1. Introduction
2. Why PDF?
3. Creating PDFs from Application Software
4. Distiller JobOptions
5. Color
6. Printing Issues

The first general rule to use with professional imaging is to be certain to use the right tool to handle the job. Programs like Microsoft Word and Microsoft Excel are superb at word processing and spreadsheet development.

They are, however, not suited for color separations and high end imaging. You can use Microsoft Word for creating books where text only is created in the document, but leave the graphics to professional layout applications. Most of the top selling business and imaging software applications offer you many means of creating PDF files. You can often export directly to PDF or you can use the alternative means of printing as a PostScript file and then use the Acrobat Distiller software to convert to PDF.

Since there are caveats, and standards don't apply to every application, let's look at the more popular programs individually with an eye toward preparing PDFs for imaging.

The Office Applications (Windows only)

As stated earlier, Word can be used to create book length publications where text only will appear in the final print. As a Word processor, Microsoft Word does not include all the printing controls you might hope for with professional layout programs. Therefore, the best alternative for a Word file is to get it to PDF before sending it off to the service center.

When you install Acrobat 5.0 on your computer, Acrobat will install icons and menu options in Microsoft Office applications to export directly to PDF. Be certain to install Microsoft Office first on your computer, then install Acrobat 5.0. A new menu will be added to the Office applications along with two tool icons.

Select Acrobat > Change Conversion Settings. Selecting the menu option will open the Acrobat Distiller JobOptions dialog box. From here you can select from preset JobOptions or customize the JobOptions for your output needs. See the section on Distiller JobOptions for a detail on creating custom JobOptions.

When the JobOptions have been determined, return to the Word document and click on the Convert to Adobe PDF icon in the top level toolbar.Note: there are two tools in the toolbar. One will convert your file and the other will convert the file and attach it to an email message. Word will prompt you for a file name and destination. Save the file and the PDF will be created.

The alternative means of creating a PDF file from Microsoft Word is printing the file to PostScript, then Distill the PostScript file in Acrobat Distiller.

To create the proper PostScript file, you need to have a PostScript driver installed on your computer. If you do not have a PostScript driver, log on to Adobe's web site and download a PostScript driver for the computer you use. For Windows users, you can also visit Microsoft's Web site. Macintosh users can also visit Apple's Web site. For the most updated drivers working in tandem with Acrobat, be certain to visit Adobe's site first.

Printing PostScript files is no mystery. Just select File > Print and choose File as your destination instead of a network printer.

Microsoft Excel

Excel works the same way as Word. You can either use the Convert to Adobe PDF or print a PostScript file to disk and Distill the PostScript file.

If files need to be created in Microsoft Excel that will later be color separated, you'll need to perform a little workaround to properly separate the plates. After the file is distilled, you can Save As EPS from Acrobat 5.0. The EPS file can then be converted to CMYK color or opened in an illustration program where spot colors can be assigned.

Microsoft PowerPoint

PowerPoint presentations are increasing in popularity with output to large format inkjet printers. As composite devices, you needn't worry about color values as closely as you might have to with color separations. PowerPoint slides can be converted the same way as you convert Word and Excel files. When printing to PostScript, you need to properly set up the page size to accommodate the print. Since most often slides will be sized for presentation sizes, there will be a need to enlarge the slide size to a display print size.

In the Print dialog box, be certain to choose the Acrobat Distiller PPD or Printer Driver.

Click on the Properties button and select the Advanced button. For Paper/Output select PostScript Custom Page Size. In the PostScript Custom Page Size Description dialog box you can supply the page size for horizontal and vertical sizes.

Click OK and return to the Print dialog box. Be certain to check the box for Scale to fit paper. When the file is printed to disk and distilled in Acrobat Distiller, the page will be sized to your output dimensions. Regardless of whether you have a PPD for a specific device, always use the Acrobat Distiller PPD. Most device PPDs will clip the page when converted to PDF.

QuarkXPress

You can download a free QuarkXTension from Quark's Web site to export directly to PDF.QuarkXPress files can be created by exporting to PDF or printing to PostScript then distilling the file. The XTension uses Acrobat Distiller in the background to create the PDF.

Either the export to PDF or printing PostScript files to disk, then distilling in Acrobat Distiller will produce files suitable for imaging. For documents that are to be distributed on the Web or on CD-ROMs, you should opt to use the PDF Export XTension available from Quark.

When printing XPress files to disk as PostScript, be certain to set up all printer's marks, bleeds, and halftone frequencies. XPress offers you a thumbnail preview of the page size that will be imaged, so be certain to double check to verify all marks and page sizes are correctly established. For the PPD, always use the Acrobat Distiller PPD unless otherwise instructed by an imaging center.

Adobe InDesign

InDesign was developed with core PDF architecture and remains one of the best layout applications to export directly to PDF. As a matter of fact, you may experience more difficulty distilling a PostScript file printed from InDesign than using the program's Export to PDF feature.

8. Adobe PageMaker

With PageMaker there are two ways to convert to PDF. Both methods use the Acrobat Distiller application, but neither has any noticeable advantage. Print a file to disk and Distill in Acrobat Distiller or use the PDF Import Filter to Export to PDF. When exported from PageMaker a file is printed to disk, Acrobat Distiller is launched, and the file is distilled with the current JobOptions unless you override them in PageMaker. For PageMaker files, be certain to follow the same example as defined for QuarkXPress. Set the frequency, page size, printer's marks and use the Acrobat Distiller PPD.

9. Adobe FrameMaker

FrameMaker is one of the best PDF producer applications. You can export directly to PDF from within FrameMaker and add many bells and whistles to the exported PDF. For prepress, don't include bookmarks, thumbnails, articles, etc. Set the frequency, printer's marks and all other printing controls before exporting the file.

10. Microsoft Publisher

Microsoft Publisher is the lowest end of the layout applications, but files created in Publisher 2000 or greater can successfully be printed to high end devices. In most cases, Windows users will need to create PDFs if they want the file imaged. Professional imaging centers tend to be Mac based and often avoid Windows only applications. When supplying PDFs, the job will be easier for the technicians and often welcomed. Print to PostScript, use Distiller, and follow the same guidelines for print attributes as those used with the other layout applications.

11. Adobe Illustrator 9.0

Illustrator 9.0 and above is ideal for exporting directly to PDF. Be certain to use the export feature in Illustrator rather than distilling a PostScript file or a saved EPS file. Illustrator's native data will be included in the PDF and you can save the file with complete Illustrator editing capabilities. If you need to return to the file, data integrity will be the same as when saved in Illustrator or EPS format.

12. Photoshop 6.0

Photoshop 6.0 is capable of preserving type and vector objects. The only export format that will preserve the elements is PDF. Rather than have your type and vector objects rasterized, select File > Save As > Photoshop PDF. You can create annotations in the Photoshop file for any comments that need to be made. When the file is printed, the annotations will be eliminated from the print.

13. CorelDraw

CorelDraw can also export directly to PDF. You can use Corel's export feature or print the file to disk as PostScript. At times, either of these methods will be preferred over distilling a Corel export to EPS. If you need job ticketing, then Corel offers an impressive set of features for adding job tickets in the resultant PDF.

14. MacroMedia FreeHand

FreeHand shines at printing large oversized prints. An imported EPS into FreeHand can be delivered to a large format inkjet printer in larger sizes than can be accommodated from many other applications. FreeHand does permit direct exports to PDF, but printing to PostScript can be most effective. If using FreeHand files for displays on computer screens, use the Export to PDF option. RGB colors will be better preserved when using this method.