Perfect pdf sample

2008 Adobe Systems Incorporated. All Rights Reserved.
1
Building the
Perfect PDF
Kelly McCathran
Service Provider Evangelist
Adobe Systems Inc.

2
What is PDF and When Did It Become the Standard
Adobe first introduced Acrobat™ in 1993 creating the open-source file format. PDF files
are compact and can be shared, printed, viewed and searched by anyone using the free
Adobe Reader® application when created properly. To date, more than 500 million
copies of Reader® have been downloaded. Adobe PDF documents are readable and
searchable on over 13 platforms.
• PDF Really started to take off in the late 90s
and after the year 2000 became a world-wide
standard for document distribution
• Acrobat™ is one of the few Adobe applications
that kept is version number, instead of adding
CS (for Creative Suite) to the file name
Objects
Images
Fonts
Layout

3
Create a PDF file that
anyone can open and
print

4
Adobe Acrobat 8

5
Evolution of Acrobat
Preflight
Acrobat 8
Fall 2006
Acrobat 7
Dec 2004
Acrobat 6
April 2003
User Experience
PDF/X
JDF Automation
Collaboration
JDF creation
Enhance and Optimize Automate corrections
JDF workflow
with validation
Introduce
Creation and preflight
Expanded creation
and validation
Acrobat and Reader
Email and browser
Server-based reviews
and Acrobat Connect
Acrobat only
Industry specific features
Industry specific
workflows
Product segmentation
Universal Binary

6
Common File Problems
Fonts
• Embed ALL fonts, not just Subset for High-End Print
• Edits and many imposition programs require fonts
• InDesign automatically embeds all into PDF when set to 0%
(not 100%)
• Embedded Subset is the default for all PDF Settings and is
preferred for Office Quality Printing, On-Screen Presentations or
Web-Based PDFs
Colors
• Color can be controlled through ICC Profiles, so the PDF displays
and prints the same as the original file
Images
• The Resolution of images can often be lowered during PDF
creation, there are different settings for different uses of PDF
Version Compatibility
• Don’t make a PDF that requires a newer version of Adobe Reader if
your client is slow to upgrade, there are exceptions to this rule

7
Methods to Create a PDF
There are a variety of methods for creating PDF documents, some are notably better than others.
1. PDFMaker √
This button for Microsoft™ Office applications is available on either PC or Mac, but is only fully functional on the PC. Users
press one button and PDF Maker writes PostScript, Distills, creates Bookmarks, Links and Tags.
2. Print to Adobe PDF Printer √
With this method, from any application, users can Print to the Distiller printer driver. This will create a PostScript file
(behind the scenes), generate a PDF based on the selected set of Adobe PDF Settings. With this method, no Bookmarks,
Links or Tags are created.
3. Print to PostScript and Distill √
This is the longest lasting and typically preferred method for Press Ready PDFs. On the Windows platform, some
PostScript files may have the extension .prn instead of .ps.
4. Save As... √ (if you are running CS2 or CS3)
In the past this was not a reliable method to generate a PDF, now that Creative Suite 2 & 3 share Adobe PDF Settings, it is
blessed. As with all workflows, check with your printer for their recommendations.
5. Native Export to PDF... √
Programs such as InDesign √ and QuarkXPress 6.x -7 offer a native Export to PDF. Check with your print shop to see if
they accept these files. Quark does some odd things with it’s native export to PDF, so often method number 3 is preferred
for those users.
√ Recommended Method

8
Methods to Create a PDF continued
None of these methods should be used for high-end print.
6. PDFWriter
PDFWriter is a quick and dirty non-PostScript printer driver that converts files directly to Adobe PDF from any
application. This method should never be used. This driver was designed for applications that can not write PostScript,
or with documents that don’t contain complex graphics.
7. OS 10 on the Mac
Mac OS 10 (X) now offers creation of PDF directly through the print dialog. This saves the PDF with the images at actual
resolution, but only includes the characters used, or a Subset, of the fonts. Remember it’s FREE, which means you get
what you pay for.
8. Screen Shot PDF
OS 10 on the Mac also allows the capture of a screen shot (picture of the screen) as a native PDF, through Command Shift
3 or Command Shift 4. They appear on the Desktop as Picture 1.pdf (Picture 2, 3, etc.). In Windows users can hit Alt Print
Screen and choose in Adobe Acrobat File > Create PDF > From Clipboard Image.
9. Third Party
There are many Third party products which offer a very inexpensive, if not free creation of PDF files. Check with your Print
Service Provider to see if the one you are choosing will be building printable PDFs.
10. JavaScript
For the programmers out there, users can create a blank PDF file via a JavaScript command: app.new Doc ();
11. Web Capture
File > Create PDF > From Web Page (Command Shift O or Ctrl Shift O)

9
PDF Document Version v.s. Acrobat Application Version
Acrobat Version PDF Specification Differences
Version 3 1.2 No Spot Color Support, 40 Bit Encryption
Version 4 1.3 ICC Color Management, Smooth Shading, 40 Bit
Encryption
Version 5 1.4 Transparency, 128 Bit RC4 Encryption
Version 6 1.5 Layers, Transparency, 128 Bit RC4 Encryption,
Embedded Multimedia content
Version 7 1.6 RC4 & AES (Advanced Encryption Standard)
Encryption, Embedded Multimedia content
Version 8 1.7 Support for 3D, New Printer Controls including
paper selection, page range, copies, and scaling,
support for portable collections, Polyline & Polygon
now have scale & measurement-aware dimensions
attached to them, more Tags

10
Document Properties
No PDF file should leave your system without first inspecting it’s Document Properties
File > Properties (Command D or Ctrl D). This will tell something about how the
file was created.
• The Version of the PDF file
• Fonts embed status
• Fully Embedded
• Embedded Subset
• Not in the file at all
• Security settings
• Initial View/Open Options

11
Font Embed Status
Once a PDF has been created, it is important to check that the fonts made it into the
document, fully, this can also be found under File > Properties (Command D or Ctrl D)
then click the Fonts section at the top.

12
Acrobat Distiller
Distiller is the program that runs behind the scenes to create your PDFs.
To launch Distiller:
• Launch Acrobat
• Choose Advanced > Print Production >
Acrobat Distiller
• Once Distiller launches, the window will
show the default Settings which are
called Standard
• To customize these settings choose
Settings > Edit Adobe PDF Settings
(Ctrl E or Command E)

13
General PDF Settings
In the General tab, PDF authors can select
version Compatibility with Acrobat 3 – 8 The
current recommended setting is Acrobat 4
(PDF 1.3) for most print shops and Acrobat 5 if
the printer is accepting responsibility for
Transparency Flattening.
• You can only get Un-flattened Transparency if
you Export from InDesign or choose
File > Save As from Illustrator
• Any PDF Created from a PostScript file or
Printed to the PDF Printer has the Transparency
already flattened in the print stream

14
Compression Settings–Web or On Screen
Web based PDFs need the smallest possible file
size. Most monitors can not display a resolution
above 72 ppi, therefore color and grayscale
images should be set to:
• 72 ppi – 108 ppi (leaving a little resolution in case
they zoom in
• Line Art (Monochrome or Bitmap images with no
shades of gray) is typically acceptable at 300 ppi
• For Image quality (the jpeg or zip compression
setting) in color and grayscale images, a setting of
Medium or Low is recommended, to keep the file
size down

15
Compression Settings–Office Quality or Print on Demand
Laser, Inkjet and most Print on Demand
devices do not need 300 ppi for image
resolution, it is overkill.
• A resolution of 150 - 225 ppi (pixels per inch)
is sufficient for color or grayscale photos
• Line Art (Monochrome) is typically acceptable
between 300 - 450 ppi
• High is recommended for Image Quality
compression settings

16
Compression Settings–Press Quality
For high end printing, the rule of thumb is 2 x
lpi (lines per inch, or halftone screen) is the
best resolution for color and grayscale.
Commonly resulting in 300 ppi.
• 300 ppi or (2 x lpi) for color or grayscale
• Typically 1200 - 2400 ppi is recommended
for Line Art (Monochrome)

17
Font Settings–Standard
This is one of the biggest changes that should
be made to the default PDF Settings. It is
always safer to fully Embed the fonts used in a
document for high-end print, but Embedded
Subset is perfect for all other uses.
• Subset % refers to the maximum percentage of
characters (glyphs) in a font that can be used
before the entire font is Embedded instead of
Subset. The range is 1 through 100.
• For example, a value of 50 means that a font will be
Embedded in Full (not subset) if more than 50% of
characters are used; a value of 100 means all fonts will be
Subset no matter how many characters are used (because
more than 100% of characters can’t be used).
• For Web based PDFs, embedding all the fonts causes the
file to become to large, therefore Subset at 100% is
recommended. This means that Distiller will Subset all
fonts (write in the unique characters used) and not fully
Embed all characters in the font. This will keep the
file size down.
• In almost all cases, the Never Embed List
should always be empty.

18
Font Settings–Press Quality
If fonts are only Subset, this may make it
difficult to make last minute type corrections
or print predictably when crossing
platforms. Therefore, any PDF files that may
be printed should have Subset unchecked
and Embed checked.

19
Color Settings
Another big issue in PDF files is that the color changes when printed from the PDF vs.
directly from the application. This can be prevented by changing the Color tab to Leave
Color Unchanged for all sets.

20
Saving Settings
Once the Job Options have been
customized, they can be saved for future
use. It is typically recommended that the
set is named in such a way that it is easily
identifiable.

21
Loading Settings
To load PDF Settings that someone has provided to you, simply double click on both
Windows & Mac. Acrobat Distiller will launch and install them in the proper location.

22
Print Driver Settings–Windows
After saving a customized set, it is
important to change the print driver
on the PC to use this set as the
default. To do this:
1. Go to Start > Settings > Printers
2. Right-click on Adobe PDF and
choose Properties
3. It is also important to de-select the
box that says do not send fonts to
Adobe PDF. Distiller needs the
fonts to ensure that type reflow
does not occur.

23
PDFMaker for Microsoft Office
PDFMaker is a PC based macro for users of
Microsoft™ Word 97, Word 2000,
PowerPoint 97, PowerPoint 2000, Excel 97,
and Excel 2000 using Acrobat® Distiller®.
When Acrobat® is installed on a machine
that contains Office it will create a new
button on the toolbar for one click access
to Create a PDF.

24
InDesign Export to PDF
When creating PDFs from InDesign,
Distiller is not recommended, if you’re
using Transparency
1. Choose File > Export
2. Select Format Adobe PDF
3. Compatibility
• Acrobat 4 for Flattened Transparency
• Acrobat 5 or newer for
UnFlattened Transparency
4. Compression
• 72 ppi, 150 ppi or 300 ppi
5. Click Advanced on the left
1. Set Subset fonts to 0% to fully embed
the font for Press Quality
6. Click Export

25
Best Practices for Printers
Talk to the customer
• Build workflow from creation
through output
• Provide customer with resources
and or training
Control file creation by providing PDF
Settings
Embed all fonts
• Control color
• Use previews
(output, flattening, overprint)
• Transparency and flattening
(printer should control)
• Use standards (PDF, PDF/X, ISO, etc)
• Preflight

26
Output Preview
Improved options for separations through Advanced > Output Preview
• On-screen total ink coverage warnings
• On-screen warning for rich black
• On-screen overprinting warning
• Per-window soft-proofing
• Integration of Loupe Tool with
Output Preview

27
Preflight Enhancements
New, simplified interface for profile creation
Tools > Print Production > Preflight
Preflight profiles based on best practices organizations

28
Working with your Customer
Take technology upstream
• Creatives should understand output*
• Provide training and resources (Adobe can help!) http://partners.adobe.com
• Use technologies that support successful output
• Distinguish yourself through unique solutions implemented into your
client’s creative output
• Look for standards that fit both your needs
• Use tools that are built to work together

29
Adobe Print Service Provider Resources
Training
• Adobe can help train your prepress staff on using InDesign CS3, Illustrator CS3,
Acrobat 8 Professional and more! Adobe can also help you train your customers in
file preparation, for greater efficiency and cost savings.
Testing
• Adobe conducts beta testing with printers to gather feedback and improve functionality
Communication and Support
• Adobe Partner Connection offers technical newsletters and toll-free technical support
Technical Information
• Extensive resources available at the Adobe Print Resource Center www.adobe.com/go/print

30
Adobe Partner Connection – Print Service Provider Program

31

32

33
Printers Are Accepting Adobe PDF Files
Customers find print service providers using the Adobe Partner Finder
http://www.adobe.com/sp-partnerfinder
Acrobat 8 Professional brings major improvements and new features, specifically for
service providers
Adobe is dedicated to continuously improving Adobe PDF for print production and
output
Adobe listens to input from service providers, print professionals,
and OEM vendors
The Adobe Print Service Provider Program provides testing, training, and
support to printers and OEMs
If you need assistance with accepting Adobe PDF files, email us at
sp-feedback@adobe.com Adobe can help!

34
Adobe.com Links
www.adobe.com
Adobe’s main website – Chock full of information,
downloads, training, and other resources
www.adobe.com/print
Adobe’s Print Publishing Center – A specialized site
for Adobe products related to print production
using Adobe products for both creative types and
print service providers
www.adobe.com/support/
Adobe’s main support page – Find answers from
Adobe customer support experts! Search for
troubleshooting information and tutorials by
product. Sign up to receive email support
announcements. Participate in User-to-User forums.
Submit feature requests, etc.
http://partners.adobe.com
Join the Adobe Partner Connection as a print
service provider supporting Adobe products
and services
www.adobe.com/sp-partnerfinder
Adobe Partner Finder – Designers are looking for
printers that support Adobe software. Printers can be listed in the
online searchable database.
www.adobe.com/go/print
The Adobe Print Resource Center – A variety of
downloads and technical resources for creatives
printers, and OEM vendors- including tutorials,
case studies, white papers and the Printing Guides
www.adobe.com/jdf
Adobe’s JDF resource center, for all things JDF
www.adobe.com/vdp
Adobe’s VDP resource center, for all things VDP
http://tv.adobe.com
Adobe TV is a free online video resource for expert instruction and
inspiration about Adobe products

35
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this fast-paced one-day seminar brings the entire workflow together—from design and
prototyping through development and testing—using easy-to-understand examples from
a designer’s point of view. Most importantly,
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it works, and how you can use it to your advantage.
Register for the workshop in Los Angeles (May 29), New York (June 4), Washington DC
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