Saving your file as a PDF

Saving Your File
Once your page layout is completed, we recommend saving your file (or files) in the PDF format. Both Microsoft Word and Microsoft Publisher have a built in PDF conversion tool (since the 2007 version), while InDesign has an “export to PDF” function. When saving your file in the PDF format, it is important to choose the higher quality option (Standard Publishing Online and Printing for MS Word or export to a “press quality” PDF file for Adobe InDesign). This will ensure your file will print at high resolution.

Saving to PDF
What is a PDF and why does it matter?
Everyone’s computer is different, each running on a unique combination of software, fonts, operating systems, and other technical mumbo-jumbo. This means that files made on one computer will not necessarily appear the same on another computer. For instance, an MS Word document that you’ve created may look significantly different on my computer than on your computer.

The solution to this is the PDF (Portable Document Format). A PDF file is designed to be viewable on all computers, regardless of operating systems or programs installed. When converting to PDF, you are essentially turning the entire document into a simplified image. This means that you can make your files in whatever program you like, so long as you convert them to PDF prior to submission. What’s the drawback? PDFs are extremely limited when it comes to modifications.

Please note that often we cannot provide individualized PDF conversion assistance since we do not know all of the programs (and versions of programs) which you may have used to create your document. Plus, PDFs should, by their nature, be created on the same computer that the original file was created on.

Common modifications that can be made to a PDF include:

  • Increasing/decreasing margins
  • Shrinking/enlarging pages proportionally and minimally
  • Deleting page numbers (on individual pages); inserting page numbers (throughout the whole document, not on an individual basis)
  • Inserting blank pages; deleting pages

 Common modifications that cannot be made to a PDF include:

  • Fixing typos; inserting or altering text
  • Changing line spacing
  • Sizing 8.5" x 11" documents down to standard book size (i.e. 6" x 9")
  • Correcting unembedded fonts (See EMBEDDING FONTS)