PDF without acrobatics
By Charles Miller, May 18, 2007

Portable Document Format (PDF) files are the de facto standard for distributing documents on the internet. The format is the most popular because the same file can be read by computers running Microsoft Windows, Mac, Linux and other operating systems.

Because PDF exists as a common standard, creators of web pages can put one type of file on their sites. The visitors to that website can access the content without regard to what type of computer they might have.

To read PDF files you need only the free Adobe Acrobat Reader program available from “www.adobe.com”. If you want to create your own PDF files, you would need the US$200 commercial version of Adobe Acrobat.

Some readers might be asking, “why would I need to create a PDF file?” There are several reasons you might want to do so. The most common situation is that you might want to email someone a copy of a document, but unless the recipient has the same word processor you use, and the same fonts installed on their computer, your document might not print out the same on their computer as it does on yours. If you create a PDF file, it will be seen by the recipient as you the writer formatted it—same fonts, spacing, highlighting, bolding, italicizing, tables, graphic placement, etc.

Another reason is that since the PDF file cannot be edited without special software, this prevents unauthorized editing and copying of your content.

The folks at Adobe saw this need and developed the PDF system. They have now opened up their architecture allowing other software developers to incorporate PDF into their programs.

I recently had it pointed out to me that there is now a free program by the name of CutePDF Writer (formerly CutePDF Printer) which can also create PDF files. CutePDF lacks features such as the ability to edit your PDF files, but it also lacks the expensive price tag. I had completely missed this free program because I use the more expensive one.

To get the free version CutePDF, point your browser to “http://tinyurl.com/cv6pe” and follow the instructions. There is a US$49 version of the program which includes additional features, but if you want to simply have the ability to create your own PDF files, the free version is all you need.

CutePDF Writer installs itself as a “printer subsystem” meaning that it creates a new icon in your printer window. Please note that there is no program to open and use, only the new icon has been added to your printer list.

Whenever you want a PDF file, the procedure for creating it is basically the same as printing a hard copy on paper. Just as the procedure is the same for printing from your word processor, spreadsheet program, or web browser; the procedure is the same for creating the PDF file.

From whatever program you are using, choose the File/Print. In the top part of the “Print” window will be found a small window from which to select your printer. Pull down the button at the end of that window and you will see “CutePDF Writer” listed along with the printer you already had installed. Click on “CutePDF Writer” then [Ok] to print. CutePDF Writer will then prompt you for the name of the PDF file you are about to create.

When you click on [Ok] again, the program will “capture” your printout into a PDF file rather than printing it on paper.

Charles Miller is a freelance computer consultant, a frequent visitor to San Miguel since 1981 and now practically a full-time resident. He may be contacted at 044-415-101-8528 or email FAQ@SMAguru.com.