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With Acrobat 9, Adobe continues to evolve the venerable PDF from a simple paperless document into a collaborative hub for many forms of digital communication. In Acrobat 9 Pro Essential Training, Brian Wood explores the many new and enhanced features in version 9 of Acrobat Standard, Acrobat Pro, and Acrobat Pro Extended. He demonstrates different ways to create and modify PDFs, including the enhanced OCR tool, and shows how to combine them with other files into a PDF Portfolio. Brian covers collaboration in detail, including the new Collaborate Live and Shared Review options. He also investigates redaction and other security features. Example files accompany the course.
We are going to take a look at creating a PDF file from Microsoft Office, particularly PowerPoint now. After this video, you should feel comfortable creating a PDF, no matter what the circumstances are in PowerPoint. Now, there are two major ways to create a PDF within PowerPoint. One is to File Print using the Adobe PDF print driver and the second way is to use a macro, which is available. Take a look up here in the Acrobat menu called Create PDF. Now, Mac allows you to print to a PDF, the Windows platform allows you to print as well as use the macro itself. So we are going to go through the print method of creating a PDF with a PDF open.
I have grun_project_powerpoint opened right now, which is a PowerPoint file and I hope we shouldn't get any font messages, etcetera. What we can do is we can create a PDF by choosing File Print. Coming up to the Office button or choosing File on Mac, you can see Print. Now, when you make a PDF from virtually any office application, it comes with the big Microsoft Office. You will see the Adobe PDF print driver and the print driver is a way to make a PDF from just about any application whatsoever. Anything you can see you can turn it to a PDF for the most part. If you just click OK it's going to create a PDF, but we probably want to set a few properties.
So somewhere in this Print dialog box you should see a Properties button. So clicking Properties will take us into the Adobe PDF Document Properties and you don't have to get in here, but it's always a good idea to check and see how the PDF is going to be created. How it's going to be created is what's called the Settings. Default Settings. You'll see that we have Standard, High Quality Print, Press Quality, Smallest File Size and a whole host of other settings we can use. Now, typically when you're creating out a PowerPoint, you're creating for a presentation. Smallest File Size will give you an emailable and still printable PDFs, but it's meant to be posted on a website or email.
Press Quality, it's going to give you something if you actually want to go to press with this like print it out external to your company. If you're just trying to print out a document and take a look at it on your Desktop printer, you can choose High Quality Print. When you choose one of these settings and you click OK you make the PDF. It's going to make it in different ways. So depending on what you need to do, you can choose one of these. So right now, we are going to send this off via email. We are going to choose Smallest File Size. Acrobat has PDF Security, which we are going to look at in different video, but it is access through this dialog box. It allows you to set it up here or not.
I typically don't because I do it within Acrobat. You will see the Output PDF Folder next. Most of the time you want it to ask you for a file name. Sometimes you can have it auto generate the name for you. If you want to do that but I tend to tell it to ask me for what file name I want. What Page Size do you want? Now, this is pretty important when you get into PowerPoint especially because if you make a PowerPoint slide presentation it's little bit bigger or little bit smaller, it's going to usually pick a pretty standard page size called Letter. Now, if you want to you can change this here to match your page size you have got out in the document or you can choose the Document Properties and set it there and Acrobat will pick it up here.
You can View the PDF after it's created which I would suggest. Any information that's in the PowerPoint slide presentation as document info will become Acrobat document information and that can be searched and changed later. So it's going to use your system fonts which is good to make sure that anybody opens this can actually see what you intended. It's also going to delete any successful log files. So that's a good thing. You don't want to turn that off and if you go to make -- let's say you try this, it doesn't work which happens sometimes and you want to remake the PDF file. I would ask it to replace the existing file, because sometimes that can be annoying, get in your way.
So once you set up with few of these settings here, click OK. That's going to be sticky. So next time, you got to print, it should remember that with the PDF print driver. You can set a few things in here if you want to which Sides do you want to print here, your notes etcetera. Just click OK. So you chose the PDF print driver set the properties and you make the file. It's going to ask you where to put it. You can save it obviously anywhere you would like. If you'd like to, put it on your Desktop or the exercise files folder. It will go through and create the PDF for you. PDF, it typically it's just printing to a PDF file format. So it's actually grabbing this print stream and cling it up to turn it into a PDF.
So there we go, it should open up in Acrobat and there is our PDF Presentation. I will go back over to PowerPoint now and I would like to show you a second way to create a PDF. This is using the PDFMaker or the PDF icon. Now, I guess that this is only available on the Windows platform. With the PowerPoint file open, click on the Acrobat tab at the top in the ribbon and you will see a lot of features that we have available. Now, yours might look a little different than mine depending on the version of Acrobat you have. You will see two big buttons here that we are going to focus on Preferences and Create PDF.
Now, the second way here to make a PDF allows you to set some different settings, some extra settings, I guess you could say, OK using this macro. Preferences is the first thing you should look at to tell how to make the PDF file. Then you choose Create PDF to make it. Click Preferences that will open up the Acrobat PDFMaker dialog box and we can see some of the settings we saw when we were at the File Print. You will see Conversion Settings. Once again, you need to tell it how to make the PDF file that is it a High Quality, is it Press Quality, Smallest File Size. I will choose Smallest File Size.
It is going to ask you once again to view the PDF when you're done. It's going to say, do you want to ask for the file name. Yes, that's a good thing. Convert the information in the document. If you look right here, it's going to say Create PDF/A compliant file. Now, this is an archival standard that you can use. I would only use it in certain situations such as I will say you're working for government agencies and you need to be able to open this years on down the road. That's what this is for an archival standard. Now, when you make the PDF through this dialog, just like File Print there is an Advanced Settings button. There's the settings here that you can dive a little bit deeper into.
When you tell it how to convert click at Advanced Settings here. What's it's going to do is it's going to show you all the things it does to make the PDF file the smallest file size it can. It goes through and compresses your images, deals with your fonts etcetera. We don't have to deal with this if you don't want to. So we will click Cancel. That's what the settings files look forward for you. If you look below all this information you will see Application Settings. Now, these are the extra features I was talking about. If you use the Create PDF button the macro, you can attach the PowerPoint slide directly to the PDF if you want it to.
So for editing purposes later on. It travels with the PDF. You can Create Bookmarks, Bookmarks is sort of a table of contents. You can add links. Any web links that are in there will be PDF web links, which are completely clickable and usable. It's going to Enable accessibility and tag the document which is going to make it easier for screen assistive devices to read this allow to people. If you have any multimedia in the files, it's going to convert that. So if you have things that PowerPoint supports QuickTime, certain flash files etcetera, it will be able to convert that to Acrobat multimedia and they will be using the PDF.
Any transitions you put on the slides within PowerPoint. Most of those would be preserved and you can actually change them within Acrobat. If you have any hidden slides it will convert those as well so you can see those as pages and any Speaker Notes you put out there. Sometimes that's good if you're trying to do this and you want to see this in the notes while you're presenting it. A lot of times when I go to seminars etcetera I won't present out the PowerPoint, I will present out of Acrobat, because it's a little bit cleaner for me. So once you have these settings set, you will notice there is a Security tab on top. We can set security. We will take a look at this in a later video and there is a Video tab here, which we are going to address later as well in the multimedia title.
So click Settings, we got everything setup. I will click OK. Once you set these, you're ready to make the PDF file. So by clicking Create PDF you set up your Preferences. It's going to ask you to save it or not. Sometimes it doesn't, depending on if you have change the file at all. What it will do is say, where do you want to save this. I will put this on my Desktop and I will save it. Now, when you do this, when you use this button, there are certain times where I will save it and maybe I have forgotten to look at my preferences. This happens a lot. What they have done is they have put a button here called Options, which allows you to see the preferences, just a kind of a generic overview of the preferences you have set.
So clicking Options will show you most of the things you have seen. Now, one thing great about this Options button here as you can tell it to do all the slides, you can now tell it to do the Current slide or whichever one is selected or arrange your slides. So this is actually a great new feature. So you don't have to just like delete pages when you get into Acrobat and convert the whole thing. So we leave it as it is, click OK and save the file. So clicking Save will allow us to get that out on the other side. I already have one out there. It's going to ask me to save over top of it.
You probably won't. If you look right here the last thing it's going to ask you is would you like to convert the presentation's speaker notes to annotations. Now typically if it doesn't find any presentation speaker notes, it won't save this but we have some in there. So just to see it we will click Yes. It's going to go through and generate the file and we should be able to see it within Acrobat. So there we go. Now, we are in Acrobat, you can see the file itself fits a little bit better to the page. The File Print method could be a little sketchy sometimes. You can see it fits fully.
You can also see there is a note up here which are the presenter notes. We can see those little later on. I will show that in another video and as we go through the file. I'm using the scroll wheel. You can also use your scrollbar inside over here. We will see the whole presentation and on the last page we actually add a little bit of multimedia. So there is a little bit of a movie in there that we can play. So a lot of things are preserved within the PDF file. Transitions included. So if you wanted to see this, you wanted to go in and actually see this within a full-screen mode. Clicking on Windows, one place to see it, you will see full-screen mode and that will take you in the full-screen mode.
It will allow you to see it sort of like the PowerPoint presentation as you would in PowerPoint and it will preserve most of your transitions, which is a great thing. I'm going to get out of this. I will close the file itself. If you go in the full-screen mode, to leave full-screen mode press Escape and it will let you out of it and I can close the file. Now, learning to create PDF I think it's essential with the Acrobat especially to do it right. So understanding the different ways to create from PowerPoint is really important. The settings involved are also important so that you can generate a PDF no matter what's going on with the PowerPoint file.
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