Using the DocConverter Plugin for Microsoft SharePoint

Transcription

1 Using the DocConverter Plugin for Microsoft SharePoint ActivePDF DocConverter Document Number: D Rev B

2 2015 by ActivePDF, Inc. All rights reserved. This manual, and the software described in it, is furnished under a license agreement. No part of this manual may be produced or transmitted in any form or by any means, electronic or mechanical, including photocopying and recording, or otherwise, without the prior, written permission of ActivePDF, Inc. Trademarks ActivePDF DocConverter is a trademark of ActivePDF, Inc. All rights reserved. Microsoft, SharePoint, Windows, Word, Excel and PowerPoint are either registered trademarks or trademarks of Microsoft Corporation in the United States and other countries. Other product and brand names may be trademarks or registered trademarks of their respective owners. Documentation Disclaimer Information in this document is subject to change without notice and does not represent a commitment on the part of ActivePDF. ActivePDF assumes no responsibility or liability for any errors or inaccuracies that may appear in this manual. ActivePDF, Inc GO.TO.PDF sales@activepdf.com Using the ActivePDF DocConverter Plugin for Microsoft SharePoint 2

3 Using the DocConverter Plugin for Microsoft SharePoint Introduction This document explains how: To access the DocConverter Plugin for SharePoint, on page 3 To convert documents to PDF, on page 4 To convert a PDF to PDF/A for long-term archiving, on page 7 To Convert a PDF to a Microsoft Word document, on page 7 Installation and configuration information for the DocConverter Plugin for Microsoft SharePoint is available on line: dc_sharepoint_installing_d pdf ActivePDF 's DocConverter Plugin for SharePoint converts documents directly from your SharePoint site. The following document formats and conversion types are supported: From Microsoft Word (.doc,.docx) Microsoft PowerPoint (.ppt,.pptx) Microsoft Excel (.xls,.xlsx) Text (.txt) PDF (.pdf) To PDF, PDF/A PDF, PDF/A PDF, PDF/A PDF, PDF/A PDF/A Microsoft Word To access the DocConverter Plugin for SharePoint 1. Point to the document that you want to convert. 2. Click the arrow that appears. 3. Click one of the options from the Convert Document menu. Using the ActivePDF DocConverter Plugin for Microsoft SharePoint 3

4 To convert documents to PDF The image below shows the selection of the Word To PDF submenu option for a Microsoft Word document. Figure 1 The Convert Document menu for Word to PDF To convert documents to PDF 1. In your document library, right-click the document to convert. 2. From the shortcut menu select the appropriate option from the menu choices: - Convert Document > Word To PDF - Convert Document > Excel To PDF - Convert Document > PowerPoint To PDF - Convert Document > Text To PDF Figure 2 Figure 2: General Settings for PDF conversions. Using the ActivePDF DocConverter Plugin for Microsoft SharePoint 4

5 To convert documents to PDF 3. Type a File name for the output file. Do not add an extension (such as.pdf) to the file name. The extension is automatically added by the DocConverter Plugin for SharePoint. 4. Select or clear the following check boxes: - Linearize PDF When selected, the output PDF is linearized, or web optimized, which results in faster loading of PDFs that are intended for online viewing. Regardless of this setting, DocConverter compresses text and simple line drawings to reduce file size. - PDF/A Compliant Output When selected, PDF output is created using PDF/A standardcompliant settings, overriding any non-compliant settings. This document format is suitable for long-term archiving, as defined by the ISO standard. If PDF/A is selected, you are unable to set security options for the output PDF. This is necessary for compliance with the PDF/A standard. 5. Complete the Document Info, including the Title, Subject, Author and Keywords (separate multiple keywords with commas). Document Info appears in the document properties of the output PDF, and is useful for indexing and searching. 6. To secure the output PDF so that it is not opened by unauthorized users: a. Select the Require a password to open the document check box. b. Type the Password required to open the output PDF. c. Type it again in Confirm Password. 7. To restrict access to specific functions and prevent unauthorized users from changing security settings, select the Require a password to change security settings and access specific functions check box, and then do the following: Using the ActivePDF DocConverter Plugin for Microsoft SharePoint 5

6 To convert documents to PDF a. Type the Password required to change the security settings in the output PDF, and then type the password again in Confirm Password. b. Select a Printing Allowed option: None, Low Resolution, or High Resolution. c. Select a Changes Allowed option: - None No changes to the output PDF are allowed. - Creating, inserting, deleting, and rotating pages Allows document assembly in the output PDF. - Filling in form fields and signing Allows form filling and digital signatures in the output PDF. - Commenting, filling in form fields and signing Allows annotations (notes), form filling and digital signatures in the output PDF. 8. Select or clear the following options depending on whether this document may be read by a screen reader: - Enable copying of text, images, and other content Allows copying of images, text and other content, while enabling access to the text for screen reader technology. - Enable text access for screen reader devices for the visually impaired Restricts users from copying content, while enabling access to the text for screen reader technology. If you are creating documents that may be used with a screen reader, enable one of the options above. This allows the screen reader to access the content for reading aloud. 9. Click Convert. Your document is submitted for conversion. Document conversions may take anywhere from a few seconds to several minutes to complete, depending on the document and your SharePoint environment. You will not see a progress bar. 10. Click your browser s Refresh or Reload button. The output PDF appears in the same library as the original document. Using the ActivePDF DocConverter Plugin for Microsoft SharePoint 6

7 To convert a PDF to PDF/A for long-term archiving To convert a PDF to PDF/A for long-term archiving 1. In your document library, right-click a PDF document, and then select Convert Document > PDF To PDF/A. 2. Type a File name for the output PDF. Do not add an extension (such as.pdf) to the file name. the extension is automatically completed by the DocConverter Plugin for SharePoint. 3. Click Convert. Your document is submitted for conversion. Document conversions may take anywhere from a few seconds to several minutes to complete, depending on the document and your SharePoint environment. You will not see a progress bar. 4. Click your browser s Refresh or Reload button. The output PDF/A document appears in the same library as the original PDF. To Convert a PDF to a Microsoft Word document 1. In your document library, right-click a PDF document, and then select Convert Document > PDF To Word. 2. Type a File name for the output document. Do not add an extension (such as.doc) to the file name. The extension is automatically added by the DocConverter Plugin for SharePoint. 3. Click Convert. Your document is submitted for conversion. Document conversions may take anywhere from a few seconds to several minutes to complete, depending on the document and your SharePoint environment. You will not see a progress bar. 4. Click your browser s Refresh or Reload button. The output Word document appears in the same library as the original PDF. Using the ActivePDF DocConverter Plugin for Microsoft SharePoint 7

8 To Convert a PDF to a Microsoft Word document Using the ActivePDF DocConverter Plugin for Microsoft SharePoint 8