What is a PDF file?

"PDF" stands for "Portable Document Format". This is a platform-independent file format that allows documents created in any authoring application to be shared, reviewed, and printed by others on any computer platform, even if they do not have the application software or fonts with which the file was originally created. This makes PDF files perfect for many presentation needs — because the creator of the presentation does not have to work around the audience's viewing platform. In fact, PDF is ideal for electronic distribution of documents because it's the best way to maintain the look and feel of a document when sharing it with others. PDF files are compact, cross-platform and can be viewed by anyone on a Macintosh, Windows, or UNIX environment using the FREE Adobe Acrobat Reader software.

Generally speaking, the PDF format is not used for creating a document, but rather, for converting a file created in another application into a digital "picture" that can be viewed and printed by another person. The recipient does not have to have the original application software or fonts because the PDF file contains all vital data about the document (including page setup, typography, graphics, images, and color). Files are converted in the PDF format using Adobe Acrobat Software.

What does this mean for presentations?

PDF files enable your audience to view presentation materials (Microsoft Word or Adobe PageMaker documents, Photoshop files, etc.) on their computers — and the materials look exactly as you create them — regardless of platform. Additionally, the compact size of PDF files mean they can be distributed globally via e-mail, the Web, corporate intranets, or CD-ROM. Users can zoom in on graphics, search for specific text, and print individual or all pages.

To create a PDF file

Fortunately, it is simple to create PDF files.

1. Simply use the native application you desire to create a presentation document. Don't worry about the audience having the same fonts or graphic application: you will simply create a "print-ready" PDF file. The PDF file will contain ALL graphics, fonts, and text needed to reproduce the document. Best of all, the files will be a fraction of the original file size!



2. Next, there are several ways to create a PDF file — depending upon the native application you are using.



• Print option
  Use the Acrobat PDFWrite option as the selected print driver.



• Adobe PageMaker
  Use the Save to PDF or Export PDF options.



• Postscript files
  Use the Adobe Acrobat Distiller software to convert the PostScript file a PDF file.



3. Regardless of the means you use to create a PDF file, certain selected options will help you create the best printed document.



• Embedded fonts
  It is usually best to embed fonts in a PDF file. This means the person who receives the PDF file does not have to have the same fonts installed that you do.




Note A word about PageMaker . . . If you are exporting a PDF directly from PageMaker, select the Include Downloadable Fonts option in the Export Adobe PDF dialog box. This ensures that Distiller has access to the original fonts. Also, be sure to DESELECT the Override Distiller Options in the Export Adobe PDF dialog box. Do NOT Subset Fonts.



• Compressed graphics
  Compress images — usually down to 266 dpi.



• CMYK vs. RGB
  Distiller gives you the option of saving color images in RGB or CMYK. For optimal printing results, DO NOT convert images to RGB.