KU IT Technology Instruction Adobe Acrobat Pro DC – Essentials · 2018-07-24 · KU Information...
Transcript of KU IT Technology Instruction Adobe Acrobat Pro DC – Essentials · 2018-07-24 · KU Information...
KU IT Technology Instruction
Adobe Acrobat Pro DC – Essentials Instructor’s Manual & Self -study Manual
Created by KU IT Technology Instruction
[email protected] | technology.ku.edu/training
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KU Information Technology AdobeAcrobatProDC_Activities_v1.0
Version 1.1 5/21/2015
Contents Course description: ....................................................................................................................................... 3
Activity 1: Combining and Arranging PDFs using the Page thumbnail panel ................................................ 4
Activity 2: Editing PDF content, adding comments, stamps and marking as part of a review ..................... 8
Activity 3: Extracting and converting .......................................................................................................... 11
Activity 4 (optional): Creating forms ........................................................................................................... 14
KU Information Technology AdobeAcrobatProDC_Activities_v1.0
Version 1.1 5/21/2015
Course description: Adobe Acrobat Pro DC is a software program widely used to make and edit Adobe PDF (Portable
Document Format) files. PDF (Portable Document Format) files are sharable across platforms and
devices, eliminating such problems as computer system differences or font availability. In this session,
you will discover how to navigate PDFs, make changes to existing documents using the Acrobat editing
tools, learn how to add comments, and use the markup and stamp tools. Additional topics include
working with bookmarks and exporting information from existing PDFs into other formats.
What you should already know: You should have a basic knowledge of basic computer skills including:
Using a keyboard
Using a mouse
Manipulating text
Saving and organizing files
What you will learn: By the end of class, you will learn how to navigate the Adobe Acrobat Interface and take advantage of
panels, such as the page thumbnail panel. You will also learn quick methods for rearranging, combining,
and extracting PDF documents. Through demonstrations and/or activities, you will understand how to
add comments, highlight text, and make text edits.
What you will need:
For this course, you will need access to an active KU Online ID.
Access to the practice files:
• You can download the files by going to:
https://documents.ku.edu/xythoswfs/webview/_xy-3021141_2
• In the computer labs, you can navigate to the practice files by going to
Computer>U:>Adobe Acrobat Essentials>Practice Files.
Course objectives:
Understand how to navigate and modify PDF documents using the Page thumbnail panel
Experiment with editing the content of the document
Practice adding comments and stamps as part of a review or other business process
Learn alternative methods for creating PDF documents and exporting information from Acrobat
into other formats
See an overview of other useful tools, including bookmarks, changing the way a document is
initially viewed, signing documents, and creating forms
Time:
1.5 hours
KU Information Technology AdobeAcrobatProDC_Activities_v1.0
Version 1.1 5/21/2015
Activity 1: Combining and Arranging PDFs using the Page thumbnail panel Estimated time: 20 minutes
What you will need:
Access to the practice files: Activity1_FY15_Executive_Summary_of_the_Operating_Budget,
Activity1_Replace_Pages
Objectives:
Understand how to navigate and modify PDF documents using the Page thumbnail panel
Practice moving, copying, deleting, rotating and extracting pages
Instructions: Overview:
In this first activity, we will be modifying the pages in the document, including moving, copying,
and reordering pages, using the Page Thumbnail Panel.
We will also be exploring the program’s layout through the activities.
Opening and viewing:
1. Open the practice file Activity1_FY15_Executive_Summary_of_the_Operating_Budget.
2. Maximize the window by clicking on the Maximize button.
3. On the left side of the window, you’ll see options for panels. Click on the Page Thumbnail Panel
icon.
TIP: As you’ll see in this activity, panels are great for navigating and modifying your PDF document. One
of the most popular panels is the Page Thumbnail Panel. Right click below the icons in the panel area and
note that you only see the most popular panels by default.
4. To view the entire page, click View > Zoom > Zoom to Page Level (Ctrl + 0).
<<NEED UPDATED SCREENSHOT>>
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TIP: In the page thumbnail panel, your cursor will sometimes appear as a hand cursor. Using the hand
cursor, you will be unable to “grab” an entire page. You can return to the standard black arrow cursor by
viewing the entire page at once.
Moving, copying, and deleting pages:
5. Move page 3 before page 2 by clicking on the thumbnail of page 3 and dragging and dropping it
in between pages 1 and 2.
6. Create a new blank page between page 1 and page 2 by copying an existing blank page. Click on
the thumbnail of page 3. Hold down the Ctrl key on the keyboard and drag and drop the page
thumbnail in between page1 and page 2.
7. Delete page 4 by selecting the thumbnail of the page and then select the delete key on the
keyboard. Click OK.
TIP: The following selections techniques work for multiple programs.
Shift + Select - To select multiple items in a series, select the first item, hold down the shift key, and select
the last item
Ctrl + Select - To select multiple items not in a series, hold down the Ctrl key while selecting the individual
items.
Ctrl + A - To select all, select one item then press Ctrl + A on the keyboard.
Extract a selection of pages:
8. Extract page 4 (blank page), by selecting the thumbnail of page four.
9. Then, right click and choose Extract Pages…. In the dialog, make sure it says “From 4 to 4”. Note:
The options to extract pages as separate files and delete pages after extracting.
10. Press OK. The new file with the blank page will open in another window.
11. Using the “Quick method,” arrange your window so that the desktop is visible.
12. Select the thumbnail of page 4. Drag and drop it to the desktop.
13. Take note of the file name. Right click on the file on your desktop, select Rename and title it
“Blank page.”
TIP: To tile your window so that it takes up half of your screen, press the Windows key + the left or right
arrow.
Insert a selection of pages:
14. Using the “Quick Method,” while you are still able to see your desktop, drag and drop the Blank
page file from the desktop between page 4 and page 5.
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15. Using the “Regular Method,” select the thumbnail for page 4. Right click and hover over Insert.
Notice the options, including A Blank page. Click anywhere to cancel page insertion.
16. Delete the extra blank page (either page 4 or page 5) by selecting the page thumbnail, right
clicking, and choosing Delete pages. Click OK.
Replace a section of pages:
17. In the page thumbnail panel, select pages 5 and 6. See note on selecting multiple pages.
18. Right click on the page(s) and select Replace pages….
19. Navigate to the practice file folder and select the file, Activity1_Replace_Pages.
20. Select Open.
21. In the Replace Pages dialog, take note of this window and click OK. Select Yes.
22. Page 5 and page 6 should now appear as a blank page with red text.
Rotating pages:
23. In the page thumbnail panel, scroll down and select page 17 and page 18.
24. At the top of the panel, choose the Rotate Clockwise icon. <<NEED NEW SCREENSHOT>>
TIP: To ensure that the rotated pages print correctly, make sure to check the option for auto
portrait/landscape orientation under Orientation.
Adding a bookmark:
25. Navigate to page 17 of the PDF (document page 13).
26. Select the Bookmark Panel icon. <<NEED NEW SCREENSHOT>>
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27. Select the New Bookmark icon.
28. Title the new bookmark, Budget Summary and press the Enter key on the keyboard.
29. Click on the Cover bookmark to jump to the cover and then jump back to the Budget Summary.
Adding bookmarks to a PDF helps others to navigate long documents by clicking on the bookmark link.
Bookmarks can sometimes be created automatically when saving the document as a PDF from the
original document creation program.
Renumbering the pages:
30. Go to Tools > Edit PDF > Header & Footer > Update.
31. Notice the options for adding text into the different areas of the header and footer. Leave the
options as the default and select OK.
32. Notice that all pages now have updated page numbers in the footer and that the old footer page
numbers disappeared.
33. On the Cover Page, select the box with the page number and press Delete on the keyboard to
remove it. Exit editing mode by pressing the X from the editing menu. <<NEED NEW
SCREENSHOT>>
TIP: If your document already contains a header or footer that you want to replace, choose the Update
option under Header & Footer. If your document has no header or footer or if you want to add to the
existing header or footer, choose the Add Header & Footer option under Header & Footer. Finally, if you
want to delete the existing header or footer, choose the Delete option.
Changing the initial view:
You can control how others view your PDF when it is first opened. For example, if you are creating a
mockup of a Viewbook for the University, you may want the PDF to open with the cover on one page
and then the later pages as spreads.
34. Go to File > Properties > Initial View tab.
35. Change the page layout to Two Up (cover page).
36. By Navigation tab, choose Bookmarks Panel and Page.
37. Choose Fit Page for the magnification.
38. Click Ok.
39. Save the PDF to your desktop.
40. Close and reopen the PDF on your desktop. Notice the initial view shows the entire page and the
bookmarks panel.
Ending the activity:
41. Close the practice file and select No when asked whether or not to save changes.
KU Information Technology AdobeAcrobatProDC_Activities_v1.0
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Activity 2: Editing PDF content, adding comments, stamps and marking as part of a
review Estimated time: 15 minutes
What you will need:
Access to the practice file: Activity 2_Kansas_Garden_Guide
Objectives:
Understand how to navigate and modify PDF documents using the Page thumbnail panel
Practice moving, copying, deleting, rotating and extracting pages
Instructions: Overview:
Using Adobe Acrobat Pro, you can use the Editing tools to change or alter a PDF’s text or images.
Editing a PDF in this way is great for small changes. For large revisions, you will most likely want
to edit the document in the original program it was created (Word, Excel, etc.)
In some cases, you may just want to add a comment so others will see your note without
changing the content of the PDF. In this case, you may want to use one of the annotation tools
contained under Comments to highlight, add a note, or callout.
Adobe Acrobat Pro also provides redaction tools for blocking and removing sensitive
information.
Adobe Acrobat Pro’s annotation comment annotation tools also include stamps where you can
indicate draft statuses of the document (Draft, Final, Revise), signature areas, and a stage in a
business process (Received, Approved, Reviewed, Confidential).
Editing and adding text:
1. Open the practice file, Activity2_Kansas_Garden_Guide, if you don’t already have it open.
2. In the toolbar area, replace i with the page number 50 to jump to page 50 and press Enter on
the keyboard.
3. To edit the text, select Tools > Edit PDF.
4. Notice that the text areas are surrounded by boxes, modify the Storage Period for Carrots to be
4-5 months.
5. Add a text box by selecting Add Text and then click anywhere in the left margin of the page.
6. Enter the following text, Recommendations based on research.
7. Drag the lower right handle of the box so that the text does not overlap with the table.
8. Select the Esc key twice to exit editing mode., or click the X in the tools menu.
Permanently block out and remove sensitive information:
1. Navigate to page 5 of the document.
2. Select Tools > Redact.
3. Click Add to add this to the shortcuts menu, then click Open.
4. Click Mark for Redaction > Text & Images.
5. Select all of the text below the red line.
KU Information Technology AdobeAcrobatProDC_Activities_v1.0
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6. Select Apply.
7. Click OK.
8. Notice that the text is now gone.
9. Close the Redact tools by clicking on the X in the tools menu.
TIP: To change the color of the areas that have been blocked or redacted, click on Properties under Tools
> Redact. Select the swatch by Redacted Area Fill Color and change to the desired color. Click OK.
Adding comments as part of a review:
10. Click on Tools > Comment.
11. Click on the Highlight Text tool.
12. Highlight the Cold-dry group heading and the listings in the table.
13. Notice in the comments list that your comment has been added.
14. Click on the Text Comment tool.
15. Click anywhere in the left margin of the page.
16. Type the following text, Need to verify.
17. Select the Esc key to exit editing mode.
On your own – Adding drawing markups:
18. Experiment with using the tools to call out text on the page.
Viewing comments:
19. Select the Options icon in the Comments List.
20. Choose Create Comment Summary.
21. Notice the options for viewing comments.
22. Choose the option Document and comments with connector lines on single pages.
23. Select Create Comment Summary.
24. The comment summary will open in a new window as a new PDF.
25. Navigate to page 52 and view the comments.
26. Close the comment summary document without saving.
Deleting comments:
27. In the right column under Comment List, select one or multiple comments.
28. Right click and choose Delete.
Adding a time stamp:
TIP: Time stamps are useful for making a note of the time that you received a document. For example, if
you work in an accounting position, you may want to time stamp a receipt or invoice when you receive it.
KU Information Technology AdobeAcrobatProDC_Activities_v1.0
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29. Under Tools > Comment, choose the stamp tool.
30. Hover over Dynamic, and choose the Received stamp. Note: If you’ve never used the dynamic
stamps before, you may have to enter your information the first time you use it.
31. Click anywhere on the page to place the stamp.
Note: You’ll need to save the PDF to retain the stamps, comments, edits, etc.
Ending the activity:
32. Close the practice file and select No when asked whether or not to save changes.
KU Information Technology AdobeAcrobatProDC_Activities_v1.0
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Activity 3: Extracting and converting Estimated time: 10 minutes
What you will need:
Access to the practice files: Activity3_Handbook_of_Natural_Beekeeping,
Activity3_ScanExample, Activity3_Sample_Form
Objectives:
Learn how to export content from a PDF to other programs
Practice alternative methods for creating PDF documents and exporting information from
Acrobat into other formats
Instructions: Overview:
This activity is about using different methods to extract or export information from a PDF to use
in another program and how to create PDFs from various programs.
Extracting images:
1. Open the practice file, Activity3_Handbook_of_Natural_Beekeeping.
2. View the entire page by pressing Ctrl + 0.
3. Go to Tools > Export PDF > Image > Export all images > Export
4. Select Choose a Different Folder to save to the Desktop and click Save.
5. Navigate to your computer’s desktop and take note of the image files and names.
Exporting the PDF to a different format:
6. Go to Tools > Export PDF > Microsoft Word > Word Document.
7. Select Choose a Different Folder to save to the Desktop and click Save.
8. Navigate to your computer’s desktop and open the Word document.
9. Notice that the document isn’t an exact match of the PDF document.
10. Close the document without saving.
TIP: You can export PDFs as spreadsheets or documents from Adobe Acrobat Pro. Or, you can open PDFs
directly from Word 2013 by going to File > Open and selecting the PDF document.
Creating PDFs:
11. Open the practice Word document, Activity3_Sample_Form.
12. Go to File > Print. Note: In many Office programs, you can also save as a PDF from the
backstage.
13. Select the drop-down under Printer and choose Acrobat PDF.
14. Save the file to the desktop.
KU Information Technology AdobeAcrobatProDC_Activities_v1.0
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TIP: In Microsoft Office 2013, there is also a convenient Save to PDF option. You can save a PDF from
most web browsers using the Adobe PDF plug in or add in. There is also an add in for Outlook 2013, that
enables you to right click on and email and save it as a PDF.
Scanning to PDF and using text recognition:
You can sign in to a multifunction device and scan a document to create a PDF. You can chose to have it
sent to you by email, or you can set it up so that sends the scan to a drive. When you scan a document
using a MFD, the content of the document will appear as one image. In other words, you won’t be able
to select the text. Using text recognition, you can convert the document so that the text is selectable. To
edit the text, you’ll need to export it as another file type.
15. Open the practice file, Activity3_ScanExample.
16. Try to select text by clicking and dragging in one of the
paragraphs on the page. Note that the page is all one image
(appears in light blue).
17. Convert to text by going to Tools > Enhance Scans > Recognize
Text > In this file
18. Click Recognize Text. <<NEED NEW SCREENSHOT>>
19. Try to select the text again on the page. Note that it is now
selectable, however you will be unable to edit the text here
without exporting it as a new file type. Choose Tools > Export
PDF > Microsoft Word.
20. Save the document to the desktop.
21. Open the document and notice that the text and image have
been converted. Close the document without saving.
Creating PDFs from within Acrobat Pro:
In Adobe Acrobat Pro, you can create PDFs one or more existing PDFs.
1. Go to Tools > Create PDF
2. Click Multiple Files > Combine Files
3. Click Next.
4. Click Add Files > Add Files
5. Choose multiple practice files by holding down the Ctrl key and selecting the PDFs and select
Open.
6. Expand one of the PDFs by selecting the + button beside the name of the PDF.
7. Delete a page by selecting a page and then pressing the Delete key.
8. Reorder some pages by selecting a page. Then, drag and drop it in a new location.
9. Finally collapse the PDF by selecting the – button beside the name of the PDF.
10. Reorder a group of pages by selecting a PDF group and then drag and drop it to a new location.
11. Select Combine Files.
12. Notice you now have a very large PDF comprised of the PDFs you selected.
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TIP: You can quickly combine PDFs that are in the same location by selecting all of the PDFs, right
clicking, and selecting Combine files in Acrobat. You’ll then be able to reorder the PDFs and pages within
the PDFs in the Combine Files window in Adobe Acrobat Pro.
Other methods for creating PDFs:
Some software programs have add-ins that facilitate the easy creation of PDFs. For example, in Outlook
2013, you can enable an add-in that will allow you to right click on any email and choose to convert to a
PDF. Many web browsers have a similar option that will display a toolbar to easily create PDFs.
Ending the activity:
22. Close the practice files and select No when asked whether or not to save changes.
KU Information Technology AdobeAcrobatProDC_Activities_v1.0
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Activity 4 (optional): Creating forms Estimated time: 10 minutes
What you will need:
Access to the practice file: Activity4_Sample_Form_start
Objectives:
Learn how to export content from a PDF to other programs
Practice alternative methods for creating PDF documents and exporting information from
Acrobat into other formats
Instructions: Overview:
There are two ways to create a form in Adobe Acrobat Pro. You can either create a form using
the Adobe Acrobat form builder, or you can use the automatic form recognition with an existing
form.
In this activity, you’ll be creating a PDF form from an existing Word document that has been
saved as a PDF.
Converting a Word Document to a PDF form:
1. Open the practice file, Sample Form.pdf.
2. Click on Tools > Prepare Form. <<NEED NEW SCREENSHOT>>
3. Select the opened file.
4. Click Start.
Notice the form is now in editing mode. You can tell that it is in editing mode because you can see the
unique names for the different form fields. Also, in the upper right corner, you have a button to Close
Form Editing.
Add a field to the document:
5. In the Prepare Forms tool menu, choose the Dropdown field option.
KU Information Technology AdobeAcrobatProDC_Activities_v1.0
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6. Click by the label “Which do you prefer?” to create the drop-down field.
7. Replace the default name “Dropdown1” with Preference and press enter on the keyboard.
8. Click on All Properties or double click the Preference field to go to the properties.
9. Select the Options tab.
10. In the item field, type Mornings and click Add. Create the choices of Evenings and Afternoons
using the same steps.
11. Click Close.
12. In the upper right corner, click on Preview.
Edit a field in the document:
13. Under Tools > Prepare Form, select Edit.
14. Enlarge the drop-down menu with the preferences by dragging the right side of the box to the
right.
15. Double click on the Preference field to edit the options.
16. Click on the Options tab and reorder the options so that Mornings is the first listed and Evenings
is the last listed using the Up or Down buttons.
17. Click Close to save the change.
18. In the upper right corner, click on Close Form Editing.
On your own – experiment with adding new fields:
1. Under Forms, select Edit.
2. Try adding some of the other field options.