ACADEMIC TECHNOLOGY SUPPORT
Acrobat XI
ats@etsu.edu | 439-8611
www.etsu.edu/ats
TABLE OF CONTENTS
Adobe Acrobat XI .................................................................................................... 2
Convert Email ...................................................................................................... 3
Navigate ................................................................................................................ 3
Edit PDF .............................................................................................................. 4
Export ................................................................................................................... 4
Comparison .......................................................................................................... 4
Extracting ............................................................................................................. 4
Other Options...................................................................................................... 4
Protect PDF ......................................................................................................... 5
Actions .................................................................................................................. 6
Save ........................................................................................................................ 7
AutoSave ............................................................................................................... 7
Adobe Forms Basic ............................................................................................. 8
Adobe Formscentral ........................................................................................... 8
Share Adobe Forms ............................................................................................ 9
Adobe Formscentral Desktop ........................................................................... 9
Analyze Collected Data ...................................................................................... 9
Adobe Account .................................................................................................... 9
Custom Forms ..................................................................................................... 9
Adobe Acrobat XI Part I is an instructor lead, hands-on, small group, interactive workshop. Templates,
support material, and an opportunity to ‘See and Try’ is the guiding methodology of this workshop.
Participant experiences and class objectives will include introduction of:
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How to create PDFs from documents, webs, email, and other materials
How to edit objects and text in a PDF
How to send and receive a PDF with protection and limitations
How to use the navigation pane and bookmarks in a PDF
How to insert and extract pages from a PDF
How to add interactive objects such as buttons, sounds and videos to a PDF
Participants will demonstrate learned skills at end of class by completing 4 out of 6 skills with verbal and
written guidance.
Adobe Acrobat XI Part II is an instructor lead, hands-on, small group, interactive workshop. Templates,
support material, and an opportunity to ‘See and Try’ is the guiding methodology of this workshop.
Participant experiences and class objectives will include introduction of:
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How to create PDF Forms from documents
How to create PDF Forms from template and online with Form Central
How to send and receive a PDF Forms with protection and limitations
How to use the Adobe Forms Central from the Desktop
How to Analyze Collected Form Data
How to set up an Adobe Account
How to create a customized editable form with Forms Central
Participants will demonstrate learned skills at end of class by completing 4 out of 7 skills with verbal and
written guidance.
Support Contact: Barbara Chamberlain (knightb@etsu.edu; 439-8611)
1
Adobe Acrobat XI
(http://help.adobe.com/en_US/acrobat/X/pro/using/WS58a04a822e3e50102bd615109794195ff7feb.w.html
http://helpx.adobe.com/acrobat/topics.html
Adobe Acrobat XI Quick Start Guides http://www.adobe.com/products/acrobat/quick-startguides.edu.html
Create Simple PDF
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Choose file, Create and PDF
Or Use the Create Button and choose PDF
Click Open to Convert the file to a PDF
Save File AS…
PDFs can be created from many Microsoft Office applications. Adobe Acrobat can be one of the printers
offered. Web Pages can have add-ons for various Web browsers. Web pages can be archived, printed and
read more easily off line. Look for OCR (Optical Character Recognition) in the scanning software so Adobe
Acrobat documents are edited easily. Also, Adobe Acrobat XI can turn a scanned document into a searchable
PDF file.
Print to PDF
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Open a file in Windows application
Go to File > Print
Select Adobe PDF as the Printer
Click Print
Name the file and send or store
Convert a Web Page to a PDF
1. Open the HTML page in IE, Chrome, and Firefox
2. Find and Click the Convert button in the Adobe PDF toolbar
3. Name the PDF file
Scan to a PDF and apply OCR
1. Open Acrobat and choose File > Create > and PDF from a Scanner. Locate a document that has
been scanned on the computer. The scanned document is usually in an image format.
2. Choose View and select Text Recognition
3. Click the ‘In This File’ option that will be found in the Text Recognition panel that will open on the
right side of the window
4. Tell Acrobat which pages are to be converted. The user can select one page or the entire document
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5. Acrobat will apply OCR to the scanned document pages that are selected
6. Use the OCR Suspects tool to search for and fix document errors or misspellings
Add a document to a PDF by using Drag and Drop
1. Select the icon of a file
2. Drag the file icon onto the Acrobat Application icon
Convert Clipboard Contents to PDF
1. Capture content onto the Clipboard (Copy)
2. Select File, Create, PDF from Clipboard
Create a PDF from blank page
1. In Adobe Acrobat close all open documents
2. Choose Tools, Pages and More….then Insert Blank Page
Create multiple PDF from multiple Files
1. Choose file, Create, and Batch Files or
2. Choose Add File, and then select the files or folder
3. Click OK and name the file folder
Convert Email
http://help.adobe.com/en_US/acrobat/X/pro/using/WS9C160D36-D4E6-4ac5-B27E48E2FF6CDE52.w.html
Open email message > Go to Outlook AddOn on the Ribbon > Convert to Adobe PDF
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Open email message > File Save As
1. Save the message to the local computer
2. Right Click the Message and Save as PDF
3. Re-Name it
Navigate
http://helpx.adobe.com/acrobat/using/navigating-pdf-pages.html
Scrolling through Document Pages
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Find the Arrows pointing upward or downward on the toolbar
If the page numbers are knows select View > Page Navigation and enter the Page Number
Use the Scroll Bar on the sides and drag the scroll bar upward or downward
Use Bookmarked pages located on the left Navigation Pane
Support Contact: Barbara Chamberlain (knightb@etsu.edu; 439-8611)
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5. On the left Navigation Pane, the option may be elected to use Thumbnails of each page
6. Automatically Scroll by going to View > Page Display and Automatically Scroll
7. Links can be added and use to take the user to a page and place in the document, to another
document to a web site or can also play media or open attachments – the links are used just like
those on web sites
8. Article Threads can be used to guide a user to JUST the article, rather than reading the document
a. Article Threads are used by going to View > Show/Hide > Navigation Panes > Articles and
begin the process
Edit PDF
http://helpx.adobe.com/acrobat/using/whats-new-acrobat-xi.html#edit_pdfs
How to Edit PDFs
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Open a PDF
Open Tools > and then Content Editing
Find and Select the Edit Text & Images tool
Select by clicking on the text or image
If the item is text, a tool to edit the text will appear, if the item is an image, then the tool to edit the
tool will appear
6. If the item is an image, the user can resize and move or crop, flip and rotate
Export
1. Go to Tools and Content Editing
2. Export File to Excel, Word or PowerPoint
Comparison
1. Open Adobe Acrobat XI
2. Select two PDFs that will be compared
3. Adobe Acrobat will compare and report the differences found in a summary page
Extracting
http://helpx.adobe.com/acrobat/using/manipulating-deleting-renumbering-pdf-pages.html
1. Extraction is a process of pulling a page from one PDF to use in another PDF
2. Original Pages can be left or removed
3. Extracted pages can become a stand-alone PDF or added to another PDF
Other Options
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PDFs can be split
PDF pages can be deleted and or copied and placed into another PDF
PDF content can be copied and can replace content on a page
PDF pages can be moved and renumbered
Protect PDF
To permanently delete information use
1. Located the Remove Hidden Information feature
2. Redaction – permanently remove text and graphics
a. Black Out & Remove Content
b. Remove words by Search & Remove Text Tool
3. Go to Tools > Protection > Mark for Redaction (redaction properties can be edited)
4. Identify words, images, tables and other items to be removed by, double-clicking the item, drag to
BLOCK the phrases and etc., and or press CTRL as the cursor is dragged to encompass an area on
the document
5. Options available are ability to repeat a redaction mark or repeat action across pages
6. To see what has been remove, search for and find hidden information by going to Remove Hidden
Information
7. If you are satisfied with items to be removed, go to Remove Hidden Information and Click Yes
8. The User can STILL back out of the process until the document is saved, it will add _Redacted to
the filename AND if still worried about the process, change the document name so it does not
replace it, instead it will create a new one
Password Protection
1. Document Open Password – the user can not open the document without a password
2. Permissions password restricts editing, copying, and printing
3. (cannot add password to a signed or certified document)
Adding the Password
1. Create the PDF
2. Open the PDF if it has been closed
3. Go to Tools > Protection > Encrypt with Password
4. (To protect a Portfolio – Open Portfolio > View >Portfolio and Cover Sheet, then Tools >
Protection > Encrypt > Encrypt with Password
5. Select Require A Password to Open the Document
6. Enter the Password
7. Select the Compatibly Menu – keep in mind that if this document is created with Adobe
XI…because security has improved throughout the years…an Adobe Acrobat Pro 6 probably
will NOT be able to open it, even with the correct password – so select a compatibility far
enough back to allow the receiver to open the file
More Protection Options
Support Contact: Barbara Chamberlain (knightb@etsu.edu; 439-8611)
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1. Encrypt all Document Contents
a. Document and metadata so search engines cannot access the metadata to find it on the
internet
2. Encrypt all Document Content EXCEPT Metadata
a. Allows search engines to find it but the content is not editable
3. Encrypt Only File Attachment
a. This requires a password to open the file Attachment. Some folks call this Security
Envelopes
Using the Password Protection Option, users can be blocked from printing, editing, and copying documents.
Password security can be removed only by those having permission to do so.
http://helpx.adobe.com/acrobat/using/securing-pdfs-passwords.html
Actions
http://help.adobe.com/en_US/acrobat/using/WS58a04a822e3e50102bd615109794195ff7c9e.w.html#WS58a04a822e3e50102bd615109794195ff-7c9d.w
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Actions can be added to bookmarks, form fields, buttons, or clips
Select the Hand Tool and Right Click a bookmark’s Properties
Tools > Interactive Objects > Select Object and follow the prompts
Click the Action Tab and add actions
Actions added to Page Thumbnails
a. Right Click a Thumbnail Page and find Properties
b. Action
c. Select the Trigger menu to determine what the Page will do with it opens
Action Types
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Execute A Menu Item
Go To A 3D/multimedia View
Go to a Page View
Import Form Data
Multimedia Operation
Open a File
Open a Web
Play a Sound
Play Media
Read an Article
Reset a Form
Run A JavaScript
Set Layer Visibility
Show/Hide a Field
Submit a Form
Triggers to start an action
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Mouse Up or Down, Enter or Exit
Page Opens and is Visible
Page Closes and is Invisible
Page become the Current Page and Enters
User leaves the Page – Page Exit
When tabbed or when mouse over – On Receive Focus
When tab away or mouse moves away – On Lose Focus
Save
http://help.adobe.com/en_US/acrobat/using/WSFCDFBF6D-795A-4364-BA93-BB157AAD53ED.w.html
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Save to PDF
Save to PDF Portfolio
Save to Text, XML, HTML and MS Word
Reduce files by saving to Other > Reduce Size PDF
AutoSave
1. Go to Categories > Documents > Preferences
2. Automatically Save Document Changes Every XXX minutes
Support Contact: Barbara Chamberlain (knightb@etsu.edu; 439-8611)
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Adobe Forms Basic
http://helpx.adobe.com/acrobat/using/creating-distributing-pdf-forms.html
Create a form from a document
1. Find Create Form from the Toolbar
2. Either create a form from an existing document OR template
3. Review and get to know the types of form fields, Barcodes, Buttons, Check Boxes, Digital Signatures,
Drop Downs, List Boxes, Radio Buttons and Text Fields
4. Enable or NOT enable Readers to Save Form Data
a. File > Save AS Other > Reader Extended PDF
5. Can Add JavaScripts to Forms (see web site)
6. Distribute
a. Tools > Forms > Distribute using Adobe FormsCentral, Email, and or Internal Server
Collecting Data
http://help.adobe.com/en_US/acrobat/using/WSE8580964-0716-4452-BA8DEA9AAD3F6091.html#WSDD95883E-EB9B-409b-8C7C-33E0DAE68FFE
After receiving the form from email:
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Add Completed Form to Responses File or if it is the first one….Create a Responses File Folder
Compile form data by Tools > Forms > More Form Options > Compile Returned Forms
Add the File and return to add more files/data – repeat as needed
Data can be exported to spreadsheet, merged to spreadsheets, and imported (see Web Page)
Form Tracker
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Tools > Forms > Tracker
Find the form to be Tracked
Expand the forms options
View Responses
Adobe Formscentral
Users May:
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Design a custom form
Create PDF and web forms
Add attachments to forms
Accept payments, donations, and online money orders
Import existing PDF forms
https://www.acrobat.com/formscentral/en/features-matrix.html
Share Adobe Forms
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Email Links
Embed on Social Media Website
Embed on Department or Personal Website
https://www.acrobat.com/formscentral/en/quickstart/distribute-new-pdf-forms.html
Adobe Formscentral Desktop
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https://www.acrobat.com/formscentral/en/desktop-download.html
Analyze Collected Data
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Adobe Formscentral has built-in mathematical formulas
Data can be exported to XLS or CSV
Summarize data results at the click of the mouse
Collaborate and share collected data with colleagues
https://www.acrobat.com/formscentral/en/quickstart/analyze-results.html
Adobe Account
Create an Account https://formscentral.acrobat.com/CreateAccount.html
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Create a Custom Form
Import a PDF Form
Select a Template
Custom Forms:
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https://www.acrobat.com/formscentral/en/quickstart/create-first-form.html
Click anywhere on the Blank Page/Form. A Floating Toolbar will appear. Add, edit, or remove fields
What will the Email Receipts say, how do you want payments to be received etc.
Test the Form
Distribute the Form
o Web
o PDF
o Embed
View Responses
View Summary
Support Contact: Barbara Chamberlain (knightb@etsu.edu; 439-8611)
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