ii PDF Handbook for Office 365

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2 The PDF Handbook for Microsoft Office 365 By Eric Butow Published by Butow Communications Group Jackson, California All rights reserved. This book may not be reprinted or distributed in electronic, print, Web, or other format without express written permission from the author. Copyright 2017 by Butow Communications Group Original cover image made by Freepik from Warning and Disclaimer This book is designed to provide information about Adobe and Microsoft products. Every effort has been made to make this book as complete and accurate as possible. The information is provided on an as is basis. The author and Butow Communications Group shall have neither liability nor responsibility to any person or entity with respect to any loss or damages arising from the information contained in this book or from the use of any material that may accompany it. ii PDF Handbook for Office 365

3 Table of Contents Learning About PDF and Acrobat... 1 The Benefits of PDF... 1 Using PDFMaker... 2 Today s Acrobat... 2 Standalone Versions... 3 Adobe Creative Cloud... 3 Installing Acrobat... 5 Installing PDFMaker... 8 Dealing with Installation Issues Changing Acrobat Settings Hiding the Acrobat Ribbon Open the Acrobat PDF Window Reviewing the Word Acrobat Window Settings Tab Security Tab Word Tab Bookmarks Tab Viewing the Excel Acrobat Window Settings Tab Security Tab The PowerPoint PDFMaker Window Settings Tab Security Tab Producing a PDF File from Office Creating a PDF File in Publisher Converting to PDF in Word, Excel, and PowerPoint Convert to Adobe PDF Convert to Adobe PDF and Convert to Adobe PDF for Shared Commenting PDF Handbook for Office 365 iii

4 Table of Contents Printing a PDF File Printing in Word, Excel, or PowerPoint Printing in Publisher Updating Your PDF File in Acrobat Deleting Pages Cropping Pages Inserting Pages Extracting Pages Rotating Pages Replacing Pages Adding Document Properties Converting PDF Files to Another Format Copying and Pasting Saving in a Different Format Automating Tasks with JavaScript Troubleshooting PDF Creation Remedying Common Problems Fixing Printing Issues Relieving PDFMaker Woes Optimizing PDF File Creation Using Bookmarks Headings Initial Bookmark Views Bookmark Appearance Adding Graphics Managing Fonts Advanced Typographic Features Be Prepared iv PDF Handbook for Office 365

5 Table of Contents Reducing Your PDF File Size The Reduction Process PDF Optimizer Store Graphics Efficiently Getting More Resources PluginsWorld.com Planet PDF PDF Association MicroType Adobe Adobe Events Finding PDF Software Browsing Freeware Cute PDF Writer Cycore Cult3D Govert s Simple Imposition Tool PDF Bundle PDFCrack Rosebud Shopping for Commercial Software Heights PDF Analysis and Repair Bluebeam Revu ipad Nitro Pro PDF Encrypt & Decrypt PDF Studio Pro Prince Redactor for Office TEXTfromPDF TOCBuilder PDF Handbook for Office 365 v

6 About the Author Eric Butow is the owner of Butow Communications Group (BCG) in Jackson, California, which offers online marketing ROI improvement services for businesses. Since 2000 Eric has authored or co-authored 30 computer books, including User Interface Design for Mere Mortals (Addison-Wesley), Blogging to Drive Business, Second Edition (Que), Google Glass for Dummies (Wiley), My Samsung Galaxy S7 (Que), and Samsung Gear S2 for Dummies (Wiley). Eric also developed and taught networking, computing, and usability courses for Ed2Go, Virtual Training Company, California State University, Sacramento, and Udemy. Eric has used Adobe Acrobat since version 2.0, and he s used Microsoft Office since Microsoft first released Office as a packaged suite. Today Eric uses Acrobat Acrobat Pro DC as part of the Adobe Creative Suite on his Windows 10 desktop computer and his MacBook Pro. When he s not working in (and on) his business or writing books, you can find Eric enjoying time with friends, walking around the historic Gold Rush town of Jackson, and helping his mother manage her infant and toddler daycare business. vi PDF Handbook for Office 365

7 Chapter 1 Learning About PDF and Acrobat The Benefits of PDF Adobe first introduced the Portable Document Format, which is commonly known by its acronym, PDF, in The roots of PDF are in PostScript, which is the programming language Adobe developed in the mid-1980s just as laser printers were making their way into business offices. Not surprisingly, PostScript became the standard laser printer control language. In the early 1990s, Adobe started talking about a program that would use PostScript to print a document from a documentation program, like Word for Windows, directly to a file. This program, initially called Interchange PostScript, would open this generated file, and the file would look the same as the source file. What s more, the reader of the document could print out the document on her laser printer, and the document would look the same on paper as it did on the screen. The name of the file format was called Portable Document Format, and Adobe eventually named the program used to create and open PDF files as Acrobat. To promote PDF, Adobe gave away a limited version of the program (called Acrobat Reader) for free on its website so anyone could open a PDF file and view it. Users immediately embraced the benefits of sharing a document online that looked the same as the original document. Previously, users who had to share a document had to make sure all recipients of the document had the same program, the same version of the program, and the same fonts installed for the document to appear the same way as the original did. Using Acrobat, users could distribute PDF documents to anyone who had the free Acrobat Reader program installed. Though Adobe created the document sharing market with the introduction of Acrobat, the use of PDF files took off with the emergence of the Internet and e- mail in the mid-1990s. As companies implemented networks, it became easy for users to create PDF files, attach those files to messages, and send those files to recipients. PDF also became an easy way for companies and individuals to share documents on Web and intranet sites. PDF Handbook for Office 365 1

8 Chapter 1: Learning about PDF and Acrobat Using PDFMaker Today s Acrobat At about the same time the Internet became popular, Microsoft Office became the de facto office productivity software suite. Adobe realized that Office users wanted a quick and easy way to create PDF files from within Office, where they previously had to create files by producing a PostScript file and then use Adobe s Distiller program to create the PDF file. Therefore, Adobe included PDFMaker as part of Acrobat 4.0, which was released around the same time Microsoft released Office 2000 in late Acrobat automatically installs the PDFMaker program when it installs Acrobat. The PDFMaker program is a plug-in for Microsoft Office so you can create PDF files easily from within an Office application, including Word, Excel, PowerPoint, and Publisher. PDFMaker makes it easy to convert your Office document to a PDF document, and it contains the tools to make the PDF file look just the way you want it. This book tells you how to install and customize PDFMaker so you can get the results you want in your PDF file. You ll also learn how you can tweak your PDF settings even more in Acrobat Standard and Professional, including an introduction to using Visual Basic for Applications and JavaScript to manipulate your PDF file management processes. However, problems can arise when you create your PDF file, so this book also provides many potential solutions to common problems, and tells you how to optimize your PDF files so those files are as small and usable as possible. Acrobat is now part of the Adobe Document Cloud which includes not only Acrobat but also Adobe Sign for creating and affixing online signatures to documents. Adobe Acrobat comes in two versions: Acrobat Standard DC and Acrobat Pro DC. (As you may have guessed, DC stands for Document Cloud.) Both versions allow to you to convert documents to PDF format, export PDF files to Office and image format files, fill out and sign forms on multiple devices, and send and track PDF documents online. The Pro version goes further by allowing you to add or edit text in a PDF within the Acrobat app on your Apple ipad, includes all ISO and accessibility features such as read aloud options, and you can use Acrobat on both your Windows-based and Mac computers. 2 PDF Handbook for Office 365

9 Chapter 1: Learning About PDF and Acrobat Note This book doesn t discuss how to use Acrobat DC, but a good companion book to consider is Adobe Acrobat DC Classroom in a Book by Lisa Fridsma and Brie Gyncild that you can read about and purchase on Amazon.com. Standalone Versions If you don t need all the Pro features, then you can purchase the Standard version with one of three payment plans: Purchase the monthly payment plan with an annual commitment, which means that you agree to pay the $12.99 per month fee for one year and if you don t, Adobe will penalize you. Pay a monthly subscription fee without any commitment for $22.99 per month. Pay the entire one-year subscription fee up front for $ If you need the Pro version, then you have three options that raise your costs by a little to a lot, depending on how you want to pay: The monthly payment plan with an annual commitment is $14.99 per month. The monthly subscription fee with no commitment is $24.99 per month. The up-front one-year subscription fee for $ Tip You can learn more about the different versions and features of Adobe Acrobat DC by visiting the Adobe Document Cloud website at: Adobe Creative Cloud If you purchased the All Apps version of Adobe s Creative Cloud, which gives you access to 20 different creative apps in Adobe s stable, then you may have noticed that you already have Acrobat Pro DC in your toolbox. This version of Acrobat Pro DC is the same version as with the standalone version of Acrobat Pro DC. PDF Handbook for Office 365 3

10 Chapter 1: Learning about PDF and Acrobat Note If you don t have Adobe Creative Cloud but would like to get it, you can purchase it for $49.99 per month or $69.99 per month if you have a business and want several employees to have access to Creative Cloud. Learn more about Creative Cloud and your purchase options by visiting the Creative Cloud website at: When you install Adobe Creative Cloud, Acrobat Pro DC is installed on your computer by default unless you specifically tell the Creative Cloud installation app not to install Acrobat Pro DC. This is how I obtained Adobe Acrobat DC, so the instructions in the next section, which tell you how to install Adobe Acrobat DC as well as PDFMaker, tell you how to install Acrobat Pro DC from within the Adobe Creative Cloud app on a Windows 10 computer. Tip When you purchase Adobe Creative Cloud and you have Mac or Windows-based computers, you can download Creative Cloud on both your Windows and Mac computers at no extra charge. Though this book is based on using Acrobat Pro for Windows 10, you can also use Acrobat Pro DC on your Mac though this book doesn t cover any of the differences between the Windows and macos versions. 4 PDF Handbook for Office 365

11 Chapter 2 Installing Acrobat You can create PDF files from within Microsoft Office using either Acrobat Standard DC or Pro DC, but this book covers Acrobat Pro DC so you know about everything Acrobat offers. So, this chapter tells you how to install Acrobat Pro DC from Adobe Creative Cloud as I explained in Chapter 1. Here s how to install Acrobat Pro DC from Creative Cloud: 1. Open the Creative Cloud program by clicking on the up-arrow icon on the right side of the toolbar and then click on the Creative Cloud icon. 2. Click the Apps tab at the top of the window. 3. Scroll down the list of apps until you see the Acrobat DC option in the list and then click Install (see Figure 2-1). Figure 2-1. The Install button appears at the bottom of the list. PDF Handbook for Office 365 5

12 Chapter 2: Installing Acrobat 4. If the User Account Control window appears, click the Yes button. If you don t, skip to step If you have any open programs that will use Acrobat, such as Microsoft Outlook, you ll see a window in the center of the screen that tells you to close the affected programs before installing. After you close those affected problems, click the Continue button in the window. If you don t see this window, proceed to step The app takes a few minutes to install and you can view the status by looking at the installation status bar to the right of the Acrobat DC program name in the list as shown in Figure 2-2. Figure 2-2. The installation status bar says 42%. 7. When the installation is complete, you can open the Acrobat Pro DC app by clicking the Open button to the right of the Acrobat DC program name in the list (see Figure 2-3 on the next page). 6 PDF Handbook for Office 365

13 Chapter 2: Installing Acrobat Figure 2-3. The Open button for the Acrobat DC app in the list. The Acrobat DC icon also appears on your desktop, and you can also access Acrobat DC from the Start menu. This is also true if you install the standalone versions of Acrobat DC Standard or Pro. PDF Handbook for Office 365 7

14 Chapter 2: Installing Acrobat Installing PDFMaker When you install Acrobat, PDFMaker usually installs automatically. However, if you want to just install PDFMaker and not Acrobat itself, or if you find that Acrobat for some reason didn t install PDFMaker, you will have to modify the Acrobat installation after you have installed Acrobat. Here s how: 1. Open the Control Panel. 2. In the Control Panel window, click the Uninstall a Program link, which is below the green Programs heading in the list. 3. Click Adobe Acrobat DC in the list and then click Change in the header bar shown in Figure 2-4. Figure 2-4. The header bar with the Change option appears above the list. 4. In the Setup screen shown in Figure 2-5 on the next page, click Next. 8 PDF Handbook for Office 365

15 Chapter 2: Installing Acrobat Figure 2-5. The first step in the Setup screen. 5. In the Program Maintenance page shown in Figure 2-6 on the next page, the Modify button is selected by default. Keep this button selected and then click Next. PDF Handbook for Office 365 9

16 Chapter 2: Installing Acrobat Figure 2-6. The Modify button is the first of three program options you can choose from. 6. Click the plus sign (+) next to Create Adobe PDF. Acrobat PDFMaker appears underneath Create Adobe PDF in the tree. 7. Click the plus sign (+) next to Acrobat PDFMaker. The list of programs starting with Microsoft Office at the top, and listing any other Microsoft applications listed on your computer, as shown in Figure 2-7 on the next page. 10 PDF Handbook for Office 365

17 Chapter 2: Installing Acrobat Figure 2-7. Scroll down in the list to view all the programs that can be used with PDFMaker. If Adobe PDFMaker is not installed for Microsoft Office or any other Microsoft Office program (such as Outlook), a red X appears in the button to the left of each program in the list. 8. Install PDFMaker by clicking the red X button to the left of Adobe PDFMaker in the list (see Figure 2-8 on the next page); in the menu, click This feature, and all subfeatures, will be installed on local hard drive. PDF Handbook for Office

18 Chapter 2: Installing Acrobat Figure 2-8. The menu appears just below the Acrobat PDFMaker entry in the list. The button to the left of the Acrobat PDFMaker entry in the list as well as all programs (such as Microsoft Outlook) underneath the Acrobat PDFMaker entry change to an Installed icon (it has a gray rectangular box inside the button). 9. Click Install. 10. If you have open Office programs (such as Outlook) that the Acrobat DC installation program needs to modify, close these programs and then click Retry. 11. When the installation program finishes updating, click Finish. The Acrobat options appear in the menu bar within your Office applications. The option name depends on the app you re using. For example, if you re using Word you see ACROBAT in the menu bar; in Outlook, you see ADOBE PDF in the menu bar. Dealing with Installation Issues If you have installation or operation issues with Acrobat, such as PDF files not opening in Acrobat DC when you re running Windows 10, you can visit the Adobe Acrobat Learn & Support website at acrobat.html. 12 PDF Handbook for Office 365

19 Chapter 2: Installing Acrobat From this site, you can also access the Acrobat Community Forum as well as access popular forum topics directly, such as the Installing, Updating, & Subscribing to Acrobat sub-forum. In the Acrobat Community Forum and its sub-forums, you can read about installation problems others have had and how they ve solved them. You also can leave messages and receive responses. You can get the most out of this website and its associated forums by signing up for an Adobe account online if you haven t done so by clicking the Sign In link in the upper right corner of the Adobe Acrobat Learn & Support website page. Then, in the Sign In page, click Get an Adobe ID link to sign up for an ID. Getting an Adobe account will also ensure you get the latest news from Adobe about Acrobat, program updates, and the latest support topics. Tip If you can t find the answer you need online and you need to talk with a real person at Adobe Tech Support, scroll down to the bottom of the Adobe Acrobat Learn & Support page. In the dark gray menu bar, you ll see the Contact Us section; click the Start Now link. In the Contact Customer Care page, go through the steps to tell Adobe what you need help with. If you want to access this page directly, go here: This book contains even more potential solutions to Acrobat issues in Chapter 10, Troubleshooting, on page 85. PDF Handbook for Office

20 Chapter 2: Installing Acrobat 14 PDF Handbook for Office 365

21 Chapter 3 Changing Acrobat Settings After you install Acrobat, you can change Acrobat settings within Word, Excel, and PowerPoint from the Acrobat menu in the application menu bar. These settings allow you to change the specific PDF file conversion settings within each Office application. You change PDF settings to match the requirements of your recipient. For example, if your recipient is a print shop, the contact person at the shop might want to have your PDF file include certain settings so the print shop can print your document directly to their high-quality web press. Be sure to ask your recipients if they have any specific needs for the PDF file. If they do, then ask them to provide that information. You may have to walk them through the PDF settings with each recipient to ensure that you have everything they need. If people will only read your document online, and you want only the specific recipient or people in a specific department to read your document, you can password-protect your PDF file so people who want to read your PDF file must enter the correct password. Note The previous version of this book for Office 2007 also discussed how to change Acrobat settings in Microsoft Publisher. Since then, lack of user interest caused Adobe to stop including Acrobat integration in Publisher years ago, so there are very limited Acrobat settings you can change in Publisher. However, you ll learn in Chapter 5, Producing a PDF File from Office, how to use and change Publisher s export features to create a PDF file from publisher and open the file in Acrobat Pro DC for viewing and editing. Hiding the Acrobat Ribbon It s easy to hide the Acrobat ribbon during the current use of your Office application: 1. Right-click anywhere in the menu bar. A pop-up menu. 2. Click Collapse the Ribbon. The ribbon disappears. The ribbon disappears, but you can view it again by clicking the ACROBAT option in the menu. After you click on an option in the ribbon, or click the ACROBAT menu option, then the ribbon disappears again. PDF Handbook for Office

22 Chapter 3: Changing Acrobat Settings Tip You can un-hide the ribbon again by clicking the ACROBAT menu option and then right-clicking anywhere in the ribbon. You ll see the Collapse the Ribbon option in the menu has a check mark to the left of the name. Click Collapse the Ribbon to keep the ribbon visible on the screen. Open the Acrobat PDF Window The options available in the Acrobat PDF window are different in Word, Excel, PowerPoint, and Publisher. The following sections discuss the Acrobat PDFMaker window options for each Office program. To open the Acrobat PDFMaker window: 1. Click the ACROBAT menu option. 2. In the ribbon, click Preferences. 3. The Acrobat PDFMaker window appears. The window appears differently in Word, Excel, and PowerPoint because PDFMaker provides different options in each program. Note that many of the features in the Acrobat PDFMaker window for Word apply to other Office programs. I note these differences in the Excel and PowerPoint sections later in this chapter. Since the term Acrobat PDFMaker is cumbersome, I ve shortened the title of the window to Acrobat going forward. Go to the appropriate section to review the Acrobat instructions for the Office program you re working with: Instructions for Word appear in the next section. Go to page 30 to learn how to use the Acrobat window in Excel. Finally, you ll learn to use the Acrobat window in PowerPoint on page 38. Reviewing the Word Acrobat Window If you have a Word file that you want to convert to a PDF file, you can set your PDF file settings and security features. You can determine the Word document features you want to include in the generated PDF file. And you can convert headings and styles in your Word file into PDF bookmarks; these bookmarks 16 PDF Handbook for Office 365

23 Chapter 3: Changing Acrobat Settings allow viewers to jump to specific locations in your PDF document when they click on the bookmark name in the Bookmark pane within the Acrobat Pro DC window. Four tabs appear at the top of the Acrobat PDFMaker window with the Settings tab displayed by default, as shown in Figure 3-1. Figure 3-1. The Acrobat PDFMaker window in Word. We discuss these tabs in greater detail in the following sections. The four tabs are: Settings: Sets the PDF file and Acrobat application settings. (See page 18.) Security: Sets encryption levels and permission information for the PDF file you create. (See page 23.) PDF Handbook for Office

24 Chapter 3: Changing Acrobat Settings Word: Determines the Word document features to include in the generated PDF file. (See page 26.) Bookmarks: Converts Word headings and styles to PDF bookmarks. (See page 28.) Settings Tab The Settings tab contains two areas: PDFMaker Settings and Application Settings. You can set PDF file settings for reliable printing and viewing of your PDF documents. As mentioned earlier in this chapter, your PDF file settings will depend largely on what the recipients of your PDF file expect to see on the screen, and/or if they need any specific settings to obtain the required output. For example, you may need to produce a PDF file with the smallest file size possible for a reader who has limited file space available on his laptop or mobile device. The Conversion Settings drop-down list box appears at the top of the Settings tab. Click the down arrow to the right of the Standard setting in the box. The drop-down list that appears in Figure 3-2 on the next page contains seven options for converting your Word file to a PDF file. 18 PDF Handbook for Office 365

25 Chapter 3: Changing Acrobat Settings Figure 3-2. The nine Conversion drop-down list options. The list contains nine conversion options: A high-quality print file. A PDF file to fit on oversized pages. Four ISO-standard PDF formats in both PDF/A format for archiving documents and PDF/X format so all fonts and graphics in a PDF file appear the same in a PDF file when you share it with others. A press-quality file. The smallest possible file. The Standard PDF file format that s the default conversion type. PDF Handbook for Office

26 Chapter 3: Changing Acrobat Settings You should consult with your reader to determine what sort of PDF file he requires, if any. If your reader doesn t know or doesn t care, then use the Standard conversion type. Three check boxes appear below the Conversion list: 1. View Adobe PDF result: Acrobat will open and display the PDF file after you generate it. This lets you view your PDF file to ensure that it looks good to you before you send it to someone else. If the file is unacceptable, you can tweak the settings and re-generate the file. 2. Prompt for Adobe PDF file name: Acrobat will ask you for the name of the PDF file when you generate it. If this check box is not selected, Acrobat will use the name of the Word file for the PDF file. 3. Convert Document Information: Acrobat will convert all Word document property fields into PDF document property fields. If you have any information in your Word Document Properties window (such as title, chapter, author, etc.) and you want people to read this information, but don t want to re-type the information in the Acrobat window, keep this check box selected. Acrobat selects these check boxes by default. Deactivate each option by selecting the check box. Tip Add document information into your Word file by clicking the File menu; in the Info screen, type properties such as the document subject under the Properties section. After Acrobat generates the PDF document, you can view the document properties in Acrobat by clicking the File menu, and then clicking Document Properties, or by pressing Ctrl+D. The Document Properties window appears so you can add more document information, such as a copyright notice, in the Document Properties window by clicking Additional Metadata. If you re creating a PDF/A document for archiving the document according to ISO standards, you can select the compliance format in the PDF/A Compliance drop-down list that appears below the Convert Document Information check box. Click the down arrow to the left of the None box to view all the options and select one from the list. Change Advanced Settings You can set advanced PDF settings for your selected conversion type by clicking Advanced Settings. After you click Advanced Settings, the Adobe PDF Settings window appears as shown in Figure PDF Handbook for Office 365

27 Chapter 3: Changing Acrobat Settings Figure 3-3. The Adobe PDF Settings window. The Adobe PDF Settings window displays the conversion type you currently have selected in the title bar. Under the title bar, a folder tree list in the left pane and options for the selected tree entry in the right pane. These options let you tweak your PDF file as much as necessary in case you need to meet your recipients specific needs. Note that if you want to view PDF settings for all conversion types, select the Show All Settings check box that appears below the folder tree list. The right pane displays the General folder options by default. The six options in the folder tree include: General: Sets the PDF file compatibility and file resolution for some or all pages in the PDF file, optimization features, and the page size. For example, PDF Handbook for Office

28 Chapter 3: Changing Acrobat Settings use this window to convert the PDF file for an older version of Adobe Reader so your reader can open and view the PDF file. Images: Sets image settings for color, grayscale, and monochrome images. Fonts: Sets font embedding settings in the PDF file. Color: Sets color settings and color conversion policies, such as to CMYK (Cyan, Magenta, Yellow, and black), which are the colors in the standard four-color printing process) if a printer requires CMYK color settings to properly print the file. Advanced: Sets advanced PDF file settings and document structuring conventions, such as PostScript settings. Standards: Sets document standards reporting and compliance. For example, if the PDF file doesn t contain specific information that the reader and/or printer is looking for in the file, you can have Acrobat report the error or cancel the job. Note If you want to save your settings as a new conversion type, click Save As and then type the name of the new conversion type. If you re just browsing and want to return to the Acrobat window without making any changes, click Cancel. We don t go into the specifics of Adobe PDF settings in this book, because that information would fill up another book! If you want some immediate help instead of looking for another book about PDF settings, click Help. When you finish changing the PDF settings, click OK. Change Application Settings Now that you re back in the Acrobat window, look at the Application Settings area you saw in Figure 3-2. This area contains four check boxes: Attach source file: Embeds the Word source file in the PDF file as a file attachment. This check box is not selected by default, which means that you won t attach the Word file with the PDF attachment. If you want your recipients to view the Word file with the PDF file so they can update the Word file based on what the PDF file looks like, select this check box. However, you may not want to do this unless you have strict version control of your Word document, because you probably don t want to manage several different copies of the same document, all with different changes. Create Bookmarks: Adds headings and/or styles in the Word file as bookmarks in the PDF file. Bookmarks allow your document viewers to jump to specific locations in your PDF document, just by clicking on the bookmark name in the Acrobat (or Adobe Reader) window s Bookmark pane. 22 PDF Handbook for Office 365

29 Chapter 3: Changing Acrobat Settings Add Links: Attaches hyperlinks in the PDF file to text tagged with hyperlinks in the Word file. This option provides the same hyperlink capabilities in the PDF file as with the Word file, so your viewer can access a hyperlink in your PDF file by clicking on it. Enable Accessibility and Reflow with tagged Adobe PDF: Embeds tags in the PDF file. Tags define the structure and the order of the document in which Acrobat (or the Adobe Reader) reads the file. Tags enable accessibility, which is especially important if your audience has special needs (such as the need to view large print on the screen). For example, Acrobat will add all accessibility tags, and if the viewer accesses those tags, Acrobat reflows the text in the PDF file automatically. Security Tab You might want only specific users to view your document, and you may also want to restrict your recipients from printing and editing the document unless they have a password to do so. These security features are especially important if you don t want your document to fall into the wrong hands, or if you want to maintain version control of your document. You can determine how users access your PDF file in the Security tab, as shown in Figure 3-4 on the next page. PDF Handbook for Office

30 Chapter 3: Changing Acrobat Settings Figure 3-4. The Security tab. At the top of the Security tab, you can require users to enter a password before they can view the PDF file by selecting the Require a password to open the document check box. After you select this check box, type the password in the Document open password text box. 24 PDF Handbook for Office 365

31 Chapter 3: Changing Acrobat Settings Tip The standard encryption compatibility setting for all PDF documents generated in the Security tab is compatible with users running Acrobat (or Adobe Reader) 7.0 or later. That is, people using Acrobat or Adobe Reader 7.0 or later can enter the password and open the document. If you want to change the encryption settings so people with older or newer versions of Acrobat and/or Adobe Reader can open the document, you need to reset the security settings in Acrobat. In Acrobat, reset the security settings by clicking the File menu, and then clicking Properties, or by pressing Ctrl+D. In the Document Properties window, click the Security tab. In the Security tab, click Change Settings. The Password Settings Security window appears. You can change the encryption compatibility setting in the Compatibility drop-down list to Acrobat 6.0 and later or to Acrobat X and later. After you generate the PDF file and your viewer opens the file in Acrobat (or Adobe Reader), a Password dialog box appears that prompts the viewer to enter the password. You also can limit the user s ability to edit and print the document by clicking the Restrict printing and editing of the document check box. After you click on this check box, type the password in the Change Permissions Password text box. When the viewer tries to print or edit the PDF file, the user must enter the password you typed in the Change Permissions Password text box. The user will have limited abilities to print and edit the file, and that access is determined by the settings you select in the following two drop-down list boxes and three check boxes underneath the Change Permissions Password text box: Printing Allowed: You can select from Not Allowed (the default selection), or allow the user to print the file in low resolution only or high resolution. If you don t want anyone to distribute your document in hard copy form, leave Not Allowed selected. Changes Allowed: You can have the user make no changes (the default selection), insert, delete, and rotate pages only; only fill in forms and sign documents; fill in forms, sign documents, and add comments; or make any change except extract pages from the PDF file. By default, the Enable copying of text, images, and other contents check box is selected so the user can copy text, images, and any other contents in your PDF file. The user can copy and paste the text, images, and other contents from your PDF file to another application (like Word), so if you don t want your ideas to get out of your control in another format, clear this check box. PDF Handbook for Office

32 Chapter 3: Changing Acrobat Settings By default, the Enable text access for screen reader devices for the visually impaired check box is selected so visually impaired readers can read your PDF file using a screen reader device. Disable this functionality by clearing the check box. Select the Enable plaintext metadata check box so a search engine on the Web can read the metadata (such as the author s name) within the PDF file if you have that file stored on a website. This makes your PDF file easier for people to find online. Word Tab The Word tab lets you determine which features that are already in your Word document to convert to your PDF document. These Word features include: Embedded review comments. Cross-reference links. Table of contents links. Footnote and endnote links. These automatic conversions help make your life easier, because if you want to have your PDF file function as your Word file does, then you won t have to add these links in the PDF document, which will save you a lot of time and effort. After you click the Word tab, the tab appears as shown in Figure 3-5 on the next page. 26 PDF Handbook for Office 365

33 Chapter 3: Changing Acrobat Settings Figure 3-5. The Word tab. Select one of the following three check boxes: Convert displayed comments to notes in Adobe PDF: Acrobat converts all Word comments into notes in the PDF file. This check box is not selected by default. If you have a lot of review comments in your Word document that you want to preserve in your PDF file, select this check box. Convert footnote and endnote links: Acrobat converts all footnote and endnote links to hyperlinks in the PDF file. When you click on one of these footnote or endnote links in the PDF file, Acrobat will jump to the appropriate page. PDF Handbook for Office

34 Chapter 3: Changing Acrobat Settings Convert signature fields specified by pdfmarks: If you have spaces for signatures in your Word file and you ve included pdfmarks in the Word file, Acrobat converts the Word signature fields into signature fields in the PDF file. Note A pdfmark is a small piece of code written in a programming language such as Visual Basic for Applications (VBA), which is used in Word, to tell Acrobat how to convert a section of a Word document into PDF format. A table appears underneath the check boxes that lists the total number of comments from all reviewers of your Word document. If you want your viewers to see only specific comments (such as outstanding comments that haven t been resolved yet, you can select specific reviewers comments and export specific comments by selecting those comments in this table. Bookmarks Tab The Bookmarks tab allows you to choose if you want to export Word headings and/or Word styles as bookmarks in your PDF file. Bookmarks act like a table of contents in your PDF file. Bookmarks appear in their own pane in the left side of the Acrobat (or Adobe Reader) window. See Figure 3-6 on the next page. 28 PDF Handbook for Office 365

35 Chapter 3: Changing Acrobat Settings Figure 3-6. The Bookmarks tab. The Convert Word Headings to Bookmarks and Convert Word Bookmarks check boxes are selected by default. These options option converts all Word styles identified as headings (Heading 1, Heading 2, etc.) and bookmarks in your Word document to bookmarks in the PDF file. Converting your headings to bookmarks gives your bookmark list the look of a table of contents for your viewers. Select the Convert Word Styles to Bookmarks check box to convert all Word styles to bookmarks in the PDF file. This is useful if you want your viewers to see a section in your PDF document that has a specific style. The Bookmarks table appears below the check boxes. If you want to select only specific Windows headings and/or styles to convert to bookmarks in the PDF PDF Handbook for Office

36 Chapter 3: Changing Acrobat Settings file, click the box in the Bookmark column for the style element(s) you want to convert to bookmarks. Some bookmarks, like headings, have level numbers attached to them, with 1 being the highest level. When you convert your headings to bookmarks, Acrobat automatically places lower-level bookmark headings underneath higher-level bookmarks so your bookmark list looks much like your table of contents list. Close the window and implement your changes by clicking OK. If you want to discard your changes and restore all your default settings without closing the window, click Restore Defaults. Close the window and discard all the changes you made by clicking Cancel. Viewing the Excel Acrobat Window If you have an Excel worksheet or workbook that you want to convert to a PDF file directly from within Excel, you can convert the worksheet or workbook from the Acrobat ribbon as described in the Open the Acrobat PDF Window section on page 16. Before you can set your PDF file settings and security features in the Acrobat window so you can meet the needs and expectations of your viewers. (See my comments at the beginning of this chapter about contacting your recipients to find out what their desired PDF file settings are, if any.) Two tabs appear at the top of the Acrobat window: Settings: Sets PDF file and Acrobat application settings. (See the next section to learn more.) Security: Sets encryption levels and permission information for the PDF file you create. (See page 35 for more information.) The Settings tab appears by default. Settings Tab The Settings tab contains two areas: PDFMaker Settings and Application Settings, as shown in Figure 3-7 on the next page. You can set PDF file settings for reliable printing and viewing of your PDF documents. 30 PDF Handbook for Office 365

37 Chapter 3: Changing Acrobat Settings Figure 3-7. The Acrobat Window Settings tab in Excel. As mentioned early on in this chapter, your PDF file settings will depend largely on what the recipients of your PDF file expect to see on the screen, and whether they need any specific settings to obtain the required output. For example, you may need to produce a PDF file with the smallest file size possible for a reader who has limited file space available on her laptop or mobile device. The Conversion Settings list appears at the top of the PDFMaker Settings area. This list contains nine options for converting your Excel file to a PDF file: A high-quality print file. A PDF file to fit on oversized pages. PDF Handbook for Office

38 Chapter 3: Changing Acrobat Settings Four ISO-standard PDF formats in both PDF/A format for archiving documents and PDF/X format so all fonts and graphics in a PDF file appear the same in a PDF file when you share it with others. A press-quality file. The smallest possible file. The Standard PDF file format that s the default conversion type. You should consult with your reader to determine what sort of PDF file she requires, if any. If your reader doesn t know or doesn t care, then use the Standard conversion type. Three check boxes appear below the Conversion Settings list: View Adobe PDF result: Acrobat will open and display the PDF file after you generate it. This lets you view your PDF file to ensure that it looks good to you before you send it to someone else. If the file is unacceptable, you can tweak the settings and re-generate the file. Prompt for Adobe PDF file name: Acrobat will ask you for the name of the PDF file when you generate it. If this check box is not checked, Acrobat will use the name of the Excel file for the PDF file. Convert Document Information: Acrobat will convert all Excel document property fields into PDF document property fields. If you have any information in your Excel Document Properties window (such as title, chapter, author, etc.) and you want people to read this information, but don t want to re-type the information in the Acrobat window, keep this check box selected. Acrobat selects these check boxes by default. Deactivate each check box by selecting it. Tip Add document information into your Excel file by clicking the File menu, and then clicking Properties. After Acrobat generates the PDF document, you can view the document properties in Acrobat by clicking the File menu, and then clicking Document Properties, or by pressing Ctrl+D. The Document Properties window appears so you can add more document information, such as a copyright notice, in the Document Properties window by clicking Additional Metadata. If you re creating a PDF/A document for archiving the document according to ISO standards, you can select the compliance format in the PDF/A Compliance drop-down list that appears below the Convert Document Information check 32 PDF Handbook for Office 365

39 Chapter 3: Changing Acrobat Settings box. Click the down arrow to the left of the None box to view all the options and select one from the list. Change Advanced Settings You can set advanced PDF settings for your selected conversion type by clicking Advanced Settings. After do so, the Adobe PDF Settings window appears, as shown in Figure 3-8 below. Figure 3-8. Adobe PDF Settings window The Adobe PDF Settings window displays the conversion type you currently have selected in the title bar. Under the title bar, a folder tree list in the left pane and options for the selected tree entry in the right pane. These options let you tweak your PDF file as much as necessary in case you need to meet your recipients specific needs. If you want to view PDF settings for all conversion types, select the Show All Settings check box that appears below the folder tree list. PDF Handbook for Office

40 Chapter 3: Changing Acrobat Settings The right pane displays the General folder options by default. The six options in the folder tree include: General: Sets the PDF file compatibility and file resolution for some or all pages in the PDF file, optimization features, and the page size. For example, use this window to convert the PDF file for an older version of Adobe Reader so your reader can open and view the PDF file. Images: Sets image settings for color, grayscale, and monochrome images. Fonts: Sets font-embedding settings in the PDF file. Color: Sets color settings and color-conversion policies, such as to CMYK (Cyan, Magenta, Yellow, and black), which are the colors in the standard four-color printing process) if a printer requires CMYK color settings to properly print the file. Advanced: Sets advanced PDF file settings and document structuring conventions, such as PostScript settings. Standards: Sets document standards for reporting and compliance. For example, if the PDF file doesn t contain specific information that the reader and/or printer is looking for in the file, you can have Acrobat report the error or cancel the job. We don t go into the specifics of Adobe PDF settings in this book, because that information would fill up another book! If you want some immediate help instead of looking for another book about PDF settings, click Help. When you finish changing the PDF settings, click OK. Note If you want to save your settings as a new conversion type, click Save As and then type the name of the new conversion type. If you re just browsing and want to return to the Acrobat window without making any changes, click Cancel. Change Application Settings Now that you re back in the Acrobat window, look at the Application Settings area. This area contains eight check boxes: Attach source file: Embeds the Excel source file in the PDF file as a file attachment. This check box is not selected by default, which means that you won t attach the Excel file with the PDF attachment. If you want your recipients to view the Excel file with the PDF file so they can update the Excel file based on what the PDF file looks like, select this check box. However, you may not want to do this unless you have strict version control of your Excel workbook, because you probably don t want to manage several different copies of the same workbook, all with different changes. 34 PDF Handbook for Office 365

41 Chapter 3: Changing Acrobat Settings Create Bookmarks: Adds headings and/or styles in the Excel file as bookmarks in the PDF file. Bookmarks allow your document viewers to jump to specific locations in your PDF document, just by clicking on the bookmark name in the Acrobat (or Adobe Reader) window s Bookmark pane. Add Links: Attaches hyperlinks in the PDF file to text tagged with hyperlinks in the Excel file. This option provides the same hyperlink capabilities in the PDF file as with the Excel file, so your viewer can access a hyperlink in your PDF file by clicking on it. Enable Accessibility and Reflow with tagged Adobe PDF: Embeds tags in the PDF file that enables accessibility and reflow capabilities. This is especially important if your audience has special needs (such as the need to view large print on the screen). Acrobat will add all accessibility tags, and if the viewer accesses those tags, Acrobat reflows the text in the PDF file automatically. Convert Comments: Converts all Excel comments to notes in the PDF file. This will let all the viewers of the PDF file see the same comments you see in the Excel file so everyone s on the same page, so to speak. Fit Worksheet to a single page: Fits the entire Excel worksheet into one single page in the PDF file. Note that if the worksheet is large, fitting it into one sheet will make the worksheet rather tiny. Acrobat and Adobe Reader can zoom in, but you should consider the readability of your document before you decide to fit a worksheet to a single page. Fit to paper width: Changes the width of all columns in the worksheet to fit on one page. Note that if the worksheet is large, shrinking the width to fit the page width may make the worksheet smaller than you d like. Acrobat and Adobe Reader can zoom in, but you should consider the readability of your document before you decide to resize columns to fit on one page. Prompt for conversion settings: By default, this check box is selected so when you click Convert PDF in the Acrobat ribbon, you ll see the Adobe PDFMaker window so you can specify the worksheet(s) you want to convert and if you want to fit the worksheet to a single page or the paper width. If you clear this check box, Excel will only ask you to specify the converted PDF file name and location. Security Tab You might want specific users to view your document, and you may also want to restrict your recipients from printing and editing the document unless they have a password to do so. These security features are especially important if you don t want your document to fall into the wrong hands, or if you want to maintain version control of your document. You can determine how users access your PDF file in the Security tab shown in Figure 3-9 on the next page. PDF Handbook for Office

42 Chapter 3: Changing Acrobat Settings Figure 3-9. The Security tab. At the top of the Security tab, you can require users to enter a password before they can view the PDF file by selecting the Require a password to open the document check box. After you select this check box, type the password in the Document open password text box. After you generate the PDF file and your viewer opens the file in Acrobat (or Adobe Reader), a Password dialog box appears that prompts the viewer to enter the password. 36 PDF Handbook for Office 365

43 Chapter 3: Changing Acrobat Settings Tip The standard encryption compatibility setting for all PDF documents generated in the Security tab is compatible with users running Acrobat (or Adobe Reader) 7.0 or later. That is, people using Acrobat or Adobe Reader 7.0 or later can enter the password and open the document. If you want to change the encryption settings so people with older or newer versions of Acrobat and/or Adobe Reader can open the document, you need to reset the security settings in Acrobat. In Acrobat, reset the security settings by clicking the File menu, and then clicking Properties, or by pressing Ctrl+D. In the Document Properties window, click the Security tab. In the Security tab, click Change Settings. The Password Settings Security window appears. You can change the encryption compatibility setting in the Compatibility drop-down list to Acrobat 6.0 and later or to Acrobat X and later. You also can limit the user s ability to edit and print the document by selecting the Restrict printing and editing of the document check box. After you select this check box, type the password in the Permissions password text box. When the viewer tries to print or edit the PDF file, the user must enter the password you typed in the Change Permissions Password text box. The user will have limited abilities to print and edit the file, and that access is determined by the settings you select in the following two drop-down list boxes and three check boxes underneath the Change Permissions Password text box: Printing Allowed: You can select from Not Allowed (the default selection), or allow the user to print the file in low resolution only or high resolution. If you don t want anyone to distribute your document in hard copy form, leave Not Allowed selected. Changes Allowed: You can have the user make no changes (the default selection), insert, delete, and rotate pages only; only fill in forms and sign documents; fill in forms, sign documents, and add comments; or make any change except extract pages from the PDF file. By default, the Enable copying of text, images, and other contents check box is selected so the user can copy text, images, and any other contents in your PDF file. The user can copy and paste the text, images, and other contents from your PDF file to another application (like Excel), so if you don t want your ideas to get out of your control in another format, clear this check box. By default, the Enable text access for screen reader devices for the visually impaired check box is selected so visually impaired readers can read your PDF file using a screen reader device. Disable this functionality by clearing the check box. PDF Handbook for Office

44 Chapter 3: Changing Acrobat Settings Select the Enable plaintext metadata check box so a search engine on the Web can read the metadata (such as the author s name) within the PDF file if you have that file stored on a website. This makes your PDF file easier for people to find online. Close the window and implement your changes by clicking OK. If you want to discard your changes and restore all your default settings without closing the window, click Restore Defaults. Close the window and discard all the changes you made by clicking Cancel. The PowerPoint PDFMaker Window If you have a PowerPoint presentation that you want to convert to a PDF file and share with others directly from within PowerPoint, you can convert the presentation from the Acrobat ribbon as described in the Open the Acrobat PDF Window section on page 25. Converting your PowerPoint presentation to PDF can be a viable option for providing your content to people who either have an older version of PowerPoint and/or don t have PowerPoint installed on their computers. Before you can set your PDF file settings and security features in the Acrobat window so you can meet the needs and expectations of your viewers. (See my comments at the beginning of this chapter about contacting your recipients to find out what their desired PDF file settings are, if any.) Two tabs appear at the top of the Acrobat window: Settings: Sets PDF file and Acrobat application settings. (See the Settings Tab section below.) Security: Sets encryption levels and permission information for the PDF file you create. (See page 43.) The Settings window displays by default. Settings Tab The Settings tab contains two areas: PDFMaker Settings and Application Settings as shown in Figure 3-10 on the next page. You can set PDF file settings for reliable printing and viewing of your PDF documents. 38 PDF Handbook for Office 365

45 Chapter 3: Changing Acrobat Settings Figure Acrobat Window Settings tab in PowerPoint As mentioned early on in this chapter, your PDF file settings will depend largely on what the recipients of your PDF file expect to see on the screen, and/or if they need any specific settings to obtain the required output. For example, you may need to produce a PDF file with the smallest file size possible for a reader who has limited file space available on his laptop or mobile device. The Conversion Settings list appears at the top of the PDFMaker Settings area. This list contains nine options for converting your PowerPoint file to a PDF file: A high-quality print file. A PDF file to fit on oversized pages. PDF Handbook for Office

46 Chapter 3: Changing Acrobat Settings Four ISO-standard PDF formats in both PDF/A format for archiving documents and PDF/X format so all fonts and graphics in a PDF file appear the same in a PDF file when you share it with others. A press-quality file. The smallest possible file. The Standard PDF file format that s the default conversion type. You should consult with your reader to determine what sort of PDF file she requires, if any. If your reader doesn t know or doesn t care, then use the Standard conversion type. Three check boxes appear below the Conversion list: View Adobe PDF result: Acrobat will open and display the PDF file after you generate it. This lets you view your PDF file to ensure that it looks good to you before you send it to someone else. If the file is unacceptable, you can tweak the settings and re-generate the file. Prompt for Adobe PDF file name: Acrobat will ask you for the name of the PDF file when you generate it. If this check box is not checked, Acrobat will use the name of the PowerPoint file for the PDF file. Convert Document Information: Acrobat will convert all PowerPoint document property fields into PDF document property fields. If you have any information in your PowerPoint Document Properties window (such as title, chapter, author, etc.) and you want people to read this information, but don t want to re-type the information in the Acrobat window, keep this check box selected. Acrobat selects these check boxes by default. Deactivate each check box by selecting it. Tip Add document information into your PowerPoint file by clicking the File menu, and then clicking Properties. After Acrobat generates the PDF document, you can view the document properties in Acrobat by clicking the File menu, and then clicking Document Properties, or by pressing Ctrl+D. The Document Properties window appears. This window allows you to add more document information, such as a copyright notice, in the Document Properties window by clicking Additional Metadata. If you re creating a PDF/A document for archiving the document per ISO standards, you can select the compliance format in the PDF/A Compliance dropdown list that appears below the Convert Document Information check box. 40 PDF Handbook for Office 365

47 Chapter 3: Changing Acrobat Settings Click the down arrow to the left of the None box to view all the options and select one from the list. Change Advanced Settings You can set advanced PDF settings for your selected conversion type by clicking Advanced Settings. After you click Advanced Settings, the Adobe PDF Settings window appears as shown in Figure Figure Adobe PDF Settings window The Adobe PDF Settings window displays the conversion type you currently have selected in the title bar. Under the title bar, a folder tree list in the left pane and options for the selected tree entry in the right pane. These options let you tweak your PDF file as much as necessary in case you need to meet your recipients specific needs. Note that if you want to view PDF settings for all conversion types, select the Show All Settings check box that appears below the folder tree list. PDF Handbook for Office

48 Chapter 3: Changing Acrobat Settings The right pane displays the General folder options by default. The six options in the folder tree include: General: Sets the PDF file compatibility and file resolution for some or all pages in the PDF file, optimization features, and the page size. For example, use this window to convert the PDF file for an older version of Adobe Reader so your reader can open and view the PDF file. Images: Sets image settings for color, grayscale, and monochrome images. Fonts: Sets font embedding settings in the PDF file. Color: Sets color settings and color conversion policies, such as to CMYK (Cyan, Magenta, Yellow, and black), which are the colors in the standard four-color printing process) if a printer requires CMYK color settings to properly print the file. Advanced: Sets advanced PDF file settings and document structuring conventions, such as PostScript settings. Standards: Sets document standards reporting and compliance. For example, if the PDF file doesn t contain specific information that the reader and/or printer is looking for in the file, you can have Acrobat report the error or cancel the job. We don t go into the specifics of Adobe PDF settings in this book, because that information would fill up another book! If you want some immediate help instead of looking for another book about PDF settings, click Help. When you finish changing the PDF settings, click OK. Note If you want to save your settings as a new conversion, type click Save As and then type the name of the new conversion type. If you re just browsing and want to return to the Acrobat window without making any changes, click Cancel. Change Application Settings Now that you re back in the Acrobat window, look at the Application Settings area that you saw in Figure This area contains eight check boxes: Attach source file: Embeds the PowerPoint source file in the PDF file as a file attachment. This check box is not selected by default, which means that you won t attach the PowerPoint file with the PDF attachment. If you want your recipients to view the PowerPoint file with the PDF file so they can update the PowerPoint file based on what the PDF file looks like, select this check box. However, you may not want to do this unless you have strict version control of your PowerPoint document, because you probably don t want to manage several different copies of the same document, all with different changes. 42 PDF Handbook for Office 365

49 Chapter 3: Changing Acrobat Settings Create Bookmarks: Adds headings and/or styles in the PowerPoint file as bookmarks in the PDF file. Bookmarks allow your document viewers to jump to specific locations in your PDF document, just by clicking on the bookmark name in the Acrobat (or Adobe Reader) window s Bookmark pane. Add Links: Attaches hyperlinks in the PDF file to text tagged with hyperlinks in the PowerPoint file. This option provides the same hyperlink capabilities in the PDF file as with the PowerPoint file, so your viewer can access a hyperlink in your PDF file by clicking on it. Enable Accessibility and Reflow with tagged Adobe PDF: Embeds tags in the PDF file that enables accessibility and reflow capabilities. This is especially important if your audience has special needs (such as the need to view large print on the screen). Acrobat will add all accessibility tags, and if the viewer accesses those tags, Acrobat reflows the text in the PDF file automatically. Convert Multimedia: Converts all multimedia files to PDF multimedia, so you can view the slideshow s multimedia elements in the PDF file as they appear in the PowerPoint presentation. Preserve Slide Transitions: Maintains all slide transitions in the PDF file, so when you move from page to page in the PDF file, one page transitions to the next using the transitions set for that slide in the PowerPoint file. Convert hidden slides to PDF pages: Converts all hidden slides to PDF pages, so users who view the PDF file will view all the hidden slides from your PowerPoint presentation. Showing hidden slides can give your viewers a more complete version of your presentation. Convert Speaker Notes: Converts all PowerPoint speaker notes to notes in the PDF file. This will let all the viewers of the PDF file see the same notes you see in the PowerPoint file so everyone s on the same page (pun unintended). Security Tab You might want only specific users to view your document, and you may also want to restrict your recipients from printing and editing the document unless they have a password to do so. These security features are especially important if you don t want your document to fall into the wrong hands, or if you want to maintain version control of your document. You can determine how users access your PDF file in the Security tab shown in Figure 3-12 on the next page. PDF Handbook for Office

50 Chapter 3: Changing Acrobat Settings Figure The Security tab. At the top of the Security tab, you can require users to enter a password before they can view the PDF file by selecting the Require a password to open the document check box. After you select this check box, type the password in the Document open password text box. After you generate the PDF file and your viewer opens the file in Acrobat (or Adobe Reader), the Password dialog box appears that prompts the viewer to enter the password. 44 PDF Handbook for Office 365

51 Chapter 3: Changing Acrobat Settings Tip The standard encryption compatibility setting for all PDF documents generated in the Security tab is compatible with users running Acrobat (or Adobe Reader) 7.0 or later. That is, people using Acrobat or Adobe Reader 7.0 or later can enter the password and open the document. If you want to change the encryption settings so people with older or newer versions of Acrobat and/or Adobe Reader can open the document, you need to reset the security settings in Acrobat. In Acrobat, reset the security settings by clicking the File menu, and then clicking Properties, or by pressing Ctrl+D. In the Document Properties window, click the Security tab. In the Security tab, click Change Settings. The Password Settings Security window appears. You can change the encryption compatibility setting in the Compatibility drop-down list to Acrobat 6.0 and later or to Acrobat X and later. You also can limit the user s ability to edit and print the document by selecting the Restrict printing and editing of the document check box. After you select this check box, type the password in the Permissions password text box. When the viewer tries to print or edit the PDF file, the user must enter the password you typed in the Permissions password text box. The user will have limited abilities to print and edit the file, and that access is determined by the settings you select in the following two lists and three check boxes underneath the Change Permissions Password text box: Printing Allowed: You can select from Not Allowed (the default selection), or allow the user to print the file in low resolution only or high resolution. If you don t want anyone to distribute your document in hard copy form, leave Not Allowed selected. Changes Allowed: You can have the user make no changes (the default selection), insert, delete, and rotate pages only; only fill in forms and sign documents; fill in forms, sign documents, and add comments; or make any change except extract pages from the PDF file. Select the Enable copying of text, images, and other contents check box to let the user copy text, images, and any other contents in your PDF file. You can copy and paste the text, images, and other contents from your PDF file to another application (like PowerPoint), so if you don t want your ideas to get out of your control in another format, keep this check box unselected. Select the Enable text access for screen reader devices for the visually impaired check box so visually impaired readers can read your PDF file using a screen reader device. PDF Handbook for Office

52 Chapter 3: Changing Acrobat Settings Select the Enable plaintext metadata check box so a search engine on the Web can read the metadata (such as the author s name) within the PDF file if you have that file stored on a website. This makes your PDF file easier for people to find online. Close the window and implement your changes by clicking OK. If you want to discard your changes and restore all your default settings without closing the window, click Restore Defaults. Close the window and discard all the changes you made by clicking Cancel. 46 PDF Handbook for Office 365

53 Chapter 4 Producing a PDF File from Office Now it s time to produce a PDF file from your Office application and get your PDF file out to your intended recipients. We ll start with Microsoft Publisher because PDFMaker isn t available for Publisher, so the instructions are different than the instructions for Word, Excel, and PowerPoint. Creating a PDF File in Publisher In Publisher, you can create a PDF file by exporting your Publisher file to a PDF file. Here s how to do it: 1. Click the File option in the menu bar. 2. In the Info window, click Export in the left-side menu bar. 3. Click the Create PDF/XPS button shown in Figure 4-1. Figure 4-1. The Create PDF/XPS button appears in the Create a PDF/XPS Document section. 4. In the Publish as PDF or XPS window, navigate to the folder where you want to save the file and then click Publish. Acrobat DC opens automatically as you see in Figure 4-2 so you can view the PDF file, add comments, make changes, and send the file to others. PDF Handbook for Office

54 Chapter 4: Producing a PDF File from Office Figure 4-2. The Acrobat DC window shows the document you exported to PDF format. Note This book doesn t discuss how to use Acrobat DC, but a good companion book to consider is Adobe Acrobat DC Classroom in a Book by Lisa Fridsma and Brie Gyncild that you can read about and purchase on Amazon.com. Converting to PDF in Word, Excel, and PowerPoint As you remember from Chapter 2, when Acrobat installed PDFMaker it installed the Acrobat ribbon. You will see as many as eight icons in the Acrobat ribbon: Create PDF: Converts your open document to a PDF file. Preferences: Set Acrobat preferences as you learned about in Chapter 3. Create and Attach to Converts your open document to a PDF file, and then sends the file via automatically to the address you specify. Mail Merge: Converts your open document to a PDF file and then sends the file via automatically to addresses in a mail merge template. This feature is only available in Word. 48 PDF Handbook for Office 365

55 Chapter 4: Producing a PDF File from Office Create and Send for Shared Commenting: Converts your open document to a PDF file and then sends the file via automatically to network users and/or addresses you specify. Acrobat Comments: Imports comments from an Adobe PDF file into the current document. This feature is only available in Word. Create PDF and Run Action: Converts your open document to a PDF file and then performs an action you specify, such as optimizing your PDF file for both the Web and mobile devices. Embed Flash: Select a Flash (now called Adobe Animate) multimedia file and embed it within your generated PDF file. This feature is only available in Word and PowerPoint. This book covers the three most common PDFMaker tasks for Word, Excel, and PowerPoint: creating a PDF file, creating and attaching a PDF file to , and creating and sending a PDF file for shared commenting. Convert to Adobe PDF To convert the open document to a PDF file: 1. Click the Create PDF icon as described on the previous page. The Save Adobe PDF File As dialog box appears as shown in Figure 4-3. Figure 4-3. The Save Adobe PDF File As dialog box. PDF Handbook for Office

56 Chapter 4: Producing a PDF File from Office If you must save the file first, a dialog box appears and asks if you want Acrobat to save the file and continue. If you click No, Acrobat will not create the file. If you click Yes and you haven t specified a name for your document, the Save As dialog box appears so you can enter the file name and location. 2. Navigate to the folder you want to save the PDF file in, if necessary. Type the PDF file name in the File name text box. 3. Click Save. The Acrobat PDFMaker dialog box appears and displays the progress of the PDF file creation as shown in Figure 4-4. Figure 4-4. The Acrobat PDFMaker dialog box. You can cancel the PDF creation by clicking Cancel. If you want more details about the conversion process, click Show Details. If you have your PDFMaker settings configured to automatically open your newly-generated PDF file in Acrobat, then Acrobat starts automatically and displays your PDF file. Acrobat converts your file in the page format specified in your file or document. For example, if you convert a landscape page document in Word to PDF, Acrobat generates the PDF file in landscape page format. File Creation Issues If the file name already exists in the folder, the Save Adobe PDF File As dialog box appears and asks if you want to replace the file. Click Yes to overwrite the old file. If your PDF file is already open in Acrobat, a dialog box tells you that Acrobat cannot create the PDF file. In this case, close the open PDF file in Acrobat, return to the dialog box, and then click Retry to continue. Excel Conversion Notes Acrobat will split your worksheet cells into pages based on your current page settings as you would with any printer. If you want all cells in your worksheet to print on one page, change Excel s page setup settings. You can print all pages of your Excel worksheet to a PDF file from the Adobe PDF Settings menu by 50 PDF Handbook for Office 365

57 Chapter 4: Producing a PDF File from Office clicking Entire Workbook. Acrobat splits all cells in all worksheets based on your current page settings. If your print area is an area other than the entire sheet, then after you click the Convert to Adobe PDF button, a dialog box appears informing you that Acrobat cannot create tags, bookmarks, comments, and links for the worksheets. Proceed by clicking Yes. If you need any of these PDF features, then click No, and then fix your page settings in the Excel Page Setup window before you attempt to convert the Excel file to a PDF file. Convert to Adobe PDF and If you re going to convert an Office document and it to one or more people, you don t need to switch between Acrobat and your program to get it done Acrobat provides a button in your Office application so you can e- mail your converted PDF file automatically! Click the Create and Attach to icon to your PDF file to someone after you convert your Office document to a PDF file. Acrobat converts the PDF file as it does in the Convert to Adobe PDF section in this chapter, with one exception. When Acrobat finishes converting the document, it does not launch Acrobat and display the PDF file. Instead, Acrobat opens a new message window with the PDF file attached to the message as shown in Figure 4-5 on the next page. You can then address, compose, and send your message. PDF Handbook for Office

58 Chapter 4: Producing a PDF File from Office Figure 4-5. The new message with the PDF file attached. Tip You can view the attached PDF file in Acrobat by right-clicking on the PDF file and then clicking Open. Convert to Adobe PDF for Shared Commenting Acrobat also makes it easy to not only convert a PDF file, but also to take you step by step through specifying the people you want to send the file to from your address book, provide you with instructions to include in an message, and then send that message automatically. No fuss, no muss. Click the Create and Send for Shared Commenting icon to your PDF file to someone after you convert your Office document to a PDF file. Acrobat converts the PDF file as it does in the Convert to Adobe PDF section in this chapter. 52 PDF Handbook for Office 365

59 Chapter 4: Producing a PDF File from Office After Acrobat converts your document, spreadsheet, or slideshow, the Acrobat DC window opens and then opens the Send for Shared Commenting window shown in Figure 4-6. Figure 4-6. The first page in the Send for Shared Commenting window. This window asks how you want to collect comments from reviewers. The dropdown list box default selection is Automatically collect comments on my own internal server. If you're connected to another server, then click the down arrow at the right side of the list box to select your server in the drop-down list. Otherwise, you won't see any other options. Click Next. PDF Handbook for Office

60 Chapter 4: Producing a PDF File from Office Now the second page within the window (see Figure 4-7) asks if you want to save the file to your network folder, a Microsoft SharePoint subsite, or a Web server folder. Figure 4-7. After you specify the network folder, the Next button becomes active. Browse to the folder where you want to host your shared PDF file by clicking the Browse button and then selecting the folder in the Browse For Folder window. After you select the folder, the path to the folder appears in the box to the left of the Browse button. Click Next. In the third page, you can send your shared PDF file through Acrobat DC, which is the default option, or you can save the file on your computer to send when 54 PDF Handbook for Office 365

61 Chapter 4: Producing a PDF File from Office you want. By default, the PDF file will be sent as an attachment to the message, but you can have the file appear as a link that the recipient can click on to download the file. Click Next. In the fourth page, you can provide a different name for the server profile if you don't want the default name. Click Next. In the fifth page, you can enter your identification information for all reviewers. Your address and name are added by default, but you can change these if you want. You can also add your title and organization name if you want. When you're done, click Next. Now you ve arrived at the final page where you can select the names of the people in your Windows address book by clicking the To button as shown in Figure 4-8. Then you can select names in the Address Book window, and the names you add appear in the To box to the right of the To button. Figure 4-8. The To button appears in the upper-left area of the window. PDF Handbook for Office

62 Chapter 4: Producing a PDF File from Office You can also select people to whom you want to copy the message by clicking the Cc button and then selecting the names in the Address Book window. After you add the names, they appear in the Cc box. The default subject and message appear in the Subject and Message text boxes, but you can edit these to your liking. Under the Message box, you see the review deadline given to reviewers, which is two weeks from the date you send the message. If you want a different deadline, click the Review Deadline link and then change the deadline date and time in the Change Review Deadline window. After you add the recipient names, click the Send button. After a few seconds, the Send window appears so you can use your default application to send the message or you can send with Webmail. Click Continue to send the message. The Outgoing Message Notification dialog box tells you the message has been sent; click OK to complete the process. In Acrobat, you'll see a yellow bar above your document that contains your review instructions and lets you perform certain tasks such as check for new reviewer comments. 56 PDF Handbook for Office 365

63 Chapter 5 Printing a PDF File When you install Acrobat Standard or Professional, Acrobat automatically installs the Adobe PDF print driver onto your computer so you can print out your documents directly to a PDF file. Acrobat installs the PDF print driver automatically so you can print a file from any Windows application directly to a PDF file. However, since we re using Acrobat s PDFMaker tool to create PDF files from within Office, what s the advantage of printing to a file using the PDF print driver over creating a file directly from the Adobe PDF menu in an Office application? Greater control. For example, when you set the PDF print driver properties, you can set the PostScript properties so the PostScript properties appear exactly as your recipient wants them. If you have one or more recipients who have precise requirements, the ability to tweak PostScript and other print settings is valuable. Note that the free Adobe Reader does not install the PDF printer driver when you install Reader. The PDF printer driver is only available with the Standard and Professional versions of Acrobat. Printing in Word, Excel, or PowerPoint Here s how to print to a PDF file in Word, Excel, and PowerPoint: 1. Click the File option in the menu bar. 2. Click Print in the left-side menu. 3. In the Printer section, click the down arrow to the right of the printer name that s selected by default. 4. Select the Adobe PDF printer option as shown in Figure 5-1 on the next page. PDF Handbook for Office

64 Chapter 5: Printing a PDF File Figure 5-1. The Adobe PDF printer appears in the printer drop-down list. 5. Under the highlighted Adobe PDF printer name as shown in Figure 5-2, click the Printer Properties link. Figure 5-2. The Printer Properties link appears just below the highlighted printer. 58 PDF Handbook for Office 365

65 Chapter 5: Printing a PDF File 6. In the Adobe PDF Document Properties window that appears (see Figure 5-3 below), select the default setting profile by clicking the down arrow button to the right of the Default Settings box and then select from one of the nine default settings from the list: a. A high-quality print file. b. A PDF file to fit on oversized pages. c. Four ISO-standard PDF formats in both PDF/A format for archiving documents and PDF/X format so all fonts and graphics in a PDF file appear the same in a PDF file when you share it with others. d. A press-quality file. e. The smallest possible file. f. The Standard PDF file format that s the default conversion type. Figure 5-3. The Adobe PDF Settings tab is selected by default so you can change PDF settings. 7. Change your default settings profile by clicking the Edit button to the right of the Default Settings box and then making your changes in the Adobe PDF Settings window as described in Chapter 3. PDF Handbook for Office

66 Chapter 5: Printing a PDF File 8. Select the PDF security level by clicking the down arrow button to the right of the Adobe PDF Security box and then selecting a level in the list. 9. Change your security profile by clicking the Edit button to the right of the Adobe PDF Security box and then making your changes in the Security window as described in Chapter Select the PDF output folder by clicking the down arrow button to the right of the Adobe PDF Output Folder box and then select the folder in the list. 11. If you for the output folder you want, click the Browse button to the right of the Adobe PDF Output Folder box and then navigate to the folder in the Browse for Folder window. Tip If you don t feel strongly about saving your PDF documents in a specific folder, Acrobat makes it easy for you to save the generated PDF document with the same name as your Office document in your My Documents folder. All you do is select My Documents\*.pdf in the Adobe PDF Output Folder list. 12. Select the page size for the PDF document by clicking the down arrow button to the right of the Adobe PDF Page Size box and then selecting the size in the list. 13. If your PDF file paper size is unusual, add a custom paper size by clicking Add to the right of the Adobe PDF Page Size box and then specify the dimensions of your document pages. Note that your PDF page size needs to match the document page dimensions in the file. 14. Select or clear one of the following check boxes: a. View Adobe PDF results: After the PDF print driver creates the PDF file, Acrobat opens automatically and displays the generated PDF file. This check box is selected by default. b. Add document information: The PDF driver will convert all Word document property fields into PDF document property fields, so you won t have to retype document information in Acrobat. This check box is selected by default. c. Rely on system fonts only; do not use document fonts: The PDF driver will not embed fonts in the generated PDF file. This check box is selected by default. You should embed fonts when one or more of the following criteria apply: i. When the document is being used to proofread the document for its final appearance or you want the document to appear exactly like the original. ii. When the document includes text that must be a certain font, such as part of a logo or other graphic. iii. When the font includes decorative symbols, such as Webdings and Wingdings. 60 PDF Handbook for Office 365

67 Chapter 5: Printing a PDF File iv. When you re sending your document to a service bureau for printing. In sum, you ll want to click this check box to deselect it most of the time. The only times you may want to not embed fonts is if you re proofreading the document text only instead of its appearance, and/or if you want to make your PDF file as small as possible. d. Delete log files for successful jobs: The PDF driver will automatically delete log files if it successfully generates the PDF file. This check box is selected by default. If you want to see the log file for the PDF file you created, click the check box to deselect it. e. Ask to Replace existing PDF file: If you select this check box, Acrobat will ask if you want to replace the file if it finds a PDF file with the same name already exists. 15. Select the page layout by clicking the Layout tab. The Layout tab appears, as shown in Figure 5-4. Figure 5-4. The Layout tab. As with any other print job, click the down arrow to the right of the highlighted Portrait box and then select from Portrait (the default), PDF Handbook for Office

68 Chapter 5: Printing a PDF File Landscape, and Rotated Landscape orientations. As with page dimensions, the orientation you specify must be the same as your document, just as if you were to print the document to a hardware printer. You also can select how many pages will print on one sheet of paper. 16. Select the paper type by clicking the Paper/Quality tab. The Paper/Quality tab appears (see Figure 5-5). Figure 5-5. The Paper/Quality tab. By default, the PDF driver automatically selects the paper source, and the color is full color, not black and white. Unless you want your PDF file to appear in black and white, you don t need to make any changes in this tab. 62 PDF Handbook for Office 365

69 Chapter 5: Printing a PDF File Printing in Publisher Tip If you have a reader, such as a printer, that needs more exact PDF settings to match their output devices, click Advanced. The Advanced Options window appears so you can change settings including the print resolution and PostScript settings. 17. Click OK. 18. Set the page specifications, if necessary, in the Print window as you would with any other print job. Preview the page by clicking Preview. 19. Click OK. After the PDF print driver generates the PDF file, Acrobat opens and displays the generated PDF file. If you re not happy with the results of the PDF export feature in Publisher that you learned about in Chapter 4, Adobe also installs a PDF print driver with Acrobat so you can print to PDF format. Here s how to print a Publisher file to PDF format: 1. Click the File option in the menu bar. 2. In the Info window, click Print in the left-side menu bar. 3. In the Printer section, click the down arrow to the right of the printer name that s selected by default. 4. Select the Adobe PDF printer option as shown in Figure 5-6 on the next page. PDF Handbook for Office

70 Chapter 5: Printing a PDF File Figure 5-6. The Adobe PDF printer is highlighted in the drop-down list. 5. Click the Print button shown in Figure 5-6 above. 6. In the Save PDF File window, navigate to the folder where you want to print the file and then click Save. After a few seconds, you ll see a notification in the lower-right corner of your screen that says the Publisher document has been printed in PDF and you ll also see the open Acrobat DC icon blinking in the taskbar. Click on the icon to open Acrobat DC and view the printed PDF document. 64 PDF Handbook for Office 365

71 Chapter 6 Updating Your PDF File in Acrobat If you don t want to fool with the conversion settings in Acrobat, you can update your file in the Acrobat DC program itself. Start by launching Acrobat either from your desktop or from the Start menu. In the Acrobat DC window, here s how to access the Options menu so you can update your PDF file: 1. Click the View menu option. 2. Move the mouse pointer over Show/Hide in the menu. 3. In the sub-menu that appears to the right of the menu, move the mouse pointer over Navigation Panes. 4. In the sub-sub-menu that appears to the right of the sub-menu, click Show Navigation Pane shown in Figure 6-1. Figure 6-1. The Show Navigation Pane option in the sub-sub-menu. Tip You can also open the Navigation pane by pressing F4 on your keyboard. PDF Handbook for Office

72 Chapter 6: Updating Your PDF File in Acrobat The Navigation pane appears on the left side of the screen. Now open the Options menu by clicking on the Options menu icon (see Figure 6-2). Figure 6-2. The Document menu appears underneath the Options menu icon. Deleting Pages Acrobat prints the entire document, so you might want to delete one or more pages. In the Options menu, click Delete Pages or press Shift+Ctrl+D. The Delete Pages dialog box appears, as shown in Figure 6-3. Figure 6-3. The Delete Pages dialog box. 66 PDF Handbook for Office 365

73 Chapter 6: Updating Your PDF File in Acrobat Cropping Pages If you have already selected pages to delete in the PDF file, click Selected. If you want to delete specific pages from the PDF, click From, and then enter the starting and ending page numbers to delete in the From text boxes. You can t delete several blocks of pages at once you must delete each block one at a time. You re also deleting the pages in the PDF file noted in the page count at the bottom of the Acrobat window not the page number listed on your document (if you have one). Click OK to delete the pages. Acrobat doesn t crop pages automatically when it converts the document to a PDF file, so you may need to do this in Acrobat to make your PDF document page size match the size of your original document. In the Options menu, click Crop Pages or press Shift+Ctrl+T. The Set Page Boxes dialog box appears (see Figure 6-4). Figure 6-4. The Set Page Boxes dialog box. PDF Handbook for Office

74 Chapter 6: Updating Your PDF File in Acrobat The page you want to crop appears in the sample area in the upper-right corner of the window. Change the page boundaries in the Margin Controls area. For example, if you want to crop the top of the page by 1 inch, type 1 in the Top text box. The new page boundary appears as a black line at the top of the sample page. As you change margins, black lines appear in the sample area denoting the new page boundaries. As you change margins, the page boundaries change in the sample. Inserting Pages Tip If you want to crop all the sizes by the same amount, select the Constrain Proportions check box, and then type the crop size in the Top text box. The other text boxes in the Margin Controls area all change to the crop size and the black lines in the sample area change accordingly. For example, if you type 1 in the Top text box, the other text boxes for the bottom, left, and right sides of the page are also cropped by one inch. Change the page size in the Change Page Size area. You can select from a fixed size or resize the page to a custom size. Select the page range to apply the cropping to in the Page Range area. The default is the currently selected page. After you finish specifying cropping parameters, click OK. Acrobat crops the page per your specifications. Undo the crop by clicking the Edit menu option and then clicking Undo in the menu. You may need to insert pages from another document. This is important if you want to merge information from more than one file such as creating a composite report from several different people in your group, or if you don t want to send your recipient(s) more than one PDF file. In the Options menu, click Insert Pages or press Shift+Ctrl+I. The Select File to Insert dialog box appears as shown in Figure 6-5 on the next page. 68 PDF Handbook for Office 365

75 Chapter 6: Updating Your PDF File in Acrobat Figure 6-5. The Select File to Insert dialog box. Navigate to the folder and PDF file you want to insert, and then click Open. The Insert Pages dialog box appears (see Figure 6-6). Figure 6-6. The Insert Pages dialog box. PDF Handbook for Office

76 Chapter 6: Updating Your PDF File in Acrobat Extracting Pages Determine where you want the PDF file to appear before a page or after a page by clicking the down arrow to the right of the Location box and then selecting the location from the drop-down list. In the Page area, determine if you want the file to appear before or after the first page, the last page, or a specific page. The default selection is the currently viewed page. After you specify the pages to insert, click OK. If you want to delete, crop, or perform any other function with the newly added pages, you need to make those changes separately. You might want to extract only certain pages that you feel aren t important for your readers, and either delete those pages from the document or save the extracted pages as a separate PDF file to distribute to others. In the Options menu, click Extract Pages. The Extract Pages dialog box appears as you see in Figure 6-7. Figure 6-7. The Extract Pages dialog box. Select the page range you want to delete in the From and To text boxes. The default range is the current page in the example shown in Figure 6-7, the range is pages 1 to 1. You can delete pages from the PDF file after you extract them by selecting the Delete Pages After Extracting check box. You can save the extracted pages to a separate file by selecting the Extract Pages As Separate Files check box. When you re done, click OK. A new Acrobat window opens with the words Pages from before your document title, and displays the extracted pages in a new PDF document. 70 PDF Handbook for Office 365

77 Chapter 6: Updating Your PDF File in Acrobat Rotating Pages If you want to save these extracted pages, you must save the PDF file in which the pages appear. If one or more of your PDF document pages needs to be rotated (for example, for a landscape page to hold a chart), you can rotate a page in Acrobat. In the Options menu, click Rotate Pages or press Shift+Ctrl+R. The Rotate Pages dialog box appears as you see in Figure 6-8. Figure 6-8. The Rotate Pages dialog box. Select the direction to rotate the page(s) by clicking the down arrow to the right of the Direction box and then selecting the direction in the drop-down list. Select the page range in the Page Range area. The default is to rotate all pages. You can rotate specific pages, such as those pages that are in portrait layout, by clicking Pages and then specifying the pages to rotate in the From and To boxes. Tip You can also rotate specific groups of pages, such as even pages and/or odd pages, as well as landscape and/or portrait pages, in the Rotate lists. For example, you can rotate landscape pages to portrait orientation so you can print all the pages in the document to your printer in portrait orientation. PDF Handbook for Office

78 Chapter 6: Updating Your PDF File in Acrobat Replacing Pages Click OK to rotate the pages. Acrobat DC displays the pages you rotated in the direction you specified. Undo the rotation by clicking the Edit menu option and then clicking Undo in the menu. You may need to replace pages with other pages from another PDF file, or you might want to print just a specific page from Word and replace it instead of creating an entirely new PDF file. In the Options menu, click Replace Pages. The Select File with New Pages dialog box appears (see Figure 6-9). Figure 6-9. The Select File with New Pages dialog box. Navigate to the folder and PDF file you want to select, and then click Open. The Replace Pages dialog box appears as shown in Figure 6-10 on the next page. 72 PDF Handbook for Office 365

79 Chapter 6: Updating Your PDF File in Acrobat Figure The Replace Pages dialog box. Type the pages you want to replace in the Replace Pages text boxes. The default is the currently selected page. Select the number of pages in the replacement PDF file to replace in the current PDF file in the With Pages text box. For example, if your replacement file has 4 pages and you want to replace one page in your current PDF document with all 4 pages in the replacement PDF file, Acrobat will replace that page with all 4 pages from the replacement PDF file. Click OK. Acrobat replaces the page(s) with one or more replacement pages. You can only determine how many pages in the replacement PDF file to add; you must make other edits separately. Adding Document Properties If you want to add more document properties, you can make changes on the File menu by clicking Document Properties, or by pressing Ctrl+D. The Document Properties window appears with the Security tab selected. Click the Description tab to add descriptive properties to your PDF file (see Figure 6-11 on the next page). PDF Handbook for Office

80 Chapter 6: Updating Your PDF File in Acrobat Figure The Description tab in the Document Properties window. You can add information about the title, author, subject, and keywords in the appropriate text boxes within this tab. If you want to add additional data, such as a copyright notice, click Additional Metadata. You also can make changes in how the viewer accesses and views the document in the other tabs. Click the Initial View tab. The Initial View tab appears as you see in Figure 6-12 on the next page. 74 PDF Handbook for Office 365

81 Chapter 6: Updating Your PDF File in Acrobat Figure The Initial View tab. You can determine what to show when the viewer opens the document in the Document Options area. For example, you can set the magnification level in the Magnification list. You can have Acrobat show a specific page when the viewer opens the PDF document. You also can change window and user interface options in the Window Options and User Interface Options sections, respectively, so your viewers don t have access to certain options. For example, you can hide the menu and toolbars in Acrobat viewer so the user won t be able to access any editing functions. When you re finished editing document properties, click OK. PDF Handbook for Office

82 Chapter 6: Updating Your PDF File in Acrobat 76 PDF Handbook for Office 365

83 Chapter 7 Converting PDF Files to Another Format You might want to just copy and paste certain elements so that someone else can read and comment on them. Or your readers might not be able to view your PDF file (or don t have Adobe Reader) and you need to convert the file to another format. Acrobat DC lets you copy and paste text and graphics in your PDF file to other applications, such as Word, by using copy and paste (OLE). You also can save your PDF files to several different formats including Word, text, and graphic files. Unfortunately, these options have drawbacks. For example, saving as text means you lose all the formatting, and if you save them as graphic files then Acrobat DC saves each page as a separate graphic file, which can become cumbersome. Copying and Pasting To cut and paste text in Acrobat DC: 1. Click the Selection Tool icon in the toolbar (it looks like a mouse arrow). You can hold down the mouse button and scroll down the page to select text on one or more pages, just as you would with a Word document. Tip After you select the text, you can display the Select Text button by clicking anywhere in the selected text. The Select Text button appears in the upper left-hand corner of the page you re on. When you move the mouse pointer over the button, a list of buttons appears. Click Copy to Clipboard to copy the text to the Windows clipboard. 2. Click the Edit menu option and then click Copy in the menu, or press Ctrl+C. 3. Switch to the application you want to paste the text into. 4. Paste the text into the application. In most Windows applications, that means you click the Edit menu option and then click Paste in the menu; you can also press Ctrl+V. PDF Handbook for Office

84 Chapter 7: Converting PDF Files to Another Format To copy and paste graphics: 1. Click the Selection Tool button in the toolbar. 2. Select the graphic you want to copy to the other application. The graphic appears with a black border and a gray interior. The Copy Image to Clipboard button appears in the upper left corner of the box. 3. Click the Copy Image to Clipboard button. 4. Switch to the application you want into which you want to paste the graphic. 5. Paste the graphic into the application. In most Windows applications, on the Edit menu, click Paste, or press Ctrl+V. Saving in a Different Format Save a file in a different format by clicking the File menu option and then clicking Save As in the menu, or press Shift+Ctrl+S. The Save As PDF dialog box appears, as you can see in Figure 7-1. Figure 7-1. The Save As dialog box. On the left side of the dialog box, you see four storage locations to which you can save your PDF file: Your local hard drive (called My Computer in Windows parlance); this is the default option. Adobe s Document Cloud online storage service. 78 PDF Handbook for Office 365

85 Chapter 7: Converting PDF Files to Another Format Adobe s Creative Cloud online storage service if you re using Acrobat as part of Creative Cloud. Another online storage service you can add; your options are Box, Dropbox, Microsoft OneDrive, and a Microsoft SharePoint site. If you save the PDF file to your computer, you can choose from one of the four most recent folders you visited by clicking on the folder name and then selecting the format for the file in the Save as PDF dialog box. If you don t see the folder you want, click Choose a Different Folder and then navigate to the folder within the Save as PDF dialog box. After you select the folder in the dialog box, you can save your PDF file in one of six format categories: PDF, PDF/A, PDF/E, PDF/X, and Optimized PDF One of four Microsoft Office file formats: Word (DOC) Word 2007 and later (DOCX) Excel 2007 and later (XLSX) PowerPoint 2007 and later (PPTX) Text: Plain text, accessible text, and rich text formats Web: HTML, XML 1.0, and XML Spreadsheet 2003 PostScript: Regular and encapsulated Graphic files: JPEG, JPEG2000, PNG, and TIFF formats Note Exported graphic files include Page x in the file name, where x is the page number in the PDF document. You also can set specific settings for your output so you can provide information the way your reader requires, or make it easier to spiff up the converted file before you send it. Set specific settings by clicking Settings. For example, if you save the file as a Word Document format file and then click Settings, the Save as DOCX Settings dialog box appears, as shown in Figure 7-2 on the next page. PDF Handbook for Office

86 Chapter 7: Converting PDF Files to Another Format Figure 7-2. The Save as DOCX Settings dialog box. You can perform tasks in the following four areas within this dialog box: Layout Settings: You can retain flowing text (the default selection) to make the text in your Word document flow naturally without consideration for layout. If you want the text in your Word document to match the layout in your PDF file, click Retain Page Layout. Comments Settings: This check box, which is checked by default, converts the notes in the PDF file to Word comments. Disable this function by clicking on the check box. Image Settings: This check box, which is also checked by default, exports each graphic file in your PDF document to a separate file so you can import each of those separate files into your Word document. Disable this feature by clicking on the check box. Text Recognition Settings: If your PDF document has any scanned text, then by default Acrobat DC will read the text and convert the text into Word format as well. You can set the language that is in that scanned text to ensure it s translated correctly by clicking Set Language. Disable the text recognition feature by clicking on the check box. Click OK to make the changes. You return to the Save As dialog box so you can save your file either with the same file name or with a different file name. 80 PDF Handbook for Office 365

87 Chapter 8 Automating Tasks with JavaScript If you ve dabbled in any programming for the Web, you probably know about JavaScript. JavaScript is a scripting language based on the Java programming language, and is usually found embedded in many Web pages because JavaScript provides greater functionality than plain old HTML and all modern Web browsers can read JavaScript scripts. It s clear that Adobe wants its users to write JavaScript scripts to automate PDF tasks, and there is a built-in JavaScript editor and debugger within the Standard and Professional versions of Acrobat DC. You can tie PDF actions to JavaScript scripts so the script will perform certain actions when you manipulate a PDF file. For example, when you save a file, a JavaScript script will run a program that uses data in the PDF file to calculate a formula. Writing a JavaScript script is useful for automating certain redundant tasks, and to make life easier for yourself and people who use your PDF file for certain tasks. You can access JavaScript in the JavaScript toolbar. Here s how to open it: 1. In the tab bar (it s right under the menu bar), click Tools. 2. Scroll down in the list of tools until you see JavaScript. 3. Click on the JavaScript icon. The JavaScript toolbar appears on the screen as you see in Figure 8-1 on the next page. PDF Handbook for Office

88 Chapter 8: Automating Tasks with JavaScript Figure 8-1. The JavaScript toolbar appears just above the document. Attach a JavaScript script to a specific action by clicking Document Actions in the JavaScript toolbar. The Document Actions window appears as shown in Figure 8-2. Figure 8-2. The Document Actions window. 82 PDF Handbook for Office 365

89 Chapter 8: Automating Tasks with JavaScript Select an action from the list and then add the JavaScript code by clicking Edit. The JavaScript Editor window appears, as shown in Figure 8-3. Figure 8-3. The JavaScript Editor window. You can type in your script code in the Create and Edit JavaScripts text box. Tip If you have a script that s longer than the length of the Create and Edit JavaScripts text box, you can go to a specific line in the script by clicking Go to. When you re finished typing your code, click OK. Your JavaScript code appears in the Execute this JavaScript text box at the bottom of the Document Actions window you saw in Figure 8-2. If your JavaScript script doesn t work, you can debug the script by clicking Debugger in the JavaScript toolbar. The JavaScript Debugger window appears (see Figure 8-4 on the next page). PDF Handbook for Office

90 Chapter 8: Automating Tasks with JavaScript Figure 8-4. The JavaScript Debugger window. The scripts appear in the Scripts box. View script code by clicking the down arrow to the right of the View box (which is Console by default) and then click Script in the list. View both the script and console by selecting Script and Console in the list. This chapter only discusses access to JavaScript functions in Acrobat DC. If you want more information about programming scripts in Acrobat, visit the Acrobat Development Center website at Tip A JavaScript tutorial (it s old but good) is available at the Planet PDF website at: 84 PDF Handbook for Office 365

91 Chapter 9 Troubleshooting PDF Creation There can be many reasons why Acrobat and/or PDFMaker won t create a PDF file, or has difficulty creating a proper PDF file, or won t print your PDF file. The most common problems with PDF files fall into these three categories. To solve your problem as quickly as possible so you can get back to work, this chapter discusses step-by-step remedies for fixing your PDF problems. The Adobe Support website also contains information about contacting Adobe directly and participating in Adobe user forums to get more feedback and solutions. This chapter categorizes problems into the following sections: Remedying Common Problems on page 85. Fixing Printing Issues on page 86. Relieving PDFMaker Woes on page 87. These sections contain step-by-step instructions for resolving problems, starting with the simplest solutions and working up to more complex solutions. These instructions come directly from the Adobe website. However, these instructions are truncated, some of them are combined, and some contain minor edits. Tip Are you still stumped after going through this chapter? Then visit the Adobe Support website for more information and solutions at: The Adobe Support website also contains information about contacting Adobe directly and participating in Adobe user forums to get more feedback and solutions. Remedying Common Problems 1. Make sure that your computer system meets the minimum requirements for Acrobat. 2. Install the latest-available version of Acrobat, which includes all Acrobat updates, if you have a live Internet connection. You can check for updates automatically in Acrobat by clicking the Help menu and then clicking Check for updates now. PDF Handbook for Office

92 Chapter 9: Troubleshooting PDF Creation 3. Install current Windows service packs and other updates. 4. Re-create the Acrobat preferences folder. a. Quit Acrobat. b. In Windows Explorer, go to Documents and Settings\ [username] \Application Data\Adobe\Acrobat\DC folder and move the Preferences folder to another location (for example, C:\Temp). Note that [username] is your Windows account name. c. Start Acrobat. Acrobat creates a new Preferences folder. 5. Run Acrobat while no other applications are running. 6. Check for problems with shortcuts and desktop icons. 7. Troubleshoot third-party plug-ins from the Acrobat plug-ins folder. 8. Run Windows in safe mode and then start Acrobat to see if it runs; if so, there may be a conflict with your Windows video driver. 9. Create a new user account that has administrative privileges, log in using that new account, and run Acrobat in that account. 10. Update the video card driver in Windows, if possible. 11. Verify that other device drivers are compatible with the version of Windows you re running. 12. Check for font problems. Reduce the number of active fonts by moving some fonts to a different folder. 13. View the system log to identify software conflicts. 14. Scan the system for viruses. Fixing Printing Issues 1. Print another PDF file, such as the first page of Acrobat Help. 2. Print another type of file (for example, a.txt file) from another application (such as Microsoft Word or WordPad). 3. Restart your computer, and then print a PDF file. 4. Turn off your printer for at least 15 seconds to flush its memory, and then turn it back on and print a PDF file 5. Print the PDF file from another computer. 6. Print a PDF file to another printer. 86 PDF Handbook for Office 365

93 Chapter 9: Troubleshooting PDF Creation Relieving PDFMaker Woes 1. Check Acrobat compatibility with Microsoft Office. 2. In Word, click the Adobe PDF menu, and then click Change Conversion Settings. 3. In the Conversion Settings list, select Smallest File Size. 4. Click the Word tab, and then deselect all options. 5. Click the Bookmarks tab, and then deselect all bookmark check boxes and options. 6. Click the Security tab, and then deselect all security check boxes and options. 7. Click OK. 8. Try to create a PDF file. 9. Enable only the Acrobat PDFMaker features the document uses. For example, if the document contains only the heading styles Heading 1 and Heading 2, disable the other heading styles in the Acrobat PDFMaker dialog box. 10. Switch to the Normal document view in Word, and then create the PDF file using Acrobat PDFMaker. 11. Re-create the Word document to eliminate any damage in it by doing one or more of the following: a. Copy and paste the content of the Word document into a new document, and then create the PDF file. b. Select all the text in the document, change its font, and then save the document with a new name. Word rewrites the document, which may eliminate whatever element is conflicting with Acrobat PDFMaker. After you save the document, you can reformat it in the desired font. c. If the document was created in a version of Word other than the version you use to create the PDF file, make a small change to the document, and then save it with a new name. This procedure forces Word to rewrite the document, possibly eliminating any elements that conflict with Acrobat PDFMaker. 12. Re-create any custom heading styles in the document, and then create the PDF file. 13. Identify conflicting elements in the document: a. Create a new Word document. b. Copy half of the original Word document into the new Word document. PDF Handbook for Office

94 Chapter 9: Troubleshooting PDF Creation c. Convert the new Word document to PDF using Acrobat PDFMaker as follows: i. If the problem recurs, a conflicting element exists in the new Word document. To further isolate the conflicting element, repeat steps 1-3, and copy half of the second Word document into another new Word document. ii. If the problem does not occur, a conflicting element exists in the original Word document. To further isolate the problem, repeat steps 1-3, and copy the other half of the original Word document into another new Word document. If both halves of the document convert correctly, close other programs that are running, including the Office application, and delete.tmp files (usually located in the Windows\Temp folder). 14. Remove both Acrobat and Office or the specific Office application (Word, PowerPoint, or Excel), then reinstall Office or the specific Office application, and then reinstall Acrobat. To remove Acrobat, use the Add/Remove Programs Control Panel. Tip For instructions on how to remove Office, see the Office documentation or visit the Microsoft Office support website at: If the Word document is protected, remove the protection. For instructions on how to remove the protection, see the Word documentation or visit the Microsoft Office support website at: Check to see if there are any other macros in the document that are conflicting with PDFMaker. If possible, deactivate or remove the macros from the document and try regenerating the PDF file. You may have to close the Office application and restart it before you can regenerate the PDF file successfully. 17. Troubleshoot the Microsoft Office application you re using to determine if there is a problem with the application. Visit the Microsoft Office support website at 88 PDF Handbook for Office 365

95 Chapter 10 Optimizing PDF File Creation Using Bookmarks This chapter shows you how to adapt best practices for PDF creation. These best practices will help you optimize your PDF documents so they re as small as possible, as well as optimize the usability of your PDF documents. Optimizing your PDF documents for distribution makes you and your organization look good. These best practices come from the Planet PDF and MicroType websites. You can find more information about these sites and other PDF and Acrobat resources in Appendix A on page 99. Your PDF document should be easy for users to find information. Acrobat lets you add and modify bookmarks so the reader can jump to a point in your document by clicking the appropriate bookmark in the Bookmarks list, as shown in the next figure. Figure The Bookmarks tab. PDF Handbook for Office

96 Chapter 10: Optimizing PDF File Creation I don t want to pressure you into thinking that you must have bookmarks in every PDF document you produce. There are times when bookmarks may not be appropriate. For example, an Excel spreadsheet probably doesn t need bookmarks hyperlinks between sheet cells may be more appropriate. If you have a PowerPoint file, you may just want to have all the slides without bookmarks because you want the reader to go through each slide one by one. However, for Word and Publisher documents, bookmarks can be very helpful especially if a document is long and has multiple chapters and/or sections. Also, if you have a lot of data, bookmarks are a great way to point the reader s attention to information you want them to see. And your readers and reviewers will be glad you made their lives easier by including bookmarks. If you plan to include bookmarks in your PDF document, consider the following best practices for bookmarks when you convert your Office application file to a PDF file. Headings You should make bookmarks available for all the important items in your PDF document. In business or technical documents, bookmarks usually include up to four top-level headings. Top-level headings are like chapter titles in a book they should provide general information about the heading topic. As a minimum, you should include bookmarks to chapter headings, as well as all frequently accessed locations in a document including the table of contents (or TOC), the index, and the list(s) of figures and/or tables. Note that bookmarks don t replace a table of contents. If you need the level of detail a TOC provides, be sure to include a bookmark to the TOC. The TOC pages should, in turn, provide links from the TOC entries directly to the page in the TOC file. PDFMaker makes this task easier. For example, if you have hyperlinks in your Word TOC that links to other places in your Word document, then PDFMaker preserves these links in the PDF file. Bookmarks to headings should reflect the order of the items in the book but there are exceptions to this rule. If the list of bookmarks is too long to fit on one page without scrolling down, even if the list is collapsed so you only see toplevel bookmarks, important items such as the index and the list(s) of figures and/or tables may be hidden and the reader may miss them. So you should place bookmarks to important features like the index at the top of the bookmark list, perhaps after the Contents bookmark. 90 PDF Handbook for Office 365

97 Chapter 10: Optimizing PDF File Creation Easy Identification Bookmark text should be easy to identify. Unless your reader has a large monitor, the bookmark panel is relatively small and is not wide enough to display complete headings. Fortunately, Acrobat DC and Adobe Reader DC display a small pop-up window with the full name of the truncated bookmark name when the reader moves his mouse pointer over the bookmark name. Despite this useful feature, it s a good idea to have more meaningful text can be displayed within the window. Initial Bookmark Views Generally, if you create bookmarks for a PDF document, it is good practice to have an initial view of Bookmarks Panel and Page. Otherwise, some readers may not be aware that the document has bookmarks. To set the initial view to Bookmarks Panel and Page: 1. Click the File menu option and then click Properties in the menu, or press Ctrl+D. 2. Click the Initial View tab. The Initial View tab appears, as shown in Figure 10-2 on the next page. PDF Handbook for Office

98 Chapter 10: Optimizing PDF File Creation Figure The Initial View tab. 3. Click the down arrow to the right of the Navigation tab box and then click Bookmarks Panel and Page in the list. 4. Click OK. After you generate the PDF document, the reader will see the Bookmarks panel after he opens the document. Bookmark Appearance The bookmark hierarchy should match the original document s heading hierarchy, unless you have a very good reason for breaking this rule, such as moving the index bookmark to the top of the bookmark list if the list is too long. It is also important that only top-level items are visible, with other levels collapsed, so the bookmark structure is neat and clean. A plus sign (+) appears to the right of the top-level bookmark item so the reader can expand the list and see lower-level bookmarks. 92 PDF Handbook for Office 365

99 Chapter 10: Optimizing PDF File Creation Tip Though it seems like the obvious thing to do, you should always check your document for spelling and grammatical errors. Also, when you add bookmarks manually, double-check the bookmark text before you distribute your PDF document. Adding Graphics Managing Fonts Graphics are great for communicating to users, but they can significantly inflate the size of your PDF document. What s more, graphics quality can deteriorate during the conversion process. In many cases, GIF or JPEG format graphics are most prone to deterioration during the PDF conversion process. Your viewers graphics settings in Acrobat or Adobe Reader can also affect how graphics look in your PDF document. Although you can provide the reader with guidelines for setting local preferences for optimal viewing quality, it s likely that your readers simply use the default display preferences. These preferences are local to the specific computer and you can t set them in a PDF file. Therefore, when you check your PDF file before you send it to others, you should make sure that graphics display reasonably well using the Acrobat or Adobe Reader default settings. I find that TIF format (also known as TIFF format) graphics best convert to PDF format. Some advanced typographic features available in Type 1, OpenType, and TrueType fonts such as ligatures, old-style figures, and small caps, could impair Acrobat's text interpretation capabilities. Advanced Typographic Features What, you may be asking, are these odd typographic creatures that can cause Acrobat trouble? Ligatures Ligatures are two or more characters that are fused together to create one unique character. The most common ligature is the ampersand (&), which is the fusion of the characters E and t. Acrobat can handle ampersands without any trouble. But there are many other ligatures such as Æ and æ, which are used in foreign languages as well as fancy spellings of words that derive from Latin terms, like encyclopædia. PDF Handbook for Office

100 Chapter 10: Optimizing PDF File Creation Old-Style Figures Old-style figures are numeric characters that appear at different positions and heights. For example, if you look on the heads side of a penny that was minted during the 1990s, you ll see that the nines drop lower than the one (or ones, if the penny was minted in 1991). On a quarter, the digits in the year are all the same height. Small Caps Small caps, as it applies to typography (and not investing), is all uppercase text that appears in a smaller size than regular uppercase characters of the same font. HERE IS A SENTENCE WITH SMALL CAPS, AND THEY HELP MAKE THIS SENTENCE APPEAR IMPORTANT, BUT LESS LIKE I M SHOUTING AT YOU IN PRINT. Be Prepared Acrobat could find these typographic creatures hard to deal with, and their presence in a PDF document could affect text-related functions including find and search, copy and paste, bookmarks created from selected text with these typographic features, and Web link creation. For example, if you have a character in a Word file that Acrobat considers funky, then that character may not look the same in the PDF document as it does in the Word document. Also note that increased letter spacing within words can add extra spaces, and that will also adversely affect text-related functions in Acrobat and Adobe Reader. Be sure to check your Office application document to find out if you have any unintended extra spaces and/or special characters. Whether you know if you have these extra characters or not, be sure to check your PDF file carefully before you send it out or, sure enough, one of your readers will alert you to the error. Tip Make sure that you only use fonts or styles that are available as standard installed fonts. Acrobat cannot embed font information in a PDF document if the font data resides on a printer because the printer driver enabling these fonts provides only partial data the font name and metrics not the complete information that s included with Type 1, TrueType, and OpenType fonts. Reducing Your PDF File Size When you transmit PDF files from one location to another, it s likely you will be limited in the size of the file you can send in an message because your Internet service provider or network provider will only allow a file size that is so large to be transferred at one time. What s more, if you make your PDF files 94 PDF Handbook for Office 365

101 Chapter 10: Optimizing PDF File Creation available on a server or on a website, users may have to wait a while to download or view your file depending on their connection speed. Fortunately, Acrobat makes it easy for you to reduce the size of your PDF document. There are two ways to reduce your PDF document file size from within Acrobat Standard or Professional: Use the Reduce File Size feature or the PDF Optimizer feature. The Reduce File Size feature is the easier of the two methods, and for most jobs, this feature works fine. However, if you have a reader who has specific needs when you optimize a PDF file, such as a printer, then you use the more in-depth PDF Optimizer feature. As I mentioned earlier in this chapter, graphics in your Office document can result in significant inflation of your converted PDF file, and you may be able to reduce the file size by constantly overwriting your PDF file. By constantly overwriting the file, you can store repetitive graphics more efficiently. See Store Graphics Efficiently on page 98. Before you shrink your PDF file, be sure to look at your source document to make sure that there isn t any superfluous information in your document. For example, PowerPoint slides are usually highly graphics-intensive because many slides use graphics. Be sure each slide counts in your presentation not only to communicate effectively, but that you convert that source document to a reasonably sized PDF file. The Reduction Process Before you reduce the file size, be sure to check the current size of the file in Windows Explorer to see what the original file size is so you can compare the file sizes after you complete the file size reduction process. To reduce the file size using Reduce File Size: 1. Click the File menu option. 2. In the File menu, move the mouse pointer over Save as Other. 3. In the sub-menu that appears to the right of the File menu, click Reduced Size PDF. The Reduce File Size window appears as shown in Figure 10-3 on the next page. PDF Handbook for Office

102 Chapter 10: Optimizing PDF File Creation Figure The Reduce File Size window. 4. Select the version of Acrobat you want the file to be compatible with in the Make compatible with list. You ll be able to take advantage of more file reduction features if you make your file compatible with later versions, especially version 10. Check with your recipients to see what version(s) they have before you start, then convert to the lowest common version. 5. Click OK. The Save As dialog box appears and displays the current file name and folder location. 6. Navigate to the folder in which you want to save the file, and/or type the new file name in the File name text box. If you want to overwrite your existing file, leave the file name and location as they are. 7. Click Save. If you save the file with the same file name and location as the current file, a dialog box appears and asks you if you want to replace the existing file; click Yes. If Acrobat has any issues with the conversion process, the Conversion Warnings dialog box appears and contains that issue information. For example, if Acrobat finds that some images could not be downsampled to save space, that information appears in the dialog box. After you reduce the file size, you should check the size of the file in Windows Explorer again to see if reducing the file size had any appreciable effect. PDF Optimizer The PDF Optimizer window allows you to make specific changes to your PDF file to optimize its preset settings before you send it off. It s likely you ll use this for print production because of all the tweaks you can make, which is why it s in the Print Production menu. For example, if you have a Publisher file that contains a full-color newsletter you plan to send to a printer that will print from 96 PDF Handbook for Office 365

103 Chapter 10: Optimizing PDF File Creation your PDF file, that printer likely knows exactly what settings they need in their PDF file. Before you optimize the PDF file, be sure to check the current size of the file in Windows Explorer to see what the original file size is so you can compare the file sizes after you complete the optimization process. To set optimization settings in the PDF Optimizer window: 1. Click the File menu option. 2. In the File menu, move the mouse pointer over Save as Other. 3. In the sub-menu that appears to the right of the File menu, click Reduced Size PDF. The PDF Optimizer window appears as shown in Figure Figure The PDF Optimizer window. The image information appears in the Image Settings area. You can select from several preset settings in the settings list on the left side of the window. If you use this window, be sure you know what you re doing get information from the reader first about exactly what he needs before you start making changes. 4. When you finish setting optimization settings, click OK. The Save Optimized As dialog box appears and displays the current file name and folder location. 5. Navigate to the folder in which you want to save the file, and/or type the new file name in the File name text box. If you want to overwrite your existing file, leave the file name and location as they are. PDF Handbook for Office