Adobe Acrobat Professional

You can make your PDF document more interactive and easy to navigate by adding clickable links within it. For example, if you reference a resource to back up one of your claims, a clickable link to the site that contains the data will allow your viewer to quickly verify the information, then continue reading. You can create PDF word links either directly in Adobe Acrobat Professional or by adding the links to your document in a word processing program like Microsoft Word, then converting it to PDF format.

Adding Links in Acrobat

1. Step 1

   Open your PDF document in Adobe Acrobat.

2. Step 2

   Choose the “Link Tool” button from the Acrobat main menu (“Tools” then “Link”). This might also appear as a chain link on a toolbar underneath the main menu.

3. Step 3

   Draw a box around the text you want to make into a link using the link tool. Simply click and drag the cursor so that a box forms around the words.

4. Step 4

   Select “Word Wide Web Link” from the “Action” drop down list. Type in the URL where you want the user to visit when he clicks the link.

5. Step 5

   Click “Set Link” to confirm the link. Repeat this action for all of the text in your PDF document and then save it. Each link will open in its own separate browser when clicked.

Adding Links in Microsoft Word

6. Step 1

   Compose your document in Microsoft Word as you would normally. You must have both Word and Acrobat 5.0 Professional or later installed on your system, with an “Acrobat” tab displayed on your Word toolbar (it is added there when you install Acrobat to your computer).

7. Step 2

   Use your cursor to select the text you want highlighted with a link. Click “Insert” then “Hyperlink” on the Word main menu (this may appear as an icon that looks like a Globe with a link at the bottom). A dialog box appears.

8. Step 3

   Type the full URL address where you want the user to visit when he clicks the link into the “Address” section of the dialog box.

9. Step 4

   Click “Target Frame.” Click the drop down list to select how you want the link to appear–in its own new window or the same window. Click “OK” twice to set the link. It will appear underlined in blue or another color.

10. Step 5

    Save the Word file.Click “Create PDF” on the “Acrobat” tab to convert the file to PDF format. Open the PDF file in Adobe Acrobat or Reader and test the links to assure they are clickable.

Using the Portable Document Format (PDF) for saving and storing documents is handy because it is widely used. Sometimes, however, PDF files can become large and unwieldy, making them difficult to open, email or download. There are steps that can be taken to minimize the size of PDF files.

Ensuring a Small File Size for PDFs created from Word Documents with Adobe Acrobat Professional

1. Step 1

   Open a Word document. Select “Adobe PDF>Change Conversion Settings.”

2. Step 2

   Select “Smallest File Size” in the “Conversion Settings” drop-down menu.

3. Step 3

   Click “OK” to close the window.

4. Step 4

   Select “File” and then “Print.”

5. Step 5

   Select “Adobe PDF” from the printer drop-down menu.

6. Step 6

   Click “OK,” and Adobe Acrobat Professional will create the PDF file.

Changing the file size in Adobe Acrobat Professional

7. Step 1

   Open a PDF with Adobe Acrobat Pro.

8. Step 2

   Select “Advanced” and then “PDF Optimizer.”

9. Step 3

   Click the “Audit Space Usage” button at the top right hand corner of the PDF Optimizer window. This will bring up a breakdown of what elements of the PDF are taking up space.

10. Step 4

    Determine which element or elements of the file can be changed and change them. Select the different elements on the window on the left hand side of the optimizer window. For example, if images compose a significant part of the file size, select “Images” and then use the drop down windows to select “minimum” for the quality of all image types.

11. Step 5

    Click “OK” and save the file once the changes have been made in the optimizer.

Portable Document Format (PDF) is a two-dimensional file format used to represent documents that are independent of application software, hardware, and operating systems. It was created by Adobe in 1993, and remained a proprietary format until July 2003, when it was released as an open standard. Although PDF documents are typically represented in RGB or CMYK color, it is possible to convert them to grayscale with Adobe Acrobat Professional.

1. Open your PDF file in Acrobat Professional.
2. Step 2

   Navigate to the “Advanced” tab, then go to “Print Production” and “Preflight.”

3. Step 3

   Expand the “PDF Fixups” option (click on the small triangle next to the label) and select “Convert to Grayscale.”

4. Step 4

   Click on “Execute.”

How to convert a PDF file into a text document. Specifically, this article describes how to change a PDF document into a Microsoft Office Word 2003 document.

1. Open the PDF document using Adobe Acrobat Professional or Adobe Acrobat 7.
2. Step 2

   Using the mouse left click on “File” in the upper left hand corner of the PDF window.

3. Step 3

   
   

   Scroll down the options and select “Save As”.

4. Step 4

   The save screen opens automatically. In the Save Screen click on the bottom option arrow named “save as type”.

5. Step 5

   
   

   Select the option “Save as Microsoft Word Document” or, if you prefer, save as any of the other text options available on your PC.

6. Step 6

   Name your new Word or text document and click on “Save”.

7. Step 7

   The conversion should be automatic and the resulting Word file is usually dumped into your “My Documents” folder. If desired the file destination can be changed using the top option arrow labeled “save in”.

PaperPort is an integrated scanning and conversion software utility that rivals Adobe Acrobat Professional. Some printer manufacturers, such as Brother, include the software with their multifunction printers. The format for PaperPort documents is the MAX file extension, which isn’t easily readable by other applications–such as Acrobat. To read a MAX document in Acrobat, you have to first convert it to a PDF.

PaperPort Viewer

1. Step 1

   Launch your browser application and download and install the PaperPort Viewer for your computer’s operating system (see Resource 1 for link).

2. Step 2

   Download and install a virtual PDF printer, if one isn’t already installed on your computer (see Resource 1 and 2 for suggested links).

3. Step 3

   Launch PaperPort Viewer and open the desired document (the one with the MAX file extension).

4. Step 4

   Select “Print” under “File” in the top menu bar. Select the virtual PDF printer from the directory of installed printers (such as “CutePDF” or “PDFCreator”) and click the “Print” button.

5. Step 5

   Type the file name and click the “Save” button.

6. Step 6

   Launch Acrobat and open the PDF file created in step 5.

Batch Conversion

7. Step 1

   Make sure the software for PaperPort version 9 or above is installed on the computer (and not only the PaperPort Viewer application).

8. Step 2

   Open the folder of PaperPort documents in a directory window.

9. Step 3

   Select the items to be converted and right-click the selection to choose “Duplicate as PDF Item.”

10. Step 4

    Create a new folder or sub-folder and transfer the duplicated PaperPort documents (in PDF format) to this folder.

11. Step 5

    Open the transfer folder created in step 4 in a directory window. Choose “Select All” under “Edit” in the directory menu.

12. Step 6

    Right-click the selection and choose “Open With Acrobat” to automatically launch the installed version of Adobe Acrobat (i.e., Reader, Standard or Professional) and open the desired files.

I thought I would have a hard, complicated time reducing the size of a large pdf file from 18,450 kb down to a size I could easily email or upload to a site. The process was so easy and simple once I figured out the steps!

1. Open your PDF document in Adobe Acrobat Professional.
2. Step 2

   From the menu at top, select ADVANCED

3. Step 3

   Click on “PDF Optimizer” from the next option selection.

4. Step 4

   From the selection box on the left side of the screen, highlight “Scanned Pages”

5. Step 5

   Look to your right on the screen, you will see “Small Size _____________ High quality”. Move the arrow to the left to “Small Size”

6. Step 6

   In the upper right area, select from the drop down box MAKE COMPATABLE WITH the Adobe Acrobat program you prefer such as “Acrobat 5 and later”.

7. Step 7

   Click the OK button at the bottom of the screen

   At the bottom of the next screen you will see “FILE NAME” box.
   Rename your file.
   SAVE the document.

Portable Document Format (PDF) files were invented by the Adobe corporation and have become a common way of sharing data. A program such as Adobe’s Acrobat Reader is needed to view PDF files, and Adobe allows Acrobat Reader to be downloaded for free. To create PDF files, you need to purchase and install the Adobe Acrobat Professional program. PDF files can contain multimedia links and photographs and graphics. You can also create a table of contents by creating bookmarks in PDF documents. The Bookmarks link to specific pages and you can name them so that they easily identify the pages they link to, such as chapter headings in a book.

1. Click “Start” then Select “All Programs.” From the list of programs installed on your computer, select “Adobe Acrobat Professional.” This opens the Adobe Acrobat Professional program.
2. Step 2

   Click “File” then select “Open.” This opens the “Open” window where you can select the PDF file that you want to create the list of contents for.

3. Step 3

   Select the folder that contains the PDF file that you want to work on from the “Look in” drop-down list. Select the PDF file from the main window then click “Open.” This will open the document in Adobe Acrobat Professional.

4. Step 4

   Place the cursor on the page which represents location of the first item on your Contents Table. For example, if you want the first item in the table to link to the first page of Chapter 1 of a book, click in the document on the first line of the first page of Chapter 1.

5. Step 5

   Create a bookmark by pressing the Ctrl and B buttons simultaneously. This will create a bookmark list to the left of the document. All new bookmarks are created with a name of “Untitled” unless you highlight a word or a block of text to bookmark.

6. Step 6

   Type over “Untitled” to give any unnamed bookmarks relevant names. Click Ctrl and B as often as necessary to create a table of contents with entries that automatically link to pages in your document.

   Tips & Warnings

   • Right-clicking a bookmark allows you to rename or delete it. You can even reset the page that it links to.
   • Right-click highlighted text and select “Add Bookmark” from the context list.

For several decades, the Bates numbering system has been the standard method of numbering legal documents for organization and ease of reference. Until recently, the only way to accomplish Bates numbering was to use a manual Bates stamp, a self-inking stamping device that imprints sequential six- or seven-digit numbers on documents. However, Adobe Acrobat Professional software (versions 8 and higher) now allows users to electronically apply Bates numbering to any document created on or scanned into a computer in just a few short steps.

1. Open Adobe Acrobat Professional.
2. Step 2

   Click the “Advanced” tab on the menu bar at the top of the screen and select “Document Processing.” Select “Bates Numbering” and “Add” from the pop-up menu.

3. Step 3

   Select the files to which you wish to add Bates numbering. Add files to the list in the “Selected Files” column by clicking “Browse” under the “Add Files” menu to search your computer for the desired files and clicking “Add.”

4. Step 4

   Arrange the files in the order you wish to number them in the right column of the Bates Numbering menu. Click “Next.”

5. Step 5

   Enter the font type, color and size, the location of the numbers and any accompanying text in the pop-up menu. Click “OK.”

6. Step 6

   Enter the number of total digits, the starting number and any prefix or suffix text in the “Options” menu. Click “OK.”

   Tips & Warnings

   • If your documents have text that covers the entire page including the margins, click “Appearance Options” in the font selection menu and check the box labeled “Shrink document to avoid overwriting the document’s text and graphics.” This will prevent the Bates numbering from overlapping the images or text on the document.

Adobe Acrobat Professional 9 for Mac OSX and Windows has many functions beyond the Acrobat Standard version, which is helpful to create accessible documents that are compatible with different operating systems. These enhanced features include automatically converting a wider range of file types (such as CAD and MS Visio), comparing PDF documents and versions and inserting media files into a PDF document. Acrobat Professional also allows the user to limit or expand compatibility with older versions of Adobe Acrobat Reader for more control over file size and so others can readily access the files without upgrading their software.

Convert Files

1. Step 1

   Select “Create PDF” under “File” in the top menu bar and select the type of files to be converted: multiple file types (such as MS Word, MS Excel, CAD, JPEG, TIFF or a screen shot).

2. Step 2

   Select the “Add Files” icon in the dialog box and continue to select each document.

3. Step 3

   Click the “Next” button and review your list of files in the order you want them to be compiled into a PDF document.

4. Step 4

   Click the “Create” button and wait for the files to be processed and combined.

5. Step 5

   Click the “Save” button, type the name of your document in the “Save As” field and select the destination folder.

6. Step 6

   Click the “Save” button to complete the conversion and view your document in a new window.

Compare Documents

7. Step 1

   Select “Compare Documents” under “Advanced” in the top menu bar.

8. Step 2

   Select the document from a drop-down menu of open documents under the section “Compare (older document)” or click the “Choose” button in this section to select a file. If available, select the version under the “Revision” drop down menu.

9. Step 3

   Select the primary document under the section, “To (newer document)” in the drop down menu or click the “Choose” button to select your file. If available, select the version under the “Revision” drop down menu for this section.

10. Step 4

    Select the type of comparison to be performed: Page-by-page visual differences, with varying levels of details marked, or textual differences, which may include font changes.

11. Step 5

    Select the report type: Side-by-side report or a consolidated report.

12. Step 6

    Click the “OK” button to initiate the document comparison tool.

Insert Video

13. Step 1

    Select “Advanced Editing” under “Tools” in the top menu bar and select the “Movie Tool.”

14. Step 2

    Click and hold your mouse button on your document to draw an invisible square for inserting the file and then release your mouse button.

15. Step 3

    Select the version of Acrobat that will be able to access the media file.

16. Step 4

    Click the “Choose” button to select your video file (note: only compatible file types such as WMV, FLV and MOV will be displayed for selection).

17. Step 5

    Click the “Select” button.

18. Step 6

    Click the “OK” button to embed the video file in your document.

19. Step 7

    Save your revised document by clicking the “Save” button under “File” in the top menu bar.

Hi! Once your scanner is hooked up to your PC, scanning documents on your computer is pretty easy. Read on to learn How to scan documents using scanner with Adobe Acrobat Professional.

1. Be sure scanner and computer are on.
2. Step 2

   Prior to going through this scanning procedure. Insert documents to be scanned in your scanner

3. Step 3

   Go to your Start Menu.

4. Step 4

   Go to programs and select Adobe Acrobat.

5. Step 5

   Adobe Acrobat Professional window will appear. Click on the top middle button that reads “Create PDF”.

6. Step 6

   Options will drop down beneath this button. Select “From Scanner”

7. Step 7

   A “Create PDF from Scanner” Window will appear. If you have multiple scanners, select the scanner you wish to scan from and then choose the “Scan” button. . If you only have one scanner just use the default settings and click the “Scan” button

8. Step 8

   A whole bunch of settings will appear on your computer monitor. Choose the size, resolution, brightness, etc etc etc. If all the settings look OK, just click the “Scan” button.

9. Step 9

   Scanning documents will officially begin. You’ll see documents physically scan on or through scanner.

10. Step 10

    Next you’ll have the option of clicking “Done” or “Next”. If you have more pages you want to scan, put them in the scanner and choose “Next” button, then go back to Step 8 above.

11. Step 11

    If you are finished scanning, select “Done”. Your scanned document will appear on your screen. From there you can save it or whatever you choose.

12. Step 12

    Thanks for reading my How To Scan Documents using Scanner and Adobe Acrobat Professional