Advanced Adobe Acrobat Ver 7 User Manual

Table of Contents
Advanced Navigation.......................................................................................................... 3
Using Bookmarks............................................................................................................ 3
Managing Bookmarks..................................................................................................... 5
Changing Bookmark Appearances ................................................................................. 6
Using Buttons.................................................................................................................. 7
Hidden Button............................................................................................................. 7
Print Button............................................................................................................... 10
Changing Documents from PDF to Another Format........................................................ 13
Using the Commenting Tool............................................................................................. 14
Enabling Usage Rights.................................................................................................. 14
Preparing for Commenting ........................................................................................... 15
Commenting.................................................................................................................. 16
The Note Tool ........................................................................................................... 16
Text Edit Tools ......................................................................................................... 18
Managing Comments ........................................................................................................ 19
Viewing Comments ...................................................................................................... 19
Exporting Comments to Review in Word..................................................................... 20
Comparing two Adobe PDF Documents ...................................................................... 22
Optimizing Files for the Web ........................................................................................... 23
Adding Security ................................................................................................................ 24
Passwords...................................................................................................................... 24
References......................................................................................................................... 28
Developed for Leeward Community College Page 2

by Leanne Chun 9/26/2005
C:\Data\Workshops\Acrobat\Adv_Acrobat7.doc
Advanced Adobe Acrobat version 7.0
The following workshop/handout will lead you through more of the advanced
functionality offered in Adobe Acrobat. You will learn:
• Advanced Navigation • Optimizing Files for the Web

• Changing documents from PDF to • Adding Security
Another Format • Setting Accessibility Preferences
• Using the Commenting Tools
• Managing Comments
Assumptions:
You have taken the Adobe Acrobat workshop and/or have used Adobe Acrobat to create
pdf files and forms.
You are using Adobe Acrobat 7 Professional.
Advanced Navigation
Using Bookmarks
Adding bookmarks to your document help viewers to navigate to different pages in your
document. If your document is long or has many sections, you may want to create links
that jump the user to different chapters or sections in the document. This eliminates the
need to scroll through the document to access the content. These links that jump you
around in a document are called bookmarks.
We will use the hawaiiNewsletter.pdf document and create a number of bookmarks.
1. From the Advanced Adobe 7 Files on your desktop, open the

hawaiiNewsletter.pdf document.
2. Click on the Bookmarks tab in the Navigation pane to open it.

3. Select the Select tool from the toolbar and highlight the text you want to use as
your Bookmark name.
This is a real time-saver! You will not have to type the bookmark name. If you do
not select the text first, the default name of the bookmark is Untitled.
4. Right-click on the hawaiiNewsletter.pdf document to bring up a context menu.

Click on Add Bookmark.

The keyboard shortcut for
adding bookmarks is Ctrl+B.
YOUR TURN:
Now that you know how to create a bookmark, go through the
document and create one each for:
• Planning the next voyage
• Honolulu
• Shopping
• Island Hopping
• Cruising
• Luaus
Your bookmarks pane should look like the following when you are done. Save the file.
Managing Bookmarks
Bookmarks appear in the order they were created. To reorder your bookmarks, you make
select the bookmark and drag it to a different location. You may also choose to nest
bookmarks under other bookmarks (shown with a + and – sign to expand and contract,
respectively).
In the hawaiiNewsletter.pdf file that you have been working with, move the Luaus
bookmark up in the list to fall after Shopping and before Island Hopping.
Changing Bookmark Appearances
You may change the bookmark to draw attention to certain ones.
1. In the hawaiiNewsletter.pdf file that you have been working with, select the
Luaus bookmark. Right-click on Luaus and select Properties from the context
menu.
Select the Style and Color choice for the Luaus bookmark. Click on the Close button.
Notice, the appearance of the text “Luaus”

has changed.

Using Buttons
In addition to using bookmarks, adding links and buttons to your documents can help
viewers navigate through your document more easily. You can have a link or button go to
a target destination or perform an action. We will work through two examples of using a
button. The first is a hidden button which takes us to another file. The second is a button
which prints a document.
Hidden Button
We will use the culinaryMaster.pdf and recipeRequest.pdf documents to create a

hidden button on the culinaryMasters.pdf file to open the recipieRequest.pdf file. Hidden
buttons are used when you have a picture and you want the button to blend into the rest of
the document.
1. From the Advanced Adobe 7 Files on your desktop, open the culinaryMaster.pdf
document. Go to the third page.
2. Open the Tools menu, select Advanced Editing then Show Forms Toolbar. The
Forms toolbar like the one below will appear.
Click on the button icon which is the leftmost

button on the Forms toolbar.
3. Draw a square around the target.

4. The Button Properties window
will appear. Select the General
tab. Type a name for your button.
Make the name meaningful.
5. From the Form Field pull-down

menu, you have several
selections. For this exercise, we
will make the button Visible with no color.

Click on the Appearance tab. Notice you have
several choices for borders, colors, and text for the
button. For this example, we are not going to have
a border or fill on the button.
6. Click on the Actions tab. From the Select

Trigger pull-down menu, select Mouse
Down.
7. From the Select Action pull-down menu,

select Open a file.
8. Click on the Add button.
9. Navigate to the recipeRequest.pdf file

located in the Advanced Adobe 7 Files.
You are making a link from the
culinaryMaster.pdf file to the
recipeRequest.pdf file.

10. Click on the Select button.
11. The following window will appear. You may select if the linked document will
appear in its own window or in the existing window. For this example, let’s select
New window.
12. Finally, click on the Close

button.
Let’s make sure the button works.
13. Select the Hand tool from the toolbar (or press the H key).
14. Move the cursor over the page. Buttons may not be
readily apparent. The only way to know if a link or
button exists is when the cursor changes from a
Hand icon to the index pointing finger.
15. Click on the button. It should open the

recipeRequest.pdf file in a new window.

Print Button
1. One of the most common buttons (especially when using Adobe Acrobat to create
Forms) is the print button. We will add a print button to the
Projector_Workorder.pdf file. From the Advanced Adobe 7 Files on your
desktop, open the Projector_Workorder.pdf document.
2. Your Advanced Editing toolbar should still be open (see previous section if it is
not).
3. Click on the button icon on the Forms toolbar.
4. Draw a rectangle. This will be your print button. You may want to place it toward
the bottom of the page.
5. The Button Properties window will appear. Select the General tab. Type a name
for your button. Make the name meaningful.
6. From the Form Field pull-down menu, you have several selections. For the print
button we will select Visible but doesn’t print.
7. Click on the Options tab. Type “Print” in the Label field.

8. Click on the Actions tab. From the Select Trigger pull-down menu, select Mouse
Down.
9. From the Select Action pull-down menu, select Execute a menu item. Click o the
Add button.

10. From the File menu, select Print.
Now, check to see if the button works.

Changing Documents from PDF to Another Format
Although you can make small editing changes directly in Adobe Acrobat, for larger
changes, it is best to go to the original document (usually Word) to make the change and
re-pdf the document.
At other times, you may find

that you need to make changes
to a PDF document, but no
longer have the original file
from which you created the
PDF document. You may
easily convert a PDF
document to another format,
such as Word.
Notice, you can also choose to

save PDF files as HTML files
or picture files (JPG, TIFF).
1. Open the file.

2. From the File menu,
select Save As.
3. Using the pull-down
menu for Save as type,
select the file format
you would like.

Using the Commenting Tool
The commenting tools available in Adobe Acrobat are one of its most powerful features.
These powerful tools assist in workgroup collaborations by allowing you to share
annotations with others.
Users who have the free Adobe Reader may comment and mark up documents IF the
PDF document was prepared in Adobe Acrobat 7 Professional with usage rights enabled.
Enabling Usage Rights

From the Comments menu, select Enable for Commenting in Adobe Reader. The
following dialog box may appear.
Click on the OK button.

Preparing for Commenting
Before commenting on a document, let’s setup your environment.
1. From the Advanced Adobe 7 Files on your desktop, open the draftLayout.pdf
file.
2. Open the Commenting and Drawing Markups toolbars. From the View menu,
select Toolbars then Commenting. Repeat for Drawing Markups. There should
be a checkmark next to both items and the toolbars should be floating on your
screen.
3. Next, we are going to dock the

toolbars. From the View menu, select
Toolbars, then Dock All Toolbars.

Commenting
The commenting tools are intended to be used for reviewing and marking up documents
much like you would use a highlighter or pen on a paper document. Comment tools have
an icon associated with it to show where the comment was crated.
The Note Tool

The note tool, also known as the “sticky note” is the most common of the commenting
tools and the one that you will probably use the most.
1. Using the draftLayout.pdf file, click on the note tool in the commenting toolbar.
You may also right-click and select

Add Note from the context menu.
2. Click somewhere in the draftLayout.pdf document. The note will be placed

where your cursor is. A note pop-up window will appear to the right of the Note
icon.
3. Notice the cursor is in the note window. Begin typing. Your text appears in the
note pop-up.
4. Select the Options arrow in the upper-right corner of the pop-up note window.

5. Select Properties from
the menu. The
following dialog box
appears
6. You may change the color of the note. The default color is yellow.
7. You may also change the opacity of the note. 100% opacity means the note
background color is white and you can not see the underlying document.
Lowering the opacity allows the document beneath to show through.
8. Finally, you may change the way the note icon appear on the document. The
default is the Comment icon , but notes can have many different
appearances.
If you are
collaborating on the same
7 document with a number of
people, you may want to
assign a different note color
or icon to each participant in
the group. That way, notes
can be easily identified by
author.
9. Click on the General tab. You may modify the Author and Subject.
It’s always a good idea to check your spelling. Right-click on the note to bring
up the context menu. Select Check Spelling from the menu.
10. Deleting notes may be done by selecting the note icon and pressing the
Backspace/Delete key.

Text Edit Tools
Text edit tools are markups commonly seen on paper documents such as cross outs,
underlines, or and insertion caret.
1. Using the draftLayout.pdf file, select the text on the document. Notice, this tool
is a little different in that you first select the text, and then perform an action on
the text.
2. On the commenting toolbar, if you click on Text Edits, the following Indicating
Text Edits dialog window appears showing you a quick reference for Inserting,
Deleting and Replacing Text.
Because you have already

selected the text, if you start typing,
the program assumes you want to
replace or delete text. Therefore, you
save one step by avoiding choosing it
from the Text Edit menu.
Alternately, you may select the text

and choose from the Text Edit menu.
Other options for text edits include:

• Cross Outs
• Insertion caret
• Highlighted text
• Note added to selected text
• Underline

Managing Comments
Now that you have received a number of comments from a number of people, you will
need to go through the comments. Luckily, Adobe Acrobat has a management tool to
assist you with the task of organizing the comments.
Viewing Comments
All the comments created are listed in the Comments pane.
1. Using the draftLayout.pdf file, click on the Comments tab in the Navigation
pane.
2. From the Comments pane, you can view, organize, edit, sort, and search comment
notes. You may also choose to show/hide certain comments. Finally, you may
choose to print the comments.

Exporting Comments to Review in Word
As the document author, it is easier to view all the comments in the original Word
document rather than switching back and forth between the PDF document and the
original Word document. Exporting the comments from the PDF file to the Word
document is one way to allow you to edit the document as you review others’ comments.

WebCT_Resetting.pdf file. Click on the Comments tab in the Navigation pane.
In order for the Export to work, you will need to have the original document from
which the PDF was created.
You may want to select only certain author’s comments to export. If so, use the Sort By
tool and select Author in the Comments pane. Select just the author(s) comments you
want to export by highlighting the Author’s name in the Comments pane.
2. From the Options menu in the Comments pane, select Export Comments then
To Word…
3. The following Import Comments from Adobe Acrobat dialog box will appear.
Click on the OK button.

4. The following Import Comments from Adobe Acrobat dialog box will appear.
Notice, the name of the file you are working in shows up in the first textbox.
Click on the Browse button for the “Place comments in this Word file”.
5. In the Advanced Acrobat 7 Files folder, there is a WebCT_Resetting.doc file.

Select this file. Click Open.
6. The program will start the export. Upon completion, click on Done.

Comparing two Adobe PDF Documents
You may compare two PDF documents to make sure you have the most current
information.
1. If you have files open in Adobe Acrobat, close them. From the Document menu,
select Compare Documents.
2. Under “Compare (older document)”, select the Choose…button. Select the
WebCT_Resetting.pdf file.
3. Under “To (newer document)”, select the Choose…button. Select the
WebCT_Resetting2.pdf file.
4. Click on the OK button.

5. A report is created. Notice, the side-by-side comparison shows both documents on
the screen with marks (default is pink) showing the differences. If you had
selected the Consolidated Report radio button option, the differences would be in
a single document.

Optimizing Files for the Web
Making comments and deleting comments are all tracked in the Adobe Acrobat
document. If you add a comment, then delete it, the file size does not return to its original
file size. Therefore, as you add/delete more and more comments, the file size of your
document will get large very quickly.
One way to minimize this is to optimize the file. Be sure the document has user rights
enabled. (See Enabling Usage Rights under Using the Comment Tool).

hawaiiNewsletter.pdf file.
2. Add a comment to the document.
3. Open the Preferences dialog box. From the Edit menu, select Preferences.
The keyboard shortcut for opening the Preferences dialog box is Ctrl+K.
4. Click on General from the Categories list in the left pane.

5. Verify there is a check in the box “Save As optimizes for Fast WebView”. If it is
not checked, place a check in the box.
6. Use the Save As command to save the file over the existing file. This will
overwrite the PDF document and optimize it for the smallest file size.

Adding Security
Acrobat security is similar to home security. Just as you lock your doors to prevent
someone from entering your house without permission, you use Acrobat security features
to lock a PDF document to prevent someone from changing the document without
permission. For example, you can use passwords to restrict users from opening, printing,
and editing PDF documents. You can also encrypt PDF documents so that only an
approved list of users can open them.
Passwords
PDF documents can be password protected to prevent users from editing documents of
copying data. As an author, you may want to send out a document for review, but not
allow others the ability to change anything on the document. In the classroom, you may
want to send out notes, but not allow students to copy large sections of text and paste it
into their assignment.
If you receive a document from someone and can not select the Copy from the Edit
menu, the file is probably password protected.
Let’s secure an open document.
1. From the Advanced Adobe 7 Files folder on your desktop, open the
hawaiiNewsletter.pdf file.
2. From the File menu, select Document Properties.
3. The Document Properties dialog box appears. Click on the Security tab.
4. From the “Can be Opened by” pull-down menu, select Password Security. Click
on the OK button.

3
5. The Password Security – Settings dialog box appears. From the Compatibility
pull-down menu, select the version the viewers of your document have.
If you choose Adobe Acrobat 7.0 and later from the Compatibility menu, all
options are available in the dialog box. However, you need to make sure the people
viewing your document are also running ver 7.0 or later.
6. Below the Compatibility menu is the Encryption level. Use the radio button to
select the appropriate encryption. The highest level of encryption is the first
(default) radio button.
7. Place a checkmark in the “Require a password to open the document”. Type in a

password. Be sure to write down the password in a safe place and distribute the
password to the viewers of the document.

5
7 8
8. Place a check mark in the “Use a password to restrict printing and editing of the
document and its security settings” if you want to restrict printing or editing of the
document.
9. Place a check mark in the “Enable copying of text, images, and other content” if
you want to allow viewers to copy information from the PDF document. Leave
the box blank if you do not want to allow viewers to copy anything from the
document.
10. Click on the OK button.
YOUR TURN:
Now that you know how to add security to a document, let’s create
a certificate.
Open the Certificate.doc file in the Advanced Adobe 7 Files on

your desktop. Use that as a template to create a fillable PDF form.
The parameters are:
1. Allow users to fill in the recipient name on the certificate.
2. Allow users to print the certificate.
3. Do not allow others to modify the document (i.e. copy the signature from the
document).
4. Send the document by email to a classmate and have them fill-in the certificate.

NOTE: A solution file is available in the Advanced Adobe 7 Files folder in the solutions
subfolder. A screen shot is shown below.

References
Padova, T. (2005). Adobe Acrobat 7 PDF Bible. Indianapolis: Wiley Publishing Inc.
Padova, T. (2005). Adobe Reader 7 Revealed: Working Effectively with Adobe PDF
Files. California: Peachpit.
Congratulations!
You have learned several advanced features to take full advantage of what Adobe
Acrobat 7 Professional has to offer!


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Table of Contents

Developed for Leeward Community College Page 2

• Advanced Navigation • Optimizing Files for the Web

You are using Adobe Acrobat 7 Professional.

We will use the hawaiiNewsletter.pdf document and create a number of bookmarks.

1. From the Advanced Adobe 7 Files on your desktop, open the

2. Click on the Bookmarks tab in the Navigation pane to open it.

Developed for Leeward Community College Page 3

4. Right-click on the hawaiiNewsletter.pdf document to bring up a context menu.

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Notice, the appearance of the text “Luaus”

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We will use the culinaryMaster.pdf and recipeRequest.pdf documents to create a

Click on the button icon which is the leftmost

3. Draw a square around the target.

5. From the Form Field pull-down

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6. Click on the Actions tab. From the Select

7. From the Select Action pull-down menu,

8. Click on the Add button.

9. Navigate to the recipeRequest.pdf file

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12. Finally, click on the Close

Let’s make sure the button works.

15. Click on the button. It should open the

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3. Click on the button icon on the Forms toolbar.

7. Click on the Options tab. Type “Print” in the Label field.

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Now, check to see if the button works.

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At other times, you may find

Notice, you can also choose to

1. Open the file.

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Enabling Usage Rights

Click on the OK button.

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3. Next, we are going to dock the

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The Note Tool

You may also right-click and select

2. Click somewhere in the draftLayout.pdf document. The note will be placed

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Because you have already

Alternately, you may select the text

Other options for text edits include:

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1. From the Advanced Adobe 7 Files on your desktop, open the

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5. In the Advanced Acrobat 7 Files folder, there is a WebCT_Resetting.doc file.

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4. Click on the OK button.

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1. From the Advanced Adobe 7 Files on your desktop, open the

2. Add a comment to the document.

4. Click on General from the Categories list in the left pane.

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Let’s secure an open document.

2. From the File menu, select Document Properties.

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