This document provides an overview of how to become proficient in Adobe Acrobat X Pro. It discusses the differences between Adobe Reader and Acrobat Pro, terminology used in Acrobat, and various ways to create, edit, secure and distribute PDF documents. Form creation, editing text and objects, and converting between file formats are also covered in under 3 sentences.

1. Become a Pro
With Adobe Acrobat X
Extension Professional Improvement Conference
Wednesday, May 14, 2014
Christi Sherlock & Cathy Yandow

2. Adobe Reader vs. Adobe Acrobat X Pro*
Adobe Reader ( f ree)
View, print, comment on PDF
documents
No file editing feature
Download at adobe.com
* For Windows users
Adobe Acrobat ( $$)
ConvertfilestoPDF
ExportPDFtoother
formats
Edit&mergefiles, create
portfolios
Preparefilesforprinting, e-
mailorweb
Create&distributeforms,
viewresponses
Documentsecurity&
encryption
Digitalsignatures

3. Terminology
TitleBar
MenuBar
Toolbars
DocumentPane

4. Benefits of Adobe Acrobat
ConvertfilestoPDFforediting, collaboration, comment, review
ExportPDFtootherformatsforediting, etc.
Preparefilesforprinting, e-mailorwebuse
Edit&mergefiles, createportfolios
Createfillableforms, distributetousers, viewresponses
Secureconfidential/privilegedinformationwithdocumentopen
restriction, permissionrestriction, passwordencryption
Sign&certifywithdigitalID

5. Create PDF’s from PDFMaker
AvailablewhenAcrobatisinstalled
--utilitycreatesPDFsfrom
MicrosoftOffice(orLotusNotes).
Opendocumentinitsnative
application(Word, Excel,
PowerPoint, etc.). FromtheMenu
Barselecteither1or2:
(1)File > Save as Adobe
PDF andfollowthepromptsfor
saving. Notetheoptionsfor
permissions, sharing, versioning.
(2)File > Print andopenthe
drop-downmenutoselect“Adobe
PDF” asthe“printer.”
* Process is similar in
Excel/PowerPoint;
select entire
workbook/presentation
OR specific sheets/slides
to save as PDF.

6. Create PDFs from Adobe Acrobat
FiletypeswhichconverttoPDF:
MicrosoftOffice(Word, Excel,
PowerPoint)
Images
Webpages
Usethe“Create” function:
GotoAcrobatMenuBar
SelectFile > Create >

7. Ways to Create PDFs
PDF from File – browseto
filebeingconverted; usedrop-
downmenufor“filesoftype” if
neededtoisolateaspecifictype
offile.
PDF from Scanner – use
youroffice’scopier“scan” feature
instead.
PDF from Web Page –
haveabrowseropenandbe
preparedtocopy/pastetheURL
fromthelocationbarintothe
“CreatePDFfromWebPage”
dialoguebox.
PDF from Clipboard –
allowscreationofPDFfrom
contentcopiedtoyourcomputer
“clipboard” application.

8. Combine Files into a
Single PDF – browseto
selectfile(s)tocombineinto
eitheraSinglePDForPDF
portfolio; drag/droptoarrange
selectedfilesindesiredorder.
Single PDF: AllPDFs
combineintoasinglePDFfile.
PDF Portfolio: Combines
PDFs, maintainingtheintegrity
ofindividualfiles. Usercanopen
andnavigateeachPDF
independently.
Use“Options” toselectfeatures.
Mouse-over“FileSize” iconsto
selectappropriatefilesizefor
finalPDF.
Create Single PDF or Portfolio?

9. Checkoutthefollowingoptions:
BatchCreateMultiplefiles–
selectmultiplefilesorfoldersto
createPDFsinonecommand.
Watchforthe“OutputOptions”
dialogueboxtocustomizefolders,
filenames.
PDFFormorOnlineForm–
Allowscreationofformwhich
canbeeditedinAcrobat.
PDFPortfolio– Createportfolio
withcustomizationoflayout
includingaddingfilesand
content, applythemes, change
layout, selectcolorpaletteand
font.
Other ways to create PDF files

10. Convert from PDF to Other File Types
FromAcrobatmenubar, selectFile > Save As >
conversion type

11. Does size matter?
Reducedsizeallowssaveoptions
forcompatibility* withdifferent
Acrobatversions
Canapplycompatibilityto
multiplefileswithonecommand
Smallersizeishelpfulfor
attachingtoe-mail, reducingload
timeonwebsites
* Compatibilitywithmore
versions= largerfilesize

12. PDF Format Options
Certifieddocument– adds
tamper-resistanceto
detect/preventchanges; must
haveanAdobedigitalIDtouse;
usefulfordistributiontolarge
audiences
ReaderExtendedPDF– Allows
end-usertocompleteform,
comment, signfreeusing
AdobeReader
OptimizedPDF– allows
customizationofimages, fonts,
objectsinAcrobat

13. PDF to Image
JPEG/JPEG2000(Joint
PhotographicExpertsGroup)–
forphotos& imageswhichneed
colorvariances; compression
removesnon-human-visible
colorstodecreasefilesize; can
saveprogressive(a.k.a. loadsin
stages)JPGs; don’tuseifimage
transparencyisneeded
TIFF(TagImageFileFormat)–
typeofbitmapfile; cancontain
dataaboutimages; usedinpaint,
imaging, desktoppublishing
programs
PNG(PortableNetworkGraphics)
– allowsgreatercompression,
widerrangeofcolors, file
transparency

14. Create Word & Excel files from PDF
Word
WordDocument= .docx
Word97-2003= .doc
Preservesformatting, images
Checkconvertedfileforaccuracy
Excel
Excel Workbook = .xlsx
XML Spreadsheet 2003 = .xml
Convert PDF with tables to
editable spreadsheet

15. Create Word & Excel files from PDF
Example: May 2014 Board of Trustees Agenda to Word & Excel
Original PDF: PDF to Word: PDF to Excel:

16. Additional formats
PDF/A – long-term archiving of documents
PDF/X – creates PDF files which meet
standards for printing
PDF/E – engineering workflow document
format
Refer to handout “File format options” for
descriptions of the other formats (note
that this handout was an html web
page converted to PDF).

17. Create Interactive Form
Startwithascannedformordocumentyou’vecreatedandthen
convertintoaPDFfile. UsetheFormWizardtocreateinteractive
fields.

18. Create Form continued…
Formfieldsarecreated. CheckyourdocumenttoseeifAcrobat
missedfieldsoraddedextrafields. Delete fields by
selecting it and pressing delete or the backspace
key. Use Save As to save your form with a
different name so your original flat form still
exists.

19. Add Form Fields
Addformfieldsasneeded. You can add text fields, check
boxes, list boxes, radio buttons, action buttons,
digital signatures and even barcodes.
SelectthetypeoffieldfromtheAddNewFieldlistintheTaskpane
andthenclickwhereinyourformyouwantthefieldtoappear.
Consider naming your fields for identification
purposes.

20. Edit Field Properties
Selectthedesiredfield, clickOtherTasks>ShowFieldProperties. The
FieldPropertiesboxwillappear. The Properties box varies
for each field type, but, generally includes the
option to change the field name, appearance,
alignment, requirement, format, etc.

21. Preview & Test Form
ClickthePreviewbuttonintheFormstoolbartoseeyourformas
otherswill. Filloutfieldstotestyourform. Whendonetesting, click
EditinthetoolbartogetbacktotheFormsTaskspane. ChooseOther
Tasks>ClearFormtoremovetesttext. Anyfinaleditscanbedone
now.

22. Distribute Form
UseDistributeFormwizardto:
-HostyourformandcollectdataonAcrobat.com(freeweb-based
service)
-Sendformasanemailattachmentandgetresponsesviaemail
IntheFormspane, clickDistribute. IntheDistributeFormwindow,
selectthedistributionoptionthatmeetsyourneedsandthenclick
Next. Continuethroughthewizard, enterinformationasnecessary.

23. Track Form & View Responses
IfyouusedtheDistributeFormwizard, youcantrackrespondents,
add&emailrecipientsandviewresponsesinTracker. OpenTracker
byclickingonTrackintheFormspane. Selecttheformtotrackinthe
foldertreeontheleft.
Trackerdisplaysanyresponsesit’srecordedandyoucanadd
responsesyoureceivedtothesamepdffile. Trackercanlistrecipients
andshowiftheyhaverespondedornot. Responsedatacanbefiltered,
exportedandarchived.

24. File Security
Controlwhocanopen, edit, copyorprintinformationfromyourPDF
file. AdobeAcrobatofferstwoformsofpasswordprotection:
-DocumentOpenrestrictswhocanopenthefile
-Permissionsrestrictswhocanchangetheabilitytoprint, editorcopy
data
Consider saving a non-password protected version
in case the password is forgotten.
ChooseTools>Protection>Encryptandthenchoose“Yes” when
askedaboutchangingthesecuritysettings.

25. File Security continued…
InthePasswordSecuritysettingswindowyoucan:
-Choosethecompatibilitylevel(ifworkingwithdifferentversionsof
Acrobat)
-Choosewhichareastoencrypt
-Choosetorequireapasswordtoopenthedocument
-Choosetorequireapasswordforeditingandprintingofthe
document

26. Layout Tools
Clickon“thumbnail”
icontoviewpage
thumbnails
“PageThumbnails”
viewmakesiteasy
toseeorderof
pages&drag/drop
toreorganize
sequence
Clickon“page” iconto
bringupmore
“ThumbnailTools”
menu

27. More Layout Tools
Open“Tools”* onright-handsideofthe
PDF
Select“Pages” --providesoptionsfor
modifyingpages, including:
Rotate, Delete, Extract
Replace, Crop, Split
InsertPages(options)
EditPageDesign(options)– background,
watermark, numbering
* Thismenuissimilartothe“Thumbnail
Tools” menuonpreviousslide.

28. Edit Content
Open“Tools” onright-handside
Select“Content” --providesoptionsforrevising
content:
AddBookmark(createsin-document
navigation)
Attachafile
EditText&Objects(options)
AddorEditInteractiveObjects(options)

29. Attach Files
In“Tools” open“Content” &
select“AttachaFile” &
browsetofindfile(s)to
attach.
Noticethatthepaperclip
iconopensunderthe
“thumbnails” icon.
Attachmultiplefiles, varied
formats(image, MS
Office, PDF, etc.).

30. Edit Text
IntheTools>Contentpane,
select“EditDocument
Text”
Clickmousepointeron
document, bluelinewill
appeararoundeditable
text.
Insertcursortoadd, remove,
edittext.

31. Edit Object
IntheTools>Contentpane,
select“EditObject”
Mouse-overpage, pointerwith
smallsquarewillappear
(doesnotappearin
screencaptures)
Pointonobjecttoselectit.
Bluelinewillappear
aroundit.
Right-clicktoopenexpanded
editingfeaturesmenu.

32. Edit Object
Additionalfeatures:
Move--Clickondesiredcontent, getthe4
“compasspoints” anddrag/dropto
desiredlocation
Resize– grabcontentatcorners, drag
diagonally(tomaintainaspectratio)
Cut/copy– Savingascannedsignaturefor
futureuse

33. Edit Objects
Pointattheareaofthepageto
edit.
Right-clickonpageandlimited
editingmenuappears.
Chooseactiontotakefromthe
list:
Paste(itemontopage)
SelectAll
PlaceImage(browseforfileto
insert)
Find(aniteminthedocument)
EditPage

34. Edit Objects Example
IntheTools>Contentpane,
select“EditObject”
Pointerwithboxwillappear.
Clickonobject, dragline
aroundit.
Removeit.
Toinsertreplacementimage,
right-clickonpagetoopen
smallmenu.
Use“placeimage” toadda
newimagefile.
Step 2 - Object selected for deletion
Step 1 - Original images
Step 3 - After logo removed
Step 4 - New image added

35. Before & After

36. Edit Objects
Explorethe“Add/EditInteractiveObjects”:
Link
Buttons
Multi-media– video, sound, SWF
(ShockWaveFlashelement), 3Ditem
Othertools(locateontoolbars):
Addstickynote
Highlighttext

37. Resources & Contacts
Resources
Jing – Screen capture software
http://www.techsmith.com/jing.html
Vermont State Library – Classes Online
Read Learning Services mini-manual, http://
www.uvm.edu/hrs/skills/manuals/vtlibraryclasses.pdf
UVM Learning Services “Online Learning”
http://www.uvm.edu/hrs/?Page=skills/moreOnline.html&SM=skills/skillsmenu.html
Links to no-cost and fee-based learning resources include Vermont State Library
Online, Lynda.com ($$) and more
YouTube.com
Search for “Adobe X Pro Tutorial” videos
Contacts
Christi Sherlock, christi.sherlock@uvm.edu, 802-223-2389, Berlin Office
Cathy Yandow, cathy.yandow@uvm.edu, 802-656-0319, State Office

38. References
About PDF/X, PDF/E, and PDF/A standards. Accessed online 4/9/14.
http://help.adobe.com/en_US/acrobat/X/pro/using/WSd7ad1123a4c5dffe-5183c8012b97790144-
8000.html.
Federal Courts Moving to Requiring PDF/A for Filings. Accessed online 5/9/14.
http://blogs.adobe.com/acrolaw/2010/10/federal-courts-moving-to-requiring-pdfa-for-filings/.
File format options. Accessed online 5/9/14.
http://help.adobe.com/en_US/acrobat/X/pro/using/WS58a04a822e3e50102bd615109794195ff-
7ef2.w.html
Image Formats: What’s the Difference Between JPG, GIF, PNG? Accessed online 5/8/14.
http://www.practicalecommerce.com/articles/1821-Image-Formats-What-s-the-Difference-Between-
JPG-GIF-PNG-.
TIFF File Format Summary. Accessed online 5/8/14.
http://www.fileformat.info/format/tiff/egff.htm.