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Prompt For Adobe PDF File Name
Lets you enter a custom filename for the resulting PDF. Deselect this option to save
the file in the same folder as the source file, using the same name but with a .pdf extension.
Convert Document Information
Adds document information from the Properties dialog box of the source file. This
setting overrides the printer preferences and settings in the Advanced panel of the Adobe PDF Settings dialog box.
Note: The Advanced Settings button opens the Adobe PDF Settings dialog box, which contains many additional conversion
options. These conversion settings apply to all Acrobat features that create PDFs, such as Acrobat Distiller, PDFMaker, and
the Acrobat application itself.
PDF/A Compliance
Creates the PDF so that it conforms to the selected ISO standard for long-term preservation of
electronic documents.
Security tab of the Adobe PDFMaker preferences
The settings available for PDFMaker depend on the application in which you’re using PDFMaker.
Require A Password To Open The Document
When selected, makes the Document Open Password option available,
where you enter a password that users must use to open the document.
Restrict Editing And Printing Of The Document
When selected, makes the other Permissions options available.
Change Permissions Password
Specifies a password you set that users must use in order to do any allowable printing
or editing.
Printing Allowed
Specifies whether users who use the Permissions Password can print the document and at what
resolution.
Changes Allowed
Specifies what changes users who use the Permissions Password can make.
Enable Copying Of Text, Images, And Other Contents
Prevents or allows users from copying from the PDF.
Enable Text Access For Screen Reader Devices For The Visually Impaired
Prevents or allows screen reader devices to
read text. (Selected by default.)
Enable Plaintext Metadata
Specifies whether the search engine can read the document metadata. Available only when
the PDF-compatibility is set to Acrobat 6.0 (PDF 1.5) or later.
Convert Microsoft Word, PowerPoint, and Excel files to PDF
When creating a PDF from Microsoft Word, PowerPoint, or Excel, you can set conversion options for the current file.
You can also select a range of content in the file to convert. The conversion options that you can set in the following
steps are some of the most commonly used settings from the Acrobat PDFMaker dialog box. Any changes you make to
the conversion options apply to the current conversion only.
In Acrobat Pro, PDFMaker includes an option to embed many types of multimedia files in Microsoft Word and
PowerPoint files. The files are converted to FLV format files. When you convert the document to PDF, the PDF includes
a playable FLV file.
Convert Excel files to PDF
1 Open a file in Excel.
2 Optionally, select the cells to convert.
3 Do one of the following:
• (Office 2007 or 2010) From the Acrobat ribbon, select one of the Create options.
4 In the Acrobat PDFMaker dialog box, select a Conversion Range, then click Convert To PDF.
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5 In the Save Adobe PDF File As dialog box, specify a filename and location for the PDF.
6 Optionally, click the Options button to change the conversion settings.
7 Click Save to create the PDF.
Convert Word and PowerPoint files to PDF
1 Open a file in Word or PowerPoint.
2 Optionally, select objects and text (Word) or slides (PowerPoint), as needed.
3 (Office 2007 or 2010) From the Acrobat ribbon, select Create PDF, Create And Attach to Email, or Create And Send
For Review.
4 In the Save Adobe PDF File As dialog box, specify a filename and location for the PDF.
5 Optionally, click the Options button to change the conversion settings.
6 Select a Page Range (Word) or Slide Range (PowerPoint). The Selection option is available only if you have selected
content in the file.
7 Click OK, then click Save to create the PDF.
Embed multimedia files into Word and PowerPoint documents (Acrobat Pro)
1 (Office 2007 or 2010) In the Acrobat ribbon, click Embed Flash.
2 In the Insert Flash dialog box, choose a multimedia file from the menu, or click Browse to locate and select the file.
3 (Optional) To select a video frame to use as a poster, click Set Poster Image From Current Frame.
4 Choose a media player skin from the menu.
5 Click OK. Acrobat converts the file to FLV format and inserts it into the document.
6 When you are ready to create a PDF, follow the steps to create a PDF as usual. (PowerPoint only) In the Save Adobe
PDF File As dialog box, click Options and make sure that the Convert Multimedia option is selected.
Convert email messages to PDFs
You can use PDFMaker to convert one or more Microsoft Outlook or Lotus Notes email messages or entire folders of
messages to a merged PDF or PDF Portfolio. Within a PDF Portfolio, each email message appears as a separate PDF file.
The Acrobat PDFMaker Conversion Settings dialog box contains the option that determines whether email messages
are merged into one continuous PDF or assembled into a PDF Portfolio.
The controls that activate an email conversion to PDF appear in two places within the email application: on the Acrobat
PDFMaker toolbar and on a menu. In Outlook, the menu is called Adobe PDF and appears to the right of the Outlook
Help menu. In Lotus Notes, PDF commands appear under the Actions menu.
You can convert one currently open email message to PDF (not to a PDF Portfolio) by choosing File > Print, and
selecting Adobe PDF as the printer in the Print dialog box. The PDFMaker conversion settings do not affect this process.
Specify whether email messages become merged PDFs or PDF Portfolios
1 Do one of the following:
• (Outlook) Choose Adobe PDF > Change Conversion Settings.
• (Lotus Notes) Choose Actions > Change Adobe PDF Conversion Settings.
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2 Do one of the following:
• To convert and merge email messages into a PDF as sequential pages of one document, deselect Output Adobe
PDF Portfolio When Creating A New PDF File.
• To assemble converted email messages as components of a PDF Portfolio, select Output Adobe PDF Portfolio
When Creating A New PDF File.
Convert an open email message to PDF (Outlook)
Choose Adobe PDF > Convert To Adobe PDF.
You can also convert a different file to PDF from within an open Outlook email message if the Attach As Adobe PDF
toolbar is shown. Clicking this button opens a series of dialog boxes for selecting and saving the new PDF and also starts
Acrobat, if it is not already running. The resulting PDF is attached to the open email message.
Convert email messages to a new PDF
1 In Outlook or Lotus Notes, select the individual email messages.
2 Do one of the following:
• (Outlook) Choose Adobe PDF > Convert Selected Messages > Create New PDF.
• (Lotus Notes) Choose Actions > Convert Selected Messages To Adobe PDF.
3 In the Save Adobe PDF As dialog box, select a location, type a filename, and click Save.
Add email messages or folders to an existing PDF
1 In Outlook or Lotus Notes, select the individual email messages or folders.
2 Do one of the following:
• (Outlook) Choose Adobe PDF > Convert Selected Messages > Append To Existing PDF, or Adobe PDF >
Convert Selected Folders > Append To Existing PDF.
Note: If you have already created one or more PDF Portfolios, you can choose from recently created PDF Portfolios in
addition to the Append To Existing PDF option.
• (Lotus Notes) Choose Actions > Append Selected Message(s) To Existing Adobe PDF, or Actions > Append
Selected Folder(s) To Existing Adobe PDF.
3 Locate and select the PDF or PDF Portfolio to which you want to add the converted emails, and click Open.
Note: Do not type a new name for the PDF. If you do, a warning message appears telling you that the PDF was not found.
Click OK, and select a PDF without changing its name.
4 (Outlook only) If a message appears, alerting you that the existing PDF was created using an earlier version of
PDFMaker, do one of the following:
• To create a PDF Portfolio from the original PDF archive, click Yes, and select a name and location for the new
archive. (The default name adds _Portfolio to the original PDF filename.) When the conversion is complete and
the Creating Adobe PDF dialog box closes, the new archive opens in Acrobat.
• Click No to cancel the process.
Note: For PDF Portfolios of email converted or migrated in Acrobat 8 or later, only new messages—that is, messages that
are not already part of the PDF Portfolio—are appended.
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Creating PDFs
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Convert email folders to a new PDF
PDFMaker can convert multiple folders to PDF in one procedure. It is not necessary to select the folders at the
beginning of the process because you can select them in a dialog box that appears automatically.
1 Do one of the following:
• (Outlook) Choose Adobe PDF > Convert Selected Folders > Create New PDF.
• (Lotus Notes) Choose Actions > Convert Selected Folder(s) To Adobe PDF.
2 In the Convert Folder(s) To PDF dialog box, select the folders. Then select or deselect the Convert This Folder And
All Sub Folders option.
3 In the Save Adobe PDF File As, select a location and name for the PDF Portfolio.
When the conversion is complete, the new PDF opens in Acrobat.
Set up automatic email archiving
1 Do one of the following:
• (Outlook) Choose Adobe PDF > Setup Automatic Archival.
• (Lotus Notes) Choose Actions > Setup Automatic Archival.
2 On the Automatic Archival tab of the Acrobat PDFMaker dialog box, select Enable Automatic Archival. Then select
options for Frequency and the time of day at which automatic archiving occurs.
3 Select other options, according to your needs:
Maintain Log Of Archival
Creates a record of each archiving session.
Choose File
Specifies the name and location of the archiving log.
Embed Index For Faster Search
Creates an index that you can search to find specific words or characters instead of
having to search each individual document.
4 Click Add, and select the email folders and subfolders. Then select or deselect the Convert This Folder And All Sub
Folders option, as preferred, and click OK.
5 In the Save PDF Archive File As dialog box, select a name and location for the archived email PDF. Then click Open.
6 Review the settings and the archive folder names listed in the Acrobat PDFMaker dialog box, and do any of the
following:
• To add other email folders to the list, click Add and select the folder.
• To remove folders from the list, select the folders and click Delete.
• To change an archive file, select any folder name from the list, click Change Archive File, and specify the name
and location.
• To start archiving email immediately, click Run Archival Now.
Create PDFs from Word mail merges
Mail merges from Word generate documents like form letters—for one common example—that are personalized with
information like the names and addresses of the recipients. With Acrobat PDFMaker, you can save steps by using a
Word mail merge document and corresponding data file to output mail merges directly to PDF. You can even set up
PDFMaker to attach those PDFs to email messages that are generated during the PDF-creation process.
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Note: For information on setting up files for the Word Mail Merge feature, see Microsoft Office Word Help.
1 In Microsoft Word, open the template that you have created as the basis of your mail merge, or create the file using
the Word Mail Merge toolbar and Mail Merge wizard, as needed.
Note: Do not complete the mail merge in Word. Instead, set up and preview the mail merge as usual, so that you can
verify that the merge will work correctly.
2 Do one of the following:
• Choose Adobe PDF > Mail Merge To Adobe PDF.
• Click the Mail Merge To Adobe PDF button on the Mail Merge toolbar (View > Toolbars > Mail Merge).
• (Word 2007) From the Acrobat ribbon, click Mail Merge.
3 In the Acrobat PDFMaker - Mail Merge dialog box, select the options you want:
• To specify which records in the data file will be imported into the merged files, select All or Current, or enter a
range of pages by typing in the From and To boxes.
• To name the PDF that will be created, type in the Specify PDF File Name box.
Note: The PDF will be named using this text plus a series of numbers. For example, if you type JulyLetter in the Specify
PDF File Name box, the mail-merged PDFs might appear as JulyLetter_0000123, JulyLetter_0000124,
JulyLetter_0000125, and so forth.
4 For Automatically Send Adobe PDF Files By Email, do one of the following:
• To create and save merged PDFs for printing or sending later in email, leave the option deselected, and click OK.
• To create merged PDFs and attach each one to an email message to the appropriate recipient, select this check
box, and fill in the other Email options.
5 When the Browse For Folder dialog box appears, navigate to the location you want to use and click OK.
Status indicators appear as PDFMaker generates the individual PDFs,
6 If you selected Automatically Send Adobe PDF Files By Email, a dialog box appears asking for your email profile.
Enter the appropriate information and click OK.
When the job has finished, a message appears, telling you that the process was successful.
Email options for PDF mail merges
To
Use the pop-up menu to select the field or column in the associated data file that contains the email addresses in
each individual’s record.
Subject Line
Type the text that you want to appear in the subject line of each message.
Message
Type to add or edit text that you want to appear in the body of the email messages.
PDFs from Microsoft Project (Acrobat Pro)
There are specific differences to be aware of when you create PDFs from files authored in Microsoft Project.
You can create PDFs of only the current selected view. Views designated as non-printable in Project cannot be
converted to PDF.
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Convert Visio files to PDF (Acrobat Pro)
PDFs created from Visio files preserve page sizes and support layers, searchable text, custom properties, links,
bookmarks, and comments, depending on the conversion settings. To specify the properties
• (Visio 2007) Choose Adobe PDF > Change Conversion Settings to review these settings, if needed.
• (Visio 2010) From the ribbon choose Acrobat > Preferences
When you convert your Visio file, only shapes and guides that are printable and visible in the Visio drawing are
converted and appear in the PDF. Shapes are converted regardless of their protection or behavior. Shape custom
properties can be converted to PDF object data.
When you convert the Visio file to a PDF, you can preserve all or just some layers, or you can flatten all layers. If you
flatten layers, the PDF will look like the original drawing, but won’t contain any layer information. When flattened, the
contents of only visible and printable layers will appear in the converted PDF.
Convert Visio files
1 If you want to change the PDFMaker conversion settings, do one of the following. (For information about a setting,
place the pointer over the setting to display a tool tip below.)
• (Visio 2007) Choose Adobe PDF > Change Conversion Settings
• (Visio 2010) Choose Acrobat > Preferences
2 If you want to convert each page in the Visio file to a bookmarked page in the PDF file, choose Adobe PDF > Convert
All Pages In Drawing. If this option is deselected, only the current page is converted.
3 Do one of the following:
• (Visio 2007) Click the Convert To Adobe PDF button in the Adobe PDF toolbar.
• (Visio 2007) Choose Adobe PDF > Convert To Adobe PDF.
• (Visio 2007) Choose Adobe PDF > Convert To Adobe PDF And Email. The PDF file attaches to a new email
message in your default email application.
• (Visio 2007)Choose Adobe PDF > Convert To Adobe PDFAnd Send For Review. The file converts to an Adobe
PDF file, and an email-based review process begins.
• (Visio 2010) Choose Acrobat > Create PDF.
• (Visio 2010) Choose Acrobat > Convert To Adobe PDF.
• (Visio 2010) Choose Acrobat > Create and Attach To Email. The PDF file attaches to a new email message in your
default email application.
• (Visio 2010) Choose Acrobat > Create and Send For Review. The file converts to an Adobe PDF file, and an
email-based review process begins.
4 If you want to include the custom properties of shapes, select that option.
5 Click Continue.
6 Select a layers option to retain or flatten layers in the resulting PDF, and click Continue.
Note: If you select Retain Some Layers In The Selected Page, you’ll be prompted to choose which Visio layers to include.
7 Click Convert To Adobe PDF, specify a location and filename, and click Save.
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Select Visio layers to convert (Acrobat Pro)
You can convert a Visio drawing that contains layers to a PDF and retain some or all of the layers in the resulting PDF,
or you can flatten the layers. You can also organize the Visio layers in layer sets, which are folders in the Acrobat Layers
panel.
1 With the multilayered file open in Visio, click a button in the Adobe PDF toolbar, and select Retain Some Layers In
The Selected Page.
Note: If the Retain Some Layers In The Selected Page option is not available, deselect the Convert All Pages In Drawing
option.
2 Select one or more layers in the Layers In Visio Drawing list.
3 To add the selected Visio layers to the list of layers to convert to the PDF file, do one of the following:
• To convert the selected Visio layers to individual PDF layers within a PDF layer set, click Create Layer Set, and
optionally, type a layer name.
• To convert the selected Visio layers to individual layers (but not grouped under a layer set), click the Add Layer(s)
button.
Note: The name of a layer in the Layers In Visio Drawing list is unavailable if that layer is included in the Layers In
PDF list. When you select that layer in the Layers In PDF list, a bullet appears next to the layer’s name in the Layers In
Visio Drawing list.
4 Optionally, do any of the following:
• To reorder the layers in the Layers In PDF list, drag an item up or down in the list.
• To include a visibility property that can be switched on or off in Acrobat, deselect Locked On adjacent to the PDF
layer; to lock the resulting PDF layer’s visibility on, select Locked On.
• To save the current settings of Visio layers selected, click Save PDF Settings, and click OK. These settings are used
the next time you convert the current Visio file to a PDF file.
5 Click Convert To PDF, specify a folder in the Save In box in which to save the PDF file, type a filename, and then
click Save.
Note: Visio layers that were selected for conversion and that have Visio settings for visible, printable, or lock are
converted to PDF layers; the visible and printable properties are included in the resulting PDF layers. If the Visio file
contains a background page, header, or footer, the PDF file automatically has PDF layers named for those items.
Convert AutoCAD files to PDF (Acrobat Pro for Windows)
Use PDFMaker to convert AutoCAD files from within the AutoCAD application. You can also use the Batch
Conversion feature to convert many AutoCAD files in one operation. Even if you don’t have AutoCAD, you can convert
AutoCAD files to PDF from Acrobat.
Acrobat PDFMaker allows you to preserve selected layers and layouts when converting AutoCAD files to PDF.
Convert AutoCAD files when AutoCAD is not installed
The default Acrobat installation installs Autodesk filters. These filters allow you to convert files in DWG, DWF, DST,
DWT, and DXF format into PDF, without the native application installed.
1 In Acrobat, choose File > Create > PDF From File.
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