PDF with Acrobat 5: Visual QuickStart Guide

PDF with Acrobat 5: Visual QuickStart Guide

by Jen Alspach, Ted Alspach, Jennifer Alspach
     
 

We've all been there. You receive a document in email that won't print correctly because it was created with fonts not installed on your system, or the file is a QuarkXPress document and you use PageMaker. Adobe's Portable Document Format (PDF) was designed to alleviate that frustration, and it's quickly become the cross-platform standard. If you need to send,

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Overview

We've all been there. You receive a document in email that won't print correctly because it was created with fonts not installed on your system, or the file is a QuarkXPress document and you use PageMaker. Adobe's Portable Document Format (PDF) was designed to alleviate that frustration, and it's quickly become the cross-platform standard. If you need to send, annotate, and receive documents that retain fidelity to their formatting, you need PDF with Acrobat 5: Visual QuickStart Guide. Author Jen Alspach takes a task-based, visual approach to teaching Acrobat, using pictures to guide readers through the basics of creating PDF files with Acrobat 5, adding annotations, creating forms, viewing PDFs online, and using Acrobat with Adobe Illustrator and InDesign. Acrobat 5.0's new features, including digital signatures, batch processing, customizable toolbars, and increased security options are also explained throughout this book.

Product Details

ISBN-13:
9780201741445
Publisher:
Peachpit Press
Publication date:
08/31/2001
Series:
Visual QuickStart Guide Series
Pages:
304
Product dimensions:
6.90(w) x 8.80(h) x 0.80(d)

Related Subjects

Read an Excerpt

Excerpt from
Chapter 2:

Acrobat Reader in Depth

Now that you've mastered the basics of Acrobat Reader, it's time to move on to some of the more advanced features that make Reader such a wonderful tool for viewing documents.

Often you'll want to go beyond simple document navigation and viewing, to such things as searching a document for a text string, copying text or an image, or even changing the many preference options that Reader provides.

This chapter takes you on a tour of Acrobat Reader's nitty-gritty details, so you can make this amazing software work for you!

Looking at Document Properties

Each PDF document has certain information associated with it; this data is known by the umbrella term "Document Properties." It may tell you when the document was created, what application created it, or when it was last modified. Contrary to what Acrobat Reader Help says, you cannot modify any of a PDF file's Document Properties within Reader.

Acrobat Reader groups Document Properties into three classes: Document Summary Document Fonts, and Document Security. To read the Document Summary for the current document:

1. Choose File >Document Properties > Summary
or
Press Ctrl+D (Windows) or Command-D (Mac).
or
Choose Document Summary from the Document Pane menu (Figure 2.1). The Summary dialog box appears (Figure 2.2). It displays various information and includes five text boxes: Title, Subject, Author, Keywords, and Binding. These boxes can be edited only within Acrobat, not in Reader.

2. To close the Summary dialog box, click OK or Cancel.

The Document Summary

For the most part, the Document Summary contains information pertaining to the origin of a PDF file-details like its title and date of creation, the software used to create the original document, and a subject and keywords (if the author bothered to define them).
  • File shows the PDF document's filename and path (location on the computer).
  • Title is the title of the document-which is not necessarily its filename.
  • Subjectdescribes the document's topic; it has to be added by the creator of the PDF file.
  • Author is the original creator of the document (Acrobat adds this to the file automatically).
  • Keywords are terms you can use for searches; they are added by the PDF file's creator.
  • Binding affects the display of pages in the Facing Pages-Continuous layout. (PDF files using Western languages use Left Edge binding, while right-to-left lanuages like Hebrew use Right Edge binding.)
  • Creator is the application used to create the original document from which the PDF file was made.
  • Producer is the software used to change the original document to a PDF file. Created is the date that the PDF document was generated.
  • Modified refers to when the PDF file was last changed.
  • File Size is the size of the PDF file; it can change as the file is modified or optimized.
  • Security is the security options that were set for the PDF file. These may include requiring a password for altering the document, printing it, copying its content, authoring comments, filling in form fields or signing the document.
  • PDF Version is the version number of the software used to generate the PDF document.
  • Fast Web View refers to Acrobat 5's ability to structure PDF files so that they can be read one page at a time with a Web browser and the Acrobat Reader plug-in. If this option is set to No, the entire file must be downloaded before it can be read.
  • Page Size gives the dimensions (width x height), in inches, of the PDF file if it were printed.
  • Tagged PDF lets you know if the file has been "tagged." A tagged PDF document retains information about its structure, to simplify repurposing the file for other media.
  • Number of Pages indicates how many pages a PDF document contains.

To determine the fonts used in a PDF document:

1. Choose File >Document Properties >Fonts (Ctrl+Alt+F/Command-Option-F), or choose Document Fonts from the Document Pane menu.,P. A list of all fonts used in the document up to this point appears in the Font Info window (Figure 2.3).

2. Click the List All Fonts button to see an expanded list of fonts that includes all fonts used in the entire document (Figure 2.4).

Many of the parameters shown in the Document Security window will be of interest only to users of the full Acrobat program. However, Acrobat Reader users should acquaint themselves with a few of them.

To check document security:

  • Choose Document Security from the File menu (Ctrl+Alt+S/Command-Option-S) or from the Document Pane menu. The Document Security window will appear (Figure 2.5).
    • Printing indicates whether the author of the PDF document has withheld permission to print a document or will allow printing only at low resolution.
    • Content Copying or Extraction shows whether the author has prohibited readers from selecting or copying text or graphics in the PDF document.
    • Form Field Fill-in or Signing determines whether users can type data into form fields or sign documents digitally.
    • Content Accessibility Enabled determines whether users can change Accessibility Preferences of a cj document.

      Selecting Text and Graphics

      Before you can do anything with text or graphics in a PDF document, you first need to know how to select them. Acrobat Reader offers two tools for selecting text and one for selecting graphics.

      To select text using the Text Select tool:

      1. Choose the Text Select tool on the Basic Tools toolbar (Figure 2.6), or press V

      2. Holding down the mouse button, drag the cursor over the text you want to select (Figure 2.7). Note that the Text Select tool selects entire words at once-there is no way to select just part of a word.

      The Text Select tool has a limitation: If your selection extends any distance vertically, you may end up selecting parts of the page you don't want. Say you want to select part of one column in a table. As you drag downward, you end up selecting everything on the same horizontal level as your cursor (Figure 2.8).

      Fortunately Acrobat provides a second textselection tool to take care of such situations

      . To select text using the Column Select tool:

      1. Choose the Column Select tool from the Basic Tools toolbar (or press Shift-V). You'll find it by clicking the More Tools arrow to the right of the Text Select tool (Figure 2.9).

      2. Holding down the mouse button and dragging diagonally across the document, draw a rectangle around the text you wish to select (Figure 2.10).

      Tips

    • Shift-V toggles between the two textselection tools; so if Column Select is already active, pressing Shift-V switches you back to the Text Select tool.
    • While using either text-selection tool, switch temporarily to the other by pressing and holding down Ctrl (Windows) or Option (Mac).

      To select all text on a page:

    • Choose Edit >Select All (Ctrl+A/ Command-A). The Select All command selects the text if the document is displayed in Continuous or Continuous-Facing mode.

      While selecting text in Acrobat Reader is a pretty straightforward affair, selecting graphics is not. In fact, you never actually "select" graphic elements. Instead, you take a screenshot of part of the PDF document (which can include graphics) using Reader's Graphics Select tool.

      To select graphics:

      1. Click the Graphics Select button on the Basic Tools toolbar (Figure 2.11), or press G.

      2. Holding down the mouse button, drag the Graphics Select tool over the area that you would like to select (Figure 2.12). A dashed-line rectangular border will appear around the selected area.

      To deselect all selected text or graphics:

    • Choose Edit >Deselect All (Ctrl+Shift+D/ Command-Shift-D). To copy selected text or graphics:

    • With either text or graphics selected, choose Edit >Copy (Ctrl+C/Command-C). The text or graphics selection will be copied to the Clipboard and is then available for pasting into another application.

      Tip

    • Windows only: To make sure you've actually copied the right material, you can check the contents of the Clipboard by choosing Window >Show Clipboard.

      Read More

  • Meet the Author

    Jen Alspach has written many computer books, including Teach Yourself Photoshop 5.0/5.5, Photoshop and Illustrator Synergy Studio Secrets, and Illustrator 7 Complete. This is her first book for Peachpit Press.

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