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PDF Portfolios and combined PDFs, PDF Portfolios

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95 Chapter 4: PDF Portfolios and combined PDFs In Acrobat Pro, you can easily create Adobe PDFs that include different types of files. You can package multiple files of various types into a PDF Portfolio, in which each file appears separately and has its own pagination. You can also convert and merge multiple files into a single merged PDF, in which converted documents flow into the PDF as sequential pages. PDF Portfolios About PDF Portfolios A PDF Portfolio contains multiple files assembled into an integrated PDF unit. The files in a PDF Portfolio can be in a wide range of file types created in different applications. For example, a PDF Portfolio can include text documents, e-mail messages, spreadsheets, CAD drawings, and PowerPoint presentations. The original files retain their individual identities but are assembled into one PDF Portfolio file. You can open, read, edit, and format each component file independently of the other component files in the PDF Portfolio. Note: Acrobat Standard and Adobe Reader® users cannot create PDF Portfolios or edit the layout, colors, headers, and so on. Depending on the circumstances, PDF Portfolios offer several advantages over merging multiple files into a single PDF: Layouts and themes Customize your PDF Portfolio with unique layouts and visual themes. Color palettes and backgrounds provide more visual interest. Adding and deleting Add or remove files easily, without having to find and select all the pages that originated in that file. Previewing Quickly preview component files without having to open them in their native applications. Editing Change individual files within the PDF Portfolio without affecting the other files. For example, you can renumber pages in one document without renumbering other documents in the PDF Portfolio. You can also edit nonPDF files in their native applications from within a PDF Portfolio. Any changes you make are saved to the file within the PDF Portfolio. Distribution Share a PDF Portfolio with others and be sure that they are getting all the component parts. Publish a PDF Portfolio on a website for others to view. Sorting Sort component files by categories that you can add to, delete, hide, and customize. Simply click a column name to sort the list. Reordering Drag files to change their order. You can then define the new order as the initial sort order-the order in which files appear when someone opens the PDF Portfolio. Printing Print all the PDFs in a PDF Portfolio, or selected component PDFs. Searching Search one or all files in a PDF Portfolio. You can even search non-PDF component files. Incorporating other formats Add non-PDF files to an existing PDF Portfolio without converting them to PDF. Independence from source files The source files of a PDF Portfolio-even existing files you add to the PDF Portfolio- are not changed when you create a PDF Portfolio. Changes you make to the component files within a PDF Portfolio Last updated 10/11/2011

Section	Page
Legal notices	2
Contents	3
Chapter 1: What’s new	7
What’s new (Acrobat 10.1)	7
New browser, platform, and PDFMaker support (Windows)	7
Protected View (Windows)	7
Create online forms	7
What’s new (Acrobat X)	7
Usability and productivity	7
PDF creation and sharing	8
Where’s my Acrobat 9 tool?	9
Acrobat X Suite	10
Chapter 2: Workspace	11
Workspace basics	11
Workspace overview	11
Welcome Screen	12
Menus and context menus	13
Toolbars	13
Quick tools	13
Common Tools	14
Hide and show toolbars	14
Select a tool	14
Switch temporarily to the Zoom In or Hand tool	14
Task panes	15
Show or hide the navigation pane	15
Change the display area for navigation panels	15
Options in a navigation panel	15
Document message bar	16
Set preferences	17
Restore (re-create) preferences	17
Restore the Acrobat Preferences folder (Windows)	17
Restore the Acrobat preferences files (Mac OS)	18
Opening and viewing PDFs	18
Opening PDFs	18
Open a PDF in the application	18
Open a PDF from the desktop or within another application	19
Open a PDF in a web browser	19
Viewing PDFs	20
View PDFs in Read mode	20
View PDFs in Full Screen mode	20
Set the Full Screen navigation bar preference	20
Read a document in Full Screen mode	21
Change the PDF/A viewing mode	21
Display PDFs in Line Weights view	21
Compare a revised PDF to an earlier version	21
Preferences for viewing PDFs	22
Organizer	27
Working with files in Microsoft SharePoint (Windows)	27
About SharePoint and PDF	27
Access PDF files in a SharePoint repository	27
Check out a file	27
Cancel checkout	28
Prepare document properties	28
Check in	28
Navigating PDF pages	28
Opening pages in a PDF	28
Page through a document	29
Move through a PDF	29
Jump to a specific page	29
Jump to bookmarked pages	30
Use page thumbnails to jump to specific pages	30
Automatically scroll through a document	30
Retrace your viewing path	31
Navigate with links	31
PDFs with file attachments	31
Article threads	32
Open and navigate an article thread	32
Exit a thread before the end of the article	32
Adjusting PDF views	32
Adjust page magnification	32
Resize a page to fit the window	33
Show a page at actual size	33
Change the magnification with zoom tools	33
Change the magnification with the Pan & Zoom Window tool	34
Change the magnification with the Loupe tool	34
Change the magnification by using a page thumbnail	34
Change the default magnification	35
Display off-screen areas of a magnified page	35
Set the page layout and orientation	35
Set the page layout of an open PDF	36
Rotate the page view	36
Change the default page layout (initial view)	36
Use split-window view	37
View a document in multiple windows	37
Open a new window	37
Close a window	37
Close all windows for a document	37
Grids, guides, and measurements	38
View grids	38
View or hide the grid	38
Turn the Snap To Grid option on or off	38
Change the grid appearance	38
Create ruler guides	38
Create new ruler guides	38
Show or hide guides	38
Move or delete ruler guides	38
Change guide colors	39
Measure the height, width, or area of objects	39
Measuring tool options	40
Measuring preferences	40
View cursor coordinates	41
View x and y coordinates	41
Change the Cursor Coordinates measurement units	41
Maintaining the software	41
Updating the software	41
Manually update the software	41
Change updating preferences	41
Manage security settings	41
Adobe Digital Editions	41
Activation and registration	42
Help with installation	42
License activation	42
Register	42
Adobe Product Improvement Program	42
Services and downloads	43
Adobe Exchange	43
Adobe downloads	43
Adobe Labs	43
Non-English languages	43
Asian language PDFs	43
Cyrillic, Central European, and Eastern European language PDFs	43
Hebrew, Arabic, Thai, and Vietnamese language PDFs	44
Enable right-to-left languages	44
Acrobat in Mac OS	44
Chapter 3: Creating PDFs	46
Overview of creating PDFs	46
What’s the best way to create a PDF?	46
PDF creation methods by file type	46
Most files	46
Paper documents	47
Microsoft Office documents	47
Email messages	47
Web pages	47
Content copied on the clipboard	47
AutoCAD files (Windows only)	47
PostScript and EPS files	48
3D files	48
Balancing PDF file size and quality	48
Creating simple PDFs with Acrobat	48
Convert a file to PDF using Acrobat	48
Drag and drop to create PDFs	49
Convert clipboard content to PDF	49
Convert screen captures to PDF (Mac OS)	50
Create a PDF from a blank page	50
Create multiple PDFs from multiple files	50
Correct OCR text in PDFs	50
Enable Fast Web View in a PDF	51
Verify that an existing PDF is enabled for Fast Web View	51
Verify the Fast Web View Preferences setting	51
Enable Fast Web View for an existing PDF	51
Scan documents to PDF	52
Scan a paper document to PDF	52
Scan a paper document to PDF using a Autodetect Color Mode (Windows)	52
Scan a paper document to PDF using a preset (Windows)	52
Scan a paper document to PDF without presets	53
Optimize a scanned PDF	53
Configure scanning presets (Windows)	53
Scanning options	53
Scanner Options dialog box	54
Optimize Scanned PDF dialog box	54
Scanning tips	55
Recognize text in scanned documents	56
Recognize text in a single document	56
Recognize text in multiple documents	56
Recognize Text - General Settings dialog box	56
Using the Adobe PDF printer	57
Create PDFs by printing to file	57
Create a PDF using the Print command (Windows)	57
Create a PDF using the Print command (Mac OS X)	57
Adobe PDF printing preferences (Windows)	58
Set Adobe PDF printer properties (Windows)	59
Set Adobe PDF printer properties	59
Reassign the port that the Adobe PDF printer uses	59
Delete a folder and reassign the Adobe PDF printer to the default port	59
Create and use a custom page size	60
Create a custom page size (Windows)	60
Create a custom page size (Mac OS)	60
Use the custom page size	60
Creating PDFs with PDFMaker (Windows)	60
About Acrobat PDFMaker	60
Convert a file to PDF using PDFMaker	61
Show or activate PDFMaker in Microsoft Office and Lotus Notes	61
Convert a file to PDF	62
Create a PDF as an email attachment	62
Attach a file as PDF (Outlook)	62
Convert files to a secured PDF and attach it to an email message (Outlook)	62
Create a PDF and send it for review	62
View PDFMaker conversion settings	63
Settings tab of the Conversion Settings	63
Security tab of the Conversion Settings	63
Convert Microsoft Word, PowerPoint, and Excel files to PDF	64
Convert Excel files to PDF	64
Convert Word and PowerPoint files to PDF	64
Embed multimedia files into Word and PowerPoint documents	65
Convert email messages to PDFs	65
Specify whether email messages become merged PDFs or PDF Portfolios	65
Convert an open email message to PDF (Outlook)	66
Convert email messages to a new PDF	66
Add email messages or folders to an existing PDF	66
Convert email folders to a new PDF	67
Set up automatic email archiving	67
Create PDFs from Word mail merges	67
Email options for PDF mail merges	68
PDFs from Microsoft Project, Publisher, and Access	68
Convert Visio files to PDF	69
Convert Visio files	69
Select Visio layers to convert	70
Convert AutoCAD files to PDF (Windows)	70
Convert AutoCAD files when AutoCAD is not installed	71
Convert AutoCAD files when AutoCAD is installed	71
Select AutoCAD layers to convert	72
Convert AutoCAD files in batches	72
Application-specific PDFMaker settings	73
Settings tab options available from within most applications	73
Excel-specific options on the Settings tab	73
PowerPoint-specific options on the Settings tab	73
Email-specific options on the Settings tab	74
AutoCAD-specific options on the Settings tab	74
Visio-specific options on the Settings tab	75
Word tab settings (Microsoft Word)	75
Bookmarks tab settings (Microsoft Word)	75
Converting web pages to PDF	76
Web pages and PDFs	76
Convert web pages to PDF in Internet Explorer and Firefox (Windows)	77
Convert a web page to PDF	77
Convert part of a web page to PDF	77
Convert selected areas in a web page to PDF (Internet Explorer only)	78
Convert a linked web page to PDF	78
Convert web pages to PDF in Acrobat	78
Convert a web page to PDF	78
Add an unlinked web page to an existing PDF	79
Add a linked web page to an existing PDF	79
Convert a linked web page to a new PDF	79
Copy the URL of a web link	79
Change web page conversion options	79
Web page conversion options	80
General tab	80
Page Layout tab	80
HTML Conversion Settings	80
Text Settings	81
Creating PDFs with Acrobat Distiller	81
Acrobat Distiller overview	81
Manage the conversion queue	82
Queue a PostScript file	82
Change the queue during processing	82
Save a history of the job queue (Windows)	82
Clear the queue	82
Distiller preferences	83
Guidelines for creating PostScript files	83
About watched folders	83
Set watched folders	84
Adobe PDF conversion settings	85
Choose an Adobe PDF preset for converting files	85
Adobe PDF presets	85
About PDF/X, PDF/E, and PDF/A standards	87
Customize Adobe PDF settings	87
Create a custom Adobe PDF settings file	87
Delete custom Adobe PDF settings files	88
Adobe PDF settings	88
General panel options	88
Images panel options	89
Fonts panel options	90
Color panel options	91
Advanced panel options	93
Standards panel options	94
PDF compatibility levels	95
Share custom PDF settings	96
Compressing and downsampling images	96
Compression methods	97
Fonts	99
Font embedding and substitution	99
Accessing and embedding fonts using Distiller	99
Preview PDFs without local fonts	100
Find PostScript font names	100
Chapter 4: PDF Portfolios and combined PDFs	101
PDF Portfolios	101
About PDF Portfolios	101
PDF Portfolio window overview	102
Scroll through component files	104
Preview modes	104
Switch between Preview mode and Edit mode	106
Layouts	106
PDF Portfolios created in Acrobat 9	106
Create PDF Portfolios	107
Create a PDF Portfolio	107
Add files and folders to a PDF Portfolio	107
Add web content to a PDF Portfolio	108
Convert multimedia files in a PDF Portfolio	108
Remove files and folders from a PDF Portfolio	108
Customize a PDF Portfolio	108
Change the PDF Portfolio layout	108
Change the visual appearance	109
Add a header	109
Additional resources	110
Working with component files in a PDF Portfolio	110
View files in a list	110
Edit file details in a list	110
Sort, filter, and change the order of files or folders	111
Open, edit, and save component files	112
Edit component filenames and descriptions in a PDF Portfolio	112
Extract component files in a PDF Portfolio	112
Publish PDF Portfolios to a website	112
Share PDF Portfolios	113
Other functions enabled in PDF Portfolios	114
Other options for combining files	114
Create merged PDFs	114
File Size settings	115
Insert one PDF into another	115
Insert a clipboard selection into a PDF (Windows)	115
Placing PDFs as linked files in other documents	116
Adding unifying page elements	116
Add and edit headers and footers	116
Add headers and footers, with an open document	116
Add headers and footers, with no document open (Windows only)	117
Add headers and footers to component PDFs in a PDF Portfolio	117
Update the headers and footers	117
Add another header and footer	117
Replace all headers and footers	117
Remove all headers and footers	118
Add a Bates numbering header or footer	118
Add Bates numbering	118
Add more documents to a Bates numbering series	119
Search for Bates-numbered PDFs	119
Remove Bates numbering	119
Add and edit backgrounds	119
Add, replace, or edit a background, with an open document	120
Add, replace, or edit a background, with no document open (Windows only)	120
Add, replace, or edit a background for component PDFs in a PDF Portfolio	121
Update a recently edited background image	121
Remove a background from selected pages	121
Remove a background from all pages	121
Add and edit watermarks	121
Add or replace a watermark, with an open document	122
Add or replace a watermark, with no document open (Windows only)	123
Add or replace a watermark in component PDFs in a PDF Portfolio	123
Update a watermark	123
Remove watermarks	123
Crop pages	123
Crop empty areas around page content	124
Crop one or more pages	124
Crop a page with the Crop tool	124
Crop Pages dialog box settings	124
Undo cropping	125
Rearranging pages in a PDF	125
Rotate a page	125
Extract pages in a PDF	125
Splitting PDFs into multiple documents	126
Split one or more PDFs, with an open document	126
Split one or more PDFs, with no document open (Windows only)	126
Move or copy a page	126
Move or copy a page within a PDF, using page thumbnails	127
Copy a page between two PDFs, using page thumbnails	127
Delete or replace a page	127
Delete pages, using the Delete command	128
Delete pages, using page thumbnails	128
Replace the contents of a page	128
Replace pages using a page thumbnail	128
Renumber pages	128
Chapter 5: Saving and exporting PDFs	130
Saving PDFs	130
Save a PDF	130
Recover the last saved version	130
About the Autosave feature	131
Recover lost changes	131
Set up automatic saving	131
Recover lost changes after an unexpected shutdown	131
Reduce file size by saving	131
Exporting PDFs to other file formats	132
Exporting PDFs	132
Export a single PDF	132
File format options	132
Adobe PDF options	133
Image conversion settings	133
Microsoft Word & RTF options	134
Spreadsheet and HTML options	135
PostScript or Encapsulated PostScript (EPS) options	135
Text and XML options	135
Convert PDFs to Word, RTF, spreadsheets or other formats	136
Additional resources	136
Conversion options	137
Export images to another format	137
Export selections to another format	137
Reusing PDF content	138
Select and copy text	138
Select a column of text	138
Select all the text on a page	138
Select a part of the page	138
Copy selected text	138
Convert selected content to other formats	139
Copy images	139
Take a snapshot of a page	140
Chapter 6: Collaboration	141
File sharing and real-time collaboration	141
Share files using Adobe SendNow Online	141
Share files by email	142
Collaborate with others in a PDF	142
Initiate a Collaborate Live session	142
Participate in a Collaborate Live session	142
Online Services preferences	143
Create a Buzzword document	143
Collaborate in ConnectNow meetings	143
Preparing for a PDF review	144
About managed PDF reviews	144
Choosing a distribution option for reviews and forms	145
Enable commenting for Reader users	146
Select an email application for reviews	146
Specify a server	147
Starting a review	147
Start a shared review	147
Start an email-based review	148
Start the review	148
Merge comments	148
Participating in a PDF review	149
Review a PDF	149
Join a review	149
Options in the document message bar	150
Check for newly published comments	151
Send comments in email	151
Publish comments from other reviewers	151
Rejoin a review	152
Tracking and managing PDF reviews	152
Tracker overview	152
Track reviewed PDFs	154
Save the PDF with comments	154
Invite additional reviewers	154
Add or change a deadline	155
End a review	155
Start a shared review with the same reviewers from an existing review	155
Send a message	155
Update your profile	155
Update your review profile	155
Update your profile for a shared review	155
Subscribe to web broadcast services	156
Tracker preferences	156
Commenting	156
Annotations and drawing markup tools overview	156
Show annotations and drawing markup tools	158
Select an annotation or drawing markup tool	158
Keep an annotation tool selected	158
Commenting preferences	158
Change the look of your comments	159
Change a comment’s look and set it as the default	160
Set the default look for a tool	160
Add a sticky note	160
Add a sticky note comment	160
Edit a sticky note comment	161
Delete a sticky note	161
Mark up text with edits	161
Replace text	162
Add a note to a text edit	162
Insert text	162
Delete text	163
Delete text markups	163
Highlight, strikethrough, or underline text	163
Stamp a document	163
Open the Stamps palette	164
Apply a stamp	164
Change a stamp’s location or appearance	164
Move a stamp to the favorites list	164
Create a custom stamp	165
Change the name or category for a custom stamp	165
Delete a custom stamp	165
Delete a custom stamp category	165
Add a line, arrow, or shape	165
Group and ungroup markups	166
Group markups	166
Ungroup markups	166
Add comments in a text box or callout	166
Add a text box	167
Add a callout	168
Add an audio comment	168
Add a prerecorded audio comment	168
Record an audio comment	168
Add comments in a file attachment	169
Paste images as comments	169
Managing comments	170
View comments	170
Open the Comments list	170
Sort comments	170
Filter comments	171
Reply to comments	171
Reply in the pop-up note	172
Reply in the Comments list	172
Delete a reply	172
Set a status or check mark	172
Set a status	172
Flag comments with a check mark	172
Print a comment summary	172
Find a comment	173
Delete comments	174
Delete a comment	174
Unlock a comment	174
Spell-check all text in comments	174
Importing and exporting comments	174
Import Comments	174
Export comments	175
Export comments to a data file	175
Export selected comments	175
Export comments to Word (Windows)	175
Export comments to AutoCAD (Windows)	176

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Last updated 10/11/2011

Chapter 4: PDF Portfolios and combined

PDFs

In Acrobat Pro, you can easily create Adobe PDFs that include different types of files. You can package multiple files

of various types into a PDF Portfolio, in which each file appears separately and has its own pagination. You can also

convert and merge multiple files into a single merged PDF, in which converted documents flow into the PDF as

sequential pages.

PDF Portfolios

About PDF Portfolios

A PDF Portfolio contains multiple files assembled into an integrated PDF unit. The files in a PDF Portfolio can be in

a wide range of file types created in different applications. For example, a PDF Portfolio can include text documents,

e-mail messages, spreadsheets, CAD drawings, and PowerPoint presentations. The original files retain their individual

identities but are assembled into one PDF Portfolio file. You can open, read, edit, and format each component file

independently of the other component files in the PDF Portfolio.

Note:

Acrobat Standard and Adobe Reader

users cannot create PDF Portfolios or edit the layout, colors, headers, and so on.

Depending on the circumstances, PDF Portfolios offer several advantages over merging multiple files into a single PDF:

Layouts and themes

Customize your PDF Portfolio with unique layouts and visual themes. Color palettes and

backgrounds provide more visual interest.

Adding and deleting

Add or remove files easily, without having to find and select all the pages that originated in that file.

Previewing

Quickly preview component files without having to open them in their native applications.

Editing

Change individual files within the PDF Portfolio without affecting the other files. For example, you can

renumber pages in one document without renumbering other documents in the PDF Portfolio. You can also edit non-

PDF files in their native applications from within a PDF Portfolio. Any changes you make are saved to the file within

the PDF Portfolio.

Distribution

Share a PDF Portfolio with others and be sure that they are getting all the component parts. Publish a

PDF Portfolio on a website for others to view.

Sorting

Sort component files by categories that you can add to, delete, hide, and customize. Simply click a column

name to sort the list.

Reordering

Drag files to change their order. You can then define the new order as the initial sort order—the order in

which files appear when someone opens the PDF Portfolio.

Printing

Print all the PDFs in a PDF Portfolio, or selected component PDFs.

Searching

Search one or all files in a PDF Portfolio. You can even search non-PDF component files.

Incorporating other formats

Add non-PDF files to an existing PDF Portfolio without converting them to PDF.

Independence from source files

The source files of a PDF Portfolio—even existing files you add to the PDF Portfolio—

are not changed when you create a PDF Portfolio. Changes you make to the component files within a PDF Portfolio