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Using PDFMaker in Microsoft Office (Windows)

The Windows version of Acrobat 9 automatically installs a set of tools into the Microsoft Office suite of software (Figure 4.4). These tools are known collectively as PDFMaker.

Figure 4.4

Figure 4.4 Acrobat 9 installs PDFMaker, a set of PDF-related controls into the Microsoft Office applications.

PDFMaker's appearance and abilities vary depending on your version of Office. In Office 2007, it installs tools that let you do the following:

  • Create a PDF file out of the current document.
  • Email the current document as a PDF file to an address of your choice.
  • Send the current document to a list of people for a PDF-based review.

The Create PDF and Email PDF functions are available in all versions of Office, making it very simple to convert Word, Excel, and other Office documents to PDF.

The instructions below are for Office 2007. Earlier versions of Office have the same functions, but they reside in a PDFMaker toolbar, rather than an Acrobat "ribbon."

To create a PDF file in an Office application:

  1. With your Office document active, select the Acrobat ribbon.

    The PDFMaker commands become visible, as in Figure 4.4.

  2. Click the Create Adobe PDF button.

    Office presents you with the standard Save dialog box.

  3. Specify a name and location for your PDF file.
  4. Click OK.

    Acrobat creates the PDF file, displaying a progress bar while it works.

To email an Office document as a PDF file:

  1. With your Office document open, click the Create and Attach to Email button.

    The standard Save dialog box opens.

  2. Specify a name and location for your PDF file.
  3. Click OK.

    Acrobat creates the PDF file, displaying a progress bar while it works.

    When it's finished, PDFMaker launches your email client software and opens a blank email window with the new PDF file already attached (Figure 4.6).

    Figure 4.6

    Figure 4.6 The Convert to PDF and Email tool launches your mail client and opens a blank message that has the new PDF file attached to it.

  4. Fill out the destination address and subject in your email client.
  5. Click your email client's Send button.
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