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TIP 20: Using PDFMaker in Word

One of the most common programs used in conjunction with Acrobat is Microsoft Word. You can use the PDFMaker that Acrobat automatically installs into Word to quickly generate a PDF version of the document.

The Standard conversion setting, the default used by PDFMaker, produces a PDF file that is both suitable for printing and small enough for easy distribution. Once you specify the settings, they remain until you adjust them again. Converting a Word document to a PDF is a one-click process.

When your document is ready for conversion, save it and then click Convert to PDF on the PDFMaker 7.0 toolbar or choose Adobe PDF > Convert to Adobe PDF. Using the default PDFMaker settings, a Save As dialog opens displaying the same name as your Word document; change the file's name and location if necessary and then click Save to close the dialog and convert the file.

To view the settings, choose Adobe PDF > Change Conversion Settings to open the dialog (Figure 20).

The dialog displays four tabs: Settings, Security, Word, and Bookmarks. The default settings for PDFMaker are shown in Figure 20. Click the Conversion Settings pull-down arrow and choose an alternate group of settings. Regardless of the options you select, the basic Settings tab selections remain the same.

Here are some tips for working with the basic conversion options:

• The Settings tab of the Conversion Settings dialog is divided into two sections. The PDFMaker Settings are common throughout the PDFMaker tools in different programs; the Application Settings change depending on the program you are working in.

• Deselect View Adobe PDF result if you want to convert the file but don't need to work with it in Acrobat immediately. By default, a converted document is automatically displayed in Acrobat. If you are converting a very large document or using a slow computer, deselecting this option can prevent some processing errors.

• If you consistently convert documents using the same name as the source Word document, deselect the Prompt for Adobe PDF file name option. Deselecting this option saves a step.

• Leave the Convert Document Information option selected because you may need to use the information in Acrobat. It doesn't affect the processing time or file size appreciably and can save you time later.

• If you make changes to PDFMaker settings and want to revert, click Restore Defaults.