cgs-acrobat-dc

Acrobat DC Fundamentals

Getting Started with Acrobat DC Getting to Know Acrobat DC If you're upgrading from previous versions of Adobe Acrobat, you'll find that the Acrobat DC interfaces completely updated. That's why I want to spend the next couple videos reviewing how you'll navigate through the Acrobat DC interface, and how you can interact with different documents once you have them open. When you first launch Acrobat DC, you'll be placed here on the home screen, and the home screen actually has quite a bit going on. On the left hand side, you'll notice that we have several different categories. For example, recent is selected, and recent will show you all the documents that you've recently worked with inside of Acrobat. If there's a lot, you can always perform a search, and you can even change the view. Right now we're in a list view, but you'll notice over here on the right, we can click this icon to switch to a thumbnail view. If you want to get back to the list view, simply click this icon again, and you'll be returned back to that view, but of course, this view gives you a lot of important information, the file name, the file size, and when you viewed it last. On the left hand side, we also have additional categories. For example, you can click send and you'll see all the documents that you've sent through Acrobat. You can also access documents through different storage devices. Your computer is one example. Document cloud is another. Creative cloud, and then you can add accounts from different services like Microsoft Sharepoint. I'm going to come back to the recent section. When you select recent you'll also notice that down here towards the bottom, you can turn mobile link on. With mobile link turned on, you'll get a seamless experience between a variety of computers and mobile devices. If you want, you can clear the recent files displayed within this list, then of course you can also control and manage your account by clicking up here in the top right hand corner. That's the home screen, but you'll also notice that we have something called the tools well, which will show you all the tools available inside of Acrobat DC, and you can scroll down to view all of those tools. You can easily navigate back and forth between the tools well and the home screen. What happens when you have a document open? In this case, what I'll do is come down here and double click presentation. When I double click presentation, it will open. This is the document view, and again, if you wanted to get back to the tools well, you can do that by clicking tools in the top left hand corner, or if you want to get back to the homepage, you can do that as well by clicking home, and to get back to the document, you'll click document. It's an easy way to navigate through the different sections of the application. Of course when you have a document open, there's a whole host of options for navigating that document, and we'll begin to look at those options in the next video.

Navigating Documents To open a document, you can double click it from any of the lists that you see within this main section of the home screen. The other option of course is to come up to the file menu, and from the file menu you can choose open, command O, or control O would be the keyboard shortcut. If you browse your system for the exercise files you downloaded from our site, inside that folder you'll find several different PDF files. In this case, I'll go ahead and select presentation.PDF, and click open. Once I click open, you'll notice I'm brought to the document screen. At this point, I have several options in terms of how I can interact with this document. These controls here allow you to print, you can save, you can email, and you can even search the document. You can navigate through the different pages by using the controls up here towards the top. You can press the down arrow to move to the next page, or you can use the up arrow to move to the previous page. If you want to go to a specific page number, simply type it in, and press return or enter. You can also scroll through the different pages. As you scroll through the different pages you'll see a thumbnail appear giving you a preview of what that page looks like. As you hover over the document, you'll find some controls down here towards the bottom that allow you to interact with the document. Now if you prefer to have access to these controls at all times, you can click this button on the far right to dock these tools to the toolbar. Here you can control the magnification of the document. You click the plus sign to increase the magnification or the minus sign to decrease the magnification. You can also use the keyboard shortcuts. The keyboard shortcut on a Mac is command plus to zoom in. It would be command minus to zoom out. Of course if you're on the Windows side, it would be control plus or control minus. You can also choose a zoom level from this menu. Not only can you choose a zoom level, but you can also select options like actual size, fit width, and fit visible. If you want to go to a specific magnification value, you can always type it in here. For example, if you want to go to something like 5% you can type it in and press return or enter, and you'll notice that the document is set to 5%. Clearly we want something that's a little bit more usable than that. A quick way to do that is to click this button here which will fit one full page into the window. This button allows you to fit the window width and enable scrolling. When you select it, you'll be able to scroll through the different documents. As you scroll through the different documents in this view however, you'll notice you don't get the thumbnail that would appear over here on the left. This button will allow you to go into a read mode. The read mode hides all other content within the interface. If you wish to get back, simply hover over the page. You'll see a heads up display appear, and you can click this button here. Command option H is the keyboard shortcut. That would be control alt H on Windows. The other thing that you may want to do to navigate the document, is to show the thumbnails over here on the left hand side. If you click this icon, you'll see all the page thumbnails over here on the left. You can scroll through them to see the pages, and if there's a page that you want to visit, simply click on it here on the left hand side, and you'll notice that the document window moves to that specific page. If you're zoomed into the document, for example, if I choose something like 150%, I can always come over here and choose the hand tool. With the hand tool, I can pan around the document. You don't have to be zoomed in to use the hand tool. For example, if it was set to 75% I'd still be able to move through the document, and you'll also notice that I can move to different pages. These are the basic tools that allow you to navigate documents inside of Acrobat.

Working with Multiple Documents As we continue to explore the interface inside of Acrobat PC, I thought it would be important to review how you go about working with multiple documents. Right now we have presentation.PDF open, but if we come back to the home screen you'll notice we have the ability to open other documents, and again, you could come up to the file menu and choose open. You could also choose open recent file, or if you prefer you can double click any documents that you see listed here. In this case, I'll double click postcard.PDF, and you'll notice now I have access to postcard. The problem is what happened to presentation.PDF? Depending upon the operating system that you're working on would ultimately determine how you go about navigating between documents, but here on the Mac, if I click and drag this document window, you'll notice I have two separate document windows here. Home and tools are not static. They essentially appear with every window that's open inside of the program. If you have more than one document open, you have more than one way to get to the tools well, and you have more than one way to get back to the home screen. Most likely if you're working, the'll be stacked on top of one another like this so it's not obvious that you do in fact have two documents open. The way that you would navigate between the different documents that you have open, would be to simply come up to the window menu, and from the window menu, down towards the bottom, you can see the open documents listed. If I wanted to get back to presentation.PDF, I would simply select it from the window menu. Likewise, if I wanted to get back to the postcard document, again, I can come up to the window menu, and from there I would choose postcard. It's important to know that each document essentially has it's own window, and each document has its own set of options for getting to the tools well and to get back to the home screen. The way that you navigate multiple documents inside of Acrobat DC is to come up to the window menu and from there you can select the document that you want brought forward and active within the application.

Customize the Toolbar Earlier, we looked at a bunch of different controls that were available up here within the tool bar. As it turns out you can add different tools to the toolbar, making them quick and easy to access. Let me show you what I mean. The first thing that I'm going to do is click this button here to move the page controls out of the toolbar, giving us a little bit more space. To add additional tools to the toolbar, what you'll do is come up to the view menu, and from the view menu you'll choose show hide, and then you'll select toolbar items, and you'll notice there's all sorts of different categories here. If you wanted to do something like show all the page navigation tools. you can do that. You can select the individuals tools, or like I said, you can choose to show all page navigation tools, and they'll all appear. If you do display all page navigation tools, it's important to understand the differences between previous page and next page, and compare those to previous view and next view. They may sound like they do the exact same thing, but believe it or not, they don't. If I use this arrow, I'll go to the next page within the PDF file, and if I use this arrow, I'll go to the previous page within the PDF file. However, here I am on page two. If I decide to jump to page six by typing in six and pressing return or enter, now that I'm on page six, if I click this button here which is previous view, it will bring me back to page two opposed to previous page, which will bring me to page five. Hopefully that makes sense, what the differences are between these two sets of buttons. You can continue to add tools to the toolbar by right clicking or control clicking in the empty space, and you'll notice you get the same menu that we were just looking at under the view menu. If I wanted to show all the file tools like save and save files to document cloud, I can choose save all file tools, and they begin to appear over here on the left. Likewise, If I right click or control click again, I can choose show all edit tools. Again, this is quite a few tools. When I select this option, they may not all fit. Actually it looks like they did, so we're in good shape, but if I want to add even more tools, again, I can right click or control click, and I can choose something like show all page display tools. certainly all of these tools will not fit, so when you select this option, what happens is you'll get three dots that you can click to get access to those tools that don't fit on the toolbar. If you ever want to get back to the default view, you can simply right click or control click again, and in the contextual menu, you can choose reset toolbars. Now that the toolbars are reset, I'm going to come down here towards the bottom, and I'm going to place these page controls back into the toolbar, but it is important to know, as you begin to work more and more with Acrobat, if you find that you are using tools frequently you may want to customize your toolbar, adding them there, giving you quick, easy access to those tools.

Tools Pane and Tools Well As we continue to talk about the Acrobat interface, it's also really important to talk about what's going on over here on the right hand side. This of course is the tools pane which gives you quick easy access to different tools inside of Acrobat. If you're viewing a large document and the tools pane is in the way, you can collapse it by clicking this bar right here that divides the document and the tools pane. When you click it, it collapses, giving you more room to view your document, and you can easily re-expand it by clicking that same bar. If you look at the tools pane, you can see that it doesn't include all of the tools that are available within the tools well, and that's because there's just not enough room for all of them to fit. However, you an access all of these tools at any point in time from the tools pane. For example, you'll notice that combine files is a tool that's available, but it's not in the tools pane. If you're looking at a document, and you want to access the combine files tool, you can type in the name of that tool in this search view. As you do that, you'll notice that the tools begin to filter, displaying only tools that begin with the letters that you're typing into that text field. In this case, once you get far enough, typing combined files, it will appear at the top. You can access any tool at any point in time from this tools pane. The other thing that you can do is you can customize it. If you don't feel like coming in here and typing in combine all the time to get to the combine files too, you can add it to this tools pane. When you're viewing the tools well, you'll notice that if you hover over any tool within the tools pane, a little X appears. You can remove any tool at any point in time. Let's say for example, you don't use enhance scans, you can click this X and it will be removed from the tools pane. Remember you can still access it at any time by typing in the name of the tool, but what if you want to add a tool to the tools pane? All you have to do is come over here and click add, and when you do, you'll notice it appears in the tools pane. If you decide that combine files is a really important tools for you, and you want it to appear towards the top, simply click and drag to change the order in which these tools appear within the tools pane. Again, if you come back to the document window, if you decide that you need to get to a particular tool like enhance scans, even though we removed it, we can get back to it simply by typing in the first few letters of that tool. The tools pane offers you quick, easy access to different types of tools within Acrobat.

Using Tools Now that we have a clear understanding as to how we can work with the tools pane and the tools well, what we want to look at now is how we can actually use some of these tools, and this is important, especially if you're upgrading from previous versions of Acrobat. For example, if you decide that you want to edit your PDF, when you click that tool, what happens is you get an additional tool bar specific for that tool, and options will appear on the right hand side. Here in the edit PDF tool, you can add text, add an image, work with links, prop pages, so on and so forth, and if you come over and choose something like add text, you get the necessary options over here on the right for formatting that text. You can choose a type face, a font, you can make it italic. There's alignment options, and all sorts of other settings that are available over here on the right hand side. This is pretty much how all the tools work inside of Acrobat. If you come over to the edit PDF tool menu, you'll see that you have the option to get back to the document without any tools selected, or you have quick access to any of the tools that were listed within the tools pane. If you want to jump right into the comment tool, you can select that option from here, and you get all the tools up here towards the top that deal with creating and working with comments inside of Acrobat. Again, if you don't want to see these additional tools, you want to get back to just the document, you can come over to this menu and choose back to document. The other option is to simply click this X over here in the top right hand corner. Now you're brought back to the document. This is an important change from previous versions of Acrobat, and remember, you can always come over to the tools well by clicking the tools link up here towards the top, and it will list all the different tools available to you. If this is a little overwhelming, and you can't find the tool that you're looking for, remember, you can always type in the name of the tool, and as you type, it'll filter out and begin to show you the tool that matches the text that you're typing in. That's how you work with tools inside of Acrobat DC.

Selection Tool When we were reviewing the different ways that you can interact with a PDF file, one of the tools that I skipped over was this tool right here which is the selection tool. There's several different ways that you can extract content out of a PDF file inside of Acrobat for use in other applications, but this is probably the quickest and easiest way to achieve that. If you select the section tool, and then place your cursor on top of a piece of text, you'll notice you get an IB. If you click and drag, you can select the text. Wtih the text selected, you can copy it to your clipboard by coming up to the edit menu, and from the edit menu you can choose copy. The keyboard shortcut is command C. It would be control C on the Windows. Once you copy that text to your clipboard, you can move over to a word processing application like Microsoft Word, and then you can paste the text. You can come up to the edit menu and choose paste or use the keyboard shortcut command V or control V on Windows. When you paste the text, you'll notice by default that the formatting is preserved. Depending upon what version of Word that you're working with, you may or may not have that formatting. You'll notice that the formatting is preserved to the point where we also had this indent which was established because inside of Acrobat, there was an image, but if the formatting wasn't preserved when you pasted it inside of Word, the other option is to right click or control click within the selected text, and then you can choose copy with formatting. Not only can you copy text inside of Acrobat, but you can also select images and copy them. If you place your cursor on top of an image, you'll notice that your cursor changes to a cross arrow. If you click once, you'll select the image. You can then copy it using the keyboard shortcut command C or control C, then you can move back to Microsoft Word or whatever program you want to paste that image into, and use the keyboard shortcut to paste which is command V or control V on Windows, and there is the image. For some reason you don't see the image inside of Word, just come up to the view menu and make sure that you're not in draft view. The other thing that you can do inside of Acrobat is select just a portion of an image. When you click once, you select the entire image, but you can also click and drag. If I click and drag, I can select just a section of the image and copy that. Again, by using the keyboard shortcut command C or control C on Windows. If I come back to Word, I'd have the ability to paste that image. I'll go ahead and press enter a couple times and move away from this image, and then I'll paste using the keyboard shortcut command V or control V. Not only can you select portions of an image, but you can select portions of a document. For example, if I come up here, you'll notice I have an arrow, but if I click and drag, I'm selecting a portion of the document. Portions of text, and also a portion of an image. Again if I copy this to the clipboard, it may take a moment, depending upon how large the document is. This is a fairly high resolution document. It will take a moment, but if I come back to the word processing application, again I'll press enter a couple times, and then I'll paste that content. Not only do I have the image, but I also have the text that I could edit. You have a lot of capabilities inside of Acrobat when it comes to selecting content, and moreover, when you select the content you can copy it to your clipboard and paste it into other applications so you can use the content outside of Acrobat.

Rotating Pages When viewing documents inside of Acrobat, it's important to understand the differences between rotating the view of the document and rotating the document. It sounds like the same thing, but believe it or not, they're two different things. What I'm going to do is come up to the file menu, and from there I'm going to choose open, and inside the exercise files that you downloaded from our site, you'll find a file called postcard LG back.PDF. Go ahead and open it, and when you open it, you'll see that we have a postcard layout, and the layout is really a landscape layout, but the document itself is in portrait orientation. I'm going to go ahead and expand the pane on the left hand side here so we can see the page thumbnails. If I want to look at this in a landscape view I can do that by coming up to the view menu and from the view menu, I can select rotate view, then I can choose clockwise or counterclockwise. In this case, I want to rotate it clockwise. What I've done here is I've changed the view of the document, much like if I come over and change the magnification of the document. I'm just changing the view, and to illustrate that, we can close this document by coming up to the file menu and selecting close. Command W or control W would be the keyboard shortcut. If we go ahead and double click the file here within the recent section, you'll see that we have the document in it's original state, just like we did the first time we opened it. It, again, is in portrait orientation even though this is a landscape layout. What happens if you want to completely rotate the page and save the document that way? Then you wouldn't come up to the view menu, because the view menu is simply changing the view of the document. It's not changing the document. If you want to change the document, you can come over to the thumbnails section here on the left hand side, and with the appropriate page selected, you would then come up and click this button here which is rotate counterclockwise or rotate clockwise, depending upon which way you wanted to rotate it. This is not rotating the view, this is rotating the document. You can access this same command by right clicking or control clicking on the thumbnail, and from there you can choose rotate pages which will open up a dialog box, and here you can specify the direction and you can also specify the page range. If you had multiple pages you wanted to rotate, you could perform that operation with this one command. I'll go ahead and cancel out of this dialog box, and I'm going to save the document now by coming up to the file menu and choosing save. If I now close this document, again, by coming up to the file menu and choosing close, and then reopen it by double clicking the file name here in the recent list, you'll notice that the document is rotated. We've rotated the page within the file by using the commands that are available over here in the page thumbnails pane. That's the key difference between rotate page and rotate view.

Page Display Options What I'd like to do now is quickly run down some of the page display options that are available to you. If you come up to the view menu, from the view menu you'll see page display, and from this menu you'll notice that you have several different options. Right now we're viewing the document with a single page view but you'll also notice that you can choose something like enable scrolling. What does that do exactly? If we have single page view selected like we do now, and we scroll down, by grabbing this scroll bar and clicking dragging, you'll notice that Acrobat will jump to the next page. If you come back to the view menu, and from page display you choose enable scrolling, what acrobat will do is allow you to scroll through the document continuously. Even though you're seeing the bottom of one page, you'll begin to see the top of the next page. In this view however, you'll notice that you don't get the thumbnail tool tip when you click and drag the scroll bar. Also from the view menu, you can choose page display, and from here you can choose two page view. With two page view, you'll see two pages side by side. If you're working with a magazine, there's something here that you probably want to be aware of, which is show cover page in two page view, which means that cover page will not have another page next to it. It'll be isolated all by itself. That's really helpful when you have something like a magazine. You can also choose two page scrolling which will give you the functionality of page scrolling when you're in the two page view. Again, let's come back to the view menu and from the view menu we can come over to page display, and I'm going to reset it back to single page view. There is something else that I think you should be aware of when it comes to viewing PDFs, and these options of course are also available under the view menu. You'll notice that we do have something called read mode which we looked at earlier which just hides all the extra elements of Acrobat, so you can just focus on the page and you can read the page. You can always return back to the original view by using the keyboard shortcut command option H. It would be control alt H on the Windows side. If you have a presentation, much like you would find in something like PowerPoint, you can display your PDF file in presentation view. If you come up to the view menu, you can choose full screen mode, which is just that. It's a presentation view where you can move from page to page by clicking or using the arrow keys on your keyboard, or your scroll wheel on your mouse trackpad. To exit out of the fullscreen mode, press the escape key on your keyboard. Hopefully those different page view options give you a better understanding as to how you can display content inside of Acrobat.

Preferences Acrobat DC contains a wide array of preferences, and these preferences help you customize the Acrobat experience. What I'd like to do in this video is introduce you to the preferences dialog box, and show you a couple preferences that could speed up your productivity. I don't want to spend an enormous amount of time looking at all of the preferences, as many of them won't make sense at this particular point, but as you work with Acrobat, if you ever find the need to customize how it behaves, chances are there's some preference available to you. To access the preferences dialog box here on a Mac you'll come up to the Acrobat pro menu, and then you'll select preferences. If you're working on a Windows machine you'll go to the edit menu and choose preferences, and here you'll see that there's all sorts of different preferences available for you to configure. If you want to speed up your productivity, a couple preferences that I recommend setting are here in the general section. You can choose use single key accelerators to access tools. For example, if you want to select the hand tool right now your only option is to come up and click it. If you want to select the selection tool, your only option is to come up and click it, but with this option use single key accelerators, you can use keyboard shortcuts to access those tools. Come down here and click OK, and if you hover over something like the hand tool, you'll see a tool tip appear with the keyboard shortcut which is H. Likewise, if you hover over the selection tool, you'll see it's keyboard shortcut is V. If I press the H key on the keyboard, you'll notice the hand tool is now active. If I press the V key on the keyboard, the selection tool is active. If I press the Z key on the keyboard, the zoom tool is active. These keyboard shortcuts can ultimately save you a lot of time. Something else that you may want to do if we come back to the preferences dialog box, is to come down here towards identity. Within the identity section, you can add things like your name, your log in name, your title your organization, and your email address. This can be really helpful when you're working with comments, reviews, and digital signatures inside of Acrobat. Like I mentioned earlier, if you work with Acrobat for awhile, and find that you want to configure certain things, come back to the preferences dialog box, because as you can see, there's all sorts of different categories and each of those categories have a wide array of options available to you for customization.

Find Command When working with PDF files inside of acrobat, it's not uncommon to run into documents that contain hundreds of pages, and if that's the case, and you're looking for a specific piece of content, you may want to perform a text based search, allowing you to find that text. You can do that easily inside of Acrobat by coming up to the top and clicking this icon here. Command F or control F would be the keyboard shortcut. When you click that icon, a little window opens with a text view, and here you can type in the text that you're looking for. In this case, let's say I'm looking for the word ensembles. I'll go ahead and type that in. As I finish typing it in, I can click next, which will bring me to the next instance of that word found within the PDF file. I can click next again until I get to the point where there are no other words within the document that match my criteria. I'll go ahead and click OK. You can perform these text based search based on a variety of options. Notice there's a little arrow pointing down here towards the end of the text field, and if you click it, you get several different options. You can search for whole words only, or you can make your search case sensitive. You can also search through ancillary materials associated with the PDF, things like bookmarks and comments can also be searched based upon that text work. There's also an option called open full acrobat search. This is the advanced search option, and when you click it, you get a dialog box that opens that has all sorts of parameters that you can go through before you perform your search. I'll go ahead and close out of that. You can also access that advanced search from the toolbar if you add the tool by coming over to the empty space, right clicking or control clicking, and in the edit tools, you can choose advanced search. This will place the advanced search icon within the toolbar, and if you click it, you'll notice you get the full search dialog box. Again, I'll go ahead and close out of that. When you're working with PDF files, if you're looking for a specific piece of content, be sure to perform a text based search which will certainly simplify the process of finding that content.

Creating PDFs Converting and Exporting PDFs When it comes to creating PDFs, often times you'll create those PDFs outside of Acrobat. It's also important to note that rarely will you create a document from scratch inside of Acrobat to create a PDF. You'll use other applications to create the layout and the design of the document and then convert it to a PDF. There's several different ways that you can convert documents into PDF files. Now this course talks about Acrobat Professional specifically, so we're going to spend the majority of our time looking at how we can create PDFs in Acrobat. But before we do that, I just want to point out that you do have the ability to create PDFs outside of Acrobat. Now, I'm working on a Macintosh but if you're working on a Windows machine, you'll find that some of these options that I'm about to show you exist, but also have additional options. So first of all, what if you're working in an application like Microsoft Word? Well, if that's the case, often times you can come up to the File menu and from the File menu you can choose save as Adobe PDF. If you select that command, a dialog box will open and you do have the ability to access additional options by clicking on the Options button. And here, you have, in this case, some limited options for configuring the PDF. I'll go ahead and click Cancel. If you are working in Microsoft Office products, and specifically Word, you'll find a tab called PDF Maker often times. And there's some more options in that tab giving you the ability and flexibility to create different types of PDFs. Unfortunately, the PDF maker option is only available on the Windows side. But what if you're working in a different application because clearly there's some tight integration between Microsoft Office products and Acrobat. But what if you're working in an application like Apple's Pages? Well again, you can come up to the File menu and from the File menu here inside of Pages, you can choose Export to and you can choose PDF. And you'll notice that you have a couple options here in terms of configuring the PDF document. Another way to create a PDF file regardless of the application that you're working with on the Macintosh side is to come up to the File menu and from there you can choose Print. Now if you're on the Windows side, you can do this as well. But the printer that you'll choose is the Adobe PDF printer. That option doesn't exist on a Mac, but down here towards the bottom, you'll notice that there is a PDF menu and here you can choose Save as PDF as well as some additional options. So be aware that if you're in a different application and it doesn't have an Export to PDF command from the File menu, you can always print it and get additional PDF options from there. So even though we're talking about Acrobat Professional as a PDF creation and editing tool, it's important to note that you can create PDF files from a variety of applications regardless of the platform that you are working on.

Exporting PDFs from Creative Cloud Apps A moment ago, we looked at different options you have for creating PDF files outside of Acrobat. Now I'm inside of InDesign right now and InDesign is a good example of a file format that Acrobat itself can't convert into a PDF. If you want to create a PDF from an InDesign document, you have to do that through InDesign. Now this is not the case for all of Adobe's products. For example, if you're working with an Illustrator document, you don't have to export your Illustrator document out as a PDF. You can use Acrobat to do that conversion for you. But if you're working with a product like InDesign, your only option is to export the PDF out of this product. Now we looked at different examples of how you can do that in other programs in the previous video. But you'll notice that you do have that option as well here inside of InDesign by coming over to Adobe PDF Presets, which is probably the easiest way to do it. Then selecting a preset of how you want the PDF configured. Now the preset that you select here has three dots after it, which means a dialog box will open giving you the ability to modify these presets. So, the presets are really just starting points for the PDF file. So in this case, if I choose High-Quality Print, it will open up an export dialog box where I have to save the file. For right now, I'll just save it to the desktop. Then I'm brought to the Export Adobe PDF dialog box. In here, I can choose various settings to configure the PDF file. All of these settings are already defined based upon the preset that I have selected. You can easily change the preset by selecting a different preset from this menu or you can customize the preset by coming in and making modifications to these settings. So if you don't know InDesign, many of these settings won't make sense. But, as you can see, there's a much more robust dialog box inside of InDesign when compared to Word or Pages or any other application. You really have a lot of control over how the PDF is created. These options are also available in other popular Adobe products, like Illustrator and Photoshop. The key difference between those programs and InDesign is you can embed a native version of the file format within the PDF. Meaning, if you're inside of Illustrator, you can embed the Illustrator document giving you the ability to open that PDF up inside of Illustrator and continue to edit that document. And you have that same option avaialble for Photoshop files. So InDesign is a little bit unique in that case. You can't convert a native InDesign file, a .INDD file, with Acrobat itself. You have to create the PDF here inside of InDesign. And the same is true for native Photoshop .PSD files.

Creating a PDF from a Single File Now that we looked at a variety of ways that we can create PDFs outside of Acrobat, let's quickly take a look at how we can create PDFs with Acrobat. So what I'd like you to do is come over to the Tools well by clicking the Tools tab. Here, you'll have access to all the different tools inside of Acrobat. You just want to go ahead and click Create PDF. Now this will bring you to another screen and as you can clearly see, you can create PDF files from a variety of formats, whether they're single files, multiple files, a screenshot, something from your scanner, a webpage, a blank page, or something that's even stored on your clipboard. So we'll look at some different examples as to how we can create PDFs using these options. But for right now, we're going to leave Single File selected and then we're going to click the Select a File link down here towards the bottom. You'll notice that it supports a variety of formats and if you want to see all of the formats, you can click Check More Formats. But in this case, we can click Select a File. When you do that, browse your system file for the Acrobat DC files that you downloaded from our website. Go ahead and find any file that you want to convert. In this case, you could choose something like an Adobe Illustrator document or even a Microsoft PowerPoint file. Like I mentioned in the last video, things like InDesign documents won't work. But in this case, if we come over and choose this PPTX file which is a PowerPoint presentation, we can click Open. You'll notice that the document loads into this area. Once we click Create, it'll go ahead and create this document. Here you can see that PowerPoint has to launch and once PowerPoint launches, it will create this PDF. So here we have a PowerPoint presentation that's been converted into a PDF. Now depending upon the file type that you're working with, you may want to configure certain settings. And you can do that by coming up to the Acrobat menu and then selecting Preferences. If you're on the Windows side, you'll go to the Edit menu and choose Preferences. Inside the Preferences dialog box, you'll notice that there's a category called Convert to PDF. When you select this, you'll notice that there's all sorts of file types here. And if you select a file type, you'll have the ability to edit different settings. And again, depending upon the platform that you're on would ultimately dictate how much control you have over these different file formats when it comes to the settings. But in this case if I select something like JPEG, I can click Edit Settings, a dialog box will appear, and I can control in this case color management settings for JPEG files. So any time I convert a JPEG document into a PDF, it'll use these settings when performing that conversion. I'll go ahead and click OK and then I'll cancel out of it. So as you can see, taking a single file and converting it to a PDF is simple when working with Acrobat.

Creating PDFs from Clipboard So we just saw an example as to how you could go about creating a PDF file from an existing file. However, you can also create PDF files from content stored on your operating system's clipboard. Let me show you what I mean. If I come over to a program like InDesign and select a piece of text and also an image, I'm going to hold down the Shift key and select this image and maybe this logo up here and this text and this text. So I have all this content selected. I'm going to copy it to the clipboard. I forgot this piece of text here as well. So with all this content selected, I'm going to come up to the Edit menu and I'm going to choose Copy. Now I just copied this to the clipboard. I'm working inside of a program like InDesign. So certainly you could also copy text straight out of a program like Word or TextEdit or Pages. But clearly, here inside of InDesign we have a selection of several different objects. We can then come back to Acrobat, and I'll just come down here to the dock and click on Acrobat. We know that we can go to the Tools well and click Create and from here we can choose Clipboard. But another way to create a PDF file is to come up to the File menu and from the File menu you can choose Create. And then from here, you can choose PDF From Clipboard. And when you do that, you'll notice that the PDF document is created from the assets that you selected from InDesign. So not only can you copy just straight text from a word processing application, but you can get far more complicated than that. You can go into an advanced page layout application like InDesign and select multiple elements and copy those elements to your clipboard and quickly and easily create a PDF file from that content. Of course, when you're done you would want to save it and you can do that by coming up to the File menu. And from there, you can choose Save As. And you could specify a location in terms of where you want to save this PDF file. You could save it on your computer. You could save it to Document Cloud. You could also save it to Creative Cloud. It's really up to you. For our purposes, I'll save it to my computer and I'm going to choose a different folder than what was listed there. We'll go ahead and select the desktop for this example. On a Mac, you can just come over here and click it here, you can use a keyboard shortcut command + D. There are several different ways to get to the desktop. I'm just going to go ahead and call this test.pdf. And I'll go ahead and save it. So there you have it. It's quick and easy to create PDFs from content stored on your operating system's clipboard.

Creating PDFs from a Web Page It's not uncommon to have the need to archive a webpage or a website. And of course there are several different ways that you can do this. One way, of course, is to save the page as a PDF file. And like everything else, there's a couple different ways that you can do that. For example, here on a Mac, I'm working with Safari. If I come up to the File menu, from the File menu there is a command Export as PDF. If you don't have this command available to you, you could always come down and choose the Print command. Here within the Print dialog box you'll have a couple different options depending on what platform you're on. If you're working on the Windows side, you'll definitely have the Adobe PDF printer option as well as some additional PDF options that could be available. Here on the Mac side, there is a PDF menu where you can choose Save As PDF. But as we look at this preview, you'll notice we're not getting the whole picture. We're not getting exactly what the webpage looks like. So I'm going to come over here and cancel out of this. One great way to archive a webpage or a website is to simply use Acrobat. Here within Adobe Acrobat, what I'd like you to do is to come over to the Tools well. And inside the Tools well, you can click Create PDF. And you'll notice on the left-hand side there's an option for webpage. And if you select this, you can type in the URL of the website that you want to archive the page or site from. So in this case, I'll just type in trainsimple.com. If you have the website locally, you could always just browse for those files. And you'll also notice that there's an option to capture multiple levels. How far deep do you want to get into the website. And you can specify how many levels of the site you want to capture. You can even get the entire site. And there's also some options to stay on the path and on the same server. There are advanced options. If you click on Advanced Options, a dialog box will open and you'll notice you have conversion settings for two different file types: HTML and TXT. In this case, we want to go with HTML. There are some settings for that which we'll look at in just a minute. But you'll notice that you have some PDF settings. You can create bookmarks and you can place headers and footers on each new page. We'll leave this option selected. It's just some information about each of the pages that you have within your PDF file. And you can also create PDF tags which will ultimately help with accessibility. But if we come over here and click settings, this of course will open up another dialog box, giving you even more advanced settings. You'll notice you have default encoding options. I'm going to go ahead and select something other than Roman Windows. I'm just going to go with Unicode. You can also specify when to use this default encoding. Always or when a page doesn't specify any encoding. You also have some language options here and some font options. And you can force colors for text backgrounds and links. So if the website has a black background, you can force that background to be white and you can force the text to be black. Also some other settings down here, you can embed multimedia content when it's available and you can also have Acrobat expand scrollable blocks. Go ahead and click OK. And then you can click OK again and when you're ready, you can click Create. Now depending upon the complexity of the page, how much content's within the page, and how many pages you ask to convert, it'll take a moment because Acrobat has to download all of the assets associated with that particular page. And when I say assets, I mean all the images, all the stylesheets, all the JavaScript. Everything associated with that page needs to be downloaded for that conversion to take place. And once the conversion takes place, you'll notice you have pretty much exactly what you see on the web here inside of Acrobat. You'll also notice that we're getting this footer information and this header information. So if you need to convert a webpage or a website to PDF, you're best bet is typically to use Acrobat. Because you have more flexibility of advance controls and options than you would otherwise have through the browser or operating system settings that you have access to within a web browser.

Using Acrobat Distiller At this point, you probably get the gist as to how you go about creating PDF files through Acrobat. What you'll do is come over to the Tools well and you'll click on Create PDF and then you'll choose the appropriate option for you here. And you'll select a file or point Acrobat to a webpage, and then you'll click Create. These same options, by the way, are always available under the File menu. You can choose Create and you have those same options here. However, what if you run into a situation where you can't create a PDF file? Maybe an external application doesn't support exporting that document out as a PDF or Acrobat itself doesn't support a particular file format. For example, I can't select Single File here and browse for an InDesign document and create it within Acrobat. Now fortunately, there's robust capabilities within InDesign for exporting an Acrobat file, but that's not always the case. You may run into a situation where you have an application that doesn't allow you to create PDF files and that native application document can't be converted into a PDF through Acrobat either. Well, there is one last option available to you. I'm actually going to come over to InDesign and just show you what that option would be. Again, yes InDesign has the ability to export out a PDF, but let's just say it didn't for the sake of argument. We could come up to the File menu and from here, we can choose Print. And from the Print dialog box, the printer menu will give you an option of postscript file. What this will do is allow you to print to the postscript virtual printer, but you can save this print file to disk. So you're saving a postscript print file to your computer. And that's exactly what I'm going to do here. I'm going to come down here and click Save. This is going to open up a dialog box. I'm just going to save this document as layout.ps for postscript. Now I'm going to save it on the desktop then I'm going to click Save. It'll take a moment to save, but once it does you can verify that you do, in fact, have a document here. You'll see we have layout.ps. So what can we do with this file? Well, when you install Acrobat on your computer, another utility is installed called Acrobat Distiller. If you go ahead and open this document up, you have the ability to set your PDF configuration settings based upon these presets that we looked at earlier. You can even modify these presets by coming up to the Settings menu and from the Settings menu, you can choose Edit Adobe PDF Settings. And you'll notice, you'll get a dialog box that's very similar to the options that we were looking at earlier when we were exporting PDFs out of other Adobe applications, like InDesign and Photoshop. But for right now, I'm going to leave these settings set to the default and I'll just click Cancel. To create the PDF file, all you have to do is take this postscript document, drag it into this window, and the conversion will take place. So this is a good option if you have no other options available to you. If you can't use Acrobat to convert a particular document or if an application doesn't support exporting PDF files, you can always fall back to printing to the postscript virtual printer and saving the file and using Acrobat Distiller to do the conversion for you.

Combining Files Extract Pages In this example, we want to take a look at how we can extract pages out of a pdf file and place those pages in a new pdf file. In order for us to do this, what I'd like you to do is open up a multi-page pdf document. It just so happens that presentation is listed here within the recent files. This is a document that's available inside the exercise files that you downloaded from our site. Once you open the document you can see that we have six pages. And if we expand the pane on the left hand side, we'll have the ability to view page thumbnails and here we can see all of the pages. Now if looking at this pdf we decide that we really want page two, three, four, and five to appear in its own pdf file we can do this by using the extract pages command which is available as an option of the organize pages tool. One thing that you can do certainly is select the pages that you don't want and come up here and click the trashcan to delete the page, but the problem with that is you're destroying this original pdf file and that's not really our intention. Our intention is to create a new pdf file that contains some of the content in this pdf file. So, what we can do is open up the organize pages tool. You can select it over here on the right hand side or you can come up and click on the tools link to enter the tools well and you can click the organize pages tool. And this will bring you to a new screen where you'll see thumbnails of all the pages within the pdf file. What we want to do is select the pages that we want to extract. So, we can select page two, we can hold down the shift key and select page five and everything in between becomes selected. Now what's nice about this feature is you can select page two and hold down the Command key or the Ctrl key in Windows, and skip over page three. So it's really up to you, in terms of how you want to go about extracting these pages. So I guess for our purposes we'll leave three out of it. With those pages selected, you can now come up and click the extract command. When you do that, you have some options. You can delete the pages after extracting, which means they'll be removed from this original pdf. In this case, we don't want to do that and you can also extract each of these pages as separate files. Again, we don't want to do that. We want these three pages to be in one new pdf file. But, if you wanted three separate pdf files that option is here. Now what we'll do, is come over and click extract and when you do that, you'll notice that we have a new pdf file called pages from presentation which is three pages long and if we move through these pages, you can see it's the three pages that we selected in the previous pdf file. Again, if we come up to the window menu, we can always come back to presentation.pdf and we can see that all of the pages are preserved within this document. So, the extract command is available within the organize pages tool inside of Acrobat.

Split Document A moment ago, we looked at how we could go about extracting pages out of pdf files. Well along those same lines, we're going to take a look at another feature that allows you to split your pdf document up into multiple pdf files. And there can be a lot of reasons as to why you may want to do this. A good reason may be you have a very large pdf file in terms of file size. And you want to distribute it over the web and you know you have a lot of mobile users. Well, it may make sense to provide them with links to several smaller pdf files instead of one larger pdf file. So let's go ahead and take a look at how this works by opening up presentation.pdf. It is available inside your exercise files folder. Here inside of presentation.pdf we want to come over and click the organize pages tool and once we do that, we're brought into the same screen that we were looking at in the previous video, but this time we want to click split. When you click split, a series of additional tools appear underneath the organize pages toolbar. Here, we can split the document up based upon number of pages. We could also choose file size so we could ask every two megabytes split the document into a new document. And we can also split based upon top level bookmarks. And we'll talk about that in greater detail a little bit later on. For now, we want to choose number of pages and let's just say, we want two three-page pdf files. Here, we have six pages, so that's easy enough. We can just type in three here. There is an option to split multiple files and if you click this option, a dialogue box will open allowing you to add additional pdf files that will be split based upon the parameters that you configure here. I don't want to do this right now so I'll come down here and click cancel. Then you have a series of output options and if you select that option, a dialogue box will open. The target folder can be the same folder as the document that you've started with or you can specify a folder on your computer. I'll go ahead and select that radio button and click choose and then I'll just browse to the desktop and click choose again. So we're going to output these new pdf files to the desktop. Then the file labeling is essentially the naming conventions that you're going to use. In this case, we have add label and number after original name. So, the original name is presentation. Then we're going to use the label part so it'll be called presentation part then a separator which is underscore and then I'll go ahead and type in the appropriate number. And of course we don't want to overwrite existing files. But, you have complete control over this. You can configure this to add the label and number before the original name and you can also control what the label is. For our purposes, I'm happy with these defaults, I'll go ahead and click OK. Once you click OK, you can click split document. Before I do though, I just want to point out that presentation.pdf will not be harmed in any way. What Acrobat will do is copy the contents of presentation and put them in a new file. So it will copy the first three pages and place those pages in the new pdf file. Then it will copy the next three pages and put that into a new pdf file. So presentation.pdf will always be six pages. It won't be harmed in any way. Once you click split, you'll notice that the split has successfully taken place. We have two documents now. Go ahead and click OK. We can verify this by hiding or minimizing Acrobat and on the desktop here, I have presentation_Part1.pdf and presentation_Part2.pdf. So it worked exactly as we expected it to. I'll go ahead and return back to Acrobat. The other thing that I want to point out is that you can split based upon top level bookmarks. So let's go ahead and take a look at that. I'll close out of this document. Command-W or Ctrl-W is the keyboard shortcut or you can come up to the file menu and from there you can choose close. This will return us back to the home screen. On the home screen, I've recently opened up a document called sharepoint_training.pdf. This is available inside your exercise files folder. If you go ahead and open it, it's going to ask you to go into full screen mode which we don't want to do, so I'll go ahead and click no. And it's zoomed in quite a bit so I'm going to zoom out so it doesn't look so awkward. And then on the left hand side, I want to open up the left pane so I can view first the page thumbnails. And here you can see we have quite a few pages. 14 of them to be exact. But what's more important is if we click this bookmarks link. By doing this you can see all the bookmarks associated with this document. Now, we haven't talked about bookmarks in any detail yet, but this particular document has bookmarks set up and moreover, if you expand one of the sections, you can see it has nested bookmarks as well. But what we can do is we can divide this document up based upon the top level bookmarks and the top level bookmarks in this case are Section 1 through Section 7. If we expand one of those sections and look at these bookmarks, these are not top level, so when we split the document, these are not considered. But let's go ahead and take a look at this. We can come over to the organize pages tool again and again we can click split, but this time we're going to choose split by top level bookmarks. And again, we could come in here and configure the output options which I'll do. What I'll do is select the desktop again for the destination. I don't want to have a whole bunch of files on the desktop, but that's OK. I'll go ahead and click choose and I'll click OK again. Now when we click split, remember we had seven top level bookmarks, so now we're getting seven new pdf files. Go ahead and click OK. Hide or minimize Acrobat, and you can see all the different pdf files that were generated. And if you double-click one, you can see that this one contains three pages because these three pages were associated with that first top level bookmark. So, if you want to divide your pdf document up into multiple documents split document is a quick and easy way to do that.

Insert Pages Still working with the organize pages tool, you'll have the ability to insert pages into your pdf files. Again, I'm going to go ahead and open up presentation.pdf and let's say for example we really wanted some type of cover page for this presentation. Well we can easily insert a new page into this pdf document. What we want to do is come over to the organize pages tool. If you go ahead and select that, we have several options up here towards the top. Obviously, the one that we want to work with in this case is insert. If you click insert, it opens up a menu and you'll notice we have several different options. You can insert a page from a file, from content you have stored on your clipboard, from a scanner, from a webpage and we looked at how we could create a pdf from a webpage earlier, or you could insert a blank page. For our purposes right now we're going to choose from file. This will open up a dialogue box. You want to navigate to the Acrobat DC files that you downloaded from our site. In there is a file called cover-page.pdf. Now there is one drawback to this and that is, if you're going to be working with a pdf file, you need to make sure that the one page that you want to insert is that pdf file. Meaning, you can't specify page four within the cover-page.pdf file. I know that cover-page.pdf is a one page document so I can do this. That's the one drawback. So if you have a pdf file and you know you want page four to be used to insert into another pdf file, go ahead and extract that page first and save it as its own pdf before you go through this process. Now, you can also insert other files it doesn't just have to be a pdf file. Right now we're just showing pdf files, but if we come down here and choose something like all files all the files that Acrobat can convert, you would have the ability to insert into this document. But like I said, we want to go with cover-page.pdf. Go ahead and click select and once you click select, another dialogue box opens. You can specify the location. Do you want it to appear after page and then you can specify the page number, or you could specify the first page or the last page. In this case, we want to specify the first page because we're inserting a cover page. And the location of course would be before the current first page. Once you click OK, you can see that new cover page is part of the pdf and now we have seven pages. You can also insert blank pages. If we come up to the insert menu again, we can choose blank page. When we select blank page in this case maybe we want a blank page at the end of the presentation. So the page will be last and we want this new page to be inserted after the last page. Go ahead and click OK. You can see that that new blank page has been added to the pdf file. And again, something else that's pretty nice, if I come over to illustrator in this case, you'll notice i have this bottom section of this postcard. If I want to select that bottom section and copy it to the clipboard by coming up to the edit menu and choosing copy, we can then come back to Acrobat and when we come back to Acrobat, we would have the ability to insert a new page based upon the contents of the clipboard. So, if we come up to the insert menu again, we can insert a new page by choosing one of these commands. In this case, I'm going to select from clipboard. When you choose from clipboard, again you get that same dialogue box. We'll go ahead and insert this page after the last page so I'll go ahead and choose last. Honestly, page eight of eight would work as well here, but I'm going to go ahead and choose last and we want the location to be after the last page. Go ahead and click OK. And you can see that the last page now contains the contents of what I copied from InDesign because that content was stored on the clipboard. So, inserting pages really is simple inside of Acrobat, but you need to make sure you're working with the organize pages tool.

Duplicate Pages In the last video, we looked at how we could go about inserting pages into a pdf file. Now the only limitation with that feature is that it's an all or nothing operation, meaning you can insert the contents of the entire pdf or not. You can't specify individual pages. Fortunately, the pdf file that we inserted into this presentation pdf file was a one page document, so it worked out nicely. But what if you want a couple of pages from an overall larger pdf. Or maybe you want two pages from a pdf file but you want them to appear in different locations within this pdf file. Well, let's take a look at how we can do this. I'm going to come up to the file menu and choose open and what I want you to do is browse for the brochure that's been included in the exercise files folder that you downloaded from our site. Go ahead and open this and what we want to do is look at these two pdf files side by side. I'm going to collapse the tools on the right and I'm going to expand the page thumbnails on the left. Then I'm going to come up to the window menu and I'm going to choose tile then I can select vertically and this will tile the two documents vertically so we can see them side by side. So in this case, I do want both pages from this brochure to be inside the presentation pdf file, but I want them to appear in different locations within this pdf file. Whereas if we were to use the insert page command, we really wouldn't have that flexibility. We could certainly reorder the pages after the fact, but I just want to show you a different technique for duplicating pages across documents. So in this case, let's say we want the first page of the brochure to appear as the fourth page within the presentation. Well all we have to do is click on the thumbnail of the first page within the brochure pdf and drag it to that fourth position. And you can see where you're about to drop the page because you get this highlight, which is a bar underneath the page that you're about to insert the new page under. So, if I let go of the mouse, the new page is inserted under page three and I have a new page four. Likewise, if I wanted this last page of the brochure to be the second to last page within the presentation pdf file, again, just drag and drop it into the appropriate location. So that's a great way to move content from one pdf file to another. You also have the ability to duplicate pages within a pdf file. I'm going to go ahead and close out of the brochure file. The keyboard shortcut is Command-W on a Mac, it's Ctrl-W on Windows. Then I'm just going to zoom this document so it takes up the entire screen. What I want to do here is copy or duplicate this first page so I can also use it as the last page. To do that, simply hold down the Option key on the Mac Alt on Windows, and click and drag and notice your cursor changes a little bit. It has a little piece of paper next to the arrow with a plus sign, which means you're about to duplicate this page and if you go down towards the bottom it will begin to autoscroll. You want to make sure that you have that highlight underneath page nine when you let go of the mouse. That page has been duplicated and you can see that the last page of this presentation is the same as the first page within the presentation. So duplicating pages inside of Acrobat, not only works within a document, but it also works across documents.

Replace Pages You may run into a situation inside of Acrobat where you have to replace a page and what does that mean exactly? In order for us to demonstrate this feature, what I'd like you to do is open up brochure.pdf which is available inside the exercise files that you downloaded from the site. In this case, let's say we've interacted with this document in some way. In fact, let's say we've made some changes. Let's make a change now by coming over to the edit pdf tool. Inside the edit pdf tool you can select the link option. And you'll notice you have several different options here. What we want to do is choose add or edit. When you choose add or edit, you'll notice that your cursor changes to a crosshair. What I'd like you do is click and drag a box around the company logo on the bottom of the brochure here. And here we can create a link and the link will be an invisible rectangle, but you'll notice you also have the option of making the rectangle visible. And what we want to do here is go to a webpage, so we're going to leave the open a web page option selected, but notice you have several options here. Go ahead and click next and here you have to type in the URL so I'm going to type in the URL of the company that provided this layout for us which is stocklayouts.com. Go ahead and click ok. And once you click OK, you will see a blue box. if you want to see the link working, come over and choose the selection tool. With the selection tool highlighted, when you hover over this, you'll get a hand cursor and when you click, you'll notice that Acrobat is trying to access that web URL. We don't need to see the websites, I'll just go ahead and click cancel. But, we've spent some time modifying this document. Let's say now we get word that the designer has made some changes to this document. Well that's kind of a hassle because we've already set up some functionality inside of Acrobat. We don't want to have to redo that again. Fortunately, there's a feature that gives us this flexibility. I'm going to come over here and close out of the edit pdf tool and we're going to come over and choose organize pages again. And here, we're going to click replace. When you click replace you can choose the new pdf file. The new pdf file is located inside the exercise files folder. You'll find a document called brochure update.pdf. Go ahead and select that. When you select it, a dialogue box opens and you can specify what pages to replace with what page. So, in this case, there's only been a change to the first page. This image was updated. Instead of seeing this instructor, we want to see a picture of a violin. So we want to replace pages one to one of two in our original brochure document with page one from the brochure update pdf file. Go ahead and click OK. Once you click OK, you'll have to confirm that you really do want to replace page one, we do, so we can click yes. And when we do you will see that image change. We can exist out of this tool so we can look at this in a larger magnification. And sure enough, we have a picture of a violin here, but moreover, you'll notice our hyperlink functionality remains. So, if you ever modify or edit a pdf file but you need to update the content of that page with a new version of the page, your best bet is to use the replace page command that's found within the organize pages tool.

Combine Files The combine files tool allows you to combine a variety of documents into one single pdf file. Now these documents can be really and file format that Acrobat can convert into a pdf. So, Word documents, Excel files, Power Point presentations, Adobe Illustrator documents, and the list goes on and on. Let's go ahead and take a look at this tool by coming over to the tools well. Here inside the tools well, you can click the combine files tool. This will open up a dialogue box and in this dialogue box, you can easily add files by clicking add files here in the top left and you can choose a particular file on your system. You could also reference an entire folder or you can add a pdf from a scanner, a webpage or even your clipboard. I typically don't use this menu as you can easily drag and drop content into this window. There are some options that are available to you if you click the options button in the top right. You can specify the file size. If you're trying to create a pdf that's suitable for web delivery and emailing, you may choose the smaller document size. I'm going to leave the default document size set, but if you were going to go to professional pre-press you may choose the larger file size. And you can decide if you want to create a single pdf file or a portfolio. For our purposes, we're going to choose single pdf file. You'll also notice that you have several other options that you can configure here inside the options window. I'm going to choose show page numbers in thumbnail view. Go ahead and click OK. Once you click OK, you're ready to start adding content to this window. What I'm going to do is minimize the application window. It will leave this window in front. And you'll notice I have a finder window open here on the Mac. Of all the files that you downloaded from our site. And there's several different file formats. For example, we have a jpeg here. I'll select it and drag and drop it into this window and you'll notice a little thumbnail is created for it. So there's a jpeg. You'll also notice that we have an adobe illustrator file. I'll go ahead and select that and drag and drop that into the combine files dialogue. There's also Word documents. I'll go ahead and select a Word document and drag it into this window. Likewise, we have a Power Point presentation. I'll select this and drag it into the window. So once you decide on all the files that you want to combine together you can simply add them to this dialogue box. Now, you will see applications like Power Point and Word open. Right here we have Power Point open. We need that application open to create the pdf file. But at this point, if you wanted to change the order of the documents, you could do that. And if the file that you added to this window has multiple pages, you can expand that document to see those multiple pages and you can even reorganize where they will appear in the new pdf file. But once you're happy, go ahead and click combine files. It'll take a moment to process, but once it's done you will see the new pdf file that was generated from all those documents that you placed within the combined files dialogue box. So, here's yet another way that you can create a pdf file, but it's really convenient because the pdf file that you can create can be constructed of multiple file formats.

Exporting Content Export as RTF The last couple chapters of the course, we were looking at how we could go about creating PDF files, whether we were combining files, or creating new files from other documents, the point was we were producing PDF files. Well in this chapter, we're going to go the other way. We're going to take a look at when we have a PDF open inside of Acrobat, how we can get it out of Acrobat and into a different format. Now inside the exercise files that you downloaded from our site, there's a file called Local-Mutual-NDA.pdf. Go ahead and open it, and what we want to do it export this out as an RTF file. RTF stands for rich text format, and it allows you to open the document up in a fairly generic text editor. So here on the Mac it would be Text Edit and the Windows side it would be something like WordPad. So let's take a look at how we can do this. Before we do we may want to configure some default options when it comes to exporting the RTF file. Now these are default settings that we're going to configure, but we can always alter them on a case by case basis after the fact. So what I'd like you to do is come up to the Acrobat Pro menu. Here on the Mac and choose Preferences. If you're on the Windows side, go to the Edit menu and choose Preferences. Once you're in the Preferences dialog box, you want to come over to the convert from PDF category and once you select that you'll see all these options over here that you can select to configure how Acrobat exports out the PDF to that particular format. So, we're interested, in this case, in rich text format, and so here we can see that we have Page Layout is set to Flowing Test. It includes comments, that is true. Images, that's set to true, and run OCR if needed, that's set to true. If you come over here and click Edit Settings, a small dialog box will open where you can make modifications to those options. For our purposes, I think the defaults that come with Acrobat are just fine, so we're going to go ahead and click OK, and then we can click OK to exit out of this dialog box. So now that we have the default preferences configured to our liking, we can come up to the File menu and under the File menu, you're going to choose Export To then you'll see all these different file formats. Obviously we want to talk about rich text format. So if you go ahead and select that, a dialog box will open, I'll go ahead and browse to the desktop. You'll notice that we have a Settings button here, if you click it, we'll get that same dialog box that we were looking at in the Preferences dialog box. Again, these options will be configured based upon what you specified in the preferences dialog box but you can override them on a case by case, file by file basis. So again, I'll go ahead and click cancel, you'll notice that the extension is .rtf, it stands for rich text format. If you're on a Mac and you don't see that, you can always come over here and deselect hide extension, but once you're ready, come over and click Save. It'll take a moment to export out all the pages depending upon the size of the PDF and the complexity of the PDF, but it really shouldn't take all that long. We have four pages here, it'll just take a moment. It's all done, and you'll notice that it immediately opens in Text Edit here on the Mac. Like I said, if you're on the Windows side, it may open it in something like WordPad or Notepad, it'll be a simple text editor, but there you go, that's who you can get you're PDF content out of Acrobat and into a different file format. In this case, we were specifically looking at the RTF format.

Export Selection As A moment ago, we looked at how we could export out an entire document into the RTF file format. What happens however if you just want a portion of the document to be saved out in that file format? Well fortunately, there's a feature inside of Acrobat called Export Selection As, which means if you select a portion of the document, so in this case, I'll select these first couple paragraphs. You'll notice I have the selection tool highlighted, I'm just using that tool to click and drag to select this text. Now with the text selected, instead of coming up to the file menu and choosing the Export To option, what you want to do instead is right click or control click in the selected area, you'll get a contextual menu and inside this contextual menu, you can choose Export Selection As and when you choose Export Selection As, a dialog box opens. With this dialog box, you can choose from a wide array of different file formats. What we want to do in this case is choose rich text format again. We want the view result check box selected, so we can see this document open in a text editor. I'll go ahead and call this selection.rft. Once you click Save, it'll take a moment to export, and once it's done exporting, it will open in a text editor like Text Edit here on the Mac or WordPad on the Windows side, and the content that you selected from the PDF file is now available inside this newly formed RFT file.

Export Images At this point we know how we can get text out of our Acrobat documents, but what if we just want to get some images out of our Acrobat documents? There's several different options available to you. The easiest way to work, is to simply copy an image out of Acrobat and paste it into your desired application. For example, with the selection tool highlighted, you can click on an image to select it then simply copy it to your clipboard. You can go to the Edit menu and choose Copy. The keyboard is Cmd + C, it would be Ctrl + C on the Windows side. Once you copy it to your clipboard, you can then move over to the application that you want to paste it into. So let's say, we come over to Microsoft Word. We'll go ahead and perform a paste operation. You can do that by coming up to the Edit menu and choosing Paste, Cmd + V, or Ctrl + V's the keyboard shortcut, and once you paste it, the image will appear. Let's come over to another application however. Let's come over to something like InDesign. Inside of InDesign, again, if we come up to the Edit menu and choose Paste, the image appears in InDesign, clearly there's some formatting issues in terms of the size, but that's easy to correct, but what's not easy to correct is the fact that there's no information about this image within InDesign, we don't have a link to this asset. Let me go ahead and undo that, and that's really a problem for an application like InDesign. So it would be beneficial to actually export out a file from Acrobat that you could use within InDesign. Let's take a look at that. Let's come back to Acrobat. Inside of Acrobat, instead of copying this to your clipboard, what you'll do is right click or Ctrl click and in the contextual menu, you can choose Save Image As. This will open up a dialog box, we'll go ahead and save this image to the desktop. In terms of the format, if you're going to an application like InDesign TIFF probably makes the most sense. So go ahead and select that. It'll pick up the name from the Acrobat document and that's fine in this case. Let's go ahead and save this on the desktop. Once you save it on the desktop, if you return back to InDesign, inside of InDesign you can come up to the File Menu and from there, you can choose Place or choose the keyboard shortcut, Cmd + D or Ctrl + D on Windows, then you can select the TIFF file. You can see the dimensions are really, really large here. Go ahead and click open. I'm just going to go ahead and click and drag to create a frame for this image, but the key take away here is that we now have a link to this TIFF file and if we take a look at the link info, if we scroll down a little bit, we can actually see the path to where the image is located, which we didn't have before by simply copying and pasting into InDesign. So depending upon the application where you ultimately want the image to appear, you may have to save the image out of Acrobat into it's own independent file, but if you're working with a program like Word, well then you have a little bit more flexibility and you can simply copy and paste. The next question that you may be asking is how can you get all of the images out of your PDF file? Well, there's an easy way to do that, but before you do that, you should return back to the Preferences dialog box. Again on the Mac, come up to the Acrobat Pro menu and choose Preferences. On the Windows side, go to the Edit menu and choose Preferences. Here inside the Preferences dialog box, we have the convert from PDF, you want to select the file format that you think you're going to be exporting these images to, so in this case, I'm going to select JPEG. We can see what all the options are set at by default, but if we want to modify them, we can click Edit Settings and then we can come in and make modifications. Maybe, we want the JPEG to be high quality and we want the JPEG quality to be high for color images as well. So you can go in and make modifcations to these settings and once you're happy you can click OK and these will be the default settings when you export out these images. But of course, you will have the opportunity to override these settings when you actually do the exporting, but for now I'll go ahead and click OK. Once you click OK, what I'd like you to do is come over to the tools well or come over to the tools over here on the right hand side, we want to click Export PDF. We want to get into the Export PDF tool, and you'll notice here we have an image option and this is interesting because if you leave image selected you can come over here and choose the file format and like I said, if you wanted to go in and make modifications to the settings that we just configured as the default settings in the Preferences dialog box, we can override them by clicking this little gear icon, and we get that same dialog box, but the difference is this is specific to this one export operation. I'll go ahead and click Cancel, but you can choose whatever file format you want to use. If we were to click Export right now, what we're going to end up with are images of each of the pages within the presentation.pdf file, and that's not what I want to do, what I want to do is grab all of the images inside this PDF file, I don't care about anything else. So, the way to do that, is to come over here and click this small check box down towards the bottom, Export All images and now instead of exporting each page as an image, we're going to export the images that exist within this PDF file. So go ahead and click Export, and when you do, you can specify the location in terms of where you want to save these files. I'm going to choose the desktop, in this case, then I'll go ahead and click Save. Once you click Save, all of the images will be extracted. Let's go ahead and hide or minimize Acrobat and in this case, I'm going to have to hide or minimize InDesign as well, I will do the same for Word, but now we can see we have all of the images that existed within the PDF file as individual files that we can use anywhere. So, again, that's the key take away and the really important thing to realize when you're inside the Export tool if you have image selected if you want the images you have to check this box right. Otherwise, you'll get images files within the PDF file.

Export to Word As we continue to talk about how we can export content out of Acrobat into different file formats, something that you may want to do is convert your PDF file into a Microsoft Office Document. In this case, let's say we have a lot of editing to do to this document. A lot of heavy text editing and we have a lot of content inside of Microsoft Word and it would just be easier to work inside of Word. Well it's really easy to export your PDF into the Word format. What you want to do is come over to the Export tool, so go ahead and click Export PDF, you'll notice that Microsoft Word is an option. You have two different Word File format options, you can go with Word Document, which will give you a more recent word document, a .docx file, or you can go with Word 97-2003 document. It's really up to you and if you want to configure the settings, go ahead and click on the little gear icon, you'll get a dialog box that looks much like it did when we were exporting our PDFs into our RTF files. You have an option of retaining flow text or page layout, whatever's more important to you would be the option you'd want to select. So if you select retain page layout, a lot of your text elements will be boxed off in Word. You can still edit the text in Word, you'll just have these boxed structures, so Word can closely reproduce the layout that you were seeing inside of Acrobat. Now in this example, it's a pretty heavy text based document, there's not a lot of images, or other layout elements contributing to the document, so retaining flow text or retaining page layout would probably look the same, it's just going to be easier to work with the text if you leave retain flowing text selected. So in this case, we'll come over here and click OK. Once we click OK, we can click Export. When you click Export, you can choose where you want to save your file, I'll go ahead and choose a different folder by clicking this button here, I'll select the desktop. Notice it has the .docx extention. Click Save. Once you click Save, it'll take a moment for Acrobat to process the document and export it, but once it does, well take a look at it in Microsoft Word. It should automatically launch Word and when it does, you can see that we have the document, that we can edit this text in any way that we want to. Just so you know what the difference is between the two options, what I'm going to do is just come back to Acrobat. I'm going to export this out to Word one more time, but this time, I'm going to click the settings and I'll choose retain page layout. Then I'll click OK and then I'll click Export again. I'll choose a different folder, I'll select the desktop again. I'll just put a two at the end of this and I'll click Save. Again, it'll take a moment for it to export, but it will automatically be open inside of Word, and you'll just see how it's structured in a slightly different way. Visually it probably looks the same, but once you come in here and start selecting the text, you begin to see that the structure's built by creating all these text boxes. So that's the key difference, at this point you can see that it's really easy to export your PDFs as Word Documents.

Export Spreadsheets We looked at a couple different ways that we could export our content out of Acrobat into different file formats, like RTF and Word, but what happens if you're working with a document that really is better suited towards an application like Microsoft Excel, something like a spreadsheet? We well have a table here and this certainly would be conducive to something like an Excel file. Now this document could very well have been created in Excel originally but it doesn't necessarily have to be created in a spreadsheet application like Excel in order for you to export it out to a spreadsheet application. Meaning, this table structure could have been built in an application like InDesign and you would still have the capability of exporting it out as an Excel workbook. So how can we export this out to a spreadsheet file? Again, we're going to come over and choose Export PDF. Just remember, this Export PDF tool many of it's functions are replicated from the File menu. If you go to the File menu. and choose Export To you'll see a lot of the options that we are looking at in that Export PDF tools screen. I'm going to come back to the Export PDF tool. It's a more visual way to work. I'm then going to come over and select Spreadsheet. With Spreadsheet selected you'll notice you have the ability to choose Microsoft Excel Workbook or an XML spreadsheet, and of course, both of these options have settings that you can configure. It's really up to you in terms of what you need, Acrobat to export the content as, but I'm going to leave the default settings here in place and I'll click OK, and all you have to do is click Export. When you click Export, you can specify the location, in terms of where you want this file to be exported. I'm going to go ahead and choose the desktop in this case. I'll click Save. I'll take a moment, and Excel will launch and you'll see that we now have a Workbook inside of Excel based upon that data table that we were looking at inside of Acrobat.

Other Export Options At this point, you should have a handle on how you would go about exporting content out of Acrobat into different file formats. If we come over to the Export PDF tool we have options for exporting to Word, and Excel or other spreadsheet applications. You can also export your content to Micorsoft PowerPoint and we know that you can export images. You also have the ability to export an HTML page. Now, I wouldn't suggest creating a layout in Photoshop and then using Acrobat to produce the HTML for you, but it's a nice way to be able to create content that will be delivered on the web outside of Acrobat reader, and there's also some other formats that are available here as well if you click on the More Formats section. The last thing that I want to point out is if you are going to be exporting your PDF to an Office application, there is tight integration, and some really nice features. If I close out of this, let's say for example I just decide to add a comment to this document. I'll just come over here and add a sticky note. Click here to add the comment and I'll just type in a generic comment, here is a comment essentially. So here we have a comment, but if we now close out of the comments tool and come back to the Export PDF tool and we choose a program like Word. If we click on the settings, you'll notice that we can include things like comments, so if we click OK and export this document and again I'll just export this out onto the desktop. When I export it, not only will this open in Word allowing me to edit the content in Word, but the comments that were made inside of Acrobat will be preserved. So once it does open inside of Word you can continue to have a dialog with colleagues through the commenting system that's available in Word. So once Word launches, you can see that those comments are preserved. So at this point I hope you have a better understanding as to how you can export your content out of Acrobat into different file formats.

Editing PDFs Editing Text in Acrobat At this point, we've spent some time looking at how we can go about getting content into Acrobat and how we can get content out of Acrobat. Well, in this video, what I'd like to do is start looking at how we can go about editing text within a PDF file. So I'm going to go ahead and open up Brochure.pdf. It's available inside the exercise files that you downloaded from the site. I'd like you to navigate to page two. And on page two you'll see that we have a couple issues. One issue, of course, is that we have a typo here. Student should be plural and so we need to add an 's'. If you've worked with previous versions of Acrobat you'll find that Acrobat DC behaves in a much different way when it comes to editing text, especially if you're coming from a version like Acrobat 10, for example. On the right hand side what I'd like you to do is click the Edit PDF tool. And when you do that, you'll see a series of options up here towards the top that gives you different ways that you can edit the PDF. But what happens inside the document, which is really nice, is everything that you can edit appears within a bounding box. This makes it very easy to identify different objects within the document. And at this point what we want to do is edit the text. So to edit the text all you have to do is move your cursor into one of these bounding boxes. And it's kind of hard to see here because there's a black background, but you actually have an i-beam. You see how your cursor changes to an i-beam? If you click, you'll place an insertion point, you'll get a blinking cursor. And you can go ahead and type in the missing character, which in this case is 's'. And you'll notice that Acrobat is intelligent. It automatically captures all sorts of different formatting attributes that you can identify over here on the right hand side. The most obvious, of course, is the typeface that's being used. But it also recognizes the size, the color, alignment options, and not only does it recognize all of this data, but you can change the appearance of the type based upon the options that you specify here. So, if you decide to select all of this text, with it selected, you could come over and change the typeface. I'll go ahead and choose something like Source Sans Pro. It's obviously very different. You can also control more robust typographical features like leading, which is available over here on the left hand side. They call it line spacing but you can come over here and make modifications and adjustments. To the right of that you also have the option of controlling paragraph spacing. So there's a lot of features inside of Acrobat when it comes to editing and modifying text. There's also been a lot of improvements in terms of having text automatically flow and reformat based upon the contents of the text box. For example, here I have an unordered list. If I decide that I want to add something to this list, I can do that easily. For example, if I place a blinking cursor after percussion, I can press return or enter. You'll notice a new bullet is added. The rest of the content is pushed down and here I can type in a new word, or a new bulleted item. Likewise, if I come up here and select this text, again I'm capturing all of the formatting attributes. If I copy it to the clipboard, Command C or Control C in Windows, and then press return or enter to add a new paragraph line and paste that, you'll notice that the text box automatically expands to accommodate this new type. So a lot of capabilities here when it comes to modifying and editing text. The last thing that I want to point out is that if you select a particular box, you'll get resizing which obviously you can resize. But moreover, you can place your cursor on the edge of that box and you'll get a four-way arrow. You can click and drag to reposition that box. And you'll notice you get smart guides so you can position this relative to other elements within the layout. So editing text inside of Acrobat DC is very intuitive It behaves much like you would expect it to if you work with popular word processing applications.

Adding Text A moment ago, we looked at how we could go about editing text within a PDF file. Well in this video I just want to quickly point out how easy it is to add text if you ever need to do that. Again, you have to select the Edit PDF tool and when you do, you can then select the add text option. When you do that, you'll notice that your cursor changes to an i-beam with a character 'A' next to it. On the right hand side you'll have all the formatting options that you would expect when it comes to working with type inside of Acrobat. To add the text, all you have to do is click to get a blinking cursor and you can add your text. You'll notice you have a bounding box. Now you can resize this to define the overall size of the text object. You'll notice that you can define the width but not necessarily the height. Nevertheless, if I come over here and copy this text that I just typed in, which you can do by triple clicking, I'll go ahead and copy it to the clipboard, Command C or Control C. I'll press the space bar and then I'll paste it. I'll press the space bar I'll paste it again. I'll press the space bar and paste it again. And once you get to the end you'll notice it automatically wraps for you. Now once you're done adding your text it becomes a normal object just like everything else within the PDF file. If I come over and click the edit option, you'll notice it appears within a bounding box like everything else. And if I wanted to modify this, I can. Again, now I have the edit option selected, I can come over here and select the text and if I want to control something like the line height or the leading, I can come over and do that. So adding text inside of Acrobat to your PDF file is simple. And once your done adding it, it becomes a standard object just like anything else that's found within the document.

Editing Images As we continue to talk about editing your PDF files inside of Acrobat, I'm almost certain that you'll run into situations where you need to modify the appearance of an image. Unfortunately, Acrobat doesn't have robust image editing capabilities. Fortunately, you can use an external application to do that work for you. Before we edit an image, what'd I like you to do is open up the preferences dialog box. Now you can do that by coming up to the Acrobat Pro menu here on a Mac. You would go to the edit menu on a Windows machine and then you would choose preferences. Here within the preferences dialog box you'll notice that there's a content editing category. And within this category, you can choose a default image editor as well as a default page or object editor. Right now I have Photoshop assigned for the image editor and Illustrator assigned as the page and object editor. If you ever want to change those applications, simply click this button and browse your system for a different application. Right now, I'm happy with Photoshop being the image editor, so I'll go ahead and click cancel. Next, what I'll do, is come over and click the Edit PDF tool. And if you select an image that you want to modify, in this case I'll select this image here, you'll notice that you have options in the object's section. You can perform basic transformations to the image. You can flip it horizontally and vertically. You can also rotate it clockwise and counter clockwise. If objects are stacked on top of one another, you can control the stacking order. If you want to replace the image with something else all together, you can do that by clicking the replace image button. For our purposes, we're going to choose edit using, which is a menu where you can choose the default image editor up top, which in this case is Photoshop. I also have the option of using Apple's preview or if I want to choose a different application all together, I can choose open with. So for right now, we're going to choose Adobe Photoshop but before I do, I just want to point out that you can right click or control click on the image and within the contextual menu you can choose editing using, and then you can choose Adobe Photoshop as well. Now when you choose that you will get a warning dialog box telling you that if there's things like layers and vector art that Photoshop will have to flatten the image before saving it. And the dialog box will tell you that if you add things like layers, textiles, or vector art, that Photoshop will have to flatten the image before saving the file. That's okay, so we'll go ahead and click okay and the image is open. So what we want to do is simply desaturate this image. And we can do that by coming up to the image menu and from the image menu we can choose adjustments and from there we can go ahead and choose desaturate. Once you desaturate it, it becomes a black and white image, go ahead and save it, Command S or Control S. And when you return back to Acrobat you'll see that the image is automatically updated. So if you have a need to edit an image, you can do that but all of that editing has to take place outside of Acrobat but fortunately there's round trip editing capabilities so if you perform an edit in an external application and save it, Acrobat will automatically update the document with the new image.

Replace Image If you're working with a PDF file and decide that you want to replace an image with a different image, you can do that easily with the Edit tool. All you have to do is come over and click Edit PDF. And when you do, you'll select the image you want to replace. In this case, I'll select this image of the instructor. With the image selected, we can come over to the right hand side and click the replace image button. Again, you can also right click or control click on the selected image and you can choose replace image from the contextual menu. Both options do the same thing. They'll launch a dialog box allowing you to select a new file. So inside the exercise files folder, you'll find a replacement jpeg for that image. You can see that it's a picture of a violin. With it selected, go ahead and click open. Once you click open, you can see that that image has been replaced. So replacing images inside of Acrobat couldn't be easier. Simply click the replace image button and select the new image file.

Crop an Image One of the few things that you can do editing wise to images inside of Acrobat is to crop them. And you can have a whole host of reasons as to why you may want to do this. Let's say, for example, we wanted to add a paragraph of text just above this image. And we want to make room for that text. Well, we may want to crop this image so it's a little bit smaller. What you want to do is come over and click the Edit PDF tool. Now what can be confusing for new users, is sometimes they'll come over and choose the crop pages option which is something completely different and we'll look at that in the next video. Instead, what we want to do is select the image we want to crop. And with it selected, on the right hand side, you can click the crop tool. With this tool active, you'll notice you get resize handles. And you can resize the crop box to determine the newly composed image. So if you want to make it a little bit shorter and maybe a little bit skinnier, you have the ability to come in and make modifications to this image. Now, if you're happy with the crop, you can simply select something else. If you no longer want to use the crop image tool, click it again to deselect it, but the crop has certainly taken place. And you can see we have a much smaller image now. At this point, we could click and drag it to reposition it. And we'd have the ability to add some new text just above it. So if you want to crop an image, it's key that you don't work with the crop pages tool, but instead, you come over in the objects section on the right hand side and you choose the crop image option. Now what's great about this tool is it is technically non-destructive, meaning if you want to get back to the original image, you can simply select the tool and bring up the crop box to reveal the original portions of the image. And so once you're happy again, just click on it again to deselect it and you are able to recompose the image yet another time.

Crop Page Tool Earlier, we looked at how we could go about cropping images inside of Acrobat. Well, what we want to take a look at now is how we can crop pages. And you may be asking yourself why would you want to crop a page? And to be honest with you, there aren't many situations where you need to perform such an operation. However, I'm working with this document, which is available inside your exercise files folder, called Brochureprint.pdf. This was a file that was sent to a professional pre-press printer complete with crop marks. Let's say for example, you have this PDF document, and you want to share it with the client. Well the client probably doesn't understand what they're looking at when they see the crop marks. So you probably want to crop the document at those crop marks. Well, you can do that easily with the page crop tool. To activate that tool, come over and click Edit PDF and here you'll see crop pages. Go ahead and click it. And when you click it, you get a cross-hair allowing you to click and drag out an area that defines the crop. We have crop marks here so it makes it really easy just to line up this cursor and then click and drag to define the crop area. Now when you do this, not much happens. When you let go of the mouse, you just have a box. So how do you make the crop take place? Well, if you press enter or return on your keyboard, you'll get a dialog box called the set page boxes dialog box and here you can come in and make revisions to that cropped area. For example, I just did it by eye based upon the crop marks but you can come in here and mathematically establish the crop box. You can see that these numbers are really close. So chances are, you probably want them all to be the same, probably somewhere around .29. And you can also constrain the proportions and remove white margins. So you have quite a few options here. I'm pretty close and for our needs, this will be sufficient. One thing that you do want to do, however, because this is a two page document, you want to make sure that page range is set to all in this case. And then you can come over and click okay. And once you click okay you'll notice that those printer marks have been cropped out of the document. So there you go. That's how you can use the crop pages option when you're working with the Edit PDF tool inside of Acrobat.

Editing a Scanned Documents If you've worked with previous versions of Acrobat, and in those previous versions you had a scanned document, if you had to make a modification or change to that scanned document, then you would have a lot of work ahead of you. Fortunately, the engineers at Adobe spent and enormous amount of time with this problem. And now, if you have a scanned document inside of Acrobat DC, you can edit the document much like you would any other document inside of Acrobat. It's truly impressive how well this feature works. What I'm going to do is come over and click the Edit PDF tool. And what Acrobat will do is analyze the document and recognize images and text. And once it's done analyzing the document, you'll notice it immediately recognizes the language used within the document. You'll also notice that all the components within the document now have rectangles around the editable elements. So, if I had to update the address, I would have that ability. Notice, I'm inside the edit feature. If I place my cursor inside of one of these boxes and I click, I get a blinking cursor. And let's say, for example, the zip code was wrong and we needed a five at the end, I could delete the one and add a five. And when I add that five, it may be hard to see, but that five matches the other fives used within the rest of the typeface. So it kind of distresses the character so it matches and looks consistent with the rest of the characters within the scanned document. You'll also notice it recognizes the typeface. And you can come in and make any modifications or changes to the type like you would if it was a traditional PDF file. So this is something that I just wanted to mention. You're still working with the Edit PDF tool, but now you have the ability to get all the functionality of the Edit PDF tool with a scanned document. And that's something that's brand new inside of Acrobat DC.

Page Numbering When working inside of Acrobat, you may want to control the labels that appear for your page numbers. For example, I'm working with this document called campaign_export.pdf and if we look at this, it's technically a two page document because we have these two pages. But if you look at the layout, we really have four pages within the layout because each page is a spread. So we have this page and then this page and then on the next page, we have a page on the left and a page on the right. So this is typically referred to as a spread. You'd really be dealing with four pages in this case. So you may want to label these in a different way inside of Acrobat. Let me show you another example. If we come over to this document here, which is called Local Magazine Spring.pdf, again, this is available inside your exercise files folder, you'll notice that the first page within the document is actually labeled as page 14. It seems weird, but if you think about it, this is the back page to the overall magazine. This is the cover of the magazine, and then we get into the different pages within the magazine. So it just happens to be labeled this way but it can cause problems. Let's say, for example, you wanted to print the first three pages of this document on your inkjet printer. And you choose in the printer dialog box that you want pages one through three to print. Well you're really going to get page 14, one, and two so that could cause some problems. Fortunately, you can control these labels. Here inside the page thumbnails panel, you'll notice that there's a little menu here of options. In this menu, you can choose page labels and that's going to open up the page numbering dialog box. Little counterintuitive there, but that's what it is. And so here, you probably want to change the numbering for all pages, so I'm going to choose all. And then you can specify the numbering style. Here we have one, two, three. We could also go with Roman Numerals and also letters. If you want a prefix you could do that. And you could also specify what number the page sequence should start with. In this case we'd want that to be one. So, if we click okay here, page 14 will be changed to one, page one will be changed to two, so on and so forth. So every single page would be updated essentially by one. So if we come over and click okay, once you click okay, you can see that that's the case. So now, if you went to print pages one through three, you would get page one, two, and three. Again, let's return back to that other document, campaign_export. Maybe you want to change the labels of these pages. Again, to reflect that really this isn't page one, but rather spread one which contains page one and two. Again, you can access that same dialog box by right clicking or control clicking on one of the thumbnails and in the contextual menu you can choose page labels. And in this case, again, we'd want to update all pages. But maybe we want to prefix this with the word spread. Again, spread is a common term for this type of layout. So we'll leave the prefix of spread and then we'll start with the number one. We'll add that to the end of the prefix. So we'll get spread one, spread two, so on and so forth. Once you click okay, you can see that that's the case. So, I just wanted to point that out, that you do have control over how these pages are labeled inside of Acrobat.

Headers and Footers We talked about page labels inside of Acrobat but what happens if you want to present the page number information on the pages? Well, that's where you can work with the header and footer information. You can access that information by clicking the Edit PDF tool and you'll notice that we have header and footer. And what we want to do here is add a header or a footer. So go ahead and choose that. And it's going to open up a fairly large dialog box. In this dialog box, we have the ability to specify text elements that would appear in the header of the document, which is the top of the document. And you can control the position of where that text will appear, the left, the center, or the right. Likewise, you can do the same for the footer, which would be at the bottom of the page. In this case, I want the word 'page' to show up and then I want the page number to appear after that. You can't type in page one here. If you type in page one, then this exact text will appear on every single page. So instead, what we want to do is click Insert Page Number. Now it's kind of hard to see, but if you're following along you will be able to see page one down here towards the bottom. But this is a potential problem. Remember, page one, within the PDF, I'm still working with this Local Magazine Spring file that we were using in the last video, starts with the back of the magazine and then the next page is the cover of the magazine. Well, you typically don't number those elements as pages. So really, the first page should be page three and this is what it would look like. But we don't want it to read page three here. We want it to read page one. We'll take a look at how we can control that in just a minute. I do want to point out that there are appearance options available to you. For example, you can change the font and the size and also the color. You can also tweak the position by modifying the margin values. We also have appearance options here. If you click appearance options, you can shrink the document to avoid overriding the documents text and graphics. So, if I select this, and click okay, I don't really see too much of a change here. We see a little bit of a crop, but it's hard to tell what's happening. But if I come back to that first page, you can see that the text is no longer on top of the image. The image has been scaled down to accommodate this text. We don't want to do this so go ahead and click appearance options again and deselect that. You can also keep the position and the size of the header and footer consistent when there's different pages within the document. We don't have that problem here so we can ignore that. Go ahead and click okay and you'll notice it's restored back to it's original appearance. You can control the page number and date format if you're displaying the date. Here, you have date format options and also numbering options, how you want it to appear. And you can also control the start page number. In this case, we do want it to start with one, but sometimes you don't. I'll go ahead and click okay. Finally, we don't want the numbers to appear on the back of the magazine or on the cover of the magazine. And we can control that by clicking page range options. And in this case, we want to specify the range. We actually want the page numbering to start on page three because if you remember, page one is the back of the magazine page two is the cover of the magazine, page three is really the first page within the magazine. So page three will be labeled as page one. You can also work with a subset. For example. you can display this only on even or odd pages. I'm happy with these settings so I'll go ahead and click okay. And once you're done with this dialog box, you can come down here and click okay again. Before you do, if this is something that you think you're going to do often, you may want to come up to the top here and click save settings. I'll go ahead and call this mag settings, short for magazine settings. When you click okay, these settings will be available from this menu, so you've saved the settings. If you want to delete them, you can by clicking delete. But once you're happy, come down here towards the bottom and click okay. Once you click okay, the headers and footers will be added. In this case we've only added a footer and you can see it appear here on page seven. And of course, it is page nine within the PDF 'cause it skipped over the back of the magazine and the cover of the magazine. Now, you're not stuck with this. If you decide you want to change it in anyway, come back to the header and footer option and click Update. If you want to get rid of it, you can click Remove.

Wrapping Up Adding Watermarks Acrobat gives you the ability to apply watermarks to your PDF files, and there can be a bunch of different reasons as to why you may want to do this. Imagine if you have several different pages that represent photographs that you've taken. You may want to watermark each page so that someone doesn't steal your artwork. Another reason may be if you're working with a magazine, like I am now, and you want to share it with people to review it but you know it's not ready for print, you may want to watermark it so they know that this particular document isn't ready for prime time. So, whatever the reason is, you can easily add watermarks by entering the Edit PDF tool which I'm in right now. If you're not in the Edit PDF tool, simply click Edit PDF. Inside this tool we have a watermark option. You can add, update, or remove the watermark. We don't have one in this case, so we're going to go with Add. This will open up a dialog box. And here, inside this dialog box, you can specify the source. You can either add text here, or you can specify an image file. And this can useful if you want to use something like a logo. For our purposes right now, we're going to go with text, and I'm just going to type in something like "Example". You could type in "Not for print". Whatever the case may be, you will see it appear in the Preview window right here. Clearly, black isn't the best selection for color. You can change that by clicking this button here, and you can choose something else using the operating system-driven color picker. So if you're on a Windows machine, you color picker will look a little bit different. Here on a Mac, I'm going to come over to the crayons section and just select a gray-silver type color. Once you select that, you can close out of this window and you'll notice that the text is updated. You can also control the size and the font. I'll go ahead and update this to a bolder version of Arial. The size is a little confusing in the sense that if you pick a size you could still alter that size. You'll notice down here towards the bottom you have a scaling option so you could control the scale of the text using this option as well. Again, up here towards the top you also have options for alignment, and you can also make this text appear with an underline. So these are the basic options up here towards the top. Down here towards the bottom you can further modify the appearance by adding a rotation. You have 45 degrees, either clockwise or counterclockwise. Or you can specify a custom value right here in this text field. You can control the opacity which can be helpful. If I come over to the next page, you can see that this watermark interferes with some of the text here so I can't read it. If you drag this opacity slider down a little bit, you'll reduce it allowing you to see the content a little but more clearly within the PDF file. Something else that you can do is you can have the watermark appear behind the page by clicking this radio button. The problem with that is, if you have a page that's an entire image or completely consumed by graphics, you won't see it. So that's not going to work in this case but know that it is an option. If you want to manually control the position of the watermark, you do have that option down here in this section. In terms of some additional appearance options, if you select this link, a small dialog box will appear. Here you can make sure that the watermark appears when printing. Typicaly this is one reason why you will watermark a document, so you will have this selected. But if you don't care about the on-screen presentation and you think it's okay to display that without a watermark, you can deselect this option and it won't appear when being displayed on a computer screen or a mobile device. I'm going to go ahead and keep this selected for right now as well. And as you may know, PDFs support multiple page sizes, and if that's the case you can keep the position and the size of the watermark consistent throughout all the different page sizes, if that's something that you want to do. I didn't change any of these values here so I'll just go ahead and cancel out of the dialog box. Something else that you can do is apply these options to multiple PDF files by clicking Apply to multiple files. This will open up a window where you can select Multiple PDF documents. The other thing that I want to point out in the top right-hand corner you can specify page range options. If you click that you can have the watermark appear on all pages or you can specify a range of pages. So for example, the first two pages within this PDF file are the back cover page and the cover page for the magazine, and maybe you don't want watermarks to appear on those pages. If that's the case you can come over here and type in 3 to 14. You could also choose a subset, meaning you could go with only even pages or odd pages only. But for our needs I'm going to leave all pages in range selected and I'm just going to leave the watermark off the first two pages within the PDF document. I'll go ahead and click OK. The last thing that I want to point out is you can save these watermark settings so you can easily recall them later. I'll go ahead and click Save settings and I'll call it "Mag Watermark". And then I'll click OK. Next time you open up this dialog box, the setting will be available within this menu. So once you're happy, come down towards the bottom and click OK. Once you click OK, the watermark will be added to the pages within the PDF. If you scroll up to the first page, you'll notice that the watermark is not on the first page or the cover page. It first appears on the next page which is page three. If at any point in time you want to modify this watermark, you can do that by coming back to the Watermark menu here and you can click Update which will return you to this same dialog box that we were just in. I'm going to cancel out of it. And if you want to remove it, simply choose Remove from this menu.

Background Options Earlier we looked at how we could work with watermarks. You can also work with background colors and background images much in the same way. I'm going to go ahead and open up this "local mutual nda.pdf" file, which is available inside your Exercise Files folder. To manipulate the background, you need to come over to the Edit PDF tool. And once you're inside the Edit PDF tool, you'll notice that there is a menu that reads More. And if you click it, you'll see several different option. The option, of course, that we're interested in is the background option. And from here, we can go ahead and add a background. When you click this, it opens up a dialog box. And as you look at this dialog box, it looks a lot like the Watermark dialog box. And to be honest with you, it behaves much in the same way. What's great about this dialog box is you have the ability to add a background color. And this can be useful for a variety of reasons. To add a color, all you have to do is click on this color box. It's going to open up an operating system-driven color picker. So if you're on a Windows machine your color picker will look a little bit different. Here on a Mac, I'm going to come over to the crayons section and just click on the color that I want to use. Again, I'll go with this silver color that I used in the last video. When you close out of this window, you can see that that background color has been applied. The other option is to use an image asset, and you can do that by clicking on the File radio button. Once you click on the File radio button, all you have to do is click Choose and from there you can browse your system for a particular file. And the image that I want is actually a PDF file. It's located inside the Acrobat DC files that you downloaded from the site. Inside that folder you'll find a PDF file called "cover page.pdf". I could go ahead and click Open. Once you click Open, you can see that image has been applied to the background. Of course, this doesn't look very good but we have some options to make it look a little bit better. If we wanted to, we could rotate it. But that doesn't make a lot of sense in this case. We can reduce the opacity by dragging this slider to the left. That makes it a little bit more legible. And you can also scale it. You can see that Scale relative to the target page is checked, and you can just click this down arrow to reduce the size of it. You can just hold it down to have it continuously reduce in size. And if you want to be really specific about the location of this image, you can use these controls down here towards the bottom. Again, you can click and hold to manipulate the horizontal and vertical distance but that gives you the ability to add this image to the background. Something else that you can do is move through the different pages within the document by using these arrows here. You may decide that you only want this image to appear on one particular page. For example, if I reduce the size enough so it gets pretty small and fits within an area of the document that makes sense, I'll go ahead and increase the opacity. And again, I'm going to change the location of the image by using these controls here. You may only want this to appear on this one page, right? It looks okay here on page one but as I move to page two, it doesn't make a lot of sense. So you can click Page Range Options, and in this dialog box you can specify a page range, in this case we want pages from 1 to 1. And then you can go ahead and click OK, and now that image only appears on that first page. If you want to apply this to multiple documents, you can do that by clicking Apply to multiple files. A dialog box will open where you can source multiple PDF files. Finally, if this is something you're going to use a lot, you can save the setting allowing you to easily recall it from this menu here. But for now I'm happy with this, I can come down and click OK. Once I click OK, we can see the image appear within the document. As you can see, it's simple to add background images and background colors to your PDF files.

Attaching Files Something that I wanted to point out is that you can attach files to your PDF documents. I'm not talking about combining files, like we reviewed earlier. I'm talking about actually attaching files to the PDF document. For example, we have this Brochure file. Maybe we want to send the PDF version to a client so they can quickly view the contents of Brochure. And all we would have to have is Acrobat Reader. But maybe they want the actual InDesign file as well that they can hand off to their designers. Whatever the case may be, instead of sending them two separate files, you can send them one PDF file. There is a couple different ways that you can attach documents to your PDF file. On the left-hand side here you'll see a little paper clip. It you click it, you'll display any attachments that currently exist within this document, and you can easily add attachments by clicking this little plus sign here with a paper clip. The other way, of course, is to come over to the Edit PDF tool, and inside the Edit PDF tool you can come over to the More menu, and from there you can choose Attach file. Either way you're going to get a window allowing you to source a file. In this case I'm going to select these two InDesign files. But you don't have to select just InDesign files. If you wanted, you could go with a PS file, you could even go with something like a ZIP file. If you are going to go with a ZIP file, just be aware of who you are sending it to. Often times corporate networks will block ZIP files from being received from email clients because ZIP files can be vehicles for viruses and other harmful files. So just be aware of that. But once you click Open, you'll notice that these documents are now attached to this PDF file. And if you expand this window to the right you'll notice you get a lot of good information in terms of the size, the date it was modified, and the file name. If you want to add a description, you can certainly do that as well. If you right-click or control-click in the description field in the contextual menu you can choose Edit description. And here I can just type in "logo" or some type of description of what the file represents. And you can see that it appears here now. If you want to search the contents of the attachments, you can do that. It will search based upon the metadata and the description information. If you want to remove an attachment, you can do that by clicking the trash can. If you want to save an attachment out as a separate file, so let's say, for example, this "Brochure.pdf" file was sent to someone and they opened it, and they were viewing these attachments, they'd be able to save a file by clicking this little icon here, and they would have the ability to save it out as a separate document from the PDF file, so essentially extracting it from the PDF. And of course, there is a little button here that allows you to open this document in the appropriate application. So, if we selected this InDesign file, for example, if we were to click this button, it would launch InDesign. The only other thing that I would say to you is you want to make sure that the attachments panel is visible when the user first launches the document. Otherwise they may not know that this document has attachments. So what you can do is come to the Menu system here. Under the File menu you can choose Properties, Command+D, or Ctrl+D is the keyboard shortcut. And you'll notice in the Document Properties dialog box you can come over and select Initial view. Here within initial view, you'll notice you have a lot of control over how the PDF file is displayed initially. So what we want to do, in terms of the Navigation tab, is we want to make sure that attachments panel and page is automatically opened when the user opens this PDF file in Acrobat. So, if you ever need to control the initial state of your PDF, this is a good place to do it. So there you go. You can attach files to your PDF document making it a lot easier to send multiple assets to a user without having to send them multiple attachments in an email or a directory of files. It's all contained within one document.

Adding Metadata If you're going to be placing your PDF files on a web page, you may consider adding metadata to those PDF files. Theoretically search engine's bots should be able to extract that metadata information making your PDFs more visible to search engines. To work with metadata, all you have to do is come up to the File menu, and from the File menu you can choose Properties. This will open the Document Properties dialog box that we were looking at in the previous video. Within this dialog box you want to click on the Description section. And here you can add things like a title which can be completely different than the file name. You can also add an author, a subject, and more importantly, keywords. If you come over and click Additional metadata, you get all that same information but you also have the opportunity to add copyright information. And this is powered by XMP which is a system supported by all Creative Cloud applications meaning if this information was entered into the original InDesign document, as you can see the application that created this document was Adobe InDesign CC, if this information was completed in InDesign, it would be automatically pulled in here into this PDF file. So, that's kind of a nice system to have in place. But nevertheless, it's really easy to add this metadata to your PDF files. And like I said, if you plan on displaying or delivering these PDF files over the internet and hosting them on a web page, it's not a bad idea to make them a little bit more visible to search engines.

PDF Optimization The last thing that I want to show you is how you can go about optimizing your PDF files. This is really important if you plan on emailing your PDF files or distributing them over your website. What I really mean is you're not going to be taking this PDF file to a professional print shop. If you're not going to be doing that, you may want to reduce the file size of the PDF. You have a couple options here. First of all, if you come to the File menu and choose Save as, like we've been doing throughout the entire course, you can simply choose Reduce File Size from this dialog box. You can also access this feature from the File menu, if you come up and select Save As Other, and then you can choose Reduced Size PDF. And this will open up a dialog box, and you can specify what version of Acrobat you want to make it compatible with. You can choose the existing version that you're working with now, or you can select an earlier version of Acrobat. I'll go ahead and click Cancel. Now, those two options don't give you a great deal of control. What we really want to do is figure out where the majority of the file size is coming from within a particular document and address that as the area of concentration that we are trying to optimize. And you can do that, if you come up to the File menu, and from the File menu you choose Save As Other, in this case you choose Optimized PDF. When you select this, it's going to open up a fairly large dialog box. And I'll quickly review what these options mean and how they can impact the file size of your document. The first thing that you want to do is you want to come over and click Audit space usage. And this will open up a dialog box illustrating where the majority of the file size is coming from. And as we can see here, it reads Images. Now, this dialog box looks a little jumbled. I am working with a beta version of Acrobat. So, when you're working on your own computers, hopefully, the dialog box looks normal. But clearly we need to address the images within this document. So I'll go ahead and click OK. Once you click OK, you'll notice you have options here for images, which is what we're looking at now. We can downsample the images which simply means reduce the size of the images, if they are currently at or above a specific resolution which is 225 pixels per inch, which is too much for on-screen delivery. And it could be argued that 150 is too much for on-screen delivery. So we could reduce this to 72 pixels per inch for images above, if you tab out of this text field, it will come down to 108 pixels per inch. So any image that's 108 ppi or higher will be reduced down to 72 ppi. You can also specify the compression algorithm and what the quality setting should be for that compression algorithm. You can do this for both color images, grayscale images and monochrome images. There is also a Fonts section. Now, in the majority of situations you're going to want to embed the fonts, so the PDF renders the way that you want it to render. But if you're really in a pinch for file size and you're using fairly standard fonts, you could unembed them. I'm not going to do that in this case, but that is an option. There is also a section here for Transparency. You really don't want to worry about this in many situations. It essentially deals with artwork that contains transparency within the document, and in our case we don't have that. But this would allow you to flatten transparency which is a process of sectioning out your artwork. So it essentially separates vector-based areas and raster-based areas. You can also come over and select Discard objects. And here you can specify any one of these options that you want to discard, ultimately to, say, file size. Likewise, you can do the same thing with user data. So things about you as the user won't be provided within the PDF. And finally, we have Cleanup. Again, these are some additional compression options that are available to you. And you also have the option of reducing the version of Acrobat that's required to view this document. But this is how you go through and reduce the file size of your PDF. Once you click OK, you'll then be asked to save the PDF. I'll go ahead and save it on the desktop. And once you save it on the desktop, if you hide Acrobat, you can select the file, and in this case I'm just going to get info. We can see here that the document is 345 k. You can compare that to the original document which was around three megabytes.

Conclusion That's going to conclude this course, Acrobat DC Fundamentals. At this point you should have a solid foundation for working with Acrobat. You certainly know how to navigate the application, but moreover, you know how to create PDF files and how you can edit them, and all the features that are available to you to export content and PDF files. If you want to continue learning more about Acrobat, I would encourage you to come back to trainsimple.com and take a look at Acrobat DC Building on the Fundamentals. In that course we'll talk about how you can add interactive media, work with document portfolios. You can look at the Comment and Review system, how to deal with signatures and, of course, forms. But for now, that's going to wrap up this course. I hope to see you in the next one.