Creating PDF Files

When creating content for distribution though the District, You cannot rely on the fact that the recipient of the document has the same version of your word processor or spreadsheet, and will therefore be able to read your file.

Adobe are the inventors of what they termed Portable Document Format, or as we now know simply as "PDF".

PDF files are able to be read by most computers and even some portable devices. PDF is the most widely available method of distributing documents and having them seen by the recipient exactly as you intended. Sign up for electronic billing from your utilities provider and they will likely provide the bill in a PDF format. Most computers will have the reader installed at some point, and the Apple Mac comes with it built in.

How can we create these PDF files. At one time you would need a full copy of "Acrobat" from Adobe, costing several hundred pounds, but now fortunately free versions are available.

This article shows how simply a PDF creation tool can be installed and used. Please note that these instructions are for Windows XP. Windows Vista and Windows 7 will be very similar, but some of the screenshots may appear different.

Bullzip

The following instructions are related to the FREE Bullzip PDF writer.

There are a lot of screenshots and very little commentary since installation is very straight forward.

Head over to the products website at http://www.bullzip.com/products/pdf/info.php

 

Download the file to your computer as a zip file and then double click to open it.

Just follow all the prompts - no need to change anything.

           

Thats it. Just need to reinstate your normal printer as your default printer:

     

You now have an extra printer in your printers folder.

From any application that you can print from, you can now print to the PDF writer. The screen below is the print menu from Microsoft Word. Note that in most Microsoft Applications if you just press the print icon then the printing will go to the default printer. We don't want this so press Control-P or File + Print from the menu.

In the print dialog, choose the Bullzip PDF Printer

Then after you press OK, wait a few seconds and a new window will appear:

This is asking you to decide where you would like the PDF file to be stored. Check the path and then press the save button at the bottom.

Thats it! you have now created a PDF file which can be safely emailed to others without fear of them receiving a mangled mess at the other end.

Note that in most cases, a PDF file will be smaller than the equivalent Word document - not always though.

If you have any feedback about the instructions or the Bullzip product, I would be pleased to recieve them.

Mark Snape
District 1220 Webmaster.
January 2010