Friday, 31 October 2008

How to....create a PDF

Every Friday I intend to post a little 'How To' with some useful tip that will make life a little bit eaier or will add to your professional image. Today - how to create a PDF document.

Why create a PDF?
I send a lot more emails than letters, and many of these emails contain important information, including quotes, order forms, specifications and proposals. I save them all as a PDF for the following reasons:
  1. Most people can open a PDF document, so I don't need to worry about what software version the recipient is using, or whether they have the right software at all.
  2. It looks professional and will look the same with the recipient as it did when i saved it.
  3. PDFs are more secure than a Word document for example, in that they cannot be changed without the relevant software.

How to create a PDF?
I have found a great little tool that allows you to create a PDF from any document by using the 'Print' option in any application.

Step 1 - Installing Cute PDF
Go to http://www.cutepdf.com/Products/CutePDF/writer.asp and select the 'Free Download' option on the left hand side. In the 'File Download' box that pops up, click 'Run' and follow the instructions on-screen. Cute PDF will have installed itself as a printer on your computer.

Step 2 - Creating PDF Documents
When you need to create a PDF, for example, from a Microsoft Word document, open the document and select 'Print' in the File menu as you would if you were printing the document to send in the post.

In the Print options box, under 'Name' have a look in the drop down menu for 'CutePDF Writer' and click print.

It will then ask you where you want to save the document, simply enter a file name and choose where you want to save the document and voila! A PDF document for you to send wherever you choose.

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