Changing Multiple Redaction Marks and Undocking the Comments Panel

Recently, I received the following question via email:

A word processing tech here at my firm marked approximately 75 areas for redaction on a 150 page PDF.  However, while doing the marking, he had the Fill Opacity set to 100%. The attorney would like to have other attorneys review all of the text that has been marked for redaction.  Is there a way to change the Fill Opacity on these marked areas to something else all at the same time? The attorney would like to avoid having to change the redaction properties on all of these marked areas one at a time.

Of course!

In this article, I’ll tell you how to do that and also review an interesting change in Acrobat XI that perhaps you haven’t discovered yet.

Redaction Mark Review

Using the Mark for Redaction tool in Acrobat, you can mark text, images or entire pages for redaction.

By default, Acrobat displays marked items with a red outline:

When you hover over the mark, you can preview the appearance of the applied mark:

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Acrobat XI Deployment Guide for Large Firms

Large law firms with more than fifty Acrobat users should take advantage of Adobe’s free deployment tools.If you are upgrading your Acrobat base or installing Acrobat for the first time, this guide is for you, the enterprise admin.

Acrobat XI offers many improvements over previous version (of course). PDF Editing is amazing and creating and conforming to PDF/A is significantly easier and more reliable.

Packaging Adobe Reader or Acrobat for your end-users isn’t difficult, but sometimes IT folks don’t know all of the settings or best practices.

In this article, I’ll discuss:

  • Where to download the Enterprise version of Adobe Reader and get your corporate licenses of Acrobat
  • How to download Adobe’s free customization tools
  • Recommended deployment settings
    • Customization Wizard settings
    • Registry Key Settings

This article will walk you through the settings I recommend using the Acrobat XI Customization Wizard.

The information is not intended as a replacement for the numerous documents Adobe makes available to enterprise IT administrators. Here are a few you should check out:

Acrobat Enterprise Toolkit Page

This page is the starting point for everything you need to deploy Acrobat XI.
http://www.adobe.com/go/acrobatetk

On this page you will find:

Enterprise Administration Guide

This 118-page guide is the main documentation for deploying Acrobat and covers AIP, SCCM/SCUP, GPO, bootstrapper, Citrix and other deployment options.

Preference Reference

The Preference Reference, a dictionary of registry level preferences containing over 300 keys. The application is updated on a monthly basis.

Training Videos for the Acrobat Customization Wizard

Adobe Technical Evangelist Joel Geraci offers videos on using the Customization Wizard.
http://tv.adobe.com/show/it-matters-with-joel-geraci-season-2-acrobat-x

SCUP Catalogs for Acrobat X and Reader X

SCCM/SCUP are Microsoft’s latest change and configuration management solution that replaces older methodologies such as SMS and GPO. Unlike these older technologies, SCCM provides features such as metering, asset intelligence, inventorying, and improved remote client administration.

GPO Templates

If you use Group Policies, we provide a starter template to help you out.

Rick Borstein’s Acrobat XI Deployment Webinar Recording

http://seminars.adobeconnect.com/p4v4sbc4bu8/

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Miss my PDF/A Webinar? Watch the recording!

Did you miss my PDF/A webinar on 1/29? Check out the recording!

The US Federal Courts and other public agencies are moving towards submission of PDF/A (PDF for Archiving) files. Many legal professionals are obligated now to know how to create and work with PDF/A files.

http://seminars.adobeconnect.com/p4wjtt3z1h7/

  • Learn about the various “flavors” of PDF/A
  • See the new PDF/A-related features in Acrobat XI for easier conformance:
    • Find out the requirements and restrictions of PDF/A
    • How to create PDF/A using multiple methods
    • Working in PDF/A View Mode
    • Use the Standards Panel
    • Verify compliance with PDF/A
    • Conform existing PDF documents for compliancy with PDF/A
    • Use Actions to automate PDF/A conversion or conformance

 

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Add a TOC to a PDF Document with Evermap’s AutoBookmark

Our partner Evermap has recently released an update to their popular AutoBookmark tool which has me really excited!

AutoBookmark ($189 or $99 each in a 5 license pack) is an Acrobat plug-in (Windows only). It adds a menu item and a panel to Acrobat. A free trial is available if you want to check it out.

AutoBookmark is my go-to Acrobat plug-in tool for managing complex projects with a lot of bookmarks and links. You can easily copy bookmarks between files, create bookmarks from headings or Bates numbers and about a hundred other features.

It’s a great tool to have if you prepare sets of linked exhibit files in complicated cases.

The latest release of AutoBookmark can (ta-da!) create a Table of Contents from Bookmarks in your document.

Adding a TOC to your PDF makes it easier to navigate and it looks great, too. It’s a requirement when creating closing binders and final document sets.

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Adobe Reader Mobile Update (V10.4)

A new version of Adobe Reader Mobile recently hit the Apple App Store and Google Play Store— Adobe Reader Mobile 10.4.

Adobe Reader Mobile is a free app available for iPhone, iPad, and Android platforms. Using Adobe Reader Mobile, you can manage a library of PDFs from your phone or tablet, view PDFs, add notes and comments, fill in forms and more.

You can read more about this release on the Adobe Reader Mobile blog. In this article, I’ll talk about the new Cloud Sync feature which allows you to easily move PDFs from your PC to tablet or phone and keep changes synced.

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Old Dogs and New Tricks? A Key, Keyboard Command

This might very well be my shortest blog post ever. It’s also a chance to admit that I don’t know as much about Acrobat as I thought I did.

On my blog, I answer a lot of questions about how to put various navigation tools in the toolbar. I always advise putting the Previous View and Next View buttons on the toolbar. Right click on the toolbar, choose the Page Navigation section and add the buttons you want.

The Previous View and Next View buttons allow you to easily switch between pages you have visited in the PDF. They operate a lot like the Back and Forward buttons in a browser.

For example, let’s say you look at the something on page 9 of an eBrief and then click a link that goes to an exhibit on page 36.

Using the Previous View button, you can quickly jump back to page 9. Just press the Next View button to hop back out to page 36,

What? They cited that?

Doh! I can’t believe I didn’t know . . .

There is a keyboard command for both Previous View and Next View. Objectively, I suppose I knew they existed, but I’d never tried them:

 
Windows
Mac
Previous View
ALT-Left Arrow
OPT-Left Arrow
Next View
ALT-Right Arrow
OPT-Right Arrow

I find I’m using these keyboard commands all the time now. So, maybe you can teach an old dog a new trick.

Woof!

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Reader XI: Bigger and Stronger!

Among the hub-bub of the Acrobat XI launch recently, a significant tidbit might have escaped your attention:

> Adobe Reader XI

If you’re an Acrobat user, you probably don’t think about Reader that much unless you’re trying to get your client to fill in a form or comment on a file.

Fortunately, that just got a whole lot easier for you and your client with Reader XI.

Save Form Data and Comment

Adobe Reader XI for Mac and Windows can now:

  • Fill in and save data in PDF forms
  • Use all 20+ commenting tools available in Acrobat

Staying Updated

Adobe Reader XI, by default, will keep itself updated. That’s great for the security of your clients.

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Acrobat XI and Cloud Services Event in Boston, Princeton and Philly

My Adobe colleague Mark Middleton is sponsoring three free LIVE events in Boston, Princeton, NJ and Philadelphia.

You’re invited to join Mark and other Adobe Experts to discover Acrobat XI Pro: "The Ultimate Multitasker" and Acrobat XI Cloud Services featuring Adobe electronic signatures, Adobe EchoSign. 

Acrobat XI Pro is packed with smart tools that give you even more power to communicate easily, seamlessly, and brilliantly.  From editing PDF text and graphics, to converting PDF files to PowerPoint presentations, to creating new PDF and web forms, to sending documents to others for signing, Acrobat XI is all new!  Plus, discover a truly integrated and complete electronic signature/web contracting solution that can be used on any computer, tablet or mobile phone with a web browser allowing documents to be signed by anyone anywhere.

Adobe Acrobat XI with Cloud Services

9:30am -12:30pm  | Breakfast and Registration at 9AM
Boston
Princeton
Philadelphia

Tuesday, October 16th

The Westin Boston Waterfront
425 Summer Street
Boston, MA 02210

(617) 532-4600

Directions

Wednesday, October 17th

Westin Princeton Forrestal Village
201 Village Boulevard
Princeton, NJ 08540

(609) 452-7900

Directions

Thursday, October 18th

The Westin Philadelphia
99 South 17th Street
Philadelphia, PA 19103

(215) 563-1600

Directions

 

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It’s new! Top Ten new features of Acrobat Pro XI for Legal Pros

Today, Adobe announced a new version of Acrobat . . . Acrobat XI (11). The latest version of Acrobat offers many new features that will be valuable to legal professionals

I’ll be writing more in the coming weeks, but here’s my . . .

Top Ten New Acrobat Pro XI Features for Legal Professionals

  1. PDF Editing
    For years, I’ve been saying that PDF is primarily an archive format, but Acrobat XI makes it easy to make significant text and graphic edits to PDFs. Text wraps when you edit it and you can easily replace images. You can even add to a bullet list and search and replace text. The redesigned Content Editing panel (see below) makes the process easy to understand.

     
  2. Easier PDF/A Conformance
    Acrobat XI can convert just about any existing PDF to PDF/A. If the regular conversion steps fail, Acrobat XI can reconvert the file via PostScript (e.g. automatically print to the AdobePDF printer) or rasterize pages as necessary to bring the file into compliance.
    .
     
  3. Save PDF to PowerPoint
    When I tried this feature, it floored me! Acrobat can convert PDFs to editable PowerPoint files complete with backgrounds, artwork, and bulleted text.
     
  4. Redesigned Combine Panel
    The Combine documents experience in Acrobat XI is much improved. You can visually swap in pages, change order, and see thumbnails of existing files. Acrobat XI Combine works better on the Mac than previous versions. Mac users now can see thumbnails and convert Office file types, too. You still need to have Microsoft Office on your computer, of course.
  5. FormsCentral
    Acrobat has long had tools to create forms, but the process involved creating an original file in another program and then laying form fields on top of the PDF later. Acrobat XI includes FormsCentral, a new standalone tool that allows you to create both PDF and web forms and collect the data. FormsCentral includes a nice library of pre-built forms to get you started.
  6. WebMail Support
    Use Yahoo or Gmail? You can now send email directly from the File menu in Acrobat (File> Send File . . .). You can configure multiple email accounts, too, and set the default mailer.
  7. Create PDF and Run Action
    You can now run an Action directly from a file in Microsoft Office. For example, you might convert a contract to PDF then automatically show the Bookmarks panel and password protect the file.
  8. Easy Signature Workflows
    Acrobat now allows you to easily sign a document by typing your name, drawing your signature or using a signature stamp. You can then easily add your signature to any document or even send it for additional signatures using Adobe’s EchoSign eSignature service.
  9. Restrict Editing Easily
    With Acrobat’s new ability to edit PDF, you may wish to protect the important documents you share. Acrobat XI includes new, easier single-step method to add this restriction.
  10. Customize Panel Toolset
    Sometimes you just need the tools you use everyday available where you want them! Acrobat XI allows you to create your own custom Toolset with just the tools you need. From a single customization window, you can create your own panel and Quick Tools (toolbar icons).

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The Vastly Underutilized Create PDF from Clipboard Feature

PDF from ClipboardThere are many ways to create PDF files using Acrobat, but one of the most useful might not be very well known to many Acrobat users.

I’m referring to Create PDF from Clipboard.

As the name suggests, Create PDF from Clipboard takes whatever is on your Clipboard and converts it to PDF. Amazingly, it works for just about anything you can put on the clipboard. I use this feature in Acrobat every day, sometimes several times a day.

How do I access Create PDF from Clipboard?

While it’s not hidden, you might not have run across it. The Create PDF from Clipboard feature works in both Acrobat Standard and Pro. Here’s how it works:

  1. Copy something to the clipboard
  2. In Acrobat, X, choose File > Create > PDF from Clipboard
    - or – Click the Create Button and choose PDF from Clipboard
    - or  (Windows only) type ALT-F-R-C

The instructions above are for Acrobat X, but the feature works substantially the same in Acrobat 9.

Acrobat converts the content on the clipboard to PDF and create a new, Untitled PDF document. Save the new document and you’re good to go.

How it Works and Limitations

  • Converting text on the clipboard generally preserves fonts and formatting, but not always. Results are typically like pasting text into a new word processing document and converting that to PDF. Text is laid out generically and the margins may be different.
  • If there isn’t anything on the clipboard, or if the content cannot be converted to PDF, this feature will be grayed out.
  • The content you want to convert must be in an application. You can’t, for example, select a JPEG file on your desktop and copy it to the clipboard. Acrobat won’t know what to do and the feature won’t be available.
  • Some applications don’t copy with the same quality. I noticed that while I can copy Visio objects to the clipboard, that the results are bit-mapped when converted via the clipboard to PDF.

Read on to learn about a few ways to use this feature and I’ll even tell you about a related and even more obscure way to create PDF.

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