Excludes 123’, searching will notyield any results, since you have excluded the only
document from the search that contains the Search Phrase.
To include new document information fields in your search, use the Custom Field
setting. Specify its name and type (Date, Integer, or Text).
Use this tool to include specific PDF files or folders in the index file or to exclude
them from it. Use the right panel in the Build Index dialog to locate the PDF, highlight
it, then click Includes or Excludes next to it, depending on your purpose. All included
and excluded files and folders display on the left of the Build Index panel.
For example, if you have a folder entitled PDF Documents with 22 PDF files (from
Doc01.pdf to Doc22.pdf), but you want to include only the first 20 in theindex file,
include the folder, then exclude the files Doc21.pdf and Doc22.pdf.
When you have composed your index file, click Build to create it. If you want to
refresh it any time, make your modifications and click Rebuild.
Important note: Save the index file (.zpi) into the folder that hosts the PDF files that
you have added to the archive. Indexes also create their own filesets during building.
The folder that contains them must also stay in its place of creation.
However, you can move the whole archive together (.zpi file, index subfolder and
PDF files) to a different location on your machine.
When you have built your index, you can specify search criteria for it.
The following settings are available:
Match whole word only –seeHow to search the current file
Match case –seeHow to search the current file
Stemming –only available when searching index files
Search in Comments –seeHow to search the current file
Search in Bookmarks –seeHow to search the current file
More Criteria –seeHow to search folders
Stemming is an index-specific search setting. Use this option to find all words that
have the same root. For instance, type in “look” to find “looks”, “looked”, “looking”
Click Search Nowto start the search. The search results are listed in the Result
panel. It shows the searched text along with nearby words. Click an entry in the
result list to see its page with the searched text highlighted. When you do a folder or
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index search, clicking an entry opens the file at the page containing the searched
text and highlights it.
Select Propertiesin the Document menu or click the Propertiesbutton in the
Navigation panel to show the properties of the document.
Standard fieldsare: Title, Author, Subject, Keywords, Creator, Producer, Created,
Modified, File Path, Size, Security, PDF Version, Page Size, Number of Pages, and
so on. You can modify the value of author, subject, and keyword, but not others.
Custom Defined Fields
Theblue text "Double click to add new item" lets you add a new item name and a
value for the document. You can include application-specific key-value pairs in the
PDF document. Later, other document management applications can retrieve the
information for post-processing.
For example, you can make a custom field searchable by defining it in the custom
field listbefore building the index.
Note:If any property is modified, you will be prompted to save the document before
The Initial View options define how the document will be displayed when it is
opened. These options are stored in the document and will be followed by any
capable PDF viewer program.
This displays the security settings for the document. You can changethese by giving
different passwords or permissions.
1. Open password: If previously specified, all subsequent document readers are
asked to enter the Open password in order to view the document.
2. Permissions password:If previously specified, any document reader must enter
the Permissions password in order to modify document permission settings.
3. Encryption Level:Specify the security bits to be used --either 40 bits (PDF 1.3
compatible) or 128 bits (PDF 1.4 compatible).
4. Document permission settings:Control the permission for printing, changing.
copying, annotating, or modifying the document. You can also enable or disable
text access for screen reader devices for the visually impaired.
With 128-bit encryption, choose changing permissions:
Creating, inserting, deleting, and rotating pages
Filling in form fields and signing
Commenting, filling in form fields, and signing
Any except extracting pages.
With 128-bit encryption, choose printing permissions: None, Low Resolution or High
Resolution. Also enable or disable copying of text, images, and other content.
Use Properties / Fontin the Document menu to show all the fonts referenced in the
document. This helps you to understand whether font substitution is used to show
unavailable fonts; or if fonts are embedded in the document.
By drag-and-dropping page thumbnails (miniature pages) in the Pages palette, you
can assemble or rearrange document pages. To do this with multiple documents,
open them and choose a tile command in the Window menu to see them next to one
Clickone or more page thumbnail numbers to select one or more pages and drag to
any page location in the document –or drag selected pages to another document.
Click with Shiftor Ctrlto select multiple pages. The selected pages are inserted
before the page with a red vertical bar beside it.
Drag pages out off the Pages palette to delete them.
Drag the selected pages with the Ctrlkey to copy pages to a new location within the
document. You can also copy pages to a different document by dragging a page
selection to another document’s Pages palette.
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Edit Menu Commands
Use Pagesin the Edit menu to do page operations:
Choose a source file and insert the selected pages intothe current document.
Copy the current or selected pages from the open document and place them in a
new unnamed PDF file. The Extract Pages dialog box lets you choose Current
Page, Rangeor Choose Pages. The Delete after extractioncheck box allows you
to delete the extracted page(s) from the source file.
Delete selected pages from the current document.
First drag the crop area and adjust it, and then double click to show the Crop Pages
dialog box where you can decide pages to be cropped and control the
Select pages to be rotated and decide the angle. The
Rotatebuttons on the
toolbar only rotate pages for viewing temporarily. In contrast, this Rotatecommand
modifies the document itself and becomes permanent afteryou save the file.
Rotate Page View
Rotatebuttons to rotate the page view clockwise or counter clock
wise. This does not change the document itself, it is just a different viewing mode.
Go Back or Forward
buttons toshow previous or next page view.
Handtool to move around the page in Document View. You can specify
in Preferences to have a click on the Handtool scroll the page view downwards
automatically at the speed of your choice.
When scroll is on, you see this icon beside the cursor.
Click the minus signto reduce scrolling speed. Click the plus signto speed up
scrolling. Click the left button to scroll the document page by page, or continuously.
Click the right button with the arrow toshow scrolling direction (upwards or
The picture above shows that downward scrolling is happening, page by page. If you
do not want automatic scrolling, select Do nothingin Preferences
Interface / Click Hand Tool.
Dynamiczoom tool allows you to enlarge or reduce page view according to
the mouse movement.Or, you can click or drag the Zoom-inor Zoom-outtools to
change the page view.
Click the Loupetool to view an enlarged page view within the loupe area. You
can change the scale of the loupe and move the loupe freely within the program
Annotating /Markup Document
The following annotations are available.
Bookmark:Similar to a table of contents. When clicked, a bookmark performs
the actions associated with it –such as go to a page view.
Link:Define a “Hot Area” on pages. When a user clicks inside the hot area, the
link performs the actions associated with it –such as displaying another
Note:This is like a sticky note, and can be “glued” on top of the document page.
Text Box: Enter text phrases directly on pages with selectable font, style, color,
Drawing:Enter graphic objects –or even a stamp, directly on pages with
selectable shape, color, and other property settings.
Markup:Emphasize text parts on pages with highlight, strike-out, or underline.
Attachment:Attach files, sounds, movies to the document.
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Annotationtools like Note, Text Box, Draw, Markup, and Attach File share many
common properties as described below.
A wide variety of revision tools are offered on the Annotationtools, which is part of
the Main Toolbar. If you cannot see the Annotationtools on the screen, click
Toolbar in the View menu.
The Annotationtools from left to right are: Text Box
, Markup: Highlight
, Attach File
You can sort items (markups, notes, etc.) on the Comments Palette
by author, type,
date, color, etc. or decide whether to show or hide markups of a particular type or
reviewer. Clickan item (e.g. a markup or a note) and use the shortcut menuof the
Comments Palette to accomplish these tasks.
With a simple click, you can go to a specific markup by an author. You may then
reply to the author and sendback your comments.
Bookmark (Bookmark Palette)
Choose Bookmarkand Show Bookmarks Panelin the Edit menu or click the
Bookmarkicon in the Navigation panel to show the Bookmark Palette, where you
can create new bookmarks, rename or delete existing bookmarks.
Click to select a bookmark (with Ctrlor Shiftto select multiple bookmarks), and then
right-click to show the shortcut menu. You can change font style (bold, italic), size,
color, or edit bookmark actions.
Drag the link tool to define a “Hot Area”; and then assign actions to it.
Click or drag a window and enter your comment. The author name will be
automatically inserted in the caption of the note.
Reply: At the lower-left corner of the Note window, you can find the Reply
button. Click this to enter your reply to the noteauthor.
button to the left of the Replybutton to display the reply
history of the selected note in the Comments palette.
Drag a window to enter phrases directly there. The window resizes itself to the text.
Make a text selection to modify fonts, size, style, for the text; and define border color,
line style, fill color, and opacity for the text box.
Double-click in the Text Box to restore its tools.
Use one of the Drawingtools:Pencil, Line, Rectangle, Oval, Polygon,Poligonal
Line, Cloudtool to draw graphics on document pages –with popup comments
Use Highlight, Cross-out, or Underlineto mark a piece of text. See Markup
Stamptool then drag a rectangle with the Stamp cursor to bring the
currently selected stamp to the document page; or select a different stamp. Show all
stamps currently available in your system with Stamp in the Tools menu. You can
create and categorize your own collection of stamps from existing PDF documents
by using the Tools / Stamp /Create Custom Stampcommand. These commands
are also available if you click the arrow beside the Stamptoolin the Main Toolbar.
Create Custom Stamp Panel
File:Browse an existing PDF file.
Page:Use the preview to find the PDF page needed from a multi-page PDF
Group:Assign the newly created stamp to a category.
Name:Enter a name to identify the stamp.
You can rename or delete any custom-created stamps but not predefined ones.
Search:Click this to search for a stamp.
Look in:Displays the Systemand Customgroups. Predefined stamps are
under the Systemgroup, while custom-created ones are under the Custom
Create:Click this to create a new stamp.
Rename:Right-click a custom-created stamp and select Rename, then type in
the box the new name and click Enter.
Delete:Right-click a custom-created stamp and select Deleteor click a stamp
and press the Delbutton. Click OK in the dialog box that appears. The selected
stampwill be deleted.
Attachtools (Attach Fileand Attach Sound) to attach application or
sound files on PDF pages. For example, you can embed the original Microsoft Word
file or the original spreadsheet on a PDF page; so the reviewer can access the
source file if this is needed.
You can specify the “Author”, “Subject”, and “Description” in the Comment
Propertiesfor the attachment icon. Optionally select opacity for the icon
appearance. A reviewer can bring up the source file by double clicking the
attachment icon –so long as the associated application is properly installed.
The item File Attachments in the Document menu shows all files currently attached
to the document.
Choose Tools / Attach / Attach Soundand click to display the sound control, to
record a new sound or play an attached sound. The New Attach Sound dialog box
contains the Play/ Stopand Recordbuttons and a Volume bar.
Note:The control is active only if the necessary hardware and software are detected
on your system.
You can select text or image, insert objects, and edit text and objects.
Click the Select Texttool to highlight text data. You may then copythe selected
Click the Select Imagetool to select a page area to be copied.
You can introduce new objects into the current document. Before inserting, browse
to the page where you want to insert an object. The object is first placed in a box on
a layer above the PDF. This lets you resize and reposition the object. When it is
ready you can save the file to have the inserted object included in the real PDF
contents. You can insert a page from a file or a picture from Clip Art.
Drag-and-Drop a File
Within Windows Explorer:
1. Click the mouse button to selecta single file.
2. Drag-and-drop the selected file into the target place.
3. Choose Place Objectfrom the shortcut menuthat appears.
Non-PDF source files will be converted to PDF before importing. You will be
prompted to select a page in the case of multi-page documents. Page contents will
be copied from the source to the target document page without distortion.
You can insert both pre-defined and custom created cliparts. Cliparts are grouped in
Choose Clip Artsin the Edit menu to add a clipart to the current document page.
The Clip Art panel appears in the Organizer:
To insert a pre-defined clipart
Drag a pre-defined clipart from the Organizer to the desired location on the page.
Then resize or reposition it and save the PDF to include it in the real PDF
contents. By default all clipart categories are displayed.
To create a custom defined clipart
1. Choose Create Custom Clip Artunder Clip Arts in the Edit menu, or click
Createin the Clip Art panel in Organizer.
2. Browse for a source file to be reused in future as a clipart.
3. Assign a category and a name to it.The newly created custom clipart will appear
in the Clip Art panel.
4. Click Select Group(s)to see the structure of all (system and custom) clipart
categories in the Clip Art panel ofthe Organizer.
5. Click Manageat the bottom of the Clip Art panel to add, delete, or rename your
After inserting the objects, you can freely move, scale or rotate them.
Click on the target object, itwill be selected.
Drag to move it to a new location.
Drag the scale handles to re-size the object.
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