Make the most of your Adobe Acrobat: How to create PDF-files and folders with that WOW-effect that will dazzle your recipients!

In my previous blog post I wrote how you can create PDF-files in different ways with Adobe Acrobat X. But what if you want to jazz up your documents, how can Acrobat help here?

You can combine your files into one single PDF, or you can use the Portfolio function which lets you create a single PDF containing a number of separate files.

Let’s start with a combined file. You can create this file in different ways. Either choose “Combine files into PDF” from the initial start up window, or go to the File menu.

In the next window, you will add the files that you want to convert. (If you don’t see this window, look on your desktop. Sometimes it “hides” behind the current documents you have open.) In the upper right corner you have the option of creating a single PDF, or a Portfolio. Choose the first alternative. Then select the Combine Files option and the files are converted and assembled into a single PDF-file.

The resulting file is a single PDF that you can share with everyone, regardless what the recipient has installed. The free Adobe Reader is all that is needed.

As you can see from the screenshot above, you can mix different page sizes in one single file, from a stamp-sized page to infinite (well almost). Every page is a separate PDF which means that you can rearrange the page order by dragging and dropping the thumbnails in the navigation panel on the left. You can also add and extract pages by dragging into the panel.

But what if you have to keep documents separately – this is often required in the case of legal documents – and retain intact information such as meta data? Still, you want to avoid sharing documents by attaching a large number of files, perhaps in many formats, to an e-mail. We all know how annoying it can be to receive such a mail, not knowing in which order to open the documents, and we may not even have the particular application installed on our computers? Well, let me introduce you to the PDF Portfolio!

Here you have an example of a Portfolio. The thumbnails at the bottom of the documents are the separate files, and to navigate you either click on the thumbnail of use the navigation arrows on each side. To get a preview of the document, just click on it. The best part is, yet again, you don’t have to worry about what your recipient has installed, all he or she needs is the free Adobe Reader (version 9 or 10).

This looks very advanced, it must be difficult to produce a Portfolio? Not at all, it couldn’t be easier. Just a few easy steps and you have a very impressive document to share; whether it is a company profile, a product brochure, or even a student project.

Just follow the easy steps above, for creating a combined file, but choose Create Portfolio instead.  Once you have a list of files you want to include in your document, you select the PDF Portfolio option in the upper right hand corner.

Click the Options button (lower left), and here you have a couple of useful choices. If you select the last option in the box, all files will be converted to PDFs. If not selected, you will keep the original file formats. In other words, a Portfolio can contain many different formats, including videos and even web links.

Now it is time to personalize your document. Once the file is opened, the Portfolio interface will appear. On the right hand side you will find a number of layouts to choose from, which are included when you install Acrobat. You can add files or folders, or a web link. If you would like to show a film from for instance YouTube, all you have to do is copy in the link. Acrobat even adds a special Flash Player so that the video will be shown inside the Portfolio. No other application that Adobe Reader is needed.

You can add a background, include a header, change color schemes. Add document info, meta data, by clicking on the “i” on the document icon. On the upper left you have a preview button, so you can easily and instantly see what the final document will look like. Well, that is about it! Anyone can do this in minutes, or seconds even. Now you have a document that really has that wow-factor that will make your recipient want to take a closer look at your information.

Would you like some inspiration by taking a look at how other users have used the PDF Portfolio?

Take a look at acrobatusers.com/gallery/pdf_portfolio

This site, www.acrobatusers.com, is really great for Acrobat information, tutorials and galleries. Make sure to visit from time to time.

Stay tuned for more useful tips on how to make the most of your Adobe Acrobat. Further topics will include how to work with forms, security and much more.