Acrobat X

Transcript

Acrobat X Prepared and Presented by K2 Enterprises Copyright © 2011. Reproduction or reuse for purposes other than a K2 Enterprises' training event is prohibited. History and Introduction to PDF r te p a h This session will review what’s new and enhanced in Adobe Reader and Acrobat X (pronounced ten) products. The Portable Document Format (PDF) was developed by Adobe Systems to render twodimensional documents in a device-independent format. First released in March 1985, their PDF generation tool was an open-architecture type-setting system for the print industry released in conjunction with Apple Computer, Aldus, and Linotype. It ran on a Macintosh Plus computer, and its output was produced using an Apple LaserWriter or a high-resolution laser image setter, the Linotronic 300. Both output devices used a new page description language called PostScript from Adobe. Aldus PageMaker was used as the page layout application. Each PDF file encapsulates a complete description of a document that includes the text, fonts, images, and vector graphics that compose the document. PDF files do not encode any information that is specific to the application software, hardware, or operating system used to create or view the document. This ensures that a PDF document will render exactly the same, regardless of its origin or destination. In late 2005, the International Organization for Standardization (ISO) approved the PDF/Archive standard, which ensures that PDF content will be accessible over an extended period of time and that documents in long-term storage can be retrieved and rendered in the future. Do I have to migrate to Acrobat X? As noted below, previous versions of Acrobat are not compatible with Microsoft Office 2010, so if compatibility is a huge issue for you, then yes, you may need to upgrade to Acrobat X. Otherwise, the answer is no. We find a number of accounting firms where many of the Users, if not everyone, are automatically updated to a single version of the product. There is some underlying training cost associated with using multiple versions of Acrobat, because Adobe seems to change the navigation every year. However, the transition between Acrobat 7 through 9 is not insurmountable. The move to Acrobat X is a pretty significant change, and will require time for the user to adopt. However, with the functionality that most Accountants are using, we do not see the need to release the most advanced version to everyone, and recommend you provide users with the version that best and most economically meets their needs. From our point-of-view, we have not found any overpowering reasons to upgrade to version X, unless you are concerned about tight integration with Microsoft Office 2010. Versions before Acrobat X are not compatible with Office 2010, so integration would require an upgrade. However, for most users, a native PDF can be produced directly from the Office Suite products and then edited and manipulated in Acrobat with minimal impact on production. There are also a number of alternative PDF solutions, much less expensive than Acrobat, that provide embedded functionality for PDF creation. Our review of Acrobat X here is limited to features and functions which would be most appropriate for accounting or business users versus a publisher or printer. Please attend our all day PDF seminar for a deep dive, or our half-day PDF Forms for a more in-depth knowledge of forms. 1 Copyright © 2011. Reproduction or reuse for purposes other than a K2 Enterprises' training event is prohibited. Adobe Acrobat X Versions While there are numerous applications available for working with PDF documents, Adobe Acrobat is a leading solution for creating, editing, and securing PDFs. Adobe offers volume licensing to large enterprises and offers special pricing to governmental and educational agencies. Adobe produces several versions of Acrobat. • Adobe Reader X (free to download) has become a ubiquitous tool for viewing and printing PDFs. Reader is free and can be downloaded from www.adobe.com. • Acrobat X Standard ($139 upgrade / $299 full license) contains a subset of features included in the Pro edition, but is less costly and is widely distributed by many scanner manufacturers. Users can create, edit, and secure PDFs and can create and share clickand-fill forms. New and enhanced capabilities of this version include: o Convert to PDF with a single click from Microsoft Office 2010 applications. o Enhanced conversion from paper to digital for improved OCR accuracy and smaller file sizes. o Save PDF data directly into Excel formats. o Convert PDF files to Word with improved formatting and layout preservation. o Integrate with SharePoint to edit and save PDF files. o Remove hidden content, such as metadata, from PDF files with a single click. • Acrobat X Pro ($199 upgrade / $449 full license) is a full-featured version that includes all of the functionality of the Standard edition, plus the ability to create dynamic forms, compare documents, redact sensitive information, and enable users of Reader to review and sign documents. New and enhanced capabilities of this version include: o Convert to PDF with a single click from Microsoft Office 2010 applications. o Customize PDF Portfolios professionally designed layouts, visual themes, and color palettes. o Use the new Action Wizard to automate and share multistep tasks in a single action. o Search and reuse scanned content with greater accuracy through improved OCR. o Integrate with SharePoint to edit and save PDF files. • Adobe Acrobat X Suite ($799 upgrade / $1199 full license) Acrobat X Suite includes Acrobat X Pro, Adobe Photoshop ® CS5, Adobe Captivate ® 5, Adobe Presenter 7, Adobe LiveCycle ® Designer ES2, and Adobe Media Encoder CS5. New and enhanced capabilities of this version include: o Quickly capture, edit, and combine digital content. 2 Copyright © 2011. Reproduction or reuse for purposes other than a K2 Enterprises' training event is prohibited. o o o o Touch up and enhance digital images. Create captivating rich media presentations with audio, video, and navigation. Create fillable forms from scratch or from included templates. Share it all in a polished PDF Portfolio. Features and Differences There are a number of feature differences between Reader, Acrobat Standard and Acrobat Pro. For specific feature comparisons, see www.adobe.com/products/acrobat/matrix.html. Since the Acrobat X Pro is a part of the Acrobat Suite product, assume that all features described in Acrobat Pro are also available in Acrobat Suite. Adobe Reader X includes enhanced commenting tools to allow the user to make notes and share feedback with others. The Reader options are limited, but a PDF created in Acrobat Pro using File/Save As can add appropriate extended services for additional editing, commenting with the Typewriter Tool, or form completion and signing with your digital signature. In addition to tighter security and Reader’s Sticky Notes and Highlighter tools for people who want to add comments to a PDF, Users on the go are able to grab mobile versions of Reader X for Android, Windows Phone 7, and the BlackBerry Tablet operating systems as well. Notice the notable absence of a version of Reader X for iPhone. The lack of Flash support by Apple has prompted Adobe to not support iPhone as well. However, there are a number of options at the Apple App store for reviewing and editing PDFs on the iPhone and iPad, such as, PDF Expert and Good Reader, for a start. Tools | Protection | Mark for Redaction is another feature that has existed since Acrobat 7 and is important to accountants to protect sensitive information. Acrobat X can permanently redact sensitive information from PDF documents. Note the word permanent. We suggest that, prior to redacting information from a PDF, create a copy titled Filename-REDACTED.PDF, 3 Copyright © 2011. Reproduction or reuse for purposes other than a K2 Enterprises' training event is prohibited. to insure valuable information is recoverable. In Acrobat X Pro, several new Redaction features have been introduced: • • • • • • Repeat Redaction Mark across Pages - useful for redacting headers and footers from documents. Right-click to apply Exemption Codes - add case codes and privacy codes as overlay text to redaction marks. Ability to apply multiple Exemption Codes - multiple exemption codes may be listed as overlay text on a redaction mark Partial Pattern Redaction - use this feature to mark part of a pattern for redaction. For example, you could mark part of a Social Security Number or Credit Card Number. Useful for cases where you need to identify individuals in part of a case without revealing personal identifying information. Set Appearance of Redaction Marks - set the appearance of the Redaction marks during review. For example, you can mark items with a transparent red overlay if desired. Overlay Text indicated in Comments List - view overlay text in the Comment list for quick review. View | Compare Documents has been moved. Acrobat X Pro can compare two PDF documents to identify and highlight differences between them. For example, an organization can transmit a contract to a client for signature and then compare the signed and returned document to the original to make sure that no changes have been made to the contract's terms. File | Create | Portfolio feature from earlier versions is enhanced in Acrobat X Pro, allowing users to assemble and organize a group of documents (PDF and non-PDF) into a single PDF called a Portfolio. Acrobat Pro X allows users to create customized Portfolios to maintain or extend their market branding. For example, public practitioners may assemble each tax return, its supporting schedules, and scanned receipts into a single PDF for transmission to their clients. Further, the supporting documents could be Excel, Word, or other types of files. A Portfolio typically includes the practitioner's name, address, and contact details, but users can change styles, fonts, and colors, and add logos to extend their brand image. Tools | Forms is available in Adobe Acrobat X Standard and Pro to provide the ability to create and edit fillable forms from paper or existing form files found in Word, Excel or PDF format. However, only Acrobat X Pro includes the ability to create professional forms from templates or design them from scratch with the included Adobe LiveCycle® Designer Enterprise Suite. Tools | Forms | Manage Forms Options provides additional form management and QuickBooks forms functionality. 4 Copyright © 2011. Reproduction or reuse for purposes other than a K2 Enterprises' training event is prohibited. Acrobat X Standard and Pro both allow for the scanning or creation of a PDF from hardcopy documents as well as the creation of a PDF from Microsoft Office Word, Excel, and PowerPoint directly. Both versions also allow the distribution and tracking of forms for compiling comments and annotations from those with whom you share PDF files. Both versions also allow for integration with Microsoft SharePoint. These are only a few of the features that have been added or enhanced for X. A review of the comparison chart at http://www.adobe.com/products/acrobat/matrix.html would be of value, or visit the Adobe site and review Adobe Acrobat and Reader X Feature pages. One nice new feature in Acrobat X is the SendNow feature. Once generated, a user can send a file via a link to users who then have 7 days to download the file. You can send files up to 100MB size, get up to 100 downloads per file, and store up to 500mb of files. Upgrading to the Premium service allows for notifications when recipients download files up to 2GB of storage space. 5 Copyright © 2011. Reproduction or reuse for purposes other than a K2 Enterprises' training event is prohibited. The recipient is sent an email with appropriate links to download the file. Acrobat X User Interface Users will find the changes in the User Interface the most drastic since Acrobat 7. To say the navigation changes are radical would be an understatement. While most of the features and functions from versions 7-9 are still available, you will spend some time looking for them. This translates into training costs and loss of productivity until staff is familiar with the new interface. The first thing you will notice is the difference between the Menu bars at the top. The top bar is the Quick Tools toolbar and the second is the Menu Icon toolbar. The More Tools Menu is gone in favor of the Quick Tools and Customize Quick Tools options. Functions are added to 6 Copyright © 2011. Reproduction or reuse for purposes other than a K2 Enterprises' training event is prohibited. the Quick Tools Bar from the Customize Quick Tools icon, the spoke icon. The Menu Bar is modified by right clicking in the Menu Bar area. To the right of the Quick Tools Bar is the Read Mode button that will switch to full screen mode for easier document review. Use this tool to customize the Quick Tools Menu. Finally, the Quick Tools and Menu bars cannot be undocked to free float as with earlier versions. There are some minor exceptions such as the Properties and Typewriter menus. Navigation Navigation has changed dramatically, as three new panels have been added to the right of the page for access to editing Tools, Comments and Share functions. The three roll out panels to the right include: Tools - where all your function icons are located; rolls out, and you can expand or collapse groups, or add often used tools to the Quick Tool bar. 7 Copyright © 2011. Reproduction or reuse for purposes other than a K2 Enterprises' training event is prohibited. Comment - is where you access functions for adding Annotations, Markups and Review comments. The Stamps icon, for example, is a roll out and allows you to access or create custom stamps as with earlier versions. Share The Share Panel provides the ability to share a PDF as either an Email attachment or using the new Adobe SendNow Online function we mentioned earlier. You will need an Adobe Acrobat Connect account, so you might as well go to www.acrobat.com and set it up now. Then you can use this feature for free, or subscribe to the premium version. Try out some of the other great Acrobat.com options such as Adobe Connect for Web/Document Sharing while you are there. 8 Copyright © 2011. Reproduction or reuse for purposes other than a K2 Enterprises' training event is prohibited. Navigation Pane The Navigation Pane is the bar to the left of the View Pane, the middle pane. This has changed the least, but what changes have been made are fairly drastic for those who use Acrobat to scan and proof documents. First, none of the Navigation Panels can be undocked from the Navigation Pane. The panels include page view, bookmark view, attachments view and so forth. These are the most common, but other panels can be exposed by right clicking on the Navigation Pane. 9 Copyright © 2011. Reproduction or reuse for purposes other than a K2 Enterprises' training event is prohibited. The options for roll out panels can be selected by right clicking on the Navigation Panel, then click on the icon of the pane you wish to roll out. This pane will stay visible until you close it by clicking on the Panel Icon again. Seems a little restrictive compared to the last three previous versions and we have no idea why they removed the ability to undock each pane, but we assume there is a wonderful reason. Acrobat Help System On the Adobe Acrobat Help Dropdown Menu, right click on Help to open Adobe’s on-line browser-based Help window. Help opens in a browser and uses the internet to find the most current information, so if you are not connected to the Internet, you may not have the most robust experience. Help is not always intuitive to follow, at least according to many users’ comments at various blog and message sites. So we do not recommend that you wait until the last minute to become familiar with Acrobat Help. Rather, visit and spend a few minutes becoming familiar with the navigation and search engine capabilities, so that when you are in a rush and have a question, it will easier and faster for you to resolve it. 10 Copyright © 2011. Reproduction or reuse for purposes other than a K2 Enterprises' training event is prohibited. Acrobat.com Acrobat.com provides users with a free online service and online library. Users can upload and share files, engage in review sessions, hold online meetings, distribute forms, collect form data, and more. The service is free to users of Adobe Reader and Acrobat Standard, Pro, (and Pro Extended in V9). Although Acrobat.com is not an Acrobat 9.0 product, it was released as a new service in conjunction with Acrobat 9.0 and integrates well with the Acrobat 9.0 family of products in addition to Acrobat X. Since Acrobat.com is browser-based, there is no need to configure a server or to adjust firewall settings. To log on to Acrobat.com, users need an Adobe ID, which is free from Adobe. Any of the menu commands that take users to Acrobat.com will prompt them to sign up for an Adobe ID, if they don't currently have one. Acrobat.com may be used to engage in shared reviews, to hold online web conferencing sessions, or to maintain a repository of forms to be distributed for data collection. It is also where Adobe Reader users can create PDF documents. PDF Portfolios Adobe introduced PDF Packages in Acrobat 8.0. In Acrobat X, PDF Packages have given way to flash-enabled PDF Portfolios. A PDF Portfolio provides users with the ability to accumulate multiple files of any file type within a single organizing PDF called a Portfolio. Users of Acrobat Pro and Pro Extended (V9.0) have options for customizing the look and feel of the portfolio to meet their needs, including the ability to add Flash animation to a Welcome page or to display the collected files in an attractive Flash interface that makes it easy for users to browse the content. With a Portfolio, users have all of the file-managing and organizing file capabilities of a PDF Package, but with the presentation and branding capabilities of Flash. Professional accountants could use a Portfolio to distribute tax returns or business plans to clients with all of the original and supporting documents bound in a professionally presented electronic folder. 11 Copyright © 2011. Reproduction or reuse for purposes other than a K2 Enterprises' training event is prohibited. Shared Reviews In Acrobat 8.0, Adobe added the functionality for server-based shared reviews, where all reviewers are able to see the comments made by other reviewers during the review process. However, the shared review process meant that all reviewers had to have a common network share or Windows SharePoint site available. If all of the reviewers were internal users in the same location, server setup could be accomplished with little effort or technical skill. However, if some of the reviewers were external users or in different physical locations, server setup often required IT intervention. In Acrobat X, Adobe has taken care of the entire server configuration with Acrobat.com. To initiate a shared review, select Comments, Send for Shared Review from the menu to open the Send for Shared Review dialog box. From the drop-down box at the top of the dialog box, simply select Automatically download and track comments on Acrobat.com. Simply step through the wizard, add the intended recipients, and the review session is started without the complexity of configuring a server. 12 Copyright © 2011. Reproduction or reuse for purposes other than a K2 Enterprises' training event is prohibited. Forms Integration with QuickBooks Acrobat Pro provides users with the ability to use Adobe forms to capture transactional information and to import that information into QuickBooks Premier 2009 or Enterprise Solutions 9.0 and later. Some practical usage scenarios of this functionality include the following: • Businesses can distribute purchase orders as PDF forms. Customers would fill in the PDF purchase orders and then e-mail the completed forms to the business. Business staff would import the transactional data contained in the forms into QuickBooks without rekeying it. • Salespersons or technicians working outside of the office can create invoices as PDF forms and then send them to the office as attachments to e-mail messages. Office staff would import the transactional data into QuickBooks without rekeying the data. • Construction supervisors can create estimates as PDF forms while working on a job site. Back at the office, the company would import the estimates into QuickBooks and convert them to invoices. 13 Copyright © 2011. Reproduction or reuse for purposes other than a K2 Enterprises' training event is prohibited. The company using QuickBooks as its financial solution must have either Acrobat Pro or Suite X installed in order to utilize this integration feature. Adobe Reader 7.05 or higher can be used to fill in the forms, but it is best to use Adobe Reader X. Acrobat provides seven predefined templates for use with QuickBooks: Internal Estimate, Product Invoice, Service Invoice, Purchase Order for Product Invoice, Purchase Order for Product Sales Order, Purchase Order for Service Invoice, and Purchase Order for Service Sales Order. Users may customize each of these templates to meet their specific needs or tastes, including adding a company logo, terms and conditions, or any other required elements. Flash Integration Most Accountants do not care about multimedia in a PDF, but some are starting to integrate some video recordings. Flash is integrated directly into Acrobat X, so that users no longer need to use a Flash plug-in with Acrobat. Users can convert Flash .swf and .flv files directly to PDF from the menu. Simply select Create, From File, and then select Multimedia as the file type. Flash animation can be added to PDF Portfolios, and via the new Action Wizards. 14 Copyright © 2011. Reproduction or reuse for purposes other than a K2 Enterprises' training event is prohibited. Enhanced Scan Capability Scanning and recognizing text using Optical Character Recognition (OCR) is much improved in Acrobat. ClearScan technology has been incorporated for better scanning results. Starting from a scanned page, ClearScan analyzes the scanned image to determine which areas contain text, images, or combinations of text and images, and then provides specialized treatment to each area type. The OCR engine generates searchable text for each identified text area. As the application proceeds through the document, it develops a library of similar characters that are later consolidated and converted to scalable fonts. This process produces a high quality scanned image with OCR accuracy that is dramatically superior to earlier versions. Acrobat now supports Windows Image Acquisition (WIA) compliant scanners. Users also have options for using and customizing scanner presets. To customize one of the default presets, select Create, PDF from Scanner, Configure Presets from the standard Tasks toolbar and set the desired scanning attributes, such as color mode, resolution, or whether to perform OCR on the scanned document, etc. Each time a user scans a document, the user can easily select a scanner preset to avoid having to manually set up the scan job. Acrobat Scanning Tips Acrobat Help offers a number of excellent suggestions for improving scan images as well as reducing the resulting scanned image file. • Acrobat scanning accepts images between 10 dpi and 3000 dpi. If you select Searchable Image or ClearScan for PDF Output Style, input resolution of 72 dpi or higher is required, and input resolution higher than 600 dpi is down sampled to 600 dpi or lower. • To apply lossless compression to a scanned image, select one of these options under the Optimization Options in the Optimize Scanned PDF dialog box: CCITT Group 4 for monochrome images or Lossless for color or gray scale images. If this image is appended to a PDF document, and the file is saved by Save, the scanned image remains uncompressed. If the PDF document is saved using Save As, the scanned image may be compressed. • For most pages, black-and-white scanning at 300 dpi produces text best suited for conversion. At 150 dpi, OCR accuracy is slightly lower, and more font-recognition errors occur; at 400 dpi and higher resolution, processing slows and compressed pages are bigger. If a page has many unrecognized words or very small text (9 points or smaller), try scanning at higher resolution. Scan in black and white whenever possible. • When Recognize Text Using OCR is disabled, full 10-to-3000 dpi resolution range may be used, but the recommended resolution is 72 and higher dpi. For Adaptive compression, 300 dpi is recommended for gray scale or RGB input, or 600 dpi for black-and-white input. 15 Copyright © 2011. Reproduction or reuse for purposes other than a K2 Enterprises' training event is prohibited. • Pages scanned in 24-bit color, 300 dpi, at 8-1/2–by-11 in. (21.59-by-27.94 cm) result in large images (25 MB) before compression. Your system may require 50 MB of virtual memory or more to scan the image. At 600 dpi, both scanning and processing typically are about four times slower than at 300 dpi. • Avoid dithering or halftone scanner settings. These settings can improve the appearance of photographs, but they make it difficult to recognize text. • For text printed on colored paper, try increasing the brightness and contrast by about 10%. If your scanner has color-filtering capability, consider using a filter or lamp that drops out the background color. Or if the text isn’t crisp or drops out, try adjusting scanner contrast and brightness to clarify the scan. • If your scanner has a manual brightness control, adjust it so that characters are clean and well formed. If characters are touching, use a higher (brighter) setting. If characters are separated, use a lower (darker) setting. What’s new Usability and Productivity Streamlined user interface A streamlined, simplified user interface displays the most commonly used tools, depending on the task at hand. The Tools pane on the right side of the window organizes the tools into taskrelated groups. By default, only the most commonly used tools appear. To add other groups of tools (called panels) to the Tools pane, open the pane and click the options menu in the upperright corner. Choose a deselected panel from the list. Adding tools to the Tools pane You can also access the desktop tools you use most by adding individual items to the customizable Quick Tools area. Streamlined commenting process Access mark-up tools and view comments from a single, unified Annotations panel. A read or unread indicator shows which comments you have read and which you have not. Find comments quickly using the new Filter Comments feature. Action wizard Guides users through multi-step tasks and share with others using the new Action wizard. Actions can standardize procedures and increase consistency across an organization. 16 Copyright © 2011. Reproduction or reuse for purposes other than a K2 Enterprises' training event is prohibited. Read mode Optimize your screen for reading and presentation of PDFs. Menus and panels disappear and a semi-transparent floating toolbar appears for navigation as needed. Scanning enhancements Scan paper documents into PDF and automatically recognize text with improved optical character recognition (OCR). Text can be copied for reuse in authoring applications or exported into Word and Excel formats. Reduce file sizes by up to 50%, improve image fidelity, and scan a combination of color and monochrome documents together with automatic color detection. Search enhancements Find and save a search, then export the search results to a PDF file or to a spreadsheet. Microsoft SharePoint integration Access SharePoint from any Acrobat Open or Save dialog. Open PDF files from SharePoint for viewing, check out PDF files for editing, and check PDF documents back in after edits are made. PDF Portfolios Assemble content into PDF Portfolios in three easy steps with the new PDF Portfolio wizard. Customize PDF Portfolios with layouts, visual themes, and color palettes. Digitally sign documents stored within the PDF Portfolio. Accessibility support in File mode. Microsoft Windows 7 and Office 2010 Create PDF files from within the most popular Office 2010 applications, as well as specialized applications, such as Microsoft Project and Visio. Mozilla Firefox support Convert web pages to PDF, keeping all links intact. PDF conversion to Excel and Word Save PDF files as Microsoft Word documents and Excel spreadsheets, retaining the layout, fonts, formatting, and tables. Password strength meter Create better passwords with the password strength meter. Online forms creation and distribution Create and distribute online forms using your web browser and the Adobe FormsCentral service. Recipients fill out these forms using any Internet-connected device. 17 Copyright © 2011. Reproduction or reuse for purposes other than a K2 Enterprises' training event is prohibited. Document sharing and storing Send and store large documents using services at Acrobat.com. Use online Workspaces at Acrobat.com to store and share a set of documents with individuals or teams outside your organization. New Menu Tool Structure Most Acrobat 9 menus have moved to a corresponding panel in the Tools, Comment, or Share pane. Acrobat 9 menu commands and tools map to panels in the Acrobat X task panes. To add all the panels to the Tools pane, click the options menu under the Share pane and choose a deselected panel from the list. Diagram excerpted from “Adobe Acrobat X Classroom in a Book,” published by Adobe Press, copyright 2011. 18 Copyright © 2011. Reproduction or reuse for purposes other than a K2 Enterprises' training event is prohibited. Here are a few additional command locations: Acrobat 9 Acrobat X Document > Optimize Scanned PDF Tools > Document Processing > Optimize Scanned PDF Document > OCR Text Recognition Tools > Recognize Text Document > Examine Document Tools > Protection > Remove Hidden Information Document > Compare Documents View menu > Compare Documents Document > Attach a File Tools > Content > Attach a File Tools > Typewriter Tools > Content > Add or Edit Text Box Tools > Analysis Tools > Analyze Tools > Advanced Editing Tools > Content Tools > Advanced Editing > Article Tools > Document Processing > Add Article Box Tool Advanced > Web Capture Tools > Document Processing > Web Capture Advanced > PDF Optimizer File > Save As > Optimized PDF Advanced > Extend Features in Adobe Reader File > Save As > Reader Extended PDF Adobe Products Included in Acrobat X Suite Adobe Acrobat X Suite includes Adobe applications especially suited for delivering effective business communications. Adobe Acrobat X Pro - Combine a wide range of file types into a polished, organized PDF Portfolio. Manage electronic reviews and share files online at Acrobat.com. Adobe Photoshop CS5 - Touch up and enhance digital images. Adobe Captivate 5 - Create and deliver rich-media demonstrations. Adobe Presenter 7 - Transform static PowerPoint slides into rich-media presentations. Adobe LiveCycle Designer ES2 - Create fillable business forms from scratch or choose from a library of PDF form templates. Adobe Media Encoder CS5 - Convert a wide variety of video formats into the Adobe Flash Player compatible format. 19 Copyright © 2011. Reproduction or reuse for purposes other than a K2 Enterprises' training event is prohibited. Day One So you just purchased Adobe Acrobat X, what next? recommend to install and properly set up Acrobat: Here are some basic steps we 1. Uninstall any existing version of Acrobat, including Reader, on the system. Acrobat does NOT like being installed on a system with other versions. Adobe made a number of changes to the registry files and other system files and folders that would lead to operating issues within Acrobat, and possibly adversely affect your Operating System and applications. 2. Install Acrobat, and unless you are an experienced technician, we recommend you take the standard install. 3. Be sure to register your product as soon as possible – just follow the direction and have your product serial and product numbers handy. If you are activating an education user version, have the proper documentation scanned and ready to send to Adobe for validation to receive your serial number to activate with as quickly as possible. On average, it takes a two-day turnaround, and the requirements are very specific without variation, so follow the directions exactly. 4. Your next stop is Edit | Preferences from your drop down menus. a. Click on Identity and complete the information. This information is used throughout Acrobat when you save documents, send for review or add comments, so completion is important. 5. Next, at the top of the Categories list, click on Documents. a. We suggest you up the number of documents to show in your recently used list to 10, the maximum value. Yes, we would like 50 too! b. Under Save Settings, set the number of minutes between document saves to the temporary folder. This is similar to Microsoft background save option. Set based in the speed of your system or network, and your fear factor. c. Notice a new feature in Acrobat X. At the bottom of this window is an option to adjusting the filename when saving applied redaction marks. Might want to consider this, but we recommend the entire firm use the same convention for uniformity and to reduce confusion. 6. Under the Categories list, click on General next. a. Adobe, like Microsoft Office and other applications, recognizes certain web addresses like a site URL or an email address and will automatically create a hyperlink. If you rather that not happen, then click off the default option to Create links from URLs b. Review or practice with other settings as you like. c. We recommend, if you are inheriting a system from someone else, always go to this screen and click on Reset All Warnings. This will turn everything back on and help you learn the product faster. 7. The next step is very important to saving your sanity. Adobe needs to know your Image editor when working with images in Acrobat. a. Under Categories, near the bottom of the list, click on TouchUp. b. Click on Choose Image Editor and navigate to the program you wish to use to edit embedded images and graphics. 8. Finally, click the last Category entry, Updater, and select the option of your choice. 20 Copyright © 2011. Reproduction or reuse for purposes other than a K2 Enterprises' training event is prohibited. Alternatives to Acrobat The PDF specification is an open standard created by Adobe but used by other products. There are numerous products in the North American market for converting documents into PDF format and for viewing, editing, and securing PDFs. Many of these solutions are free. The following solutions provide high quality PDF functionality at a fraction of the cost of Adobe Acrobat. Full PDF Solutions Full service solutions provide most, if not all, of the functionality provided by Adobe Acrobat. These solutions may be available from a vendor in one or more packaged offerings. The following is a short list of the most widely known and used PDF solutions. Nitro PDF Software Nitro PDF is a strong competitor to Acrobat in features and functions. The company has two products, one of which is Nitro PDF Express, providing for creation, conversion, and PDF security. The other, Nitro PDF Professional, is a comprehensive, full-featured solution for PDF creation, conversion, editing, review, and security. These solutions are $49 and $99 respectively. Both solutions allow users to download and test the product before purchasing, and both are available for multi-user licensing at reduced costs. Nitro PDF Professional installs itself into Microsoft Office applications and creates a toolbar and menu very similar to Acrobat. Nitro PDF Professional also installs itself in the Windows Operating Systems, allowing users to generate a PDF by simply selecting a file, right-clicking, and selecting Create Nitro PDF from the context-sensitive menu. Nitro offers a large number of free online PDF solutions, including the ability to convert a PDF to Excel. Visit www.nitropdf.com for more information. Nuance PDF Converter Professional is a complete PDF solution for creation, editing, and conversion. The product includes security and markup capabilities. FormTyper is used to convert static PDF forms into fillable PDF forms. PDF/A technology are included. Nuance's Real Speak text-to-speech technology is integrated and allows any PDF to be read aloud. PDF Converter Professional is $99 for an individual license. Multi-user licenses are available. Visit www.nuance.com for more information. PDF-Tools AG PDF-Tools offer a number of solutions that are oriented toward the professional, technical, and developer environments. Tools include PDF image creation, PDF security, and analysis and repair of damaged PDF files. Many of its products are network server-based and targeted at technical staff. For more information, visit www.pdf-tools.com. ABBYY ABBYY produces an array of PDF products. ABBYY PDF Transformer is the tool of choice for those needing to convert PDF files to other native formats such as Excel. PDF Transformer is a versatile, multi-lingual tool that enables users to easily convert any type of PDF into 21 Copyright © 2011. Reproduction or reuse for purposes other than a K2 Enterprises' training event is prohibited. editable formats while retaining the document's original layout and formatting. Users can also create PDFs directly from Microsoft Office applications, combine multiple files from different sources into one PDF, and modify PDFs according to their needs – redact information, add stamps or Bates numbers add password encryption, or convert PDFs to PDF/A format. Single user pricing is $49. ABBYY FineReader is an intelligent OCR and PDF conversion solution designed specifically for business environments. Bluebeam Software PDF Revu Standard Edition is a simple and affordable solution to create, view, markup, and edit PDF files. Bluebeam adds buttons to the toolbars of Word, Excel, and PowerPoint for one click PDFs and batch creation. For all other Windows files, a PDF print driver is included. PDF Revu includes an intuitive PDF viewer, markup tool, and full-featured PDF editor. A single user license is $149. Foxit Software Foxit Software produces a variety of PDF creation, viewing, and editing solutions. Their fullfeatured product, Foxit Phantom, is an all-in-one PDF Solution for businesses. It allows users to create, view, edit, convert, secure, and organize PDF documents. Phantom includes advanced editing tools and provides the ability to create click-and-fill forms. Documents can be digitally signed and can be secured with passwords or certificates. For more information, visit www.foxitsoftware.com. CutePDF CutePDF Writer is a free download. It uses Ghostscript to capture and write data to a PDF file. It is one of the best PDF print driver solutions available. CutePDF also produces a full line of inexpensive viewing and editing tools. Visit www.cutepdf.com for more information. PDF995 PDF995 has been available for a number of years. Its development is paid for by sponsors. Whenever PDF995 is used, a sponsor's ad pops up in the browser. Users can purchase a nagfree version for $10. Visit www.pdf995.com for more information. Miscellaneous PDF Solutions Tic, Tie & Calculate from cPaperless is an Acrobat plug-in designed specifically for accounting professionals providing a custom toolbar in Acrobat from which users can add tick marks, rotate pages, automatically generate bookmarks, repaginate documents, add hyperlinked cross references, and provides a 10-key calculator from which an electronic tape can be pasted into a PDF. The application supports multiple monitors. Tic, Tie & Calculate is $199 per user, plus $60 per year renewal. Visit www.cPaperless.com for a 30-day free trial. CCH has a PDF annotation tool that can be purchased separately: PDFlyer. Originally used for 1040 annotation, this tool can be used independently. For additional information on PDF tools and utilities, visit www.pdfplanet.com. Chapter 22 Copyright © 2011. Reproduction or reuse for purposes other than a K2 Enterprises' training event is prohibited.