Adobe Acrobat Professional DC Tutorial

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1 Adobe Acrobat Professional DC Tutorial

2 ADOBE ACROBAT Adobe Acrobat is a software program used to create forms, manuals, online book pages, maps and drafted images, that can be uploaded to a website, and then downloaded by site visitors. Documents created in Adobe Acrobat can be viewed as Portable Document Files (PDF) in Adobe Acrobat Reader. After viewing the document, one can create a PDF and possibly make that a part of another file. PDF files are designed to be viewed and edited on both Macs and PCs. PDF s can be easily printed. This tutorial will not only help you to create Portable Document Files but will also assist you in navigating through your document. Follow the links below to learn how to view and create documents in Adobe Acrobat DC. In this tutorial, you will learn the following: TABLE OF CONTENTS 1. Getting Started Pg Choosing Toolbar Pg Zooming Pg Viewing Pg Page Layout and Orientation Pg Creating PDF Files Pg Combining Multiple Files Pg Using Bookmarks Pg Document Properties Pg Creating a Form Pg Embedding Fonts Pg. 16 2

3 1. GETTING STARTED 1. The documents that you will bring into this program are called Portable Document Files (PDF). To open a PDF file for viewing, follow these steps: 1. Launch Adobe Acrobat. If you are using a Mac, double-click the Acrobat icon at the bottom of the screen inside the Dock. If you are using a PC, go to Start (Windows Icon) in the bottom left-hand corner of the screen and find it in the list of programs provided. 2. In the main menu, go to File > Open (Fig. 1). Fig.1 2. CHOOSING TOOLBAR There are two ways to turn your toolbar options on or off. METHOD 1: 1. In the menu items across the top of the screen, click View > Tools (Fig. 2) 2. Choose which tool you would like to work with from the list. Fig. 2 3

4 2. CHOOSING TOOLBAR (Continued) METHOD 2: 1. On your screen click on Tools in the upper left of the screen (Fig. 3). This will allow you to view the icons shown below. Click on the icon pertaining to the tool you want to use. For example, if you are creating a new PDF, click on that icon which is indicated by the blue arrow below. If you need to see more icons, use the scroll bar indicated by the red rectangle shown below. Fig. 3 4

5 3. ZOOMING There are two ways to zoom in and out in your document. Choose one of the following ways: 1. Click the Control button on a Windows machine or the Command button on a Mac and simultaneously click the plus sign or minus sign on your keyboard. 2. Use the HUD (Heads Up Display) shown in Figure 4. Use the + and bubbles to increase and decrease your view. Fig VIEWING 1. Select the Hand tool indicated by the orange circle from the HUD shown in Figure Click and drag in the document to freely move the viewing area. Fig. 5 You can remove the HUD by right clicking on the gray, top menu bar (Fig. 6). Fig. 6 Unclick Menu Bar indicated by the red square in Figure 7. Fig. 7 5

6 5. PAG E LAYOU T A ND O RI ENTA TI O N If you need to see more than one page of the document at once, you have a variety of view options. 1. Go to View > Page Display (Fig. 8) 2. You can choose from Single Page View (Fig. 9), Single Page with Scrolling, (Fig. 10), Two Page View (Fig. 11) and Two Page View with Scrolling (Fig. 12) Fig. 8 Fig. 9 Fig. 10 Fig. 11 Fig. 12 6

7 6. CREATING PDF FILES Any text document from Microsoft Word, Excel, Notepad or Text Edit can be converted to a PDF. Again, there are two ways you can create a PDF file. METHOD 1: 1. In the main menu, go to File > Create > PDF from File. (Fig. 13) 2. Select the document you wish to convert 3. Click Open. 4. Adobe Acrobat will convert the document and open it for viewing. Fig. 13 METHOD 2: 1. Click on Tools in the upper left of the screen (Fig. 3) on page 4 of this tutorial. Two more options that you can explore are Dragging and Dropping your file from the desktop (Mac users only) and Combining Files. Dragging and Dropping your file is helpful for quickly creating your PDF and Combining Multiple Files helps reduce the amount of files you have by consolidating everything into one. Refer to Fig. 3 and click on the Combining Files icon (Fig. 14). If you would like to someone a picture or snapshot you have made, you can make your file into a PDF so that it can be viewed easily via . Launch Adobe Acrobat Pro DC and use the Create PDF icon. Select Single or Multiple Files and click the blue Create button. Navigate to the place your picture resides on your computer. Go to File > Save As and name your file. Click Save. Fig. 14 7

8 7. COMBINING MULTIPLE FILES If you need to convert several files, for example a Word document and an Excel chart into one PDF you can use the option Combine Files into a Single PDF. To combine files, follow these steps: 1. In the main menu, go to File > Create > Combine Files into a Single PDF (Fig. 15). Fig Navigate to the file you wish to convert. Select the file. Click Add File (Fig. 16). 3. Repeat steps 2 for all the files you need to combine. Fig Once you have all your files, click Combine Files. 5. Now save your new document. 8

9 7. COMBINING MULTIPLE FILES 4. After combing files, if you find that you have pages that are out of order, you can click on the page which makes it blue and move it to the desired page order. If you hover over a page, you will see a clockwise icon (green square), counter clockwise icon (yellow square) and trash can (red arrow). To delete a page, click the Trash Can. To rotate a page to make it landscape click the appropriate rotation icon (Fig. 17). Fig. 17 9

10 8. USING BOOKMARKS 1. Click on the side bar on the left hand side of the document (Fig. 18). Fig.18 Fig. 19 Fig. 20 Fig Next, click on the Bookmark icon indicated by the red square in Fig Then click on the Add Bookmark icon indicated by the red square in Fig Wherever you have the page (top, middle, bottom) when you click the bookmark is where the bookmark will go when clicked. Type the name of that bookmark and hit enter. See Fig Repeat steps 3 and 4 for all other bookmarks. 10

11 9. DOCUMENT PROPERTIES 1. In the upper left menu in Acrobat Professional DC, click on File > Properties. Click the Description tab indicated by the red arrow. You should now see a screen like Figure 22, shown below. Fig Fill in the correct information for the Title, Author, Subject and Keywords. Make sure to separate the keywords with semi colons. Once you have entered all the required information, click OK. 3. Re-save this document to make sure all of the changes are incorporated into your final PDF. 11

12 10. CREATING A FORM Adobe Acrobat Pro can create a form from any type of PDF file. It s just a matter of converting your document from within Acrobat and creating fields with the tools provided. 1. When you open Acrobat Pro DC, click the Prepare Form icon (Fig. 23). 2. Select the PDF that you want to make into a form and click the Start button. If you have boxes for text or lines for text from your Word document, Acrobat Pro will make each of those setions a fill in text box. Fig After conversion, the tray on the right side of your screen will have changed. You will see a list of Fields. (Fig. 24) In this picture the red square indicates the type of field. Pictured, is a Text field. 4. Right click on a field and you will be able to change the Properties, Rename the field, Delete the field and Add a field (Fig. 25). Fig. 25 Fig

13 PROPERTIES: 10. CREATING A FORM (Continued) 1. The first tab you view under Properties is the General tab (Fig. 25). You can name the field, make the field Read Only or Required and change the direction of the text under Orientation. Fig. 25 *TIP: It is important that each field have its own unique name. Otherwise, when you fill out the form, what you type in the field will display in every field with the same name. In the case of a Check Box or Radio Button, it will repeat that indcator in each field of that type with the same name. 2. Next is the Appearance tab (Fig. 26). You can create a border around your field, change the color, adjust the thickness, choose solid, dashed, and more. Also, you can fill in the field with a color, select a font, determine the font size and select a text color. Fig

14 10. CREATING A FORM (Continued) Fig The Position tab (Fig. 27) allows you to adjust the location of the box left or right and make it larger or smaller. You can do the same adjustments by clicking on the field and moving the field or selecting an anchor to make larger or smaller, simliar to how you adjust a picture in Word. *TIP: You can click on the ruler at the top and drag a line down to line up each field horizontally. Similarly, you can click the ruler on the left and drag a verticle line into the document to line up each field. These lines will not appear when you print the document. If the rulers are not displaying in Acrobat Pro DC, go to View > Show/Hide > Rulers & Grids. Fig The Options tab (Fig. 28) has three important functions. The first is Check spelling. The second is Scroll long text which will create a scroll bar to view text that is longer than the size of the text box. The last is Multi-line which will cause the text to create multiple lines and adjust the size of the text to make it all visibile within that text box. 14

15 10. CREATING A FORM (Continued) 5. The Actions tab allows you to implement JavaScript code that you have written for that text box. 6. The Format tab (Fig. 29) can create the text box to be a Phone number, a Number and you control the number of places as well as decimal places, a Percentage, a Date and you choose the date format, a Time and you chose the time format, Special which includes a zip code or social security number as formats and Custom which again would involve writing JavaScript. Fig The Validate tab allows you to implement JavaScript code that you have written for that text box. 8. The Calculate tab (Fig. 30) allows you to add (Sum,) multiply (Product). find the Average, the Minimum, and the Maximum of the fields that you choose. Also, you can write a Custom calculation script using JavaScript. 14 Fig

16 10. CREATING A FORM (Continued) To add a new field, right click in the fields menu on the right and click Add New Fields (Fig. 31). Then select the type of field you want to create. You can also select a field from the Prepare Form toolbar at the top of the your screen (Fig. 32). Fig. 31 Fig Embedding Fonts 1. To embed fonts, you will need the Preflight tool. Go to Edit > Manage Tools shown in (Fig. 33). Fig

17 11. Embedding Fonts (Continued) 2. You should now see the screen in (Fig. 34). Click on the Search as indicated by the red rectangle. Type in Preflight. Fig Select the Print Production icon indicated by the blue rectangle (Fig. 35). Fig

18 11. Embedding Fonts (Continued) 4. The Preflight tool has now been added to the right side of your screen. Click on it and you should see a screen like (Fig. 36). Click on the small triangle next to PDF fixups indicated by the blue rectangle shown below. Fig Once you click on the triagnle next to PDF fixups, you will see a drop down menu. Click on Embed missing fonts indicated by the blue rectangle shown in Figure 37. Then click Analyze and fix signified by the red arrow in the same figure. Fig It will ask to resave the document. Click Yes. You can choose to rename the document at this point or save over the current version. 18

19 12. Embedding Fonts That Will Not Embed 1. If you have trouble with certain fonts that did not embed in the last step, you can click on the Preflight tool and click on the small triangle next to PDF analysis. You should see the screen shown below in Figure 38. Click on List text using non-embedded fonts indicated by the blue rectangle, then click Analyze and fix signified by the red arrow. Fig You will now see the screen shown to the left (Figure 38). It will show you a list of fonts that did not embed and the page numbers. You can click on the first line which makes it turn light blue. Then click the grey Show button. Acrobat will take you to the page where the problem is and will indicate the problem with blue dashed lines shown in Figure 39 below. Fig. 40 Fig

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