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Adobe
Acrobat8Professional
Basics
Email:[email protected]
WebSite:http://training.health.ufl.edu
3522735051
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Thispageintentionallyleftblank.
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TableofContentsGettingStarted.......................................................................................................................................... 2
PDFDocuments......................................................................................................................................... 3
CreatingPDF
Documents
from
Originating
Applications
..........................................................................
4
TheAdobeAcrobat8ProfessionalInterface............................................................................................ 6
Toolbars.................................................................................................................................................... 6
NavigationPane........................................................................................................................................ 8
CreatingPDFDocumentsfromwithinAcrobat......................................................................................... 8
Security..................................................................................................................................................... 9
Signatures............................................................................................................................................... 11
Bookmarks.............................................................................................................................................. 12
AutomaticallyfromWord................................................................................................................... 12
CreatingBookmarksinAcrobat.......................................................................................................... 12
WorkingwithPages................................................................................................................................ 13
EditingTextandImagesAdvancedEditingToolbar............................................................................. 13
EditingText......................................................................................................................................... 14
EditingObjects.................................................................................................................................... 14
CommentandMarkup............................................................................................................................ 14
TextEdits............................................................................................................................................. 15
Diane Millican
Training SpecialistHSC Information Technology Center
Health Science Center E-mail: [email protected] Box 1001 [email protected]
Gainesville, FL 32610-0152 http://training.health.ufl.edu
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Getting Started
AdobeAcrobat8ProfessionalisaproductdesignedtochangemanykindsoffilesintoPDFdocuments.
PDFstandsforportabledocumentfile. PDFdocumentsareveryportableinthattheyaresmallerfiles
thanfiles
created
in
typical
word
processing
programs.
For
example,
aWord
file
of
235
MB
turns
into
a495KBPDFfile. ThismakesPDFsverygoodtouseonlineorforemail. SecuritycanalsobeaddedtoPDF
documents. PDFfilescanbeopenedandreadwithafreedownloadablereaderinanycomputer
platform:PC,MAC,Linux/Unix. Thefreereaderisavailabletoanyonefrom:
http://www.adobe.com/products/acrobat/readstep2.html
RemembertheReaderdoesnotcreatePDFs,itonlyopensthemsotheycan
bereadbyanyone.
Alimitedtime(30days)trialversionofthefullprogramofAcrobatProfessional8canbedownloaded
forfreefrom: http://www.adobe.com/products/acrobatpro/tryout.html
Faculty,staffandstudentsareeligibletopurchasetheEducationEditionatareducedpricewithvalid
academicidentification.
UponstartingtheAdobeAcrobat8ProfessionalprogramthefirstscreenshownistheGettingStarted
pageshownabove. Fromthispageyoucanchoosedifferentoptionsandeitherstartaprojectorget
moreinformationaboutthatprocedure. ForexampleifyouchooseCreatePDFyouwillgetthe
followingscreen.
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Theyellowbuttonswillallowyoutostartyourproject,whilethegreenbuttonswilltakeyoutothehelp
pagethatwillgiveyouinformationaboutthetask. TheHomelinkwilltakeyoubacktothemain
Getting
Started
page.
TheGettingStartedPagestartsupbydefault,butcanbeturnedoffbycheckingtheboxintheupper
rightcornerDonotshowatstartup. Ifyoudecidelateronyouwantittoshowatstartupagain,goto
theHelpmenuoption,clickonGettingStartedwithAdobeAcrobat8ProfessionalandunchecktheDo
notshow..box. TheGettingStartedpagecanstayopeninthebackgroundorbeclosedusingtheXin
theupperrighthandcorner.ThetasksontheGettingStartedpagearealsoontheTaskstoolbar.
PDF Documents
documents
are
usually
created
first
in
other
applications
such
as
Word,
Excel,
Outlook,
PowerPoint
andcanalsobecreatedfromwebpagesorimagefiles. AcrobatProfessionalisnotconsideredan
authoringapplication,butworksinconnectionwithmanytypesofapplications. Inotherwords,you
wouldcreateyourdocumentinWord,PublisherorInDesignandthenturnitintoaPDFdocumentto
use.ThePDFswouldbecreatedfromtheoriginatingapplication. PDFscanalsobecreatedfromhard
copydocumentsthatcanbescannedintoAcrobatProfessionalandthenusedasanydigitalfile.Newto
AcrobatProfessional8,documentscanbecreatedfromablankpagewithinAcrobatProfessional. This
isnormallyusedonlyforsmallsparinglyformatteddocuments.
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Creating PDF Documents from Originating Applications
ThereareseveralwaystocreatePDFdocuments. Themostcommonwayistousetheoneclickbutton
intheoriginatingapplication. Forexample,inWord,onceAcrobatProfessional8isinstalled,there
shouldbeanAcrobattoolbarandanAdobemenuoptionavailable
(or,inOffice2007,anAcrobattabontheRibbon).
Withthedocumentopenintheoriginatingapplication,clickontheConverttoAdobePDF(ortheCreate
PDF)button. Thiswillpromptyoutosaveyouroriginaldocumentifyouhavenotalreadydoneso,and
thenaskwhereyouwanttosavethePDFandwhatyouwouldliketonameit. Itcanbenamedexactly
thesameastheoriginaldocumentasitisadifferenttypeoffileandwillhaveadifferentextension. For
exampleifyouroriginalfileiscalledofficeprocedures.docthenthepdfcouldbeofficeprocedures.pdf. It
isagoodideatosavethePDFinthesamelocationastheoriginalincaseyouneedtogobackandmake
majorchanges. Asyouwillseelater,changescanbemadetoaPDFdocument,butifyouhavemajor
changesit
is
sometimes
easier
to
go
back
to
the
original,
make
the
changes
and
recreate
the
PDF.
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Whenusingtheoneclickbutton,Acrobatusesthe
settingscurrentlyineffect. Ifyouwantmore
controloverthesettingschooseAdobePDF
ConversionSettingsorPreferences. Thisgives
optionsformakingbiggerorsmallerfiles.Higher
qualityproduceslargerfiles;however,smallerfiles
maybegoodenoughforweboremailapplications.
PDF/Asettingsareusedforarchivalsituationsfor
longtermpreservationofdigitaldocuments.
Othersettingsmayberequiredwhenusing
professionalprintingservices. Undernormal
circumstances,theStandardconversionsettings
workfine.
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The Adobe Acrobat 8 Professional InterfaceMenuBar
F9toshow/hide
ToolbarsToolbarshelpyouworkinAcrobatbygivingyoutaskrelatedgroupsoficons. Thetoolbarscanberearrangedtosuityourpreferences. Thetoolbarshavegrabberswhicharethegraystripeattheleft
sideofthetoolbar. Ifyouhoveroverthegrabberareayoucanclickanddragthetoolbarouttobea
floatingtoolbarinsteadofadockedtoolbar. Theycanthenberearrangedorclosed.
Taskbar
Thistoolbarallowsyoutostartdifferenttasks
DefaultToolbars
ToolbarsF8toshow/hide
NavigationBar
DocumentArea
FileToolbar Page Select
Navigation
Toolbar
&ZoomToolbar Page
Display
Toolbar
Find
Toolbar
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Ifyoudontseeatoolbarthatyouneed,youcangototheViewMenuoption,chooseToolbarsanda
listoftheavailabletoolbarswillopen. Alternatelyyoucanrightclickinanemptyspaceinthetoolbar
areaandgetthesamelistoftoolbars. Theonesthatarecheckedarevisibleandifyouseetheoneyou
wantanditisnotchecked,clickonitanditshouldopenupforyou.ForexampletheAdvancedEditing
toolbarisnotopenbydefaultwhenyouopentheAcrobatprogram. Ifyouneedtoedittextdoother
alterationstoyourdocumentyoucanturnontheAdvancedEditingtoolbartohaveaccesstothose
items.
NewToolbarsmayshowupasfloatingtoolbars. Theycanbedockedbyclickinganddraggingonthe
titlebarandmovingthemuptothetoolbararea. Youwillseeagraylinewherethetoolbarwilldock
(snapintoplaceinthetoolbararea). Ifyoudontseeagraylinewhenyouhoverthetoolbaroverthe
toolbarareathetoolbarsmaybelocked. IfyougototheViewMenuoptionandchooseToolbarsor
rightclickinthetoolbararea,oneoptionavailableforthetoolbarsistoLockToolbars.Sinceyouhave
theoptionofdraggingyourtoolbarsaroundandrearrangingthemtosuityourstyle,onceyougetthem
setthewayyouwantyoumaywanttolockthetoolbarssotheycannolongerbemovedorundocked.
Thisisawaytoworkmoreefficientlybyarrangingthetoolbarstomatchthewayyouusetheprogram.
Ifyouhavemovedthetoolbarsaroundandyoudecideyounolongerlikethewaytheyarearranged
thenyoucangobacktothetoolbarmenu,UnlockthetoolbarsandthenResetthetoolbars. Theywill
thengo
back
to
the
default
toolbar
layout.
Another
option
on
the
Toolbar
menu
is
whether
you
want
to
showButtonlabelsfortheiconsornot. Somelabelsareshownbydefault,andthenyouhavethe
choicetoshowalllabelsorshownolabels. Youmaywanttoshowthelabelsuntilyougetfamiliarwith
theworkingsofAcrobatandthenafterawhileyoumaywanttofreeupmoretoolbarspaceandnot
showanyofthelabels.
PageNavigationToolbarFileToolbar
1 2 3 4 5
To
Navigate
through
your
document:
1. OpenexistingPDFfile Usetheleftfacingarrowtogotopreviouspage2. Printdocument Usetherightfacingarrowtogotothenextpage3. Savedocumentwithchanges Typeinthepagenumbertogodirectlytoa
specificpage4. Attachcurrentdocumentandemail5. GotoBridgeSelectandZoomToolbar PageDisplayToolbar
1. Selecttextand/orimagesforcopyandpasting
2. Handtoolmovearoundthedocument3. MarqueZoomClickanddragarounda
sectiontomagnify
4. DecreaseorIncreaseMagnification5. Typeinorusedropdownforaspecificzoom
level
1 2 3 4 5
Youhave
options
on
how
to
view
your
pages.
The
firsticonbydefaultshowsthepagefull
widthandyoucanscrollthroughthepages.
Thesecondiconshowsthewholepage,onepage
atatime.
Otheroptionsavailableonrightclickaretoshow
twopagesatatimeorshowfullscreen.
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Navigation PaneOntheleftsideoftheinterfacethereisadarkgrayareawithseveralicons.Thisis
calledthe
Navigation
Pane.
Thetopiconshowsathumbnailprevieworasmallgraphicalrepresentationofall
thepagesinyourdocument. Clickingontheiconwillopenthethumbnailimages.
Clickontheiconagaintoclosethethumbnailpane. Asyouincreaseanddecrease
the sizeof the frame,youwillbeable to seemoreor lessof thepages in your
document.
Thesecondiconallowsyoutoseeandfollowbookmarks.
Thethirdiconshowsyouifthereareanydigitalsignaturesinyourdocument.
Thenexticon(thesmallgreencirclewiththe?)willopentheHowTohelpsection.
On the bottom of the Navigation pane are icons to show if there are any
Attachments with your PDF document or if there are Comments in your
document.
Creating PDF Documents from within Acrobat
Oneofthemainreasonsweusecomputersistosavetimeorworkmoreefficiently. Sowhenweneed
tocreatePDFdocuments,wewanttodoitinthemosttimeefficientway. Manytimeswewillbe
creatingtheoriginaldocumentandwillchoosetocreatethePDFfromthatapplication. Othertimeswe
may
not
have
the
document
open
at
all
and
in
that
case
we
can
open
Acrobat
and
create
a
directly
fromtheAcrobatapplication. Todothis,startbygoingtotheTaskbar.ChooseCreatePDF.
Severaloptionsarepresented. PDFdocumentscanbecreatedfromfilesanywhereonyourcomputer.
ChoosingFromFilewillbringuptheopendialogboxsoyoucannavigatetothefileyouneed. Youcan
ctrl+clicktoopenseveralfilesandaPDFdocumentwillbecreatedforeachone. Youdoneedtohave
theoriginatingapplicationonyourcomputer. Inotherwords,
youwouldnotbeabletocreateaPDFfromaWordfileunless
youhadtheWordprogramalreadyinstalled.
ChoosingFromMultipleFilesworksalittledifferentlyinthat
youcancreateonePDFfromallthefiles.
FromScannerallowsyoutoscanhardcopiesdirectlyinto
Acrobat.If
you
are
going
to
want
to
edit
the
document
make
suretheMakeSearchable(RunOCR)ischecked.
FromClipboardwillcreateaPDFfromanyimageyouhadplaced
ontheclipboardbycopyorbyprintscreen.
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AfterthePDFiscreatedyoumaybealldonewiththedocumentandwilleitherputitonawebsiteor
emailit. Butthereareseveralthingsyoumayneedorwanttodobeforeyouarereallyfinishedwiththe
document.
SecurityOneofthebenefitstousingAcrobatPDFfilesistheabilitytoaddsecuritytothedocument.
DocumentSecurityallowsyouto:
Requireapasswordtoopenthedocument Requireapasswordtochangethesecurityofthedocument Preventorallowyourdocumentfrombeingprinted Preventorallowyourdocumentfrombeingchangedormodified Preventorallowothersfromcopyingtextorgraphics Preventorallowothersfromadding/changingcommentsorfillingoutformfields
ToaddSecuritytoyourdocumentfrom
theFilemenuchoosetheProperties
option.WhentheDocumentProperties
dialogboxopenschoosetheSecurityTab.
OryoucanstartwiththeSecurebuttonon
theTaskbarandchooseShowSecurity
Settings. Ifyouhavecreatedthis
documentitwillhaveaSecurityMethod
of:No
Security.
Securitycanbeaddedusingapassword.
ClickontheSecurityMethoddropdown
andchoosePasswordSecurity.
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IntheCompatibilitysection,youneedtodetermineifthepeopleyouwillbesharingthisdocumentwith
willhave
an
older
or
newer
version
of
Acrobat.
Some
older
computers
may
still
have
Acrobat
6for
exampleiftheyhaveanoldOperatingSystem. Ifyouknowyouwillonlybesharingwithpeoplethat
haveuptodateequipment,thenyoucouldgohigheronthecompatibilityversion. Thehigherthe
version(newerAcrobatProgram):thebetterthesecurity.
Choosewhatyouwanttoencrypt.Ifitisveryimportanttoencrypt(protect)alltheinformation,thenbe
suretochooseEncryptAllDocumentContents.
ThehighestsecuritywillbeappliedifyouRequireaPasswordtoOpen. Foranyonetoopenthe
documentatall,theywouldhavetohavethepassword.
ThenextlevelofsecuritywouldbePermissions. Thislevelofsecurityletsyoudecideifyouwantthe
personviewingyourdocumenttobeabletocopy,printorchangeyourdocument. Onecommonsetting
ofPermissionsistoonlyallowChangesofFillinginFormsandsigningexistingSignaturefields.Ifyoudo
notwant
to
allow
copying
of
text
or
images
make
sure
that
check
box
is
unchecked.
However
for
accessibility,leavethelastcheckboxchecked. WhenyousetPermissions,Acrobatwilltellyouthat
therearethirdpartyprogramsthatmaybeabletogetthroughPermissionsSecurity. Butundernormal
conditionsthesepermissionswillbeineffect. TheideaisthatonlypeoplewiththePermissions
passwordwillbeabletomakechanges.
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Signatures
Adigitalsignature,likeaconventionalhandwrittensignature,identifiesapersonorentitysigninga
document.Unliketraditionalsignatures,however,eachdigitalsignaturestoresinformationbehindthe
scenesaboutthepersonsigningandabouttheexactstateofthedocumentwhenitwassigned. Once
adocument
is
signed,
any
changes
made
since
the
signing
are
recorded
in
the
Signatures
palette.
You
cantrackchangesmadebetweensigningsusingtheSignaturespaneintheNavigationBarorby
comparingsignedversionsofthedocument.
ThisisapictureofadigitallysigneddocumentandtheSignaturepane. Ittellswhenandbywhomthe
documentwassigned. Iftherewerechangesmadeafteritwassigneditwouldnotethataswell. Ifa
truedigitalsignatureiscreated,thereisapublicandaprivatekey. Youwouldsendthepublickeyto
whoeverwastoreceiveyoursigneddocument. Thenwhentheygotthesigneddocumentitwouldlook
atthepublickeyandmakesureeverythingmatchedandwouldsayitwasagoodsignature.
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Bookmarks
Automatically from Word
WhenyoucreateaPDFdocumentyouhavetheabilitytohavebookmarksinyourdocument. The
bookmarksare
links
to
areas
in
your
document.
So,
for
example
you
could
have
abookmark
for
each
chapterheadingorsubheading. IfyourdocumentwascreatedinWordandyouusedstyleswith
Heading1,Heading2,etc.,Acrobatcancreatethebookmarksforyouautomatically.Whenyoustartto
createthePDF,gototheAcrobatTabinWord2007(theAdobePDFmenuoptioninWord2003and
earlier). ClickonPreferences(ChangeConversionSettings). OntheBookmarkstab,makesurethe
ConvertWordHeadingstoBookmarksischeckedandtherearecheckmarksinthebookmarksectionfor
Headings.
Creating Bookmarks in Acrobat
IfyourdocumentwascreatedinotherwaysandyouwanttoaddBookmarks
youcandothatalso. OrifyouwanttoaddBookmarksinplacesotherthan
Headingsyoucandothataswell.
Choose
the
Bookmark
icon
in
the
Navigation
pane.
Navigatetothespotwhereyouwantthebookmarkinyourdocument. ClickontheNewBookmarkicon. Thenewbookmarkwillbeplacedbelowthecurrentlyselectedbookmark.
Namethebookmark. RightclickandchooseSetDestination.Bookmarkscanalsoberearrangedbyclickinganddraggingwithinthe
bookmarkpane.
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Working with Pages
EventhoughthePDFdocumentsarereallysupposedtobeafinishedproduct,thereisalotofflexibility
inan
Acrobat
document.
The
pages
in
the
document
can
be
reordered
in
the
Pages
pane
of
the
Navigationbarbyclickinganddraggingthepagethumbnailtothenewlocation. ThePagespanelets
youdeleteaselectedpage,byselectingthethumbnail(clickonthethumbnailCtrl+clicktoselectmore
thanonepage)thenclickingonthetrashcanbutton.TheOptionsmenushowsmanyofthePageoptions
suchas:InsertPages,ExtractPages,ReplacePages,DeletePages,etc.Directlyfromthisview,youcan
croporrotateyourpagesaswellassetpagetransitionswhichcanbeseenwhenyourPDFisviewedin
fullscreenmode. Insertingpagesallowsyoutoinsertpagesfromotherfiles. Replacepagesallowsyou
todeleteanexistingpageandreplaceitwithanewpage. Extractfilesallowsyoutotakepartofthe
documentoutandcreateanewfilewithit. Whenextractingyoucandeletetheextractedpagesor
leavethemintactintheoriginalfile. Deletedpagesarepermanentlyremovedfromyourdocument.
Editing Text and Images Advanced Editing Toolbar
TheAdvancedEditingtoolbarcanbeaccessedinseveralways. FromtheViewmenuoptionschoose
toolbarsandclickontheAdvancedEditingtoolbar. FromtheToolsmenuoption,chooseAdvanced
Editingandyoucanthenchooseatoolorchoosetoshowthetoolbar. Fromarightclickinanempty
toolbararea,chooseAdvancedEditing.
1
2
3
4
5
6
7
8
9
1. SelectObjectToolAllowsyoutoseealllinksandformfields.2. ArticleToolAllowsyoutolinkpartsofyourPDFasonearticleorstory. Forexample,ifyouare
readinganewsletterPDFandthestoryonthefrontpageiscontinuedonpage4,iftheArticletool
hadbeenusedtolinkthestorytogether,youcoulddoubleclickonthefirstpartanditwouldtake
youautomaticallytothesecondpart.
3. CropToolAllowsyoutocropthecurrentpage,toremoveanyexcessfromtheouteredgesofyourdocument.
4. LinkToolCreatesahyperlinktoanotherpageinyourdocument,anotherfile,orawebpage.5. 3DToolAllowsinsertionofa3Dfile(forexampleaCADfile).6. MovieAllowsinsertionofmoviefiles.7. SoundToolAllowsinsertionofaudiofiles.8. TouchUpTextToolAllowsyoutoselectandedittextinyourdocument.9. TouchUpObjectToolAllowsyoutoselectandeditobjectsinyourdocument.
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Editing Text
OnceyouhavechosentheTouchupTextToolyoucaneditthetextinthedocument. Selectthetextby
clickinganddraggingwiththeTouchupTextTool. Youcancorrectspellingerrorsfairlyeasily. Todelete
wordsoraddwordsisalittlemoredifficultdependingonthespaceyouhaveavailable. Thetextdoes
notflow
from
page
to
page
as
it
does
in
typical
word
processing
applications.
And
if
you
move
text,
imagesorotherobjectsdonotmovewithit. Forexampleifyouhaveaddedahyperlinktoanareaof
textandyoumovethetextyouwillalsohavetogobackandmovethehyperlink. Ahyperlinkis
consideredanobject.
Editing Objects
TochangeobjectssuchasimageschoosetheTouchupObjectTool. Youthenhavetheoptionofclicking
ontheobjectanddraggingtomoveortoclickonittoselectitanddeletewiththedeletekeyonyour
keyboardorselectandrightclickforseveralmoreoptionssuchasrotateorflip.Again,rememberthat
deleted
an
image
does
not
make
the
text
flow
to
fill
in
the
empty
space.
Comment and Markup
PDFdocumentscanbesenttoothersforrevieworcomments.
TheComment&MarkupToolbarcanbeaccessedinseveralways. FromtheViewmenuoptionschoose
toolbarsandclickonComment&Markup. FromtheToolsmenuoption,chooseComment&Markupandyoucanthenchooseatoolorchoosetoshowthetoolbar. Fromarightclickinanemptytoolbar
area,chooseComment&Markup.
TheStickyNotetoolwillallowyoutoaddanotetothe
documentjustasifyouwereplacingarealstickynote
paperonthepage. Choosethetoolandthenclickon
thedocumentwhereyouwanttoputthenote. Itputs
asmallicononthepageatthatpointandopensupa
boxtowritein.
Youcanthenhidethenotebyclickingontheminusin
theupper
right
corner
and
just
the
small
icon
is
visible.
Whenyouhoveroverthesmalliconitwillshowwhat
waswrittenandbywhom. Oryoucanclickontheicon
toopentheboxupagain. ThePropertiesmenuintheOptionsdropdownwillallowyoutochangethe
colorofthenote,thestyleofthesmallicon,authorinformation,etc.
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Text Edits
TheTextEdittoolallowsyoutoindicatewheretextshouldbeinserted,deletedorreplaced. Whenyou
choosethistoolthefirsttimetheboxbelowwillopen.ThisexplainshowtousetheTextEdittool. Once
youarecomfortablewiththetoolyoucanchecktheboxtoDontshowagaininthelowerleftcorner.
Texteditswillshowupwiththeauthoroftheeditandtheinformationabouttheeditinthesame
formatastheStickynotes. Theauthorinformationandcolors,etccanbechangedinthesamewayas
theStickynoteswerechangedwiththeOptionsdropdownandchoosingproperties.
ThenexttoolistheStamptool. Thestamptoolcanstampyourdocumentswithyourinformationand
dateand
time
information
to
show
when
the
document
was
received
or
created.
Choose
the
stamp
you
wanttouseandthenclickinthedocumentwhereyouwantthestamptobeplaced. Youcancreate
yourownstampswithinformationorwithimagesusingtheCreateCustomStampoption. Youcan
createalogostampwithyourcompanyordepartmentlogoandstampyourdocumentswiththat. If
yourlogochanges,youcandeletetheoriginalandstamponthenewone.
Oncecommentshavebeenaddedtoadocumenttheycanbereviewedasyougothroughthedocument
oryoucanusetheCommentbuttonintheNavigationbartoseealltheComments. Theycanbesorted
bypage,author,date,ortype.
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