How to Convert Microsoft® Word Documents to Adobe PDF via Total Training – Affiliate
If you’re a Windows user or even a Mac use, after you install Adobe Acrobat and you open a file in Word, PowerPoint or Excel, you might notice something. So let me go back to the folder that I have created. I’m going to open another Word document and what you might notice is that there are new buttons that were installed into the application. These are what I call the PDF maker button. They allow you to convert the document to an Adobe PDF with the click of a button. Now Mac users unfortunately that’s pretty much where the story ends. It’s kind of a convenient way to create a PDF without having to choose file print and go through that process. For Windows users because of the additional hooks that the office tools offers on Windows, Adobe was able to build more functionality into the process and that’s what I want to talk about now. When I choose convert to Adobe PDF, I do want some control over the process, but I also want to take some shortcuts. And by shortcuts I mean, I want to end up with a PDF file that’s more robust than just a digital version of the file that I have here to replace perhaps paper. Notice that we have also a new menu in Microsoft Word called Adobe PDF and under that menu there is the Change Conversion Settings options. When I select that, I’m going to get the Adobe PDF maker panel and in this panel there are actually four different sets of options that I can use to create just the right kind of PDF for needs. First I can choose the conversion settings that I want to use. So again, I’ll choose standard because it’s going to be a file that I want someone to print on a laser printer or whatever. And I can view the PDF after results and there are choices here that I can make, convert document information much like we saw previously which will add Metadata like user name and document to the PDF file. But, there are also some application settings. For example with this document, I have the ability to add Bookmarks to the Adobe PDF file. Bookmarks are a great way to allow your user to find specific information on the document. And you can build Bookmarks on a PDF file using Acrobat, but because I can build them automatically here, I’m going to take advantage of it, it’s going to speed up the process of getting to that kind of PDF that I’m looking for. Now once I’ve selected this, it’s worth taking a look at the Bookmarks tab over here because what this tab allows me to do is determine what about the Word document is going to become a Bookmark. That I can convert all Word headings to Bookmarks. So if I’m using the heading styles in Word, every one of them will become a Bookmark. That’s not what I want to do. I’ve used custom style sheets in the Word document, so I’m going to select not the entirety of them to become Bookmarks that would create a lot of Bookmarks. What I’m instead going to do is going is scroll down because there are two specific styles that I’ve used in this document. The first is the head style, the style that I created in the Word file and I want anything that is styled with the style sheet head to become a Bookmark in the PDF file. I’m going to scroll down further because I also have a style called Subhead. And that’s just a way to indicating a subtopic under the head topic. Now the level that I’m going to choose here, you can see that it automatically came in as two. That’s because I want anything styled with the subhead style to become a Bookmark that is nested under the head style. There it is right there. That indicates the structure of the document, so I’ve got a header, I’ve got subheads that follow under that and the Bookmarks structure will match that ones I create the PDF. I’ll show you when we get into Acrobat and I think it will be clear. But there are couples of other panels here to consider as well. First off, security, when I’m creating PDF files especially if I’m creating them with sensitive data, it’s a good idea to secure them. And as with Bookmarks I can do that in Acrobat after the fact. But I have to remember to do that in Acrobat after the fact and that can be a problem because I might forget to and if I forget to them I might end sending out of PDF file that hasn’t been secured. So in this case I’m going to choose to restrict the editing and printing of document and if you have your Caps Lock key on, Acrobat is nice enough to warn you about that, so I’ll turn my Caps Lock key off. And enter the password. I don’t want you to print the document. I don’t want you to change the document. I don’t want to you to copy text images and other contents out of the document, so I’m disabling all of those things. When I attempt to leave the security panel, so I’ll click on Word, Acrobat is going to force me to confirm the permissions password and this is just Acrobat’s way of making sure that I didn’t mistype the password. If I did mistype the password, then I wouldn’t know what it was and then I’m not going to be able to get back into the PDF file that I create to make changes. As the author of the document, I might want to do that and it’s so handy to be able to. So I’ll go ahead and confirm the password, click OK, which brings me to the final panel of media with PDF maker window the word panel. Now there is one bit of functionality here that I definitely want to take advantage off. I have comments in the Word document that use the Word Commenting technology. I want to convert those to Acrobat Comment Technology and to do so I’m going to click convert display comments to notes in Adobe PDF. What that will do is it will convert those to notes in the Adobe PDF file that I can use in Acrobat, in perhaps the commenting work floor however I might want to. But again, it’s a process that’s going to save me a step. When I’m all set with this, I’ll click OK and nothing will happen. Remember all I’ve done is to configure Acrobat to create a PDF file the way that I want it to. The final step in this plan is to actually create the PDF file and that just requires me to roll over to the convert to Adobe PDF button, click, it will ask me to save the document and this will happen if I’ve made any changes to the document at all. Sometimes it doesn’t seem like I have, but Acrobat thinks I have and it wants to make sure that I saved those changes. Here is why? If I produced a PDF file that is even slightly differently from the Word document and I don’t save the Word document myself after the fact, then I have a Word file that is somehow different from my PDF document. And that can have sort of disastrous results depending on the amount of changes that I’ve made. In this case I know I haven’t made any but I’m going to go ahead and saved it anyway because really I’m required to. Now, I’m going to click on desktop, click save and then let Acrobat take over and handle the rest. It’s going to convert the document, it’s going to add the Bookmarks, provides the security, convert the comments and then ones it’s done, it will open the file on Acrobat so that I can check it out. And here we are. So let’s just take a quick look at it to make sure that it did all of the things that I wanted it to do. First off it did convert the comment and there it is. So it converted it to an Acrobat comment and I can use that in Acrobat commenting workflow, that’s handy. It added security and I can tell because I’ve got the security button up here and this represents the security panel and I can open that up and it will tell me that there are permissions that have been applied to the document that prevent me from doing something. And if I wanted to I could click permission details to find out what those are. I know what they are so I’m just going to leave them here. And then last but not least the Bookmarks. Acrobat went ahead and created Bookmarks from the various styles that I applied. So if you look at this, the structure that I mentioned while I was configuring the PDF maker is apparent here. I’ve got items that have been styled with the head style and they show up as Bookmarks. Anything that’s under the head style that were subheads, so proposed plan and if I scroll down a little bit with my mouse here, I can see that pricing is also a subhead. And those were Bookmarks that have been created and nested under the initial goals Bookmark. That just implies the structure of the document it makes easy for someone who is going to look at the file to see what the structure is supposed to be and find the information that I want them to find. With that, I’ve created from Word a very usable and very complete PDF file without having to come in to Acrobat after the fact and apply of all that functionality manually.