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Working with PDFs

What is a PDF anyway?

PDF is a popular document 'format'. It is an electronic document you can create, edit and read or print. PDF is short for Portable Document Format, and here's why...

Everyone who you provide a copy of a PDF to gets exactly the same document. With other formats such as Microsoft Word or Excel, Open Office or Microsoft Works the layout, size and presentation of a document might change depending on the settings on the other person's computer.

With PDF's the whole document stays identical no matter what computer you view it on.

How do I get into using PDF's?

First off you will need a program to read/view PDF's. The most popular is Adobe Acrobat Reader from www.adobe.com. This is free and made by the same company that invented the PDF, Adobe.

However, Acrobat Reader is quite big and a little slow. A lighter alternative is FoxIt Reader from www.foxitsoftware.com which is smaller and faster with most of the same features

Creating & Editing PDF's

PDF files are usually locked when saved or sent. This means that you cannot edit a PDF without some special software.

Adobe Acrobat is the premier PDF creator and editor. The standard version is available for about $800 but will let you edit other peoples PDF files, create your own and also lock them, password them, create PDF forms that can be filled in on a computer and much more.

If you have Microsoft Office 2007 you can download a 'plug-in', a piece of extra software that will let you save & send documents as a PDF. You can download and install it for free from: http://tinyurl.com/y39ave

Once installed simply select the Office Button, then Save As > PDF or Send > Email as PDF to get going.
You won't be able to edit the PDF after saving though, you'll have to change the original document then save or send again.

CutePDF Writer is a similar free product from www.cutepdf.com. It installs as a printer so you can create a PDF from anything you can print. Simply install CutePDF then print your document and choose the new CutePDF Printer. It will ask you to save the new PDF file onto your computer which you can then email or store.
Like Save-As-PDF for Office you won't be able to edit the PDF after saving.

PDF for Business

PDF files are great for business because the style of a document doesn't change. 'Why would that be important?' you ask. Because...
•    You can send a PDF to a professional printing company and know you will get a much better print out back.
•    They won't spend time changing the document to suit their printer reducing the cost.
•    The files are small if there are few images so you can email them instead of faxing documents saving $$$ on phone calls
•    You can store all your documents electronically instead of in real paper saving valuable floor space

PDF files are also very environmentally friendly if you don't print them out!