Adobe Acrobat How To Guide for Engineering

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					Engineering How To Guide

© 2002 Adobe Systems Incorporated. All rights reserved. Adobe Acrobat 5.0 Engineering How To Guide. This manual, as well as the software described in it, is furnished under license and may be used or copied only in accordance with the terms of such license. The content of this manual is furnished for informational use only, is subject to change without notice, and should not be construed as a commitment by Adobe Systems Incorporated. Adobe Systems Incorporated assumes no responsibility or liability for any errors or inaccuracies that may appear in this book. Except as permitted by such license, no part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any form or by any means, electronic, mechanical, recording, or otherwise, without the prior written permission of Adobe Systems Incorporated. Please remember that existing artwork or images that you may want to include in your project may be protected under copyright law. The unauthorized incorporation of such material into your new work could be a violation of the rights of the copyright owner. Please be sure to obtain any permission required from the copyright owner. Any references to company names in sample templates are for demonstration purposes only and are not intended to refer to any actual organization. Adobe, the Adobe logo, Acrobat, Acrobat Capture, Acrobat Catalog, Acrobat Reader, AdobePS, Distiller, FrameMaker, PostScript, and Reader are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States and/or other countries. Microsoft, Windows, and Windows NT are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. AutoCAD is a either a registered trademark or a trademark of Autodesk, Inc., in the USA and/or other countries. All other trademarks are the property of their respective owners. Adobe Systems Incorporated, 345 Park Avenue, San Jose, California 95110, USA Part Number: 95000627 (05/02) Printed in the USA.

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Contents
Introduction Adobe Acrobat 5.0 for engineers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Getting started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

Chapter 1

Converting Documents to Adobe PDF What kinds of files can you convert to Adobe PDF? . . . . . . . . . . . . . . . 4 About the Acrobat Distiller feature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Defining custom paper sizes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Converting CAD drawings to Adobe PDF . . . . . . . . . . . . . . . . . . . . . . . . . 5 Converting Microsoft Visio files to Adobe PDF . . . . . . . . . . . . . . . . . . . 14 Converting Microsoft Project files to Adobe PDF . . . . . . . . . . . . . . . . 15 Converting Microsoft Office files to Adobe PDF . . . . . . . . . . . . . . . . . 15 Converting Adobe FrameMaker documents to Adobe PDF . . . . . . 17 Converting paper documents to Adobe PDF . . . . . . . . . . . . . . . . . . . . 19 Scanning tips . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Chapter 2

Adding Links, Bookmarks, and Other Files Creating links to other Adobe PDF documents . . . . . . . . . . . . . . . . . . 24 Using bookmarks to move within a document . . . . . . . . . . . . . . . . . . 25 Using bookmarks to open other documents . . . . . . . . . . . . . . . . . . . . 27 Structuring bookmarks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 Attaching files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30 Combining multiple files into a single Adobe PDF file . . . . . . . . . . . 32

Chapter 3

Streamlining the Review and Commenting Process Commenting on a document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 Commenting on a shared document online . . . . . . . . . . . . . . . . . . . . . 39 Reviewing comments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40 Importing and exporting comments . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40 Summarizing comments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 Digitally signing documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 Verifying a digital signature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45 Comparing signed versions of a document . . . . . . . . . . . . . . . . . . . . . 46

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Chapter 4

Adding Security to Adobe PDF Documents Adding passwords and security restrictions . . . . . . . . . . . . . . . . . . . . . 50 Securing a document for limited access . . . . . . . . . . . . . . . . . . . . . . . . . 51

Chapter 5

Reusing Content Saving text as RTF . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56 Extracting tables from Adobe PDF files . . . . . . . . . . . . . . . . . . . . . . . . . . 56 Reusing small amounts of text and graphics . . . . . . . . . . . . . . . . . . . . 58

Chapter 6

Creating Forms Creating form fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60 Creating signature fields for document approval. . . . . . . . . . . . . . . . 62

Chapter 7

Archiving and Searching Document Collections Building an index to a document collection . . . . . . . . . . . . . . . . . . . . . 64 Searching an index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64 Looking at the search results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65 Conclusion Get help converting to Adobe PDF with Layton Graphics . . . . . . . . 67

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Introduction
Welcome to the Adobe® Acrobat® 5.0 Engineering How To Guide. We’ll show you how you can use Adobe Acrobat 5.0 for Windows® software to combine documents of various types—such as drawings, specifications, and schedules—into one, easy-to-use document. By the end of this guide, you’ll be able to reliably send documents created in specialized engineering applications to colleagues, customers, and outsource partners across disparate systems; streamline the engineering review and commenting process; add security to proprietary information; create electronic forms; and search across a collection of engineering documents. The product behind this document solution is Adobe Acrobat 5.0.
Acrobat converts files to Adobe Portable Document Format (PDF), a universal file format that preserves all the fonts, formatting, graphics, and color of source documents, regardless of the application and platform used to create them. Adobe PDF files are compact and can be exchanged, viewed, navigated, and printed while maintaining document integrity by anyone with free Adobe Acrobat Reader® software.

Adobe Acrobat 5.0 for engineers
Acrobat 5.0 software is the ideal solution for any engineering scenario. Acrobat can help you meet critical deadlines, accelerate the review process, protect your documents, and get to market faster.
Reliable Adobe PDF files for document exchange Acrobat 5.0 helps engineers deliver

reliable technical documents created in programs such as Autodesk® AutoCAD®, Microsoft Visio, Microsoft Project, Microsoft Office, and Adobe FrameMaker®. Acrobat makes it easy to create and distribute files that are platform, application, and version independent. Added security helps prevent unauthorized changes, viewing, or printing of technical documents.
Streamlined review and commenting process Acrobat 5.0 enables you to reduce errors

and accelerate the review, commenting, and approval process by allowing outsource partners, vendors, and suppliers to easily add comments to engineering documents. With Acrobat, you can even highlight specific places where changes have occurred in a document using a side-by-side document comparison—a useful method for reevaluating a Request for Proposal (RFP) with a vendor when requirements change.

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Introduction

Electronic forms approval process By using digital signatures and the review and

commenting tools in Acrobat 5.0, along with either e-mail distribution or a correct server setup, engineering departments have a quick and easy way to provide feedback, mark up design drawings, and then electronically approve Engineering Change Order (ECO) forms. The normally cumbersome and slow ECO paper forms process becomes simple and efficient with Acrobat software.
Knowledge collection and archiving To increase efficiency and reduce redundancy,

engineers need to be able to search archives that exist in one consistent, searchable format. With Acrobat’s powerful indexing and search capabilities and Adobe PDF, engineering archives become more secure, reliable, and easily accessible.

Getting started
Before converting your technical documents to Adobe PDF, you’ll need the latest version of Acrobat 5.0 software with the Acrobat Distiller® feature installed on your system, and the latest printer driver software. The Acrobat 5.0 installer includes Acrobat 5.0 software, the Distiller feature within Acrobat, the PScript 5 for Windows 2000 printer driver, the AdobePS™ 4.5 (Windows 95/98/ME) and 5.2 (Windows NT®) printer drivers, and a set of Distiller PostScript Printer Description (PPD) files. Before using the Distiller feature to create PDF files, you may need to select a PPD file for the printer you intend to use. It’s a good idea to check the Adobe Web site for any updates to Acrobat and the printer drivers.
To download software updates:

1 Go to the Adobe Web site (www.adobe.com). 2 Navigate to the Downloads page. 3 To download a printer driver, click Windows under the Printer Drivers section of the downloads page, and select the latest printer driver for your language. 4 In your browser, go back to the Downloads page and download any available updates

for Acrobat 5.0 software.

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Chapter 1: Converting Documents to Adobe PDF
With Acrobat 5.0 software, you can convert documents created in most engineering applications to Adobe PDF. In this chapter, you’ll find basic step-by-step instructions on how to create a PDF file from AutoCAD, Microstation V8, Visio, Microsoft Project, Microsoft Office applications, and Adobe FrameMaker. You’ll also find information on converting paper documents to PDF.

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What kinds of files can you convert to Adobe PDF?
Most common application file formats can be converted to PDF. If you can print from an application, you can convert to PDF with Acrobat 5.0. To test whether a file can be converted to PDF, simply right-click the file. If the Print command is available, Acrobat can convert it to PDF.

About the Acrobat Distiller feature
Acrobat 5.0 software installs a simulated printer called Acrobat Distiller for creating Adobe PDF files. For your convenience, you can use one of the predefined job options included with the Acrobat Distiller feature to create PDF files optimized for a specific medium or, once you become familiar with the Distiller feature job options, you can customize the job options to change the quality or size of your PDF files. For distributing engineering documents, you can use the eBook job option, which provides optimization suitable for most general purposes. If you want higher quality images, for example if you plan to print your document, use either the Print or Press option.

Defining custom paper sizes
By default, the Acrobat Distiller feature includes a limited number of paper sizes, which may not be sufficient to handle oversized engineering documents. When you need to convert oversized documents from programs such as Microstation V8, Microsoft Visio, or Microsoft Project software, you can define a custom paper size, and then use it when converting files that use the same paper size.
To define a custom paper size (Windows 2000/XP/NT):

1 From your Windows desktop, choose Start > Settings > Printers (or Printers and Faxes for Windows XP). 2 Select the Acrobat Distiller printer. 3 Choose File > Server Properties.

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4 Select Create a New Form (a paper size). Enter a form name and paper size information. The name you enter appears in the Forms list. Click Save Form.

Select options to specify the custom paper size.

5 Repeat step 4 as necessary to create additional paper sizes, and then click OK or Close to close the Print Server Properties dialog box.

Converting CAD drawings to Adobe PDF
Reliability is a concern when engineers need to share CAD drawings with customers, vendors, and colleagues who may not have the application or the correct version. However, with Acrobat 5.0, you can convert your CAD data into a PDF document with bookmarks. Once converted to PDF, anyone with Acrobat 5.0 or Acrobat Reader can view the CAD drawing, without needing the original software used to create the file.

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Converting Autodesk AutoCAD 2002 files to Adobe PDF
Before you convert AutoCAD files to PDF, you need to create an Acrobat printer configuration file for the PDF paper size. You create this file inside AutoCAD rather than using a custom paper size defined for the Acrobat Distiller feature. You can then reuse the configuration file to simplify the conversion process for future files that use the same page size.
To create an AutoCAD printer configuration file for Acrobat 5.0:

1 Open the AutoCAD program. 2 Choose File > Plot. 3 Click the Plot Device tab. 4 For Name, select Acrobat Distiller as the plotter. 5 Click the Properties button to open the Plotter Configuration Editor dialog box. 6 Expand the Graphics section and select TrueType Text. Select TrueType <As Text> if you want to be able to search the text within the PDF document.

Setting up TrueType text

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7 Select Custom Properties. In the Access Custom Dialog section, click Custom

Properties.
8 In the Acrobat Distiller Properties dialog box, do one of the following, depending on

your operating system:
Windows 2000/XP Click the Layout tab, and then select either Portrait or Landscape. Keep the same page orientation that you plan to use in AutoCAD for your CAD file. Click the Adobe PDF Settings tab. Select any of the predefined conversion settings, or click Edit Conversion Settings to adjust the settings. Click the Paper/Quality Tab and confirm that Color is selected. Click the Advanced button to open the AdobePS Acrobat Distiller Advanced Options dialog box. Set Paper Size to PostScript Custom, which opens the PostScript Custom Page Size Definition dialog box. Proceed to step 9.

Open the AdobePS Acrobat Distiller Advanced Options dialog box.

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Windows NT Click the Adobe PDF Settings tab. Select any of the predefined conversion

settings, or click Edit Conversion Settings to adjust the settings. Click the Page Setup tab, and then select either Portrait or Landscape. Keep the same page orientation that you plan to use in AutoCAD for your CAD file. Select Color or Monochrome. Set Paper Size to PostScript Custom Page Size, which opens the PostScript Custom Page Size Definition dialog box. Proceed to step 9.
Windows 98 Click the Paper tab. Select either Portrait or Landscape. Keep the same page orientation that you plan to use in AutoCAD for your CAD file. For Paper Size, scroll right and select one of the Custom P+ options. Click the Custom button. For Paper Name, type a description of the paper size (for example, 60x80). Enter the desired Width, Length, and unit of measure. Click OK. Proceed to step 10.

Define a paper size large enough to display your CAD drawings.

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9 (Windows 2000/XP/NT) In the PostScript Custom Page Size Definition dialog box, do the following: • For Unit, select Inch or Millimeter. • Enter the width and height for the page size of the PDF document, and then click OK

until you return to the Acrobat Distiller Properties dialog box.

Page size dimensions relate directly to the page orientation you selected.

10 In the Acrobat Distiller Properties dialog box, click OK to accept the changes.

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11 In the Plotter Configuration Editor dialog box, select Modify Standard Paper Sizes

(Printable Area).

Open the dialog box where you define the printable area of the custom paper size.

12 Do one of the following, and then click Modify.
Windows/2000/XP/NT Select PostScript Custom Page Size. Windows 98 Select the name you called the paper size in the Windows 98 section of step 8.

13 In the Custom Paper Size dialog box, do the following: • Set the margins and click Next. • Name the PMP (Plot Model Parameter) file and click Next. • Click Finish, and then click OK to accept the changes.

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14 When prompted, save the printer configuration file. Select Save Changes to the

Following File, name the file, and then click OK to save the file. Note: It’s a good idea to name the PC3 file something familiar so that you can reuse it, such as Acrobat (ANSI D) or Acrobat (72inch x 35inch).
15 As necessary, repeat steps 2-14 to create a different configuration file for each paper size.
To convert AutoCAD 2002 files to PDF using an existing printer configuration file:

1 Open the CAD file in AutoCAD 2002. 2 Set the Model or Layout display, attributes, layers, levels, symbology, and reference file attachments as desired. These settings affect what is created in the Adobe PDF file. Also make sure the lineweights, layer colors, and desired plot styles are selected. 3 Choose File > Plot. 4 In the Plot dialog box, for Plotter Configuration Name, choose the plotter name you

defined in the printer configuration file (for example, Acrobat (ANSI D).pc3).

The custom Acrobat printer configuration file appears in the list of plotters.

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5 Click the Plot Settings tab and do the following: • For Paper Size, select PostScript Custom Page Size (Windows 2000/XP/NT) or the

paper size you defined in the printer configuration file (Windows 98).
• For Scale, select the desired scale, and then select Scale Lineweights. • For Plot Area, select Extents. • For Plot Offset, select Center the Plot. • For Plot Options, leave the Plot with Plot Styles and Plot Object Lineweights options

selected, or deselect them if you don't want lineweights and plot styles turned on.
6 Click OK to create the PDF file. When prompted, name the PDF file. If the Save As

dialog box doesn’t appear, the PDF file will keep the prefix of the AutoCad file, followed by the .pdf extension.

Converting Microstation V8 files to Adobe PDF
Convert your Microstation V8 files to PDF to ensure colleagues, customers, and outsource partners can view the files, without needing Microstation V8 software.
To convert Microstation V8 files to PDF:

1 If necessary, define a custom paper size for the PDF file. (See “Defining custom paper sizes” on page 4.) 2 Open the design file in MicroStation V8. 3 Set the top view level display, view attributes, display symbology, and reference file

attachments as desired.
4 Set the range of the top view to the desired bounds for the plot. 5 Choose File > Print.

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6 Click the small black arrows to display the preview as well as the details options.

Expand the Print dialog box to display more options.

7 In the General Settings section, do the following: • From the Print menu, select the desired view to print. • From the Vector menu, select Color. 8 In the Printer and Paper Size section, choose Windows Printer, and then click the

Windows logo next to the magnifying glass to open the Windows Print dialog box.
9 In the Windows Print dialog box, choose Acrobat Distiller for the printer, click Apply, and then click Cancel. 10 In the Microstation Print dialog box, do the following: • Select the desired paper size and orientation. The Paper menu includes any custom

paper sizes you added.
• Select the desired scale. • Keep the Auto-center option selected. 11 Choose File > Print to create the Adobe PDF file.

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Converting Microsoft Visio files to Adobe PDF
Converting your Visio diagrams and engineering schematics to PDF ensures reliable information distribution without concern for accidental modification of your documents by reviewers.
To convert a Visio file to PDF:

1 If necessary, define a custom paper size for the PDF file. (See “Defining custom paper sizes” on page 4.) 2 Open the Visio file. 3 Choose File > Print, choose Acrobat Distiller as the printer name, and then click Close. 4 Choose File > Page Setup. 5 In the Print Setup dialog box, select the desired paper size and paper orientation.

Choose one of the paper sizes you defined for Acrobat Distiller.

6 Click the Drawing Scale tab and choose the desired drawing scale, and then click OK to save the changes. 7 Choose File > Print, and then click OK to create the PDF file. 8 Specify a filename and location, and then click Save.

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Converting Microsoft Project files to Adobe PDF
Schedules and resource budgets are integral to any project. Everyone involved in a project needs updated, non-editable schedules and hand-off information to complete tasks in a timely manner. With Acrobat 5.0 software, you can convert Microsoft Project files to PDF so that team members can view and print your document.
To convert Microsoft Project files to PDF:

1 If necessary, define a custom paper size for the PDF file. (See “Defining custom paper

sizes” on page 4.)
2 Open the Project file. 3 Choose File > Print, choose Acrobat Distiller as the printer name, and then click Close. 4 Choose File > Page Setup. 5 Select the desired paper size and paper orientation, and then click OK to save the changes. 6 Choose File > Print, and then click OK to create the PDF file. 7 Specify a filename and location, and then click Save.

Converting Microsoft Office files to Adobe PDF
Easily convert Microsoft Office for Windows documents to PDF. Acrobat 5.0 adds an Acrobat menu to the application’s menu bar and two Convert to Adobe PDF buttons to the toolbar. Your documents are converted to PDF based on the printer settings or page setup you have chosen for your Office application. For example, if you are using Microsoft PowerPoint and choose Handouts from the Print dialog box, the PDF file is based on the Handouts version of the presentation. Note: If you install Word, PowerPoint, or Excel after installing Acrobat, you’ll need to reinstall Acrobat 5.0 software before you can convert documents to PDF. You must have the following programs installed on your system before converting Microsoft Office documents to PDF:
• The Adobe Distiller 5.0 and PDFMaker 5.0 features. (Both are installed if you use the

Typical Installation option for Acrobat 5.0.)

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• Your Microsoft Office application—Microsoft Word 97, Word 2000, Word 2002, Power-

Point 97, PowerPoint 2000, PowerPoint 2002, Excel 97, Excel 2000, or Excel 2002. (PDFMaker is not compatible with previous versions of Word, PowerPoint, or Excel.)
• One of the following: Windows 98, Windows Me, Windows NT 4.0 SP5 or higher,

Windows 2000, or Windows XP.
To convert Microsoft Office files to PDF:

1 Open the file in the Microsoft Office application. 2 If you want to change the default conversion settings, choose Acrobat > Change Conversion Settings. Click the tabs and adjust the settings. For more information, click the Help button at the bottom of the dialog box to access the online Help.

Note: For most files, the default settings will be sufficient.

Click the Change Conversion Settings button to adjust PDF settings.

Note: Not all conversion options are available for all Microsoft Office applications. Options that are not available for a particular application are grayed out.
3 Do one of the following: • Choose Acrobat > Convert to Adobe PDF. • Click the Convert to Adobe PDF button

on the toolbar.

4 Specify a filename and location, and then click Save.

Note: If the option View Result in Acrobat is selected in the Acrobat menu, Acrobat 5.0 opens automatically and displays the resulting PDF file.

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Converting Adobe FrameMaker documents to Adobe PDF
You can use either of two methods to create PDF files from FrameMaker documents:
• Generate a PostScript file using the Print command, and then convert the PostScript file

to PDF using the Acrobat Distiller feature. You have more control over PDF settings when you use the Distiller feature to process a PostScript file of a FrameMaker document.
• Use the Save As PDF feature to create PDF files directly from FrameMaker. For infor-

mation on the Save As PDF feature, refer to the FrameMaker User Guide or online Help. Links set up in FrameMaker files are maintained as links in the PDF file.

Creating PostScript files
A PostScript file (also called a print file) is a description of the document. The content in your PostScript file determines the data that appears in your Adobe PDF file. By first converting the FrameMaker document to PostScript, and then using the Distiller feature to convert the PostScript file to PDF, you can insert Distiller parameters into the PostScript file to more closely control the creation of the PDF file. (See “Setting the Distiller Advanced job options” in the Acrobat 5.0 online Help.) Using PostScript files for conversion gives you the added advantage of converting multiple PostScript files using a watched folder or combining multiple PostScript files into a single PDF file. (See “Setting up watched folders” and “Combining PostScript files” in the Acrobat 5.0 online Help.) You create PostScript files using the AdobePS driver and an Acrobat Distiller PPD in FrameMaker. These files are installed automatically in the default Acrobat 5.0 installation. (The PScript 5 driver is installed on Windows 2000 systems.)
To create a single PostScript file for a FrameMaker document or book:

1 Open the document in FrameMaker. 2 Do one of the following: • Choose File > Print if you are printing a single document. • Choose File > Print Book or File > Print Selected Files if you are printing a book.

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3 Check to see if the printer listed is Acrobat Distiller. If not, click Setup. In the Print Setup dialog box, select Acrobat Distiller from the Printer Name menu. Click OK to return to the Print dialog box.

Select Acrobat Distiller as the FrameMaker printer.

4 Select Print Only to File and enter the path and filename in the text box.

Give a PostScript file the same name as the original document, but with the extension .ps. When the Distiller feature creates the PDF file, it replaces the .ps extension with .pdf. This makes it easy to keep track of the original, PostScript, and PDF versions of a document.
5 Click Print.
To create a series of separate PostScript files for a FrameMaker book:

1 In the book window, choose File > Print Book, or select the documents you want to print and choose File > Print Selected Files. 2 Check to see if the printer listed is Acrobat Distiller. If not, click Setup. In the Print Setup dialog box, select Acrobat Distiller from the Printer Name menu. Click OK to return to the Print dialog box.

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3 Select Print Only to File and enter the path and type an asterisk (*) instead of a filename (such as c:\mydocs\*). 4 Click Print.

Converting PostScript files manually to Adobe PDF
For greater control over your files, or for convenient batch processing, you can convert PostScript files manually to PDF. The Acrobat Distiller feature includes predefined job options for creating PDF files. These settings are designed to balance file size with quality, depending on how the PDF file is to be used. Once you become familiar with the job options for the Distiller feature, you can customize them to change the quality or size of your PDF files. For more information, see “Setting job options” in the Acrobat 5.0 online Help.
To convert a PostScript file to PDF using the Distiller feature:

1 Specify a PostScript printer as the default system printer. 2 Drag the PostScript file onto the Distiller feature icon on the desktop.

Converting paper documents to Adobe PDF
You’ve already seen how you can create PDF files from a variety of electronic files. You can also use the Acrobat Scan command (File > Import > Scan) in conjunction with a scanner to convert paper documents to PDF. The resulting PDF file is PDF Image Only format, so the elements on the page can be edited only as bitmap images; text characters cannot be searched or edited. For information on the Acrobat Scan command, see “Scanning pages from paper documents” in the Acrobat 5.0 online Help. If you require searchable PDF files, you can use the Paper Capture plug-in, which you can download from the Adobe Web site. Note: If you need to convert large volumes of legacy paper documents into searchable PDF archives, or documents larger than 50 pages, consider purchasing the Acrobat Capture® software (not included with Acrobat 5.0 software). For more information, see the Adobe Web site information in the “Conclusion” of this guide.

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To convert paper documents to PDF using the Paper Capture plug-in:

1 Scan the documents you want to convert. For tips on successful scanning, see “Scanning tips” on page 21. 2 Close all applications. 3 If you have not already downloaded the Paper Capture Plug-in, do the following: • Go to www.adobe.com/products/acrobat, and choose Downloads > Paper Capture

Plug-in.
• Fill in the registration form and click Register. • Download the plug-in to your local drive. • Double-click the papercapture.exe file. • Proceed through the Paper Capture plug-in setup dialog boxes. 4 In Acrobat, open the scanned document you want to convert to PDF. 5 Choose Tools > Paper Capture. 6 Select the page range you want to convert and click OK.

Scanning tips
Before you scan paper documents, consider the following tips and techniques:
• For normal text, set up the scanner to create black-and-white (or 1-bit) images. • Black-and-white images and text must be scanned at 200 to 600 dpi. Color images and

text must be scanned at 200 to 400 dpi. Note: Pages scanned in 24-bit color, 300 dpi, at 8.5-by-11 inches result in very large files (24 MB); your system must have at least twice that amount of virtual memory available to be able to scan.
• For color or grayscale pages with large type, consider scanning at 200 dpi for faster

processing.
• For most pages, scanning at 300 dpi produces the best results. However, if a page has

many unrecognized words or very small text (9 points or below), try scanning at a higher resolution (up to 600 dpi). Scan in black and white whenever possible.

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• Do not use dithering or halftone scanner settings. These settings can improve the

appearance of photographic images, 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.
• If your scanner has a manual brightness control, adjust it so that characters are clean

and well formed. If characters are touching because they are too thick, use a higher (brighter) setting. If characters are separated because the characters are too thin, use a lower (darker) setting.

Characters that are too thin, well-formed characters, and characters that are too thick

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Chapter 2: Adding Links, Bookmarks, and Other Files
Reliability is a concern when engineers share CAD drawings and specifications with customers, vendors, and colleagues. Valuable time is lost and expensive redesign occurs if readers cannot view the documents because of incompatible hardware or software. With Acrobat 5.0 software, you can include PDF versions of CAD drawings, spreadsheets, Visio diagrams, and other file types in a single Adobe PDF document, or you can link to them from another PDF document. You can also add bookmarks to help readers easily move to specific information within a PDF document.

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Adding Links, Bookmarks, and Other Files

Creating links to other Adobe PDF documents
Links let you jump to specified locations in your document, to other electronic documents, or to Web sites. You can use links when you want to ensure that your reader has immediate access to related information. If you want to highlight specific information, such as a portion of a CAD file, set your link to magnify this file when your reader opens it. All files must be converted to PDF before you can link to them. If you have files that are not converted, you can create bookmarks to open those files. For information, see Chapter 1, “Converting Documents to Adobe PDF” and “Using bookmarks to open other documents” on page 27.
To create a link from one PDF document to another:

1 Open the PDF document that you want to link to, and navigate to the location where

you want it to open.
2 Open the PDF document that you want to link from, and navigate to the location where you want to create the link. 3 In the PDF document that you want to link from, select the link tool

. The pointer

becomes a cross hair (+).
4 Create the link rectangle in one of the following ways: • Drag the pointer around the desired text or graphic to create a marquee. • Press Ctrl and select the target text with the I-beam. This allows you to fit a link

rectangle exactly around the selected text.
5 In the Link Properties dialog box, do one of the following: • Choose Visible Rectangle to make link rectangle visible. Set the appearance of the link

rectangle by choosing a width, color, and style.
• Choose Invisible Rectangle to make the link rectangle invisible under normal circum-

stances.

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6 Select a highlight option for when the link is selected.

None

Invert

Outline

Inset

Highlight appearances for activation area and link action

7 For Action Type, choose Go to View. 8 Choose a magnification option. This allows you to control the view that appears when the link is selected. 9 From the Window menu, choose the PDF document that you want to link to, and then

click Set Link.
10 Try your links by clicking them with the hand tool.

Once you’ve created a link, you can change the link type, destination, and activation area at any time. You can also edit the appearance of a link in order to draw attention to it. For more information, see “Editing links” in the Acrobat 5.0 online Help.

Using bookmarks to move within a document
Electronic bookmarks act as a unique table of contents, and are especially helpful for long documents and specifications. The bookmarks that Acrobat generates automatically from a table of contents and index are usually adequate to navigate through a document. However, you may want to use bookmarks to link directly to graphics or other special areas in a document.
To create a new bookmark:

1 Choose Window > Bookmarks. 2 Click the bookmark under which you want to place the new bookmark. If you don’t select a bookmark, the new bookmark is automatically added at the end of the list.

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3 Use the and arrows on the toolbar to navigate to the location where you want to link the bookmark. 4 Modify the view so it directs the reader’s attention to the correct information. 5 If you want to label a bookmark as you create it, use the text select tool to highlight the text for the bookmark's title. If you have trouble highlighting the text, hold down Ctrl, and drag a marquee around it. This method can save time and reduce spelling errors. 6 Choose New Bookmark from the Bookmark palette menu. A new bookmark appears in the navigation pane.

Selecting text and creating a bookmark

7 If you didn’t use selected text to create the bookmark, change the word “untitled” to a new bookmark label. 8 Try your bookmarks by clicking them with the hand tool. If you’re not satisfied with the

view they jump to, adjust the view. Then right-click the bookmark you want to change and choose Set Destination.

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Using bookmarks to open other documents
You can set bookmarks to open important CAD files and blueprints that may or may not have been converted to PDF. Allow File Open Actions and Launching File Attachments warns you of security risks when you open a file in another application from a link or bookmark in a PDF document and gives you a chance to cancel the operation. If this option is not selected, links to files in other applications are disabled. Note: You can attach any file type as a file attachment. However, your readers will not be able to open the file unless they have the authoring application installed on their system.
To link a bookmark to another PDF file or an application file:

1 Choose Edit > Preferences > General > Options, and make sure that Allow File Open Actions and Launching File Attachments is selected. If this option is not selected, links to files in other applications are disabled. 2 Choose Window > Bookmarks. 3 Choose New Bookmark from the Bookmark palette menu. 4 Type the text for the bookmark label, and then click outside the text box. You can type up to 125 characters for a bookmark label.

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5 Select the bookmark, and then choose Bookmark Properties from the Bookmark palette menu.

Open the Bookmark Properties dialog box from the Bookmark palette menu.

6 Do one of the following: • To link your PDF document to a PDF document or an application file, choose Open File

from the Type menu. Click Select File, and then locate and select the file you want to open when the reader clicks the bookmark. In the Bookmark Properties dialog box, click Set Action.
• To link your PDF document to a specific location in another PDF document, open the

other PDF document in Acrobat, and then navigate to the location where you want it to open. In the Bookmark Properties dialog box, choose the Go To View action from the Type menu. Click Edit Destination, set the desired magnification, and then click Set Action. Although you can set bookmark destinations as you create each bookmark, it is sometimes easier to create a group of bookmarks, and then set the destinations later. Once you’ve created a bookmark, you can change bookmark text, destination, or action type at any time. Just select the bookmark, then choose Bookmark Properties from the Bookmark palette menu.

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You can also edit the appearance of a bookmark in order to draw attention to it. For more information on editing bookmarks, see “Editing and deleting bookmarks” in the Acrobat 5.0 online Help.

Structuring bookmarks
You can nest bookmarks to create a logical structure so that your readers can navigate your document easily. Nesting creates a parent/child relationship, and you can expand and collapse this hierarchical list as desired.
To nest a bookmark under another bookmark:

1 Click the bookmark or Shift-click the range of bookmarks you want to nest. 2 Drag the icon(s) underneath the first letter in the parent bookmark; a black bar shows the position of the icon(s). Click OK to move the bookmark(s).

Nesting a range of bookmarks To move a bookmark out of a nested position:

1 Select the bookmark or range of bookmarks you want to move. 2 Drag the icon(s) to the left, positioning the black bar directly under the parent bookmark. Click OK to move the bookmark(s).
To expand and collapse the bookmark hierarchy:

1 Click the plus sign (+) next to the bookmark icon to show any children related to the bookmark.

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Expanding a bookmark hierarchy

2 Click the minus sign (-) to collapse the list again.

Attaching files
The file attachment tool allows you to embed a file at a selected location in a PDF document, so that readers can open it for viewing. The file becomes part of the PDF document, so if you move the PDF document to a new location, the embedded file automatically goes with it. For example, you can embed a CAD drawing to a specification that has been converted to Adobe PDF. Note: You can attach any file type as a file attachment. However, your readers will not be able to open the file unless they have the authoring application installed on their system.

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To attach a file:

1 Select the file attachment tool

from the menu in the toolbar.

Selecting the file attachment tool

2 Click the location where you want to place the file. 3 Select the file from the Select File To Attach dialog box. Click Select. 4 In the Comment Properties dialog box, set the desired options: • Select an icon to represent the type of file that is embedded. You can choose from

Graph

, Paperclip

, Attachment

, and Tag

.

• Select a color for the comment icon. • Add a description of the file.

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• Specify an author name if you want to replace the default name.

Select attributes for the file attachment.

Combining multiple files into a single Adobe PDF file
Acrobat 5.0 makes it easy to combine PDF documents from a variety of sources into one compact file. For example, you can combine a CAD drawing, a specification, and a project or resource plan into one Adobe PDF document. People in different departments—even different locations—can collaborate on the project. Just ask them to turn their work over to you in PDF. You can quickly assemble the files into one document, ready for distribution.
To combine two PDF files:

1 Open one of the documents you want in your final file. 2 Choose Document > Insert Pages.

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3 Choose the PDF file you want to insert into the current document. 4 In the Insert Pages dialog box, specify where to insert the document.

Insert Pages dialog box with After/Last selected To combine individual pages by dragging and dropping:

1 Open the PDF files you want to combine. 2 Choose Window > Tile > Vertically. Your files appear side by side. 3 Click the Thumbnails tab on the left side of the Navigation pane in each file. 4 Drag thumbnails from one file to the desired location in the Thumbnail view of the

other file. As you insert the page, all subsequent pages in the target file are renumbered.
5 Save your changes.

Dragging a page from one thumbnail view to another

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Managing oversized pages
If you plan to print a PDF document and you’re adding oversized pages to the document, you’ll need to adjust the print settings.
To set paper size options:

1 Choose File > Print. 2 Do one of the following: • In the Copies and Adjustments section of the Print dialog box, choose Shrink Oversized

Pages to Paper Size.
• To tile large pages, click the Advanced button to open the Print Settings dialog box.

Choose Automatic and set the Overlap to match the nonprinting margin of your printer. When the margin is trimmed, the tiles will match exactly. When you save the PDF file, the print settings are saved with the document.

Adjusting the size of a CAD drawing

35

Chapter 3: Streamlining the Review and Commenting Process
Accuracy within documents, especially after multiple reviews, is necessary to prevent rework and to ensure that products are manufactured correctly; otherwise, companies incur the costs and delays of incorrectly manufactured or defective parts. Adobe PDF is a secure, reliable document format for such review and commenting. With Acrobat 5.0 software, you can review drawings, specifications and project plans; attach comments; collate and compile comments; and use digital signatures for approval and comparison. Depending on the document and reviewers involved, you can use either of two review models. When you work with 10 or fewer reviewers, you can get started instantly conducting effective, productive review and commenting cycles using Acrobat software combined with e-mail. For larger groups, Acrobat offers the ability to review and comment on documents simultaneously, assuming you have the proper server support.

36 CHAPTER 3
Streamlining the Review and Commenting Process

Commenting on a document
Using Acrobat 5.0 software, reviewers can add comments to a document and position comments right at the location of requested changes. There are three types of commenting tools available on the toolbar—comment attachment, graphic markup, and text markup. Each has a hidden tool menu, which you can access by clicking the triangle next to the visible tool.
Comment attachment tools The notes tool, free text tool, sound attachment tool, stamp tool, and file attachment tool allow you to attach comments to a PDF document in a variety of formats. Each tool provides a unique method for conveying comment information. Graphic markup tools The pencil tool, square tool, circle tool, and line tool allow you to

visually mark an area of a PDF document with a graphic symbol and associate a note for additional comments.
Text markup tools The highlight tool, strikeout tool, and underline tool allow you to

visually annotate text on a PDF document page and associate a note with the markup for further comments. For complete information on the commenting tools, see the Acrobat 5.0 online Help.

Sticking notes on a page
You can create notes on any page in a PDF document, and you can position them anywhere on the page.
To add a note to a page:

1 Select the note tool

in the toolbar. The cursor changes to a note.

2 Click the location where you want to place the note, or drag to create a custom-sized window. 3 Type the text in the comment box. You can use the standard editing commands for your to copy text from the current document system. You can also use the text select tool into the note. 4 To close the note, click the close box in the upper left corner of the comment box. 5 To turn off the note tool, click the hand tool

.

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To customize the note’s appearance:

1 Select the note. 2 Choose Edit > Properties. 3 Select an icon to represent the type of note. You can choose from Comment

Help

, Insert Text

, Key

, New Paragraph

, Text Note

, , and Paragraph

.

Experiment with the various types of notes.

4 Click the Color button

and select a color from the palette. You can also click More Colors for additional selections, or create your own custom colors.

5 Specify an author name if you want to replace the default name.

Stamping a page
In Acrobat 5.0 you can stamp a PDF document in much the same way that you would apply a rubber stamp to a paper document, such as by stamping a document “Confidential” or “Approved.” Acrobat comes with a library of stamps. You can also create your own stamps. For more information, see “Adding custom stamps to the stamp library” in the Acrobat 5.0 online Help.

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To stamp a document:

1 Select the stamp tool

from the menu in the toolbar.

Selecting the stamp tool

2 Click the document page where you want to place the stamp at its default size, or drag a rectangle to define the size and placement of the stamp.

Stamping a page

3 To change the stamp or its properties, select the stamp and choose Edit > Properties, and set the desired options. 4 To associate a note with the stamp, double-click the stamp. Type the text in the note window and close the note.

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Using markup tools
The text and graphic markup tools provide several methods for electronically providing feedback. You can use these comments by themselves or in conjunction with notes. For example, you may want to highlight or strike through a section of text, and then doubleclick to add a note window to explain your reason for the markup. Or, you might draw a circle as an abstract representation of the workflow process and attach your comments on the workflow in an associated note.
To highlight, strike through, or underline text:

1 Select the highlight tool

, the strikeout tool

, or the underline tool

.

2 Drag horizontally or vertically over the text you want to mark up. You can also Ctrl-drag to mark up a rectangular area of text.

Be sure to check the Acrobat 5.0 online Help for descriptions of additional comment and markup tools.

Commenting on a shared document online
Simultaneous online reviews streamline the review and approval process and reduce cycle time, which is critical to getting to market faster. Team members and vendors can share ideas easily because everyone can view all comments in a single Adobe PDF file. Comments shared over a server are secure; they cannot be changed by anyone other than their original author. Online reviews require a WebDAV, ODBC/SQL, or standard network shared folder. For information on setting up a server for online commenting, see the Online Comments document (OnlineComments.pdf) in the Collaboration folder on the Adobe Acrobat 5.0 CD. For more information on the Online Comments feature, see “Sharing comments on a server” in the Acrobat 5.0 online Help.

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Reviewing comments
The way you review comments in a PDF document depends on the comment type. Opening a note comment brings up a note window, opening a sound comment plays the audio file, and opening a file comment launches the embedded file (if the program used to create the file is on your system). Graphic markup, text markup, and stamp comments can have note comments associated with them. In these cases, double-clicking the comment opens the note window, just as with a note comment. Note: To help you manage comments made to PDF files, you can set options in the Comments panel of the Preferences dialog box (Edit > Preferences > General). These options control opening notes automatically, sequencing comments, and more. If you’re interesting in these features, see the Acrobat 5.0 online Help.

Importing and exporting comments
One way to manage comments on multiple PDF files is to import and export them through a Form Data Format (FDF) file. An FDF file contains only comments, so it is smaller than the original PDF file. This makes it more economical to distribute, especially by e-mail. When you collect all the FDF files, you can import them to create a single PDF file with all the comments.
To export comments to an FDF file:

1 In Acrobat 5.0, open the PDF file that includes comments. 2 Choose File > Export > Comments. 3 Specify a filename and location, and then click Save.
To import comments from an FDF file:

1 In Acrobat 5.0, open the PDF file you want to consolidate comments in. 2 Choose File > Import > Comments. 3 Select the FDF file and click Select. 4 Repeat with remaining FDF files until all comments are in one PDF file.

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Summarizing comments
Whether your reviewers share comments online or send comments to you separately, you can consolidate comments from multiple reviewers into one Adobe PDF file. That way you can instantly summarize reviewer feedback for easy reference and print PDF files with comments in place. The comments summary is a convenient way to consolidate all the comments associated with a document. The summary lists each comment’s text, location, type, author, and date and time of creation.
To create a comments summary:

1 Import FDF or PDF files as necessary to create a single PDF file with all comments. 2 Choose Tools > Comments > Summarize. 3 Choose how the comments will be sorted: by author, date, page, or type. 4 If desired, click Filter to restrict the comments in the summary to specific types or to those modified within a specific timeframe.

Digitally signing documents
Adding digital signatures to PDF documents is an efficient way to approve specifications and other engineering documents. Digitally signing a document is a way to “freeze” the document. You can track any changes made after the signature is added and roll back to the signed version if necessary.

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A digital signature, like a conventional handwritten signature, identifies a person or entity signing a document. In Acrobat 5.0, a digital signature can appear on a page in many different forms—a handwritten name, a logo or other graphic, or some text explaining the purpose of the signing. The particular appearance of the signature is determined by the signature handler.

A B C

A. Text signature B. Graphic signature C. Handwritten name signature

Before you can digitally sign documents, you have to select a handler (or use the default handler provided with Acrobat), create a profile, and log in.

Changing your default signature handler
The signature handler plug-in determines the nature of the signatures—their appearance on the page, the exact information stored in them, and the attributes and method used for their verification. The flexibility of this structure allows you to use whichever signing method your company or regulations require, with Acrobat providing a consistent and convenient front end. Acrobat 5.0 includes the Acrobat Self-Sign Security signature handler, which offers moderate security. Alternatively, you can use a compatible signature handler obtained from a third-party vendor. The steps included here assume you are using the Self-Sign Security signature handler. If you use a different handler, your steps may be slightly different.
To use a different signature handler:

1 Choose Edit > Preferences > General. 2 Click Digital Signatures in the left pane of the Preferences dialog box. 3 Choose a default signature handler. The pop-up menu lists all handlers installed in your Acrobat Plug-ins folder (the default is Acrobat Self-Sign Security). 4 Select Verify Signatures When Document Is Opened to verify signatures automatically.

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Creating a user profile
Before you can sign documents with the Acrobat Self-Sign Security signature handler, you must set up a profile—a password-protected file—containing your name, your password, and other basic attributes. You may want to create more than one profile if you sign documents in different roles. The Self-Sign Security signature handler provides a quick and easy method of signing documents using a private/public key (PPK) system to verify the authenticity of signatures. Because other users must have access to your public key to verify your signature, your public key is contained in a certificate that can be shared. Your profile file stores your private key (encrypted), your public key (wrapped in a certificate), your list of trusted certificates (certificates of other users), and a time-out value representing when a password is required for signing. The name of the file is the profile name you provide, plus the extension .apf. Important: Always make a backup copy of your profile. If your profile is lost or corrupted, or if you forget your password, you cannot add or verify signatures with that profile.
To create a user profile:

1 Choose Tools > Self-Sign Security > Log In. 2 Click New User Profile. 3 Enter a name for your profile and a password.

You can also include information such as your organization’s name in your profile.

4 Save your profile.

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Logging in to a Self-Sign Security profile
You need to be logged in to your profile before you can sign documents or verify signatures. If you try to sign a document without being logged in, you will be prompted to log in to your profile. If you’re using a handler other than Self-Sign Security, log in to that profile. (See “Changing your default signature handler” on page 42.)
To log in to a Self-Sign Security profile:

1 Choose Tools > Self-Sign Security > Log In. (If you are already logged in to a profile,

this command changes to Log In As Different User. If you have multiple profiles, use this command to log in to one of your other profiles.)
2 Choose a profile. The pop-up menu lists the most recently opened or created profiles. Or click Find Your Profile File, and browse to find a profile. 3 Enter your password, and click Log In. 4 If an alert appears confirming that you are logged in, click OK.

Adding a digital signature
You can sign a document in several ways, both visibly and invisibly. Invisible signatures do not appear in the document, but they are visible in the Signatures palette. Note: If you delete a page that carries a signature, visible or invisible, the signature is deleted also.
To sign a document:

1 Log in to a profile. (See “Logging in to a Self-Sign Security profile” on page 44.) 2 Do one of the following: • To sign an existing signature field, click the unsigned field in the document. • To add a new signature field and sign at the same time, choose Tools > Digital Signa-

tures > Sign Document. Click OK, and then drag to draw the signature field. Or, select and drag to draw the field. the signature tool
• To sign the document invisibly, choose Tools > Digital Signatures > Invisibly Sign

Document.

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3 In the Sign Document dialog box, enter your password in the Confirm Password text box. (You determine how often your password is required in the Self-Sign Security User Settings dialog box; the default is to require your password every time you sign.) Click Show Options to enter a reason for signing the document. You can either type a reason or choose one from the pop-up menu. Additionally, you can enter a location for the signature—such as your city, state, or country, or the host name of your computer—and you can add contact information for validation purposes. 4 Choose a signature appearance. Standard Text displays the icon with the distinguished name defined in the profile, the date and time of the signing, and the reason for signing. If you have defined a personalized signature, choose it from the pop-up menu. To create a new signature appearance, click New. To preview your signature before signing the document, click Preview. 5 Click Save. To save the file under a different name, click Save As, enter a filename, specify a location for the file, and click Save.

The new signature appears in the Signatures palette.

Verifying a digital signature
Anytime you sign a document using the Acrobat Self-Sign Security signature handler, your signature is verified automatically. To verify the signatures of others, however, you must import their user certificates, which are generated when they create a signature profile. When you verify a signature that was added with the Self-Sign Security signature handler, Acrobat 5.0 can confirm the authenticity of the signature in two ways:
• Acrobat checks to see that the document and the signature have not been altered since

the signing.
• If you are logged in to a profile and have the signer’s user certificate in your profile’s list

of trusted certificates, Acrobat compares information in the signature against the certificate to verify the identity of the signer. You can view a signature’s verification status on the document page and in the Signatures palette. (Choose Window > Signatures.)

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To verify a digital signature:

1 Right-click the signature in the document or in the Signatures palette and click Verify Signature. If the status is unknown, click Verify Identity to check fingerprint information (if you are logged in) or Log In (if you are not logged in), and follow the login process. 2 Click Add to List when you are sure that this is a valid user certificate. (Click Details to

see information about the signer.)
3 Click OK in the Alert dialog box, and click Close in the Validation Status dialog box to verify the signature.

Note: If a “Document was modified” warning icon appears after a signature in the Signatures palette, the document may have been edited without the signer’s consent. Check with the signer to see if you should open an earlier signed version of the document. For more information, see “Viewing earlier versions of a signed document” in the Acrobat 5.0 online Help.

Comparing signed versions of a document
Acrobat 5.0 software makes it easy to track multiple versions within specifications and project outlines. You can compare two PDF versions of the same signed document, identifying even the most subtle differences between pages. Changes made at each signature checkpoint are displayed in a comparison file. A summary page gives the document’s filename and the number of pages containing hidden and visual differences, depending on the parameters used in the comparison. Subsequent pages in the file show a side-by-side comparison of the pages that differ, with the differences highlighted.

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If a page has been added, it is paired with a new blank page. If a page has been deleted, it is represented by a blank page and paired with its corresponding page in the other document. Even small changes, like a slightly different tab stop or a small shift of the page’s content to one side, are highlighted.

Differences highlighted on both pages

If no pixels differ, but the PDF information on the pages differs, both pages are entirely highlighted. For example, the crop box may have changed without any additional cropping being obvious. Note: The highlighted differences are stored as pencil comments in the comparison file. You can use the Comments palette to see a list of all the differences, and you can double-click a difference in the palette to go to that place on a page.

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To compare two versions of a document:

1 Choose Tools > Compare > Two Versions Within a Signed Document. 2 In the Compare Document Revisions dialog box, enter the name of your document. The active PDF file is displayed by default. If necessary, click Choose to locate your document. 3 In the Compare and To text boxes, choose the two versions of the document to be compared. 4 Under Type of Comparison, define the parameters to be compared:
Page by Page Visual Differences Compares both text and graphics pixel-by-pixel. Select Normal Sensitivity, High Sensitivity, or Low Sensitivity. High Sensitivity is slow, but more accurate; Low Sensitivity is fast, but less accurate. Text Only Compares only changes in text content. Text Including Font Information Compares changes in text content, fonts, and font

attributes.

49

Chapter 4: Adding Security to Adobe PDF Documents
When you share documents by e-mail or on the Web, it’s critical that proprietary information doesn’t fall into the wrong hands. Document security is especially critical to protect intellectual property and eliminate re-engineering. You can simply add password protection and encryption using Acrobat Standard Security features, or you can share your document with a list of recipients using the Acrobat SelfSign Security signature handler. You can apply different levels of security, restricting not only who can open the file, but also who can copy or extract contents, add comments, print the document, and more. Even if your files are widely distributed or stored in a shared network folder, you can protect them against being copied or changed.

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Adding Security to Adobe PDF Documents

Adding passwords and security restrictions
Prior to sending or posting your Adobe PDF file, you can specify passwords and apply security options that restrict viewer actions. You can specify two passwords—one for opening the file, and one for changing permissions and passwords to the file.
To add password protection to a file:

1 Choose File > Document Security. 2 In the Document Security dialog box, choose Acrobat Standard Security. Acrobat Standard Security is the default security handler that is automatically installed with a typical installation of Acrobat 5.0 software.

To make sure that only certain people can open and edit a particular document, you should choose the Acrobat Self-Sign Security option or an equivalent third-party signature handler. For information on securing a document using the Acrobat Self-Sign Security signature handler, see “Securing a document for limited access” on page 51. If you select a different signature handler, refer to your handler documentation for information.

Select password options in the Standard Security dialog box.

3 In the Standard Security dialog box, select a password option and type the password in the text box.

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Password Required to Open Document Users must enter the password before they can

open the file.
Password Required to Change Permissions and Passwords Users must enter the password

before they can set or change any security options.
To set security restrictions:

1 Choose File > Document Security. 2 Choose Acrobat Standard Security. 3 Choose the desired Encryption Level.
40-bit RC4 Has a lower level of security, but is compatible with Acrobat 3.x and 4.x

software.
128-bit RC4 Offers finer control over permissions, but is compatible only with Acrobat

5.x. The 128-bit RC4 option is available only if you select Acrobat 5.0 compatibility in the General job options for the Distiller feature.
4 Select the editing and printing options you want to allow. See the Acrobat 5.0 online Help for descriptions of the security options.

Securing a document for limited access
With the Acrobat Self-Sign Security signature handler, only you and the recipients you define can open your document. You can further define each recipient’s level of access to your document. If you limit a recipient’s access to your document, the appropriate menu commands and tools will be grayed out and unavailable. To use the Self-Sign Security signature handler to limit document access, you must first create a profile, and then log in. For information on profiles, see “Creating a user profile” on page 43. For information on logging in, see “Logging in to a Self-Sign Security profile” on page 44.

Adding user certificates
Before you can define the recipients of your PDF document, you need to obtain their user certificates. A certificate contains unique serial numbers called fingerprints that are used to ensure that the certificate came from the user it represents.

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To obtain user certificates:

1 Ask each recipient to create a user profile using the Acrobat Self-Sign Security signature handler, if they haven’t already done so. 2 Ask each recipient to export their user certificate to a separate file and send it to you as an e-mail attachment: • Choose Tools > Self-Sign Security > User Settings. • Select User Information in the list on the left, and then click Export to File. • In the Export Certificate As dialog box, select a file location and click Save. Click OK

and then Close.
• Create an e-mail message and attach the exported certificate.

You can export your certificate to a file or e-mail it to another user.

3 Choose Tools > Self-Sign Security > User Settings. 4 Select Trusted Certificates in the list on the left, and then click Import from File.

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5 In the Import Certificate dialog box, select the Adobe FDF file for the certificate you want to import, and click Open.

The Verify Identity dialog box displays information about the certificate.

6 Confirm the fingerprint information with the certificate owner, and then click Add to

List. Click OK and then Close.

Adding document recipients
Once you have a list of trusted user certificates, you can use that list to create a set of recipients for your document. Note: Acrobat 5.0 uses the RC4 method of security from RSA Corporation to secure Adobe PDF files. When you use the Acrobat Self-Sign Security signature handler, your document is automatically encrypted at 128-bit RC4.
To create a recipient list:

1 Open the document to which you want to add security. 2 Choose File > Document Security. 3 Choose Acrobat Self-Sign Security for the security option. 4 In the Self-Sign Security - Encryption Settings dialog box, select a name in the Trusted Certificates list, and then click Add to add it to the Recipients list.

54 CHAPTER 4
Adding Security to Adobe PDF Documents

To set security options for each recipient:

1 In the Self-Sign Security - Encryption Settings dialog box, select a name in the Recipients list.

By default, each recipient has full access to your document.
2 To limit access, click User Access. 3 Click User Permissions. 4 Define the recipient’s permissions.

Set printing and editing permissions for the recipient in the User Permissions dialog box.

Opening a restricted document
If you restrict access using the Acrobat Self-Sign Security signature handler, only those recipients specified can open the document. When recipients try to open a restricted document, they will be asked to log in to their user profile. If they are included on the document’s recipient list, they can then view, edit, and print the document, according to the access permissions you have set up. If they are not on the recipient list, they cannot open the file.

55

Chapter 5: Reusing Content
Adobe Acrobat 5.0 software makes it easy to extract text and graphics from an Adobe PDF file and reuse them in other applications. This is particularly useful when engineers need to convey information for the creation of marketing and sales tools. Marketing and sales teams need specific information found in CAD drawings and engineering specifications. However, they may not have the software to access this information. With PDF, marketing can extract formatted text, tables, and graphics from technical documentation to use in Microsoft PowerPoint presentations and proposals authored in Microsoft Word. Important: You cannot copy or export text and graphics from a PDF file if the security settings for that file are set to prevent copying. (See Chapter 4, “Adding Security to Adobe PDF Documents.”)

56 CHAPTER 5
Reusing Content

Saving text as RTF
If you have a PDF version of a document, but you don’t have the original application file, you can save all the text to Rich Text Format (RTF), a standard for exchanging content between text-editing applications. The RTF file retains paragraphs, but not basic text formatting, lists, or tables. In addition, graphics are discarded.
To save all text in a PDF file as RTF:

1 With the PDF file open, choose File > Save As and name the file. 2 For Save As Type, choose Rich Text Format (*.rtf). 3 Click Save. 4 Open the RTF file in your target application.

Extracting tables from Adobe PDF files
You can extract a table with its formatting intact, and then copy or import the table into another application. You can copy selected tables in the following ways: Drag the selected table to a Windows application, such as Microsoft Excel; copy the table to the clipboard for use with Windows applications; save the table to a file that can then be loaded or imported to Windows applications.

ADOBE ACROBAT 5.0 AT WORK 57
Engineering How To Guide

To extract a table:

1 Select the table/formatted text select tool changes to a cross hair.

from the menu in the toolbar. The cursor

Selecting the table/formatted text select tool

2 Drag a marquee (rectangle) around the table. 3 Right-click and choose these options from the context menu:
Table Maintains the original format of the table, preserving the data as rows and columns

of cells.
Horizontal Specifies a horizontal format for tables.

58 CHAPTER 5
Reusing Content

4 From the same context menu, choose Copy to copy the table to the clipboard for pasting directly into another document, or choose Save As to save the table as an RTF file. Spanning cells are preserved.

Saving a table as an RTF file

Reusing small amounts of text and graphics
You can copy and paste small amounts of text and graphics from a PDF file to the clipboard, and then paste them into another document in a different application.
To reuse a piece of text or a graphic in another application:

1 Open the PDF document. 2 Select the text select tool 3 Select the text or graphic.

or the graphics select tool

in the toolbar.

Note: The Select All command will not select all the content in the document. To select all the text and graphics in a PDF file, use the Save As command.
4 Choose Edit > Copy to copy the selected text or graphic to the clipboard. 5 Open the other application document, and then choose Edit > Paste.

59

Chapter 6: Creating Forms
Managing a paper trail of design changes during product development can be cumbersome and time-consuming. Adobe Acrobat 5.0 software provides a solution for the ECO paper forms process. With Acrobat, engineering workgroups can create an interactive form for posting on an engineering intranet site or server. Combined with e-mail, engineering workgroups can create a simple ad hoc ECO process by filling out the form, then combining it with a CAD drawing and specifications for review, commenting, and approval. By using digital signatures and the review and commenting tools in Acrobat, engineering departments have a quick and easy way to provide feedback, mark up design drawings, and then sign off on the ECO forms that include changes to a part or product.

60 CHAPTER 6
Creating Forms

Creating form fields
The Acrobat form tool allows you to create interactive form fields. You create a form field by defining the area of the field on the PDF page, naming the field, and specifying its type. For each field type, you can set a variety of options that allow you to customize the field for your form. You can spell check forms, and undo and redo changes as you make them. Once forms are posted on your company’s intranet, employees can easily download them to a local hard drive and fill out information accordingly.
To create a text box:

1 Create or scan the form you want to make interactive, and convert it to an Adobe PDF

document.
2 Select the form tool

in the toolbar.

3 Drag the cursor to create a field, for example in the section where a reader will enter his or her name.

Defining a text field

ADOBE ACROBAT 5.0 AT WORK 61
Engineering How To Guide

4 In the Field Properties dialog box, fill in the name of the field, and select a format from the Type menu.

You’ll probably use the Text box format most often, but note the other field types. For more information, see the Acrobat 5.0 online Help.
5 From the Appearance tab, select attributes for the form field. 6 Click the Options tab and select options for the field. 7 To specify an action for your form field, click the Actions tab, and select a mouse behavior. Then click Add, specify an action, and click Set Action. 8 Add fields as needed to make all the necessary parts of the form interactive. 9 Before saving the form, select the hand tool them ready for information entry. 10 Save the form.

to activate all the form fields and make

Note: To reactivate a field for editing, click the form tool, click the desired field, and then rightclick to access the various editing options. If you have multiple fields to edit, try using the Fields palette to list all of the fields by name. Choose Window > Fields, and then, with the form tool selected, double-click a field to activate it.
To create a radio button:

1 Create a form field, and then select Radio Button from the Type menu of the Field

Properties dialog box.
2 Click the Options tab. 3 Select a style for the radio button. 4 (Optional) Enter an export value to represent the radio button if it is exported to a CGI

(Common Gateway Interface) application. For more information about export values, see “Defining CGI export values” in the Acrobat 5.0 online Help.
5 Select whether you want the radio button to appear selected by default.

Note: You can use related radio buttons to ensure that a user selects only one item from a list of choices. Mutually exclusive radio buttons must have the same name but different export values.

62 CHAPTER 6
Creating Forms

Creating signature fields for document approval
Acrobat 5.0 protects your valuable ideas with a built-in signature tool. When distributing important information, you can ask each reviewer to digitally sign a form. There are three types of digital signing available:
• Field signing allows you to create a blank signature field in a form. This method is useful

when the signature field must be filled in as part of filling out a form. When the reviewer signs the document, a printable version of the signature is placed in the field.
• Blind signing allows the document to be signed with no visible appearance on the page.

This method is useful for signing documents where a printable signature is not important, but you need verification that a person has reviewed the document.
• Manual signing allows a reviewer to create a signature field and sign on the page. This

signing method is useful for document approval when the document was not originally designed with a signature field. In this case, a generated appearance of the signature is placed on the PDF page. Note: You use the form tool to create a blank signature field inside a form. The other types of digital signatures are created using the digital signature tool on the toolbar. (See “Adding a digital signature” on page 44.)
To create a blank signature field:

1 Create a form field and select Signature from the Type menu of the Field Properties

dialog box.
2 Click the Signed tab, and select an action for when the signature field is signed:
Nothing happens when the signature field is signed This is the default action. The reviewer can continue filling out the form, just as before signing. Mark as read-only Choose an option to determine which fields will be read-only after

signing. If you choose Just These Fields or All Fields Except These, click Pick. In the Select a Field dialog box, select a field, and then click Add. Select Close to complete the step.
This script executes when the signature is signed Click Edit to edit an existing Java-

Script or create a new JavaScript in the dialog box. Important: Use discretion when marking signature fields as read-only after signing; you may inadvertently prevent other users from signing the form. For example, if you have a form that allows multiple signatures, but you’ve marked all fields as read-only after signing, the form becomes read-only as soon as someone signs the first field, and no one else can sign the other fields.

63

Chapter 7: Archiving and Searching Document Collections
Archiving is vitally important to the engineering industry. Technical documents may need to be archived for years, depending upon the project type and scope. These documents need to be accessible to audiences who may have not been involved in the original project. This requires a searchable documentation system. The ability to search information quickly requires a common format among drawings and specifications. With Adobe Acrobat 5.0 software, vast collections of documents can be indexed and therefore, easily searchable. When a document is archived in Acrobat 5.0, it is automatically in an ISO 9000 compliant format—the international standard for technical specifications. For more information about ISO 9000, see the International Organization for Standardization Web site.

64 CHAPTER 7
Archiving and Searching Document Collections

Building an index to a document collection
You can use the Acrobat Catalog feature to build full-text indexes of Adobe PDF document collections. A full-text index is a searchable database of all the text in a document or set of documents. To use Catalog and Search on secured documents that do not allow content extraction, you must select the Certified Plug-ins Only option in the Options General preferences. Also, you cannot use Catalog on documents that require a password for opening. Before you index a document collection, you want to check the following:
• All documents are complete in content and electronic features such as links,

bookmarks, and form fields.
• All documents are organized on a single disk drive or network server volume. • All file names comply with cross-platform conventions. • Large documents are broken up into smaller files (to enhance search performance). • Document information is complete. Fill in missing information using the Document

Properties menu. For more information, see “Defining and building an index” in the Acrobat 5.0 online Help.
To build an index:

1 Open the Acrobat program and choose Tools > Catalog. 2 Click New Index, and then type the title of the index. 3 Type information about the index in the Index Description text box. 4 In the Include These Directories section, click Add. 5 Locate the folder that contains the files you want to index, and click OK. 6 Click Build, type the index filename, and click Save.

Searching an index
Using a full-text index, you can quickly search a collection of PDF documents; in contrast, the Find command works only with a single PDF document and reads every word on every page—a much slower process.

ADOBE ACROBAT 5.0 AT WORK 65
Engineering How To Guide

To search an index:

1 Click the search button

in the toolbar.

2 Click Clear in the Adobe Acrobat Search dialog box to clear any previous searches. 3 Click Indexes. 4 If the index you want to search is not listed, click Add and locate the index file. 5 Deselect any indexes you don’t want to search. 6 Type a word or phrase that you want to search for in the Find Results Containing Text box. 7 In the Options section, select or deselect any combination of options.

Note: You can also search using advanced criteria and special operators, such as Word Assistant and Boolean operators. For more information, see “Advanced search techniques” in the Acrobat 5.0 online Help.
8 Click Search.

For more information on searching, see “Searching indexes” in the Acrobat 5.0 online Help.

Looking at the search results
The Search Results dialog box lists the documents that contain the word or words you searched for. It also displays how many documents were searched and how many were found to contain the word or words. The documents are listed by relative ranking—documents with solid circles have more occurrences of the search words relative to the other documents in the list.

Relevance ranking from highest (solid circle) to lowest (empty circle)

You can open any of the documents in the list and view the highlighted search words.

67

Conclusion
You have just completed the Adobe Acrobat 5.0 Engineering How To Guide. We hope you have learned a lot about how you can use Acrobat 5.0 software to improve your engineering processes. As you continue to work with Adobe PDF files, we encourage you to keep this guide handy so you can refer to it when you need to review particular procedures. For more information about Adobe Acrobat and other Adobe products, visit Adobe’s Web site at www.adobe.com/store/main.html. You can purchase most Adobe products through Adobe directly or through an Adobe Authorized Reseller. To view a list of Adobe Authorized Resellers, visit www.adobe.com/store/otherplaces/uscanada/main.html. To order directly from Adobe, visit the Adobe Store at www.adobe.com/store/main.html, or call Adobe Customer Services at 800-833-6687. If you are registered outside the U.S. and Canada, contact your local distributor or Adobe representative. To obtain a distributor list, visit Adobe’s Web site at www.adobe.com/store/otherplaces/main.html. For information on how to purchase Adobe products in the U.S. and Canada, please call 800-272-3623, or contact your local Adobe Authorized Reseller. To download the free Acrobat Reader software, visit Adobe’s Web site at www.adobe.com/products/acrobat/readstep.html. For additional technical information, see the Customer Support page on Adobe’s Web site at www.adobe.com/support/main.html.

Get help converting to Adobe PDF with Layton Graphics
Now you’ve seen the power of using PDF files in your engineering practices. But you may find the task of converting hundreds—or even thousands—of files in various formats a bit daunting. Layton Graphics Inc. (LGI), a Certified Adobe Systems Incorporated business partner with over 25 years of experience, is the nation’s leader in engineering information conversion, distribution, management, and data warehousing. LGI leads the industry with ePaper and eBusiness solutions powered by PDF.

68
Conclusion

LGI’s innovative publishing method takes your proprietary data formats and translates them to non-proprietary, intelligent PDF files. These files can then be viewed and redlined by a variety of end users, including field engineers, facility locators, construction workers, and customer service personnel. With the expertise of PDF and the innovation of Layton Graphics, documentation distribution is efficient; review and commenting is open and accessible; and management and data warehousing is stable. Engineering documentation solutions have never been so easy!


				
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