The following document is adapted from Adobe Acrobat ...



The following document is adapted from Adobe Acrobat: Structuring PDF documents, by Jessica Lee, Oakton IT Specialist. Word to PDF steps by Dann Foster.

Introduction to PDF

Since its introduction in 1993, PDF documents have become the standard for secure and reliable distribution and exchange of electronic documents and forms around the world.

Before the PDF file format existed, people exchanging electronic documents needed to have the same application and fonts to see them exactly the way they were designed. Now, you can create PDF files using Adobe Acrobat and other programs. You can then deliver PDF files to your readers, and using the free Adobe Reader, they can view and print them exactly as you designed them.

What is PDF?

PDF stands for Portable Document Format. In order to create a PDF, you need one of the following: the Adobe Acrobat software, a version of Word with PDF conversion feature, or a 3rd party program like PDFCreator. This will allow you to convert existing files, such as Word documents, PowerPoint presentations, and Excel documents into PDF.

Why use PDF?

• The advantage to saving your documents as a PDF file is that it maintains its original formatting that was created by the author.

• Documents saved as a PDF can be easily viewed and printed.

• PDF files are platform and software independent; so, Windows and Mac users can create and view PDF files interchangeably.

• Large files can be compressed to a manageable size so that it can be easily downloaded and emailed.

• PDF files can offer some security against users changing the author’s documentation.

• Advances in PDF over the years have made it increasingly accessible to users with disabilities.

Microsoft Word to PDF

Recent versions of Microsoft Word have included PDF conversion tools that make the process very quick and simple. It’s recommended that conversion to PDF is the final step in making a file public.

If you wish to edit a PDF file, it may be simplest to just go back and edit the original Word file then re-convert to PDF.

Converting Word 2003 to PDF

1. Click and open the Adobe PDF menu on the Word menu bar.

2. Chose “Convert to Adobe PDF” from the drop menu

3. The Save As… dialog window will appear.

Choose a folder and input a file name as you would any other document.

Remember: Your public.www folder is where you save files for the public to view. You can save your file there now or move it there later.

4. Click Save in the dialog window

5. A series of Adobe conversion messages will flash by as the process takes place. There will also be a ‘now printing’ message even though it’s not printing. This is normal.

6. Your PDF file is now complete and saved in your destination folder.

Word 2007 to PDF

1. Open the menu as shown in the illustration to the right

2. Click “Save As” (click the right-pointing arrow to reveal the options for quickest method)

3. Choose PDF or XPS

4. The Save As… dialog window will appear.

Choose a folder and input a file name as you would any other document.

Remember: Your public.www folder is where you save files for the public to view. You can save your file there now or move it there later.

5. Click Save or Publish

6. Your PDF file is now complete and saved in your destination folder and the document will likely open in an Adobe Reader window.

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