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Adobe Acrobat 9 Professional

Project 5 guide

How to prepare and organize files for a PDF portfolio

There is a difference between a PDF portfolio and a PDF document. A PDF portfolio is a container for documents,

but it isn’t a document itself. Each of these enhancements must be made in each document contained in a PDF

portfolio.

With a PDF document, you can:

•

Attach sticky notes to the document

•

Create links from one part of a document to another

•

Create links to external websites

•

Add bookmarks to a document

•

Add video, audio, and Flash movies to a PDF

•

Manage reader rights for viewers with Acrobat Reader

Although you can also make many more enhancements, we will cover these main ones that will help you prepare the

documents for PDF portfolios. For other enhancements, see Acrobat online help for more information or visit the

Acrobat in Education blog at http://blogs.adobe.com/acrobatineducation/

Converting files to PDF format

You create a PDF by converting other documents and resources to Portable Document Format. You can usually

choose from several PDF creation methods, depending on the type of file you start with and your requirements for

the PDF.

There are a number of ways to create PDFs. For instance, if a file is open in its authoring application (such as a

spreadsheet that is open in Microsoft Excel), you can usually convert the file to PDF without starting Acrobat.

However, every PDF strikes a balance between efficiency (small file size) and quality (such as resolution and color).

When that balance is critical to your task, you’ll want to convert the files by using Acrobat, because that method

includes access to various conversion options.

To convert a file to PDF:

1. In Adobe Acrobat 9 Professional, do one of the

following:

•

Choose File > Create PDF > From File.

•

In the toolbar, click the Create button and choose

PDF From File.

2. In the Open dialog box (Figure 1), select the file.

You can browse all file types or select a specific type

from the Files Of Type menu (Windows) or Show menu

(Mac OS).

3. Optionally, click Settings to change the conversion

options. The options available vary depending on the file

type and include such settings as adding bookmarks

automatically, implementing security settings, and

managing color or compression.

Note: The Settings button is unavailable if you choose

All Files as the file type or if no conversion settings are

available for the selected file type.

Figure 1 Open dialog box

Settings button

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Adobe Acrobat 9 Professional

Project 5 guide

How to prepare and organize files for a PDF portfolio

4. Click Open to convert the file to a PDF.

Depending on the type of file you are converting, the

authoring application starts automatically or a progress

dialog box appears. If the file is in an unsupported

format, a message appears telling you the file cannot be

converted to PDF.

5. When the new PDF opens, choose File > Save or choose

File > Save As. Then select a name and location for the

PDF.

When naming a PDF that’s intended for distribution via

the web or e-mail, consider limiting the filename to

eight characters (with no spaces) and include the .pdf

extension. This ensures that email programs or network

servers don’t truncate the filename and that the PDF

opens as expected.

Converting Web pages to PDF format

You can include web-based materials in a portfolio. You can use Acrobat to link to web pages or capture them and

convert them into a PDF for viewing offline. When you convert a web page to PDF, the HTML file and all

associated files—such as JPEG images, Adobe Flash files, cascading style sheets, text files, image maps, and

forms—are included in the conversion process.

The resulting PDF behaves much like the original web page. For example, the images, links, image maps, and most

media files appear and function normally within the PDF. (Animated GIF files appear as still images, showing the

last frame of the animation.)

In preparing to convert web pages to PDF, consider the following factors, which affect how you approach the

conversion process:

•

How much do you want to convert? If you want to convert several levels or all of a multipage website to PDF,

work within Acrobat.

•

Do you want to create a new PDF from the web pages or to append the converted pages to an existing PDF?

You can do both in either Acrobat or Internet Explorer, but you choose different buttons or commands to

accomplish these things.

•

How complicated is the web page? Some web pages display differently in different browsers, and a web page

that uses unconventional code or media may not convert the way you expect it to. If you have difficulty

converting a particular web page to PDF, consider linking to the web page instead (see “Creating links in a PDF

document”).

Here’s how to use Acrobat to convert one or more pages from a website into a PDF.

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Adobe Acrobat 9 Professional

Project 5 guide

How to prepare and organize files for a PDF portfolio

To convert a web page to PDF:

1. Choose File > Create PDF > From Web Page.

2. In the Create PDF From Web Page dialog box

(Figure 2), enter the complete path to the web page or

click Browse and locate an HTML file.

3. To change the number of levels in the website to convert

(that is, the depth of links Acrobat should follow),

expand Capture Multiple Levels. Enter the number of

levels to include, or select Get Entire Site to include all

levels from the website.

Figure 2 Create PDF From Web Page dialog box

Note: Some websites have hundreds or even thousands

of pages. Converting a large website can make your

system slow and unresponsive and can even use up

available hard-drive space and memory, causing a

system crash. A good idea is to begin by downloading

one level of pages and then go through them to find

particular links to download.

4. If Get Only N Level(s) is selected, select one or both of

the following options:

•

Stay On Same Path: Downloads only web pages

subordinate to the specified URL. Select this option

if you want to capture only a particular section of a

website.

•

Stay On Same Server: Downloads only web pages

stored on the same server. Select this option if you

want to avoid capturing web pages from other

websites. your target website links to.

5. Click Settings, change the selected options in the Web

Page Conversion Settings dialog box as needed

(typically you can use the default settings), and click

OK.

6. Click Create.

Note: You can view PDF pages while they are

downloading; however, you cannot modify a page until

the download process is complete.

7. If you closed the Download Status dialog box, choose

Advanced > Web Capture > Bring Status Dialogs To

Foreground to see the dialog box again.

Adding media to a PDF document

Inserting a media file into a PDF document has different results than adding media files directly to a PDF portfolio.

The advantage to placing a video or audio file in a PDF document is that Acrobat converts the file to a format that

can be played by Reader. This conversion process greatly reduces the file size of the PDF portfolio that includes this

document compared to adding the file in its original format, and anyone with Reader can view and/or hear the media

without additional software.

However, when such files are placed directly into a PDF portfolio, they are not converted. To view the files, viewers

must have whatever application was used to create them; choose this option if you want viewers to have access to

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Adobe Acrobat 9 Professional

Project 5 guide

How to prepare and organize files for a PDF portfolio

the original file format. The original files retain their individual identities but are still part of the one PDF portfolio

file. Viewers can open, read, edit, and format each component file independent of the other component files in the

PDF portfolio (provided they have the native applications that created those files).

PDFs can include Flash, QuickTime, MP3, MPEG, and Windows Media files, among others. You can play these

files directly from the page or activate them from a link or a bookmark. Each multimedia file includes a play area

from which you can activate the media. The play area typically appears on the PDF page as an image or a rectangle

but can also be invisible.

Any computer that has Adobe Reader 9 can play these files:

•

Media files created in Flash (FLV format)

•

Media files that comply with the H.264 standard for video compressions

Media files in other formats require the necessary hardware and software to play.

When you add a media file to a PDF document, Acrobat Pro Extended automatically converts video to FLV files.

This format ensures both high-quality viewing and compatibility across computer platforms. FLV files are also

compact, so converting multimedia to this format helps reduce the size of multimedia PDFs. Acrobat converts the

following file formats to FLV format: ASF, ASX, AVI, 3GPP, MOV, MP4, MPEG, MPG, QT, and WMV files.

MP3 audio files can also be added to a PDF for playback on any platform.

Note: All multimedia developed in Adobe Flash® and any multimedia that is H.264 compliant can be played back

in Adobe Reader® 9 and later. (H.264, also known as MPEG-4 part 10, is a video compression standard that

provides high-quality video without substantially increasing file size.) Video files of varying formats and filename

extensions can be H.264 compliant.

To add video to a PDF document:

1. Open the PDF document.

If the document is in a PDF portfolio, right-click

(Windows) or Control-click (Mac OS) the document and

choose Open. Double-clicking a document in a PDF

portfolio allows you to preview (rather than open) the

document. You will not be able to proceed with this

activity in a previewed document.

2. Choose Tools > Multimedia > Video Tool.

3. Drag or double-click to select the area on the page where

you want the video to appear.

The Insert Video dialog box appears (Figure 3).

If you double-click the page, Acrobat places the upper-

left corner of the video where you clicked. If you drag

an area on the page, the media is placed within the area.

The play area of the video is the exact size of the video

frame (if Acrobat is able to read the video clip

dimensions).

4. Insert a URL in the File text box, or click Browse

(Windows) or Choose (Mac OS) to find the video file.

For URLs, use the full file address, including the video

filename extension, such as .flv or .mp4.

5. (Optional) To specify which playback controls will be

displayed for the video, select Show Advanced Options.

Then select the Controls tab. In the Skin menu, select

which set of controls to use.

Figure 3 Insert Video dialog box

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Adobe Acrobat 9 Professional

Project 5 guide

How to prepare and organize files for a PDF portfolio

6. (Optional) To select an image to be displayed when the

video isn’t playing, select Show Advanced Options.

Then select the Video tab. Move the marker above the

slider bar to the frame you want to use, and then click

Set Poster Image From Current Frame.

7. Click OK to close the Insert Video dialog box.

The video may take a few seconds to process before it

appears in the location you specified.

8. To play the video, use the Hand tool or the Select tool to

click the play area of the video file. When the pointer is

positioned over the play area, it changes to the play

mode icon .

To add Flash to a PDF document:

1. Open the PDF document.

If the document is in a PDF portfolio, right-click

(Windows) or Control-click (Mac OS) the document and

choose Open. Double-clicking a document in a PDF

portfolio allows you to preview (rather than open) the

document. You will not be able to proceed with this

activity in a previewed document.

2. Choose Tools > Multimedia < Flash Tool.

3. Drag or double-click to select the area on the page where

you want the Flash movie to appear.

The Insert Flash dialog box appears (Figure 4).

If you double-click the page, Acrobat places the upper

left corner of the video where you clicked. If you drag

an area on the page, the media is placed within the area.

The play area of the movie is the exact size of the video

frame (if Acrobat is able to read the video clip

dimensions).

4. Insert a URL in the File text box, or click Browse to find

the Flash movie file, and then click Open.

For URLs, use the full file address, including the

filename extension.

5. (Optional) To specify advanced options (such as

whether to display a border around the movie or make

the movie’s background transparent), select Show

Advanced Options.

6. Click OK.

The movie appears in the PDF document.

7. To play the movie, use the Hand tool or the Select tool

to click the play area of the video or sound file. When

the pointer is positioned over the play area, it changes to

the play mode icon.

Figure 4 Insert Flash dialog box

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Adobe Acrobat 9 Professional

Project 5 guide

How to prepare and organize files for a PDF portfolio

To add sound to a PDF document:

1. Open the PDF document.

If the document is in a PDF portfolio, right-click

(Windows) or Control-click (Mac OS) the document and

choose Open. Double-clicking a document in a PDF

portfolio allows you to preview (rather than open) the

document. You will not be able to proceed with this

activity in a previewed document.

2. Choose Tools > Multimedia > Sound Tool.

3. Drag or double-click to select the area on the page where

you want to place the sound.

The Insert Sound dialog box appears (Figure 5).

If you double-click the page, Acrobat places the upper

left corner of the sound play area where you clicked. If

you drag an area on the page, the media is placed within

the area.

4. Insert a URL in the File text box, or click Browse to find

the media file, and then click Open.

For URLs, use the full file address, including the

filename extension.

5. (Optional) To specify advanced options (such as what

image, or “poster,” to display in the sound play area),

select Show Advanced Options.

6. Click OK.

A play area representing the sound appears in the PDF

document.

7. To play the audio, use the Hand tool or the Select tool to

click the sound play area.

When the pointer is positioned

over the play area, it changes to the play mode icon.

Figure 5 Insert Sound dialog box

Converted media require Adobe Reader 9 or Acrobat 9 for playback. Viewers who attempt to play converted media

in earlier versions of Adobe Reader or Acrobat are prompted to upgrade to Adobe Reader 9 or Acrobat 9.

You can delete or move media that has been inserted. Choose the media tool for that type of media again and move

or delete the embedded media.

Managing reader rights

You may wish to create a portfolio that allows viewers to comment and respond to its contents. If you enable

commenting rights in a PDF, peers can offer feedback even if they do not have a copy of Adobe Acrobat. Enabling

these rights allows viewers using Adobe Reader 8 or later to participate in reviews of that PDF. When a PDF with

commenting rights opens in Reader, it includes a document message bar and commenting tools that are otherwise

unavailable. For more on commenting and reviewing in Acrobat, see “Digital assessment with Adobe Acrobat.”

To enable commenting rights, open the PDF and choose Comments > Enable For Commenting And Analysis In

Adobe Reader.

Note: If you enable commenting for Reader in a digitally signed document, the signature is invalidated.

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Adobe Acrobat 9 Professional

Project 5 guide

How to prepare and organize files for a PDF portfolio

Adding bookmarks to a document

Bookmarks are navigational links—located in the Bookmarks panel in the navigation pane of Adobe Acrobat 9—

that display specific document pages when clicked. You can also set up bookmarks to link to other documents (not

only PDFs) and to web pages. Organized in a hierarchy, bookmarks display the organizational structure of a

document for readers (Figure 6).

When you export PDFs from some programs, Acrobat creates bookmarks automatically. You can also create them

by using the Adobe Acrobat 9 interface.

Figure 6 Bookmarks in a document

Initially, a bookmark displays the page that was in view when the bookmark was created, which is the bookmark’s

destination. In Acrobat, you can set bookmark destinations as you create each bookmark. However, it is sometimes

easier to create a group of bookmarks and then set the destinations later.

To create a bookmark:

1. Open the page where you want the bookmark to link to,

and click the Bookmarks button to view the existing

bookmarks in the document (Figure 6).

2. Use the Select tool to create the bookmark:

•

To bookmark a single image, click in the image, or

drag a rectangle around the image.

•

To bookmark a portion of an image, drag a

rectangle around the portion.

•

To bookmark selected text, drag to select it. The

selected text will be the label of the new bookmark

(Figure 7).

Figure 7 Select text to create a new bookmark.

Bookmarks

button

Navigation

pane

Select tool

New Bookmark

button

Adobe Acrobat 9 Professional

Project 5 guide

How to prepare and organize files for a PDF portfolio

3. In the Bookmarks panel, click the New Bookmark

button (Figure 8).

The new bookmark is added to the bookmarks list.

4. To re-order a bookmark, click the bookmark icon and

drag the bookmark to its new location.

An arrow and dotted line indicate the destination of the

bookmark (Figure 9)

Figure 8 New Bookmark button and editable label

Figure 9 Dragging a bookmark to re-order

To rename a bookmark:

1. Click the bookmark you want to rename in the

Bookmarks panel, and select Rename Bookmark from

the options menu.

2. Type a new name and press Enter (Windows) or Return

(Mac OS) (Figure 10).

Figure 10 Renaming a bookmark

New Bookmark

button

Options

Adobe Acrobat 9 Professional

Project 5 guide

How to prepare and organize files for a PDF portfolio

To delete a bookmark:

1. Select the bookmark or range of bookmarks you want to

delete.

Note: To select multiple book marks, hold down

Control (Windows) or Command (Mac OS).

2. Select Delete Bookmark(s) from the options menu

(Figure 11) or press Delete on the keyboard.

Deleting a bookmark deletes all child bookmarks but

does not delete any document text.

Figure 11 Options menu

To change a bookmark’s destination:

1. In the Bookmarks panel of the navigation pane, select

the bookmark for which you want to change the

destination (Figure 12).

2. Using the Select tool, select the new bookmark location

in the document.

3. With the new text selected in the document, select Set

Bookmark Destination from the options menu in the

Bookmarks panel (Figure 13).

4. Select Yes when the message appears asking you to

confirm the change.

Figure 12 Bookmarks panel

Figure 13 Options menu

Adobe Acrobat 9 Professional

Project 5 guide

How to prepare and organize files for a PDF portfolio

Adjusting the appearance of a bookmark

You can change the size, color, and style of a bookmark and wrap the text of long bookmarks in the navigation pane.

To change the text size of all bookmarks:

1. Display the Bookmarks panel in the navigation pane.

2. Select Text Size from the options menu and select a text

size for the bookmarks (Figure 14).

Figure 14 Options menu

To change the text style and color of selected bookmarks:

1. Display the Bookmarks panel in the navigation pane.

2. Select a bookmark or range of bookmarks and select

Properties from the options menu.

The Bookmark Properties dialog box appears

(Figure 15).

3. Click the Appearance tab.

4. Select a style and color for the bookmark text.

5. Click OK.

Figure 15 Bookmark Properties dialog box

To wrap the text of long bookmarks:

1. Display the Bookmarks panel in the navigation pane.

2. Select Wrap Long Bookmarks from the options menu.

The full text of long bookmarks will now be displayed,

regardless of the width of the navigation pane.

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