Acrobat 3.0 (Classroom in a Book)

Acrobat 3.0 (Classroom in a Book)

by Adobe Press
     
 
Used everywhere, Adobe Acrobat is becoming a standard in electronic document exchange. Following the success of the best-selling Classroom in a Book series, this guide, written and tested by the staff of the Adobe Acrobat team, is a must-have resource for users wanting to learn how to use, create, publish, and attach Acrobat documents. Provides a hands-on,

Overview

Used everywhere, Adobe Acrobat is becoming a standard in electronic document exchange. Following the success of the best-selling Classroom in a Book series, this guide, written and tested by the staff of the Adobe Acrobat team, is a must-have resource for users wanting to learn how to use, create, publish, and attach Acrobat documents. Provides a hands-on, step-by-step approach to make learning easy. CD-ROM is loaded with all the files, graphics, fonts, and accessories from the book; a demo version of Acrobat; a free Acrobat Reader browser program; as well as shareware and freeware.

Product Details

ISBN-13:
9781568303659
Publisher:
Adobe Press
Publication date:
04/20/1997
Series:
Classroom in a Book Series
Edition description:
BK&CD-ROM
Pages:
312
Product dimensions:
6.91(w) x 8.98(h) x 0.82(d)

Related Subjects

Read an Excerpt





Adobe Classroom in a Book: Acrobat 3.0 -- CH3 -- Creating PDF Documents


[Figures are not included in this sample chapter]


Adobe Classroom in a Book: Acrobat 3.0




- 3 -


Creating PDF Documents


Create PDF documents quickly and easily from your existing electronic files
using

Acrobat Distiller or PDF Writer 3.0. Your document type, content, and layout determine
which component you use to create a PDF file.


In this lesson you will learn how to do the following:



  • Use PDF Writer to create a PDF document.



  • Use Distiller to create a PDF document.



  • Compare the output between PDF documents created with Distiller and PDF Writer.



  • Set up a PostScript printer driver.



  • Create a PDF file from PageMaker 6.5.

This lesson will take about 40 minutes to complete.


Creating PDF documents


The content of a PDF file must be created in a program other than Acrobat. You
can use any of your favorite word-processing, page-layout, graphic, or business programs
to create content and then convert those documents to PDF at the time you would normally
print to paper. You can think of PDF files as the electronic paper version of your
original documents.


Creating PDF files is as easy as printing from your application. You have two
"printing" choices, PDF Writer or Distiller. Both are installed as part
of the default Acrobat 3.0 installation process. But when should you use one and
when the other?


PDF Writer or Distiller?


Your work-flow process, document type, and document content determine which Acrobat
producer--PDF Writer or Distiller--you should use to create your PDF document.


Use PDF Writer for quick conversion of simple business documents to PDF. If you
do not obtain satisfactory results with PDF Writer, convert the document to PDF with
Distiller.


Use Distiller for documents containing Encapsulated PostScript (EPS) graphics,
documents containing bitmap images for which you need to choose specific

resampling and compression methods, or documents produced from desktop publishing
applications, such as Adobe® FrameMaker®, Adobe PageMaker, and QuarkXPress®,
that have been optimized to print to PostScript. Also use Distiller for batch processing
on your hard drive or over a network.


The following table provides general guidelines to help you determine which producer
to select for specific types of documents.








































Use Distiller if you: Use PDF Writer if you:
Have desktop publishing documents such as those created with PageMaker, FrameMaker,
QuarkXPress, Illustrator, or Freehand®
Have simple business documents such as those

created with Microsoft® Word(TM) or Excel(TM)
Have documents containing EPS graphics Have documents that do not contain EPS

graphics
Have documents containing images where you

need precise control over compression and downsampling options
Embed TrueType(TM) fonts on Windows 95 or

Windows NT and would like to maintain

searchable text
Have documents containing PostScript features that you need to maintain in the PDF
document such as OPI comments
Want to add a Create PDF macro to applications that use macros
Send documents to Prepress or Service bureaus for high-end publishing Do not want to install a PostScript printer driver

on your system (PostScript printer drivers are required to use Distiller)
Have documents you would like to

batch process
Have limited amounts of RAM
Would like to share Distiller on a network server Want to produce PDF documents quicker than

you can with Distiller
Obtain unsatisfactory results from PDF Writer

Creating a PDF file with PDF Writer

PDF Writer is best used with simple business documents that contain mostly text.
The process of using PDF Writer to create a PDF file is usually faster than using
Distiller. But in some documents, especially those containing placed EPS images,
you may not obtain satisfactory results using PDF Writer. In those cases, use Distiller
to process the files.


In this section, you will create a PDF file of a simple document, created in a
word processor, using PDF Writer. We have supplied a Microsoft Word document. If
your word processor cannot open a Microsoft Word document, skip to the "Viewing
the PDF file" on page 58, and use the supplied PDF document.


Opening the work file



1 Start your word processor.

2 Choose File > Open. Locate and select Contract.doc from the list of
files in the Lesson03 folder, and click Open. If you receive a message indicating
that the necessary fonts are not installed, see "Install the Classroom in a
Book Fonts" on page 5, and install the fonts from the Classroom in a Book CD-ROM.
Note: If viewing the document in Word for Windows, the Encapsulated PostScript Import
Graphic Filter must be installed to preview the car logo at the top of the page correctly.
See your Word for Windows user manual for installation instructions.


Using PDF Writer


Creating a P DF file is as easy as selecting PDF Writer and printing. This section
has been organized by platform. Find your platform, follow the steps in that section,
then continue with the "Viewing the PDF file" section on page 58.


In Windows:



1 Choose File > Print.

2 Follow the instructions for your Windows platform:


  • In Windows NT 3.5.1, select Acrobat PDF Writer on DISK from the Specific Printer
    menu, and click Print.

Note: At the time of publication, PDF Writer was not available for Windows
NT 4.0.

  • In Windows 95, select Acrobat PDF Writer 3.0 from the Printer name menu, and
    click OK. 3 Name the PDF document Contract.pdf, save it to the PROJECTS folder, and
    click OK. The Document Info dialog box appears. Document Info fields are used by
    search engines to help you categorize documents and provide a descriptive title for
    search results lists. Searching and search results lists are explained and used in
    Lesson 11.

4 Enter the following information for Document Info:

  • For Title, enter Sales Agency Agreement.
  • For Subject, enter Sales.
  • For Author, enter Legal department.
  • For Keywords, enter sales, payment, agreement.

5 Click OK.

6 Exit your word processor.


On the Macintosh:



1 Hold down the shortcut key (the Control key by default) and choose File
> Print. The shortcut allows you to access PDF Writer even if a different item
is selected in the Chooser.

See "Using the PDF Writer Shortcut" in the PDF Writer Online Guide for
more information.


2 Select All as the page range, deselect View PDF File, and select Prompt
for Document Info, then click OK. The Document Info dialog box appears. Document
Info fields are used by search engines to help you categorize documents and provide
a descriptive title for search results lists. Searching and search results lists
are explained and used in Lesson 11.


3 Enter the following information for Document Info:


  • For Title, enter Sales Agency Agreement.
  • For Subject, enter Sales.
  • For Author, enter Legal department.
  • For Keywords, enter sales, payment, agreement.

4 Click OK.

5 Name the PDF document Contract.pdf, save it to the PROJECTS folder, and
click Save.


6 Quit your word processor.


Viewing the PDF file



1 Start Exchange.

2 Choose File > Open. Locate and select Contract.pdf from the list of
files in the PROJECTS folder, and click Open.


Note: If you need to use the supplied PDF document, locate and open the
Supply folder inside the Lesson03 folder, select Contract.pdf from the list of files,
and click Open.


Take a moment to look at the document. Notice that PDF Writer has recreated the
original document maintaining the format, fonts, and layout.


3 Minimize or hide Exchange.


Creating PDF with Distiller


Acrobat PDF Writer works directly from an application, but Acrobat
Distiller requires a PostScript language file to create a PDF file. You can create
a PostScript file from almost any application if you have a PostScript printer driver
installed on your system. In this section, you will process a PostScript file that
we have provided for you with Distiller. Later in this lesson, we provide you with
general instructions for creating a PostScript file from any application, and specific
instructions to create a PDF file from Adobe PageMaker 6.5.


Converting a PostScript file to PDF


You will convert a PostScript file that was originally created from a PageMaker
document. The illustration below shows the original file.


1 Start Distiller. Note: If this is the first time you have launched Distiller
since installing Acrobat 3.0, you will be asked to choose between Acrobat 3.0 and
Acrobat 2.1 compatibility. Choose Acrobat 3.0 compatibility. For details, see the
Distiller Online Guide.

2 Choose File > Open. Locate and select Flyer.ps from the list of files
in the Lesson03 folder, and click Open.


3 Enter Flyer.pdf as the filename, save it in the PROJECTS folder,
and click OK or Save. Distiller converts the file and outputs a PDF file to your
PROJECTS folder.


Distiller's default compression and font settings will usually create an acceptably
small and efficient PDF file. If you need more control over file size or image quality,
you can easily change the default options. See the Distiller Online Guide for information
about changing the default settings and general guidelines for creating PDF documents
with Distiller from all applications.


4 Exit or quit Distiller.


Viewing and comparing the PDF files


Now take a look at the PDF document created by Distiller.



1 Return to Acrobat Exchange.

2 Choose File > Open. Locate and select Flyer.pdf from the list of files
in the PROJECTS folder, and click Open.


Note: If you need to use the supplied PDF document, locate and open the
Supply folder inside the Lesson03 folder, select Flyer.pdf from the list of files,
and click Open.


As you can see, Distiller created an exact duplicate of the original file as shown
in the illustration on page 59. Take particular notice of the car logo at the top
of the page. This was a placed Encapsulated PostScript (EPS) image in the PageMaker
document. You will now compare it with the PDF document you created with PDF Writer
that contains the same logo.



3 If you closed Contract.pdf earlier, open it again.


4 Choose Window > Tile Vertically to view Flyer.pdf and Contract.pdf
side by side.



5 Select the zoom tool (e) and marquee-zoom around the car logo at the top
of the page in each document to magnify the view of the logo.


Notice that the PDF file produced by Acrobat Distiller (Flyer.pdf) displays a
cleaner logo than the logo displayed in the Acrobat PDF Writer document (Contract.pdf).
Because PDF Writer does not understand the PostScript language, it supplies a bitmap
image of placed EPS files in the PDF documents it creates. In contrast, Acrobat Distiller
maintains the resolution independence of the placed EPS graphic because it understands
the PostScript information that describes it and passes that along in the PDF file.


Distiller PDFWriter



6 Now scroll to view the text in each document.


Notice that the text in each document is smooth and easy to read. You can use
either Distiller or PDF Writer to get acceptable results from text-based documents.


7 When you have finished viewing the documents, choose Window > Close
All to close the documents.


If you are interested in learning how to create a PostScript file from almost
any application, and how to create one specifically from PageMaker 6.5, go on to
the next section. Otherwise, skip to the "Review" section on page 72 to
answer the review questions.


Creating a PostScript file


As mentioned earlier, Acrobat Distiller requires a PostScript language file to
create a PDF file. To create a PostScript file, you need a PostScript printer driver.


A PostScript printer driver translates an electronic document into a form that
a PostScript device such as a printer or Acrobat Distiller can use to create a printed
page or a PDF file.


Use the Adobe PostScript Printer Driver to create PostScript files for converting
to PDF with Acrobat Distiller. You can install this driver from the Adobe Acrobat
3.0 CD-ROM. See Getting Started with Adobe Acrobat 3.0 for installation instructions.


After installing the driver, you will want to follow the instructions in this
lesson to add the Acrobat Distiller PostScript Printer Description (PPD) file. You
only have to add the Acrobat Distiller PPD once.


A PPD tells the printer driver what type of device you are printing to and what
are the capabilities of that device. In the case of Distiller, the PPD tells the
driver to include information such as color and custom page size. If you create a
file with color and a custom page size, but chose a PPD that does not let the driver
know about those document properties, Distiller will output a black-and-white,

8 1/2-by-11 inch PDF file. So, it is always best to use the PPD for the device to
which you are outputting the document.


After setting up the Acrobat Distiller PPD, you can create a PostScript file for
converting to PDF with Acrobat Distiller.


This section of the lesson is separated by platform: Windows 95 and Macintosh.


Adding the Acrobat Distiller PPD with the Adobe driver (Windows 95)



1 Launch the setup utility for Adobe PostScript Printer Driver from the
Drivers folder on the Acrobat 3.0 CD-ROM.

2 Follow the instructions on-screen to progress through the introduction,
accept the license agreement, and copy the setup program to your local disk.


3 Choose Local Printer as your printer type, and click Next.


4 Locate the acrobat3/distillr/xtras folder, choose Acrobat Distiller from
the list of available PPDs, and click Next.


5 Select FILE: from the list of available ports, and click Next.


6 Choose not to install this printer as the default printer or print a
test page, and click Next.


7 Click OK to accept the Acrobat Distiller PPD properties.


8 Click Exit to exit the setup utility.


9 Select Settings > Printers from the Start menu, right-click the Acrobat
Distiller printer, and select Properties.


10 Click the Fonts tab, then click the Send Fonts As button.


11 Select Outlines from the Send TrueType Fonts As: menu.


12 Enter 1 in the Threshold to switch between downloading bitmap
or outline fonts... box, and click OK.


Note: Entering this value ensures that TrueType fonts will not be converted
to Type 3 fonts in a PostScript file. Type 3 fonts can be the cause of unnecessarily
large, slow

PDF files. 13 Click Apply to apply the changes.


14 Click OK to close the Acrobat Distiller Properties dialog box.


Adding the Acrobat Distiller PPD with the Adobe driver (Macintosh)



1 With PSPrinter 8.3.1 or later already installed, select the Chooser.

2 Click the PSPrinter icon. For Type, select Virtual Printer. 3 Click Setup.
Navigate to System Folder: Extensions: Printer Descriptions, if you are not already
there. Select Acrobat Distiller (PPD), and click Select. 4 Close the Chooser.


Now that you have set up the Adobe Acrobat Distiller PPD, you are ready to create
a PostScript file and convert it to PDF with Acrobat Distiller.


Creating a PostScript file


In this section of the lesson, we suggest you open an existing document in your
favorite application and loosely apply the steps that follow to create a PostScript
file. Because Print dialog boxes can vary from application to application, it is
difficult to provide you with specific instructions for creating a PostScript file
from your favorite application. For specific instructions for creating a PostScript
file from the application you are using, see the application's user manual.


After creating a PostScript file, follow the instructions for converting the PostScript
file to PDF on page 59.


This section of the lesson is separated by platform: Windows 95, Windows NT 3.5.1
and Windows NT 4.0, and Macintosh.


To create a PostScript file (Windows 95):



1 Start your application, and open the document to be printed to a PostScript
file.

2 Choose File > Print.


3 Select Acrobat Distiller from the printer list, and click OK.


4 Enter Test.ps as the filename for the PostScript file, save it in the
PROJECTS folder, select All Files (*.*) from the Save As Type menu, and click OK.


Note: Some applications insist on using a .prn extension instead of the
.ps extension that you designate. If this happens, you should rename the file with
a .ps extension to allow Distiller to recognize and process the file.


To create a PostScript file in Windows NT:


You can use the Microsoft driver to create PostScript files in Windows NT 3.5.1
and 4.0. Contact your system administrator for assistance with setting up a PostScript
printer driver to print to file. You should set up a PostScript printer with color
capabilities such as an imagesetter.


Once you have a PostScript printer driver set up to print to file, choose that
printer driver from the standard Print command in any application to create a

PostScript file.


To create a PostScript file (Macintosh):



1 Start your application, and open the document to be printed to a PostScript
file.

2 Select the Chooser.


3 Click the PSPrinter icon. Choose the printer you set up with the Acrobat
Distiller PPD. Close the Chooser.


4 Return to your application.


5 Choose File > Print.


6 Select File as the destination if it is not already chosen. If the document
is a color document or contains grayscale images, select the Color/Grayscale print
option. (If you are using PSPrinter, click Options to set the Color/Grayscale Print
option.)


7 Click Save or OK; the Save As dialog box appears.


8 Enter Test.ps as the filename, and save it in the PROJECTS folder.


9 Select the Binary and Level 2 Only buttons. Selecting these buttons creates
the smallest and most efficient PostScript file.


10 Select All But Standard 13 from the Font Inclusion menu. Any TrueType
and PostScript fonts used in the original document are included in the file.


11 Click Save. The PostScript file is created, and you are returned to
your application.


Converting to PDF with Distiller



1 Start Acrobat Distiller.

2 Choose File > Open. Locate and select Test.ps from the list
of files in the PROJECTS folder, and click Open.


3 Enter Test.ps as the filename, and save it in the PROJECTS folder.
Distiller converts the file and outputs a PDF file to your PROJECTS folder.


4 Click OK.


5 Exit or Quit Distiller.


Take a moment to open the PDF file in Exchange and compare the display of the
file to that of the original file. Compare the file size of the original document
and the PDF file. You will find that the display of the PDF file closely matches
the original, and in most cases, the PDF file size is significantly smaller than
the original file size.


Creating a PDF file from Adobe PageMaker with Distiller


We have supplied a file and instructions for creating a PDF file from Adobe PageMaker
6.5 with Distiller. If you do not have PageMaker 6.5, you can still read through
the steps to familiarize yourself with the process. For specific instructions about
creating PDF files from the applications you use, consult the application's user
manual or the Distiller Online Guide.


Creating a PDF file with Distiller from PageMaker is a two-step process that can


be streamlined to one step if you have approximately 24 MB of application RAM available.
PageMaker comes with a plug-in, an extra piece of software, that allows PageMaker
to communicate directly with Distiller to create a PDF file. You can use Distiller
Assistant with other applications to communicate with Distiller directly as well.
See the Distiller Online Guide for information about Distiller Assistant.



1 Start Adobe PageMaker.

2 Choose File > Open, then locate and select Flyerpc.p65 (Windows) or
Flyermac.p65 (Macintosh) in the Lesson03 folder. If you receive a message indicating
that the necessary fonts are not installed, see "Install the Classroom in a
Book Fonts" on page 5, and install the fonts from the Classroom in a Book CD-ROM.




3 Choose File > Save As. Enter Flyera.p65 as the filename and save
it in your PROJECTS folder.


If you have approximately 24 MB of RAM, then you should complete steps 4-7. If
you have less than 24 MB of RAM, skip to the "Creating a PDF file in two steps"
section on page 70.


4 Choose File > Export > Adobe PDF.


5 Accept the default settings in the Export Adobe PDF dialog box, and click
Export.


Windows dialog box Macintosh dialog box For most files, the default compression
options create a quality PDF file. For a description of all the options available
in the Export Adobe PDF dialog box, see the PageMaker User Guide. If you need to
change the default options for your own files, follow the instructions in the PageMaker
or Distiller guides.


To view an example of the results of choosing the various compression options,
see the "Distributing PDF Documents" project on page 267.


6 Enter Flyera.pdf as the filename, save it in the PROJECTS folder,
and click Save.


Distiller starts, the file is processed, and is saved as flyera.pdf in the PROJECTS
folder.


You can use the one-step method to create PDF files with Distiller from other
applications by using Distiller Assistant. See the Distiller Online Guide for information.


7 Exit or quit PageMaker and Distiller.


Viewing the PDF file



1 Start Acrobat Exchange.

2 Choose File > Open. Locate and select flyera.pdf in the PROJECTS folder,
and click Open.


Take a moment to notice that Distiller has faithfully reproduced the original
document in PDF. After viewing the PDF document, you can decide if you want to try
the two-step method of creating a PDF document from PageMaker 6.5 in the next section
or skip to the "Review" section on page 72.


3 Exit or quit Exchange.


Creating a PDF file in two steps


If you do not have enough RAM to run PageMaker and Distiller simultaneously, you
need to create a PostScript file from PageMaker and then convert it to PDF in a separate
step with Distiller.


A PostScript file contains a page description of the original file that Distiller
uses

to create the PDF file. By using this page description, Distiller produces a PDF
file that maintains the original formatting, layout, and fonts used in the PageMaker
file, just as a PostScript printer faithfully reproduces an electronic document on
a printed page.


Creating a PostScript file



1 With the Flyerpc.p65 (Windows) or Flyermac.p65 (Macintosh) file open
in PageMaker, choose File > Print.

2 For PPD, select Acrobat Distiller 2017.801 (Windows) or Acrobat Distiller
(PPD) (Macintosh). A. PPD B. Options



3 Click Options.


4 Select Write PostScript to file, and enter Flyerb.pdf as the filename.
A. Write PostScript to File B. Browse (Windows), Save As (Macintosh)



5 Click Browse (Windows) or Save As (Macintosh), locate and open the PROJECTS
folder, and click Save (Windows) or OK (Macintosh).


6 Click Save in the Print Options dialog box. The PostScript file is saved
in the PROJECTS folder.


7 Exit or quit PageMaker. Do not save any changes to the file.


Converting to PDF



1 Start Distiller.



2 Choose File > Open. Locate and select Flyerb.ps from the list of files
in the PROJECTS folder, and click Open.

3 Enter Flyerb.pdf as the filename, save it in the PROJECTS folder,
and click OK. Distiller converts the file and outputs a PDF file to your PROJECTS
folder.


4 Exit or quit Distiller.


Viewing the PDF file


Now take a look at the PDF document created by Distiller.



1 Start Acrobat Exchange.

2 Choose File > Open. Locate and select Flyerb.pdf from the list of
files in the PROJECTS folder, and click Open.


As you can see, Distiller created an exact duplicate of the original file.


3 Exit or quit Exchange.


Review


In this lesson, you learned how to create PDF files from electronic documents
with Acrobat Distiller and PDF Writer. In the following lessons, you will learn more
about electronic publishing and how to enhance your PDF documents to make them interactive
and easier to navigate.


To test your knowledge of the concepts and techniques you learned in this lesson,
answer the following questions:



  • Why should you use the Acrobat Distiller PPD when creating a PostScript file
    that will be processed by Acrobat Distiller?
  • If your documents contain placed EPS images, which PDF creator should you use
    to create a PDF file?
  • What are the advantages of using Distiller to create PDF files instead of PDF
    Writer?
  • What are the advantages of using PDF Writer to create PDF files instead of Distiller?
  • Why is it important to enter information in the Document Info fields?
  • How would you create a PostScript file from your favorite application?
  • Why are there a one-step method and a two-step method to creating PDF files with
    Distiller?



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