User Manual

1.2 Preferences

Updated on

In this article, you will learn

  • where to find the Preferences for the PDF Editor,
  • how to configure the Preferences, and
  • which Configuration Options are available.

1. Introduction

The Preferences define the basic configuration of the PDF Editor. Depending on the selected configuration, the user interface, selection behavior, and color rendering may change. This article explains how to optimally adjust the Preferences to make your Workflow more efficient.

2. Preferences

After starting the program – no document needs to be opened – you can access the Preferences by navigating to PDF Editor > Preferences... (macOS) or Edit > Preferences... (Windows). Alternatively, you can use the keyboard shortcut cmd + , (macOS) or  Ctrl + , (Windows). The selected Preferences are saved automatically and persist even after restarting the program. To adjust the Preferences, proceed as follows:

  1. Open the dialog Preferences.
  2. Adjust the desired options.
  3. Close the dialog by clicking OK.

The dialog Preferences is divided into several sections:

  • General [1] – Configure the Language, Length Unit, Increment for Cursor Keys, Stroke Unit, Visible Page Content, Process Form XObjects and Lock Open Files (Restart required).
  • Color Management [2] – Select ICC profiles for the RGB and CMYK Working Color Space, define the Rendering Intent (including a separate Rendering Intent for RGB) and configure options such as Display ICC based values in the Output Color Space, Show Spot Colors of all Pages and Display thin lines more clearly. Additionally, you can Define system-wide Spot Colors and Define a Spot Color Library that is available across all documents.
  • User Interface [3] – Contains various options to optimize the PDF Editor interface and streamline workflows for different use cases.

2.1. Opening the Preferences

You can open the Preferences by selecting PDF Editor > Preferences...(macOS) or Edit > Preferences... (Windows) from the menu. Alternatively, you can use the keyboard shortcut cmd + , (macOS) or  ctrl + , (Windows) to open the dialog Preferences directly.

Figure 1: The dialog Preferences of the PDF Editor

2.2. Options

All options in the dialog Preferences are available in a central window. The respective functions and areas of application for each Preference option are described in the following sections.

2.2.1. General

In the section General, basic parameters such as Language and Measurement Units can be configured.

Figure 2: The section General of the dialog Preferences

Language [4] – The PDF Editor is multilingual and can be used in various languages. By default, the language of the local operating system is applied when the program is started for the first time. However, the user interface language can be changed at any time. The following options are available:

  • <Auto> – Automatically uses the language of the operating system
  • Chinese
  • Czech
  • English
  • German
  • French
  • Italian
  • Japanese
  • Polish
  • Romanian
  • Slovak

Missing Translations

If no translation is available for captions, menus, or explanatory texts in a dialog, the corresponding text will be displayed in English by default.

  • Length Unit [5] – This option allows you to specify the unit of length displayed in the user interface. This setting also affects the ruler, which will be scaled accordingly. The currently selected length unit is displayed in the intersection area of the horizontal and vertical rulers (top-left corner of the program window). The following length units are available in the dropdown menu:
    • Centimeter (cm)
    • Feet (ft)
    • Inch (in)
    • Meter (m)
    • Millimeter (mm) – Default value
    • Point (pt)
    • Yard (yd)
  • Increment for Cursor Keys [6] – Here you can specify the offset by which a selected object or multiple selected objects move when using the arrow keys (Left, Right, Up, or Down) on the keyboard. If you hold down the Shift key while pressing an arrow key moves the object(s) by ten times the specified value.
  • Stroke Unit [7] – This option allows you to define the unit of measurement used to display the Stroke Units in the user interface. The following units are available in the selection menu:
    • Inch (in)
    • Millimeter (mm)
    • Point (pt) – Default value
  • Visible Page Content [8] – This option determines which visible area (content of the PageBox) of the PDF file is displayed by default in the PDF Editor. By default, the CropBox is selected, corresponding to the standard behavior of Adobe Acrobat Pro. The following PageBoxes are available in the dropdown menu:
    • TrimBox – Corresponds to the final format (visible area) of the page after trimming.
    • BleedBox – Defines the area of the page that extends beyond the trim size, used to accommodate Print Bleed.
    • ArtBox – Represents the actual content area of the PDF objects on the page relevant for printing.
    • CropBox (Default value) – Displays the visible area of the page.
    • MediaBox – Covers the full physical page, including any Bleed or trim margins.
  • Process Form XObjects [9] – This option defines how the PDF Editor handles Form XObjects when they are present in the PDF file. You can choose from the following three settings:
    • Ask for every document (Default value) – The user is prompted how to handle Form XObjects each time a document is opened.
    • Expand Always – Form XObjects are automatically resolved and integrated into the page content.
    • Expand Never – Form XObjects remain untouched and are preserved in their original structure.
  • Lock Open Files (Restart required) [10] – Automatic locking of PDF files upon opening has been disabled by default starting with version 1.12 of the PDF Editor. If you prefer this behavior, enable the option «Lock Opened Files (Restart required)» in the Preferences.

What are Form XObjects?

Form XObjects are container objects within a PDF file that can include images, text, and vector graphics. They are stored as references within the PDF and can be reused multiple times at different locations throughout the document. Direct editing of individual Form XObjects is currently not possible. To make changes to a Form XObject, its references must first be resolved. Depending on the complexity of the XObjects, this process can be very time- and memory-intensive. For more information, please refer to the entry Form XObjects in the glossary.

2.2.2. Color Management

In the section Color Management, you can specify ICC Profiles (Color Profiles) and set Priorities (Rendering Intents) for Color Management. Additionally, you can define Standard Spot Colors for the program and configure whether color-converted values and all Spot Colors present in the document should be displayed.

Figure 3: The section Color Management of the dialog Preferences

  • RGB Working Color Space [11] – Use this option to specify which RGB Color Profile should be used as the source profile for converting DeviceRGB colors.
  • CMYK Working Color Space [12] – This setting determines which CMYK Color Profile is used as the source profile for converting DeviceCMYK colors.
  • Rendering Intent [13] – Defines the priority for how out-of-gamut colors should be mapped into the target color space. The following options are available:
    • Absolutely Colorimetric – Maps out-of-gamut colors to paper white in the target color space.
    • Perceptual – Maps out-of-gamut colors proportionally toward light white in the target color space.
    • Relative Colorimetric – Maps out-of-gamut colors toward light white in the target color space.
    • Saturation – Maps out-of-gamut colors toward the nearest saturated hue.
    • Use Document Standard – Default value (usually Perceptual).
  • Priority (Rendering Intent) for RGB [14] – Specifies the rendering intent for colors displayed on the monitor. The same options as above are available.
  • Display ICC based values in the Output Color Space [15] – When enabled, the simulated Color Values for the selected Working Color Space are shown in the section Process Colors under View > Analyze. If disabled, the actual Color Values from the PDF file are displayed.
  • Show Spot Colors of all Pages [16] – Determines whether all Spot Colors in the document or only those on the current page are shown in the section Spot Colors under View > Analyze and in selection lists.
  • Display thin lines more clearly [17] – The rendering of very thin lines (threshold: > 0.3 pt) was improved in version 1.12 of the PDF Editor. When enabled, such lines are automatically detected and visually enhanced in the Screen Preview.
  • Define system-wide Spot Colors... [18] – Allows you to define Spot Colors that are permanently available in the selection menus across the application. For more information, see the section on Handling System-Wide Spot Colors.
  • Define Spot Color Library... [19] – Enables the import, management, and editing Spot Color Libraries from Custom Palettes and Libraries. Imported Spot Colors are available system-wide across projects.

Display Simulated Values of the CMYK Working Color Space

This option is disabled by default to ensure that the actual Color Values from the PDF are shown in the tab View > Analyze. When enabled, the displayed Color Values are those generated during rendering to CMYK, based on the selected ICC Profile of the Working Color Space. These simulated values may differ from the document’s original Color Values, which can complicate editing.

2.2.3. User Interface

In the section User Interface, you can customize both the interface of the program and the behavior when selecting objects.

Figure 4: The section User Interface of the dialog Preferences

  • Show tooltip for PDF object [20] – When this option is enabled, the properties of a PDF object are displayed in an information window as soon as the mouse pointer hovers over the object. The delay before the tooltip appears can be configured and adjusted under Display delay for Tooltips (milliseconds) [21].
  • Mode for selecting objects [22] – Allows you to choose between the following two selection modes:
    • All fully or partially captured objects of the selection frame – Selects all objects that are fully or partially covered by the selection frame. Any object touched by the selection frame is selected.
    • Only fully captured objects of the selection frame – Selects only those objects that are completely enclosed by the selection frame.
  • Use [Ctrl] as well as [Shift] to select objects [23] – When objects are stacked, you can navigate through them by holding the Ctrl key (Windows) or Cmd key (macOS). Use the Shift key to select multiple objects consecutively.
  • Show Rulers [24] – Toggles the display of the horizontal and vertical rulers around the PDF Editor Workspace. You can also show or hide rulers using the shortcut Ctrl + R (Windows) or Cmd + R (macOS), or via the menu command View > Show Ruler.
  • Enable Guides [25] – Enables the use of guides within the PDF Editor. This feature is only active if the option Show Rulers is also enabled.

3. Handling System-Wide Spot Colors

Special Spot Colors are frequently required when processing Print Data. Typical examples of commonly used Spot Colors include White, Varnish, Dielines, Primer, and Barcodes. These Spot Colors should be defined once in the PDF Editor. The system-wide Spot Colors stored under Preferences will then be permanently available in the relevant selection menus.

3.1. Creating System-Wide Spot Colors

In order to define a system-wide Spot Color in the PDF Editor, proceed as follows:

  1. Start the PDF Editor and open the dialog Preferences.
  2. Click the button Define system-wide Spot Colors... [18] (Figure 3). This opens the dialog Edit Spot Colors.
  3. In the dialog Edit Spot Colors, all previously defined Spot Colors are listed. Each Spot Color includes the following attributes:
    • Color Patch [26] – Displays the simulated Color Value of the Spot Color.
    • Spot Color Name [27] – The name of the Spot Color. Ensure correct spelling and avoid spaces at the beginning or end of the name!
    • Color Space of Alternate Color Space [28] – Specifies the available Color Spaces that can be selected as an alternate Color Space for the Spot Color: CMYK, RGB, and Lab.
    • Color Values of the Alternate Color Space [29] – Displays the defined Color Values of the Spot Color in the selected alternate Color Space.

Figure 5: The dialog Edit Spot Colors

  1. In order to create a new Spot Color, click New... [30]. This opens the dialog Create new Spot Color.

Figure 6: The dialog Create new Spot Color

  1. In the dialog Create new Spot Color, you must define the following parameters:
  • Spot Color Name [35] – Enter the desired name for the Spot Color. Please note:
    • Spot Color Names must be unique within a document.
    • Special characters are not allowed. However, characters from other writing systems (e.g., Japanese, Chinese, Cyrillic) are permitted.
  • Color Space [36] – Select the alternate Color Space to be used for the Spot Color Definition.
  • Color Values [37] – Define the Color Values that will be used to visually represent the Spot Color in the PDF Editor. These values will also be used when the Spot Color is converted to a Process Color. The number of input fields and valid value ranges depend on the selected Color Space:
    • CMYK: 0-100%
    • RGB: 0-255
    • LAB: L value from 0-100%, values for the a- and b-axis from -128 to +127
  • Click OK to complete the Spot Color Definition.
  • Back in the dialog Edit Spot Color (Figure 5), click OK again to finalize the addition of the system-wide Spot Color.

3.2. Edit Spot Color

In order to edit an existing Spot Color Definition, select the desired Spot Color and click Edit... [31]. This opens the dialog Edit Spot Color.

If yo change the Color Space [38], the integrated color calculator in the PDF Editor will automatically compute the corresponding Color Values for the newly selected Color Space.

Figure 7: The dialog Edit Spot Color in the Preferences

3.3. Rename Spot Color

To assign a new name to an existing Spot Color, select the desired Spot Color and click Rename...[32] (Figure 5). This opens the dialog Rename Spot Color, where you can overwrite the current Spot Color Name and confirm the change by clicking OK.

Figure 8: The dialog Rename Spot Color

3.4. Delete Spot Color

In order to remove an existing Spot Color Definition, select the desired Spot Color and click Delete... [33] (Figure 5). The Spot Color will be removed from the list immediately without any further confirmation.

Actions in the dialog Edit Spot Color Definition cannot be undone

Please note that actions such as New, Edit, Rename and Delete cannot be undone. Therefore, take special care when modifying Spot Color Definitions in this dialog, as changes are applied immediately and cannot be reversed.

3.5. Filter Spot Colors

If a large number of Spot Colors have been defined in the Preferences, it can become difficult to remain an overview. To address this, you can filter or search Spot Color Names.

To do so, enter the desired Spot Color Name into the field Search [34] (Figure 5). The list of all Spot Colors will then automatically be filtered to display only matching entries.

4. Managing Spot Color Libraries

In the PDF Editor, Spot Color Libraries can be used to ensure precise Color Definitions in prepress – especially when working with Spot Colors such as Pantone, HKS, or company-specific Corporate Colors. Through the dialog Define Spot Color Library…, users can import predefined Libraries in ASE file format (Adobe Swatch Exchange). Support for the ASE format is particularly valuable, as it enables seamless exchange of color palettes between applications like Adobe Illustrator or Photoshop. Using the function Import ASE Spot Color Library…, these files can be loaded directly into the PDF Editor. Once imported, Libraries are available across projects, ensuring both color accuracy and consistency throughout the prepress workflow. When assigning colors to objects, users can directly access the defined Library colors, thereby avoiding errors caused by manual input.

The use of Spot Color Libraries is especially recommended for workflows with stringent color fidelity requirements – such as Packaging Printing or CI-compliant productions. This guarantees that your project-specific Color Definitions are applied correctly and reproduced with accurate color fidelity in printing.

With the functions Edit, Delete, Search, and Import ASE Spot Color Library…, you have all the necessary tools to efficiently organize your Color Libraries.

Figure 9: The dialog Edit imported Spot Colors

The following functions are available in the dialog Edit imported Spot Colors:

Edit [39] – This function allows you to specifically adjust the properties of a selected Spot Color. These include the Alternate Color Space (CMYK, RGB, or Lab), and the Alternate Color Values, which are primarily used for on-screen display. For consistent and color-accurate output, it is recommended to define Spot Colors with a unique name and precise Lab Color Space Definitions.

Delete [40] – Remove Spot Colors that are no longer needed from the Library to keep your workspace clean and maintain clarity.

Search [42] – Use the Search field to quickly locate a specific Spot Color. This facilitates navigation within extensive Libraries and minimizes potential sources of error.

Import ASE Spot Color Library… [41] – This function allows you to load new Spot Color Libraries in ASE format (Adobe Swatch Exchange) into the PDF Editor. This expands your color palette and enables you to work with additional color systems or custom color definitions.

4.1. Import ASE Spot Color Library

With version 1.12, the PDF Editor was enhanced to allow direct import and management of user-defined Color Libraries in ASE format (Adobe Swatch Exchange) within the Preferences of the PDF Editor. This enables users to seamlessly exchange color palettes between various graphic and design programs – such as Adobe Illustrator, InDesign, or Photoshop. By importing these Color Libraries, Spot Colors can be centrally defined and standardized for projects. Once imported, the Libraries become available system-wide within the PDF Editor, allowing brand- or client-specific color palettes to be applied consistently and with high color accuracy throughout the entire document.

To import a user-defined ASE Spot Color Library, proceed as follows:

  1. Open the menu Preferences in the PDF Editor.
  2. Navigate to the section Color Management within the dialog Preferences.
  3. Click the button Define Spot Color Library… [19] (Figure 3).
  4. The dialog Edit Imported Colors will open.
  5. Click Import ASE Spot Color Library… [41] (Figure 9).
  6. Select the desired ASE file from your file system and confirm by clicking Open.
  7. After the Color Library has been successfully imported, confirm the process by clicking OK to apply the Color Library.
  8. You will automatically return to the dialog Preferences. Confirm your entry here as well by clicking OK to save the imported Spot Colors permanently.

The imported Color Library is now available throughout the PDF Editor and can be used when assigning Spot Colors to objects, text, or areas.

4.2. Edit or Delete Spot Colors from a Library

To Edit or Delete a Spot Color Definition, follow the same steps described in the section Handling System-Wide Spot Colors.

Article Update: PDF Editor 1.12.13 – 06/2025

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