E13: Intro to PDF

PDF stands for Portable Document Format. Back in the early 90s, transferring a document was a nightmare. We had issues from platform to platform, such as from Mac to PC, and from program to program, such as Word to FrameMaker. We did not have a general way to share a document with the world. Each reader had to own the program to read the document.

Then, Adobe creates PDF. The idea behind PDF was revolutionary: a format that could be shared on any platform. Though we had to pay for Acrobat Pro to create a PDF, all around the world, people downloaded Acrobat Reader for free.

Now, we have many different programs that can create and read PDF files. Most page layout programs or word-processing programs will save or export a file to PDF. With the right software, you can print any type of document inPDF format. It truly has become a universal format.

Before we go further, note that the naming of the Adobe products is confusing:

Acrobat Reader: is a free program that reads any PDF document.

Acrobat Pro: is a program that allows you to edit or create a PDF file and requires a fee to use.

The Acrobat programs are Adobe products, but they do not look or act like other Adobe products. Some of the tools may look the same but act differently.

Back to PDF in general, you can create a document in PDF, but doing so is often a nightmare. However, PDF shines when dealing with multiple file formats, often making it easier to merge files in PDF than converting files to a single program. This process can be easy if you are merging at the page level. If you must merge multiple pages into one page, it can be more complicated. PDF is the most portable format for reading, but not an ideal program for editing. PDF makers are often best at “finishing” documents: preparing for print, creating accessible documents for the web, and porting between platforms and programs.

Most PDF makers are good at converting a document from the original into PDF. They often convert links from most programs. However, when you get into high-end design, the smallest shift can cause problems—and the process of saving to a PDF just might shift something. Additionally, some PDF makers can have issues with converting images and pictures. You can also get some shifts in color.

If you struggle to get a PDF maker to work right, sometimes changing the settings in the preferred printer can help. You can also try saving as PDF, exporting to PDF, and printing to PDF. These different processes can produce somewhat different results. Not all programs can do more than one, however.

PDF makers can require some trial and error. Keep that in mind as you venture into this exercise.

PDF Exercise

You can edit in Acrobat, though you only want to do so when necessary. For this project, we will be editing just so you can see the possibilities in this program.

Many different PDF freeware programs are available on the web. Some will be able to do most of these exercises. Most will only PDF the first page or will have some other restrictions.

1. Save your previously completed Word project in PDF format.
2. Save your previously completed InDesign project in PDF format.
3. Save your previously completed Illustrator project in PDF format.
4. Merge these files together into a file named lastname_acrobat in this order: Word, Illustrator, and InDesign. (hint: Combine files)
5. Create a new title page and manual Table of Contents in Word or InDesign for your new file.
6. Save the new file as a PDF.
7. Add the PDFed Word file to the BEGINNING of the lastname_acrobat file. (hint: Combine files)
8. Internal links: Link your new table of contents to the pages within your project. (hint: Edit PDF)
9. External links: Link any images or stories to their external sources. (hint: Edit PDF)
10. Change the text in one pull quote in what was your InDesign file. (hint: Edit PDF)
11. Place a sticky note beside the pull quote explaining what you did. (hint: Toolbar)
12. Change the font size and font family of one heading (any heading). (hint: Edit PDF)
13. Place a sticky note beside the heading explaining what you did.
14. Add a blank page to your file. (hint: Organize pages)
15. Draw a simple image on the blank page. Use the comment and mark-up tools to do so; use five different tools. (hint: Comment)
16. Change what was your Illustrator image using the Edit Object tool. (hint: Edit PDF)
17. Add a sticky note to your Illustrator image explaining what you changed. (hint: Toolbar)
18. Add a revised date stamp to the first page. (hint: Comment)
19. Add a button linking to your school or job on the first page. (hint: Edit PDF)
20. Add matching headers and footers onto all pages. Include the date and the page number anywhere within the header or footer. You may have to delete headers and footers that are already there. (hint: Edit PDF)
21. Save your file.
22. Turn your file in, if applicable.