PDF Guidelines

Introduction

PDF stands for Portable Document File. It was created to allow computer users to use any software to create documents and then convert that native document into a file that is readable by anyone who has the reader software. Adobe Acrobat is the most recognized PDF conversion software, and Adobe gives the Adobe Reader software away for free. Most computers have Adobe Reader installed in the operating system when the computer is new. It is a good idea to update your version of Adobe Reader when new updates are available. You can download Adobe Reader here.

There is a big difference between Adobe Reader and Adobe Acrobat. Adobe Reader allows the user the ability to read files only, while Adobe Acrobat gives users additional abilities, most importantly, especially for Windows users, the ability to create a PDF file from a native file.

Advantages of Using PDF

PDF files, when properly prepared, offer many advantages. The biggest advantage is that any graphics and fonts used in a publication will remain the same in the PDF version. Additionally, file sizes are compressed, and PDF files can be posted on web pages very easily. A teacher can prepare a handout for distribution in class, and can also post a PDF file of the same handout on his/her class website, which gives absent students with internet access the ability to keep up with assignments.

PDF Conversion on the Macintosh

When Apple Computer introduced OS X a few years ago, they included a wonderful built-in PDF conversion process which allows Mac users to convert any document to a PDF without having to purchase the full version of Adobe Acrobat. This feature is available in the Print Dialogue Box. To create a PDF version of your document, simply choose File>Print. In the Print Dialogue box, click on the "Save As PDF" button in the lower left hand corner. You will then be prompted to navigate to the folder you would like to save the file into. Note that the PDF file is a separate and different file from your original file, so if you make any changes to the original document you will have to create a new PDF from that original file. Simple, easy, and reliable.

PDF Conversion on Windows

Things are not quite as easy on Windows. The only way to create a PDF from a Windows generated file is to purchase the full version of Adobe Acrobat. Fortunately, this is less than $40 for educators. Once you install Acrobat in your computer, you can choose Acrobat PDF as your printer from the printer drop-down list. Then, click on the OK button and you will be prompted to navigate to the folder you would like to save the file into. Note that the PDF file is a separate and different file from your original file, so if you make any changes to the original document you will have to create a new PDF from that original file.

Professional Software and PDF creation

Many professional software programs have built-in PDF converters which allow you to create a PDF without having to have the full version of Adobe Acrobat on your computer. Programs such as InDesign, PageMaker, FreeHand, QuarkXPress and others have an export feature which will give different file format choices. Most programs have this command located in the File menu.