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 53: Managing PDF/X Documents

    Preflight Profiles can be edited, and the results of preflighting can be integrated into the document as comments, or made into a separate report.

    Share and Share Alike

    To use a profile provided by your printer, click the Options pull-down menu arrow in the Preflight dialog and choose Import Preflight Profile. When the Open dialog displays, locate the file (which uses the extension .kfp) and click Open. Profiles are added to the Preflight dialog's Profile list in alphabetical order.

    You can also share profiles with others. Again, click the Options pull-down menu in the Preflight dialog to open a menu and choose Export Preflight Profile. An Export Preflight Profile dialog opens. Name the file, which uses the listed profile's name by default, and browse to the folder where you want to store the file. Then click Save.

    To share information about a document's status with your workgroup, click Comments in the Preflight dialog to transfer the information from the Preflight dialog to the document itself. Acrobat draws a comment box on the appropriate area of the document, adds a comment note to the Comments list (Figure 53a). In the example, the image uses transparency so the comment box encloses the entire image.

    Figure 53a. Transfer the results of the Preflight evaluation to the document as comments.

    [View full size image]

    You can also generate a report on the status of the document. Click Report in the Preflight dialog to open a Save As dialog. The file uses the document's name and appends _report to the name. Click Save to save the document.

    Automatic Inspection

    You don't have to have Acrobat open to use your profiles. Read Tip 136 in Chapter 17 to learn how to use a Preflight Droplet, a method of inspecting and handling files automatically.

    Sometimes the many profiles available in Acrobat don't quite meet your needs. In that case, edit the profile that most closely matches what you need. Click Edit in the Preflight dialog to open the Preflight: Edit Profile dialog (Figure 53b). Follow these steps to create a custom profile:

    1.

    Select the profile that you want to change from the list at the left of the dialog.

    2.

    Open the profile by clicking the (+) to the left of its name. Click the element you want to modify. The sample shows the Images option selected.

    3.

    Click the Locked/Unlocked arrow and select Unlocked to allow you to change the elements of the profile.

    Note

    When you choose Unlocked, all elements of the profile are unlocked simultaneously.

    4.

    Make the changes in the options at the right of the dialog. For each option, click the pull-down arrow and choose the evaluation setting. You can choose from Error, Warning, Info, and Inactive settings.

    5.

    Click OK to close the dialog; click Save to save the changes and leave the dialog open.

    Figure 53b. Edit existing Preflight profiles or create new ones.

    [View full size image]

    You can also start a new profile from scratch. On the Preflight: Edit Profile dialog, click New to open a blank profile. Choose an element from the profile and specify values and evaluation settings (Figure 53c). Then name and save the profile. Your custom profile is added to the Preflight dialog's listing in alphabetical order.

    Figure 53c. When you start a new profile, the categories of options are automatically added to the dialog for your use.