Acrobat XI Fundamentals for Business Professionals
  1. Create a PDF from Acrobat If you find yourself in Acrobat and you need to create a PDF, we can do it right from here. Yes, you see that big Create button staring at you in the top left corner? We'll give it a click and create a PDF from File. So the file is already created, it's saved in some other format, I need to PDF it. So I choose this, navigate to my file, pick it, and open. Give it a second to come around. And there we have it. So all we need to know is where the file is stored on our computer, our company's network, wherever it might be, and we can create a PDF right from here. I hope you've found this information helpful and I look forward to seeing you in the next lesson.

  2. Create a PDF from Microsoft Word 2013 Now that I've finished my Word file I need to PDF it. What do I do? Well, fortunately, so many programs have realized that PDFing is a big part of our daily life and it's integrated right into the interface. So when we find it right in our interface, look at this, an Acrobat tab, we can just use it. On the Acrobat tab, all the way over to the left side I've got the Create Adobe PDF group, and there it is: Create PDF. I give it a click. It asks me where I'd like to save it and what I'd like to call it. Down at the bottom, look for this checkbox, View Result. Because you know when you create a PDF one of the first things we do is we have to go look at it when it's done. So instead of creating it and saving it somewhere and then we have to go find it and open it, check this box, it'll open automatically. Alright, and I click Save. Give it a chance to come around and there we have it. My Word file now PDF'd. I hope you've found this information helpful and I look forward to seeing you in the next lesson.

  3. Create a PDF from Excel 2013 Now that I've finished building my Excel file I need to PDF it. What do I do? Well, fortunately, PDFing, everybody knows that this is a big part of our daily life. Microsoft does as well. And they integrate an Acrobat tab right into our interface. Crazy, right? But it makes our life very easy. So now I head to the Acrobat tab, all the way over to the left side to create a PDF. Here is my Create PDF button, I give it a click. It's going to ask me a few questions. Alright. What do I need to convert: the entire workbook, the selection, or a particular sheet? So we get to decide. I'm going to take Sheet1, that's the one I want. It's already been added because it sees that this is the only sheet I have data on, picks it for me. If that's not the one I want I could remove it. Alright, and then are Conversion Options down at the bottom. Actual size is good. So I hit Convert to PDF. I need to tell it where to save it and what to call it. Lastly, my View Result checkbox. Really important to check that. Because after it becomes a PDF the first thing we want to do is look at it, make sure it looks great. By checking this box Acrobat will automatically open it up and show it to us so we don't have to go dig and find it. So now all I do is click Save and wait. It only takes a second but when it's done there's my PDF. I hope you've found this information helpful and I look forward to seeing you in the next lesson.

  4. Create a PDF from Microsoft PowerPoint 2013 And now that I'm done building my PowerPoint presentation I'd like to PDF it. What do I do? Well, I'm going to head up to the ribbon at the top and look at this, I've got an Acrobat tab. Yes, when you have Acrobat installed on your computer you get the Acrobat tab, and we can PDF right from here. It's integrated right into the interface. So when I choose the Acrobat tab I can head over to the left, into the Create Adobe PDF group, and pick Create PDF. I give it a click and I get a question: where do you want to save it and what would you like to call it? Let me adjust the name just a little bit here and check the box that says View Result. What's the first thing you do after you create a PDF? We have to go look at it. We have to see if it looks good. So, by checking this box when it's done making the PDF it will open for you so you can view it, check it out, make sure it looks good. In that way we don't have to go find it. Where did we save it again? What did we call it? Don't worry about it. Check that box, it'll automatically open for you, and we click Save. Give it a second to come around. And here is my PDF. I hope you've found this information helpful and I look forward to seeing you in the next lesson.

  5. Create a PDF from Any File Now, in the previous lessons we've seen how to create PDFs from Acrobat and from the Microsoft Office programs, and many programs have buttons built-in, they have ribbon tabs built-in. What happens if you're in a program that hasn't done that yet? We look around the interface, I don't see a Create PDF button, I don't see an Acrobat menu anywhere. What do I do? We print. We print to PDF. If you have Acrobat installed on your computer, you can create a PDF from almost any program. If you can print, you can print to PDF. So imagine for a moment, use your imagination here. Pretend we don't see that Acrobat option. Pretend this is a program that it's not integrated right into the interface. We print. So I head to the File tab. I head down to Print. And what I will do is choose my printer, Adobe PDF. That's it. As soon as you have Acrobat installed on your computer, you can print to PDF. So don't worry if there is no menu command. Don't worry if there is no toolbar button. Print to PDF. Alright, once I choose my printer I hit Print, and guess what? It's going to ask me where I would like to save it and what I would like to call it. And I click Save. And it works. It created my PDF from a program, any program as long as I can print. That's pretty neat. I hope you've found this information helpful and I look forward to seeing you in the next lesson.

  6. Create a PDF from the Web We even have the ability to create PDFs from web pages. Yes, imagine this. If you need to read a web page when you're offline, take it with you. So the way that we do this is we head up to the Create button, and we choose PDF from Web Page. What we'll do is put in the URL of the website. Now, when you choose this option many times the window isn't expanded like this. A lot of times it'll look just like this. So type in the URL of the site you'd like to work with and expand the window by using the blue circle. Now, be careful in here. Because we don't want to get too much. Getting the entire site can be way too much information. So make sure you know your site. Make sure you know the exact path and how much information we would like to get. So I'm going to choose to get two levels, and two levels are going to give me the homepage of the site and access to where the links from that page go to. So the homepage would be level one, second level would be where all the links navigate to. I want that too. I also want to make sure that I stay on the same server so if they have links on their site out to Facebook or Twitter, I don't need that too. Alright, so I'm going to stay on the same server. And if I want to limit it further I can even say Stay on the same path. But this should do me fine. I click Create and I need to give it time. It does take a little time to come around and grab all the information off the website and put it into a PDF format. But when it's done, wow, not only are we going to have a PDF, but it's going to look like the website and it's going to function like the website. That's pretty cool. Alright, so we give it a chance to come around. And this is what it looks like when it's finished. This is pretty neat. So what we've done on the left is we have the Bookmarks pane open and it shows us that we have links to all different areas of the site. But I don't want to use that. I'm going to close the Bookmarks pane and I'm going to navigate it as if it was the website. So when I'm offline, I'm on my computer and I'm on a plane or a train, somewhere I don't have Internet access, I can open up this PDF and I can navigate. Look at that. You see the Internet pointing finger hand? How about that? It works just like the website. But I'm not on the website, I'm in a PDF. That's pretty cool. I hope you've found this information helpful and I look forward to seeing you in the next lesson.

  7. Create PDF from More than One File The previous lessons show us how to create a PDF from a single file. From a Word file, from an Excel file, from a PowerPoint presentation. A single file. What if I need to combine multiple Word files together into one, or I need to combine a Word and Excel and maybe a PowerPoint into one? Can I do it? Well, you know we can or I wouldn't be talking about it. Yes, we can. And the way we do it is we head up to the Create button and we combine files into a single PDF. So I'll choose this and it tells me I can add files using the dropdown, that's up here, or I can drag and drop them. Well, let me add this way. I could add files. I could add entire folders, or from a scanner, from a web page, from email. Oh boy! I'm going to grab a couple of files. So I'll choose Add Files and pick the files that I'd like to bring in. So how about the Word file? Hmm, how about if I take the Excel file just to mix it up a little bit? The Excel file. Maybe the PowerPoint file. Yeah, let's take a couple. And a Word file too. Why not? So I grab my files, I pick Open. Here they are. And if I need to change the order of them maybe I'd like the PowerPoint to be last, I just drag them. So I'll take it, drag it out to the end, you see the blue line, and let go. It's not at the end. If I've picked a file I don't want there's the Delete, I can get it out. But that's exactly what I'm looking for. I hit Combine, give it a chance to come around. And fortunately, the dialog is really nice showing us what's happening, which ones have been completed. Really nice. And then, here it is. I've got six pages altogether. So if I navigate through and take a look, oh yeah, there's the second document and there's the PowerPoint presentation. And remember, in the Page Thumbnails I can also take a quick look. How about that? One option to take multiple files and put them into a single PDF. Terrific! I hope you've found this information helpful and I look forward to seeing you in the next lesson.

  8. Create a PDF Portfolio Portfolio gives us a way that we can work with multiple files and retain their original formats. So I can bring in a Word file, a PowerPoint file, a PDF, and the Word file will retain its Word formatting. Really what Portfolio is doing is bringing these multiple files into a single place for easy access. And when I say bringing these multiple files in I mean a copy, a completely unrelated copy of those files, putting them in a single place so we can easily find them. It's an interesting idea. So, to create a portfolio I head into Create and I choose PDF Portfolio. It gives me different layouts, and the preview is over on the right. And the layout is really just how the files are laid out. So as I click through the different styles you can see the preview on the right changes. It's just a preference and you can change your minds later. So if you pick one and then you think, "Oh, I should have picked the other," you can change it. Alright, once I find my style, my layout, I need to add the files in, and I'll grab those files. So I may take a PDF, and I may also take a PowerPoint file, and I may take a Word file. So I grab my files and I choose Open. To use the Portfolio we do require Flash. So if you get this message, yes, we need to install Flash. It only takes a minute to install Flash and then you're back in business and here is what we have. Our Portfolio is displayed and the files that I chose, they're in here, and they retain their original format. So you can see the first file, it's showing me the PDF icon, so that's a PDF. If I click on the PowerPoint presentation to select it, it shows me the PowerPoint icon. And the last one - yes, the Word icon. Interesting. So again, it's pulled a copy of the files in, they're unrelated to the originals. So if these are files that I use regularly, here they are in one spot, if I want to open them up, view them. Remember, they retain their original formatting so if I give this file a double click it expands a little bit. My eyes aren't that good, I can't read it still. Sure, open the file. Alright, it does warn me. Yes, it's okay to open this file. And it launches Word. Takes me and shows me the file and I have the ability to update and edit and save. And these changes go to my portfolio. Alright, when I close it down and close it down, the file's been updated. It's an interesting idea. Being able to put multiple files in a single place under a single name and have easy access to them keeping them still separate. Now, remember I did mention that you could change your layout. So if you did want to choose a different layout, you could pick it. The different layouts are a little bit of fun so you can move through and select your files just a little bit differently. The only thing I recommend to you is when you save the file, save it and make sure you leave Portfolio in the name. Because it's going to save as a PDF. The icon's going to be the same. There's going to be no way to know it's a portfolio until you open it. It looks like a PDF, you open it and go, "Oh, this is different!" So if I name it Portfolio and then name that describes what's inside of it, when I save it, it'll have that name. And then, when I go to open any file, I'll know it's a portfolio. I won't be surprised when I open it up and I see this. So again, interesting idea, may be really helpful for some of you. I hope you've found this information helpful and I look forward to seeing you in the next lesson.

  9. Scan a Paper Document as a PDF To scan a document into a PDF, we head to the Create menu, and in here we find the option to PDF from Scanner. There are presets already precreated for us so if our document falls into any of these categories we can just choose it. We also have the ability down here at the bottom to configure a custom preset. So, if the document we're looking to work with doesn't quite meet any of these qualifications, let's configure our own preset. Once in the window we'll choose how many sides of the paper, our color mode, the resolution. Of course higher resolution makes bigger files, keep that in mind. Not just better quality but also bigger file size. You can choose your paper size. And once we get the core configurations set, we would then have the option to save it as a preset. And that'll make it available from the menu, and then when we need to use it we just choose it. Now, there is also another option in here. If I head back up to Create, PDF from Scanner, I can go into Custom Scan. And Custom Scan allows me to specify my output. So if I'd like it to go into a new PDF document, that's great. But if I'd like it to be scanned into multiple files, oh this is good. I can choose more options and say how many pages I'd like to go into each file. So if I've got 10 pages to scan and I want two files, that's right, set it to five. We can give it a file name prefix so when it names the files they'll be distinguished by that difference. And I can even make it into a portfolio. Let me cancel from here and take a look at the next option. I can append the scan to an existing file or a portfolio. So yes, choosing this option and browsing to your file adds the scan to that file or that portfolio. And once I've made all of my choices I would click Scan and scanning would begin. I hope you've found this information helpful and I look forward to seeing you in the next lesson.

  10. Save a PDF Document as a Word Document One of the things to always keep in mind with PDFs is when you need to do major edits you should go back to the original file. So if a file was originally created in Word you should go back to the Word file and make the edits and then re-PDF the file. That's the best way to do it. But sometimes we end up in that spot of "I only have the PDF. "Whoever created the original file, "I don't know where they are. "I don't know who they are. "I don't have the file. "But I have a file that's a PDF "and I need to make some big edits to it." So I know it's easiest if I take the file out of Acrobat and put it into maybe Word and do the edits there. Can I do that? Yeah, we can do that. And in Acrobat XI it actually works out really nicely. In some of the older versions I would say: don't even try it. But in here now, oh it works up pretty nicely. So what we do is we head up to the File menu, we go into Save As, and we'll choose the save as type. Wow! Look at all the choices. Yes, we can save it as a variety of things. I'm going to go for Word though. Alright, and I'll adjust the name, and save it. Hmm, what do you think? Is it good? We have to go find it. So our next move will be to go into the folder where we saved it and open it up. So let's take a look. Here it is. Hold our breath. Is it good? It is. And can I edit the text? Well, let's click in. Can I type? I can. Oh this is terrific! So it brings it in. Look at the formatting, looks pretty good. Yeah, very nice. Now, in Acrobat XI you can save your files back out to Word. And you get something that you can actually work with. This is really great to know. I hope you've found this information helpful and I look forward to seeing you in the next lesson.

  11. Working with a PDF Document Insert and Delete Pages in a PDF Maybe you've had this happen, I know I have. Take a look at my file, it's a three-page file. I'm going to change my zoom, to Fit Page, and I can see page 1, alright, has this security information. I navigate to page 2, OK. I navigate to page 3 and, oops, it's blank. Yeah, every once in a while, you know how when you print a file, and you go to the printer, and page 1 comes out, it's good, page 2 comes out, it's good, you start to walk away and then here comes page 3, and it's blank. Well, you know what, if it prints that way, when it PDFs, it PDFs that way. So every once in a while you might have a page you need to delete, whether it's a blank page or any other page, we can delete pages. And so there's a variety of ways to get it done. Alright, one way, is we can go into the Page Thumbnails. Page Thumbnails shows us the thumbnails of every page, and there's my blank page, I can click on it, right-click on it, and I can delete the page. That's way one. How about way two? Select the page, what about this button? That also, will allow me to delete the page. Do we need another way? Well there is another way we can go, and if we head over into the Tools panel. Tools panel, Pages group, there's a Delete over here. Now, why so many ways to get it done? It's all about preference, find the way that works best for you, and use it. Is one way better than the other? No, is one way right, and wrong? No, it's all about preference, and I'll tell you, honestly, knowing multiple ways, I do it different ways, different days, I don't know, depends on the mood. When I do choose to delete in any of those methods, it's going to ask me, do you want to delete the selected page, or, do you want to go from a page, to a page? So you decide, I've got page 3 selected, so I can go this way, I click OK, gives me one last chance to change my mind, are you sure? I am, so I click OK, and the page disappears. Now what about inserting a page? This is the security bulletin, I think I would like to put the system requirements information right into this document. So first, I need to decide, do I want it to be the first page, or the last page? Maybe I'll make it the last page, alright. So I make my decision, and then, there is a variety of ways to insert pages, alright. If we head over to the Tools panel, Pages group, how about Insert from File? Yeah, that's one way to go. Over to the Page Thumbnails panel, there's got to be a way to do it here, how about using the Options button? Insert Pages, From File, there's always more than one way to go, but they all take you to the same end place. So make your pick, here's my system requirements, I open, and it'll ask me, where I would like to place it, right, before or after. So I think I said after, right, so I'll say after, which page? After the first page, after the last page, or, if we had more than two pages, we could specify something different. So I'll say after the last page, I click OK, and I have a new page 3, here it is. So insert, delete, we can get it done, most of all, when you're done, save your work. I hope you found this information helpful, and I look forward to seeing you, in the next lesson.

  12. Extract and Replace Pages in a PDF Sometimes we need to grab a page or two, from an existing file, and we would like to save it out, as a separate file. Yes, we can do that. So, let's take a look at this file here, I've got a three-page file, page 1 is this security bulletin, page 2 is the rest of it, and page 3 are the system requirements, I need this out, as a separate file, so I can use it in other places. Couple of different ways to get it out. The Tools panel, gives me one way to go. In the Tools panel, Pages group, I have Extract. The Page Thumbnails is also a place that we can go to look. In the Page Thumbnails, Options button, Extract. Either way, takes me here, asking me which page, or pages I'd like to extract, and then gives me choices, look it. I can delete the pages from this file after I'm done extracting them, oh I don't want to do that, I just want a copy of it, and, I can also extract pages as separate files, so if I was extracting three pages, I could have them come out as three separate files. That's pretty neat. I don't need to do either of those, I'm just going to click OK, and I'm looking now, at a one-page file, and look at the name, Pages from my Security Bulletin and Reqmts.pdf. So I extracted them out, single-page file, there it is, and of course, I can save it, and I've got that single page. What about replacing? Let me minimize, and head back into my original document, and how about this page, maybe, I need it out, but I need something else in? How about a replace? And again, we can do it in the Thumbnails, we can do it in the Pages group over here, the Replace. What do I want to replace it with? How about the Acknowledgments file? Pick it, open it, and it's asking me, I'm going to replace page 3, with, page 1 from Acknowledgments, let's click OK. Are you sure? Yeah I'm sure, I think right, and look what happens, page 3 is now the Acknowledgments, wow. I hope you found this information helpful, and I look forward to seeing you, in the next lesson.

  13. Split a PDF Document Splitting a single PDF into multiple documents, doesn't have to be hard. Here I've got a 16-page document, and, this document, it has text, it has graphics, it has headings. It also has bookmarks, and bookmarks are really nice to know about, because when we split, we can split on the major top-level bookmarks. So if I need a page that looks like this, and a page that looks like this, or like this, I can have it split on these pages, and I don't have to worry about doing it, how does this work? Well let's head over to the Tools panel, into the Pages group, and choose Split. We can split in a variety of ways, so by the number of pages, if you want every group to be five pages, you can say that, if you need every group to be 10 pages, right, you pick. File size, you can set a size limit, or, top-level bookmarks. So I make my choice, I click OK, and it tells me, success, so let's check it out, what happened? I click OK, where's my files? Well they went into the same location where this file is stored. So, if I head into my open folder, I can see here they are, hardware_performance_Part1, 2, 3, 4, 5, 6 and 7. So if I pick one of them, let me choose Part5, open it up, here it is, happens to be a one-page file, all about SpeedGrade. And if I head in, and I open, Part4, After Effects. Three pages, how about that? Doesn't have to be a big deal. Split it if you need to. I hope you found this information helpful, and I look forward to seeing you, in the next lesson.

  14. Crop Pages in a PDF Sometimes we're working with a file, and we would like to crop it. And we might want to crop it just to crop off, maybe something on the outside edge, we can crop a little, or we can crop a lot. Maybe I'd like to crop the page and just get this screenshot, we can do it. So once we've got our file and our page, we head into the Tools panel, into the Pages section, and we go for Crop. Once I grab the Crop tool, click once on it to turn it on, I'll come into my page, and I draw a box around whatever it is I would like to crop, and I let go. Now if I need to adjust it further, grab any of the corners, stretch it out, make it bigger, stretch it, make it smaller, so get the box the right size, and once you're sure it's the right size we press Enter. When we press Enter, we do get a dialog box that gives us the ability to make additional choices, where you can control it further, alright. You could specify margins if you wanted to be very specific, instead of drawing the box like we did, you can come in here and specify, I need the top to be exactly half an inch, and the bottom to be exactly half an inch right, you decide. This is one way to go. We drew the box though, I like the box, I would want to go with the box, alright, this is just another option. And down here as well, you could adjust the page size, and the page range, but, I drew the box, I like the box, the box is the right size, I don't need to do any of this. So all I do, is click OK, and it happens. Yes it did, and, if I change my view, you'll be able to see them, you scroll up a little bit here, right, this is the previous page, page 5, and here is my cropped page 6, only displaying what was inside the white box. Now, if you like it, that's great, keep it, if you don't, remember, you can always undo, so when you have those moments of, (exclaims) what happened, you can always head for the Edit menu, and Undo. But of course, once we save it, and close it, it's done. I like it though, I think I'll stick with it. I hope you found this information helpful, and I look forward to seeing you, in the next lesson.

  15. Rotate Pages in a PDF Every once in a while, you might find yourself in a spot where you need to rotate a page, or two, or all of them. Yes, we can do that too, so, if you're interested in a page, navigate to the page, look at the page, make sure you know which page you're on. I'm on page 6, and I can tell, right here, page 6, that's the only page that I'm interested in. So once I find that page, I head to the Tools panel, and to the Pages group, and I go for Rotate. When I choose to rotate it gives me the option, which direction would I like to go? Flip it 180, clockwise 90, counterclockwise 90, you decide. Do you want to do the entire document? Or if you've got a few pages selected, you can go with the selection, you also have the ability to put in a range of pages. So again I'm sticking with just page 6, alright. Look at your other choices here to rotate the odd pages, the even pages, or both, and, yes even, base it on the orientation of the page. Alright I just want page 6, going to keep it simple, so I make my selection, and I click OK, and my page rotates. Always keep in mind, the undo, so if you do it and, (exclaims) that's the wrong way, you can always Edit Undo, and try it again. Always an option, I like it though. I hope you found this information helpful, and I look forward to seeing you, in the next lesson.

  16. Add a Header and Footer Let's take a quick look at this file. I'm going to head into Fit Page view, and, I can see there's no header at the top, there's no footer at the bottom, and when I navigate to page 2, and then page 3, oh my gosh, no headers, no footers, so no page number, and no mention of what this list is. Hmm, headers and footers would be a big help. So how do we put one in? Let's head over to the Tools panel, into the Pages group, and down to Header & Footer. Yes, we have the ability to add a heater and footer into a PDF, this is great. The dialog box is big, it's got a lot of options in here as well. So, you can see here, we've got three panes, this is for the header, header on the left, header in the center, header on the right. Headers go at the top half inch of every page, footers go at the bottom half inch of every page, so we can build it in here once, and have it go on every page. So what do I want it to say on every page? Maybe at the top center of every page, I'd like it to have the word Acknowledgments. Maybe at the bottom center of every page, I'd like a page number. Well, for the Center Header Text, I can click in and type in the text that I would like to appear at the top of every page. I can select that text, and I can format it. Font style, I've got some choices, font size, maybe, hmm, a little bit bigger, and then I can make it underlined, and I could even change the color, maybe I'd like it to be like a charcoal gray. Looks beautiful. The bottom center I'm thinking page number and you see the button here, Insert Page Number, but before I choose it, I want to format the page number and say what kind of page number I'd like. Just the page number, 1 on page 1, 2 on page 2, maybe I want it to say Page 1? Well, maybe then, I should head over to the right side, into the Page Number and Date Format link. And here, for the Page Number Format, what would I like? I like this one, so I choose that one, Page 1 of n, so I've got an eight-page file, Page 1 of 8, 2 of 8, 3 of 8, I like that. So I click OK, it didn't pop in, no that just set the format. Now I'll click into the Center Footer Text, and Insert the Page Number, and it pops in, in that format, look at it, down here, very nice. Now we do have the Preview option here so we can scroll through, to page 2, and see what it looks like, and page 3. For us, you know, it's just showing you the top little inch of the page, and the bottom little inch of the page, and, what we're seeing, is it looks good, it looks the same, the page number increments, to match the page, perfect. Sometimes, we may not want the page number to go on page 1, so if you're in that spot of, I don't want it on page 1, Page Range Options are available. If you give a click to this, you can specify which pages you would like it on. For us, today, I would like it on all the pages, but it's good to know we've got this option. So I'll Cancel. The other thing we have, is up at the top, we can save our settings, so if this is a header and a footer that we use all the time, we can save it and the next time we need it, it'll be available from this dropdown list. And the next time we come in, we could just pick, ah, so if we want to save it, right, I can save it as Header & page number, and then, from here on, if I wanted to say Acknowledgments at the top of any file, or Page 1 of 8 at the bottom of any file, I can just pick this, and it'll pop in. Of course the 8 will change, to however many pages there are in that document, but it would be this format, it's nice to know. Also down at the bottom, more nice to know, Apply to Multiple. So if I built this and I said, "Oh, you know what, "I need to put this on a few other files", I can pick those files from here. Don't have to go into them, can pick them from here and apply it to them right from here. For us we're in good shape, we just click OK, and my header pops in, and my footer pops in, and as I navigate from page to page to page, there it is. So we build it once, and it goes into the top half inch of the page for the header, and, the bottom half inch of the page for the footer. I hope you found this information helpful, and I look forward to seeing you, in the next lesson.

  17. Edit and Delete a Header and Footer Sometimes we have a header and a footer in a document, and we may want to edit it, change it, or delete it, can we? Well, that depends, it depends on, if you inserted the header and footer through Acrobat, if you added it through Acrobat, then yes, you can. If it came through from the original file, from the authoring document, then no you can't. Hmm, so let's take a look. If I head up to the Tools panel, into the Pages group, and into my Header & Footer, I've got the option to Update or Remove. Again, these only work on headers and footers that were inserted through this feature, Add Heater & Footer. If you didn't use Add Heater & Footer the Update and Remove can't see them, and you'll have to use other methods to get them out. Since this header and footer was added by using Add Heater & Footer, I can update it. And what I'd like to change, is the header, see the spelling? Oh boy, there's more than one way to spell this word, so for some reason, we decided, we want to go with this spelling. They're both right, one is more accepted in the US, one, less accepted, we can change it. So I make the change here and I could change anything, and when I click OK, it updates, there it is. And when I navigate to page 2, it's updated, and to page 3, ah, let me go back to Fit Page view. And, if I decide, for any reason, I don't want that header and footer in there anymore, back to the Header & Footer group, and Remove. It's asking me if I'm sure I would like to permanently remove it, when I say Yes, it disappears, and when I scroll through the pages, it's not on any of them. So yes you can manage it, if you put it in, using Acrobat. If it came from the authoring file, the answer is not this way. Other ways to get it done, longer ways, more involved ways, but if you put it in through Acrobat, there it is, couple of clicks, and it's edited or deleted. I hope you found this information helpful, and I look forward to seeing you, in the next lesson.

  18. Add the Background The document that we're looking at, it's good, it's fine, it's white in the background. Maybe I'd like to jazz it up a little bit? We can do that, by adding color to the background, or actually adding an image to the background. Either way it'll definitely jazz it up. So let's take a look, we will head into the Tools panel, Pages group, and down here towards the bottom, is the Background. I can Add a Background, and, I get a preview of my document off to the right. So if I decide to go with color, ooh, this could be fun, so if I want to make it look like it's been printed on colored paper I can pick a color, and, hmm, definitely jazzing it up. Color is good, what about a file? This could be fun, so if I browse to a file, let's take a pick, hey that's pretty good, but it's a little too bold, little bit too hard to read the text. That's OK, because down here in the Appearance section, we can wash it out, so I can take the opacity and drag the opacity down, and fade it out. How about a little bit more fun, how about rotating it? Yes, I can spin it, so if I use my little up arrow here and give it a few clicks, the picture will rotate. That's fun too, I think I liked it better straight, but it's fun to know, that we can, yeah, rotate it. Let me set that back to zero, and, sizing, yeah I can scale it, so if I don't want it to fill the page that much but maybe 75%? I can put that in, and knock it down to a smaller size. Well that's a lot of fun. My Appearance Options here, give me a way that I can decide if I want it to be printed, or displayed on screen, yes or no, we have both checked, so that's great. And, my position, if you would like to position it specifically, you can use the vertical distance and the horizontal distance to position it exactly where you would like it. We have the Preview over on the right side, I can move to page 2, and 3 and 4 and see what it looks like, can still read my text, it looks good. And if I decide I don't want this background on every page, I can go into Page Range Options, and decide which pages I would like it on. I'd like it on all pages please, so I leave that alone. If this is a background so that I want to apply to multiple documents, I can save my settings with a name, and then the next time I want this, I can pick it, and I don't have to worry about pulling it in and adjusting the settings, I just pick it. Also, if I know I'd like to apply it to multiple files right now, the Apply to Multiple button will let me select multiple files, and I can apply the background, to all of them. I think I'm in good shape so I will click OK, and, view my background. Looks nice. I hope you found this information helpful, and I look forward to seeing you, in the next lesson.

  19. Edit and Delete a Background We do have the ability to edit and delete backgrounds that were inserted through Acrobat. If they were not inserted through Acrobat, if they came in from the authoring application, from the original file, we can't handle that. But, in here, if the background was put in through Acrobat, yes, we can edit it, yes, we can remove it, and the way we do that, is we head up to the Tools panel. Tools panel, Pages group, and we head down for Background. Alright, there's my Update, to change it, so if I've looked at the background, and I'd like to, hmm, maybe rotate it, I can rotate it. Maybe I'd like to make it bigger, I can do that too, and if I like what I've done, I click OK. I do get the warning that says, the backgrounds are going to be replaced with your changes, which is OK by me, so I click OK, and, there's my change. If I've made the change and I say, "You know what, no, no background, "no, no, no, no background", we head back into Background, and I choose Remove, and guess what? When I say Yes, it will permanently remove the background. Of course I can reinsert it, but, there it goes, all gone, and, if I scroll through the multiple pages, it's gone from every page. Not too bad. I hope you found this information helpful, and I look forward to seeing you, in the next lesson.

  20. Add a Watermark So let's add a watermark to the background of this document. Going to head up to the Tools panel, Pages group, down towards the bottom, let's go for Watermark, and let's Add it. Now, with the watermark, we can add in text, or files, like a logo. If we decide to add in text, we can put in the text that we choose, maybe like the word draft. I can type it in, it pops up over here, I can choose my font style, yes, what am I feeling like today, oh my gosh, so many to choose from. So if I make a pick, don't worry about the size, you can underline it, you could change its color. So it's there, but, I'm not crazy about it. We can still modify the Appearance, so I can rotate it, and, I can set the opacity down, so it's not so bold, more like, a watermark. And, I can set the scaling, it's set to 50%, why don't I make it bigger? Mm-hmm, that's good. Now, here's an issue to know about. If it's on top of the page it's on top of the text, and sometimes that makes the text hard to read, so many times you'll want to put it behind the page, so the text then overlays your watermark, keep that in mind. Now that's pretty good, we can scroll through, take a look at page 2 and 3, it looks good. If we don't want it on every page, we have Page Range Options where we can specify which page, or pages, I'm going to leave it on all, and, before I head out of here, what about a file? Maybe I change my mind, I don't want the text, maybe I would like a nice Acrobat icon in the background. So if I choose it, it pops in, and it remembers the settings that I had played with, when I did my draft, so it's angled 45 degrees, I don't know if I like that, I kind of like it but, you know, then it doesn't look like the Acrobat icon so, maybe I say None. Alright, the opacity again, we can drag it up, drag it down, put somewhere in the middle, so it kind of fades into the background, that's pretty good. And the scaling, it's big, is that too big? What does 50% look like? Hmm, so maybe 50%, I don't know. And then the same issue, if it's behind the page, everything overwrites it, if it's on top of the page, we can run into issues with it overlaying the text, and then we can't see through, look it. I'll set the opacity up, and all the text is chopped off. If it's behind the page, the text goes on top. So usually a combination of behind, and, opacity, makes it nice and easy to see. And, if this is something that I use in many files, or I plan to use it in many files, I can save my settings, give it a good name, and the next time I come in here, all I need to do is pick this, and all the settings I've configured, pop up, and I can just click OK. Alright, the position, down here at the bottom, lets you specify an exact vertical and horizontal distance, if you'd like to do that. The Apply to Multiple, it is what it sounds like, if I have multiple files I would like to add this to right now, I could click Apply to Multiple, pick my files and when I click OK, this watermark goes on all of them. Yeah this is really neat. So I will click OK, and, there it is, pops right in, it's on page 1, it's on page 2, and it's on page 3, it's on all of them. Nice. I hope you found this information helpful, and I look forward to seeing you, in the next lesson.

  21. Edit and Delete a Watermark When I have a PDF with a watermark in the background, I can edit or delete it, if, big if here, if it was created through Acrobat. If it wasn't, and it was created in the original file in the authoring application, then I can't make changes to it here, this way. But, since I know this watermark was added through Acrobat, I can head up to the Tools panel, Pages group, and into Watermark, and I've got the option to Update and Remove. So if I do want to change it up, I'll choose Update, and maybe I was thinking, a little rotation might be nice, so I rotate it, maybe adjust the scaling, and I click OK, and I look at it. Hmm, maybe not, yeah maybe or, maybe it was better the other way. Nonetheless, we can go in, and we can edit. Now I've decided I think I'd just like to take it out, don't need it anymore. Remove, it warns me, do you want to do this? And I do, so I say Yes, and it's gone. When I scroll to page 2 it's gone, page 3 it's gone, yes, it is gone. So very easy to update and remove them, if they've been added through Acrobat. I hope you found this information helpful, and I look forward to seeing you, in the next lesson.

  22. Create Bookmarks What is a bookmark? What is it used for? Why do we want to know how to create it? All good questions. Let's take a look at bookmarks. Here, I have a 16-page file, 16 pages, and the way that I might navigate through the document, is by using the arrow key, to navigate to the next page, and the next page. I might scroll with my scroll mouse. But what if I need to jump out quickly, back here to page 6, to read all about Adobe Premiere Pro? Yeah, I got to navigate to page 6. Let me jump back to page 1, and use a bookmark instead. If the document has bookmarks we will find them, in the Bookmarks pane, and there are a couple of them already created, so here, ha ha, if I click it, you know where I'm going. Let me give it a click, and it takes me, right to that page, and notice that my zoom level changed as well, so bookmarks can remember different places in the document, as well as a zoom level. Well that was quick and easy, I'm on page 6, I'm zoomed in, I can read it, perfect. Now, to get back to page 1, this link will take me there, and I'm back to page 1. So this is what bookmarks are all about, they can be used as a way to navigate the document. Now that we know what they are, how do we make them? Here's what we do. We will have to navigate to the place, so let me head out and find, alright, that's Adobe Premiere, and, here we go, After Effects. I'm going to adjust my zoom, to Fit Page, because I like it better that way, Fit Width, and I'm going to scroll up just a little bit, so that headline, heads right at the top of the page. I'm going to use the Selection tool, and select the text. By selecting the text, when the bookmark is created in here, it will use that text as the name, and then I don't have to type it. So, once I've got the text selected with the Selection tool, I head up to the top of the Bookmarks pane, and right here is the button, New Bookmark. I click, and I do get a new bookmark, with the text. Every once in a while, you see what happens in here, yes, Adobe doesn't quite recognize the text, but that's OK, because I can clean it up a little bit, by selecting the text, and retyping. Once I've got the bookmark in, I click down below, and it pops right in. Alright, back to page 1, there I am. Would like to go visit the After Effects, I click it, and here I am. Let's try another one. Alright, let me continue to scroll out, and, here is SpeedGrade, so again, I'll set the page the way I would like it, select the text. Another way that we can create the bookmark, is through the right-click. Select the text, right-click, and look down here, Add Bookmark, and even a shortcut key, Control + B. So I choose it, and my bookmark pops in, I click down below, and it sets in. Right, let's test it out. Back to page 1, beautiful. Over to SpeedGrade, great. And, it's still selected, if I click anywhere, that'll disappear. What about the order? You saw when I created the first one, it popped in the middle, that's not really where I wanted it. So if they pop in where I don't want them, I can move them. Take it by the icon, and drag it, down. See that black line? Put the black line where I want it to go, let go, and it pops right in. So bookmarks are pretty handy, giving me a way to easily navigate the document. I hope you found this information helpful, and I look forward to seeing you, in the next lesson.

  23. Edit Bookmarks Sometimes our bookmarks aren't quite right. So we can edit them, alright, let's head into the Bookmarks pane on the left, and try out some of the bookmarks. So this one takes us to page 1, nothing to try out. Next one, takes me to The Major Hardware Components, hmm. The next one, look it, Fit Width, for Premiere Pro, Fit Width for After Effects, Fit Width for SpeedGrade, and then I hit Photoshop, and I say, "You know what, this should be Fit Width, "to match everybody else", how can I fix the bookmark? There's two ways to do it, alright. The easiest way in my opinion, is to set the page up, exactly as you would like it, just like that, right-click the bookmark, and Set Destination. When I choose this option, it warns me, you're going to change, OK. I click Yes, and now, if I click away from it, and click back to it, it's working. Back to page 1, back to Photoshop, beautiful. And it was easy. Sometimes we need to do a little bit more than just change the view but, if it's that easy, right. Set the page up, right-click. There are other ways to do it, if I go to the Summary link, same thing, ah. If I want to change this one, my other option, is to right-click the link, and to go into the Properties of it. Over to the Actions tab, and you can see the action is to go to a page in this document, and the zoom level is Fit Page, I want it to be Fit Width. So, I pick Edit, alright, making sure I click right on the action, if you choose anything else, it will be grayed out, click right on the action, and Edit, and I can change it in here. If I needed to go to a different page I can do that too. I click OK, and OK, and let's see what happens. I go back to Photoshop, I go to Summary, it's Fit Width. Up to page 1, back to Summary, it's Fit Width, exactly what I needed. I hope you found this information helpful, and I look forward to seeing you, in the next lesson.

  24. Delete Bookmarks And of course, every once in a while, we do need to delete bookmarks. Couple of ways to get that done as well. So first move, we have to head into the Bookmarks pane, and, the next move, is we can navigate to the bookmark. So if I click on it, it takes me there. If I'd like to get rid of this bookmark, it's now selected, I can press the Delete key on the keyboard, bye bye. That's one way to get it done, how about another way? Through the right-click. Point to the bookmark, right-click, and Delete, bye bye. No questions asked, they just disappear. Third way, do we need a third way? There is a third way, so, with the bookmark selected, Options button, Delete Bookmark, and it disappears. And remember, as always, if you ever do anything in any of the programs, and you have that, (exclaims) wait, I didn't mean to delete, right, I meant to pick a different menu option, you can always go in to Edit, and Undo, it'll come back. Edit, Undo, I can bring them right back, alright. So that's how we delete them, just be careful. I hope you found this information helpful, and I look forward to seeing you, in the next lesson.

  25. Create Links Links can be pretty handy for navigating a document as well. Here's what I'm thinking. Let me zoom in a little bit on this page, so I'm going to switch to Fit Width, so I can actually read it, and, what I'd like to do, is create links, maybe off of the headings. Because we have pages, later on, that talk about Premiere Pro, and After Effects, and SpeedGrade, so I'm thinking I'll create links off of the text here, so that a user can click here, and have it quickly navigate to those pages. Now, as a side note, I happen to have bookmarks that go to those places, so Premiere Pro, so that navigates me quickly to page 6, and After Effects, quickly to page 9. If I have these in place, they can be helpful, because I can use them as I build the links to quickly navigate to those locations. If I don't have them in place, I'll have to scroll or I'll have to use the Page Advance to get there, alright, so keep that in mind, these can be helpful, not required, to do links. What is required to do links? I need the Link tool, and the Link tool is found in the Tools panel, and it's found in the Content Editing group. Here it is, Add or Edit Link. So what I'm going to do, is pick that tool, and then I'll draw a box around the text, so here, from Premiere Pro CS6 I draw a box that's the same size as the text, whatever is blue right now, will be clickable, that will be the link, if a user heads in, and puts their mouse anywhere in this blue space, it's not going to be blue when we're done, it'll take them to wherever I set the destination to. So I draw the box, I still have my finger on the mouse, so you can see it, I let go, and you can see it's disappeared for now, it's still there, but it's not showing. What type of link do I want? A visible rectangle or an invisible rectangle? Well you can imagine a visible rectangle with a solid line of black, would actually draw a box around that text, hmm, I'm not so sure I like how that looks. So maybe an invisible rectangle will be better, I don't need to see it, somebody can just float over it and click. If I choose invisible, nothing else up here matters because it's invisible. Alright, then my Link Action, take a look at these, I can go to a page view, so a page in my document, I can have it open a file, open a web page, or create a custom link. I simply would like to go to a page view. So I leave that selected and I click Next. A little dialog box opens up to tell me, essentially, navigate to where you want to go, set the view the way that you want it in your zoom, and then we click Set Link. So, where do I need to go? Remember my links on the side, I need to go to page 6, so if I use my bookmark, it takes me to page 6, there it is, that's perfect, I would like it set up just like that, I choose Set Link. Here is the box, now again we chose an invisible rectangle, it's showing up momentarily because we have the Link tool active, now is the time to edit the box. So if you'd like to stretch it out, grab a handle, make it bigger. Make it smaller, right, adjust it to the size, because when we're done, whatever is inside the blue box is clickable. Should we test it out? Why not, let's go for the Hand tool, I'm going to click out here, and, watch my Hand tool as I move it in, and I point to the text, see that difference? The hand, the internet pointing hand, ah, that lets us know there's a link there, and if I click it, it takes me here. I'm going to go back to page 1. So that is how we can create a link, with the Link tool. Remember we chose the invisible box, so it's invisible. If we went with visible, it would have a black border around the words, it would look awful, in this case. So it's invisible, but the internet pointing hand gives it away, pretty neat. I hope you found this information helpful, and I look forward to seeing you, in the next lesson.

  26. Edit Links And, this is the way we'll edit links, when we need to. First move, we have to head into the panel. Tools panel, Content Editing, we need to grab the Add or Edit Link tool so we can see the links, and, Add or Edit them. So when I choose the tool, I see boxes show up on my window, here's one. Yes if I point to it I get handles, I can click on it, to actually select it. Now if I'd like to edit the size, of course, I grab the handles, stretch it out, make it a little bigger, that might be better. Also, I can right-click on it, and go into Properties. If I decide I'd like to change it from an invisible rectangle to a visible rectangle, I can also do that here. Change the line style, maybe just an underline, maybe make the color blue, that could be helpful, make it a little bit more visible, I can definitely do that. Then, the Actions tab. Right now, the link goes to page 6, at Fit Width. If I want to edit for that, well there's the Edit. I can pick that, and change it. Maybe go to Fit Page, change it up. Click OK, and OK. Now that I've done the editing, got to test it out. Let's see what it looks like, so I'll go for the Hand tool, and look at this. So now it has a blue underline, let me go to Fit Width, so we can see it even a little bit better, that at least makes it a little bit more visible, and the fact that it's blue might cause someone to point to it and say, "What's with the blue line?", and then they see that internet hand, and realize, "I think this is a link". And if I give it a click, it takes me to that page, and I'm in Fit Page view, just like I asked. I hope you found this information helpful, and I look forward to seeing you, in the next lesson.

  27. Delete Links When we decide to remove a link, here's what we'll do. The remove is always the easiest, getting it in, hard, editing, harder, deleting, easy. So you see where I'm heading, Tools panel, Content Editing, we actually need the Add or Edit Link tool active, because it's the only way we see the links, alright. When I choose the Add or Edit Link, and I move into the window, you see, aha. So when I see the dots popping up, I click to select, and now, I can just press the Delete key on the keyboard, and, bye bye, it's gone. As always, keep in mind if it was an accident, if you have that panic, (exclaims) oh no, what do I do, you can always Undo, you can always Undo, the link will come back, by using the Undo, we're back, alright. But as simple as that, use the Link tool, select the link, press Delete, you're done. I hope you found this information helpful, and I look forward to seeing you, in the next lesson.

  28. Insert Buttons Let's take a look at two different uses for a button. We know what buttons are, they look like little boxes, we click on them, they take us somewhere, definitely. There's one way to use them. Let's head up to the Tools panel, and let's head into the Interactive Objects group, and here, Add a Button. Now if I'd like to add a button, I click the button, the Button button, and I'll click on my page, and it will insert a button. I'll head into All Properties, and I can configure what I want the button to say, how I want it to look, how I want it to work. So if this button, I'm going to use to navigate the documents, to the After Effects, maybe that's a good name for it. So the label will say, After Effects, and I would like it to show the label only. Where would I like it to go? Well that's my Actions, so, when it's clicked on, how about if we go to a page view, there are other choices, but I'd like it to take me to this page, in this document, that gives the information on After Effects. So go to a page view, and I Add. I then need to navigate to the page, and I think After Effects is on page 9, it is. So I navigate to the page, and Set the Link. Alright, there it is, to page 9, at Fit Width. Look at the button, it's gray with black text, hmm, we've got the Appearance tab, where we can set a border color, and a fill color, and make it a little bit different. Looks like After Effects maybe uses a shade of purple, so maybe we should so something like that, maybe a little purple, to make it match, border or no border, right. Well, maybe we'll give it a little blue border, and even the text, you can choose the font style, the font size, and even the color of the text, maybe we'll go darker purple, and you can see, it's displaying in there. This is one way to go, when I click Close, and I go back for the Hand tool, there's the button. If I click the button, it takes me to this page. Let me go back to page 1. So that's one way to go, it's a button, it really looks like a box, not much like a button, but, that's one option. Now, I've also created a button over top of this image, and I set the color to transparent, no color, no border, no label, and when I point to it, I get that internet pointing hand, and if I click, I go there. So this is another way to go. Let me head back to page 1. And now let me create another button, over the graphic. So same process, Tools panel, Interactive Objects, Add a Button. And this time, I will draw, instead of just clicking and letting go, I'm going to click hold and drag across that graphic, make it the size I need it to be, let go, and head into All Properties. Border color none, fill color, no color. It's transparent, alright. As far as the options, I don't need to give it a label, because I don't want it to say anything, and I'll head to the Actions tab, to set it up. Go to a page view, I'll Add. Navigate, again, back to page 9, there it is, Set the Link, looks good, looks good, let me Close. To test it out, always go for the Hand tool, and as I move down, and float over it, there's that internet pointing hand. And when I click, it takes me there. Hmm that's pretty cool. I hope you found this information helpful, and I look forward to seeing you, in the next lesson.

  29. Edit and Delete Buttons If we need to edit our buttons, we'll head right back in, just as if we were creating them. So I head up to the Tools panel, and go for Add Button. That puts us into the mode where we can see all the buttons, but it also does attach a button to our mouse, yeah, sometimes it makes us add extra buttons by accident. I would like to edit this one, so I'm going to right-click, and go into the Properties of it. When I head into the Properties, maybe I need to change my Action, I can do that here, click, and click, at the end Edit, and maybe change my zoom, to Fit Page, I can make the adjustments, click OK. If I wanted to change the Appearance, right, I can come back in and make any edits that I need to in here. Once I'm done editing, I can Close, and then, what I'd like to do, is maybe adjust the size a little bit, but you can see I have this button attached to my mouse pointer, everywhere I go, it's following me, so what I need to do is just click on the page, to drop one in, that's OK, we'll delete that one in a second, and then, I'm free to work with any of the other links on the page. So if I click, I can adjust the width, make it a little bit bigger. Of course. So I can make any adjustments, the right-click will take me into Properties, and then, I can use the handles to adjust the size, or even, move it entirely, yeah, put your mouse inside, move it around. Now, this button, I don't need it anymore, because I think I like this button better, so I'll click on this one to select it, press the Delete key on the keyboard, bye bye. Same here with you, click on it to select it, press the Delete key on the keyboard, and it's gone. Back for the Hand tool, that's how I do my testing, float down, I still get the internet pointing hand, yes, right out to the edge, just like I adjusted it, perfect. And when I click it, what's my zoom? It's Fit Page, also, just like I adjusted it to be. I hope you found this information helpful, and I look forward to seeing you, in the next lesson.

  30. Add Page Numbers Every once in a while, we end up with a PDF that has no page numbers, and that can make things a little bit tough, you see down at the bottom, no page numbers, at the top, no page numbers. As I navigate to page 2, no page numbers, page 3, no page numbers. So, it is usually helpful to have page numbers, in the document. To add page numbers, we will head over to the Tools panel, in the Pages group, all the way down here, and we'll do it through the Header & Footer. So I'll Add a Header and a Footer, and I'm interested in the page number. Now right away, you might see this Insert Page Number button, and yes, that's what we're going to use but, before we do that, we need to click where we would like the page number to go. So maybe I'd like it at the center, bottom center. Now if I click Insert Page Number, it pops in, a 1, and you can see in the Preview, a 1, on page 1, it's a 1. If I scroll to page 2, it's a 2, and that may be fine and good, oh, but maybe I was thinking I would like it to say Page 2, instead of just 2. Let me select that and press the Delete key to remove it. Head over to the Page Number and Date Format area, give it a click, and here I can set the Page Number Format. So if I would like it to say 1 of 3, 2 of 3, perfect, or 1/3, 2/3, that's it, alright, there's the Page 1 that I was talking about, but now that I'm in here, ooh I like this one even better, so it'll say Page 1 of 3, Page 2 of 3, well I'm going to pick that one. So I make the choice. Now also, I get to decide on the starting page number, you know, sometimes we put the page numbers in, and it doesn't start with 1. So if you need to make that adjustment, choose your starting page number. I'm going to start with page 1, so I click OK, and now, hey it didn't pop in, no, now that we've set the formatting, when we use the Insert Page Number button, it uses the format we specified. So I give it a click, and it pops in, in the format I specified, take a look at the Preview, beautiful. If I scroll, it updates, this is what I needed. Now also, with the page numbering, sometimes we don't want the page number on page 1, you know, sometimes page 1 is the cover, the title, oh. Page Range Options over on the right, allows me to specify which pages I would like this to go onto. So yes, here it is, all pages, pages from, this to that, make your decision, click OK, I'm sticking with all pages. And, when I'm done, I click OK, and down at the bottom, I have a page number, and when I scroll to page 2, there it is. I hope you found this information helpful, and I look forward to seeing you, in the next lesson.

  31. Edit and Delete Page Numbers If the page numbers have been inserted through Acrobat, we can edit them, we can update them. If the page numbers came forward from the authoring application, from the original file, ooh, we have other ways that we'll have to get them out, but it would be one at a time, go to every page and remove them. Since the page numbers we have here were inserted through Acrobat, we can manage them, through Acrobat. And to do that, we'll head over to the Tools panel, into the Pages group, and into the Header & Footer group. Here I have the Update and Remove options, again, they only work on page numbers that were inserted using the Add Header & Footer. So to update, I choose Update, it opens up the same window that I used to create it, and now, I have the ability to select, and let's say Delete, change the format, click OK, and maybe I'd like them at the top, there we go. So I do have the ability to update through here, when I click OK, I see that it's changed, it's now at the top of the page, perfect. And, now that I'm looking at it, hmm, I don't like that at all, so maybe I'd just like to remove them altogether, it's only a three-page document, maybe I don't need to have them. So I'll head back over to the right side, into the Header & Footer group, and Remove. Read the warning, are you sure? I am, so I click Yes, and it disappears. I hope you found this information helpful, and I look forward to seeing you, in the next lesson.

  32. Customize Thumbnail Page Numbers Let's take a closer look at this file, as far as page numbering goes. You can see here I'm on page 1, page 1, no page number in sight. I head to page 2, no page number, top nor bottom. And 3, and 4. When I head over to page 5, I notice, in the bottom right-hand corner, there's a number 1. So, page 5 is, page 1? And when I navigate to page 6, that's page 2? Oh no, let's look at the thumbnails. I think we have the same scenario going on here, page 1 has a 1 under the thumbnail, and page 2 has a 2, under the thumbnail. When I navigate down to page 5 in the thumbnails, the page actually has a 1 on it. This can create some confusion, so, oh boy, if I want to get to page 1 in the document I have to remember, go to page 5? What if we renumbered the thumbnails, so that they matched? So many times we have preface pages, maybe they need to be not numbered at all, maybe they need to have little Roman numerals in the bottom corner, and then, page 1, can actually be a page 1. Let's see what we can do here. So I'm heading back to page 1, giving it a click, and I'm going into the Options button, and going for Number Pages. When we go through the page thumbnails and we number the pages, we're only numbering the thumbnails, nothing to do with putting page numbers on the pages, this is only for the thumbnails. So I choose that option, and I pick, from page 1, to page 4, and, I'd like to begin a new section, and what's my style? Well, that's what I have now, the 1, 2, 3, oh, how about the little Roman numerals, or the big Roman numerals, or the letters? Something different. So I make my choice, and I click OK, watch those thumbnails on the left, little Roman numerals, ooh this looks good, and as I scroll down, look at what was page 5, now has a 1, now has a 1. And, take a look at the top left, page 1. Oh this is going to be better. So now if I go back, to the page 1 of the file, it shows me the little Roman numeral i, and if I select it and I type in a 1, and press Enter, I go to page 1. So for any of those files you have preface pages in, consider doing this, it makes it so much easier to navigate the document, the page number up here, matches the page number on the page, it makes everybody's life easier, page 2 matches page 2. So much better. I hope you found this information helpful, and I look forward to seeing you, in the next lesson.

  33. Number Pages Across Multiple PDFs Sometimes we have really large files, and instead of creating one gigantic PDF, we create multiple, smaller PDFs. It's easier to manage, open smaller file doesn't kill your computer, but, there is a problem. What if we need the page numbers to be consistent and consecutive, from one document to the next? We can have Acrobat insert page numbers across multiple documents, so all you need are the documents, and, know the order that they need to go into, and we can put the page numbering in, across multiple documents. We do it easily, Acrobat does all the work. So to do this, we head up to the Tools panel, into Pages, and all the way down here at the bottom, Bates Numbering, and we will add it. Our next move is to add the files in, top left corner, we can add files or even folders, full of files. I just need a couple of files, so I'll grab my files, I need this one, and, I need this one. So I make my picks, pull them in, put them in the order that I need them, so if this isn't the order, pick it, move it down. If I grab a file I don't want, pick it, use Remove. Once I get the files in, my next move, click OK, and I build. So I'd like the page numbering, maybe in the top right corner. I'll click in, and Insert Bates Number. With the Bates number I can choose as many digits, it's a big field, so depending on how many documents and how large your numbers are, you can put in how many digits you'd like, which number you'd like to start with, and if you'd like a prefix, or suffix, or both. I'll stick with the defaults here, and click OK. It shows me here, what it will look like, argh, but look down here in the Preview to see what it actually looks like, and I click OK. Success, so now, my next move, is to go open the files and see what it looks like. So let me navigate, and, this is one of my files. I'll open it up, there's my page numbering, and as I look through this, it's an eight-page document, so of course, every page, this one will finish with the number 8, so if I navigate to page 8, my next document should start with 9, let's open it up and double-check, and it does. Page numbering across multiple PDFs. I hope you found this information helpful, and I look forward to seeing you, in the next lesson.

  34. Edit Page Text If you have Acrobat on your computer, you can actually go into a PDF, and edit the text. What? I know, so many of us think if I make it a PDF, it is not able to be edited, and that's just not true. In a normal PDF, when a PDF is created, it's not secured, so just by making a PDF does not secure it from changing. We'll talk about that later, how to lock it down, but by default, most PDFs, if you have Acrobat, you can click in, and you can change the text on the page. Now if you have major edits to do you don't want to do it in Acrobat, you'll want to go back to the original file, make the major edits in the original file and re-PDF it, but a little change here or there, sure, here's how we do it. In reading this file, we realize, a little typo here, should be 32 bit, little typo here, should be 32 bit. Alright, little changes, we can make those fixes. We head to the Tools panel, into the Content Editing group, and choose the Edit Text tool. The page flips, we see boxes all over the place, and I'm going to zoom in just a little bit closer, so you can really see this, and let me scroll over. There are my typos. So with the Edit Text tool, I can select the text, and retype, 32. Select the text, and retype. What Acrobat does, is it recognizes the font, surrounding where you've clicked in, and matches. So if the font is installed on your computer, it will match the font. If you don't have that font, well, then it can't match. It'll put in something that it deems close but it might not look great. Standard default installed fonts you'll have no trouble with that. Now what about major edits, what happens if I need to make a change that involves three, four, five words? How is that going to impact my document? Let me zoom out, just a little bit. And let's say I need to add into this line. I've got a few more things to say here. Now you'll notice there's a line right underneath it, let me scroll to the left just a little bit, alright, right underneath it is another line, so we can't really wrap, what's going to happen? Well let's start typing. So I click in, cursor is blinking. And when I get out to a point, it automatically wraps down and, you see my blinking cursor, you hear me typing, I can't see it. Because it's underneath, oh, that's why I say major edits, go back to the original file, make the edits there, because if this was in Word, it would move down. Yes this is not a word processing program, but, small edits, like our little 32 to 23, no problem, small edits are fine. If you've got room, sure, type in three, four, five words, but when you don't have room, oh, doesn't work so great. I hope you found this information helpful, and I look forward to seeing you, in the next lesson.

  35. Insert Text In the previous lesson, we saw how to edit existing text. But what if we need to put text in, and there's no place to put it in? I'm not editing, I want to add. Well, then we use the Add Text tool, hmm. Let's head up to the Tools panel, and into Content Editing, and Add Text. So with the Add Text tool, what we do is we come and we click where we would like to type, and it gives us a text box. So I can put in my text, whatever it needs to say. Once I type it in, I can then selector the text, and I've got formatting options out on the right. So if I'd like to make it italicized, I can do that, if I'd like to make it smaller, I can do that. Change the font style, sure. So use the Add Text to insert it in, format it the way that you need it to look, and when you're done, back for the Hand tool, click away, and there's your text. I hope you found this information helpful, and I look forward to seeing you, in the next lesson.

  36. Advanced Acrobat 11 Features and Tools Create a PDF Form Let's look at creating a form through Acrobat. To do this, we'll head up to the create, and choose create form. It asks us how we'd like to create the form, from scratch or from a template, or from an existing document, Word, Excel, or PDF. We'll go with the first option. From scratch or template, and launch. Now this launches Adobe FormsCentral. It can take a minute to come up. Once it comes up, it shows us all these categories for creating forms, all these pre-created templates that we can use. Wow, this can make it really easy. You can click through the categories on the left. You can preview them. Get a close-up look, see if you like it. And, of course, any of the templates are customizable. They are starting points. Remember, you can customize them further. Add in things that aren't there, take out pieces you don't like, and look at all the categories. And each category, lots of choices. When you're interested in making a form, there could be a quick and easy answer. Pick an existing template. Don't start from scratch, that's the long way. I'm going to head down to membership, and I like this one, Client Registration. I'd like to use this template, so I choose to use it. It throws me in. And now I can customize it with the company's name. And, of course, make adjustments. I'd like to make this smaller. Maybe I'd like to format it. Select, look up here. We've got all sorts of formatting tools, so I can change the font style and the point size. Make it italics if I'd like or bold, or both, right? Change the colors, lots of choices. And then, maybe the date field. I'm looking at the date field, and I'm thinking you know what, what if I put the date field up here next to the name? Alright, I'm going to put my mouse inside of it. Get the hand, see that on the little handle there. Get the hand, and I'm going to drag it over and up. And it pops in. As I move down the page, again, I can see all the different fields that are provided for me. I like them. And, as I head down towards the bottom, how about this? Would you like to receive our monthly email? We do a weekly, so I'm going to select monthly, and change it to weekly. And I like it. I think I'm going to head back up to the top, and I'm going to make the name just a little bit bigger. A little bit bigger. That's it. It's perfect. So once I'm done creating the form, what about saving? Well, you'll notice if I head up to the file menu here, it tells me, it's been saved automatically. So I don't have to do anything, it's been saved. So I guess, once the form is built, the next thing we need to do is distribute. That's our next lesson. I hope you found this information helpful, and I look forward to seeing you in the next lesson.

  37. Distribute a PDF Form Once we finish designing our form, we need to distribute it, so people can fill the form out, and we can get their responses. Now we've got choices. If I head up to the options at the top, you can see I have a distribute tab. When I head to the distribute tab, I can see my form is in the open state, meaning that it can receive responses, and my choices on distribution. If I go with the web form, it shows me the link of where the form is stored. I can copy it. I can email it. I can tweet it. Then when the recipients receive it, they can click the link. It will open up in a web browser. They can fill it in and submit. I like that. I can also do a PDF distribution, and with the PDF distribution, make sure you check the box here that says add a submit button. That way they fill it out, click submit, and it goes up to FormsCentral, where we can view the results. Otherwise, they'll have to email it back to us. We'll have to open it up and look at their answers. I don't want to do that. So check this little box, it'll go up to FormsCentral, and then we'll get to go to one window and see all the results compiled for us. Alright, and then you can choose to download, and that way, you have it local, and you can email it around. And then there's also the embed option. So if you do want to embed it into your website, we got that option here. So you make your decision and distribute your form. I hope you found this information helpful, and I look forward to seeing you in the next lesson.

  38. View Responses to a Distributed PDF Once our form has been distributed, we would like to see the responses. So, again, in Adobe FormsCentral, we're heading up to the view responses tab. Now you'll see here it says one. That's how many new ones. Let's give a click to view responses, and you see there are a bunch. There's one new one since the last time I checked, and I can review the responses and see all the fields that were filled in. I can scroll out to the right. There's more. And it goes on and on. All the fields that are available on the form, the ones that people filled in have values, the ones that they left blank are blank. But all the answers come right in here, so I can very easily see and know what the responses are. Now this is really good. We also have the ability to save it out as Excel, save it out as a PDF, even filter and sort the results. Sometimes though, we're a little more interested in just the summary. That's our next tab. At the top, summary reports and look at what I have. Alright, it shows me how many people responded to the questions, and what the results were. Graphical display, so here would you like to receive our weekly email? Three people said yes, three people said no. Alright, would you like to participate in the surveys? Again, even split, three people say yes, three people say no. So the information is all compiled here for us. We come in and look. This makes life really easy. Don't have them email the filled-in form to you. Use that submit button we talked about in the last lesson. All the results go up to FormsCentral, and they are compiled for you in these two tabs. That's the way to do it. I hope you found this information helpful, and I look forward to seeing you in the next lesson.

  39. Restrict Global Printing, Copying, and Editing A lot of people believe if they make their document into a PDF, it is unable to be edited. That's just not true. If you send your PDF to someone who has Acrobat on their computer, they can edit it. They can change the words. They can change the numbers, unless you lock it. So the way we lock it down is you head into the file menu, into properties, and we head for the security tab. You'll see that our current security method: no security. And our summary down below tells us that it can be printed, it can be changed. Document assembly, add pages, delete pages. Oh yes, that too. Content copying, content copying for accessibility, page extraction, commenting, filling in form fields, signing and creating templates, all allowed. Yeah, maybe we don't want all of that to be allowed. So what we'll do is head up to the no security, and change it to password security. Here in the middle, we can adjust the permissions, and we can restrict editing and printing of the document. Password will be required in order to change these permissions. This is how we lock it down. So we say what type of printing we'd like to allow. I'll stick with none. What type of changes? Oh, this is good. So we can partially lock it down if we need to. We can also completely lock it down if we need to. I'll stick with none. Here, enabling copying of text, images, and other content. If you'd like to enable that, check the box. If not, leave it unchecked. And we can leave this one checked, enable text access for screen reader devices for the visually impaired. Yeah, we can leave that one open. We need to give it a password, and the password that you create here, it should be a good password. It shouldn't be one that is easily guessed, but also you need to remember it. This is not a password you can call IT to reset if you forget, so make sure you create it and you remember it. So I'll put in my password, and I'll click okay. It does tell me, all Adobe products enforce the restrictions set by the permission password; however, not all third-party products fully support and respect these settings. So a little bit of a warning there. Somebody might be able to bypass it. So I click okay. It does ask me to confirm the password, and I click okay. It tells me that my security settings will not be applied until I save it. So I click okay. And you see it still says allowed. I click okay, and I'll save the file. The word secured appears at the top. To really test it out and see if it's been secured, I like to close it and reopen it. So I'll x out, reopen the file. Again, it says secured. So how about those changes? If I head into the tools panel, and I look into pages, they're all grayed out. If I go into content editing, and I go to edit, hey, the tool is available. I pick it. No, no, no, no, it's secured. So now, my document is locked down. I send it to someone, they cannot manipulate the numbers, the words, but remember, you are the only one who knows the password, so don't forget that password. Let's check it out. Back into file menu. Back into properties. On that security tab, password security is there, and not allowed. Not allowed, not allowed, not allowed. Awesome. I hope you found this information helpful, and I look forward to seeing you in the next lesson.

  40. Set Different Permissions for Different Users From time to time, we create a document that needs to be viewed and changed and maybe filled in by different users. Some people we may want them to just view it. Others, we may want them to fill in form fields, and others maybe different. What do we do? I don't want to save the document three times, three different ways. We can put in permissions for different users. Here's how we do it. We'll head up into the tools panel, into the protection group, and we'll choose encrypt encrypt with certificate. It asks us if we're sure we'd like to change security. I'll say yes. And I get this giant window that pops up. You'll see right up at the top. It's asking for me to enter the general information for this certificate security policy. Now grayed out right at the top is the option to save these settings as a policy. Well, it sounds like it might be a good idea to create a policy, save it, and then easily use it later. We'll see in just a little bit that we can actually save settings, not through this window. So here, we'll create them and use them. We will choose to discard these settings after applying. We head down here about the encryption. What would we like to encrypt? All except the metadata or just the file attachments? We make our choice and head down the encryption algorithm. Look at our choices in here. We make our choice based on what our users have. Right, the people we're sending this to, what version do they have? Do they Acrobat 9? They just need Reader. We'd like to go with nine because the encryption is stronger, 256-bit. So we'll choose that, but make sure you know. And then I'd like to click next. As I look down at the bottom, you see cancel, and over here, I see part of a button. Yes, let me drag the window over. It's a big dialogue box. And when I drag the window over, here is my next. And I click. This is the window that I use to set the permissions per user. So when I have an user popping in, I can select them and head into permissions. It warns me that Adobe products may support my permissions, but maybe third-party products, they may not. Okay, and now I get to choose my settings. I'll restrict my printing and editing. Decide on the printing level allowed and my change level allowed. So, again, per person. So if I'd like to let this person just view it, I'd choose none. If I'd like to let them insert, delete, and rotate the pages, I'd choose that. If I want them to be able to fill in form fields and sign existing signature fields, I'll choose that, and so on. I'm going to stick with none for now. If I'd like to enable copying of text, images, and other content, check the box. If not, leave it unchecked. And the last one, for the visually impaired. They have screen reader programs that read the screen to them. We usually leave this checked, so their programs can read the page to them. We make all of our selections. We click okay. And that accepts the changes or cancel to cancel. If we have other users that we need to set the security for, we browse and find their files. Alright, their certificates on our machine. Or browse out to the company's network, find their certificates, add them in, and then set the permissions. Once we've done that, we will click next. It shows us the policy details. And we click finish. Security settings are not applied until we save. So we click okay, and we save the file, and it's applied. Now remember in that window, we couldn't save it. We couldn't save the policy settings for easy use later, so where do we go to save the policy settings? We head up to file menu, into properties, and we head to the security tab. We go for certificate security, and we change the settings. Look at the window that we're in again. Now we've got the option to save these settings as a policy. So essentially, we complete the windows, click next. Click next and when we finish, it's going to be saved as a policy, so the next time we need it, we can pick it. I hope you found this information helpful, and I look forward to seeing you in the next lesson.

  41. Review and Comment Acrobat gives us tools where we can add markup right onto the page. Let's take a look. In the top right corner, we've got the comment pane. And in here the annotations group. Now, there are a lot of tools. We'll pick a few out, show you how they work, but most of them are very similar, and as we point to any of them, you do get a screen tip that describes them. So the sticky note, that's a good one to know about. We can click once on the sticky note tool, and then click on the page right where we want the sticky note to go. It pops in and opens a window where we can add additional information. We type in our notes. Now, we can collapse the note right here, and it sets in. If that's not exactly where I'd like it, I can click on it, drag it around, and move it. Click away, it sets in. You notice as I did point to it, wow, it opens up in a popup. And if I do need to edit it, double click. Pops the window back open, and I can make my changes. Let me minimize again, and if I decide I don't want it at all, I click on it, press the delete key on the keyboard, and it disappears. Remember, we always have the undo, so I can always edit, undo, to bring it right back. Now what's really nice about any of these annotation or drawing markup tools that we're going to see is everything we add is also added to the comments list. So we can very easily see in a large document, what comments were added. Not only can we see them, but we can also double click on them to navigate to them very quickly. So imagine a 50-page document with two comments. Ah, what page? Must I scroll through and find the indicator? No, head over to the comments list. Double click, and it'll take you right to it. So what else can we do? How about this one? Add a note to replace text. Let's say I see something in here. Right here, let me click once on the tool to turn it on, and right here, 23-bit? Not quite sure, right? I'll select the text, and my note pops up, strikes the text out, and I can type in what I think I should be seeing. Again, minimize the note, it pops in, the text stays but striked through. Screen tip shows me what the recommended is. Also, it pops into the comment list. How about stamps? Stamps are pretty good. Over here, in the annotations group, again, stamps. We have dynamic stamps that will update with the current date and current time. We have the sign here group. We have standard business. So once you find the stamp that you need, we'll choose it, and click on the page, it'll pop right in. I'll choose the draft. It does ask me for an identity setup. I can fill in all my information and click complete. And then click on the page. My stamp pops in, and it also pops in to the comments list. Before we wrap this lesson up, how about heading into drawing markups. Oh, these are different. Yes, all sorts of tools in here that we can use to select areas of the page, draw arrows to areas of the page, and all of these tools work by clicking once on them to select them, and then click hold, and drag to draw. That'll get your attention. Last thing to mention is over in the comments list. Take a look at the options button. The options button does allow us to do a number of things from expanding them all and collapsing them all right in this list to importing and exporting. To the left of that, we've got the find, where we can hide all the comments, or find them based on the type, the reviewer, the status, and then even, sorting them, by type, by page, author, date, check mark status. It has really come a long way. We can manage these comments so much better in this version of Acrobat. It's really great. I hope you found this information helpful, and I look forward to seeing you in the next lesson.

  42. Shared PDF Viewing We have a few different ways that we can share our PDFs. Let's head up into the comments pane and into the review group. You'll notice here we've got send for email review. If you choose to send it for email review, essentially, you are sending the PDF as an attachment to your email message. So we would send it out to whomever we would be interested in hearing back from. They would mark the file up, send it back to us. So of course, we'll need an email account to use that method. Send for shared review is interesting. Because send for shared review, let me give that a click. Allows us to share the file in two different ways. We can do it by automatically downloading and tracking comments with Adobe online services, or we can do this with our own internal server. Either way we go, we have options to distribute, comment, and collect. Now if we go with Adobe online services, we do need to have an Adobe account. The file is uploaded to Adobe's site, and then we get a link to share with all the people we want to review the file. And you can see, as far as distributing, we send a secure link that anyone or only your viewers can access any time during the shared review. As far as commenting, reviewers can use Acrobat 9, Reader 9 or later, to make comments, and new comments are automatically brought to your attention. We can also collect. Reviewers can see and reply to each other's comments in Acrobat or Reader as they're made. And we can track which reviewers have responded and when. So if we go with Adobe online, it's putting the file up on Adobe's website, we need a login. If we go with our own internal server, everybody that we send this to would need access to our internal server. Sometimes that's the deciding factor, if they work for your organization, the internal server is fine, but if they don't, many times, those people don't have access to our internal servers, so we have to use a system like But you can see that if we do go with the internal server, distributing, commenting, collecting. We can do the same things. The wizard will walk you through. You need to provide the internal server address or log in to your Adobe account, and it'll give you a link for the file that we can send out to everyone. It's really a neat way to share the file and get all the comments in the same file, making life much easier. So follow the wizard, it'll take you through the whole process, and others will be able to collaborate on the file with you. I hope you found this information helpful, and I look forward to seeing you in the next lesson.

  43. Check a PDF for Hidden Information When we're creating a file to send it out to the public to other companies. Sometimes we want to check and make sure that there's no hidden information that we wouldn't want everyone to know. There's a lot of metadata associated with a document that we just don't want people to know, like the document author, and the date it was created, the date it was modified, yes, among many other things. So what we can do before we finalize these documents and send them out, we can check for hidden information. To do this, we head up to the tools panel, into the protection group, and all the way down towards the bottom is remove hidden information. What this does is it lets us see the hidden information and decide if we'd like to remove it. So when I choose that option, the pane opens on the right side, where it does look for the hidden information. When it tells me it's done, it's done. It shows me a list of results. Now anything with a plus mark next to it, I can expand, expand, and sometimes, show the preview. So what type of metadata did you find in my file? When I click to show the preview, oh boy. I see that's my name associated with the file. Well, I did create it. And down at the bottom, you can see the dates and the time and when it was modified. Well, I might not want that information to get out. So I can click okay, and once I've checked all my different results. Click on them, view, see what it shows you. And if I decide that I'd like to remove all of it, I hit remove. If I decide there's something that I wouldn't like to remove, I can uncheck it, and it'll leave that one in. So check what you'd like to remove, uncheck what you'd like to leave. Choose remove, and it does warn me, when you remove any of these items, you also remove digital signatures, reader extensions, review and form workflows, document information added by third-party applications. You're pulling it all out. Is that okay? If you're sure, say okay. If you're not sure, cancel, you can always remove it later. So I'll say okay. It's removing. Down at the bottom, it tells me, Acrobat has removed all selected items. Changes are not applied until you save the document. Now not a bad idea here to do a save as, just in case, right. We'll have that other copy we can always fall back to. So a save as is never a bad idea when you do these things. And I might add at the end of the name, removed. That way I'll know I removed some hidden information, I'll hit save, and now I've got two copies of the file, one with the hidden information removed, one without it. I hope you found this information helpful, and I look forward to seeing you in the next lesson.

  44. Digitally Sign or Certify a PDF Let's head up to the sign panel and into work with certificates. You see that we have the option to sign with a certificate, and we also have the option to certify. Here's the difference between them. When you digitally sign a document, the document will be stamped with your name, and it will be unable to be changed. That way it kind of says, I looked at the file, this is the way it looked, I sign off, nobody can change it. If there are changes made to the document, the signature becomes invalid because there were changes. So the document is locked with the digital signature. Certify gives us the option to lock the file but allow some changes. Let's see how this works. So I'll start with the sign with a certificate. It tells me to drag a new signature rectangle, so I do that. And it asks me to pick my signature. Now if I have a signature, it'll show up there. If I have multiples, they'll be listed. If I need a new ID, don't have one, that's where I'll go to create an ID. I already have one, so there it is. And I need my password, that way nobody else can pretend to be me. Alright, here's how it's going to look. We have options in the appearance. I'm fine with standard. Here's the option to lock the document after signing. So I'm stamping off on it, with my signature, saying, it's good, as of right now, which is when I've looked at it, alright. I'll head down to the bottom and sign the document. It gives me the option to change the name, which I should, keep a copy as the original, keep a copy with my signature. And I save. There's my digital signature. The blue bar across the top lets everyone know that it's been signed. Let me head back into the original file that doesn't have the signature. Now that the file is open, I'll head over for certify. It does tell me the same thing, to drag a new signature rectangle, so I'll do that. It also tells me that I'm about to create a certified document. By certifying a document, you vouch for its contents and enable recipients to verify that the document came from you. Certifying also adds tamper resistance to detect and prevent unwanted changes. If you need an ID, you can use this button to get one. I have one, so I'll click okay. And I'll draw my signature box. My certification box. And again, asks me to pick, and password. Notice here, instead of the option to lock, I have actions. So I can set it no changes allowed or fill-in form and digital signatures, or do annotations, form fill-in, and digital signatures. We make our decision here and sign. So very similar, but a little different. Change the name, save the file. Blue bar across the top lets everyone know, it's been certified. There it is. I hope you found this information helpful, and I look forward to seeing you in the next lesson.

  45. Compare Two PDF Documents Have you ever discovered two copies of the same file, and we know they're different. Somehow, they're different. They look mostly the same, but there could be some changes in the file. They have two different modified by dates. Huh, what are the differences? What we've done in the past is, maybe, open them up, both at the same time and compared them, side by side, manually. Don't do that anymore. Here in Acrobat, we have a way that we can compare the documents. Acrobat will look at the two files and highlight the changes and show them to us very easily. We just need to know the two files. We head up to the view menu and into compare. It asks for the older file, and if this isn't it, of course, we would choose it. The newer file, I will have to choose it. And then we need to let Acrobat know about the document. What type of file? How should it look at the file? Is it a report-type thing, a spreadsheet, or a magazine layout, or is it more of a presentation deck, drawings, illustrations. Maybe, it's scanned documents. So you choose the description that most closely fits. For my file, this one is what most closely fits, so I'll choose reports, spreadsheets, magazine layouts, and I click okay. Here's where it gets good. Acrobat scans the two files, gives me a summary page. So right off the bat, I can see that differences do exist between the two documents. Here's the new one, and here's the old one. It gives me a link to get started. The first change is on page one. Now my file is only a one-page file, so it's not that big of a deal, but when you have big files, oh my, this is a huge help. It tells us how to read the report. Green highlight indicates a change. Red strikethrough indicates deleted content. Purple indicates pages were changed, and the green arrow indicates pages were moved. So when you have multiple pages, really, what you want to do is look down the left bar for these indicators. You see here I have a purple indicator letting me know this page is something we should look at. So I will, give it a click. The page comes up. Let me drag the divide line over a little bit, and let's take a look at this page. First thing to notice, top right corner gives me a colored legend. So anything highlighted in blue is inserted, anything in red, deleted. Orange is replaced, and that bluish-grayish is a move. So here, we can see, I've got some orange, and when I point my mouse to it, you see it, I get a screen tip. It tells me it was a replace. The old text was 32; the new text is 23. Head over here and down to the blue one, an insert. And look at the red indicator, that's for delete. This is really good. So Acrobat really helping us out, helping us find those changes without having to scan the document manually, without having to put two of them up on your window and go line by line, what's different, what's different? Use the compare tool. I hope you found this information helpful, and I look forward to seeing you in the next lesson.

  46. Create a Personalized Portfolio In an earlier lesson, we showed you how to create a portfolio, but now, we'd like to personalize it just a little bit more. We head up to the top and edit. We get the pane that opens on the right that does allow us to add content, files, folders, and so on, and change our layouts. So if we decide we don't like how it looks, we can try one of the other layouts. Same files, just a different view. We can also head down to the visual themes and adjust in here. So yes, really personalize it. Make it something that you like. Down towards the bottom, the portfolio properties, lets you to change the font. Lots of different fonts available in here, find what you're looking for and choose it. Even the card size. So we make all of our adjustments, and then we save. Customize, personalize, and make it something that you'd like to work with. I hope you found this information helpful, and I look forward to seeing you in the next lesson.

  47. Insert and Play Video Let's insert a video into our PDF. We'll head up the tools panel. And into interactive objects. How about add video. When I choose this option, I'll need to draw a frame for the video. A big frame if you want it to show up big, a small frame if you want it to be small. I'm going to go kind of big. When I do that, it asks me where the file is. It supports FLV, F4V, MP3, and SWF, and other file types encoded in H.264. So I need to browse to my file and pick it. Now before I click okay, I have some advanced options. We get a little bit of control. So in the launch settings, how do you want the video to play, when someone clicks on it? When the page containing the content is opened, or when the page containing the content is visible. You can have it automatically start. That's cool. How 'about the disable. The options we see here: disabling content when it's selected from the context menu, that's when you right click. The page containing the content is closed, or the page containing the content is not visible. We make our decision, and then the playback style. Do you want it to play back on the page, or do you want it to pop up in a floating window? And then the appearance, how about a border around the outside? I'll go for a thick border on this one. We'll head up to the controls panel. The controls tab at the top lets us to decide the skin of our video. So you know when you play a video, you get that floating transparent toolbar that pops up and disappears, and it has different options on it. Yes, that's what this is. How do you want it to look? I'll stick with all controls and the auto-hide, so it floats in when I float over it, it'll pop up, and when I float away, it'll disappear. That's good. Alright, so I'll make those choices, I'll click okay, and my video pops in. Let me click away from it so you can see how it sets in with my thick, black border. And when I'd like to play it, I set mine to click. I click on it, it starts up in the page, and it begins. Yeah, let me turn off the audio for a second, and you can see this is what the skin is all about. So how this looks, how it appears, disappears, comes back. This is pretty handy. I hope you found this information helpful, and I look forward to seeing you in the next lesson.

  48. Reduce PDF File Size Many times we create PDFs, and our intent is to have a very small file size, and sometimes that doesn't quite happen. We create the PDF, we look at the file size, and we go, oh, I need it to be smaller. What can we do? We can head up to the file menu, choose save as other, head over to the right side and choose reduced size PDF. We can let Acrobat compress it further. This works out really well in so many instances, and it's easy to do. Now it depends on the makeup of your file as to how small it's going to get, but it's always worth a shot. So you can see here we have the option to make it compatible with different versions of Acrobat. The further you go back, the bigger the file will be. It needs to include overhead so it can work with Acrobat 9, or 8, or 7, so your best bet will to be retain the existing. Make it compatible with the version you're in now, 11. Again, most people that are viewing it are viewing it in Reader, Reader 11. It's free, download it. So if we retain the existing, and we click okay, it will ask us to rename the file, so that we have the compressed, reduced-size version as well as the original, and this is important to do. Because every once in a while when you reduce a file, every once and a while, the images go all weird. It doesn't happen often, but what you want to do is after you compress it, reduce it, take a look at it. Make sure that the images look good, that they're still sharp and crisp, and if they're not, you have the original to go back to, and you can try another method of shrinking the file. So give it a good name. Right, give it a good name. And save. It may tell you that it couldn't do some things. It tells me here that it's having trouble compressing the masks. Masks are generally created in Photoshop, and they're used to hide part of an image, show part of an image. Okay, that's good to know that it had a problem. We click okay to the next message. Our next move is to look through the file and see how the graphics look. Do they look okay? Compare the file sizes, the original to the compressed copy. Is it small enough? If it is, you're done. If not, there are other ways to compress it. Our next lesson will go into optimizing. I hope you found this information helpful, and I look forward to seeing you in the next lesson.

  49. Optimize a PDF Optimizing a PDF is another way to shrink the file size and remove information associated with the file that we just don't need in the file. Let me show you what I mean. Let's head up to the file menu, into save as other, and down into optimize PDF. Really interesting is the option in the top right corner, audit space usage. Love this button. Because it lets me see the percentage of the document, and what makes it up. So images, 80%. As I look down, fonts, 7%. So I can see what the document is made up of. It's kind of neat to know. I click okay. My categories down the left let me adjust how the file is compressed, what's pulled out, what's shrunk, what's removed. With the images, you can see, for my color images, for my grayscale images, and my monochrome images, it shows me that they're going to downsample. Any images above 225 pixels per inch will be knocked down to 150 pixels per inch. That's great. And if it's not great, we can come back and run the optimizer on the original file again, and make the numbers bigger or smaller, whatever we need. The fonts group, we've got embedded fonts. Well, the thing about embedded fonts, most times we don't need to embed the fonts because everybody has certain fonts on their computer, so if you look down the list and you see fonts like Myriad Pro. Everybody's got that font. We can unembed it, and by unembedding it, we are pulling it out of the file, which makes the file a little bit smaller, and when the user receives our file, and they need to view any of the text in Myriad Pro, their computer will use the fonts they have stored on their computer. The only time you need to embed the fonts is if you've purchased a special, fancy font off the internet, a font that not everyone has. Then embed it, so when the user receives your file, the file has the font information and will be able to display it in all its beautifulness. Transparency. If we have transparency, we can adjust the transparency settings. Discarding objects. If there are pieces that we don't need to include in the file, we can check the boxes to remove them out, like embedded print settings. Maybe I don't need that. So I check it to have it removed. Same thing with discarding the user data. Do I need user data to go with the file? Any comments, forms, multimedia, document information, and metadata? Probably not. So I select what I'd like to remove, and it will be removed. Clean up category. Selecting a few really nice options, right. Invalid links, invalid bookmarks. If we have bookmarks and links that don't go anywhere, yes, please, remove them and compress the entire file. We go through the categories, make our selections, and before we click okay to use it, if we are going to optimize other files, how about saving these? And if we save these settings, the next time we come in, we'll be able to pick this setup from the list. So yeah, let's save, and I'll call it OPT for optimized. There it is, and the next time I need it, I come into this window, I pick it from this list, and I don't have to go through all these categories to configure it. Now my next move is to click okay, save it with a different name. And if it pops up any warnings, read the warnings. It tells me image masks were not downsampled. That's okay, image masks are created in Photoshop, usually, and they're used to hide part of an image and show part of an image, okay. Next move is to look at the file. Scroll through the file page by page, and look at the graphics, make sure they look good. Usually, if there's going to be an issue with pixelation, with clarity, it'll be in the images. Scroll through your document, make sure your images look good. If they look good, you're done. If they don't look good, close the file, open the original back up and go back into the optimizer, and adjust the settings a little bit different, and try it again. I hope you found this information helpful, and I look forward to seeing you in the next lesson.