Secrets of Saving as PDF, How and Why

You’ve seen links like the one above. You’ve probably clicked them and know they produce PDF files. Did you know you can save your own files in that form? Did you know when and why know you should? Here are three compelling reasons:

1. If you share a Word document with someone else, they may not have the same version as you, and they may not have the fonts you use. Your document may not display right for them. By saving as a PDF, you can embed the fonts, and the file will look the same on a Mac, a PC, or an Android based device.
2. If you share a Word document, others can copy from or edit it. PDF files are more secure. Few people know how to copy text from a PDF file. Fewer still have a clue how to edit them or the special software to do so.
3. If you upload to an online printer, like CreateSpace or any POD publisher, they require PDF files, and they must have embedded fonts and be formatted with the right paper size for your project.
4. For long-term storage, PDF is the archivist’s best bet. PDF files from twenty years ago still display just fine. That’s definitely not the case with word processing documents.

The good news is that this conversion is easy to do and if you don’t already have software to do it, it’s widely available for free.

So, you say, “I’m sold. How do I do this?”

The tutorial below will walk you through three different paths, starting with the simplest one first.

Save as a PDF with Word (or OpenOffice or most any word processing program)

1. Whatever program you’re using, select Save As. They’ll all be pretty much the same as what you see here.
2. Click the tiny arrow on the right of the Save as type field. Select PDF from the flyout menu.
   
   
3. Check the options. First check that your file is optimized for printing if you are uploading to CreateSpace or have other plans to print. If it’s primarily for onscreen viewing, select the Minimum size option.  Then click the Options menu to the right and make sure the box, Bitmap Text when fonts may not be embedded is checked.
   
   
   Word automatically adjusts page size (in case you are saving a file with pages some size other than 8.5” x 11”) and embeds fonts. Some commercial fonts can’t be embedded, at least not without a special license. This option ensures they’ll be readable on the other end.

LibreOffice, based on OpenOffice, has an Export as PDF function rather than Save As. For POD publishing, select 100% for JPEG compressions. Other tabs include lots of bells and whistles, but nothing important for our purposes here.

Print as a PDF

Aside from word processing programs and maybe a couple of others, you create PDF files by “printing” them to a digital page. To do this you use a printer driver much like the one for printers that use ink. This means that if you find an error and need to fix it, you go back to your source file, i.e. your Word document, make your change, then “print” the file again, just as you’d do with paper.

Many PDF printer apps are available for free download on the Internet. The ones I’ve looked at all use print setup interfaces similar to one of the two types I’ll show below. I’ll begin with Cute PDF, but first a caveat about downloading any free software:

It often comes bundled with add-on apps. You do not need these add-on apps. They probably aren’t malware, but why take the chance? Only download specific programs that you know you need, want and trust. The add-ons keep the software free, but you can avoid them by paying close attention. Reputable software publishers today offer you the opportunity to opt out of add-ons. If you see any window that asks you to click to install anything other than the app you selected, look for an opportunity to Decline, or a button that says Next. If you don’t see any option like this. kill the installation and find another app. If you accidentally download something you don’t want, on a Windows machine, use System Restore and go back to the a time before the download.

Now a second caveat: I’ve used both the apps in the examples below and they are both satisfactory. They are not necessarily the best or the latest. The field keeps changing. Do a search for PDF conversion software, then check reviews before selecting one. You may want to try two or three.  And don’t be fooled that you need to buy anything unless you want to edit PDFs. If you don’t know, you don’t need it. The conversion engine will be free.

Using the Cute PDF Interface

This interface has been around for years and is shared by many of the free apps.

1. Find your way to the Print menu for your file. Click the arrow on the right and select Cute PDF (or another of your choice) as your printer.
   
   
2. Click Printer Properties to open the printer setup dialog.
   
   
3. Click Advanced on the Document Properties menu.
   
   
   From here you can change the page orientation, and select color or grayscale from the Paper/Quality tab. Advanced gives you more options, including embedding fonts.
   
4. By default most PDF printers substitute device fonts to keep file size small. Play it safe over the long run. Embed your fonts by selecting Download as Softfont in the TrueType font line.
   
   
   
5. Change paper size. This won’t matter if you’re sticking with standard letter-sized paper. For books and other special projects, you need the Paper Size option.
   
   
6. Monitor Print Quality. This app saves images at 600 dpi by default. CreateSpace asks for 300 dpi, which also works well on home printers. Nothing but file size is gained by saving them at higher resolution.
   
   
7. In the fly out that opens when you click the Paper Size field, check to see if your page size is listed. If not, scroll down to PostScript Custom Page Size. A new menu will open.
   
   
8. Enter your page dimensions. These should be identical to the paper size you designated in Word.  You will probably use inches, but millimeters and points are also options. Don’t concern yourself with the rest.
   
   

That’s it. Click OK as many times as you need, then click Print. You’ll be asked to specify a file name and location the same as saving any other file. Remember, this is a digital page, so it’s stored as a digital file, just like your Word document.

Using the Foxit Phantom PDF Printer

This app uses a newer interface with fewer options. Don’t concern yourself with what you don’t see.

1. Select Foxit Phantom PDF Printer and click on Printer Properties as above.
2. On the General tab, select Quality and Color. For publishing, you want High Quality Print. For other purposes, standard works fine. Don’t concern yourself with the confusing options behind that Edit button.
   
3. Alter page size if needed on the Layout tab. Click the Custom Page Size button.
   
4. Enter your page size. As above, this needs to be identical to your document paper size.
   
   
5. That’s it. Click Okay and print as above. You can add document properties information as you wish. If you’re saving for widespread public distribution, this is a way to ensure you retain credit for your work.

You may find slight variations in software interfaces, but these three examples should be enough to guide you through any of them. Now, go forth and fill hard drives and cyberspace with your work!

Photo Scanning Tips for CreateSpace

My heart nearly broke when I checked the resolution of a photo in a client’s family history/memoir I was preparing for upload to CreateSpace.com for printing copies for family members. When I copied the document photo and pasted it into IrfanView (my favorite free photo editor for low-end needs), I saw that the resolution was only 72 dpi (dots or pixels per inch). That’s a small fraction of the pixel density CreateSpace requires. This was the case with nearly all the several dozen photos in the book.

I had the gut-wrenching task of explaining to my client that she had a choice: I could resample the existing images to trick CreateSpace into believing they were 300 dpi . . . or she could rescan them.

How I wished that she, like the majority of people scanning old family photos, knew all along about scanning at a minimum resolution of 300 dpi. Here’s why it matters:

CreateSpace will sound an alarm when it analyzes an uploaded document and finds even one image of less than 300 dpi. For good reason. Lo-res images will look even worse in print than they do onscreen when zoomed above 100%. Ignore that warning at your own risk.

The left photo above is scanned at original size at 72 dpi. The image on the right is exactly the same picture, scanned at 300 dpi. Notice the crisp, clear detail in the high-res version compared to the blurry approximation on the left. That’s the sort of result you can expect with any image printed at 72 dpi.

My client wanted her volume to be top quality in every respect, so she opted to rescan as many photos as she still had available. For the rest, we stuck with small sizes and I resampled the existing photos as 300 dpi to stabilize them for printing. That turned off the CreateSpace alarms, but nothing could recreate lost detail. Still, those photos add value to the story and they are better than nothing.

Many of us scanned hundreds of pictures fifteen or twenty years ago when scanner technology was new and file size a concern. A 3” x 4.75” photo scanned at 300 dpi produces a file larger than the 1.44 megabyte capacity of the 3.5” floppy disks we used back then. We scanned at 72, or perhaps 96 dpi. I have a few hundred files like that myself, with the originals clear across the country, as many of hers are now. Those low-res files will work fine for eBooks and online viewing, but they are not print-worthy.

The tips below will help you get the best possible results for your publishing projects. If you decide to have someone else do layout for you, getting the photos right before you hand over the file will keep costs down and save you lots of aggravation.

Terminology

Resolution – the number of dots or pixels per inch. At 72 dpi, a square inch of image will have 72 pixels horizontally x 72 pixels vertically for a total of 5184pixels. At 300 dpi, that will be 300 x 300 for a total of 90,000, allowing for more than 17 times as much detail.

Resample – this word carries a touch of magic. If you change the resolution of an image, software uses samples from the image to calculate how to best condense or expand information to cover the desired amount of space. Increasing resolution spreads existing information thinner and is unable to add more detail.

Tips for preparing photos for publication

Scan at 300 dpi and 100% resolution – or higher. If you have a photo that’s 2” x 3”,  scan it at 600 dpi or higher to give you a high quality image printable at larger sizes so you can enlarge it enough to let people see detail. 600 dpi will allow you to double the size of the original in print. 900 lets  you print up to three times larger. Most old film photos lack the crisp resolution needed to successfully enlarge more than that.

Resample and enhance. If you aren’t able to rescan those old images, resample them to 300 dpi turn off the alarm.

Size in Microsoft Word to fit space on the page, then copy the image and paste into IrfanView or another editor to check resolution. Resample to 300 dpi at the precise size of the image in your manuscript. Replace the “temp” image with the resized one.

This matters because Word does a poor job of resampling, and images resized within the document generally look terrible when printed. This is partly due to changing the resolution as you resize in Word. Resizing is a nuisance, but worth the effort. I’ve tried not doing it and the results were not pretty.

Crop images with a photo editor. You  can do this in Word, and it might be okay, if you start with a 300 dpi image and don’t change anything else about its size. Check the quality of the image in your proof copy of the finished book.  For best results, crop in IrfanView, Photoshop Elements, or something similar and check to make sure the final image is 300 dpi.

Use an image editor to convert color images to grayscale if you plan to print in black and white. You can print from color or use Word’s image editing function to do this, but it’s not your best choice.

I’ll do another post soon on using your scanner interface. For now, scan big and pose questions in comments.

Write now: take a break from writing and scan a photo or two. Insert it in Word and play around with sizing. Download IrfanView and practice resampling. Tip: Resizing is on the Image menu. Ctrl+R will get take you right there. Have fun!