• Create BookmarkCreate Bookmark
  • Create Note or TagCreate Note or Tag
  • PrintPrint
Share this Page URL
Help

Lesson 4. Converting Files to Adobe PDF > Converting and combining different ty...

Converting and combining different types of files

In the prior section, you converted a TIFF file to Adobe PDF using the Create PDF command. As you saw from the listed file types in the Open dialog box, you can use this approach to convert a variety of file formats to Adobe PDF. You can also convert a variety of file formats to Adobe PDF and consolidate them into one Adobe PDF file in one simple operation.

In this part of the lesson, you'll use the Create PDF From Multiple Files command to assemble several documents related to a network upgrade project for the Global Corp. The files that you'll consolidate include PDF files and JPEG image files.

In the past, if you needed to archive project documents such as these, you'd need to generate paper copies that you could file, or you'd need to be sure that you always had the necessary software to open and view your archived electronic files. Similarly, if you had wanted to circulate the project documents for review, each of your colleagues would have had to have the necessary software to open and view the files, or you'd have had to create and distribute paper copies. With Adobe PDF you don't have these problems. When you convert your application files to Adobe PDF, they can be opened on any platform using the free Adobe Reader.

Assembling the files

1.
In Acrobat, click the Create PDF button on the toolbar, and choose From Multiple Files.

You can convert and consolidate a variety of file types without leaving Acrobat.

The Create PDF From Multiple Documents dialog box is where you assemble PDF documents that you want to consolidate or where you assemble the documents that you want to convert to Adobe PDF and consolidate.

2.
Click in the empty box to select the Include All Open PDF Documents option. (The option is on if the box is checked.) After you turn this option on, the file GCVend_Agree1.pdf is listed in the Files to Combine panel because the document is open.

Now you'll add the other project documents to the dialog box.

3.
Click the Browse (Windows) or Choose (Mac OS) button under Add Files.

4.
In the Open dialog box, click the arrow next to the Files of Type (Windows) or Show (Mac OS) text box to show the pop-up menu. This menu lists the types of files that you can convert and consolidate using this dialog box. Make sure that All Supported Formats is selected.

Note

The types of files that you can convert varies depending on whether you are working on Windows or Mac OS.

5.
Still in the Open dialog box, navigate to the Lesson04 folder and select the file GC_Logo.jpg, and click Add to add the file to the Files to Combine list in the Create PDF From Multiple Documents dialog box.

6.
Click Browse or Choose again, and add the following files:

  • GC_CostBen.xls.pdf

  • GC_Ad.pdf

  • GC_Survey.pdf

  • GC_Present.ppt.pdf

You can Ctrl-click (Windows) or Command-click (Mac OS) to select multiple files to include in the files name box. Click Add to include the files in Files to Combine window.

It doesn't matter in what order you added these files, because now you'll rearrange them. But first you'll remove the GCVend_Agree1.pdf file because that version of the vendor agreement still needs to be corrected.

7.
In the Create PDF From Multiple Documents dialog box, select the file GCVend_Agree1.pdf, and click the Remove button to remove the file from the list.

8.
Select each of the remaining files in turn, and use the Move Up and Move Down button to arrange the files in the following order:

  • GC_Ad.pdf

  • GC_Present.ppt.pdf

  • GC_Survey.pdf

  • GC_CostBen.xls.pdf

  • GC_Logo.jpg

Note

You can also drag files up and down in the list.

Now you're ready to create the Adobe PDF file.

If you're unsure that you've selected the correct files, you can use the Preview button to verify the contents of any PDF file. Simply select the file in the Files to Combine panel and click Preview. You can only preview PDF files.



Converting and consolidating the files

1.
Click OK to convert and consolidate the listed files into one Adobe PDF file.

A dialog box shows the progression of the conversion and consolidation process. Depending on the files you convert and your operating system, some of the authoring programs may open and close automatically.

2.
In the Save As dialog box, rename the file GC_Presentation.pdf. Click Save, and save your work in the Lesson04 folder.

The consolidated Adobe PDF file, originally called Binder1.pdf and renamed GC_Presentation.pdf, opens automatically.

3.
Use the Next Page () and Previous Page () buttons to page through your consolidated documents.

Without leaving Acrobat, you have converted a JPEG file to Adobe PDF and combined it with several other PDF files.

When you convert files to Adobe PDF using the Create PDF From Multiple Files command, Acrobat uses the conversion settings from the Convert to Adobe PDF preferences. You can edit these conversion settings in the Convert to PDF preferences dialog box. Not all the conversion settings for all file types are editable.



Now you'll add project-related text, page numbers, and a background image to each page to identify the pages as being part of one project, but first you'll close the vendor agreement file.

4.
Choose Window and select the GC_VendAgree1.pdf file to make the file active. Choose File > Close to close the vendor agreement file.

Adding header text and page numbers

1.
Click the First Page button () to go to the first page of the consolidated document.

2.
Choose Document > Add Headers & Footers to open the dialog box that lets you add page numbers and text to each of your PDF pages.

You can add page numbers and header or footer text to any Adobe PDF file.

3.
In the Add Headers & Footers dialog box, click the Footer tab to bring it to the front.

You'll add a page number to the bottom of each page.

4.
Under Insert Page Number, click the down arrow next to the Style text box to open the pop-up menu and review your choices. We used the default value 1. Then click the Insert button.

By default, the page number is added to the bottom left of the page (the left panel in the dialog box). You can change the position of the page number by using Margins settings or by moving the <<1>> notation from the left window to the center or right window.

5.
Drag to highlight the <<1>> notation, and choose Ctrl-X (Windows) or Command-X (Mac OS). Click in the center window to create an insertion point, and choose Ctrl-V (Windows) or Command-V (Mac OS) to paste the page notation in the desired window.

You can also highlight the footer entry and drag it from window to window.



6.
Click the Preview button at the bottom of the dialog box to preview your page numbering style. When you're finished, click OK to close the Preview pane.

You can experiment with a variety of options in this dialog box, including changing the margin settings and changing the font and font size, adding page numbers to every page or to alternate pages, and starting the page numbers at a number other than 1. In each case, you can preview your settings.

We chose to apply a page number to every page, at the bottom center of each page using the default margin settings and the default font and type size settings.

Now you'll add a header to identify the project that the documents relate to.

7.
In the Add Headers & Footers dialog box, click the Header tab. (If you closed the Add Headers & Footers dialog box, choose Document > Add Headers & Footers to reopen the dialog box.)

8.
Click in the center window to create an insertion point, and type in the text you want to use as a header. We typed in Red Dot Project. Be sure to click outside the text to deselect it.

Now you'll add a date.

9.
In the Insert Date area, click the down arrow next to the Style text box to open the menu. Select a style for the date. We used mm/dd/yy. Click the Insert button.

The date is adjacent to the header, but you want it to be at the top left of the pages, so you'll realign it now.

10.
Drag to highlight the date, and then drag the highlighted date to the left panel. (On Mac OS, you may need to delete the date from the center panel.)

11.
Click Preview to preview the header information.

The header is a little low on the page, so now you'll adjust the margins to move the added text higher on the page.

12.
Click OK to close the Preview and return to the Add Headers & Footers dialog box.

13.
In the Page Options area, select the top value for Margins, and replace 0.5 with 0.25. The units are in inches. For information on changing the page units, see Lesson 7, “Modifying PDF Files.”

Again, you can choose whether to add the header information to all or selected pages. For this project, you'll add the information to all pages (the default value).

14.
When you are satisfied with your header and footer information, click OK to add both your header information and footer information to each page.

15.
Use the Next Page () and Previous Page () buttons to page through the document and view your work.

As you page through the document, you notice that the header and footer do not look good on page 6, the last page of the combined document. You'll remove the header and footer from this page, but first you'll save your work.

16.
Choose File > Save.

Editing headers and footers

First you'll remove all the headers and footers.

1.
If necessary, click the First Page button () to go to the first page of the PDF file.

2.
Choose Edit > Undo Headers/Footers.

Note

If you closed the Add Headers & Footers dialog box between adding the footer information and adding the header information, you may have to do Step 2 twice.

All the header and footer information is removed from all pages.

3.
Choose Document > Add Headers & Footers.

Notice that your header and footer information is preserved. Now you'll reapply the information, but only to the first five pages.

4.
Click the Header tab, and click the down arrow to open the Page Range menu. Choose Apply to Page Range.

5.
Leave the 1 in the From text box, but click the down arrow of the To text box to change the value from 6 to 5.

6.
Click the Footer tab and verify that the page range for the footer has been changed also.

7.
Click OK to apply the changes.

8.
Use the Next Page () and Previous Page () buttons to page through the document to make sure your changes have been made. When you're sure the changes are satisfactory, choose File > Save to save your work.

Adding a watermark image

Now that you've consolidated the project files, you want to be sure that anyone who opens and reviews this PDF file understands that this is the archive copy of the project documentation. To do this, you'll add a watermark image to each page.

1.
Choose Document > Add Watermark & Background.

2.
For Type, select the option Add a Watermark. Verify that the options Show When Displaying On Screen and Show When Printing are selected.

Now you'll locate the file that contains the watermark image. The file in which you keep this watermark image may contain multiple images, but each image must be on a separate page.

3.
For Source, select From File, and then click Browse (Windows) or Choose (Mac OS).

4.
In the Open dialog box, select WaterImage.pdf in the Lesson04 folder, and click Open.

The Preview pane shows the composite effect.

Now you'll rotate the watermark image and set the opacity.

5.
For Position and Appearance, make sure that Center is selected for Vertical Alignment and for Horizontal Alignment. This centers the image on the page.

6.
For Rotation, enter the degree of rotation for the image, and press Enter or Return. We entered 45 degrees. You can type in a value or use the up and down arrows to change the value. Then drag the opacity slider to 40% or replace 100% with 40% in the text box. This sets the opacity of the watermark image.

7.
For Page Range, make sure that the option All Pages is selected.

8.
When you're satisfied with the appearance, as shown in the preview panel of the dialog box, click OK.

Again, because page 6 is an odd-sized page, the watermark is too large to fit on the page. You could remove the watermark as you did with the headers and footers in the previous section, re-add the water mark to the first five pages, and then use the Fit to Page option in the Add Watermark & Background dialog box to resize the watermark for page 6. For this lesson, though, you'll leave it as is.

9.
Use the Next Page () and Previous Page () buttons to browse through the file.

10.
Choose File > Save, and save the GC_Presentation.pdf file when you are finished reviewing your work. Minimize the window.

  • Creative Edge
  • Create BookmarkCreate Bookmark
  • Create Note or TagCreate Note or Tag
  • PrintPrint