PDF Creation

PDFTopics

Introduction

One of the many uses of the Web is to distribute documents. You may upload and make available any type of file (e.g. presentations, word documents, HTML web pages, spreadsheets, images, etc.).

However, there are some files that are easier and less confusing for the person browsing your site. Our recommendation is to use the PDF (Portable Document Format) when delivering complex documents online. This file type should reduce the time required in supporting your end-users with download issues.

UI Library Electronic Reserve

The UI Library Reserve Desk can assist in scanning, clearing copyright, and securely posting your course handouts electronically. Consider checking out this option before choosing to create your own PDFs. It will save you time and will assure copyright compliance. For information with placing documents on reserve see the UI Library Reserve Desk.

Why use PDFs?

  • Your documents will be delivered the way you intended regardless of the operating system and applications others have installed on their computers.
  • You may develop your documents in MS Word, or any other application you're comfortable working in, and then easily create PDF files with the simple press of a button.
  • PDF files are smaller in size than their original documents—providing quick delivery through e-mail or the Web.
  • Your documents will not be editable by the individuals viewing them.
  • The Adobe Reader plug-in, required to read the PDF format, is Free to download and widely used as a standard today.

PDF Creation Applications:

  • Microsoft Office is part of the University of Idaho Microsoft Agreement and is free to full-time board-appointed UI employees. PDF creation is a built-in part of Office 2010. Microsoft offers a free plug-in for Office 2007 to create PDFs.
  • Adobe Acrobat software enables you to reliably create, combine, and control Adobe PDF documents for easy, more secure distribution, collaboration, and data collection. The UI Bookstore has academic pricing for Adobe Acrobat.
  • Cute PDF is a VERY basic application that creates PDFs for free.
    Note: Cute PDF is not supported by ITS, but is referenced as a resource.

Install Office 2007 PDF Plug-in

The process of adding the free PDF plug-in to Office 2007 is outlined below. Note: PDF creation is a built-in part of Office 2010.

  • Open Microsoft Office Word 2007
  • Select the Microsoft Button at the top
  • Choose Save As
  • Select Find add-ins for other file formats

  • Scroll half way down the Word Help screen
  • Click on Microsoft Save as PDF or XPS Add-in for 2007 Microsoft Office Programs

  • A web browser will open and direct you to Microsoft's Download Center.
    NOTE: This tutorial is from the Internet Explorer web browser.
  • Press the Continue button

OPTIONAL - 1  

  • If a yellow bar appears at the top of your browser click on it
  • Select Install ActiveX Control...

  • An Internet Explorer Security dialog box will appear
  • Press Install

Once the Active X Control is installed you will be directed back to Microsoft's Download Center.

OPTIONAL - 2  

You may also receive a notification about Microsoft Genuine Software. You must confirm that your software in Genuine.

  • Press the Download button

  • A File Download dialog box will appear
  • Press the Run button

  • An Internet Explorer Security dialog box will appear again
  • Press the Run button

  • A Software Agreement screen will appear
  • Check the box at the bottom
  • Press the Continue button

  • An Installation Complete box will appear
  • Press the Ok button

Save Document as PDF

  • Now when you Save As in Word, or another Office 2007 product, you will see a PDF or XPS option.

  • Title the PDF
  • Select the Minimum size unless you have specific settings you want to set. If the file is a digital document, as apposed to a paper scan it should print perfectly with the minimum size option.
  • Press the Publish button

Password Protect PDF

ATTENTION: Password protection requires the full version of Adobe Acrobat. The free Microsoft plug-in does not have this feature. The DEE computer lab (EDUC 208) has Acrobat on every computer.

  • Select the Acrobat tab from your Microsoft Office application
  • Click on Preferences

  • From the Acrobat PDFMaker dialog box, select the Security tab
  • Check the box Require a password to open the document
  • Enter the desired password into the text field
    TIP: write the password down for your reference
  • Press OK

  • Confirm the password by retyping the password
  • Press OK

  • Press Create PDF
  • Name and save the PDF file
    TIP: take note of where you're saving the file

Other PDF Creation Options

  • Cute PDF is a VERY basic application that creates PDFs for Free.
    Note: Cute PDF is not supported by ITS, but is referenced as a resource.
  • Adobe Acrobat software enables you to reliably create, combine, and control Adobe PDF documents for easy, more secure distribution, collaboration, and data collection. The UI Bookstore has academic pricing for Adobe Acrobat.
  • How to Create an Interactive PDF Form
    Adobe Acrobat Professional allows you to create, distribute, and collect data via PDF form electronically.