Acrobat 6 and PDF Solutions: Creating the PDF You Want. Pt. 2. By Sybex | 3 | WebReference

Acrobat 6 and PDF Solutions: Creating the PDF You Want. Pt. 2. By Sybex | 3

Acrobat 6 and PDF Solutions: Creating the PDF You Want. Pt. 2

Exporting PDFs

QuarkXPress 6 includes the ability to export documents as PDFs while controlling distilling options in the process. Here’s how:

1. After creating and preflighting your page layout document, choose File > Export > Layout As PDF.

2. An Export PDF window appears. Click the Options button to set the distilling options.

3. The PDF Export Options window appears. Click the Layout Info tab and configure the document information fields. Any data you enter here will become part of the PDF metadata.

4. Click the Hyperlinks tab (Figure 4.22). This tab allows you to determine which document elements, including lists and indexes, will become internally hyperlinked to their corresponding information in the document. Configure this as follows:

Figure 4.22 Decide which Quark elements will become PDF hyperlinks and how they will appear.

Include Hyperlinks Check this option to activate the hyperlinking capabilities.

Export Lists As Hyperlinks Check this option if your document contains any lists (commonly a Table of Contents list created from style sheets) that you want to be hyperlinked to their internal sections.

Export Indexes As Hyperlinks Check this box if you have created an index in QuarkXPress and would like those index entries to be hyperlinked to their corresponding text.

Export Lists As Bookmarks Any list you have created in your document, such as chapter and section lists based upon style sheets, or lists of graphics, can also be bookmarked in your PDF document for easy access by checking this box. You can select the lists you want bookmarked, while leaving others unlinked.

Appearance You can control the appearance of the hyperlinks by making Frame and Highlight selections.

5. Click the Job Options tab and configure the Compression and Resolution fields as you would in an Images tab in Distiller (Figure 4.23). ($ See “Creating PDFs Directly through Distiller” earlier in this chapter for more information on compression and resolution settings.)

Figure 4.23 The Job Options tab

6. Click the Output tab (Figure 4.24) and configure this section as you would any normal Print dialog box that allows you to designate the colors, registration, and bleed information you would like to include in your final PDF. (See Chapter 3 on printing PostScript files for more information on output and Open Prepress Interface (OPI) topics.)

Figure 4.24 The Output tab

7. Click the OPI tab and configure it to suit your needs.

8. When you have finished configuring the PDF Export Options window, click OK. An Export As PDF window appears.

9. Locate the folder where you would like your PDF file to be placed and click Save.

Note: The QuarkXPress 6 Export function does not use Acrobat Distiller to effect the distillation of the PDF. QuarkXPress 6 comes with a licensed Jaws PDF Library from Global Graphics. The PDFs export quickly but are often much larger than those created using Distiller and may require Reduction or PDF Optimization (available only in Acrobat 6 Pro). For this reason, I typically do not use the QuarkXPress Export function, but prefer to use the more traditional method of printing a PostScript files to a Watched folder.

Creating PDFs through InDesign

Adobe InDesign is fully integrated with Acrobat technology, and in fact it has its own built-in version of Distiller so that PDF files can be created directly though Distiller. InDesign allows you to access a default set of Distiller settings (similar to the ones in Distiller), and as with Distiller you can edit or create your own settings called setting styles. Here is how you can control the creation of PDF documents through InDesign.

Style Sheets, TOCs, and Hyperlinks

Back in Chapter 2 we discussed the importance of constructing page layout using style sheets, and here we see another one of the benefits. TOC lists created from style sheets can automatically be converted into PDF hyperlinks and bookmarks, dramatically enhancing the functionality, and particularly the accessibility, of the final PDF document.

InDesign Styles vs. Distiller Settings

InDesign’s PDF Styles list will be similar to, but may not be identical to, the Settings list in Distiller. For instance, in the Styles list in Figure 4.25 you do not see any PDF/X styles, but you do see an eBook style. This set of InDesign PDF styles is consistent with Acrobat 5 rather than Acrobat 6. So if you intend to use InDesign to create your PDF files, be sure to update InDesign to the most recent version of its built-in Distiller and styles.

Choosing, Creating, and Editing PDF Styles

In InDesign, Distiller settings are called PDF styles. You can access and modify InDesign PDF styles with the following steps:

1. Choose File > PDF Styles; the PDF Styles dialog will appear (Figure 4.25).

Figure 4.25 InDesign PDF Styles dialog

2. Select one of the PDF styles from the Styles list. This selection will become the default style used to create PDF files.

3. To create a new PDF style or edit a previously customized one, click the New or Edit button in the Style dialog. A window labeled New PDF Style will appear with a list of five categories of options on the left side (Figure 4.26).

4. Click the General category. Fill out this window to meet your specifications. You may notice, depending upon the version of InDesign you have, that the choices here may not match those in Distiller. For instance, here you will note that there is no Acrobat version 3.0 compatibility, which Distiller 6.0 has. You will also have non-Distiller choices for including hyperlinks and bookmarked items marked in your InDesign document.

Figure 4.26 InDesign New/Edit PDF Style dialog

5. Click the Compression category (Figure 4.27). Assign the resolution sampling and compression type you prefer.

6. Click the Marks & Bleeds category (Figure 4.27). Fill these out to suit your output. Once again you may see a difference between some of the setting choices from Distiller, such as the Color Bars option, which is available here but may not be available in Distiller.

Figure 4.27 New/Edit PDF Style options for Compression and Marks & Bleeds

7. Click the Advanced category (Figure 4.28) and select the font and color handling choices you would like. You will note that this window has a setting not found in standard Distiller, and specific to InDesign document elements that have transparency, labeled Transparency Flattener.

8. Click the Summary item (Figure 4.28) to view a complete summary of all the PDF setting choices you have made. When the setup is what you want, click OK to save the style.

9. Once you’ve chosen or created a PDF style and edited it as you wish, then back in the PDF Styles dialog click OK to lock in your choices.

Figure 4.28 New/Edit PDF Style Advanced and Summary panels

Exporting PDFs from InDesign

Once you have created the PDF styles you would like to use, you can then use those styles to export PDF documents. Here’s how:

1. Create and preflight your InDesign document, and perform a Save As to create a separate print copy of your document. (This is a precaution in case anything happens to your document during printing or PDF creation.)

2. Choose File > Export (z/Ctrl+E); an Export dialog will appear (Figure 4.29).

Figure 4.29 InDesign Export dialog

3. Select Adobe PDF from the Formats menu.

4. Name the file (here, I’ve used News Letter_Aug.pdf). Use a filename of eight characters or less if you intend to send this file across the Internet, and be sure the extension is .pdf.

Note: If you (like me) hate having to use only eight characters to name a file, here is a tip: Name the file whatever you want, and then to send the file across the Internet, compress the file as a .zip (a format produced by programs such as WinZip or ZipIt) or .sit (usually produced with StuffIt) archive (.zip is probably the most universal) with an eight-character name. Whoever receives the file can then decompress the file and see its full name. This archiving has the extra benefits of making your file smaller and adding a “protective coating” around it as well.

5. Select a location for where you want the PDF to be placed.

6. Click the Save button; the Export PDF dialog will appear (Figure 4.30).

7. Select the PDF style you would like to use to create your PDF document.

8. If necessary, edit any of the PDF settings.

9. Click the Export button.

Figure 4.30 InDesign Export PDF dialog

Created: March 27, 2003
Revised: May 03, 2004