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Convert email folders to a new PDF, Migrate old Outlook PDF archives to PDF Portfolios

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USING ACROBAT 9 STANDARD 75 Creating PDFs Convert email folders to a new PDF PDFMaker can convert multiple folders to PDF in one procedure. It is not necessary to select the folders at the beginning of the process because you can select them in a dialog box that appears automatically. 1 Do one of the following: • (Outlook) Choose Adobe PDF > Convert Selected Folders > Create New PDF. • (Lotus Notes) Choose Actions > Convert Selected Folder(s) To Adobe PDF. 2 In the Convert Folder(s) To PDF dialog box, select the folders. Then select or deselect the Convert This Folder And All Sub Folders option. 3 In the Save Adobe PDF File As, select a location and name for the PDF Portfolio. When the conversion is complete, the new PDF opens in Acrobat. Migrate old Outlook PDF archives to PDF Portfolios It's a good idea to migrate old PDF email archives to PDF Portfolios for the following reasons: to facilitate sorting and other functions, and to make it possible to add new email messages to those archives. In PDF Portfolios, each email message is converted as a component PDF. You can then sort the messages by message folder, sender, subject line, date, size, or attachments. Also, you can create custom categories and sort by those categories. If you open email archives created with Acrobat 7.0 or earlier, you must create an archive and append the selected messages to the new archive. A wizard guides you through the process. 1 Open Outlook. 2 Choose Adobe PDF > Upgrade Acrobat 7 PDF Archive. 3 If a message appears, click Yes to continue the migration process. 4 Locate and select the old PDF archive, and click Open. 5 Select a location and name for the migrated PDF Portfolio, and click Save. (The default naming adds _Portfolio to the existing filename, such as renaming an archive called Inbox.pdf as Inbox_Portfolio.pdf.) When the conversion process is complete and the Creating Adobe PDF dialog box closes, the new archive opens in Acrobat. Set up automatic email archiving 1 Do one of the following: • (Outlook) Choose Adobe PDF > Setup Automatic Archival. • (Lotus Notes) Choose Actions > Setup Automatic Archival. 2 On the Automatic Archival tab of the Acrobat PDFMaker dialog box, select Enable Automatic Archival. Then select options for Frequency and the time of day at which automatic archiving occurs. 3 Select other options, according to your needs: Maintain Log Of Archival Creates a record of each archiving session. Choose File Specifies the name and location of the archiving log. Embed Index For Faster Search Creates an index that you can search to find specific words or characters instead of having to search each individual document. Last updated 9/30/2011

Section	Page
Contents	3
Chapter 1: Getting started	6
Activation and registration	6
License activation (Windows)	6
Register	6
Adobe Product Improvement Program (Windows)	6
Adobe Customization Wizard	7
Read Me	7
Help and support	7
Community Help	7
Product Help	8
Support resources	8
Services, downloads, and extras	8
Adobe creative online services	8
Adobe Exchange	8
Adobe downloads	9
Adobe Labs	9
Adobe TV	9
Extras	9
What’s new	9
PDF creation, editing, and searching	9
Collaboration	10
Forms	10
Digital signatures	10
Getting started tutorials	10
Create PDF	11
Collaborate	13
Forms	17
PDF Portfolios	19
Security	20
Chapter 2: Workspace	23
Work area basics	23
View the work area	23
Opening PDFs	24
Select another tool	24
Select a tool	24
Switch temporarily to the Zoom In or Hand tool	24
Document message bar	25
Set preferences	25
Re-create preferences	26
Re-create the Acrobat Preferences folder (Windows)	26
Re-create the Acrobat preferences files (Mac OS)	26
Customizing the work area	26
Displaying menus	26
About toolbars	27
Display and arrange toolbars	28
Show or hide toolbars	28
Move toolbars	28
Return toolbars to their default configuration	29
Lock or unlock the toolbar area	29
Show and hide toolbar elements	29
Show or hide individual tools	29
Show or hide tool labels	29
Review properties for tools and objects	29
Show or hide the navigation pane	30
Adjust navigation panels	30
Change the display area for navigation panels	30
Change the orientation of a docked navigation panel	30
View a different panel in the navigation pane	31
Dock or float navigation panels	31
Options in a navigation panel	31
Viewing PDF pages	31
Open a PDF	31
Open a PDF in the application	32
Open a PDF from the desktop or within another application	32
Opening pages in a PDF	32
Page through a document	32
Move through a PDF	33
Jump to a specific page	33
Jump to bookmarked pages	33
Use page thumbnails to jump to specific pages	34
Automatically scroll through a document	34
Retrace your viewing path	35
Change the PDF/A viewing mode	35
Navigate with links	35
PDFs with file attachments	35
Open or close reading mode	36
View PDFs in Full Screen mode	36
Set the Full Screen navigation bar preference	36
Read a document in Full Screen mode	36
Viewing PDFs in a web browser	37
Internet preferences	37
Read articles	37
Open and navigate an article thread	37
Exit a thread before the end of the article	38
Preferences for viewing PDFs	38
Documents preferences	38
Full Screen preferences	39
General preferences	40
Page Display preferences	41
Adjusting PDF views	42
Adjust page magnification	42
Resize a page to fit the window	43
Show a page at actual size	43
Change the magnification with zoom tools	43
Change the magnification with the Pan & Zoom Window tool	43
Change the magnification with the Loupe tool	44
Change the magnification by using a page thumbnail	44
Change the default magnification	45
Display off-screen areas of a magnified page	45
Set the page layout and orientation	45
Set the page layout of an open PDF	46
Rotate the page view	46
Change the default page layout (initial view)	46
Use split-window view	47
View a document in multiple windows	47
Open a new window	47
Close a window	47
Close all windows for a document	47
Display PDFs in Line Weights view	48
Grids, guides, and measurements	48
View grids	48
View or hide the grid	48
Turn the Snap To Grid option on or off	48
Change the grid appearance	48
Create ruler guides	48
Create new ruler guides	48
Show or hide guides	49
Move or delete ruler guides	49
Change guide colors	49
Measure the height, width, or area of objects	49
Measuring tool options	50
Measuring preferences	50
View cursor coordinates	51
View x and y coordinates	51
Change the Cursor Coordinates measurement units	51
Organizer	51
Organizer window overview	51
Categories pane	52
Files pane	53
Pages pane	53
Adjust the Organizer window	53
Display the Organizer window	53
Resize the Organizer and its panes	53
Sort the files pane list	54
Organize PDF collections	54
Add a PDF to a collection	54
Edit the collection folders	54
Move a PDF to a different collection	54
Remove a PDF from a collection	54
Organize PDFs with the Favorite Places category	54
Expand views in the Categories pane	55
Expand an Organizer category	55
Expand the file structure	55
Start a task from the Organizer files pane	55
Erase the history of opened PDFs	55
Maintaining the software	55
Updating the software	55
Manually update the software	56
Change updating preferences	56
Manage security settings	56
Manage plug-ins	56
Disable a plug-in	56
Disable all plug-ins temporarily	56
Adobe Digital Editions	56
Non-English languages	57
Asian language PDFs	57
Cyrillic, Central European, and Eastern European language PDFs	57
Hebrew, Arabic, Thai, and Vietnamese language PDFs	57
Enable right-to-left languages	57
Acrobat in Mac OS	58
Chapter 3: Creating PDFs	59
Overview of creating PDFs	59
What’s the best way to create a PDF?	59
PDF creation methods by file type	59
Most files	59
Paper documents	60
Microsoft Office documents	60
Email messages	60
Web pages	60
Content copied on the clipboard	60
PostScript and EPS files	60
Balancing PDF file size and quality	61
Creating simple PDFs with Acrobat	61
Convert a file to PDF using Acrobat	61
Drag and drop to create PDFs	62
Convert clipboard content to PDF (Windows)	62
Convert screen captures to PDF (Mac OS)	62
Create a PDF from a blank page	62
Create and add text to a new, blank PDF	63
Edit text in a PDF created from a blank page	63
Prevent changes in PDF Editor	63
Preferences for the PDF Editor	63
Enable Fast Web View in a PDF	63
Verify that an existing PDF is enabled for Fast Web View	64
Verify the Fast Web View Preferences setting	64
Enable Fast Web View for an existing PDF	64
Scan documents to PDF	64
Scan a paper document to PDF	64
Scan a paper document to PDF using a preset (Windows)	65
Scan a paper document to PDF without presets	65
Optimize a scanned PDF	65
Configure scanning presets (Windows)	65
Scanning options	65
Scanner Options dialog box	66
Optimization Options dialog box	67
Scanning tips	68
Recognize text in scanned documents	68
Recognize text in a single document	68
Recognize text in multiple documents	69
Recognize text in component PDFs in a PDF Portfolio	69
Recognize Text - Settings dialog box	69
Using the Adobe PDF printer	70
Create PDFs by printing to file	70
Create a PDF using the Print command (Windows)	70
Create a PDF using the Print command (Mac OS X)	70
Adobe PDF printing preferences (Windows)	71
Set Adobe PDF printer properties (Windows)	72
Set Adobe PDF printer properties	72
Reassign the port that the Adobe PDF printer uses	72
Delete a folder and reassign the Adobe PDF printer to the default port	72
Configure the Adobe PDF printer (Mac OS v10.5 and earlier)	72
Create and use a custom page size	73
Create a custom page size (Windows)	73
Create a custom page size (Mac OS)	73
Use the custom page size	73
Creating PDFs with PDFMaker (Windows)	74
About Acrobat PDFMaker	74
Convert a file to PDF using PDFMaker	74
Show or activate PDFMaker in Microsoft Office and Lotus Notes	74
Convert a file to PDF	75
Create a PDF as an email attachment	75
Attach a file as PDF (Outlook)	75
Convert files to a secured PDF and attach it to an email message (Outlook)	75
Create a PDF and send it for review	76
View PDFMaker conversion settings	76
Settings tab of the Conversion Settings	76
Security tab of the Conversion Settings	77
Convert Microsoft Word, PowerPoint, and Excel files to PDF	77
Convert Excel files to PDF	77
Convert Word and PowerPoint files to PDF	78
Convert email messages to PDFs	78
Specify whether email messages become merged PDFs or PDF Portfolios	78
Convert an open email message to PDF (Outlook)	79
Convert email messages to a new PDF	79
Add email messages or folders to an existing PDF	79
Convert email folders to a new PDF	80
Migrate old Outlook PDF archives to PDF Portfolios	80
Set up automatic email archiving	80
Create PDFs from Word mail merges	81
Email options for PDF mail merges	82
PDFs from Microsoft Project, Publisher, and Access	82
Application-specific PDFMaker settings	82
Settings tab options available from within most applications	82
Excel-specific options on the Settings tab	83
PowerPoint-specific options on the Settings tab	83
Email-specific options on the Settings tab	83
Word tab settings (Microsoft Word)	84
Bookmarks tab settings (Microsoft Word)	84
Converting web pages to PDF	85
Web pages and PDFs	85
Convert web pages to PDF in Internet Explorer (Windows)	85
Convert a web page to PDF	86
Convert part of a web page to PDF	86
Convert selected areas in a web page to PDF	86
Convert a linked web page to PDF	87
Convert web pages to PDF in Acrobat	87
Convert a web page to PDF	87
Add an unlinked web page to an existing PDF	87
Add a linked web page to an existing PDF	88
Convert a linked web page to a new PDF	88
Copy the URL of a web link	88
Change web page conversion options	88
Web page conversion options	88
General tab	89
Page Layout tab	89
HTML Conversion Settings	89
Text Settings	90
Creating PDFs with Acrobat Distiller	90
Acrobat Distiller overview	90
Manage the conversion queue	90
Queue a PostScript file	90
Change the queue during processing	91
Save a history of the job queue (Windows)	91
Clear the queue	91
Distiller preferences	91
Guidelines for creating PostScript files	92
Adobe PDF conversion settings	92
Choose an Adobe PDF preset for converting files	92
Adobe PDF presets	92
Customize Adobe PDF settings	94
Create a custom Adobe PDF settings file	94
Delete custom Adobe PDF settings files	95
Adobe PDF settings	95
General panel options	95
Images panel options	96
Fonts panel options	97
Color panel options	98
Advanced panel options	100
Standards panel options	101
PDF compatibility levels	101
Share custom PDF settings	102
Compressing and downsampling images	103
Compression methods	103
Fonts	105
Font embedding and substitution	105
Accessing and embedding fonts using Distiller	105
Preview PDFs without local fonts	106
Find PostScript font names	106
Chapter 4: PDF Portfolios and combined PDFs	107
Combining files into a PDF Portfolio	107
About PDF Portfolios	107
View the PDF Portfolio work area	108
View and edit components of a PDF Portfolio	109
View file details	110
Sort, filter, and change the order of files or folders	110
Preview component files in a PDF Portfolio	110
Open, edit, and save component files	110
Create and edit PDF Portfolios	111
Create a PDF Portfolio	111
Add files to a PDF Portfolio	111
Create a folder in a PDF Portfolio	111
Remove files and folders from a PDF Portfolio	111
Edit component filenames and descriptions in a PDF Portfolio	111
Extract component files in a PDF Portfolio	111
Share PDF Portfolios	112
Email a PDF Portfolio	112
Share a PDF Portfolio on Acrobat.com	112
Other functions enabled in PDF Portfolios	112
Other options for combining files	112
Create merged PDFs	113
File Size settings	113
Insert one PDF into another	114
Insert a clipboard selection into a PDF (Windows)	114
Placing PDFs as linked files in other documents	114
Adding unifying page elements	114
Add and edit headers and footers	114
Add headers and footers, with an open document	115
Add headers and footers, with no document open	115
Add headers and footers to component PDFs in a PDF Portfolio	115
Update the headers and footers	116
Add another header and footer	116
Replace all headers and footers	116
Remove all headers and footers	116
Add and edit backgrounds	116
Add, replace, or edit a background, with an open document	117
Add, replace, or edit a background, with no document open	117
Add, replace, or edit a background for component PDFs in a PDF Portfolio	118
Update a recently edited background image	118
Remove a background from selected pages	118
Remove a background from all pages	118
Add and edit watermarks	118
Add or replace a watermark, with an open document	119
Add or replace a watermark, with no document open	120
Add or replace a watermark in component PDFs in a PDF Portfolio	120
Update a watermark	120
Remove watermarks	120
Crop pages	120
Crop empty areas around page content	121
Crop one or more pages	121
Crop a page with the Crop tool	121
Crop Pages dialog box settings	121
Undo cropping	121
Rearranging pages in a PDF	122
Rotate a page	122
Extract pages in a PDF	122
Splitting PDFs into multiple documents	122
Split one or more PDFs, with an open document	123
Split one or more PDFs, with no document open	123
Move or copy a page	123
Move or copy a page within a PDF, using page thumbnails	123
Copy a page between two PDFs, using page thumbnails	123
Delete or replace a page	124
Delete pages, using the Delete command	124
Delete pages, using page thumbnails	124
Delete material associated with a tagged bookmark	124
Replace the contents of a page	125
Replace pages using a page thumbnail	125
Renumber pages	125
Chapter 5: Saving and exporting PDFs	127
Saving PDFs	127
Save a PDF	127
Recover the last saved version	127
About the Autosave feature	128
Recover lost changes	128
Set up automatic saving	128
Recover lost changes after an unexpected shutdown	128
Reduce file size by saving	128
Exporting PDFs to other file formats	129
Exporting PDFs	129
Export a single PDF	129
Export multiple PDFs	130
File format options	130
PostScript or Encapsulated PostScript (EPS) options	130
HTML or XML options	130
JPEG and JPEG 2000 options	131
PNG options	132
TIFF options	132
Convert PDFs to Word, RTF, or other text formats	133
Word and RTF options	133
Export images to another format	133
Reusing PDF content	134
Select and copy text	134
Select a column of text	134
Select all the text on a page	134
Copy selected text	135
Convert tables to spreadsheets	135
Copy images	135
Take a snapshot of a page	136
Chapter 6: Collaboration	137
File sharing and real-time collaboration	137
Upload documents to Acrobat.com	137
Share documents with others	137
Create and edit a collaborative document	137
Collaborate with others in a PDF	138
Initiate a Collaborate Live session	138
Participate in a Collaborate Live session	138
Collaborate in online meetings	139
Start a meeting	139
Attend a meeting	139
Acrobat.com preferences	139
Preparing for a PDF review	140
About managed PDF reviews	140
Choosing a distribution option for reviews and forms	141
Select an email application for reviews	142
Specify a server	142
Starting a review	143
Start a shared review	143
Start an email-based review	144
Start the review	144
Merge comments	144
Participating in a PDF review	145
Review a PDF	145
Join a review	145
Options in the document message bar	146
Check for newly published comments	146
Send comments in email	147
Publish comments from other reviewers	147
Rejoin a review	147
Tracking and managing PDF reviews	148
Tracker overview	148
Track reviewed PDFs	149
Save the PDF with comments	149
Invite additional reviewers	150
Add or change a deadline	150
End a review	150
Start a shared review with the same reviewers from an existing review	150
Send a message	150
Update your profile	151
Update your review profile	151
Update your profile for a shared review	151
Subscribe to web broadcast services	151
Tracker preferences	151
Commenting	151
Commenting and markup tools overview	151
Show the Comment & Markup toolbar	153
Select a commenting or markup tool	153
Keep a commenting tool selected	153
Commenting preferences	153
Change the look of your comments	154
Change a comment’s look and set it as the default	155
Set the default look for a tool	155
Add a sticky note	155
Add a sticky note comment	155
Edit a sticky note comment	156
Delete a sticky note	156
Mark up text with edits	156
Replace text	157
Add a note to a text edit	157
Show inserted text	157
Delete inserted text	157
Delete text markups	158
Highlight, cross out, or underline text	158
Stamp a document	158
Open the Stamps palette	159
Apply a stamp	159
Change a stamp’s location or appearance	159
Move a stamp to the favorites list	159
Create a custom stamp	160
Change the name or category for a custom stamp	160
Delete a custom stamp	160
Delete a custom stamp category	160
Add a line, arrow, or shape	160
Group and ungroup markups	161
Group markups	161
Ungroup markups	161
Add comments in a text box or callout	161
Add a text box	162
Add a callout	163
Add an audio comment	163
Add a prerecorded audio comment	163
Record an audio comment	163
Add comments in a file attachment	164
Paste images as comments	164
Managing comments	165
View comments	165
Open the Comments list	165
Sort comments	165
Show or hide comments	166
Reply to comments	166
Reply in the pop-up note	166
Reply in the Comments list	167
Delete a reply	167
Set a status or check mark	167
Set a status	167
Flag comments with a check mark	167
Print a comment summary	167
Find a comment	168
Delete comments	169
Delete a comment	169

Match case Limit results 1 per page

USING ACROBAT 9 STANDARD

Creating PDFs

Last updated

/30/2011

Convert email folders to a new PDF

PDFMaker can convert multiple folders to PDF in one procedure. It is not necessary to select the folders at the

beginning of the process because you can select them in a dialog box that appears automatically.

Do one of the following:

•

(Outlook) Choose Adobe PDF > Convert Selected Folders > Create New PDF.

•

(Lotus Notes) Choose Actions > Convert Selected Folder(s) To Adobe PDF.

In the Convert Folder(s) To PDF dialog box, select the folders. Then select or deselect the Convert This Folder And

All Sub Folders option.

In the Save Adobe PDF File As, select a location and name for the PDF Portfolio.

When the conversion is complete, the new PDF opens in Acrobat.

Migrate old Outlook PDF archives to PDF Portfolios

It’s a good idea to migrate old PDF email archives to PDF Portfolios for the following reasons: to facilitate sorting and

other functions, and to make it possible to add new email messages to those archives.

In PDF Portfolios, each email message is converted as a component PDF. You can then sort the messages by message

folder, sender, subject line, date, size, or attachments. Also, you can create custom categories and sort by those

categories.

If you open email archives created with Acrobat 7.0 or earlier, you must create an archive and append the selected

messages to the new archive. A wizard guides you through the process.

Open Outlook.

Choose Adobe PDF > Upgrade Acrobat 7 PDF Archive.

If a message appears, click Yes to continue the migration process.

Locate and select the old PDF archive, and click Open.

Select a location and name for the migrated PDF Portfolio, and click Save. (The default naming adds

_Portfolio

the existing filename, such as renaming an archive called

Inbox.pdf

Inbox_Portfolio.pdf

When the conversion process is complete and the Creating Adobe PDF dialog box closes, the new archive opens in

Acrobat.

Set up automatic email archiving

Do one of the following:

•

(Outlook) Choose Adobe PDF > Setup Automatic Archival.

•

(Lotus Notes) Choose Actions > Setup Automatic Archival.

On the Automatic Archival tab of the Acrobat PDFMaker dialog box, select Enable Automatic Archival. Then select

options for Frequency and the time of day at which automatic archiving occurs.

Select other options, according to your needs:

Maintain Log Of Archival

Creates a record of each archiving session.

Choose File

Specifies the name and location of the archiving log.

Embed Index For Faster Search

Creates an index that you can search to find specific words or characters instead of

having to search each individual document.