Adobe Acrobat 5.0. Overview. Internet & Technology Training Services Miami Dade County Public Schools

Transcription

1 Adobe Acrobat 5.0 Overview Internet & Technology Training Services Miami Dade County Public Schools

2 Preparing Microsoft Office Documents in.pdf Format Converting Documents to.pdf Format Using the Tool Bar You can convert a Microsoft Office document to.pdf format in a few different ways. The first method is to use the built-in button or tool bar that is installed in Microsoft Office when Acrobat is loaded on your computer.! With the document open in the Microsoft Office application, simply click on the Convert to Adobe PDF button, as highlighted in the picture below! Alternatively, you can also choose Convert to Adobe PDF from the Acrobat pull-down menu, highlighted in the picture below.! You will be prompted to give the file a location and name. By default, the same name as the original file will be used, but with the.pdf extension. If you will be putting the file on a Website, ideally you would choose a file name with no spaces (but you can use underscores or hyphens to give the illusion of separate words) Converting Documents to.pdf Format Using the Print Menu Another way to convert a file to.pdf is to use the Print menu, because Acrobat is, in effect, actually "printing" the document with the proper formatting to the new file type.! With the file open in the Microsoft Office application, click on the File pull-down menu, and choose Print.

3 ! In the Print dialog box, go to the pull-down menu next to Printer Name and choose Acrobat Distiller.! In the PowerPoint example below, you would also want to choose the type of output you want. Under the Print what pull-down menu (as highlighted in the picture below), you can choose to have the Slides, the Notes Pages, or Handouts view be saved.

4 Adobe Acrobat Password Protect Objective: To Create a Password for a PDF File Introduction: You can use Adobe Acrobat to convert all types of files to PDF format. PDF format is a universal "portable document format". Files, such as Word and PowerPoint files, can be converted to PDF, and ed or posted on web sites. Passwords can be attached to PDF files in order to increase security of documents. Skill Practice: To Create a Password for a PDF File Step 1: Open. Go to File > Open and find an existing.pdf document. Step 2: Once you have opened the.pdf document, go to File > Document Security. The "Document Security" window will appear on screen. Step 3: Use the "security options" pop-down menu to select security options -. Users can select "No Security", "Standard", or "Self-Sign" security options. Select "Standard" options.

5 Step 4: The "Standard Security" window will appear on screen. Step 5: Select "Password Required to Open Document", and type the password that will be required to open the document. Step 6: Select "Password Required to Change Permissions and Passwords", and type the password that will be required to make password/permission changes on this document.

6 Step 7: Select desired permissions that you want attached to this document When finished setting Security and Permissions for the document, select.

7 Saving Web Pages for Offline Viewing in.pdf Sometimes you may want to save Web pages so that you can view them when you do not have a live Internet connection. While you can technically save Web pages through the Web browser's File-Save As menu, you will only get the text of the page. To get the images in the pages, each graphic would have to be saved individually. Acrobat makes it very easy to save a Web page, or an entire Website.! From the File pull-down menu in Acrobat, choose Open Web Page.! Type in the URL of the site you want to capture.! If you leave the level set to 1, you will only get the exact Web page you specify. However, you will still have the option to add more pages from the site later. If you set the level to 2, you will get that page and every page that it links to.! The Web page will be added to the document and will appear in the Acrobat document window. If you look at the Bookmarks panel, any pages downloaded will appear as bookmarks.

8 Document Review in Adobe Acrobat 5.0 The document review tools in Acrobat allow you to mark up documents and pass them among group members so that everyone's comments and highlighting show up for the others to see. Marks made using the document review tools will show up on the.pdf document, even if it's only viewed with the Acrobat Reader, rather than the full version of Acrobat. Note Tool The Note Tool works much like the Comment Tool in Microsoft Office products. It allows you to type a "post-it" style note on a document for others to see. When the note is closed (by clicking on the X in the top left corner of the note), it appears as a small piece of note paper. When the reader clicks on it, the full note appears. The Note Tool can be accessed from the pull-down menu on the toolbar as seen in the image below. Also underneath the Note Tool are tools to attach text, sounds and files, and one that will add stamps such as "Confidential,""Draft," and various faces and pointers. Additionally, you can add your own stamps to the set, such as logos or commonly used images. Pencil Tool The Pencil Tool contains a number of tools that allow you to draw on top of the document. If you choose the Square or Circle Tool, you can then click in the document, hold down your mouse, and draw out the rectangle or oval to draw attention to a particular piece of the document. To get the shape to be an exact circle or square, hold down the shift key while you draw it. The Line Tool can be used to draw lines from one point to another on the document. The Pencil Tool can be used to draw freehand on the document using your mouse. In the example below, the Circle Tool was used to highlight a particular piece of text.

9 Highlight Tool The Highlight Tool is used just like a highlighter marker is used. You can simply select the tool, then drag your mouse over text that you wish to highlight (as shown by the green highlighted text in the image below). Other tools included on the Highlight Tool menu are the Strikeout Tool, which allows you to draw a line through text that you've selected, and the Underline Tool.

10 Changing Properties of Document Review Tools You can easily edit the properties associated with these tools to personalize them for your own preferences. For instance, you can change a number of features (colors, line thickness, and author name) by right-clicking on the mark (such as the highlighted text, the comment, or the pencil marks) right after you enter it. From the shortcut menu, choose Properties. Once you have changed a feature, it will remain in all other occurrences of that particular tool until you change it again. However, you will still have to make the change once in each set of tools - for instance, changing the color of your comment boxes will not change the color of your highlight tool. You can also set more permanent properties by going to the Edit pull-down menu and choosing Preferences, then General, then Comments. For instance, if you are using a computer that recognizes you as the creator of all documents, you can check the Always Use Identity for Author button to have your name appear in all comments. Deleting Comments or Marks To delete a comment or mark, choose the Hand Tool from the far left side of the toolbar. Then click on the mark to select it, and use the Delete key on your keyboard.

11 Adobe Acrobat 5.0 FAQ How do I save a.pdf file that I find online to my own computer, so that I can add comments and highlighting? If you have a.pdf file on your screen that you found on the Web, you can go to the File pulldown menu of your Web browser, and click on Save As. Pick a filename and location to save the file. What if my Acrobat icons don't show up in Microsoft Office applications? There are two different problems that could be at work here. If you've upgraded or installed Office after you installed Acrobat, then you may need to simply reinstall Acrobat after the proper version of Office is installed. Another problem happens with Microsoft Word generally. One solution is to follow the steps below:! Locate the file PDF Maker on your computer (You can do this by using the Find command on the Start menu).! Use My Computer to navigate to the file. Click once on the file, then from the Edit pull-down menu, choose Copy.! You will need to locate a Startup folder located within a Word folder. This might be inside a folder titled Application Data, but that may be different on your system.! When you've located that Startup folder, paste the PDF Maker file into it.! Restart Word, and go to the Tools pull-down menu.! Choose Templates and Add-ins.! Click on the Add button, browse to the location where you added the PDF Maker file, and select it. Make sure the box next to it is checked.! Click on the OK button. Your icons should now appear in Word. Can I use Acrobat for showing presentations? Yes, absolutely!with the document loaded in Acrobat, go to the View pull-down menu and choose Full Screen. You can navigate through the screens by using the down or right arrow keys to move forward, and the up or left arrow keys to move backwards. How do I add pages from one.pdf document to another? In Acrobat, open up each file you need. Under the Window pull-down menu, choose Tile - Vertically. For each document, click on the Thumbnails tab, on the left side of each half of the screen. In the thumbnails, click on the page (or hold down Shift and select multiple pages) that you want to copy to the other document. Hold your mouse down and drag the page(s) to the appropriate spot in the thumbnails section of the other document, and then let go. The pages should be copied into that spot in the new document.

12 How do I convert other documents (not from Office or Web pages) into.pdf files? You can open many files - most images, and documents created in desktop publishing software, for example - from within Acrobat. With Acrobat open, from the File pull-down menu, choose Open as Adobe PDF. The file should open up in Acrobat and allow you to save it as a.pdf file. How do I print just a portion of a document? Use the Graphics Select Tool to drag your mouse over the portion you want to print. The Graphics Select Tool works, even if it is a block of text you are choosing to print, rather than a graphic image. When you have the piece you want to print selected (it will be surrounded by a dotted line), then you can choose File - Print. The default choice should be to print Selected Graphic. By leaving this set, you will print just what is inside the selected area.

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