Top 10 PDF Tips

Top 10 PDF Tips

Top Ten Functions

In eCopy PDF Pro Office

This Guide describes how to perform the top ten functions in eCopy PDF Pro Office used by office

knowledge workers to manipulate PDF documents.

6. White-out / Black-out

7. Signature stamps

8. Make mark-ups permanent (Flatten)

9. Bates stamping, watermarks

10. Connectivity to applications

For detailed information on ALL features of eCopy PDF Pro Office, please refer to the Quick

Reference Guide available within the Help menu of the product.

Contents1................................................................................................................................................................. Print to PDF

5

PDF Creation – Print to PDF .........................................................................................................................................5

eCopy PDF Pro Office Toolbar in MS Outlook..............................................................................................................10

eCopy PDF Pro Office Toolbar in MS Internet Explorer................................................................................................10

2. Merge Files (Page Assembly) ................................................................................................................... 11

Document Assembly..................................................................................................................................................11

3. View Documents Side by Side to Merge ................................................................................................... 13

Open Multiple PDF in Tiles, Drag and Drop between them..........................................................................................13

PDF Document comparison

PDF to MS Word Document comparison

PDF splitting

PDF Portfolios

6. White-out / Black-out / Highlight ............................................................................................................ 18

Mark-up Image Files using Drawing Tool ....................................................................................................................18

Redaction..................................................................................................................................................................19

Search and Redact.....................................................................................................................................................20

7. Signature ................................................................................................................................................ 22

Stamps Overview ......................................................................................................................................................22

Create your own Signature Stamp..............................................................................................................................22

Adding a Stamp.........................................................................................................................................................22

8. Make Markups Permanent using the Flatten Command........................................................................... 23

Flatten PDF Makes Markups Permanent ....................................................................................................................23

Print to PDF using the ScanSoft PDF Create! Printer from any Windows application that

can print

Use File > New PDF > Create Multiple Files or > Combine Multiple Files

Scan to New PDF or Scan to Existing PDF

File > Open any MS Office or Image file

Use Nuance Toolbars in MS Office

The PDF Create printer appears in your Printer list. Select ScanSoft PDF Create! within the

The ScanSoft PDF Create! Properties dialog box contains three tabs – General, PDF Settings,

& About PDF Create.

The General tab allows you to define attributes of the PDF like page size, orientation and

resolution.

The PDF Settings tab allows you to choose the version of PDF, control fonts within the PDF,

select specific compression settings, set security options, and add watermarks.

When choosing the version of PDF, one of the options is the ISO Standard PDF/A, also

known as PDF/Archival.

If you are using unique fonts outside of Windows TrueType fonts, you can choose to embed those

fonts within your PDF files. This will assure that your PDF always display exactly as you have

NOTE:

For example, the Advanced button for security controls allows you to secure files by requiring a

password to open the document, as well as set permissions allowing or restricting printing,

copying/extracting, annotating/editing, and/or others changes to the document.

You have the option of editing Document Settings when you save your PDF, defining

Document Properties such as title, author, subject and keywords. You can also set your Open

Options so that your PDF opens in a specific Magnification, Page Layout and select Navigation

Panels.

your applications. When working from the Create Assistant or Windows Explorer, these settings

are made through the profiles. If you need to access these settings from Microsoft Word,

a user compile a list of files from most popular applications, and users have the option of

combining files in a given order to create a single PDF, or for simple Batch PDF creation to

generate a separate PDF for each file . A set of files can be gathered into a single PDF Package.

You can apply an Overlay to your PDF such as a simple Border or Watermark, or a Notice such as

Confidential, or you can include dynamic information such as time and date and page numbers

when using the PDF Create Assistant..

Users can Drag’n’Drop MS Office and Image files into the PDF Create Assistant, with options to

create separate PDF files for each file, combine files, add Overlays or create PDF Packages. PDF

Create Profiles provide one-click selection of advanced PDF Create Settings, including Security

settings and other options.

files from the list, the Up/Down buttons can be used to move selected files up or down in the list,

and the Clear button can be selected when removing all files from the list.

let you place artwork or other fixed items onto just the first page of your PDF files, together

with items that change from file to file. Overlay example for a cover page:

Note:

You can also use an overlay to add a company logo or other fixed item to every page of

PDF files you create.

The last step in the process is to click on the Create button in the Create PDF Assistant. The Print

info dialog box appears, listing the input/output files and showing the conversion status.

Step 2. Select the type of markup/annotation to be applied.

Step 3. Choose the area that the markup/annotation will be applied to.

dialog box to change the color of the highlight from yellow to another available color.

Step 4. Click on the Search and Markup button.

An additional Search dialog box will open providing the search results. For example, if ShareScan

was the search phrase used, you would see 9 instances of the word ShareScan appear and would

then have the option of selecting all of the instances or only individual instances.

Step 4. Click the Markup Type drop-down arrow to select the type of markup that will be applied

to the instances selected.

Step 5. Click the Markup Selected button.

You can use the Rectangle tool to Outline, Highlight, White-out, or Black-out images within

After the rectangle has been applied, you can change the attributes of it by selecting the Hand Tool

Within the Display tab of the Rectangle Properties dialog box, you can select attributes such as

style, thickness, line color, fill color and opacity.

Redaction with eCopy PDF Pro Office means the permanent removal of sensitive information

from PDF files. You can manually Redact any Text or Image contents in a PDF file, or

automate the process using Search and Redact. You can choose the Mark Color for Redaction.

You can optionally choose to include Overlay Text in your Redaction Mark and enter Custom

Text. Redaction Codes are available for FOIA and Privacy Act codes. All of these selections

are available and customizable through the Redaction Tool Properties.

Step 1. Open a PDF file within eCopy PDF Pro Office.

Step 2. Click on Document > Redaction > Mark Redaction

.

your Redaction.

As shown in the screenshot above, you can use the Apply redaction menu item to have all marked

items (whether resulting from searches or selection) blacked out permanently. When a redacted

document is saved, the program always offers Save As, because you should save the redacted file to a

new name.

Note:

Be aware that once a file is saved with redacted items, there is no way of restoring the removed

content – it can neither be viewed nor found by searching.

If text to be redacted contains typing

errors, maybe some sensitive data will not be removed by searching. We suggest that you always

check a search-redacted document manually before releasing it. eCopy PDF Pro Office can help

businesses in any industry with productivity tools and other features. There are additional functions

use a Search and Redact feature, allowing you to easily find key words or phrases (or you can use

the available Looks Like Search Pattern options) and quickly apply redaction to the search results.

The Search dialog box will return all instances of the search words or phrases you entered. You can

then select the instances to be marked for redaction.

Step 5. Click on the Select All button or select individual instances of search results.

Step 6. Click on the Mark Selected Results for Redaction button.

Step 7. Select Document > Redaction > Apply Redaction

Use the Apply dialog box to review specific PDF components to permanently remove the marked

contents and annotations.

Note: When you Apply Redaction, you will be prompted to perform the Inspect Document function.

This function is usually referred to as “Metadata Scrubbing” in law firms. If you think of Redaction as

PDF.

You can select any image from a PDF file and use it as a stamp, for example, you can use a

scanned image of your own signature to create a signature stamp.

Use the Select Object Tool to select any area of a PDF for your stamp image

Right-click to Copy your selection

In the Stamps panel, select Create icon (+)

Click checkbox to Create from Clipboard Image

Use the Eyedropper Tool, click on white area to make your stamp transparent

Use the Group pull down to select Group

The Stamps library will appear on the right-hand side of the document. The menu options include

Collapse All, Find, Create, and Options.

To apply a stamp, simply click to select a stamp and drag and drop within your PDF file where

you want the stamp to appear.

Document flattening lets you prepare a commented or annotated document for secure

distribution. Flattening makes all annotations to your PDF permanent, preserving a ‘final

form’ version of your annotated PDF. To flatten a PDF choose Document > Flatten.

In the Flatten dialog box select which annotation types or other elements you wish to flatten

The Open dialog box is displayed.

Step 2. Select one or more files to add them to the numbering queue.

A folder selection is also possible. To include any files currently open in PDF Pro Office,

choose Include the opened documents box. To change the order of files already in the queue,

select the file and click Move Up or Move Down, or click Delete Files to remove the selected

file from the queue. The Preview button lets you check that you have chosen the intended

documents for stamping. It is important to fix the desired file order before stamping.

Step 3. Click the Output button to display the Add Bates Numbers - Output Rules dialog

box.

Step 4. Specify the destination folder: choose the same folder where the original file is

located, or click Browse to choose another.

Step 8. Click OK to return to the Add Bates Numbers dialog box.

Step 9. Click OK in the Add Bates Numbers dialog box to call the Header and Footer dialog

box.

Step 10. Select an existing scheme in the drop-down list if you have a suitable one.

Step 11. Choose Extend numbering from preceding job with currently selected scheme to

make the Bates numbering for documents processed with this scheme continuous.

Step 12. In the Macros selection box, choose Bates Number and click Settings.