have been generated for lists and tables meet the
requirements of tagged PDF.
View Full Check results
If you choose Create Accessibility Report in the Accessibility Full Check dialog box, you can specify a folder where
you want the report to be saved. When the full check is complete, the accessibility report appears in the navigation
pane and is also saved in the folder indicated. The name of the report file is the same as that of the source PDF, except
that .pdf is replaced by PDF.html.
1 Choose Advanced > Accessibility > Open Accessibility Report.
2 Select the HTML file, and then click OK. The report appears in the navigation pane.
Links in the accessibility report take you to the location of inaccessible elements in the document pane or to proce­
dures that briefly explain how to fix accessibility problems.
Note: If you want to reopen the accessibility report with the associated PDF, don’t move or rename either file after
running the full check. The HTML file refers to the PDF file with a relative path.
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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, including preferences that control how PDFs appear on the screen and 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; these include 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 in Acrobat and PDF, visit the accessibility page of the Adobe
website.
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 prefer­
ences set by the assistant (not recommended).
Set accessibility preferences with the Preferences dialog box
1 Choose Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS).
2 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 combi­
nations 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.
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.
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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 corre­
sponds 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.
Accessibility preferences in Reading panel
Reading Order Specifies the reading order of documents. The reading order preferences also appear in the Accessi­
bility 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.
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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 “Prefer­
ences for viewing PDFs” on page 33.
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.
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 Accessi­
bility 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. Select
Read Form Fields to have Read Out Loud read the contents of form fields. These preferences don’t correspond to
options in the Accessibility Setup Assistant.
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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 on Mac
OS; see the documentation for your operating system for details. On Windows, some of the keyboard shortcuts used
to navigate in Acrobat may differ from those used in other Windows applications.
When you open Acrobat within a web browser, keyboard commands are mapped to the web browser first. Conse­
quently, some keyboard shortcuts may not be available for Acrobat or may be available only after you shift the focus
to the PDF.
For information on accessibility features for navigating Acrobat and PDF documents with the keyboard, visit the
accessibility page of the Adobe website.
See also
“Keys for navigating a PDF” on page 570
“Keys for selecting tools” on page 569
“Keys for editing” on page 569
“Keys for general navigating” on page 571
“Keys for working with navigation panels” on page 573
“Keys for navigating the Help window” on page 574
“Keys for navigating the How To panel” on page 574
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.
1 Choose Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS).
2 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).
• 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.
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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.
1 Choose File > Save As.
2 Choose Text (Accessible) from the Save As Type (Windows) or Format (Mac OS) menu.
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 the small screen of a mobile device or on a standard monitor at a large
magnification, without the need to scroll horizontally to read each line of 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.
A quick way to check the reading order of a document is to view it in Reflow view.
If the tagged PDF doesn’t reflow the way you want, the content order or reading order of the PDF file may contain
inconsistencies, or the tagging process itself may be the cause. You can use the Content tab or TouchUp Reading
Order tool to resolve reflow problems.
If the problem is simply that words don’t hyphenate the way you expect them to, then you can insert special
characters to resolve the problem. (See “Insert special characters” on page 350.)
Headings and columns (left) reflow in a logical reading order (right).
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Reflow a tagged PDF
❖ Do one of the following:
• Choose View > Zoom > Reflow.
• Press Ctrl+4/Command+4.
If the Page Display setting for the document 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 for the document 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, do one of the following:
• Choose View > Zoom > Reflow.
• Press Ctrl+4/Command+4.
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 may
add 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 pressing Shift+Ctrl+5 (Windows) or Shift+Command+5
(Mac OS).
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.
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 descrip­
tions 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.
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 or press Shift+Ctrl+Y/Shift+Command+Y.
• Choose View > Read Out Loud > Deactivate Read Out Loud or press Shift+Ctrl+Y/Shift+Command+Y.
Read a PDF with Read Out Loud
1 Navigate to the page that you want to read.
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2 Do one of the following:
• Choose View > Read Out Loud > Read This Page Only or press Shift+Ctrl+V/Shift+Command+V.
• Choose View > Read Out Loud > Read To End Of Document or press Shift+Ctrl+B/Shift+Command+B.
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.
Interrupt reading out loud
❖ Do one of the following:
• Choose View > Read Out Loud > Pause or press Shift+Ctrl+C/Shift+Command+C.
• Choose View > Read Out Loud > Stop or press Shift+Ctrl+E/Shift+Command+E.
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 infor­
mation 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, visit the
Microsoft accessibility website at http://www.microsoft.com/enable.
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, visit the Apple Computer, Inc.
accessibility website at http://www.apple.com/accessibility.
Creating accessible PDFs
Workflow for creating accessible PDFs
At a high level, the process of creating accessible PDFs consists of a few basic stages:
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1. Consider accessibility before you convert a document to PDF.
2. Add fillable form fields and descriptions, and set the tab order.
3. Tag the PDF.
4. Add other accessibility features to the PDF.
5. Evaluate the PDF and repair tagging problems.
Though these stages are presented in an order that suits most needs, you may perform tasks in these stages in a
different order or iterate between some of the stages. In all cases, you should first examine the document, determine
its intended purpose, and use that analysis to determine the workflow that you apply.
6. 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 to do 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 302.
Note: If you intend to design PDF forms, Adobe recommends using Adobe LiveCycle Designer, which is dedicated to the
design of interactive and static forms. LiveCycle Designer adds structure tags to forms, improving accessibility.
7. Add fillable form fields and descriptions, and set the tab order.
If your document includes form fields, you must make form fields interactive (fillable) and include descriptions for
the form fields. Use Forms > Run Form Fields Recognition to automatically detect form fields and make them
fillable. For more information on detecting form fields and making them fillable, see “Creating new forms” on
page 212.
Acrobat Professional and Acrobat 3D have a Forms toolbar that provides numerous tools for creating fillable form
fields, such as buttons, check boxes, list boxes, and text boxes. When you create a field, you can type a description for
it in the Tooltip box in the General tab of the field’s Properties dialog box. Screen readers will read this text aloud to
the user. You can also use the TouchUp Reading Order tool to add descriptions to form fields.
For information on setting the tab order to use document structure, see “Set form-field tabbing order in Acrobat” on
page 221.
8. Tag the PDF.
Improve the accessibility of PDFs by adding tags in Acrobat. If a PDF doesn’t contain tags, Acrobat may attempt to
tag it automatically when users read or reflow it, and the results may be disappointing. If you provide users 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. Alternatively, you can tag
a PDF any time in Acrobat.
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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 source document’s paragraph styles or other struc­
tural information to produce a logical structure tree that 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, and then 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.
Though the Add Tags To Document command adequately tags most standard layouts, it cannot always correctly
interpret the structure and reading order of complex page elements, such as 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 that cause reading order
problems in the PDF.
For more information, see “Add tags to an existing PDF” on page 305.
9. 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, creating accessible links, and adding bookmarks. For more information, see “Set the document language”
on page 313, “Prevent security settings from interfering with screen readers” on page 313, “Add accessible links” on
page 312, and “About bookmarks” on page 327.
10. Evaluate the PDF and repair tagging problems.
Once you have a tagged PDF, you must evaluate the document for reading order problems, tagging errors, and acces­
sibility errors, and then repair them as needed.
No matter which method you use to tag the PDF, you’ll probably need to use Acrobat to touch up the tagging and
reading order for complex page layouts or unusual page elements. For example, the Add Tags To Document
command can’t always distinguish between instructive figures and decorative page elements such as borders, lines,
or background elements. It may incorrectly tag all of these as figures. Similarly, the Add Tags To Document
command may erroneously tag graphical characters within text—such as drop caps—as figures instead of including
them in the tag that represents the rest of the text block. Such errors can clutter the tag tree and complicate the
reading order that assistive technology relies on.
If you tag a document from within Acrobat, the application generates an error report after it completes the tagging
process. You can use this report to guide you as you repair tagging problems. You can identify other tagging, reading
order, and accessibility problems for any PDF in Acrobat by using the Full Check tool or the TouchUp Reading Order
tool. For more information, see “Check accessibility with Full Check” on page 291 and “Check and correct reading
order” on page 307.
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 (as many web pages do), 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 struc­
tured to display all the elements correctly in a browser.
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Depending on the complexity of the web page, you may need to do extensive repairs by using the TouchUp Reading
Order tool or editing the tag tree in Acrobat.
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). The guidelines are available on the W3C website at www.w3.org.
1 Choose File > Create PDF > From Web Page.
2 For URL, type the address of the web page, or navigate to the web page location.
3 Click Settings.
4 In the General tab, select Create PDF Tags, and then click OK.
5 Select 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.
PDFMaker provides conversion settings that let you create tagged PDFs in Microsoft Excel, PowerPoint, and Word.
For an in-depth guide to creating accessible PDFs, visit the accessibility page of the Adobe website.
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.
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. Because you may need to modify the reading order and tag tree of
the combined document, you may need to use Acrobat Professional or Acrobat 3D to create an accessible PDF from
multiple documents.
When you combine multiple PDFs into one tagged PDF, start with all untagged PDFs or all tagged PDFs. 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 completely 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.
Keep in mind that 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, 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, even if you replace pages at the beginning or the middle of the document. Acrobat retains the tags (if any) for
the replaced pages.
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• 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 therefore they might not reach the tags for an inserted page until the end
of the tree. To fix this problem, you’d use Acrobat Professional or Acrobat 3D to rearrange the tag tree to put large
groups of tags in the same reading order as the pages themselves. To avoid the need for this advanced step, plan so
that you always insert 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 PDF that contains the body of the text, add the body PDF to the
title page PDF, even though the body document is much larger to process. This approach puts the tags for the body
of the text after the tags for the title page, and eliminates the need for you to rearrange the tags later in Acrobat Profes­
sional or Acrobat 3D.
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. You should use Acrobat Professional or
Acrobat 3D to delete the tags of deleted pages from the tag tree.
For more information, see “Create merged PDFs and PDF packages” on page 121.
About tools for creating accessible PDF forms
Adobe offers several tools for the creation of accessible PDF forms:
Acrobat Professional or Acrobat 3D 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 by adding descriptions to form fields,
tagging untagged forms, setting the set tab order, manipulating tags, and performing the other PDF accessibility
tasks.
Adobe PDF Forms Access Use this tool to open and tag untagged PDF forms that you created by using Acrobat
Professional or Acrobat 3D, and to manipulate the tags of these forms. You can then open the tagged PDF in Acrobat
Professional or Acrobat 3D and perform other accessibility tasks. If you often process complex untagged PDF forms,
consider purchasing Adobe PDF Forms Access. Its tagging feature is optimized for interpreting forms content, and
its tags editor is much easier to use than the tags editor in Acrobat Professional or Acrobat 3D for correcting tagging
problems in forms.
LiveCycle Designer (Available in Acrobat Professional and Acrobat 3D) 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. You should 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, you should use Acrobat Profes­
sional or Acrobat 3D to add the form fields and then complete the accessibility tasks for the rest of the document’s
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. You therefore need to use the forms tools in Acrobat Professional or Acrobat
3D to add fillable form fields. Moreover, if you tag the form during conversion to PDF, the authoring application may
generate inappropriate tags for the text labels of the form fields. In a complex form, for instance, the text labels for
all the fields may run together into a single line that screen readers can’t interpret as individual labels. Such reading
order problems can require time-consuming work in Acrobat Professional or Acrobat 3D to split the labels apart. In
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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 Professional or Acrobat 3D to add fillable form fields before you tag the entire
document. Some forms, however, are straightforward enough that you can produce a tagged PDF from the authoring
application and do only light touchup in Acrobat Professional or Acrobat 3D after you add the fillable form fields.
Workflow for creating accessible PDF forms
Using Acrobat, you can open untagged and tagged PDF forms, add fillable form fields, add descriptions to the fields,
set the tab order, add alternate text to form fields, and tag the forms (if they aren’t already tagged). You can also edit
the tags of any tagged PDF form by using the TouchUp Reading Order tool or the tag tree.
1. Design the form for accessibility.
Forms tend to have relatively complex layouts compared to documents that have a simple, single-column structure.
The success that an application has in analyzing and tagging a form depends largely on the original formatting and
layout, and on the types of fields that it uses.
When you design a form, include headings, instructions, and fields in which users are to enter data. At a minimum,
give each field a label. Also add special instructions for fields that need them. Use graphics tools to draw lines and
boxes—don’t use characters, such as underscores and vertical bars, because these text characters can confuse screen
readers.
Adding descriptions to form fields enables screen readers to identify the fields to users. Users hear the description
read aloud when they tab to the field. Write descriptions that are terse but complete. For example, the description
“First name” is appropriate for a first-name field. Don’t use instructions (such as “Enter first name”) as a description.
2. Set and test the tab order of a form.
The tab order for form fields enables people with disabilities to use a keyboard to move from field to field in a logical
order. In PDF forms, you should set the tab order to Use Document Structure. You can test a form’s tab order by using
the following keyboard commands:
• Tab to move focus to the next field
• Shift+Tab to move focus to the previous field
• Spacebar to select options
• Arrow keys to select radio button options or list items
3. Tag the PDF form and correct tagging issues.
If the PDF form is already tagged, use the TouchUp Reading Order tool in Acrobat to tag each form field. This tool
also enables you to fix any reading order problems of the text labels for the form fields. For example, you may need
to split merged lines of fields into individual fields.
See also
“Set form-field tabbing order in Acrobat” on page 221
“Edit tags with the TouchUp Reading Order tool” on page 308
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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.
After the process is complete, the PDF is tagged and—if any potential problems were encountered—the Add Tags
Report appears in the navigation pane.
Note: The Add Tags To Document command removes any tags that were in the document before the command was run.
About the Add Tags Report
If Acrobat encounters potential problems while running the Adds Tags To Document command, the Add Tags
Report opens in the navigation pane. The report lists potential problems by page, provides a navigational link to each
problem, and offers suggestions for fixing them.
You should assess the context of an error before following a particular suggestion for fixing it. For example, the report
might state that an element that has been tagged as a figure requires alternate text to make it accessible. When you
examine the figure in its context on the page, you may decide that the figure is a background design element, not an
illustration that conveys valuable meaning to the user. In the case of a nonessential image, you would change the
Figure tag to a Background tag; in the case of an image intended to convey meaning to the reader, you would add the
missing alternate text.
Note: The Add Tags Report highlights tagging-related problems only, and it is a temporary file that you cannot save. You
can assess other tagging, reading order, and accessibility problems by using Full Check.
See also
“Check accessibility with Full Check” on page 291
TouchUp Reading Order tool overview
The TouchUp Reading Order tool provides the easiest and quickest way to fix reading order and basic tagging
problems. When you select the TouchUp Reading Order tool, a dialog box opens that lets you see overlay highlights
that show the order of page content. Each highlighted region is numbered and highlighted with gray or colored
blocks; the number indicates the region’s placement in the page’s reading order. After you check the reading order of
the page, you can correct other, more subtle tagging issues as needed.
The TouchUp Reading Order tool is intended for repairing PDFs that were tagged using Acrobat, not for repairing
PDFs that were tagged during conversion from an authoring application. Whenever possible, you should return to
the source file and add accessibility features in the authoring application. Repairing the original file ensures that you
don’t have to repeatedly touch up future iterations of the PDF in Acrobat.
You use the TouchUp Reading Order tool to perform the following accessibility tasks:
• Visually check, and then repair, the reading order of page content
• Tag fillable form fields and their labels
• Add alternate text to figures and descriptions to form fields
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• Fix the tagging of simple tables, and prepare complex tables for more advanced manipulation in the logical
structure tree
• Remove nonessential content, such as ornamental page borders, from the logical structure tree
To perform more advanced reading order and tagging tasks—such as fixing complex tables, removing obsolete tags
after you delete pages, and adding alternate text to links—you need to use the Tags tab, which contains an alternate
set of tools and features for manipulating PDF tags. For more information, see “Edit tags with the Tags tab” on
page 316.
Select the TouchUp Reading Order tool
• Do one of the following:
• Choose Advanced > Accessibility > TouchUp Reading Order.
• Choose Tools > Advanced Editing > TouchUp Reading Order Tool.
• Click the TouchUp Reading Order tool
button in the Advanced Editing toolbar.
Tips for using the TouchUp Reading Order tool
• Save the document (or a copy of it) before you use the TouchUp Reading Order tool. You can’t use Undo to reverse
changes made with this tool, so reverting to a saved document is the only way to undo such a change.
• Choose View > Page Display > Single Page, when using the TouchUp Reading Order tool. When you click the
Clear Structure button, Acrobat clears tags from all visible pages—even pages that are only partially visible.
TouchUp Reading Order options
You can select TouchUp Reading Order options from the dialog box, from the pop-up menu that appears when you
right-click/Control-click a highlighted region, or from the Options menu in the Order tab. The TouchUp Reading
Order tool includes the following options:
Text Tags the selection as text.
Figure Tags the selection as a figure. Text contained within a figure tag is defined as part of the image and is not read
by screen readers.
Form Field Tags the selection as a form field.
Figure/Caption Tags a selected figure and caption as a single tag. Any text contained in the tag is defined as a caption.
Useful for tagging photos and captions and preventing caption text from being incorrectly added to adjacent text
blocks. Figures may require alternate text.
Heading 1, Heading 2, Heading 3 Tags the selection as a first, second, or third level heading tag. You can convert
heading tags to bookmarks to help users navigate the document.
Table Tags the selection as a table after the selection is analyzed to determine the location of headings, columns, and rows.
Cell Tags the selection as a table or header cell. Use this option to merge cells that are incorrectly split.
Formula Tags the selection as a formula. Because speech software may handle formula tags differently from normal
text, you may want to add a description using alternate text.
Background Tags the selection as a background element, or artifact, removing the item from the tag tree so that it
doesn’t appear in the reflowed document and isn’t read by screen readers.
Table Inspector Automatically analyzes the selected table into cells and applies the appropriate tags. The table must
be tagged as a table before you can use the Table Inspector command on it.
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Show Page Content Order Shows content elements as highlighted areas that contain numbers to indicate the reading
order. Specify the highlight color by clicking the color swatch.
Show Table Cells Highlights the content of individual table cells. Specify the highlight color by clicking the color
swatch.
Show Tables And Figures Outlines each table and figure with a crossed-out box. The box also indicates whether the
element includes alternate text. Specify the box color by clicking the color swatch.
Clear Page Structure Removes the tagging structure from the page. Use this option to start over and create a new
structure if the existing structure contains too many problems.
Show Order Panel Opens the Order tab to allow you to reorder highlighted content.
Edit Alternate Text Available in the menu that appears when you right-click/Control-click a highlighted figure.
Allows the user to add or edit a text description about the figure properties that is read by a screen reader or other
assistive technology.
Edit Form Field Text Available in the menu that appears when you right-click/Control-click a form field. Allows the
user to add or edit a form field text description that is read by a screen reader or other assistive technology.
Edit Table Summary Available in the menu that appears when you right-click/Control-click a highlighted table.
Allows the user to add or edit a text description about the table properties that is read by a screen reader or other
assistive technology.
Check and correct reading order
You can quickly check the reading order of tagged PDFs by using the TouchUp Reading Order tool. You can also use
this tool to add alternate text to images and correct many types of tagging problems that are outlined in the report
that Acrobat generates when you add tags to a PDF.
Reading-order problems are readily apparent when you use the TouchUp Reading Order tool. Each section of
contiguous page content appears as a separate highlighted region and is numbered according to its placement in the
reading order. Within each region, text is ordered left to right and top to bottom. (You can change this order in the
TouchUp preferences.) If a single highlighted region contains two columns of text or text that won’t flow normally,
divide the region into parts that can be reordered. Because highlighted regions are rectangular, they may overlap
somewhat, especially if their page content is irregularly shaped. Unless page content overlaps or is contained within
two highlighted regions, no reading order problem is indicated. Page content should belong to no more than one
highlighted region.
You can change the reading order of the highlighted regions by moving an item in the Order tab or by dragging it on
the page in the document pane. By reordering highlighted regions on the page, you can make a figure and caption
read at the specific point that they are referenced in the text. By changing the order of a highlighted region, you effec­
tively change the reading order of that item without changing the actual appearance of the PDF.
Check reading order with the TouchUp Reading Order tool
1 Select the TouchUp Reading Order tool.
2 In the TouchUp Reading Order dialog box, select Show Page Content Order.
Note: If highlighted regions don’t appear in the document pane, the document doesn’t contain tags.
3 Optionally, do any of the following:
• To specify a highlight color, click the color swatch, and then click the color you want.
• To highlight tables and figures, and to view alternate text for figures, select Show Tables And Figures.
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4 Check the reading order of text within each highlighted region.
Zooming in can make this step easier.
5 Check the numbered order of all highlighted regions. If consecutive, numbered regions don’t follow one another,
reorder them in the Order tab.
6 Click Show Order Panel, and then select each content entry (in square brackets [ ]) in the Order tab to highlight
that content region in the document pane. Use this method to find numbered regions that you can’t see or locate on
the page.
Change the reading order in the Order tab
1 Select the TouchUp Reading Order tool.
2 In the TouchUp Reading Order dialog box, click Show Order Panel.
3 In the Order tab, navigate to view a list of highlighted regions that appear in the document pane.
4 In the Order tab, drag the tag for a highlighted region to the location you want. As you drag, a line appears to show
potential locations. After you drag an item to a new location, the highlighted regions are renumbered to show the
new reading order. You can select and move multiple, adjacent regions.
Change the reading order by dragging on the page
1 Select the TouchUp Reading Order tool.
2 In the TouchUp Reading Order dialog box, select Show Page Content Order.
3 In the document pane, place the pointer over the number for the highlighted region you want to move, and drag
it to where you want it to be read. The text-insertion pointer shows target locations within the text.
When you release the highlighted region, the location of the text-insertion pointer becomes the dividing line as the
underlying highlighted region is split into two new highlighted regions. All highlighted regions are renumbered to
show the new reading order.
Edit tags with the TouchUp Reading Order tool
You can use the TouchUp Reading Order tool to create tags in untagged PDFs or to add new tags to an existing
structure. However, this manual tagging doesn’t provide the same level of detail to the tagging structure as the Add
Tags To Document command, such as paragraphs, bulleted and numbered lists, line breaks, and hyphens. Before you
clear the existing structure, make sure that manual tagging is your only recourse.
Tag a region
1 Using the TouchUp Reading Order tool, drag within the document pane to select a region of the page that contains
one type of content (for example, a text block).
2 Do one of the following:
• To add more page content to the current selection, Shift-drag.
• To remove page content from the current selection, Ctrl-drag/Command-drag.
3 Click the appropriate button in the TouchUp Reading Order dialog box to specify the tag type.
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Change the tag for a region
If Acrobat tags a page element incorrectly, you can change the tag type for the highlighted region.
1 Select the TouchUp Reading Order tool.
2 In the TouchUp Reading Order dialog box, select Show Page Content Order.
3 To select a highlighted region, do one of the following:
• Drag to select it.
• Click the number of a highlighted region.
4 Click the button for the tag type that you want for the highlighted region.
Add or remove content from a tagged region
The TouchUp Reading Order tool always displays as few highlighted regions as possible. If content within a
highlighted region doesn’t flow properly, you may need to split a region to reorder it. Highlighted regions may also
contain adjacent page content that is unrelated or that requires a different tag type. Page content may become
orphaned from related elements, particularly if the content doesn’t fit within a rectangular shape. Use the TouchUp
Reading Order tool to add or remove content from a region, or to split a region to reorder the content.
1 Select the TouchUp Reading Order tool.
2 In the TouchUp Reading Order dialog box, select Show Page Content Order.
3 In the document pane, select a highlighted region.
4 Do one of the following:
• To add content to the current selection, Shift-click the content you want to add. The pointer changes to include a
plus sign (+).
• To remove content from the current selection, Ctrl-click/Command-click the content you want to remove. The
pointer changes to include a minus sign (-).
5 Click the button for the tag type that you want for the highlighted region.
Split a region into two regions
1 Select the TouchUp Reading Order tool.
2 In the TouchUp Reading Order dialog box, select Show Page Content Order.
3 In the document pane, drag to select a small portion of content near the boundary of the first region that you want
to create.
4 Click the Background button in the dialog box. The highlighted region splits into two regions, numbered from
right to left.
5 If you need to correct the reading order, click Show Order Panel, and drag the new highlighted region to the
correct location in the Order tab.
6 Drag to select the first content region you created, including the region you defined as Background, and then set
the tag by clicking a button in the TouchUp Reading Order dialog box.
Apply a heading tag
To help readers navigate a document and find the information they need, make sure that headings are tagged with
the appropriate level to indicate their hierarchy in the content.
1 Select the TouchUp Reading Order tool, and then select the heading text in the PDF.
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2 In the TouchUp Reading Order dialog box, click the button corresponding to the appropriate heading tag (for
example, Heading 1, Heading 2).
After applying heading tags, you can convert the headings to bookmarks to improve navigation. For more infor­
mation, see “Add tagged bookmarks” on page 330.
Remove page elements from the tag structure
When tagging a PDF, Acrobat can’t always distinguish between instructive figures and decorative page elements.
Items that visually enhance page layout, such as decorative borders, lines, or background elements, can add clutter
to the structure layout and should be removed. Therefore, Acrobat may incorrectly tag artifacts or page elements as
figure tags. You can remove artifacts and irrelevant page elements from the tag structure by redefining them with the
Background tag or by deleting their tags. If a tagged image in the document doesn’t contain useful or illustrative
information for the user, you can remove the element from the tagging structure so that it isn’t read out loud or
reflowed.
1 Select the TouchUp Reading Order tool.
2 In the TouchUp Reading Order dialog box, select Show Page Content Order and Show Tables And Figures.
3 Remove the page element by doing one of the following:
• In the document pane, select the page element, and then click Background in the dialog box.
• In the Order tab, select the page element, and then press Delete.
Edit tags for figures and tables
You can use the TouchUp Reading Order tool to add and edit tags and alternate text for figures and tables.
Apply a figure tag
You can select an element and define it as a figure by using the TouchUp Reading Order tool. Once you define it as
a figure, you can add alternate text to describe the figure.
1 Using the TouchUp Reading Order tool, select the figure.
2 In the TouchUp Reading Order dialog box, click Figure.
3 In the document pane, right-click/Control-click the region and choose Edit Alternate Text.
4 Enter alternate text, and click OK.
Check and correct figure tags
You can use the TouchUp Reading Order tool to identify and correct tagging results for figures. Determine whether
figures include or require alternate text in order to be read correctly with assistive technologies. Ideally, figure tags
should identify image content that is meaningful to the document as a whole, such as graphs or illustrative photo­
graphs. If background elements that shouldn’t be read are tagged as figures, redefine them as background.
1 Select the TouchUp Reading Order tool, and then click Show Tables And Figures in the dialog box.
2 Do any of the following:
• If a figure isn’t tagged as a figure, select the content region you want, and then click Figure or Figure/Caption in
the dialog box.
• To remove text that was incorrectly combined with a figure, drag to select the text, and click the Text button in the
dialog box.
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• To include a caption that is grouped with the figure, select the figure and caption, and click the Figure/Caption
button in the dialog box.
Check and add alternate text for figures
If you want screen readers to describe graphical elements that illustrate important concepts in a document, you must
provide the description using alternate text. Figures aren’t recognized or read by a screen reader unless you add
alternate text to the tag properties. If you apply alternate text to text elements, only the description, not the actual
text, is read.
1 Select the TouchUp Reading Order tool.
2 Select Show Tables And Figures in the dialog box.
3 Right-click/Control-click the figure, and choose Edit Alternate Text from the pop-up menu.
4 In the Edit Alternate Text dialog box, type a new (or edit an existing) description for the figure, and then click OK.
Edit table tags and tag unrecognized tables
Tables pose a special challenge for screen readers because they present textual or numerical data to be easily refer­
enced visually. Content within table cells can be complex and might contain lists, paragraphs, form fields, or another
table.
For best results when tagging tables, use the application that you created the document with to add tags when you
create the PDF. If a PDF isn’t tagged, you can add tags by using the Add Tags To Document command. Most tables
are properly recognized using this command; however, the command may not recognize a table that lacks clear
borders, headings, columns, and rows. Use the TouchUp Reading Order tool to determine if the table has been
properly recognized and to correct recognition problems. To add specialized formatting to tables and table cells, use
the Tags tab.
You can use the Table Inspector to automatically analyze a table into its components and apply the appropriate tags,
but you may still need to check and correct some of these tags manually. By viewing table tags, you can determine
whether columns, rows, and cells have been correctly identified. Tables that lack well-defined borders and rules are
often tagged incorrectly or contain adjacent page elements. You can correct poorly tagged tables by selecting and
redefining them; you can split combined cells by creating a tag for each cell.
To correct complex tagging problems for tables, you often must use the Tags tab.
1 Select the TouchUp Reading Order tool, and then click Show Tables And Figures.
2 If the table isn’t clearly labeled in the document pane, drag to select the entire table, and then click Table in the
dialog box.
3 Click Show Table Cells to make sure that all cells in the table are defined as individual elements.
4 If cells don’t appear as separate elements, do one of the following:
• If one or more cells are merged, use the TouchUp Reading Order tool to select the area within a single cell, and
then click Cell in the dialog box. Repeat for each merged cell.
• If cells aren’t highlighted, the table might not use standard table formatting. Re-create the table in the authoring
application.
5 If the table contains cells that are intended to span across two or more columns, set ColSpan and RowSpan
attributes for these rows in the tag structure.
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Remove or replace document structure tags
If adding tags to a PDF in Adobe Acrobat results in a tagging structure that is overly complicated or too problematic
to fix, you can use the TouchUp Reading Order tool to remove or replace the current structure. If the document
contains mostly text, you can select a page and then remove headings, tables, and other elements to create a cleaner,
simpler tagging structure.
Acrobat can retag an already tagged document after you first remove all existing tags from the tree.
Remove all tags from a PDF
1 Open the Tags tab (View > Navigation Panels > Tags) and select the root (topmost) tag, Tags.
2 In the Tags tab, choose Options > Delete tag.
Note: The Clear Page Structure command in the TouchUp Reading Order dialog box removes all tags from the currently
visible pages.
Replace the existing tag structure
This procedure works best in pages that contain a single column of text. If the page contains multiple columns, each
column must be selected and tagged individually.
1 Select the TouchUp Reading Order tool.
2 In the document pane, drag to select the entire page. The selection includes both text and nontext elements.
3 Ctrl-drag/Command-drag around nontext page elements—such as figures and captions—to deselect them, until
only text is selected on the page. Click Text in the TouchUp Reading Order dialog box.
4 In the document pane, select a nontext page element, such as a figure and caption, and click the appropriate button
in the dialog box to tag it. Repeat until all page content is tagged.
Add accessible links
With thoughtfully provided links, users can quickly move from one part of a document to another, to related infor­
mation in a different document, or to a website that is relevant to the content.
For URLs to be accessible to screen readers, you must convert them to active links and make sure that they are
correctly tagged in the PDF.
Note: If you tagged the Adobe PDF during conversion from an authoring application, the links and URLs in the
document are probably already active and included in the tag tree so that they are accessible to screen readers. You
probably don’t have to do this task unless you want to add more links.
Acrobat provides several ways to create active links for text, objects, and URLs in a PDF. However, the methods differ
in how they affect the tag tree. The best way to create accessible links is with the Create Link command.
Unlike the other methods for creating links in a tagged PDF (by using the Links tool or the Create From URLs In
Document command), the Create Link command adds all three tags that screen readers require in order to recognize
a link. The other methods create only one of the three tags, meaning that you must manually edit the tag tree to add
the remaining two tags for each link and place these tags in the proper reading order in the tree. Although you must
activate links one by one, using the Create Link command provides the fastest results and the least amount of followup work to make the links accessible to screen readers. All that is left to do is optional editing of the tag tree to add
alternate text to the new links.
Creating links with Acrobat Standard doesn’t generate any tags for the links.
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Do the following to make links active and add them to the tag tree:
1 Select the text or object for which you want to create a link.
2 Right-click/Control-click the selection, and choose Create Link from the context menu.
3 In the Create Link dialog box, select the appropriate options, and then follow the on-screen instructions to specify
a URL, page view, or file as the link target.
By default, the selected text for each link becomes the link text. After you add all the links, you can edit the tag tree
to add alternate text to the links, further improving the accessibility of the PDF.
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 Professional, Acrobat 3D, or Acrobat Standard. You
can set the document language for specific portions of a multilanguage document with Acrobat Professional or
Acrobat 3D.
• To set the language for an entire document, choose File > Properties, and select a language from the Language
menu in the Reading Options area of the Advanced tab.
• To set the language for an entire document to a language not in the Language menu, choose File > Properties, and
enter the ISO 639 code for the language in the Language field in the Reading Options area of the Advanced tab.
For more information, see the ISO Language Codes on http://www.loc.gov/standards.
• To set the language for individual sections or words, select the appropriate text element in the Tags tab, and choose
Properties from the Options menu. In the TouchUp Properties dialog box, select the Tag tab. Select a language
from the Language menu, and click Close.
Note: The language that you specify for an element also applies to all elements nested under it in the logical structure tree.
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.
For instructions on how to set document security, see “Set passwords for PDFs” on page 264.
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.
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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 131
Editing document structure with the Content and Tags
tabs
Correct reflow problems with the Content tab
Use the Content tab to correct reflow problems in a PDF that can’t be corrected by using the TouchUp Reading Order
tool. Because you can damage a PDF by editing content objects, make sure that you’re familiar with PDF structure
before you make any changes. For comprehensive information about PDF structure, see the PDF Reference Fifth
Edition: Adobe Portable Document Format Version 1.6, on the PDF reference page (English only) of the Adobe
website.
The Content tab provides a hierarchical view of the objects that make up a PDF, including the PDF object itself. Each
document includes one or more pages, a set of annotations (such as comments and links), and the content objects
for the page, consisting of containers, text, paths, and images. Objects are listed in the order in which they appear on
the page, similar to tags in the logical structure tree. However, PDFs don’t require tags for you to view or change the
object structure.
1 Choose View > Navigation Panels > Content.
2 Click the plus sign (+) (Windows) or the triangle (Mac OS) next to the document name to view pages and objects.
3 Move a container or object by selecting it and doing one of the following:
• Drag it to the location you want.
• Choose Cut from the Options menu, select the tag above the location you want to paste the cut tag, and choose
Paste from the Options menu.
Note: Container elements can’t be pasted directly to page elements. To move a container to another page, cut the
container you want to move, select a container on the page you want to move the container to, and choose Paste from
the Options menu. Then, drag the container out one level to the location that you want.
Content tab options
In the Content tab, use the Options menu or right-click/Control-click an object to choose from the following
options:
New Container Adds a new container object at the end of the selected page or container.
Edit Container Dictionary Specifies the dictionary for the container. Errors in this dialog box may damage the PDF.
Available only for containers that include dictionaries.
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Cut Cuts and copies the selected object (not the related page content).
Paste Pastes content directly below the selected object at the same hierarchical level.
Paste Child Pastes content into the selected object as a child content item.
Delete Removes the object (not the related page content) from the document.
Find Content From Selection Searches for the object in the Content tab that contains the object selected in the
document pane.
Find Searches for unmarked (untagged) artifacts, content, comments, and links. Options allow you to search the
page or document, and to add tags to found items.
Create Artifact Defines selected objects as artifacts. Artifacts are not read by a screen reader or by the Read Out Loud
feature. Page numbers, headers, and footers are often best tagged as artifacts.
Remove Artifact Removes the artifact definition from the selected object.
Highlight Content When selected, highlights appear in the document pane around content that relates to a selected
object in the Content tab.
Show Metadata Allows viewing and editing of image or object metadata.
Properties Opens the TouchUp Properties dialog box.
About the Tags tab
The Tags tab allows you to view and edit tags in the logical structure tree, or tags tree, of a PDF. In the Tags tab, tags
appear in a hierarchical order that indicates the reading sequence of the document. The first item in this structure is
the Tags root. All other items are tags and are children of the Tags root. Tags use coded element types that appear in
angle brackets (< >). Each element, including structural elements such as sections and articles, appears in the logical
structure order by type, followed by a title and the element’s content or a description of the content. Structural
elements are typically listed as container—or parent—tags and include several smaller elements—or child tags—
within them.
Note: For more information on logical structures, refer to the PDF Reference Fifth Edition: Adobe Portable Document
Format Version 1.6, on the PDF reference page (English only) of the Adobe website.
Though you can correct most tagging issues by using the TouchUp Reading Order tool, you must use the Tags tab to
address detailed tagging of tables and substructure items—such as paragraphs, lists, and sections that require
multiple languages. Add tags manually to a document in the Tags tab only as a last resort. First consider using the
Add Tags To Document command.
Important: Operations performed in the Tags tab cannot be undone with the Undo command. Save a backup copy of a
document before you begin work on it in the Tags tab.
View tags in the Tags tab
1 Choose View > Navigation Panels > Tags.
2 Do one of the following:
• Click the plus sign (Windows) or triangle (Mac OS) next to the tags root and tags to expand the section you want.
• Ctrl-click the plus sign (Windows) or Option-click the triangle (Mac OS) next to the Tags root to show all tags in
the logical structure tree.
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Edit tags with the Tags tab
You can edit a tag title, change a tag location, or change the tag type for an element. All page content must be tagged,
marked as an artifact, or removed from the logical structure tree.
Edit a tag title
1 In the Tags tab, expand the section of the logical structure that you want to edit.
2 To edit the title, Select the tag, choose Properties from the Options menu, enter text in the Title box, and click
Close.
Move a tag
1 In the Tags tab, expand the Tags root to view all tags.
2 Select the Tag icon of the element that you want to move.
3 Do one of the following:
• Drag the tag to the location you want. As you drag, a line appears at viable locations.
• Choose Cut from the Options menu, and select the tag that appears above the location you want to paste the cut
tag. From the Options menu, choose Paste to move the tag to the same level as the selected tag, or choose Paste
Child to move the tag within the selected tag.
Change the element type
1 In the Tags tab, expand the section of the logical structure that you want to change.
2 Select an element and choose Properties from the Options menu.
3 Choose a new element type from the Type menu, and then click Close.
Tags tab options
In the Tags tab, use the Options menu or right-click/Control-click a tag in the logical structure tree to choose from
the following options:
New Tag Creates a new tag in the logical structure tree after the currently selected item. Specify type and title of the
new tag.
Cut Removes the selected tag from its current location and puts it on the clipboard.
Paste Places the tag that’s on the clipboard into the location specified, replacing the selected tag.
Paste Child Places the tag that’s on the clipboard into the location specified, as a child of the selected tag.
Delete Tag Removes the selected tag.
Find Tag From Selection Searches for the tag in the Tags tab that contains the text or object selected in the document
pane.
Create Tag From Selection Creates a new tag in the logical structure tree after the item selected in the document
pane. Specify type and title of the new tag.
Find Searches for artifacts, OCR suspects, and unmarked (untagged) content, comments, links, and annotations.
Options allow you to search the page or document and add tags to found items.
Change Tag To Artifact Changes selected tags to artifacts and removes the tagged content from the structure tree.
Copy Contents To Clipboard Copies all content contained within the selected tags.
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Edit Class Map Allows you to add, change, and delete the class map, or style dictionary, for the document. Class maps
store attributes that are associated with each element.
Edit Role Map Allows you to add, change, and delete role maps for the document. Role maps allow each document
to contain a uniquely defined tag set. By mapping these custom tags to predefined tags in Acrobat, custom tags are
easier to identify and edit.
Tag Annotations When selected, all new comments and form fields are added to the tag tree after the selected tag
element; existing comments and form fields aren’t added to the tag tree. Highlight and Underline comments are
automatically associated and tagged with the text that they annotate and don’t require this option.
Document Is Tagged PDF Flags the PDF as a tagged document. Deselect to remove the flag.
Important: This option doesn’t necessarily indicate that the PDF conforms to PDF guidelines and should be used
judiciously.
Highlight Content When selected, causes highlights to appear around content in the document pane when you
select the related tag in the Tags tab.
Show Metadata Opens a read-only dialog box that contains reference information about the selected tag.
Properties Opens the TouchUp Properties dialog box.
Add alternate text and supplementary information to tags
Some tagged PDFs might not contain all the information necessary to make the document contents fully accessible.
For example, if you want to make a document available to a screen reader, the PDF should contain alternate text for
figures, language properties for portions of the text that use a different language than the default language for the
document, and expansion text for abbreviations. Designating the appropriate language for different text elements
ensures that the correct characters are used when you repurpose the document and that it is spell-checked with the
correct dictionary.
You can add alternate text and multiple languages to a tag from the Tags tab. (If only one language is required, choose
the language with File > Properties instead.) You can also add alternate text by using the TouchUp Reading Order tool.
Note: Keep alternate text descriptions as concise as possible.
Add alternate text to links
Screen readers can read the URLs of web links out loud, but adding meaningful alternate text to links can help users
immensely. For example, by adding alternate text you can have a screen reader tell a user to “go to the Acrobat acces­
sibility page of adobe.com” rather than “go to http://www.adobe.com/products/acrobat/solutionsacc.html.”
You add alternate text to the <Link> tag of a link.
Note: You must add alternate text only to tags that don’t have child tags. Adding alternate text to a parent tag prevents
a screen reader from reading any of that tag’s child tags.
1 In the tag tree, select the <Link> tag for the link and choose Options > Properties.
2 In the TouchUp Properties dialog box, select the Tag tab.
3 Type alternate text for the link, and click Close.
Add alternate text for a figure
1 Choose View > Navigation Panels > Tags.
2 Expand the logical structure tree to find and select the <Figure> tag element for the image.
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To find a tag more easily, use the TouchUp Reading Order tool to select the figure—or text near the figure—in the
document pane, and then choose Find Tag From Selection from the Options menu in the Tags tab.
3 Choose Highlight Content from the Options menu in the Tags tab to see a highlighted area in the document that
corresponds to the tag.
4 Choose Properties from the Options menu in the Tags tab.
5 In the TouchUp Properties dialog box, click the Tag tab.
6 For Alternate Text, type text that describes the figure.
Add alternate text for an abbreviated term
1 In the Tags panel, locate the abbreviated term by doing one of the following:
• Expand the tag tree as needed to see the elements that contain the abbreviation.
• Use the TouchUp Text tool or the Select tool to select the abbreviation in the document, and then choose Find Tag
From Selection from the Options menu to locate the text in the tag tree.
2 Select the tag for that element, and choose Properties from the Options menu.
Note: If the abbreviation includes additional text, cut the additional text and place it in a new <Span> child tag within
the same <Span> parent tag.
3 In the TouchUp Properties dialog box, select the Tag tab.
4 For Alternate Text, type the unabbreviated version of the term.
5 Click Close.
Create a new child tag
1 In the Tags tab, select the parent node (the icon located at the same level at which you want to create a child tag)
in the Tags tree for which you want to create a child tag.
2 Choose New Tag from the Options menu.
3 Select the appropriate tag type from the Type pop-up menu, or type a custom tag type, name the tag (optional),
and then click OK.
Add tags to comments
When you tag a PDF that includes comments, the comments are tagged as well. However, if you add comments to a
PDF that’s already tagged, your comments are untagged unless you enable comment tagging first.
Note: To Enable comment tagging in a PDF, in the Tags tab, choose Tag Annotations from the Options menu. Comments
or markups that you add to the PDF are tagged automatically.
If a document contains untagged comments, you can locate them in the logical structure tree and tag them by using
the Find command in the Tags tab.
1 In the Tags tab, choose Find from the Options menu.
2 In the Find Element dialog box, choose Unmarked Comments from the Find pop-up menu, and click Find.
3 When the comment type appears in the Type field (for example, Text), click Tag Element, choose Annotation from
the Type pop-up menu in the New Tag dialog box, and then click OK.
4 In the Find Element dialog box, click Find Next to locate and tag all comments, and then click Close.
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Correct table tags with the Tags tab
Use the TouchUp Reading Order tool to make sure that tables are tagged correctly. If you need to structure figures
and text within the cells of your table, you may prefer to re-create the table in the authoring application before you
convert it as an accessible PDF. Adding tags on a cell level in Acrobat is a labor-intensive procedure.
Before you make any changes to table elements, use the TouchUp Reading Order tool to determine that the table is
tagged correctly.
Check table elements
1 In the Tags tab, expand the tags root to view a table tag.
2 Select the table tag <Table> and verify that it contains one of the following elements:
• Table Rows, each of which contains Table Header <TH> or Table Data <TD> cells.
•
<THead>, <TBody>, and <TFoot> sections, each of which contains Table Rows. (The Table Rows contain <TH>
cells, <TD> cells, or both.)
3 Do one or more of the following:
• If the tag for the table doesn’t contain these elements, but rows, columns, and cells appear in the table in the
document pane, use the TouchUp Reading Order tool to select and define the table or individual cells.
• If the table contains rows that span two or more columns, set ColSpan and RowSpan attributes for these rows in
the tag structure.
• Re-create the table in the authoring application, and then convert it to a tagged PDF.
Set ColSpan and RowSpan attributes
1 In the Tags tab, select a <TD> or <TH> element.
2 Choose Properties from the Options menu.
3 In the TouchUp Properties dialog box, click the Tag tab, and then click Edit Attribute Objects.
4 Select Attribute Objects, and then click New Item to create a new Attribute Object Dictionary.
5 Expand the new dictionary, select the Layout attribute, and then click Change Item.
6 Change the Layout value to Table.
7 Select the Attribute Object Dictionary, and click New Item.
8 In the Add Key And Value dialog box, type ColSpan or RowSpan in the Key box, enter the number of columns
or rows spanned in the Value box, choose Integer from the Value Type pop-up menu, and click OK.
Standard PDF tags
This section describes the standard tag types that apply to tagged PDFs. These standard tags provide assistive
software and devices with a base set of semantic and structural elements to use in interpreting document structure
and presenting content to a user in a useful manner.
The PDF tags architecture is extensible, so any PDF document can contain any tag set that an authoring application
decides to use. For instance, a PDF might have XML tags that came in from an XML schema. Any custom tags that
you define (such as tag names that were generated from paragraph styles from an authoring application) should have
a role map that matches each custom tag to one of the standard tags here. When assistive software encounters a
custom tag, the software can refer to this role map and properly interpret the tags. Tagging PDFs by using one of the
methods described in this guide generally produces a correct role map for the document.
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Note: You can view and edit the role map of a PDF by choosing Options > Edit Role Map in the Tags tab.
The standard Adobe element tag types are available in the New Tag dialog box and in the TouchUp Properties dialog
box in Acrobat Professional or Acrobat 3D. Adobe strongly encourages using these tag types, because they provide
the best results when tagged content must be converted to a different format, such as HTML, Microsoft Word, or an
accessible text format for use by other types of assistive technology.
Block-level elements are page elements that consist of text laid out in paragraph-like forms. Block-level elements are
part of a document’s logical structure. Such elements are further classified as container elements, heading and
paragraph elements, label and list elements, special text elements, and table elements.
Container elements
Container elements are the highest level of element and provide hierarchical grouping for other block-level elements.
Document Document element. The root element of a document’s tag tree.
Part Part element. A large division of a document; may group smaller units of content together, such as division
elements, article elements, or section elements.
Div Division element. A generic block-level element or group of block-level elements.
Art Article element. A self-contained body of text considered to be a single narrative.
Sect Section element. A general container element type, comparable to Division (DIV Class=“Sect”) in HTML,
which is usually a component of a part element or an article element.
Heading and paragraph elements
Heading and paragraph elements are paragraph-like, block-level elements that include specific level heading and
generic paragraph (P ) tags. A heading (H) element should appear as the first child of any higher-level division. Six
levels of headings (H1 to H6) are available for applications that don’t hierarchically nest sections.
Label and list elements
Label and list elements are block-level elements used for structuring lists.
L List element. Any sequence of items of similar meaning or other relevance; immediate child elements should be
list item elements.
LI List item element. Any one member of a list; may have a label element (optional) and a list body element
(required) as a child.
LBL Label element. A bullet, name, or number that identifies and distinguishes an element from others in the same list.
LBody List body element. The descriptive content of a list item.
Special text elements
Special text elements identify text that isn’t used as a generic paragraph (P).
BlockQuote Block quote element. One or more paragraphs of text attributed to someone other than the author of
the immediate surrounding text.
Caption Caption element. A brief portion of text that describes a table or a figure.
Index Index element. A sequence of entries that contain identifying text and reference elements that point out the
occurrence of the text in the main body of the document.
TOC Table of contents element. An element that contains a structured list of items and labels identifying those items;
has its own discrete hierarchy.
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TOCI Table of contents item element. An item contained in a list associated with a table of contents element.
Table elements
Table elements are special elements for structuring tables.
Table Table element. A two-dimensional arrangement of data or text cells that contains table row elements as child
elements and may have a caption element as its first or last child element.
TR Table row element. One row of headings or data in a table; may contain table header cell elements and table data
cell elements.
TD Table data cell element. A table cell that contains nonheader data.
TH Table header cell element. A table cell that contains header text or data describing one or more rows or columns
of a table.
Inline-level elements
Inline-level elements identify a span of text that has specific formatting or behavior. They are differentiated from
block-level elements. Inline-level elements may be contained in or contain block-level elements.
BibEntry Bibliography entry element. A description of where some cited information may be found.
Quote Quote entry element. An inline portion of text that is attributed to someone other than the author of the text
surrounding it; different from a block quote, which is a whole paragraph or multiple paragraphs, as opposed to inline text.
Span Span entry element. Any inline segment of text; commonly used to delimit text that is associated with a set of
styling properties.
Special inline-level elements
Similar to inline-level elements, special inline-level elements describe an inline portion of text that has special
formatting or behavior.
Code Code entry element. Computer program text embedded within a document.
Figure Figure entry element. A graphic or graphic representation associated with text.
Form Form entry element. A PDF form annotation that can be or has been filled out.
Formula Formula entry element. A mathematical formula.
Link Link entry element. A hypertext link that is embedded within a document. The target can be in the same
document, in another PDF document, or on a website.
Note Note entry element. Explanatory text or documentation, such as a footnote or endnote, that is referred to in
the main body of text.
Reference Reference entry element. A citation to text or data that is found elsewhere in the document.
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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 to touch up and
enhance the file for readability and distribution, and reserve more substantial revisions for your source application.
Quickstart
The following topics provide quick steps to some common PDF editing tasks.
Add a bookmark
You can add navigation to a PDF with bookmarks.
1 Open to the desired page and adjust the view settings.
2 (Optional) To bookmark text, select the desired text.
3 Click the Bookmarks button in the navigation pane, and choose New Bookmark from the Options menu.
4 Type or edit the bookmark name.
You can also add bookmarks to specific portions of a page, such as an image or a table, or to another PDF.
See also
“Create a bookmark” on page 327
Add a link
Links take you to other locations in the same document, to other documents, or to websites. They can also trigger
actions, such as playing a sound or movie file or submitting a form.
1 Choose Tools > Advanced Editing > Link Tool.
2 Drag a rectangle where you want to create a link.
3 In the Create Link dialog box, choose the desired link appearance and action.
4 Follow the on-screen instructions to create the link.
See also
“Create a link” on page 331
Attach files to a PDF
You can attach many types of files to a PDF.
1 Choose Document > Attach A File.
2 Select the file you want to attach, and click Open.
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3 (Optional) To add a description to distinguish the file from similar attachments, select the file in the Attachment
panel, and choose Options > Edit Description.
You can also collect files into a PDF package or merge files into a single PDF.
See also
“Add an attachment” on page 334
Optimize a PDF
Reduce file size by removing embedded fonts, compressing images, and removing unneeded items from a PDF.
1 Choose Advanced > PDF Optimizer.
2 Choose an option from the Make Compatible With menu.
3 Select an item on the left, and then specify settings. For example, select Images, and then set compression for color,
grayscale, and monochrome images.
4 Specify a filename and location, and click Save.
Some compression methods may make images unusable in a print production workflow.
See also
“PDF Optimizer” on page 343
Edit text
You can add or replace small amounts of text in a PDF if the font is installed on the system. Otherwise, you can edit
text attributes only. For extensive changes, edit the original document from which the PDF was created.
1 Choose Tools > Advanced Editing > TouchUp Text Tool.
2 Select the text you want to edit.
3 Type to replace text, or press Delete to remove text.
If you cannot edit text, the document may have security restrictions.
See also
“Edit text” on page 348
Format text
You can change text attributes such as font and font size, color, character and word spacing, baseline offset, and
horizontal scaling.
1 Choose Tools > Advanced Editing > TouchUp Text Tool.
2 Click in the text you want to edit, and then right-click/Control-click and choose Properties.
3 Change text attributes as desired.
If the necessary font is installed on the system, you can also use the TouchUp Text tool to edit the text.
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See also
“Edit text” on page 348
Edit an image
You can change the size, location, and properties of an image in a PDF.
1 Choose Tools > Advanced Editing > TouchUp Object Tool.
2 Select the desired image, and do one of the following:
• To change image properties or edit the image, right-click/Control-click and choose the relevant command.
• To move the image, drag it to a new location on the page.
• To resize the image, drag one of the image handles.
See also
“Move or edit an object” on page 351
View object metadata
You can view the metadata information of certain images, tags, and objects. Do one of the following:
• For an object, choose Tools > Advanced Editing > TouchUp Object Tool. Right-click/Control-click the object, and
choose Show Metadata. (If the command isn’t available, the object has no metadata.)
• For a Visio object, choose Tools > Object Data > Object Data Tool. Double-click the object to view its metadata in
the Model Tree.
See also
“View object data and metadata” on page 363
View content on layers
To view information stored on different layers of a PDF, use the Layers panel.
1 Click the Layers button
2 Click the eye icon
in the navigation pane.
to hide a layer’s content. Click the empty box to show a layer’s content.
To save a different view of a layered PDF, you must change the default state of the layers in the Layer Properties dialog box.
See also
“Show or hide layers” on page 364
Page thumbnails and bookmarks
About page thumbnails
Page thumbnails are miniature previews of the pages in a document. You can use page thumbnails in Acrobat to jump
quickly to a selected page or to adjust the view of the page.
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When you move, copy, or delete a page thumbnail, you actually 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. Embedded page thumbnails won’t reflect changes that you make to
document pages until you unembed the page thumbnails.
Both Acrobat Distiller and the batch processing feature in Acrobat provide alternate methods of embedding page
thumbnails.
See also
“Run a predefined batch sequence” on page 368
“PostScript options” on page 449
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.
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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.
Embed or unembed page thumbnails in a PDF package
1 Choose Advanced > Document Processing > Batch Processing.
2 Do one of the following:
• To embed page thumbnails, click Embed Page Thumbnails, and then click Run Sequence. Follow the instructions
provided.
• To unembed page thumbnails, click New Sequence, and set up a new batch processing operation to remove the
embedded page thumbnails.
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.
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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.
Initially, a bookmark displays the page that was in view when the bookmark was created, which is the bookmark’s
destination. Although you can set bookmark destinations as you create each bookmark, it is sometimes easier to
create a group of bookmarks, and then set the destinations later.
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.
Note: A 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 289
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, Ctrl-drag/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.
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4 Choose New Bookmark from the Options menu, or click the New Bookmark icon
at the top of the Bookmarks
panel.
5 Type or edit the name of the new bookmark, and press Enter/Return.
Edit a bookmark
You can change a bookmark’s attributes at any time.
See also
“Action types” on page 337
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 Change the color and style of the text by doing one of the following:
• Choose View > Toolbars > Properties Bar to open the Properties toolbar.
• Right-click/Control-click the bookmark, and select Properties. Click the Appearance tab.
After you have defined a bookmark’s appearance, you can reuse the appearance settings by selecting the bookmark
and choosing the Use Current Appearance As New Default command from the bookmark’s context menu.
3 To change the font size, click the Options menu, and choose Text Size > [size].
Set a bookmark’s appearance in the Bookmark Properties dialog box.
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Change a bookmark’s destination
1 Click the Bookmarks button, and 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 Click the Bookmarks button.
2 Right-click/Control-click a bookmark, and 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
1 Click the Bookmarks button, and select the bookmark or range of bookmarks you want to delete.
2 Choose Delete Bookmark(s) in the Options menu.
Important: Deleting a bookmark deletes any bookmarks that are subordinate to it. Deleting a bookmark does not delete
any document text.
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
the icon or icons.
shows the position of
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.
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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 a bookmark
Do one of the following:
• Click the plus sign (+) or horizontal triangle next to the bookmark icon to show any children. Click the minus sign
(-) or inverted triangle to collapse the list again.
• Select the bookmark, and choose Expand Current Bookmark from the Options menu.
Expand or collapse all top-level bookmarks
❖ From the Options menu, choose Expand Top-Level Bookmarks or Collapse Top-Level Bookmarks.
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 Click the Bookmarks button, and 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/Command-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 339
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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 infor­
mation. You can also add actions to play a sound or movie file.
Clicking a link jumps to another page, document, or website.
See also
“Destinations” on page 333
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 tempo­
rarily 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.
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
(Tools > Select & Zoom), drag to select the text or image from
which you want to create a link.
2 Right-click/Control-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.
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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/Control-click the link whose properties you want to use
as the default, and choose Use Current Appearance As New Default.
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.
.
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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.
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.
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Change or delete a destination
❖ In the Destinations panel, right-click/Control-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
drag a rectangle to specify a location for the link.
, and
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. Attached comments appear in the page with the File
Attachment icon
or the Speaker icon , and in the Comments List with other comments. (See “Add comments
in a file attachment” on page 180.)
Use the Attachments panel to add, delete, or view attachments.
1 Add an attachment by doing one of the following:
• Choose Document > Attach A File.
• Click the Attach A File button
in the File toolbar.
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Note: The Attach A File button doesn’t appear by default. To add it, right-click/Control-click the toolbar background,
choose More Tools, select Attach A File located under File Toolbar, and click OK.
2 In the Add Attachment dialog box, select the file you want to attach, and click Open.
Important: If you try to attach certain file formats (such as EXE, VBS, or ZIP), 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. To open and save file attachments that you trust, regardless of file format, set your Trust Manager prefer­
ences. See “Restrict URLs and attachments in PDFs” on page 247.
3 To make the attachment viewable in Acrobat 5.0 or earlier, do one of the following:
• Click the Attachments button in the navigation pane, 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 Show 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 choose Options > Edit Description. Edit the text of the description, and then save
the file.
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 appli­
cation 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 requires your approval every time you open or save certain file formats (such as EXE, VBS, or ZIP)
because these formats are associated with malicious programs, macros, and viruses that can damage your computer. To
open and save trusted file attachments without being prompted, set your Trust Manager preferences. See “Restrict URLs
and attachments in PDFs” on page 247.
Open an attachment
❖ In the Attachments panel, select the attachment, and then click Open or choose Open Attachment from the
Options menu.
Save an attachment
1 In the Attachments panel, select one or more attachments, and click Save or choose Save Attachment from the
Options menu.
If you selected a single attachment, you have the option to rename the file.
2 Specify a location, and then click Save.
Delete an attachment
❖ In the Attachments panel, select an attachment, and click the Delete button or choose Delete Attachment from the
Options menu.
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Search in attachments
When searching for specific words or phrases, you can include PDF attachments in the search. 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.
Search PDF attachments from the Attachments panel
1 In the Attachments panel, click the Search Attachment button
or choose Search Attachments from the
Options menu. The Search PDF window opens.
2 Type the word or phrase that you want to search for, select the results option you want, and then click Search
Attachments.
Search PDF attachments from the Search PDF window
1 Open the Search PDF window by doing one of the following:
• From the Find menu, choose Open Full Acrobat Search.
• 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/Control-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.
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.
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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 off.
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 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.
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 that plays in Windows and Mac OS.
Play Media (Acrobat 5 Compatible) Plays the specified QuickTime or AVI movie that was created as Acrobat 5­
compatible. 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.
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.
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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.
You can use the following triggers for media clips and form fields (not links or bookmarks):
Mouse Up When the mouse button is released after a click. This is the most common button trigger, because it gives
the user one last chance to drag the pointer off the button and not activate the action.
Page Visible (media clips only) When the page containing the media clip is visible, regardless of whether it is the
current page. It’s possible for a page to be visible without being the current page, such as when a continuous page
layout displays pages side-by-side.
Page Invisible (media clips only) When the page containing the media clip is moved out of view.
Page Enter (media clips only) When the page containing the media clip becomes the current page.
Page Exit (media clips only) When a user leaves the page that contains the media clip.
Mouse Down When the mouse button is clicked (without being released). In most cases, Mouse Up is the preferred
trigger.
Mouse Enter When the pointer enters the field or play area.
Mouse Exit When the pointer exits the field or play area.
On Receive Focus (media clips only) When the link area receives focus, either through a mouse action or tabbing.
On Lose Focus (media clips only) When the focus moves to a different link area.
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.
You can also use JavaScript with PDF forms and batch sequences. The most common uses for JavaScript in forms are
formatting data, calculating data, validating data, and assigning an action. Field-level scripts are associated with a
specific form field or fields, such as a button.This type of script is executed when an event occurs, such as a Mouse
Up action.
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.
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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
standard-size PDF pages.
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 327
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.
Refresh converted web pages
You can refresh web pages in a PDF to retrieve the most up-to-date version from the website. When you refresh, you
download the entire website or link again and build a new PDF. The resulting new PDF lists any pages where compo­
nents have changed, including text, web links, embedded filenames, and formatting. New pages are downloaded if
they have been added to the site. The changed pages are listed as bookmarks in the Bookmarks panel under a
bookmark labeled New And Changed Pages.
You can refresh web pages only if Save Refresh Commands was selected when the pages were first downloaded.
When you refresh web pages, both the original PDF pages and the refreshed version are retained. To keep an archive
of changes made to a website, save both versions.
1 Choose Advanced > Web Capture > Refresh Pages.
2 To view new and changed pages, select Create Bookmarks For New And Changed Pages. Then specify the scope
of the updated tagged bookmarks that you want to compare:
Compare Only Page Text To Detect Changed Pages Compares only the text on the pages.
Compare All Page Components To Detect Changed Pages Compares all page components, including text, images,
web links, embedded filenames, and formatting.
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3 To not resubmit any previously submitted form data, deselect Resubmit Form Data. Be careful if you have
Resubmit Form Data selected because it can result in duplicate purchases or other submissions. This option is
available only if a form and query results are on the pages.
4 To change which pages are updated by refreshing, select Edit Refresh Commands List, select the URLs you want,
and click OK.
5 Click Refresh.
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/Control-click a tagged bookmark, and choose Open Page In Web
Browser.
• To open a linked page, right-click/Control-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.
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.
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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 or Return.
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.
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/Control-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 Articles panel, select the article box that you want the new article box to follow.
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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.
2 Right-click/Control-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/Option-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.
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Optimizing
PDF Optimizer
PDF Optimizer provides many settings for reducing the size of PDF files. Some of the PDF Optimizer settings are
comparable to the settings that are available when you create a PDF file using Distiller. Whether you use all of these
settings or only a few depends on how you intend to use the files and on the essential properties a file must have. In
most cases, the default settings are appropriate for maximum efficiency—saving space by removing embedded fonts,
compressing images, and removing items from the file that are no longer needed.
Before you optimize a file, it’s a good idea to audit the file’s space usage. The space audit results may give you ideas
about where best to reduce file size. You can also reduce the size of your PDF by using the Reduce File Size command.
Important: Some methods of compression may make images unusable in a print production workflow. You should
experiment with various settings before making changes that can’t be discarded.
See also
“Reduce file size by saving” on page 48
Open the PDF Optimizer
❖ To open the PDF Optimizer dialog box, do one of the following:
• Choose Advanced > PDF Optimizer.
• Choose Advanced > Print Production > PDF Optimizer.
• Click the PDF Optimizer icon
in the Print Production toolbar.
Note: PDF Optimizer isn’t available when Reflow is selected in the View menu.
Audit the space usage of a PDF
Auditing the space usage gives you a report of the total number of bytes used for specific document elements,
including fonts, images, bookmarks, forms, named destinations, and comments, as well as the total file size. The
results are reported both in bytes and as a percentage of the total file size.
1 Choose Advanced > PDF Optimizer.
2 Click the Audit Space Usage button at the top of the dialog box.
Optimize a PDF
Note: Optimizing a digitally signed document removes (and invalidates) the digital signatures.
1 Open the PDF Optimizer dialog box.
2 To use the default settings, choose Standard from the Settings menu, and then skip to step 6. If you change any
settings in the PDF Optimizer dialog box, the Settings menu automatically switches to Custom.
3 From the Make Compatible With menu, choose Retain Existing to keep the current PDF version of the file, or
choose a version of Acrobat that you want the PDF to be compatible with. (The options available in panels vary
depending on this choice.)
4 Select the check box next to a panel (for example, Images, Fonts, Transparency), and then select options in that
panel.
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5 (Optional) To save your customized settings, click the Save button and name the settings. (You can delete any
saved settings by choosing it in the Settings menu and clicking the Delete button.)
6 When you are finished selecting options, click OK.
7 In the Save Optimized As dialog box, click Save to overwrite the original PDF with the optimized PDF, or select
a new name or location.
To optimize a number of documents at the same time, use the Output options for the Batch Processing command.
See also
“Run a predefined batch sequence” on page 368
PDF Optimizer options
You can reduce the size of a PDF by selecting options from the panels in the PDF Optimizer dialog box.
Images panel
The Images panel of the PDF Optimizer lets you set options for color, grayscale, and monochrome image
compression.
The Images panel of the PDF Optimizer dialog box. You can change the PDF compatibility in this dialog box.
In the Images panel, you can select the following options:
Downsample Reduces file size by lowering the resolution of images, which involves merging the colors of original
pixels into larger pixels.
Note: Masked images and images with a size less than 16-by-16 pixels are not downsampled.
Compression Reduces file size by eliminating unnecessary pixel data. In general, JPEG and JPEG2000 compression
give better results on images like photographs with gradual transitions from color to color. ZIP is the better choice
for illustrations with large areas of solid, flat color or patterns made up of flat colors. For monochrome images, JBIG2
compression, which is available in PDF Optimizer but not in Distiller, is superior to CCITT.
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Quality Can be set only for JPEG and JPEG2000 compression. JPEG and JPEG2000 compression methods are
typically lossy, a process that permanently removes some pixel data. You can apply lossy JPEG or JPEG2000
compression to color images at various levels (minimum, low, medium, high, maximum). For JPEG2000
compression, you can also specify lossless so that no pixel data is removed. Compression for monochrome images is
lossless, except for JBIG2 compression, which provides both lossy and lossless modes of compression.
See also
“Transparency flattening” on page 480
“Edit a flattener preset in the PDF Optimizer” on page 486
“Examine a PDF for hidden content” on page 248
Fonts panel
To ensure an exact match to the source document, you should embed all fonts used in the document. If an exact
match is not needed and you prefer a smaller file, you can choose not to embed fonts for roman text and East Asian
text (Traditional Chinese, Simplified Chinese, Korean, and Japanese). Text in these languages is replaced with a
substitution font when viewed on a system that does not have the original fonts. The Fonts panel of the PDF
Optimizer contains two lists for fonts, fonts that are available for unembedding, and fonts to be unembedded.
Certain fonts aren’t available for unembedding and don’t appear in the Fonts panel. To unembed fonts in a document,
select one or more fonts in the Embedded Fonts list, and click the Unembed button. If you change your mind about
unembedding a font, select it in the list on the right and click the Retain button.
Transparency panel
If your PDF includes artwork that contains transparency, you can use presets in the Transparency panel of PDF
Optimizer to flatten transparency and reduce file size. (Flattening incorporates transparency into corresponding
artwork by sectioning it into vector-based areas and rasterized areas.) PDF Optimizer applies transparency options
to all pages in the document before applying other optimization options.
If you select the Acrobat 4.0 And Later compatibility setting, the Transparency panel is enabled and all transparency
in the file is flattened during optimization. This ensures compatibility with Acrobat 5.0 and earlier, which doesn’t
support transparency.
When you create flattening presets, they appear with the default presets in the Transparency panel.
Note: Transparency flattening cannot be undone after the file is saved.
Discard Objects panel
The Discard Objects panel lets you specify objects to remove from the PDF and lets you optimize curved lines in
CAD drawings. You can discard objects created in Acrobat and in other applications. Selecting an object removes all
occurrences of that object within the PDF.
In the Discard Objects area, you can select from these and other options:
Discard All Form Submission, Import And Reset Actions Disables all actions related to submitting or importing form
data, and resets form fields. This option retains form objects to which actions are linked.
Flatten Form Fields Makes form fields unusable with no change to their appearance. Form data is merged with the
page to become page content.
Discard All JavaScript Actions Removes any actions in the PDF that use JavaScript.
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Discard All Alternate Images Removes all versions of an image except the one destined for on-screen viewing. Some
PDFs include multiple versions of the same image for different purposes, such as low-resolution on-screen viewing
and high-resolution printing.
Discard Embedded Page Thumbnails Removes embedded page thumbnails. This is useful for large documents,
which can take a long time to draw page thumbnails after you click the Pages button.
Discard Document Tags Removes tags from the document, which also removes the accessibility and reflow capabil­
ities for the text.
Convert Smooth Lines To Curves Reduces the number of control points used to build curves in CAD drawings,
which results in smaller PDF files and faster on-screen rendering.
Detect And Merge Image Fragments Looks for images or masks that are fragmented into thin slices and tries to
merge the slices into a single image or mask.
Discard Embedded Print Settings Removes embedded print settings, such as page scaling and duplex mode, from
the document.
Discard Embedded Search Index Removes embedded search indexes, which reduces file size.
Discard Bookmarks Removes all bookmarks from the document.
Discard User Data panel
Use the Discard User Data panel to remove any personal information that you don’t want to distribute or share with
others. If you’re unable to find personal information, it may be hidden. You can locate hidden text and user-related
information by using the Examine Document command from the Document menu.
Discard All Comments, Forms, And Multimedia Removes all comments, forms, and multimedia from the PDF.
Discard Document Information And Metadata Removes information in the document information dictionary and
all metadata streams. (Use the Save As command to restore metadata streams to a copy of the PDF.)
Discard All Object Data Removes all objects from the PDF.
Discard File Attachments Removes all file attachments, including attachments added to the PDF as comments. (PDF
Optimizer doesn’t optimize attached files.)
Discard External Cross References Removes links to other documents. Links that jump to other locations within the
PDF are not removed.
Discard Private Data Of Other Applications Strips information from a PDF document that is useful only to the appli­
cation that created the document. This does not affect the functionality of the PDF, but it does decrease the file size.
Discard Hidden Layer Content And Flatten Visible Layers Decreases file size. The optimized document looks like the
original PDF but doesn’t contain layer information.
Clean Up panel
The options in the Clean Up panel of the PDF Optimizer remove useless items from the document. These items
include elements that are obsolete or unnecessary to your intended use of the document. Be aware that removing
certain elements may seriously affect the functionality of the PDF. By default, only elements that do not affect
functionality are selected. If you are unsure of the implications of removing other options, you should use the default
selections.
In the Clean Up area, you can select these options:
Use Flate To Encode Streams That Are Not Encoded Applies Flate compression to all streams that aren’t encoded.
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In Streams That Use LZW Encoding, Use Flate Instead Applies Flate compression to all content streams and images
that use LZW encoding.
Remove Invalid Bookmarks Removes bookmarks that point to pages in the document that have been deleted.
Remove Invalid Links Removes links that jump to invalid destinations.
Remove Unreferenced Named Destinations Removes named destinations that are not being referenced internally
from within the PDF document. Because this option does not check for links from other PDF files or websites, it may
not fit in some workflows.
Optimize The PDF For Fast Web View Restructures a PDF document for page-at-a-time downloading (byte-serving)
from web servers.
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 173.
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. 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.
To scale, rotate, flip, or clip an image or object (including text blocks), use the TouchUp Object tool. The TouchUp
Object tool can also place images and change an object’s color space (see “Convert colors to a different color space”
on page 474). If you need to edit the source file for an embedded image or object, the TouchUp Object tool can start
an image-editing or object-editing application.
Note: Comments—even though they have a graphic appearance—are not considered page elements and therefore cannot
be selected or manipulated using the touchup tools.
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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.
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.
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/Control-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/Control-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.
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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.
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/Option-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 Do any of the following:
• To change the font size and other attributes, select the text, right-click/Control-click, and choose Properties.
• To move the text block, use the TouchUp Object tool.
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 similar to the Text Box tool, but includes a different set of default properties.
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 size, select the text, and click the Decrease Text Size button or the Increase Text Size button in
the Typewriter toolbar.
4 To change the line spacing (leading), select the text, and click the Decrease Line Spacing button or the Increase
Line Spacing button.
5 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.
6 To edit the text again, select the Typewriter tool, and then double-click in the Typewriter text.
Note: To let Reader users type text in a PDF by using the Typewriter tool, open the PDF in Acrobat Professional, choose
Tools > Typewriter > Enable Typewriter Tool In Adobe Reader, and save the PDF.
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Insert special characters
You can insert certain special characters (line breaks, soft hyphens, nonbreaking spaces, and em dashes) in a tagged
PDF to improve the way it reflows. You can also insert these special characters in any PDF to improve the way it’s
read by a screen reader or simply to edit it for general readability purposes. You do not need to have the font installed
in order to insert special characters.
1 Select the TouchUp Text Tool.
2 Click where you want to insert the character, or select text to be replaced by the character.
3 Right-click/Control-click the selected text or location, choose Insert and then select an option.
See also
“Reflow a PDF” on page 297
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, or select the TouchUp Text tool
Editing toolbar.
in the Advanced
2 Click in the text containing the font embedding or subsetting you want to edit. A paragraph of text is enclosed in
a bounding box. You can select text within the paragraph by dragging.
3 Right-click/Control-click the text, and choose Properties.
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 in the Font menu, check the permissions to determine which options are available for that font, and
then select an embedding option:
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 Neither the embed nor subset option is available.
No System Font Available Neither the embed nor subset option is available.
See also
“Fonts” on page 113
Place an image or object
1 Choose Tools > Advanced Editing > TouchUp Object Tool
.
2 Right-click/Control-click the page and choose Place Image.
3 Choose one of the following file formats: BMP, GIF, JPEG, PCX, PNG, EPS/PS, or TIFF.
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4 Select an image file, and click Open.
A copy of the image file appears in the center of the page, at the same resolution as the original file.
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/Option-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; however, the TouchUp Object tool cannot select individual
characters that are part of larger text blocks. 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.
Use the TouchUp Object tool to select and move placed images, text blocks, and embedded objects.
Select an object
1 Select one or more objects:
• Click the object with the TouchUp Object tool
• Click the object with the Select Object tool
(Tools > Advanced Editing).
, or with the tool you used to create the object.
• Right-click/Control-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.
2 (Optional) Add one or more objects to the current selection:
• Ctrl-click/Option-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 TouchUp Object tool
, the Select Object tool , or the tool used to create the object.
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.
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• Right-click/Control-click the image and choose an option to move the image on the page.
Resize an object
1 Click the object with the TouchUp Object tool
, 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.
Clip an object
1 Select the TouchUp Object tool
.
2 Right-click/Control-click the object, and choose Set Clip. When you hold the pointer over the selection, the
clipping icon
appears.
3 Drag a selection handle in the direction you want until the clip rectangle displays the results you want.
4 Click inside the selection to exit the clipping mode.
Edit an object using the TouchUp Object tool
1 Choose Tools > Advanced Editing > TouchUp Object tool.
2 Select the object, right-click/Control-click the selection, and choose one of the following:
Place Image Embeds an image file in the PDF.
Set Clip Sets a clipping region for the object, if one exists.
Delete Clip Delete Clip deletes objects that are clipping the selected object. For example, if you scale text and the
resulting characters are clipped, selecting this option shows you the complete characters. This option appears only if
you chose Set Clip.
Flip Horizontal, Flip Vertical Flip Horizontal flips the image horizontally, on the vertical axis. Flipping text blocks
horizontally creates a mirror effect. Flip Vertical flips the image vertically, on the horizontal axis.
Create Artifact Removes the object from the reading order so it isn’t read by a screen reader or the Read Out Loud
command.
Edit Image, Edit Object Starts the image editor or object editor you specify in the TouchUp preferences. Edit Image
is available when a vector image is selected; Edit Object is available when a bitmap image is selected. Selecting these
options removes tags from the PDF, potentially changing how the PDF reflows and affecting accessibility. For
example, changing the location of an object affects the order in which that object (or its alternate text) is read by a
screen reader.
Rotate Clockwise, Rotate Counterclockwise, Rotate Selection Rotate Clockwise and Rotate Counterclockwise rotate
the selected object ninety degrees in the indicated direction. Rotate Selection lets you rotate the selection incrementally
by dragging a selection handle in the direction you choose. You must click inside the selection to exit the rotate mode.
TouchUp Properties Lets you edit properties for the content, tag, and text, such as adding alternate text to an image
to make it accessible.
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Start an image editor using the TouchUp Object tool
By default, the TouchUp Object tool starts Adobe Photoshop (if installed) to edit images and objects. To use a
different editing application, specify the application in the TouchUp preferences. Choose Edit > Preferences
(Windows) or Acrobat > Preferences (Mac OS), and select TouchUp on the left side of the Preferences dialog box.
Click Image Editor (for bitmap images) or Page/Object Editor, (for vector images) and select the application on your
hard drive.
1 Using the TouchUp Object tool, select the image or object or Shift-click to select multiple images or objects. If you
change the object selection, the editing session terminates.
To edit all the images and objects on the page, right-click/Control-click the page, and choose Edit Page.
2 Right-click/Control-click the selection, and choose Edit Image or Edit Object. (The available command depends
on what is selected.)
Note: If the image can’t open in Adobe Photoshop, verify that Photoshop is configured correctly. If a message asks whether
to convert to ICC profiles, choose Don’t Convert. If the image window displays a checkerboard pattern when it opens,
the image data could not be read.
3 Make the desired changes in the external editing application.
4 If you are working in Photoshop, flatten the image.
If you change the dimensions of the image in Photoshop, the image may not align correctly in the PDF. Also, trans­
parency information is preserved only for masks that are specified as index values in an indexed color space. Image
masks are not supported. If you change image modes while editing the image, you may lose valuable information
that can be applied only in the original mode.
5 In the editing application, choose File > Save. The object is automatically updated and displayed in the PDF when
you bring Acrobat to the foreground.
Important: For Photoshop, if the image is in a format supported by Photoshop 6.0 or later, your edited image is saved
back into the PDF. However, if the image is in an unsupported format, Photoshop handles the image as a generic PDF
image, and the edited image is saved to disk instead of back into the PDF.
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
preferences. 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.
To set the Full Screen preferences, choose Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS) and
select Full Screen on the left.
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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 package, 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 to have appear. 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 Panel 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.)
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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.
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 Panel 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 337.)
Add page transitions
You can create an interesting effect that occurs each time a page advances by using page transitions.
You can also set page transitions for a group of documents using the Batch Processing command.
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.
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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.
Note: If users select Ignore All Transitions in the Full Screen preferences, they do not see the page transitions.
Adding movies and sounds
Add movies or sounds to PDFs
You can add movies and sounds to PDFs in Windows if the media is playable in Windows Media Player, Flash Player,
RealPlayer, or QuickTime. In Mac OS, you can add QuickTime compatible movies and sounds to PDFs.
Before you add a movie or sound clip to a PDF, you must decide if your clip will be compatible—that is, playable—
in Acrobat 6 and later, or in earlier versions as well. If you choose the Acrobat 6 Compatible Media option, you have
many more choices, such as the option to embed the movie and add multiple renditions. However, users with earlier
versions of Acrobat will have to download Adobe Reader to play your clip.
You can provide different renditions of the movie that play if the users’ settings vary. For example, you may want to
include a low-resolution rendition for users with slow Internet connections.
Note: If an alert message tells you that no media handler is available, you must install the appropriate player before you
can add clips to the PDF. For example, you must install QuickTime if you want to embed an MOV file in a PDF.
See also
“View PDFs in Full Screen mode” on page 30
“About Actions” on page 336
Add a movie or sound clip
1 Choose Tools > Advanced Editing, and select either the Movie tool
or the Sound tool
.
2 Drag or double-click to select the area on the page where you want the movie or sound to appear. For movies, the
play area is the exact size of the movie frame (if Acrobat can read the movie clip’s dimensions).
3 In the dialog box that appears, select a compatibility setting for your clip:
Acrobat 6 (And Later) Compatible Media Provides access to all options, but the user must have version 6.0 or later
of Acrobat or Adobe Reader to play the clip.
Acrobat 5 (And Earlier) Compatible Media Ensures that your clip is available to users who have not yet upgraded
from version 5.0 or earlier of Acrobat or Adobe Reader. This option requires that you select media that is playable in
the QuickTime player.
4 To specify the clip, type the path or URL in the Location box, or click Browse (Windows) or Choose (Mac OS)
and double-click the movie file.
5 If you selected Acrobat 6 (And Later) Compatible Media, you can include the clip with the PDF by selecting
Embed Content In Document. This option will increase the file size of the PDF.
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6 To display an image in the play area when the movie isn’t playing, select a poster option, and then click OK. After
you add the movie to the PDF, you can specify additional properties that determine how the clip appears and plays.
Edit the play area
1 Using the Movie tool
, the Sound tool
, or the Select Object tool
, click the play area to select it.
When you move any of these tools over the play area, handles appear on the borders of the play area, even on those
with invisible borders.
2 Do any of the following:
• Move the clip by dragging its icon to a new location on the page.
• Delete the clip by selecting it and pressing Delete.
• Resize the clip by dragging one of the corners of the frame until it is the desired size. Hold down Shift to retain the
correct proportions for movie clips.
Create alternate renditions
By default, the movie clip you add to a PDF is the first and only rendition listed in the Multimedia Properties dialog
box. You can create alternate renditions or add other renditions to ensure that users can play the movie clip on their
systems. For example, you can have a large, high-quality movie file and a smaller, low-quality movie file. You can
specify system settings that a rendition requires to play; the rendition that best matches the user’s system is played.
Renditions are assigned to the Mouse Up action by default, which means that when the mouse button is clicked and
released, the rendition is played. You can assign different renditions to different actions, although (in most cases) the
Mouse Up action is best.
If the first rendition cannot be played, the next available rendition is played.
1 Using the Sound tool
or the Movie tool
, double-click the play area.
2 On the Settings tab, click Add Rendition, choose one of the following options, and then click OK:
Using A File Double-click the file you want to add to the rendition list (for example, it may be a low-resolution
version of the movie clip that contains the same content as the first rendition). The content type is selected automat­
ically.
Using A URL Type the URL, and then specify the content type.
By Copying An Existing Rendition Select the rendition that you want to copy.
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3 Select the rendition, and then click Edit Rendition. Specify the minimum system requirements, playback require­
ments, and other settings to differentiate it from other renditions.
4 Add and edit as many renditions as needed.
5 Use the arrow keys on the right side of the list box to arrange the renditions in the appropriate order. Renditions
are played in the order listed, provided the rendition meets the requirements you’ve specified.
6 When you’re finished adding and editing renditions, click Close.
Rendition settings
The Rendition Settings dialog box appears when you click Edit Rendition on the Settings tab of the Multimedia
Properties dialog box.
Note: Media players have different capabilities. Some rendition settings, such as player controls, are not available for
some players. In such cases, you can determine whether the player may be used to play the rendition by changing the
requirement settings on the Playback Requirements tab.
Media Settings Use this tab to specify general properties for the movie clip:
• Rendition Name Enter the name for the rendition, which will appear in the list of renditions. (This name does not
determine which media file is played.)
• Rendition Is Accessible To JavaScript Use this option if you’re using JavaScript code that makes use of the
rendition.
• Media Clip Location Specify the clip by typing or navigating to it. (When you specify the clip location, Content
Type is set automatically. Changing the Content Type setting may cause problems playing the media.)
• Rendition Alternate Text Type a description of the rendition that may be read aloud to visually impaired viewers.
• Allow Temp File Specify whether writing a temp file is allowed and when. Some media players write a temp file
when they play a movie clip. If you want to prevent users from easily copying the media content in a secure
document, you may want to disallow the creation of temp files. However, selecting this setting may prevent the movie
from being played by media players that require the use of temp files.
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Playback Settings Use this tab to determine how the movie clip is played.
• Keep Player Open Select whether you want the player to close after it plays the movie clip, be left open indefinitely,
or be left open for the number of seconds you specify.
• Volume Lets you specify how loud the movie is played.
• Show Player Controls When selected, displays a controller bar at the bottom of the play area that lets users stop,
pause, and play, provided the media player supports player controls.
• Repeat Lets you replay a clip two or more times, or continuously.
• Player List Click Add to specify a player and the settings that are required, preferred, or disallowed to play the
movie clip. Select the name of the player, the minimum version number of the player, and the status. If you set the
status of more than one player to Required, only one of the required players may be used to play the rendition. If you
set the status of players to Preferred, these players are selected over nonpreferred players (but not over required
players). If you set the status of players to Disallowed, they are not used to play the rendition.
Playback Location Use this tab to determine whether a movie clip is played in the PDF, remains hidden while played
(recommended for sound clips), is played in a floating window, or is played full screen. When Floating Window is
selected, you can add a title, set the window position, and let the user resize or close the window. Note that the user’s
preference settings may require (or ignore) title bar text for playback.
The window position is determined relative to the document window, application window, or, for dual-monitor
configurations, the virtual desktop or primary desktop. You may also specify the width and height of the floating
window. Click Get From Media to obtain the movie clip’s dimensions, if available, and then edit as necessary.
System Requirements Use this tab to choose the minimum settings for systems on which the movie clip is played.
For example, you can require that a user have at least a 1024-by-768 screen resolution to play the movie clip. For
options such as Play Dubbed Audio, you can select Either, Disabled, or Enabled. If you select Either, you defer to the
settings in the user’s Multimedia panel of the Preferences dialog box. If you select Disabled or Enabled, the corre­
sponding setting in Multimedia preferences must allow the rendition to be used. For example, if the Play Dubbed
Audio option is enabled, the rendition may be used only if the Play Dubbed Audio preference option is selected.
Playback Requirements Use this tab to select which attributes are required for the rendition to be played. The
attributes on this tab include settings from the other tabs, letting you indicate which ones are required. For example,
if you set the volume to 50% in the Playback Requirements tab, and you don’t want the rendition to be played unless
this volume level can be used, select the Required box next to Volume.
Set multimedia properties
You can specify properties for Acrobat 6.0 compatible multimedia files and Acrobat 5.0 compatible multimedia files.
For instance, you can specify the appearance of a movie’s play area, and whether the movie plays once or continu­
ously.
The compatibility version you choose determines the features that are available to you. For example, to include
alternate renditions with a multimedia file, you must choose Acrobat 6.0 compatibility.
Set Acrobat 6.0-compatible properties
1 Select the Movie tool , the Sound tool
, or the Select Object tool
, and then double-click the play area.
2 Click the Settings tab in the Multimedia Properties dialog box.
3 Type the title of the movie in the Annotation Title box. This title does not determine which media file is played.
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4 Type a description of the media file in the Alternate Text box. This description may be read aloud for visually
impaired viewers.
5 To change media settings, such as showing player controls and setting the volume level, select the media clip
rendition, and click Edit Rendition. (For a description of rendition settings, see “Create alternate renditions” on
page 357.) Click OK to return to the Multimedia Properties dialog box.
6 To add alternate renditions, such as low-resolution files, click Add Rendition, and specify the file source for the
rendition (from file, URL, or existing rendition).
7 Click the Appearance tab to select options to determine the border appearance of the play area and the poster
image.
8 Click the Actions tab to define new actions for the various mouse movements, and then click Close.
Set Acrobat 5.0-compatible properties
1 Select the Movie tool , the Sound tool
, or the Select Object tool
, and then double-click the play area.
2 Type a name in the Title box. By default, the name of the media file appears as the title. If you create an action that
refers to this media title, changing its name prevents the action from working properly.
3 To specify a different media file on a local drive, select Local File and then click Change Location; to specify a
different media file located on the Internet, select URL and then type the web address in the Location box. Click
Close.
4 On the Playback tab, select from the following options:
Show Player Controls Displays a controller bar at the bottom of the play area.
Use Floating Window Plays the media clip in a separate window. Specify the dimensions (using scale factors) of the
floating window in the Size menu.
Play Determines the play action of the media clip.
5 On the Appearance tab, specify the appearance of the border and poster for the play area. The poster defines the
appearance of the play area when the movie isn’t playing. To reduce file size (and possibly the image quality) select
256 Colors. Click Close.
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.
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.
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See also
“Securing PDFs” on page 263
“Create print presets” on page 443
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 in Acrobat 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 packages 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 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 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, 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, 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.
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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 infor­
mation 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.
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 clicking the plus or
minus sign (Windows) or arrows (Mac OS) next to the 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/Command (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.
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• 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.
Use the Object Data tool to view object grouping and object data.
See also
“Find text in multiple PDFs” on page 375
View object metadata
1 Choose Tools > Advanced Editing > TouchUp Object tool.
2 Select an object, right-click/Control-click the selection, and choose Show Metadata. (If Show Metadata is
unavailable, the image has no metadata associated with it.)
View and edit Visio object metadata
1 Choose Tools > Object Data > Object Data Tool.
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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. To save your changes, choose Write Back
from the Options menu at the top of the Model tree.
4 To export object metadata, choose Export To XML > Whole Tree to export all objects in the Model Tree, or choose
Export To XML > Current Node to export only the selected object and its children. Name and save the file.
Export Visio object metadata
1 Choose Tools > Object Data > Object Data Tool.
2 Double-click an object on the page to show its metadata.
3 In the Options menu at the top of the Model Tree, do 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.
Layers
About PDF layers
Acrobat supports viewing, navigating, and printing 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, if your document
contains a copyright notice, you can easily hide the layer containing that notice whenever the document is displayed
on-screen while ensuring that the layer always prints.
You can rename and merge layers, change the properties of layers, and add actions to layers. You can also lock layers
to prevent them from being hidden.
Acrobat does not allow you to author layers that change visibility according to the zoom level. However, you can
highlight a portion of a layer that is especially important by creating a bookmark that magnifies or hides the layer
using page actions. You can also add links that let users click a visible or invisible link to navigate to or zoom in on a
layer.
To retain layers when you convert InDesign CS or later documents to PDF, make sure that Compatibility is set to
Acrobat 6 (PDF 1.5) and that Create Acrobat Layers is selected in the Export PDF dialog box.
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. You cannot create layers in Acrobat; however, you can examine layers and show
or hide the content associated with each layer using the Layers panel in the navigation pane. Items on locked layers
cannot be hidden.
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Note: A Lock icon in the Layers panel indicates that a layer is for information only. Locked layers can be created from
AutoCAD and Visio files. Use the Layer Properties dialog box to change the visibility of a locked layer.
A
B
C
Layers panel
A. Eye icon indicates a displayed layer B. Locked layer C. Hidden layer
1 Choose View > Navigation Panels > Layers, and then do one of the following:
• 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.)
• To show or hide multiple layers, choose an option from the Options menu in the Layers panel.
2 From the Options menu in the Layers panel, 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 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. You can edit layer properties in
the Layer Properties dialog box, but changes (except changes to the layer name) are not effective until you choose
Reset To Initial Visibility in the Options menu.
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.
If you want to save a different view of a layered PDF, you must change the default state of the layers in the Layer
Properties dialog box.
Edit layer properties
You can combine the default state setting, the visibility setting, and the print setting to control when a layer is visible
and when it prints. If a layer contains a watermark, for example, you may want the layer to not show on-screen but
always to print and always to export to other applications. In this case you can set the default state to on, the initial
visibility to never visible (the image doesn’t show on-screen), and the initial print and initial export states to always
print and always export. The layer need not be listed in the Layers panel, since all the state changes are handled
automatically.
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Note: The settings in the Layer Properties dialog box take effect only if Allow Layer State To Be Set By User Information
is selected in the Documents preferences. If it is not selected, Layer Properties dialog box settings, other than Layer Name
and Default State, are ignored.
1 Click the Layers button in the navigation pane.
2 Select a layer, and choose Layer Properties from the Options menu.
3 In the Layer Properties dialog box, edit the layer name or any of the following properties, and then click OK:
Default State Defines the initial visibility state of the layer when a document is first opened or when the initial
visibility is reset. The eye icons for layers are initially shown or hidden based on this value. For example, if this value
is set to off, the eye icon for a layer is hidden when the document is first opened or when Reset To Initial Visibility
is chosen from the Options menu.
Intent Select View to allow the layer to be turned on or off, or select Reference to keep the layer on at all times and
permit editing of the properties. When the Reference Intent option is selected, the layer appears in italics.
Visibility Defines the on-screen visibility of the PDF layer. You can show a layer when the document is opened, you
can hide a layer when the document is opened, or you can let the default state determine whether a layer is shown
or hidden when the document is opened.
Print Determines whether a layer will print.
Export Determines whether the layer appears in the resulting document when the PDF file is exported to an appli­
cation or file format that supports layers.
Any additional properties that the creator of the layered PDF has associated with a specific layer are shown in the
box at the bottom of the Layer Properties dialog box.
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.
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3 Click the Create New Destination button
or select New Destination from the Options menu, and name the
destination.
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.
Merge or flatten layers
Merged layers acquire the properties of the layer into which they are merged (the target layer). Flattening PDF layers
hides any content that is not visible when the flattening operation is executed and consolidates all layers.
Important: You cannot undo either a merging or a flattening operation.
Merge layers
1 Click the Layers button, and select Merge Layers from the Options menu.
2 In the left pane (Layers To Be Merged), select one or more layers to be merged. Ctrl-click/Command-click to select
multiple layers, and click Add. Click Add All to merge all layers.
3 To remove a layer from the center panel, select the layer or layers. Ctrl-click/Command-click to select multiple
layers. When your selection is complete, click Remove.
4 In the right pane (Layer To Be Merged Into), select the layer into which to merge the selected layers, and click OK.
Flatten layers
❖ Click the Layers button, and select Flatten Layers from the Options menu.
Editing layered content
You can select or copy content in a layered PDF document using the Select tool or the Snapshot tool. 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.
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.
You can use the Create PDF From Multiple Files 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.
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See also
“Move or edit an object” on page 351
Processing in batches
About batch sequences
When you apply one or more routine sets of commands to your files, you can save time and keystrokes by using an
automated batch sequence—a defined series of commands with specific settings and in a specific order that you apply
in a single step. You can apply a sequence to a single document, to several documents, or to an entire collection of
documents.
You can use the batch sequences provided or define your own. Batch sequences that you define appear (in alpha­
betical order) in the list of predefined sequences so that you can reuse them in later work sessions.
Developers can further enhance batch processing and other robust capabilities in Acrobat by using the Acrobat
Software Development Kit (SDK) to create scripts and plug-ins for their particular needs. For more information, see
the Acrobat Developer Center (English only).
Run a predefined batch sequence
Acrobat includes a number of simple, predefined batch sequences that you can use to streamline your work. These
batch sequences represent common tasks that you routinely need to perform to prepare files for distribution. You do
not have to open any of the PDF files before you begin to run these batch sequences.
You can avoid password prompts when you run a sequence on PDFs that require passwords by automating password
entry, or by specifying a security method for these files in the Batch Processing preferences. If you select Do Not Ask
For Password, PDFs that require passwords won’t be processed. To open the Batch Processing preferences, choose Edit >
Preferences (Windows) or Acrobat > Preferences (Mac OS).
1 Choose Advanced > Document Processing > Batch Processing.
2 In the Batch Sequences dialog box, select a batch sequence, and then click the Run Sequence button.
3 In the Run Sequence Confirmation dialog box, verify that the sequence you selected is the one you want, and click OK.
To prevent this dialog box from appearing in the future, deselect the Show The Run Sequence Confirmation Dialog
option in the Batch Processing preferences after you complete this procedure.
4 In the Select Files To Process dialog box, select the files that you want, and then click Select. (In Windows, these
files must be in the same folder.)
5 If a message asks for additional input for a specific command in the sequence, select the options you want and
click OK.
6 When the progress bar disappears, click Close.
You can click Stop in the Progress dialog box to stop processing. The Progress dialog box expands automatically to
show the percentage of completion and any error or warning messages. Any files already processed are saved as
defined in the batch sequence. When the Progress dialog box closes, errors are automatically written to the batchprocessing error log, depending on the selections in the Batch Preferences dialog box.
Predefined batch sequences
Embed Page Thumbnails Embeds miniature images of each page for display in the Pages panel.
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Fast Web View Enables users to download long documents incrementally.
Open All Opens all the specified files. This batch sequence creates PDFs for any input files if they are a supported
file type.
Print 1st Page Of All Prints only the first page of each of the PDFs in the batch sequence. The pages print on your
default printer, using your current default print settings.
Print All Prints all pages of the files included in the batch sequence. The files print on your default printer, using your
current default print settings.
Remove File Attachments Removes files that have been attached to the PDF files in the batch sequence.
Save All As RTF Saves the files in Rich Text Format (RTF).
Set Security To No Changes Limits access to a PDF by setting up passwords and restricting certain features, such as
editing.
Modify a batch sequence
You can add, rearrange, and delete commands in the batch sequence definitions to suit your work requirements. You
can also edit the options for individual commands in the batch sequence or add interactive pauses at strategic points
in the batch processing.
Any changes you make to a predefined batch sequence are automatically saved as a part of the sequence. To restore
the predefined batch sequence to its default settings, you must manually remove any changes you made to it. If you
require a sequence of complex or highly customized commands, consider creating a new batch sequence.
Edit a batch sequence
1 Choose Advanced > Document Processing > Batch Processing, select the batch sequence, and click Edit Sequence.
2 In the Edit Sequence dialog box, click Select Commands.
3 To modify the sequence of commands, do any of the following:
• To add a command to the sequence, select it in the list on the left and click Add to move it to the list on the right.
• To delete a command from the sequence, select it on the right and click Remove.
• To change the order in which the commands are applied, select a command, and click Move Up or Move Down.
4 To change the options for a particular command, select the command from the list on the right, and click Edit.
(The Edit button is unavailable if you select a command that has no options.) When you’re done, click OK, and then
click OK to return to the Edit Batch Sequence dialog box.
Note: To review the command options, click the plus sign (+) to expand the command display.
5 Specify which files you want to process from the Run Commands On menu by navigating to the folder or file, and
then clicking Source File Options to make changes as needed.
6 From the Select Output Locations menu, choose a location option for the files that are created by the batch
processing. If you choose Specific Folder, navigate to that folder.
7 Click Output Options, and specify the format to name and save the processed files, and then click OK.
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Expanding the command display in the Edit Sequence dialog box
Make a batch sequence interactive
If your work requires that different documents use slightly different options for the same commands, you can still
use batch processing to automate the work. By making a batch sequence interactive, you can set up your batchprocessing definitions to have pauses between specific commands so that you can modify command options before
they execute.
Note: You can’t add interactivity to commands that don’t have interactive options.
1 Choose Advanced > Document Processing > Batch Processing, select the batch sequence you want to add interactivity to, and click Edit Sequence.
2 In the Batch Edit Sequence dialog box, click Select Commands.
3 On the right side of the Edit Sequence dialog box, select the Toggle Interactive Mode option
that you want to provide input to during processing, and then click OK.
A
B
C
Toggle Interactive Mode
A. Interactive mode is not available. B. Interactive mode is available but not selected. C. Interactive mode is selected.
Create a new batch sequence
1 Choose Advanced > Document Processing > Batch Processing.
2 Click New Sequence.
3 Type a descriptive name for your sequence in the Name Sequence dialog box and click OK.
for the commands
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4 In the Batch Edit Sequence dialog box, click Select Commands.
5 Select a command on the left side of the Edit Sequence dialog box and click Add.
6 Click Edit to change the settings for the selected command.
7 Repeat steps 5–6 to add and edit additional commands. Use the Move Up and Move Down buttons to rearrange
the commands in the order you want, and then click OK.
8 In the Edit Batch Sequence dialog box, choose the settings you want from the menus.
9 Click Output Options, select the options you want to include, and then click OK.
Automate password entry for a batch sequence
Before you batch process PDFs that are encrypted or password protected, you can set your digital ID to enter the
required password automatically.
1 Choose Advanced > Security Settings.
2 Select Digital IDs from the left.
3 Select an ID from the list on the right and then select the following:
Login Logs in using the specified digital ID. Type the password and click OK.
Logout Logs out the specified digital ID when you run a sequence.
See also
“About digital IDs” on page 253
372
Chapter 12: Searching and indexing
You have lots of control and lots of possibilities for running effective and efficient searches in Adobe Acrobat. A
search can be broad or narrow, including many different kinds of data and covering multiple Adobe PDFs.
If you work with large numbers of related PDFs, you can define them as a catalog, which generates a PDF index for
the PDFs. Searching the PDF index—instead of the PDFs themselves—dramatically speeds up searches.
Quickstart
The following topics provide simple steps to some common searching tasks.
Search for text
Use Find to search for text in an open PDF.
1 Type search terms in the Find text box on the toolbar.
2 (Optional) Click the arrow next to the Find text box and select any desired options, such as Include Bookmarks.
3 Press Enter.
To search all PDFs in a folder, choose Open Full Acrobat Search from the Find pop-up menu, click All PDF
Documents In, and then select the folder you want to search.
See also
“Find text in a PDF” on page 374
Search for text in comments
You can search for text in comments, as well as the body of the PDF.
1 Type search terms in the Find text box on the toolbar.
2 Click the arrow next to the Find text box and select Include Comments.
3 Press Enter.
To see all search results at once, choose Open Full Acrobat Search from the Find pop-up menu and select In The
Current PDF Document and Include Comments.
See also
“Find text in a PDF” on page 374
Search PDFs in a package
You can search all PDFs in an Adobe PDF package or only selected PDFs.
1 Open the package you want to search.
2 Type search terms in the Find text box, and choose Open Full Acrobat Search from the Find pop-up menu.
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3 Choose In The Entire PDF Package. Or choose In Selected PDF Documents, and then select the desired PDFs
from the list of PDFs included in the package.
See also
“Find text in multiple PDFs” on page 375
Search attachments
You can search for words in single PDF or in multiple PDFs, along with any attached PDFs up to two levels deep.
1 Choose Edit > Search, and click Use Advanced Search Options at the bottom of the window.
2 Type search terms in the text box, and choose how you want to restrict the search results.
3 Choose where you want to search.
4 Select Include Attachments, and then click Search.
See also
“Advanced Search Options” on page 376
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 occur­
rence displays an alert that asks if you want to make that layer visible.
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See also
“Show or hide layers” on page 364
“Examine a PDF for hidden content” on page 248
“Search and redact words” on page 250
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. Use this procedure to open it if it has been closed.
❖ Do one of the following:
• Choose Edit > Find.
• Right-click/Control-click the toolbar area and choose Find on the context menu.
• Press Ctrl+F/Command+F.
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.
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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
open PDF documents, all PDFs in a specific location, or an open PDF package.
Note: If documents are encrypted (have security applied to them), you cannot search them as part of a multipledocument search. You must 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.
See also
“About PDF packages” on page 119
Find text in PDFs in a specific folder
1 Open Acrobat on your desktop (not in a web browser).
2 Do one of the following.
• In the Find toolbar, type the text you want to search for, and then choose Open Full Acrobat Search from the pop­
up menu.
• In the Search window, type the text you want to search for in the text box.
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 you want to search, either on your computer or on a network, and click OK.
5 If you want to specify additional search criteria, click Use Advanced Search Options, and select the options you want.
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, you must run
a new search.
Search a PDF package
1 Open the PDF in Acrobat on your desktop (not in a web browser).
2 Do one of the following.
• In the Find toolbar, type the text you want to search for in the text box and then choose Open Full Acrobat Search
from the pop-up menu.
• In the Search window, type the text you want to search for in the text box.
3 In the Search window, choose a location to look in:
• To search all PDFs in the package, choose In The Entire PDF Package.
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• To search only some PDFs in the package, choose In Selected PDF Documents. Then select the PDFs you want to
search in the PDF package navigation area.
4 If you want to specify additional search criteria, click Use Advanced Search Options, and select the options you want.
5 Click Search.
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
1 If necessary, click the plus sign (+) (Windows) or the triangle
(Mac OS) to expand the search results. Then
select an instance in the results to view that instance 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.
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:
Makes the PDF active in the document window. Click the plus (+) (Windows) or the triangle
(Mac OS) next to the icon to show the list of individual search results within that PDF.
Document icon
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
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.
Opens a PDF file that is attached to the searched parent PDF and shows the highlighted
instances of the search terms.
Attachment icon
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.
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You can set a preference so that advanced search options always appear in the Search window. Access preferences by
choosing Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS). Then select Search under Categories.
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.
Use These Additional Criteria (text options) Includes the basic search options plus four additional options:
• Look In Restricts the search to the current PDF, parts or all of a currently open PDF package (if applicable), an
index, or a location on your computer. If you choose to search an index, a location, or a PDF package, additional
options appear under Use These Additional Criteria.
• 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 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 PDFs 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.
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.
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• 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.
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 for
the words you want to find 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 standalone application, not within your web browser. In
Mac OS, indexes created with some older versions of Acrobat are not compatible with the Acrobat 8 Search feature and
must be updated before you can use Acrobat 8 to search them.
1 Open the Search window, type the words you want to find, and then click Use Advanced Search Options (near the
bottom of the window).
2 For Look In, choose Select Index.
3 In the Index Selection dialog box, select an index, if the one you want to search is available, or click Add and then
locate and select the index to be searched, and click Open. Repeat as needed until all the indexes you want to search
are selected.
Note: You can read file data about a selected index by clicking Info, and you can exclude indexes from the search either
by selecting them and choosing Remove or by clearing the check box for that index.
4 Click OK to close the Index Selection dialog box, and then choose Currently Selected Indexes on the Look In pop­
up menu.
5 Proceed with your search as usual, selecting other options you want to apply, and clicking Search.
Note: Selecting the Match Whole Word Only option when searching indexes significantly reduces the time taken to
return results.
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See also
“Creating PDF indexes” on page 379
Search features preferences
Access preferences for search features by choosing Edit > Preferences (Windows) or Acrobat > Preferences
(Mac OS), and then clicking Search under Categories.
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.
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.
Maximum Cache Size Limits the temporary cache of search information for the Fast Find option to the specified size
in megabytes (between 5 and 10,000). The default setting is 100.
Purge Cache Contents Deletes the Fast Find option’s entire temporary cache of search information.
If you accidentally close the Search window while reviewing the results of a search, click the Search button to display
the results, or choose Edit > Search Results > Next Result or Previous Result. The most recent search results remain
until you run another search or close Acrobat.
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.
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.
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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.
3 Click OK in the confirmation message.
About the Catalog feature
You can define a specific group of PDFs as a catalog and create a unified index for that entire collection of documents.
When users search the cataloged PDFs for specific information, the index makes the search process much faster.
When you distribute or publish the collection on a CD or website, you can include the index with the PDFs.
You can catalog documents written in Roman, Chinese, Japanese, or Korean characters. The items you can catalog
include the document text, comments, bookmarks, form fields, tags, object and document metadata, attachments,
document information, digital signatures, image XIF (extended image file format) metadata, and custom document
properties.
Preparing PDFs for indexing
Begin by creating a folder to contain the PDFs you want to index. All PDFs should be complete in both content and
electronic features, such as links, bookmarks, and form fields. If the files to be indexed include scanned documents,
make sure that the text is searchable. Break long documents into smaller, chapter-sized files, to improve search
performance. You can also add information to a file’s document properties to improve the file’s searchability.
Before you index a document collection, it’s essential that you set up the document structure on the disk drive or
network server volume and verify cross-platform filenames. Filenames may become truncated and hard to retrieve
in a cross-platform search. To prevent this problem, consider these guidelines:
• Rename files, folders, and indexes using the MS-DOS file-naming convention (eight characters or fewer followed
by a three-character file extension), particularly if you plan to deliver the document collection and index on an
ISO 9660-formatted CD-ROM disc.
• Remove extended characters, such as accented characters and non-English characters, from file and folder names.
(The font used by the Catalog feature does not support character codes 133 through 159.)
• Don’t use deeply nested folders or path names that exceed 256 characters for indexes that will be searched by Mac
OS users.
• If you use Mac OS with an OS/2 LAN server, configure IBM® LAN Server Macintosh (LSM) to enforce MS-DOS
file-naming conventions, or index only FAT (File Allocation Table) volumes. (HPFS [High Performance File
System] volumes may contain long unretrievable filenames.)
If the document structure includes subfolders that you don’t want indexed, you can exclude them during the
indexing process.
Adding metadata to document properties
To make a PDF easier to search, you can add file information, called metadata, to the document properties. (You can
see the properties for the currently open PDF by choosing File > Properties, and clicking the Description tab.)
(Windows) You can also enter and read the data properties information from the desktop. Right-click the document
in Windows Explorer, choose Properties, and click the PDF tab. Any information you type or edit in this dialog box
also appears in the Document Properties Description when you open the file.
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When adding data for document properties, consider the following recommendations:
• Use a good descriptive title in the Title field. The filename of the document should appear in the Search Results
dialog box.
• Always use the same option (field) for similar information. For example, don’t add an important term to the
Subject option for some documents and to the Keywords option for others.
• Use a single, consistent term for the same information. For example, don’t use biology for some documents and life
sciences for others.
• Use the Author option to identify the group responsible for the document. For example, the author of a hiring
policy document might be the Human Resources department.
• If you use document part numbers, add them as keywords. For example, adding doc#=m234 in Keywords could
indicate a specific document in a series of several hundred documents on a particular subject.
• Use the Subject or Keywords option, either alone or together, to categorize documents by type. For example, you
might use status report as a Subject entry and monthly or weekly as a Keywords entry for a single document.
If you already have specialized training in Adobe PDF, you can define custom data fields, such as Document Type,
Document Number, and Document Identifier, when you create the index. This is recommended only for advanced
users and is not covered in Acrobat Complete Help.
Create an index for a collection
When you build a new index, Acrobat creates a file with the .pdx extension and a new support folder, which contains
one or more files with .idx extensions. The IDX files contain the index entries. All of these files must be available to
users who want to search the index.
Dialog boxes for the index-creation process
1 Choose Advanced > Document Processing > Full Text Index with Catalog, and then click New Index.
2 In Index Title, type a name for the index file.
3 In Index Description, type a few words about the type of index or its purpose.
4 Click Options, select any advanced options you want to apply to your index, and click OK.
5 Under Include These Directories, click Add, select a folder containing some or all of the PDF files to be indexed,
and click OK. To add more folders, repeat this step.
Note: Any folder nested under an included folder will also be included in the indexing process. You can add folders from
multiple servers or disk drives, as long as you do not plan to move the index or any items in the document collection.
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6 Under Exclude These Subdirectories, click Add, and select any nested folder that contains PDF files you do not
want to be indexed. Click OK and repeat, as needed.
7 Review your selections. To make changes to the list of folders to be included or excluded, select the folder you want
to change and click Remove.
8 Click Build, and then specify the location for the index file. Click Save, and then:
• Click Close when the indexing finishes.
• Click Stop to cancel the indexing process.
Note: If you stop the indexing, you cannot resume the same indexing session but you don’t have to redo the work. The
options and folder selections remain intact. You can click Open Index select the partially finished index, and revise it.
If long path names are truncated in the Include These Directories And Exclude These Subdirectories options, hold
the pointer over each ellipsis (...) until a tool tip appears, displaying the complete path of the included or excluded
folder.
See also
“Catalog preferences” on page 383
Indexing Options dialog box
Do Not Include Numbers Select this option to exclude all numbers that appear in the document text from the index.
Excluding numbers can significantly reduce the size of an index, making searches faster.
Add IDs To Adobe PDF v1.0 Files Select this option if your collection includes PDFs created before Acrobat 2.0,
which did not automatically add identification numbers. ID numbers are needed when long Mac OS filenames are
shortened as they are translated into MS-DOS filenames. Acrobat 2.0 and later versions automatically add identifiers.
Do Not Warn For Changed Documents When Searching When this option is not selected, a message appears when
you search documents that have changed since the most recent index build.
Custom Properties Use this option to include custom document properties in the index; only custom document
properties that already exist in the PDFs you index are indexed. Type the property, make a selection from the Type
menu, and then click Add. These properties appear as a search option in the Search PDF window's additional criteria
pop-up menus when you search the resulting index. For example, if you enter the custom property Document Name
and choose the string property from the Type menu, a user searching the index can then search within the custom
property by selecting Document Name from the Use These Additional Criteria menu.
Note: When you create custom fields in a Microsoft Office application in which the Convert Document Information
option is selected in the PDFMaker application, the fields transfer over to any PDFs you create.
XMP Fields Use this option to include custom XMP fields. The custom XMP fields are indexed and appear in the
additional criteria pop-up menus to be searchable in the selected indexes.
Stop Words Use to exclude specific words (500 maximum) from the index search results. Type the word, click Add,
and repeat as needed. Excluding words can make the index 10% to 15% smaller. A stop word can contain up to 128
characters and is case sensitive. Certain common words, such as the, and, and to are already excluded from index
searching, so it is not necessary to add them yourself.
Note: To prevent users from trying to search phrases that contain these words, list words that aren’t indexed in the
Catalog Read Me file.
Structure Tags Use this option to make specific leaf-element tag nodes searchable in documents that have a tagged
logical structure.
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Note: The Custom Properties, Stop Words, and Tags settings apply to the current index only. To apply these settings
globally to any index you create, you can change the default settings for custom fields, stop words, and tags in the Catalog
panel of the Preferences dialog box.
Catalog Readme files
It is often a good idea to create a separate Readme file and put it in the folder with the index. This Readme file can
give people details about your index, such as:
• The kind of documents indexed.
• The search options supported.
• The person to contact or a phone number to call with questions.
• A list of numbers or words that are excluded from the index.
• A list of the folders containing documents included in a LAN-based index, or a list of the documents included in
a disk-based index. You might also include a brief description of the contents of each folder or document.
• A list of the values for each document if you assign Document Info field values.
If a catalog has an especially large number of documents, consider including a table that shows the values assigned
to each document. The table can be part of your Readme file or a separate document. While you are developing the
index, you can use the table to maintain consistency.
Revise an index
You can update, rebuild, or purge an existing index.
1 Select Advanced > Document Processing > Full Text Index With Catalog, and then click Open Index.
2 Locate and select the index definition file (PDX) for the index, and click Open.
3 If the index was created with Acrobat 5.0 or earlier, select Create Copy to create a new index (without overwriting
the earlier version), or select Overwrite Old Index to overwrite the earlier index.
4 In the Index Definition dialog box, make any changes you want, and then click the function you want Acrobat to
perform:
Build Creates a new IDX file with the existing information, and updates it by adding new entries and marking
changed or outdated entries as invalid. If you make a large number of changes, or use this option repeatedly instead
of creating a new index, search times may increase.
Rebuild Creates a new index, overwriting the existing index folder and its contents (the IDX files).
Purge Deletes the index contents (the IDX files) without deleting the index file itself (PDX).
Catalog preferences
You can set preferences for indexing that apply globally to all subsequent indexes you build. You can override some
of these preferences for an individual index by selecting new options during the index-building process.
You open catalog preferences by choosing Edit > Preferences (Windows) or Acrobat > Preferences (Mac OS) and
selecting Catalog under Categories. Many of the options are identical to those described for the index-building
process.
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The Force ISO 9660 Compatibility On Folders option is useful when you don’t want to change long PDF filenames
to MS-DOS filenames as you prepare documents for indexing. However, you must still use MS-DOS file-naming
conventions for the folder names (8 characters or fewer) even though this isn’t necessary for the filenames.
Scheduled index updates
You can schedule when and how often to automatically build, rebuild, update, and purge an index by using the
Catalog feature and a catalog batch PDX file (.bpdx). A BPDX file is a text file that contains a list of platformdependent catalog index file paths and flags. You use a scheduling application, such as Windows Scheduler or
Scheduler for Mac OS, to display the BPDX file in Acrobat. Acrobat then re-creates the index according to the flags
in the BPDX file.
For more detailed information on scheduling an indexing update, search for BPDX on the Support page of the Adobe
website.
Moving collections and their indexes
You can develop and test an indexed document collection on a local hard drive and then move the finished document
collection to a network server or disk. An index definition contains relative paths between the index definition file
(PDX) and the folders containing the indexed documents. If these relative paths are unchanged, you don’t have to
rebuild the index after moving the indexed document collection. If the PDX file and the folders containing the
indexed documents are in the same folder, you can maintain the relative path simply by moving that folder.
If the relative path changes, you must create a new index after you move the indexed document collection. However,
you can still use the original PDX file. To use the original PDX file, first move the indexed documents. Then copy
the PDX file to the folder where you want to create the new index, and edit the include and exclude lists of directories
and subdirectories, as necessary.
If the index resides on a drive or server volume separate from any part of the collection it applies to, moving either
the collection or the index breaks the index. If you intend to move a document collection either to another network
location or onto a CD, create and build the index in the same location as the collection.
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Chapter 13: 3D models
Create Adobe PDFs from supported 3D and CAD file formats and retain the structure and detail of 3D models in a
universally accepted format. Create PDFs from unsupported formats by capturing models in native applications or
by opening and saving them in Adobe Acrobat 3D Toolkit, a separate application that’s included with Acrobat 3D.
You can interact with 3D PDFs in a number of ways: rotate, move, and slice a model; isolate and hide individual parts;
add comments; and export geometry for reuse in Computer Aided Manufacturing (CAM) applications.
Quickstart
Convert a 3D file to PDF
Convert any supported 3D file to PDF. (For a list of supported formats, choose Edit > Preferences, and select Convert
To PDF on the left.)
1 Click the Create PDF button
on the Tasks toolbar, and choose From File.
2 Browse to select the 3D CAD file you want to convert.
3 Select the desired preset or individual settings.
See also
“Convert 3D files into PDFs” on page 388
Capture a 3D model
You can capture a 3D model in its native application, much like you would capture a screen image.
1 Open the 3D model and set the 3D application to use OpenGL.
2 Start Acrobat 3D, and choose File > Create PDF > From 3D Capture.
Note: You must restart the 3D application the first time you capture from it.
3 Switch to the 3D application, and press the Print Screen key.
4 Select the desired settings.
See also
“Capturing 3D models” on page 395
Add a 3D model to a PDF
You can embed existing 3D models into a PDF.
1 Open a PDF, and choose Tools > Advanced Editing > 3D Tool. Drag a box where you want to insert the 3D file.
2 Browse to select the 3D file.
3 Browse to select a JavaScript, if desired, specify a poster image option, and click OK.
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You can also convert a 3D file into a new PDF or insert a model as a new page.
See also
“Add 3D models to a PDF page” on page 397
Insert a 3D model in an Office file
With Acrobat 3D installed, you can insert most types of 3D models in Microsoft Word, Excel, and PowerPoint files.
1 In the Microsoft application, click the Insert Acrobat 3D Model button
on the PDFMaker toolbar.
2 Browse to select the 3D file, and click Open.
3 (Optional) Browse to add a JavaScript to the 3D model.
See also
“Insert 3D models into Word, Excel, and PowerPoint files” on page 398
“What JavaScripts can do” on page 416
Compress a 3D PDF
Save time when you create or open 3D PDFs by applying compression as needed to reduce file size. Compression is
lossy and may reduce the overall quality of your rendered 3D model.
Note: To apply compression, the PDF must be created using PRC format.
1 Right-click the 3D model and choose Optimize PDF.
2 Specify the type and amount of compression, and click OK.
3 Save the PDF.
See also
“Convert 3D files into PDFs” on page 388
Interact with a 3D model
Interact with models using the 3D toolbar and the Model Tree.
1 Click the 3D model. The 3D toolbar appears.
2 Use the desired 3D tool to manipulate the model. For example, click the Rotate tool and drag across the 3D model
to rotate it.
3 Click the Model Tree button
. Use the Model Tree to work with parts or views of the model. For example, select
a part and then choose Hide from the Options menu.
See also
“Interacting with 3D models” on page 399
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Add comments to a 3D model
By adding comments, you create a new view that’s associated with those comments.
1 Select a tool from the Comment & Markup toolbar.
2 Click in the 3D model to add a comment and create a new view in the Model Tree.
You can add comments to an existing comment view by selecting that view in the Model Tree before you click in the
model.
See also
“Comment on 3D designs” on page 413
Measure a 3D model
Use the 3D Measurement tool to measure the distance between two straight edges or two points, the radius of
circular edges, or the angle between two edges.
1 Select the 3D model, and then click the 3D Measurement tool
.
2 Move the pointer over the model to start measuring. For example, click on an edge to measure its length.
The 3D Measurement Tool is set to automatically display the most likely measurement, but you can choose a
different measurement type.
See also
“Measure 3D objects” on page 408
View product information for a 3D model
You can view Product Manufacturing Information (PMI) in the Model Tree and in the 3D model, if you imported it
during PDF conversion.
1 Click the 3D model, and click the Model Tree icon in the 3D toolbar.
2 In the Model Tree, click each view to see the PMI associated with that view.
See also
“View Product Manufacturing Information (PMI)” on page 406
Export geometry from a 3D model
If geometry was retained during conversion, you can export it as IGES, STEP, VRML, or ParaSolid file formats, which
most CAE and CAM applications can read.
1 Right-click the 3D model and choose Export Data from the menu.
2 Choose a file type and click Settings to specify options for that file type.
See also
“Export geometry” on page 414
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Converting 3D models
About supported 3D file formats
Acrobat 3D can utilize a variety of file formats, inc