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Document Security
To modify the security settings for your document, click Document >
Document Properties and choose the Security tab. This will always
display your current settings. You can choose to protect your document
by passwords or Certificate security at different levels.
Searching and Indexing Documents
You can carry out text searches in the currently open PDF, all PDFs in a
given folder or on a pre-built index file. Searches can be done using a
single string, multiple search strings, patterns or masks. Use the
Organizer to specify the search criteria. A PDF Index file (.zpi) is a
searchable archive of PDF documents. Click Document > Indexing to
create a new index, modify an existing one or to work with embedded
indexes.
Windows Desktop Search
Microsoft offers a Windows Desktop Search facility, to search through
files of different types in specified folders. PDF Converter Professional
provides WDS with the added benefit of including PDF files in these
searches - this includes image-only PDFs.
Reading Text Aloud
Use the command Read PDF in the Tools menu to have the PDF text
read aloud. Choose the current, next or previous paragraph or page or
the whole remaining document. Choose Properties to set the rate and
volume. You can also save the PDF text to a sound file in the wav format.
This facility is powered by the Nuance RealSpeak Solo Text-to-Speech
engine.
PDF Optimizer
Optimize your PDF to best fit its purpose. Click Tools > Optimize PDF
and specify target requirements such as fast web view, object and image
compression, scanned page settings, font embedding and more. You can
also add tags to PDF files, to have their logical structure (paragraphs,
titles, pictures, tables, cells, etc.) identified and logged.
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PDF Printing
In addition to the usual print choices you can choose to print the PDF
with or without comments. You can also print form fields only, allowing
you to print an empty form, fill it electronically, and then print your
responses onto the empty form. The Imposition tools lets you to prepare
PDF pages for physical printing.
Table of Contents
Insert a Table of Contents in your document, based on bookmarks. Open
the bookmark panel, set bookmarks and their ranking, then choose
Table of Contents from the bookmark panel's shortcut menu. The TOC
is useful when the PDF is physically printed and bookmarks are no
longer available.
PDF Document comparison
This lets you compare two PDF files with similar content - typically an
earlier and later version of one document. Access this from the
Document menu, then choose to see a visual or a textual comparison,
with a side-by-side or combined presentation. The latter shows only one
document and marks object or text changes: new text is underlined
while deleted text appears in a marker tooltip.
PDF to Word Document comparison
PDF Professional is able to compare a PDF file with a particular version
of a Word file; typically this will be the file the PDF was made from. It
can show which changes were made since the PDF was created. The
comparison is made within Word, the result can be displayed in a
temporary file that you can save if required.
PDF splitting
You can split large PDF files into a set of smaller ones so they are easier to
distribute. Access this from the Document menu and choose splitting
criteria: by file size, blank pages, number of pages, bookmarks, document
structure, etc. You can also extract pages by criteria that you specify.
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PDF portfolios
Portfolios let you collect a set of documents relating to a particular topic
for convenient distribution. PDF Professional provides this by extending
the previous PDF Create support for packages. A portfolio is superior to
a package because it can contain documents of differing file types (all
documents in a package must be PDF files) as well as folders and folder
structures. Support for displaying non-PDF pages is added.
Package PDF files
PDF Create lets you select a set of files and have their copies grouped in a
single PDF package file. Any non-PDF files you select enter the package
as PDF files. To include non-PDF files in a package in their original
format, open a package, open a PDF inside it, and attach these files. You
can add a cover page to the package. Help explains how different PDF
programs let you use and unpack received packages.
Place files in an Envelope
This is similar to packaging files, but in this case the files become
attachments to the enclosing PDF and keep their original file types.
An envelope file acts as a cover page.
Archive E-mail
PDF Professional lets you archive selected e-mails and e-mail
folders. You can choose to create a single PDF from each message,
merge all selected archive items into one PDF (each message
will be bookmarked inside it), or package the selected items. Message
attachments keep their original file types.
Batch processing
This lets you build a series of commands and their settings into a named
and stored sequence, letting you efficiently apply pre-defined processing
to groups of PDF files repeatedly, by just running a sequence. Input and
output file names and locations can be predefined or enquired run-time
and output can be to non-PDF file types. It is also possible to run a batch
processing sequence on all PDF files currently open in PDF Professional.
In that case the output is always PDF and it replaces the input files
inside the program.
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Other new features
Support is introduced for PDF layers; this is useful in working with
archtectural plans and in preparing PDF files for delivery to printing
houses. Document flattening allows annotations to be removed or
converted to document objects. Integration of the program in internet
browsers is expanded to Google Chrome and Apple Safari.
The following features are provided only in the Enterprise
edition, along with Enterprise documentation for network
administrators:
Legal Support
Legal stamps are available, along with Bates stamping and CaseMap
support for legal offices. Choose Inspect Document in the Document
menu to select items to be removed from a file, such as comments,
bookmarks, hidden text, embedded indexes or sensitive metadata like
the author's name or the file history.
SharePoint and DMS support
The program supports the following Document Management Systems:
Micorsoft SharePoint, Interwoven WorkSite, Hummingbird Enterprise
and LiveLink. See System Requirements in
Help. The ability to create PDF files from or inside DM Systems is
documented at the end the PDF Create section of this guide. The ability
to unlock PDF or XPS files is similarly documented at the end the PDF
Converter section. A menu item and a toolbar are added to PDF
Professional for each detected DM system, allowing you to open PDF
files from the DMS, save PDF files to DMS, access the DMS document
properties, extract or instert pages to or from the DMS or select a file of
any type from the DMS to have it attached to the current PDF document.
Commands from PDF Professional are also available inside SharePoint,
Hummingbird Enterprise and Interwoven Worksite.
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Redaction
Document text confidentiality is achieved by redaction - the blacking
out of pieces of text or images. Select text or images to be marked for
redaction with the Redact tool in the Document menu or the Security
toolbar. This menu also allows marking for redaction by searching. The
program finds all occurrences of a given text string in the document,
letting you review them and choose which will be marked for redaction.
Use the Apply redaction menu item or button to have all marked items
(whether resulting from searches or selection) blacked out permanently.
When a redacted document is saved, the program always offers Save As,
because you should save the redacted file to a new name. The original file
remains with the redacted items marked but still readable.
Warnings:
•
Be aware that once a file is saved with redacted items, there is no
way of restoring the removed content – it can neither be viewed
nor found by searching.
•
If text to be redacted contains typing errors, maybe some sensitive
data will not be removed by searching. We suggest that you
always check a search-redacted document manually before
releasing it.
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Export PDF Files
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To make the services of PDF Converter easy to call on, it can be started
from several locations, as described in the following overview table and
procedures.
Location
Source PDF/XPS
Conversion
method
Target
PDF Professional File/
Save As menu or
button or Tools/Launch
PDF Converter
Current PDF in PDF
Professional
Converter Assistant or
Direct Conversion with
chosen mode and target
User defined
Windows Start Menu
Local or DMS files
Converter Assistant
User defined
Microsoft Word
(Open PDF/XPS
button)
One local file
Converter Assistant
Microsoft Word
Microsoft Word
(File Open)
Local files
Converter Assistant
Direct Conversion
Microsoft Word
Microsoft Word
Corel WordPerfect
One local file
Converter Assistant
WordPerfect
Microsoft Excel
One local file
Converter Assistant
Excel
Microsoft PowerPoint
2007
One local file
Converter Assistant
PowerPoint
2007
Windows Explorer
One local file
Converter Assistant
Direct Conversion
User defined
As last set
Microsoft Outlook
One or more mail
attachments
Converter Assistant
Direct Conversion
User defined
As last set
Lotus Notes
One or more mail
attachments
Converter Assistant
Direct Conversion
User defined
As last set
Microsoft Internet
Explorer
One web link
Converter Assistant
User defined
Mozilla FireFox
One web link
Converter Assistant
User defined
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You can also perform direct conversions by selecting the Save As
command from the File menu. You can extract and save only text
from the document or save the file as image.
With the Convert Area tool, you can use the Select Area tool to define an
area of interest in a page for PDF Professional to convert its content to an
editable format. This lets you, for instance, select a table and send it to
Excel without the rest of the page or select the precise content to
become a single PowerPoint slide.
Conversion between PDF and XPS file formats is also supported.
XPS Document
Word Document
Word Form
Excel Spreadsheet
PowerPoint Presentation
WordPerfect Document
MRC PDF
Searchable PDF
Unicode Text
Convert Area
Launch PDF Converter
The component that lets you
export the content of PDF files to
editable formats is called PDF
Converter. Access it from the
Convert PDF button in the File
toolbar. Choose a direct
conversion to be performed with
current settings for the selected
mode or choose the last item to
open the PDF Converter
Assistant for full control.
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Start this from the Windows Start Menu. The Assistant lets you prepare
and control conversions. Its Full view shows you a preview of PDF and
XPS files to be converted and lets you set page ranges. The panel on the
right lists all files selected for conversion; icons show loading or
conversion status. Help explains the meanings of the icons.
PDF Converter offers four levels of control:
Quick View:
This allows quick conversions using current settings for everything
beyond four basic choices.
Full View:
This presents the same four buttons from Quick View, but also displays
page previews and offers all settings that influence the conversions.
Choose a mode to see its settings. Choose a target (or click the Output
tool when there is no choice) to set saving options. Full view lists all files
in the current conversion session along with status information for each
of them.
Left View:
This appears when PDF Converter is called from inside a target
application. Then only a single file can be converted, so just the left
preview panel and its controls are needed. Click a button or use the View
menu to change the contents of the left panel.
No Assistant:
From starting places where the input file and target are pre-defined, you
can by-pass the Assistant altogether and perform a direct conversion
using existing settings. See Starting the Program from other places.
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Converting with Quick View
Choose Quick View in the View menu. Then your conversions are an
easy 4-step process, using current settings for everything else:
During conversion, the buttons are grayed. If View Result in the Output
Options panel is selected, the converted file appears in its target
program.
Turn off the Quick View toggle in the View menu to return to Full view
to see the processing summary, inspect and change settings or view page
previews. If you close the program with Quick View active, it will
reappear when the program is next started.
1. File Open:
Select one or more PDF/XPS files
or drag and drop them onto the
Quick View window.
2.
Choose a processing mode:
Standard Document, Legal, Spreadsheet
or Form.
3. Choose a target: Microsoft Word, Excel,
PowerPoint, Corel WordPerfect or Rich Text Format.
4. Start the conversion.
Mode
Tool
Output
Tool
Convert All
Tool
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