Adobe Acrobat 3 for Dummies

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Even if you don't buy into the prospect of the paperless office, you have to agree that Adobe Acrobat and its Portable Document Format (PDF) have revolutionized the way organizations ranging from the Internal Revenue Service to software publishers distribute information. Now, with Adobe Acrobat 3 For Dummies, you can discover how to use the latest, most multimedia- and Web-capable Acrobat release. In this practical, easy-to-understand reference, you can find out how to use Acrobat to take just about any kind of ...
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Overview

Even if you don't buy into the prospect of the paperless office, you have to agree that Adobe Acrobat and its Portable Document Format (PDF) have revolutionized the way organizations ranging from the Internal Revenue Service to software publishers distribute information. Now, with Adobe Acrobat 3 For Dummies, you can discover how to use the latest, most multimedia- and Web-capable Acrobat release. In this practical, easy-to-understand reference, you can find out how to use Acrobat to take just about any kind of document, whether created in a word processing or spreadsheet program or in a professional desktop publishing program, and transform it into a document that anyone can open on any computer. Best of all, your documents always look the way they're supposed to look and print the way they're supposed to print. If they didn't, the IRS wouldn't have chosen Adobe Acrobat as the standard for the hundreds of official forms and guides it makes available on its Web site.

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Product Details

  • ISBN-13: 9780764501548
  • Publisher: Wiley, John & Sons, Incorporated
  • Publication date: 4/1/1997
  • Series: For Dummies Series
  • Edition number: 1
  • Pages: 352
  • Product dimensions: 7.42 (w) x 9.24 (h) x 0.91 (d)

Table of Contents

Introduction

About This Book
How to Use This Book
How This Book Is Organized
Part I: Getting to Know Acrobat
Part II: Enhancing PDFs in Exchange
Part III: Bringing PDFs to Life
Part IV: Distributing PDFs on the Internet and Other Networks
Part V: The Part of Tens
Icons Used in This Book
Where to Go from Here

Part I: Getting to Know Acrobat

Chapter 1: Publishing without Paper
What Is an Electronic Document?
What is a portable document?
Common PDF applications
PDFs as sales material
Network document libraries
Acrobat multimedia titles
Edutainment
Courseware
Point-of-sale kiosks
Business presentations
Viewer-interactive presentations
Self-running presentations
Electronic sales and marketing demos
Okay, I'm Convinced. So What Is Acrobat?
Acrobat Reader
Acrobat Distiller
Acrobat Exchange
Adobe Catalog
Adobe Capture
Why Do I Need Acrobat?
Leaping documents across platforms
Tumbling documents from computer to computer
Juggling documents from application to application
What Do I Need to Run Acrobat?
Running Acrobat in Windows
Running Acrobat on a Mac
Running Acrobat on a UNIX system
Which Web browser do I need?
Chapter 2: Viewing and Navigating PDFs on Your Computer
How Do I Get and Install Acrobat Reader?
Software application
Finding Acrobat Reader
Installing Acrobat Reader
The World Wide Web
Becoming Familiar with Acrobat Reader
Identifying PDF files
A quick tour of the Acrobat Reader interface
Toolbars
File menu
Edit menu
View menu
Tools menu
Window menu
Help menu
Getting around in Acrobat Reader
Moving around with bookmarks and thumbnails
Moving around with hyperlinks
Other types of navigational controls
Multimedia links
Notes
Getting a Better View
Zooming in and out interactively
Using the Hand tool to move the page into view
Printing PDFs
Getting a Full-Screen View
Chapter 3: Viewing and Navigating PDFs on the Web
Acrobat Reader and Your Web Browser
In the Dark Ages
Somersaulting into the Middle Ages
Coming of age with Acrobat 3
Making Acrobat Reader 3 Work with Your Web Browser
Navigating PDFs on the World Wide Web
Chapter 4: Converting Your Documents to PDF
The Journey from Plain Ol' Computer Document to PDF
What You Should Know about PostScript
Printing to a PostScript File
Printing to a PostScript file in Windows
Printing to a PostScript file on a Mac
Walking through printing to a file
Creating PDFs with PDFWriter
Creating PDFs with Distiller
Setting up Distiller
Changing Distiller job options
General options
Compression options
Font embedding options
Defining font locations
Creating PDFs in One Step with Distiller Assistant
Creating PDFs Using PDF-Savvy Applications
Using Distiller in Print-on-Demand Settings

Part II: Enhancing PDFs in Exchange

Chapter 5: Getting to Know Acrobat Exchange
What Can You Do with Exchange?
Acrobat Exchange: A Brief Tour
Opening PDFs in Exchange
Navigating PDFs in Exchange
Navigating cataloged PDFs
Browsing the Web from a PDF
Changing How Exchange Behaves
Getting a better view when you open a PDF
Making Exchange work faster
Chapter 6: Making Your PDFs Interactive
Creating Bookmarks
Editing existing bookmarks
Editing bookmark text
Editing bookmark destinations
Deleting bookmarks
Creating subordinate bookmarks
Creating Thumbnails
Adding Text Hyperlinks
Creating a link
Editing a link
Removing a link
Making hypertext links distinctive
Creating Hyperlink Graphics
Chapter 7: Editing Your PDFs
Editing Text in Exchange
Changing words and characters
Changing typefaces, type attributes, and type sizes
Changing the typeface
Changing the type size
Changing the type color
Changing character width and character and line spacing
Changing the character width
Changing character and word tracking
Line spacing
Indents and outdents
Working with Graphics in Exchange
Copying graphics to paste into another application
Importing graphics into PDFs
Working with Pages in PDFs
Moving pages in PDFs
Inserting pages in PDFs
Extracting and deleting pages
Extracting pages
Deleting pages
Replacing pages in PDFs
Setting the page action
Cropping pages
Making Your PDFs Secure
Setting password options
Securing a document from prying eyes
Securing a document against changing and copying
Changing security options
Checking a document's security
Adding Author and Other General Info
Creating and Editing Notes
Creating a note
Changing a note's properties
Chapter 8: Using the Scan and Capture Plug-Ins
Setting Up Your Scanner to Work with Scan
ISIS scanners
Twain scanning interfaces
Choosing a scanner
Configuring your scanner
Scanning your documents
Turning Graphics into Text with Capture
Changing the Capture preferences
PDF Output Style option
Downsample Images option
Location for Temporary Files option
Capturing pages
Correcting words that Capture can't recognize
Chapter 9: Creating Interactive Tables of Contents and Indexes
Creating an Interactive List from a Word Processor Document
Setting up the file in your word processor
Creating the links in Exchange
Creating an Interactive List from a Page Layout Program
Setting up the document in your page layout application
Setting up the interactive list in Exchange
Chapter 10: Creating Forms
The Anatomy of PDF Forms
Forms to be filled out and printed in Reader
Forms to be filled out and submitted electronically
Forms that add interactivity to your PDFs
Creating PDF Forms
Creating form elements
Defining text fields
Defining radio buttons
Defining list boxes
Defining combo boxes
Defining check boxes
Defining buttons
Creating Forms for Filling Out and Printing
First, lay out the form's shell in a creator application
Second, complete the form in Exchange
Using Forms to Add Interactivity to Your PDFs
Buttons make more sense
Buttons make it easier to provide choices
Buttons can perform multiple actions

Part III: Bringing PDFs to Life

Chapter 11: Making Your PDFs Alive with Sound
Getting to Know Computer Sound Technology
Computer sound hardware
Sound formats and Acrobat
How Acrobat uses sound files
Balancing sound file size and quality
Obtaining Sound Files
Clip media
Sounds recorded with a microphone
CD-audio
Sound tracks separated from digital movie files
Enhancing Your PDFs with Sound
Embedding sounds with the Movie Annotation tool
Setting sounds to play as actions
Playing a sound as a page action
Playing a sound from a bookmark
Playing a sound from a hyperlink
Playing a sound with a form object
Chapter 12: Making Your PDFs More Interesting with Digital Movies
Everything You Never Wanted to Know about Digital Video
Digital video formats
AVI
QuickTime
Animation files
3-D modeling clips
Getting digital videos for your PDFs
Using clip media collections
Capturing and editing your own clips
How Acrobat Uses Digital Movies
Adding Movies to Your PDFs
Adding a movie with the Movie Annotation tool
Adding a movie as an action
Playing a movie as a page action
Playing a movie from a bookmark
Playing a movie from a hyperlink
Playing a movie by clicking a form object
Chapter 13: Indexing with Acrobat Catalog
The Importance of Cataloging
Search uses scores to find PDFs
Search one or many catalogs
Performing Your First Search
Creating Your First Index
Naming the index
Setting index options
Excluding words and numbers from an index
Defining word options
Adding and excluding PDFs for indexing
Building your index
Preparing Your PDFs for Indexing
Keeping those PDFs small
Using and controlling Document Info fields
Consistency counts
Fine-tune your file structures
Maintaining Your Indexes
Purging Your Indexes
Chapter 14: Searching Indexed Acrobat Catalogs
Getting, Installing, and Using Reader with Search
Performing a Basic Search
Selecting the indexes to search
Executing your first search
Navigating your search results
Setting Search Preferences
Searching by Document Info fields
Changing how results are ordered
Changing how results are displayed in a document
Refining Your Searches
Searching for stemming words
Searching for words that sound alike
Searching for words that have the same meaning
Narrowing and broadening searches with Match Case
Using wild cards
Using Boolean searches
The AND operator
The OR operator
The NOT operator
When is a Boolean not a Boolean?

Part IV: Distributing PDFs on the Internet and Other Networks

Chapter 15: Publishing Your PDFs on the World Wide Web
Four Ways Your Users Can View PDFs on the Web
Page-at-a-time (byte-serving)
Non-byte-serving inline viewing
An Acrobat viewer as a helper application
Embedded PDFs
Publishing PDFs on the World Wide Web
Creating an HTML link to a PDF
Embedding PDFs in Web pages
Chapter 16: Optimizing Your PDFs for the World Wide Web
Optimizing PDFs for Page-at-a-Time Downloading
Optimizing a single PDF
Optimizing several PDFs at one time
Controlling Image Size for Fast Downloading
Downsampling and subsampling
Resampling your images
Changing resample settings in Distiller
Resampling your images in an image editor
Controlling File Size through Compression
Chapter 17: Setting Up a PDF Application on Your Company's Network
Laying Out an Automated PDF Library
Updating and Maintaining a PDF Library
Maintaining a PDF library manually
Using watched folders
Creating watched folders
Setting watched folder options
Indexing your library automatically
Setting Up a Secure PDF Library
Setting Up a Form Application on Your Network
Designing the form
Filling out the form and exporting the data

Part V: The Part of Tens

Chapter 18: Ten Applications for Publishing and Distributing PDFs
Using PDFs to Create Interactive Documents for the World Wide Web
Using PDFs to Create a Company Library on a Network Drive
Using Acrobat to Create Multimedia Titles
Using Acrobat to Create CD-ROM Titles
Using Acrobat to Create Software Documentation
Using Acrobat for Form Submission and Retrieval Applications
Using Acrobat to Create Electronic Books and Manuals
Using Acrobat to Create Electronic Brochures
Chapter 19: Ten Troubleshooting Tips for Creating PDFs
What an Ugly Picture!
Why Won't Distiller Convert the PostScript file to PDF?
Corrupted files
Counterfeit PostScript driver
A PostScript file by any other name
What Happened to My Fancy Fonts?
How Can I Get Rid of the Ugly Borders on My Pages?
My Watched Folders Keep Running Out of Disk Space
I Can't Run Distiller Assistant Successfully
My PDFs Don't Download a Page at a Time from the Web
Some of My Users Can't Access My PDFs on the Web

Index

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First Chapter

Chapter 15
Publishing Your PDFs on the World Wide Web

In This Chapter

  • Understanding the four ways to view PDFs on the Web
  • Publishing your PDFs on the Web

As the Information Age plunges headlong onto the Internet, software companies are clamoring for ways to make their software (and the documents their software packages produce) exploit this exciting and vastly enticing technology. The Acrobat PDFs are poised to take advantage of this technology.

What the Internet and the World Wide Web in particular need is a way to deliver documents to end users in a quick and efficient manner. And, as you've seen if you've read much of this book, PDFs fit the bill. They are compact, quick, and highly portable across platforms. In Acrobat 3, a new Internet technology for delivering documents (called streaming) makes PDFs even more adaptable to the Web.

The possibilities for publishing PDFs on the Web are immense. You can use PDFs for everything from simple applications, such as document distribution, to sophisticated database updates and forms submission applications. The latter, however, requires a person strong not only in PDF design but also in CGI scripting, a form of programming that goes far beyond the scope of this book. You can find information about CGI scripts for posting PDF forms at http://www.adobe.com/special/acrobat/moreinfo.

Four Ways Your Users Can View PDFs on the Web

If you haven't read Chapter 3, perhaps you should before checking out this discussion of viewing PDFs on the Web. That way, the information here will be a lot more understandable.

When designing PDFs for the Web, you have four possible viewing scenarios. The option you choose should depend primarily on the type of users (actually, the type of Web browser) you anticipate accessing your PDFs, as well as the type of Internet server the PDFs will reside on.

Now I'm getting highly technical and way beyond the scope of this book. The good news is that Adobe provides a bunch of help on the topics of Web browsers and Internet servers on its Web site (http://www.adobe.com). As you wind your way through this technical stuff, I'll tell you where to get more information on the Web.

The four types of scenarios for viewing PDFs on the World Wide Web are as follows:

  • Page-at-a-time downloading (also known as byte-serving or streaming)
  • Non-page-at-a-time inline viewing
  • Reader as a helper application
  • Embedded PDFs

The next sections look at each type of viewing in some detail.

Page-at-a-time (byte-serving)

The page-at-a-time scenario is the fastest, most efficient way to present PDFs on the Web. To take advantage of it, the user's browser must support PDF viewing, the PDF file must be optimized (as I discuss in the next chapter), and the Web server must support byte-serving. If all these conditions are met, the PDF file downloads a page at a time. The download begins with the first page and view set in the document's Open Info fields (as I discuss in Chapter 6) and displays in the Web browser window, as shown in Figure 15-1.

Notice in the figure that the Acrobat controls are part of the Netscape Navigator window. This type of document viewing in a browser is known as inline viewing. The user can browse the PDF as though the document resided on his or her system or network drive. With this approach, the Internet server sends only the page or pages the user requests.

This page-at-a-time stuff is great for speed, but it does not download and save the entire PDF for you, in case you wanted to read more of it (or print it) later. You can, however, capture the entire file to your hard disk by turning on the Allow Background Downloading of Entire File. To do so, follow these steps:

  1. From your Web browser, choose File-->Preferences.
  2. Select General.
  3. Select the Allow Background Downloading of Entire File option to turn it on.
  4. Click OK.

The page-at-a-time process is possible only when users have Acrobat Reader (or Exchange) 3, their browser supports the Acrobat 3 browser plug-in, and the PDF has been optimized in Exchange 3. (You see how to optimize the PDF in Chapter 16.) Also, the server on which the PDF resides must be running an Internet server that supports byte-serving. For a list of current browsers and servers compatible with this byte-serving application, point your Web browser to http://www.adobe.com/special/acrobat/moreinfo.

When you install Reader (or Exchange), the installation application usually finds your browser and installs the proper configuration. If you move or reinstall your browser, however, you may need to install the plug-in again. In these cases, you can install the browser plug-in from the Acrobat installation disks or CD-ROM by copying the plug-in into your browser's Plug-ins folder. In Windows, copy the NPPDF32.dll (Windows 95) or NPPDF16.dll (Windows 3.1) file into your browser's Plug-ins folder. On a Mac, copy the PDFViewer plug-in to your browser's Plug-ins folder. On both platforms, your browser must be Netscape Navigator or Microsoft Internet Explorer compatible.

Non-byte-serving inline viewing

With the non-byte-serving inline viewing option, the PDF still displays as an inline document, as shown in Figure 15-1, but you don't get the benefit of page-at-a-time downloading. Users must wait for the entire file to download before they can start viewing the PDF. In this scenario, the browser supports PDF viewing, but the PDF file is not optimized or the server does not byte-serve files. If this is your situation, remember that the PDFs should be relatively small -- users don't like to wait on the Web.

I find that the PDF file size for non-byte-serving applications can be rather large, taking as long as 10 minutes to download (between 2 and 4MB over a 28.8 bps modem). You can get away with this as long as the user considers the information in the document important enough to wait that long. Maybe that's not much help. My advice is to keep your PDFs as small as possible. Break large information into small chunks and resample graphics downward, as I discuss in Chapter 16.

An Acrobat viewer as a helper application

In the third scenario, Exchange or Reader is configured as a helper application for the browser. In this case, either the users don't have a browser that supports viewer plug-ins or they are using a version of Reader or Exchange before 3.0. The entire PDF file downloads to the user's machine, and the Acrobat viewer launches (or spawns) as a separate application, as shown in Figure 15-2.

If you use Microsoft Internet Explorer, there's no need to configure readers and viewers. Internet Explorer uses the Windows registry and OLE to determine how to treat PDFs. Version 3 of Internet Explorer, with its support of ActiveX technology, provides a more sophisticated approach to viewing PDFs, as you see a little later in this chapter. If you are the ultimate authority on your organization's computer system application (or even if they respect your opinion), you might want to have Exchange installed on your network. You get much better results by configuring all your users with Internet Explorer, which Microsoft provides free at http://www.microsoft.com.

Installing Reader or Exchange as a helper application in Netscape Navigator

When you install Reader or the Acrobat package, the installation program usually finds Netscape Navigator, determines the version, and installs the viewer in the optimal form for your version of the software. This doesn't always work, though. Or perhaps you installed Netscape Navigator after you installed Acrobat.

In any case, you can install Reader as a helper application at any time by following these steps:

  1. From Netscape Navigator, choose Options-->General.

    The Preferences dialog box appears.

  2. Click the Helpers tab.

    The Helpers sheet shown in the figure appears. You set up your Helper applications from this sheet.

  3. Click Create New Type.

    The Configure New Mime Type dialog box appears.

  4. In the Mime Type field, type application.
  5. In the Mime Subtype field, type pdf.
  6. Click OK.
  7. Scroll in the list of helpers, and click on application/pdf to select it.
  8. Click the Browse button.

    The Click Appropriate Viewer dialog box appears.

  9. Go to the folder where Acrobat Reader (or Exchange) resides, select it, and then click Open.
  10. In the Helpers section of the Preferences dialog box, type pdf in the File Extensions field.
  11. In the Action section, select Launch Application.
  12. Click OK.

Now you're ready to use Reader or Exchange as a helper application. Netscape Navigator and Acrobat will do the rest.

Embedded PDFs

Embedded PDFs are certainly the most impressive PDF-in-browser application. An embedded PDF is also the most difficult to achieve, requiring some basic HTML programming savvy. With this scenario, the PDF shows up as an object on the Web page, as shown in Figure 15-3. To take advantage of this application, the user's browser must support PDF viewing, and PDF documents must be embedded in an HTML page, allowing the PDF file to display in part of the browser window rather than in a full window.

With an ActiveX browser, such as Internet Explorer, that supports navigating through the document in the partial window, users can navigate PDFs in place, right on the page, using either the toolbar or navigational links built into the PDF (as I discuss in Chapter 6). Netscape Navigator-compatible browsers can display the PDF document within an HTML page but require a link to a full-window view (in Reader or Exchange) for navigation. If users attempt to navigate the PDF, they are automatically switched to the viewer application. An exception is a link to a URL (Web location), which you can include in the HTML code for embedding. Clicking on hypertext links in the PDF sends the browser to the new World Wide Web location. (You can find information on this type of linking on page 266 of the Exchange Online Guide.)

Publishing PDFs on the World Wide Web

As a World Wide Web designer, I realize that for people who don't have an understanding of the Internet, it seems a lot like black magic. The reality is that Hypertext Markup Language (HTML) publishing, which is the type of document displayed in browsers on the Web, has an easy layout procedure, especially now that so many HTML page layout packages are available.

In the preceding section, you found out about the four viewing scenarios for PDFs on the Web. You'll be happy to know that the first three are all achieved in the same way. How they are treated in the browser depends solely on the browser your users use for accessing the Web. The fourth application, embedding the PDF directly on the HTML page, is a bit more difficult, requiring you to add coding directly to the HTML source, or page.

The two methods for making PDFs navigable on a Web page are creating a URL link and embedding. The following sections look at each procedure in detail.

Creating an HTML link to a PDF

If you have experience laying out Web pages, this discussion will make perfect sense to you. If not, you should find out about HTML pages before reading on. Otherwise, you might suffer from techno-overload.

To create a link to a PDF on the Web, you make calls (create codes) to a PDF the same way you make calls to a URL, or location: with the A HREF code. To link to IDG Books Worldwide, for example, your code would look like this:

<A HREF="http://www.idgbooks.com">Click Here to Go to IDG Books Worldwide</A>

All the users see is the bold text, displayed as a hyperlink. The same call to a PDF looks like this:

<A HREF="http://www.dock.net/pdfs/userhelp.pdf"> Help Manual</A>

All the users see in the Web page is the clickable link, Help Manual. When they click on the link, the PDF begins downloading and, depending on their browser and configuration, is displayed in their browser or in a helper application window.

Creating URL links inside PDFs

In addition to creating links in HTML pages to PDFs, you can create links inside PDFs to Web pages and other PDFs on the Web. You do not achieve this with HTML coding on a Web page. Instead, this magic is performed in Exchange.

To create a link to any Web page or PDF living on the Web, follow these steps:

  1. Open the document in which you want to create a URL link.
  2. Go to the page containing the text or graphic you want to make hot.

    I discuss creating links in Chapter 6.

  3. Select the Link tool.
  4. Drag a link rectangle around the text or graphic you want to make hot.

    This displays the Create Link dialog box.

  5. Make the desired changes to the link rectangle.

    I discuss changing link rectangles in Chapter 6.

  6. From the Action Type list, select World Wide Web Link.
  7. Click the Edit URL button.

    The Weblink Edit URL dialog box appears.

  8. Type the URL.
  9. Click OK.

    The Weblink Edit URL dialog box closes and the Create Link dialog box appears.

  10. Click Set Link.

That's it. Now, whenever users click the link, their browser will hop over to the URL you defined in the link. Too easy, huh?

As in PDFs, links can be made from either text or graphics. Believe it or not, we used to do all of this coding by hand, in text documents, as shown in Figure 15-4. Nowadays, these kinds of links are usually set up in an HTML layout program, such as Claris Home Page, Adobe PageMill, or Microsoft Front Page. In Figure 15-5, I'm creating a link to a PDF in Claris Home Page.

Easy enough, right? No? If you're finding this discussion way over your head, check out a good book on HTML, such as HTML For Dummies®, 2nd Edition, by Steve James and Ed Tittel (published by IDG Books Worldwide, Inc.).

Embedding PDFs in Web pages

To embed PDFs in Web pages, you use the HTML code <EMBED>. In Internet Explorer, you can also use <OBJECT>. The results you get depend on the browser. Netscape Navigator 3, for example, displays the first page of the PDF, without the toolbar and other navigation tools. Internet Explorer, on the other hand, uses the settings you set in the Open Info dialog box when creating the PDF. (I discuss the Open Info dialog box in Chapter 7.) It displays the page, view, and interface settings saved with the PDF.

In addition, you cannot navigate the PDF on the Netscape Navigator page, but you can in Internet Explorer. (When you click an embedded PDF in Netscape, the viewer application -- Reader or Exchange -- comes to the forefront and allows you to navigate the PDF.)

In the HTML source document, the <EMBED> code looks like this:

<EMBED SRC="http://www.rsi-save.com/save.pdf" WIDTH=75% HEIGHT=75%></EMBED>

The Height and Width variables allow you to control the size of the PDF in the Web page. In this example, I designate the size using percentages, but you can also use pixels (HEIGHT=300, WIDTH=200). I prefer percentages because the size of the PDF on the page is determined by the size of the browser window. If your users resize the window (or if they are using different monitor resolutions), the embedded PDFs resize accordingly. This method also ensures that Internet Explorer displays the entire toolbar and all the controls.

In addition to adding the codes to the source file with a text editor, you can also embed them in your HTML pages with some Web page layout programs, as shown in Figure 15-6, as long as you know how to use the layout software. This method can be easier than coding the PDF object by hand.

The discussion on publishing PDFs on the Web may seem short, sweet, and too simple. But this really is all you need to know to get you PDFs to work on the Internet. You can find supporting information, such as design issues and form application programming, on Adobe's Web site. Try this: While connected to the Internet, from inside Exchange, choose Help-->Adobe on The Web-->Tips and Tricks. You find a bunch of valuable stuff on these Web pages.

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