Streamlining administrative tasks with

Adobe Acrobat

Adobe Acrobat Pro X Guide

Introduction
Moving from paper-based document processes to digital workflows reduces a huge amount of consumption, waste, pollution, and environmental impact. It also reduces cost, saves time, increases campus productivity, and promotes collaborative teaching. Traditionally, moving to paperless workflows was driven by administrative cost savingssaving on paper and supplies, storage costs, and labor. Now, the benefits of paperless workflows extend well beyond admissions and records. Going paperless is a common theme across the entire education eco system. Administrators can use Adobe Acrobat Pro to efficiently, inexpensively, and securely create and distribute content across the campus.
Benefits for administrators

Increase the productivity and security of administrative tasks Manage the creation, distribution, and tracking of forms Improve the quality, accuracy, and security of records by signing and certifying digital documents Save time and money on administrative tasks by using the built-in workflows and actions in Acrobat

More and more schools are going digital with course catalogs, brochures, class schedules, campus maps, newsletters, alumni communication, and any other publication to reduce the cost of printing and shipping. Online publications cost less to update, are available anytime and anywhere, and are better for the environment.

Increasing the productivity and security of administrative tasks

Adobe Acrobat Pro X provides easy-to-use workflows for securely creating, editing, distributing, and managing documents in the PDF file format. By going digital, schools reduce vast amounts of paper and move basic administrative functions online.
Creating and sharing PDF documents from multiple sources

Creating a PDF document has never been easier. Click the Create button on the Adobe Acrobat Pro X toolbar and select a source for the new document. With Acrobat you can quickly generate new PDF documents from a variety of sources (Figure 1). Create a PDF from over 50 file types, including Word, Excel, PowerPoint, Publisher, AutoCAD, 3D, graphics, HTML, JDF, multimedia files, and more. Use Optical Character Recognition (OCR) to scan a document, and Acrobat will convert the document image into text. For example, you can scan worksheet pages to distribute to a class electronically, scan a signed contract to email, and even scan hand-drawn artwork to share with the class. When creating a PDF document by scanning, you have the option of selecting from several pre-defined color modes or using the Autodetect Color Mode feature to choose the most ideal settings for the job. Capture a web page as text or HTML in a new PDF document by entering the URL for the page you want to capture. The new PDF document includes the text, images, form fields, and links from the source page. You can choose to capture a single page or the entire site. Copy text or images to your computers clipboard and then choose the option to create a PDF from the clipboard. Anything you can copy to the clipboard can be added to a PDF document.

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Figure 1 PDF creation and output workflow

Share your PDF files by attaching them to emails or by using the Adobe SendNow Online Service. SendNow uploads a copy of your files to a secure server and then sends a link to your recipients that they can use to download larger files. Once youve scanned or added text and images to a PDF document, you can save it to a Microsoft Word file, Excel worksheet, or other text file. This allows you to work on documents collaboratively with people who dont have Acrobat installed or to take advantage of the features in another application. You can also save your PDFs as graphic image files, HTML, Plain Text, and more.

To create a PDF document from an existing file:

1. 2. 3. 4.

Start Acrobat. In the toolbar, click Create (Figure 2). Click PDF From File. In the Open dialog box, browse to locate the source file for the PDF document. Select it, and click Open. The new PDF document opens. The document is based on the source file you selected.

5.

Save the new PDF document. Figure 2 Create button

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To create a PDF document from a scanner:

When you create a new PDF file by scanning a paper document, Acrobat uses the scanning interface that comes with your scanner. Make sure your scanner is properly connected to your computer and that youve installed the scanning software provided by the scanner manufacturer. 1. 2. 3. Start Acrobat. In the toolbar, click Create. Click PDF From Scanner, and in the submenu, choose Configure Presets (Figure 3). The Configure Presets dialog box appears (Figure 4). 4. Open the Scanner pop-up menu and choose your scanner. The Make Searchable (Run OCR) option should be selected. If its not, select it. 5. Click Save or Close to close the dialog box. Note: If you didnt make any changes, Save is not available. 6. 7. In the toolbar, click Create. Click PDF From Scanner, and in the submenu, choose Autodetect Color Mode. Note: You can also select a color mode from the menu. Your scanner application starts. Once Acrobat recognizes the scanner, the Scanning dialog box appears (Figure 5). Figure 3 Create PDF From Scanner submenu

Figure 4 Configure Presets dialog box

Figure 5 Scanning dialog box

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8.

Click Scan. Acrobat scans the paper document in your scanner. A message appears when the scan is complete (Figure 6). You can leave Scan Is Complete selected to finish the scan or select another option to scan additional pages.

9.

Click OK to finish the scan. The new PDF document opens in Acrobat.

10. Save the new PDF document.

Figure 6 Acrobat Scan dialog box

To save a PDF as a Microsoft Word document or other file format:

1.

Start Acrobat and open the PDF document you want to save as a Microsoft Word file (or other file type). This can be a file that was originally created by using Microsoft Word or a file from another source, such as a scanned paper document.

2.

Choose File > Save As > Microsoft Word, and choose the type of document you want to create from the submenu (Figure 7). The Save As dialog box appears. Browse to the location where you want to save the file. In the File Name box, enter a name for the file, and then click Save. The new file is created. To view the file, you must open the application that is associated with the file type you selected. For example, if you saved the file as a .doc file, you can now open and edit the file by using Microsoft Word. Figure 7 Save As submenu

3. 4.

To share a PDF document by email:

1. 2.

Start Acrobat and open the PDF file you want to share. Click Share to open the Share panel (Figure 8). The PDF file you have open is added to the list of files to share. You can share one or more documents by email or by using the Adobe SendNow Online service (Figure 9).

3.

Select Attach To Email. You can click Add Files to attach additional files in the same email. Note: You can add any type of file. It doesnt have to be a PDF document. You cannot send a file that is currently open in another application.

Figure 8 Open the Share panel

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4.

Click Attach. The file(s) you selected are attached to a new email message in your default email client (Figure 10).

Figure 9 Share panel

Figure 10 Email client

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To share a PDF file by using Adobe SendNow Online:

1. 2.

Start Acrobat and open the PDF file you want to share. Click Share to open the Share panel. The PDF file you have open is added to the list of files to share. You can delete the contents of the Select Any Type Of File box and then click Add Files to share a different file. Note: You can add any type of file. It doesnt have to be a PDF document. You cannot send a file that is currently open in another application.

3. 4.

Select Use Adobe SendNow Online (Figure 11). Click in the To box. Subject and Message boxes appear (Figure 12). Acrobat will send an email to the recipients. The email includes a link to download the file(s). This allows you to share large files that cannot be sent as attachments to an email.

5.

Type the email address of anyone with whom you want to share the file(s). If adding more than one email address, separate them by semicolons. Enter a Subject for the message. Click in the Message box and type a short message. Figure 11 Use Adobe SendNow Online option

6. 7.

Figure 12 To, Subject, and Message boxes

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8.

Click Send Link. A message informs you that you must be signed into Acrobat.com (Figure 13). If you do not have an Acrobat.com account, click Sign Up to create an account.

9.

Sign in to your Acrobat.com account. Note: If this is your first time using Adobe SendNow Online, you may be asked if you want to use the free service or purchase additional space for sharing larger files. For this exercise, choose the option to use the free service. Acrobat uploads your files to Acrobat.com and sends an email message to the recipients you entered in the To box. A message appears when the process is complete (Figure 14). The message tells you that the file was sent.

10. Click the small X in the upper-right corner of the Completed message to close it. Your recipients will receive an email message with a link to download the file(s) you shared (Figure 15).

Figure 13 Prompt to sign into Acrobat.com

Figure 14 Completed message

Figure 15 Link to download the file

Managing administrative forms

School administrators and faculty can create PDF forms from existing Microsoft Word and Excel documents or scanned paper, without the need to re-key the entire document. Acrobat automatically recognizes and creates your text entry fields and other form elements. After creating a form, use Acrobat to modify the form as needed. Place input controls and validation in form fields to prevent someone from entering the wrong thing or omitting required information.

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Adobe Acrobat Pro X Guide

When your form is complete, distribute it electronically by using Acrobat.com, by sending email, or by posting the form for download from a website. Use the Acrobat Tracker to see when forms have been completed and who has completed them. Compile the data you collect, and then easily export data to a spreadsheet for analysis and reporting. To learn more about creating PDF forms, see Generating lesson plans with Adobe Acrobat.
To distribute and track PDF forms by using Acrobat.com:

1. 2. 3.

Start Acrobat, open the PDF form you want to distribute, and save any changes youve made. In the Tools pane, expand the Forms panel if its not already expanded (Figure 16). Click Distribute. The Distribute Form dialog box appears (Figure 17). You can distribute forms. Users can respond to forms. Then you can collect the forms and track which recipients have responded.

4.

Open the pop-up menu at the top of the dialog box. You can distribute and collect the forms by using Acrobat.com, by sending email, or by using your own internal server (Figure 18).

5. 6.

Click Automatically Download & Organize Responses With Acrobat.com. Click Next.

Figure 16 Forms panel

Figure 17 Distribute Form dialog box

Figure 18 Choose how to collect responses

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7.

Sign in to your Acrobat.com account. If you dont have an account, you can sign up now. The next step is to create a message inviting recipients to view and complete the form online (Figure 19).

8.

Enter the email address for each recipient in the To box. Note: Click To for quick access to email addresses in the address book of your default email client. You can accept the default email subject and message or make changes.

9.

At the bottom of the dialog box, open the Access Level pop-up menu and select who can view and complete the form. Figure 19 Create the distribution email

10. If you plan to keep track of who has completed the form, select Collect Name & Email From Recipients To Provide Optimal Tracking. 11. Click Send. Acrobat uploads the form to Acrobat.com. The email is sent to your recipients. It contains a link to the form. When the sending process is complete, the Acrobat Tracker opens automatically (Figure 20). The responses will be consolidated into a single file that you can access from the Tracker dialog box. You can open the Tracker at any time to see the most current status of your form, including how many people have responded. The Tracker also includes links for emailing recipients who have or have not responded to the form (Figure 21).

Figure 20 Acrobat Tracker

Figure 21 Acrobat Tracker

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12. After the recipients have had time to complete the form, open the Tracker, select the form in the left pane, and then click View Responses in the right pane. Note: If you close the Tracker window, you can reopen it at any time. Click Track in the Forms panel and select the Form or Review that you want to track. The form response file opens, connects with Acrobat.com, and imports any current data that has been submitted by recipients of your form. Then the Welcome page appears (Figure 22). 13. Click Getting Started to view the form response file. The form response file lists the responses of the recipients in a table (Figure 23). You can sort, filter, export, archive, or add to and delete the response data by using the tools in the left pane (Figure 24). Archiving the file creates a copy of the file to preserve the data in its current state. You can click Export to send the data to a new CSV or XML file. 14. When youre finished analyzing the form response data, close the form response PDF file. Figure 22 Viewing form responses

Figure 23 Form responses

Figure 24 Tools for managing form response data

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Protecting sensitive information

Paper-based filing systems present a clear risk to security and privacy of information. Electronic records also facilitate disaster recovery planning. Rather than having to protect physical files from fires or floods, you can easily duplicate electronic files and store them in backup locations ready to be restored in the event of emergency. Moving to electronic data collection and storage assures faculty, staff, and students that they can share personal information or collaborate on ideas with confidence. Advantages include: You can use passwords or certificates to control access to PDF documents. You can establish permissions to restrict printing, copying, or altering. Save passwords and permissions as security policies that can be easily applied to new PDF files. You can secure Acrobat documents with up to 256-bit encryption. Support for document certification and scalable permissions based on user identity make document security extremely robust. You can make documents available anywhere and anytime to those with proper credentials. You can use the unique set of metadata in each Acrobat PDF document to manage records through their life cycles with creation, modification, and use logs. You can apply redaction tools to black out sensitive text, illustrations, or other information, permanently deleting the content from the PDF document. You can remove metadata, hidden layers, and other concealed information before distributing the PDF files to others.

To password protect a document:

1. 2.

Start Acrobat and open the PDF document you want to protect. Open the Tools pane and expand the Protection panel (Figure 25).

Figure 25 Protection panel

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3.

Click Encrypt. The Encrypt pop-up menu appears (Figure 26). You can choose to encrypt the document with a certificate or a password. Certificate encryption requires that someone has access to a specific private key to access the document.

4.

Click Encrypt With Password. The Password Security Settings dialog box appears (Figure 27). You can require viewers to enter a password to view or edit the document. Figure 26 Encrypt pop-up menu

5. 6.

Make sure that Encrypt All Document Contents is selected. Select Require A Password To Open The Document. The insertion point appears in the Document Open Password box.

7.

Type a password. As you type, Acrobat rates the strength of your password (Figure 28). Strong passwords contain both uppercase and lowercase characters, have digits and punctuation characters as well as letters, are not based on personal information, are not a word in any language, slang, dialect, or jargon, and have at least 15 characters.

8. 9.

Click OK. You must confirm the password. Type the password again and click OK. A message tells you that your security settings will not take effect until you save the document.

Figure 27 Password Security Settings dialog box

10. Click OK to close the message. 11. Save and close the document. 12. Open the PDF document you just protected. You are prompted to enter the password before you can open the file (Figure 29). 13. Type the password and click OK to open the file. 14. To remove document protection, open the Protection panel, click Encrypt, and click Remove. Figure 29 Password dialog box Figure 28 Password strength rating

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To remove sensitive information by using redaction tools:

1. 2. 3.

Start Acrobat and open the document you want to redact before sharing. Open the Tools pane and expand the Protection panel (Figure 30). Click Mark For Redaction. A message informs you that redaction is a two-step process: marking items for redaction and applying the redactions. Click OK.

4.

Position the curser in the document and highlight any text you want to redact (Figure 31). You can use a keyword search to locate text by clicking Find & Remove Text and entering search criteria.

5.

Click Mark Pages To Redact. The Mark Page Range dialog box appears (Figure 32). You can redact the entire current page or a range of pages.

6. 7.

For now, click Cancel to close the dialog box without redacting pages. Click Apply Redactions. A message warns you that redaction is permanent.

Figure 30 Protection panel

Figure 31 Text marked for redaction

Figure 32 Mark Page Range dialog box

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8.

Click OK. Acrobat redacts the marked text (Figure 33). A message tells you that the redaction is complete and asks if you also want to find and remove hidden information. Choosing Yes is the same as clicking Remove Hidden Information in the Protection panel.

Figure 33 Redacted text

9.

Click Yes to find and remove the hidden information. The Remove Hidden Information panel appears and shows the results of the search (Figure 34).

10. To view the information flagged for removal, expand the items in the Results section. 11. To permanently remove the hidden information, click Remove and click OK to dismiss the warning message. 12. Close the Remove Hidden Information panel. 13. Click Sanitize Document in the Protection panel. The Sanitize Document dialog box appears (Figure 35). Sanitizing a document removes all hidden data and metadata from the document so that sensitive information is not inadvertently passed along when you publish your PDF. When you sanitize a document, you create a clean copy of the file for publishing. The hidden information remains in the original document. 14. Click OK to sanitize the document. The Save Sanitized Document dialog box appears. 15. Browse to a location to save the sanitized file, enter a name for the file, and click Save.

Figure 34 Remove Hidden Information panel

Figure 35 Sanitize Document dialog box

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Signing and certifying digital documents

The earliest adopters of paperless workflows in education found themselves printing, faxing, and mailing documents that required signatures. That all changed with the introduction of digital signatures. Using Acrobat, you can digitally sign documents such as contracts, schedule changes, transfer approvals, and other documents that require signed authorization. Like a handwritten signature, a digital signature is uniquely yours. Acrobat includes features to keep your digital signature secure. Unlike traditional signatures, digital signatures can contain additional information, such as the date and time of signature and the reason for signing. Just as you developed your own signature style early in life, you can add your own flair to your digital signature appearance, as well. As you can imagine, signing documents digitally is subject to potential fraud. Colleges and universities that communicate critical information such as student grades or transcripts to broad audiences are exposed to increasing online security threats that can erode customer confidence and cause liability issues. To sign a PDF document digitally, you first need to create or obtain a digital ID. A digital ID is an electronic representation of certain information associated with a person or entity, which contains a credential and is used for digitally signing a document. In other words, it proves that the sender of the document is trustworthy. When you digitally sign a document in Acrobat, you can use a digital ID that youve already created, create a new ID, or use Certified Document Services (CDS). CDS is a digital signing solution that allows authors to create Adobe PDF files that automatically certify to the recipient that the authors identity has been verified by a trusted organization and that the document has not been altered in any way. A blue ribbon and an information bar at the top of the screen indicate this trust when the document is opened. More information on CDS is available at http://www.adobe.com/security/partners_cds.html.
To create a new digital ID for signing documents:

1. 2.

Start Acrobat and open the PDF file you want to sign digitally. Open the Tools pane and expand the Sign & Certify panel (Figure 36).

Figure 36 Sign & Certify panel

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3.

Click More Sign & Certify, and then click Security Settings. The Security Settings dialog box appears (Figure 37). Click Add ID. The Add Digital ID Wizard appears (Figure 38). You can add an existing digital ID or create a new one. For this exercise, you will create a new digital ID.

4.

5.

Select A New Digital ID I Want To Create Now, and click Next. The default is to create a new password-protected digital ID file that uses the standard PKCS#12 format (Figure 39). Figure 37 Security Settings dialog box

Figure 38 Add Digital ID Wizard

Figure 39 Add Digital ID Wizard

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6.

Click Next to accept the default setting and create a password-protected digital ID file. Next, you enter information for the digital ID (Figure 40). Complete the form. Leave the default setting for Key Algorithm, and then click Next. In this step, you enter the password required to use and manage the ID. You will need to enter this password when using the ID to sign a document.

7.

8.

Type a password in the Password and Confirm Password fields (Figure 41). As you type, Acrobat rates the strength of your password. Strong passwords contain both uppercase and lowercase characters, have digits and punctuation characters as well as letters, are not based on personal information, are not a word in any language, slang, dialect, or jargon, and have at least 15 characters.

Figure 40 Add Digital ID Wizard

9.

Click Finish. The new digital ID is added to the list of digital IDs in the Security Settings dialog box (Figure 42).

10. Close the Security Settings dialog box.

Figure 41 Add Digital ID Wizard

Figure 42 Security Settings dialog box

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To sign a document by using a digital signature:

To sign a PDF document that already has a digital signature field somewhere on a page, either click on the field directly or choose Sign Document from the Sign & Certify panel. Otherwise, you can place a digital signature on your scanned pages or other PDF documents by choosing Place Signature. 1. 2. 3. Start Acrobat and open the PDF file you want to sign digitally. Open the Tools pane and expand the Sign & Certify panel (Figure 43). Click Place Signature. If a message appears with instructions for creating the signature, click OK to close the message. 4. Drag to draw the area where you would like the signature to appear. The Sign Document dialog box appears (Figure 44). If you have a digital ID file, you can access it locally, from a server, or from a secure hardware device. 5. Choose the digital ID file you want to use from the Sign As pop-up menu.

Figure 43 Sign & Certify panel

Figure 44 Sign Document dialog box

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6.

Open the Appearance pop-up menu and choose Create New Appearance. The Configure Signature Appearance dialog box appears (Figure 45). Your digital signature can be simple or complex. It can look like a handwritten signature or a typed name (the default). It can contain a logo, include the date and time you signed, and state a reason for signing. You can create multiple signatures for different uses. You can even import a graphic (such as a scan of your real signature).

7. 8.

Click Cancel to close the dialog box. Enter the password for your digital ID and click Sign. The Save As dialog box appears. When you sign a document, you save a copy that includes the signature.

9.

Browse to the location where you want to save the file. Type a name for the signed document, and click Save. Once a document is digitally signed, making changes to the document invalidates the signature.

10. The digital signature appears in the document (Figure 46).

11. Double-click the signature in the document. The Signature Validation Status dialog box appears (Figure 47). This is an easy way to see if the signature is valid and that the document has not been altered since it was signed.

Figure 45 Configure Signature Appearance dialog box

Figure 46 Signed document

Figure 47 Signature Validation Status dialog box

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12. Click Signature Properties. The Signature Properties dialog box includes details about the signature, including who signed it, why they signed it, the date it was signed, and if the signature is valid (Figure 48). 13. Click Close to close the Signature Properties dialog box.

Figure 48 Signature Properties dialog box

Using the Action Wizard to expedite common paperless workflows

In Acrobat, an action is a pre-defined collection of tasks that can be applied to one or more documents. Educators use actions to standardize common processes, such as preparing documents with sensitive content for publishing or collaborative review. You can use the Action Wizard to create a new action, edit an existing action, or select the action you want to perform.
To use the Action Wizard to automate tasks:

1.

Start Acrobat, open the Tools pane, and expand the Action Wizard panel (Figure 49). The Action Wizard panel includes the seven actions that come installed with Acrobat, along with any new actions that youve created or imported. The most frequently used actions are placed at the top of the list.

Figure 49 Action Wizard panel

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2.

Click Prepare For Distribution. The Action: Prepare For Distribution dialog box lists the steps of the action that you selected (Figure 50).

3.

Click Next. The Action Wizard: Select Files dialog box appears (Figure 51). You can batch-process one or more files for distribution. Note: If you have a document open, the Action Wizard goes straight to the first step without prompting you to add files.

4.

Click the Add Files button. You can add individual files or process the contents of a folder or files that you have open. You can also drag email attachments from your default email client into the dialog box for processing (Figure 52).

5. 6.

Click Add Files in the pop-up menu. The Add Files dialog box appears. Browse to locate files you want to process for distribution, select them, and click Open. The Files are added to the Action Wizard: Select Files dialog box.

Figure 50 Action: Prepare For Distribution dialog box

7.

Click Next. If you are processing more than one file, you must specify an output folder for the new files. If you are processing only one file, you can skip step 8. Figure 51 Action Wizard: Select Files dialog box

Figure 52 Add Files pop-up menu

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8.

Browse to locate a folder, or create a new folder. Select the folder for output, and click OK. The Add Header And Footer dialog box appears (Figure 53). You can add a header and footer to each document youve selected for distribution. For example, you may want to add copyright information.

9.

Add a header or footer if you want to include them in files you are processing for distribution, and then click OK. The Add Watermark dialog box appears (Figure 54). You can add a watermark, such as Confidential, to each page of every document you process for distribution.

10. Add the text for the watermark in the text box or click File and browse to select an image to use for the watermark. You can format the appearance of the watermark, including its font, size, position, rotation, and opacity. Note: You can save your formatted watermark to use at a later time. To do this, click the Save Settings button at the top of the dialog box. 11. Once youve added and formatted the watermark, click OK. A message prompts you to ad bookmarks (Figure 55). This step is optional. Figure 53 Add Header And Footer dialog box

Figure 54 Add Watermark dialog box

Figure 55 Prompt to add bookmarks

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12. Add bookmarks as needed, and then click Next Step. The Remove Hidden Information dialog box appears (Figure 56). This step of the action sequence will search for and remove hidden information, such as metadata and review comments. 13. Use the checkboxes to indicate which hidden data to remove, and then click OK. Note: If you are processing one file only, the Save As dialog box appears so that you can select a location and enter a name for the new file. A message informs you when the files are processed and ready for distribution (Figure 57). 14. Click Close to close the message.

Figure 56 Remove Hidden Information dialog box

Figure 57 Action Completed message

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To create a new action:

To create a new action, you can choose from a collection of pre-built tasks. Using the Action Wizard, you define how the action begins, indicate which task to perform at each step, and set specific properties for each step. In this exercise, you will create an action that scans a paper document for archiving and then checks the scanned document for accessibility. 1. 2. 3. Start Acrobat, open the Tools pane, and expand the Action Wizard panel (Figure 58). Click Create New Action. The Create New Action dialog box appears. Open the Start With pop-up menu (Figure 59). You can choose how to begin the action. For this action, you will begin by scanning a paper document. 4. Choose A Scanned Document > Autodetect Color Mode from the Start With pop-up menu.

Figure 58 Action Wizard panel

Figure 59 Start With pop-up menu

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5.

Click the Settings button beside the Start With pop-up menu (Figure 60). The Configure Presets dialog box appears (Figure 61). Figure 60 Settings button Open the Scanner pop-up menu and select your scanner. The Make Searchable (Run OCR) option should be selected. If its not, select it.

6.

7.

Enter settings for the scanned document, and click OK (or Cancel if you didnt make any changes). This action will begin by scanning a paper document. You can add a sequence of steps to the action from the panels on the left (Figure 62).

Figure 61 Configure Presets dialog box

Figure 62 Create New Action dialog box

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8.

Expand the More Tools panel, and choose Accessibility Check (Full) (Figure 63). The new step is added to the action (Figure 64). This action will start by scanning a paper document to create a new PDF and then will perform a full accessibility check on the new PDF document. A full accessibility check includes the following: Alt-text descriptions are provided where needed. A text language is specified. Reliable character encoding is provided. All content is contained in the document structure. All form fields have descriptions. Tab order is consistent with the document structure. List and table structure is correct. Figure 63 Adding steps to the action

Note: To remove a step from the action, click the X to the right of the step in the Create New Action dialog box (Figure 65). 9. Open the Save To pop-up menu. You can choose a specific folder for storing the new file and accessibility report, or let Acrobat ask for this information when the action is started (Figure 66). 10. Choose Ask When Action Is Started. Figure 64 Adding steps to the action

Figure 65 Remove a step

Figure 66 Save To pop-up menu

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11. Click Save in the Create New Action dialog box. The Save Action dialog box appears (Figure 67). You can give the action a descriptive name and enter a detailed description. 12. Click in the Enter Action Name box and type Archive Accessible Docs. 13. Click in the Enter Action Description box and type a short description of the action. 14. Click Save. The new action is added to the Action Wizard panel (Figure 68). To run the new action, just click it in the Action Wizard panel. Figure 67 Save Action dialog box

Figure 68 Action Wizard panel

To edit or delete actions:

1.

In the Action Wizard panel, click Edit Actions. The Edit Actions dialog box appears (Figure 69). You can edit, rename, copy, delete, export, or import actions.

2. 3. 4. 5.

Select the Archive Accessible Docs action that you just created. Click Delete. Click Delete again to confirm the deletion. Click Close to close the Edit Actions dialog box.

Figure 69 Edit Actions dialog box

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Streamlining administrative tasks with Adobe Acrobat

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Adobe Acrobat Pro X Guide

Learn more
To learn more about using Adobe Acrobat Pro X for creating electronic portfolios, using digital assessment tools, and generating lesson plans, see the following guides: Creating electronic portfolios with Adobe Acrobat Digital assessment with Adobe Acrobat Generating lesson plans with Adobe Acrobat

Find teaching and learning resources and connect with other educators using Adobe Acrobat Pro on campus on the Adobe Education Exchange: http://edexchange.adobe.com. Learn more about Adobe solutions for education and campus productivity and sustainability workflows at http://www.adobe.com/education/hed/solutions/administration/

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Streamlining administrative tasks with Adobe Acrobat

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