Adobe Acrobat DC Spring 2015

Transcription

1 Adobe Acrobat DC Spring 2015

2 Table of Contents TABLE OF CONTENTS Introduction... 3 Create PDFs... Error! Bookmark not defined. From MS Word 2013 via the Acrobat Add-on Button... 4 Using Adobe Acrobat DC... 4 Create From File... 4 Create from scanner... 4 Create from a webpage... 5 Create PDF from Clipboard... 5 Combine Files into a Single PDF... 5 Organize Pages Tool... 6 Rearrange Pages... 6 Extract Pages... 6 Insert pages... 6 Add pages from an existing PDF file... 6 Remove pages... 6 Edit PDF Tool... 6 Edit Text... 7 Add Text... 7 Add Image... 7 Add or Edit Links... 7 Insert Headers and Footers... 8 Adding Comments to PDFs... Error! Bookmark not defined. How to add an annotation... 9 Protecting Your Document Restrict editing of a PDF The Redact Tool Redaction Sanitize Document Accessibility... 12

3 INTRODUCTION Adobe Acrobat DC is a product from Adobe that is designed to generate and edit PDF documents, create and track PDF forms, encourage sharing and reviewing of documents as well as creating secured documents using encryption or enabling redaction of sensitive information. PDF stands for Portable Document Format. It is a popular format that is supported across different platforms such as Windows, Mac and Linux. It usually creates smaller files than the equivalent documents in Microsoft Office. It is a popular format for people to access via the web. This guide provides basic steps to use the main features in Adobe Acrobat DC. 3

4 HOW TO CREATE A PDF From MS Word 2013 via the Acrobat Add-on Button 1. Click Acrobat on the menu bar 2. Click Preferences from the toolbar 3. Check the following settings: 1. Click Create PDF 2. Choose a file location and name 3. Click save Using Adobe Acrobat DC PDF files can be created in Adobe Acrobat. There are a variety of methods, each available from File>Create menu. Choose: 1. PDF from Scanner 2. PDF from web page 3. PDF from clipboard 4. Combine files into a single PDF 5. Etc. CREATE FROM FILE 1. Choose File > Create > PDF from File 2. Select the file to be converted 3. Click Open CREATE FROM SCANNER 1. Set up the scanner and place document in scanner ready to be scanned 2. Choose File > Create > PDF From Scanner 3. Choose type of document being scanned 4. Choose options required, e.g. which scanner, make searchable 4

5 5. Click the Scan button CREATE FROM A WEBPAGE 1. Choose File > Create > PDF from Web Page 2. Type in the URL of the web page you wish to create 3. If you wish to capture multiple levels of the web site (or the whole site) click to capture Multiple Levels and choose the options required 4. Click the Create button. 5. From the File menu, select Save As to save your PDF CREATE PDF FROM CLIPBOARD This option will create a PDF file from whatever was last copied to the clipboard. This includes text and pictures, as well as screen prints. 1. Copy the information you would like to be saved to PDF to your clipboard 2. Choose File > Create > PDF From Clipboard 3. From the File menu, select Save As to save your PDF COMBINE FILES INTO A SINGLE PDF Different files and different types of files can be combined into one PDF. For example: PowerPoint presentation slides, Excel spreadsheets, Word documents and PDFs can be merged to make one PDF file. 1. Choose File > Create > Combine Files into a Single PDF 2. Drag the files you would like to merge into the window, or use the Add Files option to browse to the file location. 3. Click the Options button 4. Check Always enable accessiblity and reflow and click OK 5. Click the Combine Files button 5

6 ORGANIZE PAGES TOOL The Organize Pages Tool thumbnail view provides an overview of your document and enables you to work on your document from a page level. For example, you can reorder pages, add pages or remove pages. Recta Rearrange Pages Rearrange the order of the pages by simply dragging them to the new position. Extract Pages To extract a single page or multiple pages: 1. Click the pages you would like to extract, holding down the CTRL or SHIFT keys to select multiple pages. 2. Choose whether you would like to delete the pages after extracting, or if you would like all selected pages to be extracted into separate files (the default is to extract them to a single file) 3. Click Extract Insert pages Pages can be added into your PDF document from another file, from the clipboard, or from a scanner. You can also insert blank pages. To insert pages: 1. Click Insert 2. Choose from: File, Clipboard, Scanner, Web Page, or Blank page 3. From the dialog box, choose where you would like the page inserted (before/after page number) 4. Click OK Add pages from an existing PDF file 1. Navigate to the page where you would like to insert pages from an existing file 2. From the Tools panel, in Pages section, click the Insert from File option 3. Choose the location of the pages to be added 4. Click OK Remove pages 1. Select the page to be removed 2. DeleteEdit PDF Tool 6

7 Adobe Acrobat provides basic text editing tools. It is recommended that a PDF is edited in the original application (as more editing features will be available) then be converted to a PDF. The Edit PDF Tool provides basic features for last minute editing. Once this button is selected, all text paragraphs and images (on the current page) are selected in boxes. The text and images can be changed in their boxes such as reformatting, typing extra text, moving, resizing images. Edit Text 1. Click the Edit button 2. Highlight the text you wish to edit 3. Delete or type new text 4. Choose the desired options from the right hand formatting pane Add Text 1. Click the Add Text button 2. Click and drag to insert a text box 3. Choose the desired options from the right hand formatting pane 4. Type your text and reposition the bounding box as desired Add Image 1. Click the Add Image button 2. Locate image and click Open 3. Drag the image to place it in the document, click to release 4. Resize, Rotate, Flip, Crop, etc. the image if required using the Objects panel on the right Add or Edit Links 1. From the Tools panel click Link, then click Add or Edit Link 2. Existing links will be highlighted, or you can drag a selection box around existing text to create a new link 3. Choose how the link will appear with a visible/invisible rectangle surrounding it 4. Choose the Link Action a. Go to a page view this option will enable the user to navigate to a certain area in the document and zoom to a required level b. Open a File browse the computer to select the file that you want the user to view when the link is selected c. Open a Web Page type in the required web page URL to open, when the user selects the link d. Custom Link use this option to customize the link further, e.g. to play a sound or video or open document. e. Click the Next button 7

8 Insert Headers and Footers 1. Click Add Header & Footer 2. Choose to Replace Existing header/footer if prompted 3. Fill in as required 4. Click YES to remove the Headers and Footers 8

9 COMMENT TOOL Adobe Acrobat DC provides a number of markup tools that can be used when reviewing a PDF document. These include: Sticky note Highlighter Text tools Underline and strikethrough Insert, etc. Use the Commend pane to view comments, filter comments, or delete comments from a document How to add an annotation From the Comments panel, click an annotation tool At the required location, click in the document Add comment as required Click elsewhere in the document see the annotation appear on the Comments List and as an icon in the document 9

10 PROTECT TOOL You can limit access to a PDF by setting passwords and by restricting certain features, such as printing and editing. However, you cannot restrict saving copies of a PDF. The copies have the same restrictions as the original PDF. Restrict editing of a PDF You can prevent users from changing PDFs. The Restrict Editing option prohibits users from editing text, moving objects, or adding form fields. Users can still fill in form fields, sign, or add comments. 1. Protect > Restrict Editing. 2. If you receive a prompt, click Yes to change the security. 3. Type the password in the corresponding field For more detailed instructions and other protection options, see Securing PDFs with Passwords from Adobe. 10

11 REDACT TOOL Sometimes it is necessary to remove sensitive information from a document. Redaction is the permanent deletion of data (such as words, paragraphs, charts, images) from documents. Adobe Acrobat DC provides Redaction tools to black out and remove content. Adobe Acrobat also provides a remove hidden information feature so that sensitive information is not inadvertently passed along when you publish your PDF. This feature removes hidden content from your document, such as hidden text, links, metadata, comments and attachments. When you run the remove hidden information feature you will be able to choose what is removed e.g. you may wish to keep the links intact in your document. Redaction 1. Choose Redact, then Mark for Redaction 2. Select the text or objects you would like to redact dragging the cursor over them, which will result in a red box being drawn around the objects 3. To black out and remove marked content, click the Apply button 4. If you are sure you want to continue, click OK 5. If prompted to find and remove hidden information in your document, click Yes 6. Acrobat will list potential items for redaction on the left panel. 7. Check or uncheck the box next to each item to redact or keep (when in doubt, keep) Sanitize Document The Sanitize Document feature removes hidden data and metadata from your document so that sensitive information is not inadvertently passed along when you publish your PDF. This removes a lot of information such as metadata, review and comment data etc. Before you click OK please read the list of information it intends to remove. If you have links or annotations/comments in your document that you wish to keep, do not proceed. 1. Click Redact, then click Sanitize Document 2. Read the Sanitize Document message 3. If you are happy for all the listed information to be removed, click OK 4. Choose save location and choose a new filename for the sanitized document 5. Click Save 11

12 ACCESSIBILITY Run the Action Wizard 1. If you don t see the Action Wizard in the right panel, click the Tools menu and then click Action Wizard to open it (or add it to your right pane if you wish.) 2. Choose Make Accessible from the Action List 3. Work your way through the list by clicking each action and following the instructions to: a. Add document title and description b. Set document open options c. Recognize text in scanned document d. Set tab order e. Set language f. Set image alt text g. Etc. 4. Run Accessibility Full Check Run Accessibility Full Check 1. If you don t see the Accessibility Tool in the right panel, click the Tools menu and then click Accessibility to open it (or add it to your right pane if you wish.) 2. If needed, run the Set Alternate Text tool to check for missing alt text on images and objects 3. Run the Setup Assistant to set options for screen reader optimization 4. Click Full Check 5. Review Accessibility Checker error report and correct errors. For help with errors, right click and choose Explain for a description of the error and ways to correct it. Correcting Accessibility Errors While Adobe Acrobat DC does allow for correction of accessibility issues, it is important to note that accessibility errors such as missing alt text, improperly formatted headings, errors in table formatting, etc. should be corrected in the original source document (ex. the Word document). ADOBE ACROBAT DC TUTORIALS Get to know the Acrobat DC interface (04:08) Create PDFs from Microsoft Office (text) Verify PDF Accessibility (text) Edit Text and Images in PDFs (05:07) Edit Scanned Documents (02:32) Insert and Organize Pages in a PDF (text) Combine Documents into a single PDF (text) Add Sticky Notes or Other annotations (10:20) Secure a PDF with Permissions (text) 12