Adobe Acrobat Professional 8 Guide How to Use the Acrobat 8 Interface and Basic Navigation The Acrobat 8 Professional work area (Figure 1) includes a document pane that displays Adobe PDF documents and a navigation pane on the left side that helps you browse through an open PDF document. The toolbars are grouped at the top of the window according to feature type and provide the controls you use to work with PDF documents. You can also open a How To window with an overview of common tasks. Acrobat work area The work area occupies the entire space within the Acrobat window. It includes the printable area containing the document, toolbars, menu items, and navigation pane. The toolbars contain buttons for many commonly used tools and commands in Acrobat, such as accessing basic file functions, zooming, rotating, and using selection tools. The navigation pane, located on the left side of the document window, allows access to bookmarks, thumbnail page views, and other useful navigational elements. Click an icon on the left side to open the navigation pane. Pages provides thumbnail page views and an indication of what portion of the page is visible. Bookmarks are links to specific points of interest in the PDF document. How To includes quick links to overviews of common tasks, online support, and the complete Acrobat Professional 8 Help menu. Navigation pane Toolbars Document pane Pages Bookmarks How To Signatures Figure 1 Acrobat work area © 2006 Adobe Systems Incorporated How to Use the Acrobat 8 User Interface and Basic Navigation 1 Adobe Acrobat Professional 8 Guide Acrobat toolbars The Acrobat toolbar area includes a set of toolbars grouped by feature type, some of which appear by default and some of which are hidden (Figure 2). To view all the toolbar options, select View > Toolbars. The check marks indicate which toolbars are currently viewable. Tasks toolbar File toolbar Navigation controls Basic toolbar Zoom toolbar Search toolbar Figure 2 Acrobat toolbars The Tasks toolbar provides easy access to menu commands associated with creating a PDF, commenting and markup tools, security settings, form functions, and options for sending a document for review. The File toolbar allows you to open, save, print, and e-mail the current document. The Page Navigation controls provide buttons and page numbers to go to the page you want. From the Basic toolbar, you can use the Select, Hand, and Marquee Zoom tools. The Zoom toolbar contains tools and settings that adjust the size and view of the current document. The Search toolbar lets you search for text contained within a PDF document. To view and access other Acrobat toolbar options, select View > Toolbars. Navigating and viewing a PDF document Acrobat offers a variety of ways to navigate and view PDF documents. You can navigate PDF documents by paging through or by using navigational tools such as bookmarks and page thumbnails. You can modify the view by using Zoom tool options or the Hand tool. Previous Page Current page The navigation controls (Figure 3) provide an easy way to move among pages in a document. • Click the arrow buttons to go to the previous or next pages in the document. • You can also type directly into the Current Page box to Next Page Total pages go to the page you want. Figure 3 Navigation controls 2 How to Use the Acrobat 8 User Interface and Basic Navigation © 2006 Adobe Systems Incorporated Adobe Acrobat Professional 8 Guide Using bookmarks to browse through a document New Bookmark button The Bookmarks tab (Figure 4), which appears in the Expand Bookmark button navigation pane, provides a table of contents that usually represents the chapters and sections in a document. 1. To view bookmarks, click the Bookmarks tab on the left side of the work area, or select View > Navigation Panels > Bookmarks. 2. Click a bookmark to jump to a topic. 3. Click the plus sign (+) next to a parent bookmark to expand the child bookmarks or click the minus sign (–) to hide them. Bookmarks Figure 4 Bookmarks tab Using page thumbnails to browse through a document Page thumbnail The Pages tab (Figure 5) provides miniature previews of document pages (thumbnails) with which you can change the display of pages or go to other pages. 1. To view page thumbnails of your current document, click on the Pages tab on the left side of the work area, or select View > Navigation Panels > Pages. 2. Click a page thumbnail to jump to that page in the document. 3. To change the viewing area, place the pointer at the bottom of the red Page-view box on the thumbnail. When the pointer changes to a hand, drag the box to a new location on the page. 4. To change the page magnification, position the pointer over the lower-right corner of the Page-view box until the pointer changes to a two-headed arrow. Drag the corner of the box to reduce or expand the view on the current page. Figure 5 Pages tab Hand tool Page-view box © 2006 Adobe Systems Incorporated How to Use the Acrobat 8 User Interface and Basic Navigation 3 Adobe Acrobat Professional 8 Guide Using the Basic and Zoom toolbars to increase or decrease page magnification The Basic (Figure 6) and Zoom toolbars (Figure 7) offer several methods for changing the magnification of PDF Marquee Zoom documents. • Click and drag with the Marquee Zoom to enlarge Figure 6 Basic toolbar areas of a page. • Click the Zoom Out or Zoom In button in the toolbar. Magnification • Type a magnification percentage in the Zoom dialog box. Zoom Out • Select a preset magnification percentage from the Zoom pop-up menu. Zoom In • Use the Actual Size, Fit Page, and Fit Width sizing settings to resize a page to a preset size. Figure 7 Zoom toolbar Setting the page layout orientation You can use the Page Display menu (Figure 8) to display the pages of a document in the following orientations: • One Page displays one page in the document pane at a time. • One Column arranges the pages in a continuous vertical column. • Two Pages arranges the pages side by side, displaying only one or two pages at a time. • Two Columns arranges the pages side by side in a continuous vertical column. If a document has more Figure 8 Page Layout menu options than two pages, the first page is displayed on the right to ensure proper display of two-page spreads. To set the page layout, select View > Page Layout and select a page layout orientation. 4 How to Use the Acrobat 8 User Interface and Basic Navigation © 2006 Adobe Systems Incorporated Adobe Acrobat Professional 8 Guide Using the Hand tool to adjust the page position Moving an Adobe PDF page with the Hand tool is like moving a piece of paper on a desk with your hand. You can use the Hand tool to move around the page so you can view all the areas of it. • To adjust the page position, select the Hand tool from the Basic toolbar and drag the current page up and down (Figure 9). • At high magnification, you can drag the page left or right to view different areas on the page. Figure 9 Using the Hand tool to adjust the page Automatically Scroll feature (Accessibility Tip) With the automatically scroll feature, you can easily scan long PDF documents by scrolling through pages without using keystrokes or mouse actions. • To scroll automatically through a document, select View > Automatically Scroll. • To change the scrolling speed, press a number key (9 is the fastest and 0 is the slowest) or press the Up Arrow or Down Arrow on your keyboard. • To reverse the direction of the scrolling, press the hyphen or minus (–) sign key. • To jump to the next or previous page, press the Left Arrow or Right Arrow key on your keyboard. • To stop automatic scrolling, press Esc or select View > Automatically Scroll again. © 2006 Adobe Systems Incorporated How to Use the Acrobat 8 User Interface and Basic Navigation 5 Adobe Acrobat Professional 8 Guide How to Create a PDF With Adobe Acrobat, you can convert a variety of file formats to Adobe Portable Document Format (PDF), a universal file format that preserves all the fonts, formatting, images, and colors of a source file, regardless of the application and platform used to create it. Adobe PDF files are compact and can be exchanged, viewed, navigated, and printed by anyone with free Adobe Reader software, while maintaining document integrity. In addition to creating Adobe PDF files from virtually any software application, you can create PDF files in Adobe Acrobat Professional by scanning and capturing paper documents and by downloading and converting web pages. Using Acrobat Distiller The Acrobat Distiller application tool comes with Adobe Acrobat. Distiller takes page information from a document and “distills” it by converting and compressing the information for viewing with the free Acrobat Reader or Acrobat application. Fonts and graphics as well as the layout of the document are transformed into a digital portable document that can print to the highest resolution of a selected output device such as a printer or viewing screen. Acrobat Distiller settings Acrobat Distiller provides easy and repeatable Adobe PDF creation according to your specifications. You can choose from several sets of default Adobe PDF settings or you can define customized settings to create PDF files specifically tailored to your needs. To choose from the default Distiller settings: 1. From the Acrobat menu, select Advanced > Acrobat Distiller. In the Acrobat Distiller window (Figure 1), several settings are available for creating your PDF files. 2. Select one of the options from the Default settings pop- up menu for use in creating PDF files. The following choices are suggested, depending on the document’s intended use: • Use the Smallest File Size option to create the most compact PDF file for use primarily on-screen and for occasional printing (100 pixels per inch, or ppi). • Use the Standard option to create PDF files suitable for on-screen viewing and most print jobs (150 ppi). • The Highest Quality Print option creates better image quality print jobs (300 ppi). • The other default options available in Acrobat Figure 1 Default Distiller settings Professional 8 are for use when you are working with service bureaus that handle specialized PDF files. 6 How to Create a PDF © 2006 Adobe Systems Incorporated Adobe Acrobat Professional 8 Guide To create custom Adobe PDF settings: 1. Start Distiller by selecting Advanced > Print Production > Acrobat Distiller. 2. From the Acrobat Distiller menu, select Settings > Edit Adobe PDF Settings. 3. Change the desired options in the various panels of the Adobe PDF Settings dialog box (Figure 2). 4. Click Save As to save your changes as a different Adobe PDF settings file. Enter a unique descriptive name and then click Save. • General options set Adobe PDF file compatibility, default page size (for EPS files), resolution, and other file settings. Figure 2 Adobe PDF settings dialog box • Images options reduce file size by changing the way images, text, and line art are compressed. • Fonts options affect font embedding. • Color options specify how to manage color. • Advanced options set options that affect the conversion from PostScript. • Standards options create PDF/A compliant files for archiving or PDF/X compliant files for more reliable prepress use. Creating an Adobe PDF file There are several ways to create PDF documents. In addition to converting files directly from within Acrobat, you can also use one of the following methods, depending on the application of the source file. Use the Adobe PDF Printer to create a PDF file from any application that has a print command. This is the most common method for converting files to PDF. PDFMaker converts documents directly to PDF files from a variety of Microsoft applications, including Word, PowerPoint, Excel, Outlook, Access, and Internet Explorer. Use the Save As or Export command to create an Adobe PDF file from Adobe applications such as Adobe InDesign, Adobe Photoshop, Adobe Illustrator, and Adobe PageMaker. These programs install and preconfigure all of the necessary components for creating PDF files. © 2006 Adobe Systems Incorporated How to Create a PDF 7 Adobe Acrobat Professional 8 Guide Creating an Adobe PDF file by using the Adobe PDF printer To create an Adobe PDF file by using the Adobe PDF printer: 1. Open the file you want to convert to an Adobe PDF file in its authoring application, and select File > Print. 2. Select Adobe PDF from the list of printers (Figure 3). 3. In the Print dialog box, click OK. 4. When prompted, give the file a name and click Save. Figure 3 Print dialog box 8 How to Create a PDF © 2006 Adobe Systems Incorporated Adobe Acrobat Professional 8 Guide Creating PDF documents from multiple files within Acrobat In addition to converting individual files to Adobe PDF directly from Acrobat, you can combine different file types into one Adobe PDF file by using the Create PDF From Multiple Files command. You can also use this command to add or combine existing PDF files. To create a PDF document from multiple files: 1. From the Acrobat menu, select File > Create PDF > From Multiple Files. 2. In the Combine Files dialog box (Figure 4), click Add Files and locate some files to be converted. 3. Select the files to include in the PDF and click Add Files (Figure 5). Note: Hold down the Ctrl key to select more than one file. 4. To rearrange the file order before converting to PDF, select a filename and click the Move Up or Move Down button. Figure 4 Combine multiple files into one PDF 5. Click Next. You are prompted to select the type of PDF you want to create (Figure 6). • Merge files into a single PDF: Combines the selected files into one sequentially numbered PDF. • Assemble files into a PDF Package: Creates separate PDF files but wraps them into one PDF package file. 6. Select the type of PDF file to create and click Create. When the conversion is complete, you are ready to save the consolidated PDF file. Figure 5 Select files to add to the PDF file 7. Click Save to open the Save As dialog box. 8. Select a location for the file, enter a name for the file, and click Save. The new PDF file opens in Acrobat. Figure 6 Select how to combine the files © 2006 Adobe Systems Incorporated How to Create a PDF 9 Adobe Acrobat Professional 8 Guide Converting Web pages to PDF files In Acrobat, you can download HTML pages from the World Wide Web or an intranet and convert them to Adobe PDF just by specifying a URL. To convert web pages to PDF: 1. From the Acrobat menu, select File > Create PDF > From Web Page. 2. In the Create PDF from Web Page dialog box (Figure 7), type or paste a URL into the URL box and specify the number of levels you want to include. Given the varied size and organization of many websites, you may want to begin by downloading only the first level of website pages. 3. Click the Settings button. Figure 7 Create PDF from Web Page The Web Page Conversion Settings dialog box appears (Figure 8). 4. Verify that all four options are selected under PDF Settings. This will provide the most versatility after the web pages are converted. 5. Click OK to close the settings window. 6. Click Create to begin the downloading and conversion process. Once the conversion is complete, Adobe opens a temporary PDF document. 7. Use the Save As command in the File menu to save the document. Figure 8 Web Page Conversion Settings 10 How to Create a PDF © 2006 Adobe Systems Incorporated