Excerpt from Adobe Acrobat & PDF - Microsoft Office & PDF Maker
Additional Conversion Settings
Under the Application Settings section, there are three additional options. You can choose any of these settings by clicking the checkbox adjacent to the option:
View Adobe PDF Result
You can choose this option to have Adobe Acrobat automatically open with the PDF file after PDF Maker has completed the process of converting the file. To simply have the file saved without opening Adobe Acrobat leave this option unchecked.
Prompt for PDF File Name
As a default setting, each time you convert your documents to PDF, you are asked to provide a name for the resulting PDF document. If you create several PDF files and are happy maintaining your existing file names -and the extension simply changed to .pdf-you should check this button. However, be cautious; if you frequently open files and do not remember where the file is saved, then you do not want to choose this option. PDF Maker places the completed PDF file in the same location as the original document. Christopher tends to work with files on his local hard drive and his file server. To make sure that he does not create PDF files and forget their location, he prefers to have PDF Maker prompt him to both name the file and choose a location where it will be saved.
Convert Document Information
You can select the Convert Document Information to help maintain the document information from the original document. When selected, this setting converts the information from the Microsoft Office document Properties (File, Properties in your Microsoft Office documents) including author, title, subject, and keywords. This information is listed in the Document Properties of the PDF file (File, Document Properties); you can use this information to help search for Adobe PDF files, especially if you use Adobe Acrobat Catalog. This information about the PDF document is often referred to as metadata . You can access this information inside of the resulting Adobe PDF file by choosing Document Metadata from the Advanced menu
Application Settings
The application settings vary among the Microsoft Office applications.
Attach Source File to Adobe PDF
You can send the PDF file and also embed the original source document into the Adobe PDF as an attachment. Just like you can attach a file to an email message, you can actually embed non-PDF files into your Adobe PDF documents. Selecting this option takes the original Microsoft Office document and embeds it, in its entirety, within the PDF file. The document’s recipient would need Adobe Reader or Adobe Acrobat to open the PDF file and the appropriate Microsoft Office software to access the embedded Microsoft Office document. The embedded document is not linked to the PDF for editing purposes. Updates to the PDF do not reflect in the embedded PDF, nor are updates to the Microsoft Office file reflected in the PDF.
Add Bookmarks to Adobe PDF
You can have Bookmarks automatically added to your Adobe PDF files based on headings and styles used in your Microsoft Word file.
You can also use this option to add bookmarks to PDF files that are created from Excel and PowerPoint files. Slide names from PowerPoint become bookmarks, as do Sheet names from Excel.
Add Links to Adobe PDF
You can maintain links that are used in your Microsoft Office document are maintained as the file is converted to an Adobe PDF. For example, Internet web links and email addresses become clickable links within the Adobe PDF file.
You must select Enable Accessibility and Reflow (discussed later in this chapter) to create links from Excel and PowerPoint.
Enable Accessibility and Re-flow with Tagged PDF
You can help make your Adobe PDF files more versatile and user-friendly by choosing this option, which allows your files to be re-flowed to fit a smaller screen (like a Palm OS handheld) and more easily read by screen reading hardware and software devices that are used by visually impaired readers. For more information, see Chapter 26, (Section 508 and Accessibility for the Visually Impaired).
Save Slide Transition for PowerPoint files
Adobe Acrobat includes powerful tools for delivering presentations, including interactive content. You can convert your PowerPoint files to Adobe PDF and remain confident that the files will look the same regardless of who is receiving them. Because Adobe PDF files are usable on virtually any computer platform and because fonts, graphics, and interactive content can be included, you have one nice, neat package to send.
The Settings tab for PDF Maker includes additional options for Microsoft PowerPoint, including the ability to maintain most slide transitions.
Convert Multimedia to PDF Multimedia (PowerPoint Only)
If your PowerPoint documents include movies and sounds, you can select this option to include Adobe PDF files that are created from the original PowerPoint files.
PDF Layout Based on PowerPoint Printer Settings
Choose this option to have PDF Maker base the layout of the PDF file on your printer settings. You can use this option to take advantage of typical print settings, such as reducing pages to fit within a specific page size or producing slides, handouts, notes pages, or an outline view.
The Security Tab
Require Password to Open the Document
You can select this option to require users to enter a password to open the PDF file; this document cannot be opened without the password. Adobe does not include a method for circumventing this password, and all Adobe software applications that can open PDF files honor the password.
Use Password to Restrict Printing and Editing of the Document and its ecurity Settings
This secondary security option allows for restricting use of the Adobe PDF file beyond the required password option (discussed in the previous section). Use this option to require users to enter a password in order to change any security settings or to limit access to certain functionality within the PDF.
Permissions Password
The Permissions password is used to gain access to the security panel within an Adobe PDF document. If you apply any security to a PDF file, you should also set a unique Permissions password to keep users from circumventing your original security settings. You are required to enter this password whenever you plan to make changes to any security settings in the document that is being converted to Adobe PDF. Without this password, security settings could be changed without entering any password.
Printing Allowed
You can specify whether a document can be printed at full resolution, low resolution, or not printed at all.
Changes Allowed
You can restrict editing access to the document by choosing one of the five available options that limit editing of the resulting PDF file.
Enable Copying of Text, Images, and Other Content
You might not be aware that text and graphics within an Adobe PDF file can be easily copied and extracted from the PDF and reused in other documents. If you want to eliminate the ability to have text or graphics copied from your Adobe PDF file, deselect this option.
Enable Text Access for Screen Reader Devices for the Visually Impaired
Even when you apply security, you can still make your files user-friendly to visually impaired readers. Select this option to allow a screen reader to read the PDF file aloud to a visually impaired reader.
More information about the Security Options
Note that restricting access to certain features, such as printing, is not nearly as safe as securing an entire file using an open document password. Although Adobe software honors these passwords, many developers have produced methods, which can be placed on Adobe PDF files, for circumventing these restrictions. Additionally, some non-Adobe software that is used to view and print PDF files simply ignores these types of security restrictions. If you really want to secure a file, you should require a password for viewing the document. Although this might meet most users’ needs, additional security options are available within Acrobat after the PDF file is created.
Bookmark Tab (Word Only)
You can use these settings to determine how bookmarks are generated from the original Microsoft Word files.
This option converts text with various heading styles into Bookmarks in the PDF file. You can then choose exactly which headings are converted into bookmarks by clicking the check boxes that are adjacent to the name of each heading in the bottom of this window. For example, if text indicates “Section I” and has the Heading 1 style applied to it, then the Section I text would also become a bookmark in the resulting PDF if Heading 1 were checked in the bottom section.
Convert Word Styles to Bookmarks
Just like Word Headings, you can convert text that uses specific Word Styles that are used in an Microsoft Office document into Bookmarks to facilitate easy document navigation.
Convert Comments to Notes
By selecting this option, you can convert comments in your Word document into PDF notes in order to share a marked-up Word document with someone who does not have Microsoft Word. You might not want to provide a reviewer with the source documents because you do not want him to edit the original files; however, you can use this option to provide the entire document, including comments that were added using the annotation features in Microsoft Word.
Converted Linked Text Boxes to Article Threads
Linked text boxes create a logical flow for reading a document. You can select this option to maintain that logical flow into the PDF document. The linked boxes become an article. When a reader views an article using Acrobat, he automatically moves from the end of one text frame to the continuation of the story in another frame. If you use linked text boxes inside of Microsoft Word, you should select this option when converting to Adobe PDF.
Convert Cross-references and Table of Contents to Links
This option could easily read “Make your document easier to read and navigate.” Of course you want interactive links added to your table of contents, if you created one. Why would you make your readers manually scroll from one page to another to find a TOC entry or follow a cross-reference to another page? Unless you really do not like your audience, select this option.
Convert Footnote and Endnote Links
If your documents include footnotes and endnotes, you can add interactive links to the PDF file so the reader can easily follow them. Again, this is an obvious choice. Of course you want to make your documents easier to read, especially if you are creating long, boring documents that use footnotes and endnotes. Clicking on the interactive links is the only enjoyment readers can hope to obtain from anything with a footnote, so do not deprive your readers of this little bit of fun!
Excel-Specific Options
Although you have almost the same options in Excel for converting your documents using PDF Maker as you have in Microsoft Word, one additional option is located under the Adobe PDF menu, to the right of the Help menu. By choosing Adobe PDF, Convert Entire Workbook you can take a group of spreadsheets (a Workbook in Excel terms) and convert it to Adobe PDF. Otherwise, except for the Word-specific features outlined previously, PDF Maker works exactly the same way in Excel as it does in Word.
PowerPoint-Specific Options
As we discussed with the Save Slide Transition option earlier in this chapter, Adobe PDF provides an excellent alternative for delivering and distributing PowerPoint files. No more worrying about the fonts, software, or the recipient’s operating system. No more worrying about whether a file will be edited. And, magically enough, file sizes are reduced dramatically in comparison to a similar PowerPoint file, thereby making it practical to distribute a presentation online or via email.
Outlook-Specific Options
If you are like us, you send email attachments frequently and are concerned about whether the recipient has the correct software or fonts, or whether the file will travel well across the Internet. Therefore, you convert the file to PDF before sending it. While this is great if you remember to convert the document before you compose your email message, it is not fun to interrupt your email to create a PDF. Adobe Acrobat makes this a seamless process by integrating the PDF conversion process with the way you attach documents to your email messages.
At the same time you create an email message, you can attach a non-PDF file to the email message and Adobe Acrobat can convert it to a PDF file. Do this by clicking the Attach as Adobe PDF button within the Microsoft Outlook message title bar. Acrobat then converts the document to PDF and attaches it to the current email message.
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