How to Do Everything with Adobe Acrobat 7.0

514 Pages·2005·10.78 MB·English

by  Doug Sahlin

Adobe
®
Acrobat 7.0
®
Doug Sahlin
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DOI: 10.1036/0072257881
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Contents at a Glance
PART I Welcome to Adobe Acrobat 7.0
1 Get to Know Adobe Acrobat 7.0 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
2 Navigate the Acrobat Workspace . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
3 Read PDF Documents with Adobe Acrobat 7.0 . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
PART II Create PDF Documents
4 Create a PDF Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
5 Create PDF Documents in Authoring Applications . . . . . . . . . . . . . . . . . . . . . . . . 131
6 Capture PDF Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157
7 Create Navigation for PDF Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185
8 Create Interactive PDF Navigation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205
PART III Edit PDF Documents
9 The Basics of Editing PDF Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223
10 Review PDF Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 251
11 Add Digital Signatures and Document Security . . . . . . . . . . . . . . . . . . . . . . . . . . . 289
12 Optimize PDF Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 323
13 Create PDF Documents for the Web . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 349
PART IV Create Enhanced PDF Documents with Acrobat Professional
14 Create Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 369
15 Create Forms with Adobe Designer (Windows Only) . . . . . . . . . . . . . . . . . . . . . . 405
16 Optimize PDF Documents for Print . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 423
17 Add Multimedia Elements to PDF Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . 439
18 Create a PDF Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 455
PART V Appendixes
A Acrobat 7.0 Keyboard Shortcuts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 473
B Acrobat Resources . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 479
Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 483
iii
About the Author
Doug Sahlin is an author and Acrobat instructor living in Lakeland, Florida. He is the author of
14 books on computer applications, including the popular, How to Do Everything with Adobe
Acrobat 6.0. He is an avid photographer and the author of Digital Photography QuickSteps.
Sahlin has written and co-authored books on digital video, and is a co-author of Photoshop CS
Quicksteps. Doug has taught Acrobat to businesses and government organizations.
Dedicated to the memory of my loving mother, Inez. I miss you kiddo.
Copyright © 2005 by The McGraw-Hill Companies. Click here for terms of use.
Contents
Acknowledgments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xiv
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xiv
PART I Welcome to Adobe Acrobat 7.0
CHAPTER 1 Get to Know Adobe Acrobat 7.0 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
About Adobe Acrobat . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
The PDF Format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Adobe Acrobat 7.0 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
About the Acrobat Installation CD-ROM . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Adobe Acrobat . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Adobe Reader 7.0 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Acrobat Catalog (Professional Only) . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Adobe Designer 7.0 (Professional and Windows Only) . . . . . . . . . . . . . 8
Acrobat Distiller . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
What’s New in Adobe Acrobat 7.0 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Enhanced PDFMaker Performance
in Microsoft Office Applications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Introducing Adobe Designer 7.0
(Professional and Windows Only) . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Create PDF Documents with Adobe PDF . . . . . . . . . . . . . . . . . . . . . . . . 9
Archive Microsoft Outlook E-Mail Messages . . . . . . . . . . . . . . . . . . . . . 10
Introducing the Organizer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Enhanced Header and Footer Interface . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Enhanced Document Commenting and Review . . . . . . . . . . . . . . . . . . . 11
Publish PDF Documents for the Visually Impaired . . . . . . . . . . . . . . . . . 11
Enhanced Security and Review Features . . . . . . . . . . . . . . . . . . . . . . . . . 11
New User Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Customize the Workspace . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Manage Document Attachments with the
New Attachments Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Enhanced Export and Import Features . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
New Menu Commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Create a PDF Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Create PDF Documents from Authoring Applications . . . . . . . . . . . . . . . 15
Create PDF Documents from PostScript Files . . . . . . . . . . . . . . . . . . . . . 16
Create PDF Documents for the Internet . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Capture Web Sites as PDF Documents . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Convert Scanned Documents to PDF Format . . . . . . . . . . . . . . . . . . . . . 19
Create PDF Documents for Print . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Create Interactive PDF Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
v
vi
How to Do Everything with Adobe Acrobat 7.0
Create PDF Documents for Multimedia Presentations
(Professional Only) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Create PDF Documents for Internal Distribution . . . . . . . . . . . . . . . . . . 20
Create a PDF Form (Professional Only) . . . . . . . . . . . . . . . . . . . . . . . . . 21
Create an Acrobat Catalog (Professional Only) . . . . . . . . . . . . . . . . . . . . 22
Optimize Documents for Distribution . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
View PDF Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Use Acrobat as a Publishing Solution . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
CHAPTER 2 Navigate the Acrobat Workspace . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Navigate the Acrobat Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Use the Navigation Pane . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
About the Document Pane . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
About the How To Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Use the Acrobat Menu Commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Use Acrobat Toolbars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
The File Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
The Tasks Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
The Basic Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
The Zoom Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
The Help Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Use the Other Acrobat Task Buttons and Toolbars . . . . . . . . . . . . . . . . . 45
Customize the Workspace . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Float Toolbars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Float Navigation Pane Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Group Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Get Complete Acrobat 7.0 Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
About the Detect and Repair Command . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Set Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
CHAPTER 3 Read PDF Documents with Adobe Acrobat 7.0 . . . . . . . . . . . . . . . . . . . . . . 57
Open a PDF Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Navigate the Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Navigate to a Bookmark . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Expand a Bookmark . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Collapse a Bookmark . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Use the Bookmarks Options Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Navigate to a Thumbnail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Navigate to a Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
Automatically Scroll a Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
Change Document View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
Change View Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
Change Your View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
View Multiple Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
Cascade Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
Tile Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Search for a Word or Phrase . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
vii
Contents
Search an Index of Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Add an Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
Remove an Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
Display Index Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
Create a Query . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
Conduct an Advanced Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79
Sort Your Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
Refine Your Search with Boolean Operators . . . . . . . . . . . . . . . . . . . . . . 81
Using the Find Command . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
Get Document Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
Print PDF Documents from Acrobat Standard . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
Print PDF Documents from Acrobat Professional . . . . . . . . . . . . . . . . . . . . . . . . 84
Use Text and Graphics from PDFs in Other Applications . . . . . . . . . . . . . . . . . . 88
Capture Text from a PDF Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88
Capture Tables from PDF Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
Capture Graphic Elements from PDF Documents . . . . . . . . . . . . . . . . . . 89
Using the Snapshot Tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90
Use the Organizer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
Open Documents with the Organizer . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
Create PDF Collections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
PART II Create PDF Documents
CHAPTER 4 Create a PDF Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
Create a PDF File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98
Use the Create PDF Command . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98
Create a PDF File by Dragging and Dropping . . . . . . . . . . . . . . . . . . . . . 105
Capture HTML Documents as PDF Documents . . . . . . . . . . . . . . . . . . . . . . . . . 105
Save PDF Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107
Set Document Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108
Edit Document Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108
Set Document Initial View Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111
Set Document Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114
Use the Save As Command . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114
Save PDF Files in Other Formats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115
Save Text from a PDF File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115
Save PDF Files as Images . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116
Create PDF Files with Acrobat Distiller . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125
Use Acrobat Distiller . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125
Set Acrobat Distiller Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127
Create Watched Folders (Professional Only) . . . . . . . . . . . . . . . . . . . . . . 129
Set Watched Folder Options (Professional Only) . . . . . . . . . . . . . . . . . . 130
CHAPTER 5 Create PDF Documents in Authoring Applications . . . . . . . . . . . . . . . . . . . 131
Create PDF Files from Microsoft Office Software . . . . . . . . . . . . . . . . . . . . . . . 132
Create PDF Files from Microsoft Word Files . . . . . . . . . . . . . . . . . . . . . . . . . . . 133
Convert Word Files to PDF Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133
Convert a Word Document to PDF and Then E-Mail It . . . . . . . . . . . . . . 136
Change Conversion Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136
viii
How to Do Everything with Adobe Acrobat 7.0
Create PDF Files from Microsoft Excel Files . . . . . . . . . . . . . . . . . . . . . . . . . . . 143
Create PDF Files from Microsoft PowerPoint Files . . . . . . . . . . . . . . . . . . . . . . 144
Create PDF Files from Microsoft Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145
Convert Selected E-Mail Messages to a PDF Document . . . . . . . . . . . . . 146
Convert a Selected Folder of E-Mail Messages
to a PDF Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146
Append Selected Messages to an Existing PDF . . . . . . . . . . . . . . . . . . . 146
Create PDF Files Using an Application’s Print Command . . . . . . . . . . . . . . . . . 148
Create PDF Files in Adobe Programs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154
Create PDF Files from Vector-Drawing Software . . . . . . . . . . . . . . . . . . . . . . . . 155
Create Files from Adobe Illustrator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156
Create PDF Files from CorelDraw Documents . . . . . . . . . . . . . . . . . . . . 156
Create PDF Files from Macromedia FreeHand Files . . . . . . . . . . . . . . . . 156
CHAPTER 6 Capture PDF Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157
Capture PDF Documents from a Scanner . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158
Capture Images and Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159
Capture Images from Digital Cameras . . . . . . . . . . . . . . . . . . . . . . . . . . . 163
Capture PDF Documents from Web Sites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164
Set Web Capture Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165
Download Web Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167
Append Web Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169
Specify Web Page Conversion Settings . . . . . . . . . . . . . . . . . . . . . . . . . . 174
Save Converted Web Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181
Update Converted Web Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181
CHAPTER 7 Create Navigation for PDF Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 185
Use the Bookmarks Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186
About the Bookmarks Tab Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186
Create Bookmarks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188
Create Bookmarks from Document Structure . . . . . . . . . . . . . . . . . . . . . 189
Modify Bookmark Properties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191
Use the Bookmarks Options Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 193
Edit Bookmarks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 193
Use the Pages Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 196
Use the Pages Options Menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 197
Create Thumbnails . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 197
Resize Thumbnails . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 198
Create Links . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 198
Create a Hotspot . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199
Change Zoom Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 201
Edit Links . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203
Create a Menu Using Links . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204
CHAPTER 8 Create Interactive PDF Navigation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205
Work with Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 206
Use Page Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208
Set a Page Action . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208
Edit Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209