Read AcrobatXAndMicrosoftOffice2010Tutorial.pdf text version

Integration and interaction with

Microsoft Office 2010

Author: Dietmar Gieringer

Table of contents

1 The PDF Maker ........................................................................... 1

1.1 1.2 1.3 Benefits of the PDF Maker .............................................................................................................................................................. 2 Creating PDF files with the PDF Maker ................................................................................................................................ 2 Converting Word documents into PDF files .................................................................................................................... 2 1.3.1 1.3.2 1.3.3 1.3.4 1.3.5 1.3.6 1.3.7 1.4 One-click procedure........................................................................................................................................................ 2 Links and bookmarks ..................................................................................................................................................... 3 Security settings ................................................................................................................................................................... 3 PDF/A and PDF/X special formats........................................................................................................................ 3 E-mailing a Word document as a PDF attachment................................................................................ 4 Mail merge .............................................................................................................................................................................. 4 Reviewing and commenting .................................................................................................................................... 4

Distributing Excel calculations ..................................................................................................................................................... 5 1.4.1 1.4.2 1.4.3 Selecting the print data ................................................................................................................................................. 5 Integrating the original file as an attachment .............................................................................................. 5 Writing cell comments to the PDF file .............................................................................................................. 5

1.5

Distributing presentations professionally............................................................................................................................ 6 1.5.1 1.5.2 Avoiding display errors .................................................................................................................................................. 6 Displaying additional information......................................................................................................................... 6

1.6

Archiving and forwarding e-mails ............................................................................................................................................ 7 1.6.1 1.6.2 1.6.3 PDF Maker in Outlook ................................................................................................................................................... 7 Converting individual e-mails or entire folders.......................................................................................... 7 Creating archives automatically ............................................................................................................................. 8

1.7 1.8

Integrating the PDF Maker into other products ............................................................................................................ 8 Security settings ...................................................................................................................................................................................... 8

2 Exporting content from PDF files............................................ 9

2.1 2.2 2.3 Exporting content to Word ............................................................................................................................................................ 9 Transferring tables to Excel............................................................................................................................................................ 9 Exporting images from PDF files............................................................................................................................................. 10

3 Combining files perfectly with PDF Portfolios ...................10

3.1 3.2 How to create a PDF Portfolio.................................................................................................................................................. 11 Adapting a PDF Portfolio .............................................................................................................................................................. 11

4 PDF forms...................................................................................11

4.1 4.2 4.3 4.4 Integrated Form Wizard................................................................................................................................................................. 12 Enabling forms for use by Adobe Reader users......................................................................................................... 12 Distributing and evaluating forms ......................................................................................................................................... 12 The LiveCycle Designer ES2....................................................................................................................................................... 13

5 PDF documents in MS SharePoint environments.............14

5.1 5.2 5.3 5.4 5.5 Benefits of using Adobe Acrobat in conjunction with MS SharePoint .................................................... 14 Uploading PDF files to a SharePoint server ................................................................................................................... 14 Opening PDF files from a SharePoint server................................................................................................................. 15 Saving a modified PDF file on a SharePoint server.................................................................................................. 16 Editing document properties .................................................................................................................................................... 16

6 Helpful new features ...............................................................17

6.1 Optimizing processes with actions ....................................................................................................................................... 17 6.1.1 6.1.2 6.1.3 6.2 6.3 Defining your own actions....................................................................................................................................... 17 Distributing actions within your own company ..................................................................................... 18 Retrieving an action ...................................................................................................................................................... 18

Defining Quick Tools ....................................................................................................................................................................... 19 Sending files with SendNow ...................................................................................................................................................... 19

Adobe Acrobat X and Microsoft Office 2010

Microsoft Office represents the international benchmark for office applications. It is almost impossible to imagine our work environments without Word, Excel, PowerPoint and the indispensible Outlook that helps us process our daily consignment of e-mails. Adobe PDF has established itself as the benchmark product for publishing and collaborating on documents. Adobe Acrobat X makes everyday work with documents much easier and represents the perfect addition to MS Office. Adobe Acrobat X Enables you to create PDFs in Outlook and Internet Explorer too Prevents the printing, modification or copying of content from documents where required Combines documents from an extremely wide variety of applications into one PDF file Enables Adobe Reader users to view and add comments to documents Enables you to create forms that can be filled in and saved Makes it easier to send, compile and evaluate returned forms Reliably and securely removes sensitive content and metadata Converts entire e-mail folders into searchable PDF files that can be read from any given point Creates PDF/X, PDF/A or PDF/E files in line with the latest standard Combines multi-stage tasks into one single clickable (and distributable) action Converts PDF files into Word or Excel files

1

The PDF Maker

With the revised version of PDF Maker, Adobe Acrobat X can be seamlessly integrated into the new Office 2010 menu strip interface. It provides all the relevant functions for the programme concerned on the "Acrobat" tab or the "Adobe PDF" tab on Outlook 2010.

Fig. 1: Acrobat tabs

The PDF Maker is a macro which makes it easier to convert Office files into PDF documents and reduces the effort needed to create a converted file to just one single click in many cases. The PDF Maker also enables you to set the preferences you require according to the relevant programme. This also includes safety settings, for example, which affect how the PDF file to be created is opened and edited, information about embedding fonts and instructions concerning the compression of image data or even the embedding of the underlying Office file in the subsequently generated PDF document. Office 2010 allows the PDF Maker to be called via the backstage area of the relevant programme for the first time (File tab ­ Save as Adobe PDF).

Fig. 2: Backstage view with Acrobat entry in Word, Excel, and PowerPoint

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1.1

Benefits of the PDF Maker

Creating PDF files via the "File > Print" dialogue produces non-intelligent PDF files. The underlying Office files are converted into PDF files that perfectly resemble printouts. When using the PDF Maker to create PDF files, however, special features that are specific to Office are also transferred to the PDF file. For instance, tables of contents from Word documents are automatically converted to linked bookmarks or the table of contents itself is formatted with hyperlinks within the PDF file.

Fig. 3: Bookmarks and hyperlinks

1.2

Creating PDF files with the PDF Maker

Virtually the same procedure is used for converting Office files into PDF documents in the Office programmes. Once you have set the preferences you require in the PDF Maker, simply click on the "Create PDF" button to activate the conversion process.

1.3

Converting Word documents into PDF files

Commercial documents such as company and tenancy agreements, product summaries and personnel forms are mostly produced using Microsoft Word. However, a range of different problems can occur when distributing these documents to business partners, clients or even colleagues: It may not be possible to open different file formats (*.doc, *.docx) There may be discrepancies in the appearance of the document due to different printer drivers being used Changes made previously are revealed Metadata such as the creation and modification date are unintentionally transferred The appearance of the document is distorted because not all of the fonts used in the document are installed on the machine to which it was transferred

Distributing a PDF file can resolve these problems.

1.3.1

One-click procedure

Creating a PDF file using the PDF Maker's integrated one-click procedure is incredibly easy. Once you have selected the "Create PDF" command, all you need to do is enter the file name and save locationquick, easy and perfect! Of course, it goes without saying that security settings are implemented, multimedia content is incorporated and hyperlinks are set to active.

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1.3.2

Links and bookmarks

Links in tables of contents are integrated in the PDF file in the same way as bookmarks are generated on the basis of headings or other style sheets (referred to as styles in Adobe Acrobat X).

Fig. 4: PDF Maker settings in Word

1.3.3

Security settings

Extensive security settings can even be made in the PDF Maker preferences if required. As well as providing an optional password for opening the file, you can also explicitly specify which actions may be performed in the PDF file. This prevents text from being copied without permission and also prevents the high-resolution printing of images that have not yet been approved for release, for example, or the extraction of entire pages. This is an important step for protecting intellectual property.

1.3.4

PDF/A and PDF/X special formats

The PDF Maker preferences in Word also enable you to create special PDF formats, such as PDF/A for creating archive files that are compliant with ISO-19005-01(www.pdfa.org) or PDF/X for exchanging print data. Adobe Acrobat X checks whether the document to be created meets the ISO guidelines. Content that is not permitted, such as links to external content or integrated sound or video, is automatically removed. Mandatory content is added. (The ISO guideline stipulates that all fonts used must be embedded in the PDF file, for example.)

Fig. 5: Selecting the conversion settings

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1.3.5

E-mailing a Word document as a PDF attachment

Sending a Word document by e-mail as a PDF file is especially easy. All you need to do is click on the "Create and attach to e-mail" button to perform the following actions, based on the saved preferences: 1. Generate a PDF file (specify a name and location for saving the file) 2. Open a new e-mail 3. Add the generated PDF file to the e-mail as an attachment Once you have entered the recipient, subject line and the text of your e-mail, the e-mail can be sent together with the PDF file. The only requirement is that you have an e-mail client installed (Microsoft Outlook or Lotus Notes).

1.3.6

Mail merge

The fully automatic mail merge function in Adobe Acrobat X is quick and easy to use. Form letters can be converted directly from Word into PDF files and sent to the e-mail address of the relevant person. All you need is the mail merge document in Word and the corresponding data source with a separate e-mail field filled out for all the addresses.

Fig. 6: Mail merge

1.3.7

Reviewing and commenting

The integration of powerful commenting tools in Adobe Acrobat X makes it easier for several people to review documents. Word documents can be converted into PDF files and distributed via an internal server or the free Acrobat.com online service to all those involved. Participants can even use Adobe Reader to enter comments directly into the PDF file and then transfer this back to the underlying platform (internal server or Acrobat.com). What's more, once an individual has transferred his or her comments to Acrobat.com, the comments can be seen by all participants who are then able to refer to them immediately. This means that review cycles are significantly streamlined and individual participants are spared the need for involvement in multiple rounds of review.

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1.4

Distributing Excel calculations

The PDF format is particularly suitable for distributing confidential calculation data, primarily because formulas can no longer be changed once in this format. Moreover, access rights can be defined and adapted to meet individual needs using the security settings.

1.4.1

Selecting the print data

When it comes to distributing individual spreadsheets, Adobe Acrobat X with PDF Maker provides a dialogue enabling you to select either individual spreadsheets or the entire workbook. Select the spreadsheet you require, add it ­ and you're done! You can also change the print order (commands: Move up, Move down). This dialogue can be activated via the preferences.

Fig. 7: Selecting the worksheets in Excel

1.4.2

Integrating the original file as an attachment

Amongst other things, the PDF Maker preferences in Excel also enable you to integrate the original Excel file into the PDF file as an attachment (option: Attach source file). When doing this, it is important to note that any file attachment you add always contains the complete Excel file and not just the selected worksheets.

Fig. 8: PDF Maker settings in Excel

1.4.3

Writing cell comments to the PDF file

Cell comments can also be transferred into the PDF file to be created with consummate ease (option: Convert comments). Cell comments can be made visible within the PDF file by moving the mouse over them or clicking on them. Distributing these comments which can be viewed in the PDF file makes it easier for the recipient to make sense of any cells which may require an explanation and means that the creator can rest assured that all the relevant information is delivered to the recipient.

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Fig. 9: Excel cell comments in a PDF file

1.5

Distributing presentations professionally

A PDF file can also be used for distributing a PowerPoint presentation because it enables the recipient to display the presentation including all of the slide transitions it contains. The recipient does not need to have his or her own PowerPoint licence; all that is needed is the freely available Adobe Reader.

1.5.1

Avoiding display errors

Integrating fonts ensures that the content of the presentation is correctly displayed. If necessary, the PDF file can be set to be displayed automatically in Full Screen Mode (so that it fills the entire screen). This makes a PDF file an ideal medium for delivering a presentation.

1.5.2

Displaying additional information

Practised PowerPoint users work with speaker notes. These are available to the practised speaker in the Presenter View during the presentation, whilst the participants can only see the slide content. (Less well-practised speakers print out the slide notes.) The speaker notes can be integrated in the PDF file on a level of their own and shown or hidden as required. This also applies to the slide background defined on the respective PowerPoint master slide, enabling you to save a considerable amount of toner or ink.

Fig. 10: PowerPoint slide as a PDF with speaker notes and as a PDF without background

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1.6

Archiving and forwarding e-mails

With the daily influx of e-mails people receive nowadays, Outlook mailboxes are filling up more and more quickly. An Outlook mailbox, however, does not provide unlimited storage space. This makes it absolutely essential to remove e-mails from the mailbox and save the files they contain (attachments). Another issue is the forwarding of e-mail communication that has already taken place. This can be useful when handing over a project to a colleague, for example. Adobe Acrobat X even enables you to combine all e-mail correspondence with a particular client once a project has been completed, irrespective of the e-mail system used by the client. The benefits of converting e-mails into PDF files at a glance: 1. Alleviates the burden on your Outlook mailbox and reduces Outlook data file sizes 2. Can be forwarded to third parties without any difficulty 3. Provides long-term access to e-mails irrespective of client software

1.6.1

PDF Maker in Outlook

In the PDF Maker settings, you can specify whether e-mail attachments are also to be integrated into the PDF file. This enables you to trace the correspondence in full, including all sent and received files. Exporting the converted e-mails into an Adobe PDF Portfolio straightaway makes it very easy to navigate through the individual PDF files later on. You can even activate an option to create and embed an index in the settings, which makes searching for terms much faster.

1.6.2

Converting individual e-mails or entire folders

As well as being able to convert individual e-mails into PDF files, you can convert entire folders along with the e-mails they contain from within Outlook. Subfolders can be included in the conversion process too. Even adding e-mails and e-mail folders to an e-mail archive in the form of a PDF file that has already been created does not pose a problem.

Fig. 11: Convert folder(s) to PDF dialogue

The integration of the folder structure is especially useful as it enables you to trace the exact mailbox folders in which each of the e-mails were stored within the PDF file.

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1.6.3

Creating archives automatically

Adobe Acrobat X offers the function to archive e-mails automatically in Outlook 2010. This function converts entire e-mail folders into PDF files at time intervals that can be specified. If you wish, an index can be embedded for faster searching. Of course, you can transfer the file attachments to the PDF archive file during archiving too. E-mails that have already been archived but are yet to be deleted from Outlook are not transferred again during a new archiving operation. Quite simply brilliant.

Fig. 12: Automatic Archival dialogue

1.7

Integrating the PDF Maker into other products

Not only can the Adobe Acrobat X PDF Maker be installed in Microsoft Word, Excel, PowerPoint and Outlook, it is also available in Visio, Project, Access, Publisher and Internet Explorer. What's more, the PDF Maker can also be used in AutoCAD, Lotus Notes and now even in Mozilla Firefox.

1.8

Security settings

The security settings are a fundamental component of the PDF Maker. They enable you to specify which permissions are required to produce a PDF file from the Office programme concerned. For instance, a password may be required to open the subsequent PDF file or restrictions may be placed on the print quality. In the same way, you can specify settings which, amongst other things, can prevent any further changes from being made, other than completion of the form fields and digital signatures, and also prevent all forms of copying. However, you can also enable commenting, the filling in of form fields and the signing of existing signature fields if necessary. These options mean that PDF files can be adapted to meet individual security needs and protected accordingly. Once specified, security settings are stored in the PDF Maker and applied to subsequent PDF creation processes. This does away with the need to enter passwords repeatedly, for example.

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2

Exporting content from PDF files

Adobe Acrobat X includes powerful tools for transferring data from PDF files into Word files and even Excel files. Compared with previous versions, the export quality in Adobe Acrobat X has been significantly improved once again and the scope for exporting content has been expanded. Even table formatting can be directly transferred into Excel. You no longer need to type out content or scan in documents, helping you save valuable time.

2.1

Exporting content to Word

Exporting content to Word is very easy with Adobe Acrobat X. Use the "Save As" dialogue to select whether a Word file is to be created in the old *.doc format or in *.docx format. As well as pure text, table designs are also recognised and correctly exported. Even graphics do not pose a problem. When exporting to the *.docx format, the file format from Word 2007 is used for reasons of compatibility. Exported *.docx documents are therefore displayed in compatibility mode in Word 2010 but can be converted into the Word 2010 *.docx format without any difficulty via "File ­ Convert".

Fig. 13: Exporting to Word

2.2

Transferring tables to Excel

Table designs can be highlighted directly in the PDF and transferred to the Excel format by clicking the right mouse button. This transfers both values and formatting. Where necessary, all it usually takes is a few post-formatting steps to be able to access the desired table view in Excel and continue working with it there.

Fig. 14: Exporting to Excel

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2.3

Exporting images from PDF files

If you wish to export images from PDF files, you will find the necessary "Export All Images" tool in the "Document Processing" tools area. Once you have selected the command, all you have to do is enter the required graphic file format (e.g. jpg, png or tif) and the destination folder to extract all of the images from the PDF file.

Fig. 15: Exporting images

3

Combining files perfectly with PDF Portfolios

PDF Portfolios make e-mails with multiple attachments and zip files that cannot be opened by the recipient a thing of the past. PDF Portfolios combine multiple files into one single PDF file, irrespective of the file formats in question. For instance, Word, Excel or PowerPoint files can be directly inserted into a PDF Portfolio without having been previously converted into PDF files. The result is a document collection with a professional appearance which the recipient can scroll through using the freely available Adobe Reader X. It ensures that the recipient receives all of the files and that no documents are lost if the PDF Portfolio is sent on again. This means that offers featuring correspondence, product specifications, product videos and price lists, or application documents with a covering letter, CV and references, remain fully intact.

Fig. 16: PDF Portfolios instead of accumulations of files

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3.1

How to create a PDF Portfolio

PDF Portfolios have been available since the introduction of Adobe Acrobat 9; Adobe Acrobat X has considerably improved and simplified the method used to create them. Once you have selected the "Create ­ PDF Portfolio" command and decided on a layout, all you have to do is add the required files to the portfolio - and you're done!

Fig. 17: Creating PDF Portfolios

3.2

Adapting a PDF Portfolio

Adobe Acrobat X offers a range of comprehensive and user-friendly setting options for adapting a PDF Portfolio to suit your own preferences. The various tools are arranged in the tools area on the righthand side and can be systematically searched through.

Fig. 18: Adapting PDF Portfolios

If precise adaptations are to be made to meet company branding requirements, custom templates can be developed and integrated as required, making the creation of company portfolios a very straightforward process. Links to websites are displayed as separate portfolio elements, sparing you the trouble of having to type out long URLs.

4

PDF forms

Electronic forms have many advantages over their paper counterparts. Electronic forms are easy to distribute via e-mail, convenient to fill in on the screen and mean that returned forms can be evaluated without any data having to be re-entered manually.

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4.1

Integrated Form Wizard

Adobe Acrobat X provides powerful tools for creating electronic forms. The integrated Form Wizard makes it easier to convert existing Microsoft Word documents into PDF forms, enabling practically any Adobe Acrobat X user to create fully functional PDF forms themselves. Even scanned paper forms pose no problem for the Form Wizard. The Form Wizard detects patterns that are typically used in forms in the underlying document, such as text with adjacent lines, rectangular fields for entering data and even check boxes, before changing these into PDF form fields. Text fields are given their correct names automatically and the laborious task of creating each individual field is no longer necessary. Even forms containing several pages can be created using this method in next to no time.

Fig. 19: Converting form fields

4.2

Enabling forms for use by Adobe Reader users

Once a PDF form has been created, it can be saved as a "Reader Extended PDF" using Adobe Acrobat X. This enables Adobe Reader users to save the form after entering data and, if necessary, reopen the form to continue editing it. A PDF form that has been enabled using this method can even be digitally signed in Adobe Reader. Consequently, PDF forms that have been filled in using Adobe Reader but cannot be saved are set to become a thing of the past. This added, customer-friendly benefit ought to be an integrated feature of any good PDF form. Ad hoc form distribution and subsequent data collection is thus made possible for up to 500 people.

4.3

Distributing and evaluating forms

Adobe Acrobat X also supports users in distributing forms and provides a wizard to guide them through the process. PDF forms are automatically prepared for Adobe Reader users and sent as required via Acrobat.com or an individual's own e-mail address. Returned forms are automatically combined into a PDF Portfolio. Here, they can be viewed, filtered or even exported directly to Excel as a CSV file for further processing. Manual entries are rendered completely obsolete. Where necessary, the integrated tracker can be used to trace which recipients of the form have not yet replied. If anyone is dragging their heels, you can send them a written reminder with just a single click of the mouse button.

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Fig. 20: The tracker in Adobe Acrobat X

4.4

The LiveCycle Designer ES2

The LiveCycle Designer, a component of Adobe Acrobat X Pro, can be used to create dynamic forms which can, for example, tailor their content to the needs of the respective user and show or hide individual areas of the form if required. Because the LiveCycle Designer creates XML-based forms, it is very easy to integrate the resulting forms into company processes. This makes transferring specific data from a company database into individual form fields just as viable a procedure as transferring all of the data contained in a form into an ERP system. As a result, ordering processes are speeded up significantly and entry errors are kept to a minimum. A comprehensive selection of sample documents makes it easy for you to get started with LiveCycle Designer.

Fig. 21: The LiveCycle Designer wizard

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5

PDF documents in MS SharePoint environments

Cooperation between international teams in different time zones and countries requires new technologies for editing shared documents. E-mail has proven to be a means of rapidly transporting all kinds of files. However, since files distributed via e-mail can be opened and modified by all kinds of different users at the same time, it is essential to combine together all of the modifications at a subsequent stage. Making files available on a SharePoint server can reduce the time and cost-intensive procedures this entails. This makes the most varied types of files centrally available and their check-in/check-out status indicates whether anyone has made any modifications to them.

5.1

Benefits of using Adobe Acrobat in conjunction with MS SharePoint

Adobe Acrobat X enables SharePoint users to open and save PDF documents quickly and easily. One click is all it takes to check PDF documents in or out and make them available for editing in Adobe Acrobat X or Adobe Reader X. This avoids the production of duplicate files by different users as well as the unnecessary use of storage space on different machines. Version comments and other metadata can be entered during the automated check-in procedure to inform other users about modifications. The integrity of the PDF documents is ensured since modifications are strictly disabled for as long as the PDF documents remain checked out from the SharePoint server by a given user.

5.2

Uploading PDF files to a SharePoint server

If a SharePoint server has been integrated into the file system as a connected network drive, the SharePoint server can be directly selected as the destination drive via the "File--Save As ­ PDF" command when the PDF file is first saved. Adobe Acrobat X directly checks in the document as a new document with version number 1 and labels it with the corresponding icon. This reduces the time-consuming steps involved in accessing the SharePoint server, selecting and subsequently checking in the file to a single procedure performed in a dialogue box.

Fig. 22: Saving to a connected network drive (SharePoint server)

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5.3

Opening PDF files from a SharePoint server

Opening a PDF file from a SharePoint server is also much easier with Adobe Acrobat X. Adobe Acrobat X automatically queries whether the document is to be checked out and opened or just opened. You can either select the file using the "Open File" command or click directly on the PDF file in the Web Browser at the SharePoint interface.

Fig. 23: Check out dialogue

A PDF file that has been checked out is indicated by the Check Out icon on SharePoint. .

Fig. 24: PDF file on a SharePoint server with Check Out label

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5.4

Saving a modified PDF file on a SharePoint server

Adobe Acrobat X even makes sure that when a PDF file has been saved to a SharePoint server, modifications made to it are only accessible to other users when the file is checked back in. You can enter a version comment immediately after checking in. All processes take place within Adobe Acrobat X and are very easy to trace.

Fig. 25: Check In query and version comments dialogue during the save operation

5.5

Editing document properties

You can subsequently edit the document properties in Adobe Acrobat X just as easily as you would check in files that have already been checked out. The necessary commands for this procedure are available in the "File" menu. This means it is usually no longer necessary to select commands at the SharePoint interface.

Fig. 26: Check In query and version comments dialogue during the save operation

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6

6.1

Helpful new features

Optimizing processes with actions

The integrated Action Wizard in Adobe Acrobat X combines multiple Acrobat tasks into a single oneclick action. At the same time, actions can be deliberately interrupted to enable user information and other instructions to be integrated into the process. This means that multi-stage processes are executed as a guided action - quickly, securely and precisely. This feature enables an extremely wide variety of tasks, such as creating a PDF file from a Word document subsequently redacting confidential content deleting any existing metadata adding a watermark to be combined as one action before distributing documents.

Official

Original document Converted to PDF Fully redacted Metadata removed Watermark applied

Fig. 27: Sequence of an action

Actions enable teams, departments or even entire companies to standardise processes and distribute them to several Acrobat users with ease. The result is a noticeable increase in productivity and security when executing process instructions.

6.1.1

Defining your own actions

You can create as many actions as you like in addition to the seven integrated actions that are already available. You can easily select the available tools and freely configure the sequence in which they are used. Should you wish, subsequent users of an action can be prompted to specify options, provided that these have not already been predefined, which can be useful where an encrypted password has to be provided, for example.

Fig. 28: Dialogue: Create New Action

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6.1.2

Distributing actions within your own company

Once defined, actions can be exported via a user-friendly dialogue box. The exported file can then be sent to colleagues or entire departments via e-mail and integrated into the relevant Acrobat environment simply by double-clicking the mouse button. This means that essential document processes only need to be created once but can be retrieved and implemented on multiple occasions.

Fig. 29: Editing and importing a user's own actions

6.1.3

Retrieving an action

Once called, actions immediately show the user the individual steps to be performed over the course of the action. When an action is being executed, information about the individual process steps is displayed, ensuring that the user always remains in control of the procedure.

Fig. 30: Retrieving actions and executing them

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6.2

Defining Quick Tools

In Acrobat X, the most frequently used tools can very easily be added to the Quick Toolbar, which is the uppermost toolbar.

Fig. 31: Quick Toolbar

This provides permanent and easy access to the tool you require in every situation, so you no longer have to search at length in menus, etc. Office 2010 users will also recognise this function as the "Quick Access Toolbar".

Fig. 32: Dialogue: Adapting the Quick Tools

6.3

Sending files with SendNow

Adobe Acrobat X makes it easier to send large files. With SendNow, files up to a maximum size of 2 GB (Windows) or 1 GB (Mac OS) can be sent very easily. (The free version permits a file size of up to 100 MB.) All you need to use this feature is an account with Acrobat.com.

Fig. 33: SendNow

Upload the file, enter the recipient, send it - and you're done! The recipient just receives an e-mail with a link to the location where the file is saved. SendNow offers users the following benefits: No more problems with large files No problems sending files with e-mail firewalls Even people without an Acrobat.com account can receive files

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About the author: Dietmar Gieringer hosts roadshows for Adobe, showcasing the full Acrobat product line throughout the German-speaking world. As a Microsoft Certified Trainer (MCT), he is also an expert in the training and application aspects of Microsoft Office products. His solutions for enhancing Office performance are being successfully used in numerous companies of all sizes. Thanks to countless in-house seminars and project work in a variety of sectors, he is familiar with the issues and demands confronted by users in their everyday working lives. The solutions he provides to help users deal with these issues are functional, well-engineered and easy to use. As an expert form designer, he develops professional PDF forms for fully electronic and paper-free handling of data collection processes. Dietmar Gieringer has several years experience of combining his expertise in Adobe Acrobat and MS Office with his in-depth knowledge of business management practices.

Adobe Systems Europe Limited 3 Roundwood Avenue, Stockley Park, Uxbridge, UB11 1AY, United Kingdom www.adobe.com/uk Adobe, the Adobe logo, Acrobat and LiveCycle are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States and/or other countries. All other trademarks are the property of their respective owners. © 2011 Adobe Systems Incorporated. All rights reserved.

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