On Mac OS, PDFMaker uses the Distiller Adobe PDF Settings when converting Office files to Adobe PDF. In this part of the lesson, you'll use one of the predefined settings to create your PDF file, but you can also create custom settings.
Note
When you convert your files to AdobePDFusing the Convert to AdobePDFand Convert to AdobePDFand Email buttons, the printer settings or page setup that you have selected in your Microsoft application are used in conjunction with the Distiller AdobePDFSettings. Thus, if you choose Handouts in the Print dialog box in Microsoft PowerPoint, the resultingPDFfile is based on the Handouts version of the presentation.
1. Start Acrobat, and choose Advanced > Acrobat Distiller.
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2. In the Acrobat Distiller dialog box, click the arrow to open the Default Settings pop-up menu. You have several predefined settings to select from. For most users, these predefined settings are sufficient. If you need to customize the conversion settings you can use the Settings > Edit Adobe PDF Settings command in Distiller to access the Adobe PDF Settings dialog box. Lesson 6,
"Customizing Quality and File Size," describes how to customize the Adobe PDF settings. Any customized settings that you have created are also listed in this menu.
For information on the PDF/A and PDF/X settings, see Lesson 15, "Using Adobe Acrobat for Professional Publishing."
3. From the Default Settings menu, click Press Quality, and notice that the description under Compatibility changes.
If you have time, click each of the predefined Adobe PDF Settings and read the descriptions. Later in the lesson, you'll use a different set of conversion settings to create a smaller file that is more suitable to be emailed as an attachment. For this part of the lesson though, you'll revert to the default settings for the conversionthe Standard set.
You should check your Distiller conversion settings often. The settings do not revert to the default settings automatically.
Adding security to your Adobe PDF file
There are several ways you can apply security to your Adobe PDF documents. You can add password security to prevent unauthorized users from opening, changing, or even printing your document, you can limit access to the PDF document to a predefined list of users, and you can certify the status of a document. You'll learn more about this in Lesson 11, "Adding Signatures and Security."
In this lesson, you'll add password security to your document to prevent unauthorized users from opening the document.
1. In Distiller, choose Settings > Security.
Set security options for your AdobePDFdocument.
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You'll see that no security is specified for opening, editing, or printing the Adobe PDF document that you will create. Since this is a copy for internal review only, you'll require that a password be used to open the document so that it isn't released to the public prematurely.
2. Click in the Require a Password to Open the Document box. The option is selected when the box contains a checkmark.
Now you'll set the password that opens the document.
3. In the Document Open Password text box, type in your password. We entered wine123. Be sure not to forget your password. You'll need to share this password with your colleagues, otherwise they won't be able to open your document. Passwords are case-sensitive, so if you use capital letters, be sure to remember that.
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You could restrict the printing and editing of the document, but since this document is going to be circulated for inhouse review, you won't bother adding that level of security. You can learn more about restricting printing and editing in Lesson 11, "Adding Signatures and Security."
4. Click OK to apply your security settings.
Before you can finish the process, you have to re-enter the password that you just set.
5. Re-enter your password. We entered wine123. Click OK to clear the confirmation dialog box. 6. Choose Distiller > Quit Acrobat Distiller to quit Distiller.
You should remove your Distiller security setting as soon as you no longer need it to be applied. The security settings do not revert automatically to the default of no security.
Now that you've set the conversion settings and the security settings, you're ready to convert your Word file to Adobe PDF.
About document security
When creating AdobePDFdocuments, authors can use the following methods to enhance document security:
Password security. You can add passwords and set security options to restrict opening, editing, and printingPDFdocuments.
Certification security. Encrypt a document so that only a specified set of users have access to the documents.
Adobe Policy Server. Apply server-based security policies toPDFdocuments. Server- based security policies are especially useful if you want others to have access toPDF documents only for a limited time.
Document certification. When an author digital signature is added, editing changes are restricted and detected.
Tip
If you often use the same security settings for a set ofPDFdocuments, consider creating a security policy to simplify your workflow.
From the Complete Acrobat 7.0 Help.
Converting your Word file
1. In Word, simply click the Convert to Adobe PDF button ( ) on the Word toolbar.
2. In the Save dialog box, make sure that the PDF file will be named Our_Wines1.pdf and saved in the Lesson03:Mac folder. Click Save.
By default, your PDF file is saved in the same directory as the source file. The Acrobat PDFMaker dialog box shows the status of the conversion. 3. When the conversion is complete, click the View File button.
Acrobat launches automatically, but because you have applied password protection, you have to enter the password before Acrobat will open the file.
4. In the Enter Password text box, enter the password that you entered in Step 3, "Adding security to your Adobe PDF file" earlier in this lesson. We entered wine123. And then click OK.
Your Adobe PDF file opens in Acrobat.
That's all there is to creating an Adobe PDF file from your Microsoft Office file.
5. When you're finished reviewing your PDF file, choose File > Close to close your work.
Note
If you aren't going to do any more of this lesson, be sure to reset your security settings in Distiller, otherwise all the PDF files you create will be password-protected.
6. Choose Acrobat > Quit Acrobat.
Converting and emailing a PowerPoint presentation
PowerPoint presentations are an effective way to deliver your message, but not every place that you visit has a system available with Microsoft PowerPoint installed on it, nor does every person that you'd like to share your presentation with have this software. Converting your PowerPoint presentation to Adobe PDF allows you to show the presentation on any system that has the free Adobe Reader software installed. Similarly, you can email a PDF version of your presentation to anyone who has Adobe Reader. They'll see your presentation as you created it. And the PDF file is almost always substantially smaller than the source file.
In this section of the lesson, you'll convert a PowerPoint presentation to Adobe PDF and email it without ever leaving your PowerPoint application.
If you don't have PowerPoint installed on your system, you can use the Convert to AdobePDFand Email button in Word to convert and email the Our_Wines.doc file. Open Our_Wines.doc in Word, skip the "About the PowerPoint file" section, and go directly to the section on checking the conversion settings and security settings in Distiller.
About the PowerPoint file
1. Start Microsoft PowerPoint.
2. Choose File > Open. Select the file Welcome.ppt, located in the Lesson03:Mac folder, and click Open. Then choose File > Save As, rename the file Welcome1.ppt, and save it in the
Lesson03:Mac folder.
First you'll review the PowerPoint file. 3. Choose View > Slide Show.
4. Press Return to move to the second page.
Notice the fly-in bullets and the locators on the map on the second page. All these elements will appear in the Adobe PDF file that you create. (The fly-in animation is not preserved, but all the information is present.)
5. Press the Esc key to return to the normal PowerPoint view.