Emailing out a flyer, or posting an electronic flyer to a web site is a quick and cost effective way to help spread the word about your event or fund raiser. Sometimes we run into problems, however, because not everyone uses the same brand of computer, operating system (Windows, Mac, Linux) or software (MS Word, MS Works, Apple Pages).
At some point, you have probably experienced the frustration of receiving a document that you can’t open, or that doesn’t open properly. Luckily, a relatively simple solution exists for this problem. We now have the tools to exchange documents in a nearly-universal format called “Portable Document Format”, shorthanded as “PDF.” This format, created by Adobe, distills documents that exist in proprietary formats such as .doc (or .docx) into documents that end with .pdf, that can be read on any computer running Adobe Reader (available for free here).
Creating a PDF is as easy as printing a document. Using the tools and procedures outlined below for either Mac or PC, simply “print” the final version of your document to a PDF file for electronic distribution by email or web site posting.
On the Macintosh, if running Mac OS X, select >File>Print and from the dialog box that opens next, where you would normally tell the computer how many copies to print, etc., simply select the button labled “PDF” in the lower left corner, then select “Save as PDF”, name the document and select the location where you want it saved.
On Windows, you may already have software to do the same thing. If not, you can install a free tool called PrimoPDF. Once this tool is installed (or another like it), simply print the document, selecting the PrimoPDF “printer” as the target printer (rather than your HP, Canon, Epson, Lexmark or other printing device), name the file and select it’s location.
You will now have a PDF that will look and behave the way you expect it to on virtually any computer it’s opened on.
[Note: Since you are “printing” the document to a PDF file, you may also use some of the settings that would apply to a printed document for your PDF. For example, if you only want your PDF file to contain one page, or a range of pages, from the source document, simply set those options as you would when printing before clicking the save button.]
If you are experiencing trouble with this process, feel free to email the Tech Group for some feedback. If you do email us, please be sure to include some details about your setup, operating system, software, etc, so that we may give you effective guidance.
Once you have mastered the simple art of creating a PDF document, you should use this in all situations where the recipients of your document do not need to edit it, simply to read it for information. This means you can send word processing documents, spreadsheets, page layout documents, scanned files, images and just about any other type of document as a PDF.
Questions about this topic and other technical support issues can be emailed to lionstechgroup -at- yahoogroups -dot- com. (Why does this email address look so strange?)