Adobe Acrobat 7 TIPS and TRICKS THE 100150 BEST [Electronic resources]

Donna L. Baker; Kristin Kalning; Becky Morgan; Judy Ziajka

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  • TIP 149: Using Secure ePaper

    One of the coolest new features in Acrobat 7 Professional is the ability to "wrap" your document and other files you choose to include, regardless of their file format, in a secure envelope for distributing to others. eEnvelopes even look like envelopes!

    Make It Personal

    You can create other templates to use for the eEnvelope. Create and save a document as a PDF. Then store it in this location: Program Files\Adobe\Acrobat\DocTemplates\ENU. The next time you want to create an eEnvelope, your custom template is included in the list; select it as you work through the wizard.

    Suppose you have a bank loan application and have to include a record or employment or some other personal document with the application. Simply embed the attachments in an eEnvelope, encrypt the eEnvelope using a password or certificate security method, and then email it. Only the person with rights to open the eEnvelope can see the contents.

    Encryption using an eEnvelope doesn't modify the file attachments in any way; once your recipients extract the file attachments and save them, the files are no longer encrypted.

    You apply an eEnvelope using a wizard:

    1.

    Choose Document > Security > Secure PDF Delivery, or click the Secure task button and choose the command from the pull-down menu to open the wizard (Figure 149a).

    Figure 149a. Use an eEnvelope to securely send documents.

    [View full size image]

    2.

    Step through the wizard:

    • Select documents to attach.

      Which Is Which?

      If you intend to use the program's templates, take a minute and rename the files. Open the document folder (the path is shown in the "Make it Personal" sidebar), and then open the three template PDF files. Rename them using names you recognize, and save them with the new name in the same folder. The next time you want to secure a document, it's simpler to choose the right template using your custom names.

    • Choose a templateFigure 149b shows examples of each of the three available templates.

      Figure 149b. Use one of the available templates or create your own.

      [View full size image]

    • Attach a security policy (Click Show All Policies on this frame of the wizard to display your list).

    • Choose either to complete the process manually (see the sidebar, "Do It Yourself"), or complete the eEnvelope and email it.

    • Add identity information for the eEnvelope; the provided templates include fields for adding names, dates, or text messages.

    • Click Finished to close the dialog.

    3.

    Enter your recipient's email address in the email dialog that opens, and click Send to send it on its way.

    Once your recipient receives the email, the eEnvelope is shown as an attachment. The recipient can't open the attachment without the proper permissions, such as entering the password used to encrypt the eEnvelope.

    If you are working with the Adobe Policy Server, you can apply the eEnvelope process directly through your email program. In Outlook, open an email message window, and click Attach as Secured PDF on the Standard toolbar. In the Attach as Secured PDF dialog, choose the file you want to send, and then select a security option (Figure 149c). You can either restrict opening to the names listed in the To and CC fields of the email, or select a policy and click OK. The document attachment to the email displays as usual, but (Secure) appears in the attachment's name. Repeat to add documents, and then send the email.

    Figure 149c. Attach a secured document to an email if you are working with Adobe Policy Server.

    Do It Yourself

    If you choose to complete the eEnvelope manually, when you have worked through the wizard's pane and clicked Finished, it opens in Acrobat. The files you included in the wizard are listed as attachments to the eEnvelope PDF.