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Converting Office Documents into PDF Files

PDFMaker 5.0 for Windows makes it ridiculously easy to turn any Word, Excel, or PowerPoint document you create or edit with the Office 2000 or Office XP (2002) editions of these programs into the latest and greatest versions of PDF documents — all you have to do is click the Convert to Adobe PDF button on the PDFMaker 5.0 toolbar (automatically added when you install Acrobat 5.0 for Windows on your computer). But before you touch that button, take a gander at these commandments for making perfect PDF conversions.

Check for consistent use of heading styles

Click the Document Map button on the Standard toolbar to display the headings and their hierarchical relationship in the Document Map pane in Word. Because PDFMaker can automatically convert all Word document headings into bookmarks in the resulting PDF document, you should make sure that all the headings in your document use the appropriate Heading style. Word 2002 users can display the Styles and Formatting task pane (choose View --> Task Pane and then click Styles and Formatting on the Task Pane pop-up menu) to check and, if necessary, reapply the Heading styles.

Check the paging of Excel worksheets

Choose View --> Page Break Preview on the Excel menus. Because PDFMaker uses the current paging of the Excel worksheet in constructing the pages in the resulting PDF document, you will want to verify the page breaks before doing the conversion. Remedy bad page breaks that separate columns and rows of data that should appear together on a page by dragging the page break markers in the Page Break Preview mode.

Verify which type of PDF document you're creating

You do this by checking the name that appears in the Conversion Settings combo box on the Settings tab of the Acrobat 5.0 PDFMaker 5.0 dialog box (Acrobat --> Change Conversion Settings). When selecting among these presets, keep in mind the major use of the final PDF document: Select eBook for online viewing, Press for professional printing, Print for in-house printing, and Screen for fast downloading and viewing on the Web. Also, keep in mind that you can customize any of these presets by selecting it in the Conversion Settings combo box and then clicking the Edit Conversion Settings button.

Confirm that all Word document headings and styles will be converted into bookmarks

Verify which settings are selected on the Bookmarks tab of the Acrobat 5.0 PDFMaker 5.0 dialog box (Acrobat --> Change Conversion Settings) in Word. Click the Convert Word Headings to Bookmarks check box to convert all Heading paragraph styles used in the document into bookmarks in the resulting PDF file. Click the Convert Word Styles to Bookmarks check box to convert all the other paragraph styles used in the document to bookmarks as well. To omit certain levels of headings or particular styles from bookmark conversion, click their individual check boxes that appear in the list box below.

Verify which Word features are marked for conversion in the PDF document

Verify which Word Features settings are selected on the Office tab of the Acrobat 5.0 PDFMaker 5.0 dialog box (Acrobat --> Change Conversion Settings) in Word. To convert document comments to hidden notes in the PDF document, select the Comments --> Notes check box. To add text boxes to the adjoining text using the PDF Articles feature, select the Text Boxes --> Article Threads check box. To retain the page numbers used in the Word document, select the Page Numbers check box. To convert all cross-references and any table of contents generated in the Word document into links in the PDF document, select the Cross References & TOC Links check box. To convert all footnotes and endnotes added to the Word document into links in the resulting PDF file, select the Footnote & Endnote Links check box.

Make sure that you're creating a tagged PDF file

Verify that the Embed Tags in PDF (Accessibility, Reflow) check box option on the Office tab of the Acrobat 5.0 PDFMaker 5.0 dialog box (Acrobat --> Change Conversion Settings) has a check mark in it.

Confirm how the converted PDF document is set to open in Acrobat

Verify the Document Open options on the Display Options tab of the Acrobat 5.0 PDFMaker 5.0 dialog box (Acrobat --> Change Conversion Settings). To open the PDF document without displaying the Bookmarks palette in the Navigation pane, click the Page Only radio button. To display a page other than the first page upon opening, enter the page number in the Page Number field. To open the page at a set magnification, click the percentage (200, 400, 800, or 1600) or preset view (Fit in Window, Fit Width, or Fit Visible) in the Open Magnification pop-up menu.

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