How to Do Everything Adobe Acrobat X

How to Do Everything™

Adobe® Acrobat® X

About the Author

Doug Sahlin is an author and Acrobat instructor living in Lakeland, Florida. He is the author of more than 25 books on computer applications, including the popular How to Do Everything: Adobe Acrobat 9.0. He is also a professional photographer and the author of Digital Photography QuickSteps. Sahlin has written and coauthored books on digital photography, image-editing applications, and video-editing applications. He uses Acrobat to create interactive electronic documents for his clients. He has taught local businesses and government organizations how to create paperless offices with Acrobat.

About the Technical Editor

Jennifer Ackerman Kettell has written and contributed to dozens of books about software applications, web design, and digital photography. She is a freelance web designer and has managed several online communities. Jenn has lived all over the United States but currently calls upstate New York home.

How to Do Everything™

Adobe® Acrobat® X

Doug Sahlin

Copyright © 2011 by The McGraw-Hill Companies. All rights reserved. Except as permitted under the United States Copyright Act of 1976, no part of this publication may be reproduced or distributed in any form or by any means, or stored in a database or retrieval system, without the prior written permission of the publisher.

ISBN: 978-0-07-175294-7

MHID: 0-07-175294-3

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Dedicated to the memory of George Harrison,

the quiet Beatle who spoke volumes with his music.

Contents at a Glance

PART I Welcome to Adobe Acrobat X

1 Get to Know Adobe Acrobat X

2 Navigate the Acrobat Workspace

PART II Create PDF Documents

3 Create a PDF Document

4 Create PDF Documents in Authoring Applications

5 Capture PDF Documents

6 Create Navigation for PDF Documents

7 Create Interactive PDF Navigation

PART III Edit and Optimize PDF Documents

8 The Basics of Editing PDF Documents

9 Review PDF Documents

10 Add Digital Signatures and Document Security

11 Optimize PDF Documents

12 Acrobat Online

13 Create Forms

14 Batch Process and Optimize PDF Documents for Print

15 Add Multimedia Elements to PDF Documents

Index

Contents

Acknowledgments

Introduction

PART I Welcome to Adobe Acrobat X

CHAPTER 1 Get to Know Adobe Acrobat X

About Adobe Acrobat

About the PDF Format

Adobe Acrobat X

Acrobat Pro

Adobe Acrobat Pro Components

Adobe Acrobat X Pro

Adobe LiveCycle Designer ES 2

Acrobat Distiller X

What’s New in Adobe Acrobat X

Create a PDF Document

Create PDF Documents from Authoring Applications

Create PDF Documents from PostScript Files

Create PDF Documents for the Internet

Capture Web Pages as PDF Documents

Convert Scanned Documents to PDF Format

Create PDF Documents for Print

Create Interactive PDF Documents

Create PDF Documents for Multimedia Presentations

Create PDF Documents for Internal Distribution

Optimize Documents for Distribution

Optimize Documents for Intended Destinations

Modify Conversion Settings

View PDF Documents

Use Acrobat as a Publishing Solution

Summary

CHAPTER 2 Navigate the Acrobat Workspace

Navigate the Acrobat Interface

Use the Navigation Pane

About the Document Pane

Use the Acrobat Menu Commands

Use Acrobat Toolbars

The Create Task Button

The File Toolbar

The Page Navigation Toolbar

The Select & Zoom Toolbar

The Page Display Toolbar

Use the Panes

Use the Tools Pane

Display Other Tools Sections

Use the Comments Pane

Use the Share Pane

Customize the Workspace

Add Tools to the Quick Tools Toolbar

Access More Tools

Get Complete Acrobat X Help

Set Preferences

Summary

PART II Create PDF Documents

CHAPTER 3 Create a PDF Document

Create a PDF File

Use the PDF From File Command

Use the Create | PDF From File Command

Choose Compression and Color Management Settings for Image Files

Use the Create | Combine Files Into A Single PDF Command

Create a PDF Portfolio

Create a PDF File by Dragging and Dropping

Capture HTML Documents as PDF Documents

Save PDF Files

Set Document Properties

Edit Document Properties

Set Document Initial View Options

Set Document Security

Use the Save As Command

Save PDF Files in Other Formats

Save Text from a PDF File

Save PDF Files as Images

Create PDF Files with Acrobat Distiller

Use Acrobat Distiller

Set Acrobat Distiller Preferences

Create Watched Folders

Set Watched Folder Options

Summary

CHAPTER 4 Create PDF Documents in Authoring Applications

Create PDF Files from Microsoft Office Software

Create PDF Files from Microsoft Word Files

Convert Word Files to PDF Files

Convert a Word Document to PDF and Then E-Mail It

Additional Acrobat Commands from Microsoft Office Applications

Change Conversion Settings

Change Document Security Settings

Change Word Settings

Change Bookmark Settings

Create PDF Files from Microsoft Excel Files

Create PDF Files from Microsoft PowerPoint Files

Create PDF Files from Microsoft Outlook

Convert Selected E-Mail Messages to a PDF Portfolio

Convert a Selected Folder of E-Mail Messages to a PDF Portfolio

Append Selected Messages to an Existing PDF

Create PDF Files Using an Application’s Print Command

Create PDF Files in Adobe Programs

Create PDF Files from Vector-Drawing Software

Create Files from Adobe Illustrator

Create PDF Files from CorelDRAW Documents

Summary

CHAPTER 5 Capture PDF Documents

Capture PDF Documents from a Scanner

Capture Images and Text

Capture PDF Documents from Websites

Download Web Pages

Append Web Pages

Specify Web Page Conversion Settings

Use the Web Capture Feature

Summary

CHAPTER 6 Create Navigation for PDF Documents

Use the Bookmarks Panel

About the Bookmarks Panel Toolbar

Create Bookmarks

Create Bookmarks from the Document Structure

Modify Bookmark Properties

Use the Bookmarks Options Menu

Edit Bookmarks

Change Bookmark Zoom Settings

Use the Pages Panel

Use the Pages Panel Options Menu

Create Thumbnails

Resize Thumbnails

Create Links

Create a Hotspot

Edit Links

Summary

CHAPTER 7 Create Interactive PDF Navigation

Work with Actions

Use Page Actions

Set a Page Action

Edit Actions

Use JavaScript Actions

Create a JavaScript Action

Edit a JavaScript Action

Create a Thread of Linked Articles

Create an Article

Use the Articles Panel

Add a Thread to an Article

Delete an Article

Move or Resize an Article Box

Edit Article Properties

Work with the Destinations Panel

Summary

PART III Edit and Optimize PDF Documents

CHAPTER 8 The Basics of Editing PDF Documents

Edit Visually with Page Thumbnails

Use the Page Thumbnails Pane Options Menu

Use the Pages Panel Context Menu

Insert Pages

Delete Pages

Drag-and-Drop Editing

Reorder Document Pages

Copy Pages from Other Documents

Edit from the Pages Pane

Insert Pages

Delete Pages

Replace Pages

Extract Pages

Split a Document

Crop Pages

Rotate Pages

Number Pages

Add Page Transitions

Touch Up a PDF Document

Touch Up Text

Use the Edit Object Command Context Menu

Summary

CHAPTER 9 Review PDF Documents

Initiate an E-Mail Review

Use the Tracker

Use the Comments List

Navigate to a Comment

Use the Comments List Options Menu

Use the Comments List Menu

Set Comment Status

Add Comments

Use the Sticky Note Tool

About the Sticky Note Options Menu

Set Sticky Note Properties

Modify Sticky Note Text

Edit Notes

Add Audio Comments

Create Text Annotations

Use the Add Text Box Tool

Edit Text Box Annotations

Edit Text

Attach Files to a Document

Open a File Attachment

Edit File Attachment Properties

Use the Attachments Panel

Apply a Stamp

Use the Stamp Tool

Edit Stamp Properties

Delete a Stamp

Mark Up a Document

Use the Highlight Tools

Edit Comment Properties

Use Graphic Elements

Use the Draw Free Form Tool

Use the Add Text Callout Tool

Use the Drawing Tools

Customize the Toolbars

Edit a Pop-Up Note

Export Comments

Import Comments

Summary

CHAPTER 10 Add Digital Signatures and Document Security

Remove Sensitive Content

Mark Objects for Redaction

Search for Text to Redact

Modify Redaction Properties

Apply Redaction to Marked Objects

Remove Hidden Information

About Digital Signatures

Use Digital Signatures

Create a User Profile

Create Signature Appearance

Sign a Document

Choose a Digital ID

Change Digital ID Password

Change Password Timeout Settings

Use the Signatures Panel

About Acrobat Security

Certify a Document

Use Acrobat Password Security

Use Acrobat Certificate Security

Create a Security Envelope

Summary

CHAPTER 11 Optimize PDF Documents

About Tagged Documents

Create a Tagged Document

Reflow a Tagged Document

Optimize Documents for the Visually Impaired

Use the Tags Panel

Optimize Documents for Your Local Printer

Optimize Documents for CD/DVD Applications

Optimize Documents for the Web

Customize Acrobat Distiller Conversion Settings

Set General Options

Set Conversion Settings Images Options

Acrobat Distiller Compression Methods

Acrobat Distiller Resampling

Set Image Compression Settings

Set Fonts Options

Set Color Options

Set Advanced Options

Set Standards Options

Save Conversion Settings

PDF Font Considerations

Embed Fonts

Subset a Font

Preview an Unembedded Font in Acrobat

Summary

CHAPTER 12 Acrobat Online

View PDF Documents in a Web Browser

About PDF Web Browser Plug-ins

Download Adobe Reader

Distribute Adobe Reader

Conduct a Shared Review

Initiate a Shared Review

Participate in a Shared Review

Prepare PDF Documents for the Internet

Add a Base URL to the Document

Create Named Destinations and Links

Create a Welcome Page

Use PDF Forms on the Internet

Save the Document for the Internet

About Byteserving

Create Byteserving PDF Files

Name the Document

Combine HTML and PDF Files

Create HTML Hyperlinks to PDF Documents

Create HTML Hyperlinks to Named Destinations

Create and Distribute PDF Documents via E-Mail

Summary

CHAPTER 13 Create Forms

Create a PDF Form

Fill Out a PDF Form

About Acrobat Form Fields

Design a Form

Use the Layout Grid

Use the Form Create Command

Create Form Fields

Specify Field Appearance

Create a Button Field

Rescale a Button Icon

Create a Check Box

Create a Drop-down List

Create a List Box

Create a Radio Button

Create a Text Field

Create a Digital Signature Field

Format Form Fields

Validate Form Fields

Calculate Form Fields

Set Field Calculation Order

Create a Reset Form Button

Create a Submit Form Button

Preview a Form

Spell Check Form Fields

Specify Spell Check Preferences

Edit the Dictionary

Use the Form Context Menu

Use the Fields Panel

Edit Form Field Properties

Delete a Form Field

Align, Reposition, and Resize Form Fields

Duplicate a Form Field

Export Form Data

Import Form Data

Use JavaScript Actions

Use JavaScript to Subtract and Divide

Distribute and Manage Forms

Distribute Forms

Compile the Data

Summary

CHAPTER 14 Batch Process and Optimize PDF Documents for Print

Use the Action Wizard

Use Preset Actions

Edit an Action

Create a New Action

Optimize PDF Documents for Print

Create PDF/X-Compliant Documents

Create a PDF/X-Compliant Document in an Authoring Application

Print Production

Perform a Preflight Check

Perform Prepress Production Tests

Preview Print Separations

Preview Transparency Flattening

Add Information for the Printer

Modify the Trim Box, the Art Box, and the Bleed Box

Summary

CHAPTER 15 Add Multimedia Elements to PDF Documents

Work with Images

Add Sound to Documents

Add Sound to a PDF Document

Use the Sound Command

Create Audio Tracks for Your PDF Documents

Add Video Clips to PDF Presentations

Add Movies to Documents

Edit Multimedia Annotations

Summary

Index

Acknowledgments

Thanks to Roger Stewart for making this project possible. Many thanks to the talented folks at McGraw-Hill for taking my words and turning them into a finished product. Thanks to Patty Mon and Patty Wallenburg for overseeing the production of this book. Thanks to Jennifer Kettell for being an exemplary technical editor. Special thanks to the lovely and talented Margot Hutchison for being a stellar literary agent.

Special thanks to the love of my life, Roxanne, for being here and changing my life for the better. Special thanks to my fellow authors for their continued support and inspiration. Thanks to my friends, family, and mentors, especially you, Karen and Ted. Honorable mention to my social secretary, Niki the Cat, also known as the Queen of the Universe, and her younger brother Micah, who we believe is the reincarnation of Curly Howard.

Introduction

Acrobat X Pro is a full-featured application that enables the end user to convert documents into PDF (Portable Document Format) documents. PDF documents can be read by anybody who has the free Adobe Reader installed on his or her computer. Many people who own Acrobat don’t utilize many of the incredible features the application has available. My goal for this book is to make Acrobat X Pro more accessible for everyone who uses the application and to explore the powerful features that enable the end user to convert vanilla PDFs into interactive forms, multimedia presentations, and much more.

This book covers features of Acrobat X Pro and is divided into three parts. Part I is an introduction to Acrobat that discusses the new features of Acrobat X Pro, explores the workspace, and shows you how to navigate a PDF document. Part II shows you how to convert Microsoft Office documents, paper documents, and web pages to PDF files. This part of the book also shows you how to add interactive elements to PDF documents and create navigation for PDF documents. Part III shows you how to edit PDF documents, review and mark up PDF documents, add security to PDF documents, create PDF forms, and add multimedia to PDF documents.

PART I

Welcome to Adobe Acrobat X

1

Get to Know Adobe Acrobat X

HOW TO…

• Utilize the power of Acrobat

• Create PDF documents

• Create PDF documents for the Web

• Capture websites as PDF documents

• Optimize PDF documents

Most computer users are familiar with Acrobat in some form or another. Many Windows computer users think Acrobat is the application that pops up when they double-click a file with the .pdf (Portable Document Format) extension. That application is known as the Adobe Reader. But there’s much more to Acrobat than the Reader. Major corporations, software manufacturers, and businesses use the full version of Acrobat to create and publish documents for electronic distribution. Forms are another important feature of Acrobat. Interactive forms can be created in all versions of Acrobat or Adobe LiveCycle Designer and distributed online. Forms can be filled in with Acrobat Standard, Pro, and Adobe Reader 6.0 or newer. The fact that you’re reading this book probably means you either own the full version of Acrobat X Pro or will soon purchase the application to create interactive PDF documents that retain the appearance of the original document.

If you’ve used Acrobat before, you know it’s chock full of features—so many features that it takes a while to learn them all. If you’re brand new to Acrobat, the prospect of publishing sophisticated electronic documents might seem a bit daunting. As you read this book, though, you learn to harness the power of Acrobat X Pro to create and publish electronic documents you never thought possible. Whether you need to create a simple electronic memo, an employee manual, an indexed electronic catalog, or a sophisticated form, Acrobat is the tool for you.

In this chapter, you also learn about the different components that come with Acrobat and the many uses for the software. If you just upgraded from Acrobat 9.0, you likely already noticed many changes to the software. If you’re an experienced Acrobat user, you may be tempted to skip this chapter. However, even if you’re an Acrobat publishing veteran, I suggest you browse through this chapter, especially when you consider the numerous new features, enhanced PDF Portfolio creation, and the new interface. As you read this chapter, you may discover an application for the program that you never knew existed. As you learn about the new features and enhanced functionality of Acrobat X, you may develop ideas of how to best utilize the application for your publishing needs.

About Adobe Acrobat

Adobe Acrobat has been around for some time now. Adobe created the product for individuals and corporations who needed to publish documents for distribution in electronic format (which became known as e-paper after Acrobat had been out for a while). The original goal was to create a paperless office. Acrobat X well and truly makes that goal a reality.

The first versions of the application made it possible for authors to distribute electronic documents that had the look and feel of the original document. A PDF file can be viewed by anyone, on any computer, with the only required software being the free Adobe Reader. This saves time, money, and valuable resources.

Early versions of Acrobat found great favor with software manufacturers who used Acrobat to create electronic manuals for their products. The manuals could easily be bundled on program installation disks with a free copy of what is now known as Adobe Reader. Many software manufacturers opted to publish program manuals only in PDF format. Software companies selling applications with manuals published in this manner saved on packaging and shipping costs, enabling them to price their software more competitively. Help manuals published in PDF format are easy to navigate and read. The PDF format is also a favorite of authors who self-publish their work. PDFs can be read on all of the major e-book readers, including Kindle and iPad. Figure 1-1 shows an e-book that was created using Adobe InDesign and exported as a PDF file, as viewed in Acrobat Pro.

As Acrobat grew in popularity, Adobe added more features to the product. Newer versions of the software featured enhanced usability, the addition of document security, and the capability to create a searchable index of multiple PDF documents. Users of the software found new applications for PDF documents; the documents soon appeared as corporate memos, portable product catalogs, and multimedia presentations for salespeople. Most popular browsers support the Adobe Reader plug-in, so many companies post PDF documents on their websites. The PDF acronym aptly describes the published file, because it is truly a portable document, viewable by anybody with Adobe Reader 6.0 or later, and earlier versions of the Acrobat Reader installed on their computers. The Adobe Reader used to be called Acrobat. However, too many users confused the Acrobat utility used to read PDF documents with the full version of Acrobat that’s used to author PDF documents. To end the confusion, Adobe changed the name to Adobe Reader.

FIGURE 1-1 PDF documents can be viewed with Acrobat Standard, Acrobat Pro, or Adobe Reader.

About the PDF Format

If you’ve used computers for any length of time, you’re probably familiar with the PDF format. As you may know, PDF is the acronym for Portable Document Format. PDF files are designated with the .pdf file extension and are, indeed, portable. You can view them on any computer with the free Adobe Reader X. For example, if someone sends you a PDF file of a document created on a Macintosh computer using Adobe InDesign, you can view it on a Windows PC that has Adobe Reader X. The file you view with Adobe Reader X on a PC looks identical to the PDF file published on the Macintosh computer. All the elements used to create the file on the Mac are saved when the author exports, prints, or saves (depending on the application) the file to PDF format, which is the reason it appears identical when viewed with Adobe Reader X on a PC.

Note PDF files can also be viewed on the Apple iPad. However, as of this writing, Adobe does not have a version of the Acrobat Reader for the iPad. Owners of the iPad can add PDF documents to their iTunes library and view them using the free iBooks application after synching the iPad to their computer.

PDF files can also be viewed in supported web browsers, where Adobe Reader 9.0 functions as a plug-in or helper application. Whenever a user selects a PDF file posted on a website, Acrobat Standard, Pro, or Adobe Reader X launches in the user’s web browser, depending on which application the user has on their computer. If a user has both the Adobe Reader and a version of Acrobat, whichever application was installed last is the default application used to read PDF documents.

Acrobat X Standard and Pro are full-fledged authoring applications used for publishing electronic documents in PDF format. If you’ve used previous versions of Acrobat, you’re already familiar with the program’s basic premise. In the sections to follow, you’ll learn about the new features and uses for Acrobat X Pro.

Adobe Acrobat X

With the introduction of Acrobat 6.0, Adobe created two versions: Acrobat Standard, for the individual or small business needing to convert supported file formats to the PDF format, and Acrobat Pro, for task-oriented professionals needing to publish PDF files with objects such as form fields and multimedia elements. Acrobat X is distributed in Standard and Pro versions. Acrobat Pro has several features for the power user. This book is for the Acrobat Pro user.

Acrobat Pro

Acrobat Pro has the same feature set as Acrobat Standard, but with some powerful additions. With Acrobat Pro, you can create PDF documents from within AutoCAD, Microsoft Project, and Microsoft Visio. Acrobat Pro also features additional commenting tools, enhanced multimedia support, and much more. Acrobat 7.0 for Windows featured the addition of the Adobe LiveCycle Designer, which enables you to create interactive PDF forms either by using preset templates or from scratch. Adobe LiveCycle Designer ES 2 (an enhanced version of the original Adobe LiveCycle Designer) is included with the Windows version of Acrobat X Pro.

Adobe Acrobat Pro Components

Adobe Acrobat Pro can be ordered as part of a suite, as a standalone application on DVD, or online as a downloadable application. Adobe Acrobat Pro X ships with the following components.

Adobe Acrobat X Pro

This is the core application. You use Acrobat to publish and edit PDF documents. In future chapters, you will learn how to use the program features to create and publish PDF files for a variety of destinations. You can also use Acrobat to capture web pages and save them as PDF files, as well as scan printed documents into Acrobat and save them as PDF files.

Adobe LiveCycle Designer ES 2

Adobe LiveCycle Designer ES 2 is installed with the Windows version of Acrobat Pro. This application, which can be launched from within Acrobat, gives you the power to create interactive PDF forms either from scratch or by using one of the many preset templates that ship with the application. In addition, you can edit existing PDF forms in Adobe LiveCycle Designer ES 2. Even though LiveCycle Designer ES is an integral part of Acrobat, it is a standalone application that is launched from the Windows Start menu. A LiveCycle Designer form can be filled in using Acrobat X Pro or Adobe Reader X.

Acrobat Distiller X

Acrobat Distiller X is used to create PDF documents from PostScript files in Encapsulated PostScript (EPS) or PostScript (PS) format. The Distiller Conversion Settings help you to optimize the document for its intended destination. Although Acrobat Distiller X is a separate application, you can launch it from within Acrobat.

What’s New in Adobe Acrobat X

Acrobat X has many major enhancements. The program also has many new features. The major new features are listed here:

• Improved scanning When you create a PDF document by scanning a document, Acrobat X Pro has better optical character recognition (OCR) than previous versions of Acrobat. The file sizes are also smaller with better image and color fidelity.

• PDF Portfolios PDF Portfolios were introduced in Acrobat 9.0. Acrobat X gives you more options for customizing a PDF Portfolio with new layouts and themes. You can also customize PDF Portfolios by importing layouts created by third-party vendors.

• Actions Use the new Actions Wizard to automate frequently performed tasks as a single action. You can use an action on a single PDF document or a batch of PDF documents in a folder.

• Quick Tools You can add your most frequently used tools to the Quick Tools bar, which is below the menu bar. This option allows you to keep your favorite tools in one easy-to-access spot.

• New interface All of the Acrobat tools are conveniently stored in the pane on the right side of the interface. The pane is divided into three sections: Tools, Comments, and Share.

Create a PDF Document

The flexible tools in Acrobat give you several options for creating and publishing documents for electronic distribution in PDF format. You create PDF files from within Acrobat by importing documents authored in other applications, by saving documents created in authoring applications such as Adobe Photoshop, or by using the Acrobat PDFMaker to convert a Microsoft Office document. Several third-party plug-ins are available for working with PDF files in previous versions of Acrobat, a trend that is bound to continue with Acrobat X. Many scanning utilities, such as ScanSoft’s OmniPage Pro 17, feature PDF output as an option. Third-party Acrobat plug-ins also have been tailor-made to suit specific industries.

After you convert a supported file type into a PDF document or open a PDF file created by another author, you can add interactive elements such as text hyperlinks, image hyperlinks, and multimedia elements, including QuickTime movies, Flash SWF movies, and sound files. You can append an existing PDF file by inserting other documents, deleting pages, inserting pages, or replacing pages. You can also do other housekeeping chores, such as cropping the physical size of a page, removing sensitive information from a document, or editing each page in the document to delete unwanted elements. You can also modify a PDF document by removing unnecessary pages, extracting pages to make a new PDF document, or adding pages to the document. Acrobat has a set of tools that let you make minor modifications to graphic and text elements in the document. A published PDF document retains the look and feel of the original. All the fonts and images you used in the original document are carried over to the PDF document. Figure 1-2 shows a document in Microsoft Word; Figure 1-3 shows the same document after being converted to a PDF file. Other than the different interfaces, the documents look identical.

FIGURE 1-2 You can convert Microsoft Word files, such as this, into PDF documents.

FIGURE 1-3 The PDF version of a converted Word document retains the look and feel of the original.

Create PDF Documents from Authoring Applications

The easiest way to create a PDF document is to create a file in an authoring application and then convert it to a PDF file. You can create PDF files from any of these popular Microsoft applications (Microsoft Office 2003 or newer):

• Microsoft Word Microsoft Word is a word processing application. Within limits, you can add graphic elements to the content of a Word document.

• Microsoft Excel Microsoft Excel is a spreadsheet program. Excel also has limited support for graphic elements.

• Microsoft Outlook Microsoft Outlook is an application used to manage contacts, appointments, and e-mail. You can archive selected e-mail messages or complete folders as PDF documents. All message attachments are archived as well, and are available through the Attachments tab.

• Microsoft PowerPoint Microsoft PowerPoint is software used to create presentations. A PowerPoint presentation is similar to a slideshow. You can add graphic elements to your presentation and then convert it to a PDF file. Many slideshow transitions and other effects are preserved in the resulting PDF document.

• Microsoft Project Microsoft Project is project management software. With this software, you can track schedules and project resources, as well as communicate and report the project status to others.

• Microsoft Visio Microsoft Visio is used to create floor plans, flowcharts, software diagrams, and more. This software dovetails seamlessly with Microsoft Project to create project schedules.

When you install Acrobat X, the installer adds the Acrobat PDFMaker plug-in to any Microsoft Office application (with the exception of InfoPath, OneNote, and Groove, and any Microsoft application for Macintosh computers) and Internet Explorer. After installing Acrobat, you will see the Acrobat PDF shortcuts on your menu bar or in the Microsoft Office 2007 and 2010 Ribbon. You convert an Office document to PDF using the icons or menu commands in Office 2003, or by choosing options from the Ribbon in Office 2007 and Office 2010. You learn how to convert Microsoft Office documents to PDF documents in Chapter 4.

If you own certain Adobe products, such as InDesign, Illustrator, or Photoshop, you can use a menu command to export a document in PDF format. Other illustration programs, such as CorelDraw, also have the capability to export files in PDF format.

You can publish PDF files from any other application you use to generate images, illustrations, or text files. When you install Acrobat, Adobe PDF is added as a system printer. To publish a PDF file directly from an authoring application, choose the Print command and then choose Adobe PDF from the list of available printers. You can then open the resulting PDF file in Acrobat to add enhancements, such as links and form fields.

Create PDF Documents from PostScript Files

If you create illustrations and documents in illustration or page layout programs and publish the documents in EPS or PS format, you can convert these files to PDF format with Acrobat Distiller. After you launch Distiller and select an EPS or PS file, select one of the preset Distiller conversion settings or create your own conversion setting. You use conversion settings to optimize a PDF file for an intended destination, such as print, screen, or the Web. You can use Distiller to create a PDF proof of an illustration you’re creating for a client. After you save the file in PDF format, you can then e-mail it to a client for approval.

Tip You can quickly create a PDF document by dragging and dropping a supported file icon from your desktop onto the Acrobat shortcut icon. After you release the mouse button, the file opens in Acrobat. If the file isn’t supported, Acrobat displays a dialog box noting that the file either is not a supported file type or may be corrupt. If you have the Distiller shortcut on your desktop, you can create a PDF document by dragging and dropping an EPS or PS file onto the Distiller icon.

Create PDF Documents for the Internet

If you design websites, you can use PDF documents in a variety of effective ways. For example, you can create a product catalog, create interactive PDF tutorials, create PDF forms, and publish a manual, all in PDF format. The website visitor can choose to view the document in the web browser or download the complete file for future viewing. Most popular web browsers support Adobe Acrobat and Adobe Reader X as plug-ins or helper applications. Figure 1-4 shows a published document as displayed in Internet Explorer. Note that the figure shows a document displayed in the plug-in version of Acrobat X Pro, not Adobe Reader X.

FIGURE 1-4 Acrobat also serves as an Internet Explorer plug-in that enables you to view PDFs from websites.

Capture Web Pages as PDF Documents

If you do a lot of research on the Internet, you can capture web pages for future reference. When you capture a web page, Acrobat downloads the text and graphic elements from the web page, complete with hyperlinks. If you want to add additional pages from the same site to the PDF file, simply click the desired hyperlink in the captured page and Acrobat will append the document by downloading the linked page. You can use the Acrobat File | Create | PDF From Web Page command (or choose the Create PDF From Web Page command from the Create Task button) to download complex tutorials from the Internet and save them as PDF files for easy reference. If you download numerous web pages for reference, you can create a searchable index of your reference files with the Full Text Index With Catalog command in the Document Processing section of the Tools pane. You will learn how to capture web pages in Chapter 5.

Convert Scanned Documents to PDF Format

If you have hard copies of documents such as contracts or product brochures that you need to share with coworkers or clients, you’ll find Acrobat to be user friendly. You could send the documents by fax, but in most cases, what your recipient receives isn’t anything near a reasonable facsimile of the original. To overcome the difference in resolution and quality of fax machines, create a PDF file for the document you want to share. If you have a scanner hooked up to your system, the Acrobat install utility adds the TWAIN information of the scanner as a scanner in the Create PDF From Scanner dialog box. Then, it’s simply a matter of choosing Create PDF From Scanner from the Create Task button drop-down menu. After you scan the document into Acrobat, save it as a PDF file and then e-mail it. When your document is received and viewed in Adobe Reader X, it looks identical to what you scanned into Acrobat.

You can also use the File | Create | PDF From Scanner command to archive dog-eared magazine articles, for example, for future reference in PDF format. If you enable the Make Searchable (Run OCR) option, Acrobat converts the scanned document into searchable text—a powerful feature if you scan multipage magazine articles or documents for conversion to PDF files. You will learn how to convert scanned documents to PDF files in Chapter 5.

Create PDF Documents for Print

You also benefit from using Acrobat when you create PDF documents for print. Thanks to the available formatting and conversion setting options, all versions of Acrobat, as well as the Adobe Reader X software, make sure your published documents always print as you intended.

After you optimize a file for print, Acrobat X Pro gives you options for sending the file to the output device. The Print dialog box in Acrobat X Pro has an Advanced button. When you click the Advanced button, a separate dialog box opens that enables you to specify print resolution and output options. You can also specify options such as trim