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Creating PDF Files for Printing Purposes

In order for people to be able to print a web-based document that maintains the layout and design decisions made by the author, a PDF document must be created. PDF stands for “Portable Document Format” and is an acronym that sometimes can be used as a verb. This job-aid will provide direction for your in the creation of PDF documents.

Before you get started, be sure that you have Adobe Acrobat installed on your computer. This is different than the free Acrobat Reader that's available to everyone. Adobe Acrobat is the software that is used to create PDF documents. The icon for Adobe Acrobat looks like this:
Adobe Acrobat desktop icon

Once you've verified that you have the correct software installed, you're ready to get started. In the information below, you will find that some words have been colorized. Green words indicate menu choices that you will need to click on in order to create the PDF document, and red words indicate cautionary information to you.

Create your document in the native software package. This could be Word, PowerPoint, or any other software that has printing capabilities

From the “File” menu, choose “Print.”


Note: Some software packages may have the print command under a different menu choice than file. If this is the case, simply refer to the help portions of the software to find the “print” command.

In the Print dialog box, select “Adobe PDF” as the printer name.

  • There are other options available in various software packages, such as the “Print what” options. In PowerPoint, this is where you’d choose handouts or slides, and how to arrange each page. If there are no other choices you’d like to make regarding the format of your print, click the “OK” button.

The “Save As” dialog box will appear.

  • Adobe Acrobat needs to save the PDF file somewhere in order to complete the conversion. Navigate in the “Save in” box to the place where you’d like your PDF file stored.
  • You may leave the file name as is prompted by your computer or you may change it.
  • DO NOT change the “Save as type” information that the computer provides for you.

When you’ve completed your selections in the dialog box, click the “Save” button.

When Adobe Acrobat has completed the conversion of your file, it will launch and you will be able to see the PDF version inside Acrobat.

If you plan to create further PDF documents, be sure to close Acrobat prior to the conversion of subsequent documents. Otherwise, they will be appended (added on to the end) of your first document.

You've now created a PDF document for web-viewers to see. You can link to a PDF document the same way you'd link to another HTML document. Using DreamWeaver, you'd make sure you had the PDF document in the appropriate location, then use one of the many linking methods to link it to your existing webpage.