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Fit to paper size
Scales the output to fit onto the selected paper.
Center on paper
Positions the output centrally on the output media.
Auto-Rotate
When selected, rotation is applied when the orientation of the source
page does not match the orientation of the media.
Make sure the document or pages you want to print is selected then either:
• Choose File > Print... and select the appropriate options for your printer, page range,
number of copies, and so on.
• Click the Print icon.
• Use the keyboard shortcut Ctrl + P and select the appropriate options for printer, page
range, number of copies, and so on. The Selection option becomes available when one
or more pages are selected in Assembly View or the Navigation pane.
NOTE: The selected range of pages should be in the form “1-3”, (but not “1-3,5,10”).
Print to file
This is available when both Normal Print and Print as Image are selected.
When Normal Print is selected you are prompted for a file name in the
default location. When Print as Image is selected you are prompted to
enter a fully qualified path and name. For example:
C:\myfolder\myfile.prn
.
For more information about
.prn
files see the “PS” listing in “What is a
document format or PDL?” on page 17.
NOTE: If, when printing from Microsoft Office Word, you find that the output print size is either A4 or Letter
even though the page is set to another size, uncheck Tools > Options > Print tab > Allow A4/Letter
paper resizing option in Word and try printing again.
6.8 Find and Redact text
—
one or more instances
Options to search through the text in a document and redact one or all occurrences of
a word or phrase are available.
1 Display in Page View the document you want to redact.
2 Click Advanced > Find and Redact... This displays the Find and Redact dialog:
3 Enter the word or phrase you want to search for.
4 Use Match case, Whole words and Search backward options to refine your search.
5 The first occurrence found is highlighted. Click Redact to obliterate just that occurrence
or click Redact All to obliterate all occurrences within the document.
NOTE: If you have previously performed a search you can select the down-arrow to re-select it.
Occurrences of a word or phrase that form part of an image, such as a photograph or scanned
image, are not found.
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6.9 Redact text or area—single instance
You can redact a single text instance or area.
1 Display in Page View the document you want to redact.
2 Either select the text to be obliterated using the I-beam tool or press Shift and left-click
to display the crosshair and select the area.
3 On release of the mouse button the context sensitive menu appears from which you
can select the Redact option. Alternatively, with the text or area select choose the
Advanced > Redact Selection menu option.
6.10 Find and replace text
—
one or more instances
Options to search through the text in a document and replace one or all occurrences
of a word or phrase is provided.
NOTE: Text correction text is only possible when the document security allows text editing.
1 Display in Page View the document you want to find and replace text.
2 Click Edit > Replace.... This displays the Find and Replace dialog:
3 Enter the word or phrase you want to find in the Find what field.
4 Use the Match case, Whole words and Search backward options to refine your search.
5 Enter the word or phrase you want to use in the Replace with field.
6 The first occurrence found is highlighted. Click Replace to replace just the currently
selected instance or click Replace All to replace all instances within the document.
7 Use the Find option to search for the next occurrence of the word or phrase (if you
have chosen to replace only a single instance). If you don’t want to replace an instance,
click Find again to go to the next instance.
8 Click the close icon at the top right hand corner of the dialog to close it.
NOTE: If you have previously performed a search or replace, select the down-arrows to re-select your
earlier options. Occurrences of a word or phrase that form part of an image, such as a photograph
or scanned image, are not found. Also, when replacing text you should consider the text flow.
6.11 Add comments/notes
Select the tool followed by the location (or vice-versa) to add notes to a document.
To add a comment/note to a document:
1 Display the document in Page View.
2 Click the Comments tab in the Navigation pane.
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3 Select Document > Comments > Note or the Note icon in the Navigation pane toolbar
followed by the location for the note. Alternatively, right-click the location for the note
and select Note from the pop-up menu.
4 Enter the text for your note.
5 Click the close icon when you have entered the text. The new comment appears in the
Navigation pane.
6 Right-click the note on the page or in the Navigation pane and select Properties to
change the properties of the note.
7 In the Properties dialog you can change the title and color of the note. For more
information see “Annotation properties” on page101.
NOTE: If you change the title of the Note in the Properties dialog this remains for any other notes you may
create. This is useful when you are marking up a document and want the document’s author to
see who added the note.
8 Click OK when you are happy with the note.
6.12 Add notes containing selected text
You can add Notes containing text selected on the page to a document:
1 Select, in Page View, the page onto which you want to place the note.
2 Select the text you want to appear in the note using the I-beam tool or press Shift and
left-click to display the crosshair and select an area.
3 On release of the button the context sensitive menu appears.
Figure 6.8 Context-sensitive text menu
4 Click the Note icon (1) in the menu. On release of the button a note is opened
containing the text you previously selected.
5 In the Properties dialog change the title and color of the note. For more information see
“Annotation properties” on page 101.
NOTE: If you change the title of the Note in the Properties dialog this remains for any other notes you may
create. This is useful if you are marking up a document and want the document’s author to see
who added the note.
6 Click OK when you are happy with the note.
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6.13 Add text annotations
Highlights, underlines or strike-out text annotations are added to a document using two
methods. Select the text followed by the tool or vice-versa:
1 Select, in Page View, the page onto which you want to place the annotation.
2 Select the text you want to affect using the I-beam tool or press Shift and left-click to
display the crosshair and select an area.
3 On release of the button the context sensitive menu appears.
Figure 6.9 Context-sensitive menu
4 Click the icon in the menu to add the required highlight (1), strike-out (2) or underline
(3).
Or:
1 Select Document > Comments > then the tool you want to use. Or right-click the page
and select the tool from the pop-up menu.
2 Move the cursor over the text to annotate and select it using the I-beam or press Shift
and left-click to display the crosshair and select an area. The new text annotation appears
in the Navigation pane.
3 Right-click the annotation on the page or in the Navigation pane and select Properties
to change the annotation properties.
4 Change the title and color of the annotation in the Properties dialog. For more
information see “Annotation properties” on page101.
NOTE: If you change the title of the Note in the Properties dialog this remains for any other notes you
create. This is useful when you are marking up a document and want the document’s author to
see who added the note.
5 Click OK when you are happy with the note.
6.14 Add bookmarks
Bookmarks are added to a document using two methods: select the text or area
followed by the tool or vice-versa.
1 Select, in Page View, the page onto which you want to place the bookmark.
2 Select the text using the I-beam tool or hold Shift and select the area you want to
bookmark.
1
2
3
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3 On release of the button the context sensitive menu appears.
Figure 6.10 Context-sensitive text and area icons
4 Click the Text Bookmark (1) or Area Bookmark (2) icon to display the Bookmark
Properties dialog.
5 Select the required style of the bookmark. For more information see “Bookmark
properties” on page 96.
6 Click OK when you are happy with the bookmark.
Or:
1 Select Document > Comments > then either Add Bookmark, Add Text Bookmark or
Add Area Bookmark.
2 Select the page, text, or select the area (depending on your selection in 2), to display
Bookmark Properties dialog.
3 Change the title and color of the bookmark. For more information see “Bookmark
properties” on page 96.
4 Click OK when you are happy with the bookmark.
6.15 Add free text annotations
Text can be added to a page as a free annotation. The font, style, justification and color
of the text can be changed to your preference. You can choose to change the properties
of free text annotations. When the text is created you can choose to flatten the text
onto the page so that it is treated in the same way as any other text.
Free text annotations are added to a document using two methods. Select the text
followed by the tool or vice-versa:
1 Select, in Page View, the page onto which you want to place the annotation.
2 Press Shift and left-click to display the crosshair and select an area.
3 On release of the button one of the context sensitive menus appears.
Figure 6.11 Context-sensitive menus
1
2
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4 Click the free text icon (1) or select Document > Comments > Free Text or press Alt
+ T.
5 Click within the selected area and then type in your text.
6 When the text is typed you can select the new text and apply formatting by selecting
the from the options available. For more information see “Free text annotations” on
page 102.
Or:
1 Select, in Page View, the page onto which you want to place the free text.
2 Select Document > Comments > Free Text or press Alt + T. The crosshair appears
ready for you to select an area on the page.
3 Select an area on the page.
4 Click within the selected area and then type in your text.
5 When the text is typed you can select the new text and apply formatting by selecting
from the options available. For more information see “Free text annotations” on
page 102.
NOTE: To flatten the free text annotation so that the text becomes part of the underlying page see
“Flatten annotation” on page 104.
6.16 Add hyperlinks
You can create and edit hyperlinks to other pages within the document, web pages or
another file.
You can add three types of hyperlinks to a document: a link to a page, a link to a web
page and a link to a file. Once a link is added to a document selecting that link will
automatically display the linked page, web page or file.
1 Select, in Page View, the page onto which you want to place the link.
2 Select some text or press Shift and left-click to display the crosshair and select an area.
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3 On release of the button one of the context sensitive menus appears:
Figure 6.12 Context-sensitive menus
NOTE: Click the hyperlink icon (1) to display the Create Link dialog:
Figure 6.13 Create Link dialog
Add a link to a page
Select this option followed by clicking the page to which you want to
display when the link is selected.
Add a link to a web page
Select this option and enter the URL of the web page you want to
display when the link is selected. You can omit the
http://
part as that
is automatically added.
Add a link to a file
Select this option and use the displayed browser to select the file you
want to open when the link is selected.
NOTE: If you add a link to a PDF which is moved onto another machine, the file and associated application
must exist in the same location on that machine for the link to work.
For more information see “Hyperlink properties, delete and edit” on page105.
6.17 Change the destination of the output file
By default, output files are created in the same folder as the input file. You can change
the output destination:
1 Use File > Open or drop a file onto the Assembly or Page View to open a document.
1
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2 Make any changes to the document.
3 Click File > Save As.... This displays the Save As dialog.
4 Select the output Document type (XPS, PDF or DOC).
5 Select the required Setup name.
6 Make sure the General tab is selected.
7 Check the Always output files to option.
8 Either, select the Browse... option to display a Browse For Folder dialog that lets you
select the required location.
9 Click OK to accept the change. Click Cancel to abort the change.
6.18 Produce more compact PDF files
The following options have an effect on the size of the output PDF file:
• “Compression” on page80
• “Subset fonts” on page81
The default settings after installation are designed to give the maximum lossless
compression for general use.
6.18.1 Compression
The compression options reduce the size of your file by varying amounts. For full details
see “Compression tab (PDF)” on page117.
1 Use File > Open or drop a file onto the Assembly or Page View to open a document.
2 Make any changes to the document.
3 Click File > Save As.... This displays the Save As dialog.
4 Select the output Document type as PDF.
5 Select the Setup name you want to edit.
6 Click Edit....
NOTE: If you have one of the standard setups selected you cannot edit it.
7 Make sure the Compression tab is selected.
8 Check Compress text and line art option to apply zip compression to the PDF
commands in the page descriptions.
9 Make a selection in each of the Compression options:
Zip compression is usually the best overall compromise setting for images as it is efficient
and lossless. If you can tolerate lossy compression, that is, compression that throws some
of the data away never to be retrieved, use JPEG compression.
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