Clicking an individual Level number opens a menu that you can use to change the value. When some but not all of the available Word headings and styles are selected for conversion to PDF bookmarks, the marker in the corresponding check boxes at the top of the tab change. If all elements of the type are selected, a check mark appears. If only some of the elements of that type are selected, a colored square appears.
Otherwise, the check box is empty. Legal Notices Online Privacy Policy. Quickly convert Word to PDF online. Try now for free. For Microsoft Office, follow these steps:. Do the following:. Click the File tab, and then click Options. Click Add-Ins on the left side of the dialog box.
Do one of the following:. Restart the Office application. Convert a file to PDF. Open the file in the application used to create it. Enter a filename and location for the PDF, and click Save.
Create a PDF as an email attachment. Attach a file as PDF Outlook. Select a file to attach, and click Open. Convert files to a secured PDF and attach it to an email message Outlook. To specify only users that are specified by a security policy, select Restrict Access By Applying The Following Security Policy , and then select a security policy in the list. In this case, the PDF is secured before it is attached to the email message.
Create a PDF and send it for review. Follow the directions in the wizard that appears, as described in Start an email-based review. Create a PDF and run an action. Click an action to from the button menu, and follow the onscreen prompts to save the files. The PDF opens in Acrobat.
Click Start in the right-hand pane to process the file. View PDFMaker conversion settings. When selected, makes the other Permissions options available. Prevents or allows users from copying from the PDF. Prevents or allows screen reader devices to read text. Selected by default. Convert Excel files to PDF.
Open a file in Excel. Optionally, select the cells to convert. Office From the Acrobat ribbon, select one of the Create options. Click Save to create the PDF. Open a file in Word or PowerPoint. Optionally, select objects and text Word or slides PowerPoint , as needed. Convert email messages to PDFs. Convert an open email message to PDF Outlook. Convert email messages to a new PDF.
In Outlook or Lotus Notes, select the individual email messages. Add email messages or folders to an existing PDF. In Outlook or Lotus Notes, select the individual email messages or folders.
Click No to cancel the process. Convert email folders to a new PDF. When the conversion is complete, the new PDF opens in Acrobat. Set up automatic email archiving. Select other options, according to your needs:. Creates a record of each archiving session. Choose File. Specifies the name and location of the archiving log. 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.
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 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. When the job has finished, a message appears, telling you that the process was successful.
Email options for PDF mail merges. Type the text that you want to appear in the subject line of each message. Type to add or edit text that you want to appear in the body of the email messages. Convert Visio files. The PDF file attaches to a new email message in your default email application. The file converts to an Adobe PDF file, and an email-based review process begins. If you want to include the custom properties of shapes, select that option.
Click Continue. Select Visio layers to convert Acrobat Pro. Select one or more layers in the Layers In Visio Drawing list. 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 layers but not grouped under a layer set , click the Add Layer s button. Optionally, do any of the following:.
These settings are used the next time you convert the current Visio file to a PDF file. When selected, this dialog box appears during the conversion process. Locate and select the AutoCAD file. Flatten All Layers. When layers are flattened, only those entities belonging to layers that are not frozen and are printable appear in the converted PDF.
Retain All Or Some Layers. In the next dialog box, specify the layers to include in the resulting PDF. Select AutoCAD layers to convert. Choose an option from the Named Layer Filters menu to list all layers that fit that criterion. Select the Invert option to list all layers except those layers that are described by the selected choice in the Named Layer Filters menu. To change the sort order of the layers, click the headings. To select the AutoCAD layers to convert, do any of the following:.
Select one or more layers from the Layers In Drawing List. To convert all of the layers in the drawing, click Add All Layers , and go to step 5. This action creates a folder of layers in the Layers navigation pane in Acrobat. To reorder layers, drag an item up or down in the list. Convert AutoCAD files in batches. Specify your preferences for layers, page size, plot style, and output PDFs. In the DWG List, do any of the following:. Click Add Folder or Add Files , and then specify the folder or files.
To load a previously saved list of files, click Append List , and then specify the list. As needed, expand individual files and select or deselect the items you want, such as model space and layouts. To exclude or include all model space, click the associated buttons. To exclude a file from the conversion, deselect the file box. As needed, select or deselect all of the files in the list, change the order of the files, remove files, or clear the list. To show the complete file paths, select Expand File Name s.
This action saves the list in its current state, including the file order and file selections. You can retrieve this list at any time by clicking Append List. Click Convert. Application-specific PDFMaker settings. Settings tab options available from within most applications. Includes the document being converted as an attachment to the PDF. Add Links. Includes active links and hypertext in the PDF.
Embeds tags in the PDF. Excel-specific options on the Settings tab. Actual Size. Uses actual size specified in the worksheet. Worksheets are not resized.
PowerPoint-specific options on the Settings tab. Email-specific options on the Settings tab. Indicates whether all files attached to email messages are included in the PDF. When selected, excludes mail folder names from PDFs. Shows the layers structure when a PDF is opened in Acrobat. Preserves drawing-scale information, which is usable with the Acrobat measurement tools. When selected, the model space layout is not converted to a 3D annotation in the PDF.
Visio-specific options on the Settings tab Acrobat Pro. Indicates whether the new PDF excludes Visio objects without custom properties. Word tab settings Microsoft Word. Lists the names of reviewers who have entered comments in the current Word document.
When deselected, does not include the comments in the PDF. Notes Open. Shows the number of comments that the reviewer made. Integrates these into the PDF. Converts signature fields indicated by pdfmarks.
Integrates this into the PDF. Bookmarks tab settings Microsoft Word. Converts any user-created Word bookmarks to PDF bookmarks. Specifies which Word headings and styles are converted to PDF bookmarks. The items you can catalog include the document text, comments, bookmarks, form fields, tags, object and document metadata, attachments, document information, digital signatures, image XIF extended image file format metadata, and custom document properties.
Begin by creating a folder to contain the PDFs you want to index. All PDFs should be complete in both content and electronic features, such as links, bookmarks, and form fields. If the files to be indexed include scanned documents, make sure that the text is searchable. Break long documents into smaller, chapter-sized files, to improve search performance.
Filenames may be truncated and hard to retrieve in a cross-platform search. To prevent this problem, consider these guidelines:. Rename files, folders, and indexes using the MS-DOS file-naming convention eight characters or fewer followed by a three-character filename extension , particularly if you plan to deliver the document collection and index on an ISO formatted CD-ROM disc.
Remove extended characters, such as accented characters and non-English characters, from file and folder names. The font used by the Catalog feature does not support character codes through To make a PDF easier to search, you can add file information, called metadata , to the document properties.
Use a good descriptive title in the Title field. The filename of the document should appear in the Search Results dialog box. Always use the same option field for similar information.
Use a single, consistent term for the same information. Use the Author option to identify the group responsible for the document. For example, the author of a hiring policy document might be the Human Resources department. If you use document part numbers, add them as Keywords. Use the Subject or Keywords option, either alone or together, to categorize documents by type. For example, you might use status report as a Subject entry and monthly or weekly as a Keywords entry for a single document.
If you already have specialized training in Adobe PDF , you can define custom data fields, such as Document Type , Document Number , and Document Identifier , when you create the index. This is recommended only for advanced users and is not covered in Acrobat Complete Help. When you build a new index, Acrobat creates a file with the.
The IDX files contain the index entries. All of these files must be available to users who want to search the index. Click Options , select any advanced options you want to apply to your index, and click OK. To add more folders, repeat this step. Any folder nested under an included folder will also be included in the indexing process. You can add folders from multiple servers or disk drives, as long as you do not plan to move the index or any items in the document collection.
Click OK and repeat, as needed. Review your selections. To edit the list of folders to be included or excluded, select the folder you want to change and click Remove.
Click Build , and then specify the location for the index file. Click Save , and then:. The options and folder selections remain intact. You can click Open Index select the partially finished index, and revise it. If long path names are truncated in the Include These Directories and Exclude These Subdirectories options, hold the pointer over each ellipsis Do Not Include Numbers. Select this option to exclude all numbers that appear in the document text from the index.
Excluding numbers can significantly reduce the size of an index, making searches faster. Select this option if your collection includes PDFs created before Acrobat 2. Acrobat 2. When this option is not selected, a message appears when you search documents that have changed since the most recent index build. Custom Properties. Use this option to include custom document properties in the index; only custom document properties that already exist in the PDFs you index are indexed.
Type the property, make a selection from the Type menu, and then click Add. These properties appear as a search option in the Search PDF window's additional criteria pop-up menus when you search the resulting index.
For example, if you enter the custom property Document Name and choose the string property from the Type menu, a user searching the index can then search within the custom property by selecting Document Name from the Use These Additional Criteria menu.
Use this option to include custom XMP fields. The custom XMP fields are indexed and appear in the additional criteria pop-up menus to be searchable in the selected indexes. Use to exclude specific words maximum from the index search results. Type the word, click Add, and repeat as needed. A stop word can contain up to characters and is case sensitive. Structure Tags. Use this option to make specific leaf-element tag nodes searchable in documents that have a tagged logical structure.
To apply these settings globally to any index you create, you can change the default settings for custom fields, stop words, and tags in the Catalog panel of the Preferences dialog box.
It is often a good idea to create a separate ReadMe file and put it in the folder with the index. This ReadMe file can give people details about your index, such as:. A list of the folders containing documents included in a LAN-based index, or a list of the documents included in a disk-based index.
You might also include a brief description of the contents of each folder or document. If a catalog has an especially large number of documents, consider including a table that shows the values assigned to each document. The table can be part of your ReadMe file or a separate document. While you are developing the index, you can use the table to maintain consistency.
Locate and select the index definition file PDX for the index, and click Open. If the index was created with Acrobat 5. In the Index Definition dialog box, make any changes you want, and then click the function you want Acrobat to perform:. Creates a new IDX file with the existing information, and updates it by adding new entries and marking changed or outdated entries as invalid.
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