Adobe Acrobat Writer I

 

Welcome to the Adobe ® Acrobat ® Writer  program—the essential tool for universal document exchange. You can use Acrobat to publish virtually any document in Portable Document Format (PDF). Documents in PDF preserve the exact look and content of the originals, complete with fonts and graphics, and they can be distributed by e-mail or stored on the World Wide Web, an intranet, a file system, or a CD for other users to view on Microsoft ® Windows ® , Mac OS, and UNIX ® platforms.

 

Acrobat documentation

Adobe provides documentation and services for learning how to use Acrobat and for solving problems as you work with PDF files: The printed and online documentation in the Acrobat package get you up and running with Acrobat and should answer most of your questions:

Adobe Acrobat User Guide Provides detailed information on all Acrobat commands and features, for both Windows and Mac OS systems. This online user guide is designed to be used as a reference tool in your everyday work with Acrobat. To open the user guide, choose Acrobat Guide from the Acrobat Help menu.

 

 

Workshop Outline

 

o       Reviewing annotations

o       Adding a note

o       Marking up text

o       Applying stamps

o       Summarizing annotations

Creating a PDF document from MS Word

 

You can “print” to PDF with PDF Writer in the same way you print to paper—using the Print command of the application you used to create the document.

1 Start your word-processing application.

2 Open the AA_00.doc file, located inside the Tour folder.

3 To print the review memo to PDF, follow the instructions for your computer platform:

    In Windows:

• Click the Convert to Adobe PDF button in the toolbar (this button is automatically added when you install Adobe Acrobat Writer on your computer).

• Name the file AA_01.pdf, select the Tour folder as the destination.

• Click Save.

• Exit the word-processing application.

 

Opening A Document in Acrobat

 

In addition to converting documents to PDF, you use Acrobat to navigate existing PDF documents. You can turn pages as in a traditional book, change the magnification of the page that you are viewing, and return easily to previous page views. You’ll navigate an online dining guide.

1 Start Acrobat.

2 Choose File > Open.

3 Select AA_02.pdf, located inside the Tour folder, and click Open. Then choose File > Save As, rename the file, select the Tour folder as the destination, and click Save.

Notice that the first page of the guide appears at actual size in the Acrobat window. (The status bar at the bottom of the window indicates 100% magnification.)

 

Views

In the Views menu, you can specify how you wish to view your document on the screen.

1 Choose Single Page.

 

Document Properties

1 Click File > Document Properties > Summary…

2 Edit the document’s properties as desired.

 

 

Working with Bookmarks

1 Choose Window > Bookmarks to display bookmarks.

Bookmarks appear in the navigation pane to the left of the document pane. They are special types of links that can serve as a table of contents.

2 To see a bookmark in action, select the hand tool in the tool bar, and click the Introduction bookmark to jump to page 2 of the guide.

3 Select the zoom-in tool in the tool bar, and drag a rectangle around the map on page 2 to zoom in.

4 Hold down Ctrl (Windows) or Option (Mac OS), and click in the document to zoom out.

5 Click the Actual Size button on the Standard toolbar to return to a 100% view.

The guide contains a number of links to other pages in the document.

6 Select the hand tool, and move the pointer over the Chez Maison text. Notice that the hand pointer changes to a pointing finger when positioned over a link.

7 Click the Chez Maison text to jump to the link destination—a magnified view of page 3.

 

Working with Thumbnails

You can also view thumbnails in the navigation pane. Thumbnails are miniature previews of each page in the document. You can use thumbnails to navigate and edit PDF documents.

1 Click the Thumbnails tab to bring the Thumbnails palette to the front.

2 If needed, use the scroll bar to bring the thumbnail for page 4 into view. Then click it to go to page 4 of the guide.

 

You can keep palettes docked inside the navigation pane, or you can float them over the desktop.

3 To float the Thumbnails palette over the Acrobat window, drag the Thumbnails tab to the document pane.

4 To dock the Thumbnails palette, drag the Thumbnails tab to the navigation pane. 

 

You can also navigate documents using the navigation buttons on the command bar.

5 Click the Go to Previous View button several times. Then click the Go to Next View button several times. These buttons let you retrace your viewing path through pages and magnification levels.

6 Click the First Page button , and choose 100% magnification from the magnification pop-up menu in the status bar.

 

 

Editing a PDF document

 

You can use Acrobat to make final edits and modifications to PDF documents. You can correct typos, insert pages from other PDF documents, change the order of pages, and change how Acrobat numbers pages.

 

Editing text

You use the touchup text tool in Acrobat to make small changes to text. In addition to replacing characters, you can make adjustments in font size, color, and alignment. You’ll update the year displayed on the first page of the guide.

1 Select the touchup text tool in the tool bar, and drag the I-beam to select the text to be replaced in the year 1998.

2 Replace the original text by typing the current year.

3 Select the hand tool , and click in the blank space beneath the current year to deselect the text.

 

Inserting pages

Now you’ll add the memo to the guide.

1 Choose Document > Insert Pages.

2 Select AA_01.pdf, and click Select.

Note: If you did not create the AA_01.pdf file, select the preprocessed file named AA_03.pdf, located inside the Tour folder.

3 Choose Before from the Location menu. For Page, select First. Click OK. A copy of the memo is inserted as the first page of the guide.

Inserting an Image

Now you’ll insert an alternate image for Dinh’s Garden. (Later in this tour, you’ll create a note instructing reviewers to compare the alternate image with the current image in the guide.)

1 Choose Document > Insert Pages.

2 Change the Objects of Type box to TIFF files.

3 Select AA_04.tif, located inside the Tour folder and click Select.

4 Choose After from the Location menu.  For Page, select Last.  A copy of the alternate image for Dinh’s Garden is inserted as the last page of the guide.

 

Reordering pages

In addition to providing convenient previews of your pages, thumbnails let you change the placement of pages by dragging. You’ll use thumbnails to move the alternate image for Dinh’s Garden from the last page of the guide to page 2.

1 Drag the right border of the navigation pane to enlarge it. Resize the navigation pane so that you can view the thumbnails in two or more columns.

2 Click the alternate image’s thumbnail to select it. A rectangle outlines the thumbnail, indicating that you can move it.

3 Drag the thumbnail upward in the navigation pane to move it. Drag upward until the insertion bar appears to the right of the page 1 thumbnail, and release the mouse.

The alternate image is repositioned in the guide as page 2, and the remaining page numbers change accordingly.

 

Renumbering pages

By default, Acrobat sets page numbers in a PDF document to arabic numerals starting with page 1. You can renumber pages in a variety of ways, including specifying a different numbering style for groups of pages.

1 Choose Document > Go To Page.

2 Enter 4, and click OK.

Notice that the page numbers on the original pages of the guide no longer match the page numbers that appear in the status bar. You’ll specify a different numbering style for the front matter that you have added to the guide.

3 Choose Document > Number Pages.

4 For the page range, enter pages from 1 to 2. For the page numbering, select Begin New Section, choose “i, ii, iii” from the Style menu, and enter 1 in the Start text box. Click OK.

The page numbers on the original pages of the guide now match the page numbers that appear in the status bar.

5 Choose File > Save to save the guide.

 

Creating Bookmarks

 

You can use Acrobat to add bookmarks and links to PDF documents.

You can also generate bookmarks and links automatically from several desktop-publishing applications, including Adobe FrameMaker ® , Adobe PageMaker, and Microsoft ® Word for Windows. Automatic linking is especially useful for large documents with a table of contents and index.

For information on generating bookmarks and links automatically, see “Working with bookmarks” in Chapter 6 of the online Adobe Acrobat User Guide.

Now you’ll create a bookmark to direct reviewers to the memo in the guide.

1 Click the First Page button to go to page i of the guide.

2 Click the Bookmarks tab to bring the Bookmarks palette to the front.

3 Select the text select tool in the tool bar, and click the word “Memo”  in the document.

4 On the Bookmark palette menu, choose New Bookmark. A bookmark with the title Memo appears at the bottom of the bookmark list.

5 Click in the blank space beneath the bookmark list to deselect the bookmark text.

6 Point to the icon associated with this new bookmark, then drag it to the top of the list of Bookmarks, so that it will be listed first.

7 Click the Last Page button to move away from page i so that you can test the new bookmark.

8 Select the hand tool , and test the Memo bookmark by clicking it.

 

Creating a Hyperlink

 

Now you’ll create a link to direct reviewers from the alternate image for Dinh’s Garden to the current image on page 3.

1 Click the Next Page button to go to page ii of the guide.

2 Select the link tool in the tool bar, and drag a rectangle around the alternate image. The Create Link dialog box appears.

3 Under Appearance, for Type, choose Invisible Rectangle.

4 Choose Go to View from the Action Type menu. Go to View tells Acrobat that you want the link to jump to the page view that you specify.  Notice the variety of other actions that you can assign to links, such as playing a movie, opening a file, or connecting to a Web site.

5 Without closing the Create Link dialog box, choose Document > Go to Page. Then enter 3 and click OK.

6 Choose Fit View from the Magnification menu, and click Set Link. This establishes the link and returns you to the page that contains it.

7 Select the hand tool, and test the new link by clicking the alternate image for Dinh’s Garden.

8 Choose File > Save to save the guide.

 

Comments

 

You can use Acrobat to add Comments to PDF documents in a variety of formats, including notes, text, audio, stamps, files, graphic markups, and text markups. You can review Comments using the Comments palette or a summary of all Comments.  Comments from two reviewers have already been added to the guide. You’ll review these Comments using the Comments palette.

1 Click the Comments tab to bring the Comments palette to the front.

2 A list of Comments associated with the open document appears. By default, the list is sorted by type.  You’ll sort the list by author.

3 From the Comments palette menu, choose Sort By: Author.

4 Double-click the first Comment listed under Reviewer 1 to jump to the page that contains it.  The green note is highlighted, indicating it is the Comment that you selected from the Comments palette.

5 Double-click the green note to read it.

6 Click the close box at the top of the note window when you have finished reading the note.

 

Adding a note

Now you’ll add your own note to page ii of the guide.

1 Click the Previous Page button to go to page ii of the guide.

2 Choose Edit > Preferences > General.  Click the Identify category.

3 Enter your name in the Name text box, and click OK.

4 Select the Note tool in the tool bar, and click the upper left corner of the document pane. An empty note window appears.

5 Type the note text as desired. We used the following: “Let me know if you’d like to use this alternate image for Dinh’s Garden. Click the alternate image to go to the location of the current image in the guide.”

6 You may resize the box using the lower right corner of the box.

7 Right-click on the note and choose Properties.

8 Select the Text Note icon to represent your type of note. Click the color button to select a color for the note. Then click OK.

9 Close the note.

10 Select the hand tool , and double-click the note that you have just created to view the message.

Because the note contains instructions for reviewers, you’ll leave the note window open. If needed, you can easily adjust the size and position of the note so that it does not obstruct the alternate image. To resize the note, drag the resize button in the lower right corner of the note window. To reposition the note, drag its title bar.

 

Marking up text

You can also use Acrobat to mark up text in a document and add a note associated with the marked-up text. You’ll highlight text on page 4 of the guide, and then add a note associated with the highlighted text.  You’ll use the page box in the status bar to switch directly to page 4.

1 Move the pointer over the page box until it changes to an I-beam, and double-click to highlight the current page number.

2 Type 4 to replace the current page number, and press Enter or Return.

3 Select the highlight text tool in the tool bar. Move the I-beam to the area of the page describing the Fragrant Harbor restaurant, and drag to highlight the phrase Reservations: No.

4 To associate a note with the highlighted text, move the pointer over the highlighted text until it changes to an arrow, and double-click to create a note window.

5 Type the note text as desired. We used the following: “The Fragrant Harbor restaurant now accepts reservations.”  Then close the note.

6 Select the hand tool , and double-click the highlighted text. The note associated with the highlighted text opens.

Notice that you opened the note by double-clicking the highlighted text rather than a note icon.

7 Close the note when you have finished viewing it.

Besides marking up text, you can use Acrobat to mark up a document with a graphic, such as a rectangle, ellipse, or line. Then you can add a note associated with the graphic.

Applying stamps

You can also use Acrobat to apply a stamp to a document in much the same way you would use a rubber stamp on a paper document. You’ll apply a stamp to the cover page of the guide.

1 Move the pointer over the page box until it changes to an I-beam, and double-click to highlight the current page number.

2 Type 1 to replace the current page number, and press Enter or Return.

3 Hold down the mouse button on the notes tool to display a set of hidden tools, and drag to select the stamp tool .

4 Click the upper left corner of the page. Acrobat Writer remembers the last stamp used and uses the same stamp again.

You’ll select a different stamp from the Acrobat stamp library.

5 Right-click the stamp and choose Properties.

6 Choose Standard from the Category menu, select Draft from the list in the left pane of the dialog box, and click OK.

7 Select the hand tool , and click inside the document pane to deselect the stamp.  In addition to using stamps from the Acrobat stamp library, you can create your own custom stamps and use them as comments.

8 Choose File > Save to save the guide.

 

If you are using Acrobat for Windows, you can also add digital signatures to PDF documents. You might sign a document to show that you have read it or approved it, or to certify it is ready for others to review. For information on adding digital signatures, see “Digitally Signing PDF Files” in the Adobe Acrobat Help Contents.

 

Summarizing Comments

Now you’ll generate a summary of all annotations in the guide.

1 Choose Tools > Comments > Summarize…. Change Sort by option as desired and click OK.  The text from all the annotations is copied into a new document.

Notice that the annotations are numbered sequentially in the annotations summary. You can set preferences in Acrobat to display these numbers with the annotations in the document, so that you can easily locate annotations while reviewing the summary.

2 To save the summary, choose File > Save As, rename the file, select the Tour folder as the destination, and click Save.

3 Choose File > Close to close the summary.

 

Distributing PDF files

 

Converting your electronic or paper publications to PDF lets you distribute them via e-mail, on the World Wide Web, or on a CD. You can optimize PDF files to reduce their file size significantly. When you distribute PDF files that have been optimized, you cut down on transmission time and save disk space.

 

Now you’ll optimize the guide.

1 Choose File > Save As. Make sure that Optimize is selected, and click Save. Click Yes (Windows) or Replace (Mac OS) to confirm replacing the file.

2 Choose File > Close to close the guide. The guide is now ready for online distribution.

 

Users can view PDF documents with the free Acrobat Reader, which comes in versions for Windows, Mac OS, OS/2 ® , and UNIX ® . You can copy any version of Reader from the Acrobat Reader CD and distribute it freely. Users can also download Acrobat Reader from the Adobe Web site at http://www.adobe.com.