Adobe Acrobat 9

Introduction
WORKSHOP DESCRIPTION .............................................................. 1

Overview 1
Prerequisites 1
Objectives 1

INTRODUCTION TO ADOBE ACROBAT 9 ........................................ 2

Overview 2
Adobe Acrobat Reader 2
Adobe Acrobat 9.0 Standard 2
Adobe Acrobat 9.0 Professional 2
Adobe Acrobat 9.0 Extended 3
Acrobat.com 3

THE ADOBE ACROBAT 9 INTERFACE ......................................... 4

Document Pane 4
Toolbar Well 5
Navigation Pane 6

VIEWING AND NAVIGATING IN ACROBAT ....................................... 6

The Select & Zoom Toolbar 6

The Page Display Toolbar 7
The Window Menu 7

CREATING PDF FILES ....................................................................... 8

Using PDFMaker 9
Using PDFMaker to Convert Word, Excel, or Powerpoint Files 10
Using PDFMaker to Convert Web Pages 10
Using PDFMaker to Convert/Archive Outlook Email Messages10
Using Distiller 11
Using Convert to PDF (within Adobe Acrobat) 12

MODIFYING PDFS .............................................................................. 13

EDITING PAGES 13
Inserting Pages 13
Removing Pages 14
Extracting Pages 14
Reordering Pages 14
Editing Text 15
The TouchUp Text Tool 15
Initial View 15
BOOKMARKS & HYPERLINKS ......................................................... 16
Bookmarks 16
Adding Bookmarks 17
Hyperlinks 18
Creating a Hyperlink 18
EXPORTING TEXT TO A WORD PROCESSOR ................................ 19
Method #1: Export to a Word document 19
Method #2: Select/copy, paste into a Word document or other application 19
Method #3: Export as plain text 19
PDF ACCESSIBILITY ......................................................................... 20
ACROBAT RESOURCES ................................................................... 21

PDF Accessibility 21
General 21

RESOURCES ...................................................................................... 22

Faculty / Staff Resource Center 22

Training & Tools eNewsletter 22
Getting Help 22
Campus Resources 22
WORKSHOP DESCRIPTION

Overview
How can an entire workshop be devoted to Adobe Acrobat? Isn’t Acrobat just used to
view PDF files? If you are reading this, chances are you know that there is more to
Acrobat than meets the eye. Acrobat is probably one of the most-used but least-
understood applications of its time. During the course of this workshop, you will be
introduced to essential elements of Adobe Acrobat, which include PDF creation, the
Acrobat interface and navigation tools, PDF modification and PDF accessibility.

Prerequisites
Individuals taking this workshop should have basic computer skills and the ability to effectively
work in the Windows or Macintosh OS environment.

Objectives
Participants attending this workshop will:
• Attain a basic understanding of the possibilities offered by Adobe Acrobat 9.
• Understand how a PDF document is created using the different methods in Acrobat.
• Use Acrobat to:
o Skillfully view and navigate a PDF document
o Create PDF documents for print or for the Web (accessible PDFs)
o Create bookmarks
o Create hyperlinks
o Export to Word or other formats

ACCESSIBILITY : PDF accessibility is mentioned throughout this handout.

Accessibility in terms of electronic documents (in particular, documents provided
for a general audience on the Web) generally refers to facilitating the use of
technology for people with disabilities. Providing equivalent access to electronic
documents for all faculty, staff and students across the CSU system is required by
SB302. This Senate Bill extends the requirements of Section 508 of the federal
Rehabilitation Act to the California State University. To learn more about
accessibility requirements for Sac State, refer to Sac State’s Accessibility Web site
(http://www.csus.edu/accessibility/).

Academic Technology and Creative Services : Spring 2010 Adobe Acrobat : Introduction 1
INTRODUCTION TO ADOBE ACROBAT 9

Overview
Most users don’t realize that the world of Acrobat spans a much larger arena
than simply viewing and creating a PDF. Did you know that Acrobat can be
used to create an interactive multimedia presentation or portfolio? Those
topics are, perhaps, beyond the scope of this workshop. However, Acrobat
does have some basic tools that can help make your PDF experience smooth
– and FUN!

Adobe PDF (Portable Document Format) — is a file format that preserves the content and
layout of the original document. Faculty and staff create Adobe PDF documents to distribute
so that the user does not have to own the software used to create the original document in order
to view it.

Adobe Acrobat Reader

Adobe Acrobat Reader is free software that can be used to view and print PDF documents.
Adobe Acrobat Reader can be downloaded from the Adobe Reader download site
(http://get.adobe.com/reader/).

For instructions on using Adobe Reader to view PDF documents, see the Sac State online
tutorial for Reader
(http://www.csus.edu/atcs/tools/acrobat/tutorials/adobe_reader/reader_intro.stm).

Adobe Acrobat 9.0 Standard

Acrobat 9.0 Standard offers users the essentials of PDF creation. Acrobat 9.0 Standard is not
available at this time for campus users. For information regarding this version of Acrobat, see
the Acrobat 9 Standard online information provided by Adobe
(http://www.adobe.com/products/acrobatstd/).

Adobe Acrobat 9.0 Professional

Acrobat 9.0 Professional includes all of the features present in Acrobat 9.0 Standard plus more
advanced features, such as the creation of PDF forms, PDF editing or commenting, and
advanced navigation. To obtain the software, contact your college ITC
(http://www.csus.edu/irt/helpdesk/itc.stm). This software can only be installed on University-
owned machines.

Academic Technology and Creative Services : Spring 2010 Adobe Acrobat : Introduction 2
Adobe Acrobat 9.0 Extended
Acrobat 9.0 Extended “extends” the features present in Acrobat Professional to include video
conversion (to Flash), conversion of 3D content, the ability to work with geospatial files (PDF
Maps), and the capabilities offered by Adobe Presenter, which is included in this version. Adobe
Acrobat 9.0 Extended is not available to campus users, under the current license.

TIP : The different versions of Acrobat listed above can be compared in more
detail using Acrobat’s Product Comparison Chart
(http://www.adobe.com/products/acrobat/matrix.html).

Acrobat.com
Launched in May 2005, Acrobat.com offers several innovative, FREE online services. Included
services are:

• File sharing (share your files with others)

• Buzzwords (collaborate on documents)
• My Files (personal file storage)
• PDF Creation (limit of 5 total conversions; 200 MB per file limit)
• ConnectNow (live Web meeting/screen sharing; limit of 3 to a meeting)

To sign up, create an Acrobat.com account. You are limited to 5 GB of storage. Premium
account access is available for a fee (http://www.adobe.com/acom/subscriptions/).

Academic Technology and Creative Services : Spring 2010 Adobe Acrobat : Introduction 3
THE ADOBE ACROBAT 9 INTERFACE

3 1

Legend
1 Document Pane – This is the area in which a PDF file is viewed.

Toolbar Well – Houses several different toolbars that provide shortcuts to many of the
2
menu commands.

Navigation Pane – Different panels available in Acrobat can be anchored in the navigation
3
Panel. The screenshot shows the default panels as tabs, with the Pages panel selected.

Document Pane
Depending on which of the viewing options you’ve selected, a document displayed in the
document pane may display differently. See the Viewing and Navigating section of this
handout.

Academic Technology and Creative Services : Spring 2010 Adobe Acrobat : Introduction 4
 Toolbar Well
This area of the Acrobat interface can be customized by the user. Toolbars docked in the
Toolbar Well can be removed (undocked) or docked in a different location in the Acrobat
window. Individual toolbars can also be customized by the user (add/remove different tools).

Default toolbars in the Toolbar Well include:

▪ Tasks toolbar. The Tasks toolbar contains editing and document-handling tools.
Among these tools are options to creating a PDF and adding password security to a
PDF document.

▪ File toolbar. The tools available on the File toolbar can

be used for general tasks such as opening, saving, and
printing a document.

▪ Page Navigation toolbar. This toolbar contains tools used to

navigate through a PDF.

▪ Select & Zoom toolbar. Tools accessed via the

Select & Zoom toolbar can be used to view a
PDF or select and view text.

▪ Page Display toolbar. The tools on this toolbar are used to display
the pages of a PDF in a certain way, such as by single page,
continuous, or two at a time.

To add or remove a tool from a toolbar, right-

click (ctrl+click for Mac users) on the
toolbar, then select or deselect a tool (see
screenshot at right).

To add a toolbar to the Toolbar Well , right-

click (ctrl+click for Mac users) anywhere
within the Toolbar Well area, then select
a toolbar to see from the context menu
that appears. Toolbars can also be added
Right-click (or
or removed from the View menu (then
ctrl+click) on a
select Toolbars).
toolbar to access
more tools.

Academic Technology and Creative Services : Spring 2010 Adobe Acrobat : Introduction 5
Navigation Pane
The Navigation Pane is similar to the Toolbar Well in that it acts as a docking station (or
container) for various Acrobat tools. Tools docked in the Navigation Pane are called Panels.

The Navigation Pane is collapsed by default. However, a document can be saved in such a way
that the panel is expanded on opening the document in any PDF viewer.

All panels offer an Option menu that can be used to select additional options for a tool:

The Pages panel Options menu The Bookmarks panel Options menu

VIEWING AND NAVIGATING IN ACROBAT

There are several different methods to view PDFs in Acrobat. The Select & Zoom toolbar,
Page Display toolbar and Window menu provide different ways to view or navigate a PDF.

The Select & Zoom Toolbar

In addition to the zoom tools available in most programs
(zoom in/out), Acrobat provides other viewing options:

▪ Actual Size: Page is displayed at its original size.

▪ Fit Page: Page is displayed at maximum size to fit the
document window.
▪ Fit Width: Page is displayed at maximum width
without clipping – if data only appears on the center
of a page, the page zooms in to fit the data.

To access viewing tools that are not displayed on the Select &
Zoom toolbar, right-click on the toolbar (ctrl+click for Mac users)
to display additional tools (shown in screenshot to the right).

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The Page Display Toolbar
The Page Display toolbar provides navigation tools that
allow a user to view a PDF differently between pages.
Some of these tools include:

▪ Single Page view: Useful for viewing one page

of a PDF at a time (as you scroll, only one page
is displayed at a time).
▪ Continuous view: More than one page is
displayed at a time when you scroll through a
document (scrolling is “continuous”).
▪ Two-Up view: Two pages are displayed side-by-
side in the document page (two pages at a time
are displayed).

To access viewing tools that are not displayed on the Page Display toolbar by default, right-
click (ctrl+click for Mac users) to display additional tools (shown in screenshot above).

The Window Menu

If you tend to work with multiple PDF files, you’ll find the Window menu in Acrobat to be
very useful.

▪ Cascade view: Open files appear cascaded with title bars visible.
▪ Tile view: Documents are arranged either horizontally or vertically with each
document appearing in a different frame.
▪ Split view: Open documents are split horizontally.

Academic Technology and Creative Services : Spring 2010 Adobe Acrobat : Introduction 7
CREATING PDF FILES

PDF documents look the same printed as they do on-screen. Users do not
need the originating application to view the file, fonts, and multimedia
objects (such as graphics) because they are included in the PDF document.
Acrobat Reader is the only application needed in order to view a PDF file.

Adobe Acrobat 9 offers several methods to create PDF documents:

▪ PDFMaker (usually represented by an Acrobat button in MS Office products)

▪ Distiller (Adobe PDF “printer” accessed from the Print menu in most applications)
▪ Convert to PDF (accessed from within Acrobat)

Are you a Mac User?

If you’re using the Macintosh platform, consider the following items, in terms of
PDF creation:
• Although the Macintosh platform has built-in PDF creation capabilities (from
Print > PDF (or Save As), PDF files created using this method may not be
suitable for Web or email publishing (due to file size). This type of PDF also
may NOT contain elements required for accessibility.
• PDFMaker is not available on the Mac platform at this time. The capability
might appear to be present, but it does not work. The Distiller option (Adobe
PDF from the Print menu) does work. If posting to the Web, see below.
• Because PDFMaker does not work on the Mac, creating an accessible PDF
document will take a little more work on your part. Refer to the PDF
Accessibility section of this handout (at the end) for more information.
• If you are running Mac OS version 10.6 (Snow Leopard) or higher, the Adobe
Distiller will not work as described in this handout. To use Distiller, you must
be running Adobe Acrobat 9.1.3 or higher. After installing this version, create
your PDF files by going to the Print menu > PDF > Save as Adobe PDF
(as shown in this screenshot). If publishing your PDF to the Web, choose
“Smallest File Size” when choosing a conversion option for PDF Settings.

Academic Technology and Creative Services : Spring 2010 Adobe Acrobat : Introduction 8
Using PDFMaker
After Adobe Acrobat is installed, PDFMaker will appear as an option to create PDFs within
Microsoft Office applications and Lotus Notes.

BEFORE converting a document to PDF using PDFMaker for the first time, make sure that
settings for PDFMaker have been set properly. PDFMaker settings can be accessed via the
Preferences menu (Office 2007), the Acrobat Convert menu in Internet Explorer, or from the
Change Conversion Settings… menu option (Office 2003). In particular,

• From the Settings tab, Create Bookmarks,

Add Links, and Enable Accessibility… should
be checked. This is especially important to
ensuring that accessibility requirements are
met.

• Under the Bookmarks tab, Convert Word

Headings to Bookmarks should be checked, to
aid in document accessibility.

Some PDFMaker Preferences differ slightly between applications. Application preferences can
be accessed via that application’s tab on the PDFMaker preferences window (in the screenshot
above, the “Word” tab is for Word preferences). Some notable preferences for PDFMaker are:

• MS Word
o Convert comments or footnote/endnote links
• MS Excel
o Fit worksheet to a single page or fit to paper width
o Select sheets to include in PDF
• MS Powerpoint
o Convert multimedia
o Preserve slide transitions
o Convert hidden slides and speaker notes
o Select a slide range to convert to PDF
• MS Internet Explorer
o Create PDF tags (recommended for PDF accessibility)
o Embed multimedia content (like Flash video)
• MS Outlook
o Output or append to a PDF Portfolio (useful for establishing an email archive)
o Include attachments in the PDF file
o Enable automatic archive

ACCESSIBILITY : Because of added support for accessibility, PDFMaker

should be your first choice for creating PDF files. See the section in this handout
regarding PDF accessibility for additional information.

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Using PDFMaker to Convert Word, Excel, or Powerpoint Files
To create a PDF using PDFMaker,

step 1. Open the

document in the
application that
was used to create
it. If you make
any changes to the
document, make
sure that you re-save before continuing.
step 2. Click the Acrobat tab (Office 2007), then click the Create PDF button. You can also
use the Save As --> Adobe PDF option found on the Office menu.
a. Office 2003 users, click the PDFMaker toolbar icon [ ] or click the Convert to
Adobe PDF menu option located on the Adobe PDF menu.
step 3. From the Save PDF File As dialog box, verify the Save in location for the resulting
PDF and provide a name for the new file.
step 4. Click Save.
step 5. If the new PDF document does not open right away in Acrobat, start Acrobat and
open the file from there to verify that the PDF appears correct.

Using PDFMaker to Convert Web Pages

If you’re using Internet Explorer, you can use
PDFMaker to convert Web pages. If you’re using
another browser, you are limited to using Distiller to
convert to PDF. You can also select a portion of a
Web page, and convert that content to a PDF file.

Using PDFMaker to Convert/Archive

Outlook Email Messages
By default, email messages saved using
PDFMaker in Outlook are displayed in a PDF
Portfolio, in a format especially suited for email
archives. Email messages can be converted to
single PDF files or into the portfolio format.
Email message can be converted manually - as
single PDF documents or as multiple files.
Archives can also be set up on a schedule, so that
a PDF archive can be created or updated
automatically.

Academic Technology and Creative Services : Spring 2010 Adobe Acrobat : Introduction 10
Using Distiller
If you have very specific color or print settings that you would like to apply to a PDF, or if
PDFMaker is not available to you, you should use Acrobat Distiller to convert your document
into PDF. The Distiller should be used when a document is strictly intended for printing
purposes (and will not be posted on the Web). If you are posting on the Web, but are forced to
use Distiller to create your PDF file, you will want to make sure that your PDF is fully accessible
before posting (see the Sac State Creating Accessible PDF Documents handout
(http://www.csus.edu/training/handouts/workshops/creating_accessible_pdfs.pdf).

BEFORE converting a document to PDF using Distiller for the first time, make sure that settings
for Distiller have been set properly. Distiller settings can be accessed in Acrobat via the Acrobat
Distiller menu option located under Advanced > Print Production (see screenshot below).

Acrobat Distiller comes as an installed component with Adobe Acrobat. It behaves like a
printer on your computer system in that it is accessed via the print menu in most applications.
Distiller “prints” a document, but that document [PDF file] is saved as a file.

To convert a document to PDF using Acrobat Distiller:

step 1. Open the document in the application that was used to create it. If you make any
changes to the document, make sure that you re-save before continuing.
step 2. From the File or Office menu, select Print…
step 3. Using the Print dialog box, select the printer labeled Adobe PDF and click OK.

step 4. From the Save PDF File As dialog box, verify the Save in location for the resulting
PDF and provide a name for the new file (unless you specify otherwise, the new PDF
document will be saved in the same location as the original file with the original file
name + the .pdf extension).
step 5. Click Save.
step 6. If the new PDF document does not open right away in Acrobat, start Acrobat and
open the file from there to verify that the PDF appears correct.

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Using Convert to PDF (within Adobe Acrobat)
Most PDF documents originate in another application and then are converted into the PDF
format.

Several common approaches can be used in

Acrobat to convert a document to PDF:

• From File: Convert one or more

documents on your computer into the
PDF format.

• From Scanner: If you have a scanner

connected to your computer, scan a
document directly into Acrobat (PDF)
from your scanner. Before you begin, we recommend that you review the Sac State
handout Creating Accessible PDFs
(http://www.csus.edu/training/handouts/workshops/creating_accessible_pdfs.pdf).
See the section titled Advanced Topic: Working with Scanned Documents.

• From Clipboard: Create a PDF instantly from a clipboard image.

• Assemble PDF Portfolio: A PDF Portfolio is a special type of PDF “package” used to
display a collection of files (don’t have to be PDF files).

• Merge Files into a single PDF: When this option is used to create a PDF document,
more than one file can be converted at a time -- HOWEVER, the files selected are
merged into one PDF document. Once you have selected documents to merge into one
PDF, you are given the option to select individual pages from documents that you’re
merging (MS Word), individual worksheets (MS Excel), or certain slides (MS Powerpoint).

All of these options can be found by going to the Create PDF task menu from within the
Acrobat program, or from File > Create PDF.

Convert to PDF settings can be accessed in Acrobat via the Convert to PDF tab located on the
Preferences menu (Edit>Preferences for PC users; Acrobat>Preferences for Mac users) then
choose Convert to PDF).

TIP : PDF documents are not saved automatically using the methods listed in
this section. To save a document, access the Save or Save As menu options
located under the File menu.

Academic Technology and Creative Services : Spring 2010 Adobe Acrobat : Introduction 12
MODIFYING PDFS

EDITING PAGES
Pages within a PDF can be inserted, removed, extracted or even reordered. These functions
can be performed directly from the Pages panel. By default, the Pages panel should be docked
in the Navigation Pane. If it is not in the Navigation Pane, add it by going to View >
Navigation Panels > Pages.
Left-click, hold and drag using the vertical bar at
the top of the Pages panel to dock it in the
Navigation pane (see screenshot at right).

Click on the Pages panel icon in the Navigation

pane to expand the Pages Panel.

Left-click, hold
The Pages and drag over to
panel icon the Navigation
Pane to dock.

Inserting Pages
When inserting pages into a PDF document from one or more PDFs, all PDF documents
involved should be open within Adobe Acrobat, in order to use the method described below.

step 1. Expand the Pages panel on both PDF documents.

step 2. Tile the documents by selecting Window > Tile > Vertically.
step 3. Click on the page to be inserted, hold down the left mouse button and drag it to the
Pages panel of the other document (see screenshot below). A vertical bar will appear
in the Pages panel at the point where the page will be inserted.
step 4. Release the mouse button to insert the page.

Academic Technology and Creative Services : Spring 2010 Adobe Acrobat : Introduction 13
To insert pages from PDF files that are not open, or from a clipboard image, use the Option >
Insert menu (or right-click (or ctrl-click for Mac users) in the Pages panel).

TIP : The above process acts like a Copy/Paste; a page is “copied” from one
document and “pasted” into another. To perform a Cut/Paste, hold down the
Control Key as you click and drag.

Removing Pages

step 1. Select the page you would like to remove by clicking on it once (from the Pages panel).
step 2. Press the Delete button on your keyboard to remove the page.

Extracting Pages
When pages are extracted from a PDF, a new PDF is created containing the extracted pages.

step 1. Select the pages from the Pages panel that are to be extracted (Hold the Control key
down on the keyboard to select multiple pages).
step 2. Right-click (or ctrl-click for Mac users) and select Extract Pages from the context menu.
step 3. Select the option labeled Delete Pages After Extracting if you’d like the extracted
pages to be deleted from the original document.
step 4. Click the OK button to extract the pages.

TIP : Page editing functions can also be performed via the Options menu on
the Pages panel or from the Acrobat Document menu.

Reordering Pages
Reordering pages can be facilitated by
expanding the Pages panel all the way to
the right.

step 1. On the Pages panel, click on a

page, hold down the left mouse
button and drag it to the point at
which it is to be moved. A
vertical bar will appear in the
Pages panel at the point where
the page will be inserted.
step 2. Release the mouse button to
insert the page.

Academic Technology and Creative Services : Spring 2010 Adobe Acrobat : Introduction 14
Editing Text
Text contained in a PDF document should almost always be edited using the original authoring
application. However, there are times when a quick edit is required.

The TouchUp Text Tool

Used only for minor edits, the TouchUp Text tool enables you to edit or insert text.
Oftentimes, this function will not work due to font permissions and therefore all editing must be
done within the original authoring application.

To access the TouchUp Text tool, you will need to reveal the Advanced Editing toolbar.
Choose Tools > Advanced Editing > Show Advanced Editing Toolbar.

The TouchUp
Text tool

To use the TouchUp Text tool,

step 1. Select the TouchUp Text tool from the Advanced Editing toolbar by clicking once
on it (see screenshot above).
step 2. Click on the page, next to the text you’d like to edit. Make your changes.
step 3. To commit your changes, make sure you save the file when you’re done (File > Save).

TIP : When using the TouchUp Text tool, the Edit > Undo option is not
available. You can, however, revert to the last saved version by choosing File >
Revert.

Initial View
Initial View is the page view that a user will see upon opening a PDF. This view can be set
within each document.

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Opening views available from the Initial View menu include different page layouts, the option
to show navigation panels, and the default magnification.
To set the opening view for a PDF document,

step 1. Click File > Properties.

step 2. Click the Initial View tab from the
Document Properties window
(see screenshot at right).
step 3. Use the options available on the
Initial View tab to set up your
document’s default opening view.
step 4. Click OK to commit your changes.

Any edits that are made to the Initial View

options will not take affect until the PDF is
saved.

BOOKMARKS & HYPERLINKS

Bookmarks
Bookmarks can be added to a PDF to aid the user in navigating the document. Bookmarks that
have been added are available via the Bookmarks panel from the Navigation pane:

The Bookmarks
panel – expanded
with bookmarks
visible.

When a bookmark is clicked, the user is taken to the location in the document that is marked by
the bookmark.

The easiest method to include bookmarks in a

PDF is by starting with a Word document that
takes advantage of Word styles. When
PDFMaker is used to create a PDF from a Word

Academic Technology and Creative Services : Spring 2010 Adobe Acrobat : Introduction 16
 document, Word headings (part of Word styles) are, by default, converted to bookmarks.

Adding Bookmarks
If bookmarks don’t already exist in a PDF, there are several ways to add them – 1) By using the
Bookmarks Option menu, 2) By clicking the Create new bookmark button or 3) By right-clicking within the
document and using the context menu.

If you select text to be used before a bookmark is added, that text will appear as the label for the
bookmark. Otherwise, the new bookmark will need to be labeled.

1) To add a bookmark using the Bookmarks Options menu,

step 1. Navigate to the page to add a bookmark to.

step 2. If there is text on the page you’d like to use as the new bookmark label, use the Select
Text tool [ ] (located on the Select & Zoom toolbar) to select the text.
step 3. Click the Bookmarks tab in the navigation pane to expose the Bookmarks panel.
step 4. Click the Options menu [ ] in the Bookmarks panel and select New
Bookmark. A new bookmark will be added to the Bookmarks panel.

2) To add a bookmark by clicking the Create new bookmark button,

step 1. Navigate to the page to add a bookmark to

step 2. If there is text on the page you’d like to use as the new bookmark label, use the Select
Text tool [ ] (located on the Select & Zoom toolbar) to select the text on the PDF.
step 3. Click the Bookmarks tab in the Navigation pane to expose the Bookmarks panel.
step 4. Click the Create new bookmark button [ ] in the Bookmarks panel. A new
bookmark will be added to the Bookmarks panel.

3) To add a bookmark by using the context menu (right-click to get the context menu),

step 1. Navigate to the page to add a bookmark to.

step 2. If there is text on the page you’d like to use
as the new bookmark label, use the Select
Text tool [ ] (located on the Select &
Zoom toolbar) to select the text on the
PDF.
step 3. Right-click (or ctrl-click for Mac users) within
the document and select Add Bookmark
from the context menu that appears (see
screenshot at right).

TIP : Looking for a quick way to add bookmarks? Select the text on the page

Academic Technology and Creative Services : Spring 2010 Adobe Acrobat : Introduction 17
 that will be the bookmark, then hit ctrl+b (cmd+b for Mac users) to create the new
bookmark.

Hyperlinks
Text can be converted into a hyperlink using the Create Link function. This method can only
be used with existing text. To turn a non-text element into a Link, use the Link tool, located on
the Advanced Editing menu, but be aware of accessibility requirements if posting to the Web
(http://www.csus.edu/training/handouts/workshops/creating_accessible_pdfs.pdf).

The easiest method to include hyperlinks in a PDF is by starting with a Word document
containing links. When PDFMaker is used to create a PDF from a Word document, hyperlinks
are retained as such in the resultant PDF (by default). If this option is not available to you, try
using the Create Links from URLs option under Advanced > Document Processing.
Acrobat will create links from text that appears to be a URL (http://www…)

TIP : Be aware of the fact that Acrobat/Reader 7 and higher automatically

recognizes hyperlinks in a PDF, and makes them “clickable”. These are NOT
true PDF hyperlinks (neither are they accessible). Folks running older versions
of Acrobat/Reader will not be able to use these links. To turn off hyperlink
recognition, in order to identify “fake links” in your PDF, deselect the
Acrobat/Reader preferences option to Create Links from URLs (Mac: Acrobat
> Preferences > General; PC: Edit > Preferences > General).

Creating a Hyperlink
To manually create a hyperlink from text in a PDF:

step 1. Click the Select Text tool [ ]

from the Select & Zoom
toolbar.
step 2. Locate the text to use as the
hyperlink and select it.
step 3. Right-click (or ctrl-click for Mac
users), then select Create Link
from the context menu. Select the text
step 4. From the Create Link window that should be a
that appears, choose the option labeled Open a web page. hyperlink.
step 5. Click Next.
step 6. Type in (or paste) the full Web address for the new hyperlink (include the protocol
“http”).
step 7. Click OK to complete the link.

Academic Technology and Creative Services : Spring 2010 Adobe Acrobat : Introduction 18
To test a hyperlink, switch back to the Hand tool [ ] located on the Select & Zoom
toolbar.

To edit a hyperlink, use the Select Object tool [ ], located on the Advanced Editing
toolbar. Double-click a hyperlink, using this tool, to edit it.

EXPORTING TEXT TO A WORD PROCESSOR

Several methods can be used to export text (or images) from a PDF to a word processor (such
as Microsoft Word). If results aren’t satisfactory with one method, try another. However,
results are usually never 100% accurate. If you have the original document, it would be best to
return to that for editing. If the original document was an image, these methods will not work.

Method #1: Export to a Word document

If the PDF was originally created in Microsoft Word
and PDFMaker was used to create the PDF, the
exported file will probably look closer to the original.

step 1. Click the Export option on the File menu.

step 2. Choose Word Document from the menu.
step 3. Choose a location in which to save the
document using the Save As window.
step 4. Click the Save button to begin the conversion.

Method #2: Select/copy, paste into a Word document or other application

This method works best with Microsoft Word, although others can be used (such as Excel).

step 1. Choose the Select Text tool [ ] from the Select & Zoom toolbar.
step 2. Select the text to copy by left-clicking and dragging across the text.
step 3. Click ctrl+c (cmd+c for Mac users) to copy the text (or right click > select Copy).
step 4. Open up the file (probably a Word document) to paste the copied text into.
step 5. Click ctrl+v (cmd+v for Mac users) to paste the text into the document.

Method #3: Export as plain text

Oftentimes, the best method is one that just extracts the content, not necessarily the formatting
of a PDF. This method will extract only the text from a PDF.

step 1. Click the Export option on the File menu.

step 2. Select Text from the Export menu.
step 3. Choose a location in which to save the document using the Save As window.
step 4. Click the Save button to begin the conversion process.

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 TIP : Interested in exporting images only? To export images one at a time, use
the Select Text tool from the Select & Zoom toolbar. Double-click the image
using the tool, then right-click (ctrl+click for Mac users) and choose Save Image
As… from the context menu. To export all images at once, go to Advanced >
Document Processing > Export All Images…

PDF ACCESSIBILITY

Adobe Acrobat is compliant with federal regulations mandating document accessibility for
visually or motion-impaired users. This means that a screen reader can read a document aloud
in a similar manner to how it would be read by a sighted person. For a PDF to be fully
accessible, though, methods used to create the original file and PDF are important

PDF documents are the most accessible (“tagged” correctly) upon conversion to a PDF when
they’ve been converted using PDFMaker. If you are unable to convert your file to PDF using
PDFMaker, there are tools available in Acrobat that can be used to make your PDF accessible.
Starting with an accessible PDF in the first place, however, will reduce the amount of manual
labor, in Acrobat, that is required to make the PDF accessible.

To increase the accessibility of a PDF, follow these suggestions before converting the file using
PDFMaker (PDFMaker requirement and items below apply to MS Word documents):

▪ Add alternative text to all images in a document.

▪ Use styles throughout your document (Heading 1, Heading 2, etc).
▪ Use simple tables and bulleted lists.
▪ When using columns, use the column feature in the application, not a table.

As you increase your knowledge about PDF accessibility, you may add more to the list above.

Are you a Mac User?

As you recall from previous sections, PDFMaker is not available to Mac users.
Also, the ability to add alternate text to images is not available in Office 2008
applications. To create a PDF file that fulfills accessibility requirements, you can
take one of the following approaches:
• Create your document using styles, if possible, then use MS Word on the PC
platform to add alternate text to your images and convert your file to PDF.
• Use OpenOffice instead of Office 2008 (this program has the capability of
converting to an accessible PDF file).
• Convert your file to PDF on your Mac, but then use accessibility tools in
Acrobat Professional to fix accessibility problems.

Academic Technology and Creative Services : Spring 2010 Adobe Acrobat : Introduction 20
 Remember – if your PDF files are not being made available to a general audience,
accessibility requirements do not apply.

For additional information on creating accessible PDF documents, refer to the accessibility
handouts listed in the accessibility section of the ATCS training handouts Web page
(http://www.csus.edu/training/handouts/). You can also sign up for the ATCS workshop on
PDF Accessibility (“Adobe Acrobat: Creating Accessible PDFs”), offered each semester
(http://www.csus.edu/training/).

ACROBAT RESOURCES

PDF Accessibility

Accessibility at Sacramento State

http://www.csus.edu/accessibility/

Adobe's Accessibility Resource Center

http://www.adobe.com/accessibility/

California State University Accessible Technology Initiative Resources

http://www.calstate.edu/accessibility/resources/

WebAIM's PDF Accessibility Site

http://www.webaim.org/techniques/acrobat/

Web Accessibility For All Tutorials (University of Wisconsin-Madison)

http://www.cew.wisc.edu/accessibility/tutorials/

General

Adobe Acrobat at Sacramento State (ATCS)

http://www.csus.edu/atcs/tools/acrobat/index.stm

Adobe Design Center (tutorials)

http://www.adobe.com/support/acrobat/

Adobe Video Workshop (tutorials)

http://www.adobe.com/designcenter/video_workshop/

AcrobatUsers.com Learning Center

Academic Technology and Creative Services : Spring 2010 Adobe Acrobat : Introduction 21
 http://acrobatusers.com/learning_center/tutorials

Planet PDF
http://www.planetpdf.com/

RESOURCES

Faculty / Staff Resource Center

Located in ARC 3012. Assistance available on walk-in basis.
FSRC Website - http://www.csus.edu/irt/acr/fsrc/

Training & Tools eNewsletter

To receive email notification regarding online seminars, new technology/tools, and other online
teaching, technology and learning events, fill out and submit the Training & Tools eNewsletter
request form - http://www.csus.edu/atcs/tools/newsletter/request-form-ait-news.stm.

Getting Help
University Help Desk
(916) 278-7337 or helpdesk@csus.edu

Academic Technology Consultants

http://www.csus.edu/atcs/contact.htm
1on1 Help @ ATCS on Thursdays 1-4 pm in ARC 3005 (no appointment needed)

Help Desk - Problem Reports & Contact Information

http://www.csus.edu/irt/helpdesk/contact.stm

Training Requests
training@csus.edu

Campus Resources
Training
http://www.csus.edu/training

Training Handouts

Academic Technology and Creative Services : Spring 2010 Adobe Acrobat : Introduction 22
 http://www.csus.edu/training/handouts

Online Tutorials
http://www.csus.edu/atcs/tools/training/tutorials.stm

Educational Tools
http://www.csus.edu/atcs/tools

Accessibility at Sacramento State

http://www.csus.edu/accessibility

Academic Technology and Creative Services : Spring 2010 Adobe Acrobat : Introduction 23