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Adobe Acrobat PDF ® ® FOR DUMmIES ‰ by Greg Harvey Adobe Acrobat PDF For Dummies Published by Wiley Publishing, Inc 909 Third Avenue New York, NY 10022 www.wiley.com Copyright 2003 by Wiley Publishing, Inc., Indianapolis, Indiana Published by Wiley Publishing, Inc., Indianapolis, Indiana Published simultaneously in Canada No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, scanning or otherwise, except as permitted under Sections 107 or 108 of the 1976 United States Copyright Act, without either the prior written permission of the Publisher, or authorization through payment of the appropriate per-copy fee to the Copyright Clearance Center, 222 Rosewood Drive, Danvers, MA 01923, (978) 750-8400, fax (978) 6468700 Requests to the Publisher for permission should be addressed to the Legal Department, Wiley Publishing, Inc., 10475 Crosspoint Blvd., Indianapolis, IN 46256, (317) 572-3447, fax (317) 572-4447, e-mail: permcoordinator@wiley.com Trademarks: Wiley, the Wiley Publishing logo, For Dummies, the Dummies Man logo, A Reference for the Rest of Us!, The Dummies Way, Dummies Daily, The Fun and Easy Way, Dummies.com and related trade dress are trademarks or registered trademarks of Wiley Publishing, Inc., in the United States and other countries, and may not be used without written permission Adobe and Acrobat are trademarks or registered trademarks of Adobe Systems Incorporated All other trademarks are the property of their respective owners Wiley Publishing, Inc., is not associated with any product or vendor mentioned in this book LIMIT OF LIABILITY/DISCLAIMER OF WARRANTY: WHILE THE PUBLISHER AND AUTHOR HAVE USED THEIR BEST EFFORTS IN PREPARING THIS BOOK, THEY MAKE NO REPRESENTATIONS OR WARRANTIES WITH RESPECT TO THE ACCURACY OR COMPLETENESS OF THE CONTENTS OF THIS BOOK AND SPECIFICALLY DISCLAIM ANY IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE NO WARRANTY MAY BE CREATED OR EXTENDED BY SALES REPRESENTATIVES OR WRITTEN SALES MATERIALS THE ADVICE AND STRATEGIES CONTAINED HEREIN MAY NOT BE SUITABLE FOR YOUR SITUATION YOU SHOULD CONSULT WITH A PROFESSIONAL WHERE APPROPRIATE NEITHER THE PUBLISHER NOR AUTHOR SHALL BE LIABLE FOR ANY LOSS OF PROFIT OR ANY OTHER COMMERCIAL DAMAGES, INCLUDING BUT NOT LIMITED TO SPECIAL, INCIDENTAL, CONSEQUENTIAL, OR OTHER DAMAGES For general information on our other products and services or to obtain technical support, please contact our Customer Care Department within the U.S at 800-762-2974, outside the U.S at 317-572-3993, or fax 317-572-4002 Wiley also publishes its books in a variety of electronic formats Some content that appears in print may not be available in electronic books Library of Congress Control Number: 2003105653 ISBN: 0-7645-3760-1 Manufactured in the United States of America 10 1O/SR/QX/QT/IN is a trademark of Wiley Publishing, Inc About the Author Greg Harvey, the author of more than 50 computer books, has had a long career of teaching business people in the use of IBM PC, Windows, and Macintosh software application programs From 1983 to 1988, he conducted hands-on computer software training for corporate business users with a variety of training companies (including his own, PC Teach) From 1988 to 1992, he taught university classes in Lotus 1-2-3 and Introduction to Database Management Technology (using dBASE) in the Department of Information Systems at Golden State University in San Francisco In mid-1993, Greg started a new multimedia publishing venture called mind over media As a multimedia developer, he hopes to enliven his future computer books by making them into true interactive learning experiences that will vastly enrich and improve the training of users of all skill levels You can send him e-mail at gharvey@mindovermedia.com and visit his Web site at www.mindovermedia.com In 1999, Greg began graduate school at the California Institute of Integral Studies (CIIS) in San Francisco In the summer of 2000, he received his master’s degree in philosophy and religion in the area of Asian and Comparative Studies Currently, he has finished all his coursework in the Ph.D program at CIIS and is getting ready to begin work on his dissertation in the area of Chinese and Tibetan end-of-life religious beliefs Dedication To Chris for his unflagging support and encouragement Author’s Acknowledgments Let me take this opportunity to thank all the people, both at Wiley Publishing, Inc., and at Mind over Media, Inc., whose dedication and talent combined to get this book out and into your hands in such great shape At Wiley Publishing, Inc., I want to thank Steve Hayes and Tiffany Franklin for their considerable help in getting this project underway, Christine Berman for her tremendous expertise as project editor, and Jean Rogers for her great skill as the copy editor, for making sure that the project stayed on course and made it into production so that all the talented folks on the Production team could create this great final product At Mind over Media, I want to give a special thanks to Michael Bryant, the person primarily responsible for the updating and reorganizing all the material for this 6.0 version of the software covered in this new edition of the book (fantastic job, Michael!) Index file attachment tools, 190–191 markup tools, 183–186 stamping tools, 180–184 text box tools, 186–188 using bookmarks during, 171–176 Review History tab, 182–183 Review Tracker features and options, 62, 169–171 filtering options, 196–198 using, 164, 169 Reviewing options, 165–166 RGB (Red, Green, Blue) color model, 97–98 RLE files, 82–83 Rotate Clockwise/Rotate Counterclockwise buttons, 30 Rotate View options, 27, 30, 61 rotating pages, 211–221 RTF file format, 272 Rulers command, 61 Run a JavaScript action, 310 •S• Save As command, 250 Save a Copy button, dialog box, 29, 47, 52 Save Image As option, 272 saving batch sequences, 236–237 digitally signed documents, 250 reviewer comments, 201 scaling, 154–155 scanning documents, 122–127 screen displays, 62, 330 scrolling, 34, 37, 48, 61 search tools accessing, 28–29 for comments, 200–201 for document collections, 283–287 for documents, 277–278 indexes as, 278–289 navigating documents using, 42 Searchable Image output options (Paper Capture), 126 Security commands, 63 Security dialog box (Distiller), 101–102 Security Method options, 240, 244–249 security settings applying in Distiller, 101–102 applying in PageMaker, 339 applying in PDFMaker, 113 security tools digital signatures, 244–261 encryption settings, 241–244, 261–262 permissions, 240 Select Action drop-down list, 306–307 Select Image tool, 270–272 Select Page Links to Download dialog box, 143–144 Select Table tool, 264 Select Text tool, 28–29, 49 Select Trigger list box, 306–307 selecting graphics and objects, 210 tables, 268–270 text, 206, 264, 266–267 Selection Change tab, 317–318 Send by E-mail for Review dialog box, 117–118, 162–163 Send to Mobile Device button (My Bookshelf), 47 Set Layer Visibility action, 309 Settings tab Distiller Watched Tables, 103–104 PDFMaker, 112–113 SGML (Standard Generalized Markup Language), 327–328 shaded triangles, in toolbars, 27 Show Comments List command, 62, 197 Show Connector Lines option, 198 Show menu (Review Tracker), 170, 196–198 Show by Reviewer command, 196–198 Show/Hide a Field action, 309 Sign Here stamps, 181 signature handler, 244 Signature Validation Status dialog box, 256–257 signatures, digital See digital signatures Signatures palette comparing signed documents, 260–261 predefining signature fields, 254–255 features, 32 validating signatures, 256–257 Signed tab, 318 single-key accelerators, 76–77 slideshows, PDF files for, 17–18 See also presentations smallest file size PDF files, 87 Smoothing palette, 49–50 Snap to Grid command, 61 Snapshot tool, 29 sound clips, 188–189, 362, 366 Sound Recorder dialog box, 188–189 Sound tool, 366 Specify Weblink Behavior dialog box, 137–138 spell checking, 60, 193–194 sRGB color, converting to, 97–98 Stamp PDF 2.7 plug-in (Appligent), 380 Stamp Properties dialog box, 182 Stamp tool options, 180–182 stamps adding hidden comments, 182–184 customizing Distiller settings, 182–183 customizing imprints, 183–184 Standard Business stamps, 181 standard PDF files, 87 status bar, 31–32 stemming, in collection searches, 283 stop words, in indexes, 278, 280 Structure Elements dialog box, 172 structured PDF files, 19 Submit buttons, adding to forms, 312–313 Submit a Form action, 309 subsampling option (Distiller), 93 substitute fonts, 96–97 Summarize Comments command, 195–196 Summarize Documents command, 63 symbols, adding to form fields, 315 • T • tab order in forms, setting, 324 tab-delineated data, importing, 325 395 396 Adobe Acrobat PDF For Dummies table of contents, eBooks, 332–336 tables creating fields for, 321–323 selecting and copying, 268–269 tagged bookmarks, 172 tagged PDF files, 19, 41 See also eBooks Taskbar (Windows systems), 54 Tasks toolbar, 27, 30, 71–72 Text Box tool, 186–188 text editing, 204–208 text extraction, 264–265 Text Field Properties dialog box, 296–297 Text Field tool, 300 text fields adding to forms, 295–296 calculations in, 316–317 formatting options, 314–315 Options tab settings, 305–306 uses for, 294 validation options, 315–316 text files creating PDF files from, 82–83 saving PDF files as, 272 tab delineated, importing data from, 325 text reflow feature, 39–41 Texterity Web site, 385 text-only markup tools, 183–186 thumbnails for eBooks, 343–348 My Bookshelf, 28, 47, 347 printing selected pages using, 152–153 viewing, managing, 34–36 TIFF (Tagged Image File Format) files, 82–83, 129–130, 271 tiling options, 55, 154–155 time formats, adding to form fields, 315 toolbars Acrobat 6, 68–69 Adobe Reader, 26–31 PDFMaker, 108 Tools menu, 63–64 TouchUp Object tool accessing and using, 208–210 editing document layers using, 229–232 TouchUp Text tool accessing and using, 204, 207–208 extracting text using, 264 with Paper Capture, 128 Trusted Certificates lists, 257–259 • U • Underline Text tool, 184–185 undoing text changes, 205 unstructured PDF files, 19 Updates command,68 URLs (Uniform Resource Locators), 65, 138 Use Local Fonts command, 66 Use Single-Key Accelerators to Access Tools check box, 204 user interface (UI), 22, 57, 60–61 • V • Validate tab settings, 315–316 validating digital signatures, 255–257 version compatibility issues, 22 version number, locating, 68 Vertical Tile option, 55, 259–260 video clips, in presentations, 362–365 View History toolbar, icons/buttons on, 30 View menu Full Screen option, 38 new features, 60–61 page layout options, 38 Read Out Loud feature, 48 reflow feature, 41 Toolbars options, 68 Units and Grids options, 209, 319–323 View Result in Acrobat option (PDFMaker), 109–110 viewing articles, 36–37 comments, 180 eBooks, 50, 351–353 PDF files, 38–43, 109–110 presentations, 368 volume settings, for video clips, 364 • W • watched folders (PostScript), 102–104 watermarks, 63, 223–225 WAV/WAV3 file formats, 362 Web browsers document reviews, 164–169 viewing PDF files using, 50–52 Web Capture commands, 16–17, 65, 143–145 Web links, adding to files, 137–140, 143–144 See also links Web Page Conversion Settings dialog box, 141–142 Web page-to-PDF conversions adding links, 143–144 capture process, 82–83, 133–136 customizing, 140–142 refreshing content, 144–145 uses for, 17 viewing in Bookmarks palette, 136 Web sites color management tools, 98 retrieving in Acrobat, 16–17 WebDAV (Web-based Distributing Authoring and Versioning), 165–166 Window menu display options, 55–56, 67 Windows systems enabling keyboard shortcuts, 76 installing, launching Acrobat 6, 53–54 installing, launching Adobe Reader, 24–25 PDF documents in, 12–13, 22–25 word definition look-up feature, 49, 267 Word (Microsoft) files See Microsoft Word; Office-toPDF file conversions Word tab (PDFMaker), 114–115 • X • XFDF file format, 313 XML (Extensible Markup Language) file format, 273 • Z • ZIP compression option (Distiller), 93 Zoom In/Zoom Out buttons, 28–30 Zoom toolbar, 27, 72 ... Adobe Acrobat PDF ® ® FOR DUMmIES ‰ by Greg Harvey Adobe? ?? Acrobat? ?? PDF For Dummies? ?? Published by Wiley Publishing, Inc 909 Third Avenue New York, NY 10022 www .wiley. com Copyright 2003 by Wiley. .. permcoordinator @wiley. com Trademarks: Wiley, the Wiley Publishing logo, For Dummies, the Dummies Man logo, A Reference for the Rest of Us!, The Dummies Way, Dummies Daily, The Fun and Easy Way, Dummies. com. .. 129–130, 271 tiling options, 55, 154–155 time formats, adding to form fields, 315 toolbars Acrobat 6, 68 ? ?69 Adobe Reader, 26? ??31 PDFMaker, 108 Tools menu, 63 ? ?64 TouchUp Object tool accessing and using,