Join Chad Chelius for an in-depth discussion in this video Creating a PDF from the Microsoft Office applications, part of Up and Running with Acrobat X.
In a business environment, Microsoft Office applications are the most common types of documents that you'll be creating. So it stands to reason that a large number of those office documents will need to be converted to the PDF format for distribution and sharing. Acrobat 10 makes this process easier than ever. Now, as you're following along I feel that it's important for me to point out a few variables that might be different on your computer. First and foremost, I'm beginning this video with the letter head document open on my screen, and this document can be found in the Creation Folder inside of the Project Files Folder. Now, because this is a Microsoft Word Document this file has been opened in Microsoft Word 2007 on My Computer.
You might have a slightly different version of Microsoft Word and even though the interface may have changed slightly you will still find the same components inside of as long as you've already installed a version of Acrobat 10 on your machine. During installation of Acrobat 10 the PDF maker component is added to your Microsoft Office application as well. Now, this particular document is simply a basic letter head. Before I continue and before I start showing you how to create a PDF using Microsoft Office, or in this case Microsoft Word. I'm just going to open up my web browser for a quick second to show you that on the Adobe website you can see the features of each different application, and over here under the feature you can see that the ability to convert Microsoft Word, Excel, PowerPoint Publisher and Access files to PDF with one button ease is one of the features that is available.
Now, I will point out that some of these applications only will work on the Windows platform. For example, Publisher and Access don't even exist on the Mac platform. However, if you look over here you can see that Acrobat 10 standard is the minimum version required to allow this feature. Acrobat Pro of course will also allow you to do that. Now, if I go down a little bit further, you can see that the ability to create PDFs from other applications has also been added to Autodesk, AutoCad, Microsoft Visio, and Microsoft Project. These features are only going to be available inside of Acrobat 10 Pro. Okay, let's go back to Word so you can see how this works. Inside of Microsoft Word and the other Office applications, you're going to notice that you have either an Acrobat menu up here at the top of your screen, or in my case an Acrobat Tab.
And I'm going to click on this, and you're going to see that this is going to show me several features that are available inside of the Office application. Again, in my case, Word. Now, the neat thing about the PDF maker, which this component is called, is that is adds features that you can enable inside of a PDF that are actually either quite difficult or not even possible without this product. Now, in order for me to specify the parameters under which my PDF is going to be create, I need to come in here to the Preferences.
Because if I jump right in to creating a PDF, I'm going to do it using the Default Settings. Let's take a look at exactly what those Default Settings are. I'm going to click on this Preferences button, and this is going to open up the Acrobat PDFMaker dialog. Now, there's a lot of options in here. But one of the things I'm going to point out first and foremost is this Conversion Settings, Drop Down menu. If I click on this Drop Down menu, you'll notice that all of these options are the same options you would see when looking at this inside of Acrobat Distiller. So this is a really important area, where you can choose the Conversion Settings to use for your particular PDF file.
And whichever option I choose is the settings that are going to be used when my PDF file is created. So for example, I'm going to go ahead and choose smallest file size, because this document is going to be displayed either on the web, or maybe we're going to email it to other users. So when I choose this setting again this will be the setting that's going to be used, and then I also have some additional options down here where I can choose to view the PDF after it has been created.
I'm also going to tell it to prompt me for a PDF file name, that way I have the opportunity to rename it before I actually proceed. This is also going to convert document information to the document properties inside of the PDF file. So I'm going to go ahead and click Okay. And this is really not going to do anything other than establish my Default Settings to create my PDF file I have several choices. Up here, I can simply click create PDF I can create and attach it to an email all in one step, I can actually use a mail merging word to generate an end PDF file and I have some other options up here that I can choose as well including the ability to embed a flash file inside of my word document.
So I'm going to to keep it basic here. I'm going to click the Create PDF button, and as I chose in my Preferences, it's prompting me for a PDF file name. So I'll just put this on my Desktop for now, and I'm going to give this a name of Announcement Letter. And I can click the Options button to choose some additional options in here, but these are going to be left at their defaults. So I'll go ahead and click Cancel, and then I'm going to click the Save button.
And this is going to automatically convert this word document to a PDF and its going to open this file inside of Acrobat 10 right away. I'm going to go ahead and change my View Settings, so I can see the whole PDF file and you can see that my document is an 8 and a half by 11 document based on my page set up, and my PDF file has been created. Now, if I come up here to the File menu and I choose Properties and I go to the Description Tab, we can see that some of the information that was defined inside of my word document has carried over into this file, and that was at preference that we choose in the PDFMaker preferences.
We can see that the applications that generated this PDF file was in fact, the PDFMaker 10 for Microsoft Word, perfect. I'll go ahead and cancel out of this, and if you use Microsoft Office applications on a regular basis. The PDF maker's going to make creating PDF documents a snap for you, because everything you need can be found directly inside of the interface for each of these Microsoft Office applications.
- Customizing Acrobat X
- Navigating and searching a PDF
- Creating a PDF from the Microsoft Office applications
- Creating a PDF from other applications
- Creating a PDF from a scanner, web page, or file
- Adding a watermark, header, or footer
- Basic PDF editing
- Combining multiple files into a single PDF
- Collaborating and sharing
- PDF security
- Working with PDF forms