How to Decide When to Save Documents in PDF (Acrobat) Format

PDF format has become a standard for distributing documents across multiple platforms. The PDF format can be read "as is" by Microsoft Windows and Macintosh computers equipped with the Acrobat Reader, or by other platforms using the Acrobat Viewer for Java. PDF documents preserve fonts, layout and graphics exactly as the designer intended.

Difficulty: Moderately Easy

Instructions

Things You'll Need:

• Adobe Acrobat Reader

1. Consider saving files in PDF format if you want others to see your document exactly as you created it. This is great if you've designed a specific layout and you want others to see it with your fonts and design intact.

2. Save your documents as PDFs if you want others to be able to read your documents but not make changes to them.

3. Use PDF format to share your documents with people on other platforms without fear of format or font changes and document reflow.

4. Choose PDF to post long files on your Web site for everyone to download and read. Lengthy documents can be troublesome to read on-screen, particularly if the reader is being charged for ISP time. Since Acrobat Reader is available free for Macintosh and Windows users, people will be able to read and print your documents without having to purchase special software.

5. Consider PDF if you have pictures in your document or your file seems a bit large. PDF will compress the document.

Tips & Warnings

• PDF works great for distributing party invitations, change of address forms, or wedding, moving or birth announcements.
• The Acrobat Distiller - which you use to create PDF documents - is not free, although the Reader software is.