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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 PRO 79 Creating PDFs 3 Locate and select the PDF or PDF Portfolio to which you want to add the converted emails, and click Open. Important: Do not type a new name for the PDF. If you do, a warning message appears telling you that the PDF was not found. Click OK, and select a PDF without changing its name. 4 (Outlook only) If a message appears, alerting you that the existing PDF was created using an earlier version of PDFMaker, do one of the following: • To create a PDF Portfolio from the original PDF archive, click Yes, and select a name and location for the new archive. (The default name adds _Portfolio to the original PDF filename.) When the conversion is complete and the Creating Adobe PDF dialog box closes, the new archive opens in Acrobat. • Click No to cancel the process. Note: For PDF Portfolios of email converted or migrated in Acrobat 8 or later, only new messages-that is, messages that are not already part of the PDF Portfolio-are appended. 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. Last updated 9/30/2011

Section	Page
Contents	3
Chapter 1: Getting started	7
Activation and registration	7
License activation (Windows)	7
Register	7
Adobe Product Improvement Program (Windows)	7
Adobe Customization Wizard	8
Read Me	8
Help and support	8
Community Help	8
Product Help	9
Support resources	9
Services, downloads, and extras	9
Adobe creative online services	9
Adobe Exchange	9
Adobe downloads	10
Adobe Labs	10
Adobe TV	10
Extras	10
What’s new	10
PDF creation, editing, and searching	10
Collaboration	11
Forms	11
Multimedia and 3D models	11
Digital signatures	12
Legal	12
Creative professional	12
Getting started tutorials	12
Create PDF	13
Collaborate	15
Forms	19
PDF Portfolios	21
Security	25
Chapter 2: Workspace	28
Work area basics	28
View the work area	28
Opening PDFs	29
Select another tool	29
Select a tool	29
Switch temporarily to the Zoom In or Hand tool	29
Document message bar	30
Set preferences	30
Re-create preferences	31
Re-create the Acrobat Preferences folder (Windows)	31
Re-create the Acrobat preferences files (Mac OS)	31
Customizing the work area	31
Displaying menus	31
About toolbars	32
Display and arrange toolbars	32
Show or hide toolbars	33
Move toolbars	33
Return toolbars to their default configuration	33
Lock or unlock the toolbar area	34
Show and hide toolbar elements	34
Show or hide individual tools	34
Show or hide tool labels	34
Review properties for tools and objects	34
Show or hide the navigation pane	35
Adjust navigation panels	35
Change the display area for navigation panels	35
Change the orientation of a docked navigation panel	35
View a different panel in the navigation pane	35
Dock or float navigation panels	36
Options in a navigation panel	36
Viewing PDF pages	36
Open a PDF	36
Open a PDF in the application	36
Open a PDF from the desktop or within another application	37
Opening pages in a PDF	37
Page through a document	37
Move through a PDF	37
Jump to a specific page	38
Jump to bookmarked pages	38
Use page thumbnails to jump to specific pages	39
Automatically scroll through a document	39
Retrace your viewing path	39
Change the PDF/A viewing mode	39
Navigate with links	39
PDFs with file attachments	40
Open or close reading mode	40
View PDFs in Full Screen mode	40
Set the Full Screen navigation bar preference	40
Read a document in Full Screen mode	41
Viewing PDFs in a web browser	41
Internet preferences	41
Read articles	42
Open and navigate an article thread	42
Exit a thread before the end of the article	42
Compare a revised PDF to an earlier version	42
Preferences for viewing PDFs	43
Documents preferences	43
Full Screen preferences	44
General preferences	45
Page Display preferences	46
Adjusting PDF views	47
Adjust page magnification	47
Resize a page to fit the window	48
Show a page at actual size	48
Change the magnification with zoom tools	48
Change the magnification with the Pan & Zoom Window tool	48
Change the magnification with the Loupe tool	49
Change the magnification by using a page thumbnail	49
Change the default magnification	50
Display off-screen areas of a magnified page	50
Set the page layout and orientation	50
Set the page layout of an open PDF	51
Rotate the page view	51
Change the default page layout (initial view)	51
Use split-window view	52
View a document in multiple windows	52
Open a new window	52
Close a window	52
Close all windows for a document	52
Display PDFs in Line Weights view	53
Grids, guides, and measurements	53
View grids	53
View or hide the grid	53
Turn the Snap To Grid option on or off	53
Change the grid appearance	53
Create ruler guides	53
Create new ruler guides	53
Show or hide guides	54
Move or delete ruler guides	54
Change guide colors	54
Measure the height, width, or area of objects	54
Measuring tool options	55
Measuring preferences	55
View cursor coordinates	56
View x and y coordinates	56
Change the Cursor Coordinates measurement units	56
Organizer	56
Organizer window overview	56
Categories pane	57
Files pane	58
Pages pane	58
Adjust the Organizer window	58
Display the Organizer window	58
Resize the Organizer and its panes	58
Sort the files pane list	59
Organize PDF collections	59
Add a PDF to a collection	59
Edit the collection folders	59
Move a PDF to a different collection	59
Remove a PDF from a collection	59
Organize PDFs with the Favorite Places category	59
Expand views in the Categories pane	60
Expand an Organizer category	60
Expand the file structure	60
Start a task from the Organizer files pane	60
Erase the history of opened PDFs	60
Maintaining the software	60
Updating the software	60
Manually update the software	61
Change updating preferences	61
Manage security settings	61
Manage plug-ins	61
Disable a plug-in	61
Disable all plug-ins temporarily	61
Adobe Digital Editions	61
Non-English languages	62
Asian language PDFs	62
Cyrillic, Central European, and Eastern European language PDFs	62
Hebrew, Arabic, Thai, and Vietnamese language PDFs	62
Enable right-to-left languages	62
Acrobat in Mac OS	63
Chapter 3: Creating PDFs	64
Overview of creating PDFs	64
What’s the best way to create a PDF?	64
PDF creation methods by file type	64
Most files	64
Paper documents	65
Microsoft Office documents	65
Email messages	65
Web pages	65
Content copied on the clipboard	65
AutoCAD files (Windows only)	65
PostScript and EPS files	66
Balancing PDF file size and quality	66
Creating simple PDFs with Acrobat	66
Convert a file to PDF using Acrobat	66
Drag and drop to create PDFs	67
Convert clipboard content to PDF (Windows)	67
Convert screen captures to PDF (Mac OS)	67
Create a PDF from a blank page	68
Create and add text to a new, blank PDF	68
Edit text in a PDF created from a blank page	68
Prevent changes in PDF Editor	68
Preferences for the PDF Editor	68
Create multiple PDFs from multiple files	69
Enable Fast Web View in a PDF	69
Verify that an existing PDF is enabled for Fast Web View	69
Verify the Fast Web View Preferences setting	69
Enable Fast Web View for an existing PDF	69
Scan documents to PDF	70
Scan a paper document to PDF	70
Scan a paper document to PDF using a preset (Windows)	70
Scan a paper document to PDF without presets	70
Optimize a scanned PDF	71
Configure scanning presets (Windows)	71
Scanning options	71
Scanner Options dialog box	72
Optimization Options dialog box	72
Scanning tips	73
Recognize text in scanned documents	74
Recognize text in a single document	74
Recognize text in multiple documents	74
Recognize text in component PDFs in a PDF Portfolio	74
Recognize Text - Settings dialog box	74
Using the Adobe PDF printer	75
Create PDFs by printing to file	75
Create a PDF using the Print command (Windows)	75
Create a PDF using the Print command (Mac OS X)	76
Adobe PDF printing preferences (Windows)	76
Set Adobe PDF printer properties (Windows)	77
Set Adobe PDF printer properties	77
Reassign the port that the Adobe PDF printer uses	77
Delete a folder and reassign the Adobe PDF printer to the default port	78
Configure the Adobe PDF printer (Mac OS v10.5 and earlier)	78
Create and use a custom page size	78
Create a custom page size (Windows)	78
Create a custom page size (Mac OS)	79
Use the custom page size	79
Creating PDFs with PDFMaker (Windows)	79
About Acrobat PDFMaker	79
Convert a file to PDF using PDFMaker	79
Show or activate PDFMaker in Microsoft Office and Lotus Notes	80
Convert a file to PDF	80
Create a PDF as an email attachment	80
Attach a file as PDF (Outlook)	80
Convert files to a secured PDF and attach it to an email message (Outlook)	81
Create a PDF and send it for review	81
View PDFMaker conversion settings	81
Settings tab of the Conversion Settings	82
Security tab of the Conversion Settings	82
Convert Microsoft Word, PowerPoint, and Excel files to PDF	82
Convert Excel files to PDF	83
Convert Word and PowerPoint files to PDF	83
Convert email messages to PDFs	83
Specify whether email messages become merged PDFs or PDF Portfolios	84
Convert an open email message to PDF (Outlook)	84
Convert email messages to a new PDF	84
Add email messages or folders to an existing PDF	84
Convert email folders to a new PDF	85
Migrate old Outlook PDF archives to PDF Portfolios	85
Set up automatic email archiving	86
Create PDFs from Word mail merges	86
Email options for PDF mail merges	87
PDFs from Microsoft Project, Publisher, and Access	87
Convert Visio files to PDF	87
Convert Visio files	88
Select Visio layers to convert	88
Convert AutoCAD files to PDF (Windows)	89
Convert AutoCAD files when AutoCAD is not installed	89
Convert AutoCAD files when AutoCAD is installed	90
Select AutoCAD layers to convert	90
Convert AutoCAD files in batches	91
Application-specific PDFMaker settings	91
Settings tab options available from within most applications	91
Excel-specific options on the Settings tab	92
PowerPoint-specific options on the Settings tab	92
Email-specific options on the Settings tab	92
AutoCAD-specific options on the Settings tab	93
Visio-specific options on the Settings tab	93
Word tab settings (Microsoft Word)	93
Bookmarks tab settings (Microsoft Word)	94
Converting web pages to PDF	94
Web pages and PDFs	94
Convert web pages to PDF in Internet Explorer (Windows)	95
Convert a web page to PDF	95
Convert part of a web page to PDF	96
Convert selected areas in a web page to PDF	96
Convert a linked web page to PDF	96
Convert web pages to PDF in Acrobat	96
Convert a web page to PDF	96
Add an unlinked web page to an existing PDF	97
Add a linked web page to an existing PDF	97
Convert a linked web page to a new PDF	97
Copy the URL of a web link	98
Change web page conversion options	98
Web page conversion options	98
General tab	98
Page Layout tab	98
HTML Conversion Settings	99
Text Settings	99
Creating PDFs with Acrobat Distiller	99
Acrobat Distiller overview	99
Manage the conversion queue	100
Queue a PostScript file	100
Change the queue during processing	100
Save a history of the job queue (Windows)	101
Clear the queue	101
Distiller preferences	101
Guidelines for creating PostScript files	101
About watched folders	102
Set watched folders	102
Adobe PDF conversion settings	103
Choose an Adobe PDF preset for converting files	103
Adobe PDF presets	103
Customize Adobe PDF settings	105
Create a custom Adobe PDF settings file	105
Delete custom Adobe PDF settings files	106
Adobe PDF settings	106
General panel options	106
Images panel options	107
Fonts panel options	108
Color panel options	108
Advanced panel options	110
Standards panel options	111
PDF compatibility levels	112
Share custom PDF settings	113
Compressing and downsampling images	114
Compression methods	114
Fonts	116
Font embedding and substitution	116
Accessing and embedding fonts using Distiller	116
Preview PDFs without local fonts	117
Find PostScript font names	117
Chapter 4: PDF Portfolios and combined PDFs	118
Combining files into a PDF Portfolio	118
About PDF Portfolios	118
View the PDF Portfolio work area	119
View and edit components of a PDF Portfolio	120
View file details	121
Sort, filter, and change the order of files or folders	121
Preview component files in a PDF Portfolio	121
Open, edit, and save component files	122
Create and edit PDF Portfolios	122
Create a PDF Portfolio	122
Add files to a PDF Portfolio	122
Create a folder in a PDF Portfolio	122
Convert multimedia files in a PDF Portfolio	122
Choose a layout	123
Add a welcome page and header	123
Select a color scheme	123
Specify file details	123
Remove files and folders from a PDF Portfolio	124
Edit component filenames and descriptions in a PDF Portfolio	124
Extract component files in a PDF Portfolio	124
Share PDF Portfolios	124
Email a PDF Portfolio	124
Share a PDF Portfolio on Acrobat.com	124
Other functions enabled in PDF Portfolios	124
Other options for combining files	125
Create merged PDFs	125
File Size settings	126
Insert one PDF into another	126
Insert a clipboard selection into a PDF (Windows)	126
Placing PDFs as linked files in other documents	127
Adding unifying page elements	127
Add and edit headers and footers	127
Add headers and footers, with an open document	127
Add headers and footers, with no document open	128
Add headers and footers to component PDFs in a PDF Portfolio	128
Update the headers and footers	128
Add another header and footer	128
Replace all headers and footers	128
Remove all headers and footers	129
Add a Bates numbering header or footer	129
Add Bates numbering	129
Add more documents to a Bates numbering series	130
Search for Bates-numbered PDFs	130
Remove Bates numbering	130
Add and edit backgrounds	130
Add, replace, or edit a background, with an open document	131
Add, replace, or edit a background, with no document open	131
Add, replace, or edit a background for component PDFs in a PDF Portfolio	132
Update a recently edited background image	132
Remove a background from selected pages	132
Remove a background from all pages	132
Add and edit watermarks	132
Add or replace a watermark, with an open document	133
Add or replace a watermark, with no document open	134
Add or replace a watermark in component PDFs in a PDF Portfolio	134
Update a watermark	134
Remove watermarks	134
Crop pages	134
Crop empty areas around page content	135
Crop one or more pages	135
Crop a page with the Crop tool	135
Crop Pages dialog box settings	135
Undo cropping	136
Rearranging pages in a PDF	136
Rotate a page	136
Extract pages in a PDF	136
Splitting PDFs into multiple documents	137
Split one or more PDFs, with an open document	137
Split one or more PDFs, with no document open	137
Move or copy a page	137
Move or copy a page within a PDF, using page thumbnails	138
Copy a page between two PDFs, using page thumbnails	138
Delete or replace a page	138
Delete pages, using the Delete command	139
Delete pages, using page thumbnails	139
Delete material associated with a tagged bookmark	139
Replace the contents of a page	139
Replace pages using a page thumbnail	139
Renumber pages	140
Chapter 5: Saving and exporting PDFs	141
Saving PDFs	141
Save a PDF	141
Recover the last saved version	141
About the Autosave feature	142
Recover lost changes	142
Set up automatic saving	142
Recover lost changes after an unexpected shutdown	142
Reduce file size by saving	142
Exporting PDFs to other file formats	143
Exporting PDFs	143
Export a single PDF	143
Export multiple PDFs	144
File format options	144
Adobe PDF options	144
PostScript or Encapsulated PostScript (EPS) options	144
HTML or XML options	145
JPEG and JPEG 2000 options	145
PNG options	146
TIFF options	146
Convert PDFs to Word, RTF, or other text formats	147
Word and RTF options	147
Export images to another format	147
Reusing PDF content	148
Select and copy text	148
Select a column of text	148
Select all the text on a page	149
Copy selected text	149
Convert tables to spreadsheets	149
Copy images	149
Take a snapshot of a page	150
Chapter 6: Collaboration	151
File sharing and real-time collaboration	151
Upload documents to Acrobat.com	151
Share documents with others	151
Create and edit a collaborative document	151
Collaborate with others in a PDF	152
Initiate a Collaborate Live session	152
Participate in a Collaborate Live session	152
Collaborate in online meetings	153
Start a meeting	153
Attend a meeting	153
Acrobat.com preferences	153
Preparing for a PDF review	154
About managed PDF reviews	154
Choosing a distribution option for reviews and forms	155
Enable commenting for Reader users	156
Select an email application for reviews	156
Specify a server	157
Starting a review	157
Start a shared review	157
Start an email-based review	158
Start the review	158
Merge comments	158
Participating in a PDF review	159
Review a PDF	159
Join a review	159
Options in the document message bar	160
Check for newly published comments	160
Send comments in email	161
Publish comments from other reviewers	161
Rejoin a review	161
Tracking and managing PDF reviews	162
Tracker overview	162
Track reviewed PDFs	163
Save the PDF with comments	164
Invite additional reviewers	164
Add or change a deadline	164
End a review	164
Start a shared review with the same reviewers from an existing review	164
Send a message	165
Update your profile	165
Update your review profile	165
Update your profile for a shared review	165
Subscribe to web broadcast services	165
Tracker preferences	165
Commenting	166
Commenting and markup tools overview	166
Show the Comment & Markup toolbar	167
Select a commenting or markup tool	167
Keep a commenting tool selected	167
Commenting preferences	167
Change the look of your comments	168
Change a comment’s look and set it as the default	169
Set the default look for a tool	169
Add a sticky note	169
Add a sticky note comment	170
Edit a sticky note comment	170
Delete a sticky note	170
Mark up text with edits	170
Replace text	171
Add a note to a text edit	171
Show inserted text	171
Delete inserted text	172
Delete text markups	172
Highlight, cross out, or underline text	172
Stamp a document	172
Open the Stamps palette	173
Apply a stamp	173
Change a stamp’s location or appearance	173
Move a stamp to the favorites list	174
Create a custom stamp	174
Change the name or category for a custom stamp	174

Match case Limit results 1 per page

USING ACROBAT 9 PRO

Creating PDFs

Last updated

/30/2011

Locate and select the PDF or PDF Portfolio to which you want to add the converted emails, and click Open.

Important:

Do not type a new name for the PDF. If you do, a warning message appears telling you that the PDF was not

found. Click OK, and select a PDF without changing its name.

(Outlook only) If a message appears, alerting you that the existing PDF was created using an earlier version of

PDFMaker, do one of the following:

•

To create a PDF Portfolio from the original PDF archive, click Yes, and select a name and location for the new

archive. (The default name adds

_Portfolio

to the original PDF filename.) When the conversion is complete and the

Creating Adobe PDF dialog box closes, the new archive opens in Acrobat.

•

Click No to cancel the process.

Note:

For PDF Portfolios of email converted or migrated in Acrobat 8 or later, only new messages—that is, messages that

are not already part of the PDF Portfolio—are appended.

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.