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Creating PDFs
Last updated 1/14/2015
You can convert one currently open email message to PDF (not to a PDF Portfolio) by choosing File > Print, and
selecting Adobe PDF as the printer in the Print dialog box. The PDFMaker conversion settings do not affect this process.
Specify whether email messages become merged PDFs or PDF Portfolios
1 Do one of the following:
• (Outlook) Choose Adobe PDF > Change Conversion Settings.
• (Lotus Notes) Choose Actions > Change Adobe PDF Conversion Settings.
2 Do one of the following:
• To convert and merge email messages into a PDF as sequential pages of one document, deselect Output Adobe
PDF Portfolio When Creating A New PDF File.
• To assemble converted email messages as components of a PDF Portfolio, select Output Adobe PDF Portfolio
When Creating A New PDF File.
Convert an open email message to PDF (Outlook)
❖ Choose Adobe PDF > Convert To Adobe PDF.
You can also convert a different file to PDF from within an open Outlook email message if the Attach As Adobe PDF
toolbar is shown. Clicking this button opens a series of dialog boxes for selecting and saving the new PDF and also starts
Acrobat, if it is not already running. The resulting PDF is attached to the open email message.
Convert email messages to a new PDF
1 In Outlook or Lotus Notes, select the individual email messages.
2 Do one of the following:
• (Outlook) Choose Adobe PDF > Convert Selected Messages > Create New PDF.
• (Lotus Notes) Choose Actions > Convert Selected Messages To Adobe PDF.
3 In the Save Adobe PDF As dialog box, select a location, type a filename, and click Save.
Add email messages or folders to an existing PDF
1 In Outlook or Lotus Notes, select the individual email messages or folders.
2 Do one of the following:
• (Outlook) Choose Adobe PDF > Convert Selected Messages > Append To Existing PDF, or Adobe PDF >
Convert Selected Folders > Append To Existing PDF.
Note: If you have already created one or more PDF Portfolios, you can choose from recently created PDF Portfolios in
addition to the Append To Existing PDF option.
• (Lotus Notes) Choose Actions > Append Selected Message(s) To Existing Adobe PDF, or Actions > Append
Selected Folder(s) To Existing Adobe PDF.
3 Locate and select the PDF or PDF Portfolio to which you want to add the converted emails, and click Open.
Note: Do not type a new name for the PDF. If you do, a warning message appears telling you that the PDF was not found.
Click OK, and select a PDF without changing its name.
- ACROBAT 1
- XI HELP 1
- Legal notices 2
- Contents 3
- Chapter 1: What's new 8
- Reflow text on a page 9
- Find and replace 9
- Rearrange pages 9
- Create and distribute forms 10
- Create and combine PDFs 11
- Create tool sets 12
- Protect PDFs 13
- Add password protection 14
- Export formats and options 15
- Chapter 2: Workspace 16
- View PDFs in Read mode 26
- View PDFs in Full Screen mode 27
- Change the PDF/A viewing mode 28
- Keyboard shortcuts 34
- Keys for navigating a PDF 36
- Keys for general navigating 38
- Navigating PDF pages 40
- Move through a PDF 41
- Jump to a specific page 41
- Jump to bookmarked pages 41
- Retrace your viewing path 43
- Navigate with links 43
- PDFs with file attachments 43
- Article threads 43
- Adjusting PDF views 44
- Show a page at actual size 45
- 2 Do any of the following: 46
- Use split-window view 48
- Open a new window 49
- Close a window 49
- Internet Explorer 8 and 9 50
- Google Chrome 51
- Mozilla Firefox 51
- Apple Safari 52
- Flash Player installs for IT 56
- View grids 57
- Create ruler guides 57
- Change guide colors 58
- Measuring tool options 59
- Measuring preferences 59
- Cancel checkout 61
- Prepare document properties 61
- Check in 62
- Updating Acrobat 62
- Opening PDFs 63
- Open a PDF in a web browser 64
- Asian language PDFs 65
- • Drag the slider 69
- Rotate the page view 70
- Page through a document 91
- Adobe Digital Editions 97
- Set Touch Mode preference 98
- Preferences for viewing PDFs 100
- Full Screen preferences 101
- General preferences 102
- Page Display preferences 103
- More Help topics 104
- Working with online accounts 105
- Workspace basics 106
- Welcome Screen 107
- Menus and context menus 108
- Toolbars 108
- Quick tools 109
- Common Tools 109
- Task panes 110
- Tool sets 110
- Create a tool set 111
- Workspace 112
- Navigation pane 113
- Document message bar 114
- Set preferences 115
- Chapter 3: Creating PDFs 117
- Drag-and-drop to create PDFs 118
- Create a blank PDF 119
- About Acrobat PDFMaker 121
- Convert a file to PDF 122
- Creating PDFs 123
- Convert Excel files to PDF 124
- Convert Visio files 129
- Last updated 1/14/2015 133
- Scan documents to PDF 135
- Optimize a scanned PDF 136
- Scanning options 137
- Scanner Options dialog box 137
- Scanning tips 139
- Correct OCR text in PDFs 140
- Acrobat Distiller overview 141
- Manage the conversion queue 141
- Distiller preferences 142
- Adobe PDF conversion settings 144
- Adobe PDF presets 145
- Customize Adobe PDF settings 147
- Adobe PDF settings 148
- Images panel options 149
- Fonts panel options 150
- Color panel options 150
- Advanced panel options 152
- Standards panel options 153
- PDF compatibility levels 154
- Share custom PDF settings 155
- Compression methods 156
- Overview of PDF creation 158
- Using the Adobe PDF printer 160
- PDF fonts 164
- Converting web pages to PDF 166
- (Windows) 167
- Convert a web page to PDF 168
- Copy the URL of a web link 169
- Web page conversion options 170
- Text Settings 171
- Chapter 4: Editing PDFs 172
- Add new text to a PDF 174
- How to edit text in a PDF 177
- Extract pages 178
- Move or copy pages 179
- Delete or replace pages 180
- Renumber pages 183
- Define an initial view 187
- Add page transitions 188
- PDFs converted to web pages 189
- PDF properties and metadata 190
- Create document properties 191
- Edit document metadata 191
- View object data and metadata 192
- PDF layers 193
- Show or hide layers 194
- Reorder layers 196
- Add layer navigation 196
- Import layers (Acrobat Pro) 197
- Editing layered content 197
- PDF articles 198
- View and edit an article 199
- About page thumbnails 200
- Create page thumbnails 201
- Define the tabbing order 202
- About bookmarks 202
- Create a bookmark 203
- Edit a bookmark 203
- Create a bookmark hierarchy 204
- Optimizing PDFs 205
- Optimize a PDF (Acrobat Pro) 206
- Images panel 207
- Fonts panel 208
- Transparency panel 208
- Discard Objects panel 208
- Enable Fast Web View in a PDF 209
- Links and attachments in PDFs 210
- Create a link 211
- Edit a link 211
- Create web links from URLs 212
- Link to a file attachment 213
- Destinations 213
- View and manage destinations 213
- Create and link a destination 213
- Add an attachment 214
- Geospatial PDFs 215
- About geospatial PDFs 216
- Create geospatial PDFs 216
- Interact with geospatial PDFs 216
- Find map locations 217
- Mark geospatial locations 217
- 2 Select a snap-to option: 218
- 3 Do one of the following: 218
- About actions 219
- Action types 220
- Trigger types 221
- Action wizard (Acrobat Pro) 222
- Create a custom action 223
- Manage custom actions 224
- Import an action 225
- Chapter 5: Forms 226
- Options for working in forms 229
- Save forms 231
- Print forms 231
- Clear forms 231
- Sample forms 231
- Collect user data 233
- Compile form data 233
- Manage form data files 234
- PDF forms basics 235
- About forms 236
- Forms preferences 236
- About buttons 237
- Add a submit button 238
- Edit a button 240
- Scale and position buttons 240
- About web forms 242
- Add submit functionality 242
- Add a Reset Form button 243
- Add an Import Data button 243
- PDF form field properties 244
- About form field properties 245
- Modify form field properties 245
- Check boxes 247
- Drop-down and list box 247
- Radio buttons 248
- Text Fields 248
- Percentage 251
- PDF form field basics 254
- Lay out form fields on a grid 255
- Copy a form field 255
- Create a copy of a form field 256
- Select multiple form fields 257
- Move individual form fields 258
- PDF barcode form fields 259
- Add a barcode field 260
- Test a barcode field 261
- Set form field navigation 262
- Create forms for EchoSign 266
- Adding JavaScript to forms 268
- About Forms Tracker 269
- Chapter 6: Combining files 270
- Add another header and footer 271
- Add Bates numbering 272
- Remove Bates numbering 273
- Rotate pages 274
- Crop PDF pages 281
- Remove white margins 282
- Undo cropping 282
- Combining files 283
- Change the visual appearance 284
- Add a header 284
- Additional resources 285
- View files in a list 286
- 2 Save the PDF Portfolio 287
- 1 Do one of the following: 287
- Share PDF Portfolios 289
- Overview of PDF Portfolios 290
- PDF Portfolio window overview 291
- Preview modes 294
- Layouts (Acrobat Pro) 296
- Create merged PDFs 297
- Insert one PDF into another 299
- Add watermarks to PDFs 300
- Update a watermark 301
- Add backgrounds to PDFs 302
- Mark up text with edits 305
- Add a note to a text edit 306
- Insert text 306
- Delete text 306
- Delete text markups 306
- Preparing for a PDF review 307
- Commenting in PDFs 310
- Commenting preferences 313
- Add a sticky note 314
- Add a text comment 315
- Add a line, arrow, or shape 316
- Group and ungroup markups 316
- Ungroup markups 317
- Add a text box 317
- Add an audio comment 318
- Paste images as comments 319
- Starting a PDF review 320
- Start an email-based review 321
- Sharing PDFs 322
- Email account preferences 323
- Create a Buzzword document 324
- Review a PDF 324
- Join a review 325
- Send comments in email 326
- Adding a stamp to a PDF 327
- Open the Stamps palette 328
- Apply a stamp 328
- Create a custom stamp 329
- Tracker overview 330
- Track reviewed PDFs 331
- Save the PDF with comments 331
- Update your review profile 332
- Tracker preferences 333
- Managing comments 334
- Reply to comments 335
- Set a status or check mark 336
- Print a comment summary 336
- Find a comment 337
- Delete comments 337
- Delete a comment 338
- Unlock a comment 338
- Import Comments 339
- Export comments 339
- Approval workflows 342
- Approve a PDF 343
- How to use webmail in Acrobat 344
- Saving PDFs 346
- Recover lost changes 347
- Reduce file size by saving 347
- Image conversion settings 348
- PNG options 349
- TIFF options 349
- HTML options 350
- Spreadsheet options 350
- Text and XML options 351
- Conversion options 353
- Reusing PDF content 355
- Select text and images 356
- Select a column of text 356
- Select all the text on a page 356
- Copy selected text 356
- Copy images 357
- Take a snapshot of a page 358
- Chapter 9: Security 359
- Securing PDFs with passwords 360
- Add a password to a PDF 361
- Restrict editing of a PDF 362
- Remove password security 364
- Opening secured PDFs 365
- Create a user security policy 366
- Create a certificate policy 367
- Export security settings 369
- Revoke a policy-protected PDF 370
- What does the warning mean? 371
- Certificate security 373
- Change encryption settings 374
- Remove encryption settings 374
- Add a certificate from email 375
- Verify your own certificate 377
- Management ES 378
- Security 380
- Redaction codes (Acrobat Pro) 383
- Digital IDs 387
- Register a digital ID 389
- Delete your digital ID 390
- Protecting digital IDs 390
- Security policies 392
- Password protect PDFs 395
- Sign a PDF 396
- Use a webcam 398
- Fax or email signed PDF 399
- Validating digital signatures 400
- Sign in Preview Document mode 403
- Certify a PDF 404
- Timestamp a document 404
- Validate a digital signature 404
- Remove a digital signature 405
- Trust a signer’s certificate 406
- XML data signatures 407
- Manage trusted identities 408
- Setting certificate trust 409
- Certificate-based signatures 410
- Set signing preferences 411
- Set up a roaming ID account 413
- PKCS#12 modules and tokens 413
- Configure a timestamp server 414
- Sign documents electronically 416
- Chapter 11: Printing 418
- Print in black and white 419
- Print at a different size 419
- Print posters and banners 420
- Print booklets 421
- Print comments 421
- Print a portion of a page 422
- Print to file 422
- Comments & Forms 422
- Pages to Print 423
- Orientation 423
- Print Layers 424
- Create print presets 424
- Print button 426
- About booklets 426
- Print a booklet 427
- Advanced PDF print settings 428
- About advanced print settings 429
- PostScript options 430
- Output options (Acrobat Pro) 431
- Marks And Bleeds options 434
- Managing color (Acrobat Pro) 436
- Prepare to print separations 437
- Print separations 437
- Printing PDFs in custom sizes 439
- Scale a document for printing 440
- Accessibility issues 444
- Logical reading order 445
- Primary language 445
- Bookmarks 446
- Color contrast 446
- Page content 446
- Tagged content 446
- Tagged annotations 446
- Tab order 447
- Character encoding 447
- Tagged multimedia 447
- Field descriptions 449
- Alternate text 449
- Figures alternate text 449
- Nested alternate text 449
- Associated with content 449
- WCAG mapping to PDF/UA 452
- Tag a region 459
- Change the tag for a region 459
- Apply a heading tag 460
- Apply a figure tag 461
- Check and correct figure tags 461
- Remove all tags from a PDF 463
- Accessibility preferences 464
- Scroll automatically 466
- Reflow a PDF 467
- Read a PDF with Read Out Loud 468
- Read PDF form fields out loud 469
- Interrupt reading out loud 469
- Content panel options 470
- About the Tags panel 471
- View tags in the Tags panel 471
- Edit tags with the Tags panel 472
- Add alternate text to links 473
- Create a new child tag 474
- Add tags to comments 474
- Standard PDF tags 475
- Container elements 476
- Label and list elements 476
- Special text elements 476
- Table elements 477
- Inline-level elements 477
- Special inline-level elements 477
- Creating accessible PDFs 478
- Tag the PDF 479
- About tags in combined PDFs 480
- About accessible PDFs 484
- Searching PDFs 486
- Find and replace text in PDFs 487
- Find text in multiple PDFs 488
- Review search results 488
- Advanced Search Options 489
- Boolean operators 490
- Search features preferences 491
- Creating PDF indexes 492
- Searching and indexing 493
- Indexing Options dialog box 494
- Revise an index (Acrobat Pro) 495
- Setting 3D views in PDFs 497
- Display a view 498
- Change the default view 498
- Delete a 3D view 499
- Play multimedia in PDFs 499
- Multimedia Trust (Legacy) 500
- Measuring 3D objects in PDFs 501
- Measure 3D objects 502
- Units and markup options 503
- Interacting with 3D models 504
- Model Tree overview 507
- Create cross sections 508
- Cross-section properties 509
- Change camera properties 510
- Displaying 3D models in PDFs 511
- 3D toolbar overview 512
- 3D toolbar view controls 513
- 3D preferences 514
- Add a 3D Comment to an object 516
- Adding multimedia to PDFs 517
- Add multimedia files to a PDF 518
- 3D properties (Acrobat Pro) 521
- Run a JavaScript 522
- (Acrobat Pro) 524
- About printer marks in PDFs 525
- Embed printer marks in a PDF 525
- Fix hairlines 526
- Preview color separations 529
- Check ink coverage 530
- Set the background color 530
- View color warnings 530
- About flattening 531
- Highlight (preview) options 533
- Create a flattener preset 535
- Apply a flattener preset 536
- About color conversion 536
- Convert document colors 538
- Convert object colors 539
- Ink Manager overview 540
- Trapping color (Acrobat Pro) 541
- Adobe In-RIP trapping 542
- Trap a PDF 542
- Delete a trap preset 543
- Assign a trap preset to pages 543
- Trap preset options 544
- Trap appearance 545
- Trap thresholds 545
- About trapping black 546
- Adjust the trapping sequence 548
- View results as comments 551
- Embed an audit trail 551
- Create a results report 552
- About inventory reports 553
- About preflight profiles 554
- View profiles 555
- Set up favorite profiles 555
- Add and remove profiles 556
- Import a preflight profile 557
- Export a preflight profile 557
- Lock a profile 557
- Password protect a profile 557
- Change profile settings 558
- Preflight alert options 559
- View a profile summary 559
- About output intents 561
- About preflight fixups 563
- Add fixups to a profile 563
- Create or modify fixups 565
- Set up favorite single fixups 566
- About droplets and actions 567
- About preflight inspections 568
- The Preflight dialog box 569
- Run a preflight inspection 569
- Preflight preferences 570
- Highlighting tab 571
- Property groups 574
- Add checks to a profile 576
- Set up favorite single checks 577
- Chapter 17: Color management 579
- Install a color profile 581
- Embed a color profile 581
- Do you need color management? 583
- Keeping colors consistent 584
- work with 585
- Color settings 586
- Working space options 587
- Color-managing documents 588
- Proofing colors 589
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