Printing with the Adobe PDF Printer
6. Click Properties in the Print dialog to open the Adobe PDF Docu- Docu-ment Properties dialog, which displays the Adobe PDF Settings tab
by default. Here you can choose additional print options that vary according to the type of file you are converting (Figure 9):
Figure 9 Choose from a number of options to configure the print driver and PDF output.
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Use the four settings at the top of the dialog to save time. If you always produce basic PDF conversions, leave the Standard Default Settings, or choose an alternate from the pull-down list.•
Automatically attach password protection to all your files at conversion using an option from the Adobe PDF Security pull-down list. Choose from either “Reconfirm Security for each job” or “Use the last known settings.”•
Click Browse and locate a consistent output folder, displayed in the Adobe PDF Output Folder setting. This is a great timesaver if you routinely convert files and leave them in a staging area before further work.#9: Printing with the Adobe PDF Printer
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Leave the “Delete log files for successful jobs”option selected. You don’t need to trouble-shoot a document that converts successfully.
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The “Ask to replace exist-ing PDF file” option is deselected by default. If you are indeed replacing an existing file, the Save As dialog asks you about replacement, so you don’t have to duplicate the function.Converting a Group of Documents
If you are converting a large number of documents, con-vert one and check that it meets your needs before converting the others.
This will save you valuable error-checking time.
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C H A P T E R T W O Creating PDF Files Outside Acrobat
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Choose an alternate page size from the Adobe PDF Page Size drop-down list if your work requires it.Click OK to dismiss the secondary dialog and return to the Print dialog.
Preparing for Conversions
Before you convert a document to PDF format, be sure to complete these steps:
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Check spelling and grammar, and make sure the finished content is how you want it to appear in the PDF format. It is easier to ensure that the original document is complete than to edit it in Acrobat.•
Decide how the document is to be used. You choose different conversion settings for an online document, for example, than for one intended for high-quality printing.•
Check links and other content such as comments if you plan to convert them for PDF use.•
Check the conversion option’s settings. For example, you may choose a Stand-ard conversion option but require changes in the graphic conversion settings.Convenient File Naming
Get into the habit of setting up a system of filenames when you are converting files from one format to another. When you print or generate a PDF using the Adobe PDF printer driver or other PDF conversion meth-ods, by default the folder containing the source docu-ment opens and the file is assigned the source docu-ment’s name and the .pdf extension. Using the same naming structure saves time, and you can track which documents have been con-verted to PDF more easily.
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Using PDFMaker in Microsoft Word
# 10
One of the most common programs used with Acrobat is Microsoft Word.
You can use the PDFMaker that Acrobat automatically installs into Word on Windows to quickly generate a PDF version of the document. If your workflow includes merging documents on a regular basis, try out the Mail Merge to Adobe PDF feature, which not only merges database content with a Word file but also converts the merged documents to PDF.
The Standard conversion setting, the default used by PDFMaker, pro-duces a PDF file that is both suitable for printing and small enough for easy distribution. Once you specify the settings, they remain until you adjust them again. Converting a Word document to PDF is a one-click process.
When your document is ready for conversion, save it and then click Convert to PDF on the PDFMaker 9.0 toolbar in Windows or choose Adobe PDF > Convert to Adobe PDF. Using the default PDFMaker settings, a Save As dialog opens displaying the same name as your Word docu-ment; change the filename and location if necessary and then click Save to close the dialog and convert the file.
To view the settings, choose Adobe PDF > Change Conversion Settings to open the dialog (Figure 10a).
Figure 10a The Acrobat PDFMaker dialog contains different numbers of tabs depending on the program, but always includes the Settings and Security tabs.
#10: Using PDFMaker in Microsoft Word
C H A P T E R T W O Creating PDF Files Outside Acrobat
The dialog displays five tabs: Settings, Security, Word, Bookmarks, and Video (read about inserting video and 3D in #14, “Adding Specialized Media Content”). Choose an alternate group of settings from the Con-version Settings pop-up menu. Regardless of the conCon-version setting you select, the Settings tab selections remain much the same. Most of the PDFMaker Settings are common in all PDFMakers (see the sidebar “Simple Settings”); the Application Settings vary among programs, as described in the sidebar “Application Settings for Conversions.”
Each PDFMaker installed into Microsoft Office programs on Windows includes settings specific to the program, either in separate tabs or as options in the Settings tab. In Word, you can convert content such as bookmarks and comments, as well as text. Select the Word tab to display Word-specific options:
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To preserve comments in your converted Word documents, select“Convert displayed comments to notes in Adobe PDF.” (See Chapter 10
“Commenting in a PDF Document,” to learn about using comments.) Comments in the source document are listed in the Word tab (Figure 10b). Use the options to configure the comment appearance.
Figure 10b Choose options for converting Word-specific content such as footnotes and comments.
Simple Settings Here are some tips for work-ing with the basic Settwork-ings options:
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Deselect “View Adobe PDF result” if you want to convert the file but don’t need to work with it in Acrobat immediately.By default, a converted document is automati-cally displayed in Acro-bat. If you are converting a large document or using a slow computer, deselecting this option deselect the “Prompt for Adobe PDF file name”
option. Deselecting this option saves a step.
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Leave the Convert Docu-ment Information option selected because you may need to use the informa-tion in Acrobat. It doesn’t affect the processing time or file size appreciably and may save you time later.(continued on next page)
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Preserve referencing work you have done, such as cross-references, a table of contents, footnotes, and endnotes, by choosing one of the convert options. Click “Enable advanced tagging” to integrate the tags for selected features into the converted PDF file. Read about using tags in #46, “Basic Document Tagging.”The Word PDFMaker in Windows gives you three choices for gener-ating bookmarks, depending on your document’s structure. Bookmarks are created from document styles or from headings you select from the default template. If you have added bookmarks to the document, you can use them in the PDF document automatically. Open the Conversion Settings dialog and select the Bookmarks tab (Figure 10c).
Figure 10c Specify the styles or headings to use as bookmarks.
The options on this tab let you do the following:
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Convert bookmarks you created in Word to PDF bookmarks.•
Convert Word headings by selecting/deselecting heading levels in the list.•
Convert specific styles by selecting them in the list.#10: Using PDFMaker in Microsoft Word
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If you make changes to PDFMaker settings and want to revert, click Restore Defaults at the lower left of the dialog.•
The “Create PDF/A-1a:2005 compliant file”
option isn’t found in all programs’ PDFMakers, and isn’t necessary except in those cases where you want to produce a file for long-term archival storage.
C H A P T E R T W O Creating PDF Files Outside Acrobat
If you use styles or headings, it’s much quicker to scroll through the list to check off the specific styles or headings you want to convert rather than selecting a check box at the top of the dialog and then deselecting the elements you want to exclude.
Note
If you make custom bookmark assignments in the Bookmarks tab of the Conversion Settings dialog, your settings are overridden if you choose Add Bookmarks to Adobe PDF in the Settings tab.
Pick What You Want
All Office PDFMakers in Windows now offer an option to create a PDF from sub-sets of the file as well as the entire document. If you want to share information on a particular table on one page of your annual report, for example, select the content on the page and follow these steps:
1. Choose Adobe PDF > Convert to Adobe PDF to open the Save PDF File As