Acrobat PDF. Adobe. The book you need to succeed! Standard, Pro, and Pro Extended Version. CD-ROM Included! Ted Padova

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1 CD-ROM Included! Training videos Sample forms, projects, and more Standard, Pro, and Pro Extended Version Ted Padova Adobe 9 Acrobat PDF Create PDF forms and distribute on Acrobat.com Repurpose content for print, Web, or CDs Use Adobe Presenter for Flash PDF presentations The book you need to succeed!

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3 Adobe Acrobat 9 PDF Bible Ted Padova

4 Adobe Acrobat 9 PDF Bible Published by Wiley Publishing, Inc Crosspoint Boulevard Indianapolis, IN Copyright 2009 by Wiley Publishing, Inc., Indianapolis, Indiana Published by Wiley Publishing, Inc., Indianapolis, Indiana Published simultaneously in Canada ISBN: Manufactured in the United States of America No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, scanning or otherwise, except as permitted under Sections 107 or 108 of the 1976 United States Copyright Act, without either the prior written permission of the Publisher, or authorization through payment of the appropriate per-copy fee to the Copyright Clearance Center, 222 Rosewood Drive, Danvers, MA 01923, (978) , fax (978) Requests to the Publisher for permission should be addressed to the Legal Department, Wiley Publishing, Inc., Crosspoint Blvd., Indianapolis, IN 46256, (317) , fax (317) , or online at LIMIT OF LIABILITY/DISCLAIMER OF WARRANTY: THE PUBLISHER AND THE AUTHOR MAKE NO REPRESENTATIONS OR WARRANTIES WITH RESPECT TO THE ACCURACY OR COMPLETENESS OF THE CONTENTS OF THIS WORK AND SPECIFICALLY DISCLAIM ALL WARRANTIES, INCLUDING WITHOUT LIMITATION WARRANTIES OF FITNESS FOR A PARTICULAR PURPOSE. NO WARRANTY MAY BE CREATED OR EXTENDED BY SALES OR PROMOTIONAL MATERIALS. THE ADVICE AND STRATEGIES CONTAINED HEREIN MAY NOT BE SUITABLE FOR EVERY SITUATION. THIS WORK IS SOLD WITH THE UNDERSTANDING THAT THE PUBLISHER IS NOT ENGAGED IN RENDERING LEGAL, ACCOUNTING, OR OTHER PROFESSIONAL SERVICES. IF PROFESSIONAL ASSISTANCE IS REQUIRED, THE SERVICES OF A COMPETENT PROFESSIONAL PERSON SHOULD BE SOUGHT. NEITHER THE PUBLISHER NOR THE AUTHOR SHALL BE LIABLE FOR DAMAGES ARISING HEREFROM. THE FACT THAT AN ORGANIZATION OR WEBSITE IS REFERRED TO IN THIS WORK AS A CITATION AND/OR A POTENTIAL SOURCE OF FURTHER INFORMATION DOES NOT MEAN THAT THE AUTHOR OR THE PUBLISHER ENDORSES THE INFORMATION THE ORGANIZATION OR WEBSITE MAY PROVIDE OR RECOMMENDATIONS IT MAY MAKE. FURTHER, READERS SHOULD BE AWARE THAT INTERNET WEBSITES LISTED IN THIS WORK MAY HAVE CHANGED OR DISAPPEARED BETWEEN WHEN THIS WORK WAS WRITTEN AND WHEN IT IS READ. For general information on our other products and services or to obtain technical support, please contact our Customer Care Department within the U.S. at (800) , outside the U.S. at (317) or fax (317) Library of Congress Control Number: Trademarks: Wiley and related trade dress are registered trademarks of Wiley Publishing, Inc., in the United States and other countries, and may not be used without written permission. Adobe and Acrobat are registered trademarks of Adobe Systems Incorporated in the United States and/or other countries. All other trademarks are the property of their respective owners. Wiley Publishing, Inc., is not associated with any product or vendor mentioned in this book. Wiley also publishes its books in a variety of electronic formats. Some content that appears in print may not be available in electronic books.

5 About the Author Ted Padova is the former chief executive officer and managing partner of The Image Source Digital Imaging and Photo Finishing Centers of Ventura and Thousand Oaks, California. He has been involved in digital imaging since founding a service bureau in He retired from his company in 2005 and now spends his time writing and speaking on Acrobat and PDF. For more than 17 years, Ted has taught university and higher education classes in graphic design applications and digital prepress at the University of California, Santa Barbara, and the University of California at Los Angeles. He has been, and continues to be, a conference speaker nationally and internationally at PDF conferences. Currently he lives in the Philippines where he serves as President/CEO of his company ApoVisions, Inc. a company working with third world nations on developing electronic document workflows and PDF forms routing. Ted has written more than 30 computer books and is one of the world s leading authors on Adobe Acrobat. He has written books on Adobe Acrobat, Adobe Photoshop, Adobe Photoshop Elements, Adobe Reader, Microsoft PowerPoint, and Adobe Illustrator. Recent books published by John Wiley and Sons include Adobe Acrobat PDF Bible (versions 4, 5, 6, 7, and 8), Adobe Creative Suite Bible (versions CS, CS2, CS3, and CS4), Color Correction for Digital Photographers Only, Color Correction for Digital Photographers For Dummies, Microsoft PowerPoint 2007 For Dummies Just the Steps, Creating Adobe Acrobat PDF Forms, Teach Yourself Visually Acrobat 5, and Adobe Acrobat 6.0 Complete Course. He also co-authored Adobe Illustrator Master Class Illustrator Illuminated and wrote Adobe Reader Revealed for Peachpit/Adobe Press.

6 For Arnie. Credits Associate Acquisitions Editor Aaron Black Project Editor Jade L. Williams Technical Editor Lori DeFurio Copy Editor Scott Tullis Editorial Manager Robyn Siesky Business Manager Amy Knies Sr. Marketing Manager Sandy Smith Vice President and Executive Group Publisher Richard Swadley Vice President and Executive Publisher Bob Ipsen Project Coordinator Katherine Key Graphics and Production Specialists Stacie Brooks Carrie A. Cesavice Joyce Haughey Ronald Terry Tobin Wilkerson Quality Control Technician Melanie Hoffman Proofreading and Indexing Christopher M. Jones Christine Spina Karpeles Media Development Project Manager Laura Moss Media Development Assistant Project Manager Jenny Swisher Media Development Associate Producer Kit Malone Vice President and Publisher Barry Pruett

7 Preface xxv Acknowledgments xxxiii Introduction xxxv Part I: Welcome to Adobe Acrobat 1 Chapter 1: Getting to Know Adobe Acrobat What Is Adobe Acrobat?...3 What Is PDF?...5 Document repurposing...6 PDF and Adobe PostScript...6 PDF versions...7 Understanding PDF Standards...8 Acrobat Environment...9 Menus...11 Tools, task buttons, and toolbars...21 Panels...36 Understanding Preferences...45 Summary...46 Chapter 2: Using Acrobat Viewers Viewer Distinctions...47 Adobe Reader...48 Acrobat Elements...48 Acrobat Standard versus Acrobat Pro Products...49 Acrobat Pro Extended...50 Acrobat Pro versus Acrobat Pro Extended...51 Adobe s Acrobat Product Line Strategy...52 Using Plug-ins...53 Installing plug-ins...55 Uninstalling plug-ins...56 Resolving plug-in conflicts...56 Working with plug-ins...57 Summary...57 v

8 Chapter 3: Using Help and Resources Accessing Help...59 Using Acrobat help...60 Using Adobe LiveCycle Designer help...62 Online help for Adobe Acrobat...65 Online help for Adobe LiveCycle Designer...66 Acrobat User Community...66 Using Resources...67 Modifying the coversheet...67 Modifying DocTemplates...68 Adding folder level JavaScripts...69 Adding custom stamps...70 Using QuickBook templates (Windows only)...70 Using LiveCycle Designer resource files...70 Summary...71 Chapter 4: Getting Familiar with Adobe Reader Setting Some Critical Preferences...73 Setting up an Acrobat.com account...74 Setting general preferences...75 Setting identity preferences...75 Using Adobe Reader Tools and Menus...75 Loading tools and toolbars...76 Getting familiar with the Reader tools...78 Using menu commands...81 Using Navigation panels...83 Working with Signatures...83 Working with PDF Portfolios...83 Working with Acrobat.com...84 Creating PDF files using Acrobat.com...85 Sharing files on Acrobat.com...87 Enabling Adobe Reader Usage Rights...88 Commenting in Adobe Reader...89 Using file attachments...90 Working with forms in Adobe Reader...90 Getting Help...91 Adding More Functionality to Adobe Reader...92 Summary...92 Chapter 5: Viewing and Navigating PDF Files Setting Up the Work Environment...95 Arranging Toolbars in the Acrobat Window...96 Navigating PDF Documents...97 Navigation toolbar...98 Context menus...99 vi

9 Navigation menu commands...99 Scrolling Zooming Marquee Zoom tool Zoom In tool Zoom Out tool Dynamic Zoom tool Loupe tool Pan & Zoom Window Zoom tool behaviors Changing Page Views Setting Initial View Attributes Setting custom zoom levels Understanding Initial View preferences Saving the Initial View Viewing Files with the Window Menu Minimize and zoom views New Window Cascade Tile Split Spreadsheet Split Full Screen Mode Viewing Links Navigation pane Navigation panels Hypertext links Opening PDF Files Opening recently viewed files Using the Organizer Summary Chapter 6: Searching PDF Files Setting Up the Work Environment Using the Find Toolbar Using the Search Window Basic search options Searching PDFs on the Internet Performing advanced searches in Acrobat/Reader Document Descriptions Searching document descriptions Document descriptions and Boolean queries Full-Text Versus Index Searches Search Index Procedures vii

10 Creating Search Indexes (Acrobat Pro/Extended Only) Preparing PDFs for indexing Creating a new index file Saving index definitions Setting options Building the index Rebuilding an index Purging data Setting Catalog preferences Using Index Files Loading index files Attaching an index file to a document Disabling indexes Finding index information Searching an index Searching external devices Working with Embedded Index Files Summary Part II: Converting Documents to PDF 195 Chapter 7: Converting Files to PDF Setting Up the PDF Creation Environment Understanding How PDFs Are Created Converting Native Documents to PDF Adobe PDF printer (Windows) Adobe PDF (Macintosh OS X) When to Use the Adobe PDF Printer driver Creating Blank New Pages Creating PDFs from Files Supported file formats Applying settings Converting multiple files to PDF Converting Clipboard images Converting Clipboard images (Macintosh) Taking snapshots Scanning to PDF Converting Web Pages to PDF Understanding Web site structure Understanding captured pages structure Capturing Web pages Appending pages Locating Web addresses Converting Flash Files to PDF Creating PDFs from Templates Summary viii

11 Chapter 8: Using Acrobat PDFMaker with Microsoft Programs Setting Up the Environment Using Acrobat with Microsoft Word Changing conversion settings (Windows) Working with comments (Windows) Working with custom page sizes Converting Snippets to PDF Converting Microsoft Excel Files to PDF Converting Microsoft PowerPoint Files to PDF Converting Microsoft Publisher Files Microsoft Visio and PDF Creation Converting Visio files to PDF Working with object data Converting Web Pages from Internet Explorer to PDF (Windows Only) Converting a Web page to PDF using PDFMaker Converting Web Page selections to PDF Converting Microsoft Outlook s to PDF (Windows Only) Summary Chapter 9: Exporting to PDF from Authoring Applications Setting Up the Environment Working with Acrobat and the Adobe Creative Suite Acrobat and Adobe Photoshop Adobe Illustrator CS Acrobat and Adobe InDesign Using Acrobat with Non-Adobe Programs Summary Chapter 10: Using Acrobat Distiller Setting Up the Work Environment Understanding PostScript Creating PostScript files Encoding PostScript levels Using Acrobat Distiller Preferences Startup Alerts Output Options Log Files Editing Adobe PDF Settings Using the Default Adobe PDF settings Changing Adobe PDF settings General settings Images Fonts Font types Color ix

12 Advanced Standards (Acrobat Pro/Pro Extended only) Managing Adobe PDF settings Identifying Font Locations Using Watched Folders Licensing restrictions Creating watched folders (Acrobat Pro/Pro Extended only) Working with Non-Roman Text Accessing Distiller Summary Part III: Editing PDFs 357 Chapter 11: Exporting PDF Content Setting Up the Work Environment Saving PDF Files Exporting Data Adobe PDF files (*.pdf) Adobe PDF Files, Optimized (*.pdf) Encapsulated PostScript (*.eps) and PostScript (*.ps) HTML 3.2 (*.htm), HTML 4.01 with CSS 1.0 (*.htm), XML 1.0 (*.xml), and Text (Plain) (*.txt) JPEG (*.jpg,.jpeg,.jpe), JPEG2000 (.jpf, *.ipx, *.jp2, *.j2k, *.j2c,.jpc), PNG (.png), and TIFF (*.tif, *.tiff) Microsoft Word Document (*.doc) and Rich Text Format (*.rtf) PDF/A, PDF/E, PDF/X (*.pdf) Tables in Excel Spreadsheets (*.xml) Text (Accessible) (*.txt) Summary Chapter 12: Combining, Packaging, and Attaching PDFs Setting Up the Work Environment Merging Files into a Single PDF document Combining files and folders on Windows Combining files and folders on the Macintosh Using the Combine Files wizard Organizing files Working with PDF Portfolios Creating a PDF Portfolio Examining the portfolio interface Working with context menus in portfolios Editing PDF Portfolios Choosing layouts Adding a Welcome Page Adding headers x

13 Working with File Details Using Adobe Flash with PDF Portfolios Adding selected pages to portfolios Publishing PDF Portfolios Sharing files on Acrobat.com Sharing files via Navigating PDF Portfolios Using the Layout view Previewing files Returning to default views Using the List view Navigating documents in Preview mode Using Portfolio menu commands Adding navigation buttons to PDFs in a portfolio Working with File Attachments Using the Attach tools Record Audio Comment tool Attachments and PDF Portfolios Using the Attachments panel Summary Chapter 13: Editing Text Setting Up the Text Editing Environment Using the TouchUp Text Tool Changing text attributes Editing text on layers Adding new text to a document Copying text with the TouchUp Text tool Setting Text Editing Preferences Selecting the order of objects Using the Hand tool for text selections Using the Select Tool Copying text Working with table data Looking Up Definitions Working with Text in New Blank Pages Setting text attributes Setting preferences Using the PDF Editor Alternate methods for creating blank pages Summary Chapter 14: Redacting PDFs Setting Up the Work Environment What Is Redaction? xi

14 Getting a Grip on the Redaction Tools Using the Redaction tools Searching Multiple Words and Phrases Searching patterns Redacting PDF Files Summary Chapter 15: Editing Images and Objects Setting Up the Editing Environment Selecting Images Using the Select tool Using the TouchUp Object tool Image and Object External Editing TouchUp preferences Editing images in Adobe Photoshop Editing objects in Adobe Illustrator Editing text in Adobe Illustrator Using Edit Page in Adobe Illustrator Using the Snapshot Tool Changing snapshot resolutions Pasting snapshot data Exporting Images Summary Chapter 16: Editing Pages Setting Up the Page-Editing Environment Working with Page Thumbnails Navigating pages Changing thumbnail sizes Embedding and unembedding thumbnails Organizing Pages Reordering pages Copying pages Removing pages Modifying Pages Splitting Documents Cropping Pages Using the Crop tool Cropping pages via context menu commands Eliminating cropped data Rotating Pages Rotating PDF elements Minimizing rotation problems xii

15 Creating Headers and Footers Updating headers and footers Removing headers and footers Numbering Pages Numbering individual PDF documents Using Bates numbering Adding Watermarks and Backgrounds Adding backgrounds Adding watermarks Removing and updating watermarks Summary Chapter 17: Scanning and OCR Conversion Setting Up the Scanning Work Environment Configuring Scanners TWAIN software Adobe Photoshop plug-in software Configuring Windows Imaging Architecture (WIA) scan drivers (Windows only) Understanding Scanning Essentials Preparing a document Photocopying originals Ensuring straight alignment Using Scan to PDF Scanning on Windows Scanning on the Macintosh Using Acrobat Scan (Windows and Macintosh) Setting options in Acrobat Scan Text recognition options Using WIA Scan Drivers (Windows) Working with presets Creating a custom scan Setting scanner options Appending scans to files and portfolios Creating Workflow Solutions Using Text Recognition Recognizing text in multiple files Understanding suspect words Reducing suspects Exporting OCR text Scanning Paper Forms Converting a paper form to a fillable form Scanning forms for Adobe LiveCycle Designer (Acrobat Pro and Pro Extended Windows only) Using a digital camera in lieu of a scanner Summary xiii