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Chapter 4. Creating PDFs > Creating PDFs from Other Applications

Creating PDFs from Other Applications

You can generate a PDF directly from an authoring application without saving the file as a PostScript file first. Acrobat provides several mechanisms for this purpose. Distiller is involved, processing files in the background, so you still have to have a copy of the complete version of Acrobat.

Using Convert to Adobe PDF

To convert Microsoft Office documents to PDF (Windows only):
1.
Open the Microsoft Office document you want to convert.

2.
Choose Acrobat > Convert to Adobe PDF from the application menu bar (Figure 4.34).

Figure 4.34. Choose Convert to Adobe PDF to turn Office documents into PDFs.


The Save as PDF dialog box appears.

3.
Choose a name and a location for the saved file.

4.
Click Save.

Tip

  • By default, Acrobat includes a macro called Acrobat PDFMaker 5.0, which allows you to convert documents from Word, Excel, and PowerPoint (version 97 and later) to PDFs.


To “print” a PDF from an application (Windows only):
1.
Open the document you want to convert to PDF format.

2.
Choose File > Print to open the Print dialog box.

3.
Choose Acrobat Distiller from the Printer Name pop-up menu, and select any options you want to use.

4.
Click OK

The Save PDF file dialog box appears.

5.
Type a name for the file and then choose a location for the saved PDF.

6.
Click Save.

Using Create Adobe PDF

On the Macintosh, you can use the Print command of most authoring applications to convert a document to a PDF, but you first have to create a special virtual printer called Create Acrobat PDF. This process uses the AdobePS PostScript printer driver, version 8.7, which is installed with Acrobat.

To generate the Create Adobe PDF driver (Mac only):
1.
Open the Chooser from the Apple menu.

2.
Select the AdobePS driver (Figure 4.35).

Figure 4.35. The AdobePS driver in the Macintosh Chooser.


3.
Select one of the PostScript printers listed in the box on the right side of the Chooser window and then click the Create button (Figure 4.36).

Figure 4.36. Click Create to generate the new virtual printer.


After a moment, the icon for a new desktop printer appears on your desktop (Figure 4.37).

Figure 4.37. The printer appears on your desktop.


4.
Close the Chooser window.

5.
In your authoring application, choose the Page Setup command from the File menu.

The first time you do this, the AdobePS printer driver generates yet another desktop printer, named Create Adobe PDF (Figure 4.38).

Figure 4.38. The Create Adobe PDF printer.


To “print” with Create Adobe PDF (Mac only):
1.
Make sure that AdobePS is selected as your printer driver in the Chooser.

2.
Working in your authoring application, choose File > Print.

3.
In the Print dialog box, choose Create Adobe PDF from the Printer pop-up menu (Figure 4.39).

Figure 4.39. Choose Create Adobe PDF from the list of printers in the Print dialog box.


The Destination pop-up menu automatically switches to File, and the Options menu switches to PDF Settings.

4.
Choose a setting from the Job Options pop-up menu (its choices are identical to those in the same menu in Acrobat Distiller)

5.
Choose an action from the After PDF Creation menu (Figure 4.40).

Figure 4.40. Choose what to do after creating the PDF.


6.
Click Save.

A standard Save dialog box appears, in which you can choose the location where the PDF will be saved.

7.
Click Save again.

Producing PDFs Without Acrobat in Mac OS X

Acrobat provides a bonus for those intrepid Mac users who are adventurous enough (or foolhardy enough) to have already upgraded to Mac OS X.

The 2-D imaging software built into OS X, which Apple calls Quartz, is based on the PDF format. Therefore, any Mac OS X-native program can print out a basic PDF document directly, for free! Here's how:

1.
With your document open, choose File > Print.

2.
In the Print dialog box, click Preview (Figure 4.41).

Figure 4.41. Click Preview in the Macintosh OS X Print dialog box.


This action generates a PDF of your document and displays it in the Preview application (the bare-bones PDF viewer that ships with OS X).

3.
Choose File > Save As PDF.

The Save As sheet appears (Figure 4.42).

Figure 4.42. Save the file as a PDF and name it.


4.
Give the PDF a name, and choose a location for the saved file.

5.
Click Save.

6.
Open your new PDF in Acrobat Reader 5.0 (itself a native Mac OS X application) to inspect it (Figure 4.43).

Figure 4.43. The Web page opens as a new PDF.


Tip

  • How can you tell when you're in a native Mac OS X application? Simple: make sure that your program uses the jellybean-encrusted Aqua interface. If you see just the plain gray menu bars and windows of OS 9, you're in Classic mode, and this trick won't work.



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