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So maybe you are a new Acrobat user who has received PDFs as attachments to e-mails or things you've downloaded from the Internet. But you've never actually created one on your own and you may be wondering, how do PDFs get created. You can create them either from within Adobe Acrobat, all right, so see this big Create button, or you can create them from what's called the Authoring Application, like Microsoft Word or a Web Browser or InDesign. So in this video, we are going to be talking about creating PDFs from an authoring application, specifically the ones in the Microsoft Office Suite.
Now I've already started up the main programs of Office 2010 for Windows, for examples let's jump right here to Word, and I have a document open. Now what you're going to be seeing is specific to Office 2010 on Windows. Earlier versions of Office are similar, but what's very different is if you are on a Macintosh. If you're in a Macintosh you don't have a lot of these features that I am going to show you, I'm sorry to say. If you ask Adobe, they'll say it's not their fault, but if you're using Microsoft Office it is extremely integrated into the PDF workflow.
One thing that's common to both platforms is that you can create a PDF by printing to the Adobe PDF Printer. That gets installed automatically on your operating system when you install Adobe Acrobat. So if you just go to, like, File > Print in any program, in the dropdown list of printers, look for the Adobe PDF Printer. There is one exception to this is if you are on OS X, Macintosh OS X, Snow Leopard, that's 10.6 or later, this doesn't get installed automatically, they dropped that. Instead you should be going to the Print dialog box and at the lower left corner choose Save as Adobe PDF.
All right, but from that point on things are pretty much the same. So you choose the Adobe PDF Printer, this is what they call a Virtual Printer. And if you click Printer Properties you can create different ways that this PDF is going to be created. For example, you could change the default settings to create a PDF/X-1a or Press Quality or Smallest File Size, that would be like for uploading a PDF that's going to be downloaded from the Web. Going into each one of these is kind of beyond the scope of this training, but I just want to make sure that you know that you can click that Advanced Settings and get some advanced Acrobat settings here.
All right, I am just going to go ahead and click on OK, and then you just click Print and it would make a PDF and prompt you to save the file name and then open it in Acrobat. So you can do that from any program, not just the Microsoft Office programs. But if you are in a Microsoft Office, I am going to go back to Home, you have an Acrobat tab at the very top. So in 2010 it appears here, and if I click it, you will see there are ton of features just for creating PDFs from Office 2010 for Windows.
We are not going to go through each of these, but I do want to call your attention to the fact, right from here, you can create and send a PDF for review, which I am going to be covering in a later video, doing shared reviews. You can also import comments, when I talk about working with Comments in PDFs, you can also import the comments people make to the PDF that you have created from this Word file back into the Word file, which is very slick. You can do a Mail Merge directly to a PDF. You can have it automatically convert this to a PDF and then attach it to an outbound e-mail, very handy, or you can just create the PDF.
Before we look at Create PDF, let's look at the preferences that it's going to be using by default. Some of these you can change in the Create PDF dialog box but other ones you might want to visit here first. There are many settings that you can make in the Acrobat PDF Maker, which is what this software is called. Here is the same Advanced Settings dialog box that we sort of had in the Print dialog box, but here especially if you are coming from the Creative Suite, these will look familiar, these are all the different settings that you might make in a PDF Preset in the Creative Suite, or if you are using Acrobat Distiller, these are really high-end pre-press decisions you can make.
So this is just saying for example that if you had placed images in your Word file, when it makes the PDF you could have it reduce the resolution of those images. If the resolution is not that important to you, and you're trying to make a really small file size. That's what these settings are for. I am going to cancel out of here. You can apply security and make the PDF password protected directly from Word, you don't have to do that in Acrobat. Word specific settings are that you can convert footnote and endnote links to links in the PDF, and this is extremely useful and I really wish that we had this on the Macintosh platform, the fact that when you export to PDF, Word can automatically convert Styles or Headings to Bookmarks, and I will be talking about creating Bookmarks in PDFs in a different video.
So these are all the different settings under Preferences, let's click Cancel. Instead just go right to Create PDF. So I'm going to save this out to my desktop and then notice here that there is an Options button, remember I said that you can set some of the preferences when you click Create PDF, this will give you access to those. So for example if you wanted to create bookmarks you can go ahead and turn that on. I am going to turn it off for now. If you want to apply security, you can turn that on, and if you want to create what's called an archive version of this document, one that cannot be edited in Acrobat, I will be talking about that later in Prepress, you can do that right from here.
Also you can convert any comments if you have turned on Track Changes and you've added comments to your documents, those can be converted to PDF comments, very slick. I will just say OK and Save, and it automatically opens up here in Acrobat. Notice that the links came through as well. This is also something that is problematic on the Macintosh platform, but on a Windows platform any hyperlinks that you add to an Office document will get converted automatically.
Now Word is kind of like the granddaddy of all the PDF Maker Options. If we look at something else like say Excel, there is also an Acrobat add-in, but it is much more limited. You can create and send this for review, you can create and attach it to an e-mail. There are some preferences not quite as robust, you can still create bookmarks, it will automatically create links. But mainly you are just going to go to create PDF and then choose what it is that you want to make a PDF out of.
The entire workbook, certain sheets, and then you can like combine them all into one PDF. If you made a selection first, I think it's kind of cool, if you like drag over something and then go to Create PDF, you can say, make a PDF of this selection. So I will say go ahead and do that, and I will save this on the desktop, and now just the selection appears. In PowerPoint, you again have your Acrobat tab at the top.
You can create some things for review and attach them to an e-mail, you do have Preferences, they are similar to Excel's preferences, and then you can just create the PDF, the options give you the ability to turn on or turn off bookmarks, if you have placed multimedia files, be sure to convert the multimedia files to play in the PDF. If you applied Transitions, which we will be talking about in a different video, if you've applied PowerPoint transitions, it can preserve those, in other words convert them to Acrobat Page Transitions, which are really cool when you are doing a slideshow or fullscreen display.
It can also convert Speaker Notes, which is very useful, and then you choose the range of slides that you want to convert and make a PDF, I am not going to go ahead and do that. One more Office application I want to show you is Outlook, and Outlook is actually pretty cool, as far its integration with PDF is concerned. For example, if I click the Adobe PDF tab at the top, I can have Outlook automatically create an archive of all my e-mails as a PDF on any kind of calendar basis, which is pretty slick.
You can apply security to that PDF and you have all the different settings of what it should include in that PDF, for example, should it include all the attachments, or should it ignore the attachments? I am going to click out of there. Change Conversion Settings, this is basically same thing as Preferences, so we have seen these before, what are the preferences that you have for exporting your e-mail to PDF. And then finally, you can export selected messages or selected folders.
For example, say that I want to create a PDF of all of the e-mail that I have already sorted into a folder in Outlook, say for example, everything having to do with events. So I just wanted to make a PDF out of this, I'll say Convert this folder and all sub folders, and I'll save it to the desktop, and it opens up as a 12-page PDF with all the e-mails that have do to with events. So I could print this out or I could save it in a project folder, whatever I need to do.
So as you can see, the combination of Adobe Acrobat X and Microsoft Office 2010 is a real powerhouse combination, and I encourage you to explore all those different settings and ways that you can make the PDF Maker application work for you when you are working in any Office application.
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