Adobe Acrobat8 Guides

Adobe Acrobat Professional 8 Guide

How to Use the Acrobat 8 Interface and Basic Navigation The Acrobat 8 Professional work area (Figure 1) includes a document pane that displays Adobe PDF documents and a navigation pane on the left side that helps you browse through an open PDF document. The toolbars are grouped at the top of the window according to feature type and provide the controls you use to work with PDF documents. You can also open a How To window with an overview of common tasks.

Acrobat work area The work area occupies the entire space within the Acrobat window. It includes the printable area containing the document, toolbars, menu items, and navigation pane.

The toolbars contain buttons for many commonly used tools and commands in Acrobat, such as accessing basic file functions, zooming, rotating, and using selection tools.

The navigation pane, located on the left side of the document window, allows access to bookmarks, thumbnail page views, and other useful navigational elements. Click an icon on the left side to open the navigation pane.

Pages provides thumbnail page views and an indication of what portion of the page is visible.

Bookmarks are links to specific points of interest in the PDF document.

How To includes quick links to overviews of common tasks, online support, and the complete Acrobat Professional 8 Help menu.

Document pane Toolbars Navigation pane

Signatures

Pages

Bookmarks

How To

Figure 1 Acrobat work area

© 2006 Adobe Systems Incorporated How to Use the Acrobat 8 User Interface and Basic Navigation 1


Acrobat toolbars The Acrobat toolbar area includes a set of toolbars grouped by feature type, some of which appear by default and some of which are hidden (Figure 2). To view all the toolbar options, select View > Toolbars. The check marks indicate which toolbars are currently viewable.

Tasks toolbar

Navigation controls Zoom toolbar Search toolbar Basic toolbar File toolbar

Figure 2 Acrobat toolbars

The Tasks toolbar provides easy access to menu commands associated with creating a PDF, commenting and markup tools, security settings, form functions, and options for sending a document for review.

The File toolbar allows you to open, save, print, and e-mail the current document.

The Page Navigation controls provide buttons and page numbers to go to the page you want.

From the Basic toolbar, you can use the Select, Hand, and Marquee Zoom tools.

The Zoom toolbar contains tools and settings that adjust the size and view of the current document.

The Search toolbar lets you search for text contained within a PDF document.

To view and access other Acrobat toolbar options, select View > Toolbars.

Navigating and viewing a PDF document Acrobat offers a variety of ways to navigate and view PDF documents. You can navigate PDF documents by paging through or by using navigational tools such as bookmarks and page thumbnails. You can modify the view by using Zoom tool options or the Hand tool.

The navigation controls (Figure 3) provide an easy way to move among pages in a document.

• Click the arrow buttons to go to the previous or next pages in the document.

• You can also type directly into the Current Page box to go to the page you want.

Figure 3 Navigation controls

Current page Previous Page

Next Page Total pages

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Using bookmarks to browse through a document

The Bookmarks tab (Figure 4), which appears in the navigation pane, provides a table of contents that usually represents the chapters and sections in a document.

1. To view bookmarks, click the Bookmarks tab on the left side of the work area, or select View > Navigation Panels > Bookmarks.

2. Click a bookmark to jump to a topic.

3. Click the plus sign (+) next to a parent bookmark to expand the child bookmarks or click the minus sign (–) to hide them.

Figure 4 Bookmarks tab

Using page thumbnails to browse through a document

The Pages tab (Figure 5) provides miniature previews of document pages (thumbnails) with which you can change thedisplay of pages or go to other pages.

1. To view page thumbnails of your current document, click on the Pages tab on the left side of the work area, or select View > Navigation Panels > Pages.

2. Click a page thumbnail to jump to that page in the document.

3. To change the viewing area, place the pointer at the bottom of the red Page-view box on the thumbnail. When the pointer changes to a hand, drag the box to a new location on the page.

4. To change the page magnification, position the pointer over the lower-right corner of the Page-view box until the pointer changes to a two-headed arrow. Drag the corner of the box to reduce or expand the view on the current page.

Figure 5 Pages tab

New Bookmark button

Expand Bookmark button

Bookmarks

Page thumbnail

Page-view box

Hand tool



Using the Basic and Zoom toolbars to increase or decrease page magnification

The Basic (Figure 6) and Zoom toolbars (Figure 7) offer several methods for changing the magnification of PDF documents.

• Click and drag with the Marquee Zoom to enlarge areas of a page.

• Click the Zoom Out or Zoom In button in the toolbar.

• Type a magnification percentage in the Zoom dialog box.

• Select a preset magnification percentage from the Zoom pop-up menu.

• Use the Actual Size, Fit Page, and Fit Width sizing settings to resize a page to a preset size.

Figure 6 Basic toolbar

Figure 7 Zoom toolbar

Setting the page layout orientation

You can use the Page Display menu (Figure 8) to display the pages of a document in the following orientations:

• One Page displays one page in the document pane at a time.

• One Column arranges the pages in a continuous vertical column.

• Two Pages arranges the pages side by side, displaying only one or two pages at a time.

• Two Columns arranges the pages side by side in a continuous vertical column. If a document has more than two pages, the first page is displayed on the right to ensure proper display of two-page spreads.

To set the page layout, select View > Page Layout and select a page layout orientation.

Figure 8 Page Layout menu options

Marquee Zoom

Magnification

Zoom In

Zoom Out

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Using the Hand tool to adjust the page position

Moving an Adobe PDF page with the Hand tool is like moving a piece of paper on a desk with your hand. You can use the Hand tool to move around the page so you can view all the areas of it.

• To adjust the page position, select the Hand tool from the Basic toolbar and drag the current page up and down (Figure 9).

• At high magnification, you can drag the page left or right to view different areas on the page.

Figure 9 Using the Hand tool to adjust the page

Automatically Scroll feature (Accessibility Tip) With the automatically scroll feature, you can easily scan long PDF documents by scrolling through pages without using keystrokes or mouse actions.

• To scroll automatically through a document, select View > Automatically Scroll.

• To change the scrolling speed, press a number key (9 is the fastest and 0 is the slowest) or press the Up Arrow or Down Arrow on your keyboard.

• To reverse the direction of the scrolling, press the hyphen or minus (–) sign key.

• To jump to the next or previous page, press the Left Arrow or Right Arrow key on your keyboard.

• To stop automatic scrolling, press Esc or select View > Automatically Scroll again.



How to Create a PDF With Adobe Acrobat, you can convert a variety of file formats to Adobe Portable Document Format (PDF), a universal file format that preserves all the fonts, formatting, images, and colors of a source file, regardless of the application and platform used to create it. Adobe PDF files are compact and can be exchanged, viewed, navigated, and printed by anyone with free Adobe Reader software, while maintaining document integrity.

In addition to creating Adobe PDF files from virtually any software application, you can create PDF files in Adobe Acrobat Professional by scanning and capturing paper documents and by downloading and converting web pages.

Using Acrobat Distiller The Acrobat Distiller application tool comes with Adobe Acrobat. Distiller takes page information from a document and “distills” it by converting and compressing the information for viewing with the free Acrobat Reader or Acrobat application.

Fonts and graphics as well as the layout of the document are transformed into a digital portable document that can print to the highest resolution of a selected output device such as a printer or viewing screen.

Acrobat Distiller settings Acrobat Distiller provides easy and repeatable Adobe PDF creation according to your specifications. You can choose from several sets of default Adobe PDF settings or you can define customized settings to create PDF files specifically tailored to your needs. To choose from the default Distiller settings:

1. From the Acrobat menu, select Advanced > Acrobat Distiller.

In the Acrobat Distiller window (Figure 1), several settings are available for creating your PDF files.

2. Select one of the options from the Default settings pop-up menu for use in creating PDF files.

The following choices are suggested, depending on the document’s intended use:

• Use the Smallest File Size option to create the most compact PDF file for use primarily on-screen and for occasional printing (100 pixels per inch, or ppi).

• Use the Standard option to create PDF files suitable foron-screen viewing and most print jobs (150 ppi).

• The Highest Quality Print option creates better image quality print jobs (300 ppi).

• The other default options available in Acrobat Professional 8 are for use when you are working with service bureaus that handle specialized PDF files.

Figure 1 Default Distiller settings

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To create custom Adobe PDF settings:

1. Start Distiller by selecting Advanced > Print Production > Acrobat Distiller.

2. From the Acrobat Distiller menu, select Settings > Edit Adobe PDF Settings.

3. Change the desired options in the various panels of the Adobe PDF Settings dialog box (Figure 2).

4. Click Save As to save your changes as a different Adobe PDF settings file. Enter a unique descriptive name and then click Save.

• General options set Adobe PDF file compatibility, default page size (for EPS files), resolution, and other file settings.

• Images options reduce file size by changing the way images, text, and line art are compressed.

• Fonts options affect font embedding.

• Color options specify how to manage color.

• Advanced options set options that affect the conversion from PostScript.

• Standards options create PDF/A compliant files for archiving or PDF/X compliant files for more reliable prepress use.

Figure 2 Adobe PDF settings dialog box

Creating an Adobe PDF file There are several ways to create PDF documents. In addition to converting files directly from within Acrobat, you can also use one of the following methods, depending on the application of the source file.

Use the Adobe PDF Printer to create a PDF file from any application that has a print command. This is the most common method for converting files to PDF.

PDFMaker converts documents directly to PDF files from a variety of Microsoft applications, including Word, PowerPoint, Excel, Outlook, Access, and Internet Explorer.

Use the Save As or Export command to create an Adobe PDF file from Adobe applications such as Adobe InDesign, Adobe Photoshop, Adobe Illustrator, and Adobe PageMaker. These programs install and preconfigure all of the necessary components for creating PDF files.

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Creating an Adobe PDF file by using the Adobe PDF printer To create an Adobe PDF file by using the Adobe PDF printer:

1. Open the file you want to convert to an Adobe PDF filein its authoring application, and select File > Print.

2. Select Adobe PDF from the list of printers (Figure 3).

3. In the Print dialog box, click OK.

4. When prompted, give the file a name and click Save.

Figure 3 Print dialog box



Creating PDF documents from multiple files within Acrobat In addition to converting individual files to Adobe PDF directly from Acrobat, you can combine different file types into one Adobe PDF file by using the Create PDF From Multiple Files command. You can also use this command to add or combine existing PDF files.

To create a PDF document from multiple files:

1. From the Acrobat menu, select File > Create PDF > From Multiple Files.

2. In the Combine Files dialog box (Figure 4), click Add Files and locate some files to be converted.

3. Select the files to include in the PDF and click Add Files (Figure 5).

Note: Hold down the Ctrl key to select more than one file.

4. To rearrange the file order before converting to PDF, select a filename and click the Move Up or Move Down button.

5. Click Next.

You are prompted to select the type of PDF you want to create (Figure 6).

• Merge files into a single PDF: Combines the selected files into one sequentially numbered PDF.

• Assemble files into a PDF Package: Creates separate PDF files but wraps them into one PDF package file.

6. Select the type of PDF file to create and click Create.

When the conversion is complete, you are ready to save the consolidated PDF file.

7. Click Save to open the Save As dialog box.

8. Select a location for the file, enter a name for the file, and click Save.

The new PDF file opens in Acrobat.

Figure 4 Combine multiple files into one PDF

Figure 5 Select files to add to the PDF file

Figure 6 Select how to combine the files

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Converting Web pages to PDF files In Acrobat, you can download HTML pages from the World Wide Web or an intranet and convert them to Adobe PDF just by specifying a URL.

To convert web pages to PDF:

1. From the Acrobat menu, select File > Create PDF > From Web Page.

2. In the Create PDF from Web Page dialog box (Figure 7), type or paste a URL into the URL box and specify the number of levels you want to include.

Given the varied size and organization of many websites, you may want to begin by downloading only the first level of website pages.

3. Click the Settings button.

The Web Page Conversion Settings dialog box appears (Figure 8).

4. Verify that all four options are selected under PDF Settings. This will provide the most versatility after the web pages are converted.

5. Click OK to close the settings window.

6. Click Create to begin the downloading and conversion process. Once the conversion is complete, Adobe opens a temporary PDF document.

7. Use the Save As command in the File menu to save the document.

Figure 7 Create PDF from Web Page

Figure 8 Web Page Conversion Settings



How to Organize Pages You can use the Pages tab in Adobe Acrobat to quickly and easily navigate or manipulate the pages of a PDF document by using page thumbnails, miniature previews of the pages in the document. Using the page thumbnails, you can jump to a page and adjust the view of the page. You can also move, copy, delete, insert, extract, replace, and number pages.

Moving pages by using page thumbnails Page thumbnails are an easy way to reorder the pages of a PDF document one page at a time or multiple pages all at once.

To move pages by using page thumbnails:

1. Click the Pages icon in the navigation pane (Figure 1).

2. Click and drag the page number box of the corresponding thumbnail or the thumbnail itself to the new location.

3. To move multiple pages, draw a rectangle around the group of thumbnails you want to move, and then click and drag to the new location.

Figure 1 Page thumbnails

Deleting pages by using page thumbnails To delete pages by using page thumbnails:

1. Click the Pages icon in the navigation pane (Figure 1).

2. Click on the page thumbnail to select it.

3. Select Document > Delete Pages and click OK.

4. To delete multiple pages, draw a rectangle around the group of thumbnails you want to delete. Then select Document > Delete Pages and click OK.

5. You can go directly to the Delete Pages dialog box. Select Document > Delete Pages and enter a range of pages to delete. You an also open the dialog box from the Options menu in the navigation pane.

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Inserting pages into a PDF Acrobat allows you to insert the pages of another document into the current PDF.

To insert pages into a PDF:

1. From the main menu, select Document > Insert Pages.

2. Browse to and select the file to be inserted and click Select.

3. In the Insert Pages dialog box, indicate where you want the document pages to be inserted, and click OK (Figure 2).

Figure 2 Insert Pages dialog box

Extracting pages from a PDF In Acrobat you can extract selected pages from a PDF document and copy them to a separate file. When you extract a page from a PDF document, all comments and links associated with the page content are also extracted, including form fields.

To extract pages from a PDF document:

1. From the main menu, select Document > Extract Pages.

2. In the Extract Pages dialog box specify the range of pages you want to extract, and click OK (Figure 3).

• Select Delete Pages After Extracting to remove the extracted pages from the current document.

• Select Extract Pages as Separate Files to create a separate file for every extracted page.

Figure 3 Extract Pages dialog box

Replacing pages in a PDF The Replace Pages command allows you to replace a page (or range of pages) with pages from another PDF document. When you replace pages, only the text and images on the original page are replaced. Any interactive elements associated with the original page, such as links and bookmarks, are not affected.

Additionally, comments are carried along with the replacement page and are combined with any existing comments in the document.

12 How to Organize Pages © 2006 Adobe Systems Incorporated.


To replace pages in a PDF document:

1. From the main menu, select Document > Replace Pages.

2. Browse to and select the document that contains the replacement pages and click Select.

3. In the Replace Pages dialog box, specify the page range of the pages to be replaced and the first page of the replacement pages (Figure 4).

4. Click OK.

A warning appears asking if you are sure you want to replace the pages.

5. Click Yes.

To replace noncontiguous pages, you’ll need to perform the Replace Pages process multiple times.

Figure 4 Replace Pages dialog box

Numbering the pages of a PDF You can number or renumber the pages in your document in a variety of ways. You can specify different numbering styles or customize the numbering system by adding a prefix, such as for chapter or section heads (e.g., 1–1, 1–2).

The Number Pages command affects only the numbers that appear on the page thumbnails and in the status bar. Use headers and footers to physically add new page numbers to a PDF document.

To number pages of a PDF:

1. Click the Pages icon in the navigation pane, and select Options > Number Pages.

2. In the Page Numbering dialog box, select All or specify a page range (Figure 5).

• Selected refers to page thumbnails that are currently selected on the Pages tab.

Do one of the following:

• Select Begin New Section to start a new numbering sequence. Select a style from the pop-up menu, and enter a starting page number for the section. Specify a prefix, if desired.

• Select Extend Numbering Used In Preceding Section To Selected Pages to continue the numbering sequence used for the previous set of pages.

3. Click OK to renumber the pages based on your selections.

Figure 5 Page Numbering dialog box

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How to Create and Organize Bookmarks Bookmarks are navigational links—located in the Bookmarks panel in the navigation pane—that display specific locations and page views in the document pane when clicked. You can also set up bookmarks to link to other documents (not only PDFs) and web pages. You can create bookmarks to perform certain actions when clicked, such as executing a menu command, submitting a form, or playing an imbedded media file. Organized in a hierarchy, bookmarks also serve to display the organizational structure of a document for readers.

Creating bookmarks Depending on how the source file of the PDF is created, bookmarks are often generated automatically when the file is converted to PDF. Usually these generated bookmarks are adequate to navigate through a document, but you can easily add and modify bookmarks.

To create a bookmark:

1. View the page to which you want the bookmark to navigate.

2. Click the Select tool and highlight the text you want to use for the bookmark name.

3. Open the Bookmarks panel in the navigation pane and select Options > New Bookmark or click the New Bookmark icon (Figure 1).

The selected text becomes the label of the new bookmark.

You can also create bookmarks by following the steps without highlighting any text. Acrobat will create an untitled bookmark label.

Figure 1 Bookmarks panel

To rename a bookmark:

1. Click the bookmark you want to rename and select Options > Rename Bookmark.

2. Type a new name and press Enter.

To delete a bookmark:

1. Select the bookmark or range of bookmarks you want to delete.

2. Select Options > Delete Bookmark(s) or press Delete on your keyboard.

Deleting a bookmark deletes all child bookmarks but does not delete any actual document text.

New Bookmark button

Bookmark label

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To change a bookmark’s destination:

1. In the Bookmarks panel of the navigation pane, select the bookmark for which you want to change the destination (Figure 1).

2. Select the new bookmark location in the document.

3. With the new text selected, select Options > Set Bookmark Destination.

4. Click Yes when the message appears asking you to confirm the change.

Adding actions to a bookmark You can assign specific actions or series of actions that are executed when someone clicks on a bookmark. This gives you an effective way to guide and control the experience for readers of your PDF document.

To add an action to a bookmark:

1. In the Bookmarks pane, select the bookmark you want to add the action to and select Options > Properties.

2. In the Bookmark Properties dialog box, click on the Actions tab (Figure 2).

3. Click Delete to remove any actions from the Actions pane.

4. Select an action from the Select Action menu, and clickAdd.

5. Click OK to close the dialog box.

Figure 2 Actions tab in Bookmark Properties dialog box

To add multiple actions to a bookmark:

1. Follow the previous steps for adding a single action to a bookmark. Repeat the steps to add multiple actions.

2. Acrobat will execute actions in the order they appear on the list. To reorder the actions, select an action and use the Up and Down buttons to change the order.

3. To modify the settings for any of the actions, click on an action and select Edit.

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Adjusting the appearance of a bookmark You can change the size, color, and style of a bookmark and wrap the text of long bookmarks in the navigation pane.

To change the text size of all bookmarks:

1. Open the Bookmarks panel in the navigation pane.

2. Select Options > Text Size and select a text size for the bookmarks.

To change the text style and color of selected bookmarks:


2. Select a bookmark or range of bookmarks and select Options > Properties.

3. Click on the Appearance tab (Figure 3).

4. Select a style and color for the bookmarks text from thepop-up menus.

5. Click OK.

Figure 3 Appearance tab in Bookmark Properties dialog box

To wrap the text of long bookmarks:


2. Select Options > Wrap Long Bookmarks.

All the text of long bookmarks will now show, regardless of the width of the navigation pane.



Organizing the structure of bookmarks You can nest bookmarks to create a logical topic structure that helps readers navigate a document. Nesting creates a parent/child relationship that can also be expanded and collapsed to show more or less of the hierarchical structure.

To nest one or more bookmarks under another bookmark:

1. Select the bookmark or range of bookmarks you want to nest.

2. Drag the bookmark icon(s) and position the arrow that appears directly below and to the right of the parent bookmark icon until the Line icon appears (Figure 4).

3. Release the mouse to nest the bookmark(s) at the new location.

If you find it difficult to drag and nest bookmarks:

1. Select the bookmark or bookmarks you want to nest and select Cut from the Bookmarks Options menu.

2. Click the bookmark you want to make the parent of the cut bookmark(s), and select Paste Under Selected Bookmark from the Bookmarks Options menu. Figure 4 Nested bookmark

To move one or more bookmarks out of a nested position:

1. Select the nested bookmark or range of bookmarks you want to move out of a nested position.

2. Drag the bookmark icon(s) until an arrow and line appear directly below the bookmark you want the dragged bookmark to follow (Figure 5).

3. Release the mouse to place the bookmark(s) at the new location.

If you find it difficult to drag bookmarks:

1. Select the bookmark(s) you want to move out of a nested position and select Cut from the Bookmarks Options menu.

2. Click the bookmark directly above the new location and select Paste After Selected Bookmark from the Bookmarks Options menu.

Figure 5 Moving bookmarks out of a nested position

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Adding tagged bookmarks (Accessibility Tip) If your PDF file contains structural information, you can add tagged bookmarks to your document. Tagged bookmarks provide greater control over page content than regular bookmarks, because tagged bookmarks are based on the underlying structural information of the document elements. This added structural information can be very useful for viewers who use screen readers to navigate a document.

To add tagged bookmarks:


2. Select Options > New Bookmarks From Structure.

3. In the Structure Elements dialog box, select the style items you want specified as tagged bookmarks (Figure 6).

4. Click OK.

The tagged bookmarks are nested under a new, untitled bookmark. You can rename the bookmark by double-clicking Untitled and then typing the new name.

5. Click the plus (+) button to expand the bookmark to view the new tagged bookmarks (Figure 7).

Figure 6 Structure Elements dialog box for taggedbookmarks

Figure 7 Tagged bookmarks



How to Create Links and Buttons In Acrobat, links and buttons are useful tools for increasing the interactivity of a PDF document.

Links, or hyperlinks, let readers go instantly from one place in a document to nearly any other location, whether that location is on the same page, in the same document, in a different document, or even on the World Wide Web. Links are very useful for ensuring that your readers have immediate access to related information. Links can be visible or hidden and—like bookmarks and buttons—can also initiate actions.

Buttons, most commonly associated with forms, are visual objects you can add to any type of PDF document. Buttons can add interactivity by initiating a single action or series of actions and can be copied across multiple pages of a document. Buttons can also display alternate appearances and activate different actions depending on mouse behaviors such as Mouse Down (a click) and Mouse Up (release after a click).

To create a link by using the Link tool:

1. Navigate to the location in the document from which you want to link.

2. From the main menu, select View > Toolbars > Advanced Editing.

The Advanced Editing toolbar appears (Figure 1).

3. Click the Link tool. The pointer changes to a cross hair when placed over the document window, and any existing links are temporarily visible.

4. Drag to create a rectangle that defines the active area of the link.

5. In the Create Link dialog box, select the settings you want for the link appearance (Figure 2).

6. To set the Link Action, do one of the following:

• Select Go To A Page View and click Next. Navigate to the target location, adjust the view (magnification), and click Set Link.

• Select Open A File and click Next. Browse to and select the destination file and click Select. If the file is an Adobe PDF document, specify how the document should open. Click OK.

• Select Open A Web Page, click Next, and provide the URL of the destination web page. Click OK.

• Select Custom Link and click Next to open the Link Properties dialog box. Here you can set actions associated with the link. Click OK.

Figure 1 Advanced Editing toolbar

Figure 2 Create Link dialog box

Select Object tool

Link tool

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Modifying an existing link After you have created a link, you can modify the size, appearance, and link actions of one or multiple links by using the Link or Select tool.

To change a link’s appearance:

1. Select the Link tool or Select Object tool from the Advanced Editing toolbar (Figure 1).

2. Move the pointer over the link rectangle and right-click (Windows) or Ctrl-click (Mac OS). Choose Properties to open the Link Properties dialog box (Figure 3).

3. Click on the Appearance tab and select the link type, color, line thickness, and line style.

For the Highlight Style, which determines the appearance of the link when it is selected, select one of the following:

• None leaves the link style and color unchanged when selected.

• Invert changes the link’s fill color to its opposite (for example, white becomes black) when selected.

• Outline changes the link’s outline color to its opposite when selected.

• Inset creates the appearance of a depressed button when the link is selected.

4. Click OK.

Figure 3 Link Properties Appearance tab showing Highlight Style pop-up menu

To move an existing link:


2. Place the pointer anywhere in the rectangle.

3. Select and drag to a new location (Figure 4).

Figure 4 Selecting and dragging to move a link

To resize an existing link:


2. Drag a selection handle to resize the link rectangle (Figure 5).

Figure 5 Resizing an exiting link

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Creating and modifying interactive buttons With the Button tool, you can create a more customized visual navigation system for your PDF file. Buttons have the following capabilities:

• A button can initiate a series of actions.

• A button can have alternate appearances, determined by mouse behavior when over the button.

• A button can be easily copied across many pages.

To create an interactive button:

1. To select the Button tool, select Editing > Button Tool. The cursor changes to a cross hair.

The Button tool is also located in the Editing toolbar.

2. Drag the cross-hair pointer to create the button area. The Button Properties dialog box appears.

3. Click the General tab and specify a button name, tool tip, and common properties (Figure 6).

If you want the button to appear on-screen but not print with the page content, select Visible But Doesn’t Print from the Form Field pop-up menu.

4. Click the Appearance tab, and specify options to determine how the button will look on the page. If you select a fill color, you won’t be able to see through to any images behind the button. The text options affect the label you specify on the Options tab, not the button name on the General tab.

5. Click the Options tab and select options to determine how labels and icons appear on the button. Make sure to enter a value in the Label box or the button will not have a visible label name (Figure 7).

6. Click the Actions tab, and specify options to determine what happens when the button is clicked, such as going to the next page or printing the current document.

7. Click Close.

To test your button you’ll need to select the Hand or Select tool and click on the button in the document pane.

Figure 6 Button Properties, General tab

Figure 7 Button Properties, Options tab

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To copy a button to multiple pages:

1. Select the Button tool by selecting Editing > Button Tool.

2. Select the button instance you want to copy to multiple pages of your document.

3. Select Forms > Edit Fields > Duplicate.

4. In the Duplicate Field dialog box, indicate the pages where you want the button to appear (Figure 8).

5. Click OK.

Figure 8 Duplicate Field dialog box

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How to Create Forms by Using a Static PDF When you create an Adobe PDF form from an existing form, you can maintain your institution’s identity and save the effort of re-creating the form. You can add interactive form fields to an existing static PDF document by using the basic form tools in Acrobat Professional.

Forms Toolbar in Acrobat With the Acrobat Forms toolbar (Figure 1), a form developer easily add interactive form field elements to a static PDF document. If the Forms toolbar is not visible, choose Tools > Editing > Show Forms Toolbar.

List Box tool

Text Field tool

Barcode tool

Edit/Preview Layout

Check Box tool

Button tool Combo Box tool

Radio

Button toolDigital Signature tool

Distribute form

Figure 1 Forms toolbar

Button: Can specify an action, such as opening a file, playing a sound, or submitting data to a web server.

Check Box: Presents a group of choices from which readers can typically select one or more items.

Combo Box: Presents a list of items in a pop-up menu for readers to choose from or lets readers enter their own values.

List Box: Displays an entire list of options readers can scroll through and from which readers may be able to select more than one item.

Radio Button: Presents a group of choices from which readers can typically select only one item.

Text Field: Lets readers fill in text such as name, address, and phone number.

Digital Signature: Lets readers electronically sign a PDF document with a digital signature.

Barcode: Lets you insert a barcode containing coded form data into a PDF document.

Edit Layout: Toggles between edit view and layout view when creating a PDF form document.

Distribute: Distributes a PDF document via e-mail.

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To create a text field:

1. Open the PDF document to which you want to add interactive form elements.

2. In the Forms toolbar, select the Text Field tool.

3. Do one of the following:

• Drag the cross-hair pointer to create a form field of the required size.

• Double-click the page to create a form field using the default size.

Note: You cannot create a form field on top of a comment.

4. In the Text Field Properties dialog box (Figure 2), set the Name and Tooltip property settings for the field, and then click Close.

The Name form field is visible on the page (Figure 3).

Figure 2 Text Field Properties

Figure 3 Instructor form field

To add a radio button:

1. In the Forms toolbar, select the Radio Button tool.


• Drag the cross-hair pointer to create a radio button of the required size.

• Double-click the page to create a radio button using the default size.

3. In the Radio Button Properties dialog box, set the Name and Tooltip property settings.

4. Click the Options tab (Figure 4) and do any of the following:

• Select a style for the radio button. Circle is the default.

• Enter an export value to identify the radio button and differentiate it from other radio buttons that share the same Name value.

• Select whether you want the radio button checked by default.

5. Click Close.

6. Repeat steps 2 through 5 to add additional related radio buttons. Be sure to give the fields the same name but different Tooltips and export values so only one option may be selected (Figure 5).

Figure 4 Radio Button dialog box

Figure 5 Radio button form field

24 How to Create Forms by Using a Static PDF © 2006 Adobe Systems Incorporated


To add a check box:

1. In the Forms toolbar, select the Check Box tool.


• Drag the cross-hair pointer to create a check box of the required size.

• Double-click the page to create a check box using the default size.

3. In the Check Box Properties dialog box, set the Name and Tooltip property settings.

4. Click the Options tab (Figure 6) and do any of the following:

• Select a check box style and whether you want the check box to be checked by default.

• Enter an export value to represent the chosen item.

5. Click Close to apply the selected property options.

6. Repeat steps 2 through 5 to add additional check boxes (Figure 7). Be sure to name the check boxes with different names to ensure that multiple options may be selected.

Figure 6 Check Box dialog box

Figure 7 Check box form field

To add a combo box:

1. In the Forms toolbar, select the Combo Box tool.


• Drag the cross-hair pointer to create a combo box of the required size.

• Double-click the page to create a combo box using the default size.

3. In the Combo Box Properties dialog box, set the Name and Tooltip property settings.

4. Click the Options tab.

5. In the Item field, enter the first item in the list.

6. Click Add.

7. Repeat steps 5 and 6 to add items to the list (Figure 8).

8. Use the Up and Down buttons to rearrange the list items or the Delete button to remove items from the list.

Note: The highlighted item in the Item List box appears as the default selected item in the combo box field. To change the default item, highlight another item from the list.

Figure 8 Combo Box dialog box



9. Click Close.

10. The combo box form field is visible on the page (Figure 9).

Figure 9 Combo box in the document

To add a Submit button:

1. In the Forms toolbar, select the Button tool.

2. Drag the cross-hair pointer to create the button area.

3. Click the General tab and specify a name, tool tip text, and other common properties.

4. Click the Appearance tab and specify options to determine how the button will look on the page (Figure 10).

Remember, if you select a fill color, you won’t be able to see through to any images behind the button. The text options affect the label you specify on the Options tab, not the button name on the General tab.

5. Click the Options tab, select options to determine how labels and icons appear on the button, and add a label name in the Label field.

6. Click the Actions tab and select Mouse Up from the Select Trigger menu.

7. Select Submit A Form from the Select Action menu (Figure 11) and then click Add.

8. In the Submit Form Selections dialog box, do one of the following in the Enter A URL For This Link box:

• To send the form data to a web server, enter the destination URL.

• To send the form data to an e-mail address, type mailto: followed by the e-mail address. For example, mailto:[email protected] (Figure 12).

9. Select an Export Format option:

• FDF exports as an FDF file. You can choose to export the form fields data, comments, incremental changes to the PDF file, or all three. The Incremental Changes To The PDF option is useful for exporting a digital signature in a way that is easily read and reconstructed by a server.

Note: If the server returns data in FDF or XFDF format, the server’s URL must end with the #FDF suffix; for example, http://myserver/cgi-bin/myscript#FDF.

• HTML exports as an HTML file.

• XFDF exports as an XML file. You can choose to export the form fields data, comments, or both.

• PDF exports the entire PDF file that is your form.

Figure 10 Button Properties dialog box

Figure 11 Button Properties dialog box with Actions tab showing a selected action



Although this creates a larger file than the FDF option, it is useful for preserving digital signatures.

Note: If the readers who fill in the PDF form will be using Adobe Reader, you must choose either FDF or XFDF for the Export Format option.

10. For Field Selection, do one of the following and then click OK:

• To export all form fields even if the form fields do not contain values, select All Fields.

• To export only specific form fields, select Only These. Click Select Fields, and then indicate the form fields to include and whether you want to include empty fields.

11. Select Convert Dates To Standard Format to export all form dates in a single format, no matter how they are entered in the form.

12. Click OK to accept the selections and close the Submit Form Selections dialog box. Click Close to close the Button Properties dialog box.

13. Repeat steps 2 through 6 to create a Reset Form button.

14. Select Reset A Form from the Select Action menu, and then click Add.

15. The Reset A Form dialog box appears. Select fields to reset (Figure 13).

16. Click OK to accept the selections and then click Close to close the Button Properties dialog box.

Figure 12 Submit Form button dialog box showing the e-mail address to which the form is to be sent

Figure 13 Reset button dialog box showing all form fields selected

Making Adobe PDF Forms Accessible You can make your form fields accessible to people who use screen readers by adding tags to the PDF file and by properly structuring it. In addition, you can use the Tooltip form field property to provide readers with information about the field or to provide instructions. For example, if the Tooltip property’s value is set as in Figure 14, a screen reader would say “Your course instructor.” Without the Tooltip property, screen readers simply name the type of form field.

Figure 14 Tooltip visible over Instructor text field



Defining the tabbing order of form fields

If a PDF document isn’t tagged and doesn’t have a specified tab order, the order in which the form fields were created determines their tabbing order. If a PDF document is tagged, the document structure determines the tabbing order unless the reader has deselected the Tab Order option in the Accessibility preferences.

To review the accessibility of your PDF form document:

1. To open the Accessibility Full Check dialog box, choose Advanced > Accessibility > Full Check.

2. Review the Accessibility Full Check options (Figure 15) and click the Start Checking button.

3. The checker evaluates the PDF document and reports any problems it encounters (Figure 16).

4. To ensure your document meets accessibility requirements, review accessibility issues and repair as needed.

Figure 15 Accessibility Full Check dialog box

Figure 16 Accessibility checker dialog box with results



How to Distribute Forms and Organize Data from Submitted Forms After you’ve created a PDF form that contains form fields and an e-mail-based Submit button, you have a few options for distributing the form to recipients. You can post the form on a website or e-mail it to recipients.

Distributing forms to recipients by using Acrobat Sending e-mail to recipients is easy from within Acrobat 8. You can use the Initiate Form Data Collection Workflow command to quickly distribute the form to others. Form recipients fill in the form and are guided step-by-step in using the e-mail-based Submit button to return their form data to the correct e-mail address.

To distribute form data by e-mail by using Acrobat:

1. Open a PDF file that contains form fields and an e-mail-based Submit button (Figure 1).

2. Select Forms > Distribute Form.

3. When the Distribute Form dialog box appears, select a method and click OK.

Note: If the file does not contain a Form Field or E-mail Submit button, you may receive an alternate dialog box that indicates you must add these required elements to the form.

4. In the Distribute Form dialog box, Step 1 Delivery Options, type the e-mail address to which you would like the completed PDF forms returned (Figure 2). Click Next.

Figure 1 PDF file containing fields and e-mail-based submit button

Figure 2 Step 1, Delivery options

© 2006 Adobe Systems Incorporated How to Distribute Forms and Organize Data from Submitted Forms 29


5. In the Distribute Form dialog box, Step 2 Data Collection File, browse to designate where you want to collect the form data (Figure 3). Click Next.

6. In the Distribute Form dialog box, Step 3 Recipients dialog box, click Address Book to choose form recipients or type the e-mail address of each person to receive the PDF form (you can separate the names with semicolons or Enter) (Figure 4). Click Next.

7. If you want to change the message the recipients will receive with the form, edit the text in the Email Invitation box (Figure 5). Click Done.

Your PDF form is distributed to the addressees, using your default e-mail application (Figure 6).

Figure 3 Step 2, Data Collection File

Figure 4 Step 3, Recipients

Figure 5 Step 4, Email Invitation

Figure 6 Distribute form confirmation

Creating a spreadsheet from form data After you’ve collected multiple sets of form data for a particular PDF form you’ve distributed, you can organize the form data into a spreadsheet file.

30 How to Distribute Forms and Organize Data from Submitted Forms © 2006 Adobe Systems Incorporated


To compile form data:

1. Open a PDF file that contains form fields and an e-mail-based Submit button.

2. Select Forms > Compile Returned Forms (Figure 6).

3. In the Compile Data dialog box, click Browse to select the location on your computer where the form data set was saved (you created this in the previous form distribution section). Click Open.

4. Click Add Files, select the appropriate forms with .pdf filename extensions (to select multiple files, hold down Ctrl or Shift while clicking), and then click Open. Repeat this step if you want to add more files to the list (Figure 7).

5. If you want to remove a file from the list, select the file and click Remove.

6. Click OK.

Your data is now compiled in a data set file.

7. Browse to locate the data set file and open it to review the form results.

The default view displays the blank cover sheet form as well as the compiled data from all forms in a separate display panel above the form. To view all of the data, you can use the data set scrollbar to move through the compiled data (Figure 8). You can manipulate, move, and resize the columns to suit your viewing needs, just as in a typical spreadsheet application.

When you select the data set of an individual returned form in the display panel, the data populates the form (Figure 9).

Figure 6 Selecting Compile Returned Forms

Figure 7 Compile Data dialog box with data set and forms added

Figure 8 Compiled data within PDF form document

Figure 9 View individual returned forms within the PDF by selecting a data set

© 2006 Adobe Systems Incorporated How to Distribute Forms and Organize Data from Submitted Forms 31


To export data and create a spreadsheet in your default application:

1. Open a data set PDF file.

2. Click the Export Data button (Figure 10). The Select Folder To Save File dialog box appears.

3. Choose .csv as the file type. Click Save.

4. In the folder where you saved the CVS file, double-click to open the file in your default spreadsheet application (Figure 11).

Figure 10 Click the Export Data button to save the data in another file type.

Figure 11 Data within default spreadsheet application

Export Data

32 How to Distribute Forms and Organize Data from Submitted Forms © 2006 Adobe Systems Incorporated


How to Use Comment & Markup Tools In Acrobat, a comment is a note, highlight, stamp, or any other markup you’ve added to your PDF document by using the comment and markup tools.

Notes are the most commonly used comments. You can place comments anywhere in the document, you can group comments together, and you can determine the style and format of the comments. Most comments include a pop-up window that contains your name, the date and time you created the comment, and any text message you type in the window. Pop-up windows include a range of other options, such as replies and text formatting.

The tools you use to create comments are located in the Comment & Markup toolbar (Figure 1). This toolbar is listed under the Tools menu, and the Comments menu.

Stamp tools Callout tool

Drawing tools Sticky Note tool

Show/Hide Comments

Text Edits tools Highlight Text tool

Text Box tool

Figure 1 Comment & Markup toolbar

Sticky Note tool: Add the equivalent of a sticky note to your Adobe PDF document by inserting a pop-up window containing your text message.

Text Edits tools: Add comments that show where you want text added, inserted, or deleted.

Stamp tools: Apply a stamp to an Adobe PDF document in much the same way you would use a rubber stamp on a paper document. Choose from a list of predefined stamps or create your own stamps.

Highlight Text tool: Draw attention to specific text within an Adobe PDF document. You can use these tools by themselves or in conjunction with notes.

Callout tool: Use the callout tool and text to point to specific areas within a PDF document.

Text Box tool: Click the page with the Text Box tool and start typing to add text to a PDF document.

Drawing tools: Use the range of drawing tools to mark up a PDF document.

Show/Hide Comments: Choose which comments contained in the PDF document are shown and how they appear on the page.

© 2006 Adobe Systems Incorporated How to Use Comment & Markup Tools 33


Selecting tools to add comments The Comment & Markup toolbar doesn’t appear by default. You can open it from the Tools menu or the View menu. You can move, resize, or edit your comments by using the Hand tool.

To open the Comment & Markup toolbar:

1. Open a PDF file to which you would like to add a comment.

2. Select Tools > Comment & Markup > Show Comment &Markup Toolbar (Figure 2).

Note: If the menu option is Hide Comment & Markup Toolbar, the toolbar is already open.

3. In the Comment & Markup toolbar, select a tool from thetool’s pop-up menu.

Figure 2 Using the Tools menu item to open the Comment & Markup toolbar

Inserting a note comment You can use the Sticky Note tool to add notes on any page in the document and position them anywhere on the page. When you add a note comment, a note icon and pop-up window appear. You can add bold, italics, and other attributes to text in a pop-up window, similar to formatting text in a word-processing application. If you enter more text than is visible in the pop-up window, the text scrolls. You can also drag a corner to resize the window, or change the icon and its color by editing the note properties.

To insert a note comment:

1. Select the Sticky Note tool from the Comment & Markup toolbar.

2. Type the text for the note in the pop-up window (Figure 3). You can also copy and paste text into the note.

3. Click the Close button in the upper-right corner of the pop-up window to close the note. Closing the pop-up window does not delete your text.

Figure 3 Using the Note tool to apply a note comment with a pop-up window

34 How to Use Comment and Markup Tools © 2006 Adobe Systems Incorporated


To edit a note comment:

1. Click the note icon to open the pop-up window.

2. Do any of the following:

• Edit the text as needed. When you have finished, click the Close button in the upper-right corner of the pop-up window or click outside the pop-up window.

• Select Properties from the Options menu to change the text formatting, note color, and other note properties (Figure 4).

• Use the Commenting panel in the Edit > Preferences dialog box to change the font size, default pop-up behavior, and other settings for creating and viewing comments.

Note: To resize a pop-up window, drag its lower-right corner.

Figure 4 Changing the properties of Comments

Highlighting, crossing out, and underlining text You can use the Highlight Text tool, the Cross-Out Text tool, and the Underline Text tool to add comments to an Adobe PDF document. Select the Highlight tool from the Comment & Markup toolbar or choose any of the three from the Tools > Comment & Markup menu. You can use these comments by themselves or in conjunction with notes.

To highlight, cross out, or underline text:

1. Select Tools > Comment & Markup > Highlight Text Tool, Underline Text Tool, or Cross Out Text Tool from the menu (Figure 5).

2. Drag from the beginning of the text you want to mark up (Figure 6). Control-drag (Windows) or Option-drag (Mac OS) to mark up a rectangular area of text. This is especially useful when you want to mark up text in a column.

Figure 5 Highlight, Underline, and Cross-Out Text tools available from the Comment & Markup menu

Figure 6 Highlighted text in a PDF document



To delete a highlight, cross out, or underline markup:

Click the marked-up text and then press Delete. Or right-click and select Delete from the context menu (Figure 7).

Note: You can view the author and text of a highlighted comment without opening the pop-up window: Pass the pointer over the comment while the Select tool or Hand tool is selected.

Figure 7 Right-clicking to reveal the context menu in Windows

Indicating text edits You can use text-edit comments in an Adobe PDF document to indicate where text should be edited in the source file. These text-edit comments do not change the actual text in the PDF document; instead, they indicate text to be deleted, inserted, or replaced in the source file from which the Adobe PDF document was created. Text in the document marked to be deleted appears crossed out. Text to be inserted appears in a pop-up window, and a caret indicates where the text is to be inserted. To indicate where text should be inserted:

1. In the Comment & Markup toolbar, click Text Edits or select Text Edits Tool from the Text Edits pop-up menu (Figure 8).

2. Click between the words or characters where you want to insert text.

3. Type the text you want to insert, or select Insert Text At Cursor from the Text Edits pop-up menu. Then, in the pop-up window that appears, type the text to be inserted (Figure 9).

Figure 8 Selecting the Text Edits tool from the pop-up menu

Figure 9 Inserted Text pop-up window with text to be inserted



To indicate where text should be replaced:

1. In the Comment & Markup toolbar, select Text Edits Tool from the Text Edits pop-up menu.

2. Select the text you want to replace.

3. Press Enter or Return, or select Replace Selected Text from the Text Edits pop-up menu, and then type the text to be inserted or added.

This text appears in a pop-up window and any selected text is crossed out. The insertion caret appears (Figure 10).

Figure 10 Replacement Text pop-up window with text to be deleted

To indicate which text should be deleted:

1. In the Comment & Markup toolbar, select Text Edits Tool from the Text Edits pop-up menu.

2. Select the text and press Backspace or Delete, or select Cross Out Text For Deletion from the Text Edits pop-up menu.

The text is crossed out (Figure 11).

Figure 11 Text crossed out for deletion

To delete text-edit markups:

Select the Hand tool, click the markup, and press Delete.

Adding attachments as comments In Acrobat, you can add a file or audio attachment as a comment by using the Attach A File As A Comment tool from the Comment & Markup menu (Figure 12). To view an attachment, readers must have an application installed that can open it. Files attached as comments are tracked with other comments in the review workflow process. Comment attachments appear on the Attachments tab in the navigation pane, with a page number indicating their location. Audio attachments appear in the Comments List.

Figure 12 Comment & Markup Tools menu with Attach A File As A Comment selected



Using the Attach A File As A Comment tool You can use the Attach A File As A Comment tool in the Comment & Markup menu to embed a file at a selected location in an Adobe PDF document so readers can open it for viewing. By adding attachments as comments, you can reference documents that are too long to paste into a pop-up window or text box. If you move the PDF document to a new location, the embedded file automatically goes with it.

Note: It is important to distinguish between the Attach A File As A Comment tool and document-level file attachments. Both feature the paperclip icon; however, when you use the Attach A File As A Comment tool, any comments you add are incorporated into the document review workflow and are tracked with other comments.

To add a file attachment as a comment:

1. Select Comments > Comment & Markup Tools > Attach A File As A Comment.

2. Click in the PDF document where you want to place the attachment.

3. In the Add Attachment dialog box, highlight the file you want to attach, and then click Select.

4. In the File Attachment Properties dialog box, on the Appearance tab, select the settings for the file icon that will appear in the PDF document (Figure 13). Then click Close.

Note: If the attached file is a PDF document, you can add comments to it that point out the items of interest.

Figure 13 File Attachment Properties dialog box

To delete the attached file:

Select the Hand tool, click the markup, and then press Delete.



Using the Record Audio Comment tool You can use the Record Audio Comment tool to add a prerecorded WAV or AIFF file as a comment or to record and place an audio comment in a document. Attached audio files can be played back on any platform; however, the appropriate hardware and software for recording and playing audio files must be installed.

To add a prerecorded audio comment:

1. Select Comments > Comment & Markup Tools > Record Audio Comment.

2. Click in the PDF document where you want to place the audio comment.

3. In the Sound Recorder dialog box (Figure 14), click Browse (Windows) or Choose (Mac OS), and select the audio file you want to add.

4. (Optional) To test the audio comment, click the Play button. When you finish listening, click Stop and then click OK.

5. Set options in the Sound Attachment Properties dialog box, and then click OK.

6. To hear the audio file, double-click the icon with the Hand tool.

Figure 14 Sound Recorder dialog box

To record an audio comment:

1. Select Comments > Comment & Markup Tools > Record Audio Comment.

2. Click in the PDF document where you want to place the audio comment.

3. In the dialog box that appears, click the Record button and then speak into the microphone. When you finish recording, click Stop, and then click OK.

4. Set options in the Sound Attachment Properties dialog box, and then click OK (Figure 15).

Figure 15 Sound Attachment Properties dialog box

Adding tags to make accessible comments If your PDF file contains structural information, you can add tagged bookmarks to your document. Tagged bookmarks provide greater control over page content than regular bookmarks because tagged bookmarks use the underlying structural information of the document elements (for example, heading levels, paragraphs, table titles). This added structural information can be very useful for people who use screen readers to navigate a document.

When you tag a PDF document that includes comments, the comments are tagged as well. However, if you add comments to a PDF document that is already tagged, your comments are untagged unless you enable comment tagging before you add your comments. If a document contains untagged comments, you can locate them in the logical structure tree and tag them by using the Find option on the Tags tab.



To enable comment tagging in a PDF document:

1. Select View > Navigation Panels > Tags to open the Tags tab.

2. On the Tags tab, select Tag Annotations from the Options menu (Figure 16).

Comments or markups you add to the PDF document are tagged automatically if this option is selected.

Figure 16 Options menu on Tags tab

To tag comments in a tagged PDF document:

1. Select View > Navigation Panels > Tags to open the Tags tab.

2. On the Tags tab, select Find from the Options menu. In the Find Element dialog box, select Unmarked Comments from the Find pop-up menu (Figure 17) and then click Find.

3. Click the Tag Element button to set the tag type.

The comment type appears in the Type field (for example, Text). Select Annotation from the Type pop-up menu in the New Tag dialog box and click OK (Figure 18).

4. In the Find Element dialog box, click Find Next to locate and tag all comments, and then click Close.

Figure 17 Find Element dialog box

Figure 18 Type pop-up menu in the New Tag dialog box



How to Use Drawing Markups The tools you use to draw in the PDF are located in the Comment and Markup toolbar (Figure 1) and in the Tools menu.

You can use the drawing tools to mark up a document with lines, circles, and other shapes, called drawing markups. You can also add a note to the pop-up window of any drawing markup.

Drawing tools Callout tool Stamp tools

Figure 1 Drawing Markups tools

Stamp Tool: Apply a stamp to an Adobe PDF document in much the same way you would use a rubber stamp on a paper document. Choose from a list of predefined stamps or create your own stamps.

Callout Tool: An easy way to insert graphical and textual callouts to a document to highlight key areas in a document.

Cloud Tool: Used to draw cloud shapes..

Shape Tools: Use the Arrow tool, the Line tool, the Rectangle tool, and the Oval tool for creating simple shapes.

Pencil Tools: Create free-form drawings.

© 2006 Adobe Systems Incorporated How to Use Drawing Markups 41


To use the drawing tools to create a markup:

1. To use a drawing tool, select View > Toolbars > Comment and Markup.

2. Select a tool, such as the Oval tool.

Note: Additional drawing and markup tools are available in the Tools> Comment & Markup menu.

3. To add a markup to the PDF document:

• If you’re drawing a line, rectangle, or oval, drag across the area where you want the drawing comment to appear.

• If you’re drawing an arrow, the arrow pointer appears where you begin drawing.

• If you’re drawing a polygon or polygon line, click a starting point, move the pointer, click to create a segmentof the polygon, and then continue clicking to create more segments of the polygon. When you finish drawing the polygon, click the starting point or double-click to close the shape. Double-click to end a polygon line.

Note: To draw a straight or diagonal line, a square, or a circle, press Shift while you draw the markup. Make sure you don’t release Shift before you release the mouse button.

4. Using the Hand tool, double-click the markup to open the pop-up window, and then type a note (Figure 2).

5. (Optional) Click the Close button in the pop-up window. A note icon appears to the right of the markup to indicate the presence of text in the pop-up window (Figure 3).

Figure 2 Shape constructed by using the Oval tool, with attached note

Figure 3 Note indicating text in the pop-up window

To delete a drawing markup:

Select the drawing markup, and press Delete.

To change the appearance of a drawing markup:

1. In the Note comment, select Properties from the Options menu.

2. Specify options in the Properties dialog box to change the appearance of the selected shape (Figure 4).

3. Click OK.

Figure 4 Shape Properties dialog box

42 How to Use Drawing Markups © 2006 Adobe Systems Incorporated


How to Use the Comments List The Comments List shows the comments in an Adobe PDF document. You can use the Comments List to delete comments, change their status, or reply to them (Figure 1). You can sort comments in many ways, including by date, author, or page number. Each comment displays its associated text next to the comment icon. If you edit this text in the Comments List, the comment in the document window is also updated.

Review Status

Apply Checkmark

Figure 1 Comments list

Expand and Collapse: Expand or collapse the comments. Click Expand All or Collapse All in the Comments List toolbar. To expand or collapse individual comments, click the plus and minus signs next to the comment.

Next and Previous: Browse through the comments. Click a comment in the list, or click the Next button or the Previous button to go to the next or previous comment.

Reply: Add a reply to the selected comments.

Delete: Remove the selected comment.

Set Status: Change the review status of comments to Accepted, Cancelled, Completed, or Rejected.

Checkmark: You can use checkmarks to indicate a range of options. For example, you can use them to keep track of which comments you have read or which ones you want to remember. Check marks are for your personal use and do not appear when others view the PDF document unless you change the status of comments.

Show and Hide: Show or hide comments based on type, reviewer (author), status, or checked state. Hiding comments is also called filtering.

Sort By: Sort comments in the Comments List by type, page, author, date, color, checked state, or status by person.

Search: Use a special comment search feature to find specific comments based on their text.

Print Comments: Print a summary of the comments, or create a new PDF containing the comments.

Apply Checkmark: The checkmark box is not used to select the comment. The checkmark box can be used for whatever purpose you want, such as tracking which comments you’ve read. These checkmarks do not appear in the printed document. To select a comment, click anywhere on the comment.

Expand All / Collapse All

Next/Previous

Reply Delete Sort By

Show/Hide Search Print

Expand or collapse individual comments

Checkmark box

Comment type

© 2006 Adobe Systems Incorporated How to Use the Comments List 43


Changing the review status of comments You can change the review status of comments to Accepted, Cancelled, Completed, or Rejected. Changing the review status is useful when you want to show or hide only a certain set of comments and when you want to let review participants know how you are going to handle certain comments.

When the review status of a comment is set, the review status appears below the comment in the Comments List, along with the name of who set the review status. If another reviewer sets the review status for that comment, both reviewers’ names and review statuses appear in the Comments List. You cannot remove the review status display from the comment in the Comments List even if you change the review status to None.

Once the comment’s review status is set for drawing and highlighting markups, a modifier icon appears next to the markup in the document and becomes part of the markup. A modifier icon also appears any time you add text or a reply in the pop-up window and is included with all comment attachments.

To change the status of a comment:

1. Open the Comments List by selecting Tools > Comment & Markup > Show > Show Comments List.

2. Click a comment to select it.

3. Click the Status button, select Review, and select a review status (Figure 2).

Figure 2 Setting a comment’s review status

To view a comment’s history of changes:

1. In the Comments List, right-click (Windows) or Ctrl-click (Mac OS) the comment’s icon and select Properties.

2. In the Properties dialog box, click the Review History tab to see the history of status changes people have made to the comment (Figure 3).

Figure 3 Review History dialog box indicating comment change history

44 How to Use the Comments List © 2006 Adobe Systems Incorporated


Marking comments with checkmarks You can use checkmarks to indicate status. For example, you can use them to keep track of which comments you have read or of certain ones you want to remember. Checkmarks are for your personal use and do not appear when others view the PDF document unless you change the status of comments. To mark comments with checkmarks:

1. In the Comments List, click the checkmark box next to a comment so that the Checkmark icon appears (Figure 4).

2. You can also click the Checkmark button in the Comments List toolbar.

Figure 4 Checkmarks

Sorting comments You can sort comments in the Comments List by type, page, author, date, color, checkmark status, or status by person. In a thread of replies, only the first message is sorted, and the reply messages are sorted in the same category as the first message in the thread.

To sort comments in the Comments List:

Click the Sort By button in the Comments List toolbar and select an option from the menu (Figure 5).

Figure 5 Sort By comments list options

Showing and hiding comments You can hide or show comments based on type, reviewer (author), status, or checked state. Hiding comments is also called filtering. Filtering affects the appearance of comments in both the document window and the Comments List. When you print or summarize comments, you can specify whether to print or summarize hidden comments. When you hide a note comment that has a reply, all other replies in the thread are hidden as well.

Note: In an e-mail-based review, hidden comments are not included when you send the comments to the initiator.



To show or hide comments in a document:

From the Show menu in the Comments List toolbar, do one of the following:

• Select the comment types you want to display (Figure 6).

• To hide all comments, select Show > Hide All Comments. Select Show > Show All Comments to show them again.

• To show comments you have hidden in a certain category, select the All command for that category. For example, if you have shown only comments by a certain reviewer, select Show > Show By Reviewer > All Reviewers. Figure 6 Show comments menu options

Finding comments You can use a special comment search feature to find specific comments based on their text.

To find a comment:

1. Click the Search button in the Comments List toolbar.

The Search panel appears.

2. In the Search panel, specify the word or phrase you want to search for, and then click Search Comments (Figure 7).

Figure 7 Search PDF Comments window

Exporting and importing comments When you conduct an e-mail-based review or a browser-based review, you may find that sending a document out to multiple reviewers means you get comments back in multiple documents. For ease of reviewing these comments, you can use the export and import function to consolidate comments into one central document.

Reviewers can export their comments as a Word document, an AutoCAD document, or a data file. When reviewers export comments as data files, they create Form Data Format (FDF) files that contain only comments. Consequently, FDF files are usually smaller than Adobe PDF files. You or another reviewer can then import the comments from the FDF files into the original PDF document. You can also import comments from another PDF document. You cannot open and view FDF files on their own. You can also export comments to and import comments from an XFDF file, which is an XML-based FDF file.

46 How to Use the Comments List © 2006 Adobe Systems Incorporated


To export all the comments in a document:

1. Click the Options button in the Comments List toolbar and select an option for exporting comments (Figure 8).

2. Select the folder where you want to export the comments, and then name the export document.

Note: If exporting to a data file, you can set the file type to either FDF or XFDF.

3. Click Save to create a file that contains only comments. (When imported, the comments maintain the same location and position they occupied in the original file.)

Figure 8 Export comments options

To export only selected comments in a document:

1. In the Comments List, select the comments you want to export.

2. From the Options menu in the Comments List, select Export Selected Comments (Figure 9).

By default, selected comments are exported as an FDF file.

3. Specify a filename and location, and then click Save.

Figure 9 Exporting selected comments

To import comments:

1. In the document where you want to receive comments, select Comments > Import Comments from the Optionsmenu in the Comments List (Figure 10).

2. From the Files Of Type menu (Windows) or the Show menu (Mac OS), select Acrobat FDF Files (*.fdf), Adobe PDF Files (*.pdf), Acrobat XFDF Files (*.xfdf), or All Supported Formats (*.*).

3. Double-click the name of the document with the comments.

The comment positioning matches that of the file the comments were imported from. If comments appear outof place, the source and recipient PDF documents are likely different. For example, if you import comments from a ten-page document to a two-page document, only comments from the first two pages appear.

Figure 10 Importing comments



How to Add Document Security and Digital Signatures If you want to create a secure PDF document, Acrobat provides several methods of applying security. You can add passwords and set security options to restrict opening, editing, and printing. You can also use a digital signature to indicate approval of a PDF document, including a form you fill out, and you can certify documents you create and specify the types of changes that are permitted for the document to remain certified.

Other forms of PDF document security include public key certificate security, which typically involves a third-party certification authority, and Adobe Policy Server, a dynamic server-based security system used by large organizations.

Password Security By default, a PDF document has no security. Acrobat users viewing a document that has not been secured have complete access to all of the program’s features. Acrobat provides a password security framework so you can protect and secure your PDF documents against unauthorized opening, printing, editing, and extracting of text and graphics.

By using the two types of password protection, you can easily secure access to a PDF.

You can specify a Permissions password to restrict readers from printing and editing the PDF document unless they enter that password.

You can specify a Document Open password to restrict readers from opening the PDF file unless they enter that password.

48 How to Add Document Security and Digital Signatures © 2006 Adobe Systems Incorporated


To add permissions password security to a PDF document:

1. From the Tasks toolbar, select Secure > Password Encryption (Figure 1).

2. If a confirmation message appears, click Yes.

The Password Security - Settings dialog box appears.

3. In the Password Security - Settings dialog box Permissions area, select the Restrict Editing and Printing of the Document option and type a password in the Change Permissions Password box (Figure 2).

4. Set the desired security options.

5. Click OK. Retype the permissions password at the prompt and then click OK.

You must save the document for the change to take effect.

The following describes the password security options available in the Permissions section.

• The Printing options restrict print quality and controls a reader’s ability to print the password-protected document.

• The Changes options define which editing actions are allowed in the password-protected document.

• None prevents the reader from making any changes to the document, including filling in signature and form fields.

• Inserting, Deleting, and Rotating Pages lets readers insert, delete, and rotate pages and create bookmarks.

• Filling in form fields and signing existing signature fields lets readers fill in form fields and include digital signatures.

• Commenting, filling in form fields and signing existing signature fields lets readers insert comments, fill in form fields, and include digital signatures.

• Any except extracting pages lets readers change the document in any way except removing pages.

• Enable copying of text, images, and other content determines whether readers can select and copy the contents of the password-protected document. This option is available only if compatibility is set to Acrobat 5.0 or later.

• Enable text access of screen reader devices for the visually impaired lets readers with disabilities access the document text with screen readers and is selected by default.

Figure 1 Secure menu options

Figure 2 Password Security - Settings dialog box

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To add a Document Open password:

1. From the Tasks toolbar, select Secure > Password Encrypt.

2. In the Password Security - Settings dialog box, select the earliest version of Acrobat with which readers will be able to open this document (Figure 3).

3. Select the option Require A Password To Open The Document.

4. Type a password in the Document Open Password box (Figure 4).

5. Click OK. At the prompt, type the Document Open password again, and then click OK.

You must save the document for the change to take effect.

Figure 3 Compatibility option

Figure 4 Open Document password

Certifying a document with a digital signature You don’t need a pen to sign an electronic document. Security features in Acrobat let you sign documents, whether to simply show approval or to control access and modifications to the documents you distribute. If you are the creator of the document, you can certify it with a digital signature (Figure 5). You can also sign a document as part of a review process, specifying whether you are the author, have reviewed the document, and so on.

The first signature in a document is called the author signature. The person who adds the first signature to a document has the option of certifying the document. By certifying a document, you attest to its contents and specify the types of changes allowed for the document to remain certified. Changes to the document are detected on the Signatures tab. Subsequent signatures to the document are called ordinary signatures.

To sign a document, you must select a digital ID that contains the signature information you can share with other readers in a certificate. If you’re not using a third-party digital ID, you can create your own self-signed digital ID.

Figure 5 Digital ID



To create a self-signed digital ID:

1. From the menu bar, select Advanced > Security Settings.

2. Select Digital IDs in the left pane, and then click the Add ID button in the right pane (Figure 6).

3. Select Create A Self-Signed Digital ID For Use With Acrobat and click Next.

4. Select one of the two storage formats to specify where you want to store and access your digital ID and click Next (Figure 7).

5. In the Add Digital ID dialog box, add the information you want to include in the certificate, such as your name and other identifying information (Figure 8).

6. Select a key algorithm from the pull-down list. 2048-bit RSA offers more security than 1024-bit RSA, but 1024-bit RSA is more universally compatible.

7. From the Use Digital ID For menu, select whether you want to use the digital ID for digital signatures, data encryption, or both.

8. Click Next, and specify a filename and location for the digital ID file. Type the same password in the Choose A Password and Confirm Password boxes.

9. Click Finish.

10. Close the Security Settings dialog box.

Figure 6 Security Settings, dialog box

Figure 7 Select where to store the ID

Figure 8 Add Digital ID dialog box



To sign a document:

1. Complete all changes to the document.

2. In the Tasks toolbar, select Sign > Place Signature (Figure 9).

3. If the document has not been signed previously, you may be asked to certify the document or continue signing. Select Continue Signing and follow the instructions to indicate the location and appearance of the signature.

4. In the Sign Document dialog box, type the password associated with the digital ID and click Sign. (Figure 10).

The Save As dialog box appears. The document needs to be saved.

5. Either save the document by using the same name, or assign a new name to save a signed copy, and click Save.

Figure 9 Place Signature

Figure 10 Sign Document dialog box



Certifying a document Suppose you’re sending out a document you created and you need to make sure nobody changes the document. One way to protect the contents and/or specify the types of changes allowed is by certification. For example, you could certify a form and allow readers to fill in the fields; however, if a reader deletes or replaces pages, the document will no longer be certified. Certification is another way of using digital IDs. To certify a document:

1. Make sure you have finished modifying the document.

2. Select File > Save as Certified Document.

You can apply for a digital signature from an Adobe partner, or you can click OK to sign the document using an existing Adobe ID (Figure 11).

3. Click OK.

4. In the Certify Document dialog box, specify the Digital ID to use, enter the correct password, and use the drop-down menu to determine which changes readers are allowed to make (Figure 12). Then click Sign.

The Save As dialog box appears. You need to save the document.

5. Either save the document by using the same name, or assign a new name to save a certified copy, and click Save.

Once a document is certified, you can read certification information in the Signatures panel.

Figure 11 Choose Allowable Actions pull-down list

Figure 12 Certify Document dialog box



How to Use Adobe LiveCycle Designer Adobe LiveCycle Designer s a graphical form design tool you can use to lay out a form from scratch, use a form template, or create a fillable and interactive form based on an existing nonfillable form. This tool is only available to Windows users.

Using LiveCycle Designer, you can drag-and-drop images and other objects, such as list boxes, drop-down lists, and command buttons, onto your forms. You can design a form, define its logic, modify it to match paper counterparts or meet accessibility requirements, and then preview the form before distributing it.

Once you have implemented a form, you can create simple electronic data capture solutions (with a spreadsheet program, for example) and use Adobe Acrobat Professional to consolidate the data you receive from the people filling in the form. You can use the forms you create as stand-alone forms and capture data as you would with forms created by using Adobe Acrobat or incorporate the use of the LiveCycle server to create a more data-driven solution.

This guide will introduce the workspace and a few basic functions of LiveCycle Designer. More advanced features in LiveCycle Designer let you use scripting objects, integrate a form with a data source, and create dynamic forms. For more information about the advanced functionality of the program, refer to the resources at http://www.adobe.com/products/server/adobedesigner/.

Designer workspace The Designer workspace (Figure 1) helps you focus on creating and editing form designs. You create and maintain the form design in the Layout Editor. The tabbed palettes around the Layout Editor provide easy access to the tools without cluttering your workspace.

Layout Editor Palettes

Figure 1 Designer workspace

54 How to Use Adobe LifeCycle Designer © 2006 Adobe Systems Incorporated

http://www.adobe.com/products/server/adobedesigner/


Creating a form design by using the New Form Assistant When you start Designer, you are prompted to create a new form, create a new form from a template, or open an existing form. After you select one of these options, the New Form Assistant guides you through a series of steps to choose the type of form design or template to create, how people will fill it in, and how you will get the information back.

To create a new form design by using the New Form Assistant:

1. From Acrobat, select Forms > Create New Form.

The Create A New Form dialog box appears.

2. Select a method for creating the new form and click Continue.

3. If a message appears explaining Adobe LiveCycle Designer and the New Form Assistant, click Continue.

The New Form Assistant walks you through the four main steps to creating the new form. You can change steps by clicking a step in the left pane (Figure 2).

You already selected a method for creating the form, sothe next step is to specify setup options.

4. Select the Setup options for the form and click Next. Follow the prompts to complete the form setup process.

After you complete the setup options, the Return Setup options for the form appear (Figure 3).

5. Indicate how the form will be distributed and how the form data will be returned.

• Add an E-mail button: The form is created with a Submit button linked to an e-mail address that you specify. Readers electronically fill out the form and then return the data to you by clicking the Submit button.

• Add a Print button: The form is created with a Print button. Readers fill the form electronically, print the completed form, and then return it manually.

6. Click Finish.

The form appears in the LiveCycle Designer window.

Figure 2 New Form Assistant Document Setup

Figure 3 Form Return Method settings

Adding form objects Form objects are the building blocks of every form. Each object provides some piece of functionality to your form—for example, a place to enter text or a button that enables the form to be e-mailed. As you create your form, you select objects and add them to the body or master page of the form design. You will find all the available objects in the Library palette (Figure 4).

© 2006 Adobe Systems Incorporated How to Use Adobe LifeCycle Designer 55


To add a text object:

1. Scroll through the Library palette and select the Standard tab. This tab contains the most commonly used form objects (Figure 5).

2. Select the Text object.

3. Click in the form body page where you want the text to appear (Figure 6).

4. To size the object, drag the object selection handles.

5. Type the text to add to the form.

6. To adjust the text style, use the Text Formatting toolbar(Figure 7).

Figure 4 Library palette

Figure 5 Standard tab of Library palette

Figure 6 New text object

Figure 7 Text Formatting toolbar



To add and update form field objects:

1. In the Library palette, click the Standard tab and then select one of the form field objects.

2. On the form body page, click the place where you want the form field object to appear.

3. With the field object selected, customize the field by using the options in the Object, Layout, Border, and Accessibility palettes (Figure 8). You can open new palettes from the Window menu.

The following describes which palette to use to edit the basic properties of an object once you have added it to a form design.

• Object properties are specific to the type of object currently selected in the form. Depending on the type of object, different properties are available for you to work with.

• Layout properties address the size and position of an object, the amount of white space around it, and the position of captions.

• Border options affect borders and, if applicable, background fill for objects that have borders.

• Accessibility options let you include tool tips and text to be spoken by screen readers for people with visual impairments.

Figure 8 Object, Layout, Border, and Accessibility palettes



To add an image object:

1. In the Standard tab of the Library palette, click the Image object (Figure 9).

2. Click in the form body page where you want the image object to appear.

3. With the Image object selected on the form body page, insert the image by using one of these methods:

• In the URL box of the Object palette, type the URL of the image file (Figure 10).

• Click the Browse button to the right of the URL box, navigate to the image file you want to insert, and click Open.

4. So the image will be embedded in the form when the form is created, select Embed Image Data.

Images may be referenced or embedded. If you use relative path names for referenced images, you must store the image files in a folder that is accessible to users of the form.

5. Select Sizing and Presence options.

Figure 9 Library palette, Image object

Figure 10 Image Object properties

Image object

Preview your work As you work, you can preview and test your form design to see how it will look to the person filling out the form.

To preview and test a form design:

1. Click the Preview PDF tab in the Layout Editor (Figure 11).

2. When the form preview appears, enter data in the field boxes.

3. Click any existing Submit By Email or Print buttons to test commands.

Figure 11 Preview PDF tab

Preview PDF tab



Saving the form in the correct file format When you save a form, the file format has to be compatible with the way readers will use the form in the community. You can save a form as a PDF file or as an XDP file, the native file format created by LiveCycle Designer. Designer provides these two choices to support two basic scenarios:

• PDF output is opened in Adobe Reader or Acrobat.

• XDP output is rendered by a form server.

If you are creating a form that readers will read in Acrobat 6.0.2 and later or Adobe Reader (with or without usage rights), save the form as a PDF file.

To save a form in the correct file format:

1. With the form in Design view, select File > Save As.

2. Select a file format from the Save as Type pull-down list (Figure 12).

• Acrobat 7 and 8 Compatible Static PDF Form File (*.pdf) saves a form design containing only static elements. If you use this format to save a form design containing dynamic elements, the dynamic elements will be unavailable in the form.

• Acrobat 7 and 8 Compatible Dynamic PDF Form File (*.pdf) saves a form design containing dynamic elements.

• Acrobat 6 Compatible (Static) PDF Form File (*.pdf) saves the form design so readers can fill out the form by using Acrobat 6.0 or Adobe Reader 6.0.

• XML Form File (*.xdp) is the native file format created by Designer. Select this option to save the form design in a format that can be interpreted by a form server if you are using one.

• Adobe Designer Template (*.tds) is a format on which you may base future form designs. Select this option to save the form design for future use in Designer only.

3. Click Save and close the Designer window.

Figure 12 Save As dialog box



How to Convert Image-only Scanned Pages by Using the OCR Function Acrobat’s optical character recognition software (OCR) converts image-only scanned PDF files so you can search, correct, and copy the text of a document. If you do not apply OCR when scanning a paper document, or you receive a document as image-only, you can apply the Recognize Text Using OCR command after you open the document as a PDF in Acrobat.

Using the OCR function, you can convert image-only document pages to one of three output styles: Searchable Image (Exact), Searchable Image (Compact), and Formatted Text and Graphics. All styles apply OCR and font and page recognition to the text images and convert them to normal text.

• Searchable Image (Exact) maintains the original image in the foreground and places searchable text behind the image. This yields the largest file size but preserves the integrity of the original for printing while still providing searchable text.

• Searchable Image (Compact) applies compression to the foreground image to reduce file size, which reduces the image quality but maintains searchable text.

• Formatted Text & Graphics reconstructs the original page, using recognized text, fonts, and graphics. This option yields the smallest file and allows you to correct suspect words.

Converting image-only scanned pages by using Recognize Text Using OCR When converting image-only scanned pages by using the OCR function, Acrobat reads bitmaps of text and tries to substitute words and characters for the bitmaps. The result is a document that can be searched and, depending on the security controls, copied and edited.

60 How to Convert Image-only Scanned Pages by Using the OCR Function © 2006 Adobe Systems Incorporated


To convert image-only scanned pages by using the Recognize Text Using OCR command:

1. In Adobe Acrobat, open an image-only file you want to convert and choose Document > OCR Text Recognition > Recognize Text Using OCR.

2. In the Recognize Text dialog box, specify the pages to be converted (Figure 1).

3. To change the current settings, click the Edit button.

4. In the Recognize Text – Settings dialog box, select a primary OCR language, a PDF output style, and a Downsample resolution for images (Figure 2).

When you downsample (or decrease the number of pixels), information is deleted from the image.

5. Click OK and click OK again to close the dialog boxes.

Figure 1 Recognize Text dialog box

Figure 2 Recognize Text - Settings dialog box

© 2006 Adobe Systems Incorporated How to Convert Image-only Scanned Pages by Using the OCR Function 61


Correcting suspect words on converted pages When Acrobat’s OCR function is not certain of a substitution, it marks the word as suspect. A suspect word is shown in the PDF as the original bitmap of the word, but the text is included on an invisible layer behind the bitmap. This makes the word searchable even though it is displayed as a bitmap. You can accept suspects as they are or correct them.

To correct suspect words on converted pages:

1. Choose Document > Recognize Text Using OCR > Find First OCR Suspect.

2. In the Find Element dialog box (see Figure 17), compare the word in the Suspect text box with the actual word in the scanned document and do one of the following:

• Click Accept and Find to accept the word as correct and move to the next suspect word.

• Correct the text directly in the Suspect box and click Accept and Find.

• Click Find Next to ignore the suspect word and move to the next suspect.

• Click Not Text button if the suspect was incorrectly identified as text.

3. Review and correct the remaining suspect words in the document and then close the Find Element dialog box.

If you close the Find Element window before correcting all suspect words, you can return to the process by choosing Document > Recognize Text Using OCR > Find First OCR Suspect or by clicking any suspect word with the TouchUp Text tool.

Figure 17 Find Element dialog box

Suspect textBitmapped image

62 How to Convert Image-only Scanned Pages by Using the OCR Function © 2006 Adobe Systems Incorporated

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