Adobe Acrobat 9 Pro

Initiating and tracking multiple reviews, participating in others, and trying to keep it all straight isn’t simple. Fortunately, Acrobat offers the Tracker to help you keep tabs on the process.

In Adobe Reader 9, choose View > Tracker. In Acrobat 9, choose Track Reviews from the Comment task button pop-up menu. All your current reviews, both those you’ve initiated and others in which you’re participating (and any servers with which you’re working), are listed in the left column of the window. Open or collapse categories in the Tracker by clicking the corresponding icons to the left of the category name.

The range of activities and checks you can perform in the Tracker include the following:

• Updates. Click Latest Updates to display information about your reviews. You can also access links for managing and creating more reviews. If the name of a review is shown in bold in the left pane, the review has been updated in some way—new reviewers or comments were added, or the deadline has been updated. If you like, turn on notifications that display icons and pop-ups when an update occurs.
• Viewing a review’s details. Click the name of a review in the left pane to show the review’s details, including a list of participants and the date and time the review was started. From the review’s details view, click View Comments to open the tracked file in Acrobat. Click the File Location link in the right pane to open the document in either Acrobat or Adobe Reader 9, depending on which program you’re using.

  TIP

  A large review—for example, one with dozens of participants—can be tiresome to scroll, even using the slick Tracker interface. To keep a snapshot of a review, right-click (Mac: Control-click) the review’s name in the left pane of the Tracker. From the shortcut menu, choose Create PDF from Tracker Details. All the content that you review in the right pane of the Tracker is converted to PDF.

• Communications. Select a review from the list in the left pane, and click Email All Reviewers or Add Reviewers to open the appropriate dialog boxes.

  NOTE

  The Tracker in Adobe Reader can only view incoming reviews; you can’t initiate a new review, email the reviewers, add more reviewers, or send a review reminder.

• Servers. You can check on the servers you’re using for reviewing. (Unless you’ve set up an internal server system, however, you’ll see Acrobat.com listed as the only server.) Click the server’s name in the left pane to show the details in the right pane, including the names of files served from that location and the status of the workflow. If you see a green checkmark, the server is functioning properly.
• Ending a review. When a review is initiated, you can specify an end date. Click the date listed in the review’s details in the Tracker and select a different end date, or delete the deadline date. Once a review has ended, the commenting tools are disabled, and your reviewers can’t make any more comments on the review document.
• Cleanup. You can use folders to sort out the reviews in which you’re involved. If you’re the initiator of a review, you can remove it from the Tracker listings by selecting the review’s name in the listing and clicking Delete (the trash can icon). You don’t delete the file itself from your hard drive, but you remove the review files and comments from the Acrobat.com server.
• Add, organize, and view RSS subscriptions. In earlier versions of Acrobat, web broadcast subscriptions and RSS (Really Simple Syndication) feeds were shown in the Tracker. You won’t find them in the Acrobat 9 Tracker, but they aren’t gone. Choose Edit > Preferences (Acrobat > Preferences), and choose Tracker from the category list at the left side of the Preferences dialog box. Select the Enable RSS Feeds in Tracker checkbox and click OK. In the Tracker, you can subscribe/unsubscribe, manage, and read your RSS feeds.

Sort It Out

Suppose you’re involved in one large project with one group, and another project with another group. In the course of your usual workday, you participate in a couple of reviews for each project. Each review adds another line to the list in the left pane of the Tracker. To stay organized, follow these steps:

1. Right-click (Mac: Control-click) the Sent or Joined labels in the Reviews section of the Tracker and choose Create New Folder. In the resulting dialog box, name the folder and click OK.
2. Right-click (Mac: Control-click) a review’s name to open the shortcut menu, choose Send to Folder, and select the new folder you added. The review is added to the folder.
3. Repeat as necessary until your Tracker structure is simplified and organized.

In addition to adding existing audio files, you can record your own audio files to use in Adobe Presenter presentations. Recorded files are saved in MP3 format.

To record audio, choose Adobe Presenter > Record Audio and read the test message. When the Input Level shows OK, click OK to open the Record Audio dialog box . Using the controls in the dialog box, add and review audio to use for your presentation.

Consider these tips to ensure that you’re recording the best audio possible:

• Specify the audio recording quality. Choose Adobe Presenter > Preferences > Quality. Select from CD Quality (highest) to Low Bandwidth (lowest). Balance the required quality against the file size; the higher the quality, the greater the file size.
• Preview the audio as you record it in the Audio Editor. (You can also preview later from the PowerPoint window.) Choose Adobe Presenter > Edit Audio > View > Slide Show to display the Edit Audio window overlaying the presentation slides.

Use video you import from other locations, or record and customize it directly through Adobe Presenter—perfect for adding those “talking head” features to your presentation:

• Choose Adobe Presenter > Capture Video to open the Capture Video dialog box. Choose the slide to which you want to link, select the desired device and quality, and click Record. Click Stop when finished recording, and review by clicking Play. When you’re done, click Save to open a dialog box where you can name the file and choose a storage location.
• Select the slide where you want to add the video, and choose Adobe Presenter > Import Video. Select the video to import, click Open, and wait while the file is processed. You’ll see a white box overlaying the slide on which the video is placed.

Regardless of the method you use for bringing video into a presentation, you can edit it via Adobe Presenter. Here’s how:

1. Select Adobe Presenter > Edit Video to open the Edit Video dialog box.
2. To preview the clip, click Play; click Stop/Pause to stop the preview.
3. If desired, adjust the length of the clip by dragging the start and end markers in from the edges of the playbar.
4. Specify other features for the video as desired. For example:
   • Choose how to play video by selecting the slide or sidebar option.
   • Choose a Fade or Speed option from the Effects pull-down menu.
   • Choose when to play the video by selecting an option from the Start After pop-up menu. You can indicate a time delay, or specify that the movie will start after the slide’s animation or audio.
5. When you’ve finished your edits, click OK to close the dialog box.
6. Save the file. To view the video, you can either render the project or choose View > Slideshow from the PowerPoint menu.

Acrobat offers some specific commands for working with a portfolio PDF file. Here are a few of those commands:

• From the Home mode, click Modify on the Portfolio toolbar and choose Secure Portfolio from the pop-up menu (or choose File > Modify PDF Portfolio > Secure Portfolio on the program menu) to specify restrictions and set a password.
• From the Home mode, choose File > Export > Export Multiple Files to extract the component files of your portfolio in a selected file format. In the Export Multiple Files dialog box, click Add Files > Add Open Files to specify the portfolio, and click OK. In the Output Options dialog box, select a target folder, specify a naming system, and choose an export format. Click OK to process the files.
• From any viewing mode, choose File > Portfolio Properties to open the Document Properties dialog box, where you can add descriptions, specify security, and so on.
• From any viewing mode, select an imported movie file and choose Modify > Convert to Flash Movie to change the file’s format.

Sometimes a portfolio can become very large, and it’s not always easy to keep track of your content. Fortunately, Acrobat offers a customized search feature that lets you search everything in your portfolio, including the information listed in Details mode, and in non-PDF files. To search the files in a portfolio, follow these steps:

1. Type the terms in the Search field and click Search.

   NOTE

   You can set some criteria from the pop-up menu, including Whole Words Only and Case Sensitive. The Search Entire Portfolio option is selected by default, and cannot be deselected.

2. Review the returns shown in the Search Results dialog box

1. Click a return to read the file’s details. If you’re in Details mode, the file is highlighted in the list; if you’re in Preview mode, the result is highlighted on the page, as shown in Figure 2.
2. Click Previous or Next to review the results.
3. Close the Search Results pane when you’re finished.

Adobe 3D Reviewer is a separate application that’s installed with Acrobat Pro Extended. To open 3D Reviewer outside Acrobat Pro Extended, choose Start > Programs > Adobe 3D Reviewer. If you’re working with a model in Acrobat Pro Extended, you can right-click the model and choose Edit in 3D Reviewer.

You can use Adobe 3D Reviewer to work with 3D files in many ways:

• Merge CAD files
• Compare and measure exact geometry
• Calculate bounding box and physical properties
• Move and delete parts
• Add animations
• Create exploded views and bills of material
• Export to common 3D formats such as Universal 3D (U3D) and raster and vector 2D image files

Making Your Way Around Adobe 3D Reviewer

At first glance (and even second and third), Adobe 3D Reviewer can seem rather daunting. Fortunately, the program offers a number of workspaces designed for different types of workflows. To select one, choose Workspace > Toolbar Presets and then select an option. Choose from these layouts:

• Visualization. This is the default set of toolbars, which includes tools used for viewing 3D assemblies and parts. This configuration displays the Standard, 3D Controls, Default Views, Display Mode, Selection Filters, Hide/Show, and View/Configuration toolbars.
• Design Review. This layout contains tools used for reviewing design projects, such as bounding boxes, markups, and dimensioning tools. This configuration displays the Design Review, Positioning, and Axis toolbars.
• Technical Documentation. This layout is used chiefly by technical writers for building illustrations and animations for manuals and guides. The Play Animation and Snapshot tools are displayed.

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Suppose you want to combine a couple of pages from one document, a table from another, and a block of text from another. You could go to the source documents and programs and rebuild the content, import different formats from document to document, and export a PDF file. Or you could try combining the content in Adobe Acrobat, which is often the more efficient approach.

Use the Select tool (located on the Select & Zoom toolbar) to select text, images, and tables, and to perform object-specific actions available from the tool’s pop-up menu of options. Select is an intelligent tool that behaves differently depending on what you’re selecting on a document. The more you click, the more you select:

• Double-click a word to select it.
• Triple-click to select a line of text.
• Quadruple-click to select all the text on a page.
• Press Shift and the left-arrow key or right-arrow key to add text one letter at a time.
• Press Shift-Ctrl (Mac: Shift-Command) and the right-arrow key to add text one word at a time.

1. Click the Select tool on the Select & Zoom toolbar and then click-and-drag over some of the text you want to select. The text is highlighted in the document.
2. Hold the pointer over the selected text for a couple of seconds until the Select Text icon appears. Right-click (Mac: Control-click) to display the context menu, listing options that you can choose depending on the content selected.

If you hover the pointer over a table, the Select Text icon appears. Right-click (Mac: Control-click) to open the shortcut menu. The table-specific options include the following:

• Copy As Table. As its name indicates, this option allows you to copy the table to the clipboard. Open the document into which you want to paste the table, and choose Edit > Paste.
• Save As Table. Name the table in the Save As dialog box that appears when this option is selected, and choose a format.
• Open Table in Spreadsheet. When this option is selected, your spreadsheet application (such as Microsoft Excel) opens and displays the imported table in a new worksheet.

In both Microsoft Word and Microsoft Excel, the tables taken from the PDF document are editable and ready to use.