Adobe Acrobat Pro

Adobe: Acrobat Pro and Photoshop

VGAP
Topic 3: Editing and Organising PDF Files
 Topic 3: Editing and Organising PDF Files

• Editing Text, Images, and Links

• Rearranging, Deleting, and Extracting Pages
• Combining PDF Files
• Splitting PDF Files
• Reordering and Organising Pages
Edit Text in PDFs
Editing PDFs in Adobe Acrobat
• Open the PDF in Adobe Acrobat.
• Click Edit in the global bar.
• Acrobat enters Edit Mode, and the Edit Panel appears.

• Key Features in Edit Mode:

• Modify Pages – Rearrange, delete, or add pages.
• Edit Text – Fix typos, change fonts, resize, and adjust alignment.
• Add Content – Insert new text, images, or other elements.
• Redact Information – Black out or remove sensitive data.
• Convert to PDF Forms – Turn documents into interactive forms.
• If the PDF comes from a scanned document, Acrobat automatically runs OCR (Optical Character
Recognition) to make the text editable.
Edit Text in PDFs cont.
ADD, CHANGE, FORMAT, DELETE, OR HIGHLIGHT TEXT
Setting Default Fonts for Editing & Adding Text
• Acrobat automatically selects nearby fonts for new text.
• If a font is unavailable, a default font is used (e.g., Minion Pro for Roman script).
• To ensure consistency, manually set the default font:
1. Open Preferences (Ctrl+K on Windows / Cmd+K on macOS).
2. Go to Content Editing → Font Options.
3. Choose default fonts for editing and adding text.
Edit Text in PDFs cont.
ADD, CHANGE, FORMAT, DELETE, OR HIGHLIGHT TEXT
Editing, Replacing, or Deleting Text
• Open the PDF and select Edit from the global bar.
• Click on the text to modify (a blue box appears).
• Options:
• Replace – Type over the selected text.
• Delete – Press Backspace/Delete to remove text.
• Move – Drag the text box to reposition.
• Rotate – Use the rotation handle to adjust text direction.
• Text boxes are independent, meaning text does not flow to the next page when edited.
Edit Text in PDFs cont.
ADD, CHANGE, FORMAT, DELETE, OR HIGHLIGHT TEXT
Formatting Text
• Select the text and use the Format Text panel for:
• Font: Change font style (installed fonts only).
• Size: Adjust font size.
• Bold, Italic, Underline.
• Superscript/Subscript.
• Line & Character Spacing.
• If a font is embedded but not installed, you can only change the colour or size.
Edit Text in PDFs cont.
ADD, CHANGE, FORMAT, DELETE, OR HIGHLIGHT TEXT
Adding New Text
• Select Edit → Text under "Add Content".
• Click and drag to create a text box.
• Type your text (Acrobat auto-matches nearby font style).
• Adjust formatting in the Format Text panel.
• Resize or move the text box as needed.
Edit Text in PDFs cont.
ADD, CHANGE, FORMAT, DELETE, OR HIGHLIGHT TEXT
Moving, Rotating, and Resizing Text Boxes
• Move: Drag the box to a new location.
• Rotate: Use the rotation handle.
• Resize: Drag the corners of the text box.
• You cannot move text to a different page, but you can copy and paste it.

Working with Lists

• Create lists – Select text and choose bulleted or numbered list from Format Text.
• Convert paragraphs to lists – Place the cursor and select a list format.
• Change list types – Easily switch between bullet and number styles.
Edit Text in PDFs cont.
ADD, CHANGE, FORMAT, DELETE, OR HIGHLIGHT TEXT
Spell Check & Dictionary Editing
• Windows: Edit > Check Spelling > Check Spelling in Comments and Fields.
• macOS: Edit > Check Spelling > Edit Dictionary.
• Add custom words to avoid incorrect spell-check flags.

Changing Font, Colour, and Size

• Font: Select text → Choose a font from the Font dropdown.
• Font Colour: Select text → Click Font Colour in the Format Text panel.
• Font Size: Select text → Choose the size from the Font Size dropdown.
Edit Text in PDFs cont.
ADD, CHANGE, FORMAT, DELETE, OR HIGHLIGHT TEXT
Undo & Redo Changes
• Windows: Click the hamburger menu → Undo/Redo.
• macOS: Edit menu → Undo/Redo.

Adjusting Paragraph Spacing

• Select Edit from the global bar.
• Highlight the text.
• Use the Paragraph Spacing option in the Format Text panel.
Edit Images or Objects in a PDF
Basic Editing Capabilities
• Adobe Acrobat allows you to edit text and images in PDFs, but there are some limitations:
• Formatting issues may require manual adjustments.
• High-resolution images can slow down performance.
• Limited image-editing tools; it's best to enhance images in other programs before adding them.
• Font substitutions may occur if the original font isn't available—embed fonts to maintain consistency.
• Accessibility features let you add alternative text for images and organize content properly.

Adding Images to a PDF

• Open the PDF in Acrobat.
• Select Edit a PDF from the All Tools menu.
• Choose Image and select an image from your device or generate one using AI.
• Place the image where needed and drag to resize it.
Edit Images or Objects in a PDF cont.
Modifying Images in a PDF
• Move: Drag the image to a new position.
• Resize: Use corner handles to adjust size.
• Flip: Rotate vertically or horizontally.
• Rotate: Turn the image 90° left or right.
• Crop: Remove unwanted parts.
• Replace: Swap the image with another one.
• Align & Arrange: Position objects relative to each other.

Deleting Images
• Select the image and press Delete or right-click and choose Delete.
Edit Images or Objects in a PDF cont.
Adding Objects (Buttons, Video, Sound, 3D Media)
• Go to Edit a PDF under All Tools.
• Select More under Add Content and choose:
• Button – Add interactive buttons.
• Video – Insert and place a video file.
• Sound – Attach audio to text or images.
• 3D Media – Add interactive 3D elements.

Editing Images Outside Acrobat

• You can edit images in Photoshop, Illustrator, Paint, or other apps.
• Open the PDF, choose Edit, select the image, and choose Edit using.
• Save changes in the external app, and Acrobat updates the PDF automatically.
• Be careful when changing image dimensions, transparency, or color modes—some features may not be
preserved.
Edit Images or Objects in a PDF cont.
Exporting Images from a PDF
• Save pages or images separately in different formats.
• Choose Convert → Export PDF To → Select Image Type to extract images.
Reducing the Size of a PDF File
Using the PDF Optimizer
• Acrobat has a tool called PDF Optimizer to reduce PDF size without losing quality. You can choose
from a variety of settings to control the file size based on your needs.
• Default settings are usually the most efficient for reducing size, like removing unused fonts,
compressing images, and removing unnecessary items from the PDF.
• Audit space before optimizing to see where size can be reduced.
Reducing the Size of a PDF File cont.
Reducing the File Size
• One PDF:
• Open the PDF.
• Go to Save As Other > Reduced Size PDF from the hamburger menu (Windows) or File menu (macOS).
• Choose a location and Save. Acrobat will reduce the file size automatically.

• Multiple PDFs:
• Go to All Tools > Compress a PDF.
• Select Multiple files and add the files you want to compress.
• Choose the version compatibility (latest versions reduce file size more).
• Set your preferred folder and filename, then click OK.
Reducing the Size of a PDF File cont.
Advanced Compression Options
• Optimized PDF:
• Go to Save As Other > Optimized PDF or use All Tools > Compress a PDF > Advanced Optimization.
• In the PDF Optimizer dialog, choose Standard settings for simple compression or Custom to adjust specific
settings like images or fonts.
• You can save your settings for later use.
• Choose whether to overwrite the original or save a new version.

• Without Unembedding Fonts:

• Normally, fonts are embedded in the PDF to make sure others see the document as intended. You can choose
not to unembed fonts during compression, which helps keep the file smaller.
• Go to All Tools > Compress a PDF > Advanced Optimization, select Fonts, and check Do not unembed any
font.
• This makes the PDF file smaller while maintaining the necessary quality for use.
Reducing the Size of a PDF File cont.
PDF OPTIMIZER OPTIONS
• You can also use the options from the panels in the PDF
Optimizer dialog box to reduce the size of a PDF.
• The PDF Optimizer in Acrobat Pro allows users to reduce file
size by adjusting various settings.
• It lets you compress and down sample images, choose
different compression methods (JPEG, ZIP), and manage
image quality.
• Fonts can be embedded or unembedded to save space, and
transparency can be flattened for smaller files.
• The optimizer also removes unnecessary objects, such as
form fields, JavaScript actions, and alternate images, and
can discard user data like comments and metadata.
• Additionally, it offers options to clean up redundant
elements, discard invalid bookmarks and links, and optimize
the PDF for faster web viewing.
• These features help create smaller, more efficient PDFs
without compromising key content.
PDF Links
• PDF links are clickable elements within a PDF that direct users to other parts of the same document or
to external resources like websites, emails, or attachments.
• You can create these links using text, images, or any other element within the PDF.

Creating Links in a PDF

• Open Acrobat and go to Edit > Link > Add or Edit a Link.
• The pointer turns into a cross-hair. Drag to define the area where the link will appear.
• In the Create Link dialog, choose the link’s appearance and action:
• Go to a page view: Select the page and zoom level you want to link to.
• Open a file: Choose the file to open (like another PDF) and set how it should open.
• Open a web page: Provide the web URL.
• Custom link: Set any custom action (e.g., running a command or opening an article).
PDF Links cont.
Moving or Resizing Links
• To move a link, drag the link area.
• To resize it, drag a corner of the link rectangle.
• You can select multiple links by dragging over them with the Link tool.

Changing Link Appearance

• Right-click the link and choose Properties.
• In the Appearance tab, you can change:
• Color and line thickness.
• Highlight styles (None, Invert, Outline, or Inset).
• You can make the link invisible or lock it to prevent changes.
• To test the link, use the Hand tool to click the link.
PDF Links cont.
Moving or Resizing Links
• To move a link, drag the link area.
• To resize it, drag a corner of the link rectangle.
• You can select multiple links by dragging over them with the Link tool.

Changing Link Appearance

• Right-click the link and choose Properties.
• In the Appearance tab, you can change:
• Color and line thickness.
• Highlight styles (None, Invert, Outline, or Inset).
• You can make the link invisible or lock it to prevent changes.
• To test the link, use the Hand tool to click the link.
PDF Links cont.
Editing or Deleting a Link
• To edit a link’s action, go to Properties > Actions and choose a new action.
• To delete a link, select the link and press the Delete key.
Bookmarks
• Bookmarks in a PDF act like shortcuts that help you quickly navigate to specific pages or views.
• They appear in the Bookmarks panel and can link to different parts of the document, another file, or
even a webpage.
• Some bookmarks are created automatically from a document’s table of contents.

Creating a Bookmark
• Open the Bookmarks panel (click the bookmark icon in the right navigation bar).
• Go to the page you want to bookmark and adjust the view.
• Select what to bookmark:
• Click an image or drag around an area to bookmark it.
• Select text (this text will become the bookmark’s label).
• Add the bookmark:
1. Click the Options menu and select New Bookmark.
2. Rename it if needed.
Bookmarks cont.
Editing a Bookmark
• Rename: Right-click the bookmark > Select Rename Bookmark.
• Change text appearance: Adjust font, color, and style from the Bookmark Properties menu.
• Wrap long text: Enables full visibility of long bookmark names.

Changing Bookmark Destinations

• Select the bookmark in the panel.
• Navigate to the new location in the document.
• Click Set Bookmark Destination from the Options menu.
Bookmarks cont.
Adding Actions to Bookmarks
• Bookmarks can perform actions like running a command or opening a webpage.
1. Select a bookmark > Click Properties > Go to Actions.
2. Choose an action from the list and click Add.

Zoom & Page Settings

• Set default zoom: Adjust how the bookmark displays the page.
• Change multiple bookmarks at once: Modify zoom settings for multiple bookmarks while keeping
their page numbers.

Deleting a Bookmark
• Select the bookmark(s) and press Delete.
Combine Files into One PDF
• You can merge multiple files (e.g., Word, Excel, PowerPoint, audio, video, and PDFs) into a single PDF.
• Acrobat allows you to preview, arrange, and edit these files before combining them.

Steps to Combine Files

• Open Acrobat and go to the Create tab.
• Select Combine Files to open the Combine Files window.
• Add files from your device (or choose Add Open Files to combine files already open in Acrobat).
• Drag and drop the files to arrange them in the order you want.
• Click Combine to merge the files into one PDF.
Combine Files into One PDF cont.
Rearrange or Edit Pages
• Drag-and-drop pages to rearrange them in the Thumbnail view.
• Delete pages by hovering over a page and selecting the Delete icon.
• Expand/Collapse pages to view or hide the contents of a document.

Adjust File Size

• Smaller File Size: Reduces image quality for email or web use.
• Default File Size: Keeps file quality for reliable viewing and printing.
• Larger File Size: Retains high quality for printing on desktop printers.
• Select the desired file size option from Options, then click OK.
Combine Files into One PDF cont.
Insert a PDF into Another PDF
• Open the PDF you want to insert into.
• Go to Organize Pages > Insert > From File.
• Select the PDF to insert and choose its location (e.g., before or after a specific page).
• Save the new PDF with a new name to keep the original intact.
Manipulating Pages
Before editing a PDF, ensure you have permission to do so by checking Document Properties > Security
tab.

Rotating Pages
• Rotate selected or all pages in 90-degree increments.
• Use Page Thumbnails or Rotate option under Organize Pages.
• Temporary view changes (View > Rotate View) reset when reopening the file.
Manipulating Pages cont.
Extracting Pages
• Extract selected pages to create a new PDF.
• Options:
• Keep original pages or delete after extraction.
• Extract as separate files or one combined PDF.
• Open Organize Pages > Extract Pages, choose pages, and apply settings.

Splitting PDFs
• Divide a PDF into multiple smaller files using:
• Number of pages
• File size
• Top-level bookmarks
• Go to Organize Pages > Split, set criteria, and specify output settings.
Manipulating Pages cont.
Moving or Copying Pages
• Drag and drop thumbnails to rearrange pages.
• Copy & paste pages within or between PDFs.
• Use Tile View to open PDFs side by side for easy copying.

Deleting or Replacing Pages

• Delete pages: Go to Organize Pages, select pages, and click Delete.
• Replace pages: Select Replace, choose a file, and specify page numbers.
• Replacing between PDFs: Drag selected pages over target pages to swap them.
Manipulating Pages cont.
Renumbering Pages
• Page numbers in thumbnails may differ from actual document numbers.
• Adjust numbering via Page Labels under Organize Pages.
Bibliography
• Learn Acrobat Pro. (2025). [Link]. [Link]
ZA&learnIn=1
• Adobe Acrobat User Guide. (2023). [Link]. [Link]
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