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TIP 19: Printing with the Adobe PDF Printer

If you can print a file in a program, you can usually generate a PDF file. The key is the printer driver called Adobe PDF, named Adobe PDF 7.0 in Mac OS. You don't have to install the driver independently; it is included as part of the Acrobat 7 installation process.

To create a PDF file from a source program, open your program and the document you want to convert to a PDF. Choose File > Print to open the Print dialog box. Click the pull-down arrow and choose Adobe PDF from the printer list (Figure 19a).

You can select from a number of options for printing from the Print what pull-down list at the lower left of the dialog. Printing choices include the entire document, of course, or you can specify components such as document properties, markups (for reviewing), or styles.

Click OK to process the file, choose a name and storage location depending on the program's print command process, and click Save. The file saves to PDF, rather than to your printer, and you have a PDF version of the source file.

Click Options at the bottom of the Print dialog to open a secondary Print dialog. Here you can choose additional print options, such as draft printing or printing PostScript over text. You can choose to include content such as document properties or XML tags. If your document is a form, you can even select an option to print the form content only. Click OK to dismiss the secondary Print dialog; you return to the main Print dialog.

You can modify preferences and settings for the Adobe PDF printer driver. In the Print dialog, click Properties to open the Adobe PDF Document Properties dialog. Choose default conversion settings (Figure 19b shows the Standard selection), security, an output folder, and a page size.

Save yourself some time and future problems by reviewing the check boxes at the lower part of the dialog:

• If you are printing to save the document for future use, deselect View Adobe PDF results to prevent the file from opening in Acrobat.

• Leave the Add Document Information option selected; the information can be later used in Acrobat for searching, indexing, and identification.

• Deselect the Do not send fonts to "Adobe PDF" if you are planning to use the document later in Acrobat or in Acrobat Distiller. Distiller requires embedded fonts, and you often use font embedding to prepare a document for distribution.

• Leave the Delete log files for successful jobs option selected. You don't need to troubleshoot a document that converts successfully.

• The Ask to Replace existing PDF file option is deselected by default. If you are indeed replacing an existing file, the Save As dialog asks you about replacement, so you don't have to duplicate the function.