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Create an ETD Using Adobe Acrobat Lesson 3: Modify a PDF File
�
Modify a PDF File
After you have converted your thesis or dissertation into a PDF file, you still can renumber pages, move pages, add or delete pages, rotate pages, or make simple edits. In this lesson, you will see how to make these modifications using Adobe® Acrobat® Standard or Professional. You also learn how to define document properties, including creating a summary that contains the title, author, and subject of your thesis or dissertation and appropriate keywords. A number of search engines use this summary information, so it is important that you enter it if you want your research cited. In the exercises that follow, you will learn how to: 1. Specify document properties 2. Change page numbering 3. Move pages within a PDF document 4. Insert new pages 5. Delete pages 6. Rotate pages 7. Make simple text edits
1
Create an ETD Using Adobe Acrobat Lesson 3: Modify a PDF File
Exercise 1 – Specify Document Properties In this exercise, you will learn how to modify document properties by adding pertinent summary information. You also will learn how to set options that define how your document will appear when opened.
View Demo
1. Open the PDF file you created for your thesis or dissertation. 2. Choose Document Properties from the File menu. 3. Click the Description tab in the dialog box that appears. 4. Enter information including Title, Author, Subject, and Keywords that applies to the content of your document. Note: Separate the keywords with commas.
5. Click the Initial View tab. Tip 6. You will see Document, Window, and User Interface options. The defaults for most of the options are appropriate. However, if you plan on using bookmarks in your PDF document, set the value for Show (in the Document area) to Bookmarks Panel And Page to ensure that the reader sees the bookmarks as soon as the ETD is opened. You may also want to set the value for Page Layout to Continuous to allow users to scroll from the bottom of one page to the top of the next.
For information on the remaining document properties, please refer to Complete Acrobat Help from the Help menu.
7. Click OK to save your settings. Continue to Exercise 2 2
Create an ETD Using Adobe Acrobat Lesson 3: Modify a PDF File
Exercise 2 – Change Page Numbering You may have noticed that the page numbers that appear in the View Demo status bar at the bottom of the Acrobat window do not match the page numbers in your document. Acrobat counts each page, whatever the type, as one page and begins numbering with the first page in the document, even though this may be a title page or other page that is not normally numbered. This may be confusing if you happen to reference a specific page. In this exercise, you will learn how to change the way Acrobat counts pages by renumbering the title, table of contents, and appendix pages. 1. In the PDF file you created for your thesis or dissertation, click the Pages tab in the navigation pane.
2. Choose Number Pages from the Options pop-up menu.
3
Create an ETD Using Adobe Acrobat Lesson 3: Modify a PDF File
3. The Page Numbering dialog box appears. Find the page in your PDF file where the actual text of your thesis or dissertation begins. (In our example, the text begins on page 4.) 4. In the Pages area of the dialog box, click the From button and in the second edit box identify the range of pages to be renumbered. (In our example, that range is pages 1-3.) 5. In the Numbering area of the dialog box, click the Begin New Section button and then choose a value from the Style menu. For title and table of contents pages, small Roman numerals (i, ii, iii) are the normal choice.
Tip You can also add a prefix (for an appendix, you could have pages numbered a.i, a.ii, etc.) or start numbering pages other than with 1. Remember, you are not actually changing the numbers in your document, only the way they appear in the Acrobat Status Bar.
6. Click OK to save your changes. Repeat this procedure for any other pages you want to renumber, for example, appendix pages.
Continue to Exercise 3
4
Create an ETD Using Adobe Acrobat Lesson 3: Modify a PDF File
Exercise 3 – Move Pages within a PDF document In this exercise, you will learn how to move a page from one location to another within your document. When you move a page, Acrobat will renumber the page accordingly in the Status Bar, although no page numbers within your document will be modified.
View Demo
1. In the PDF file you created for your thesis or dissertation, click the Pages tab in the navigation pane. A series of page thumbnails appears. 2. In our example, page 1 contains a single quotation and page 2 is the title page. Assume that you now want the quotation to appear after the title page. 3. To make this change, click the page 1 thumbnail and drag it underneath the icon for page 2 until a horizontal line appears.
4. Release the mouse button. The title page now appears as the first page in the PDF file.
Continue to Exercise 4
5
Create an ETD Using Adobe Acrobat Lesson 3: Modify a PDF File
Exercise 4 – Insert New Pages In Lesson 2, you saw how to combine multiple PDF files into a single file. Occasionally, however, you may need to add one or more pages to your document, for example, an additional illustration or chapter. In this exercise, you will learn how to insert pages from another file at a specific location in your document. There are two ways you can make changes—from the Document menu or by using thumbnails.
View Demo
1. In the Document menu, choose Insert Pages. The Select File To Insert dialog box appears.
2. Click the file that contains the page(s) you want to add to your document and then click Select. 3. Indicate where you want to insert the new pages by clicking one of the radio buttons (First, Last, or Page) in the Page area of the dialog box. Important: If you select the Page option, remember to type the correct page number in the edit box.
Tip To see what kind of files you can add to a PDF document, refer to the Files Of Type menu.
6
Create an ETD Using Adobe Acrobat Lesson 3: Modify a PDF File
4. Click OK and then Save, but do not close your document. 5. You have just seen how to insert pages into a PDF document from another file. However, you may want to add single pages from another PDF document. The only way to do that is by using thumbnails. 6. Click the Pages tab in the navigation pane in your thesis or dissertation document to display thumbnails. 7. Open the other PDF document that contains the files you want to insert (in this exercise, music.pdf), and then click the Pages tab to view the thumbnails for that page. 8. From either document, open the Window menu and choose Tile and then Vertically.
7
Create an ETD Using Adobe Acrobat Lesson 3: Modify a PDF File
9.
Both windows now appear side by side. Look at the music.pdf document. Select the thumbnail for the page you want to insert and then drag it to the proper location in your original PDF file. When a line appears at the insertion point, release the mouse button. The page will copy from one PDF file to another.
Tip To copy two or more pages simultaneously, hold down the Ctrl key and select additional thumbnails.
Continue to Exercise 5
8
Create an ETD Using Adobe Acrobat Lesson 3: Modify a PDF File
Exercise 5 – Delete Pages In this exercise, you will learn how to delete pages from a PDF file. View Demo While this action may be necessary on occasion, it is very important that you be aware that you cannot undo the delete action and retrieve deleted pages. If you remove a page in error, the only option available to you is to close the PDF file without saving it. Doing so would also cause you to lose any other changes you may have made. 1. In the Document menu, choose Delete Pages. The Delete Pages dialog box appears. Tip If you haven’t already renumbered pages in your PDF document, the page numbers you see in the Status Bar may not correspond to the page numbers in the word processor version of your file. Carefully check to be certain the numbers you have entered are really the pages you want to remove.
Tip
2. Click the From button and then type the first page number and the last page number you want to delete in the edit boxes.
Alternatively, click the Pages tab and select the thumbnails of the pages you want to delete. Click the Trash icon in the menu bar at the top of the pages tab.
3. Click OK to delete the specified pages.
Continue to Exercise 6 9
Create an ETD Using Adobe Acrobat Lesson 3: Modify a PDF File
Exercise 6 – Rotate Pages In this exercise, you will learn how to rotate a page in your PDF file that is not properly oriented (such as a landscape view instead of portrait view). You also can rotate an entire PDF file using the Rotate Clockwise and Rotate Counterclockwise buttons in the toolbar. However, you cannot use these commands to change the orientation of a single page or page range. You must use the instructions that follow.
View Demo
1. Click the Pages tab in the navigation pane and click the page that needs to be reoriented.
Tip To rotate pages in the entire PDF file, click the Rotate Pages tool from the toolbar to rotate pages clockwise or counterclockwise. You also can click the arrow to display both options in the toolbar.
2. From the Options menu on the Pages tab, choose Rotate Pages. The Rotate Pages dialog box appears.
10
Create an ETD Using Adobe Acrobat Lesson 3: Modify a PDF File
3. The default direction specified is Clockwise 90 degrees, which will change the orientation from landscape to portrait with the top of the page at the left margin. 4. The default page range is Selection, which means the page you currently have open is the one that will be rotated. Note: If several consecutive pages need to be rotated, you can also click the Pages button and specify a range of pages using the From and To fields. 5. There should be no need to change the default values in the pop-up menus next to Rotate. 6. Click OK to rotate the selected page(s).
Continue to Exercise 7
11
Create an ETD Using Adobe Acrobat Lesson 3: Modify a PDF File
Exercise 7 – Make Simple Text Edits In this exercise, you will learn how to make minor text changes View Demo like correcting a misspelled word or adding a few words using the TouchUp Text tool. If extensive revisions are required, edit the document in its original application and then re-create the PDF file. The TouchUp Text tool is located on the Advanced Editing toolbar. If you do not find it at the top of the Acrobat window, right-click on the toolbar, and select Advanced Editing Toolbar from the menu. 1. Select the
TouchUp Text tool on the Advanced Editing toolbar.
2. Click at the point in the text you want to edit. A bounding box outlines selectable text.
Tip Alternatively, open the View menu and choose Toolbars and then Advanced Editing or choose Tools > Advanced Editing > TouchUp Text Tool.
3. Select the text to be edited by dragging your mouse to highlight specific characters or words.
4. You now have the following options: • Type new text to replace the selected text. • Press Delete, or choose Edit > Delete to remove the text. • Choose Edit > Copy to copy the selected text. • Right-click the text and choose one of the options listed. Note: You cannot add or replace text unless the font is installed on your computer. You can, however, change text attributes if the font is embedded in the PDF document.
New text has been typed to replace the selected text.
5. Click outside the selection to deselect it. 12
�
Modify a PDF File
After you have converted your thesis or dissertation into a PDF file, you still can renumber pages, move pages, add or delete pages, rotate pages, or make simple edits. In this lesson, you will see how to make these modifications using Adobe® Acrobat® Standard or Professional. You also learn how to define document properties, including creating a summary that contains the title, author, and subject of your thesis or dissertation and appropriate keywords. A number of search engines use this summary information, so it is important that you enter it if you want your research cited. In the exercises that follow, you will learn how to: 1. Specify document properties 2. Change page numbering 3. Move pages within a PDF document 4. Insert new pages 5. Delete pages 6. Rotate pages 7. Make simple text edits
1
Create an ETD Using Adobe Acrobat Lesson 3: Modify a PDF File
Exercise 1 – Specify Document Properties In this exercise, you will learn how to modify document properties by adding pertinent summary information. You also will learn how to set options that define how your document will appear when opened.
View Demo
1. Open the PDF file you created for your thesis or dissertation. 2. Choose Document Properties from the File menu. 3. Click the Description tab in the dialog box that appears. 4. Enter information including Title, Author, Subject, and Keywords that applies to the content of your document. Note: Separate the keywords with commas.
5. Click the Initial View tab. Tip 6. You will see Document, Window, and User Interface options. The defaults for most of the options are appropriate. However, if you plan on using bookmarks in your PDF document, set the value for Show (in the Document area) to Bookmarks Panel And Page to ensure that the reader sees the bookmarks as soon as the ETD is opened. You may also want to set the value for Page Layout to Continuous to allow users to scroll from the bottom of one page to the top of the next.
For information on the remaining document properties, please refer to Complete Acrobat Help from the Help menu.
7. Click OK to save your settings. Continue to Exercise 2 2
Create an ETD Using Adobe Acrobat Lesson 3: Modify a PDF File
Exercise 2 – Change Page Numbering You may have noticed that the page numbers that appear in the View Demo status bar at the bottom of the Acrobat window do not match the page numbers in your document. Acrobat counts each page, whatever the type, as one page and begins numbering with the first page in the document, even though this may be a title page or other page that is not normally numbered. This may be confusing if you happen to reference a specific page. In this exercise, you will learn how to change the way Acrobat counts pages by renumbering the title, table of contents, and appendix pages. 1. In the PDF file you created for your thesis or dissertation, click the Pages tab in the navigation pane.
2. Choose Number Pages from the Options pop-up menu.
3
Create an ETD Using Adobe Acrobat Lesson 3: Modify a PDF File
3. The Page Numbering dialog box appears. Find the page in your PDF file where the actual text of your thesis or dissertation begins. (In our example, the text begins on page 4.) 4. In the Pages area of the dialog box, click the From button and in the second edit box identify the range of pages to be renumbered. (In our example, that range is pages 1-3.) 5. In the Numbering area of the dialog box, click the Begin New Section button and then choose a value from the Style menu. For title and table of contents pages, small Roman numerals (i, ii, iii) are the normal choice.
Tip You can also add a prefix (for an appendix, you could have pages numbered a.i, a.ii, etc.) or start numbering pages other than with 1. Remember, you are not actually changing the numbers in your document, only the way they appear in the Acrobat Status Bar.
6. Click OK to save your changes. Repeat this procedure for any other pages you want to renumber, for example, appendix pages.
Continue to Exercise 3
4
Create an ETD Using Adobe Acrobat Lesson 3: Modify a PDF File
Exercise 3 – Move Pages within a PDF document In this exercise, you will learn how to move a page from one location to another within your document. When you move a page, Acrobat will renumber the page accordingly in the Status Bar, although no page numbers within your document will be modified.
View Demo
1. In the PDF file you created for your thesis or dissertation, click the Pages tab in the navigation pane. A series of page thumbnails appears. 2. In our example, page 1 contains a single quotation and page 2 is the title page. Assume that you now want the quotation to appear after the title page. 3. To make this change, click the page 1 thumbnail and drag it underneath the icon for page 2 until a horizontal line appears.
4. Release the mouse button. The title page now appears as the first page in the PDF file.
Continue to Exercise 4
5
Create an ETD Using Adobe Acrobat Lesson 3: Modify a PDF File
Exercise 4 – Insert New Pages In Lesson 2, you saw how to combine multiple PDF files into a single file. Occasionally, however, you may need to add one or more pages to your document, for example, an additional illustration or chapter. In this exercise, you will learn how to insert pages from another file at a specific location in your document. There are two ways you can make changes—from the Document menu or by using thumbnails.
View Demo
1. In the Document menu, choose Insert Pages. The Select File To Insert dialog box appears.
2. Click the file that contains the page(s) you want to add to your document and then click Select. 3. Indicate where you want to insert the new pages by clicking one of the radio buttons (First, Last, or Page) in the Page area of the dialog box. Important: If you select the Page option, remember to type the correct page number in the edit box.
Tip To see what kind of files you can add to a PDF document, refer to the Files Of Type menu.
6
Create an ETD Using Adobe Acrobat Lesson 3: Modify a PDF File
4. Click OK and then Save, but do not close your document. 5. You have just seen how to insert pages into a PDF document from another file. However, you may want to add single pages from another PDF document. The only way to do that is by using thumbnails. 6. Click the Pages tab in the navigation pane in your thesis or dissertation document to display thumbnails. 7. Open the other PDF document that contains the files you want to insert (in this exercise, music.pdf), and then click the Pages tab to view the thumbnails for that page. 8. From either document, open the Window menu and choose Tile and then Vertically.
7
Create an ETD Using Adobe Acrobat Lesson 3: Modify a PDF File
9.
Both windows now appear side by side. Look at the music.pdf document. Select the thumbnail for the page you want to insert and then drag it to the proper location in your original PDF file. When a line appears at the insertion point, release the mouse button. The page will copy from one PDF file to another.
Tip To copy two or more pages simultaneously, hold down the Ctrl key and select additional thumbnails.
Continue to Exercise 5
8
Create an ETD Using Adobe Acrobat Lesson 3: Modify a PDF File
Exercise 5 – Delete Pages In this exercise, you will learn how to delete pages from a PDF file. View Demo While this action may be necessary on occasion, it is very important that you be aware that you cannot undo the delete action and retrieve deleted pages. If you remove a page in error, the only option available to you is to close the PDF file without saving it. Doing so would also cause you to lose any other changes you may have made. 1. In the Document menu, choose Delete Pages. The Delete Pages dialog box appears. Tip If you haven’t already renumbered pages in your PDF document, the page numbers you see in the Status Bar may not correspond to the page numbers in the word processor version of your file. Carefully check to be certain the numbers you have entered are really the pages you want to remove.
Tip
2. Click the From button and then type the first page number and the last page number you want to delete in the edit boxes.
Alternatively, click the Pages tab and select the thumbnails of the pages you want to delete. Click the Trash icon in the menu bar at the top of the pages tab.
3. Click OK to delete the specified pages.
Continue to Exercise 6 9
Create an ETD Using Adobe Acrobat Lesson 3: Modify a PDF File
Exercise 6 – Rotate Pages In this exercise, you will learn how to rotate a page in your PDF file that is not properly oriented (such as a landscape view instead of portrait view). You also can rotate an entire PDF file using the Rotate Clockwise and Rotate Counterclockwise buttons in the toolbar. However, you cannot use these commands to change the orientation of a single page or page range. You must use the instructions that follow.
View Demo
1. Click the Pages tab in the navigation pane and click the page that needs to be reoriented.
Tip To rotate pages in the entire PDF file, click the Rotate Pages tool from the toolbar to rotate pages clockwise or counterclockwise. You also can click the arrow to display both options in the toolbar.
2. From the Options menu on the Pages tab, choose Rotate Pages. The Rotate Pages dialog box appears.
10
Create an ETD Using Adobe Acrobat Lesson 3: Modify a PDF File
3. The default direction specified is Clockwise 90 degrees, which will change the orientation from landscape to portrait with the top of the page at the left margin. 4. The default page range is Selection, which means the page you currently have open is the one that will be rotated. Note: If several consecutive pages need to be rotated, you can also click the Pages button and specify a range of pages using the From and To fields. 5. There should be no need to change the default values in the pop-up menus next to Rotate. 6. Click OK to rotate the selected page(s).
Continue to Exercise 7
11
Create an ETD Using Adobe Acrobat Lesson 3: Modify a PDF File
Exercise 7 – Make Simple Text Edits In this exercise, you will learn how to make minor text changes View Demo like correcting a misspelled word or adding a few words using the TouchUp Text tool. If extensive revisions are required, edit the document in its original application and then re-create the PDF file. The TouchUp Text tool is located on the Advanced Editing toolbar. If you do not find it at the top of the Acrobat window, right-click on the toolbar, and select Advanced Editing Toolbar from the menu. 1. Select the
TouchUp Text tool on the Advanced Editing toolbar.
2. Click at the point in the text you want to edit. A bounding box outlines selectable text.
Tip Alternatively, open the View menu and choose Toolbars and then Advanced Editing or choose Tools > Advanced Editing > TouchUp Text Tool.
3. Select the text to be edited by dragging your mouse to highlight specific characters or words.
4. You now have the following options: • Type new text to replace the selected text. • Press Delete, or choose Edit > Delete to remove the text. • Choose Edit > Copy to copy the selected text. • Right-click the text and choose one of the options listed. Note: You cannot add or replace text unless the font is installed on your computer. You can, however, change text attributes if the font is embedded in the PDF document.
New text has been typed to replace the selected text.
5. Click outside the selection to deselect it. 12
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