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Including bookmarks in PDFs

Bookmarks identify parts of a PDF, allowing quick access to specific areas of the file. Bookmarks are displayed in the PDF in a tree format, creating a table of contents as a navigation aid. Bookmarks are created only when a document is grouped or contains multiple layouts.

  • In PDF View, a link is included for each element of each grouping field in the document. A user can navigate between layouts using the layout tabs.

  • When the document is exported to a PDF, the grouping bookmarks are displayed, as well as a bookmark for each layout.

If a document is not grouped or does not have multiple layouts, bookmarks cannot be created. For an example of bookmarks, see the Document Creation Help.

By default, bookmarks are created for all documents that have grouping and for all multi-layout documents. The bookmark panel is automatically shown when the PDF is viewed. You can choose to hide the bookmark panel initially (it is still available by clicking the Bookmarks icon in PDF View) to maximize the amount of space for the document. You can also choose to not generate the bookmarks if, for example, the PDF includes an interactive table of contents, which is different from bookmarks. For information on how bookmarks and tables of contents work together, see Including interactive tables of contents in PDFs.

To include bookmarks in PDFs

By default, bookmarks are generated when you view the PDF, as described above, but you can disable them. Follow this procedure if you want to enable bookmarks after you have disabled them. Bookmarks are only generated if the document is grouped or contains multiple layouts, regardless of this setting.

This procedure affects the entire document, including all layouts of a multi-layout document. For more information on multi-layout documents, including which properties apply to the document as a whole or to individual layouts, see Creating multi-layout documents.

  1. Open the document in the Document Editor. (How?)

  2. From the Format menu, select Document Properties. The Document Properties dialog box opens.

  3. Click Export.

  4. In the PDF area, select the Include bookmarks in PDF check box.

  5. Ensure that the Show bookmarks in PDF check box is selected, so that the bookmarks are displayed. If you clear this check box, the bookmark panel is not displayed when the PDF is opened, but a user can access the bookmarks by clicking the Bookmarks icon.

  6. Click OK to return to the document.

  7. To view the PDF, click PDF View on the toolbar. The PDF displays bookmarks.

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