Acrobat 8 Basics

8/3/2019 Acrobat 8 Basics

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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.

2
http://www.adobe.com/products/acrobat/readstep2.htmlhttp://www.adobe.com/products/acrobatpro/tryout.htmlhttp://www.adobe.com/products/acrobatpro/tryout.htmlhttp://www.adobe.com/products/acrobat/readstep2.html


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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

PDF

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

PDF

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

PDF

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.

Acrobat 8 Basics

Documents

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