Adobe Acrobat Basics

Although Adobe Acrobat has been around since 1993 for MAC users and 1994 for PC, there are still new users each day. So let's go over the basics.

What is Adobe Acrobat and why would I use it?
Adobe Acrobat allows users to create PDFs (Portable Document Format) in the attempt to make your office paperless, as well as to efficiently and effectively archive and transmit documents via email or through the web.

How do I create a PDF?
As the image to the right shows, you use Adobe Acrobat just like a printer. Instead of choosing a local or network printer you choose Adobe PDF. Clicking on "Properties" allows you to adjust the Layout, Paper/Quality, and Adobe PDF Settings. Under Adobe PDF Settings there is an option called Default Settings to adjust the print quality. The default, which can work for web or printers, is Standard. However, it is sometimes helpful to change it to Smallest File Size for web and High Quality Size for printers.

What programs can be converted?
Everything from Microsoft Office programs to publishing software to AutoCAD drawings can be converted. Here is a complete list of supported file types. The ability to convert different file types allows users without specific software to view and print files. One PDF can be created and presented utilizing multiple files types. For example, you might have a Word, Excel, and AutoCAD file all in one PDF. This one file can then be distributed to anyone. Adobe Acrobat Reader is free to anyone.

So how do I merge documents into one file?
There are several ways to merge files. One is to click on Combine Files. Click Add Files and rearrange by moving files up and down. Choose file quality then click Next. Choose Merge files into a single PDF and click Create. [See image to the right]

Another options is to open one of the documents and view the Pages
in Adobe Acrobat. [See image to the left] Using Windows Explorer (right click on the Start button for Windows Explorer), drag and drop the PDF where you want it to appear in the document.

Benefits of PDF
The benefit is having one cohesive document that can easily be distributed internally or externally to clients. Proposals, qualifications packages, reports, and specifications are good examples of packages that are commonly created. Lastly, PDFs are great for archiving files allowing your company to view the file even if programs have changed or been updated.

Be sure to check out the latest Inspiration newsletter highlighting advanced Adobe Acrobat features.

Sarah Mackley
Innovative Solutions Group, Ltd. (ISG)
SMPS-GA Director of Communications