40
274
LESSON 12 Using the Legal Features
Legal features in Adobe Acrobat X
Increasingly in the court systems and in law offices across the United States, docu-
ments are processed electronically, usually as Adobe PDF. Acrobat X Pro offers sev-
eral features designed specifically to enhance the workflow in this environment. In
addition to Bates numbering and redaction, which are covered in this lesson, other
features useful to the legal community include the following:
•
PDF Portfolios make it easy for you to collect documents for e-Briefs and case
management. For information on PDF Portfolios, see Lesson 7, “Combining
Files in PDF Portfolios.”
•
周e Forms tools help you manage data collection within your firm as well as
from clients and outside counsel. See Lesson 10, “Working with Forms
in Acrobat.”
•
Improved scanning and optical character recognition facilitate conversion of
paper documents to smaller, more searchable PDF files. See Lesson 3, “Creating
Adobe PDF Files.”
•
周e Compare Documents command (in the View menu) lets you easily compare
two versions of a document.
•
Collaboration features make it easy to share documents online so all
participants can view and work with the most current version of a document.
You can even coordinate in real-time through web conferencing and screen-
sharing. See Lesson 9, “Using Acrobat in a Review Cycle.”
•
周e Split Document tool lets you split a large document easily and quickly
into smaller documents based on file size to better meet court systems’ upload
requirements.
•
周e Find Hidden Information tool lets you inspect PDFs for metadata (such as
the name of the document author), annotations, attachments, hidden data, form
fields, hidden layers, or bookmarks. To find hidden information in a document,
click Remove Hidden Information in the Protection panel. 周e Remove Hidden
panel displays the information Acrobat finds; click Remove to delete any selected
items.
From the Library of Debbie Duff
C# PDF - Read Barcode on PDF in C#.NET pages extract, copy, paste, C#.NET rotate PDF pages, C#.NET search text in PDF, C#.NET edit PDF bookmark, C#.NET C#.NET PDF Barcode Reader & Scanner
bookmarks in pdf files; delete bookmarks pdf
40
ADOBE ACROBAT X CLASSROOM IN A BOOK
275
About Bates numbering and redaction
In law offices, Bates numbering is routinely applied to each page of a document that
is part of a legal case or process. Using Acrobat X Pro, you can automatically apply
Bates numbering as a header or footer to any document or to documents in a PDF
Portfolio. (If the PDF Portfolio contains non-PDF files, Acrobat converts the files to
PDF and add Bates numbering.) You can add custom prefixes and suffixes, as well as
a date stamp. And you can specify that the numbering is always applied outside the
text or image area on the document page.
You can use the redaction tools to search a PDF document and automatically and
permanently redact images, privileged or confidential words, phrases, or character
strings (numbers and letters). You can search for patterns, such as patterns associ-
ated with phone numbers or social security numbers. You can even redact the same
area on every page in a document.
Applying Bates numbering
You’ll apply Bates numbering to several documents, adjusting the format of the
numbering to avoid overlaying text in the body of the documents.
1 Open Acrobat. In the Welcome screen, click Open.
2 Navigate to the Lesson12 folder on your hard drive, select the
SmithTax Return01.pdf file, and click Open.
3 Click Tools to open the Tools pane. 周en
click Pages.
4 Click Bates Numbering, and then choose
Add Bates Numbering.
5 In the Bates Numbering dialog box, click
Add Files, and then choose Add Files from
the menu.
You can add Bates numbering to individual files
or to the contents of folders, as well as to PDF
Portfolios.
If a folder contains files that Acrobat does not support for PDF conver-
sion, those files are not added.
Note: Bates
numbering cannot be
applied to protected
or encrypted files, or to
some forms.
From the Library of Debbie Duff
36
276
LESSON 12 Using the Legal Features
6 Navigate to the Lesson12 folder, and select the SmithTax Return01.pdf file. Ctrl-
click (Windows) or Command-click (Mac OS) to add the following files to your
selection:
•
SmithTax Return02.pdf
•
SmithTax Return03.pdf
•
SmithTax Return04.pdf
You can also add files in formats other than PDF, but the files must be in a format
that can be converted to PDF.
7 Click Open (Windows) or Add Files (Mac OS).
8 If necessary, use the Move Up and Move Down buttons to arrange the files
in the following order:
•
SmithTax Return01.pdf
•
SmithTax Return02.pdf
•
SmithTax Return03.pdf
•
SmithTax Return04.pdf
Tip: If you need to
add Bates numbering to
paper documents, scan
the paper document
using the File >
Create > PDF From
Scanner command,
and then apply Bates
numbering to the
resulting PDF file.
From the Library of Debbie Duff
19
ADOBE ACROBAT X CLASSROOM IN A BOOK
277
You set the name of your Bates numbered file and the location for the saved file
in the Output Options dialog box.
9 Click Output Options.
10 In the Output Options dialog box, select 周e Same Folder Selected At Start to
specify where to save the files. 周e default is to save the files to the same folder
as the unnumbered documents.
If you select A Folder On My Computer, you are prompted to browse to select a
destination.
11 Under File Naming, select the Add To Original File Names option.
If you choose to keep the original filename, be sure to save the file in a different
location from the original file; otherwise, you’ll overwrite the original file.
12 Type Bates in the Insert After text box. You could enter any data you want
to have appear before or after the page number in the Insert Before and Insert
After text boxes.
13 Deselect the Overwrite Existing Files option, and leave the other options
unchanged.
From the Library of Debbie Duff
21
278
LESSON 12 Using the Legal Features
14 Click OK to apply your options and return to the Bates Numbering dialog box.
15 Click OK to close the Bates Numbering dialog box.
周e Add Header And Footer dialog box opens. You’ll use this dialog box in the next
exercise to define the style of the Bates numbering to be applied.
Defining Bates numbering
You define the font, color, type size, and location of the Bates numbering in the Add
Header And Footer dialog box. 周is is also where you opt to shrink the document
contents to avoid overwriting content with the Bates numbering. Your Bates num-
ber can have 6 to 15 digits plus prefixes and suffixes.
First you’ll specify the font, type size, and color.
1 In the Add Header And Footer dialog box, specify your type settings. Choose
Arial for the font and 10 for the type size. Click the underline option to enable
it, and then click the color swatch and select red for the page numbering.
2 Specify the size of the blank margin around the image or text area of the page in
the Margin area of the dialog box. Accept the default values of 0.5 inches for the
top and bottom margins and 1.0 inches for the left and right margins. 周is blank
area is where the Bates numbering will be added in order to avoid overwriting
text or images in the document.
From the Library of Debbie Duff
23
ADOBE ACROBAT X CLASSROOM IN A BOOK
279
3 Click Appearance Options.
4 Select the Shrink Document To Avoid Overwriting 周e Document’s Text And
Graphics option. Click OK.
Now you’ll choose where to place the Bates numbering—left, center, or right
header (top of the page) or left, center, or right footer (bottom of the page).
5 Click in the Right Header Text box. Text you enter in this box will appear
in the upper-right corner of the page.
You specify the format of your Bates numbering sequence in the Bates Numbering
Options dialog box. You can specify a prefix, suffix, or both, as well as the number
of digits in the numerical portion of the number.
6 Click Insert Bates Number.
7 Specify 6 digits (15 is the maximum), with a
prefix of Smith (for the client’s name) and a
suffix of Jones (for the principal lawyer’s name).
Since this is the first document in the package,
leave the Start Number at 1. Click OK.
周e options you selected are reflected in the text
box you chose in step 5. You can add the date as
part of your Bates numbering, or you can add the
date separately.
From the Library of Debbie Duff
19
280
LESSON 12 Using the Legal Features
8 To add the date as part of the Bates numbering, click Page Number And Date
Format.
9 Choose mm/dd/yy from the Date Format
menu. Choose Bates Number from the Page
Number Format menu. Leave the Start Page
Number as 1. Click OK to return to the Add
Header And Footer dialog box.
10 Click Insert Date to add the date to the Bates numbering formula. You can
preview your entry in the lower portion of the dialog box.
You can edit the Bates numbering options in this dialog box:
•
To add space between the Bates number and the date, click an insertion point
between the tags (here, in the Right Header Text box), and press the spacebar.
•
To delete an entry, select it, right-click or Control-click, and choose Cut from the
context menu.
From the Library of Debbie Duff
35
ADOBE ACROBAT X CLASSROOM IN A BOOK
281
•
To move the date, drag over it to highlight it, and then drag it to precede
or follow the Bates number.
•
To change where the Bates numbering appears on the page, drag it to a different
text box.
Now you’ll save your settings.
11 Click Save Settings at the top of the dialog box, and name your settings Smith_
Jones. Click OK.
Saving the settings makes it easier to number additional documents later.
12 When you are satisfied with the Bates numbering style, click OK to apply the
Bates numbering across your target documents. Click OK to clear the message
box that reports that the documents were successfully numbered.
13 View the SmithTax Return01Bates.
pdf file, which remains open. Bates
numbering has been applied to the
upper-right corner of this file as well
as to SmithTax Return02Bates.pdf,
SmithTax Return03Bates.pdf, and
SmithTax Return04Bates.pdf.
14 Close any open documents.
If you need to add documents to the collection at a later date, add Bates numbering
to the documents following the steps above, but select your settings from the Saved
Settings menu at the top of the Add Header And Footer dialog box. 周en change
the start page number to follow the last page of the existing collection. For example,
if you added pages to this set, you would select 5 as the starting page number for
additional documents.
To apply Bates numbering to the documents in a PDF Portfolio, select the PDF
Portfolio in the Add Files dialog box, just as you would any individual PDF file.
Editing Bates numbering
You cannot edit Bates page numbering after you’ve added it to a document. You can,
however, delete Bates numbering and apply a different Bates numbering formula.
From the Library of Debbie Duff
Documents you may be interested
Documents you may be interested
