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Embed multimedia files into Word and PowerPoint documents, Convert email messages to PDFs

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USING ACROBAT 9 PRO EXTENDED 79 Creating PDFs Embed multimedia files into Word and PowerPoint documents 1 Do one of the following: • (Office 2003 or earlier) Choose Adobe PDF > Embed Video And Convert To Flash Format • (Office 2007) In the Acrobat ribbon, click Embed Video. 2 Choose a multimedia file from the menu, or click Browse to locate and select the file. 3 (Optional) To select a video frame to use as a poster, drag the slider to the frame and click Set Poster Image From Current Frame. 4 Choose a media player skin from the menu. 5 (Optional) Select Resize Video and specify the width and height. Select Respect Aspect Ratio to preserve the aspect ratio. 6 Click OK. Acrobat converts the file to FLV format and inserts it into the document. 7 When you are ready to create a PDF, follow the steps to create a PDF as usual. (PowerPoint only) In the Save Adobe PDF File As dialog box, click Options and make sure that the Convert Multimedia option is selected. Convert email messages to PDFs You can use PDFMaker to convert one or more Microsoft Outlook or Lotus Notes email messages or entire folders of messages to a merged PDF or PDF Portfolio. Within a PDF Portfolio, each email message appears as a separate PDF file. The Acrobat PDFMaker Conversion Settings dialog box contains the option that determines whether email messages are merged into one continuous PDF or assembled into a PDF Portfolio. The controls that activate an email conversion to PDF appear in two places within the email application: on the Acrobat PDFMaker toolbar and on a menu. In Outlook, the menu is called Adobe PDF and appears to the right of the Outlook Help menu. In Lotus Notes, PDF commands appear under the Actions menu. You can convert one currently open email message to PDF (not to a PDF Portfolio) by choosing File > Print, and selecting Adobe PDF as the printer in the Print dialog box. The PDFMaker conversion settings do not affect this process. For a video on archiving emails as PDFs in a PDF Portfolio, see http://www.acrobatusers.com/tutorials/archivingemails-pdf-microsoft-outlook. More Help topics "Application-specific PDFMaker settings" on page 87 "Create and manage an index in a PDF" on page 366 Specify whether email messages become merged PDFs or PDF Portfolios 1 Do one of the following: • (Outlook) Choose Adobe PDF > Change Conversion Settings. • (Lotus Notes) Choose Actions > Change Adobe PDF Conversion Settings. 2 Do one of the following: • To convert and merge email messages into a PDF as sequential pages of one document, deselect Output Adobe PDF Portfolio When Creating A New PDF File. 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	13
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
Playing multimedia	47
Play multimedia	47
Multimedia preferences	48
Multimedia Trust preferences	48
Multimedia Trust (Legacy)	48
Adjusting PDF views	49
Adjust page magnification	49
Resize a page to fit the window	50
Show a page at actual size	50
Change the magnification with zoom tools	50
Change the magnification with the Pan & Zoom Window tool	50
Change the magnification with the Loupe tool	51
Change the magnification by using a page thumbnail	51
Change the default magnification	52
Display off-screen areas of a magnified page	52
Set the page layout and orientation	52
Set the page layout of an open PDF	52
Rotate the page view	53
Change the default page layout (initial view)	53
Use split-window view	53
View a document in multiple windows	54
Open a new window	54
Close a window	54
Close all windows for a document	54
Display PDFs in Line Weights view	54
Grids, guides, and measurements	54
View grids	54
View or hide the grid	54
Turn the Snap To Grid option on or off	55
Change the grid appearance	55
Create ruler guides	55
Create new ruler guides	55
Show or hide guides	55
Move or delete ruler guides	55
Change guide colors	55
Measure the height, width, or area of objects	55
Measuring tool options	56
Measuring preferences	57
View cursor coordinates	57
View x and y coordinates	57
Change the Cursor Coordinates measurement units	58
Organizer	58
Organizer window overview	58
Categories pane	58
Files pane	59
Pages pane	59
Adjust the Organizer window	59
Display the Organizer window	60
Resize the Organizer and its panes	60
Sort the files pane list	60
Organize PDF collections	60
Add a PDF to a collection	60
Edit the collection folders	60
Move a PDF to a different collection	61
Remove a PDF from a collection	61
Organize PDFs with the Favorite Places category	61
Expand views in the Categories pane	61
Expand an Organizer category	61
Expand the file structure	61
Start a task from the Organizer files pane	61
Erase the history of opened PDFs	62
Maintaining the software	62
Updating the software	62
Manually update the software	62
Change updating preferences	62
Manage security settings	62
Adobe Digital Editions	62
Non-English languages	63
Asian language PDFs	63
Cyrillic, Central European, and Eastern European language PDFs	63
Hebrew, Arabic, Thai, and Vietnamese language PDFs	63
Enable right-to-left languages	63
Acrobat in Mac OS	64
Chapter 3: Creating PDFs	65
Overview of creating PDFs	65
What’s the best way to create a PDF?	65
PDF creation methods by file type	65
Most files	65
Paper documents	66
Microsoft Office documents	66
Email messages	66
Web pages	66
Content copied on the clipboard	66
AutoCAD files (Windows only)	66
PostScript and EPS files	67
3D files	67
Adobe Presenter slide shows	67
Balancing PDF file size and quality	67
Creating simple PDFs with Acrobat	67
Convert a file to PDF using Acrobat	67
Drag and drop to create PDFs	68
Convert clipboard content to PDF (Windows)	68
Convert screen captures to PDF (Mac OS)	69
Create a PDF from a blank page	69
Create and add text to a new, blank PDF	69
Edit text in a PDF created from a blank page	69
Prevent changes in PDF Editor	69
Preferences for the PDF Editor	70
Create multiple PDFs from multiple files	70
Enable Fast Web View in a PDF	70
Verify that an existing PDF is enabled for Fast Web View	70
Verify the Fast Web View Preferences setting	70
Enable Fast Web View for an existing PDF	71
Scan documents to PDF	71
Scan a paper document to PDF	71
Scan a paper document to PDF using a preset (Windows)	71
Scan a paper document to PDF without presets	72
Optimize a scanned PDF	72
Configure scanning presets (Windows)	72
Scanning options	72
Scanner Options dialog box	73
Optimization Options dialog box	73
Scanning tips	74
Recognize text in scanned documents	75
Recognize text in a single document	75
Recognize text in multiple documents	75
Recognize text in component PDFs in a PDF Portfolio	75
Recognize Text - Settings dialog box	76
Using the Adobe PDF printer	76
Create PDFs by printing to file	76
Create a PDF using the Print command (Windows)	76
Create a PDF using the Print command (Mac OS X)	77
Adobe PDF printing preferences (Windows)	77
Set Adobe PDF printer properties (Windows)	78
Set Adobe PDF printer properties	78
Reassign the port that the Adobe PDF printer uses	78
Delete a folder and reassign the Adobe PDF printer to the default port	79
Configure the Adobe PDF printer (Mac OS v10.5 and earlier)	79
Create and use a custom page size	79
Create a custom page size (Windows)	80
Create a custom page size (Mac OS)	80
Use the custom page size	80
Creating PDFs with PDFMaker (Windows)	80
About Acrobat PDFMaker	80
Convert a file to PDF using PDFMaker	80
Show or activate PDFMaker in Microsoft Office and Lotus Notes	81
Convert a file to PDF	81
Create a PDF as an email attachment	81
Attach a file as PDF (Outlook)	82
Convert files to a secured PDF and attach it to an email message (Outlook)	82
Create a PDF and send it for review	82
View PDFMaker conversion settings	82
Settings tab of the Conversion Settings	83
Security tab of the Conversion Settings	83
Convert Microsoft Word, PowerPoint, and Excel files to PDF	84
Convert Excel files to PDF	84
Convert Word and PowerPoint files to PDF	84
Embed multimedia files into Word and PowerPoint documents	85
Convert email messages to PDFs	85
Specify whether email messages become merged PDFs or PDF Portfolios	85
Convert an open email message to PDF (Outlook)	86
Convert email messages to a new PDF	86
Add email messages or folders to an existing PDF	86
Convert email folders to a new PDF	86
Migrate old Outlook PDF archives to PDF Portfolios	87
Set up automatic email archiving	87
Create PDFs from Word mail merges	88
Email options for PDF mail merges	89
PDFs from Microsoft Project, Publisher, and Access	89
Convert Visio files to PDF	89
Convert Visio files	89
Select Visio layers to convert	90
Convert AutoCAD files to PDF (Windows)	91
Convert AutoCAD files when AutoCAD is not installed	91
Convert AutoCAD files when AutoCAD is installed	91
Select AutoCAD layers to convert	92
Convert AutoCAD files in batches	92
Application-specific PDFMaker settings	93
Settings tab options available from within most applications	93
Excel-specific options on the Settings tab	93
PowerPoint-specific options on the Settings tab	94
Email-specific options on the Settings tab	94
AutoCAD-specific options on the Settings tab	94
Visio-specific options on the Settings tab	95
Word tab settings (Microsoft Word)	95
Bookmarks tab settings (Microsoft Word)	95
Video tab settings (Microsoft Word and PowerPoint)	96
Converting web pages to PDF	96
Web pages and PDFs	96
Convert web pages to PDF in Internet Explorer (Windows)	97
Convert a web page to PDF	97
Convert part of a web page to PDF	98
Convert selected areas in a web page to PDF	98
Convert a linked web page to PDF	98
Convert web pages to PDF in Acrobat	98
Convert a web page to PDF	98
Add an unlinked web page to an existing PDF	99
Add a linked web page to an existing PDF	99
Convert a linked web page to a new PDF	99
Copy the URL of a web link	100
Change web page conversion options	100
Web page conversion options	100
General tab	100
Page Layout tab	100
HTML Conversion Settings	101
Text Settings	101
Creating PDFs from Adobe Presenter slide shows	101
About Adobe Presenter	101
Create a Presenter PDF	102
Creating PDFs with Acrobat Distiller	102
Acrobat Distiller overview	102
Manage the conversion queue	103
Queue a PostScript file	103
Change the queue during processing	103
Save a history of the job queue (Windows)	103
Clear the queue	103
Distiller preferences	103
Guidelines for creating PostScript files	104
About watched folders	104
Set watched folders	105
Adobe PDF conversion settings	105
Choose an Adobe PDF preset for converting files	105
Adobe PDF presets	106
Customize Adobe PDF settings	107
Create a custom Adobe PDF settings file	107
Delete custom Adobe PDF settings files	108
Adobe PDF settings	108
General panel options	109
Images panel options	109
Fonts panel options	110
Color panel options	111
Advanced panel options	113
Standards panel options	114
PDF compatibility levels	115
Share custom PDF settings	116
Compressing and downsampling images	117
Compression methods	117
Fonts	119
Font embedding and substitution	119
Accessing and embedding fonts using Distiller	119
Preview PDFs without local fonts	120
Find PostScript font names	120
Chapter 4: PDF Portfolios and combined PDFs	121
Combining files into a PDF Portfolio	121
About PDF Portfolios	121
View the PDF Portfolio work area	122
View and edit components of a PDF Portfolio	123
View file details	124
Sort, filter, and change the order of files or folders	124
Preview component files in a PDF Portfolio	124
Open, edit, and save component files	125
Create and edit PDF Portfolios	125
Create a PDF Portfolio	125
Add files to a PDF Portfolio	125
Create a folder in a PDF Portfolio	125
Convert multimedia files in a PDF Portfolio	125
Choose a layout	126
Add a welcome page and header	126
Select a color scheme	126
Specify file details	126
Remove files and folders from a PDF Portfolio	127
Edit component filenames and descriptions in a PDF Portfolio	127
Extract component files in a PDF Portfolio	127
Share PDF Portfolios	127
Email a PDF Portfolio	127
Share a PDF Portfolio on Acrobat.com	127
Other functions enabled in PDF Portfolios	127
Other options for combining files	128
Create merged PDFs	128
File Size settings	129
Insert one PDF into another	129
Insert a clipboard selection into a PDF (Windows)	129
Placing PDFs as linked files in other documents	130
Adding unifying page elements	130
Add and edit headers and footers	130
Add headers and footers, with an open document	130
Add headers and footers, with no document open	131
Add headers and footers to component PDFs in a PDF Portfolio	131
Update the headers and footers	131
Add another header and footer	131
Replace all headers and footers	131
Remove all headers and footers	132
Add a Bates numbering header or footer	132
Add Bates numbering	132
Add more documents to a Bates numbering series	133
Search for Bates-numbered PDFs	133
Remove Bates numbering	133
Add and edit backgrounds	133
Add, replace, or edit a background, with an open document	134
Add, replace, or edit a background, with no document open	134
Add, replace, or edit a background for component PDFs in a PDF Portfolio	135
Update a recently edited background image	135
Remove a background from selected pages	135
Remove a background from all pages	135
Add and edit watermarks	135
Add or replace a watermark, with an open document	136
Add or replace a watermark, with no document open	137
Add or replace a watermark in component PDFs in a PDF Portfolio	137
Update a watermark	137
Remove watermarks	137
Crop pages	137
Crop empty areas around page content	138
Crop one or more pages	138
Crop a page with the Crop tool	138
Crop Pages dialog box settings	138
Undo cropping	139
Rearranging pages in a PDF	139
Rotate a page	139
Extract pages in a PDF	139
Splitting PDFs into multiple documents	140
Split one or more PDFs, with an open document	140
Split one or more PDFs, with no document open	140
Move or copy a page	140
Move or copy a page within a PDF, using page thumbnails	141
Copy a page between two PDFs, using page thumbnails	141
Delete or replace a page	141
Delete pages, using the Delete command	142
Delete pages, using page thumbnails	142
Delete material associated with a tagged bookmark	142
Replace the contents of a page	142
Replace pages using a page thumbnail	142
Renumber pages	143
Chapter 5: Saving and exporting PDFs	144
Saving PDFs	144
Save a PDF	144
Recover the last saved version	144
About the Autosave feature	145
Recover lost changes	145
Set up automatic saving	145
Recover lost changes after an unexpected shutdown	145
Reduce file size by saving	145
Exporting PDFs to other file formats	146
Exporting PDFs	146
Export a single PDF	146
Export multiple PDFs	147
File format options	147
Adobe PDF options	147
PostScript or Encapsulated PostScript (EPS) options	147
HTML or XML options	148
JPEG and JPEG 2000 options	148
PNG options	149
TIFF options	149
Convert PDFs to Word, RTF, or other text formats	150
Word and RTF options	150
Export images to another format	150
Reusing PDF content	151
Select and copy text	151
Select a column of text	151
Select all the text on a page	152
Copy selected text	152
Convert tables to spreadsheets	152
Copy images	152
Take a snapshot of a page	153
Chapter 6: Collaboration	154
File sharing and real-time collaboration	154
Upload documents to Acrobat.com	154
Share documents with others	154
Create and edit a collaborative document	154
Collaborate with others in a PDF	155
Initiate a Collaborate Live session	155
Participate in a Collaborate Live session	155
Collaborate in online meetings	156
Start a meeting	156
Attend a meeting	156
Acrobat.com preferences	156
Preparing for a PDF review	157
About managed PDF reviews	157
Choosing a distribution option for reviews and forms	158
Enable commenting for Reader users	159
Select an email application for reviews	159
Specify a server	160
Starting a review	160
Start a shared review	160
Start an email-based review	161
Start the review	161
Merge comments	161
Participating in a PDF review	162
Review a PDF	162
Join a review	162
Options in the document message bar	163
Check for newly published comments	163
Send comments in email	164
Publish comments from other reviewers	164
Rejoin a review	164
Tracking and managing PDF reviews	165
Tracker overview	165
Track reviewed PDFs	166
Save the PDF with comments	167
Invite additional reviewers	167
Add or change a deadline	167
End a review	167
Start a shared review with the same reviewers from an existing review	167
Send a message	168
Update your profile	168
Update your review profile	168
Update your profile for a shared review	168
Subscribe to web broadcast services	168
Tracker preferences	168
Commenting	169
Commenting and markup tools overview	169
Show the Comment & Markup toolbar	170
Select a commenting or markup tool	170
Keep a commenting tool selected	170
Commenting preferences	170
Change the look of your comments	171
Change a comment’s look and set it as the default	172
Set the default look for a tool	172
Add a sticky note	172
Add a sticky note comment	173
Edit a sticky note comment	173
Delete a sticky note	173
Mark up text with edits	173
Replace text	174
Add a note to a text edit	174
Show inserted text	174
Delete inserted text	175

Match case Limit results 1 per page

USING ACROBAT 9 PRO EXTENDED

Creating PDFs

Last updated

/30/2011

Embed multimedia files into Word and PowerPoint documents

Do one of the following:

•

(Office 2003 or earlier) Choose Adobe PDF > Embed Video And Convert To Flash Format

•

(Office 2007) In the Acrobat ribbon, click Embed Video.

Choose a multimedia file from the menu, or click Browse to locate and select the file.

(Optional) To select a video frame to use as a poster, drag the slider to the frame and click Set Poster Image From

Current Frame.

Choose a media player skin from the menu.

(Optional) Select Resize Video and specify the width and height. Select Respect Aspect Ratio to preserve the aspect

ratio.

Click OK. Acrobat converts the file to FLV format and inserts it into the document.

When you are ready to create a PDF, follow the steps to create a PDF as usual. (PowerPoint only) In the Save Adobe

PDF File As dialog box, click Options and make sure that the Convert Multimedia option is selected.

Convert email messages to PDFs

You can use PDFMaker to convert one or more Microsoft Outlook or Lotus Notes email messages or entire folders of

messages to a merged PDF or PDF Portfolio. Within a PDF Portfolio, each email message appears as a separate PDF

file.

The Acrobat PDFMaker Conversion Settings dialog box contains the option that determines whether email messages

are merged into one continuous PDF or assembled into a PDF Portfolio.

The controls that activate an email conversion to PDF appear in two places within the email application: on the

Acrobat PDFMaker toolbar and on a menu. In Outlook, the menu is called Adobe PDF and appears to the right of the

Outlook Help menu. In Lotus Notes, PDF commands appear under the Actions menu.

You can convert one currently open email message to PDF (not to a PDF Portfolio) by choosing File > Print, and

selecting Adobe PDF as the printer in the Print dialog box. The PDFMaker conversion settings do not affect this

process.

For a video on archiving emails as PDFs in a PDF Portfolio, see

http://www.acrobatusers.com/tutorials/archiving-

emails-pdf-microsoft-outlook.