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A regional sales manager has asked for the information that's in this Excel file, but I don't want to send him the Excel file, just for fear that something might accidentally get changed. So I want to make sure that no matter what happens this is a faithful rendition of this file. So the answer to that is make a PDF. Since I installed Acrobat after Office, there's my little Acrobat add-in, and I want to check my preferences before I make a PDF. Usually, Standard is a perfectly good solution. It's going to let you view the PDF when you're done; it's going to prompt you for the file name so you know where it's saved; and if there's any document information such as author name, that's going to be carried through as well.
This is kind of important down here. I want to be able to fit the worksheet to a single page. Now, if I had much more content than this, I might not do that, because it might have to shrink things too much. But this fits nicely into a page, and what will be good about that is you'll be able to print it out and not have to worry about printing multiple sheets in order to print all of this information. So it's set up well. When I click OK, now it's time to actually create the PDF. I only have one sheet, but I could choose individual sheets if I didn't want everything converted.
So when I click Convert to PDF, I am just going to save this on my desktop. When it's done, it opens in Acrobat. And if I zoom in, you can see that everything is nice and sharp. So he won't have any trouble viewing this data. It's going to print nicely on his office printer. And if he needs to show it to somebody else, everything they need to see is here, and there's no danger that somebody is going to change a value and that there'd be any kind of confusion. Do keep in mind that this is a static version of your Excel file.
So I can't click in here and change values. Of course, that's kind of the point, and that means I can't do new totals. So it isn't like Excel. There are no live calculations. But it's just meant to represent the Excel file. It's not a replacement for it. So you always want to keep your original Excel file, and that way if the sales manager needs to submit some new data, you can change it, generate a new PDF, and now everybody has current information.
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