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TC 424: The Computer in TC (Winter 2008)

TC 424: The Computer in TC (Winter 2008). Week 8 : Creating PDF Files Using Adobe Acrobat. What did we cover last time?. Bill Kauffman’s guest lecture on MadCap Flare and RoboHelp. What will we cover today?. What is PDF and why is it everywhere? What is PostScript (PS)?

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TC 424: The Computer in TC (Winter 2008)

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  1. TC 424: The Computer in TC (Winter 2008) Week 8: Creating PDF Files Using Adobe Acrobat

  2. What did we cover last time? • Bill Kauffman’s guest lecture on MadCap Flare and RoboHelp

  3. What will we cover today? • What is PDF and why is it everywhere? • What is PostScript (PS)? • How do I create PS and PDF files? • How do I edit my PS and PDF files? • Are there alternatives to PDF? • Class time for Frame/InDesign work • What to cover in last 2 weeks

  4. What is PDF? • Adobe created the Portable Document Format to replace paper documents: • In essence, a PDF file contains images • As Acrobat Reader evolves, PDF files seem more like text files than images of text files • However, PDF files cannot be edited without the full version of Adobe Acrobat: • Annotations are useful but cannot be added if you only have Acrobat Reader • Luckily, Adobe Acrobat comes with Frame

  5. Why are PDF files so prevalent? • Adobe created the Portable Document Format to eliminate platform-specific issues: • PDF files provide a relatively stable way to ensure reliable text and graphics printing and viewing • PDF files ensure accurate printing regardless of platform; Word files are not necessarily as stable • PDF files are supposed to look the same on any screen; Word files carry no such guarantee • Adobe gives away its Acrobat Reader to encourage use of the PDF file standard • It seems to have worked…

  6. What is PostScript (PS)? • PostScript is an older, even more stable file format (compared to PDF): • Printing presses typically require PS files for manuals • PS files are massive (many MBs) • PS files are the output of choice for many graphics and DTP professionals: • PDF files are good for end users, quick content checks • PS files can be “distilled” into PDF files

  7. Distilled? • Adobe Acrobat Pro and Frame both come with the Adobe Distiller: • The Distiller takes a PS file and converts it into a PDF file • The Distiller uses job settings to control the look of the PDF output: • You can choose from a list of standard settings • You can specify the settings • Your client/printing press can specify the settings in a master file (a template of sorts), which you can use when you distill a PS file

  8. Why do I need to make a PS file? • If you are creating print documentation, you will probably need to hand off a PS file • If you want better control over your PDF output, you must create a PS file and then distill it into a PDF file • If you are working with a localization team, you may need to give them your PS files (after you set your conditional tags…)

  9. Lab exercise: Creating a PS file • Open your Frame book and chapters • You want to print from the book file (unless you only want to print one document) • Select all of the files in the book before trying to print anything • File -> Print Book… • I will guide you from here…

  10. Lab exercise: Distilling a PS file to obtain a PDF file • Start Menu -> All Programs -> Adobe Distiller (usually correct) • Drag-and-drop interface, but don’t do that (at least not at first): • Go to Settings -> Job Options first • Be sure your job options match your intended output • High Quality Print, Press, and Standard settings are all quite different: • Know what your client requires: After distilling a PDF, you cannot change these options (you need to redistill) • Big PS files with lots of graphics and links can take several minutes to distill

  11. How do I edit my PS and PDF files? • The short answer is: You don’t! • PS and PDF files are simply reproductions of your original Frame documents • You want to edit your source documents, not your output (PS/PDF) documents • The better answer: Simply create a new PS file, then distill it into a new PDF file • Tip: If you want to edit Frame documents by hand, generate a PDF file and print it out rather than using the Print feature in Frame

  12. Common PDF Problems Graphics look weird on screen, but they are okay in print (related to job settings): • Make sure your source graphics are either EPS (Encapsulated PostScript) or TIFF (uncompressed) • Make sure you have the right job settings

  13. Common PDF Problems Graphics don’t appear at all: • Make sure the graphics were inserted properly • Make sure the graphic files exist on your machine and are stored in the correct directory (so the Frame file can pull them in) • Make sure you have the right PS drivers installed (used to be more of a problem)

  14. Common PDF Problems Links don’t work (or there are links even though I didn’t ask for them): • Select PDF Setup in the Print Book dialog to verify that links and bookmarks are coming through properly Bookmarks don’t show up or work properly: • Same as above…

  15. Common PDF Problems The distilled PDF file isn’t on my computer: • You need to know where to look • Check the Distiller’s job settings and options • Did you overwrite it? • No problem! • Do it over! • Again and again! • Until you get it right! • This is fun! • Right!?! • F&$%!#!!!!

  16. Alternatives to Acrobat/PDF Speaking of fun, there are alternatives to Adobe Acrobat Reader out there: • Foxit Reader • PDFCreator (free, open source) • More here:http://en.wikipedia.org/wiki/List_of_PDF_softwarehttp://www.cogniview.com/convert-pdf-to-excel/post/pdf-editing-creation-50-open-sourcefree-alternatives-to-adobe-acrobat/ There are also alternatives to the PDF format: • XML Paper Specification (XPS) – Microsoft’s answer to the PDF format • A bunch of other, lesser-known formats exist too

  17. Uninspired: This week’s demotivational quote Are PDF files secure? Not anymore: “hackers use malicious banner ads as a host for an infected PDF. The PDF then installs the Zonebac Trojan, which sets to work deactivating antivirus products, modifying search results, and changing banner ads.” “Symantec researcher Hon Lau discusses the relevant PDF vulnerability in his blog before rhetorically asking: ‘With more and more of these attacks happening, how much longer will it be before people implicitly attach a higher risk association to PDF files and avoid them altogether?’” (Hruska, 2/12/2008, http://arstechnica.com/news.ars/post/20080212-is-it-time-to-consider-pdf-a-threat.html)

  18. Weeks 9 and 10 – What to Do? • We can learn tips and tricks about Word 2007 • We can look at Visio and PowerPoint • We can examine alternatives to Visio • We can also discuss job prospects, interview techniques, resume building, etc., etc. • Let’s decide!

  19. What did we cover today? • What is PDF and why is it everywhere? • What is PostScript (PS)? • How do I create PS and PDF files? • How do I edit my PS and PDF files? • Are there alternatives to PDF? • Class time for Frame/InDesign work • What to cover in last 2 weeks

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