Acrobat Training Should Always Include Bookmarks
When we run Adobe Acrobat training courses in London, one of the first topics we tackle is bookmarks. Almost everyone will agree that PDFs are a great invention but it can sometimes be rather tedious to navigate through them. That’s where bookmarks become useful: they are clickable headings which take you to a specific part of the PDF document and allow you to get around a lot faster than scrolling or paging.
If you distribute PDFs that contain important information about your products or services, you want to ensure that your audience can access key facts as quickly as possible. Adding a few bookmarks to your PDF files can add value to them by making them more attractive to potential clients.
The bookmarks panel is one of Acrobat’s many navigation panels. It is normally displayed on the left of the Acrobat Reader screen. To show bookmarks, click the bookmark icon or choose View - Navigation Panels - Bookmarks. When you click on a bookmark, you are taken to the page that it is linked to.
Bookmarks cannot be created with Acrobat Reader: you will need either Acrobat Professional or Acrobat Standard, the commercial versions of Acrobat. But then you will also need one of these two bits of software to create your PDF in the first place.
Once you have created the PDF, open it with Acrobat Standard or Professional and open the Bookmarks panel. Next, navigate to the first page that you want your audience to be able to find easily, choose New Bookmark from the Options menu in the top right of the Bookmarks panel and enter a name for the bookmark. Repeat this procedure to create as many bookmarks as you think useful.
Creating bookmarks can be bit tedious. However, there are a few ways of speeding things up. Firstly, you don’t have to type a name for each bookmark. You can highlight some text on the page then choose New Bookmark. Acrobat uses the highlighted text as the name of the bookmark. Another thing you can do is to use the keyboard shortcut for New Bookmark. This, as you can probably guess, is Control-B.
It is also possible to generate bookmarks automatically. For example, PDFMaker, a utility for Microsoft Office 97, 2002 and 2003 which is automatically installed along with Acrobat Standard or Professional producing an extra menu in Office programs called “Adobe PDF” and an “Adobe PDFMaker” toolbar.
When you create a PDF using the Acrobat PDFMaker, any paragraphs formatted with a Word heading style, e.g., “Heading 1″, “Heading 2″, etc., will automatically create PDF bookmarks as do all entries in tables of content and indexes. In the same way, if you PDF an Excel workbook with the PDFMaker, bookmarks to each sheet will be automatically generated. In PowerPoint, too, bookmarks to every slide in the presentation will be automatically generated.
There are also DTP packages which will automatically generate PDF bookmarks in the same way as Microsoft Word (from styles, indexes and tables of content). Naturally InDesign will do this but also QuarkXPress and Serif PagePlus. These three software packages have the additional benefit that you don’t actually need to own Acrobat Standard or Professional. The facility to create PDFs is built-in to each of these packages.
Don’t be fooled into thinking that bookmarks only be used to link to a particular page within the PDF document. (They can do tons of other things as well.) In any case, they actually link to a view not a page. Thus, for example, if a page in your PDF file contains a map, you can zoom in on the map till it fills the screen and create a bookmark of that view. When your user clicks the bookmark, he or she will be taken to the zoom level that was current when you created the bookmark.

























































































